60RRBH19Q0022_-_Final.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24 & 30

1. REQUISITION NUMBER

5. SOLICITATION NUMBER

60RRBH19Q0022

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

07/02/2019

7. FOR SOLICITATION INFORMATION

CALL:

a. NAME George Keesee (george.keesee@rrb.gov)

b. TELEPHONE NUMBER (No collect calls) 312-751-4655

8. OFFER DUE DATE / LOCAL

TIME

07/31/2019 14:00:00

CODE ACQMGMT

U.S. Railroad Retirement Board Acquisition Management 844 N. Rush St.

Chicago, IL 60611

9. ISSUED BY X UNRESTRICTED OR SET ASIDE: % FOR

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS: 517919

SIZE STANDARD:

10. THE ACQUISITION IS

SEE

SCHEDULE

X

11. DELIVERY FOR FOB DESTINATION

UNLESS BLOCK IS MARKED 0 Days: 0.00 %

0 Days: 0.00 % 0 Days: 0.00 % 0 Days: 0.00 %

12. DISCOUNT TERMS

13a. THIS CONTRACT IS

RATED ORDER UNDER DPAS

13b. RATING

X RFQ IFB RFP

14. METHOD OF SOLICITATION

006CODE15. DELIVER TO

U.S.RAILROAD RETIREMENT BOARD

HEARINGS & APPEALS

844 N. RUSH ST., ROOM 425

CHICAGO, IL 60611

CODE 03916. ADMINISTERED BY

U.S.RAILROAD RETIREMENT BOARD

ACQUISITION MANAGEMENT

844 N. RUSH ST., 9TH FL.

CHICAGO, IL 60611

FACILITY

CODE

CODE

Telephone No.

17a. CONTRACTOR/

OFFEROR

CODE18a. PAYMENT WILL BE MADE BY

U.S. RAILROAD RETIREMENT BOARD

FISCAL OPERATIONS

844 N RUSH ST., 5TH FLOOR

CHICAGO, IL 60611

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER SEE ADDENDUM

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS

CHECKED

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/SERVICES

(Use Reverse and/or Attach Additional Sheets as Necessary)

21. QUANTITY 22. UNIT 23. UNIT PRICE 24. AMOUNT

See Lines

25. ACCOUNTING AND APPROPRIATION DATA

See Line Item Detail

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

X 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4, FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE X ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4, 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____ COPIES TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH

OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE

TERMS AND CONDITIONS SPECIFIED.

29. AWARD OF CONTRACT: REF. _____________________________ OFFER

DATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK 5)

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN,

IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF THE CONTRACTING OFFICER (TYPE OR PRINT) Paul T. Ahern

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 02/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

Document Number: 60RRBH19Q0022 PROCESSED Page 1 of 41

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _________________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

PARTIAL FINAL

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

COMPLETE PARTIAL FINAL

36. PAYMENT 37. CHECK NUMBER

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 02/2012) BACK

Document Number: 60RRBH19Q0022 PROCESSED Page 2 of 41

Table of Contents

Section Description Page Number

I Introduction

INTRODUCTION

II Schedule of Supplies and Services

PRICE SCHEDULE

III Statement of Work

STATEMENT OF WORK - NATIONWIDE VIDEO-TELECONFERENCING SERVICES

IV General Terms and Conditions 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) Rev. 1 TECHNICAL DIRECTION Contract Clauses THE ROLE OF GOVERNMENT PERSONNEL AND RESPONSIBILITY FOR

CONTRACT ADMINISTRATION

CONTRACTING OFFICIALS CONTRACTING OFFICIALS

52.232-19 Availability Of Funds For The Next Fiscal Year (Apr 1984) 52.217-8 Option to Extend Services (Nov 1999) 52.217-9 Option to Extend the Term of the Contract (Mar 2000) RRB.A.04 A. General RRB Provision-4.Conflicts of interest 52.224-1 Privacy Act Notification (Apr 1984) 52.224-2 Privacy Act (Apr 1984) 52.233-2 Service of Protest (Sept 2006) RRB.B.01 B. Security Provisions-1.Security Information RRB.A.05 A. General RRB Provision-5.Post award meeting RRB.A.06 A. General RRB Provision-6.Notice of Intent to Withhold Payment 52.216-22 Indefinite Quantity (Oct 1995)

INVOICING AND PAYMENTS

52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders--Commercial Items (May 2019) 52.212-3 Offeror Representations and Certifications--Commercial Items (Oct 2018) 52.212-1 Instructions to Offerors--Commercial Items (Oct 2018)

V Proposal Submission Instructions

SUBMISSION OF QUOTATIONS/PROPOSALS

VI Evaluation and Award

EVALUATION AND AWARD

VII List of Attachments

ATTACHMENTS

Document Number: 60RRBH19Q0022 PROCESSED Page 3 of 41

Section I - Introduction

INTRODUCTION

A. Agency Information: The U.S. Railroad Retirement Board (RRB) is an independent federal agency that adminis-ters a retirement and survivor benefit program for railroad employees and their families. The RRB was established by the Railroad Retirement Acts of 1937 and 1974. Its benefit program was the forerunner of the more familiar social se-curity system. The Railroad Retirement System is unique inasmuch as it is the only federally administered benefit pro-gram covering a single private industry. The RRB also administers the Railroad Unemployment Insurance Act which provides unemployment and sickness benefits to railroad employees. The RRB is headquartered in Chicago, Illinois.

B. Objective: The RRB’s Bureau of Hearings and Appeals requires nationwide video teleconferencing (VTC) ser-vices for the RRB to conduct hearings. The RRB intends to award a single indefinite delivery, indefinite quantity agree-ment or purchase order to an offeror who can provide the nationwide services, along with a facility, to the RRB. The RRB requires the vendor to have many VTC locations throughout the 50 states to enable the RRB claimants to travel a minimal distance to the vendor’s sites. The RRB historicaly has used approximately 85 hours per year on held VTC services.

C. Testing of Network Compatibility - Offerors should set up a test call with the RRB to ensure network and system compatibility and to become fully informed as to the extent and technical requirements of the work required. Offerors shall determine any technical issues/conditions which would affect the work before submitting an offer. The RRB strongly encourages offerors to perform system testing before submitting an offer. No allowances will be made for fail-ure of the offerors to avail themselves of testing the Network Compatibility. To schedule a network compatibility test, please contact Ms. Rachel Simmons at 312-751-4946, or Rachel.Simmons@rrb.gov between the hours of 9:00 a.m.

and 3:00 p.m., Monday through Friday, excluding Federal Holidays. All technical network testing must be scheduled and completed by close of business Wednesday, July 24th, 2019. The offeror will be responsible for all costs related to any technical testing with the RRB’s existing video conference suite located in Chicago, Illinois.

D. Questions pertaining to technical aspects of this Procurement must be submitted no later than 3:00 pm CDT, Monday, July 15, 2019. All questions must be sent by email to: proposals@rrb.gov . The RRB will not furnish technic-al information over the phone or in person.

E. Place and hours of Performance: The services performed for this contract shall be at any combination of the po-tential vendor’s nationwide locations. The RRB generally uses VTC services between 9:00 am Central Time and 3:00 pm Central time. Times vary based on the local time, and availability of key personnel.

Section II - Schedule of Supplies and Services

Number Supplies or Services Quantity Unit Unit Price Total ( Inc. disc., tax, and fees)

0001 OTHER IT AND TELECOMMUNICATIONS

SERVICES

0.000000 $

Period of Performance: 09/01/2019 - 08/31/2020

Description: Room, incremental, after hours, and cancellation charges for video-teleconferencing services for the basic year - September 1, 2019 to August 31, 2020.

0001AA OTHER IT AND TELECOMMUNICATIONS

SERVICES

1.000000 HR

Period of Performance: 09/01/2019 - 08/31/2020

Description: Room and call charges for the first hour of video-teleconferencing services for the basic year - September 1, 2019 to August 31, 2020.

Document Number: 60RRBH19Q0022 PROCESSED Page 4 of 41

Number Supplies or Services Quantity Unit Unit Price Total ( Inc. disc., tax, and fees)

0001AB OTHER IT AND TELECOMMUNICATIONS

SERVICES

0.250000 HR

Period of Performance: 09/01/2019 - 08/31/2020

Description: 15 minute (quarter hour) increments after the first hour of room and call charges for video-teleconferencing services for the basic year - September 1, 2019 to August 31, 2020.

0001AC OTHER IT AND TELECOMMUNICATIONS

SERVICES

1.000000 HR

Period of Performance: 09/01/2019 - 08/31/2020

Description:

OPTIONAL SERVICE: Additional after-hours charges for video-teleconferencing services for the basic year - September 1, 2019 to August 31, 2020. (For optional usage up to three hours prior or up to three hours after the normal published operating hours at the vendor's video-teleconference location.)

0001AD OTHER IT AND TELECOMMUNICATIONS

SERVICES

1.000000 HR

Period of Performance: 09/01/2019 - 08/31/2020

Description:

OPTIONAL SERVICE: Additional after-hours charges for video-teleconferencing services for the basic year - September 1, 2019 to August 31, 2020. For usage on weekends or holidays (Contractor shall state if the day is a holiday at the contractor's location before the room/call is booked) at the vendor's video-teleconference location.

0001AE OTHER IT AND TELECOMMUNICATIONS

SERVICES

1.000000 $

Period of Performance: 09/01/2019 - 08/31/2020

Description: OPTIONAL SERVICE: Sum of all cancellation charges for any video-teleconference not cancelled 24 hours prior to the scheduled call time for the basic year - September 1, 2019 to August 31, 2020.

0001AF OTHER IT AND TELECOMMUNICATIONS

SERVICES

0.000000 $

Period of Performance: 09/01/2019 - 08/31/2020

Description: OPTIONAL SERVICES: Any additional related video-teleconferencing services the vendor wishes to provide to the RRB at a firm-fixed price for the basic year - September 1, 2019 to August 31, 2020. (Vendor - Please attach price list.)

0002 OTHER IT AND TELECOMMUNICATIONS

SERVICES

0.000000 $

Period of Performance: 09/01/2020 - 08/31/2021

Description: Room, incremental, after hours, and cancellation charges for video-teleconferencing services for Option Year One - September 1, 2020 to August 31, 2021.

0002AA OTHER IT AND TELECOMMUNICATIONS

SERVICES

1.000000 HR

Period of Performance: 09/01/2020 - 08/31/2021

Description: Room and call charges for the first hour of video-teleconferencing services for Option Year One - September 1, 2020 to August 31, 2021.

0002AB OTHER IT AND TELECOMMUNICATIONS 0.250000 HR

Document Number: 60RRBH19Q0022 PROCESSED Page 5 of 41

SERVICES

Period of Performance: 09/01/2020 - 08/31/2021

Description: 15 minute (quarter hour) increments after the first hour of room and call charges for video-teleconferencing services for Option Year One - September 1, 2020 to August 31, 2021.

0002AC OTHER IT AND TELECOMMUNICATIONS

SERVICES

1.000000 HR

Period of Performance: 09/01/2020 - 08/31/2021

Description:

OPTIONAL SERVICE: Additional after-hours charges for video-teleconferencing services for Option Year One - September 1, 2020 to August 31, 2021. (For usage up to three hours prior or up to three hours after the normal published operating hours at the vendor's video-teleconference location.)

0002AD OTHER IT AND TELECOMMUNICATIONS

SERVICES

1.000000 HR

Period of Performance: 09/01/2020 - 08/31/2021

Description:

OPTIONAL SERVICE: Additional after-hours charges for video-teleconferencing services for Option Year One - September 1, 2020 to August 31, 2021. For usage on weekends or holidays (Contractor shall state if the day is a holiday at the contractor's location before the room/call is booked) at the vendor's video-teleconference location.

0002AE OTHER IT AND TELECOMMUNICATIONS

SERVICES

1.000000 $

Period of Performance: 09/01/2020 - 08/31/2021

Description: OPTIONAL SERVICE: Sum of all cancellation charges for any video-teleconference not cancelled 24 hours prior to the scheduled call time for Option Year One - September 1, 2020 to August 31, 2021.

0002AF OTHER IT AND TELECOMMUNICATIONS

SERVICES

0.000000 $

Period of Performance: 09/01/2020 - 08/31/2021

Description: OPTIONAL SERVICES: Any additional related video-teleconferencing services the vendor wishes to provide to the RRB at a firm-fixed price for Option Year One - July 1, 2015 to June 30, 2016. (Vendor - Please attach price list.)

0003 OTHER IT AND TELECOMMUNICATIONS

SERVICES

0.000000 $

Period of Performance: 09/01/2021 - 08/31/2022

Description: Room, incremental, after hours, and cancellation charges for video-teleconferencing services for Option Year Two - September 1, 2021 to August 31, 2022.

0003AA OTHER IT AND TELECOMMUNICATIONS

SERVICES

1.000000 HR

Period of Performance: 09/01/2021 - 08/31/2022

Description: Room and call charges for the first hour of video-teleconferencing services for Option Year Two - September 1, 2021 to August 31, 2022.

Document Number: 60RRBH19Q0022 PROCESSED Page 6 of 41

0003AB OTHER IT AND TELECOMMUNICATIONS

SERVICES

0.250000 HR

Period of Performance: 09/01/2021 - 08/31/2022

Description: 15 minute (quarter hour) increments after the first hour of room and call charges for video-teleconferencing services for Option Year Two - September 1, 2021 to August 31, 2022.

0003AC OTHER IT AND TELECOMMUNICATIONS

SERVICES

1.000000 HR

Period of Performance: 09/01/2021 - 08/31/2022

Description:

OPTIONAL SERVICE: Additional after-hours charges for video-teleconferencing services for Option Year Two - September 1, 2021 to August 31, 2022. (For usage up to three hours prior or up to three hours after the normal published operating hours at the vendor's video-teleconference location.)

0003AD OTHER IT AND TELECOMMUNICATIONS

SERVICES

1.000000 HR

Period of Performance: 09/01/2021 - 08/31/2022

Description:

OPTIONAL SERVICE: Additional after-hours charges for video-teleconferencing services for Option Year Two - September 1, 2021 to August 31, 2022. For usage on weekends or holidays (Contractor shall state if the day is a holiday at the contractor's location before the room/call is booked) at the vendor's video-teleconference location.

0003AE OTHER IT AND TELECOMMUNICATIONS

SERVICES

1.000000 $

Period of Performance: 09/01/2021 - 08/31/2022

Description: OPTIONAL SERVICE: Sum of all cancellation charges for any video-teleconference not cancelled 24 hours prior to the scheduled call time for Option Year Two - September 1, 2021 to August 31, 2022.

0003AF OTHER IT AND TELECOMMUNICATIONS

SERVICES

0.000000 $

Period of Performance: 09/01/2021 - 08/31/2022

Description: OPTIONAL SERVICES: Any additional related video-teleconferencing services the vendor wishes to provide to the RRB at a firm-fixed price for Option Year Two - September 1, 2021 to August 31, 2022. (Vendor - Please attach price list.)

0004 OTHER IT AND TELECOMMUNICATIONS

SERVICES

0.000000 $

Period of Performance: 09/01/2022 - 08/31/2023

Description: Room, incremental, after hours, and cancellation charges for video-teleconferencing services for Option Year Three - September 1, 2022 to August 31, 2023.

0004AA OTHER IT AND TELECOMMUNICATIONS

SERVICES

1.000000 HR

Period of Performance: 09/01/2022 - 08/31/2023

Description: Room and call charges for the first hour of video-teleconferencing services for Option Year Three - September 1, 2022 to August 31, 2023.

0004AB OTHER IT AND TELECOMMUNICATIONS 0.250000 HR

Document Number: 60RRBH19Q0022 PROCESSED Page 7 of 41

SERVICES

Period of Performance: 09/01/2022 - 08/31/2023

Description: 15 minute (quarter hour) increments after the first hour of room and call charges for video-teleconferencing services for Option Year Three - September 1, 2022 to August 31, 2023.

0004AC OTHER IT AND TELECOMMUNICATIONS

SERVICES

1.000000 HR

Period of Performance: 09/01/2022 - 08/31/2023

Description:

OPTIONAL SERVICE: Additional after-hours charges for video-teleconferencing services for Option Year Three - September 1, 2022 to August 31, 2023. (For usage up to three hours prior or up to three hours after the normal published operating hours at the vendor's video-teleconference location.)

0004AD OTHER IT AND TELECOMMUNICATIONS

SERVICES

1.000000 HR

Period of Performance: 09/01/2022 - 08/31/2023

Description:

OPTIONAL SERVICE: Additional after-hours charges for video-teleconferencing services for Option Year Three - September 1, 2022 to August 31, 2023. For usage on weekends or holidays (Contractor shall state if the day is a holiday at the contractor's location before the room/call is booked) at the vendor's video-teleconference location.

0004AE OTHER IT AND TELECOMMUNICATIONS

SERVICES

1.000000 $

Period of Performance: 09/01/2022 - 08/31/2023

Description: OPTIONAL SERVICE: Sum of all cancellation charges for any video-teleconference not cancelled 24 hours prior to the scheduled call time for Option Year Three - September 1, 2022 to August 31, 2023.

0004AF OTHER IT AND TELECOMMUNICATIONS

SERVICES

0.000000 $

Period of Performance: 09/01/2022 - 08/31/2023

Description: OPTIONAL SERVICES: Any additional related video-teleconferencing services the vendor wishes to provide to the RRB at a firm-fixed price for Option Year Three - September 1, 2022 to June 30, 2023. (Vendor - Please attach price list.)

0005 OTHER IT AND TELECOMMUNICATIONS

SERVICES

0.000000 $

Period of Performance: 09/01/2023 - 08/31/2024

Description: Room, incremental, after hours, and cancellation charges for video-teleconferencing services for Option Year Four - September 1, 2023 to August 31, 2024.

0005AA OTHER IT AND TELECOMMUNICATIONS

SERVICES

1.000000 HR

Period of Performance: 09/01/2023 - 08/31/2024

Description: Room and call charges for the first hour of video-teleconferencing services for Option Year Four - September 1, 2023 to August 31, 2024.

Document Number: 60RRBH19Q0022 PROCESSED Page 8 of 41

0005AB OTHER IT AND TELECOMMUNICATIONS

SERVICES

0.250000 HR

Period of Performance: 09/01/2023 - 08/31/2024

Description: 15 minute (quarter hour) increments after the first hour of room and call charges for video-teleconferencing services for Option Year Four - September 1, 2023 to August 31, 2024.

0005AC OTHER IT AND TELECOMMUNICATIONS

SERVICES

1.000000 HR

Period of Performance: 09/01/2023 - 08/31/2024

Description:

OPTIONAL SERVICE: Additional after-hours charges for video-teleconferencing services for Option Year Four - September 1, 2023 to August 31, 2024. (For usage up to three hours prior or up to three hours after the normal published operating hours at the vendor's video-teleconference location.)

0005AD OTHER IT AND TELECOMMUNICATIONS

SERVICES

1.000000 HR

Period of Performance: 09/01/2023 - 08/31/2024

Description:

OPTIONAL SERVICE: Additional after-hours charges for video-teleconferencing services for Option Year Four - September 1, 2023 to August 31, 2024. For usage on weekends or holidays (Contractor shall state if the day is a holiday at the contractor's location before the room/call is booked) at the vendor's video-teleconference location.

0005AE OTHER IT AND TELECOMMUNICATIONS

SERVICES

1.000000 $

Period of Performance: 09/01/2023 - 08/31/2024

Description: OPTIONAL SERVICE: Sum of all cancellation charges for any video-teleconference not cancelled 24 hours prior to the scheduled call time for Option Year Four - September 1, 2023 to August 31, 2024.

0005AF OTHER IT AND TELECOMMUNICATIONS

SERVICES

0.000000 $

Period of Performance: 09/01/2023 - 08/31/2024

Description: OPTIONAL SERVICES: Any additional related video-teleconferencing services the vendor wishes to provide to the RRB at a firm-fixed price for Option Year Four - September 1, 2023 to August 31, 2024. (Vendor - Please attach price list.)

PRICE SCHEDULE

SCHEDULE OF PRICES AND SERVICES

The Firm Fixed Price (FFP) or Firm Fixed Price time based Rates (FFPR) pricing offered above for all CLINs (and associated sub- CLINs) shall be “fully loaded” for the services described in Section III. The RRB describes “fully loaded” as the price inclusive of direct wage, fringe benefits, all overheads, general and administrative (G&A) cost, profit and fees, and all travel and per diem costs for the Contractor to provide a Video Teleconference (VTC) Facility and perform VTC services as stated in Section III. All expenses re-lated to providing the facility and services to the RRB MUST be incorporated in the firm fixed price above.

A. Please enter a firm-fixed prices or fixed price rates above to perform work requirement for both Mandatory and Op-tional Sub Line Item Number (SLIN)s as described in the Statement of Work (SOW) in Section III. Mandatory SLIN's are: 0001AA, 0001AB, 0001AC, 0001AD, 0001AE, 0002AA 0002AB, 0002AC, 0002AD, 0002AE, 0003AA, 0003AB, 0003AC, 0003AD, 0003AE, 0004AA, 0004AB, 0004AC, 00004AD, 0004AE, 0005AA, 0005AB, 0005AC, 0005AD, 0005AE.

Document Number: 60RRBH19Q0022 PROCESSED Page 9 of 41

NOTES: The contractor will not charge and the RRB will not accept any surcharges for any location. There shall be only the FFP's or FFPR's as listed in Section II, above.

ANY call that needs to be rescheduled because of contractor technical issues will be deemed a failed call and the RRB shall not be responsible for any charges.

The RRB shall not pay for a video-teleconference call that was not held OR needed to be rescheduled because of con-tractor technical issues. The RRB shall pay for the video teleconference if the technical issues were solely due to the RRB. If the technical issues are on both ends, the vendor shall pro-rate half of the video teleconference charges with the

RRB.

B. Contractor Information for Order Administration

1) Order address _______________________

2) Business Size _______________________

3) Federal Tax Id # - _______________________

4) DUNS No. - _______________________

5) Remit Address ________________________

6) NASA SEWP Contract Number ____________________ Please Attach a link to a copy of the contract.

Effective dates: _________ - ___________

7) Authorized representatives: Business. Techical.

Name Phone # Fax # E-mail

8) Central Contractor Registration (CCR) on SAM.Gov completed:

Yes [ ] No [ ]

9) Offeror must be registered on SAM/CCR and be in active status at the time of submission of a quotation to be eligible for award or an order. See FAR 52.204-13, SAM registration and Maintenance.

PERIOD OF PERFORMANCE

ITEM START END

0001 09/01/2019 08/31/2020

0001 AA 09/01/2019 08/31/2020

0001 AB 09/01/2019 08/31/2020

0001 AC 09/01/2019 08/31/2020

0001 AD 09/01/2019 08/31/2020

0001 AE 09/01/2019 08/31/2020

0001 AF 09/01/2019 08/31/2020

Document Number: 60RRBH19Q0022 PROCESSED Page 10 of 41

0002 09/01/2020 08/31/2021

0002 AA 09/01/2020 08/31/2021

0002 AB 09/01/2020 08/31/2021

0002 AC 09/01/2020 08/31/2021

0002 AD 09/01/2020 08/31/2021

0002 AE 09/01/2020 08/31/2021

0002 AF 09/01/2020 08/31/2021

0003 09/01/2021 08/31/2022

0003 AA 09/01/2021 08/31/2022

0003 AB 09/01/2021 08/31/2022

0003 AC 09/01/2021 08/31/2022

0003 AD 09/01/2021 08/31/2022

0003 AE 09/01/2021 08/31/2022

0003 AF 09/01/2021 08/31/2022

0004 09/01/2022 08/31/2023

0004 AA 09/01/2022 08/31/2023

0004 AB 09/01/2022 08/31/2023

0004 AC 09/01/2022 08/31/2023

0004 AD 09/01/2022 08/31/2023

0004 AE 09/01/2022 08/31/2023

0004 AF 09/01/2022 08/31/2023

0005 09/01/2023 08/31/2024

0005 AA 09/01/2023 08/31/2024

0005 AB 09/01/2023 08/31/2024

0005 AC 09/01/2023 08/31/2024

0005 AD 09/01/2023 08/31/2024

0005 AE 09/01/2023 08/31/2024

0005 AF 09/01/2023 08/31/2024

Section III - Statement of Work

STATEMENT OF WORK - NATIONWIDE VIDEO-TELECONFERENCING SERVICES.

A. BACKGROUND INFORMATION

1. The RRB has a recurring need to use VTC services as it is more cost effective than sending RRB hearing officers to each claimant's physical location. A nationwide network of VTC centers is being sought to keep the RRB’s travel ex-penses at the lowest level possible.

2. The RRB is seeking a long-term (basic plus four option years) agreement with VTC services that can provide the RRB with as many nationwide video-teleconferencing locations as possible.

3. The RRB, at it's Chicago, IL headquarters, currently uses a Polycom HDX 7000 HD system; serial number 881132111A49CN; I.P. address 63.150.23.2 for conducting hearings via videoconference. The RRB has a T1 data line to the internet for this equipment to conduct VTC calls.

4. The RRB defines a VTC call as one that everyone can see and hear each other throughout the entire call with no transmission errors. Delays of a short nature, 15 minutes or less, are acceptable, however, if the delays are of such a

Document Number: 60RRBH19Q0022 PROCESSED Page 11 of 41 nature that the call/hearing must be rescheduled, the RRB shall deem the entire call as failed, and the contractor shall not bill the RRB for services.

B. REQUIREMENTS:

1. The RRB plans to choose a single contractor for the services. The contractor may sub-contract out additional loca-tions, but the terms and pricing MUST be the same across ALL the vendor’s locations. Please note: This is not a re-quirements contract.

2. During the video teleconference the RRB may discuss issues that contain Personal Identifiable Information (PII) and Individually Identifiable Health Information (IIHI). The U.S. Department of Health and Human Services (HHS) issued the Privacy Rule to implement the requirement of the Health Insurance Portability and Accountability Act of 1996 (HIPAA). The Privacy Rule standards address the use and disclosure of individuals’ health information—called “protected health information” by organizations subject to the Privacy Rule — called “covered entities,” as well as standards for individuals' privacy rights to understand and control how their health information is used. Within HHS, the Office for Civil Rights (“OCR”) has responsibility for implementing and enforcing the Privacy Rule with respect to voluntary compliance activities and civil money penalties. Because of the need for privacy, the RRB MUST have a room to hold the video teleconference that will protect the privacy of the information discussed during the video tele-conference.

3. Since holidays vary across the United States, the contractor shall notify the RRB that the date the RRB is inquiring about is a holiday at that VTF facility. The contractor shall offer another location to the RRB, or work to re-schedule to a non-holiday, if possible.

4. The RRB seeks an all-inclusive firm-fixed price for the video-teleconference room and the call with a minimum charge of one hour and then 15 minute increments thereafter. The RRB shall be allowed to test the transmission to the vendor’s, vendor’s partner, or sub-contractor’s site at least one business day prior to the date of the video teleconfer-ence at no charge to the RRB. The RRB also expects help/support to be immediately available from the potential con-tractor by telephone should any call have technical issues. If contacted by email, a two (2) hour or less response time.

The RRB’s normal business hours are 6:00 a.m. through 6:30 p.m., Central Time, Monday through Friday, excluding Federal Holidays.

5. In the rare instances where the RRB attempts to get service in a location and the vendor notifies the RRB that it can-not provide service anywhere within a 75 mile radius from the claimant's home in an urban area or a 150 mile radius from the claimant's home in a rural area, the RRB shall seek services elsewhere. If the contractor knows of a vendor that will supply service, the RRB may, or may not use the service from that third party provider, however, the contract-or shall not bill the RRB for the recommendation. If the contractor is able to timely sub-contract the services for the RRB's desired service location, the RRB shall order those services from the contractor, paying only the rates as spe-cified the Contract Prices Section.

The Offeror's VTC services facility locations should be at the closest possible locations to the RRB field offices shown in Attachment A.

6. The RRB shall ONLY make payments to the contractor. The RRB shall not make any payments directly to any of the contractor's sub-contractors.

7. If the RRB chooses to upgrade its video teleconference equipment in the future, the RRB shall communicate with the contractor before it decides which equipment to purchase. The RRB expects the vendor to advise the RRB of any and all equipment that will work with the contractor's video teleconferencing system at no extra cost to the RRB. If the RRB purchases new video teleconferencing equipment without checking with the contractor for compatibility, it will do so at its own risk that the equipment may, or may not work in conjunction with the contractor’s system.

8. The contractor shall provide to the RRB an updated list of its video teleconferencing locations that are available for use by the RRB no less than every three months (or quarter).

9. The RRB expects help/support from the contractor should any VTC call have technical issues. The time billed shall not include any time spent troubleshooting/repairing a contractor issue.

10. The RRB cancels a scheduled call at least 24 hours before the scheduled start of the call, the contractor shall not charge a cancellation fee to the RRB.

11. The RRB shall be allowed to test the transmission to the vendor’s, vendor’s partner, or sub-contractor’s site at least one business day prior to the date of the scheduled VTC at no charge to the RRB.

Document Number: 60RRBH19Q0022 PROCESSED Page 12 of 41

12. The Contractor shall enable and allow the RRB to make the video teleconference connection approximately 10 minutes prior to the scheduled start time. The start time for billing purposes shall be the scheduled start time, not the time the connection was made prior to the start time.

13.If a connection is lost during a scheduled VTC call, and attempts to reconnect are unsuccessful, the contractor's technical contact(s) will be contacted to let them know the connection was lost, and request they check if it is problem on the contractor's end. If the problems are on the contractor's end, the RRB shall not be responsible for any VTC charges, if the problem is with both the contractor's and RRB's systems, or just the RRB system, the RRB shall be re-sponsible for only the time used (not what was scheduled) where the connection was working. The VTC would then be cancelled, and the contractor shall be expected to make every attempt to assist the RRB in rescheduling a new VTC call supporting the hearing.

14. The contractor will not charge and the RRB will not accept any surcharges for any location. There shall be only the FFP's or FFPR's as listed in Section II. This includes, but is not limited to, water, food, note taking materials, etc.

This requirement is for charging the Government only. This in no way restricts the contarctor from selling direct to any individual.

C. ADDITIONAL REQUIREMENTS:

The RRB will NOT consider the ability to use home computers with webcam and microphone as an option to the nationwide VTC services as it already utilizes them.

To ensure PRIVACY, the RRB MUST have a room to hold the video teleconference that will protect the privacy of the inform-ation discussed during the video teleconference.

To be complaint with the Federal Information Security Management Act of 2002 (FISMA) the agency must have security con-trols in place to ensure that Pll is protected. The requirement in Section 111.B.2 reads: During the video teleconference the RRB may discuss issues that contain Personal Identifiable Information (Pll) and Individually Identifiable Health Information (llHI). The U.S. Department of Health and Human Services (HHS) issued the Privacy Rule to implement the requirement of the Health Insurance Portability and Accountability Act of 1996 (HIPAA). The Privacy Rule standards address the use and disclosure of individuals' health information-called "protected health information" by organizations subject to the Privacy Rule - called "covered entities," as well as standards for individuals' privacy rights to understand and control how their health information is used. Within HHS, the Office for Civil Rights ("OCR") has responsibility for implementing and enforcing the Privacy Rule with respect to voluntary compliance activities and civil money penalties. Because of the need for privacy, the RRB MUST have a room to hold the video teleconference that will protect the privacy of the information discussed during the video teleconference.

AGAIN, the RRB has software and equipment to do VTC calls. This solicitation is seeking VTC FACILITIES and the VTC

SERVICES.

ANY OFFER RECEIVED THAT INCLUDES SERVICES NOT AS DESCRIBED ABOVE, SHALL BE DETERMINED

NON-COLMPLIANT AND SHALL NOT BE EVALUATED.

Section IV - General Terms and Conditions

52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

www.acquisitions.gov/far [Insert one or more internet addresses]

Document Number: 60RRBH19Q0022 PROCESSED Page 13 of 41

(End of provision)

• Contract Terms and Conditions – Commercial Items, FAR 52.212-4 (OCT 2018)

• Disputes, FAR 52.233-1 (MAY 2014)

• Protest after Award, FAR 52.233-3 (AUG 1996)

• Applicable Law for Breach of Contract Claim, FAR 52.233-4. (OCT 2004)

• Definitions , FAR 52.202-1 (NOV 2013)

• Restrictions on Subcontractor Sales to the Government, Alternate 1, FAR 52.203-6 (SEPT 2006)

• Anti-Kickback Procedures, FAR 52.203-7 (MAY 2014)

• Contractor Employee Whistleblower Rights and Requirement To Inform Employees of Whistleblower Rights, FAR

52.203-17 (APR 2014)

• Incorporation by Reference of Representations and Certifications, FAR 52.204-19 (DEC 2014)

• Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Ir-an—Representation and Certifications, FAR 52.225-25 (AUG 2018)

• Payments., FAR 52.232-1 (APR 1984)

• Unenforceability of Unauthorized Obligations, FAR 52.232-39 (JUN 2013)

Rev. 1 TECHNICAL DIRECTION

1. Performance of the work under this contract shall be subject to the technical direction of the Contracting Officer's Representative (COR). The term “technical direction” is defined to comprise the following:

(a) Directions to the contractor which redirect the contract effort, shift work emphasis between work areas or tasks, require pursuit of certain lines of inquiry, fill in details or otherwise serve to accomplish the contractual statement of work.

(b) Provisions of information to the contractor which assists in the interpretation of drawings, specifications or technical portions of the work description.

(c) Review and, where required by the contract, approve technical reports, drawings, specifications and technical information to be de-livered by the Contractor to the Government under this contract.

(d) Technical directions must be within the general scope of work stated in the contract. The COR does not have the authority to and may not issue any directions which (1) constitutes an assignment of additional work outside the general scope of the contract; (2) con-stitutes a change as defined in the contract article entitled “Changes”; (3) in any manner causes an increase or decrease in the estim-ated cost or the time required for contract performance; or (4) changes any of the expressed terms, conditions, or specifications of the contract.

The Contractor shall proceed promptly with the performance of technical directions duly issued by the COR in the manner prescribed by this Section and within his authority under the provisions of this Section. If, in the opinion of the Contractor, any instruction or dir-ection issued by the COR is within one of the categories as defined in (1) through (4) above, the Contractor shall not proceed but shall notify the Contracting Officer within five (5) working days after receipt of any such instruction or direction and shall request the Con-tracting Officer to modify the contract accordingly. Upon receiving such notification from the Contractor, the Contracting Officer shall issue an appropriate contract modification or advise the Contractor in writing that, in his opinion, the technical direction is within the scope of this Section and does not constitute a change under the Changes article of the contract. The Contractor shall thereupon proceed immediately with the direction given. A failure of the parties to agree upon the nature of the instruction or direction or upon the contract action to be taken with respect thereto shall be subject to the provisions of the contract article entitled “Disputes.” The primary COR for these services: Ms. Annie Mentkowski, 312-751-4926, annie.mentkowski@rrb.gov . The alternate COR shall be:

Ms. Rachel Simmons, 312-751-4946, rachel.simmons@rrb.gov .

Contract Clauses THE ROLE OF GOVERNMENT PERSONNEL AND RESPONSIBILITY FOR CONTRACT

ADMINISTRATION

(a) Contracting Officer - The Contracting Officer (CO) has the overall responsibility for the administration of this contract. The CO alone, without delegation, is authorized to take actions on behalf of the Government to: amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules; make final decisions on disputed deductions from contract payments for convenience or default; issue final decisions regarding contract questions or matters under dispute. The CO may, however, delegate certain other responsibilities to his authorized representatives. The contracting officer shall make all such del-egations in writing.

(b) Contracting Officer's Representative (COR) - The Contracting Officer may designate a COR to assist the Contracting Officer in the discharge of day-to-day responsibilities pertaining to this contract and the monitoring of Contractor performance. The specific re-

Document Number: 60RRBH19Q0022 PROCESSED Page 14 of 41 sponsibilities and limitations of COR authority are set forth in the “Technical Direction.” Provision in section IV.

(c) Contract Administrator (CA) -The Contracting Officer may designate an individual to monitor contract performance, review con-tract funding, billing and payments, prepare supplemental agreements and change orders, and conduct negotiations and discussions on behalf of the Contracting Officer.

CONTRACTING OFFICIALS CONTRACTING OFFICIALS

Contracting Officials:

1. The Contracting Officer has the overall responsibility for the administration of this contract. He alone, without delegation, is au-thorized to take actions on behalf of the Government to: amend, modify or deviate from the contract terms, conditions, require-ments, specifications, details and/or delivery schedules; make final decisions on disputed deductions from contract payments for nonperformance or unsatisfactory performance; terminate the contract for convenience or default; issue final decisions regarding contract questions or matters under dispute. He may, however, delegate certain other responsibilities to his authorized repres-entatives including the COR and the Contractor Administrator. The Contracting Officer for these services: Mr. Paul Ahern, 312-751-7130, paul.ahern@rrb.gov .

a. The Contract Administrator has the overall responsibility for the day to day administration of the contract including preparation of contract documents, communication with the Contractor’s staff regard-ing contract administrative or performance measures, review and processing of invoices, conduct of ini-tial negotiations on contract services when required, and issuance of delivery orders for any optional ser-vices. The Contract Administrator for these services: Ms. Karen Haskins-Brewer, 312-751-4615, Karen.haskins-brewer@rrb.gov .

b. The Contracting Officer's Representative (COR). See Technical Direction in Section IV.

52.232-19 Availability Of Funds For The Next Fiscal Year (Apr 1984)

Funds are not presently available for performance under this contract beyond September 30, 2019. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for con-tract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond September 30, 2019, until funds are made available to the Contracting Officer for performance and until the Contract-or receives notice of availability, to be confirmed in writing by the Contracting Officer.

(End of clause)

52.217-8 Option to Extend Services (Nov 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Of-ficer may exercise the option by written notice to the Contractor within 30 days.

(End of clause)

52.217-9 Option to Extend the Term of the Contract (Mar 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Govern-ment gives the Contractor a preliminary written notice of its intent to extend at least 30 days days [60 days unless a different number of days is inserted] before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years, 6 months (months)(years).

Document Number: 60RRBH19Q0022 PROCESSED Page 15 of 41

(End of clause)

RRB.A.04 A. General RRB Provision-4.Conflicts of interest

The offeror agrees not to have any direct or indirect financial or familiar interest, or engage in any activity, which conflicts substan-tially, or appears to conflict substantially, with the offeror’s duties under this contract. The offeror further agrees that the RRB shall have the exclusive right to determine whether such a conflict of interest exists, and whether it is substantial. Failure of the offeror to adhere to this provision will, at the discretion of the RRB, result in the immediate termination of the contract without any further liab-ility of the RRB.

52.224-1 Privacy Act Notification (Apr 1984)

The Contractor will be required to design, develop, or operate a system of records on individuals, to accomplish an agency function subject to the Privacy Act of 1974, Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations. Viola-tion of the Act may involve the imposition of criminal penalties.

(End of clause)

52.224-2 Privacy Act (Apr 1984)

(a) The Contractor agrees to--

(1) Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, develop-ment, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies--

(i) The systems of records; and

(ii) The design, development, or operation work that the contractor is to perform;

(2) Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcon-tract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or oper-ation of a system of records on individuals that is subject to the Act; and

(3) Include this clause, including this paragraph (3), in all subcontracts awarded under this contract which requires the design, devel-opment, or operation of such a system of records.

(b) In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a system of records on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a system of records on indi-viduals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a system of records on in-dividuals to accomplish an agency function, the Contractor is considered to be an employee of the agency.

(c)(1) "Operation of a system of records," as used in this clause, means performance of any of the activities associated with maintain-ing the system of records, including the collection, use, and dissemination of records.

(2) "Record," as used in this clause, means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and that contains the person's name, or the identifying number, symbol, or other identifying particular assigned to the individual, such as a fingerprint or voiceprint or a photograph.

(3) "System of records on individuals," as used in this clause, means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular as-signed to the individual.

Document Number: 60RRBH19Q0022 PROCESSED Page 16 of 41

52.233-2 Service of Protest (Sept 2006)

(a) Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt from Director of Administration, U.S. Railroad Retirement Board, 844 N. Rush St., Chicago, IL 60611..

(b) The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO.

(End of provision)

RRB.B.01 B. Security Provisions-1.Security Information

The RRB is a social insurance agency. Privileged information for railroad employees and dependent beneficiaries is accessible from all mainframe terminals, terminal sessions on desktop PC workstations, and virtual LAN (VLAN)/wide area network (WAN) servers.

Privileged information is also available in paper form, data disks, and data tapes throughout the Chicago headquarters facility and re-mote offices. Access to, and use of, this information is covered under the Privacy Act of 1975 and other U.S. Codes, including Section 12 (d) of the Railroad Unemployment Insurance Act (45 U.S.C. § 362(d)). The provision of the Federal Acquisition Regulation (FAR) section 52.239-1, Privacy or Security Safeguards (Aug 1996), is hereby incorporated by reference.

No copies of railroad employee or beneficiary information can be removed from a RRB site or retained by any member of the con-tractor staff in any transferable media, be that paper or electronic.

With the exception of cellular/digital telephones owned and used by the Contractor staff, no communications line other than those ana-log lines and data links installed and approved by the RRB will be allowed.

RRB.A.05 A. General RRB Provision-5.Post award meeting

In order to codify the implementation and procedural issues attendant upon contract performance, a post-award meeting will be held at the RRB headquarters facility in Chicago, IL or via a conference call no later than five calendar days after contract award. The Con-tractor must attend this conference and be prepared to discuss the requirements of the contract. The Contractor will be responsible for all costs related to attending this meeting.

RRB.A.06 A. General RRB Provision-6.Notice of Intent to Withhold Payment

Notwithstanding any other payment provisions of this contract, failure of the Contractor to acceptably perform required services will result in the withholding of payments under this contract, unless such failure arises out of causes beyond the control and without the fault or negligence of the Contractor as defined by the clause entitled "Excusable Delays," "Default" or "Termination for Convenience of the Government," as applicable.

52.216-22 Indefinite Quantity (Oct 1995)

(a) This is an indefinite-quantity contract for the supplies or services specified, and effective for the period stated, in the Schedule. The quantities of supplies and services specified in the Schedule are estimates only and are not purchased by this contract.

(b) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause.