60RRBH23Q0015 0001.pdf

Document Number: 60RRBH23Q0015 PROCESSED Page 1 of 46

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE PAGE OF PAGES

1 46

2. AMENDMENT/MODIFICATION NUMBER

3. EFFECTIVE DATE

06/15/2023

4. REQUISITION/PURCHASE REQ. NUMBER 5. PROJECT NUMBER (If applicable)

60RRBHCODE

Michel Disalvio Acquisition Management 844 N. Rush St Chicago, IL 60611-1275

6. ISSUED BY 039CODE

U.S.RAILROAD RETIREMENT BOARD

ACQUISITION MANAGEMENT

844 N. RUSH ST., 9TH FL.

CHICAGO, IL 60611

7. ADMINISTERED BY (If other than Item 6)

9A. AMENDMENT OF SOLICITATION NUMBER

60RRBH23Q0015

CODE FACILITY CODE

8. NAME AND ADDRESS OF CONTRACTOR (Number, street, country, state and ZIP Code) (X)

X 9B. DATED (SEE ITEM 11)

06/06/2023

10A. MODIFICATION OF CONTRACT/ORDER

NUMBER

10B. DATED (SEE ITEM 11)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X XThe above numbered solicitation is amended as set forth in item 14. The hour and date specified for receipt of Offers is extended, is not extended, Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing items 8 and 15, and returning __1__copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment your desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NUMBER AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

ORDER NUMBER IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return _______ copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

****SEE SF-30 CONTINUATION SHEET FOR MODIFICATION DETAILS*****

CLOSING DATE/TIME:

06/26/2023 - 10:00 CT US/Central

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print) George Keesee

(Signature of person authorized to sign)

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED

By (Signature of Contracting Officer)

16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

NSN 7540-01-152-8070

Previous edition unusable

STANDARD FORM 30 (REV.

11/2016) Prescribed by GSA FAR (48 CFR) 53.243

SF-30 Continuation Sheet 60RRBH23Q0015, Video Teleconferencing Services Amendment 0001

A. The purpose of Amendment 0001 to 60RRBH23Q0015 is to answer vendor-submitted questions and to extend the due date for receipt of offers.

B. Vendor submitted questions and RRB replies:

QUESTION 1.

Section V. A states the Business and Technical Proposals shall be no longer than 40 pages each. Offerors are requested to submit a copy of the SF 1449 plus their Pricing Schedule and SAM record with the Business Proposal

a. Will the maximum page count allowable for proposal submissions include the SAM and

Pricing schedule(s) which may significantly reduce the number of pages available for the actual Business Solicitation Proposal?

RRB Reply: SAM records and Pricing Schedules shall not apply to the page limit.

QUESTION 2.

How are the services requested in this solicitation now being performed? Currently, the hearings officers are conducting telephone conferences for the hearings. Some hearings officers use the speakerphone system in the hearings rooms. Others, use our telephone system (“AVAYA”) from their laptops to connect individuals for attending the telephonic only hearings. The hearings officers conference them in.

RRB Reply: In addition to what was mentioned above, the hearings officers also may travel to an appellant’s location. This has been requested by appellants a couple of times since the pandemic because they want to be able to have a better interaction, and verify the identity of the hearings officer, however, on these occasions (since the pandemic), an in-person hearing ultimately was not needed.

Prior to the pandemic, the RRB had a vendor (consultant) who had a subcontract for office space with video camera set ups. The hearings officers would call a designated 1-800 number to schedule the hearing. The vendor would provide available dates and office locations that were closest to the appellant’s residence and the RRB would then schedule the VTC meeting. For the actual hearing, the hearings officers used the RRB’s HQ Polycom system. A call would be started and on the other end the appellant would be located in a VTC locations that was mutually agreed upon by the RRB and the contractor.

QUESTION 3.

Line item “0001” and subsequent option periods of Section II Schedule of Supplies and Services indicates pricing should be provided for “Room, incremental, after-hours and cancellation charges for video-teleconference services”. Line Item “0001AC” seems to request similar pricing information. In as much as Room charges, after-hours charges and cancellation charges are all separate items and each with its own price, would the RRB prefer that we include these costs in the “Optional Services” requested?

RRB Reply: These are two distinctly separate charges that must be priced.

QUESTION 4.

For Line item “0001” and subsequent option periods of Section II Schedule of Supplies and Services should bidders consider just submitting the base room reservation costs for this line item and all other costs associated with early or after hours, cancellation and special requests as items for the “Optional Services” in Line item 0001AC?

RRB Reply: In order for the proposals to be properly evaluated for price, the RRB requires a firm, fixed price offer for the overtime, weekend and holiday usage. If no figure is entered, the RRB will assume the services are no-charge to the RRB.

QUESTION 5.

For Line item “0001AC” and subsequent option periods of Section II Schedule of Supplies and Services, can bidders insert “see attached schedule of Optional Item Pricing” as a means of showing the Optional Services described above in question 3 and 4?

RRB Reply: No. See reply to question 4 above.

QUESTION 6.

Section II Schedule of Supplies and Services indicates pricing shall be provided for cancellation of calls within 24 hours of the call time, however, for this solicitation’s requirements there will be considerable work effort provided by bidders well before the 24 hour period for each scheduled call. Can the RRB allow bidders to provide a schedule for cancellation charges such this:

a. Cancellation charge for cancellations within 5 days

b. Cancellation charge for cancellations within 3 days

c. Cancellation charge for cancellations within 24 hours

RRB Reply: The RRB understands that the contractor may incur certain charges based on the method of service delivery. However, the RRB requires a penalty only on notifications of less than 24 hours. The offeror may choose whatever charge it deems appropriate but, it will be included in the total evaluated price.

QUESTION 7.

Is the Polycom HDX 7000 HD system the only system that bidders will need their systems to connect to until its upgrade, or are there other RRB video teleconferencing systems that the bidder’s systems will need to connect with?

RRB Reply: This is the only system RRB currently has connected in the BHA hearings room. There is a telephone speaker set up through Avaya, but that is a telephone for making calls in and out.

QUESTION 8.

Can the RRB assure bidders that it will provide at least 10 days advance notice for scheduling a video teleconference under this solicitation?

RRB Reply: Yes. Typically, hearings officers try to schedule hearings with 30 days’ notice. By the time appellants or their attorneys confirm a date, it may be up to 2 weeks’ notice. The RRB work around a 10-day advance notice for scheduling a video teleconference. The RRB likely would contact the vendor with approximately 30 days advance notice, for purposes of determining if the vendor would be able to arrange a VTC set up for the RRB within a prescribed time and location area.

In the unlikely event that the RRB wishes to schedule a VTC with less than 10 days’ notice it would be with the full understanding that the contractor may likely not be able to provide the services without the contractually minimum notification.

C. Based on the above, the due date and time has been extended to June 26, 2023 at 10:00 AM, Central Time.

Document Number: 60RRBH23Q0015 PROCESSED Page 2 of 46

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

IV General Terms and Conditions 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) 52.212-3 Offeror Representations and Certifications-Commercial Products and Commercial Services (Dec 2022) 52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders- Commercial Products and Commercial Services (Mar 2023) 52.216-22 Indefinite Quantity (Oct 1995) 52.217-8 Option to Extend Services (Nov 1999) 52.217-9 Option to Extend the Term of the Contract (Mar 2000) 52.224-1 Privacy Act Notification (Apr 1984) 52.224-2 Privacy Act (Apr 1984) 52.232-19 Availability of Funds for the Next Fiscal Year (Apr 1984) 52.233-2 Service of Protest (Sept 2006) RRB.A.04 A. General RRB Provision-4.Conflicts of interest 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 RRB.B.01 B. Security Provisions-1.Security Information

V Proposal Submission Instructions

SECTION V - PROPOSAL SUBMISSION INSTRUCTIONS

VI Evaluation and Award

EVALUATION AND AWARD

Document Number: 60RRBH23Q0015 PROCESSED Page 3 of 46

Section I - Introduction

INTRODUCTION

A. Agency Information: The U.S. Railroad Retirement Board (RRB) is an independent federal agency that administers 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 security system. The Railroad Retirement System is unique inasmuch as it is the only federally administered benefit program 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. As part of the administration of the benefit programs, the RRB has a Bureau of Hearings and Appeals, through which claimants may appeal a denial of benefits or some other adverse decision. The appeal process allows for a hearing to be held before an RRB hearings officer.

B. The RRB’s Bureau of Hearings and Appeals requires nationwide video teleconferencing (VTC) services for the RRB to conduct hearings in order to provide an appropriate alternative to in-person hearings. (For the purposes of this solicitation, "nationwide" is defined as the lower 48 states, not to include Hawaii or Alaska). The RRB intends to award a single indefinite delivery, indefinite quantity agreement or purchase order to an offeror who can provide nationwide services and a facility, to the RRB (Please note:

This is not a requirements contract). The RRB requires the vendor to have many locations throughout the 48 states with the goal of enabling the RRB claimants to travel a minimal distance to the vendor’s sites. The RRB's goal is to not have appellants travel more than 90 miles (150 miles for rural areas). These sites should be able to connect to the hearings room in the RRB Headquarters Office.

The RRB historically has used approximately 85 hours per year on held VTC services. (For reference, Attachment A, includes the distribution of the number hearings held by assigned RRB Region for the period January 1, 2021 – May 26, 2023.)

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 failure of the offerors to avail themselves of testing the Network Compatibility. To schedule a network compatibility test, please contact Ms.

Spiridoula Mavrothalasitis at 312-751-4946, or spiridoula.mavrothalasitis@rrb.gov between the hours of 9:00 a.m. and 3:00 p.m. (Central Time), Monday through Friday, excluding Federal Holidays. 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. (See Section III.B.10).

D. Place and hours of Performance: The services performed for this contract shall be at any combination of the potential vendor’s nationwide locations. The RRB generally uses VTC services between 9:00 am Central Time and 4:00 pm Central time. Times vary based on the local time, and availability of key personnel.

Document Number: 60RRBH23Q0015 PROCESSED Page 4 of 46

Section II - Schedule of Supplies and Services

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

0001 OTHER IT AND

TELECOMMUNICATIONS

SERVICES

Firm Fixed Price

PSC: D

Period of Performance: 06/20/2023 - 06/19/2024

Description: DO NOT ENTER PRICING IN THIS CLIN.

BASE PERIOD - Room, incremental, after hours, and cancellation charges for video-teleconferencing services.

Pricing Options: Base

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

0001AA OTHER IT AND

TELECOMMUNICATIONS

SERVICES

Firm Fixed Price

PSC: D

Original: 1.000000

Change: 0.000000

Current: 1.000000

HR

Period of Performance: 06/20/2023 - 06/19/2024

Description: Room and call charges for the first hour of video-teleconferencing services.

Pricing Options: Base

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

0001AB OTHER IT AND

TELECOMMUNICATIONS

SERVICES

Firm Fixed Price

PSC: D

Original: 0.250000

Change: 0.000000

Current: 0.250000

HR

Period of Performance: 06/20/2023 - 06/19/2024

Description: 15 minute (quarter hour) increments after the first hour of room and call charges for video-teleconferencing services.

Pricing Options: Base

Document Number: 60RRBH23Q0015 PROCESSED Page 5 of 46

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

0001AC OTHER IT AND

TELECOMMUNICATIONS

SERVICES

Firm Fixed Price

PSC: D

Original: 1.000000

Change: 0.000000

Current: 1.000000

Period of Performance: 06/20/2023 - 06/19/2024

Description:

OPTIONAL SERVICE: Additional charges for video-teleconferencing services (VTC) for after-hours (usage up to three hours prior to or after the normal published operating hours at the vendor's video-teleconference location).

Additional after-hours charges for VTC 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).

Cancellation charges for any VTC not cancelled 24 hours prior to the scheduled call time.

Any additional, related VTC the vendor wishes to provide to the RRB at a firm-fixed price that is not otherwise prohibited from being charged to the RRB per Section III (Vendor - Please attach price list.)

Pricing Options: Base

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

0002 OTHER IT AND

TELECOMMUNICATIONS

SERVICES

Firm Fixed Price

PSC: D

Period of Performance: 06/20/2024 - 06/19/2025

Description: DO NOT ENTER PRICING IN THIS CLIN.

Room, incremental, after hours, and cancellation charges for video-teleconferencing services for Option Period One.

Pricing Options: Option 0001

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

0002AA OTHER IT AND

TELECOMMUNICATIONS

SERVICES

Firm Fixed Price

PSC: D

Original: 1.000000

Change: 0.000000

Current: 1.000000

HR

Period of Performance: 06/20/2024 - 06/19/2025

Description: Room and call charges for the first hour of video-teleconferencing services for Option Period One.

Pricing Options: Option 0001

Document Number: 60RRBH23Q0015 PROCESSED Page 6 of 46

0002AB OTHER IT AND

TELECOMMUNICATIONS

SERVICES

Firm Fixed Price

PSC: D

Original: 0.250000

Change: 0.000000

Current: 0.250000

HR

Period of Performance: 06/20/2024 - 06/19/2025

Description: 15 minute (quarter hour) increments after the first hour of room and call charges for video-teleconferencing services for Option Period One.

Pricing Options: Option 0001

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

0002AC OTHER IT AND

TELECOMMUNICATIONS

SERVICES

Firm Fixed Price

PSC: D

Original: 1.000000

Change: 0.000000

Current: 1.000000

Period of Performance: 06/20/2024 - 06/19/2025

Description:

OPTIONAL SERVICE: Additional charges for video-teleconferencing services (VTC) for after-hours (usage up to three hours prior to or after the normal published operating hours at the vendor's video-teleconference location).

Additional after-hours charges for VTC 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).

Cancellation charges for any VTC not cancelled 24 hours prior to the scheduled call time.

Any additional, related VTC the vendor wishes to provide to the RRB at a firm-fixed price that is not otherwise prohibited from being charged to the RRB per Section III (Vendor - Please attach price list.)

Pricing Options: Option 0001

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

0003 OTHER IT AND

TELECOMMUNICATIONS

SERVICES

Firm Fixed Price

PSC: D

Period of Performance: 06/20/2025 - 06/19/2026

Description: DO NOT ENTER PRICING IN THIS CLIN.

Room, incremental, after hours, and cancellation charges for video-teleconferencing services for Option Period Two.

Document Number: 60RRBH23Q0015 PROCESSED Page 7 of 46

0003AA OTHER IT AND

TELECOMMUNICATIONS

SERVICES

Firm Fixed Price

PSC: D

Original: 1.000000

Change: 0.000000

Current: 1.000000

HR

Period of Performance: 06/20/2025 - 06/19/2026

Description: Room and call charges for the first hour of video-teleconferencing services for Option Period Two.

Pricing Options: Option 0001

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

0003AB OTHER IT AND

TELECOMMUNICATIONS

SERVICES

Firm Fixed Price

PSC: D

Original: 0.250000

Change: 0.000000

Current: 0.250000

HR

Period of Performance: 06/20/2025 - 06/19/2026

Description: 15 minute (quarter hour) increments after the first hour of room and call charges for video-teleconferencing services for Option Period Two.

Pricing Options: Option 0001

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

0003AC OTHER IT AND

TELECOMMUNICATIONS

SERVICES

Firm Fixed Price

PSC: D

Original: 1.000000

Change: 0.000000

Current: 1.000000

Period of Performance: 06/20/2025 - 06/19/2026

Description:

OPTIONAL SERVICE: Additional charges for video-teleconferencing services (VTC) for after-hours (usage up to three hours prior to or after the normal published operating hours at the vendor's video-teleconference location).

Additional after-hours charges for VTC 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).

Cancellation charges for any VTC not cancelled 24 hours prior to the scheduled call time.

Any additional, related VTC the vendor wishes to provide to the RRB at a firm-fixed price that is not otherwise prohibited from being charged to the RRB per Section III (Vendor - Please attach price list.)

Document Number: 60RRBH23Q0015 PROCESSED Page 8 of 46

0004 OTHER IT AND

TELECOMMUNICATIONS

SERVICES

Firm Fixed Price

PSC: D

Period of Performance: 06/20/2026 - 06/19/2027

Description: DO NOT ENTER PRICING IN THIS CLIN.

Room, incremental, after hours, and cancellation charges for video-teleconferencing services for Option Period Three

Pricing Options: Option 0001

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

0004AA OTHER IT AND

TELECOMMUNICATIONS

SERVICES

Firm Fixed Price

PSC: D

Original: 1.000000

Change: 0.000000

Current: 1.000000

HR

Period of Performance: 06/20/2026 - 06/19/2027

Description: Room and call charges for the first hour of video-teleconferencing services for Option Period Three.

Pricing Options: Option 0001

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

0004AB OTHER IT AND

TELECOMMUNICATIONS

SERVICES

Firm Fixed Price

PSC: D

Original: 0.250000

Change: 0.000000

Current: 0.250000

HR

Period of Performance: 06/20/2026 - 06/19/2027

Description: 15 minute (quarter hour) increments after the first hour of room and call charges for video-teleconferencing services for Option Period Three.

Document Number: 60RRBH23Q0015 PROCESSED Page 9 of 46

0004AC OTHER IT AND

TELECOMMUNICATIONS

SERVICES

Firm Fixed Price

PSC: D

Original: 1.000000

Change: 0.000000

Current: 1.000000

Period of Performance: 06/20/2026 - 06/19/2027

Description:

OPTIONAL SERVICE: Additional charges for video-teleconferencing services (VTC) for after-hours (usage up to three hours prior to or after the normal published operating hours at the vendor's video-teleconference location).

Additional after-hours charges for VTC 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).

Cancellation charges for any VTC not cancelled 24 hours prior to the scheduled call time.

Any additional, related VTC the vendor wishes to provide to the RRB at a firm-fixed price that is not otherwise prohibited from being charged to the RRB per Section III (Vendor - Please attach price list.)

Pricing Options: Option 0001

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

0005 OTHER IT AND

TELECOMMUNICATIONS

SERVICES

Firm Fixed Price

PSC: D

Period of Performance: 06/20/2027 - 06/19/2028

Description: DO NOT ENTER PRICING IN THIS CLIN.

Room, incremental, after hours, and cancellation charges for video-teleconferencing services for Option Period Four.

Pricing Options: Option 0001

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

0005AA OTHER IT AND

TELECOMMUNICATIONS

SERVICES

Firm Fixed Price

PSC: D

Original: 1.000000

Change: 0.000000

Current: 1.000000

HR

Period of Performance: 06/20/2027 - 06/19/2028

Description: Room and call charges for the first hour of video-teleconferencing services for Option Period Four.

Document Number: 60RRBH23Q0015 PROCESSED Page 10 of 46

0005AB OTHER IT AND

TELECOMMUNICATIONS

SERVICES

Firm Fixed Price

PSC: D

Original: 0.250000

Change: 0.000000

Current: 0.250000

HR

Period of Performance: 06/20/2027 - 06/19/2028

Description: 15 minute (quarter hour) increments after the first hour of room and call charges for video-teleconferencing services for Option Period Four.

Pricing Options: Option 0001

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

0005AC OTHER IT AND

TELECOMMUNICATIONS

SERVICES

Firm Fixed Price

PSC: D

Original: 1.000000

Change: 0.000000

Current: 1.000000

Period of Performance: 06/20/2027 - 06/19/2028

Description:

OPTIONAL SERVICE: Additional charges for video-teleconferencing services (VTC) for after-hours (usage up to three hours prior to or after the normal published operating hours at the vendor's video-teleconference location).

Additional after-hours charges for VTC 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).

Cancellation charges for any VTC not cancelled 24 hours prior to the scheduled call time.

Any additional, related VTC the vendor wishes to provide to the RRB at a firm-fixed price that is not otherwise prohibited from being charged to the RRB per Section III (Vendor - Please attach price list.)

Pricing Options: Option 0001

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 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 related 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 Optional Sub Line Item Number (SLIN)s as described in the Statement of Work (SOW) in Section III. Mandatory SLIN's are: 0001AA, 0001AB, 0001AC, 0002AA 0002AB, 0002AC, 0003AA, 0003AB, 0003AC, 0004AA, 0004AB, 0004AC, 0005AA, 0005AB, 0005AC.

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.

Document Number: 60RRBH23Q0015 PROCESSED Page 11 of 46

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 contractor 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) Unique Entity Indentifier (UEI) - _______________________

5) Remit Address ________________________

6) GSA Contract Schedule Number ____________________ Please Attach a link to a copy of the contract, (if applicable). If open market, please so state.

Effective dates: _________ - ___________

7) Authorized representatives: Business. Techical.

Name Phone # Fax # E-mail

8) SAM.gov registration completed:

Yes [ ] No [ ]

9) Offeror must be registered on SAM 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 06/20/2023 06/19/2024

0001 AA 06/20/2023 06/19/2024

0001 AB 06/20/2023 06/19/2024

0001 AC 06/20/2023 06/19/2024

0002 06/20/2024 06/19/2025

0002 AA 06/20/2024 06/19/2025

0002 AB 06/20/2024 06/19/2025

0002 AC 06/20/2024 06/19/2025

Document Number: 60RRBH23Q0015 PROCESSED Page 12 of 46

0003 06/20/2025 06/19/2026

0003 AA 06/20/2025 06/19/2026

0003 AB 06/20/2025 06/19/2026

0003 AC 06/20/2025 06/19/2026

0004 06/20/2026 06/19/2027

0004 AA 06/20/2026 06/19/2027

0004 AB 06/20/2026 06/19/2027

0004 AC 06/20/2026 06/19/2027

0005 06/20/2027 06/19/2028

0005 AA 06/20/2027 06/19/2028

0005 AB 06/20/2027 06/19/2028

0005 AC 06/20/2027 06/19/2028

Document Number: 60RRBH23Q0015 PROCESSED Page 13 of 46

Section III - Statement of Work

STATEMENT OF WORK

A. BACKGROUND INFORMATION

1. The RRB has a recurring need to use video teleconferencing (VTC) services, which can connect to the RRB Headquarters Hearings Room, 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 expenses at the lowest level possible.

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

3. The RRB, at its 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. NOTE: The RRB is in the process of replacing its VTC equipment at this time.

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 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 locations, but the terms and pricing MUST be the same across ALL the vendor’s locations. Please note: This is not a requirements 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 teleconference.

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 VTC 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 VTC 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 teleconference at no charge to the RRB. The RRB also expects help/support to be immediately available from the potential contractor 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. The RRB shall not pay for a video-teleconference call that was not held OR needed to be rescheduled because of contractor 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.

5. In the rare instances where the RRB attempts to get service in a location and the vendor notifies the RRB that it cannot provide service anywhere within a 90 mile radius (150 miles for rural areas), the contractor shall make every effort to subcontract with a VTC provider who can provide the contract services.

6. If at any time during the performance of the contract, the RRB decides to upgrade its internal VTC systems, the RRB may seek recommendations from the contractor as to which systems are most compatible and highest quality to interact with contractor systems.

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If the RRB does upgrade the VTC systems using either a system recommended by the contractor or its own selected system, the contractor will work with the RRB staff to ensure connectivity for the performance of the contract requirements. To the extent the system identified in III.A.3 is most compatible, the contractor will advise the RRB.

7. The contractor shall provide to the RRB an updated list of its video teleconferencing locations that are available for use by the RRB upon request, but no more than once every quarter.

8. 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.

9. If 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.

10. 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.

11. 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.

12.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 responsible 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 contractor 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 has the capability of utilizing them.

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

To be compliant with the Federal Information Security Management Act of 2002 (FISMA) the agency must have security controls 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.

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

SERVICES.

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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.acquisition.gov [Insert one or more Internet addresses]

(End of provision) SAM Registration and Maintenance, FAR 52.204-13 (OCT 2018) Contract Terms and Conditions – Commercial Items, FAR 212-4 (NOV 2021) Instructions to Offerors - Commercial Items) FAR 52.212-1 (NOV 2021) Evaluation - Commercial Items FAR 52-212-2 (Nov 2021) Privacy or Security Safeguards, FAR 52.239-1 (AUG 1996)

52.212-3 Offeror Representations and Certifications-Commercial Products and Commercial Services (Dec 2022)

The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (v) of this provision.

(a) Definitions. As used in this provision--

"Covered telecommunications equipment or services" has the meaning provided in the clause 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

"Economically disadvantaged women-owned small business (EDWOSB) concern" means a small business concern that is at least 51 percent directly and unconditionally owned by, and the management and daily business operations of which are controlled by, one or more women who are citizens of the United States and who are economically disadvantaged in accordance with 13 CFR part 127, and the concern is certified by SBA or an approved third-party certifier in accordance with 13 CFR 127.300. It automatically qualifies as a women-owned small business eligible under the WOSB Program.

"Forced or indentured child labor" means all work or service--

(1) Exacted from any person under the age of 18 under the menace of any penalty for its nonperformance and for which the worker does not offer himself voluntarily; or

(2) Performed by any person under the age of 18 pursuant to a contract the enforcement of which can be accomplished by process or penalties.

"Highest-level owner" means the entity that owns or controls an immediate owner of the offeror, or that owns or controls one or more entities that control an immediate owner of the offeror. No entity owns or exercises control of the highest level owner.

"Immediate owner" means an entity, other than the offeror, that has direct control of the offeror. Indicators of control include, but are not limited to, one or more of the following: ownership or interlocking management, identity of interests among family members, shared facilities and equipment, and the common use of employees.

"Inverted domestic corporation", means a foreign incorporated entity that meets the definition of an inverted domestic corporation under 6 U.S.C. 395(b), applied in accordance with the rules and definitions of 6 U.S.C. 395(c).

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"Manufactured end product" means any end product in product and service codes (PSCs) 1000-9999, except--

(1) PSC 5510, Lumber and Related Basic Wood Materials;

(2) Product or Service Group (PSG) 87, Agricultural Supplies;

(3) PSG 88, Live Animals;

(4) PSG 89, Subsistence;

(5) PSC 9410, Crude Grades of Plant Materials;

(6) PSC 9430, Miscellaneous Crude Animal Products, Inedible;

(7) PSC 9440, Miscellaneous Crude Agricultural and Forestry Products;

(8) PSC 9610, Ores;

(9) PSC 9620, Minerals, Natural and Synthetic; and

(10) PSC 9630, Additive Metal Materials.

"Place of manufacture" means the place where an end product is assembled out of components, or otherwise made or processed from raw materials into the finished product that is to be provided to the Government. If a product is disassembled and reassembled, the place of reassembly is not the place of manufacture.

"Predecessor" means an entity that is replaced by a successor and includes any predecessors of the predecessor.

"Reasonable inquiry" has the meaning provided in the clause 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

"Restricted business operations" means business operations in Sudan that include power production activities, mineral extraction activities, oil-related activities, or the production of military equipment, as those terms are defined in the Sudan Accountability and Divestment Act of 2007 (Pub. L. 110-174). Restricted business operations do not include business operations that the person (as that term is defined in Section 2 of the Sudan Accountability and Divestment Act of 2007) conducting the business can demonstrate--

(1) Are conducted under contract directly and exclusively with the regional government of southern Sudan;

(2) Are conducted pursuant to specific authorization from the Office of Foreign Assets Control in the Department of the Treasury, or are expressly exempted under Federal law from the requirement to be conducted under such authorization;

(3) Consist of providing goods or services to marginalized populations of Sudan;

(4) Consist of providing goods or services to an internationally recognized peacekeeping force or humanitarian organization;

(5) Consist of providing goods or services that are used only to promote health or education; or

(6) Have been voluntarily suspended.

"Sensitive technology"--

(1) Means hardware, software, telecommunications equipment, or any other technology that is to be used specifically--

(i) To restrict the free flow of unbiased information in Iran; or

(ii) To disrupt, monitor, or otherwise restrict speech of the people of Iran; and

(2) Does not include information or informational materials the export of which the President does not have the authority to regulate or prohibit pursuant to section 203(b)(3) of the International Emergency Economic Powers Act (50 U.S.C. 1702(b)(3)).

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"Service-disabled veteran-owned small business concern"--

(1) Means a small business concern--

(i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled veterans; and

(ii) The management and daily business operations of which are controlled by one or more service-disabled veterans or, in the case of a service-disabled veteran with permanent and severe disability, the spouse or permanent caregiver of such veteran.

(2) Service-disabled veteran means a veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

"Small business concern"--

(1) Means a concern, including its affiliates, that is independently owned and operated, not dominant in its field of operation, and qualified as a small business under the criteria in 13 CFR part 121 and size standards in this solicitation.

(2) Affiliates, as used in this definition, means business concerns, one of whom directly or indirectly controls or has the power to control the others, or a third party or parties control or have the power to control the others. In determining whether affiliation exists, consideration is given to all appropriate factors including common ownership, common management, and contractual relationships.

SBA determines affiliation based on the factors set forth at 13 CFR 121.103.

"Small disadvantaged business concern", consistent with 13 CFR 124.1002, means a small business concern under the size standard applicable to the acquisition, that--

(1) Is at least 51 percent unconditionally and directly owned (as defined at 13 CFR 124.105) by--

(i) One or more socially disadvantaged (as defined at 13 CFR 124.103) and economically disadvantaged (as defined at 13 CFR 124.104) individuals who are citizens of the United States; and

(ii) Each individual claiming economic disadvantage has a net worth not exceeding $750,000 after taking into account the applicable exclusions set forth at 13 CFR 124.104(c)(2); and

(2) The management and daily business operations of which are controlled (as defined at 13.CFR 124.106) by individuals, who meet the criteria in paragraphs (1)(i) and (ii) of this definition.

"Subsidiary" means an entity in which more than 50 percent of the entity is owned--

(1) Directly by a parent corporation; or

(2) Through another subsidiary of a parent corporation.

"Successor" means an entity that has replaced a predecessor by acquiring the assets and carrying out the affairs of the predecessor under a new name (often through acquisition or merger). The term "successor" does not include new offices/divisions of the same company or a company that only changes its name. The extent of the responsibility of the successor for the liabilities of the predecessor may vary, depending on State law and specific circumstances.

"Veteran-owned small business concern" means a small business concern--

(1) Not less than 51 percent of which is owned by one or more veterans (as defined at 38 U.S.C. 101(2)) or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more veterans; and

(2) The management and daily business operations of which are controlled by one or more veterans.

"Women-owned business concern" means a concern which is at least 51 percent owned by one or more women; or in the case of any publicly owned business, at least 51 percent of its stock is owned by one or more women; and whose management and daily business operations are controlled by one or more women.

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"Women-owned small business concern" means a small business concern--

(1) That is at least 51 percent owned by one or more women; or, in the case of any publicly owned business, at least 51 percent of the stock of which is owned by one or more women; and

(2) Whose management and daily business operations are controlled by one or more women.

"Women-owned small business (WOSB) concern eligible under the WOSB Program" (in accordance with 13 CFR part 127), means a small business concern that is at least 51 percent directly and unconditionally owned by, and the management and daily business operations of which are controlled by, one or more women who are citizens of the United States, and the concern is certified by SBA or an approved third-party certifier in accordance with 13 CFR 127.300.

(b)(1) Annual Representations and Certifications. Any changes provided by the Offeror in paragraph (b)(2) of this provision do not automatically change the representations and certifications in SAM.

(2) The offeror has completed the annual representations and certifications electronically in SAM accessed through http:// www.sam.gov. After reviewing the SAM information, the Offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard(s) applicable to the NAICS code(s) referenced for this solicitation), at the time this offer is submitted and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs _______________.

[Offeror to identify the applicable paragraphs at (c) through (v) of this provision that the offeror has completed for the purposes of this solicitation only, if any.

These amended representation(s) and/or certification(s) are also incorporated in this offer and are current, accurate, and complete as of the date of this offer.

Any changes provided by the offeror are applicable to this solicitation only, and do not result in an update to the representations and certifications posted electronically on SAM.]

(c) Offerors must complete the following representations when the resulting contract is for supplies to be delivered or services to be performed in the United States or its outlying areas, or when the contracting officer…