FDRL_RFQ_88310318Q00018.docx

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotations are being requested and a written solicitation will not be issued. The solicitation number is 88310318Q00018 and is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-96 effective November 6, 2017. This is a full and open RFQ under NAICS 712110, Museums. CONTRACT LINE ITEM NUMBER(S): See Attachment 1, Schedule of Prices. REQUIREMENT: The National Archives and Records Administration (NARA) has a requirement to obtain the design, development, and installation of two interactive exhibits at the Franklin D. Roosevelt Library (FDRL) in Hyde Park, NY. Designs must meet current usability and accessibility trends and comply with the Federal laws and directives regarding the Americans with Disabilities Act and the Workforce Investment Act, “Section 508” requirements. See Attachment 2, Requirements. PERIOD OF PERFORMANCE: The period of performance will consist of a base year and two (2) option years. The following Federal Acquisition Regulation (FAR) clauses are incorporated and are to remain in full force in any resultant contract, with the exception of FAR provisions which will be removed prior to award: FAR provision 52.212-1, Instructions to Offerors – Commercial Items (Jan 2017). Addenda: (1) Change paragraph (c) to read: Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 90 calendar days from the date specified in receipt of offers, unless another time period is specified in an addendum to the solicitation. (2) Delete paragraph (h), Multiple Awards. – see below for additional quotation submission instructions. EVALUATION (In lieu of FAR provision 52.212-2): Evaluation and award will be in accordance with Simplified Acquisition Procedures at FAR 13.106, Soliciting Competition, Evaluation of Quotations or Offers, Award and Documentation authorized by FAR Subpart 13.5, Simplified Procedures for Certain Commercial Items as prescribed by FAR 12.301(c)(2). Selection of the Contractor to perform this contract will be based on NARA’s assessment of the best overall value to the Government. Accordingly, best value for this contract will be evaluated based on the following evaluation factors: (1) Technical Approach (Volume I). The Government will assess the Contractor’s demonstrated technical knowledge and competence with regard to the Government’s requirements and program objectives; and approach to the work that the Contractor would have to perform under the prospective contract. The Government will assess whether the Contractor exhibits adequate techniques and approaches to meet contract needs and provide effective and efficient support. The Government will also assess the Government Product/Service Accessibility Template (GPAT) (See Attachment 8, Government Product/Service Accessibility Template for Application/Operating System Software) or the contractor’s supplied Vendor Product /Service Accessibility Template (VPAT), the Contractor’s Quality Control Plan and the Contractor’s Project Management Plan. (2) Relevant Past Performance (Volume II). The Contractor will be evaluated to assess the demonstrated quality of performance on similar work, to include the ability to control the quality and cost of work, timeliness of performance, and effectiveness at accomplishing the goals of previous relevant work. Contractors are requested to submit no more than five (5) references for relevant past performance performed during the past five (5) years. Submission should include the entity name, a point of contact, contact information, dollar value of contract/order, brief description of work performed, and an explanation of how any performance difficulties were addressed and resolved. If the interested Contractor has no relevant past performance, an affirmative statement that no relevant past performance exists must be submitted. (3) Price (Volume III). All technical factors are equal in importance. All evaluation factors other than cost or price, when combined, are more important than cost or price. The total contract price will be used for evaluation purposes. Exception taken to any terms and conditions stated in the RFQ must be clearly outlined on a separate page of the Contractor’s quotation entitled “Exceptions”. The Contractor must also include complete rationale, justification, and the cost impact of each exception noted. The Government reserves the right to make an award on the initial quotation without discussions of this procurement. FAR provision 52.212-3, Offeror Representations and Certifications – Commercial Items (Nov 2017) – The offeror shall complete only paragraphs (b) of this provision if the Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) Web site located at http://www.sam.gov/portal. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (u) of this provision. FAR clause 52.212-4, Contract Terms and Conditions – Commercial Items (Jan 2017) – see Attachment 5, Additional NARA Terms and Conditions (Addenda to FAR Clause 52.212-4). FAR clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items (Nov 2017) – see Attachment 6, FAR Clauses for full text of this clause and for additional applicable FAR clauses. Full text provisions and clauses can be found at http://www.acquistion.gov. QUESTIONS: Questions regarding this RFQ must be submitted in writing to the Contract Specialist, Ms. Tyrice Buie (Contractor) at tyrice.buie@nara.gov no later than 12:00 PM ET on February 6, 2018 to be considered. Questions submitted in any other manner will not be answered. Contractors are requested to group and submit questions in the same order found in the RFQ while making reference to the particular paragraph number. The Government will answer questions or requests for clarification via a written RFQ amendment. QUOTATION DUE DATE: Quotations must be received by 12:00 PM ET on February 20, 2018. Failure to submit quotations by the due date and time may result in rejection of the quotation as untimely. Contractors submitting via e-mail will need to pass through IT security. QUOTATION SUBMISSION INSTRUCTIONS: NARA requests that contractors email one (1) copy of the quotation separately (Volumes I, II, and III) to: tyrice.buie@nara.gov.

ATTACHMENT I

SCHEDULE OF PRICES

A. SERVICES TO BE FURNISHED

1.0 The purpose of this contract is to acquire Exhibit services for the Franklin Roosevelt Library. The Contractor will design, develop, install and service new interactive exhibits in accordance with the PWS.

2.0 Travel in accordance with the PWS must be conducted in accordance with Federal Travel Regulation (FTR) and must be approved by the Contracting Officer’s Representative (COR) prior to traveling. All approved travel costs must be invoiced against the Not-To-Exceed (NTE) travel Contract Line Item Number (CLIN). The Government is not obligated to pay for travel under this solicitation unless it is performed for work under the contract and in accordance with the FTR and contract terms and conditions. The NTE amount listed is the maximum amount, in the performance period, the Government has reserved for travel. The Contractor must provide a detailed breakout of the price associated with these CLINs which, if applicable, includes meals/hotel, air/rail and local transport based upon NARA’s requirements

2.0 Contractors must price in Attachment I, Schedule of Prices the type of hardware, software and materials that will be provided.

3.0 The Contractor must provide a detailed breakout of the price associated with CLINs 0001; 0003; 0005; 0008; 0010 which includes the labor categories, facilities, hourly rates, equipment, and materials as applicable.

4.0 The Contractor must include the not-to-exceed amount in CLIN 0002 for Research and Acquisition of Content. For evaluation purposes, the “Total Price” for this CLIN is the total not-to-exceed amount. CLIN 0002 NTE amount must be included with the Contractor’s quotation. The Contractor must provide a detailed breakout of the price associated with CLIN 0002 which includes the labor categories, hourly rates, equipment, and materials.

5.0 The Contractor must include the not-to-exceed amounts in CLIN 0004, CLIN 0009 and CLIN 0011 for Travel. For evaluation purposes, the “Total Price” for these CLIN’s is the total not-to-exceed amount. The Travel NTE amounts must be included with the Contractor’s quotation. Costs for travel must be submitted with the Contractor’s quotation. Travel requests received at a later date will not be accepted.

6.0 The Contractor must include the not-to-exceed amount in CLIN 0006 for Image Licensing Costs. For evaluation purposes, the “Total Price” for this CLIN is the total not-to-exceed amount ($10,000.00). The Image Licensing Costs NTE amount must be included with the Contractor’s quotation.

7.0 The “Total Contract Price” will be determined by summing each Performance Year “Total Prices”.

Base Year – Months 1-12

Visitor Center (VC) Tables Installation In accordance with the PWS

Lot

$5,000.00

NTE

Map Room (MR) Gallery Interactive Touch Walls Installation In accordance with the PWS

For six (6) Face-To-Face Meetings only, Attachment 5, Additional NARA Terms and Conditions, paragraph 6, Reimbursement of Travel Costs.

$10,000.00

Deliverables – In accordance with the PWS

Lot

NSP

$10,000.00

Total Base Year Price:

Option Year I: Service Warranty – Months 13-24

Travel:

Service Warranty - Attachment 5, Additional NARA Terms and Conditions, paragraph 6, Reimbursement of Travel Costs.

$3,500.00

Total Option Year I Price:

Option Year II: Service Warranty – Months 25-36

One (1) year of technical support with software updates and software patches to the installation as needed. Technical support will include telephone or live online communication three times a year and at least two (2) scheduled preventive maintenance onsite inspection checks – In accordance with the PWS

Travel:

Service Warranty – Attachment 5, Additional NARA Terms and Conditions, paragraph 6, Reimbursement of Travel Costs.

$3,500.00

Total Option Year II Price:

Total Contract Price:

CLIN = Contract Line Item Number; QTY = Quantity; NSP = Not Separately Priced; NTE = Not-To-Exceed

ATTACHMENT 2

REQUIREMENTS

PRESIDENTIAL LIBRARY INTERACTIVE EXHIBITS

1.0 INTRODUCTION

3.3.2.2 Three (3) monitors will be required. The VC Tables must include two (2) new monitors no less than 65 inches. An additional spare new monitor no less than 65 inches for the VC Tables must also be priced and included in CLIN 0004 (Attachment 1, Schedule of Prices). The monitors must be the same make and model.

3.3.2.5 Power to operate the VC Tables will be drawn from the gift shop office (no closet exits), and any controls should be housed within the system itself unless the Contractor provides an alternative.

3.7.1.4 These maps will have multiple “layers” allowing visitors to learn more about specific military units, engagements, casualties, military and political leadership.

3.7.1.5 All four (4) Map Room (MR) Gallery Interactive Touch Walls screens will have the same content and design. There will be some graphics (probably reproductions of actual maps) on the walls surrounding the monitors. Specific dates will be determined based on the storylines developed and the technical proposal by the Contractor. Actual content, design and fabrication are not included in this contract.

3.7.1.6 The design of these maps will be based on archival material available at the FDRL. Upon request, the Library may provide scans of a selection of archival materials. Links to similar papers may be found at www.fdrlibrary.org/archives.

Coastline and parts of Western Europe. This needs to be “zoomable” with relevant layers of content revealed at pre-determined zoom levels (approximately 20 days of maps) and will be produced by the Contractor.

▪ A menu of content allowing visitors to learn more about military and political leaders, a general timeline of World War II, a detailed timeline of the period covered by the kiosk, an essay on D-Day, the D-Day prayer delivered by President Franklin D. Roosevelt, other content as determined during the content development phase will be provided by the Contractor.

The following support services are required:

▪ At each Preventative Maintenance visit, the following work will be performed:

Kickoff Meeting – Contractor must initiate a video/conference call within five (5) business days after award. During this conference call the date for the first face to face meeting will be scheduled.

March 2018

Submission – Final Exhibit(s) Structure Completion and Invoicing Schedule with corresponding deliverable dates

Submission – Text Drafts, Visual and Graphic Design, Video and Photographs, Programming

To be determined during Kick-off meeting

Phase II – Map Room (MR) Gallery Interactive Touch Walls

Kickoff Meeting – Contractor must initiate a video/conference call within five (5) business days after award. During this conference call the date for the first face to face meeting will be scheduled.

Submission – Final Exhibit(s) Structure Completion and Invoicing Schedule with corresponding deliverable dates

Submission – Text Drafts, Visual and Graphic Design, Video and Photographs, Programming

To be determined during Kick-off meeting

6.2 Authority and Availability. The Contractor must provide Project Management services to manage all elements of the contract from start to finish. The PM must have full authority to act for the Contractor on all matters relating to the operation of this solicitation.

6.3 Communication between FDRL, the COR and the Contractor’s personnel shall be channeled through the PM to minimize costly errors or delays in project completion. The PM must provide the single point of contact between the Contractor and the FDRL COR.

6.4 The PM’s duties must include being responsible for coordinating and supervising the work effort involved for all technical and administrative performance required to fulfill the work stated in the solicitation.

6.5 The PM must have the ability to plan, organize, evaluate, inspect, and track work performed under this solicitation. The PM must know enough about every aspect of the project to identify problems or discrepancies as they affect the operation.

6.6 The PM must be available to take or respond to telephone calls or electronic mail during normal business hours of operation (8:30 AM ET to 5:30 PM ET).

6.6.1 The PM must provide flexible, timely, and responsive customer service. The PM must respond within 24 hours of initial contact (if leaving a message) or sooner, and for other matters where follow-up conversations are required, the PM must respond as agreed for the duration of the project.

6.6.2 Respond to Emergency Messages. Emergency messages from the COR must be responded to the same day they are received. All non-urgent messages from the COR must be responded to in no less than two (2) days.

6.7 General Duties:

6.10 Assign a Team. The PM must develop a team schedule for assignments to submit to the COR for review and approval.

6.11 Submittals. A submittal is defined as all samples, documents (i.e. drawings, schedules, drafts, etc.), electronic files, and other materials that together represent the level of development of work at a given time, and must be provided by the PM to the COR for review and approval.

7.1 The PM must maintain quality control for all required services. Provide formal, comprehensive management and quality control to ensure responsiveness, and efficient and effective contract performance.

7.2 Quality Control Plan (QCP). The PM must provide a QCP that details how the Contractor shall monitor and measure contract performance, and take any necessary corrective actions to meet or exceed the performance requirements in this contract. The QCP must be included as part of the Contractor’s quotation submission.

7.5 Provide quality control for in-house or subcontracted work. Ensure that all elements of project work meet the requirements of the contract and the contract specifications and that all modifications or revisions are implemented.

7.6 Review Materials. The Contractor must provide all schematics for the interactive structure, screen shots, visual design, programming, equipment purchase (hardware/software, materials), and installations. Development of cost estimates, specifications, and schedules.

7.7 Inspect completed work prior to shipment or final inspection to determine that work meets the quality standards in the contract specifications. Ensure that all elements of the project are complete and ready for final inspection by the COR.

2.3

4.0 & 6.9.3

8.2 All contract deliverables must be submitted to the COR for review and approval. Unless otherwise specified, once the PM has submitted a deliverable to the COR, the COR will have five (5) working days to review the deliverable. The COR will return the deliverable to the PM for re-work or accept the deliverable as completed. If the deliverable is returned to the PM for re-work, it must be completed within the timeframe established by the COR and the PM.

8.3 The PM must prepare all deliverables in accordance with the specified lists. Format and forms should conform to the Contractor’s standard commercial practices unless otherwise stated. The PM must provide an electronic version of the deliverable in the applicable MS Office format except where otherwise stated. For each deliverable the Contractor must provide documentation of design, programming, and process.

8.7 The Contractor must relinquish all rights to copyright or licenses that relate to the deliverables.