A11 Request for Information.pdf

DEPARTMENT OF DEFENSE

ACQUISITION DIRECTORATE

Request for Information

1.0 General Information

Document Type: Request for Information

Title: Audio Visual Support Services

Request for Information Post Date: 11/16/2023

Request for Information Response Date: 11/22/2023 1200PM EST

NAICS Code: 512290 – Other Sound Recording Industries

Services Product Service Code: Z1PZ, Facility Related Services

2.0 Background

The Washington Headquarters Services/Acquisition Directorate (WHS/AD) is sponsoring this

Request for Information (RFI) in support of the Defense Security Cooperation Agency

(DSCA)/George C. Marshall Center (GCMC) in Garmisch-Partenkirchen, Germany. The

Government intends to issue a single award contract for this requirement.

3.0 Introduction

The mission of the GCMC, as a vital instrument of German-American cooperation, is to create a more stable security environment by advancing democratic institutions and relationships; promoting active, peaceful, whole-of-government approaches to address transnational and regional security challenges; and creating and enhancing enduring partnerships worldwide.

4.0 Request for Information

To facilitate market research, the Government is looking to identify qualified sources under the

North American Industry Classification System (NAICS) 512290 – Other Sound Recording

Industries.

Responses are requested from “all” sources including Other than Small Businesses. However, please note that FAR 19 does not apply to this requirement as the entirety of the place of performance is OCONUS.

This RFI Notice is for information and planning purposes only and shall NOT be construed as a solicitation or as an obligation on the part of the Government. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in the response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any concern responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the concern’s qualifications to perform the work.

Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received, or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation

MAY be published in Contract Opportunities on SAM.gov/wawf.eb.mil. However, responses to this notice will not be considered adequate responses to a solicitation.

The Government will NOT accept requests for meetings or briefings. No phone solicitations or email with regards to the status of the Request for Proposal (RFP) will be accepted prior to its release. Information and materials submitted in response to this notice WILL NOT be returned.

As a result of this notice, the Government MAY issue a RFP. There is no solicitation available at this time. However, should such a requirement materialize, no basis for claims against the

Government will arise as a result of a response to this RFI, nor the Government’s use of such information as either part of our evaluation process, nor in developing specifications for any subsequent requirement.

Confidentiality: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation.

5.0 Program Details

The Washington Headquarters Services/Acquisition Directorate (WHS/AD) is issuing this notice to solicit information that will assist DSCA/GCMC in enhancing its Audio Visual capabilities through specialized Operational and Production Support Services. The scope of this requirement includes not only technical expertise for Onsite Audio/Visual Operational Support but also encompasses AV production support and scheduling services for GCMC’s diverse range of activities.

GCMC’s facilities, which consist of three lecture/conference halls and 14 seminar rooms located in buildings 105 and 109 of Sheridan Kaserne, are multifaceted and heavily utilized. This includes 10 tri-lingual seminar rooms in Building 105’s west wing, a 234-person tri-lingual lecture/conference hall in its east wing, a 100-person tri-lingual lecture/conference hall in Building 106, and in

Building 109, a 75-person tri-lingual lecture/conference hall, four tri-lingual seminar rooms, and one single-language seminar room. In addition, there are six legacy seminar rooms, two executive conference rooms, smaller conference facilities used by various directorates, and the Partner

Language Training Center Europe (PLTCE), along with several dozen offices throughout GCMC, all equipped with AV components.

The contractor’s role will extend beyond ensuring 100% operational readiness of AV equipment.

The contractor will be responsible for the operation of AV systems during events, lectures, and seminars, including camera, audio, and video teleconferencing (VTC) systems. This will require coordination with production teams and provision of support for event production, including setting up, managing, and operating AV equipment. Additionally, the contractor will assist in scheduling events, courses, seminars, lectures, and meetings in these facilities and liaise with the

GCMC staff for any scheduling conflicts.

These facilities are actively used by the College of International and Security Studies (CISS), the

Outreach Programs Directorate (OPD), and other internal and external organizations for diverse conferences and academic programs. The contractor is expected to ensure that all facilities are fully operational and staffed no later than 30 minutes before the commencement of each event. The contractor’s responsibilities encompass a comprehensive range of services, from ensuring operational readiness of AV systems to providing hands-on production support and coordination for the myriad events and activities conducted at GCMC.

The purpose of this RFI is to identify a pool of potentially qualified contractors to provide the U.S.

Department of Defense (“DoD”) with these support services to support and to engage the contractor community in a discussion regarding this requirement. Please note: the prior solicitation for this effort was solicited under HQ084723R0002. The following service requirements may be critical task areas required in support of this follow-on effort:

6.0 Service Requirement Critical Task Areas/Elements

(Contractors are encouraged to include *verifiable* information about their firm’s ability to comply with German law, installation access, and task area requirements for this effort.)

1) Compliance with German Law. Contractors performing services in Germany shall comply with

German law to include but not limited to Section 613a of the German Civil Code. Additionally, the Contractor shall determine whether performance requires registration with German authorities or authorization to do business in Germany and, if so, shall comply with all requirements. Whether or not registration or authorization to do business is required, the

Contractor also shall determine what documents or authorization its employees and any subcontractor employees must possess to work in Germany. The Contractor shall ensure affirmatively that its employees and subcontractor employees possess such documents or authorizations. Contractor employees who:

(a) are not nationals of Germany or other European Union countries, and,

(b) are not members of the force, the civilian component or their dependents, and,

(c) do not have assimilated status under Articles 71, 72, or 73 of the Supplementary Agreement to the NATO SOFA, shall possess work and residence permits.

2) Installation Access. Access to U.S. installations and controlled areas is limited to personnel who meet security criteria and are authorized by Host Nation law to work in that country.

Failure to submit required information/data and obtain required documentation or clearances

IAW AE Regulation 190-16, Installation Access Control, will be grounds for denying access to

U.S. installations and controlled areas. The Contractor shall ensure that any Sub-contractor used in performance of this contract complies with these requirements and that all employees, of both the Contractor and any Subcontractor utilized by the contractor, are made aware of and comply with these requirements.

3) Computer Network Access for Performance. Contractor personnel shall be required to acquire a CAC in order to access the Government computer network domain. In order to acquire a

CAC, contractor personnel shall complete the following:

All non-US citizen Contractor personnel with 12 months’ minimum residence in

Germany shall complete background vetting in the Local National Screening Program

(LNSP).

All US Citizens, and those non-US Contractor personnel who completed 3 of the past 5 years’ minimum residence in the US, shall complete background vetting with a Tier 1

(T1) investigation, or a US DOD-determined equivalent investigation (see US DOD

Directive-Type Memorandum (DTM) 08-003 for an authoritative list of US DOD-determined equivalents).

Contractor personnel shall be registered in the Trusted Associate Sponsorship System

(TASS). In order to do so, the Contractor shall coordinate with a Government TASS

Trusted Agent (TA).

4) Task Areas.

AV Operational Support: deliver a full spectrum of AV Operational Support Services to the GCMC, ensuring flawless execution and functionality of AV equipment for various events and activities. This includes providing assistance to faculty and guest speakers with presentation setups, adjusting seminar room configurations for diverse events, and managing furniture and AV equipment arrangements for all functions. The role extends to installing, setting up, and re-configuring AV system cabling, as well as ensuring all AV resources are tested and ready 30 minutes prior to each event, thereby maintaining a 100% operational readiness rate. In situations requiring maintenance, upgrades, or repairs beyond basic troubleshooting, the Contractor is required to collaborate with the AV technical support team and/or the COR, offering technical liaison services for repair technicians. The Contractor will also operate key AV hardware such as cameras, audio systems, and VTC systems under the guidance of producers during live events, ensuring seamless AV performance. The Contractor’s responsibilities include creating and maintaining operational documentation to aid

Knowledge Management, encompassing standard operating procedures and troubleshooting guidelines. While technical drawings and schematics are provided by the AV technical support team, the Contractor must efficiently utilize these resources for operational support. Proactive monitoring and maintenance of AV equipment's operational readiness are crucial, with immediate action required for any emerging issues, leveraging the organizational ticketing system for routine coordination and direct communication with the COR in emergencies. Flexibility in working hours is expected, with the Contractor required to support events during irregular hours, including U.S. or German holidays, weekends, or outside normal duty hours.

Additionally, a Government representative must be present during the Contractor's service hours, especially when work is conducted after duty hours, on weekends, or holidays.

Production Support Services: Provide a comprehensive range of Audiovisual

Production and Editing (AP/E) services on-site at the GCMC. This includes the operation of Adobe Creative Cloud (CC) applications, particularly Adobe Premiere or equivalent non-linear editing platforms, to integrate content produced by the Strategic

Communications (STRATCOM) team. Additionally, the Contractor will create graphics and animations using software like Adobe Photoshop and Adobe After

Effects for event productions. Collaboration with Government clients to assess needs, make recommendations, and deliver products to the appropriate GCMC office is essential, with coordination facilitated through the organizational ticketing system or the COR. Technical Director services for live events form a core part of the

Contractor’s responsibilities, including the operation of advanced equipment like New

Tek TriCaster digital video switchers, audio hardware and software systems, and PTZ video cameras. The Contractor will handle recording of plenary events, live multi-camera events, VTC systems, and manage Crestron controlled AV systems, ensuring alignment of the style and quality of production with the event’s objectives. Basic operational troubleshooting is expected, with more complex issues being coordinated with the AV technical support team. The Contractor is responsible for applying high production values in all plenary recordings, utilizing a range of camera shots and movements to deliver a professionally produced end product. This includes creative and logical mixing of various camera shots and movements, ensuring a high-quality output. The Contractor will also provide guidance and direction to Technical and

Operational Support personnel during equipment operation, to ensure a unified approach to event execution. Audio quality management is a critical function, with the

Contractor monitoring and adjusting audio levels during live recordings for optimal clarity and professionalism. A thorough review and quality control of all video products is required before submission for final review and approval, with the review process coordinated with the requesting customer and the COR to ensure compliance with production standards and timelines.

Scheduling and Coordination Support Services: Provide Scheduling and Coordination

Services for events, courses, seminars, lectures, and meetings at the facilities detailed in the Scope of this Performance Work Statement (PWS). This includes active participation in the scheduling process, offering essential assistance to streamline the allocation of resources and spaces effectively. A key aspect of this role involves active engagement in planning meetings, collaborating with Government representatives and stakeholders to keep abreast of upcoming events and initiatives. This proactive involvement is crucial for the Contractor to effectively plan and allocate resources, ensuring alignment with the Government's needs for each event. The Contractor is responsible for maintaining a comprehensive understanding of the event calendar and facility availability, meticulously recording and tracking all scheduled activities. In scenarios where schedule conflicts arise, the Contractor must promptly highlight these issues to the Contracting Officer’s Representative (COR) or a designated Government representative for timely resolution. While the primary responsibility for managing and resolving these conflicts lies with the Government, the Contractor's role encompasses providing support and ensuring the accurate and efficient communication of all relevant information. This approach is geared towards minimizing disruptions, optimizing facility usage, and contributing to the seamless execution of events and activities within the GCMC.

Senior Production Support Services: Provide a crew chief who will not only fulfill all responsibilities enumerated in the Production Support Services (Section 5.1.2) but also serve as the principal authority in overseeing production and direction for all scheduled events, courses, meetings, and activities requiring AV support. This crew chief's role is pivotal in ensuring that every necessary position is staffed, and all equipment and facilities are fully operational at least 30 minutes before any scheduled activity. The crew chief will supervise the assignment of tasks, closely monitoring the performance of team members and implementing corrective actions as needed to maintain exemplary standards of proficiency and professionalism. In scenarios where operational readiness is compromised due to factors like unavailability of government-furnished materials or equipment malfunctions, the crew chief is responsible for immediate notification to the Contracting Officer's Representative (COR) and for ensuring these incidents are captured in the Weekly Status Report. Furthermore, the crew chief is granted final decision-making authority in matters of production and direction, guaranteeing a consistent and high-quality level of AV support. Regular and detailed communication with the COR or ACOR is crucial, ensuring they are kept fully informed on the daily status of AV operations, including challenges and issues that may arise. The Contractor is also tasked with delivering a Weekly Status Report to the

COR, which will include detailed summaries of events, personnel assignments, equipment status, and resolutions of scheduling conflicts or issues. The crew chief's responsibility extends to reporting any equipment problems or failures promptly and coordinating with the AV technical support team to address and resolve these issues efficiently.

Estimated Government FTEs:

Requirement Gov’t

Estimate

FTEs

Services

AV Operational Support

Production Support

Scheduling and Coordination Support

Senior Production Support

Personnel

AV Operational Support Technician 2

Producer 2

Senior Producer 1

Total 5

* All contractor personnel shall possess Level 3 (Fluent) English language written and oral communication skills.

All personnel assigned to this contract, regardless of their specific role or level of experience, are required to obtain Dante Certification Level 1 within the first 90 days of their contract start date. This certification ensures that every team member possesses a foundational understanding of the Dante audio networking platform, equipping them with the essential knowledge needed to effectively operate and troubleshoot Dante-enabled equipment. This proficiency is crucial for maintaining the high standards of AV support and ensuring seamless audio integration across various events and activities facilitated by the GCMC.

Contractor personnel assigned to perform AV Operational Support Services shall possess a minimum of two years’ practical experience in operational support roles, demonstrating proficiency in managing and troubleshooting AV equipment. This includes hands-on experience with AV systems similar to those utilized by the

GCMC, such as camera, audio, and video teleconferencing systems. Personnel should be adept at setting up and configuring equipment for various event types, ensuring operational readiness, and providing immediate on-site troubleshooting to address any technical issues that may arise during events. Their experience should encompass a broad spectrum of AV technologies to ensure comprehensive support, and they should possess strong communication skills to effectively interact with faculty, guest speakers, and other stakeholders, facilitating a smooth operation of AV equipment during all scheduled activities.

Contractor personnel in Production Support Services must have a minimum of two years’ experience in live event production and technical direction, displaying proficiency with New Tek TriCaster (or equivalent) digital video switchers, various audio hardware and software systems, and Adobe Creative Cloud applications. They should be skilled in operating remote PTZ video cameras, digital disk recorders, and managing live multi-camera events with a deep understanding of shot composition and camera movements to ensure a professionally produced end product. In addition to technical prowess, these individuals should have experience in scheduling and coordination, assisting in the organization and planning of events, courses, and meetings. They should be able to navigate scheduling conflicts and work closely with government representatives to ensure all events are adequately supported. For roles requiring direct interaction with TriCaster systems, either 2+ years of direct experience or a Live Production with NewTek TriCaster certification is required.

Strong communication and organizational skills are essential for this role to ensure seamless event execution and coordination.

The Senior Production Support Specialist must bring a minimum of four years’ experience in live event production and at least one year in a leadership role, such as team lead or crew chief. They should be highly proficient with sophisticated AV equipment, including New Tek TriCaster, various audio systems, and Adobe

Creative Cloud applications. This role requires overseeing all production activities, ensuring staffing and operational readiness before each event, and maintaining high performance and professionalism standards. They should possess strong communication and organizational skills for effective event planning and coordination, as well as quality assurance responsibilities, reviewing video products to ensure they meet the GCMC’s standards. Participation in In-Progress Review

(IPR) meetings and liaising with government representatives are also key components of this role, ensuring a clear understanding of event requirements and seamless execution of all activities.

Place of Performance: The services provided under this contract will be performed at George C

Marshall Center, Sheridan Kaserne and Artillery Kaserne Garmisch-Partenkirchen, Germany. The primary place of performance is the George C Marshall Center, Gernackerstrasse 2, 82467

Garmisch-Partenkirchen, Germany. Working spaces and all necessary office equipment will be provided by the Government.

Period of Performance: The Government is considering a five-year period of performance (PoP) not-to-exceed 66 months. This PoP would consist of a base year, four option years and an optional six-month extension per FAR 52.217-8. The base year may include a one-month transition period from February 1 –February 28, 2023:

Base Year: February 1, 2023 – January 31, 2024

Option Year 1: February 1, 2024 – January 31, 2025

Option Year 2: February 1, 2025 – January 31, 2026

Option Year 3: February 1, 2026 – January 31, 2027

Option Year 4: February 1, 2027 – January 31, 2028

Option Extension up to six (6) months: February 1, 2028 – July 31, 2028

7.0 Capability Statements & RFI Questions and Answer Matrix

We are requesting that Contractors fill in responses to the questions listed on the RFI Question and Answer Matrix spreadsheet. PLEASE SUBMIT A COPY OF THIS SPREADSHEET IN

RESPONSE TO THIS RFI AS AN UNLOCKED, EXCEL SPREADSHEET. There is no page limit to the RFI Question and Answer Matrix. Contractor information provided in response to these questions will not be shared externally with the public. This feedback is solely for the purpose of the Government.

In addition to the RFI Question and Answer Matrix, contractors are encouraged to submit a separate Capability Statement as a Word or PDF document. Please limit your Capability

Statements to ten (10) pages.

Contractors interested in submitting a Capability Statement are encouraged to include the following information:

1) Company name, address, point of contact name, telephone, and email address.

2) CAGE Code and DUNS Number.

3) Business size status (business size/socio-economic category must be submitted to be used).

4) Contractor acknowledgement and capability to provide personnel that will need to successfully meet the security requirements and compliance with German Law.

5) Contracts your company has been awarded under NAICS code 512290 – Other Sound

Recording Industries or similar NAICS code.

6) List of contracts and their contract numbers historically and currently held with the

Government to include any Federal Supply Schedules (or other Government ordering vehicles/contracts) providing similar services as outlined in the RFI.

7) Documentation that addresses each of the potential Service Requirement Critical

Tasks/Elements.

8) A description of Corporate Experience & Past Performance Information for similar contracts and/or projects accomplished within the last three years. The description must include where, when, and for whom each similar contract and/or project was performed and a brief description of each contract and/or project, including the size, scope, dollar value, and period of performance.

8.0 Submission Instructions

All responses to this RFI must be submitted via e-mail to Myra M. Freeberg, Contracting Officer, at myra.m.freeberg.civ@mail.mil and Lorita H. Jackson, Contracting Specialist at lorita.h.jackson.civ@mail.mil . The subject of the email must be titled “Request for Information:

IT/IM.” Facsimile responses will not be accepted. Please note there is a 10MB limit on emails.

To facilitate a timely and comprehensive review of all submitted responses, contractors must respond using the format requested on the RFI Question and Answer Matrix. This must be submitted as an unlocked, Excel document to be considered. Any deviation from this format for this document may lead to the rejection of the response.

mailto:myra.m.freeberg.civ@mail.mil mailto:lorita.h.jackson.civ@mail.mil

9.0 Common Cut-off Time/Date

Responses to the information above are due no later than 1200 PM EST, November 22, 2023.

Responses received after this date and time may not be considered.