A15 - STC AV Upgrade Justification_Redacted.pdf

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION

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Identification Number (purchase request/solicitation number): D‐21‐TR‐0299

1. Identification of the agency and contracting activity.

A. Agency: Drug Enforcement Administration (DEA)

B. Contracting activity: Office of Acquisition and Relocation Management (FA)

C. Requiring activity: Office of Training (Stafford Training Center)

2. Nature and/or description of the action being approved. (e.g., new contract award or modification expanding the scope of an existing contract) iSoft will upgrade the AV capabilities of Stafford Training Center (STC) Memorial classroom, as well as upgrade the capacity of the AV systems in the new Warehouse classroom. This will add ADA compliant viewing screens and connectivity at presentation podiums. This is critically needed for the current training cirriculum for Personnel Recovery (PREP), Special Invstigation Unit (SIU) and other training programs hosted at STC.

3. A description of the supplies or services required to meet the agency’s needs, including the estimated value.

(inclusive of all options)

Area 1: Interview Room

• Provide a PTZ Camera enclosed within the ceiling grid, capable of being controlled from outside the room.

The PTZ Camera will be controlled via the two other Classroom’s touch panels and will have the capability of being placed in private mode. Privacy mode will mute any microphone(s) in the room and place camera in standby/away position.

• Provide a discrete, omnidirectional ceiling microphone that will connect with the video signal feed of the camera to be distributed to other rooms. The small microphone (approx. size of a quarter) will sit flush on the ceiling tile.

• These devices connect to the appropriate receiver and audio processors to be housed within the AV credenza in AREA2: Memorial Classroom.

• Video from this room will be capable of being distributed to both of the other rooms and offices in the building via the Cable TV network.

Area 2: Memorial Classroom

• Provide (QTY 2) Interactive smartboard/displays o Interactive smart boards will be installed on pull out mounts in cases where they need to be angled in the classroom.

o Displays will have the capability of showing any source or casting the their content to all other displays in the room

• Provide (QTY 2) 86” Displays at the front of the room (opposite wall of current room layout). The existing display in the room will remain in place and serve as a confidence monitor in the rear of the room.

• Provide a new integrated sound distribution system consisting of: o (QTY 2) tri‐element ceiling microphones that can be used for soft conferencing meetings (i.e. Webex, Teams, Adobe Connect) o Ceiling speakers for sound amplification in the room o Provide (QTY 1) rechargeable lavalier microphone and (QTY 1) rechargeable podium microphone. A charging dock will be provided and placed inside of the podium.

• A presentation podium will be provided. This will be capable of quickly disconnecting from the floor track (also being provided) and moved out of the way. Podium will sit on casters. o Podium will contain: ��(QTY1) podium/desktop display ��(QTY 1) 10” control touch panel capable of controlling system components in the room ��Charging dock for microphones ��Mouse and keyboard to control the Firebird and Internet PCs ��(QTY 2) laptop connections. Podium will have flip‐up tops to place laptops

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• All equipment will be properly stored in a 3‐bay credenza in the rear of the room. This will facilitate the presentation podium to move as it won’t need to house many components.

• A control system accompanied by a virtual Video switcher will be provided for this room. This new type of AV‐over‐IP video distribution system allows for very flexible future expansion of components in the room.

• (QTY 2) PTZ HD cameras will be installed in the room. One camera will be placed in the front of the room and used for capture of students. The second camera will be installed in the rear of the room and used for capturing of the presenter in the front of the room. Room can be placed in privacy mode from touch panel.

• Cameras can be used for soft conferencing calls via a USB connection on either Firebird or internet PC.

• A Cable Modulation System will be provided that will embed into building’s Comcast cable feed (each room will be their own channel number) o Multi‐screen/picture in picture support for cable modulation to other rooms in the building

Area 3: The Warehouse Classroom

• Provide (QTY 2) 98” fixed on the front wall along with a rear 86” display to serve as a confidence monitor.

Rear display will be installed a pull out mount to be capable of angling display

• Equipment in this room will be housed on a 38U rack in the corner of the room.

• Functionally this room will operate nearly identical to the Memorial Classroom. Both classrooms will have very easy to use graphical touch panel interfaces, including capability on the touch panel to control the camera in the Interview Room. This will also have the capability of viewing both the Interview Room and Memorial Classroom.

• The pendant speakers and microphones in this room will be installed from the ceiling structure/frame.

• The existing Shure microphone system in this room will be incorporated into the audio distribution system.

• A presentation podium will be provided. This will be capable of quickly disconnecting from the floor track (also being provided) and moved out of the way. Podium will sit on casters. o Podium will contain ��(QTY1) podium/desktop display ��(QTY 1) 10” control touch panel capable of controlling system components in the room ��Mouse and keyboard to control the Firebird and Internet PCs ��(QTY 2) laptop connections. Podium will have flip‐up tops to place laptops

• A control system accompanied by a virtual Video switcher will be provided for this room. This new type of AV‐over‐IP video distribution system allows for very flexible future expansion of components in the room.

• (QTY 2) PTZ HD cameras will be installed in the room. One camera will be placed in the front of the room and used for capture of students. The second camera will be installed in towards the rear of the room and used for capturing of the presenter in the front of the room. This second camera may need to be pole mounted/upside down off of the ceiling structure. Room can be placed in privacy mode from touch panel.

• Cameras can be used for soft conferencing calls via a USB connection on either Firebird or internet PC.

• This room will also feed into the cable modulation system that will be embedded into building’s Comcast cable feed.

4. An identification of the statutory authority permitting other than full and open competition.

Check the appropriate box. Only one box may be checked.

41 U.S.C. 3304(a)(1) and FAR 6.302‐1 “Only one responsible source and no other supplies or services will satisfy agency requirements”

41 U.S.C. 3304(a)(2) and FAR 6.302‐2 “Unusual and compelling urgency”

41 U.S.C. 3304(a)(3) and FAR 6.302‐3

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“Industrial mobilization; engineering, developmental, or research capability; or expert services”

41 U.S.C. 3304(a)(4) and FAR 6.302‐4 “International agreement”

41 U.S.C. 3304(a)(5) and FAR 6.302‐5 “Authorized or required by statute”

41 U.S.C. 3304(a)(6) and FAR 6.302‐6 “National security”

41 U.S.C. 3304(a)(7) and FAR 6.302‐7 “Public interest”

5. A demonstration that the proposed contractor’s unique qualifications or the nature of the acquisition requires use of the authority cited.

Since 2019, iSoft Solutions has upgraded or installed AV/Equipment in nearly all DEA Training Academy classrooms to include the new Clan Lab training labs and classrooms. In addition, all classrooms at the academy are currently under Isoft Solutions for warranty and/or maintenance agreement. Isoft has already done the standard programming code and provided testing and verification of all AV components during previous upgrade projects. iSoft Solutions is uniquely familiar with the engineering involved with connecting all classroom AV equipment. Any other vendor would have to perform a complete engineering solution proposal for STC. Utilizing another vendor could also introduce new equipment that would be unfamiliar to instructors who teach at both TR and STC. This could risk incurring additional costs to have any new equipment situations resolved (as IT/network folk would may confuse the new vendor with iSoft of vice versa.

6. A description of efforts made to ensure that offers are solicited from as many potential sources as is practicable, including whether a notice was or will be publicized as required by Subpart 5.2 and, if not, which exception under 5.202 applies.

See item 7 below. Decision point for selected vendor was based upon the current warranty service being provided by same and the cost savings associated by using existing designs and computer coding required for initial set‐up. Any other vendor would have to perform a complete engineering solution proposal for STC.

Utilizing another vendor could also introduce new equipment that would be unfamiliar to instructors who teach at both TR and STC. This could risk incurring additional costs if users attempt to use the equipment incorrectly, requiring more service calls or delayed resolution to situations (as IT/network folk would may confuse the new vendor with iSoft or vice versa.

7. A determination by the contracting officer that the anticipated cost to the Government will be fair and reasonable.

Prior to solicting the vendor, a cost estimate was generated from work recently completed at TR with similar equipment. Costing for common components ‐ monitors, switches, cameras was pulled from open source internet searches, GSA Advantage and previous invoices. Labor percentages and shipping costs were matched with previous work done. After reviewing the statement of work (SOW) with the vendor, cost analsysis and value engineer practices were used. The vendor also provided insight into the current electronics (chip) shortages and proposed cost‐saving alternatives to avoid the elevated prices.

8. A description of the market research conducted (see Part 10) and the results or a statement of the reason market research was not conducted.

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See Item 7 above. Internet lookup for costs and previous invoices were utlized to establish the estimated project cost. Utlizing a vendor who already had installed, configured and carries the warranty on the current equipment allowed DEA to save costs on engineering, programming and training of personel on different systems and removed any requirments for adapters, etc. for connecting all classroom AV equipment.

9. Any other facts supporting the use of other than full and open competition, such as:

i. Explanation of why technical data packages, specifications, engineering descriptions, statements of work, or purchase descriptions suitable for full and open competition have not been developed or are not available.

Current touch screens programming and open classroom networked cameras are proprietry code and solution by vendor. Current warranty package covers all equipment installed or serviced by iSoft, allowing for a continuation of coverage without introducing multiple servicing vendors or potential for conflict or void of warranty (connecting new equipment to existing equipment may void warranty)

11. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before any subsequent acquisition for the supplies or services required.

The current vendor is a GSA approved vendor providing equipment that is available both on GSA Advantage and open‐source with prices in a consistant range. The installation and proprietry code is vendor specific and could be compete ‐but in this specific example the classroom set up goal was to have it as identical to the existing other classrooms as possible to prevent misuse or user difficulty and the cost savings in labor and time from the vendor makes this vendor a good source for providing, installing and setting up the upgrades.

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