Attachment 1 - SOW Training Room AV Upgrade.pdf

Human Resources Office – FY24

Statement of Work

Training Room AV Equipment Upgrade

Human Resources Section U.S. Embassy, London

1. Overview

The U.S. Embassy's Human Resources Section (HR) is seeking a vendor in the United Kingdom to provide, install and train Embassy employees on an upgraded AV equipment set-up fit for streaming purposes.

The Government intends to award a Purchase Order resulting from this solicitation to the lowest priced technically acceptable offeror who is a responsible contractor. Only companies specializing in this field should respond.

2. Background

The current AV equipment set-up in the HR training room is over 15 years old and no longer functional (operating system is no longer available and the main monitor and support screens are not operating).

As such, it is essential that the AV equipment is upgraded to ensure facilities are fit for streaming purposes.

3. Scope of Work

To ensure facilities are fit for streaming purposes we are looking to install the following:

Item Qty 85" / 90 “4k commercial grade monitor with auto power off/on when active signal is received or disconnected

Chief wall brackets 2 65” “commercial grade monitor with Chief wall bracket (Back Wall for Trainer’s use) 1 Ceiling mounted PTZ camera with auto tracking 1 Ceiling microphone with beam forming microphones 1 Extron Media Port 300 1 Rack and cabling 1

The room is fitted with Extron DTP extenders and receivers, and it also has 70v ceiling speakers.

All items provided must be on the latest firmware. All drawings, schematics and coding to be handed over to the US Embassy.

In addition, the vendor shall provide the following:

• Engineering Services to include installation and all associated tasking.

• A minimum of 4 hours of training for 4 members of staff.

• Warranty for the equipment for one year from installation.

4. Security Requirements

The US Department of State operates strict security procedures for entry into its properties. All personnel likely to be involved on site at any time during the contract period shall complete and return the security clearance questionnaire/ Contractor Security Clearance Form.

This form shall be completed and submitted to the Embassy immediately after award along with a photocopy of the employee’s current passport or driver’s license.

Depending on the type of works and the period of time spent on site, the Contractor may be requested to attend a security interview before commencement of works, costs to be deemed by the Contractor.

The right is reserved to refuse entry to the building at any time. Any decision on this matter shall be final and conclusive and at no additional cost to the US Embassy.

When working within Chancery building, the Contractor shall ensure that all doors remain always closed/locked.

Security at the Chancery building shall be the Contractor’s responsibility throughout the duration of the project.

5. Contractor Requirements

If requested, the Contractor shall provide information that their employees are competently qualified, trained and certified to work on all specialist equipment and machinery named within this document and attachments.

The Contractor shall proceed to provide proof of competency of all his operatives, including but not limited to qualifications, certifications, training and experience on similar plant in other locations.

Only properly skilled trade’s personnel shall be employed to execute all aspects of the works.

All work must be executed strictly in accordance with the current Codes of Practice.

5.1 Access and Parking

The Contractor is responsible for and shall include within their quotation all costs and fees for congestion charges, transportation, deliveries and parking costs.

The Contractor is responsible to provide the COR with operatives’ names, vehicle registration number, make and color, a minimum of 48 hours prior to visit.

The Contractor is advised that a maximum of one parking space is potentially available. However, the Embassy may not be able to provide parking on certain occasions, therefore the Contractor should still arrange parking off site within their quotation.

5.2 Standards of Conduct on Premises

The Contractor’s employees shall maintain satisfactory standards of competency, conduct and cleanliness when working within US Government properties and boundaries. These standards are especially strict when working within office environments or when working in or accessing adjacent areas.

The Government reserves the right to ask any or all of the Contractor’s employees to leave the premises if any employee is deemed disruptive. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost for the Government.

The Contractor's employees shall wear clean, tidy uniforms and clear means of Contractor identification when on site.

The Contractor’s employees must only smoke in designated outdoor smoking areas.

Playing music in any part of the premises or use abusive, foul or loud language at any time within the US Embassy boundaries is strictly forbidden.

6. Requirements

Pricing will include a minimum of the following:

• Audio-visual items specified in Section 3: Scope of Work

• A user manual listing all the serial numbers and IP addresses of the items installed.

• Minimum four (4) hours of training for four (4) Embassy employees.

• Engineering Services to include installation and all associated tasking.

• Warranty for the equipment for one year from installation.

The U.S. Government awards Contracts on a firm fixed price basis.

The rates quoted on the separate pricing document will form part of the proposed Contract and will be binding on the Contractor. Therefore, your proposal for delivery of the services should include full cost consideration of the above.

6.1 VAT

Please indicate if VAT will be applicable in your quotation and include it as a separate line item in your quotation as per the SF-18 form.

6.2 SAM Registration

It is compulsory for all companies doing business with the U.S. Government valued over $30,000 to register on a website called “SAM – System for Award Management”, www.sam.gov. The website compiles standard information such as company legal name, street address, contact information, and what kind of goods and services it offers. To register in SAM, an NCAGE code is required. If you do not have an NCAGE code, it must be obtained before registering. There is no cost involved, neither to obtain the NCAGE code, nor to register in SAM. Interested parties are strongly encourage you to register their business as soon as possible to avoid any delay in making an award to the successful bidder. A guide to SAM registration has been included in this solicitation package.

6.3 FAR 52.204-24 Representation Regarding Certain Telecommunications and Video

Surveillance Services or Equipment

From August 13, 2020, all procurements by the U.S Government are subject to FAR 52.204–24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment and the clause at FAR 52.204–25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. Therefore, all offerors are required to complete the representation FAR 52.204–24 and to submit this along with their offer.

Representation FAR 52.204–24 and guidance on how to complete it is included in this solicitation package.

6.4 Information to be provided with your offer.

1. A completed and signed copy of the SF-18 form.

2. Information demonstrating the quoter’s ability to perform, including:

a. Names and/or titles of person/persons who will be assigned to this project for the provision of the services for its duration, and confirmation they understand written and spoken English.

b. A full CV of the person/persons named in a) above.

c. A portfolio of work showcasing experience with similar research and consulting projects which have been performed in the past and which most closely match the services required under this Contract.

3. Detailed information regarding the strategic plan for the delivery of services including:

a. A work plan considering all work elements listed in the Section 3 Scope of Work.

b. Identify types and quantities of equipment, supplies and materials required for performance of services under this contract. Identify if you already possess the listed items and their condition for suitability and if not already possessed or inadequate for use how and when the items will be obtained.

c. Plan of ensuring quality of services including but not limited to contract administration and oversight.

4. A list of organizations you have provided similar services to during the past three (3) years http://www.sam.gov/

5. From the list of organizations, please give the names and contact details for three (3) references who can be contacted for further details. The client’s contact person may be asked to comment on the quoter’s:

a. Quality of services provided under the contract.

b. Compliance with contract terms and conditions.

c. Effectiveness of management.

d. Willingness to cooperate with and assist the customer in routine matters, and when confronted by unexpected difficulties; and

e. Business integrity / business conduct.

The Government will use past performance information to assess an offeror’s capability to meet the solicitation performance requirements, including the relevance and successful performance of the offeror’s work experience. The Government may also use this data to evaluate the credibility of the offeror’s proposal. In addition, the Contracting Officer may use past performance information in deciding of responsibility.

6. Evidence that the offeror/quoter can provide the necessary personnel, equipment, and financial resources needed to perform the work.

7. A copy of any legally required insurance certificate(s) or confirmation that the appropriate insurances will be obtained prior to the Contract start, if not already held. Please note, failure to provide copies of the required insurances prior to the start of the Contract may lead to termination for default.

8. Your company’s SAM Unique Entity Identification (UEI) number and proof that your company is already registered in SAM or proof that you are in the process of registering in SAM, for example, confirmation of application for NCAGE code (see separate guidance provided)

9. A completed copy of the representations in FAR 52.204-24 Representation Regarding

Certain Telecommunications and Video Surveillance Services or Equipment (see separate guidance provided)

10. Any other information you feel is useful or relevant to support your offer.

All offers shall be valid for a period of 90 days.

7. Evaluation Factors

• Award will be made to the lowest priced, acceptable, responsible offer.

• The Government reserves the right to reject proposals that are unreasonably low or high in price.

• The Government will determine initial acceptability by assessing the offeror's compliance with the terms of the RFQ to include the technical information required.

• The Government will determine contractor responsibility by analyzing whether the apparent successful offeror complies with the requirements of FAR 9.1, including:

o Adequate financial resources or the ability to obtain them.

o Ability to comply with the required performance period, taking into consideration all existing commercial and governmental business commitments.

o Satisfactory record of integrity and business ethics.

o Necessary organization, experience, staff and skills or the ability to obtain them.

o Necessary equipment and facilities or the ability to obtain them; and o Be otherwise qualified and eligible to receive an award under applicable laws and regulations.

• Quality and detail of the proposal:

o Experience with similar projects.

o Originality and creativity of the proposed strategy.

o Appropriateness of the proposal to deliver project goals.