Draft SOW.pdf

Statement of Work

Project: USPTO Enterprise Wide Sourcing Initiative for Audio Visual (AV) Monitoring And VTC OPS Control Center Solution

Issuing Office: U.S. United States Patent and Trademark Office

600 Dulany Street, Madison East, Concourse Level Alexandria, VA 22314

OCIO COLLABORATIVE SERVICES DIVISION AUDIO & VISUAL (AV)

MONITORING AND VTC OPS CONTROL CENTER SOLUTION

1.0 BACKGROUND

2.0 OBJECTIVE

3.0 REQUIREMENTS AND DELIVERABLES

3.1 Audio Visual Hardware Services

3.1.1 Product Receipt

3.1.2 Hardware Delivery

3.1.4 End-user Budgetary Quote Requirements

4.0 DELIVERY AND PLACE OF PERFORMANCE

5.0 INSPECTION AND ACCEPTANCE

5.1 Return

5.2 Reliability

6.0 ASSUMPTIONS

7.0 PERFORMANCE

7.1 Period of Performance

7.2.1 Deliverable Schedule

8.0 POINTS OF CONTACT

8.1 Contracting Officer (CO) Authority

TITLE: OCIO COLLABORATIVE SERVICES DIVISION AUDIO & VISUAL (AV)

1.0 BACKGROUND

The United States Patent and Trademark Office (USPTO) is an agency within the United States Department of Commerce. The mission of the USPTO is to foster innovation, competitiveness, and economic growth, both domestically and abroad, by providing high-quality and timely examination of patent and trademark applications, guiding domestic and international intellectual property (IP) policy, and delivering IP information and education worldwide. To carry out its mission, USPTO deploys Audio and Visual (AV) equipment in Executive Offices, ,large floor hybrid conference rooms, training and conference centers, located nationwide.

The End User Services Office (EUSO) serves as USPTO’s central point of contact for Audio and Visual Equipment and Collaborative Service Solutions. The Collaborative Services Division (CSD) staff conducts market research and evaluates and tests equipment and solutions to ensure that items are added to USPTO’s approved-hardware and software list.

USPTO’s current AV equipment lifecycle procures AV devices, Collaborative Solution Platforms and support services as follows:

Installation & Decommissioning Services Support Equipment Repair AV Design and Engineering SaaS Platform Solution Delivery

USPTO currently has over 27 conference rooms, and 73 specialized office configurations, at the Alexandria Campus. The regional sites are outfitted with a variety of new and older AV items.

The regional office footprint are as follows:

San Jose Regional Office currently has 1 hearing room, 3 conference rooms and 3 specialized office configurations.

Denver Regional Office has 1 hearing room, 1 conference room and 2 specialized office configurations.

Detroit Regional Office has 1 hearing room, 1 conference room, and 2 specialized office configurations.

Dallas Regional Office 1 hearing room, 1 conference room, and 2 specialized office configurations.

USPTO Locations to be supported are as follows:

Delivery Address:

22nd Century Technologies Inc (USPTO)

6644 Fleet Drive Alexandria, VA 22310

Place of Performance:

USPTO Carlyle Campus 600 Dulany Street Alexandria, VA 22314

Potential Regional Offices to be supported in the near future:

Silicon Valley USPTO 26 S. Fourth Street San Jose, CA 95112

Midwest Regional Office 300 River Place Drive Suite 2900 Detroit, MI 48207

Rocky Mountain Regional Office 1961 Stout Street 14th Floor Denver, CO 80294

Texas Regional Office 207 South Houston St., Suite 159 Dallas, Texas 75202

Atlanta (Pending Location Address) – New Site 2025 New Hampshire (Pending Location Address) – New Site 2026

USPTO requires the capability of a Software as a Service (SaaS) and any required hardware devices for a centralized audio visual (AV) monitoring solution. In addition, provide the capability of visually monitoring events and operating hearing rooms along with special use spaces to include the auditorium.

The SaaS Solution must be quickly operational using the historical knowledge, existing training documentation, and the knowledge base of the unique inner workings and processes required by the USPTO information technology team. The products and related services are unique, highly specified, and critical to meeting the mission requirements for the agency.

2.0 OBJECTIVE

The objectives of this Request For Information (RFI) is to strengthen security posture and room readiness through a SaaS (under the A/V Services and Streaming product team) that provides automated monitoring of service touchpoints and A/V hardware/infrastructure by querying industry for the capability to provide a SaaS solution and any required hardware devices for a Centralized station to monitor the operational status of AV equipment throughout USPTO to include hearing rooms, digital signage, and auditoriums. As an optional addition, provide the capability of visually monitoring events in the hearing rooms along with the auditoriums.

3.0 REQUIREMENTS AND DELIVERABLES

Provide the capability of a Software as a Service (SaaS) solution able to provide a centralized, proactively monitoring of equipment such as output errors, power supply failures, circuit board errors, firmware updates, overheating, online/offline and etc.

Provide capability to monitor the auditorium, conference rooms, digital signage, and hearing rooms,.

Provide FedRamp Certified Solution Solution must provide the ability to minimize up front cost for this investment Rapid Implementation Reduce Support cost over time Reduce the administrative overhead required with manually validating A/V hardware/infrastructure readiness Adequate mixture of Technologies Best Support Coverage possible Ensure Mission Critical Information is shared in Real – Time to engage proper resources for any system failure or issue resolution Procuring state-of-the-art approved products and services required by USPTO.

Meeting all customer requests within the Request For Information (RFI) and timeframes set forth by USPTO.

Present a clear and concise measurable description of services provided to customer.

installation will be required.

Request equipment and SaaS solution to be delivered NLT 45 days after Award. Exceptions can be made if communicated with USPTO and an agreeable time of delivery can be agreed upon.

Provide annual warranty and maintenance cost to maintain SaaS Solution

The Software as a Solution (SaaS) and equipment may include the following concept of USPTO reviewed hardware. The items noted in sections 3.1 are conceptual and subject to change based on vendor submittal of proof of concept.

OPTIONAL: In addition to a SaaS solution for proactive monitoring as described above, provide a centralized remote engineering station to monitor the video & audio outputs of the auditoriums, and hearing rooms , located at headquarters and regional offices.

Optional Hardware Deliverables (Concept Example):

Router panels that control router/switchers for both Auditoriums.

1x Intercom panel:

The auditorium should not have their own intercom frame that we can connect to.

Permanent PC Station for Inbound monitoring of livestream events

2x cable/fiber runs from Ross Switcher located in Auditorium

Large Monitor

Quad rack mounted Monitor Unit

Waveform/Vector scope

Audio meters with speakers

Video Router with possible external router panel

Either Clocking DA’s or Fiber TX/RX for all the runs

Hearing rooms will need additional equipment:

HDMI to BNC converters

Creston routing software tied to all hearing rooms video routing

Possible DA to duplicate the outbound signal.

Possibility of BACK-UP camera control of ALL hearing rooms which will require the ability to switch between rooms for control through software.

Possibility of switcher control for ALL hearing rooms.

Possibility of adding a Preview monitor.

*Specificity for these items are provided in Section 3.1 Peripheral Details:

Category Sub-Category

Audio Video Equipment

Fiber TX/RX or Coaxial Cable with Clocking DA’s depending on distance

Audio Speaker (Wohler iAM-12G)

Waveform Mon (Telestream MPS-300)

Intercom (Clearcom VI-PNLB-12L-X4)

Router Panels (could be Ross RCP QE18) One panel from Auditorium. Models are unknown at the moment)

Large Monitor (BNC Input)

Category Sub-Category

Quad monitor rack mounted unit (has 4 small monitors)

Video Router

PC

Possible HDMI to BNC converters if Hearing Room Outbound signals are included

Furniture Desk with built in racks

3.1 Audio Visual Hardware Services

3.1.1 Product Receipt

The contractor must be responsible for conducting the receipt process for USPTO for the assets received from manufacturer.

The contractor must be responsible for notifying the manufacturer of any discrepancies of assets delivered.

The contractor must notify the Government Point of Contact (POC) that the items have been received along with the list of serial numbers and/or quantity of devices received.

3.1.2 Hardware Delivery

The contractor must be responsible for delivery of assets to USPTO Warehouse.

The contractor must immediately notify the Contracting Officer Representative (COR) of any delivery shortfalls or delays.

The contractor must deliver equipment to pre-arranged USPTO locations or to be shipped directly to another location per USPTO guidance.

All equipment must be Asset Tagged.

3.1.4 End-user Budgetary Quote Requirements

Provide accurate and up to date listing of approved products. A user must only be able to make a request for a budgetary quote of products that are currently approved. If the product is not approved, a user must not be able to put together a request for a budgetary quote.

Send order confirmation to Business Unit user (order initiator) and to Business Unit ordering official within 4 hours of placement.

Provide tracking capability for budgetary quotes at the user level.

All applicable Government Laws and Polices applied on all hardware:

o Section 508 o Compliant to Trade Agreement Act (TAA) o Compliant to US Energy Star Rating

4.0 DELIVERY AND PLACE OF PERFORMANCE

The Contractor must pack all items for delivery consistent with standard commercial practices to ensure carrier acceptance and to provide adequate protection from shipping damage or loss during transit to the contract designated destination point. The Contractor may use its standard packaging practices, provided it meets this requirement.

The Contractor must be responsible for any damage or loss caused by improper packaging and any damage or loss while in transit.

Unless otherwise agreed to by the ordering activity, all deliveries under this contract must be accompanied by delivery tickets or a sales slip that contains the following information:

Name of Contractor Contract Number

Date of purchase Order number Quantity and unit price of each item Date of delivery or shipment Name of authorized USPTO purchaser Phone number of authorized USPTO purchaser Email of authorized USPTO purchaser Indication as to whether the Contractor considers the delivered item to be a partial or full satisfaction of the requirement

The contractor must deliver the ordered items no later than 30 days from date of award (and for modifications for increased quantities, no later than 30 days from execution of the modification).

Coordination and scheduling of shipment delivery is the responsibility of the Contractor. Each order must identify the shipping address(es) and quantities.

Contractor is to send a separate electronic notice to the person who initiated the order and the Purchasing Officer for each of the following situations: when order is placed, backordered (if applicable), canceled (if applicable), executed, shipped, and delivered.

5.0 INSPECTION AND ACCEPTANCE

Inspection is in accordance with FAR Clause 52.212-4, Contract Terms and Conditions – Commercial Items, part (a) Inspection/Acceptance.

Inspection and acceptance will occur at the place of delivery. Inspection will include testing of the deliverables to ensure that it works. The Government will accept goods, reports and services only if it conforms to all terms and conditions of this order. The Government will provide written notification of acceptance or rejection within 14 business days of receiving the delivery.

The Government will reject non-conforming products and services. The contractor must correct any deficiencies within 14 days of when the Government issues the rejection notice. If the contractor cannot correct the deficiencies within this time frame, the contractor must immediately notify the COR or technical POC of the reason for the delay and provide a proposed corrective action plan within 14 business days.

5.1 Return

The Contractor must allow the Government to return items in the original packaging and in sellable condition up to 30 days from the date the item was received at the authorized facility or contractor facility. The Contractor must provide a full refund, less any applicable restocking fee, for such items within 30 days of receipt of the returned item.

Contractor must provide the Government replacement hardware within 30 days if the following issue occurred:

Dead on Arrival (DOA) and defective hardware.

Physical damaged hardware during shipping.

5.2 Reliability

If an item cannot be delivered within the contractually agreed-to delivery time for that item, the Contractor must notify the issuing CO within 2 business days of receipt of order of the expected delivery date for the ordered item(s). Upon notification, the Ordering Agency may choose to cancel the order or request due consideration for the delay.

6.0 ASSUMPTIONS

The Contractor must dispose of deployment related trash at USPTO locations at no cost to the USPTO.

Items weighing more than 50lbs must be labeled as heavy and may require two-man lift to assist with handling the item.

Changes to the mutually agreed schedule for performance of Services or modifications to the Services will only be in accordance with the Contractor Change Management Process.

Equipment must be provided within 45 days of Contract modification. Exceptions can be made if communicated with USPTO and an agreeable time of delivery can be agreed upon.

7.0 PERFORMANCE

7.1 Period of Performance

The period of performance for ordering of this agreement is for one (1) year base period with four (4) one (1) year ordering periods. Orders may be placed at any time during the ordering period.

Base Period: 01 October 2025 – 30 September, 2026 Option Period 1: 01 October 2026 – 30 September, 2027 Option Period 2: 01 October 2027 – 30 September, 2028

Option Period 3: 01 October 2028 – 30 September, 2029 Option Period 4: 01 October 2029 – 30 September, 2030

7.2 Deliverable

In addition to all products acquired through individual orders, the Contractor is required to submit to the Government during the performance of this agreement all deliverables identified throughout this SOW.

7.2.1 Deliverable Schedule

The following schedule of deliverables will be used by the USPTO COR to monitor timely progress of the established agreement. All references to days are workdays; the abbreviation NLT stands for “no later than.”

Contractor must be responsible for compliance with the following deliverable schedule. The abbreviation NLT stands for “no later than”.

SLA Planned Completion Date

On-Time Delivery NLT than 45 days after contract award.

Order confirmation 4 hours (or less) from the time of order

Notification of back ordered items 24 hours (or less) from the time of order

Service call response time 8 hours (or less)

Notification of products going “End of Life”

Within ten days of learning about a change from the OEM and at least 30 days in advance of such an event

Response to request of pricing on new products or replacements for products going EOL

5 business days (or less)

Project Manager response to customer concerns

1 business day for response; 3 business days for resolution

EOS-EOL product notification 5 business days of learning about a change from the OEM and at least 60 days in advance of such an event.

8.0 POINTS OF CONTACT

COR Ricardo Phillips VCSOB--Videoconferencing Streaming and Operation Branch Chief OCIO/End User Services Office U.S. Patent and Trademark Office Office MDW 3D31 Desk 571-272-6682 Ricardo.PhillipsSR@USPTO.GOV

8.1 Contracting Officer (CO) Authority

The CO will be responsible for ensuring the performance of all necessary actions for effective contracting, ensuring compliance with the terms of the contract and safeguarding the interests of the United States in its contractual relationships. The CO is the only individua l who has the authority to enter into, administer, or terminate this contract and is the only person authorized to approve changes to any of the requirements under this contract, and notwithstanding any provision contained elsewhere in this contract, this authority remains solely with the CO.

No statement, whether oral or written, by anyone other than the Contracting Officer, shall not be interpreted as modifying the terms and conditions of this award. It is the contractor’s responsibility to contact the CO/COR/ immediately if there is even the appearance of any technical direction that is or may be outside the scope of the contract. The Government will not reimburse the contractor for any work not authorized by the CO, including work outside the scope of the contract.

Appendix: Engineering Example of Monitoring Equipment Concept

Rack Mounted Furniture

Above illustration is a concept .does not include the hearing rooms.

Above illustration is a concept. The grey arrows may represent the hearing rooms but we need to determine the video format should we need to add converters.