SOW_VTC_Services_Revised.062316.docx

Office for Coastal Management Video Conferencing Telecommunication Services Statement of Work

SCOPE

The Office for Coastal Management (OCM) is a division of National Oceanic and Atmospheric Administration (NOAA) headquartered in Charleston, South Carolina. OCM supports coastal managers and natural resource agencies by facilitating access to and utilization of the most up-to-date technology, information, and management strategies available in the field of coastal resource management. In order to provide this support, OCM works with state and local programs to resolve site-specific issues. There are approximately 50 projects ongoing each year each of which is undertaken with a state or local partner. The technology created and the lessons learned from these efforts are subsequently transferred to the rest of the nation’s coastal resource managers. Detailed information on OCM is available at www.OCM.noaa.gov.

DESCRIPTION OF WORK

OCM is looking to procure a cloud based video conferencing service that is non-proprietary and allows the largest range of video clients such as Skype, Microsoft Lync, Google Talk, smart devices such as iPhone and Android, and web browsers as well as traditional h.323 based clients. The service should allow for as many adhoc conferences at one time as needed and allow OCM remote staff to initiate video conferences on their own as needed. OCM would like to reduce the cost of travel, dependency on specific hardware platforms, and take advantage of the economy of scale which legacy hardware solutions do not provide. This will be a one year contract with two one-year option periods.

REQUIREMENTS

Successful proposals shall provide a cloud based video conference service that includes but is not limited to the following requirements:

· As a cloud service the offeror shall provide OCM with access to a video solution that is a 24/7 solution.

· No hardware procurement or installation on site shall be needed.

· Provide up to 50 initial named accounts for staff to host video conferences.

· The offeror shall provide a tier based rate structure based on unlimited minutes for up to 100 user accounts.

· Each named account shall have the capability of connecting up to 100 external participants in a meeting. This includes but is not limited to 1080p video from a variety of devices, and or PSTN phone connections on the same meeting connection.

· OCM shall have access to a solution that can Conference invitations scale to well over 100 meetings of 100 participants concurrently.

· OCM accounts shall have the ability to create multiple personal conference rooms to meet with external guest and partners.

· A designated Group Administrator for OCM shall be identified. This can be one or multiple assigned individuals.

· Each named account shall have access to any iOS application and Android application at no additional cost.

· OCM shall have access to the offerors browser video solution at no additional cost. This reduces the need for expensive equipment; System Administrator downloads and roll out of other desktop solutions.

· Supervisory Console shall be available to troubleshoot meetings, resolve meeting request, and monitor video resources.

· The solution shall integrate with Google Calendar to push Google calendar invitations, conference room systems, and tablet computers to make joining to meetings easy and automatic for room system users.

· OCM shall have the capability to provide user accounts to desired individuals.

· Named accounts shall have the ability to send invitations to participants who use the following platforms for conferencing:

· Skype (Windows, MAC)

· H.323 and SIP for room solutions

· PSTN audio only

· Native iOS and Android mobile application

· Browser access to meetings (HTML5/ WebRTC) via Chrome, Firefox, Internet Explorer, Safari browsers

· Microsoft LYNC/ OCSr2

· The offerors service shall include content/desktop sharing solution between numerous participants/sites. This is an especially valuable tool for sharing presentations within a meeting.

· OCM shall have the ability to either let their users schedule meetings independently, or perform scheduling of all OCM account meetings through specific personnel.

· Security settings such as specific strong password requirements for user accounts shall be able to be set by NOAA personnel if desired.

· The offerors service shall have the option of requiring encrypted (AES 128bit and AES 256bit depending on endpoint capabilities) communication to and from participants for any or all meetings.

· SAML/SSO (Single Sign On) shall be available if OCM chooses to implement authentication using Google accounts.

· OCM Group Administrator(s) shall have access to usage reports showing minutes used for all associated users under the OCM account for monthly and annual reports.

· The offeror shall provide periodic platform upgrades to the service for OCM at no additional cost.

· The offerors service shall provide Video Sharing as a service to OCM at no additional cost.

· The offerors service shall provide Meeting Recordings as a service to OCM at no additional cost.

· All software updates to the offeror service shall be performed by the offeror at no additional cost.

· The offerors staff shall verify all OCM video conferencing systems are supported and able to connect to the offerors service.

· The offerors service shall provide free audio dialing.

· The offerors service shall provide the ability for the moderator to mute and unmute participants’ audio/video as well as lock the meeting, provide three meeting lay outs, and the ability to pin participants.

· The offerors service shall provide group and individual chat capabilities

· The offerors service shall not provide a plug in for Google Chrome browser

· OCM shall have 24/7 access to the offerors support through web, email, and phone options for the duration of the contract.

· An offeror representative shall be assigned to the OCM account to ensure successful implementation and rollout of the offerors cloud based video conferencing service to OCM users.

DELIVERABLES

QUALIFICATION REQUIREMENTS

Successful offerors must be certified distributors, maintenance, and service providers in good standing and capable of fully providing the tasks and services requested.

PAYMENT SCHEDULE

Payment will be tied to acceptance of deliverables. Once a deliverable is accepted by the Government Point of Contact, an invoice can be sent to the Government Finance Office. Finance will process payment within 30-days after receipt of invoice.

Invoices for recurring services shall be submitted monthly.

PERIOD OF PERFORMANCE

The period of performance shall consist of:

One base period (August 1, 2016 – July 31, 2017) Option Period One (August 1, 2017 – July 31, 2018) Option Period Two (August 1, 2018– July 31, 2019)

PLACE OF PERFORMANCE

NOAA Office for Coastal Management 2234 South Hobson Ave.

Charleston, SC. 29405-2413

TRAVEL

Though no travel is expected for this work, the contractor shall make independent travel arrangements and pay for any travel costs associated with the contract in accordance with federal travel regulations. No invitational travel orders will be issued to the contractor. This is a Firm Fixed Price Contract and travel will not be reimbursed and should be listed in the offeror's price proposal.

PROPOSAL

Successful offerors proposals shall contain separate technical and price information. Technical proposals shall be limited to a maximum of 10 pages; resumes of key personnel may be included as attachments to the technical proposal and will not be included in the 10- page technical proposal limit. In addition, technical proposals should be submitted as separate documents/files from the price proposal.

1. Technical Proposals shall:

A. Successful proposals shall provide an in-depth description of the technical approach, methodology, technique, or plan to accomplish tasks listed in Section III.

B. Successful proposals shall include information on three federal contracts of similar size and scope and provide contract number, contracting officer’s phone number and dollar amount of the contract. If offeror does not have past federal contracts you may provide the same information for commercial of work recently performed or currently underway.

2. Successful Price Proposals shall:

A. Not include any taxes as the federal government is tax exempt.

B. Shall include a total cost for Base Period.

C. Shall include a total cost to for each Option Period.

SUCCESSFUL OFFERORS MUST COMPLETE THE TABLE BELOW AND INCLUDE IN PRICE PROPOSAL ONE SINGLE PRICE FOR THE ENTIRE BASE PERIOD AND A SINGLE PRICE FOR EACH OPTION PERIOD

EVALUATION CRITERIA

Lowest Price Technically Acceptable, Firm Fixed Price

IT SECURITY REQUIREMENTS

The Certification and Accreditation (C&A) or Assessment and Authentication (A&A) requirements of Clause 48 CFR 1352.239-72 do not apply, and a Security Accreditation Package is not required.

Information Security: The contractor will not be processing, transmitting and/or storing personally identifiable information (PII) in carrying out this contract. Contractor owned equipment will be used for the processing, transmitting and/or storing information both public and non-public (internal government business) in the performance of this contract. The contractor must ensure their service supports and can be configured to enforce the use of National Institute of Standards and Technology (NIST) Federal Information Processing FIPS 140-2 validated cryptographic modules. NIST established the Cryptographic Module Validation Program (CMVP) that validates cryptographic modules to FIPS 140 standards (http://csrc.nist.gov/groups/STM/cmvp/index.html).

The government shall evaluate the contractor’s technical response and determine the potential contractor’s IT security risk to the Government. If the Government determines the IT Security risk to be acceptable, the Authorizing Official and Co- Authorizing Official will document their acceptance in a risk acceptance memo. The risk acceptance memo is available upon request.

Due to the nature of the service, the Government will setup video conferencing and/or content sharing both scheduled and adhoc meetings, the contractor shall ensure that all obtained, processed, stored and/or transmitted information over the course of this acquisition residing in electronic form must be destroyed using one of the methods for secure destruction of unclassified but sensitive information recommended by the National Security Agency in the Media Destruction Guidance available online at http://www.nsa.gov/ia/guidance/media_destruction_guidance/index.shtml. The contractor shall certify in writing to the Contracting Officer how they comply with this requirement and the frequency by which they comply (for example: secure removal at the conclusion of each meeting or weekly or monthly interval, etc.).

The contractor must ensure that the services being obtained complies with Internet Protocol Version 6 (IPv6) requirements from FAR part 11.002 (g) stating: when acquiring information technology using Internet Protocol, the requirements documents must include reference to the appropriate technical capabilities defined in the USGv6 Profile (NIST Special Publication 500-267 - http://www.nist.gov/itl/antd/usgv6.cfm) and the corresponding declarations of conformance defined in the USGv6 Test Program (http://www-x.antd.nist.gov/usgv6/index.html).

The contractor agrees, in the performance of this contract, to keep the information processed, stored and/or transmitted through their service by the Government and designated by the Contracting Officer or Contracting Officer’s Technical Representative in the strictest confidence. The contractor also agrees not to publish or otherwise divulge such information in whole or part, in any manner or form, nor to authorize or permit others to do so, taking such reasonable measures as are necessary to restrict access to such information while in the contractor’s possession, to those employees needing such information to perform the work provided herein, i.e., on a “need to know” basis. The contractor agrees to immediately notify the Contracting Officer in writing in the event that the contractor determines or has reason to suspect a breach of this requirement. The contractor agrees that it will not disclose any processed, stored and/or transmitted information described in performance of this activity to any persons or individual unless prior written approval is obtained from the Contracting Officer. Whenever the contractor is uncertain with regard to the proper handling of information/data under the contract, the contractor shall obtain a written determination from the Contracting Officer. The Contractor agrees to insert the substance of this clause in any consultant agreement or subcontract hereunder.