IDIQ Solicitation Senate Hearing Rooms Presentation Systems.pdf

SECTION A – SOLICITATION/CONTRACT FORM

SOLICITATION, OFFER AND AWARD

1. CONTRACT NO.

SOLICITATION NO.

2024-R-015

2. TYPE OF SOLICITATION

3. EFFECTIVE DATE

See Block 21

4. REQUISITION/ PURCHASE NO.

5. ISSUED BY CODE 6. ADDRESS THE OFFER TO (if other than Item 5) Office of the Sergeant at Arms United States Senate Senate Office Building Washington, DC 20510-7207

Office of the Sergeant at Arms United States Senate Attn: Contract Department Washington, DC 20510-7207

SOLICITATION

7. FOR INFORMATION

CALL OR E-MAIL

A. NAME: Zemirah Courtney

B. TELEPHONE NO: 202 821-5887 NO COLLECT CALLS) or EMAIL:

acquisitions@saa.senate.gov and zemirah_courtney@saa.senate.gov

8. TABLE OF CONTENTS

SEC DESCRIPTION PAGE(S) SEC DESCRIPTION PAGE(S)

PART I – THE SCHEDULE

A SOLICITATION/CONTRACT FORM 1 I CONTRACT CLAUSES 34-45

B SUPPLIES OR SERVICES AND PRICE/COSTS 2-5

C STATEMENT OF WORK 6-17 J LIST OF ATTACHMENTS 46

D PACKAGING AND MARKING 18 K REPRESENTATIONS AND

CERTIFICATIONS

47-50

E INSPECTION AND ACCEPTANCE 19-20 L INSTRUCTIONS, CONDITIONS

AND NOTICES TO OFFERORS

51-58

F DELIVERIES OR PERFORMANCE 21-22

G CONTRACT ADMINISTRATION DATA 23-25 M EVALUATION FACTORS FOR

AWARD

59-64

H SPECIAL CONTRACT REQUIREMENTS 26-33 N CONTRACTOR PROPOSAL

OFFER (Must be fully completed by Offeror)

9. In compliance with the above, the undersigned agrees, if this offer is accepted within _180___ calendar days (90 calendar days unless a different period is inserted by the Offeror) from the date of receipt of offers specified above, to furnish any of the items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the specified schedule.

10. ACKNOWLEDGEMENT OF

AMENDMENTS AMENDMENT NO. DATE AMENDMENT NO. DATE

(The Offeror acknowledges receipt of amendments to the SOLICITATION for Offerors and related documents numbered and dated:

11A. NAME AND

ADDRESS

TIN

NO

Dunn & Bradstreet

12. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN

OF

OFFEROR

OFFER (Type or Print)

11B. TELEPHONE NO.

11C. CHECK IF REMITTANCE ADDRESS IS

DIFFERENT FROM ABOVE - ENTER SUCH

ADDRESS IN SCHEDULE

13. SIGNATURE 14.DATE SIGNED

AWARD (To be completed by Senate)

15. ACCEPTED AS TO ITEMS

NUMBERED

16. AMOUNT

In accordance with purchase orders issued under this contract

17. SUBMIT INVOICES IN ACCORDANCE with Section G.4.2 Submission of Invoices

ITEM

18. ADMINISTERED BY (If other than Item 5) CODE 19. PAYMENT WILL BE MADE BY CODE

Office of the Sergeant at Arms United States Senate Financial Department Washington, DC 20510-7205

20. NAME OF CONTRACTING OFFICER

David W. Baker

UNITED STATES SENATE (signature of Contracting Officer) 21. DATE SIGNED

IMPORTANT — Award will be made on this Form, or other authorized official written notice mailto:acquisitions@saa.senate.gov

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 Scope

This is a Multiple Award Indefinite Delivery-Indefinite Quantity (IDIQ) contract supporting the U.S. Senate Office of the Sergeant at Arms (SAA) Senate Recording Studio (SRS) in the modernization and upgrade of the presentation Audio Visual (AV) systems in the Senate Hearing Rooms of the United States Senate.

B.2 Description of Products and Services

The Contractor shall supply the hardware, software and/or firmware, other components, parts, materials as well as installation and commissioning services required in the upgrade of the AV systems in the Senate Hearing Rooms.

B.3 Pricing

Unit Pricing for the Products and fixed hourly labor rates shall be set forth in the IDIQ Product and Price Table included as Attachment J-1 under SECTION J – CONTRACT ATTACHMENTS of the Contract. All pricing shall be fully burdened with all administrative costs, inclusive of local travel, local transportation, and other direct costs (ODCs).

B.4 Contract Type

The SAA will award an Indefinite Delivery/Indefinite Quantity (IDIQ) contract utilizing Firm- Fixed-Price (FFP) and Labor Hours (LH) task orders for products and services.

(a) Delivery or performance shall be made only as authorized by task orders issued in accordance with this Contract (Task Orders). The SAA shall purchase products or services by issuing a written Task Order signed by the Contracting Officer, indicating specific products, quantities, total price, delivery dates, and/or any other special instructions. The SAA may order some, all, or none of the items listed in the IDIQ Product and Price Table (see Attachment J-1) during the Contract term. The SAA may issue multiple Task Orders for the products or services during the Contract term.

(b) All Task Orders are subject to approval and acceptance by the Contractor, which shall use commercially reasonable efforts to either accept or reject such orders within five (5) business days from receipt thereof.

(c) Any task order issued during the effective period of this Contract and not completed within that period shall be completed by Contractor within the time specified in the applicable Task Order. The Contract shall govern the parties' rights and obligations with respect to that Task Order to the same extent as if the order were completed during the Contract term.

B.5 Term

The term of this Contract includes a base term of 12 months and four separate 12-month option periods. Base period is from date of award through twelve (12) months, with four (4) separate 12-month option periods thereafter. Exercise of options will be in accordance with Section H.9 Exercise of Options. The periods of performance for the base period and option periods are as follows:

Base Period: 12 months from Date of Award Option Period 1: 12 months Option Period 2: 12 months Option Period 3: 12 months Option Period 4: 12 months

B.6 Price Re-determination and Adjustment

The Contractor may offer a price reduction at any time effective upon the date offered by the Contractor and will apply to all products on or after the effective date of price change. Price increases must be mutually agreed to and incorporated into the Contract through a modification hereto.

B.7 Pricing Schedule

The table included as Attachment J-1, IDIQ Product and Price Table under SECTION J – CONTRACT ATTACHMENTS shall contain the Firm-Fixed Unit Prices of the products and fixed hourly rates for the proposed labor categories for the upgrade of the presentation AV systems in the Senate Hearing Rooms. These prices will be used to provide FFP and/or LH task orders issued by the SAA under this Contract.

B.8 Contract Ceiling and Guaranteed Minimum

The maximum ceiling of this IDIQ contract is $10,000,000.00. There is no guaranteed minimum on this IDIQ Contract. Additionally, the Senate does not guarantee any work from this Multiple Award IDIQ Contract, as individual Task Orders will be competed among IDIQ Contract holders.

B.9 Task Order Procedures

B.9.1 Task Orders

Any product or service to be provided under this Contract shall be ordered by issuance of Task Order(s) by the Contracting Officer (See Section G.1, Contract Administration below). Task Orders shall be addressed to the Contractor at the address in Section A, Block 11A of the Contract.

Additionally, all Task Order(s) shall follow the below requirements:

(a) Funding will be provided at the Task Order level.

(b) All Contractor price quotes must use the pricing referenced in Attachment J-1, IDIQ Product and Price Table and be presented to the SAA for evaluation.

(c) Task Orders will be issued electronically by the SAA to the Contractor and can be issued as FFP and/or LH.

(d) All Task Orders are subject to the terms and conditions of this Contract. In the event of conflict between a Task Order and this Contract, the Contract shall control in accordance with Section H.1 Order of Precedence. The parties shall not use Task Orders to modify the Contract.

(e) Delivery or performance shall be made only as authorized by Task Orders issued by the SAA in accordance with this Contract. The SAA shall purchase services by issuing a written task order executed by the Contracting Officer.

(f) Any Task Order issued during the effective period of this Contract and not completed within that period shall be completed by Contractor within the time specified in the Task Order. The Contract shall govern the parties' rights and obligations with respect to that Task Order to the same extent as if the Task Order were completed during the Contract term.

(g) The Contractor shall use SAA-provided resources solely and exclusively for providing and supporting applications in accordance with Task Orders issued under this Contract. All other applications, functionality, utilization, or data are strictly prohibited on, or from, interacting with SAA-provided resources. Unauthorized use of SAA-provided resources may result in Contract termination.

(h) All Task Orders shall include delivery schedule and instructions or other Task Order information as necessary.

(i) Task Orders will be issued by the SAA to the Contractor using electronic methods (i.e., e-mail).

B.9.2 Task Order Request for Quotation (TORQ)

The SAA will issue a TORQ on a FFP or LH basis to the Contractor who shall prepare and submit the Task Order quote to the SAA with proposed labor categories and rates and a total Task Order price. The SAA issuing a TORQ does not constitute an authorization to deliver the products.

Unless otherwise provided in the TORQ, the SAA will follow the below procedures for award of Task Orders:

(a) The IDIQ contract holders will submit their quotation for the products listed in the TORQ on a FFP and/or LH price basis.

(b) The SAA will review all quotations for technical acceptability and select the quotation that offers the best value to the SAA, for award of the Task Order.

(c) The SAA will notify the Contractor of the award by issuance of a Task Order executed by the SAA Contracting Officer.

B.9.3 Unless otherwise determined, IDIQ contract holders will be entitled to submit a quotation for competed TORQs issued by the SAA. The SAA issuing a TORQ does not constitute an authorization to deliver the products.

With the issuance of a Task Order executed by the SAA Contracting Officer, the SAA shall assign a Task Order number, identified as a suffix to the Contract number, for use as reference for the duration of the Task Order term. The SAA may modify Task Orders throughout the term of the Contract, as needed.

SECTION C - TASK ORDERS / STATEMENT OF WORK (SOW)

C.1 TASK ORDER REQUIREMENTS

For each Task Order under this Contract, the Contractor shall meet the following requirements:

C.1.1 During the Contract term, Contractor shall be a U.S. company with an active registration in the System for Award Management (SAM) database, https://www.sam.gov/. Contractor shall ensure that all information contained in its SAM registration are current, complete, and accurate during the period of performance of an award and until final payment is made by the Senate.

Contractor shall provide a .pdf copy of its most current SAM registration with its proposal.

C.1.2 Throughout the term of this Contract, the Contractor shall remain authorized by the Original Equipment Manufacturer (OEM) to sell and install the products listed on Attachment J-1, IDIQ Product and Price Table to the Federal Government in the U.S.A. Contractor shall provide such authorizations from the corresponding OEM of the products with its proposal. The SAA reserves the right to verify this authorization with the OEM or its distributor.

C.1.3 For the term of the Contract, Contractor shall supply the products pursuant to a Task Order directly from the OEM, OEM authorized distributors, or OEM authorized distribution channels in the U.S.A. only. Supply of products from foreign distributors or channels or from foreign countries is not acceptable. Contractor shall provide such a statement with its proposal.

C.1.4 Contractor shall maintain compliance with Section 208 of the Legislative Branch Appropriations Act, 2020, located within the Further Consolidated Appropriations Act, 2020 (P.L.

116-94), which prohibits the acquisition of certain telecommunications equipment as well as high-impact or moderate-impact information systems, as defined for security categorization in the National Institute of Standards and Technology’s (NIST) Federal Information Processing Standard Publication 199, “Standards for Security Categorization of Federal Information and Information Systems.” If requested by the SAA in a TORQ, the Contractor shall provide Certification or a Statement of Compliance from the OEM that the equipment or services provided do not fall within the prohibition as stated under the law. Certification or statement provided by a non-U.S. company is not acceptable.

C.1.5 The Contractor shall incorporate any change in presentation AV systems to ensure compliance with applicable code requirements while preserving and respecting historical protection requirements.

C.1.6 The Contractor shall support the new and installed presentation AV system through the SAA’s Acceptance Test at no additional charge to the SAA. The Acceptance Test Criteria are in Section C.3. The new presentation system must pass acceptance testing before the SAA will accept the AV system.

C.1.7 The Contractor shall install the presentation AV system within the timeframe designated by the SAA in the Task Order. The timing of the installation shall be determined in conjunction with the Senate Recording Studio and the Committee on Rules and Administration, as appropriate.

https://www.sam.gov/

C.1.8 The Contractor shall be responsible for identifying, bringing to the attention of the SAA, justifying, and performing any additional tasks necessary to complete the installation and to comply with terms and conditions described elsewhere in this Contract.

The omission of an explicit description of a particular task does not relieve or serve as a waiver of the Contractor’s responsibility of completing an integral installation function at no additional cost to the SAA.

C.2 TASKS AND DELIVERABLES

C.2.1 Document Deliverables

C.2.1.1 The Contractor shall provide one (1) hard copy, and two (2) virus-free Windows-compatible copies of all draft and final deliverables in electronic form, including CD/DVD, email, or cloud storage. Deliverables shall be in current versions of the following, as appropriate:

Microsoft Word for textual deliverables, Microsoft Excel for applicable system documentation, Microsoft Project for project management deliverables, Microsoft PowerPoint for slide-based presentation deliverables, and Microsoft Visio for ancillary documents. All deliverables shall be submitted under a transmittal letter or email that identifies the deliverables. All design and final CAD drawings shall be delivered in AutoCAD format.

C.2.1.2 Upon completion of a draft deliverable, the Contractor shall submit it to the SAA for review and comment. The SAA will return the reviewed document within ten (10) business days.

Upon return of the document, the Contractor shall incorporate the SAA comments and requested changes and submit the final deliverable no later than five (5) business days following receipt of the changes.

C.2.2 Project Plan

C.2.2.1 The Contractor shall submit a project plan that covers the Task Order within ten (10) business days of its award. The project plan shall include a limited discovery and/or design phase when applicable, schedules for the equipment purchase, delivery, installation/commissioning, end-to-end system tests, acceptance testing, and other tasks or activities involved in the project. The SAA will review the initial project plan and provide comments, if any, regarding the proposed schedule and course of action within ten (10) business days of receipt of the initial project plan. If the SAA has no comments or changes, the SAA will notify the Contractor of its approval of the project plan, which then shall be the baseline for the project.

C.2.2.2 The Contractor shall implement the upgrade of the presentation AV system in the hearing room in accordance with the approved Project Plan.

C.2.3. Presentation AV System Products

C.2.3.1 The Contractor shall supply the listed products in the Attachment J-1, IDIQ Product and Price Table in accordance with the delivery schedule established by the Senate Recording Studio.

C.2.3.2 The Contractor may include in its proposal other associated hardware components, parts and materials necessary for the upgrade of the presentation system in the specified Hearing Room.

C.2.4 Presentation AV System Installation/Commissioning, Other Services

C.2.4.1 The Contractor shall provide the OEM installation and commissioning services listed or specified in the Task Order.

C.2.4.2 The Contractor shall perform or provide when applicable the necessary calibration of the presentation AV system installation to the satisfaction of the SAA.

C.2.4.3 The Contractor shall provide when applicable other associated services necessary for the upgrade of the AV presentation system in the specified Hearing Room.

C.2.4.4 The Contractor shall conduct end-to-end testing of the upgraded presentation AV system installed in the Senate Hearing Room. The Contractor shall test the presentation system products as each product is installed/commissioned under load; test all installations/commissioning together under load; and then test the integration of the presentation system with the existing Senate Recording Studio infrastructure under load to ensure the installed and commissioned AV system products are working as they should as a system.

The Contractor shall notify the COR of successful end-to-end testing and make the test results available to designated SAA and Senate personnel.

After the successful end-to-end system test, the installed and tested presentation AV system shall undergo Acceptance Testing by the SAA. See Section C.3.

C.2.5 AV Presentation System Documentation

C.2.5.1 The Contractor shall create detailed design documents of the presentation AV system.

First, a high-level overall Visio type flow of the system, using system blocks, and arrows for flow, should be submitted for approval. Next, a preliminary system schematic design should be submitted for approval prior to prefabrication and installation. Custom manufactured equipment drawings (if any), and detailed drawings of the Hearing Room showing installed layout of all wiring paths and parts of the upgraded presentation AV system should be submitted for review and approval by the SAA prior to start of acceptance test. The final version of the as-built system schematic documents shall be delivered no later than thirty (30) calendar days after the successful acceptance test of the upgraded presentation AV system.

C.2.5.2 The Contractor shall make a wire run list in Microsoft Excel when applicable. The system used for wire numbering shall follow that used by the SRS. All wiring diagrams shall be delivered in AutoCAD format. The drawings shall include patch panel labeling that can be re-plotted to scale. Each set of drawings shall include a table of contents and index.

C.2.5.3 In addition, the Contractor shall provide, when applicable, at least one copy or original of all software applications installed on the upgraded presentation AV system and two back-up copies of the operating configuration files. All documentation created for the Senate related to tasking awarded under this IDIQ is property of the Senate.

C.3 Acceptance Test by the SAA, Workmanship and Reliability

The upgraded presentation AV system in the Senate Hearing Room that has met the material requirements of the end-to-end tests conducted by the Contractor (see Section C.2.4.2) constitutes an operational system for the Acceptance Test by the SAA. Once the presentation system has successfully completed the Acceptance Test by the SAA, (see Section C.3.1 below) the warranty period starts (see Section I.15). The Contractor shall warrant all Contractor-performed work for twelve (12) months after the successful completion of System Acceptance Test by the SAA.

C.3.1 SAA Acceptance Test Criteria

C.3.1.1 The equipment provided by the Contractor shall meet all material technical specifications specified for the system. Acceptance testing by SAA personnel will emphasize the operational, functional and reliability factors of the system under load or while being fully utilized. Acceptance test by the SAA begins on in-service date after successful end-to-end tests of the complete presentation AV system by the Contractor and ends when the complete system has met the standards of performance by operating for a period of thirty (30) consecutive calendar days without “System Failure Downtime,” as defined in Section C.3.1.2, of any kind.

The “System” for purposes of the final acceptance test and this provision is defined as the upgraded presentation AV sub-systems delivered for acceptance testing by the Contractor pursuant to the Task Order, including associated hardware, software, terminal equipment, and connectivity.

C.3.1.2 “System Failure Downtime” is any period of time in which the System is not reliably operable due to intermittent or consistent failure so that any component or portion of the System cannot be used, or that those components or portions of the System will not operate in accordance with the specifications.

C.3.1.3 In the event that the System does not meet the standards of performance during the initial thirty (30) consecutive calendar days, the acceptance test shall continue on a day-to-day basis until the standard of performance has been met for a total of thirty (30) consecutive calendar days.

C.3.1.4 If the System cannot be accepted within thirty (30) days of start of Acceptance Test period (see ‘in-service date’ in Section C.3.1.1), Contractor shall at its own expense replace any defective part or parts of the System (including the entire system, if necessary). The acceptance period shall begin again after the replacement of the designated parts. Subject to Section C.3.2 below, if the System cannot be accepted due to a System Failure within ninety (90) calendar days of start of Acceptance Test period (‘see in-service date’ in Section C.3.1.1), the SAA may reject the system entirely and terminate the Task Order and/or contract for default. Contractor shall return all payments except for amounts for goods which are delivered by or for Contractor and retained by the SAA and completed services made up until the point of rejection and default and will release the SAA from the obligation to all future payments.

C.3.1.5 The SAA may seek damages from the Contractor in the form of excess procurement costs for a replacement System, including but not limited to, the difference in cost or price to the SAA between the Contractor’s System and the replacement System. Contractor shall not remove the installed System until a suitable replacement System is installed and functioning in accordance with these specifications.

C.3.2 System Failure Responsibilities

The Contractor is responsible for demonstrating that any period of downtime was not caused by System failure. System failure downtime shall not include:

(a) Failures caused by the SAA (its employees, agents, and invitees) misuse, abuse, or accident.

(b) Acts of God, electrical outages not caused or contributed to by the System or Contractor, and other events beyond the reasonable control of the Contractor.

C.3.3 General Workmanship

The Contractor shall ensure this General Workmanship requirement is satisfied for all electronic equipment to be installed at the Senate. This requirement will define those workmanship requirements not normally covered in subsidiary specifications or drawings.

C.3.3.1 Soldering

The Contractor shall ensure all solder connections are free from cold or crystallized joints. Excess solder and solder bridges due to excess solder shall not be permitted. Circuit cards shall be free from burns or overheating due to solder connections. Excess solder flux or rosin shall be removed from all connections.

C.3.3.2 Cleaning

After fabrication, the Contractor shall ensure parts and assembled equipment are cleaned of smudges; loose, spattered, or excess solder; weld metal, metal ships, and mold release agents; or any other foreign material which might detract from the intended operation, function, or appearance of the equipment.

C.3.3.3 Threaded parts or devices

Screws, nuts, and bolts shall show no evidence of cross threading, mutilation, or detrimental or hazardous burrs, and shall be firmly secured.

C.3.3.4 Bearing assemblies

The Contractor shall ensure bearing assemblies are free of rust, discoloration, and imperfections of ground, honed, or lapped surfaces. Contacting surfaces shall be free of tool marks, gouge marks, nicks, or other surface-type defects. There shall be no detrimental interference, binding, or galling.

C.3.3.5 Wiring

The Contractor shall ensure all cables are laced and dressed using appropriate cable ties. Cables shall be self-supporting to the equipment termination point. If equipment is on slide kits or sliding shelves, the cables should have service loops so the equipment can be pulled out and maintained, if possible.

Proper fanout of cables must be provided, using adequate cable ties or Velcro, for successive connections from one side of the equipment connected. Fanout shall be accomplished in a logical manner, with a minimum of cable crossover and stress on cables. Fanout points shall permit easy access to cable identification labels.

Wires and cables shall be positioned or protected to avoid contact with rough or irregular surfaces and sharp edges and to avoid damage to conductors or adjacent parts. Cables shall not protrude from the back or sides of equipment racks. All wire bundles are to be neat and combed free of cable crossovers. Cables fasteners shall be placed at appropriate intervals to support the cable weight. Velcro fasteners are preferred to plastic ties. All vertical cable bundles shall be attached to the rack frame.

Except where noted otherwise in the specifications, no bare wire terminations will be accepted.

Heat-shrink tubing shall be used to insulate the ground or drain wire. Unused wires at the end of a cable shall remain unstripped and shall be laid back and held in place with heat-shrink tubing. All cable shall be cut to length. No excess coils of cabling are acceptable. No cabling under the floor except for AC power.

The wires and power supplies attached to mini converters shall be secured to rack-mounted shelving, along with the mini-converter itself.

C.3.3.6 Cable Integrity

All signal cables shall be bundled using Velcro or hook and loop ties. AC power cables may be bundled using plastic cable ties. Ties shall be secured with a minimum tension to ensure that cables will not be damaged, and trimmed flush with the locking mechanism.

For console installations, plastic cable tie downs shall be used to secure the cable ties. Tie downs must be screwed into the furniture.

All wire and cable shall be continuous and splice-free for the entire length of run between designated connections or terminations. Under no conditions shall cable be spliced inside cable tray or conduit. No intermediate blocks, bulkheads, tie points or interfaces shall be utilized without the express direction of SAA. The Contractor must provide a box loop for all wire and cable routed through junction boxes or distribution panels.

The Contractor shall ensure shielding on wires and cables are secured in a manner that prevents it from contacting or shorting exposed current-carrying parts. The ends of the shielding or braid shall be secured to prevent fraying.

C.3.3.7 Containment

The Contractor shall ensure the harness and cable form containment means are neat in appearance, uniformly applied, and positioned to retain critical form factors and breakout locations. The containment method (lacing, ties, tiedown straps, etc.) shall not cause the wire or cable insulation to deform so that performance characteristics are adversely affected. The Contractor shall install cables in a manner that they do not block or inhibit the use of future cable paths.

Cables in overhead trays shall be installed without excess loops or coils in the tray. Cables in overhead trays shall not run over the top of fire sprinkler pipes that are parallel with the tray. To the greatest extent possible, cables of like signal types shall be run in the same tray. New cable shall not be laid down on top of old cable that is designated for removal and, where possible, new cable tray should be installed if that is necessary to avoid laying new cables on top of old.

The Contractor must not subject wire and cable to tensions greater than that recommended by the manufacturer. Under no circumstances shall wire and cable be “jerked” through conduit.

The Contractor must support, at the top of the run, all vertical cable runs inside conduit for distances greater than thirty (30) feet or for distances of greater than ten (10) feet outside conduit.

Under no conditions shall the support tension be sufficient to cause visible deformations in the cable. Under no conditions shall a connection point support any cable. All cables shall be secured prior to any connections. Under no conditions will adhesive plates be used for securing cable ties, and under no conditions will cable ties be secured to removable equipment.

C.3.3.8 Insulation

The Contractor shall ensure there shall be no evidence of burns, abrading, or pinch marks in the insulation that could cause short circuits or leakage.

C.3.3.9 Clearance

The Contractor shall ensure the clearance between wires or cables and heat generating parts shall be sufficient to minimize deterioration of the wires and cables.

C.3.3.10 Marking and Terminating

The Contractor shall ensure all switches, outlets, cables, ports, controls, etc., are clearly, logically, and permanently marked. All cables/wires shall be properly terminated. All cables, regardless of length, shall be marked with a permanent, self- laminating wrap-around number or letter cable marker at both ends. Labels must be computer-generated for legibility. Wire labels done by hand in the field must be replaced with computer generated labels. There shall be no unmarked cables at any place in the system. Marking codes used on cables shall correspond to codes shown on drawings and or run sheets and must be approved by SAA.

C.3.3.11 Compliance with Regulations

The Contractor shall ensure all cabling external to the electronic cabinets is installed in accordance with local electrical and fire regulations. If adequate space is not available for any reason, the Contractor shall use either an existing conduit/raceway or an additional conduit/raceway. In the event an additional conduit or raceway is required, the Contractor shall furnish and install the conduit or raceway.

C.3.3.12 Equipment and Cabling Removal

All equipment, cabling, and materials that have been replaced, deprecated, or rendered obsolete, shall be de-installed and removed by the Contractor to a location designated by the SAA for appropriate disposal/recycling. Only with prior SAA authorization should any cable or equipment be considered abandoned in place. All equipment removed shall be documented by make, model, barcode and seral number and placed in an on-site location determined by the SAA.

C.3.3.13 Correction of Unacceptable Conditions

The Contractor must correct any of the following unacceptable wiring conditions, or other conditions not conforming with the requirements provided by SAA to the Contractor including but not limited to:

(a) Deformed, brittle or cracked insulation.

(b) Insulation shrunken or stripped further than one-eighth (1/8) inch away from the actual point of connection within a connector, or on a termination block.

(c) Cold solder joints, flux joints and/or solder splatter.

(d) Uninsulated wire or cable entries.

(e) Deformation or improper bend radius of wire or cable, especially coaxial cable.

(f) Improperly crimped or deformed coaxial cable connectors.

(g) Unlabeled or improperly labeled cables.

C.4 Additional Applicable Documents

The Contractor shall ensure workmanship and equipment shall comply with the following safety and certification standards: The following documents, or the versions closest in time prior to the release of this solicitation, form a part of this contract to the extent specified herein. Where the requirements of these documents conflict with the instructions herein, the requirements of this Section C shall govern.

(a) National Fire Protection Association

NFPA-70 (1999) National Electrical Code Copies of NFPA documents may be obtained from:

National Fire Protection Association 1 Batterymarch Park P.O. Box 9101 Quincy, MA 02269-9101

(b) Electronics Industry Association (EIA)/Telecommunications Industry Association (TIA) Standards.

EIA RS-310-C Racks, Panels and Associated Equipment Copies of EIA documents may be obtained from:

Electronics Industries Association 2001 I Street, N.W.

Washington, DC 20006

(c) International Telecommunications Union (ITU) Standards.

ITU-R BT.601-5 Studio Encoding parameters of Digital Television for Standard 4:3 and wide-screen 16:9 aspect ratios, October 1995 Copies of ITU documents may be obtained from:

International Telecommunication Union Place Des Nations, CH-1211 Geneva 20, Switzerland

(d) International Organization for Standardization (ISO)/International Electrotechnical Commission (IEC)

ISO/IEC 13818-1: DISGeneric Coding of Moving Pictures and Associated Audio-Systems, June 1994

ISO/IEC 13818-2: DISCoding of Moving Pictures and Associated Audio-Video, March

ISO/IEC 13818-3: DISCoding of Moving Pictures and Associated Audio, March 1994 ISO/IEC 13818-4: Compliance ISO/IEC 13818-5: Software Simulation ISO/IEC 13818-6: Digital Storage Media—Command and Control (DSM-CC) ISO/IEC 13818-9: Real Time Interface for System Decoders ISO/IEC 13818-10: Digital Media Storage (DSM) Reference Script Format

Copies of ISO documents may be obtained from:

International Organization for Standardization ISO Central Secretariat Chemin de Blandonnet 8

CP 401

1214 Vernier (Geneva) Switzerland

E-mail: central@iso.org

(e) Society of Motion Picture and Television Engineers (SMPTE) Standards.

SMPTE 170M Composite Analog Video Signal-NTSC for Studio Applications SMPTE 259M Television - 10-Bit 4:2:2 Component and 4fsc Composite Digital Signals -

Serial Digital Interface SMPTE 274M Television - 1920 x 1080 Scanning and Analog and Parallel Digital

Interfaces for Multiple Picture Rates SMPTE 292M Television - Bit-Serial Digital Interface for High-Definition Television

Systems SMPTE 296M Television - 1280 x 720 Scanning, Analog and Digital Representation and

Analog Interface Copies of SMPTE documents may be obtained from:

Society of Motion Pictures & Television Engineers 595 W. Hartsdale Ave.

White Plains, NY 10607-1824 http://www.smpte.org

(f) Maintenance, Replacement and Reliability, A.K.S. Jardine, Published by Halsted Press, Library of Congress Catalog Card No: 73-5367

(g) American National Standard Institute/Institute of Electrical/Electronic Engineers

(ANSI/IEEE).

IEEE 802.2 Local Area Ethernet for LAN IEEE 802.3 Fast Ethernet IEEE 802.6 Switched Multi-Megabit Ethernet IEEE 802.9 Isoschronous Ethernet IEEE 802.12 100 Base-VG AnyLAN

(h) Consultative Committee on International Radio (CCIR) Standard 601 International Standard for Digital Component Television

(i) American National Standards Institute (ANSI) X3.230-1994 Fibre Channel physical signaling scheme, similar to the way in which

100BASE-TX has merged into the FDDI PHY and Ethernet MAC (see Definitions Fiber/Fibre).

(j) AES-2id-1996, AES information document for digital audio engineering - Guidelines for the use of the AES3 interface. All the following AES Standards are available for download from the Audio Engineering Society web site (http://www.aes.org/).

(k) AES-3id-2001, AES information document for Digital audio engineering - Transmission of AES3 formatted data by unbalanced coaxial cable.

(l) AES-R2-1998, AES project report for articles on professional audio and for equipment specifications - Notations for expressing levels.

mailto:central@iso.org http://www.aes.org/

(m) AES 3-1992, (r1997), AES Recommended Practice for Digital Audio Engineering -

Serial transmission format for two-channel linearly represented digital audio data (Revision of AES3-1985, ANSI S4.40-1985).

(n) AES5-1998, AES recommended practice for professional digital audio - Preferred sampling frequencies for applications employing pulse-code modulation.

(o) AES11-1997, AES Recommended Practice for Digital Audio Engineering - Synchronization of digital audio equipment in studio operations.

(p) AES14-1992 (r1998), AES standard for professional audio equipment - Application of connectors, part 1, XLR-type polarity and gender.

(q) AES17-1998 (revision of AES17-1991), AES standard method for digital audio engineering - Measurement of digital audio equipment.

(r) AES18-1996 (r2001), AES Recommended practice for digital audio engineering - Format for the user data channel of the AES digital audio interface.

(s) AES26-2001 (revision of AES26-1995), AES recommended practice for professional audio - Conservation of the polarity of audio signals.

(t) Shields and Grounds: Safety, Power Mains, Studio, Cable, and Equipment, (special excerpt) The June 1995 issue of the Journal of the Audio Engineering Society.

(u) A Clean Audio Installation Guide, by Al Burdick. Available for download from the

Benchmark Media Systems web site (http://www.benchmarkmedia.com/).

(v) Grounding and Shielding Techniques in Instrumentation, by Ralph Morrison, published by John Wiley and Sons, Inc.

(w) Audio System Design and Installation, by Phillip Giddings, published by Sams, January 1, 1990.

(x) Sound Reinforcement Handbook, by Gary Davis and Ralph Jones, published by Hal Leonard Publishing Corporation, January 1, 1988.

(y) Sound System Engineering, 2nd edition, by Don & Carolyn Davis, published by Sams, May 1, 1997.

(z) Cable Television Technology, Kenneth T. Deschler, New York: McGraw-Hill, Inc., 1987.

(aa) DOJ 28 CFR Part 36, Revised as of July 1, 1994, Appendix A to Part 36 - Standards for Accessible Design: Americans with Disabilities Act Accessibility Guidelines (ADAAG).

http://www.benchmarkmedia.com/

C.5 Presentation AV System Products Support and Warranty

The Contractor shall support the upgraded and commissioned presentation AV system in the Senate Hearing Room throughout the end-to-end testing (See Section C.2.4.2) and Acceptance Test, (See Section C.3), at no additional charge to the SAA. Support shall include, but is not limited to:

(a) Software, Hardware/Equipment maintenance (see Section I.15.2 and Section I.15.3);

(b) On-site support (see Section I.15.4);

(c) Telephone support (see Section I.15.5); and,

(d) Online support (see Section I.15.6).

SECTION D - PACKAGING AND MARKING

D.1 Marking of Reports

All information submitted, including but not limited to, forms, reports, or data to the Contracting Officer or Contracting Officer Representative, shall be prepared for shipment in accordance with best commercial practices; and clearly indicate the Contract number for which the information is being submitted. Technical data ordered by the Senate must be packaged, packed, and marked in accordance with the best commercial practices. Costs are the responsibility of the Contractor.

D.2 Packing and Packaging

Preservation, packaging, and packing for all items delivered hereunder shall be in accordance with best commercial practices and adequate to ensure acceptance by common carrier and safe arrival at the destination. Packing and packaging materials shall provide protection from abuse during handling and from environmental, magnetic, and electrical damage during handling and subsequent future storage, possibly under less than desirable conditions.

D.3 Shipping and Deliveries

D.3.1 Deliveries will be made to the SAA or the U.S. Senate, F.O.B. Destination, and subject to Senate security procedures. The security procedures are subject to change as the situation warrants and may entail the inspection of packages and/or off-site inspection of delivery vehicles, see Attachment J-3, Senate Delivery Procedures.

D.3.2 The term "F.O.B. Destination," means supplies will be delivered to the destination specified by the SAA. The SAA will not be liable for any delivery, storage, demurrage, accessorial, or other charges involved before the actual delivery of the supplies to the destination, unless such charges are caused by an act or order of the SAA acting in its contractual capacity.

D.3.3 The Contractor is responsible for any loss of and/or damage to the goods occurring before receipt of the shipment by the consignee at the delivery point.

SECTION E - INSPECTION AND ACCEPTANCE

E.1 Definitions

E.1.1 The term "Services," as used in this Section, includes services, workmanship, and documentation furnished or utilized in the performance of services, and records and information from the Contractor relating to contract administration functions.

E.1.2 The term “Acceptance," as used in this Section, means the act of Contracting Officer or other authorized representative of the Senate by which the Senate assumes for itself, ownership of existing and identified supplies, or approves specific services, as partial or complete performance of the Contract.

E.1.3 The term "Correction," as used in this Section, means the elimination of a defect by the Contractor.

E.2 Inspection - General Requirements

E.2.1 The SAA shall have the right with reasonable advance notice to send its representative into areas assigned for the Contractor employees' use at any time for inspection or other purposes approved by the Contracting Officer.

E.2.2 All Senate facilities utilized by the Contractor in performance of work under this Contract and any applicable Task Order shall be subject to inspection by officials of the Senate.

E.2.3 The SAA shall permit access and provide the necessary means to do so for all services provided by the Contractor under this Contract and any applicable Task Order.

E.3 Inspection of Goods/Services

E.3.1 The SAA has the right to inspect and evaluate all goods and services provided or performed under this Contract at all reasonable times and in a manner that will not unduly delay the work.

E.3.2 If any of the goods or services provided or performed are found not to conform with Contract requirements, the SAA may require Contractor to provide a correction or to re-perform the services again in conformity with Contract requirements, at no increase in Contract or task order amount.

The goods and services offered the Senate must, at a minimum, include the technical features and functionality certified by the Contractor and such portions or elements of the Contractor's proposal as incorporated into the Contract or task order.

E.4 Responsibility for Inspection and Acceptance

E.4.1 The COR is responsible for performing inspection and ensuring adequate records are kept supporting acceptance or rejection. Acceptance will be made by the COR; rejections, if necessary, will be made by the Contracting Officer.

E.4.2 Acceptance of the products or services provided will be accomplished by the COR through inspection and quality assurance. The COR will inspect or review that the goods/services provided by the Contractor to ensure the conformance to the applicable specifications set forth in this Contract or Task Order, if any, including those portions of the Contractor's proposal incorporated into the Contract or Task Order and any applicable task order statement of work. Acceptance shall be conclusive unless otherwise notified by the SAA within ninety (90) calendar days after satisfactory delivery or completion of acceptance testing. Acceptance does not waive the Senate's rights nor is acceptance conclusive with regard to latent product defects or those defects made manifest only through the extended use of the product.

SECTION F - DELIVERIES AND PERFORMANCE

F.1 Deliverable Item

The Contractor shall complete all work hereunder in accordance with the Contract, including delivery of all goods and services, effective from the date of the Contract and/or notice to proceed.

All project plans shall be delivered in the most current Microsoft Project format. Text items shall be included as notes in Projector delivered in the most current Microsoft Word format. Status reports shall be delivered in the most current Microsoft Word format.

F.2 Place of Performance

All work to be completed under this Contract shall be at the Contractor's site(s), Senate facilities, or designated locations as specified in task orders issued under this Contract, unless written authorization is obtained in advance from the Contracting Officer.

F.3 Senate Furnished Property

The SAA, at its sole option, reserves the right to furnish equipment and supplies, which the SAA determines are required for the performance of this Contract, to Contractor personnel that are performing work on site at the Senate. Furnished equipment and supplies may include equipment described in task order issued under this Contract, if any.

The Contractor shall provide all necessary resources not furnished by the SAA. Senate furnished supplies or equipment will be used only for the performance of this Contract. The Contractor shall be responsible for and shall maintain accurate records of all items provided by the SAA. The SAA will also maintain records of all items provided to the Contractor.

F.4 Task Order Review

If required in the Task Order, Contractor shall participate in technical review meetings with the COR to review and discuss the task order status.

F.5 Delay in Performance

F.5.1 In the event the Contractor encounters difficulty in meeting the performance of the Task Order or when it anticipates difficulty in complying with the applicable delivery schedule or completion date, or whenever the Contractor has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this Contract, the Contractor shall promptly notify the COR by telephone or e-mail, or in the COR's absence, the Contracting Officer.

If the COR determines that the difficulty, anticipated difficulty, or potential difficulty in meeting performance requirements is significant in nature, the COR shall immediately notify the Contracting Officer and require the Contractor to follow up in writing, giving pertinent details, provided, however, that this data shall be informational only in character. This provision shall not be construed as a waiver by the SAA of any delivery schedule or date, or any rights provided under this Contract.

F.5.2 The Contractor shall take whatever actions are necessary to ensure continuous provision of products or services specified in this Contract or the applicable Task Order.

F.5.3 The Contractor shall be liable for default unless non-performance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as acts of God or the public enemy, and acts of the Government in either its sovereign or contractual capacity.

F.5.4 If in the opinion of the Contracting Officer, the Contractor falls behind the progress schedule for a Task Order, the Contractor shall take such steps as may be necessary to improve progress, and the Contracting Officer may require overtime operations or increased days of work, all without additional costs to the Senate.

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 Contract Administration

Administration of this Contract will be performed by the Sergeant at Arms Contracting Officer (CO) or the CO's delegates. The Contracting Officer is authorized to make contractual modifications and render contractual decisions, including but not limited to, changes in the scope of work and monetary additions or deletions, subject to the United States Senate authority delegated to them. No changes shall be effective without a modification of the Contract. All communications pertaining to contractual and/or administrative matters under this Contract should be addressed to:

David W. Baker Contracting Officer

Telephone Number: 202-224-2547 SAA Mobile Number: 202-316-9169 Email: david_baker@saa.senate.gov

G.2 Contracting Officer's Representative

G.2.1 The Contracting Officer will designate a Contracting Officer's Representative (COR) for task orders issued under this Contract who will be responsible for providing technical direction and control during performance of said task orders. The COR is responsible for performing inspection and ensuring that adequate records are kept to support acceptance or rejection.

Acceptance will be made by the COR.

G.2.2 Designated by the Contracting Officer, the COR is assigned the responsibility to (a) provide technical direction to the Contractor(s) within the constraints of the SOW, (b) monitor and oversee the daily performance of the Contractor, (c) realign Contractor resources to fulfill contract requirements as long as specified contractual limits are not exceeded, (d) authorize all invoices for payment, and (e) perform final inspection and acceptance of all deliverables including reports and invoices. If the invoice is not acceptable for certification, the Contracting Officer shall be notified in writing with the detailed reason for rejection. Additionally, the COR will inspect, accept, or reject all work performed and resolve day to day matters directly with the Contractor.

G.2.3 The COR will be identified by Task Order.

G.3 Identification of Correspondence

All correspondence and data submitted by the Contractor under this Contract shall reference the contract number and Task Order, when applicable.

G.4 Submission of Invoices and Payment Schedule

G.4.1 The SAA shall pay the Contractor within a reasonable time, but not later than sixty (60) days after receipt of proper invoices approved by the Contracting Officer or their designee.

G.4.2 Submission of Invoices

G.4.2.1 The Contractor shall submit invoices electronically upon acceptance of deliverables, unless other instructions are provided in the contract.