Instructions_Ross MAM_2025-R-012.pdf

RFQ Instructions V6 | August 2023

The following are the requirements and instructions and for the completion and submission of quotes in response to Request for Quotation (RFQ) for 2025-R-012, Ross Media Asset Management (MAM).

A. REQUIRMENTS:

1. Offeror must have an active registration in the System for Award Management (SAM) database, https://www.sam.gov/ and must provide its DUNS or Unique Entity Identifier (see PRICING TABLE Excel worksheet). Offeror shall ensure that all information contained in its SAM registration is current, complete, and accurate during the period of performance of an award until final payment is made by the Senate.

2. The offeror shall be an authorized reseller of Ross MAM.

3. The offeror must supply the products directly from the Original Equipment Manufacturer (OEM), OEM authorized distributors, or OEM authorized distribution channels in the USA only.

Offeror shall provide a current statement from the OEM that the Offeror is authorized by the OEM to sell the product to the Federal Government in the USA. The Sergeant at Arms (SAA) reserves the right to verify this with the OEM or its distributor. Supply of products from foreign distributors or channels or from foreign countries is not acceptable.

4. Offeror shall provide Firm-Fixed-Prices and Labor Hour (LH) on a F.O.B. Destination basis, net of shipping/handling charges if any, for each product or service listed on the PRICING TABLE Excel Worksheet. Portable Document Format (PDF) or other images of the pricing table will not be accepted.

5. Offeror quotation must include all applicable end user license agreements, any contract terms and conditions, or terms offerors use in sales to government agencies. Any terms and conditions referenced as hyperlinks, or in other documents including third party terms, are not applicable to this order unless submitted in full text, in searchable PDF, with the quotation. If terms or conditions are provided, then the Offeror must sign and return the ADDENDUM TO COMMERCIAL AGREEMENTS (see included PDF file) with the quotation. The SAA also encourages the OEM, if applicable, to sign and return the ADDENDUM TO COMMERCIAL AGREEMENTS.

6. Section 208 of the Legislative Branch Appropriations Act, 2020, located within the Further Consolidated Appropriations Act, 2020 (P.L. 116-94) 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.” Offeror must provide an OEM Statement of Compliance verifying that they are in compliance with Section 208 of the Legislative Branch Appropriations Act, 2020. Statement of Compliance provided by a non-U.S. company is not acceptable.

7. The SAA reserves the right to reject the entire quotation if any of the required RFQ line items from the PRICING TABLE Excel Worksheet are missing from the quotation or differ from the specifications contained therein. This request does not commit the SAA to pay any costs incurred in the preparation and submission of this quotation, nor to purchase or contract for any item on this RFQ. A Firm Fixed Price (FFP) and Labor Hour (LH) purchase order will be awarded to one

(1) contractor for MAM.

8. This procurement is in accordance with Senate Procurement Regulations. Offeror may submit an open market quotation or a quotation in accordance with NASA SEWP, GSA Schedule, or other GWAC contracts. This is a competitive source selection in accordance with Senate Procurement Regulations.

9. The SAA will be making one award, if any, based upon its evaluation of the Offeror information submitted in response to this RFQ. Specifically, the SAA will evaluate technical specifications of the proposed MAM product, proposed price (including list price, optional features, and options), and offeror past performance of similar products and services sold. The SAA will make a selection decision on a best value (trade-off) basis and the award will be subject to the attached PURCHASE ORDER CLAUSES and ADDENDUM TO COMMERCIAL AGREEMENTS (if applicable), and the GWAC terms and conditions (if applicable). The SAA will not provide debriefings.

10. If there are any applicable End User License Agreements (EULA) and/or other referenced Contract Terms and Conditions, the Offeror must include them in the quote.

11. If any EULA or Contract Terms or Conditions are provided, the Offeror must sign and return the ADDENDUM TO COMMERCIAL AGREEMENTS (PDF).

B. ROSS MAM REQUIRMENTS

The United States Senate, Senate Democratic Media Center (SDMC) requires a Brand Name (Ross) Media Asset Management (MAM) environment to assist Democrat Committee Members communicate their activities in Washington D.C. through recordings, editing and production of videos for their constituents throughout the country.

B.1. All requirements listed below are mandatory for the MAM System. Each item in the following sections requires a response in the Technical Quotation.

B.1.1. Operating System (OS) agnostic for end-users utilizing browser-based editing.

B.1.2. Able live-edit recordings as they happen internally (without needing an external Non- Linear Editing (NLE)).

B.1.3. Support remote proxy editing through Adobe Premiere.

B.1.4. Able to replicate SDMC’s file delivery process (compressing to h264, uploading to an AWS S3 bucket and then emailing the senate office with a link to the uploaded file).

B.1.5. Able to support a total of eight (8) channels of HD ingest and eight (8) channels of HD playout.

B.1.6. Support 720p, 1080i, 1080p and 2160p UHD video signals and file-based transfers.

B.1.7. Age-out high-quality video after eighteen (18) months to off-site storage but keep proxies live for searchability.

B.1.8. Have expandable storage.

B.1.9. Aid in transferring material from current Avid MAM to Ross MAM.

B.1.10. Able to meet Senate cybersecurity requirements.

B.1.11. Provide Lightweight Directory Access Protocol (LDAP) integration.

B.1.12. Able to support ten (10) concurrent users.

B.1.13. Must natively support codecs to include ProRes, XDCAM, DNxHD, AVC-Intra, XAVC, DVCPRO HD, HEVC, and H.264 codecs.

B.1.14. Capable to support SDI, NDI, and 2110 signals.

B.1.15. Able to interface with Ross Media I/O devices.

B.1.16. Include a minimum of 500TB usable RAID6 online storage.

B.1.17. Able to interface with existing SDMC video and audio routing system.

B.1.18. Able to interface with existing SDMC video production switcher.

B.1.19. Able to interface with existing SDMC audio mixer.

B.1.20. Integrator will be responsible for integrating and commissioning the system into existing technical plant.

B.1.21. Updated system plant drawings to include the new MAM system will be required.

B.1.22. Integrator will be responsible for configuring existing video and audio routing switcher with the MAM’s video and audio I/O devices.

B.1.23. Integrator will be responsible for supporting the modified routing switcher programming.

B.1.24. Integrator will be responsible for configuring existing video production switcher and audio mixer with the MAM’s video and audio I/O devices.

B.1.25. Integrator will be responsible for updating production control room’s multiviewer configuration.

B.1.26. Onsite system training will be required.

B.1.27. Must include on-line and telephone 24/7 support for life of the product.

B.1.28. System must be expandable in the future with regards to storage, number of users and number of concurrent recordings/transcodes.

B.2. ROSS MAM HARDWARE REQUIREMENTS

B.2.1. 1x Ross EVO Signature Series 16-bay storage (192TB).

B.2.2. 2x Ross EVO Signature Series Expansion Storage (192TB x2).

B.2.3. 2x Ross EVO 2x10G Copper Ethernet Expansion.

B.3. ROSS MAM LICENSE REQUIREMENTS

B.3.1. 1x Streamline Pro – core platform license.

B.3.2. 10x user license.

B.3.3. 13x Media I/O flex channel license.

C. SUBMISSION INSTRUCTIONS

C.1. The instructions below provide guidance for the preparation and submission of a response to the Request for Quote (RFQ) The purpose is to establish requirements for the format and content of submissions to ensure that they are complete, contain all essential information, and can be evaluated equitably.

1. Technical

Offeror must address all the requirements listed in Section B, Ross MAM Requirements.

2. Past Performance

Offeror shall provide a list of its similar experience as a prime contractor for up to three (3) contracts performed in the past three (3) years. Contracts (federal, state, or local government) must be for similar work and complexity related to effort described in the requirements of this RFQ.

a. Offerors shall include the following information for each contract:

1. Name of contracting activity

2. Contract number

3. Contract type

4. Total contract value with the value of each delivery order issued listed separately

5. Detailed synopsis of the Contract work performed

6. Contracting officer and telephone

7. Program manager and telephone

8. Administrative contracting officer, if different from # 6, and telephone

9. List of teaming partners and subcontractors

b. Past Performance Questionnaire

The listed references for the Offeror shall complete and submit Attachment 5, Past

Performance Questionnaire, as follows:

The Offerors shall send its listed references, the Past Performance Questionnaire, Attachment 5 to the selected point of contact and request its completion.

The references must submit the completed Past Performance Questionnaire directly to the United States Senate at acquisitions@saa.senate.gov, cc zemirah_courtney@saa.senate.gov with “ATTN: Tonia Courtney 2025-R-012” in the subject line no later than January 31, 2024, at 4p.m. EST. Instructions for submission of the completed questionnaires are provided on the questionnaire.

3. Pricing

a. Offerors are encouraged to submit only the required information. Additional rows may be added to the table as needed. Pricing Table, Attachment 1 shall consist of:

1. The Offeror shall provide the hourly rate for each labor category listed on Attachment

1, Price Table cloud pricing and on-prem pricing tab(s), as applicable;

2. The Offeror must provide its DUNS and Unique Entity Identifier in mandatory vendor information section of Attachment 1, Price Table;

3. The Offeror shall state if pricing offered is Open Market or provide the applicable Schedule number if GSA or NASA SEWP in the mandatory vendor information section Attachment 1, Price Table; and

4. Assumptions, Exceptions, or Dependencies. The Offeror shall clearly identify any assumptions, exceptions, or dependencies, if any, made by the Offeror regarding its pricing. These assumption, exceptions and dependencies shall be clearly identified and included in the pricing. Offeror shall provide its best price at time of initial offer.

5. The Offeror’s pricing shall include sufficient details to allow determination of the reasonableness of the offered prices/rates. All proposed prices must be adequately supported. The pricing must include sufficient background information to show derivation of all costs. If the costs cannot be understood, it may result in the entire submission being found to be unacceptable and thus eliminated from the competition.

4. Administrative

The Offeror shall submit:

a) PDF copy of its most current SAM registration;

b) Contractual points-of-contact. Provide telephone number as well as E-mail address;

c) A summary which identifies and explains any exceptions to, or conditions for any provision or clause, if any. Rationale for the exception and/or condition shall be fully provided as well as referenced to the respective provision or clause. The SAA advises Offerors that it intends to evaluate submissions and may award a purchase order without discussions;

mailto:acquisitions@saa.senate.gov mailto:zemirah_courtney@saa.senate.gov

d) End User License Agreements (EULA) and/or other referenced Contract Terms and Conditions, if applicable. If any EULA or Contract Terms or Conditions are provided, the Offeror must sign and return the ADDENDUM TO COMMERCIAL AGREEMENTS (PDF). The Original Equipment Manufacturer (OEM), if applicable, is also encouraged to sign this Addendum;

e) Section 208 Compliance Certificate if telecommunications equipment or high-impact or moderate-impact information systems are being offered, the Offeror must return the OEM STATEMENT OF COMPLIANCE, signed by the OEM, certifying that it is following Section 208 of the Legislative Branch Appropriations Act, 2020;

C.2. Questions, if any, shall be submitted by Offerors, via email to acquisitions@saa.senate.gov, cc: Zemirah_courtney@saa.senate.gov with “ATTN: Tonia Courtney 2025-R-012” in the subject line no later than January 23, 2024, at 4p.m. EST. The questions should reference the applicable section and page number of these instructions.

C.3. Date and Time of Closing. Quotes shall be received at the Office of the Sergeant at Arms via email to acquisitions@saa.senate.gov, cc Zemirah_courtney@saa.senate.gov with “ATTN:

Tonia Courtney 2025-R-012” in the subject line by January 31, 2024, at 4p.m. EST.

Each transmission is limited to no more than six (6) MB of data. If multiple submissions are required to meet the size limitations, the Offeror shall number each transmission in the subject line. The final transmission shall not only include the number but also indicate it is the final transmission. No other methods of delivery shall be allowed.

D. NOTICE TO OFFERORS

1. The Offeror is responsible for the completeness of its submission.

2. Price quotes shall be valid until April 30, 2025.

3. Upon receipt, all proposed submissions become SAA property.

4. Preparation Costs. The SAA shall not pay any of the costs Offeror incurred in the submission preparation in response to this RFQ nor any amendment thereof.

5. The SAA reserves the right to reject Offeror’s submission if not compliant with the requirements of this RFQ.

6. The evaluation panel will review the proposed Technical Approach, Past Performance, and Price. For evaluation on the best value (trade-off) basis, all three factors are equally important and weighted the same

E. ATTACHMENTS

Attachment 1. RFQ Pricing Table Attachment 2. Purchase Order Clauses Attachment 3. Addendum to Commercial Agreements Attachment 4. Section 208 Compliance Certificate Attachment 5. Past Performance Questionnaire