NAMA-15-Q-0079_Webcasting_and_Support_Services_RFQ_Amendment_003.docx

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. The solicitation number is NAMA-15-Q-0079 and is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-83 effective August 3, 2015. This is a full and open RFQ under NAICS 518210, Data Processing, Hosting, and Related Services. CONTRACT LINE ITEM NUMBER(S): See Attachment 1, Schedule of Prices. REQUIREMENT: The National Archives and Records Administration (NARA) has a requirement to obtain Webcasting and Support Services. See Attachment 2, Performance Work Statement. PERIOD OF PERFORMANCE: The period of performance will consist of a base year and four (4) option years. The following Federal Acquisition Regulation (FAR) clauses are incorporated and are to remain in full force in any resultant contract, with the exception of FAR provisions which will be removed prior to award: FAR 52.212-1, Instructions to Offerors - Commercial Items (Apr 2014). Addenda: (1) Change paragraph (c) to read: Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 90 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation. (2) Delete paragraph (h), Multiple Awards. - see below for additional quotation submission instructions. EVALUATION (In lieu of FAR 52.212-2): Evaluation and award will be in accordance with Simplified Acquisition Procedures at FAR Subpart 13.106, Soliciting Competition, Evaluation of Quotations or Offers, Award and Documentation authorized by FAR Subpart 13.5, Simplified Procedures for Certain Commercial Items as prescribed by FAR 12.301(c)(2). Selection of the Contractor to perform this contract will be based on NARA’s assessment of the best overall value to the Government. Accordingly, best value for this contract will be evaluated based on the following evaluation factors: (1) Technical Understanding and Approach (Volume I). The Government will assess the Contractor’s demonstrated technical knowledge and competence with regard to the Government’s requirements and program objectives; understanding of, and approach to the work that the Contractor would have to perform under the prospective contract. The Government will assess whether the Contractor exhibits adequate techniques and approaches to meet contract needs and provide effective and efficient support. This volume shall be no more than 40 pages in length. The Government will also assess the Government Product/Service Accessibility Template (GPAT) (See Attachment 7, Government Product/Service Accessibility Template for Data Processing, Hosting, and Related Services). (2) Relevant Past Performance (Volume II). The Contractor will be evaluated to assess the demonstrated quality of performance on similar work, to include the ability to control the quality and cost of work, timeliness of performance, and effectiveness at accomplishing the goals of previous relevant work. Contractors are requested to submit no more than three (3) references for relevant past performance performed during the past five (5) years. Submission should include the entity name, a point of contact, contact information, dollar value of contract/order, brief description of work performed, and an explanation of how any performance difficulties were addressed and resolved. If the interested Contractor has no relevant past performance, an affirmative statement that no relevant past performance exists must be submitted. (3) Price (Volume III). All technical factors are equal in importance. All evaluation factors other than cost or price, when combined, are more important than cost or price. Selection of the Contractor to perform this contract will be based on NARA’s assessment of the best overall value to the Government. Exceptions taken to any terms and conditions stated in the RFQ must be clearly outlined on a separate page of the Contractor’s quotation entitled “Exceptions”. The Contractor must also include complete rationale, justification, and the cost impact of each exception noted. The Government reserves the right to make an award on the initial quotation without discussions of this procurement. For evaluation purposes, the total price for each not-to-exceed Contract Line Item Number (CLIN) will be determined by multiplying the maximum quantity by the firm-fixed unit price. The total price for each firm-fixed price CLIN will be determined by multiplying the quantity by the fixed unit price. The total firm-fixed price for each performance year will be determined by summing the total prices of each CLIN. The evaluated total contract price will be determined by summing the total firm-fixed prices of all performance years (base year and all option years). FAR 52.212-3, Offeror Representations and Certifications – Commercial Items (Mar 2015) – The offeror shall complete only paragraphs (b) of this provision if the Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) Web site accessed through https://www.acquisition.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (p) of this provision. FAR 52.212-4, Contract Terms and Conditions – Commercial Items (May 2015) – See Attachment 5, Additional NARA Terms and Conditions (Addenda to FAR clause 52.212-4). FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items (May 2015) – see Attachment 6, FAR Clauses for the full text of this clause and for additional applicable FAR clauses. Full text provisions and clauses can be found at https://www.acquisition.gov. QUESTIONS: Questions regarding this RFQ must be submitted in writing to the Contract Specialist, Mr. Jonathan Santana (Contractor) at jonathan.santana@nara.gov no later than 12:00 PM ET on September 3, 2015 to be considered. Questions submitted in any other manner will not be answered. The Government will answer questions or requests for clarification via a written RFQ amendment. QUOTATION DUE DATE: Quotations must be received by 12:00 PM ET on September 16, 2015. Failure to submit quotations by the due date and time may result in rejection of the quotation as untimely. Failure to submit complete quotations as specified in this solicitation may result in rejection due to non-responsiveness. Contractors submitting via e-mail are cautioned to allow one extra business day for delivery and confirm receipt of quotation as the e-mail will need to pass through IT security. QUOTATION SUBMISSION INSTRUCTIONS: NARA requests that Contractors email one (1) copy of the quotation (Volumes I, II and III) to: jonathan.santana@nara.gov. However, Contractors may mail one (1) hardcopy and one (1) CD of each quotation. Mailed quotations must be sent to: National Archives and Records Administration, Attention: Mr. Jonathan Santana, 8601 Adelphi Road, Room 3340, College Park, MD 20740-6001.

ATTACHMENT 1

SCHEDULE OF PRICES

Base Year – Months 1-12

PRICE

NTE

NTE

NTE

TOTAL BASE YEAR CEILING PRICE:

Option Year I – Months 13-24

PRICE

NTE

NTE

NTE

TOTAL OPTION YEAR I CEILING PRICE:

Option Year II – Months 25-36

PRICE

NTE

NTE

NTE

TOTAL OPTION YEAR II CEILING PRICE:

Option Year III – Months 37-48

NTE

NTE

NTE

TOTAL OPTION YEAR III CEILING PRICE:

Option Year IV – Months 49-60

PRICE

NTE

NTE

NTE

TOTAL OPTION YEAR IV CEILING PRICE:

Note: CLIN = Contract Line Item Number; QTY=Quantity; NTE=Not-to-Exceed, and NSP=Not Separately Priced

ATTACHMENT 2

PERFORMANCE WORK STATEMENT

WEBCASTING SERVICES

1.0 BACKGROUND

1.1 The National Archives and Records Administration (NARA)’s mission is to safeguard and preserve the records of the United States Government, ensuring that the public can discover, use, and learn from this documentary heritage. NARA ensures ready access to the essential evidence that documents the rights of American citizens, the actions of Federal officials, and the national experience. The agency meets thousands of information needs daily, ensuring access to records on which the entitlements of citizens, the credibility of the United States Government, and the accuracy of history depend.

1.2 To further its mission, NARA is seeking to improve communications both internally and externally by leveraging existing technologies and services that are commercially available, and evolving the agency’s existing network infrastructure (NARANET) to enable the delivery of those services. To that end, NARA is seeking to integrate effective, live, interactive web casting service capabilities with the existing voice and data services provided by NARANET.

2.0 SCOPE OF WORK

2.1 NARA has a requirement for live-hosted, streaming video broadcasts and Video Teleconferencing (VTC) of programs and events hosted by NARA for staff internally and/or the general public that will involve some interaction between the presenter(s) and the audience.

2.1.1 NARA requires live streamed; digitally encoded; video and audio data (including synchronized teleconferencing bridge line) from a video and teleconferencing service provider to IP-enabled end-user devices (e.g. personal computers, tablets, smart phones, etc.).

2.1.2 These events will normally be hosted from NARA’s facilities in Washington, D.C. and College Park, MD with some events hosted at other NARA facilities outside the Washington, D.C. area.

2.1.3 Some specific examples of webcasts for NARA programs and events include the Archivist’s Annual Awards Ceremony, Quarterly All-Hands meetings, Managers’ meetings, or press conferences for significant program announcements (e.g. the 1940 Census Release).

2.1.4 The Contractor will design and integrate webcasting services within the existing NARA webcasting infrastructure. The Contractor will also implement and manage the integrated webcasting infrastructure and services as well as the VTC bridging services.

2.2 The volume of live webcast and/or VTC events is approximately 30 to 40 per calendar year.

2.2.1 The Archivist’s Annual Awards Ceremony, Quarterly All-Hands meetings, and the Monthly Managers’ meetings (17 events per year) will each be no more than 2 hours in duration. The duration of each of the remaining 13 to 23 events could range from 1 hour to 8 hours.

2.2.1.1 The Contractor shall bill the Government for the full hourly rate if an event exceeds 15 minutes in duration. Any event that is less than 15 minutes shall not be billed to the Government.

2.2.2 NARA’s internal webcasts will have no more than 1,000 simultaneous sessions of the live event and NARA’s general public webcasts may have as many as 1,000 sessions streaming the event live. Though NARA’s ultimate goal is to be able to disseminate the live-streamed webcast events to up to 5,000 participants accessing the event from within NARANET, the number of individual systems accessing these events from within NARANET has not exceeded 600 in the past. A session is an individual connection to the webcast event.

2.2.3 NARA has approximately 41 facilities throughout the United States (see Performance Work Statement (PWS) Appendix 1, NARA Facilities Nationwide) and the goal of the NARANET webcasting engineering services is to ensure that at least 95% of the 41 NARA facilities can view internal webcast events from within the same network infrastructure without interruption or technical issues.

2.2.4 The Contractor shall be responsible for ensuring the webcasting infrastructure on NARANET conforms to the performance requirements in PWS paragraph 3.0. See PWS Appendix 2, Current NARA Webcast Infrastructure for a high-level summary of the NARA webcasting infrastructure.

2.3 Upon completion of the configuration, installation (as necessary), and testing of the necessary information technology network equipment and upgrades, the Contractor shall provide live and interactive webcasting and VTC services as requested by NARA. NARA shall provide at least five (5) business days advanced notice of anticipated events to allow for thorough communication of the requirements for the particular event. See PWS paragraph 5.2 for contents of the advanced notice. However, NARA may require services for some events on short notice (no fewer than 3 business days).

3.0 REQUIREMENTS

3.1 Webcasting Services Requirements

3.1.1 In order to meet Section 508 accessibility requirements the Contractor must provide live captioning during the event and closed captioning on the recorded event, for each event.

3.1.2 During each live webcast, live viewer participation is required as detailed in PWS paragraphs 3.1.5 and 3.1.9.

3.1.3 The Contractor must provide the necessary equipment for a live webcast and the live captioning of the event except for equipment listed in PWS paragraph 5.0, Government Furnished Equipment and Services.

3.1.3.1 Operations and Maintenance Support Services. The Contractor must provide software upgrades and updates to the three (3) Dell PER 420 servers/performance accelerators which the Contractor will connect to during webcasts as needed, in order to maintain compatibility between the Contractor’s equipment and NARA’s servers.

3.1.4 The Contractor must provide at least one technician for each event. During the event, the technician shall be responsible for troubleshooting of the equipment or the webcast as necessary, ensuring interoperability of the equipment within the NARANET environment, and operational production tasks for each event except those tasks identified in PWS paragraph 5.0, Government Furnished Equipment and Services. The technician will be connected virtually to NARANET during the webcast.

3.1.5 For each event, the Contractor shall provide, at least three (3) days in advance, an appropriately linked website to access the event. If the event is requested on short notice (i.e. 3 days in advance); the Contractor shall provide an appropriately linked website 24 hours in advance of the event. The website shall incorporate NARA provided templates (to be provided by the Contracting Officer’s Representative (COR) after award), comply with the requirements above, and Section 508 accessibility requirements.

3.1.5.1 Public Event: Public events are open to the public and may be accessed by the general public. There are no access restrictions for web casts of public events.

3.1.5.2 NARA-Only Event: NARA only events are intended to be viewed within NARA only. Therefore, the link shall not be accessible to the general public or otherwise made available to anyone outside of NARA.

3.1.5.3 The Contractor shall provide a chat/podium Q&A feature during webcast events.

3.1.5.4 The Contractor shall provide conference bridge teleconferencing.

3.1.5.5 The Contractor shall provide multi-point webcasting ability (from up to 10 different locations).

3.1.5.6 For each event, the Contractor shall provide same-channel audio conferencing capability.

3.1.5.7 For each event, the Contractor shall provide remote captioning.

3.1.6 The Contractor shall provide webcast encoding that will be compatible with RealPlayer®, Microsoft Silverlight®, Apple QuickTime®, and Adobe Flash® formats.

3.1.7 The Contractor shall provide at least standard definition (640 x 360) production.

3.1.8 The Contractor shall provide a solution that is browser-independent. The solution shall be compatible with all major internet browsers (i.e., Microsoft Internet Explorer, Google Chrome, Apple Safari, Mozilla Firefox, etc.).

3.1.9 Additional Functionalities for webcast events. The following are additional features that shall be specified, if required, in the advanced notice for each web cast event ordered:

3.1.9.1 Social Media Application(s)

3.1.9.2 Audience-polling chart capability

3.1.9.3 Rehearsal prior to event on the day of the event (1 hour in duration)

3.2 Security Requirements. NARA reserves the right to perform IT security scanning on contractor owned hardware devices that may need to be temporarily connected to NARA networks associated with the provision of this service. NARA IT Security and Operations staff will ensure the correct interfaces, IP addresses, and security settings are used in the performance of this service. The contractor shall comply with the requirements of NARA’s Security Of Systems Handling And Protection Of Personally Identifiable Information (September 2014) clause in Attachment 4, Additional NARA Terms and Conditions (Addenda to FAR clause 52.212-4) for digital storage of event recordings. Physical storage of all event recordings will be at NARA’s facilities.

3.3 Video Teleconferencing (VTC) Bridging Service Requirements

3.3.1 Connect Video Teleconferencing systems with different speeds and on separate networks in various locations and field sites.

3.3.2 Audio and Web integration within VTC.

3.3.3 Interoperability during the bridge; being able to connect different types of VTC systems and video devices into a seamless video teleconference with multiple participants.

3.3.4 Integrate a variety of networks into the video Bridge infrastructure. Cross network connectivity for bridge.

3.3.5 The Contractor must provide at least one technician for each event. During the event, the technician shall be responsible for hosting the bridge and providing real-time reporting available online or by phone including a continuous presence.

3.3.6 Troubleshooting of the equipment or the VTC as necessary, ensuring interoperability of the equipment within the NARANET environment.

3.4 Multi-Point Broadcasting Service Requirements. The Contractor shall provide service and support for scheduled multi-port bridging that allows NARA to host video conferences with at least four (4) participants using existing and various types of NARA Video Teleconferencing systems and equipment using Standard and High Definition.

4.0 DELIVERABLES

4.1 The Contractor shall provide the following deliverables within the specified time frame:

4.1.1 A recording of the event, which includes the speakers’ comments, the audience comments, and presentation materials. The recording of the event shall include closed captioning with the date, time stamp, and presenters identified by name. Any captioning of audience members shall not identify the audience member by name. The recording of the event shall be delivered to the COR five (5) business days after the conclusion of the event. The recording shall be sent to the COR on a DVD. The recording of the event shall be in a format that can be viewed on a personal computer or laptop with Windows Media Player® and/or Real Player®.

4.1.2 A full transcript of the event, in Microsoft Word shall be emailed to the COR within three (3) business days after the conclusion of the event. A copy of the closed caption text is not acceptable. The transcript shall be checked for spelling and grammatical errors.

4.1.4 Deliverable items rejected under the resulting contract must be corrected in accordance with the PWS. The Government requires a period not to exceed fourteen (14) days after receipt of the final deliverable item(s) for inspection and acceptance or rejection unless otherwise specified. The Contractor will have a period of ten (10) days to provide a solution in case the Government rejects the deliverable item(s) for a particular webcast.

5.0 GOVERNMENT FURNISHED EQUIPMENT AND SERVICES

5.1 Webcasting Services

The Government will provide the following information, equipment, and services as required for each webcast event at NARA facilities nationwide (See Appendix 1, NARA Facilities Nationwide for addresses). The following equipment and services for webcast events are currently located and available at all NARA sites:

5.1.1 Meeting space and furniture including podiums, lecterns, chairs, etc.

5.1.2 Audio Visual (A/V) equipment including:

5.1.2.1 Sony PTZ Cameras.

5.1.2.2 Hand-held, lapel and goose-neck microphones (poles, table tops, lavalieres).

5.1.2.3 7.1 surround sound and ceiling-mounted speakers for audio.

5.1.2.4 Production equipment (over-head projectors, camera switches, lights).

5.1.2.5 Telephones for the conference bridge lines and/or Polycoms.

5.1.3 Port connections for network connectivity through NARANET servers.

5.1.4 NARA specific branding, graphics, logos for the site hosting both live and on-demand video websites.

5.1.5 American Sign Language Interpreters (as needed); and

5.1.6 Facilities and A/V support to include the setup, configuration, troubleshooting, operation, and disconnection or breakdown (as required) of all of the above items. All support personnel will coordinate and cooperate with the Contractor’s technician(s) as necessary.

5.2 The COR shall provide to the Contractor an advanced notice for each event, which shall contain the following information:

5.2.1 Name and purpose of event (including if the event is a Public Event or a NARA Only Event).

5.2.2 Presenter names and links to biographies (if necessary)

5.2.3 Event agenda, which shall include the date; the start and finish times of the event; and the location of the webcast (The Contractor shall plan for the start or finish times of the event to deviate from the schedule by +/- 30 minutes). Upon receipt of notice the Contractor shall coordinate a schedule with the COR. Note: If any event exceeds the scheduled time (including the Archivist’s Awards Ceremony, the quarterly All-Hands meetings, or the Monthly managers’ meetings) the Contractor shall continue to provide services until the event is concluded prorated at 30 minute intervals, excluding the aforementioned schedule deviation.

5.2.4 Listing of required features and functionalities per event (e.g. chat functionality, document display, audience polling, etc.) and;

5.2.5 Microsoft PowerPoint presentation slides and/or other documents to be presented during the event (if necessary).

6.0 QUALITY CONTROL

6.1 The Contractor shall develop and maintain quality control programs to ensure services are performed in accordance with the PWS and commonly accepted commercial practices. The Contractor shall develop and implement procedures to identify and prevent the occurrence of defective services. The Contractor shall develop quality control procedures to remediate any processes where acceptable quality levels are not met. The Contractor will comply with all specification requirements for the required services.

6.2 The Government will evaluate the Contractor’s performance using the deliverables under PWS paragraph 4.1.3, the requirements of Attachment 4, Quality Assurance Surveillance Plan (QASP) and Attachment 5, Performance Requirements Summary (PRS), the post-webcast viewer satisfaction survey (targets: 75% of respondents rate webcast quality as “good” or better; 95% of Agency sites successfully receive webcast). Government surveillance of tasks may occur during the performance period of this order.

6.3 Final inspection and acceptance of all work performance, reports, and other deliverables under this order will be performed at the place of delivery (at Government specified location). The basis for acceptance will be compliance with the requirements set forth in the PWS. Deliverable items rejected under the resulting order must be corrected in accordance with the PWS. The government requires a period not to exceed 14 days after receipt of the final deliverable item(s) for inspection and acceptance or rejection unless otherwise specified.

NARA—NAMA-15-Q-0079 – Webcasting and Support Services – Amendment 002

NARA—NAMA-15-Q-0079 – Webcasting and Support Services Amendment 002

APPENDIX 1

NARA FACILITIES NATIONWIDE

In State

Arkansas 1

· Little Rock – William J. Clinton Presidential Library and Museum – Presidential Library 1200 President Clinton Avenue, Little Rock, Arkansas 72201

California 5

· Laguna Niguel – Laguna Niguel Records Management – Chet Holifield Federal Building, 24000 Avila Road, 1st Floor, East Entrance, Laguna Niguel, California 92677-3497

· Riverside – National Archives and Federal Records Center at Riverside – Regional Archives and Records Center 23123 Cajalco Road, Perris, California 92570

· San Francisco (San Bruno) – National Archives and Federal Records Center at San Francisco – Regional Archives and Records Center Leo J. Ryan Building, 1000 Commodore Drive, San Bruno, California 94066-2350

· Simi Valley – Ronald Reagan Presidential Library and Museum - Presidential Library 40 Presidential Drive, Simi Valley, California 93065

· Yorba Linda – Richard Nixon Presidential Library Museum – Presidential Library 18001 Yorba Linda Blvd. Yorba Linda, California 92886

Colorado 1

· Denver – Denver Federal Records Center – Regional Archives and Records Center Denver Federal Center, 17101 Huron Street, Broomfield, CO 80023

District of Columbia 2

· National Archives Building – Archives 700 Pennsylvania Avenue, NW, Washington, DC 20408

· The Federal Register – Offices of the Federal Register and Office of Government Information Services 800 North Capital Street, NW, Washington, DC

Georgia 3

· Atlanta – National Archives at Atlanta – Regional Archives and Records Center Southeast Regional Archives, 5780 Jonesboro Road, Morrow, Georgia 30260

· Atlanta – Atlanta Federal Records Center – Southeast Regional Records Center 4712 Southpark Blvd., Ellenwood, Georgia 30294

· Atlanta – Jimmy Carter Presidential Library and Museum - Presidential Library 441 Freedom Parkway, Atlanta, Georgia 30307-1498

Illinois 2

· Chicago – National Archives and Federal Records Center at Chicago – Regional Archives and Records Center 7358 South Pulaski Road, Chicago, Illinois 60629-5898

· Valmeyer – National Personnel Records Center (Civilian) 1429 Boulder Boulevard, Valmeyer, IL 62295 treet, Great Lakes, IL\ Iowa 1

· West Branch – Herbert Hoover Presidential Library and Museum – Presidential Library 210 Parkside Drive, West Branch, Iowa 52358

Kansas 2

· Abilene – Dwight D. Eisenhower Presidential Library and Museum – Presidential Library 200 Southeast Fourth Street , Abilene, Kansas 67410 (multiple buildings)

· Lenexa – Lenexa Federal Records Center – Regional Records Center Meritex Lenexa Executive Park, 17501 West 98th Street, #31-50 Lenexa, Kansas 66219

Maryland 2

· College Park – National Archives at College Park – Archives II 8601 Adelphi Road, College Park, Maryland 20740-6001

· Suitland – Washington National Records Center – Regional Archives and Records Center 4205 Suitland Road,, Suitland, Maryland 20746-8001

Massachusetts 3

· Boston – John Fitzgerald Kennedy Presidential Library and Museum – Presidential Library Columbia Point, Boston, Massachusetts 02125

· Pittsfield – Pittsfield Federal Records Center – Regional Records Center 10 Conte Drive, Pittsfield, Massachusetts 01201-8230

· Waltham – National Archives and Federal Records Center at Boston – Regional Archives and Records Center Frederick C. Murphy Federal Center, 380 Trapelo Road, Waltham, Massachusetts 02452-6399

Michigan 2

· Ann Arbor – Gerald R. Ford Presidential Library – Presidential Library 1000 Beal Avenue, Ann Arbor, Michigan 48109

· Grand Rapids – Gerald R. Ford Presidential Museum – Presidential Museum 303 Pearl Street NW, Grand Rapids, Michigan 49504-5353

Missouri 5

· Independence – Harry S. Truman Presidential and Museum Library - Presidential Library 500 W. US Hwy. 24. Independence, Missouri 64050

· Lee’s Summit – Lee's Summit Federal Records Center – Regional Records Center 200 Space Center Drive, Lee’s Summit, Missouri 64064-1182

· St. Louis – National Archives and National Personnel Records Center (Military) Records Center and Archives, 1 Archives Drive, St. Louis, Missouri 63138

· Kansas City – National Archives at Kansas City 400 West Pershing Road, Kansas City, MO 64108

· Kansas City – Kansas City Federal Records Center – Federal Records Center 8600 NE Underground Drive, Pillar 300-G, Kansas City, MO 64161

New York 2

· Hyde Park – Franklin D. Roosevelt Presidential Library and Museum - Presidential Library 4079 Albany Post Road , Hyde Park, New York 12538

· New York – National Archives at New York City – Alexander Hamilton US Customs House, 1 Bowling Green, New York, NY 10004-1415

Ohio 2

· Dayton – Dayton Federal Records Center Moraine Business Center, 3150 Springboro Road, Dayton, Ohio 45439-1883 (buildings 1, 2 and 4) – Regional Records Center

· Dayton – Dayton-Kingsridge Federal Records Center 8801 Kingsridge Drive, Dayton, Ohio 45406 - Regional Records Center

Pennsylvania 1

· Philadelphia – National Archives and Federal Records Center at Philadelphia – Regional Records Center and Archives 14700 Townsend Road, Philadelphia, Pennsylvania 19154-1096

Texas 5

· Austin – Lyndon Baines Johnson Presidential Library and Museum – Presidential Library 2313 Red River St., Austin, Texas 78705

· College Station – George Bush Library and Museum – Presidential Library 1000 George Bush Drive West, College Station, Texas 77845

· Fort Worth – National Archives at Fort Worth Regional Records Center 2600 West 7th Street, Suite 162 Fort Worth, Texas 76107

· Fort Worth – Fort Worth Federal Records Center, 1400 John Burgess Drive, Fort Worth, Texas 76140

· Dallas – George W. Bush Presidential Library and Museum, 2943 SMU Blvd., Dallas, TX 75205

Washington (State) 1

· Seattle – National Archives and Federal Records Center at Seattle, Regional Archives and Records Center 6125 Sand Point Way NE, Seattle, Washington 98115-7999

West Virginia 1

· Rocket Center – Allegany Ballistics Lab, Building 494, 610 State Route 956, Rocket Center, WV 26726

TOTAL NUMBER OF NARA FACILITIES NATIONWIDE: 41

APPENDIX 2

CURRENT NARA WEBCAST INFRASTRUCTURE

The diagram below depicts NARA’s current webcast layout.

APPENDIX 3

LIST OF NARA VTC EQUIPMENT

A1- DC

Polycom HDX 8000

Polycom VSX 7000

A2 College Park

Polycom VSX 7000

Polycom HDX 8000

Polycom m100 Software

Polycom m100 Software

National Personnel Records Center

Rocket Center

Polycom VSX 7000

Kansas City

Forth Worth

Tandberg 880

Archives at Atlanta

LIBRARIES

ATTACHMENT 3

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

1.0 INTRODUCTION:

This Quality Assurance Surveillance Plan (QASP) has been developed to provide the Quality Assurance Evaluator / Contracting Officer Representative (COR) and other Government evaluators a summary of the key performance standards required in the contract, performance levels, and method of surveillance normally used for that performance standard. These are listed in Attachment 4, Performance Requirements Summary (PRS).

The QASP describes a systematic method to evaluate receipt by the Government of acceptable services the Contractor is required to furnish. The Contractor is required to provide satisfactory performance in all areas of the contract. Before invoices can be paid, a determination by the COR must first be made that satisfactory services have been received.

Any non-conformance with contract requirements is a “defect.” A defect may be recorded for each item evaluated that failed to meet the standards as required by the subject Performance Work Statement (PWS) paragraph(s). Examples of defects that will be recorded include, but are not limited to:

a. Failure to perform a required task;

b. Failure to take corrective action to prevent reoccurrence of less than satisfactory performance; or

c. Performance of less than satisfactory work (quality work consists of completing the work in accordance with the appropriate PWS specifications, manufacturer’s recommendations, Government regulations, or best industry practices).

Quality Assurance is based on the premise that the Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract. The Government will follow the guidance in FAR 52.212-4, Contract Terms and Conditions for Commercial Items, when performance is other than satisfactory.

Good management and use of an adequate quality control (QC) plan will allow the Contractor to operate within specified performance requirements. The COR and Government evaluators shall be objective, fair, and consistent in evaluating Contractor performance against contract requirements and standards. The main emphasis is on quality performance.

2.0 ACTUAL SURVEILLANCE:

Actual surveillance will be performed on a periodic basis, 100% surveillance, or as otherwise specified in the PRS in conjunction with the PWS.

If satisfactory performance is not achieved, the COR will determine the possible cause of the less than satisfactory performance. The COR will initiate a Contract Discrepancy Report (CDR) for all defects that could not be re-performed and for all defects not corrected by the Contractor in a timely or satisfactory manner when requested by the Government. The COR will submit the CDR documentation recording the less than satisfactory performance and stating a recommended action to the Contracting Officer (CO) including any proposed contract deductions.

3.0 SURVEILLANCE METHODS:

Services shall have the results of the surveillance documented. The surveillance methods the Government will use to evaluate the Contractor’s performance for the listed tasks are specified in the PRS. Customer complaints may be used in conjunction with the above surveillance methods as an indicator of performance or as areas to emphasize further or future surveillance.

4.0 INFORM CONTRACTOR:

a. Regardless of the surveillance method, the Contractor should be kept informed of performance status. The COR will notify the Contractor of any defect(s) to be corrected. The time to re-perform and correct defects after notification will vary depending on the type of defect, the item being inspected, the level of the item (i.e., routine, urgent, or emergency), etc. The COR will inspect re-performed or corrected discrepancies. If corrected properly and timely, the defect(s) will not result in a payment deduction. However, the COR will maintain all documentation for file maintenance and turn this information over to the CO upon completion of the contract. Performance issues should also be an item of discussion during the weekly contract Contractor/COR program status meetings.

b. CDRs should be used to officially notify the Contractor of a performance problem. CDRs use includes notifying the Contractor of:

(i) Non-performance or less than satisfactory performances when the Government elects not to have the Contractor re-perform the service;

(ii) Failure of the Contractor to re-perform non-performed or less than satisfactory performed services;

(iii) Non-performed or less than satisfactory services that cannot be re-performed due to the nature or the timing of the required services; and

(iv) Continuous, less than satisfactory service whether the service is re-performed or not.

c. Critical performance problems should be immediately communicated with a follow-up written CDR. The COR will complete the CDR and forward it to the CO for review and approval. The COR will sign and forward the CDR to the Contractor for the Contractor’s response and comments. The Contractor will have seven (7) calendar days (or such lesser time that the COR stipulates) to complete a response. After evaluating the Contractor’s response, the COR will forward the CO any CDR requiring further action (order interpretation, problem resolution, reduced payments, deficiency letter notification, cure notice, etc.). The COR will provide the CO recommended actions with supporting rationale.

5.0 REVISIONS TO QASP:

Revisions to this surveillance plan are the responsibility of the COR and the CO.

ATTACHMENT 4

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

1.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS). The PRS captures key requirements of the Performance Work Statement (PWS) at an outcome level (performance standard) and states the performance level and method of surveillance for the requirement. The absence of any contract requirement from the PRS does not limit the rights or remedies of the Government within the contract.

2.0 METHOD OF SURVEILLANCE. The PRS provides the surveillance method(s) the Government will use to evaluate the Contractor’s performance for the listed tasks. The primary surveillance methods used will be 100% surveillance during events, periodic surveillance, or customer surveys/complaints.

3.0 GOVERNMENT QUALITY ASSURANCE. The Quality Assurance Surveillance Plan, Attachment 3, describes how the Government will inspect, in conjunction with this PRS, and how the COR, other performance evaluators, the Contractor, and the Contracting Officer will communicate to ensure satisfactory performance of contract requirements.

NARA-NAMA-15-Q-0079 - Webcasting and Support Services

NARA - NAMA-15-Q-0079 - Webcasting and Support Services

PERFORMANCE REQUIREMENTS SUMMARY

(RS-1) Tasks PWS paragraph 4.1.3

(RS-2) Deliverables PWS paragraph 4.1.1

ATTACHMENT 5

ADDITIONAL NARA TERMS AND CONDITIONS

(Addenda to FAR clause 52.212-4)

I. GOVERNMENT CONTRACT ADMINISTRATION

A. This contract will be administered by:

National Archives and Records Administration Acquisitions Branch, Code BCN 8601 Adelphi Road, Room 3340 College Park, MD 20740-6001

B. Contract Specialist (CS):

Jonathan Santana (Contractor) Telephone: 301-837-0310 Email: jonathan.santana@nara.gov

The Contracting Officer (CO) has the overall responsibility for the administration of this contract. Written communication to the CS must make reference to the contract number and must be emailed or mailed with postage prepaid, to the above address.

C. Contracting Officer (CO):

Any Warranted BCN CO

The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify, or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules; make final decisions on disputed deductions from contract payments for non-performance or unsatisfactory performance; terminate the contract for convenience or default; and issue final decisions regarding contract questions or matters under dispute. However, the CO may delegate certain other responsibilities to authorized representatives.

II. DESIGNATION OF CONTRACTING OFFICER'S REPRESENTATIVE (COR)

A. COR: TBD

(i) The individual named above is designated as the Contracting Officer's Representative (COR) to assist the Contracting Officer (CO) in the discharge of the CO's responsibilities. The COR is responsible for monitoring, giving progress reports to the Contract Specialist (CS), and overall technical surveillance of services to be performed under this contract and should be contacted regarding questions or problems of a technical nature. In no event will any understanding or agreement, modification, change order, or other matter deviating from the terms of the contract between the Contractor and any person other than the CO be effective or binding upon the Government.

(ii) When, in the opinion of the Contractor, the COR requests effort outside the existing scope of the contract, the Contractor must promptly notify the CO in writing.

(iii) No action will be taken by the Contractor under such technical instruction unless the CO has issued a contractual change.

(iv) The responsibilities of the COR include, but are not limited to, the following:

(a) Serve as the point of contact through which the Contractor can relay questions or problems of a technical nature to the CS and the CO;

(b) Be responsible for the inspection and acceptance of the services performed and determining the adequacy of performance by the Contractor in accordance with the terms and conditions of this contract;

(c) Confer with representatives of the Contractor regarding any non-performance or unsatisfactory performance; follow through to assure that all non-performance or unsatisfactory performance is performed/corrected or payment adjustment is recommended to the CS/CO;

(d) Review and certify invoices in accordance with invoicing instructions of the contract. Maintain a file with copies of these documents;

(e) Review and evaluate Contractor's cost estimates, furnish comments, and recommendations to the CS/CO;

(f) Advise the CS of any performance problems and make recommendations for corrective action to correct performance issues;

(g) Furnish the CS with any requests for change, deviation, or waiver (whether generated by Government personnel or Contractor personnel), including all supporting paperwork in connection with such change, deviation, or waiver;

(h) Submit a written evaluation to the CS/CO within 60 days of contract completion or annually on the anniversary date for contracts that include options. The evaluation should include:

(1) The quality and timeliness of the Contractor's performance; and

(2) A statement as to the uses made of any deliverables furnished by the Contractor.

III. INVOICE SUBMISSION REQUIREMENTS

A. The preferred method for invoicing is through the Invoice Processing Platform (IPP) which is a secure web-based electronic invoicing and payment information system. This service is provided by the U.S. Treasury’s Bureau of the Fiscal Service free of charge to federal agencies and contractors. IPP allows contractors to view information regarding their contracts and orders, electronically submit invoices and view payment information.

B. The IPP website address is https://www.ipp.gov. Contractors can obtain enrollment assistance by contacting the Fiscal Service Accounts Payable Help Desk via e-mail at AccountsPayable@bpd.treas.gov or by phone at 304-480-8000, Option 7.

C. Contractors that are not able to utilize the IPP system for submitting payment requests may submit invoices electronically by e-mail to AccountsPayable@bpd.treas.gov. Microsoft Excel, Adobe Acrobat Portable Document Format (PDF) and Microsoft Word are acceptable formats.

D. Invoices for services shall be submitted monthly unless otherwise stated elsewhere in the contract.

E. For invoice and payment questions call the Fiscal Service AP Help Desk at 304-480-8000, Option 7.

Final Payment

Before final NARA payment is made, the Contractor must furnish to the CO a written release of all claims against the Government arising by virtue of the contract, other than claims in stated amounts as may be specifically excluded by the Contractor from the operation of the release. If the Contractor’s claim to amounts payable under the contract has been assigned under the Assignment of Claims Act of 1940, as amended (31 U.S.C. 3727, 41 U.S.C. 6305), a release may also be requested of the assignee. To ensure that all necessary adjustments for non-performance or unsatisfactory performance have been made and a release of claims has been submitted before the contract is closed out, the final NARA payment will be made in thirty (30) calendar days after receipt of a proper invoice, date of completion of performance, or receipt of release of claims by the CO, whichever is later.

IV. SECURITY OF SYSTEMS HANDLING AND PROTECTION OF PERSONALLY IDENTIFIABLE INFORMATION (SEPTEMBER 2014)

(a) Applicability

This clause applies to all personally identifiable information, as defined in Section B, regardless of the medium in which it is found and includes paper records.

(b) Definitions. As used in this clause:

“Breach” means the loss of control, compromise, unauthorized disclosure, unauthorized acquisition, unauthorized access, or any similar situation where persons other than authorized users, and for other than authorized purpose, have access or potential access to personally identifiable information, in usable form whether physical or electronic.

“Personally identifiable information (PII)” means any information that permits the identity of an individual to be directly or indirectly inferred, including any other information that is linked or linkable to that individual regardless of whether the individual is a citizen of the United States, legal permanent resident, or a visitor to the United States. Examples of PII include the following:

1. Name.

1. Date of birth.

1. Mailing address.

1. Telephone number.

1. Social Security Number.

1. Email address.

1. Zip code.

1. Account numbers.

1. Certificate/license numbers.

1. Vehicle identifiers including license plates.

1. Uniform resource locators (URLs).

1. Internet protocol addresses.

1. Biometric identifiers (e.g., fingerprints).

1. Photographic facial images.

1. Any other unique identifying number or characteristic.

1. Any information where it is reasonably foreseeable that the information will be linked with other information to identify the individual.

“Sensitive personally identifiable information (sensitive PII)” means a subset of PII, which if lost, compromised or disclosed without authorization, could result in substantial harm, embarrassment, inconvenience, or unfairness to an individual.

(1) Complete social security numbers, alien registration numbers (A-number) and biometric identifiers (such as fingerprint, voiceprint, or iris scan) are considered sensitive PII even if they are not coupled with additional PII.

(2) Additional examples include any grouping of information that contains…