Questions_&_Answers.pdf

R17PS00515

Audio Visual Services Indefinite Delivery Indefinite Quantity

QUESTIONS & ANSWERS

Q1: Is this a new requirement, or is this work, or any portion of the work currently being performed by a contractor? If so, would the Government please provide the incumbent’s name and contract number?

A1: This is new work, there is no incumbent.

Q2:We understand this opportunity is not a set aside. I wanted to ask if it would be possible to set aside this opportunity for a SDVOSB or Small Business for a subcontractor? As a Service Disabled Veteran

Owned Small Business we appreciate any support you can provide us so that we can participate in this project. I have attached our Past Performances for your review.

A2: Through extensive market research which included a formal “Industry Day” the Government determined that competing this requirement is in the best interest of the Government.

Q3: I am looking over the solicitation packet, and do not see any information on pre-bid meetings, is there an in-person meeting scheduled, or just questions emailed to you by 11/8?

A3: No pre-bid meetings will be held and no in-person meetings will be scheduled. Questions will emailed by 11/8/2017.

Q4: For this IDIQ, will this be a brand name specific RFQ or will it be brand name or equal to?

A4: IDIQ is not brand name specific.

Q5: Per Solicitation Factor 1: Technical Approach, subfactor (v) on page 30, the solicitation states the requirement to “demonstrate certification of AV Provider of Excellence (APEx) and Microsoft

Communications Partner accreditations.” Within Attachment A (IDIQ PWS) in Section 13.0, the

Government has provided a list of certifications required.

Can the Government clarify if the Successful Offeror must hold all referenced certifications? If the

Offeror does not hold the referenced certifications, will their proposal be deemed unacceptable?

Alternatively, could the Offeror demonstrate relevant certifications that equate to the referenced industry certifications?

A5: The solicitation factor referenced indicates that the company or “Offeror” shall demonstrate minimum of 10 years experience as cited and demonstrate both AV Provider of Excellence and Microsoft

Communications Partner. These credential requirements are specifically for the company and are required and proposals may be deemed unacceptable. The certifications in Attachment A with respect to the key personnel, not the company, are required with the following clarification, a CTS-D and CQD are considered equivalent, and a CTS-I, CST and CQT are considered equivalent so only one of each respective certification would be required by the key personnel position. The InfoComm certification programs are recognized worldwide for AV professionals, other certifications are not being considered unless otherwise specified since we are referencing the most recognized credentials. The PWS stated that equivalent credentials will be accepted for the certified Programmer and DSP.

Q6: Per Solicitation Factor 1: Technical Approach, subfactor (i) on page 29, the solicitation states the requirement to “submit conceptual drawings (70% plan stage drawings) of all six (6) types of conference room styles for the Denver Office, in Architectural D, 24 x 36” format, hard copy.”

Can the Government clarify if Offerors should provide drawings at the size requested (24x36”) for the hard copy submission within a mailing tube or should they be folded and included within the Volume 1 binder?

Can the Government clarify if Offerors should include electronic versions of the drawings as a separate file within the electronic submission rather than inserting them into the Factor 1 document, which may degrade the quality?

A6: The ARCH D drawing sizes should be rolled up and provided in a suitable manner to keep the binder from being overwhelming in size, and a mailing tube is acceptable. The drawings are to be submitted in electronic format in addition to the hard copy. A separate file is encouraged for the drawings and must be clearly labeled.

Q7: Reference: RFQ pages 30 – 31, Factor 3: Key Personnel Experience/ii. Limit Key Personnel, PWS page 17, Key Personnel.

Please clarify what is meant by “alternate and non-alternate” in the RFQ. Offerors are to provide only lead (key) resumes for required positions?

A7: Offeror’s must provide resumes for the key personnel that was identified in RFQ Solicitation document, page 31, where it identifies six (6) key personnel positions. The reference to “alternate” vs.

“non-alternate”, is that the non-alternate individual is the key personnel that is the most likely to perform that role during the contract. The alternate individual is the other key personnel that is the replacement if the first individual is not able to perform duties for some reason or another under the contract.

Q8: We are hoping for clarification for the IDIQ proposal for the BOR Denver Federal Center. Is the equipment referenced in the solicitation and attachments is going to be bid out as new contracts or is it included in this contract.

A8: Offeror shall provide all equipment required for their solution unless identified in Government

Furnished Section and with the caveat we identified that the Offeror must consider if using existing equipment will impact their design, scalability and cost effectiveness of the Offeror’s solution they should not repurpose and provide new. The question is vague as to what “equipment” is being referred to in the solicitation and therefore something we are unable to appropriately respond since details to exactly what pages or equipment are in question and would be impractical for the government to try and assume. In regards to equipment furnished on the contract reference the Government Furnished Section in each of the respective documents. In Attachment C document, refer to Section 5.0. In Attachment E document, refer to Section 6.0. In Attachment A document, refer to Section 16.0.

Q9: Observation: IRT Attachment A – IDIQ PWS, Objective:

The stated objective within the PWS states 4K Video Conferencing – “The Bureau of Reclamation requires audio visual and related media equipment and services to provide the latest and most robust technology that offers the highest level of collaboration and streaming 4K video conferencing with a low cost impact and simplest support operation.” Within individual PWS 5.0 sections, requirements are reduced at individual component level:

Section 5.15 states all displays should support 1920 x 1080p

Section 5.16 states all cameras should support 1080p

Section 5.19 states projectors must support 4K

Attachment C, Task Order 01, Scope 2.3 states that the encoded solution must support the transmission of

4K video.

Attachment C, Task Order 01, Requirement 3.3 states solution must support 4K60.

Question: Is it Reclamation’s intent that overall solution and all individual components support 4K or

4K60 and if so, will Reclamation restate above referenced individual requirements accordingly?

A9: The identified Sections 5.15, 5.16, and 5.19 are the minimum standards required. In accordance with

18.5.2.7, If appropriate, any options or alternatives (e.g. proposing two or more different types of equipment for the Government’s consideration that will achieve the same objective and meet or exceed the Government’s technical requirements).

To further clarify the infrastructure of encoder and decoders, switches, etc. are required to support 4K60 natively so that any future enhancements for 4K would only impact the monitors and not the infrastructure components of the AV solution.

Q10: Depending on the cameras purchased, some GFE cameras maybe reusable. Will the Government provide the version of cameras for the GFE codecs, particularly those for the Polycom Group 300, 500, and 700 systems?

A10: The requested level of detail on versions of cameras is not available. Typically the cameras are various models of Eagle Eye cameras that are part of the Polycom Group. The design solution should standardize the type and model of camera incorporated into the VTC solution.

Q11: Are VPATs in accordance with IDIQ PWS Section 5.27 (VPAT) a deliverable as part of Technical

Response or as deliverable for each Task Order – after IDIQ award?

A11: To clarify, the VPATs are to be provided as part of the Technical Response with your proposals.

Q12: IRT Attachment C, Task Order 01, Requirement 3.4.1 table indicates rooms should have a wireless display (3.4.2.9 Wireless Display).

Question A: Is “wireless display” intended to mean wireless content sharing (as indicated in IDIQ section

5.14)?

Question B: According to GFE – Appendix E, Reclamation has deployed Mersive Solstice with an unlimited Enterprise license edition. Would the reuse of this deployment meet the 5.14 Wireless Content

Sharing requirement?

A12: (Question A) Clarification, the government intended to mean wireless content sharing as per IDIQ

Section 5.14. (Question B) The Mersive Solstice is listed in Appendix E of Sample Task Order #1

(Attachment C), is GFE limited to that 12th floor, Room 1219 Conference Room. The device is suitable for wireless content sharing however is not licensed for all the conference rooms requiring wireless content sharing. The Government is not allied with any single manufacture or brand.

Q13: Reference: Attachment I: Subcontracting for Large Business/Attachment H: Subcontracting

Percentage Worksheet

Question A: Are Attachments H and I excluded from the 15 page count for Factor 4, Subcontracting?

Question B: Can the value of parts supplied from TAA-compliant manufacturers be included in the subcontract plan?

A13: (Question A) Attachment H and I are included in the 15 page count for factor 4.

(Question B) Vendor can include TAA products in their percentage on a subcontracting plan as long as those products are wholly the growth, product, or manufacture of the United or designated country or has been substantially transformed in the US or designated country.

Q14: Is this IDIQ Opportunity a Single or Multiple Award?

A14: Single Award.

Q15: Is the BOR requesting additional service(s) (i.e. VoIP endpoints, Skype for Business) solutions complementary to the A/V services being requested?

A15: In accordance to GFE listing in IDIQ, Section 16.4, the VoIP phones are being furnished and 16.3 that the licensing for Skype for Business is being furnished. To clarify the offeror’s technical solution shall incorporate functional use of said devices/software into their solution design.

Q16: Is the Agency considering an extension for submission for responses?

A16: The government deadline for proposals remains as established in the RFP announcement.

Q17: Attachment A IDIQ PWS Section 5.17 states that a number of medium rooms shall have VTC capabilities. Will any of the large or extra-large rooms have this capability also?

A17: To clarify, the medium rooms stated in 5.17 should have referenced large rooms as per the Sample

Task Order #1 for design requirements in Section 3.4.1, the VTC is limited to large and extra-large conference rooms and not medium.

Q18: Attachment A IDIQ PWS Section 5.12 states the requirements for the room computers. Will the contractor be providing these computers? Will these also be the same computers in the rooms used for

Web conferencing?

A18: The offeror shall provide the required thin client for conference rooms per the Sample Task Order

#1, Section 3.4.1. The thin client will offer users a method to open a Skype for Business session once authenticated onto the network.

Q19: Attachment A IDIQ PWS Section 5.13 mentions occupancy sensing. Is it the intention of the government to have options for all room types to have this capability or just particular types?

If so, what are the types that require this capability?

A19: To clarify the design solution shall have occupancy sensors in all conference rooms except for supervisor and extra-large style conference rooms. The sensors functionality for lighting is still unknown until the construction design build contractor provides lighting design, other functionality is still required to be driven by sensors.

Q20: Attachment A IDIQ PWS Section 5.14 mentions room types with wireless content sharing functionality shall allow for any device to share content within the room and across the network. What are these room types?

A20: To clarify the wireless content sharing capability shall be provided in all conference room types per the Sample Task Order #1, Section 3.4.1. To further clarify the legend for the table has WD identified and was mislabeled as wireless display and is actually referring to wireless content sharing.

Q21: Within Addendum TO 52.212-1(j), the solicitation states that photograph(s) of the completed installation should be included. Would the Government consider removing this requirement so that

Offerors could include references for ongoing projects and/or projects of a sensitive nature where the customer does not permit photographs to be taken?

A21: The requirement shall remain as it goes to show the finish installation quality of workmanship that was performed and goes to show cable dressing quality.

Q22: In terms of the current equipment, with the remodeling is the Government looking for a vendor to tear down then replace the existing equipment?

A22: Refer to Sample Task Order #2, Section 3.4.

Q23: For the outdated video equipment is the Government looking for the same system to be put back into place, or can a new solution be proposed. Ex: Polycom system they currently have, or propose Ricoh UCS Advanced?

A23: In accordance with IDIQ, Section 18.5.2.7, If appropriate, any options or alternatives (e.g.

proposing two or more different types of equipment for the Government’s consideration that will achieve the same objective and meet or exceed the Government’s technical requirements). Refer to Sample Task

Order #1, Section 5.3, with regards to alternate solutions are permitted and shall take into consideration the costs implications on having to acquire a new solution and the investment already undertaken with existing VTC when proposing their solution.

Q24. What criteria will be in place to determine what current equipment that can be reused vs that which must be replaced.

A24: The criteria shall be the responsibility of the offeror to design a scalable solution that shall fully support a 4k60 solution and the burden and risk of incorporating any existing GFE would fall back to offeror as the responsibility to support the GFE components utilized into their technical solution.

Q25: Under this IDIQ how will the government evaluate software and equipment that might be available at time of remodel?

A25: Each Task Order will contain its own evaluation factors, the choice of gear will still be up to the awarded offeror.

Q26: If new software or hardware is authorized under this contract will the government be responsible for the technical vetting process required to install these items on the Government’s network?

A26: Yes. Reference IDIQ, Section 10.0. The offeror would work directly with a government IT Admin personnel to install any software that will operate on our network on government furnished VM servers and would be applicable to the government testing the software for security vulnerabilities. Any critical and high hits would require complete resolution or detailed business justification on an except for consideration. For hardware vetting refer to IDIQ, Section 10.8.

Q27: In the BOR new rooms being remodeled, RFQ talks about just displays, like TVs to run their video equipment. Would the Government consider Interactive boards that would bring in more than just an HD display to their boardrooms?

A27: The government is not entertaining interactive monitors for the Denver Modernization project at this point, however, the potential for other Reclamation offices requiring the interactive monitors is a possible requirement during the contract term.

Q28: After installation, is it the intent of this IDIQ to have dedicated on site contractor staff for maintenance and operation of the AV system?

A28: The current requirements do not require the offeror to have a dedicated staff employee on premise, however the offeror shall provide technical support through a maintenance support agreement as part of the installment Task Order or individuals Task Order for O&M. Refer to IDIQ, Section 11.0. The government will provide Tier 1 and Tier 2 support to end users.

Q29: Is the DOI/BOR looking for full time management of the AV environment after Installation?

A29: No. Refer to Question A28 response.

Q30: Is the winning contractor expected to support the existing technology that is scheduled to be updated while the new technology is being installed?

A30: No.

Q31: Under section 18.3.4 Operation and Maintenance (O&M). This type of Task Order will include providing maintenance and support for existing audio/video, integrated media systems, and production, operations, and identified security cameras and is a continuation of support beyond the initial installation

Task Order after it expires. The initial Task Order for installation will cover a limited time for O&M; the

O&M Task Order is anticipated to be for multiple years of coverage. Replacement parts will be included in this agreement. Is the contractor expected to manage this process.

Is space to be allowed for onsite AV management after the installation for the term of the Contract?

A31: The requirement for having the offeror provide on premise management of the AV gear was not part of the contract requirements. In accordance with 18.5.2.7, If appropriate, any options or alternatives (e.g.

proposing two or more different types of equipment for the Government’s consideration that will achieve the same objective and meet or exceed the Government’s technical requirements).

Q32: Is space to be allocated for spares and supplies to support the AV contract?

A32: The government will consider providing a secure location for hot swappable spare devices. The amount of space to be negotiated based on final technical solution and a reasonable number of components deemed needing onsite storage.

Q33: What level security is required for onsite contractor personnel?

A33: Review Local Clause 1452.237-80.

Q34: Who will be responsible, the Government or the Contractor for the cost of the background checks?

A34: The government will cover the burden of a reasonable number of background checks.

Q35: The Task Order (attachment F) identifies 10 labor categories. Can you provide job descriptions or required qualifications for these?

A35: Attachment F pages four (4) and page five (5) provides this information.

Q36: Is the new equipment expected to be covered under the contracts annual budget or will separate procurements be solicited for future hardware?

A36: To clarify, specifically new components not in existence or additions to a conference room after acceptance of installation, the government will issue a Task Order. For “new” equipment that is required to replace a piece of gear installed by offeror that is covered by the O&M requirement shall not be covered by the government and any expense associated is the burden of the offeror.

Q37: For large businesses priming the opportunity, is there a minimum amount of work (by percentage) the small business subcontractor is expected to do?

A37: Factor 4: Subcontracting identifies the percentages.

Q38: Which additional USBR sites would be considered for future projects?

A38: The IDIQ, Section 2.0 provide web link with a complete list of Reclamation offices and site locations that may be applicable under this contract. The place of performance is listed in IDIQ, Section

17.2.

Q39: Are other DOI Bureau’s able to utilize the contract?

A39: No. This is a Bureau of Reclamation contact.

Q40: Is the Bureau interested in buyback programs of existing hardware for value to put toward new hardware?

A40: In accordance with 18.5.2.7, A technical proposal should address, if appropriate, any options or alternatives (e.g. proposing two or more different types of equipment for the Government’s consideration that will achieve the same objective and meet or exceed the Government’s technical requirements).

Q41: For the displays, it states that it should be 4K with year end of life, but also states 1920x 1080.

Which one is correct?

A41: In IDIQ, Section 5.15 is the minimum standards required for the monitors. In accordance with

18.5.2.7, If appropriate, any options or alternatives (e.g. proposing two or more different types of equipment for the Government’s consideration that will achieve the same objective and meet or exceed the Government’s technical requirements). The reference of 4K with “year end of life” is unclear as where they were referenced together.

Q42: Can you provide a list of GFE equipment that we will be including into the design, including

Polycom VTC model #’s?

A42: The Appendix A though I referenced in Sample Task Order #1, is the complete list of GFE that the government has available to offer. We do not have any additional details available at this time.

Q43: The “Hungry Horse”, “Rio Grande”, and “180‐ A” rooms are mentioned in the PWS and Task

Order 01, but it is not clear which rooms these are on the Architectural drawings. Could the Government refer to these rooms by their loor# and room# as they correspond to the design and development drawing set?

A43: In IDIQ, refer to Footnote #2, the rooms in question are referred that they fall under the extra-large room category. The Hungry Horse and Rio Grande as on the Lobby Level or 2nd Floor. The 180-A conference room is on the 1st floor.

Q44:. Do any of the conference rooms require secure/non‐ secure VTC call capability?

A44: No. We do not require secure VTC.

Q45: Regarding section 5.21 of the PWS‐ this requirement is not clear. Does the Government mean that they would like mute buttons at each seat of the conference table or does the government mean that they would like the mute capability to encompass the entire microphone pickup area of the table?

A45: To clarify, we are not requiring mute buttons at each seat location. The intent is that we are interested in a solution that would ensure the microphone proposed by offeror shall have ability depending on the number of microphones proposed for the various size tables/rooms that pressing any one microphone will mute the entire room.

Q46: Please confirm is low voltage lighting interfaces for all rooms will be Government furnished, and if so what the likely make/model of those interfaces will be.

A46: The lighting type is currently unknown as the final construction design build has not been finalized through the GSA. The lighting may not be incorporated into the final AV design. Q47: Where “existing cable TV service” is required, will the Government be supplying CATV set top boxes or will the AV contractor need to supply these?

A47: The government will furnish the CATV boxes where applicable.

Q48: Please clarify the acronym “VDI”. Are these the same as “TC”?

A48: To clarify VDI refers to Virtual Device Infrastructure, not interface as inadvertently listed in 3.48, the VDI is software technology that separates the desktop environment from the physical client device. To clarify the government's intent is a thin client (TC) is the physical client device to connect to a server from a remote location. The thin client is to be provided as part of the offeror’s technical solution and the government will furnish the VDI.

Q49. Please better define “Wireless display” or “WD”. Are these display devices that are capable of on‐ board wireless connectivity (usually displays that have an integrated processor) or are you referring to

BYOD (bring your own device) solutions that allow a user to wirelessly present to a display device?

8. In section 3.5 of Task order 01, what should the 2 USB connections actually connect to? Is this the desired “TC”? If so, then what will they connect to in the huddle rooms which do not require a “TC”?

A49: Clarification, the government intended to mean wireless content sharing as per IDIQ Section 5.14., not wireless display. The huddle rooms will not have any thin client in them as these rooms will be where users have to bring their own laptop or mobile device to plug in or use the wireless content sharing to display content to the monitor. The USB connections could be used for various uses and not limited to a thin client as not all rooms have a thin client. The use could be as simple as used for charging a mobile device while using the room.

Q50: Although this is Non‐ AV related, can the government please further define the requirement in the statement below:

“Reclamation does have a secure wireless network for employees in addition to our Local Area Network

(LAN). A guest wireless network does not exist today, however we are anticipating implementing a guest network that does not have access to our network and allows a pass through to the Internet and request the

AV contractor to offer as part of the design for how to best create a secure guest wireless network environment.”

A50: The government is asking the offeror’s to propose a best practice concept of a guest wireless network that will provide guest ability to gain access to the Internet without touching our existing internal network and still provide the guests ability to display content to the monitors. The solution should address how the wireless content sharing device is attached to the government network and secure while still providing guest a method to share content.

Q51: Please provide a list of existing Polycom equipment that is currently installed and in use vs. GFE that needs to be installed?

A51: The Appendix A though I referenced in Sample Task Order #1, is the complete list of GFE that the government has available to offer. We do not have any additional details available at this time. The government does not have any firm requirements that existing GFE must be retained, the decision is the burden of the offeror to determine the usability of existing GFE would not impact their scalable 4k60 solution and is supportable under the O&M requirement of the contract.

Q52: Please confirm that all of the GFE Polycom equipment is currently under an existing manufacturer warranty.

A52: The government is unable to validate if any Polycom pieces are still under warranty due to the extensive list. We could only clarify that existing equipment is under a maintenance plan. Any Polycom equipment that would be repurposed shall then reside under the offeror to support and provide any warranty and/or repairs.

Q53: Does BOR expect this IP solution to run on BOR supplied switches or should integrator provide complete infrastructure? If BOR switches, does integrator have input on what will be provided? If not, please provide models.

A53: In reference to IDIQ, Section 2.0, government to furnish Cisco WS-C3750X-48T with POE and 10

GB uplink capability layer 3 switches. In accordance with 18.5.2.7, If appropriate, any options or alternatives (e.g. proposing two or more different types of equipment for the Government’s consideration that will achieve the same objective and meet or exceed the Government’s technical requirements).

Q54: Is the AV integrator responsible for supplying the “Thin Client” for the small through XL rooms? If so what are the minimum requirements?

A54: The requirements shall be determined by the offeror that will provide a robust thin client that shall fully function in accordance to IDIQ, Section 5.12, capable of supporting memory and processor craving applications such as AutoCAD, Geographic Information System (GIS), or other modeling applications. In addition to clarify the offeror shall provide a wireless keyboard and mouse with each thin client.

Q55:(Reference Attachment_C_Task_Order01_PWS.pdf) 2.1 – “The requirement for absolute AV system flexibility by distributing signals over Gigabit Ethernet that allows any combination of input and output endpoints to be interconnected throughout the building". Please clarify if the intent is that every source must be available at every destination at all times at 4K at 60Hz as there could be bandwidth limitations or is it room specific with a single streaming input and output in those rooms?

A55: To clarify, the government is interested in a solution that can offer flexibility and provide us with options to be able to distributes signals of a single stream to multiple meeting rooms. We are not asking for every source be available at every destination.

Q56: Please clarify Under REQUIREMENTS Section 3.5 ‐ "The functionality shall include automatic switching and one touch button capability on HDMI" 16. Please clarify "(2‐ HDMI and 2‐ LAN minimum per cubby)": Are 2 HDMI connections needed in the Huddle Spaces?

A56: To clarify, the minimum HDMI connectors for huddle spaces is two (2) connections. The cable cubby box solution shall incorporate available industry technology of a simply push button function that any user can switch to their own laptop or tablet at any time simply by pushing their own button referencing their HDMI connection within the cubby to display their desktop information on the main display. The auto switching is if only one user plugs in any of the the HDMI connections the system auto detects and automatically switches to display that HDMI connection without user intervention.

Q57: In reference to Page 27:

For Volume I, Reps and Certs the requirement is for no pricing to be included (RFQ page 28), but to fully complete SF 1449, offerors will need to insert pricing into blocks 23 and 24. Please clarify.

Further per RFQ…incorporate other volumes by reference for Vol I, but do not physically include them. This indicates a third binder will be needed. Please clarify.

Technical response requires no pricing to be included (RFQ page 30). Instructions for hard copies are to provide sections II – VI (Factors 1 – 5).

Section VII (Factor 6, Price), would need to be provided in a separate binder, correct? Or, if pricing is permitted in Vol I, Reps and Certs, two binders would be sufficient as one binder would encompass Reps and Certs/Pricing and the second binder for non-price.

With these conflicting instructions, please confirm which organization of binders and material is acceptable to the government for hard copy submission:

A57: Amendment will be issued to clarify this section to read as follows:

(a) Arrangement of Proposal. The proposal shall consist of no more than five (5) binders, physically separated into chronological sections, individually titled as stated below…

(b) Separation of Sections. One (1) complete proposal containing Sections I through VII will be provided and will be incorporated into the official contract file, this is binder one (1). Four (4) copies of the offerors proposal containing Sections II through VI will be provided for technical review purposes, these will be considered binders two (2) through five (5).