R17PS00515.pdf

Special Notice: Bureau of Reclamation Industry Day Notice – Conference Room Technology and Collaboration Tools

Dates: March 20, 2017 through March 22, 2017

General Information:

The Department of the Interior, Bureau of Reclamation (Reclamation) plans to conduct an Industry Day to promote a meaningful exchange of information and provide industry an opportunity to present and showcase what innovative technology options are currently available in the market for scalable audio/video (AV) solutions for conference rooms.

The Industry Day will be held at the Bureau of Reclamation, Denver Federal Center, Building 67, Denver, CO 80225.

Vendors will sign up for a ninety minute time slot and may start setting up one hour prior to their starting time and will have thirty minutes for teardown. Vendors may contact Rex Amicone at ramicone@usbr.gov to register. Walk-ins will not be permitted.

Registration for this event will close on March 14, 2017 at 2:00PM Mountain Standard Time or until all time slots are filled. Registration is limited to four (4) representatives from each organization. All expenses associated with attendance will be the responsibility of the participant(s).

Conference Room Technology and Collaboration Tools

NAICS Code: 334310-Audio and Video equipment manufacturing

Contracting Points of Contact:

Rex Amicone, Contracting Officer ramicone@usbr.gov Technical Points of Contact:

Barry Waryanka bwaryanka@usbr.gov

Description:

The Denver Office serves a diverse set of approximately 1,000 employees located on the Denver Federal Center. Reclamation’s environment is a multiple story, concrete structure with conference rooms spread across all floors and subnets within our network. The organization is undergoing a building modernization effort to consolidate office space and is seeking to replace its current ad-hoc audiovisual equipment to improve quality and operability during meetings and collaboration sessions. Reclamation is exploring options for audio visual and related media equipment and services to provide the latest and most robust technologies that offer the highest level of collaboration and video conferencing with the lowest cost impact and simplest operation.

mailto:ramicone@usbr.gov

A high-level view of the estimated number and types of conference rooms being considered:

Room Type Room Size Occupancy # Rooms

Phone Booth 20 sq ft 1 36

Huddle 110 sq ft 4 18

Small 195 sq ft 6 18

Medium 392 sq ft 16 19

Large 656 sq ft 26 16

XL-Large Varies Varies 3

Supervisor 120 sqft 2 50

The presentation should consider discussion points on the following elements:

• Enterprise solutions, centrally managed

• Wireless display solutions

• Multiple screen sharing capabilities

• Monitor sizing and number of monitors based on room dimensions

• Scheduling touch panels that integrate with Google for Government Calendar and have open API for other email clients

• Room control panels - simple gui interface icons

• Room utilization and analytics

• Open API solutions for Webinars and VTC components

• Integration requirements

• Maintenance/service plans, multi-year SKUs

• Remote management/help desk support

• ADA considerations

• Training modules

• Licenses

• Warranties

• The extra-large rooms are multi-purpose seating arrangement style rooms and range in size from 1050-1400 sqft.

• The quantity includes: Hungry Horse (1295 sq ft), Rio Grande (1398 sq ft), and 180-A (1082 sq ft) rooms.

• The supervisor room is not a conference rooms however we want to explore the ability to wireless display to a wall mounted monitor for quick impromptu to collaboration meetings in the supervisor's office.

Respondents to this Industry Day consent to Reclamation incorporating any submitted ideas, concepts, approaches, or strategies into any planning, design, procurement, or contractual activities related to any aspect of the project without any obligation, liability, or consideration on the part of the Government. The Government will not be responsible for any costs incurred by any vendor in responding to this Industry Day.

Reclamation is under no obligation to acknowledge receipt of the information received or provide feedback to vendors with respect to any information the vendor submitted. The event is an open exchange with industry and no answers given will be considered official or binding on the part of the Government. Vendors will be required to adhere to the scheduled start and end times, that they select, and no changes can be made due to other commitments.

This industry day shall not be considered as a request for proposal or as an obligation on the part of the Government to acquire any products or services. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of the contractor’s participation in this industry day or the Government's use of such information. The Government reserves the right to reject, in whole or in part, any contractor's input resulting from this industry day. No contract will be awarded as a result of this industry day. Data submitted in response to this industry day will not be returned.

Please be aware that we do not have guest internet access that is accessible within our network. If you need access for your presentation then you must provide a suitable solution for your own Internet access. The Denver Federal Center is a secure campus and will require each vendor attendee to have a valid government-issued picture identification. Allow sufficient time for both the main gate and building registration points. Vendors will be provided access to the presentation conference room one hour prior to their reserved start time, in which they may be onsite to set up and work out any technical issues with their presentation.

Presentation should address at a minimum the following:

1. Describe what differentiates your firm and AV software from its top three competitors.

2. Describe your firm’s capabilities and limitations in the AV industry.

3. Identify any certifications your company or staff retain that would be important for a large scale implementation compared to a competitor.

4. Describe what programs or offerings you could provide to the government and any published price list or other applicable volume discounts.

5. Describe your service options and service model with respect to response times to incident service calls.

6. Define your maintenance packages for multi-year options, and describe technical support and software maintenance.

7. Describe your experience in integrating your scheduler touch panels with Federal Government-version of Google Calendar.

8. Describe your implementation methodology, what makes your approach unique.

9. Identify any third-parties that your company might be dependent upon to deliver your offering such as software, design, engineering, implementation, servicing, hosting, etc.

10. Describe how your firm would handle communication with our Design-Build and furniture contractors to ensure each other's requirements and installation are properly coordinated to avoid conflicts and delays to the project.

11. Describe options for hiding power, voice and data to tables.

12. Describe how you would best plan for an engagement that requires multiple phases for installation over a period of multiple years.

13. Describe practicality of only using a wireless display solution in the rooms and the benefits to having hard-wired connections at the table to be able to hook up and display content.

14. Describe what options exist with multiple displays, to allow for the ability to control each monitor independently or the ability to simultaneously share display across all displays, notably with a wireless solution.

15. Describe any ADA concerns that we should be considering and related solutions.