Request For Information 18F Audio Video Conference.pdf

FOR INFORMATIONAL PURPOSES ONLY

REQUEST FOR INFORMATION

General Services Administration

Office of Administration Services (OAS) Office of Internal Acquisition (OIA)

RFI # 47HAA024I0002

Video Conferencing Solutions

December 6, 2023

GENERAL INFORMATION:

Document Type Request for Information (RFI) 1800 F Video Conferencing Solutions

Points of Contact:

Carolyn Turner - H1AW Contracting Officer Office of Internal Acquisition carolyn.turner@gsa.gov 202-501-2867

DISCLAIMER:

THIS IS A REQUEST FOR INFORMATION (RFI) NOTICE FOR MARKET

RESEARCH ONLY. THIS IS NOT A REQUEST FOR PROPOSAL. THIS IS NOT A

SOLICITATION.

The purpose of this RFI is to gain knowledge of the interests, capabilities, and qualifications of various companies. It is not to be construed as a commitment by the Government. A contract will not be awarded because of this RFI.

mailto:carolyn.turner@gsa.gov mailto:carolyn.turner@gsa.gov

No reimbursement will be made for any costs associated with providing information in response to this RFI or any follow up information requests. Failure to respond will not in any way prevent a potential offeror from participating in future solicitations. All information provided will be given consideration and may influence the development of future solicitation requests. The General Services Administration (GSA), Office of Administrative Services OAS), is issuing this RFI notice to measure the interest and availability of vendors that can provide input based on the government’s need as stated below:

OBJECTIVE:

Our goal is to implement a unified platform for Video Conferencing Solutions to enhance the user experience in 80 conference rooms at GSA’s Central Office at 1800 F Street NW, Washington, DC. This technology will have similar capabilities to enable a modern, hybrid working environment so that users in conference rooms and teleworking have comparable experiences. This integrated solution will enhance collaboration, optimize working conditions, improve productivity and decision making. The project is intended to enhance communication capabilities within the GSA by providing state-of-the-art video conferencing technology.

SCOPE:

The purpose of this Request For Information (RFI) is to gather information/pricing for a unified platform that encompasses the integration and optimization of a comprehensive system, incorporating video conferencing solutions, digital signage capabilities, and the seamless integration of environmental and sensor data. This initiative is aimed to create a cohesive and efficient environment, enhancing communication, information dissemination, and real time monitoring for improved operational effectiveness.

REQUIREMENTS:

This notice is for informational purposes only and does not constitute a solicitation or Request for Quote. The government (GSA) anticipates services in the following functional areas:

1. Interface

1. Ability to join third-party meetings (GSA currently uses Google Meet, MS

Teams, Zoom, Webex) seamlessly with a just a few “clicks”

2. Touch screen (no need for laptop or phone)

3. Ability to be wireless or hardwired

4. Ability to connect (wirelessly and via USB/HDMI) to a laptop or tablet to share screens.

5. Current and future integration to other existing GSA systems through APIs

6. One button to push functionality

2. Video

1. Wide angle HD camera(s)

2. Position tracking/split-screen

3. Auto-enhance

4. 4k resolution

3. Audio

1. Stereo/spatial

2. Noise detection and suppression

3. Extendable/wired tabletop mics (when needed)

4. Monitors

1. 4k display(s) (multiple for medium & large rooms)

2. Touch screen enabled (when recommended)

3. Sized to accommodate room dimensions/configuration

4. Digital signage compatible (touch screen and network capable)

5. Wall mounted where possible

5. Integrated digital whiteboard (large rooms)

1. Network capable

2. Wall mounted where needed

6. Open-collaborative area solution

1. Free-standing/movable

2. Integrated interface/audio/video capabilities as listed above

7. Upon delivery of the procured equipment, the vendor will provide:

a. Unboxing, Installation/Setup and Configuration of all equipment solutions

b. Assembly of any mobile carts

c. Assembly and installation and configuration of video conferencing equipment solutions per assigned conference room

8. Testing and commissioning of installed equipment

9. Cable management organized to avoid trip hazards

10. Provide Training (ie train the trainer) and “How to Use” guides

Integration Capabilities with current technologies:

1. Ability to track or control (either through native capabilities or through integration with other systems) room occupancy, room temperature or environmental conditions, room availability and capacity, and integration with building automation systems

2. Conference call capability (to an external phone line)/Integration with customers VOIP system

3. Data should be accessible in the room on a monitor, tablet or like-console device. For example, could temperature or other room related data be integrated from other GSA systems (such as Maximo, Trirega or Agilequest) to submit an alert or service call (through ServiceNow) about the temperature of the space.

Provide collaborative Audio Visual (AV) solution for conference rooms located at GSA headquarters, 1800 F NW Washington DC. The conference rooms are broken down into 4 categories as outlined below:

● Small - suitable for 2 - 4 people each (196 sf) quantity- 40

● Medium - suitable for 5 - 8 people each (270 sf) quantity- 26

● Large - suitable for 9 - 24 people each (500+ sf) quantity- 14

● Open collaborative area solution - (free standing moveable) quantity- 7

IT Security Requirements

See Security and Privacy Requirements for IT Acquisition Efforts for IT Security requirements.

All offerings must comply with GSA IT Security policies as well as FedRamp if offerings are cloud-based or have cloud-based components.

Technical Questions/Information Gathering from Industry

GSA IT is seeking interested vendors who can provide feedback and/or recommendations per the scope of work/technical requirements referenced above to ensure that the Government’s requirements/tasks are clearly written so that a solicitation can support obtaining competitive commercial solutions.

Interested vendors shall provide a vendor capability statement, a demonstrated commercial solution and technical experience for this requirement, including relevant scope in terms of its size, complexity and magnitude to the tasks/activities to be performed under this requirement.

The Government requests interested parties to submit a written response to the RFI questions and statements listed below:

1. A Technical Capability Statement and/or brief narrative describing how your company would implement the requirements outlined within the RFI;

https://insite.gsa.gov/system/files/Security-and-Privacy-Requirements-for-IT-Acquisition-Efforts-%5BCIO-IT-Security-09-48-Rev7%5D-07-25-2023.pdf

2. Based on the intended video conferencing needs, please provide recommendations on which procurement vehicle would be best suited to successfully fulfill all the requirements within a Draft Statement of Objectives (SOO); and

3. Please provide a Rough Order of Magnitude (ROM) total cost, broken down per room size unit cost, for the suggested level of effort needed to support each requirement as outlined.

4. Please provide any supply chain concerns you are aware of that may impact your ability to fulfill this requirement in the next 12-18 months.

SUBMISSION INSTRUCTIONS and FORMATTING REQUIREMENTS

RFI RESPONSES:

a) RFI General Questions and Feedback:

Vendors are encouraged to submit general questions and feedback to help GSA to strengthen its requirement. Questions and feedback shall be limited to one (1) page. Questions related to the RFI must be made in writing and directed to Carolyn Turner via email at carolyn.turner@gsa.gov no later than 12:00 PM EST, December 13, 2023. The government (GSA) reserves the right to not respond to Vendor questions prior to the RFI close date.

b) Response Submission Vendors shall submit responses to the RFI as an attachment via email, no later than 12:00 PM, EST, Tuesday, January 2, 2024. Responses shall be submitted to the Contracting Officer, Carolyn Turner at Carolyn.turner@gsa.gov. Responses shall not exceed 25 pages. Narrative portions of submissions are limited to 8.5 x 11 inches, with 1-inch margins, printable, shall be typewritten and presented in MS Word or PDF format (minimum of 12 point, Times New Roman or Arial font).

All responses received after the due date will not be considered. The Government is not obligated to review responses to the RFI received after the deadline specified above. Please be advised that all submissions become Government property and will not be returned. Only electronic submissions in “MS Word or PDF format” file formats will be accepted.

c) Responders to this RFI must provide the following information as part of the RFI response submission:

• Name of Company

• Point(s) of contact, address, telephone number, email address,

• SAM Unique Entity Identifier (UEI) Number

• NAICS Code mailto:Carolyn.turner@gsa.gov

• Any socio-economic status claimed by the vendor.

• Applicable Contract Vehicles (e.g., GSA Schedule, GWAC, BPAS, etc.)

• Please indicate whether if you can provide these services MAS or Open Market.

• High level description of client base for similar services

• Do you have one current client of similar services and size?

• Do you have one former client of similar services and size?

• Number of customers

• Geographic distribution of customers

• Who is your largest customer?

• Potentials for conflict of interest in the customer base.

● Length of experience

• Pricing model information is requested.

PUBLIC RECORDS AND REQUESTS FOR CONFIDENTIALITY:

Any document submitted that contains confidential information must be watermarked as containing confidential information, and each page upon which confidential information appears must be marked as containing confidential information. The confidential information must be clearly identifiable to the reader wherever it appears.

COPYRIGHTS

By submitting a response, the vendor agrees that the government may copy the response for purposes of facilitation of review or to respond to requests for public records. The vendor certifies that such copying will not violate any copyrights in the materials submitted.

CONTENT OF RESPONSES

Responses should be based on the material contained in this RFI and any other relevant information the vendor thinks is appropriate. Responses will not be returned.

COST TO VENDORS

The government is not responsible for any costs incurred by a vendor in relation to the preparation of a response to this RFI.

NO OBLIGATION TO ISSUE REQUEST FOR QUOTE

The issuance of this RFI does not obligate the government in any way to issue an RFQ for the services described.