RFI - ICEOCIO-VTC-12112023.pdf

Office of Acquisition Management

U.S. Department of Homeland Security 500 12th Street, SW Washington, D.C. 20536 Washington, DC 20536

1.0 General Information

This Request for Information (RFI) is being issued to assist the Department of Homeland Security (DHS), Immigration and Customs Enforcement (ICE), Office of Acquisition (OAQ) to locate small businesses with the capability to acquire and install Audio and Visual (AV) equipment. ICE is specifically interested in GSA Multiple Award Schedule holders who are small businesses. However, ICE will review all submissions regardless of vendor status. This RFI is issued solely for information and planning purposes (market research) and does not constitute a solicitation (Request for Proposal or Request for Quotation) or a promise to issue a solicitation in the future. This RFI does not commit the Government to contract for any supply or service whatsoever. Furthermore, the Government is not, at this time seeking proposals and will not accept any unsolicited proposals. Respondents are advised that the Government will not pay for any information or administrative costs incurred in response to this RFI. All costs associated with responding to this RFI will be solely at the responding party’s expense. Not responding to this RFI does not preclude participation in any future solicitation, if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. The information provided in this RFI is subject to change and is not binding on the Government. All submissions become Government property and will not be returned.

Proprietary information will be safeguarded in accordance with the applicable Government regulations. Responses to this RFI may be reviewed by Government technical experts drawn from staff within DHS/ICE and other Federal agencies.

2.0 Description

ICE is pursuing a single award vehicle that will provide streamlined solutions for its AV requirements. ICE plans to consolidate its AV requirements into various standardized system packages that can be acquired and installed nationwide. The system packages represent the base of the technology solution for each room. Once the award has been made for the vehicle, ICE and the awardee will select one or multiple system packages (at the order level) based on the room size and need of the site.

ICE’s Information Technology (IT) infrastructure currently can only support Cisco and Polycom video tele-conference (VTC) equipment therefore the packages will specifically request Cisco and Polycom solutions. ICE plans to categorize its packaged solutions by brands and size of space where the equipment will be installed. It is expected that the contractor might need to perform simultaneous installations at various sites across the nation.

Companies will be expected to propose a list of equipment and installation for each package that will meet the minimum required specifications below.

Sample Packages (This is only a sample, ICE plans to expand this set of packages):

Package A: Personal Office; 100-150 square feet:

• System supports 1 x display (not included – need to add system option package).

• System does not support expansion to incorporate additional displays and inputs.

• 1 x Flat panel display wall mount will be installed.

• 1 x Universal Serial Bus (USB) Camera and microphone array system will be provided.

• 1 laptop connection will be provided for the desk.

• The vendor shall provide and install any wall reinforcement where necessary.

• The vendor shall provide and install all the audio/video cabling. The vendor will conceal all cabling as best as possible by running the cabling within the walls and ceiling and using existing site provided conduit or by using above the floor cable conduit.

• The vendor shall provide on-site training.

• The vendor shall provide 1-year warranty on all parts and labor.

Package B: Cisco Room Bar for Small Space; 150-200 square feet:

• System supports 2 x display (not included – need to add system option package).

• System will be mounted to wall or above or below the display.

• 1 x Cisco Room Bar system will be provided.

• 1 x Flat panel display wall mount will be installed.

• 1 laptop Bring Your Own Device (BYOD) connection will be provided to conference room table.

• Laptop connection support laptops, desktops, and smartphones with adapters.

• Users will have ability to share laptop video/audio across video calls.

Package C: Cisco Room Kit EQ Quad Camera for Medium Space 200 – 350 square feet:

• System supports 2 x display (not included – need to add system option package).

• 1 x Cisco EQ Quad Camera system will be provided.

• System will be mounted to wall or above or below display.

• 1 x Flat panel display wall mount will be installed.

• 1 laptop BYOD connection will be provided to the conference room table.

• Laptop connection support laptops, desktops, and smartphones with adapters.

• Users will have ability to share laptop video/audio across video calls.

Package D: Cisco Room Kit EQ with Pan-Tilt-Zoom (PTZ) Camera & Ceiling Speakers for Large Space 350- 500 square feet:

• System supports multiple displays (not included – need to add system option package).

• 1 x Cisco Room EQ will be provided.

• 1 x PTZ high-definition camera will be installed.

• 1 x micro tilt display wall mount will be installed.

• 1 laptop BYOD connection will be provided for the room.

• Laptop connection support laptops, desktops, and smartphones with adapters.

• Users will have ability to share laptop video/audio across video calls.

• 2 x Ceiling microphones will be installed.

• 4 x Ceiling speakers will be provided for audio playback.

• Audio processor will be provided to route all audio signals.

• 1 x wireless touch panel will be installed for control in the room.

• 1x Barco Clickshare will be installed.

• With the press of any activity preset button the system will turn on and show video from that corresponding device.

• Alternately, users can either plug in their laptop or simply start dialing a remote participant and the system will automatically turn on.

• System will be configured to turn off when either the laptop is unplugged, or the call is completed.

• All equipment will be installed behind the display so no AV rack will be needed.

• The vendor shall provide and install any wall reinforcement where necessary.

• The vendor shall provide and install all the audio/video cabling. The vendor will conceal all cabling as best as possible by running the cabling within the walls and ceiling and using existing site provided conduit or by using above the floor cable conduit.

• The vendor shall provide on-site training.

• The vendor shall provide 1-year warranty on all parts and labor.

Package E: Cisco Room Kit EQ w/ PTZ Camera & Ceiling Speakers for X-Large Space 500- 650 sq ft:

• System supports multiple displays (not included – need to add system option package).

• 1 x Cisco Room EQ will be provided.

• 1 x PTZ high-definition camera will be installed.

• 1 x micro tilt display wall mount will be installed.

• 1 laptop BYOD connection will be provided for the room.

• Laptop connection support laptops, desktops, and smartphones with adapters.

• Users will have ability to share laptop video/audio across video calls.

• 2 x Ceiling microphones will be installed.

• 4 x Ceiling speakers will be provided for audio playback.

• Audio processor will be provided to route all audio signals.

• 1 x wireless touch panel will be installed for control in the room.

• 1x Barco Clickshare will be installed.

• With the press of any activity preset button the system will turn on and show video from that corresponding device.

• Alternately, users can either plug in their laptop or simply start dialing a remote participant and the system will automatically turn on.

• System will be configured to turn off when either the laptop is unplugged, or the call is completed.

• 1x AV rack with proper ventilation to house all equipment.

• Option to add partition sensor if needed.

• The vendor shall provide and install any wall reinforcement where necessary.

• The vendor shall provide and install all the audio/video cabling. The vendor will conceal all cabling as best as possible by running the cabling within the walls and ceiling and using existing site provided conduit or by using above the floor cable conduit.

System Display Option 1 Package:

• 55-inch 4K Commercial Display

• 1 x 55-inch 4K commercial display will be provided.

• 1 x Flat or micro tilt display wall mount will be installed.

System Display Option 2 Package:

• 65-inch 4K Commercial Display

• 1 x 65-inch 4K commercial display will be provided.

• 1 x Flat or micro tilt display wall mount will be installed.

System Display Option 3 Package:

• SMART Board display 65-inch Interactive 4K Ultra High Definition (UHD)

• 1 x 65-inch 4K UHD SMART Board display

• 1 x Flat or micro tilt display wall mount will be installed.

3.0 Information Requested

Companies capable of proposing to the sample requirements outlined in Section 2 (Description) are invited to submit feedback to this RFI. ICE is looking for vendor capabilities and feedback on the structured requirement.

DHS/ICE requests information regarding your company’s ability to meet the requirements, history experience, and whether you can meet the requirement on an established GSA contract. ICE is also interested in hearing feedback on whether our approach (in Section 2) to meet our AV requirements is achievable and realistic or any alternate solutions that the industry may offer.

Document Format:

Each submission shall follow the guidelines below:

o Please submit all responses via with RFI Title# ICEOCIO-VTC-12162023 o All submissions must be documented in Microsoft Word and completely unrestricted.

o Responses to RFI are limited to ten (10) US Letter (8.5 inches x 11 inches) pages not including catalogs, pricing, sample contracts, or brochures.

o Responses must include:

o Name, address, and company website o Name, telephone, title, and email address of main point of contact.

o Unique Identifier Number & Commercial and Government Entity number (Cage) o Overview of Relevant Company history, including business size, ownership status (foreign or domestic).

o List any pertinent Federal Government Schedule (GSA Multiple Award Schedules) o Submit evidence that your company is an authorized dealer or reseller of Cisco and Polycom AV equipment and services.

o Clear Markings of all company proprietary information, performance capabilities, and future modifications.

4.0 Submission Details

Questions relating to RFI should directed exclusively by email to the POC listed below before 12/18/2023, 4:00 pm EST.

Companies wishing to respond to this RFI should send responses via electronic mail no later than 12/27/2023 at 4:00 PM Eastern Time.

Submission POCs:

Contracting Officer: Isaac Raymondi Email: Isaac.Raymondi@ice.dhs.gov Phone: (771) 200-7039

Contract Specialist: Charles Brown Email: Charles.Brown@ice.dhs.gov Phone: (202) 924-6926 mailto:Isaac.Raymondi@ice.dhs.gov mailto:Charles.Brown@ice.dhs.gov