RFQ_FL AV Upgrades_RFQNIAID2102124.pdf

FL Conference Center & Bio-Viz Lab AV Upgrades Request for Quote: RFQ-NIAID-2102124

REQUEST FOR QUOTE (RFQ)

Solicitation Number RFQ-NIAID-2102124

Title:

Fishers Lane Conference Center and Bio-Visualization Lab Audiovisual Upgrades

Conducted under Federal Acquisition Regulation (FAR) Parts 12, 13, and Subpart 13.5

Issued by:

Department of Health and Human Services (HHS), National Institutes of

Health (NIH), National Institute of Allergy and Infectious Diseases (NIAID)

Released 12/16/2021

RFQ TABLE OF CONTENTS

PART 1 – THE SCHEDULE

SECTION A – COMBINED SYNOPSIS/SOLICITATION

SECTION B - SUPPLIES OR SERVICES AND PRICES

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

SECTION D - PACKAGING, MARKING AND SHIPPING

SECTION E - INSPECTION AND ACCEPTANCE

SECTION F - DELIVERIES OR PERFORMANCE

SECTION G – PURCHASE ORDER ADMINISTRATION DATA

SECTION H - SPECIAL PURCHASE ORDER REQUIREMENTS

ARTICLE H.1. CORONAVIRUS DISEASE 2019 RETURN TO PHYSICAL WORKSPACE

ARTICLE H.2. ELECTRONIC AND INFORMATION TECHNOLOGY ACCESSIBILITY NOTICE

PART II – PURCHASE ORDER CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION J - LIST OF ATTACHMENTS

PART IV - REPRESENTATIONS AND INSTRUCTIONS

SECTION K - REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF QUOTERS

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO QUOTERS

ARTICLE L.1. GENERAL INFORMATION

a. AWARD ON INITIAL RESPONSES

b. EXCHANGES WITH BEST SUITED QUOTER

c. TYPE OF CONTRACT AND NUMBER OF AWARDS

d. COMMUNICATIONS PRIOR TO PURCHASE ORDER AWARD

e. SPECIAL NOTICE TO QUOTERS

ARTICLE L.2. INSTRUCTIONS TO QUOTERS

a. GENERAL INSTRUCTIONS

b. QUOTER QUESTIONS

c. QUOTE SUBMISSION DEADLINE

d. ADDITIONAL INFORMATION

e. QUOTE CONTENT

f. VOLUME TABLE

ARTICLE L.3 VIRTUAL SITE VISIT

ARTICLE L.4. PREBUILD DRAWING SET

ARTICLE L.5 BRAND NAME OR EQUAL

ARTICLE L.6. TECHNICAL SUBMISSION INSTRUCTIONS (VOLUME I)

ARTICLE L.7. PRICE/BUSINESS SUBMISSION (VOLUME II)

SECTION M - EVALUATION FACTORS FOR AWARD

ARTICLE M.1. BEST VALUE EVALUATION

ARTICLE M.2. EVALUATION CRITERIA

a. TECHNICAL EVALUATION CRITERIA

b. TECHNICAL RATINGS DEFINITIONS

c. PRICES

PART I – THE SCHEDULE

SECTION A - COMBINED SYNOPSIS/SOLICITATION

This notice is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6 “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as applicable, and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation document will not be issued. The National Institute of Allergy and Infectious Diseases (NIAID) is seeking a contractor to provide the procurement, installation and support services for an audiovisual (AV) event space consisting of eight meeting rooms (Conference Center), a central video production system (Video operations center), and digital signage for wayfinding. In addition, there are two additional meeting spaces support Bio-Visualization. Submit quotes on RFQ-NIAID-2102124.

This solicitation is a request for quotes (RFQ). The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2022-01 effective December 6, 2021. The associated North American Industry Classification System (NAICS) code for this procurement is 541519 Other Computer Related Services with a small business size standard of $30.0 Million. This acquisition will be awarded under Simplified Acquisition Procedures, FAR Subpart 13.5 – Simplified Procedures for Certain Commercial Items and is a total small business set aside. The Government anticipates awarding a single Firm Fixed Priced purchase order.

The Government will award one firm fixed price purchase order resulting from this solicitation to the vendor whose quotation conforms to the solicitation and represents the best value to the government.

Evaluations will be performed in accordance with the evaluation criteria outlined in Sections L and M in the RFQ. NIAID will make a Best Value Determination in consideration of technical and price.

If you have questions regarding this requirement, please submit inquires immediately, but no later than Monday, January 3, 2022 5:00 PM EST. The Government will issue an amendment to the RFQ responding to questions, if needed. All questions shall be sent to Tamara McDermott at tamara.mcdermott@nih.gov. Quotes must be submitted via email to the Contracting Officer, Tamara McDermott, at tamara.mcdermott@nih.gov on or before Tuesday, January 11, 2022, 5:00 pm EST.

There will be a virtual site visit for prospective quoters on Wednesday, December 29, 2021 3 pm EST – 5:30 pm EST.

In accordance with 52.212-1, Instructions to Offerors, paragraph (f), quotes received after the established closing date will be viewed as late, and therefore not considered. Quoters must follow the instructions including 52.212-1 and the supplemental instructions. Quoter must be registered in the System for Award Management (SAM) prior to award of a purchase order. Quoters may access SAM at https://sam.gov. Clause 52.212-4 - Contract Terms and Conditions, applies to this solicitation.

See section L of this RFQ for further instructions. Quotes shall be good for 90 calendar days from the date of submission.

mailto:tamara.mcdermott@nih.gov https://sam.gov/

SECTION B - SUPPLIES OR SERVICES AND PRICES

ARTICLE B.1 BRIEF DESCRIPTION OF SUPPLIES OR SERVICES

NIAID AV operations rely on a complex set of AV equipment, programs, and trained support staff to manage 900+ conferences per year. NIAID’s Operations and Engineering Branch (OEB) has a requirement to purchase replacement AV equipment and installation services for the Fishers Lane Conference Center and two additional meeting spaces (Bio Visualization Lab) located in Rockville, Maryland. The AV equipment must be upgraded within the Fishers Lane building to support next-generation meetings and AV technologies. The goal of this work is to upgrade the outdated equipment within the Conference Center and Bio Visualization Lab and standardize the design and capabilities with other conference rooms across NIAID. This solution will be fully interoperable with existing NIAID conference room systems and other telecommunications systems, including Microsoft Teams and Zoom. To fulfill this need, NIAID is seeking a contractor to provide the procurement, installation and support services as described in the Statement of Work (SOW); enabling OEB’s AV Team to provide a turn-key AV event space consisting of eight meeting rooms (Conference Center), a central video production system (Video operations center), and digital signage for wayfinding. In addition, there are two additional meeting spaces supporting Bio Visualization.

ARTICLE B.2 PRICES

a. The total fixed price of this purchase order is $ TBD .

b. Upon delivery and acceptance of the item(s) and/or service(s) specified in the DELIVERY Article in

SECTION F and described in SECTION C, the Contractor shall be paid as follows:

PAYMENT SCHEDULE

Description of Service or Item to be Delivered Percentage (%) of Total Fixed-Price Amount to be Paid

Total Payment Amount

75% of equipment received by contractor and verified by NIAID at contractors staging/configuration facility. MAC addresses and equipment list per room provided to NIAID.

20% TBD

All equipment installed/verified/accepted by NIAID for BioViz and 1st floor Conference Center

30% TBD

All equipment installed/verified/accepted by NIAID for Garden Level conference center

30% TBD

All punch list items complete and all documentation received/verified by NIAID

20% TBD

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

ARTICLE C.1 STATEMENT OF WORK (SOW)

Independently and not as an agent of the Government, the Contractor shall be required to furnish all the necessary services, qualified personnel, material, equipment, and facilities, not other provided by the Government, as needed to perform the Statement of Work, dated December 13, 2021, attached hereto and made a part of this Solicitation (See Section J - LIST OF ATTACHMENTS).

SECTION D - PACKAGING, MARKING AND SHIPPING

All deliverables required under this purchase order shall be packaged, marked and shipped in accordance with Government specifications. At a minimum, all deliverables shall be marked with the purchase order number and Contractor name. The Contractor shall guarantee that all required materials shall be delivered in immediate usable and acceptable condition.

SECTION E - INSPECTION AND ACCEPANCE

a. The Contracting Officer or the duly authorized representative will perform inspection and acceptance of materials and services to be provided.

b. For the purpose of this SECTION, ____To be specified at time of award_____ is the authorized representative of the Contracting Officer.

c. Inspection and acceptance will be performed at:

• 5601 Fishers Lane

Rockville, MD 20852

• Contractor’s staging/configuration facility

d. Acceptance may be presumed unless otherwise indicated in writing by the Contracting Officer or the duly authorized representative within 30 days of receipt.

SECTION F - DELIVERIES OR PERFORMANCE

ARTICLE F.1 PERIOD OF PERFORMANCE

The period of performance of the purchase order shall be from date of award, estimated January 24, 2022, through September 30, 2022.

ARTICLE F.2. DELIVERIES

a. Satisfactory performance of the final purchase order shall be deemed to occur upon performance of the work described in the Statement of Work Article in SECTION C of this purchase order and upon delivery and acceptance by the Contracting Officer, or the duly authorized representative, of the items identified in the Statement of Work in accordance with the applicable delivery schedule.

b. The Government requires completion of all work described in the Statement of Work by September 30, 2022.

SECTION G -PURCHASE ORDER ADMINISTRATION DATA

ARTICLE G.1. CONTRACTING OFFICER REPRESENTATIVE (COR)

The following Contracting Officer Representative (COR) will represent the Government for the purpose of this purchase order:

To be specified at time of award

The COR is responsible for: (1) monitoring the Contractor's technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements; (2) interpreting the statement of work and any other technical performance requirements; (3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this purchase order; and (5) assisting in the resolution of technical problems encountered during performance.

The Contracting Officer is the only person with authority to act as agent of the Government under this purchase order. Only the Contracting Officer has authority to: (1) direct or negotiate any changes in the statement of work; (2) modify or extend the period of performance; (3) change the delivery schedule;

(4) authorize reimbursement to the Contractor for any costs incurred during the performance of this purchase order; (5) otherwise change any terms and conditions of this purchase order; or (6) sign written licensing agreements. Any signed agreement shall be incorporated by reference in Section K of the purchase order.

The Government may unilaterally change its COR designation.

ARTICLE G.2. KEY PERSONNEL, HHSAR 352.237-75 (December 2015)

The key personnel specified in this purchase order are considered to be essential to work performance.

At least 30 days prior to the contractor voluntarily diverting any of the specified individuals to other programs or contracts the Contractor shall notify the Contracting Officer and shall submit a justification for the diversion or replacement and a request to replace the individual. The request must identify the proposed replacement and provide an explanation of how the replacement's skills, experience, and credentials meet or exceed the requirements of the purchase order (including, when applicable, Human Subjects Testing requirements). If the employee of the contractor is terminated for cause or separates from the contractor voluntarily with less than thirty days’ notice, the Contractor shall provide the maximum notice practicable under the circumstances. The Contractor shall not divert, replace, or announce any such change to key personnel without the written consent of the Contracting Officer. The purchase order will be modified to add or delete key personnel as necessary to reflect the agreement of the parties.

(End of clause)

The following individual(s) is/are considered to be essential to the work being performed hereunder:

Name Title Project Manager Project Engineer Site Foreman

ARTICLE G.3. INVOICE SUBMISSION

Invoice and Payment Provisions

The following clause is applicable to all Purchase Orders, Task or Delivery Orders, and Blanket Purchase Agreement (BPA) Calls: Prompt Payment (Jan 2017) FAR 52.232-25. Highlights of this clause and NIH implementation requirements follow:

I. Invoice Requirements A. An invoice is the Contractor's bill or written request for payment under the contract for supplies delivered or services performed. A proper invoice is an "Original" which must include the items listed in subdivisions 1 through 12, below, in addition to the requirements of FAR 32.9. If the invoice does not comply with these requirements, the Contractor will be notified of the defect within 7 days after the date the designated billing office received the invoice (3 days for meat, meat food products, or fish, and 5 days for perishable agricultural commodities, dairy products, edible fats or oils) with a statement of the reasons why it is not a proper invoice. (See exceptions under II., below.) Untimely notification will be taken into account in the computation of any interest penalty owed the Contractor.

1. Vendor/Contractor: Name, Address, Point of Contact for the invoice (Name, title, telephone number, e-mail and mailing address of point of contact).

2. Remit-to address (Name and complete mailing address to send payment).

3. Remittance name must match exactly with name on original order/contract. If the

Remittance name differs from the Legal Business Name, then both names must appear on the invoice.

4. Invoice date.

5. Unique invoice #s for all invoices per vendor regardless of site.

6. NBS document number formats must be included for awards created in the NBS: Contract

Number; Purchase Order Number; Task or Delivery Order Number and Source Award Number (e.g., Indefinite Delivery Contract number; General Services Administration number); or, BPA Call Number and BPA Parent Award Number.

7. Data Universal Numbering System (DUNS) or DUNS + 4 as registered in the Central Contractor Registration (CCR).

8. Federal Taxpayer Identification Number (TIN). In those exceptional cases where a contractor does not have a DUNS number or TIN, a Vendor Identification Number (VIN) must be referenced on the invoice. The VIN is the number that appears after the contractor’s name on the face page of the award document.

9. Identify that payment is to be made using a three-way match.

10. Description of supplies/services that match the description on the award, by line billed.*

11. Freight or delivery charge must be billed as shown on the award. If it is included in the item price do not bill it separately. If identified in the award as a separate line item, it must be billed separately.

12. Quantity, Unit of Measure, Unit Price, Extended Price of supplies delivered or services performed, as applicable, and that match the line items specified in the award.*

NOTE: If your invoice must differ from the line items on the award, please contact the Contracting Officer before submitting the invoice. A modification to the order or contract may be needed before the invoice can be submitted and paid.

B. Shipping costs will be reimbursed only if authorized by the Contract/Purchase Order. If authorized, shipping costs must be itemized. Where shipping costs exceed $100, the invoice must be supported by a bill of lading or a paid carrier's receipt.

C. The Contractor shall submit invoice to the National Institutes of Health (NIH)/Office of Financial Management (OFM) via email at invoicing@nih.gov with a copy to the approving official, as directed below. The Contractor must follow step-by-step instructions as stated in the NIH/OFM Electronic Invoicing Instructions for NIH Contractors/Vendors, which is included as an attachment on the website at https://oamp.od.nih.gov/DGS/DGS-workform-information/attachment-files. The invoice shall be transmitted as an attachment via email to the address listed above in one of the following formats: Word, or Adobe Portable Document Format (PDF). The Contractor must submit only one invoice per email. Do not submit supporting documentation (e.g., receipts, time sheets, vendor invoices, etc.) with your invoice unless specified elsewhere in the purchase order/contract or requested by the Contracting Officer.

The Contractor shall submit a copy of the electronic invoice to the following:

Approving Official: Contracting Officer Tamara McDermott tamara.mcdermott@nih.gov

Contracting Officer’s Representative

TBD

For inquiries regarding the status of invoices, contact OFM Customer Service via email at ofm_customer_service@incontactemail.com or via phone at 301-496-6088. To send your inquiries via other available communication methods refer to the OFM Customer Service website at https://ofm.od.nih.gov/Pages/Customer-Service.aspx.

https://ofm.od.nih.gov/Pages/Home.aspx https://ofm.od.nih.gov/Pages/Home.aspx mailto:invoicing@nih.gov https://oamp.od.nih.gov/DGS/DGS-workform-information/attachment-files https://oamp.od.nih.gov/DGS/DGS-workform-information/attachment-files https://oamp.od.nih.gov/DGS/DGS-workform-information/attachment-files mailto:tamara.mcdermott@nih.gov mailto:OFM%20Customer%20Service mailto:ofm_customer_service@incontactemail.com https://ofm.od.nih.gov/Pages/Customer-Service.aspx

Note: The OFM Customer Service is open Eastern Standard Time Monday – Friday from 8:30 a.m. to 5:00 p.m. and is closed between 12:00 p.m. to 1:00 p.m.

II. Invoice Payment

A. Except as indicated in paragraph B., below, the due date for making invoice payments by the designated payment office shall be the later of the following two events:

1. The 30th day after the designated billing office has received a proper invoice.

2. The 30th day after Government acceptance of supplies delivered or services performed.

B. The due date for making invoice payments for meat and meat food products, perishable agricultural commodities, dairy products, and edible fats or oils, shall be in accordance with the Prompt Payment Act, as amended.

III. Interest Penalties

A. An interest penalty shall be paid automatically, if payment is not made by the due date and the conditions listed below are met, if applicable.

1. A proper invoice was received by the designated billing office.

2. A receiving report or other Government documentation authorizing payment was processed and there was no disagreement over quantity, quality, or contractor compliance with a term or condition.

3. In the case of a final invoice for any balance of funds due the contractor for supplies delivered or services performed, the amount was not subject to further settlement actions between the Government and the Contractor.

B. Determination of interest and penalties due will be made in accordance with the provisions of the Prompt Payment Act, as amended, the Contract Disputes Act, and regulations issued by the Office of Management and Budget.

ARTICLE G.4. PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS SUBCONTRACTORS, FAR

52.232-40 (December 2013)

a. Upon receipt of accelerated payments from the Government, the Contractor shall make accelerated payments to its small business subcontractors under this contract, to the maximum extent practicable and prior to when such payment is otherwise required under the applicable contract or subcontract, after receipt of a proper invoice and all other required documentation from the small business subcontractor.

b. The acceleration of payments under this clause does not provide any new rights under the prompt Payment Act.

c. Include the substance of this clause, include this paragraph c, in all subcontracts with small business concerns, including subcontracts with small business concerns for the acquisition of commercial items.

ARTICLE G.5. POST AWARD EVALUATION OF CONTRACTOR PERFORMANCE

a. Contractor Performance Evaluations

Interim and Final evaluations of Contractor performance will be prepared on this purchase order in accordance with FAR Subpart 42.15. The Final performance evaluation will be prepared at the time of completion of work. In addition to the Final evaluation, Interim evaluation(s) will be prepared Annually to coincide with the anniversary date of the purchase order.

Interim and Final evaluations will be provided to the Contractor as soon as practicable after completion of the evaluation. The Contractor will be permitted thirty days to review the document and to submit additional information or a rebutting statement. If agreement cannot be reached between the parties, the matter will be referred to an individual one level above the Contracting Officer, whose decision will be final.

Copies of the evaluations, Contractor responses, and review comments, if any, will be retained as part of the purchase order file, and may be used to support future award decisions.

b. Electronic Access to Contractor Performance Evaluations

Contractors may access evaluations through a secure Web site for review and comment at the following address:

http://www.cpars.gov

ARTICLE G.6. GOVERNMENT PROPERTY

If this RFQ will result in the acquisition or use of Government Property provided by the contracting agency or if the Contracting Officer authorizes in the pre-award negotiation process, the acquisition of property (other than real property), this ARTICLE will include applicable provisions and incorporate the HHS Publication, entitled, "HHS Contracting Guide for Contract of Government Property," which can be found at: https://web.archive.org/web/20111015044731/http:/www.hhs.gov/hhsmanuals/.

http://www.cpars.gov/ https://web.archive.org/web/20111015044731/http:/www.hhs.gov/hhsmanuals/

SECTION H - SPECIAL PURCHASE ORDER REQUIREMENTS

ARTICLE H.1. CORONAVIRUS DISEASE 2019 (COVID-19) – ONSITE CONTRACTORS RETURN TO

PHYSICAL WORKSPACE

Coronavirus disease 2019 (COVID-19) - NIH policy may allow for voluntary or mandatory COVID-19 testing for contractor personnel. Contractor personnel who test positive for COVID-19 or who do not wish to submit to mandatory COVID-19 testing will not have access to or be permitted to work in NIH [ICs] until they have satisfied the access requirements in the NIH policy. A contractor personnel's decision to opt out of mandatory COVID-19 testing will not automatically constitute grounds for any performance delays or establish any government liability for additional costs. The Contracting Officer may determine that an excusable delay is appropriate under applicable FAR clauses (e.g., 52.242-14 (Suspension of Work), 52.242-15 (Stop-work Order), 52.249-14 (Excusable Delays), and 52.212-4(f) (Excusable Delays)) in cases where a positive test result is recorded and contract personnel must be quarantined due to an exposure to COVID-19. However, cases where a positive test result is recorded will not establish any government liability for additional costs. Contractors shall ensure compliance with all Federal, HHS, NIH and individual IC COVID-19 policies related to health and safety, including relevant Codes of Conduct and reporting requirements applicable to contractor personnel. The Contractor shall discuss the Code of Conduct with contractor personnel, retain signed Codes of Conduct, and confirm their signature with the Contracting Officer. Reporting requirements include: 1) Ensure open reporting of safety and health related concerns; 2) Ensure staff understand reporting of COVID-like symptoms to contract supervisors, if they have had a high-risk exposure to someone with COVID disease, or if they have tested positive for COVID-19, and that staff do not report to the workplace with symptoms or if they have tested positive for COVID-19; 3) Ensure staff are complying with the return to work plans, policies and reporting requirements and enforcing these requirements when necessary; and 4) Ensure contract supervisors inform the Contracting Officer of personnel with COVID-19 symptoms. The Return-to-Work Guidance and Code of Conduct for On-Site Contractors (Appendix 1) are incorporated into this contract. Contractors shall ensure contract personnel are aware they are to contact their company/supervisor for guidance. Testing conducted by the NIH Occupational Medical Service (OMS) falls within Privacy Act System of Records Notice (SORN), 09-25-0105, Administration: Health Records of Employees, Visiting Scientists and Others Who Receive Medical Care through Employees Health Unit, HHS/NIH/ORS. Information regarding the Countermeasures Injury Compensation Program under the Health Resources and Services

Administration is available at 1-855-266-2427 or http://www.hrsa.gov/cicp/.

ARTICLE H.2. ELECTRONIC AND INFORMATION TECHNOLOGY ACCESSIBILITY NOTICE HHSAR 352.239- 73 (December 2015)

a. Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998 and the Architectural and Transportation Barriers Compliance Board Electronic and Information (EIT) Accessibility Standards (36 CFR part 1194), require that when Federal agencies develop, procure, maintain, or use electronic and information technology, Federal http://www.hrsa.gov/cicp/ employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.

b. Accordingly, any quoter responding to this solicitation must comply with established HHS EIT accessibility standards. Information about Section 508 is available at http://www.hhs.gov/web/508 . The complete text of the Section 508 Final Provisions can be accessed at http://www.access-board.gov/guidelines-and standards/communications-and-it/about-the-section-508-standards .

c. The Section 508 accessibility standards applicable to this solicitation are stated in the clause at 352.239-74, Electronic and Information Technology Accessibility. In order to facilitate the Government's determination whether proposed EIT supplies meet applicable Section 508 accessibility standards, quoters must submit an HHS Section 508 Product Assessment Template, in accordance with its completion instructions. The purpose of the template is to assist HHS acquisition and program officials in determining whether proposed EIT supplies conform to applicable Section 508 accessibility standards. The template allows quoters or developers to self-evaluate their supplies and document--in detail--whether they conform to a specific Section 508 accessibility standard, and any underway remediation efforts addressing conformance issues.

Instructions for preparing the HHS Section 508 Evaluation Template are available under Section 508 policy on the HHS Web site http://www.hhs.gov/web/508 . In order to facilitate the Government's determination whether proposed EIT services meet applicable Section 508 accessibility standards, quoters must provide enough information to assist the Government in determining that the EIT services conform to Section 508 accessibility standards, including any underway remediation efforts addressing conformance issues.

d. Respondents to this solicitation must identify any exception to Section 508 requirements. If an quoter claims its supplies or services meet applicable Section 508 accessibility standards, and it is later determined by the Government, i.e., after award of a contract or order, that supplies or services delivered do not conform to the described accessibility standards, remediation of the supplies or services to the level of conformance specified in the contract will be the responsibility of the Contractor at its expense. End of clause.

PART II – PURCHASE ORDER CLAUSES

SECTION I – PURCHASE ORDER CLAUSES

ARTICLE I.1. FEDERAL ACQUISITION REGULATIONS (FAR) CLAUSES

This purchase order incorporates the following provisions and clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically as follows: FAR Clauses at: https://www.acquisition.gov/browse/index/far.

52.203-11 Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions (Sep 2007) 52.203-12 Limitation on Payments to Influence Certain Federal Transactions (Jun 2020) 52.204-7 System for Award Management (Oct 2018) 52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements – Representation (Jan 2017) 52.204-13 System for Award Management Maintenance (Oct 2018) 52.204-16 Commercial and Government Entity Code Reporting (Aug 2020) 52.204-17 Ownership of Control of Offeror (Aug 2020) 52.204-18 Commercial and Government Entity Code Maintenance (Aug 2020) 52.204-22 Alternative Line Item Proposal (Jan 2017) 52.209-5 Certification Regarding Responsibility Matters (Aug 2020) 52.212-1 Instructions to Offerors – Commercial Items (Nov 2021) 52.212-4 Contract Terms and Conditions – Commercial Items (Nov 2021) 52.227-14 Rights in Data – General (May 2014) 52.232-39 Unenforceability of Unauthorized Obligations (Jun 2013) 52.237-1 Site Visit (Apr 1984) 52.237-2 Protection of Government Buildings, Equipment, and Vegetation (Apr 1984)

ARTICLE I.2 HEALTH AND HUMAN SERVICES ACQUISTION REGULATIONS (HHSAR) CLAUSES

This purchaser order incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

Also, the full text of a clause may be accessed electronically as follows: HHSAR Clauses at: http:// www.hhs.gov/policies/hhsar/subpart352.html.

352.203-70 Anti-Lobbying (Dec 2015) 352.208-70 Printing and Duplication (Dec 2015) 352.222-70 Contractor Cooperation in Equal Employment Opportunity Investigations (Dec 2015) 352.237-75 Key Personnel (Dec 2015) 352.239-73 Electronic Information and Technology Accessibility Notice (Dec 2015) 352.239-74 Electronic and Information Technology Accessibility (Dec 2015) https://www.acquisition.gov/browse/index/far

ARTICLE I.3. ADDITONAL FAR PURCHASE ORDER CLAUSES INCLUDED IN FULL TEXT

The following additional FAR provisions and clauses are applicable to this requirement and provided in full text as an attachment (See SECTION J – LIST OF ATTACHMENTS):

52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021) 52.204-26 Covered Telecommunications Equipment or Services-Representation (Oct 2020) 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items (Nov 2021) 52.225-6 Trade Agreements Certificate (Feb 2021)

*Please note that the representations at (d) of FAR 52.204-24 must be completed and returned with all quotes.

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION J - LIST OF ATTACHMENTS

The following documents are incorporated into this RFQ:

Attachment Title Location 1 Statement of Work Located as separate attachment, 171 pages

2 Quote Form Located as separate Excel attachment 3 Full Text Provisions and Clauses Located as separate attachment, 10 pages 4 Section 508 Product Assessment

Template https://www.section508.gov/sell/vpat/ https://www.section508.gov/sell/vpat/

PART IV - REPRESENTATIONS AND INSTRUCTIONS

SECTION K - REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF QUOTERS

IF YOU INTEND TO SUBMIT A QUOTE, YOU MUST :

a. Go to the System for Award Management (SAM) and complete the Representations and Certifications. The SAM website may be accessed at: http://www.sam.gov. Quoter must be registered in the SAM prior to award of a purchase order.

b. FAR Clause 52.204-19 Incorporation by Reference of Representations and Certifications (December 2014).

The Contractor's representations and certifications, including those completed electronically via the System for Award Management (SAM), are incorporated by reference into the purchase order.

http://www.sam.gov./

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO QUOTERS

ARTICLE L.1. GENERAL INFORMATION

a. AWARD ON INITIAL RESPONSES

The government anticipates selecting the best-suited quoter from initial responses, without engaging in exchanges with quoters. Quoters are strongly encouraged to submit their best technical solutions and price in response to this RFQ.

b. EXCHANGES WITH BEST-SUITED QUOTER

Once the government determines the quoter that is best-suited (i.e., the apparent successful contractor), the government reserves the right to communicate with only that quoter to address any remaining issues, if necessary, and finalize a purchase order with that quoter. These issues may include technical, pricing, and terms and conditions. If the parties cannot successfully address any remaining issues, as determined pertinent at the sole discretion of the government, the government reserves the right to communicate with the next best-suited quoter based on the original analysis and address any remaining issues. Once the government has begun communications with the next best-suited quoter, no further communications with the previous vendor will be entertained until after the purchase order has been awarded. This process shall continue until an agreement is successfully reached and a purchase order is awarded.

c. TYPE OF CONTRACT AND NUMBER OF AWARDS

1. It is anticipated that one award will be made from this solicitation and that the award(s) will be made on/about January 24, 2022.

2. It is anticipated that the award from this solicitation will be a Firm Fixed Price purchase order.

d. COMMUNICATIONS PRIOR TO PURCHASE ORDER AWARD

Quoters shall direct all communications to the attention of the Contract Specialist or Contracting Officer cited on the face page of this solicitation. Communications with other officials may compromise the competitiveness of this acquisition and result in cancellation of the requirement.

e. SPECIAL NOTICE TO QUOTERS

Quoters are advised that the Government may share your information with non-government personnel who are assisting with the evaluation of quotes. The exclusive responsibility for source selection will reside with the Government. By submitting your quote, you will be consenting to disclosure of your quote to non-government personnel for purposes of evaluation.

ARTICLE L.2. INSTRUCTIONS TO QUOTERS

a. GENERAL INSTRUCTIONS

Quoters shall furnish the information required by this solicitation. Quoters are expected to examine this entire solicitation document. Failure to do so will be at the Quoter’s own risk.

The requirements for the services and products are indicated under the Statement of Work attached to this RFQ. Quoters are required to submit both a Technical Submission (Volume I) and Price/Business Submission (Volume II). Each of these parts shall be separate and complete in itself so that the evaluation of one may be accomplished independently of the evaluation of the other. The RFQ number should be included on the front cover of each volume.

Your quote must stipulate that it is predicated upon all the terms and conditions of this RFQ and signed by an official authorized to bind your organization. In addition, it must contain a statement to the effect that it is firm for a period of at least 90 days from the date of receipt thereof by the Government. By submitting a quote, the Quoter thereby certifies that it is qualified in all areas pertaining to, directly or indirectly, to the work requirements.

The Quoter may propose changes that add value to the design without detracting from its standardization, or functionality. These proposed changes should be posed during the question and answer period for Government response.

The Government will evaluate quotes in accordance with the factors set forth in, SECTION M of this

RFQ.

This solicitation will be released electronically only. The electronic version of the RFQ is to be released via Contract Opportunities SAM.gov as the official version for this acquisition. No hard copy of this solicitation will be issued. Quoters will be sent any and all applicable revisions to this solicitation electronically via SAM.gov, so Quoters are encouraged to check it often. Quoters must submit their quotes in accordance with the instructions below.

b. QUOTER QUESTIONS

The deadline for Quoters to submit questions is 5:00 pm EST on January 3, 2022. Quoters are requested to email questions to tamara.mcdermott@nih.gov. The subject line must reference solicitation RFQ-NIAID-2102124 in order to be included in the government’s response. Telephone inquiries will not be accepted. All inquiries must be submitted in the form of a question. Responses to questions will be sent electronically to all Quoters via SAM.gov.

c. QUOTE SUBMISSION DEADLINE

Quotes must be submitted electronically on or before the RFQ closing date of January 11, 2022 5:00 pm Eastern Standard Time. Quoters shall submit all response information via email to tamara.mcdermott@nih.gov as an attachment and labeled with the solicitation ID: RFQ-NIAID- 2102124. Responses not submitted by the due dates and times and in the format specified below are considered “late” and will not be considered for award.

d. ADDITIONAL INFORMATION

The government will not reimburse the quoter for expenses related to quote creation or submission of quotes.

e. QUOTE CONTENT

Each quote shall contain the following information:

1. Cover letter. The following introductory information (letter or number format is acceptable) is required on the first page of your quote:

o Solicitation Number;

o Name, address, and web address of Quoter;

o Name, email, and telephone number of your point-of-contact;

o All of the above-cited information for each entity on the proposed team, if a team is proposed;

o Date of submission and quote expiration date;

o Name, title and signature of authorized representative;

o DUNS Number, Cage Code and TIN;

o Identification of the quote part (Volume)

2. The Quoter shall prepare the response as set forth in the Volume Table below. The titles and content of the sections shall be as defined in the table, all of which shall be within the required page limits. Pages exceeding this page limitation set forth will not be read nor evaluated and will be removed from the quote.

3. To assure timely and equitable evaluation of quotes, Quoters shall follow the instructions contained herein. Quoters are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors. Failure to meet a requirement may result in a quote being ineligible for award. Quoters shall clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale.

f. VOLUME TABLE

Volume No.

Volume Name Page Limit No. of Copies

** Cover Letter Up to 2 pages One (1) electronic copy submitted as an attachment in email and labeled. PDF or MS Word format.

1 Technical Submission (Volume I)

Not to exceed 35 pages. Page count excludes Cover page, Table of Contents, Equipment List, Appendices, and Resumes.

One (1) electronic copy. PDF or MS Word format.

2 Price/Business Submission (Volume II)

No limitation. The pricing submission shall include completion of the Attachment 2 – Quote Form SECTION J

One (1) electronic copy submitted as attachment in email and labeled in Excel or MS Word Table Format.

ARTICLE L.3. VIRTUAL SITE VISIT

a. There will be a virtual site visit for prospective quoters on Wednesday, December 29, 2021 from 3 pm – 5:30 pm EST to view site conditions for the Fishers Lane Conference Center and Bio- Visualization Lab. Due to onsite restrictions related to the COVID-19 national emergency, NIAID is unable to offer an in-person site visit. PRE-REGISTRATION IS REQUIRED. All attendees must pre-register for the site visit no later than Tuesday, December 28, 2021 5:00 PM EST by emailing attendee's names and company affiliation to Tamara McDermott at tamara.mcdermott@nih.gov.

Instructions for obtaining access to the virtual site visit will be provided upon pre-registration. All materials presented and attendee list will be uploaded after the virtual site visit is completed to the System for Award Management (SAM) solicitation posting. Attendance at the virtual site visit is highly recommended; however, attendance is not a prerequisite for quote submission and will not be considered a factor in evaluation of quotes.

b. The Government intends to hold the site visit virtually via a Zoom meeting. However, at the discretion of the Government, the site visit may take place via another video teleconferencing (VTC) medium. Quoters shall not purchase Zoom or any other VTC software in response to this solicitation and will not be reimbursed for any cost associated. The Government encourages quoters to abide by applicable social distancing guidelines and rules established by the Centers for Diseases Control and Prevention (CDC) and state and local Governments, including applicable stay-at-home orders, to reduce the spread of coronavirus disease 2019 (COVID-19).

c. Recording of the site visit by non-Government participants is strictly prohibited, notwithstanding local laws and regulations with regards to virtual meetings. The Government reserves the right to record the site visit.

ARTICLE L.4. PREBUILD DRAWING SET

Drawings needed for this project will be made available to prospective quoters to download via Box.

Please email a written request to Tamara McDermott tamara.mcdermott@nih.gov to obtain an invitation access to the drawings.

ARTICLE L.5. BRAND NAME OR EQUAL FAR 52.211-6 (Aug 1999)

a. If an item in this solicitation is identified as "brand name or equal,'' the purchase description reflects the characteristics and level of quality that will satisfy the Government's needs. The salient physical, functional, or performance characteristics that "equal'' products must meet are specified in the solicitation.

b. To be considered for award, offers of "equal'' products, including "equal'' products of the brand name manufacturer, must--

1. Meet the salient physical, functional, or performance characteristic specified in this solicitation;

2. Clearly identify the item by—

i. Brand name, if any; and

ii. Make or model number;

3. Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and

4. Clearly describe any modifications the offeror plans to make in a product to make it conform to the solicitation requirements. Mark any descriptive material to clearly show the modifications.

c. The Contracting Officer will evaluate "equal'' products on the basis of information furnished by the offeror or identified in the offer and reasonably available to the Contracting Officer. The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer.

d. Unless the offeror clearly indicates in its offer that the product being offered is an "equal'' product, the offeror shall provide the brand name product referenced in the solicitation.

(End of provision)

ARTICLE L.6. TECHNICAL SUBMISSION INSTRUCTIONS (VOLUME I)

a. The Quoter shall provide an executive summary for the Technical Submission (Volume I) . In the executive summary, the Quoter shall highlight the significant factors of its technical approach. The executive summary for the technical submission shall be not more than one-page long. In the event that the Quoter is planning to propose a teaming, mentor/protégé, or a subcontracting relationship, narrative statements must also be included for the additional organizations, as well as a clear delineation of tasks that they will be expected to support.

b. Technical submissions shall include all (if any) technical assumptions, conditions, or exceptions relate to any of the requirements or terms and conditions of the SOW. If not noted in this Volume of the Quoter’s quote, it will be assumed that there are no assumptions, conditions, or exceptions for award, and that the Quoter agrees to comply with all of the terms and conditions set forth in this SOW. It is not the responsibility of the Government to seek out and identify technical assumptions, conditions, or exceptions buried within the Quoter’s submission. The Government reserves the right to reject any quote that includes any technical assumptions, conditions, or exceptions that impact or affect the Government’s objectives or requirements.

c. No price information is to be included in this volume. The technical volume must reflect a clear understanding of the nature of the work being undertaken. Quotes which merely offer to conduct a project in accordance with the requirements of the Statement of Work will not be eligible for award. Volume II shall not exceed 35 pages (excluding Cover page, Table of Contents, Equipment List, Appendices, and Resumes). Quoters shall provide a Technical Response that addresses the factors identified in Section M.

d. A detailed equipment list shall be included in the technical volume so that the Quoter’s understanding of the scope of work may be evaluated. The equipment list shall include Item Number, Item Description, Manufacturer, Part Number, and Quantity.

1. Any deviations (or quoted equal) products from specified equipment must be explained in full detail, including reasons for any deviations and product comparisons to the originally specified product.

2. Alternate product submissions shall be considered as a separate quote from the base quote.

A. Submission of said alternates do not constitute acceptance of changes and, in fact, may be declined.

B. If substitutions are rejected and/or declined, Contractor quote may be rejected for

“non-responsiveness” unless a quote has been supplied with “as-specified” equipment.

e. The Quoter shall identify a minimum of three (3) contract/orders with the Federal Government and/or commercial customers that demonstrate recent and relevant experience. Recent is defined as with the last three years. Relevant is defined as work similar in complexity and magnitude of the work described in this SOW. Include the following information:

a) Project title

b) Description of the project

c) Contract number

d) Contract amount and type of contract

e) Government Agency/Organization

f) Contracting Officer’s Representative (COR) name, address, and phone number

g) Contracting Officer’s name, address, and phone number

h) Current status, e.g., completed and/or if in progress, start and estimated completion dates

i) Name of company being referenced

j) SOW paragraphs that the reference applies to

k) Key personnel (please highlight those individuals who worked on the relevant project(s) and are also being proposed for this effort.)

l) A brief narrative of why you deem the reference to be relevant to this effort

e. At a minimum, the vendor’s Technical Submission must include documentation demonstrating the below minimum criteria:

1. The primary business of the Contractor and/or Installer shall be the installation of audio or video systems.

2. At least three (3) years’ experience with the specified equipment and systems.

3. A minimum of five (5) years’ experience in the fabrication, assembly, and installation of

Systems of similar complexity as specified in the SOW.

4. Experience with at least one project of similar size and complexity as outline in the SOW.

5. Shall be an authorized dealer and service facility for the products specified and furnished.

6. Maintain a technically trained installation crew and service crew for maintenance and installation of the specified system(s) and components.

7. Contractor shall demonstrate that the project on-site installation staff consists of at least one (1) CTS-I and at least one (1) CTS-D on staff.

a. Equiveillances to these required certifications shall be evaluated based on past projects, references, and notable experience.

b. Contractor shall provide resume(s) and/or certifications to demonstrate staff qualifications. Resumes are required for all Key Personnel. Resumes shall be limited to three pages.

8. Final Audiovisual System(s) configurations shall be approved by the Owner’s Representative as part of the pre build submittal process.

9. Contractor shall demonstrate that they have:

a. Sufficient facilities and equipment for this work.

b. Sufficient staff with the appropriate technical expertise and experience for this project.

c. Sufficient space for off-site storage, staging and pre installation assembly activities.

ARTICLE L.7. PRICE/BUSINESS SUBMISSION (VOLUME II)

The Quoter’s Price submission shall be a separate volume from the Technical Submission (Volume I).

Pricing shall be Firm Fixed Price and include all anticipated pricing to fully perform the SOW. As provided in SECTION J Attachment 2- Quote Form, the vendor must submit a detailed equipment list in Microsoft Excel format showing Item Number, Item Description, Manufacturer, Part Number, Quantity, and Price.