A_-_Statement_of_Work.docx

VTC IDIQ Attachment A Statement of Work

Video Teleconferencing Solutions IDIQ Statement of Work

Contents

Section 508 Requirements………………………………………………………………………………………………………………16

Scope of Work The Bureau of Information Resources Management (IRM) at the Department of State (DOS) requires the acquisition, engineering, design, installation, integration, user/admin training, and remedial routine/on-call and preventive maintenance services for Video Teleconferencing (VTC) systems and all associated peripheral equipment (monitors, controllers, Audio/Video switches, licenses, etc.) for DOS bureaus, offices, and posts. Although these systems will be primarily installed domestically, within the continental United States, overseas installations are possible.

For the purposes of this document, an integrated room is the convergence of VTC equipment and ancillary/peripherals that expand the capabilities of the room. This includes Electronic White Boards, Cable TV tuner boxes, video players (VHS, DVD, Blu-Ray), etc. Computers will not be within the scope of the equipment for the vendor; however computers will be provided by DOS for connection to the integrated room builds. These will provide for a multimedia package that allows for audio/video/data from various sources that are seamlessly integrated to provide for an enriched collaborative platform. Integrated rooms in Controlled Access Areas (CAA) may also be fitted with Secure VTC equipment (TEMPEST equipment), which is outside the scope of this contract. However, installation of non-TEMPEST equipment (i.e. commercial off-the-shelf (COTS) equipment) within a secure area, to the extent permitted by DOS security regulations, is within scope of this contract. When secure environment is involved, measures must be taken by the contractor to adhere to Bureau of Diplomatic Security (DS) regulations for the separation and connection to the integrated room system.

All services will be coordinated among the contractor, contracting officer, requiring office, and the IRM Video Program Office (VPO). This contract covers all primary VTC equipment (Codecs, Cameras, Microphones, Speakers, etc.) ancillary equipment (Monitors, projectors, Electronic White Boards, control interfaces, etc. whether or not they are included from the primary VTC equipment manufacturer), and other accessories necessary to achieve a fully functional, integrated solution (cables, connectors, mounting hardware, cabinets, etc.).

With regard to maintenance and support, DOS will provide on an order-by-order basis a list of equipment to be maintained, location of equipment, and points of contact (POCs) authorized to place service calls at the locations these integrated rooms will be installed. DOS will also provide a POC from the VPO to provide oversight of these activities on behalf of DOS.

Background VPO’s Mission:

To harness the power of state-of-the-art video conferencing technologies in order to provide our customers with high quality, real time communications – 24/7.

The current VPO infrastructure consists of Cisco/Tandberg Multi-point Control Units (MCU), also referred to as a bridge, and Cisco/Tandberg Video Communications Servers (VCS). These are managed by the Cisco Telepresence Management Suite (TMS). Individual conference rooms and stand-alone desktop units (end-points) make up the user-end of the infrastructure. This infrastructure allows for point-to-point and multi-point conferencing within the Department of State’s OpenNet and ClassNet networks, as well as conferencing to outside entities (i.e. other agencies, educational, and medical institutions, etc.) using the public Internet and ISDN on OpenNet and SIPRNet on ClassNet.

Because the entire DOS VTC infrastructure is centrally managed by the VPO, all end points (codecs) must be able to be managed by the TMS. Therefore, only Cisco/Tandberg brand name codecs shall be provided under this contract, and all other equipment provided under this contract must be compatible with the Cisco/Tandberg infrastructure.

Tasks and Deliverables

1. Tasks

a. The contractor shall be responsible for delivering a complete, fully functional, “turnkey” system to DOS. This solution delivers a fully functional and ready-to-use integrated room system based on customer requirements. The end user should be able to walk into the room and immediately begin to use the product.

b. As directed by each task order solicitation, the contractor shall meet with the contracting officer and/or his/her representative, the requesting office, and a member of the VPO (either in person or via VTC) to discuss the initial requirements for enhancing the conference room. The Government may schedule a pre-proposal physical site survey and/or provide detailed drawings of the conference room. The Government will not provide a stipend for a pre-proposal physical site survey within the Continental United States (CONUS) locations. (Note: CONUS is defined as the 48 contiguous states plus the District of Columbia. After the pre-proposal physical site survey, the contractor shall provide a Design Intent Document (DID), which captures and states the customer’s requirements, a proposed solution, and an outline of the functions and equipment to be installed; with a cost/price proposal. This ensures a common understanding between the contactor and DOS on all requirements. The DID shall identify the number of required drops (LAN, cable TV, etc.) including core drilling if necessary, so that they can be provisioned by DOS prior to the commencement of the installation.

c. As directed by each task order solicitation, the contractor shall fabricate any/all required cables, assemble subsystems, peripheral, and interface devices to verify assembled system operation. The contractor will ensure proper system setup and performance in accordance with the DID document.

d. If the room has existing VTC equipment (and that it is still within lifecycle and supported by the VPO and the manufacturer) then the Government will identify it as GFE at the task order level, and the contractor shall be required to use that GFE as part of the design in lieu of providing new equipment. As directed by each task order solicitation, the contractor shall coordinate any structural/major renovation of the room that the recommended design solution requires and identify all power and cooling requirements, which will be passed to Facilities Maintenance for coordination by the customer. Supplies and services to actually implement structural/major renovation of the room, including power and cooling requirements, is outside the scope of this contract. Any changes to the room must take into account any historical designation of the room.

e. As directed by each task order solicitation, the contractor shall generate all shop drawings and information for the complete installation and wiring of the system. The contractor shall provide the on-site installation and interconnection wiring, and shall provide on-going supervision and coordination during the implementation phase. Since DOS has had issues in the past with overheating of equipment, all drawings will demonstrate that adequate spacing of equipment and air flow cooling is provided to ensure the sustained life cycle of the equipment.

f. Government Furnished Equipment (GFE) – Conference room computers that are part of the customer’s requirement will be furnished by DOS. Furniture and décor will also be provided by DOS. GFE, where applicable, shall be specified by each task order solicitation.

g. Equipment Delivery – The contractor shall inform the customer a minimum of seven days in advance of deliveries to the site to ensure proper security access clearances have been arranged. It shall be the responsibility of the contractor to make all appropriate delivery arrangements (e.g. inside delivery, loading dock available or lift gate required, pre-clearance of delivery driver to secure facility, etc), and to coordinate with authorized personnel at the customer site, for the acceptance/handling/protection/storage of equipment to be delivered.

h. As directed by each task order solicitation, upon completion of the work, the contractor shall remove all refuse/rubbish from the premises and leave the relevant areas and equipment clean and in an operational state. The contractor will be responsible for repairing any damage caused to the premises by the contractor’s team at no cost to the DOS.

i. Acceptance testing and training – A test plan will be prepared per conference room and sent to the customer and VPO one week prior to the scheduled completion date of the installation.

i. All VTC testing will be coordinated with the VPO to ensure connectivity to the DOS VTC infrastructure.

ii. A test with the customer will be conducted for all other pieces of the integrated room equipment.

iii. Per conference room, the contractor shall provide on-site user training to the customer and on-site or contractor site (if in the Washington, D.C. area) to VPO engineers. Training will cover the functionality of the room (customer) and basic troubleshooting and software/hardware maintenance (VPO personnel) to cover day-to-day operational (Tier I) support.

j. Per conference room, a physical inventory will be taken of all equipment and software on-site, which will be compared to the equipment lists provided by the contractor to DOS.

k. Per conference room, in the event further adjustments are required to the system after acceptance testing, such adjustments must be completed within 3 business days. Testing and/or training may be suspended or continued at the option of DOS.

l. Per conference room, the contractor shall provide the warranty information on the entire system and on the individual pieces of equipment. The workmanship warranty shall be for 365 days from the date of system acceptance by DOS. This warranty shall obligate the contractor to provide all labor at no charge to the DOS during the warranty period in the event of a system malfunction.

i. In case of equipment malfunction, the manufacturer’s warranty prevails. The contractor must be prepared to provide support for that warranty for the full extent of the manufacturer’s warranty period. If annual maintenance licenses/contracts are purchased, the contractor must be prepared to provide support for the term of each maintenance license /contract procured. This support shall include the removal and reinstallation of the defective item(s).

1. All manufacturers’ equipment warranties shall be activated in the DOS’ name and shall commence on the date of acceptance.

2. Deliverables

a. Design Intent Document (DID) – As directed by each task order solicitation, after completion of the pre-proposal physical site survey, the contractor shall provide a DID in Section 508 accessible/conformant MS Word format that outlines functionality and the equipment necessary to meet the customer’s and VPO’s requirements. In preparing the DID, the contractor must assume the readers of the document to be non-technical. The document will list:

i. The specific functionality the customer lists in the site survey;

ii. The proposed solution, which contains equipment list and addresses the technologies to be used; and

iii. A comprehensive cost/price proposal (including all equipment, bill of materials, and labor to ensure a fully functional system).

iv. The size and standard functionality of the system, which includes (as applicable):

1. Video Conferencing;

2. Audio Conferencing;

3. Electronic White Board;

4. VHS, DVD, or Blu-Ray player (per customer requirements);

5. Room PC connection(s) (to include audio/video hookup);

6. Cable TV tuner (ATSC/NTSC);

7. Touch Panel Control System;

a. Manufacturer’s default password should not be changed.

8. Number of required drops (as explained in section 1.b.).

b. Installation Schedule – Per conference room, the contractor shall submit a scheduling plan indicating the various pertinent dates for the installation work, acceptance testing, and training.

c. Testing Results – Per conference room, the contractor shall deliver the testing results to the customer and VPO.

d. VPO Acceptance Test Plan – Per conference room, the plan shall be delivered to the VPO in Section 508 accessible/conformant MS Word format. The plan shall demonstrate that all of the equipment and system functionality meets the customer’s requirements, can register with the gatekeeper, and confirms the system operates as intended.

e. VTC Acceptance Test Results – Per conference room, the results shall be delivered to the VPO in Section 508 accessible/conformant MS Word format.

f. Customer System Acceptance Test Plan – Per conference room, the test shall mirror the VPO Acceptance Test Plan. A test (or tests) will be conducted on-site and demonstrate to the customer all equipment and system functionality meets the customer’s requirements and confirms the system operates as intended.

g. Customer System Acceptance Test Results – Per conference room, the results shall be delivered to the customer in Section 508 accessible/conformant MS Word format.

h. Customer Training – Per conference room, on-site training, by a qualified instructor, to personnel designated by the customer, to instruct them in the functionality of the room, based on the customer’s requirements. Training material and documentation will be provided by the contractor.

i. VPO Training – Per system, on-site or vendor-based (if within the Washington, D.C. area), to personnel designated by the VPO, to instruct them on the basic day-to-day maintenance and troubleshooting (Tier I) of the system. Training material and documentation will be provided by the contractor.

j. Documentation – Per conference room, all final “as-built” drawings, manuals, source code, detailed instructions on how to use the system, a 1-2 page laminated Quick Reference Guide (in plain English), and other required documents shall be delivered to the customer; with a copy to the VPO.

k. Project Acceptance Form – Per conference room, an official “sign-off” by the customer will be provided to show that the customer is satisfied with the work performed and that the system is acceptable. The form shall state that the contractor has completed the installation and that the customer has agreed to all work performed, and that it has been completed to the customer’s satisfaction. The VPO will sign as a subject matter expert (SME), certifying that the VPO agrees with the signatories on the form. This form DOES NOT necessarily constitute Government acceptance, but it will inform the decision of the individual responsible for final acceptance.

l. Status Reports – Per conference room, weekly status reports on the project shall be provided to the customer and VPO in Section 508 accessible/conformant MS Word format via email. These reports should include information on the work completed during the week, work expected to be completed during the upcoming week, and any issues that need to be addressed. Prompt notification shall be provided for any issues that affect the budget, the ability to meet the requirements, and the schedule including reasons for any delay.

Other Resource Concerns

1. All contract personnel must have, at a minimum, a Secret clearance, in accordance with the DD Form 254 attached to the contract.

2. For all equipment not manufactured by the contractor, the contractor must be an authorized reseller, authorized service partner, or authorized dealer to sell, configure, and consult with the manufacturer.

3. The contractor shall provide a contract manager (CM) who shall be responsible for coordinating the performance of all work under this contract. This individual shall be identified, in writing, to the contracting officer (CO) and contracting officer’s representative (COR) within three days after the contract award.

a. The contract manager shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract.

4. As directed by each task order solicitation, domestic travel may be required outside of the Washington, D.C. area (radius of 50 miles) to DOS offices/annexes for the pre-proposal physical site survey, installation, and training phases of each project. All travel must be approved by the customer and all travel, per diem, and lodging costs shall be proposed, and ordered as directed by the task order solicitation. The contractor personnel shall travel in accordance with Federal Acquisition Regulation (FAR) Part 31, the Joint Travel Regulation (JTR), Federal Travel Regulation (FTR), and/or the Department of State Standardized Regulation (DSSR), as applicable.

5. Overseas travel, although rare, to overseas posts for the purposes of the pre-proposal physical site survey, installation and training phases of the project may also be required, as directed by each task order solicitation. Such travel shall be proposed, and ordered as directed by the task order solicitation. . The contractor personnel shall travel in accordance with Federal Acquisition Regulation (FAR) Part 31, the Joint Travel Regulation (JTR), Federal Travel Regulation (FTR), and/or the Department of State Standardized Regulation (DSSR), as applicable.

a. Travelling contract personnel must have a valid passport and visa(s) for their journey. In almost all cases, contractors shall travel on tourist (“blue”) passports, which shall be obtained at contractor expense. In countries where contractor issuance of an official passport is authorized by DOS policy, DOS will endeavor to have the Bureau of Consular Affairs issue said passport prior to contractor travel. DOS will facilitate visa applications, as necessary, but all such paperwork and logistics shall be at contractor expense.

6. Due to operational constraints/restrictions, some phases of the project may need to be conducted off-hours (evenings and/or weekends.) DOS understands that if this option is exercised that an increased cost could be incurred. As directed by each task order solicitation all such costs shall be proposed, evaluated, and specified at the task order level.

7. Replacement parts may only be ordered after receiving approval from the CO or COR.

Maintenance Types

1. The contractor shall provide a point of contact (POC) to receive maintenance service requests. An email address, telephone number, and fax number will be provided to the customer and VPO for each order. Customers requiring maintenance will initiate a trouble ticket with the VPO, who will then determine if contractor maintenance is required. Review and approval by the COR to initiate a maintenance request shall be completed prior to the customer or VPO contacting the contractor to initiate the maintenance request, and prior to the acceptance of any maintenance request by the contractor.

a. Routine – Respond to routine requests placed by the customer, in conjunction with the VPO, and approved by the COR, during a standard principal period of maintenance (PPM) of 365 days from the date of acceptance or for the validity period for maintenance contracts/licenses purchased beyond the initial 365 day period. For locations within a 50-mile radius of Washington DC, this will be for eight hours per day between the hours of 7:00 a.m. and 5:30 p.m., Monday through Friday; excluding Government holidays. The contractor shall respond within 8 hours of receipt of the request for routine services. For locations outside a 50-mile radius of Washington DC, such services will be solicited, proposed, and ordered at the task order level.

b. Emergency – Respond to emergency requests placed by the customer, in conjunction with the VPO, during non-standard hours during the PPM or while the customer holds a valid maintenance contract/license. The contractor shall respond within 4 hours of receipt of the request for emergency services.

c. VIP – Respond to requests for VIP level customers, who may include accelerated service requirements in each task order in advance.

2. The contractor shall perform necessary on-site repairs to bring the equipment to full operational condition. If necessary, the contractor may transport the equipment off-site (with the exception of TEMPEST equipment, which is out of scope for this contract) to effect repairs. A hand receipt must be initiated by the customer and signed by the contractor, and kept with the equipment at all times until returned.

3. When performing repairs, only new parts of equal performance quality and interchangeability, without alteration will be used. Installed parts become property of the DOS. Expendable parts that have been replaced become property of the contractor and will be removed from the installation at their expense. Accountable replaced parts remain property of the DOS. Accountable parts are generally those used in secure areas, or items with a high price for which the DOS has established annual inventory policies.

Economic Repair Limit

1. The contractor shall notify the CO or COR, and the CM or alternate when repair costs are expected to exceed 50% of the replacement cost, prior to performing any such repairs. The contractor may then be authorized to purchase a replacement item in order to return the system to operational condition. This authorization must be in writing (via memorandum or email) by the CO or COR.

2. Equipment that is damaged through, or by fault of, the contractor shall be repaired or replaced with equipment of equal or better quality at no cost to the DOS.

Core and Peripheral Equipment

1. Core equipment is all equipment necessary to conduct VTC operations (unclassified or COTS secure (excludes TEMPEST)) on the DOS VTC infrastructure. This includes all Cisco/Tandberg branded devices to include:

a. Codec;

b. Microphone;

i. To include vendor-supplied speakers (to eliminate the chance of feedback loops.)

c. Camera; and

d. Where applicable:

i. Codec License (multi-site);

ii. NPP License;

iii. Annual Maintenance Licenses;

iv. Handheld Remote Controls.

2. Peripheral/Ancillary Equipment is all equipment that does not directly connect to the DOS VTC infrastructure. This includes:

a. Monitors or Projectors;

b. Electronic White Boards;

c. Touch Screen Control Devices;

d. Cable TV tuner devices;

e. Media playback devices;

f. Stands, Wall Mounts, & Racks; and

g. Other ancillary/peripheral devices as required by the customer or VPO.

3. Any equipment that the customer has in its possession, that is capable of being utilized with the integrated room build, and is up-to-date and supportable by the manufacturer must be utilized when drafting the DID for the room build. Such equipment will be identified as GFE in each task order solicitation.

4. Exclusions – These integrated room systems are comprised of the technical equipment only. Items that complete a meeting/VTC room, such as tables, chairs, lighting, room décor, etc. are out of scope of this contract and shall not be included in any DID, plan, or schedule.

5. All coding done by the vendor or contractor shall be supplied to DOS; with all default passwords supplied to the VPO.

Section 508 Requirements Requirements for accessibility based on Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) are determined to be relevant for the following program need: "Video Teleconferencing Solutions."

Section 508 Deliverable Requirements Technical standards from 36 CFR part 1194 Subpart B have been determined to apply to this acquisition. Solicitation respondents must describe how their proposed Electronic and Information Technology (EIT) deliverables meet at least those technical provisions identified as applicable in the attached Government Product/Service Accessibility Template (GPAT).

Functional performance criteria from 36 CFR part 1194 Subpart C have been determined to apply to this acquisition. Solicitation respondents must describe how their proposed Electronic and Information Technology (EIT) deliverables meet at least those functional performance criteria identified as applicable in the attached Government Product/Service Accessibility Template (GPAT).

Information, documentation, and support requirements from 36 CFR part 1194 Subpart D have been determined to apply to this acquisition. Solicitation respondents must describe how the information, documentation, and support proposed for Electronic and Information Technology (EIT) deliverables meet at least the information, documentation, and support requirements identified as applicable in the attached Government Product/Service Accessibility Template (GPAT).

Video Teleconference outputs/deliverables should meet applicable accessibility requirements and should not adversely affect accessibility features of existing EIT technologies.

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