Attachment_1_SOW_VTC_RFP.pdf

SAQMMA17R0457 Statement of Work VTC IDIQ Contract

STATEMENT OF WORK

1. INTRODUCTION / BACKGROUND

The Department of State has a requirement to provide for the efficient acquisition of current

VideoTele-Conferencing (VTC) and collaboration equipment, and services that incorporate state of the art features and security protection mechanisms. The DOS Video Program Office

(VPO) is responsible for administering the core video-conferencing infrastructure which consists of specialized equipment and licensing on two enterprise networks. This infrastructure is the backbone that the VPO relies on to govern the use of DOS VTC endpoints and collaboration tools distributed worldwide on the DOS networks. The VPO staff provides 7x24 hour video-conferencing call services to DOS customers as well as equipment installation, maintenance and support for conference rooms that integrate VTC with other Audio/Visual (A/V) components.

2. PURPOSE and OBJECTIVES

The purpose of the contract is to facilitate the frequent acquisition, by DOS customers of:

equipment; equipment service contracts; licensing; related conference room equipment; and services that optimize effectiveness within our existing, standardized VTC environment. The ability to maximize operational capabilities, and to minimize procurement and lifecycle costs, are fundamental goals. Objectives of the contract are to:

Obtain necessary support to implementing state of the art and standardized VTC collaboration technologies throughout the department.

Fulfill the equipment, supply and service requirements to DOS, Ensure the highest level of competency at the best cost to support installation, update, maintenance and repair of VTC collaboration technologies, Facilitate the efficient use and maintenance of VTC equipment.

3. SCOPE

The scope of this contract is the provision of Video-teleconferencing (VTC) equipment, licensing, supplies and services. Equipment and supply requirements include: Commercial-

Off- the-Shelf (COTS) VTC infrastructure, endpoint, and collaboration equipment and technologies; related conference room A/V and integration equipment; specialized Tele-medicine solutions; Cisco service contracts for equipment through end of lifecycle; and Cisco licensing through end of lifecycle. Service requirements include; expert advising, designing, installing, programming and troubleshooting of VTC systems and integrated equipment.

4. REQUIREMENTS

4.1. EQUIPMENT:

The contractor shall provide the equipment and supply requirements detailed in attachment 2:

4.1.1 The VPO has standardized on Cisco Telepresence and Collaboration equipment and technologies for the core infrastructure. For Cisco brand equipment, licensing, and technologies, the primary Contractor or, its partner identified through an authorized

Contractor Teaming Agreement (CTA), must maintain the following authorizations as a reseller for Cisco Telepresence and Collaboration: U.S. Federal Authorization; Cisco

Channel Partner with Select, Premier or Gold Certification; Master Collaboration

Architecture Specialization; Cisco Telepresence Video Master, ATP. Note:

Subcontractors are not teaming partners. All CTAs must be identified in the proposal.

4.1.2 For all other 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 equipment manufacturer.

4.2. SERVICE TASKS:

The contractor shall provide VTC installation, update, maintenance and repair services, and advice on VTC collaboration technologies, as directed in individual orders. Approximately

90 – 95 % of all calls, (estimated at 600 total per year), under the contract will be simple orders for equipment and supplies only. The remainder of the calls will include services. The greatest share of the service calls will be for implementing VTC collaboration technologies within a specific conference room, but maintenance, repair and advisory calls are also anticipated under the contract.

4.2.1. Service calls will be for the implementation of state of the art VTC collaboration technologies within a specific conference room within the Greater Washington, DC

Metropolitan area. (The area includes locations within a 60 mile drive from the

Washington Beltway, I 495). Upon request from the COR or GTM, the contractor shall visit the conference room site within seven days, and then submit a technical and price quote to the COR or GTM in no later than 10 days. The visit and quote shall be provided at the contractor’s cost. DOS will use the information in the quote to inform funding and technical decisions, and to ultimately select the contractor for award of an order.

4.2.2. The Contractor shall provide replacement and repair services for all equipment listed in Attachment 2, beyond the manufacturer warranties for a minimum total of 5 years from date of purchase or until equipment is no longer supported by the manufacturer. Where services for equipment and solutions are not covered by manufacturer warranty or a more specific support contract, the contractor will assess the requirements, and provide a quoted estimate for resolution. Calls of this nature will be issued typically for a not-to-exceed amount to cover labor, equipment and parts. Orders may require equipment to be picked up at DOS site or may provide for drop-off at the contractor repair facility.

4.2.3. The Contractor shall provide toll free access to a 24X7 technical assistance center

(TAC) as a first point of contact, with one hour call-back for urgent support to covered systems and devices. The TAC shall be able to arrange for equipment replacement and repair services, as well as escalation and dispatch of service technicians for urgent troubleshooting and issue resolution. Services not covered under warranty or pre-existing service contracts will be ordered and billable to the contractor based on applicable fully loaded labor rates that are included in the contract.

4.2.4. The Contractor shall perform site surveys and provide VTC advice for conference rooms that are outside the Greater Washington, DC Metropolitan area, for which

DOS will reimburse the contractor for its time and travel.

5. DELIVERABLES

In addition to the equipment and supply requirements detailed in attachment 2, the contractor shall provide the following deliverables.

5.1. Task order proposals, maintenance agreements and warranties, programming codes and other documents required to ensure optimal life cycle support for all equipment and tasks issued under this contract

5.2. Complete equipment documentation, including operational instructions, troubleshooting guides, and warranty documentation.

5.3. The Contractor shall provide installation teams within 30 days of task order issuance unless specified differently within the task order. Though the majority of work required is expected to be at domestic locations, the contractor must be capable of overseas support as required.

5.4. The Contractor shall provide comprehensive support and maintenance services as required by individual task orders, to include the following:

5.4.1. End user training and technical support training.

5.4.2. Replacement and repair services for equipment, systems and integrated solutions installed by the contractor, in addition to the manufacturer warranties, for a minimum of 5 years from date of task acceptance by the customer.

5.4.3. Toll free access to a 24X7 technical assistance center (TAC).

5.4.4. Rapid response capability to meet urgent DOS requests for troubleshooting assistance.

5.4.5. After action reporting and plan of action to address operational deficiencies discovered through outage reports and other trend analysis.

5.5. Tasks must be completed per the delivery instructions and meet all performance requirements set forth within the task. The government Contracting Officer (CO), Contracting Officer Representative (COR) and/or Government Technical Monitor

(GTM) are the only officials that can determine if the Contractor has met the requirements of the task order.

6. GOVERNMENT FURNISHED PROPERTY

Some calls will require the use of Qualifying Government Furnished Equipment to deliver the required VTC solution. Qualifying GFE is defined as existing equipment that is still within lifecycle, and is supported by the VPO and the manufacturer. The Government will identify it as GFE in its request for quotation and in awarded orders, and the contractor shall be required to use that GFE in its solution.

7. SHIPPING AND DELIVERY

7.1. The Contractor shall provide standard equipment and supply shipment, at no cost to the customer, to domestic locations including shipment to the servicing U. S. Despatch

Agency for continued overseas shipment.

7.2. The Contractor shall ship equipment and supply orders within 30 days of receipt of a call. Delays due to extenuating circumstances must be communicated to the Contracting

Officer (CO) listed on the PO.

8. TRAVEL

8.1 Work performed within the Greater Washington, DC Metropolitan area (includes locations within a 60 mile drive from the Washington Beltway, I 495) will impose no travel costs on the customer.

8.2 Travel costs for work performed outside of the Greater Washington, DC Metropolitan will be receipt reimbursable. The contractor shall review competitive pricing and select the most cost effective means for transportation and lodging. Travel costs will be pre-approved in writing by the COR or GTM. The contractor shall use the Federal Travel Regulations as a guideline for its travel plans and costs, and shall not exceed the per diem and mileage rates published by General Services Administration (GSA). See the following links:

http://www.ecfr.gov/cgi-bin/retrieveECFR?gp=1&SID=c092abd84ab252fcaddf0fb187f8c380&ty=HTML&h=L&mc

=true&r=PART&n=pt41.4.300_61 http://www.ecfr.gov/cgi-bin/retrieveECFR?gp=1&SID=c092abd84ab252fcaddf0fb187f8c380&ty=HTML&h=L&mc=true&r=PART&n=pt41.4.300_61 http://www.ecfr.gov/cgi-bin/retrieveECFR?gp=1&SID=c092abd84ab252fcaddf0fb187f8c380&ty=HTML&h=L&mc=true&r=PART&n=pt41.4.300_61 http://www.ecfr.gov/cgi-bin/retrieveECFR?gp=1&SID=c092abd84ab252fcaddf0fb187f8c380&ty=HTML&h=L&mc=true&r=PART&n=pt41.4.300_61 https://www.gsa.gov/portal/content/104877

9. TECHNOLOGY REFRESH

9.1. When requested or offered, the Contractor shall provide, within 10 business days, a technology refresh proposal of the equipment and supplies identified in Attachment 2.

9.2. The Contractor shall be responsible to notify the COR upon receipt of any manufacturer end-of-life (EOL) notices for equipment listed in Attachment 2 and a technology refresh initiated to minimize periods of product unavailability.

9.3. The DOS shall have the right to require, at any time, that the Contractor make available to the DOS under this contract equipment and supplies that are available to its commercial customers. In this way the DOS seeks to ensure that it can obtain the benefits of new design enhancements and technological updates or advancements for equipment and supplies currently on this contract.

10. CONSTRAINTS

10.1. Equipment provisioned under this contract must be energy efficient in accordance with the FAR Energy Policy and Conservation Act. See https://www.acquisition.gov/?q=browse/far/23/2&searchTerms=energy efficiency for additional information

10.2. As noted in the Requirements section of this statement of work (SOW), the contractor shall maintain the following authorizations as a reseller for Cisco

Telepresence and Collaboration: U.S. Federal Authorization; Cisco Gold Certified

Partner; Master Collaboration Architecture Specialization; Master Telepresence, ATP.

Additionally, for equipment not manufactured by the contractor, the contractor must be an authorized reseller, authorized service partner, or authorized dealer so it can effectively sell, configure, and consult with the equipment manufacturer.

https://www.gsa.gov/portal/content/104877

11. ACCESS TO CLASSIFIED INFORMATION

In the performance of services at the DOS, the Contractor may at times require access to classified environments, and/or be exposed to classified information to the SECRET level, in order to complete their tasks. A minimum SECRET level clearance is therefore required for the program manager and any onsite support personnel.

12. KEY PERSONNEL

The Contractor shall provide a Program Manager for contract administration, life-cycle management and technical refresh. The Program Manager shall be responsible on behalf of the Contractor to be the primary point of contact between the Contractor and the DOS, and address all performance and contractual aspects of this contract. It is anticipated that the

Program Manager shall be contracted on a labor-hour basis, with an average of 8 billable hours per week. The Program Manager responsibilities shall include, but are not limited to those listed below:

12.1. Possess a SECRET clearance in order to support unique Government

12.2. Manage quotes, orders, deliveries, and invoices (e.g. timely and correct invoices, responsive preparation of task order quotes, etc.).

12.3. Provide meeting support as requested to address product concerns and issues.

12.4. Serve as primary Contractor point of contact for the Contracting Officer (CO) and the Contracting Officer’s Representative (COR).

12.5. Prepare and provide technical and financial status reports as required.

12.6. Provide overall administrative support.

13. PLACE OF PERFORMANCE AND WORK HOURS

13.1. As led by the COR and GTMs the contractor will be overseen by the VPO located at 2401 E. St. NW, Washington, DC 20520

13.2. Place of performance for services will be designated on a per task basis.

13.3. Unless specified otherwise, all work will be performed during standard local business hours with core hours of being 9:00 AM to 3:00 PM.

14. POINTS OF CONTACT

CONTRACTING OFFICER’S REPRESENTATIVE

IRM/FO/ITI/SI/DTS-VPO

Tracey Bartel, Video Operations Program Manager

SA-1, Room H426

2401 E Street, NW

Washington, DC 20520

Phone: 202-663-1663

PROGRAM OFFICE

IRM/FO/ITI/SI/DTS-VPO

Tracey Bartel, Video Operations Program Manager

SA-1, Room H426

2401 E Street, NW

Washington, DC 20520

Phone: 202-663-1663