Request_for_Quotation_-_SB1341-16-RQ-0874.pdf

CLASSIFICATION CODE: 70 – General Purpose Information Technology Equipment

TITLE: Web Conferencing and Audio Services

SOLICITATION NUMBER: SB1341-16-RQ-0874

RESPONSE DATE: NLT 5:00 pm EST, August 26, 2016

CONTACT POINTS: Amber Gray, Contract Specialist, (301) 975-3696

Divya Soni, Contracting Officer, (301) 975-6394

THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

PREPARED IN ACCORDANCE WITH THE FORMAT IN FAR SUBPART 12.6-

STREAMLINED PROCEDURES FOR EVALUATION AND SOLICITATION FOR

COMMERCIAL ITEMS-AS SUPPLEMENTED WITH ADDITIONAL INFORMATION

INCLUDED IN THIS NOTICE. THIS ANNOUNCEMENT CONSTITUTES THE ONLY

SOLICITATION; QUOTATIONS ARE BEING REQUESTED, AND A SEPARATE WRITTEN

SOLICITATION DOCUMENT WILL NOT BE ISSUED. THE SOLICITATION IS BEING

ISSUED USING SIMPLIFIED ACQUISITION PROCEDURES UNDER THE AUTHORITY

OF FAR 13.

The National Institute of Standards and Technology (NIST) is issuing a Request for Quotation

(RFQ) for web conferencing and audio services.

The associated NAICS code for this requirement is 541519 – Information Technology Value

Added Resellers with a small business size standard of 150 employees. The solicitation document and incorporated provisions and clauses are those in effect through Federal

Acquisition Circular (FAC) 2005-89.

This acquisition is 100% set aside for small business.

Specifications/Proposed Contract Line Item Number (CLIN) Structure:

All quotations shall be firm-fixed price and must be submitted in exact accordance with the following specifications.

The Contractor shall provide pricing for web-conferencing and audio services regarding

BOTH:

(1) annual subscriptions, as well as,

(2) on-demand items for web, audio, archiving, and subscriptions.

Web-conferencing/audio shall include information/pricing for:

BASE YEAR CLINS

CLIN Product Description QTY UOM

0001 Annual Subscription Licenses including:

i. Setup fees

ii. One-time costs

20 EA

0002 Audio Minutes including:

i. Not-to-Exceed 15,000 audio minutes used per month for 12 months;

ii. the published domestic, per-minute, toll-free audio rate

NOTE: This is a Not-To-Exceed CLIN therefore, quotes shall include rate per minute. Invoices can be submitted monthly based on actual usage.

1 LO

0003 Standard Fees based on Audio Minutes Usage, including:

iii. the published domestic, per-minute, toll-free audio rate

iv. 20 meeting-hosts x 5 meetings-per-month x 60 minutes-per-meeting

1. For 1-50 participants

2. For 50-100 participants

NOTE: This is a Not-To-Exceed CLIN therefore, quotes shall include rate per minute. Invoices can be submitted monthly based on actual usage.

1 LO

OPTION YEAR 1 CLINS

CLIN Product Description QTY UOM

0004 Annual Subscription Licenses including:

v. Setup fees

vi. One-time costs

20 EA

0005 Audio Minutes including:

iii. Not-to-Exceed 15,000 audio minutes used per month for 12 months;

iv. the published domestic, per-minute, toll-free audio rate

NOTE: This is a Not-To-Exceed CLIN therefore, quotes shall include rate per minute. Invoices can be submitted monthly based on actual usage.

1 LO

0006 Standard Fees based on Audio Minutes Usage, including:

vii. the published domestic, per-minute, toll-free audio rate

viii. 20 meeting-hosts x 5 meetings-per-month x 60 minutes-per-meeting

1. For 1-50 participants

2. For 50-100 participants

NOTE: This is a Not-To-Exceed CLIN therefore, quotes shall include rate per minute. Invoices can be submitted monthly based on actual usage.

1 LO

OPTION YEAR 2 CLINS

CLIN Product Description QTY UOM

0007 Annual Subscription Licenses including:

ix. Setup fees

x. One-time costs

20 EA

0008 Audio Minutes including:

v. Not-to-Exceed 15,000 audio minutes used per month for 12 months;

vi. the published domestic, per-minute, toll-free audio rate

NOTE: This is a Not-To-Exceed CLIN therefore, quotes shall include rate per minute. Invoices can be submitted monthly based on actual usage.

1 LO

0009 Standard Fees based on Audio Minutes Usage, including:

xi. the published domestic, per-minute, toll-free audio rate

xii. 20 meeting-hosts x 5 meetings-per-month x 60 minutes-per-meeting

1. For 1-50 participants

2. For 50-100 participants

NOTE: This is a Not-To-Exceed CLIN therefore, quotes shall include rate per minute. Invoices can be submitted monthly based on actual usage.

1 LO

Web-conferencing and audio services shall include:

a. Ability to support

i. At least 20 simultaneous meetings;

ii. At least 20 or more participants per meeting, at least 100-200 capacity, with ability to have rare, large meetings by request (~ 300-400);

iii. An estimated 15,000 audio minutes used per month;

iv. Individual toll-free numbers for each meeting host;

v. On-demand toll-free audio usage domestically and internationally. Full listings of domestic and international toll-free per-minute audio rates are required;

vi. Assignment of meeting host access-codes to individuals AND to groups of individuals;

b. Ability to pay for BOTH subscriptions and on-demand web/audio usage on a monthly basis;

c. Ability to add AND remove meeting host access-codes without requiring a change of service contract to scale to usage needs (i.e., based on changing numbers of meeting hosts over time).

d. Ability to provide collaborative web-conferencing platform with essential functionality including:

i. Seamless integrated audio support for included-audio-service as well as in-house call bridges;

ii. Document-sharing of standard document formats (such as MS-Word, MS-

PowerPoint, PDF, video, images, etc.);

iii. Desktop-sharing;

iv. Application-sharing;

v. Support for standard operating systems (such as Windows and Mac);

vi. Support for recording and archiving of meeting materials (such as audio, video, and chat-text). Need pricing for per-minute audio and per minute web recording;

vii. Ability to self-manage account-administration-activities via on-line administration center;

viii. Chat, Q&A, polling, survey features;

ix. Full service registration;

x. Reporting features;

The Contractor shall provide a monthly status report to include monthly usage (ex. billable usage, time, operating unit, etc.).

Period of Performance:

Base Period: 10/03/2016 – 10/02/2017

Option Period 1: 10/03/2017 – 10/02/2018

Option Period 2: 10/03/2018 – 10/02/2019

Note: This procurement includes two option periods. The Contractor shall provide pricing for these option periods. The price quoted for Option Period 1 shall be effective for a period of one

(1) year. The price quoted for Option Period 2 shall be effective for a period of two (2) years.

The Government may exercise Option Period 1 from the date of award, at its discretion at any time prior to one year from the date of award. The Government may exercise Option Period 2, at its discretion prior to the expiration of Option Period 1.

Inspection/Acceptance:

Operational Upon Receipt.

Freight/Shipping Charges:

FOB Destination applies for delivery to:

National Institute of Standards and Technology

Building 301 Shipping and Receiving

100 Bureau Drive

Gaithersburg, MD 20899-0001

Delivery point of contact will be provided upon award.

Evaluation Factors for Award:

Basis for Award shall be technically acceptable, lowest price. The Government will evaluate quotations based on the following evaluation criteria: 1) Technical Capability and 2) Price.

1. Technical Capability

Offeror's technical quotation will be evaluated to determine if the Offeror provides a sound, compliant product that meets the requirements of the Government's technical specifications.

An evaluation of Technically Acceptable / Non-Acceptable will be assigned upon completion of the technical quotation evaluation. Offerors who fail to provide sufficient information (e.g. data sheets, specifications, etc.) that clearly demonstrates an ability to meet the Government's technical specifications shall be considered non-acceptable. If an evaluation of Non-Acceptable is received, the Offeror will not be considered for Award.

2. Price

Price will be evaluated for reasonableness. Offerors are encouraged to discount their rates. If price discounts are offered, identify the percentage of price discount and/or price reduction offered.

The Government reserves the right to make an award without discussions based solely upon initial quotations. Therefore, offerors should ensure that their initial quotation constitutes their best offer in terms of both price and the technical solution being proposed.

PROVISIONS AND CLAUSES:

The following provisions and clauses apply to this acquisition and are hereby incorporated by reference. All FAR clauses may be viewed at http://acquisition.gov/comp/far/index.html. All

Commerce Acquisition Regulations (CAR) clauses may be viewed at http://farsite.hill.af.mil/VFCARA.HTM.

http://acquisition.gov/comp/far/index.html http://farsite.hill.af.mil/VFCARA.HTM

FAR Provisions:

ADDENDUM TO PROVISION 52.212-1 - QUOTATION SUBMISSION INSTRUCTIONS

All Offerors shall submit all of the following:

(1) Technical description of the services being offered in sufficient detail to evaluate compliance with requirements in the solicitation. Quotation MUST meet exact specifications as laid out in the attached Statement of Work. This may include other documents, if necessary;

(2) Firm-fixed price for each CLIN and discount terms;

(3) Acknowledgement of solicitation amendment(s);

***Offerors shall e-mail their quotation to amber.gray@nist.gov so that it is received by the response date/time for this solicitation. It is the responsibility of the Offeror to confirm NIST's receipt of its quotation. NIST reserves the right to award a purchase order without discussions, based solely on the submission of the Contractor.

52.212-1, Instructions to Offerors-Commercial Items (Oct 2015)

52.212-3, Offeror Representations and Certifications-Commercial Items

52.217-5, Evaluation of Options

Representation by Corporations Regarding an Unpaid Delinquent Tax Liability or a

Felony Conviction Under Any Federal Law (Class Deviation) (March 2015)

(1) In accordance with Sections 744 and 745 of Division E, Title VII, of the Consolidated and

Further Continuing Appropriations Act, 2015 (Pub. L. 113-235), none of the funds made available by the Consolidated and Further Continuing Appropriations Act, 2015 funding may be used to enter into a contract with any corporation that-

(a) Was convicted of a felony criminal violation under any Federal law within the preceding 24 months, where an awarding agency is aware of the conviction, unless the agency has considered suspension or debarment of the corporation and has made a determination that this further action is not necessary to protect the interests of the Government, or

(b) Has any unpaid Federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability, where the awarding agency is aware of the unpaid tax liability, unless the agency has considered suspension or debarment of the corporation and made a determination that this further action is not necessary to protect the interests of the Government.

(2) The Offeror represents that, as of the date of this offer-

(a) It is [ ] is not [ ] a corporation that was convicted of a felony criminal violation under a

Federal law within the preceding 24 months.

mailto:amber.gray@nist.gov

(b) It is [ ] is not [ ] a corporation that has any unpaid Federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability.

(End of provision)

52.203-98, Prohibition on Contracting with Entities that Require Certain Internal Confidentiality

Agreements—Representation (DEVIATION 2015-02)

PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL

CONFIDENTIALITY AGREEMENTS—REPRESENTATION (FEB 2015)

(a) In accordance with section 743 of Division E, Title VII, of the Consolidated and

Further Continuing Resolution Appropriations Act, 2015 (Pub. L. 113-235), Government agencies are not permitted to use funds appropriated (or otherwise made available) under that or any other Act for contracts with an entity that requires employees or subcontractors of such entity seeking to report fraud, waste, or abuse to sign internal confidentiality agreements or statements prohibiting or otherwise restricting such employees or subcontractors from lawfully reporting such waste, fraud, or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information.

(b) The prohibition in paragraph (a) of this provision does not contravene requirements applicable to Standard Form 312, Form 4414, or any other form issued by a Federal department or agency governing the nondisclosure of classified information.

(c) Representation. By submission of its offer, the Offeror represents that it does not require employees or subcontractors of such entity seeking to report fraud, waste, or abuse to sign internal confidentiality agreements or statements prohibiting or otherwise restricting such employees or subcontractors from lawfully reporting such waste, fraud, or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information.

(End of provision)

Certification By Offerors Regarding Federal Income Tax Filing And Federal Income Tax

Violations. (Class Deviation) (March 2015)

(a) In accordance with Section 523 of Division B, Consolidated and Further Continuing

Appropriations Act, 2015, (Pub. L. 113-235) none of the funds made available by the Act may be used to enter into a contract in an amount greater than $5,000,000 unless the prospective contractor certifies in writing to the U.S. Consolidated and Further Continuing that, to the best of its knowledge and belief, the contractor has filed all Federal tax returns required during the three years preceding the certification, has not been convicted of a criminal offense under the Internal

Revenue Code of 1986, and has not, more than 90 days prior to certification, been notified of any unpaid Federal tax assessment for which the liability remains unsatisfied, unless the assessment is the subject of an installment agreement or offer in compromise that has been approved by the

Internal Revenue Service and is not in default, or the assessment is the subject of a non-frivolous administrative or judicial proceeding.

(b) The offeror’s proposal shall include a signed written certification as follows – To the best of my knowledge and belief, ---(name of offeror)--- has filed the Federal tax returns required during the three years preceding this certification, has not been convicted of a criminal offense under the Internal

Revenue Code of 1986, and has not, more than 90 days prior to certification, been notified of any unpaid Federal tax assessment for which the liability remains unsatisfied, unless the assessment is the subject of an installment agreement or offer in compromise that has been approved by the

Internal Revenue Service and is not in default, or the assessment is the subject of a nonfrivolous administrative or judicial proceeding.

Firm _____________________________________________

Signature _________________________________________

Name ____________________________________________

Title _____________________________________________

Date of execution __________________________________

(End of Provision)

FAR Clauses:

52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards

52.209-6 Protecting the Governments Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment

52.209-10 Prohibition on Contracting with Inverted Domestic Corporations

52.212-4 Contract Terms and Conditions-Commercial Items

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-

Commercial Items-Commercial Items including subparagraphs:

52.217-8 Option to Extend Services

52.217-9 Option to Extend the Term of the Contract

52.219-28 Post-Award Small Business Program Rerepresentation

52.222-3 Convict Labor;

52.222-19 Child Labor - Cooperation With Authorities And Remedies;

52.222-21 Prohibition of Segregated Facilities;

52.222-22 Previous Contracts and Compliance Reports.

52.222-26 Equal Opportunity;

52.222-50 Combating Trafficking in Persons

52.223-18 Contractor Policy to Ban Text Messaging While Driving;

52.225-13 Restriction on Certain Foreign Purchases;

52.232-33 Payment by Electronic Funds Transfer-System for Award Management

52.203-99, Prohibition on Contracting with Entities that Require Certain Internal

Confidentiality Agreements (DEVIATION 2015-02) (FEB 2015)

(a) The Contractor shall not require employees or subcontractors seeking to report fraud, waste, or abuse to sign or comply with internal confidentiality agreements or statements prohibiting or otherwise restricting such employees or subcontractors from lawfully reporting such waste, fraud, or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information.

(b) The contractor shall notify employees that the prohibitions and restrictions of any internal confidentiality agreements covered by this clause are no longer in effect.

(c) The prohibition in paragraph (a) of this clause does not contravene requirements applicable to

Standard Form 312, Form 4414, or any other form issued by a Federal department or agency governing the nondisclosure of classified information.

(d)(1) In accordance with section 743 of Division E, Title VII, of the Consolidated and Further

Continuing Resolution Appropriations Act, 2015 (Pub. L. 113-235), use of funds appropriated

(or otherwise made available) under that or any other Act may be prohibited, if the Government determines that the Contractor is not in compliance with the provisions of this clause.

(2) The Government may seek any available remedies in the event the Contractor fails to comply with the provisions of this clause.

(End of clause)

Assurance by Corporations Regarding an Unpaid Delinquent Tax Liability or a Felony

Conviction Under Any Federal Law (Class Deviation) (March 2015)

(1) In accordance with Sections 744 and 745 of Division E, Title VII, of the Consolidated and

Further Continuing Appropriations Act, 2015 (Pub. L. 113-235), none of the funds made available by Consolidated and Further Continuing Appropriations Act, 2015 and subsequent appropriations acts may be used to enter into a contract with any corporation that -

(a) Was convicted of a felony criminal violation under any Federal law within the preceding 24 months, where an awarding agency is aware of the conviction, unless the agency has considered suspension or debarment of the corporation and made a determination that this further action is not necessary to protect the interests of the Government, or

(b) Has any unpaid Federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability, where the awarding agency is aware of the unpaid tax liability, unless the agency has considered suspension or debarment of the corporation and made a determination that this further action is not necessary to protect the interests of the Government.

(2) By accepting this award or order, in writing or by performance, the offeror/contractor assures that -

(a) The offeror/contractor is not a corporation convicted of a felony criminal violation under a

Federal law within the preceding 24 months.

(b) The offeror/contractor is not a corporation that has any unpaid Federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability.

(End of Clause)

Commerce Acquisition Regulations (CAR) Clauses:

1352.201-70, Contracting Officer's Authority

1352.209-73, Compliance with the Laws

1352.209-74, Organizational Conflict of Interest

1352.215-72, Inquiries

Offerors must submit all questions concerning this solicitation in writing to the Contracting

Officer. Questions should be received no later than 12:00 pm EST, 5 calendar days from the posting date. Any responses to questions will be made in writing, without identification of the questioner, and will be included in an amendment to the solicitation. Requests shall include complete company name, address, telephone and e-mail address. FAX AND OR PHONE

REQUESTS ARE NOT AUTHORIZED AND WILL NOT BE ACCEPTED.

1352.233-70, Agency Protests (APR 2010)

(a) An agency protest may be filed with either: (1) The contracting officer, or (2) at a level above the contracting officer, with the appropriate agency Protest Decision Authority. See 64 FR

16,651 (April 6, 1999).

(b) Agency protests filed with the Contracting Officer shall be sent to the following address:

NIST/ACQUISITION MANAGEMENT DIVISION

ATTN: DIVYA SONI, CONTRACTING OFFICER

100 Bureau Drive, MS 1640

Gaithersburg, MD 20899

(c) Agency protests filed with the agency Protest Decision Authority shall be sent to the following address:

NIST/ACQUISITION MANAGEMENT DIVISION

ATTN: HEAD OF THE CONTRACTING OFFICE (HCO)

100 Bureau Drive, MS 1640

Gaithersburg, MD 20899

(d) A complete copy of all agency protests, including all attachments, shall be served upon the

Contract Law Division of the Office of the General Counsel within one day of filing a protest with either the Contracting Officer or the Protest Decision Authority.

(e) Service upon the Contract Law Division shall be made as follows:

U.S. Department of Commerce

Office of the General Counsel

Chief, Contract Law Division

Room 5893

Herbert C. Hoover Building

14th Street and Constitution Avenue, NW.

Washington, DC 20230

FAX: (202) 482-5858.

1352.233-71, GAO and Court of Federal Claims Protests (APR 2010)

(a) A protest may be filed with either the Government Accountability Office (GAO) or the Court of Federal Claims unless an agency protest has been filed.

(b) A complete copy of all GAO or Court of Federal Claims protests, including all attachments, shall be served upon (i) the Contracting Officer, and (ii) the Contract Law Division of the Office of the General Counsel, within one day of filing a protest with either GAO or the Court of

Federal Claims.

(c) Service upon the Contract Law Division shall be made as follows:

U.S. Department of Commerce

Office of the General Counsel

Chief, Contract Law Division

Room 5893

Herbert C. Hoover Building

14th Street and Constitution Avenue, NW.

Washington, DC 20230

FAX: (202) 482-5858.

NIST Local Clause_04 Billing Instruction

NIST prefers electronic Invoice/Voucher submissions and they should be emailed to

INVOICE@NIST.GOV. (b) Each Invoice or Voucher submitted shall include the following: (1) mailto:INVOICE@NIST.GOV

Contract Number. (2) Contractor Name and Address. (3) Date of Invoice. (4) Invoice Number.

(5) Amount of Invoice and Cumulative Amount Invoiced to-date. (6) Contract Line Item Number

(CLIN). (7) Description, Quantity, Unit of Measure, Unit Price, and Extended Price of

Supplies/Services Delivered. (8) Prompt Payment Discount Terms, if Offered. (9) Any other information or documentation required by the contract. (c) In the event electronic submissions are not used, The Contractor shall submit an original invoice or voucher in accordance with the payment provisions of this contract to: NIST: Accounts Payable Office 100 Bureau Drive, Mail

Stop 1621 Gaithersburg, MD 20899-1621.

System for Award Management (SAM):

In accordance with FAR 52.204-7, the awardee must be registered in SAM (www.sam.gov) prior to award. Refusal to register shall forfeit award.

Due Date and Response Information:

Offerors capable of furnishing the specified equipment in this combined synopsis/solicitation should submit their quote in writing to Amber Gray electronically at amber.gray@nist.gov. FAX and hard-copy quotations shall not be accepted. Offerors shall submit their quotations so that

NIST receives them not later than NLT 5:00 pm EST, August 26, 2016.

Acceptance of Terms and Conditions: This is an open-market solicitation for services as defined herein. The Government intends to award a Purchase Order as a result of this solicitation that will include the clauses set forth herein. The quotation should include one of the following statements:

“The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition.”

OR

“The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:

Offeror shall list exception(s) and rationale for the exception(s)

Note: This procurement is not being conducted under the GSA Federal Supply Schedule (FSS) program or another Government-Wide Area Contract (GWAC). If an offeror submits a quotation based upon an FSS or GWAC, the Government will accept the quoted price. However, the terms and conditions stated herein will be included in any resultant Purchase Order, not the terms and conditions of the offeror’s FSS or GWAC, and the statement required above shall be included in the quotation.

http://www.sam.gov/ mailto:amber.gray@nist.gov