SOO AV Overhaul.docx

Department of Homeland Security /FEMA Mission Support Division/Information Technology Branch

STATEMENT OF OBJECTIVES (SOO)

7/19/2020

1) Purpose The purpose of this Statement of Objectives (SOO) is to solicit A/V Overhaul Project for all conference rooms at Region IX. The goal is to identify existing problems and create a solution to problems. Design, develop, integrate and test new infrastructure. Our objectives-based approach is designed to solicit leading-edge services, products, and solutions for DHS/FEMA community by allowing Offerors the flexibility to propose cost-effective and innovative approaches for meeting our objectives. Under this SOO, the contractor will develop and identify solutions to the existing infrastructure.

2) Scope or Mission This SOO supports all programs and initiatives within and supported by the Mission Support Division/Information Technology Department. FEMA Region 9 (Region) is seeking qualified firms or individuals to submit proposals for redesign of the Region’s audio visual (A/V) system.

· Initial application design and implementation of new system. Systems shall use the items listed in the FEMA Approved A/V standards document and shall incorporate Crestron Fusion and Airmedia to the fullest extent possible.

· System configuration to support business processes

· Integration for input and output methods of A/V equipment

· Workflow design and implementation

· Overall collaboration of applications

· Enhancements, updates to applications and software

· Data collected from existing infrastructure

· Automated testing and implementation of new system.

· Training IT POC on the upgraded system

3) Period and Place of Performance The period of performance start date of the acquisition is within 10 days after award.

The place of performance for this effort will be at government facility, 1111 Broadway, Oakland, CA. The contractor will be expected to provide lead IT staff person on-site at FEMA Region IX. Contractors will be required to provide a FEMA NCIC identification check before access to the Region IX.

4) Background The current system resides in conference rooms on two floors, and current configuration has been deemed as insufficient by Regional leadership. The proposed design would include all elements of a complete A/V system including but not limited to, microphones, projectors, screens/video displays, audio reproduction, audio/video cables, plates, and infrastructure; audio/video switching, distribution, recording and streaming. The Region seeks a review of the existing A/V system on both floors of the regional office and recommendation for improvements to the system.

The 12th floor of the regional office contains a large conference room (120 persons max) that can be divided by moveable partitions to create three separate rooms (40 persons max) or 1 large 80 person room and one smaller 40 person room. The region holds quarterly interagency meetings with the room in a “large room” configuration, and several divisions use the divided rooms for division meetings and other functions. The existing A/V system includes three monitors, ceiling mounted speakers and ceiling mounted directional microphones and three CISCO cameras and codecs.

The 12th floor ORA conference room contains two monitors, a CISCO camera and codec, ceiling speakers and 2 tabletop microphone discs. The room also has a table with seating for five members and is used for Senior Leadership meetings. The goal of this room is to make the room functional for new Technologies such as Zoom, Microsoft Teams, and current organization VTC capabilities.

(Optional Task)

The 11th floor Executive Conference Room is used for weekly leadership meetings and other divisional meetings. The room has seating for 12 around a conference room table that contains 12 stick microphones mounted to the table and has a ceiling speaker system. The room also has automated controls for the lights and the blinds, dual monitors and a CISCO camera and codec.

The 11th floor Regional Response Coordination Center (RRCC) has seating for 48, in rows, with a tabletop “stick” microphone for each two stations. The room also has a lectern microphone, an 8-panel video wall and 8 monitors placed on the other 3 walls. The room has two CISCO cameras, one codec and ceiling speakers. The goal of this room is to make the room functional for new Technologies such as Zoom, Microsoft Teams, and current organization VTC capabilities.

The 11th floor Regional Response Coordination Center Conference Room (RRCC Conference Room) has microphones suspended from the ceiling, desktop disc microphones one CISCO camera and codec, ceiling speakers and a conference room table that seats seven. The room is used as a breakout conference room during disaster events and for staff meetings.

The Region does not have dedicated A/V staff during meetings and expects the new system to include an easy way to use A/V monitoring and control system that can be accessed remotely by authorized staff. All suggested equipment and software must be authorized by FEMA/DHS Information Security.

5) Performance Objectives, Goals, and Outcomes Goal and Outcomes:

The contractor shall ensure the ability to easily and inexpensively upgrade existing equipment and/or insert new technologies as stated in SOO. The contractor shall ensure all objectives outlined within this SOO are coordinated with the IT POC at FEMA Region IX and services are provided in a timely, organized, and consistent manner in accordance with all U.S. Government, DHS, and FEMA laws, policies, and guidance in order to successfully:

· Installation: includes all wiring, cabling, and control connections necessary for a complete usable video projection/audio system. Installation will be completed no later that (XX) day from the contract award.

· Items: (List items to be installed. List any items to be furnished by the Government, the location of the items and name and phone number of a point of contact). Contractor shall provide manufactures data/specs on all ―equal to equipment/devices.

· Price: includes all factory warranties, on-site service warranty for one full year from date of installation, and insurance will be provided.

· Training: for operation of newly installed equipment will be provided. Standard instruction manuals will be provided for on- site use.

Objectives:

1. Conduct a mandatory on-site walkthrough with IT staff on Tuesday, August 25, 2020 at 10:00 am PST to acquire requirements for design/build AV systems project. The site is located 1111 Broadway, Suite 1200, Oakland, CA 94607. 11th and 12th Floor.

2. Create systems documentation and drawings for the newly designed systems.

3. Submit in writing results of the on-site walkthrough and the project requirements set forth by Region IX. Specify appropriate equipment to complete the project outcome or suggest alternate system and/or equipment that will effectively interface and integrate system requirements.

4. Provide a complete bid for the project to the FEMA Region IX CO. Failure to provide a complete equipment list and design may result in disqualification.

5. Provide all labor, materials, transportation and equipment to complete the upgrade, installation, assembly, set up and testing of the systems, along with equipment provided by the vendor.

6. Deliver, assemble, test, and modify audiovisual equipment as specified in the background session.

7. Furnish and install all necessary cabling, Panels, conversion, routing and switching equipment, and programming labor required for complete and fully operational systems.

8. Mark all new equipment, cables, touch panels, with proper labeling. There shall be no unmarked equipment or cables at any places in the system.

9. Warranty the entire system installation for a minimum of one year from the date of system acceptance by DHS FEMA Region IX. Component warranties shall be honored for the term established by the manufacturer, if greater than one year.

10. Test all audiovisual systems and demonstrate to the IT POC that they are functioning effectively. The governing overall requirement is complete and functional systems.

11. Under the warranty, return within the first 30 days after the systems have been turned over to the FEMA Region IX for additional system configuration and fine-tuning.

12. Provide the source code for the control system to FEMA Region IX upon completion of project installation.

Provide equipment/project oversight and life-cycle coordination. The contractor shall be required to:

· Organize, lead, and report on finding initiatives; on current infrastructure and suggestions on solutions for upgrades.

· Coordinate the planning, organization, development, conduct, and evaluation of all new equipment

· Develop standard information and materials for IT staff and leadership preparation for system upgrade. Such material to be used internally by other components, offices, and organizations.

· Support the integration of existing technologies with various upgraded items.

Technical Objectives:

The contractor shall:

· Integrate and utilize when possible current technologies and equipment into the new system design. Consisting of: Videoconferencing Codec, Plasma, Speakers, Displays and Cameras, and cabling.

· Determine current network configuration via combination of documentation and automated discovery of network devices.

· The contractor shall design the system for maximum interoperability across all components and offices to ensure flexibility in leveraging the system for future applications.

· Provide complete documentation for all newly installed equipment and applications, and software.

· Provide training to IT personnel with instructions how to utilize and operate the system.

· Ensure all new designs and specs are created on a spreadsheet with properly being labeled and tested to be signed off by DHS/FEMA IT POC.

· Create a standard of equipment throughout each conference room, by making all conference rooms uniform.

6) Other Considerations and Program/Contract Requirements

· Offerors are required to furnish cost and pricing information.

· Contractor shall use electronic technologies to reduce paper copies of program information generated throughout the life of this contract.

· Contractors shall also use electronic technologies to communicate and pass data between Government and contractor organizations.

· All work products are the property of FEMA/Region IX and the contractor is expected to provide an electronic copy of all documents at the end of each project period.

All contact personnel performing work will require a FEMA NCIC identification check before access to the Region IX.

· All contract personnel performing work will be required to provide Driver’s License and turn the License over to Region Security Guards.

· Conform to all applicable U.S. Government, DHS and FEMA policies and directives.

Program Reviews The Contractor shall plan and conduct regular, routine meetings with the IT POC to review progress and status of activities under this contract. Each review shall provide insight into stages of Audiovisual expenditure, progress, and status reports. The Contractor shall provide project briefings addressing cost/price, schedule, performance, and status of each key element of this contract, noting any problems or risks and alternative and recommended solutions.

Deliverables to be provided include, but are not necessarily limited to, the following:

· Project Status Report and Updates to project.

· Report any issues to IT POC, or any requirement to complete project.

· Any added or additional cost should be run through the IT POC and submitted through the COR.

Quality Assurance Plan Contractor's proposal shall include a Quality Assurance Plan (QAP). The final QAP is due 30 days after award. The QAP shall be reviewed every six (6) months and updated as necessary. At a minimum, the QAP shall include a self-inspection plan, an internal staffing plan, and an outline of the procedures that the Contractor will use to maintain quality, timelines, responsiveness, customer, satisfaction, and any other requirements set forth in this solicitation.

The Contractor's success is directly attributable to the extent the Contractor's collaborative contributions in providing support and documentation results in:

· Successful planning and execution of responsibilities;

· Successful oversight and management of the objectives; and

· Appropriate, accurate and complete documentation.

In addition, the general quality measures, as set forth below shall be applied to each deliverable or work product received from the Contractor.

General Quality Measures Accuracy: Deliverables shall be accurate in presentation, technical content, and adherence to accepted elements of style. All deliverables shall conform to the appropriate DHS Directive and policy and style guide.

Clarity: Deliverables shall be clear and concise and appropriate for the intended audience. All documents shall be easy to understand and relevant to the supporting project.

Specifications Validity: All deliverables shall satisfy the objectives of the Government as specified herein.

File Editing: All text and document files shall be editable by the Government using the Microsoft Office Suite of Products.

Timeliness: Deliverables shall be submitting on or before the due date specified and/or agreed to.

Quality Assurance/Acceptance: The COR shall review, for completeness, draft and final work products and deliverables that the Contractor submits, and may return them to the Contractor for correction. Absence of any comments by the COR shall not relieve the Contractor of the responsibility for complying with the requirements of the contract.

Deliverables to be provided include, but not limited to, the following:

· Quality Assurance Plan (QAP) Performance Metrics The Contractor's proposal shall include a plan to collect, analyze and report metrics on program success and utilization. Metrics should be able to measure the overall performance of providing outreach support to FEMA customers, utilization of standard related products and tools and the utilization and the value of evaluation reports.

Key Personnel Changes Some contractor personnel assigned to this task will be considered as key personnel. The contractor shall assign full-time key personnel for the duration of the contract period of performance and provide resumes for these personnel. Key personnel may include, but should not be limited to the project manager, senior technical personnel, and any other personnel who will be essential to completing the work. All requests for key personnel changes shall be submitted in writing to the COR and the Contracting Officer (CO) as soon as they are known, prior to making any change in key personnel. The request shall provide a detailed explanation of the circumstances necessitating the proposed key personnel substitution. The contractor shall submit a complete resume for the COR needed to approve or disapprove the proposed key personnel change. Any changes in key personnel shall require the CO to issue a Contract modification to the Key Personnel clause.

Any personnel the contractor offers as substitutes shall possess, at a minimum, equal experience qualifications and capabilities at meeting the requirements than the personnel to be replaced. The COR shall be alerted to personnel substitutions as soon as they are known to allow sufficient time for security requirements to be met.

The COR will provide technical direction to the contractor for all tasks. The COR will be responsible for receiving and recommending approval for task deliverables and providing direction to the contractor on the clarification of the work to be performed under the task.

Personnel Security Requirements Work on this contract will not require a security clearance, but contractors will be required to submit the proper paperwork before the scheduled walk through and before project start date.

Facilities Security Requirements The contractor shall provide company facilities to support this contract unless otherwise indicated in the SOO. The contractor shall ensure the appropriate administrative, technical and physical safeguards are established to ensure that the security and confidentiality of information, data, and equipment is properly protected. If requested by the COR, the contractor shall permit a third party into their facility to ensure that adequate physical and administrative safeguards are in place to protect information related to the contract. When no longer required, information data or equipment shall be returned to DHS/FEMA RSO (Regional Security Officer), destroyed, or held until otherwise directed. Items returned to DHS/FEMA shall be hand carried or mailed to the COR. If items are to be destroyed this shall be accomplished through burning, shedding, or other methods that precludes the reconstruction of the material and is suitable for the level of classification of the documents.

The contractor shall be responsible for properly protecting all information used, gathered, and developed as a result of work under this contract. All documents and information shall be treated as if it were FOR OFFICIAL USE ONLY (FOUO) unless otherwise directed by the COR.

All information pertinent to DHS entities that is provided by DHS to simplify and/or contribute to the performance of the work is to be considered highly sensitive and will not be released to third parties without the express, written consent of the COR. This information requires strict control procedures to preclude unauthorized disclosure or dissemination. Information pertinent to personnel is protected from unauthorized disclosure under provisions of the Privacy Act (5 USC 552a).

All documents produced for this project cannot be reproduced without permission from the COR, nor retained by the contractor. The contractor shall not release any information to persons or organizations not expressly authorized in writing by the appropriate COR. The contractor shall submit requests for information relating to this task to the COR.

The parties agree to implement an interim rule promulgating new regulations at Title 6 Code of Federal Regulations Section 29.8(c) to govern procedures for handling critical infrastructure information. The regulations detailed in the Rule, which was effective upon publication pursuant to Section 808 of the Congressional Review Act, were promulgated pursuant to Title II, Section 214 of the Homeland Security Act of 2002 known as the “Critical Infrastructure Information Act of 2002” (CII Act).

The contractor shall not request, obtain, maintain or use Protected CII without a prior written certification from the Protected CII Program Manager or a Protected CII Officer that conforms to the requirements of Section 29.8 (c) of the regulations of the Rule.

The contractor shall comply with all requirements of the Protected CII (PCII) Program set out in the CII Act in the implementing regulations published in the Rule and in the PCII Procedures Manual as they may be amended from time to time, and shall safeguard Protected CII is accordance with the procedures contained therein.

The contractor shall ensure that each if its employees, consultants, and subcontractors who work on the PCII Program have executed Non-Disclosure Agreements (NDAs) in a form prescribed by the PCII Program Manager. The contractor shall ensure that each of its employees, consultants and subcontractors has executed a NDA and agrees that none of its employees, consultants, or sub-contractors will be given access to Protected CII without having previously executed a NDA.

Security Review:

The Government may elect to conduct periodic reviews to ensure that security requirements contained in this contract are being implemented and enforced. The Contractor shall afford DHS, including the organization of the DHS Office of Inspector General, authorized Contracting Officer's Technical Representative (COR) and other government oversight organizations, access to the Contractor's facilities, operations, documentation, databases, and personnel used in the performance of this contract. Access shall be provided to the extent necessary for the government to carry out a program of inspection, investigation, and audit to safeguard against threats and hazards to the integrity, availability, and confidentiality of DHS data and documents.