USHMM 95476724R0206 Classroom_Conference Room Modernization Project.pdf

Table of Contents

Part I – The Schedule

Section A – Solicitation/contract form (selection of Federal Form

1. SF 1449, Solicitation/Contract/Order for Commercial Items

Section B – Supplies or services and prices/costs Section C – Description/specifications/statement of work Section D – Packaging and marking (OMITTED) Section E – Inspection and acceptance Section F – Deliveries or performance Section G – Contract administration data Section H – Special contract requirements

Part II – Contract Clauses

Section I – Contract Clauses

Part III – List of Documents, Exhibits, and Other Amendments

Section J – List of attachments

Part IV – Representations and Instructions

Section K – Representations, certifications, and other statements of offerors or respondents Section L – Instructions, conditions, and notices to offerors or respondents Section M - Evaluation factors for award

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE OF PAGES

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODE17a. CONTRACTOR/

OFFEROR

CODE

FACILITY

CODE

CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

RFQ IFB RFP

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF. OFFER

DATED . . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

10. THIS ACQUISITION IS UNRESTRICTED OR

NAICS:

SIZE STANDARD:

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

SET ASIDE: % FOR:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

8 (A)

EDWOSB

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

X

STANDARD FORM 1449 (REV. 2/2012) BACK

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

40. PAID BY

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELPHONE NUMBER OF AUTHORZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

PARTIAL FINAL

37. CHECK NUMBER

38. S/R ACCOUNT NO. 39. S/R VOUCHER NUMBER

36. PAYMENT

COMPLETE PARTIAL FINAL

SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 Supplies or Services

The Office of Information and Technology of the United States Holocaust Memorial Museum (hereinafter referred as “USHMM” or “the Museum”) is looking to engage an experienced engineering / integration company to implement a modernized audio-visual infrastructure design in the Museum’s five classroom/multipurpose, flexible use conferencing spaces (referred to as Classrooms A-D and Portals 2-000A). This work involves the installation of hardware, cabling, software configuration, and control system programming. Companies interested in bidding for this opportunity (“the offerors'') are expected to have demonstrated expertise in implementing systems of a similar kind as described in this request for proposal (RFP). The company selected through this solicitation to carry out the project (''the Offeror'') shall build the systems using a detailed set of design documents provided by the Museum.

B.2 Required CLIN: Firm Fixed Price for each Phased deliverable. The rate shall be fixed throughout the contract.

Free on Board (FOB): Destination

CLIN 0001 Phase I – Pre-Implementation

CLIN 0002 Phase II – System Implementation

CLIN 0003 Phase III – Post Implementation

CLIN 0004 Phase IV – Project Closeout

B.3 Pricing Warranty:

Offeror warrants that the prices for the supplies and services under this Contract are not greater than the prices charged to the Offeror’s most favorable customer under similar circumstances.

DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

STATEMENT OF WORK

Museum Classrooms A-D/Portals 2-000A AV Systems Modernization

Background

The Office of Information and Technology of the United States Holocaust Memorial Museum (hereinafter referred as “USHMM” or “the Museum”) is looking to engage an experienced engineering / integration company to implement a modernized audio-visual infrastructure design in the Museum’s five classroom/multipurpose, flexible use conferencing spaces (referred to as Classrooms A-D and Portals 2-000A). This work involves the installation of hardware, cabling, software configuration, and control system programming. Companies interested in bidding for this opportunity (“the offerors'') are expected to have demonstrated expertise in implementing systems of a similar kind as described in this request for proposal (RFP). The company selected through this solicitation to carry out the project (''the Offeror'') shall build the systems using a detailed set of design documents provided by the Museum.

The Museum’s current AV systems in Classrooms A-D and Portals 2-000A are composed of various outdated and obsolete pieces of equipment that have served the Museum for 20 years and have reached the end of their useful life. To support hybrid programming, with audiences participating virtually and in person at the same time, the Museum has developed a comprehensive design to replace these antiquated technologies with a modern robust conferencing solution. Upon completion of the project, USHMM is expecting to take ownership of a fully integrated and operational turnkey set of systems that provides a highly reliable operation in these five conference/multipurpose spaces.

In conjunction with this contract, the Museum will be issuing a separate construction contract to build out the infrastructure needed for the AV Systems Modernization and to upgrade the acoustics and the lighting.

Project Goals

The major goals of this project are to achieve the following:

● Modernize the AV systems in Classrooms A-D & Portals 2-000A to support in-person, virtual, and hybrid programming scenarios (See appendixes A-C).

● Implement reliable and scalable AV systems that accommodate current and future meeting and conferencing requirements in Classrooms A-D & Portals 2-000A.

● Provide better management capabilities through integrated control system implementation.

● Create a control system interface that will allow Museum staff to easily manage and leverage the rooms’ systems with minimal training or support.

Current Museum AV Technology Profile in Classrooms A-D Classrooms A-D are located on the Lower Level of the Museum Building. The AV systems in these classrooms have basic presentation and conferencing capabilities. The system consists of a pair of program speakers, projector/screen (3 ⁄ 4 aspect ratio), a single wireless microphone, USB camera/microphone, and a Government Furnished Property (GFP) computer.

Current Museum AV Technology Profile Portals 2-000A

Portals 2-000A is located in the Portals III building located at 1201 Maryland Ave, SW, Washington, DC 20024 (approximately three blocks from the Museum). Portals 2-000A has an integrated AV system consisting of ceiling speakers, two projectors/screens, phone conferencing capabilities, USB camera/microphone, multiple wireless microphones, and a GFP computer.

Statement of Work

General

The AV Systems Modernization Project is being supported by separate Construction Contracts that will install the necessary infrastructure for the new AV system in the Classrooms and Portals 2-000A as well as making other improvements including, but not limited to, upgrades to lighting and acoustics. The AV Offeror shall be responsible for identifying any changes or additions in the infrastructure required to support their approved design. The AV Offeror shall be required to coordinate and cooperate with the Construction Offeror and other Offerors performing work within the areas on the implementation schedule and sequence of work.

Phase I: Pre-Implementation

1. Documents Review: The Offeror shall review all documents provided by the Museum to establish expectations, assumptions, limitations, schedules and any potential issues that may need to be addressed prior to commencement of the project. Reviewing the design and planning (see next item below) for the implementation may require one or more site surveys and follow-up meetings. The Offeror shall coordinate such surveys and meetings with the Contracting Officer’s Representative (COR).

2. Planning: Upon completion of the review, the Offeror shall provide a detailed plan describing their strategy to implement the design. This plan shall also contain various requirements and recommendations for the COR and various departments of the Museum including Operations (for building/structural requirements, conduit pathways and power and space requirements) and Program Office stakeholders (who will participate in demonstrations and seek recommendations on equipment and setups that will enable programs). The COR will coordinate the planning session in conjunction with the Offeror personnel.

3. Engineering: The Offeror’s Systems Engineer shall generate all diagrams and drawings derived from the design documents review and planning sessions, allowing custom items and/or assemblies to be fabricated. The Offeror shall identify various components and services expected from the Museum that are associated with the project but are not the direct responsibility of the Offeror. All completed documents at this step shall be provided to the COR for review and approval prior to commencement of the project.

4. Procurement and Supply of Hardware: With the Museum COR’s written approval, the Offeror shall purchase and supply all material and equipment required for the project, excluding the Government Furnished Property (GFP) as noted in the design and other documents provided as a part of this RFP. A complete review of all available GFP shall be conducted with the Museum personnel before the Offeror orders the hardware for the project. The Offeror shall procure and use industry-standard materials, which are subject to review and approval by the Museum.

The cost of shipping shall be treated as a reimbursable expense. The cost of the hardware samples and shipping of any samples that arrive in non-working order shall be borne exclusively by the Offeror.

5. Prefabrication: The Offeror may choose to do pre-fabrication of systems for testing and validation before they are installed in their intended locations. Such pre-fabrications shall be accomplished either at the Offeror’s facility and/or in the Museum’s Classroom spaces as appropriate. If the Offeror chooses to do all pre-fabrication at the company facility, a written protocol including specific requirements and goals for testing and locations of the set-up shall be discussed and agreed upon by the COR with input from the Museum’s Operations Division as needed. The Museum will provide GFP for pre-fabrication tasks and other software as necessary. All such GFP inventories shall be properly documented and approved for removal by the Museum’s Operations Division before leaving the Museum premises. The Offeror shall coordinate with the Museum prior to commencement of such pre-fabrication work. Any associated cost for this work shall be mutually agreed upon and shall be incorporated into the contract by way of bilateral modification (if it is not already included in the original contract) unless the Offeror decides to bear the cost of prefabrication including the cost of transportation of the materials to their facility.

6. Mock-ups: Mock-ups may be required to validate engineering, hardware selection, and to ensure suggested audiovisual systems and their configurations meet the intended design as it relates to scenarios located in Appendix C. While we have given careful consideration to creating the final design, we anticipate specific hardware may be found unsuitable for installation in the intended space due to the environment, acoustics, space limitations, etc.

If such an event were to arise, the Museum and the Offeror shall work together to minimize or mitigate such issues by identifying alternate options that can be implemented without making any changes to the core design. The Offeror shall provide alternate hardware for such mock-ups until a suitable hardware satisfying the design intent is found. The Offeror shall install the selected hardware that provides satisfactory performance. To ensure satisfactory equipment is selected, the Museum will require a design drawing(s) and/or a physical mock-up of the proposed equipment, including specific requirements and goals for testing the nature and locations of the set-up. The final mock-up will be discussed and mutually agreed upon between the COR and the Offeror. In addition, any additional costs not covered in the base contract for mock-ups shall be mutually agreed upon and shall be incorporated into the contract by way of a bilateral modification. All mock-ups shall be done in the Classrooms A-D/Portals 2-000A where the hardware will be eventually installed to ensure successful everyday operation. The Offeror shall complete all mock-ups prior to the start of Phase II: System Implementation (see below).

7. Additional functionality: The Museum has identified additional elements to be incorporated into the existing design (see Appendix A). The Offeror shall be responsible for providing pricing for all equipment listed in this section, as well as any labor and peripherals necessary to integrate these items into the existing design. Equipment specified in this section is subject to approval by the project’s COR.

Equipment Additions/Deductions to the base bid

Items listed in this section are equipment/ functionality that USHMM has identified as not existing in the current design (see Appendix A). Additions listed here should be applied to Classrooms A-D and Portals 2-000A unless noted otherwise.

1. Addition of a second wireless touch screen/iPad for Classrooms A-D and Portals 2-000A.

2. Stand-alone charging stations for wireless microphones for Classrooms A-D and Portals 2-000A.

3. Confidence monitor and rolling cart for Portals 2-000A only (see Appendix B/Standard classroom for model #s ).

4. ADA listening devices for Classrooms A-D and Portals 2-000A (four per room).

5. USB wall plate input Classrooms A-D and Portals 2-000A.

6. DELETED FROM APPENDIX B: Podium millwork and associated equipment

(gooseneck microphone and floor box input):

Add-Alternate Equipment

Add-Alternate equipment listed here is not encompassed in the design documents listed in Appendixes A-C. USHMM would like the Offeror to provide a line item cost for the equipment, peripherals, and design labor necessary to integrate these items into the existing system architecture of this project. Proof of concept via drawing of physical equipment mock-ups will be required (see mock-up section) for the equipment listed in this section. Any equipment adds or alterations will be mutually agreed upon between the project CO/COR and the Offeror in writing.

1. For Classrooms A-D the Offeror shall price a second LG 110UM5J 110’ monitor and any peripheral equipment necessary to integrate. (See Appendix B)

2. For Classrooms A-D the Offeror shall specify and price two 85” monitors, in addition to the LG 110UM5J 110’ monitor list in Appendix B.

3. For Classrooms A-D and Portals 2-000A the Offeror, using the provided design drawing (see Appendix B) shall price a tracking camera system with up to six cameras (Offeror’s discretion) and any peripheral equipment necessary that will be needed to integrate the cameras into the existing design. (The Offeror will be given a $60,000 allowance per room for this add).

4. For Classrooms A-D and Portals 2-000A the Offeror shall specify any additional equipment necessary to foreign language translation locally in the rooms and to hybrid audiences (see scenario 4 in Appendix C).

Phase II: System Implementation

The Offeror shall install all audiovisual equipment as approved by the Museum based on the design provided to the Offeror with any changes that may have evolved during the planning and mock-up sessions. As indicated previously, if such changes have any cost implication, they must be resolved prior to commencing the system implementation and the cost differences shall be incorporated into the contract by way of a bilateral modification (see add-alternate section above). The system implementation includes the Offeror-procured hardware, software and custom programming and the GFP. Any changes that may be required after the start of the implementation due to unforeseen circumstances shall be discussed with the COR prior to making such changes in the implementation plan. Offeror shall be responsible for Quality Assurance for all installed systems, to ensure that the work is performed in strict accordance with manufacturer’s instructions to remain in conformity with all manufacturer warranties, consistent with industry standards and all attached technical exhibits and compliant with all national, state, and local codes.

The Offeror shall provide the build version of the final engineering documents, work plan, schedule, and other essential factors that need to be reviewed to ensure both the Offeror and the Museum have a full understanding of the implementation steps before the actual work begins.

1. Scheduling: Upon project kick-off, the Offeror shall work with the COR to produce a phased schedule that will support only one room of the five being renovated, to be under construction at any given time during the project (subject to change). The installation schedule will also need to be coordinated with and integrated into the Construction Offeror’s schedule.

2. Cable and Network Installations: See Appendix B page 206. All low-voltage cables specified in the design and engineering documents shall adhere to the current industry standards. All cabling and wiring shall be clearly marked at the source and destination using a mutually agreed-upon labeling scheme. Additionally, all structured low-voltage cabling should be properly tied to have a professionally installed appearance. Cabling for this project will primarily be pulled in conduit. For any free run cable pulls the Offeror will be responsible for supplying all plenum-rated cable.

By design, the AV network is physically isolated from the Museum’s business network and this airgap shall be maintained to ensure the security of both networks during the installation and subsequent operation. Additional network connections, including internet connectivity, may be required to facilitate remote access and management of systems. The installation of such network extensions shall be coordinated with the COR as it involves the Museum’s network and IT security operations groups.

3. Installation of Racks and AV Equipment: This step involves the installation of racks in the respective rack closet location as noted on the drawing in Appendix B. Installation of AV equipment shall follow the rack elevations in the design documents and be labeled following its conventions. Additionally, any equipment requiring a static IP address shall be labeled with that address regardless of location (rack or field equipment).

4. Installation of Control System and Associated Programming: The control systems will require custom programming that will be subject to the COR’s approval. Additionally, the Offeror shall be responsible for, but not limited to, programming for digital signal processors, network switches, show controllers, low voltage lighting dimmers, and encoders/decoders. The control system shall be connected to the newly installed AV local network and be configured for operation both locally and remotely. The Offeror shall write custom code as necessary to make the system operable. All source codes produced under this contract, including their intellectual and data rights, shall become the property of USHMM and shall be delivered to USHMM electronically in an easily accessible format (such as an external hard drive), which the Museum can use for later modifications as needed.

Phase III: Post-Implementation

1. Testing and Validation: Upon completion of the installation, the Offeror shall conduct thorough testing of the system functionalities demonstrating the design intent and performance, which include but are not limited to the following:

a. Operation of all hardware such as media players, media converters, endpoint devices, speakers, networking devices and cabling are fully tested and verified to conform to the required specifications (see Appendix A)

b. All video conferencing equipment is working to specifications, and audio associated with conferencing is echo-free.

c. All control systems, programming, and sequencing are tested and validated in coordination with the Museum personnel.

d. Testing for emergency shutdown is verified (fire alarm, security alert).

2. Test and tuning period. The implemented system shall go through a verification period of 30 days from the date of commissioning of the systems for each space/room. The Offeror shall conduct an extensive and comprehensive walkthrough of the installed system with USHMM technical personnel and shall develop a punch list. The Offeror shall successfully complete all punch list tasks in a timely manner to ensure completion of all work specified under this contract. If any issues are identified during the first 30 days of operation of the newly commissioned systems, the Offeror shall troubleshoot and repair any identified issues during this period.

Phase IV: Project Closeout

1. Training: The Offeror shall train the Museum’s AV personnel as a group and/or individually as required for up to two weeks on operation and maintenance of the new systems. The training includes but is not limited to, document review, physical inspection of all installed hardware and systems, operation of individual components end-to-end, operation of control and automation systems, and routine management of the entire system. Additionally, the Offeror shall also provide training on basic troubleshooting and remediation techniques that the Museum personnel can do prior to contacting the Offeror for technical support (see below). The Offeror shall also provide detailed instructions on preventive maintenance routines that the staff can undertake to minimize the occurrence of potential issues.

2. Technical Support: The Offeror shall provide technical support for all the components including hardware and software upon acceptance of the newly installed systems by the Museum during the one-year warranty period. The support shall be provided at least at two levels (Offerors may provide additional support options in their proposals):

a. Emergency Support: The Offeror shall provide phone support, provided to

USHMM AV personnel within two (2) hours of the request; and on-site emergency support, in the event the technical issues cannot be resolved by phone, to be performed by the next day.

b. All non-emergency incidents shall be addressed by phone support within twenty-four hours and an on-site visit within two days.

3. Documentation: The Offeror shall provide complete documentation of all the system components, written instructions, and custom programming documents in electronic format. See the “Documents and Submittals” under the deliverables section elsewhere in this document for all the documents that the Offeror is required to deliver at the conclusion of the project.

4. Warranty: All hardware, software, and services shall carry a minimum warranty period of one year (base warranty period) commencing upon system acceptance date. During the warranty period, the Offeror shall provide all services including, but not limited to, troubleshooting, repair and/or replacement of hardware, software, custom programming and labor. Any travel expenses necessary for on-site support during the base year shall be reimbursed by USHMM at actual cost in accordance with the Federal Acquisition Regulations. The Museum may extend the Offeror’s warranty beyond the base period at its sole discretion, which is neither warranted nor guaranteed.

a. Hardware and Software Warranty: All Offeror-provided equipment shall be warranted as specified by the product manufacturer. Product repair, replacement and related shipping charges will be handled in accordance with the product manufacturer’s written warranty. The Offeror will be required to handle coordination of equipment failure issues directly with the manufacturer during the warranty period. All hardware and software warranties from the original manufacturer shall be transferred over to the Museum. All repairs shall be made on-site and/or replacement hardware sent to arrive next business day (unless it’s a non-emergency replacement) to the Museum as required by and at no cost to USHMM. The Offeror shall note in the technical/cost proposal any available additional hardware warranty options, such as extended warranties, for review and approval by the COR prior to purchase by the Offeror. Any such extended warranties purchased on behalf of USHMM must extend to the Museum in a manner that does not void the warranty.

b. Programming Warranty: The Offeror shall provide warranty for all programming done as a part of the design implementation including any customization done to the programming of equipment, control and automation systems. In the event that the

Offeror installed program files become corrupted or damaged, the Offeror shall repair or reinstall the original program and apply any patches or customization during the base warranty period at no charge to USHMM.

c. Labor Warranty: All labor work done under this project shall be covered during the base warranty period. The Offeror shall correct and resolve any issues related to labor discovered during this warranty period.

Period of Performance

The Period of Performance shall be from the Date of the Award to the completion of the Project. Offerors shall provide a clear schedule that aligns with the different phases indicated above of the project as specified in this RFP identifying each milestone to include, but not limited to, the following:

1. Project planning

2. Specification of hardware and approval by the Museum

3. Hardware purchase and system engineering based on the provided design

4. Mock-ups as required

5. Prefabrication and proof-of-concept

6. Delivery of hardware to the Museum

7. Installation period

8. Testing and verification period

9. Punch list production and successful completion

10. USHMM acceptance: upon demonstration that equipment/hardware has been operationalized, successful completion of punch list, and delivery of final source code and USHMM AV staff training

11. Project closeout

Offerors should also identify any potential risks to the period of performance to identify potential delays or supply chain issues.

Government Furnished Property

All computers and computer peripherals will be provided by the government.

Work Constraints

The Offeror shall take the following assumptions and constraints into careful consideration while preparing their plans to execute the project:

1. The Offeror shall visit the site to acquaint themselves with all conditions of the property prior to bidding on the work and shall be responsible for verifying all dimensions and the extent of work. This site visit is mandatory for all potential offerors.

2. The Museum’s hours are 10 A.M. to 5:30 P.M. every day of the year except Christmas and Yom Kippur. The work schedule will be determined based on the prevailing conditions at the time of the implementation.

3. All Offeror staff shall be subject to the Museum’s standard security inspection, as are all deliveries.

4. The Offeror shall comply with all applicable federal, state, and local safety, health, and environmental regulations, including the National Environmental Policy Act (NEPA) and the standards set by the Occupational Safety & Health Administration (OSHA). All Offeror’s personnel working onsite must be trained for workplace safety protocols and regulations.

5. The work of this contract shall not obstruct access to, or egress from, the Museum at any time. Details of all staging and access to the work site by the Offeror shall be coordinated with, and approved by, the COR.

6. The Offeror shall, at no additional cost to USHMM, obtain all licenses and permits required for the performance of work in order to comply with all applicable Federal, State and local laws. Evidence of such permits and licenses shall be provided to USHMM upon request.

7. The Offeror shall coordinate and cooperate with the construction Offeror and any other Offerors working on this project or within the work area.

8. The Offeror shall at all times keep work areas including storage areas free from accumulation of waste materials. Any trash, dirt, and debris generated in any areas of the workplace shall be promptly removed and disposed of off the confines of the installation.

9. The Offeror shall at all times protect and preserve all materials, supplies, and equipment of every description including GFE. The Offeror is responsible for all repairs to bring damaged materials back to their original condition.

10. The Offeror shall be responsible for Quality Assurance, to ensure that all work is done in compliance with all applicable codes, and to a standard of quality commensurate with that shown in the rest of the Museum. Final acceptance of the completed project shall be given by the COR when the work in place meets these criteria. Any remedial work needed to meet these standards shall be performed at the Offeror's expense.

Offeror Reporting Requirements

● The Offeror shall submit a work schedule no later than fourteen (14) calendar days after receipt of the notice to proceed. The schedule shall be subject to approval by the COR.

The Offeror shall update the schedule weekly indicating progress made to date.

http://search.yahoo.com/r/_ylt=A0oG7k_u.LNP8GIA5opXNyoA;_ylu=X3oDMTE2a3Y5N2tpBHNlYwNzcgRwb3MDMQRjb2xvA2FjMgR2dGlkA01TWUMwMDFfMTc0/SIG=1186d375s/EXP=1337223534/**http%3a/www.osha.gov/

● The Offeror shall notify the COR at least ten (10) calendar days prior to the start of work on site of their intention to start work.

● The Offeror shall submit a weekly schedule on Wednesday for the work week beginning the following Monday.

● USHMM shall have seven (7) calendar days to review each submittal, and shall not be liable for any delay in the completion of the project caused by a submittal’s nonconformance to the Contract Documents. No items subject to approval by USHMM shall be installed prior to approval of the appropriate submittals.

● Progress meetings shall be held on a regular schedule or as needed, either in person or by phone or by other communication channels.

Deliverables

The Offeror shall deliver a fully functional turnkey system under this contract. The specifics of various components of the deliverables are described below. All digital deliverables must be submitted to USHMM on a physical hard drive.

The Offeror shall deliver the following upon Completion of the Implementation and Prior to System Acceptance by the Museum:

1. Progress reports, according to the reporting protocol mutually established by USHMM and Offeror

2. Concept design diagrams

3. Complete construction package

4. Hardware Inventory Matrix, with pricing

5. As-built systems engineering diagrams

6. Custom installation programming and system software.

7. Punch list

8. Project Closeout, including training of USHMM Technical Services personnel, delivery of uncompiled systems code, and maintenance manuals identified above in Phase V/Project Closeout

9. Warranty services, as required

10. Copies of all control systems and digital signal processing and lighting program files

In addition, the deliverables for this project include, but are not limited to, the following:

● A summary of current network and a proposed new networking architecture

● Management system-related deliverables:

○ Implement the approved management system in the Museum’s Classroom

○ Integrate the system to all applicable devices, equipment, and other components

○ Program the system based on the approved plan for automated operations

○ Network the system for local and remote access using desktops, laptops, tablets, and phones

○ Test and validate all operations

● Document all installations, charts, rack elevations, cabling/circuit diagrams, cut sheets of equipment and components and training manuals

● Provide training to the Museum’s AV staff on the operations of the newly implemented systems as detailed elsewhere in this document

Documents and Submittals

Upon completion of the installation, the Offeror shall provide an “AS-BUILT” / final engineering document incorporating all changes that have occurred to the build drawing through the course of the installation. All documents shall be provided in an easily editable electronic format such as PDF, AutoCAD, Microsoft Office suite of applications, etc. Large engineering documents shall also be provided in printed format, all electronic files should be provided on a physical hard drive.

These shall include, in mutually agreed upon digital file format:

1. Specification sheets for all proposed systems, equipment; and accessories;

2. Fine engineering plan for installation of Parts 1-3, which includes, but not limited to, shop diagrams, architectural, single line, drawings.

3. Close-out documents to include:

a. Three sets of as-built drawings showing the entirety of the project, including but not limited to, newly installed equipment schedule and audio/electric line/cable runs;

b. Cable installation and testing procedures including signal quality analysis, data loss or latency information and their mitigation

c. Comprehensive operation and maintenance manual for the System to include:

i. Physical descriptions

ii. Functional descriptions

iii. Troubleshooting

iv. Preventive maintenance (procedures and schedules)

v. Corrective maintenance (repair requirements)

vi. Parts lists

d. Product warranty information, completed as appropriate for all Offeror-sourced equipment and to include:

i. Name of item

ii. Model and serial numbers

iii. Location where installed

iv. Name and phone numbers of manufacturers or suppliers

v. Names, addresses, and telephone numbers of sources of spare parts

vi. Warranties, terms of warranty, and warranty duration (start and end dates, noting all warranties shall start upon the date of USHMM acceptance)

vii. Organization, names, and phone numbers of persons to call for warranty service, if other than (iv) and (v), above.

PACKAGING AND MARKING

(Section D - OMITTED)

INSPECTION AND ACCEPTANCE

E.1 FAR 52.246-2 INSPECTION OF SUPPLIES--FIXED-PRICE (AUG 1996)

(Reference 46.302)

E.2 FAR 52.246-4 INSPECTION OF SERVICES--FIXED-PRICE (AUG 1996)

(Reference 46.304)

E.3 It shall be the responsibility of the Offeror to ensure that all supplies and services provided hereunder conform to the specifications prior to delivery to USHMM.

E.4 Inspection by USHMM shall not relieve the Offeror of responsibility for any or all quality control aspects during the life of the contract. This shall include quality control for all items covered by this contract that may be subcontracted.

E.5 Neither USHMM’s reviews, approval, or acceptance of services and/or supplies, nor payment for any of the services or supplies required under this contract shall be construed to operate as a waiver of action arising out of the performance of this contract. Furthermore, the Offeror shall be and remain liable to USHMM in accordance with applicable law for all damages to USHMM caused by the Offeror’s negligent performance of any of the services or supplies furnished under this contract.

E.6 Acceptance by USHMM does not relieve the Offeror of responsibility for correction of errors or omissions that may arise after such acceptance of the errors and omissions are clearly at fault in Offeror’s performance.

DELIVERIES OR PERFORMANCE

F.1 PERIOD OF PERFORMANCE [FAR 52.217-9 OPTION TO EXTEND THE

TERM OF THE CONTRACT (MAR 2000, DEVIATION) (Reference 17.208)] Offeror shall complete Museum Classrooms A-D/Portals 2-000A AV Systems Modernization implementation within 120 days of award, followed by the duration of the specified warranty and any applicable, exercised USHMM annual renewal options. In such case, USHMM may extend the term of the awarded contract by written notice to the Offeror each year, no later than fifteen (15) days before the awarded contract is due to expire. The duration of the awarded contract including all extensions shall not exceed five (5) years from its effective date. All interim deliverable deadline(s) other than those provided in Offeror’s Statement of Work shall be mutually agreed upon in writing by the parties.

F.2 FAR 22.103 OVERTIME.

F.2.1 22.103-1 Definition. “Normal workweek,” as used in this subpart, means, generally, a workweek of 40 hours. Outside the United States and its outlying areas, a workweek longer than 40 hours is considered normal if—

(1) The workweek does not exceed the norm for the area, as determined by local custom, tradition, or law; and

(2) The hours worked in excess of 40 in the workweek are not compensated at a premium rate of pay.

F.2.2 22.103-2 Policy. Offerors shall perform all contracts, so far as practicable, without using overtime, particularly as a regular employment practice, except when lower overall costs to the Government will result or when it is necessary to meet urgent program needs. Any approved overtime, extra-pay shifts, and multishift should be scheduled to achieve these objectives.

F.3 FAR 52.211-8 TIME OF DELIVERY (JUN 1997)

F.4 FAR 52.242-17 GOVERNMENT DELAY OF WORK (APR 1984) (Reference 42.1305)

CONTRACT ADMINISTRATION DATA

G.1 USHMM REPRESENTATIVES. USHMM’s designated representatives and points of contact for purposes of this Agreement shall be the Contracting Officer (CO) and the Contracting Officer’s Representative (COR), as follows:

G.1.1 CO Responsibilities. The CO has the authority to enter into, administer, and terminate the Agreement. Communications pertaining to contractual administrative matters shall be addressed to the CO. No changes in or deviation from any of the Agreement’s provisions, terms, conditions, including without limitation the scope of work, cost, or term provided herein shall be affected without a written modification to the Agreement executed by the CO authorizing such changes.

G.1.2 COR Responsibilities.

G.1.2.1 The Contracting Officer will designate, in writing, an authorized representative(s) to discharge such duties and responsibilities as may be delegated to him. The representative(s) will not have authority to change or alter any of the terms and conditions of the contract. The Contracting Officer is the sole authority to make changes in the contract. The Offeror will be furnished a copy of the COR delegation.

G.1.2.2 The COR will provide technical direction on contract performance. Technical direction includes: (1) direction to the Offeror which assists in accomplishing the statement of work; and (2) comments on and approval of reports or other deliverables.

G.1.2.3 Technical direction must be within the contract's statement of work. The COR does not have the authority to issue technical direction which: (1) institutes additional work outside the scope of the contract; (2) constitutes a change; (3) causes an increase or decrease in the estimated cost of the contract; (4) alters the period of performance; (5) changes any of the other express terms or conditions of the contract.

G.1.2.4 The COR will issue technical direction in writing or confirm such direction in writing within five (5) calendar days after verbal issuance.

G.1.3 Offeror is advised that any reliance on direction from other than the CO or a COR acting within the strict limits of the responsibilities as set forth above is undertaken at Offeror’s own risk and expense, as such actions do not bind USHMM contractually. All questions concerning the authority of a USHMM employee to direct the Offeror contractually should be referred to the CO.

G.2 OFFEROR REPRESENTATIVES. Offeror shall designate a project manager, who will be the main point of contact for USHMM for the Contract. All Offeror personnel are provided below, specifically identified as “Key Personnel” or else as generally defined to meet the minimum qualifications provided below. (Offerors shall provide this information in their technical proposal, and such information shall be treated as though reproduced below.)

G.2.1 General. The following person shall be contracted in the event of award for prompt Agreement notification and administration concerning specifications, schedules, and other necessary Agreement matters:

(Name)____________________________________ (Title)____________________________________

(Street Address) ____________________________ (City, State, Zip) ____________________________

(Telephone No.) __________________ (E-mail address) ____________________________

G.2.2 Key Personnel & Subcontractor.

G.2.2.1 Offeror shall include the subcontractor(s) and key personnel to be assigned under this Agreement those persons listed below: (Offerors shall provide this information in their technical proposal, and such list shall be treated as though reproduced below.)

NAME LABOR CATEGORIES

G.2.2.2 Offeror shall not remove the Key Personnel assigned to this project without the consent of USHMM. Offeror also will not remove such Key Personnel until he/she is replaced with a person/firm of equal or higher qualifications.

G.2.2.3 Offeror shall not enter into any subcontracts other than those identified above for any of the work under this Agreement without obtaining the prior written approval of the CO.

G.2.3 Qualifications of Offeror Personnel and Minimum Experience.

G.2.3.1 Offeror shall ensure that staff and/or subcontractor dedicated to this project other than those Key Personnel defined above have the skills and experience level as described in Offeror’s Proposal. The service categories provided by the Offeror in performance of this Agreement shall embrace all critical services described in this contract. All Offeror personnel assigned to this Agreement are subject to USHMM review in accordance with the provided level of qualifications.

G.2.3.2 USHMM shall reserve the right to recommend dismissal of an Offeror’s employee or subcontractor whose performance is detrimental to the satisfactory completion of contractual obligations. In addition, Offeror personnel found unacceptable by USHMM at any time shall be removed from performing under this Agreement. The CO shall deliver such notification in writing to the Offeror.

G.3 SUBSTITUTION OF REPRESENTATIVES. The parties shall advise one another in writing of any substitution for said representatives.

G.4 NOTICES. Any legal notices required hereunder shall be in writing and deemed delivered upon actual receipt of such notice when hand-delivered or sent by certified mail, postage prepaid, return receipt requested, or overnight express courier to the address first set forth above marked to the attention of the signatory of this Agreement for the party, or to such other address or person as a party may designate in writing from time to time.

G.5 INVOICES

G.5.1 Offeror shall submit a single invoice(s) via email to the United States Holocaust Memorial Museum, Attn: Accounts Payable Division, 100 Raoul Wallenberg Place, SW, Washington, DC 20024-2150 (accountspayable@ushmm.org) with a copy submitted to USHMM's COR upon satisfactory completion of the work or otherwise in a manner consistent with Offeror's Proposal for completed deliverables and services received and accepted by the COR. Invoices shall be submitted. To constitute a proper invoice, the invoices must include the following information and/or attached documentation:

• Name of Business Concern and invoice date

• Contract Number or other authorization for performance of service

• Description, price, and quantity of services delivered or rendered

• Name, title, phone number, and complete mailing address of the responsible official to whom payment is to be sent.

G.5.2 Withholding. Museum shall withhold a 10% retainage of the total project price pending satisfactory completion of the Contract.

G.5.3 Nonpayment for Additional Work. Any additional services or services representing a change to work specified herein or as defined in the applicable task order performed by Offeror, either at Offeror’s own volition or at the request of an individual other than a duly appointed CO except as may be explicitly authorized in this Contract are not authorized and will not be paid. Only a duly appointed CO is authorized to change the specifications, terms, and conditions in this Agreement. Any such change shall be through a written amendment(s) or modification(s) to this Agreement issued by the CO.

mailto:accountspayable@ushmm.org

SPECIAL CONTRACT REQUIREMENTS

H.1 CONTRACT TERMS & CONDITIONS:

The terms and conditions of Offeror's GSA-schedule # ________________ shall apply to the awarded contract, if applicable. Otherwise, USHMM shall apply the terms and conditions listed in RFP Section I.

H.2 USE OF MUSEUM NAME:

H.2.1 Offeror shall not use the name of USHMM in any news release, public announcement, advertisement, or any other form of publicity, or disclose any of the terms of this Agreement to any third party without the prior written consent of USHMM.

H.2.2 Offeror shall not use USHMM’s name, trademarks, or any other language, pictures, or symbols that could, in USHMM’s judgment, imply USHMM’s identity or endorsement by USHMM or any of its employees in any (1) written, electronic, or oral advertising or presentation or (2) brochure, newsletter, book, electronic database, or other written material of whatever nature, without USHMM’s prior written consent.

H.2.3 Inclusion of Section. Offeror shall include the terms of this Section (“Use of Museum Name”) in any contracts with other parties providing services related to the performance of this Agreement, such as but not limited to subcontractor.

H.3 TRAVEL AND EXPENSE. The scope of work under this section does anticipate Offeror travel, and all travel shall be subject to Museum's prior review and approval. Travel expenses are to be reimbursed according to GSA travel guidelines and are to include lodging and travel expenses only. All expenses for food and incidentals are solely the responsibility of the Offeror and shall not be reimbursed by Museum.

H.4 SAM DATABASE COMPLIANCE

H.4.1 Offeror is responsible, during performance and through final payment, for the accuracy and completeness of the data within SAM (System for Award Management: www.sam.gov) database, and for any liability resulting from USHMM’s reliance on inaccurate or incomplete data. To remain registered in the SAM database after the initial registration, Offeror is required to review and update on an annual basis from the date of initial registration or subsequent updates its information in the SAM database to ensure it is current, accurate, and complete.

Updating information in SAM does not alter the terms and conditions of this Agreement and is not a substitute for a properly executed contractual document.

H.4.2 Offeror shall not change the name or address for electronic funds transfer (EFT) payments or manual payments as appropriate in the SAM record to reflect an assignee for the purpose of assignment of claims. Assignees shall be separately registered in the SAM database. Information provided to the Offeror’s SAM record that indicates payments, including those made by EFT, to an ultimate recipient other than that Offeror shall be considered to be incorrect information.

H.5 SUITABILITY DETERMINATION.

H.5.1 In order to protect the Museum’s proprietary information, Offerors who are assigned to work on a Museum contract, whether onsite or offsite, and who require a Museum badge, network access, or access to sensitive Museum information, are required to go through a Suitability Determination and FBI Fingerprint Criminal Background Check through OPM upon entry of service, and then annually thereafter. Fingerprints are taken in the Museum’s Badging Office. For individuals who are outside of the Washington, D.C. area, directions will be provided for them to complete the process at a designated Federal facility in their area.