USHMM RFP 95476721C0617 PE- AV Infrastructure Modernization.pdf

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RFP 95476721R0617

Permanent Exhibition A/V Systems and Infrastructure Modernization

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1 BACKGROUND

1.1 The Office of Information 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 design of the Museum’s Permanent Exhibits (PE) audio-visual infrastructure. This work involves installation of hardware, cabling, networking and configuring control systems. Companies interested in bidding for this opportunity (“the offerors'') are expected to have demonstrated expertise in implementing systems in Museums as described in this request for proposal (RFP). The Offeror selected through this solicitation to carry out the project (''the contractor'') shall build the infrastructure using a detailed set of design documents provided by the Museum.

1.2 The Museum’s current AV system is composed of various outdated and obsolete equipment that has served the Museum for 28 years and they have reached the end of their useful life. To ensure reliable operations of its exhibits, the Museum has developed a comprehensive design to replace the antiquated technologies with modern backend systems using a robust networking infrastructure. Upon completion of the project, USHMM is expecting to take ownership of a fully integrated and operational turnkey infrastructure that provides a highly reliable operation of the Museum’s Permanent Exhibition.

2 PROJECT GOALS

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

a. Implement a reliable and scalable infrastructure to accommodate current and future media delivery requirements of the Museum’s permanent exhibits (PE)

b. Implement systems capable of delivering content from a centralized location to various exhibit floors in the Museum

c. Allow USHMM to leverage the delivery of audio-visual contents using a dedicated multimedia network

d. Provide better management capabilities using programmable / automated control systems

e. Allow operators to easily access and manage systems onsite and/or from remote locations using secure internet connections

3 MUSEUM CURRENT AV TECHNOLOGY PROFILE

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3.1 The Museum is a multi-level building with exhibits spread across various levels of the building.

The PE spans across four floors of the Museum building. AV systems that deliver contents to various endpoints are located in the data center at the top floor of the building. The data center has several racks of digital and analog players and signals from these players are amplified and delivered to the Museum floors through coaxial cables. Additionally, some components of the AV infrastructure such as audio amplifiers are also installed closer to the endpoints at different locations throughout the Museum.

3.2 Documents

3.2.1 As part of this solicitation, the government is providing a complete set of documents as listed below to ensure the offerors have a clear understanding of the scope and the requirements of the project. The same documents will also be used as the basis for the implementation of AV systems once a successful contractor is selected to execute the project:

a. Current system equipment list documents and system architecture (Appendix A)

b. New system design overview and equipment list (Appendix B)

c. System engineering drawings with single line diagrams (Appendix C)

d. New system design - Cut sheets of equipment (Appendix D)

e. Government furnished property (Appendix E)

4 STATEMENT OF WORK

4.1 Phase I: Pre-Implementation

a. Documents Review: The contractor 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 contractor shall coordinate such surveys and meetings with the Contracting Officer’s Representative (COR).

b. Planning: Upon completion of the review, the contractor 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), Exhibitions (for gallery space, AV endpoints installations and related requirements) and Security/Protection Services (for building access and security requirements). The COR will coordinate the planning session in conjunction with the contractor personnel.

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c. Engineering: The contractor’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 contractor shall identify various components and services expected from the Museum that are associated with the project but are not the direct responsibility of the contractor. All completed documents at this step shall be provided to the COR for review and approval prior to commencement of the project.

d. Procurement and Supply of Hardware: With the Museum COR’s written approval, the contractor 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 contractor orders the hardware for the project. The contractor shall procure and use industry standard materials, which are subject to review and approval by the Museum.

e. 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 contractor.

f. Prefabrication: The contractor 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 contractor’s facility and/or in the Museum’s data center as appropriate. If the contractor 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 Exhibitions and Operations Departments as needed. The Museum will provide GFP for pre-fabrication tasks along with any media and other software as necessary. All such GFP inventories shall be properly documented and approved for removal by the Museum’s Operations Department before they leave the Museum premises. The contractor 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 contractor decides to bear the cost of prefabrication including the cost of transportation of the materials to their facility .

g. Mock-ups: Mock-ups may be required to validate engineering, hardware and/or media design concepts and to ensure suggested audiovisual systems and their configurations meet the intended design. While we have given careful consideration into creating the final design, we anticipate a specific hardware may be found unsuitable for installation in the intended exhibit space due to the environment, acoustics, etc. If such an event were to arise, the Museum and the contractor 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 contractor shall provide alternate hardware for such mock-ups until a

USHMM RFP 954767-21-R-0617 Page 6 of 19 PE A/V MODERNIZATION suitable hardware satisfying the design intent is found. The contractor shall install the selected hardware that provides satisfactory performance. A written protocol for the mock-ups, including specific requirements and goals for testing and nature and locations of the set-up, shall be discussed and mutually agreed upon between the COR and the contractor. In addition, any associated costs for mock-ups shall also 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 exhibit space where the hardware will be eventually installed in order to ensure successful everyday operation. The contractor shall complete all mock-ups prior to the start of Phase II: System Implementation (see below).

4.2 Phase II: System Implementation

4.2.1 The contractor shall install all audiovisual equipment as approved by the Museum based on the design provided to the contractor with any changes that may have evolved during the planning and mock-up sessions. As indicated previously, if such changes have any cost implication, it 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. The system implementation includes the contractor-procured hardware, software and custom programming and the GFE. 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. Contractor 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 contractor 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 contractor and the Museum have a full understanding of the implementation steps before the actual work begins.

a. Scheduling: The contractor shall ensure the Museum’s existing AV technologies including, but not limited to, the media players and control systems continue running during installation since they deliver programs throughout the Museum that cannot be interrupted. If there are COVID-19 specific restrictions still in place at the time of the implementation, the contractor shall adhere to such restrictions, some of which can be found under the Work Constraints section of this document.

b. Cable and Network Installations: For all cable runs, the contractor shall use 50 micron multimode fiber optic cables and plenum-rated Category 6A Ethernet cables. All low voltage cables specified in the design and engineering documents shall adhere to the current industry standards. Contractor shall also install all network equipment, patch panels and other accessories in the main distribution frame (MDF) and intermediate distribution frames (IDF)

USHMM RFP 954767-21-R-0617 Page 7 of 19 PE A/V MODERNIZATION in pre-approved locations. The contractor shall conduct a thorough site survey with the Museum personnel, as identified by the COR, and document the exact locations for the network equipment for approval. 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.

Patch panels and other components in the MDF location and in the IDF closets shall be designed for current requirements and shall accommodate a 10% additional capacity for future growth.

c. Upon completion of the cable installation, the contractor shall remove all old cabling, both free running and in conduits. The timing of this removal shall be determined based on a mutually agreed schedule between the contractor and the Museum. In the end, it is the contractor’s responsibility to ensure all old and unused cables are removed.

d. 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.

e. Installation of Racks and AV Equipment: This step involves the installation of racks in the

MDF and IDF at locations decided during the planning sessions. 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). Any endpoints identified in the design shall also be labeled and installed by coordinating with the COR and other Museum department personnel.

f. Installation of Control system and associated programming: The control and automation systems require custom programming, which includes among other functions, the set-up of the system controller for "Start of day" and "End of day “, source polling, and audio and video source monitoring. Additionally the contractor shall be responsible for, but is not limited to, programming for digital signal processors, network switches, show controllers, low voltage lighting dimmers and encoders/decoders. The show control system shall be connected to the newly installed AV network and be configured for operation both locally and remotely. A system log shall be integral to the system controller, tracking events specified by USHMM as well as critical system errors. The contractor 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 plain text), which the Museum can use for later modifications as needed.

4.3 Phase III: Post-Implementation

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1. Testing and Validation: Upon completion of the installation, the contractor 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.

b. All media contents on displays and the audio quality from speakers are functioning to the satisfaction of the Museum personnel.

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

d. Testing of the emergency shutdown in the P.E. (Fire alarm, Security alert)

2. Decommissioning of Old Infrastructure: Under the direction of the COR or a designated Museum staff, the contractor shall decommission the racks and equipment from their existing configuration. Decommissioning and removal of old equipment, racks and cables may be required during the implementation phase in order to make room for new equipment, cable runs, etc. If the new installation is done when the Museum is operational, the timing of decommissioning tasks, which is anticipated to be at different stages of the project, shall be coordinated with the COR. All old cables shall be removed from the existing conduits / plenum spaces. The contractor shall coordinate with the COR for the removal of old materials from the Museum premises. The Museum may decide to retain certain materials for its usage. Such reusable items shall be stored in location(s) designated by the COR or an authorized Museum staff.

3. Proof and Verification Period: The implemented system shall go through a verification period of 30 days from the date of commissioning of the systems. The contractor shall conduct an extensive and comprehensive walkthrough of the installed media programs with USHMM technical personnel and shall develop a punch list. The contractor 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 contractor shall troubleshoot and repair any identified issues during this period.

4.4 Phase IV: Project Closeout

1. Training: The contractor 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, documents 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 contractor shall also provide training on basic troubleshooting and remediation techniques that the Museum personnel can do prior to contacting the contractor for technical support (see below). The contractor shall also provide detailed instructions on

USHMM RFP 954767-21-R-0617 Page 9 of 19 PE A/V MODERNIZATION preventive maintenance routines that the staff can undertake to minimize the occurrence of potential issues.

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

a. Emergency Support: The contractor 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 contractor 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 contractor 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 contractor shall provide all services including, but are not limited to, troubleshooting, repair and/or replacement of hardware, software, custom programming and labor. This base warranty period shall be considered a contractor-provided service warranty, which shall also include scheduled routine maintenance. Any travel expenses necessary for on-site support during base year shall be reimbursed by USHMM at actual cost in accordance with the Federal Acquisition Regulations. The Museum may extend the contractor’s warranty beyond the base period at its sole discretion, which is neither warranted nor guaranteed.

a. Hardware and Software Warranty: All contractor-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 contractor will be required to handle coordination of equipment failure issues directly with the manufacturer during the warranty period. All hardware and software warranty 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 contractor shall note in the technical/cost proposal any available additional hardware warranty options, such as extended warranties, for

USHMM RFP 954767-21-R-0617 Page 10 of 19 PE A/V MODERNIZATION review and approval by the COR prior to purchase by the contractor. 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 contractor 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 contractor installed program files become corrupted or damaged, the contractor 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 contractor shall correct and resolve any issues related to labor discovered during this warranty period.

4.4 Work Not Included

a. Designing of the systems and infrastructure. Note: Minor changes to the design that may result in a better outcome or any changes necessary due to unforeseen circumstances are acceptable with the approval of the COR

b. Replacement of endpoints such as monitors and speakers in the PE except those items specifically identified in the design for replacement

c. Developing and/or reformatting of media contents

d. Electrical wiring and/or power distribution systems

e. Lighting and lighting control systems (to exclude control of low voltage dimmer from show control)

f. Provision and installation of any brackets or mounts that secure to the fabric of the building. If such a requirement is identified, the COR must be notified for evaluation and approval from the Museum Operations.

4.5 Period of Performance

Offerors shall provide a clear schedule that aligns with the different phases of the project as specified in this RFP identifying each milestone to include, but not limited to, the following:

a. Project planning

b. Specification of hardware and approval by the Museum

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

d. Mock-ups as required

e. Prefabrication and proof-of-concept

f. Delivery of hardware to the Museum

g. Installation period

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h. Testing and verification period

i. Punch list production and successful completion

j. 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

k. Project closeout

4.6 Government Furnished Property

See Appendix E

4.7 Work Constraints

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

a. The contractor 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.

b. The Museum’s pre-COVID-19 hours are 10 A.M. to 6 P.M. every day of the year except Christmas and Yom Kippur. As of the release of this RFP, the Museum is open on a limited basis from 11 A.M. to 4 P.M. everyday except Wednesdays. We anticipate this limited opening will continue for a foreseeable future. The work schedule will be determined based on the prevailing conditions at the time of the implementation.

c. All work performed shall not interfere with the delivery of AV content when the Museum is open to the public. In addition, the work shall neither disrupt nor interfere with any special events, which are listed in the Museum’s Calendar of Events.

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

e. The contractor 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 contractor’s personnel working onsite must be trained for workplace safety protocols and regulations.

f. 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 contractor shall be coordinated with, and approved by, the COR.

g. The contractor 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.

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

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h. The contractor shall at all times keep work areas including storage areas free from accumulations 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.

Such removal is especially important in the exhibit areas where the public will be visiting during the Museum opening hours.

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

j. The contractor 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 contractor's expense.

4.8 Contractor Reporting Requirements

a. The contractor shall submit a work schedule no later than 14 calendar days after receipt of the notice to proceed. The schedule shall be subject to approval by the COR. The contractor shall update the schedule weekly indicating progress made to date.

b. The contractor shall notify the COR at least 10 calendar days prior to the start of work on site of their intention to start work.

c. The contractor shall submit a weekly schedule on Wednesday for the work week beginning the following Monday. The COR shall use this schedule to coordinate escorts as required with the Museum’s Department of Protection Services.

d. USHMM shall have seven 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.

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

4.9 Deliverables

The contractor shall deliver a fully functional turnkey system under this contract. The specifics of various components of the deliverables are described below.

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

a. Progress reports, according to the reporting protocol mutually established by USHMM and contractor

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b. Concept design diagrams

c. Complete construction package

d. Hardware Inventory Matrix, with pricing

e. Systems engineering diagrams - developed during the implementation that are other than the design documents

f. Installation, programming and systems verification/quality assurance

g. Punch list

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

i. Warranty services, as required

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

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

a. A report describing the current cable pathways and the proposed new cabling pathway

b. A summary of current network and a proposed new networking architecture

c. Upon approval by the Museum, the contractor shall deliver the following based on the approved plan, sequence and schedule:

i. Remove and replace all AV racks in the Museum data center that are in scope of this project and replace them with new racks

ii. Migrate current AV players and other equipment into the new racks

iii. Install new equipment that replace the old ones

iv. Re-cable existing coax to the new racks, reconnect the equipment if necessary prior to switching to fiber cables

v. Test and validate the functioning of relocated equipment

vi. Install fiber optic cabling to all the floors as specified in the design

vii. Test and validate all fiber terminations

viii. Document data quality with completed mitigation actions for signal loss or latency issues if found during installation

ix. Connect fiber optic cables to devices and endpoints

x. Test and validate the functionality of the equipment and endpoints

xi. Test contents provided by the Museum on the newly installed systems and network

d. Management system-related deliverables:

i. Implement the approved management system in the Museum’s data center

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

iii. Program the system based on the approved plan for automated operations

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

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v. Test and validate all operations

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

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

4.10 Documents and Submittals

Upon completion of the installation, the contractor 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.

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 contractor-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)

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

5 RFP INSTRUCTIONS

Proposals in response to this RFP shall be prepared in accordance with the instructions in this Section. Offerors whose proposals deviate from these instructions may be disqualified at USHMM’s discretion.

5.1 Type of Contract. USHMM contemplates issuing an award of a Firm Fixed Price contract or order resulting from this solicitation.

5.2 RFP Schedule. The anticipated schedule for this contract is:

6/21 RFP Published/Released 7/2 Deadline for receipt of Questions 7/14 Mandatory Site Visit 7/16 Q&A Period Closed 8/4 Deadline for Proposal 9/1 Contract send for Signature 9/8 Contract fully executed

5.3 Proposal Submission Required In Electronic Format

5.3.1 The only acceptable evidence for establishing the time of receipt at Museum shall be the USHMM time/date stamp.

5.3.2 Offerors shall submit their full proposal (Technical and Price as separate, distinct, and individuated files) in soft (electronic) copies, signed by Offeror's authorized signatory, and addressed to: <Magreen@ushmm.org>

Subject: USHMM RFP 954767-21-R-0617 – Proposal for PE A/V Infrastructure Modernization

5.3.3 USHMM expressly disclaims and neither guarantees nor warrants for email security, the legibility of electronic format(s), and/or the corresponding accuracy of any printed submission to its electronic version.

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5.3.4 Offeror certifies that all of its electronic submissions have been verified as free of viruses using virus-check software that is standard in the industry and current to the present calendar month and year.

6 CONTRACT TERMS & CONDITIONS

This solicitation is issued in accordance with the provisions of the Federal Acquisition Regulation (FAR). Any resulting contract will be issued with either the attached Terms or Conditions (see Exhibit I) or Offerors may provide a proposal utilizing the terms and conditions of a GSA schedule contract (if applicable).

SAM database compliance

An Offeror is required to be registered in SAM (www.sam.gov) when submitting an offer or quotation, and shall continue to be registered until time of award, during performance, and through final payment of any contract, basic agreement, basic ordering agreement, or blanket purchasing agreement resulting from this solicitation. Offerors not registered in SAM when submitting an offer will be considered non-responsive and will not be considered further.

Contractor 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 Contractor’s SAM record that indicates payments, including those made by EFT, to an ultimate recipient other than that Contractor shall be considered to be incorrect information.

7 PROPOSAL FORMAT

7.1 General Information

7.1.2 Offerors shall take the following into consideration while preparing their proposals for submission in response to this RFP:

a. Offeror’s proposal shall be clearly organized to specifically address each of the requirements stated in the RFP in the format provided below.

b. Information presented in the proposals should be easy to find and interpret by the reviewing body of USHMM

c. Offeror’s proposal shall address specific and focused information and details that are relevant to the requested services

d. Offerors shall avoid including elaborate brochures, voluminous examples and irrelevant sales materials in their proposals http://www.sam.gov/

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7.2 Offerors shall send in their proposals in the following format:

7.2.1 Executive Overview

a. Offeror’s understanding of the scope of work described in the RFP

b. Offeror’s capabilities to successfully execute the project

c. A list of assumptions, if any, which the Offeror feels need to be considered prior to the contract award

7.2.2 Offeror Background

a. Company Background (include years in business and number of employees)

b. Locations of Headquarters and branch offices, including international locations

c. Years of experience providing system implementation, integration and automation solutions to organizations, specifically to Museums similar to USHMM

d. Describe how the services will be provided in a sustainable manner in light of the company's viability, scalability, market position and other criteria

e. Provide names, titles and contact information for the account team, project manager, and design engineer responding to this RFP, as well as information regarding each team member’s experience designing and/or installing systems similar to those outlined in this

RFP.

f. Provide three applicable, recent references, including name, title and contact information.

7.2.3 Relevant Experience

a. Prove in detail: Number of years of experience in the tasks identified in this RFP including, but not limited to, AV networking, engineering, fabrication, installation, implementation, testing/validation of AV systems, automation (please specify technologies used) and commissioning of turnkey solutions.

7.2.4 Past Performance

a. The Proposal shall include at least three examples of recent projects that match the scope and requirements detailed in this RFP along with the client contact information from the example projects.

7.2.5 Proposed Solution

a. Provide an overview and a detailed description of the proposed solution including the phases in which the design provided by the Museum will be implemented

b. Provide details of the implementation sequence and the rationale for the various steps

c. Provide an overview of the proposed maintenance of the system

d. Demonstrate any innovative approach to the completion of the assignment, utilizing all potential resources available to them

7.2.6 Project Management

a. Detail your project management capabilities and processes.

b. Provide a realistic and detailed schedule/implementation plan including all timelines and milestones encompassing the various phases of the project. A description of the strategy

USHMM RFP 954767-21-R-0617 Page 18 of 19 PE A/V MODERNIZATION addressing how the work will be accomplished without any interruptions to the Museum’s everyday operations

c. Describe your testing processes and validation methodologies

d. Describe your quality control process

e. Identify all subcontractors, if any, to be used in this project and their roles and responsibilities. Include your past experience working with subcontractors and the nature of tasks assigned to them.

7.2.7 Warranty, Support and Maintenance

a. Please confirm the performance metrics of your proposed solution and your guarantee to deliver these performance levels as measured by field tests of the installed system or bring the installed system into compliance without cost to USHMM.

b. What warranty period is offered for the entire, installed system? What are the guaranteed response times relative to the severity of the issues?

c. Detail maintenance and post-sale support services, including duration and escalation processes.

8 EVALUATION CRITERIA

8.1 The Museum will evaluate offerors’ response if deemed as a qualified proposal based on

Federal Acquisition Regulations. Evaluations of proposals are done based on a probability to success score. The major criteria that will be applied during the evaluation of Offerors’ proposals are listed below in no particular or priority order.

8.2 Evaluation Criteria #1: Pricing

This criterion is not intended to determine the lowest cost proposal. It’s primary focus is to determine if the proposed solution is cost and time effective and it provides the best value for USHMM

8.3 Evaluation Criteria #2: Offeror’s Demonstrated Ability to Provide Services Defined in the RFP

8.3.1 This criterion is to determine the offeror's ability to demonstrate that the company has an in-depth knowledge of the scope of this assignment. The purpose of this information is to determine the offeror’s experience and ability to successfully complete the project, develop creative solutions, resolve complex issues and communicate effectively with various parties and audiences. It is also evaluated based on a global view of the proposal in relation to the offeror's understanding of USHMM’s requirements, ability to provide a complete and comprehensive solution to satisfy the needs of USHMM. It includes, but not limited to, the following elements:

a. Understanding of the Scope of Work and various requirements presented in the RFP

b. Acceptable proposed schedule and work-plan

c. Value added propositions and recommendations

d. Attention to relevant challenges

e. Innovative approach to providing the requested services

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8.4 Evaluation Criteria #3: Offeror’s Suitability / Past Performance

a. Examples of past performance provided in the proposal will be evaluated to assess offeror’s experience and expertise in providing system implementation, integration and automation solutions to organizations, specifically to Museums similar to USHMM

8.5 Evaluation Criteria #4: Offeror’s Staffing Plan and Capability

b. Qualifications of key team members appropriate skills and education and how they are placed to fulfill the requirements of the project

c. Demonstrated history of proposed Team and the lengths of their experience

d. Balance of level of effort among the company’s team and the dependency from USHMM’s personnel

e. Certification in relevant areas is a plus

8.6 Evaluation Criteria #5: Operational Methodology

This criterion is evaluated based on the technical merits of the solutions proposed by the offeror in relation to the project’s requirements described in this RFP. It includes but is not limited to:

a. The proposed solution draws on proven methodology - This evaluation will focus on the merits of methods, conventional vs new and innovative and any combination thereof, by which the services will be implemented and delivered

b. The proposed solution is flexible and scalable - The Offeror’s ability to deliver their solution in a flexible manner so that USHMM can scale up when required without any major re-work of the implemented architecture

c. The proposed solution is easy to manage and maintain on an ongoing basis.

d. The proposed support during implementation and ongoing - Evaluation of this criterion is based on the Offeror’s support and management structure, including but not limited to, reporting and escalation processes by which the company can implement and manage the services provided.

e. Offeror’s schedule and its close alignment with the different phases of the project described in this RFP

f. Offeror’s description of Quality Assurance methods and practices.

g. Project management methodology

8.7 Evaluation Criteria #6: Organizational Qualifications and Skill Base

a. Experience of Project Lead with projects of similar scope and size

b. Offerors’ management structure within their organization/project team, proposed communication methods between offeror’s team and the Museum

c. Communication Skills: Clarity, specificity and readability of the proposal

d. Offeror’s Quality Assurance standards and practices

100 RAOUL WALLENBERG PLACE S.W.

WASHINGTON, DC 20004

100 RAOUL WALLENBERG PLACE S.W.

WASHINGTON, DC 20004

U.S. HOLOCAUST MEMORIAL MUSEUM

accountspayable@ushmm.org

100 RAOUL WALLENBERG PLACE S.W.

WASHINGTON, DC 20004