(C) 575 multiple conference room AV setups (VA-19-00062535)

Request for Quote (RFQ) #: 36C25919Q0488
Audio Visual Equipment for Grand Junction VAMC
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Government reserves the right to make no award from this solicitation.
* The deadline for all questions is 12:00pm EST, 29JUL2019
All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation.
** Quotes are to be provided to Wayne.Caudill@va.gov no later than 12:00pm EST, 31JUL2019.
Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submitted quotes (4MB email limit). The Government reserves the right to make award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, failure shall not be considered for award.
This is a Request for Quote (RFQ) and the solicitation number is 36C25919Q0488. The government anticipates awarding a firm-fixed price contract resulting from this solicitation.
This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2019-03 effective 12JUL2019, Class Deviation: 2019-O0009.
The North American Industrial Classification System (NAICS) code for this procurement is 334310 with a small business size standard of 750 Employees. This solicitation is a 100% set-aside for Service Disabled Veteran Owned Small Businesses SDVOSB.
List of Line Items;
ITEM #
DESCRIPTION OF SUPPLIES/SERVICES
QTY
UNIT
UNIT PRICE
AMOUNT
0001
Middle Atlantic: RACK-12
2
NETGEAR: GS116
3
Crestron: DM-MD16X16-CPU3
2
Middle Atlantic: PTRK-2726MDK
1
Crestron: PRO3
2
Crestron: DMPS3-4K-350-C-AIRMEDIA
1
Middle Atlantic: PD-915R
2
Middle Atlantic: PD-920R
3
Middle Atlantic: UQFP-4
3
Middle Atlantic: FAN
1
Middle Atlantic: RR12
2
Middle Atlantic: PTRK-RR27
2
Middle Atlantic: VSGI-ACC-RACK
1
Cisco: CTS-SX80-K9
1
Extron: 60-1471-13
3
Extron: 60-1471-12
3
Middle Atlantic: PDT-1620C-NS
3
Crestron: TST-902
1
VFI: LEX31
3
Crestron: CEN-GWEXER-PWE
2
Crestron: TST-902-DSW
3
Crestron: DMC-4K-HD-HDCP2
3
Crestron: FT2A-PWR-US-1
10
Crestron: AM-200
2
Vaddio: 999-8210-000
2
Crestron: DMC-4KZ-C
3
Crestron: FT2-700-MECH-B
3
Crestron: FT2A-CBLR-GR-4K-HD
1
Vaddio: 999-9919-000W
2
Crestron: DMC-4K-HDO
5
Crestron: DMC-4KZ-CO-HD
3
Crestron: DM-TX-201-C
5
Crestron: DM-TX-201-C
3
DA-LITE: 21799L
1
Sharp: PN-LE701
1
Crestron: DM-RMC-SCALER-C
2
Legrand AV Brands: MNT-MED-LG
8
Clearone: 910-001-013W
6
Biamp Systems: TesiraFORTE AVB CI
6
Sure: SLX124/85/SM58
4
Extron: 60-850-01
4
Crown Audio: CDI 4000
2
Klipsch: KPT-684-SW
1
Klipsch: KI-396-SMA-II
2
Crestron: IC6T-W-T-EACH
2
16
_____________
_____________
0002
Installation and Integration
See SOW.
_____________
_____________
GRAND TOTAL
_____________
Description of Requirements for the items to be acquired (salient characteristics);
Office of Community Care Workforce Management Audio Visual (A/V) Upgrade and Equipment Maintenance
Statement of Work
A. General Information
Purpose. Western Colorado Health Care System (WCHCS) is in need of upgraded and standardized equipment and programming for our audio visual (A/V) requirements of the A/V equipment located in each of our conference and training rooms throughout the facility. This contract would provide the necessary repair and preventive maintenance for each device to ensure little to no down time due to equipment failure. The current system consists of multiple AV components throughout the Facility. 10 conference rooms are to be reconfigured, modeled from Bldg 6 Conference room 104.
Background. The equipment that is currently in WCHCS conference rooms are old and many of the components are past their useful life expectancy. Partial upgrades have been made and not all components can support the newer components.
The current systems have developed issues as newer systems have been added to it. The new rebuild/new requirement is to provide software and hardware to permit connectivity of all 11 conference rooms, as needed, while retaining their ability to function independently.
The support requirement is to provide maintenance support for 11 conference rooms audio-visual systems. Each room has a presentation display (powered screen or TV monitor), and a To operate presentations from a computer/podium. Each room must be able to connect to the VA network, and has microphone systems, allowing teleconferences over Microsoft Skype and the VA phone conferencing systems. Rooms are equipped with a Cisco TTC7-21 or similar technology, which must also be controlled in that room. The video cameras and microphones are mounted in each room, while maintaining connection to the VA and Skype systems. There is currently no service agreement that covers the individual room AV systems or the control units that operate the single- and/or multi-media systems.
Scope. The contractor shall provide all resources necessary to accomplish the deliverables described in the statement of work (SOW), except as may otherwise be specified. This refresh is needed to update old AV equipment located at the WCHCS. The Contractor shall provide the additional hardware named and system reprogramming to integrate all existing hardware, and provide routine and breakdown maintenance support for the new hardware and programming/software to connect and control the following existing systems:
Building 1 Room 6000 see attachment multiple displays for visual for everyone to see
Building 1 Room 4010 see attachment
Building 1 Room 4402 see attachment
Building 1 Room 3204 see attachment
Building 1 Room 2642 see attachment
Building 45 Room 176, 177, 178 see attachment (needs larger screen) multiple displays for visual for everyone to see
Building 36 Room 105
Building 5 Room 210 see attachment
Building 6 Room 101a see attachment
Building 6 Room 115 see attachment
For all services:
The contractor shall be required to respond to service calls which cause a loss of operational capability within two working days of notification.
The contractor shall be required to provide routine servicing or respond to service calls which cause a reduction of capability, but not the effective loss of use of the system, within seven working days of notification.
The contractor shall offer technical support over the phone and/or by internet to provide immediate support for user-level troubleshooting during working hours (8:00 A.M. to 4:30 P.M. daily, Mountain Time) on all working days.
Performance Period: The period of performance shall be for the installation of any new hardware, and an initial full year of maintenance and support, starting with FY19.
Type of Contract: Firm-Fixed-Price.
Place of Performance: The VA WCHCS facility located at 2121 North Ave, Grand Junction CO 81501
Hours of service - Contractor shall provide service during normal business hours from 8:00 A.M. to 4:30 P.M. local time, Monday through Friday.
Observance of Government Holidays. There are 10 Federal holidays set by law (USC Title 5 Section 6103). Under current definitions, four are set by date:
New Year's Day January 1
Independence Day July 4
Veterans Day November 11
Christmas Day December 25
If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. The other six holidays are set by a day of the week and month:
Martin Luther King's Birthday Third Monday in January
Washington's Birthday Third Monday in February
Memorial Day Last Monday in May
Labor Day First Monday in September
Columbus Day Second Monday in October
Thanksgiving Fourth Thursday in November
B. General Requirements
The contractor will need to be familiar with our current Creston AV2 system.
C. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES
Description of Tasks and Associated Deliverables:
Task One: The contractor shall provide the following equipment:
All items listed below will include standard commercial 1 year warranty.
Deliverable One: New equipment
Task Two:
*Integration and Installation is required
Deliverable Two: Integrate and install new system in the VA WCHCS conference rooms. Includes: Project management, site survey, system software development, system installation, integration, commissioning engineer, system engineer or design, CAD, and drafting.
Manufacturer
Model No.
Description
Quantity
Delivery
0001
Creston Program
Existing System
1
Within 10 calendar days after award
0002
Design Services
System Schematics and Program Support
1
Within 10 calendar days after award
0003
Creston Program
Program Cisco SX20 Teleconference
1
Within 10 calendar days after award
0004
AV Pro Connect
AC-MX88-AUHD
8 x 8 HDMI Matrix Switcher, with audio output
1
Within 10 calendar days after award
0005
HR50050
50 foot HDMI Cables
6
Within 10 calendar days after award
0006
USB to RS232 adapter for SX20
1
Within 10 calendar days after award
0007
HR500100
100 foot HDMI Cables, with redmere chip
3
Within 10 calendar days after award
0008
Cables to satellite rooms (3) each
9
Within 10 calendar days after award
0009
Fan Installation
2
Within 10 calendar days after award
0010
Remote Programming Support
1
Within 10 calendar days after award
0011
Program installation
for Cisco SX20
9
Within 10 calendar days after award
0012
Program Installation
Within 10 calendar days after award
0013
Two onsite recertification s per year.
0014
Unlimited operator training.
0015
Priority support by phone or onsite: service level agreement 8 business hours onsite.
0016
Repair or replacement of faulty equipment: All audio visual equipment (except computers and videoconferencing).
0017
Materials and repair parts.
0018
Software updates.
0019
Loaner equipment.
0020
Recycling disposal of equipment.
0021
Shipping to/from manufacturer
Audio Visual Components Covered:
Projectors and screens
Displays
Audio equipment (digital signal processors, microphones, speakers)
Switchers
Amplifiers
Controllers
Control Systems
All audio visual equipment in racks
Components NOT covered:
Computers
Videoconferencing equipment
D. SCHEDULE FOR DELIVERABLES
If for any reason the scheduled time for a deliverable cannot be met, the contractor is required to explain why (include the original deliverable due date) in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response in accordance with applicable regulations.
E. CHANGES TO STATEMENT OF WORK
Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.
F. REPORTING REQUIREMENTS
No reporting required
G. TRAVEL [If applicable]
The contractor is responsible for all costs for travel to and from the worksite.
H. CONTRACTOR EXPERIENCE REQUIREMENTS KEY PERSONNEL
These skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this contract and subsequent task orders and option. These are defined as key personnel and are those persons whose resumes were submitted. The contractor agrees that the key personnel shall not be removed, diverted, or replaced from work without approval of the CO.
Any personnel the contractor offers as substitutes shall have the ability and qualifications equal to or better than the key personnel being replaced. Requests to substitute personnel shall be approved by the CO. All requests for approval of substitutions in personnel shall be submitted to the CO within 30 calendar days prior to making any change in key personnel. The request shall be written and provide a detailed explanation of the circumstances necessitating the proposed substitution. The contractor shall submit a complete resume for the proposed substitute, any changes to the rate specified in the order (as applicable) and any other information requested by the CO needed to approve or disapprove the proposed substitution. The CO will evaluate such requests and promptly notify the contractor of approval or disapproval thereof in writing.
I. CAPABILITY MATURITY MODEL FOR SOFTWARE INTEGRATION [If applicable]
N/A
J. ARCHITECTURAL GUIDELINES [If applicable]
N/A
K. SECURITY
Information System Security
The contractor must comply with all network access requirements for operating within and upon VA networks. The contractor will have to be granted access to the VA network for the WFM worksite. Such access will be physical.
Specifically, the contract requires the following:
The VAAR security clause.
The background security investigation language of VA Handbook 6500.6 Appendix C, sections 1, 2, 3, 6, 7, 8, and 9 are required for this contract. The language of section 5 of same is also required if the contractor offers/intends to provide remote assistance for repairs, reprogramming, monitoring, or troubleshooting of systems.
Delivery and acceptance is to be F.O.B Destination (FAR 52.247-34) at the Veterans Affairs Medical Center, located at 2121 North Ave, Grand Junction CO 81501
52.212-1, Instructions to Offerors--Commercial
ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL
Gray market items are Original Equipment Manufacturer s (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable.
Offeror shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.
The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items.
Offerors providing an or equal product(s) must adhere to the terms in FAR 52.211-6. If an item in this solicitation is identified as brand name or equal, the purchase description reflects the characteristics and level of quality that will satisfy the Government s needs. The salient physical, functional, or performance characteristics that equal products must meet are specified in the solicitation. To be considered for award, offers of equal products, including equal products of the brand name manufacturer, must
Meet the salient physical, functional, or performance characteristic specified in this solicitation;
Clearly identify the item by-
Brand name, if any and
Make or model number,
Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and
Clearly describe any modification the offeror plans to make in a product to make it conform to the solicitation requirements. Mark any descriptive material to clearly show the modification.
The contracting officer will evaluate equal products on the basis of information furnished by the offeror or identified in the offer and reasonably available to the contracting officer. The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer. Unless the offeror clearly indicates in its offer that the product being offered is an equal product, the offeror shall provide the brand name product referenced in the solicitation
Any award made as a result of this solicitation will be made on an All or Nothing Basis.
State if quoted items are available and priced through offerors existing Government-wide Acquisition Contract (GWAC), GSA Multiple Award Schedule (MAS) contract, or VA-wide Acquisition Contract.
If the acquisition is set-aside for SDVOSBs/VOSBs, their socioeconomic status must be VIP verified and visible in the VA Vendor Information Pages (VIP): https://www.vip.vetbiz.gov/ at the time of quote submission AND award, or will be considered non-responsive, and will NOT be considered for award.
Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contactors, the offeror making such contact may be excluded from award considerations.
All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror s page limitations unless otherwise indicated in the specific volume instructions below.
All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.
Submission of quote shall include the following volumes:
Option 2 Used when requirement has a Statement of Work, simple delivery, simple installation
Volume I - Technical Capability
Technical Capability - The offeror shall provide a signed statement certifying that the quote submitted meets the technical capability specified in the Statement of Work.
Volume II Price
Price - The offeror shall complete the pricing schedule provided in Section (v) above: Price/Cost Schedule.
( End of Addendum to 52.212-1)
52.212-2, Evaluation--Commercial Items
ADDENDUM to FAR 52.212-2 EVALUATION COMMERCIAL ITEMS:
This is FAR Part 13 acquisition utilizing Lowest Price Technically Acceptable (LPTA) procedures. The Government will
award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government considering price and other factors. The following factors shall be used to evaluate offers:
Technical Capability The Government will evaluate quotes on the basis of whether or not the offeror provided a signed statement certifying that the quote submitted meets the technical capability specified in the Statement of Work. Technical Capability shall consist of meeting the technical requirements of the Statement of Work.
Price The Government will evaluate offers by adding all line item prices - the Total of All CLINS will be that sum. The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Offers that do not meet the technical capability requirements of the Statement of Work shall not be selected regardless of price.
(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).
(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
(d) All Offerors are advised that, in the interest of efficiency, the Government reserves the right to conduct the review in the most effective manner. Specifically, the Government may first sort the quotes of all Offerors by price from lowest price to the highest. Thereafter, the Government will review the Technical Capability of the lowest priced quote only. If the lowest priced Offeror s Technical Capability is determined to be acceptable and meets the requirements, the Government may make award to that Offeror without further reviews of the remaining Offerors Technical Capability. If the lowest priced Offeror s Technical Capability is determined to not meet the requirement, then the Government may review the Technical Capability next lowest priced quote, and so on, until the Government reaches a quote that is determined to meet the Technical Capability requirements.
(End of Addendum to 52.212-2)
Offerors are advised to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications Commercial Items, with the offer.
52.212-4, Contract Terms and Conditions--Commercial Items applies to this acquisition
52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items
FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference;
FAR 52.203-6
Restrictions on Subcontractor Sales to the Government (SEPT 2006), with Alternate I (OCT 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402)
FAR 52.204-10
Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2016) (Pub. L. 109-282) (31 U.S.C. 6101 note)
FAR 52.209-6
Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015) (31 U.S.C. 6101 note)
FAR 52.219-8
Utilization of Small Business Concerns (NOV 2016) (15 U.S.C. 637(d)(2) and (3));
FAR 52.219-28
Post Award Small Business Program Representation (Jul 2013) (15 U.S.C 632(a)(2))
FAR 52.222-3
Convict Labor (June 2003) (E.O. 11755)
FAR 52.222-19
Child Labor Cooperation with Authorities and Remedies (OCT 2016) (E.O. 13126)
FAR 52.222-21
Prohibition of Segregated Facilities (APR 2015)
FAR 52.222-26
Equal Opportunity (SEP 2016) (E.O. 11246)
FAR 52.222-35
Equal Opportunity for Veterans (OCT 2015) (38 U.S.C. 4212)
FAR 52.222-36
Equal Opportunity for Workers with Disabilities (JUL 2014) (29 U.S.C. 793)
FAR 52.222-37
Employment Reports on Veterans (FEB 2016) (38 U.S.C. 4212)
FAR 52.222-40
Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496)
FAR 52.222-50
Combating Trafficking in Persons (MAR 2015) (22 U.S.C. chapter 78 and E.O. 13627)
FAR 52.223-18
Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011)
FAR 52.225 5
Trade Agreements (OCT 2016) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note)
FAR 52.225-13
Restrictions on Certain Foreign Purchases (JUN 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury)
FAR 52.232-33
Payment by Electronic Funds Transfer System for Award Management (Jul 2013) (31 U.S.C. 3332)
Additional contract requirements or terms and conditions:
52.252-2, Clauses Incorporated by Reference (Feb 1998)
This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):
http://www.acquisition.gov/far/index.html
http://www.va.gov/oal/library/vaar/
The following FAR clauses are incorporated by reference:
The following VAAR clauses are to be incorporated by reference:
52.252-1, Solicitation Provisions Incorporated by Reference (Feb 1998)
This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):
http://www.acquisition.gov/far/index.html (FAR)
http://www.va.gov/oal/library/vaar/index.asp (VAAR)
The following FAR provisions are to be incorporated by reference:
The following VAAR provisions are to be incorporated by reference:
The Defense Priorities and Allocations System (DPAS) does not apply.
Date and Time offers are due to Wayne.Caudill@va.gov by 12:00pm EST, 31JUL2019.
Name and email of the individual to contact for information regarding the solicitation:
Wayne.Caudill@va.gov.