Apr 21, 2017 6:37 pm
Apr 25, 2017 11:45 am
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Alaska Fisheries Science Center(AFSC) is looking to procure the services, support and maintenance for their conference room modernization used in its Seattle, WA offices.
BACKGROUNDAFSC is responsible for generating the scientific information and analysis necessary for the conservation, management, and utilization of the region's living marine resources. In support of the NMFS AFSC mission, and to enhance and sustain the infrastructure support, operational capacity and quality of services rendered by the NMFS AFSC supporting various program areas, the AFSC Office of Fisheries Information Systems (OFIS) develops and operates Information Technology Systems.
SCOPE OF WORK/OBJECTIVEIn support of their mission, AFSC is seeking commercial quality integration design and installation by a professional Audio/Video System provider for their conference room modernization, specifically Audiovisual (A/V) Systems; design, engineering, configuration, component selection, installation, maintenance, warranty support, and product upgrade/refreshes of existing A/V systems. The contractor shall review the A/V system and repair/update/upgrade the systems to return to full operational functionality to ensure that A/V setup is fully functional. Offers will be evaluated through a best value determination considering the proposed technical solution and cost.
A/V systems are located within its office located in 7600 Sand Point Way NE, Building #4, Seattle, Washington 98115 and include the following conference rooms:
1. Traynor Room-RM#2076
2. FMA Conference Room-RM#1055
3. MML Conference Room-RM#2039
4. OCD Conference Room-RM#2143
5. RACE Conference Room-RM#2079
Requirements include the full range of commercial item audiovisual (A/V) products, equipment, services and total A/V Solutions/Systems as used for conferences, instructional classrooms, and executive meetings.
The government intends to make a single award to the best value offeror, however such services will be performed over the period of 3 years, with one conference room upgraded in the first year, and the remaining conference rooms as determined by the government over the following two years.
First Year○ Base Task 1 - Traynor Room-RM#2076
Year 2 and 3: Remaining conference rooms as deemed necessary by the government and if funding is available.
○ Optional Task 2 - FMA Conference Room-RM#1055
○ Optional Task 3 - MML Conference Room-RM#2039
○ Optional Task 4 - OCD Conference Room-RM#2143
○ Optional Task 5 - RACE Conference Room-RM#2079
CONSTRAINTS AND/OR RISKS
● Initial Walkthrough: Interested bidders are encouraged to conduct an initial walkthrough of the conference rooms with the AFSC POC prior to bidding. While not a requirement, the intent is that such visit may help gain a thorough understanding of needs and objectives toward development of proposed system solution for acceptance, and may include the following activities:
○ Development of initial design concepts through consideration of the desired capabilities, architectural and environmental factors.
○ Describing scope of work criteria.
○ Selection of the appropriate equipment, hardware and software to allow system design performance.
○ Providing any value engineering and performance enhancement recommendations.
● Installation Plan Changes: If a problem develops during installation that warrants the change of the proposed solution, the contractor shall engineer and implement design changes only after written approval from the contracting officer.
● Period of Performance of Each Task: The contractor shall complete all installation and testing activities within 60 calendar days of award of a task order.
● Site Coordination: The contractor shall meet with the COTR immediately upon arrival on site for review of the specific safety requirements prior to installation.
GENERAL REQUIREMENTSThese conference rooms are generally used for seminars (classroom with a podium in front) and meetings both virtual and real (with tables and chair arranged accordingly), and generally has an A/V system that consists of projectors (ceiling mounted or table top); large projection screen (electric or manual) or 65 inch Television Monitors (both ceiling or wall mounted); VTC units (IP and ISDN based) for remote video communications; Polycom speaker phones and accessories for conference calls; mics for and wall mounted sound systems; and PC connectivity to the projector and network. The VTC and Speakerphones connect to a national centrally managed VTC system, thus compatibility should be considered in choosing component upgrades.
General required activities include the following:
● The contractor shall perform a site survey to review upgrade requirements.
● Contractor shall provide equipment needed in order to meet the overall objectives, except when stated otherwise.
● The contractor shall ensure existing walls or ceiling can support the weight of equipment to be hung.
● The contractor shall provide connectivity to the AFSC's network.
● The contractor shall provide all necessary cable assembly and all cables to install all proposed equipment. All wiring must be installed in a neat and professional manner. Plastic tie-wraps will be used to secure cabling. All cables must be labeled with source/destination at both ends with machine made labels. Cable numbers can be used only if a master cable index is provided in both hard copy and electronic format.
● The Contractor shall provide training and associated documentation to operational and maintenance personnel with information to support the daily use of the system. This training will consist of demonstration, instruction and hands-on experience with each system.
● The contractor shall inform the Government in a timely manner if and when necessary additional electrical, or facility (e.g: wall, ceiling, or floor) upgrades to install all proposed equipment are required.
TECHNICAL SPECIFICATIONSTechnical requirements include the following:
● The system will consist of a single ceiling mounted projector that will project on a ceiling or wall mounted electric projection screen for presentation in the large and medium conference rooms; and large television monitors may be used for small conference rooms.
● Cable cubbies installed in the table to provide access to the transmitters from HDMI and VGA / Audio Cables
● If appropriate, sound support will be provided by recessed ceiling speakers above the table.
● If Video Teleconferencing Codec (VTC) unit exists in the room, upgrade of components of the system for remote video communications will be required. If VTC equipment does not exist, proposals must include equipment and installation of such, however as options.
● Audio Teleconferencing Codec (ATC) unit exists in the rooms, however upgrade of components of the system for remote audio communications may be required.
● Ceiling Microphones shall be installed to pick up participant speech in the large conference rooms.
● For ease of use a control system including touch panels may be used to for keypad navigation to control the display, select inputs, provide dialing directories and control system volume.
DELIVERABLES● Installation Plan: The contractor shall provide an installation plan that clearly identifies an installation schedule as part of the contractor's proposal.
● Turn-Key Operation: The contractor shall install, test and perform all necessary efforts to ensure successful completion of this project and make the equipment operational.
● Testing: The contractor shall submit industry standard and site specific test and acceptance procedures for government review and approval. The contractor shall perform approved test to obtain system acceptance.
● Training: The contractor shall provide training and materials (including programmable code for control unit). If password protected, the contractor shall provide the initial password.
IT SECURITY REQUIREMENTSThis order will NOT require assignment of a user account and access to the NOAA4800 data systems. This contractor may NOT use Government hardware, application software, system software or sensitive data as needed. IT security consideration and controls will be put in place before commencement of service.
TYPE OF ORDER
The government anticipates award of a Firm Fixed Price (FFP) contract.
PERIOD OF PERFORMANCE
Date of Award to May 31, 2020.
PLACE OF PERFORMANCEAlaska Fisheries Science Center, 7600 Sand Point Way NE, Building #4, Seattle, Washington 98115. The contractor must seek Contracting Officer (CO) approval for any location not designated as the primary place of performance and for any remote work arrangements.
CONTRACTING OFFICER'S REPRESENTATIVE AND TASK MANAGER
In accordance with Section G.2 (CAR Clause 1352.201-72, Contracting Officer's Technical Representative and Assistant COTR), the designated COR for this order will be provided at time of award.
● New Year's Day
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● Columbus Day
● President's Day
● Veteran's Day
● Memorial Day
● Thanksgiving Day
● Independence Day
● Christmas Day
In addition to the days designated as holidays, the Government observes the following days:
● Any other day designated by Federal Statute
● Any other day designated by Executive Order
● Any other day designated by a President's Proclamation
It is understood and agreed between the Government and the contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement to compensation except as set forth within the contract. If a contractor believes that an unplanned absence has an impact on the price or period of performance, it should notify the contracting officer (CO) of the changed condition and submit a claim for equitable adjustment (see FAR 52.233-1). Nothing in this clause abrogates the rights and responsibilities of the parties relating to "stop work" provisions as cited in other sections of this contract.
INDUSTRY DAYTuesday, May 2nd from 1:30 - 3:30 PM Pacific Time - NOAA Campus, Bldg 4
Special Instruction For Industry Day Participants:
The NOAA Western Regional Center is a Federal facility. In order to streamline the check-in process for industry day participants are required to email the following information to Michael.firstname.lastname@example.org
by 5:00 PM Pacific on 26 April 2017: Maximum of 3 participants per company.
Name of the company:
Name(s) of participants (First and Last):
Please be aware of the new identification requirements for access to WRC posted here: http://www.wrc.noaa.gov/NewIdRequirements.htm.