Concierge and IT/AV Maintenance Services

The United States Air Force, 6th Contracting Squadron is seeking sources for a contemplated requirement for non-personal concierge and IT - conference room presentation equipment maintenance services on an annual basis supporting the Davis Conference Center (DCC) at MacDill AFB, FL. The 6th Contracting Squadron (6 CONS) at MacDill AFB issues this Request for Information (RFI) to help determine the availability and technical capability of qualified companies capable of meeting the Government's needs. The information collected is for planning purposes only. This is not a Request for Proposal (RFP), nor is a Request for Quote (RFQ). It is not to be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. Responses will not be considered as proposals, or quotes. No award will be made as a result of this RFI. The Air Force will NOT be responsible for any costs incurred by interested parties in responding to this RFI. This FedBizOpps notice is an announcement seeking market information. Acknowledgment of receipt of responses will not be made, nor will respondents be notified of 6 CONS evaluation of the information received. As a result of this Request for Information 6 CONS may issue a Solicitation/Request for Proposal (RFP). However, should such a requirement materialize, no basis for claims against 6 CONS shall arise as a result of a response to this Request for Information (e.g., use of such information as either part of its evaluation process or in developing specifications for any subsequent requirement). All respondents are requested to provide DUNS/CAGE Codes, GSA #, address, point of contact, and a clear indication as to whether or not they can provide the service the government is seeking. This RFI will be set aside for service disabled veteran owned small business (SDVOSB). The North American Industry Classification System (NAICS) Code is 812990 for concierge services and 811213 for IT - conference room presentation equipment maintenance; both with a size standard $6.5 million. All responses are due by 03 July 08, 1200 EST. Oral submissions of information are not acceptable and will not be accepted in response to this notice. GENERAL REQUIREMENTS: The Contractor shall provide appropriately technically qualified, experienced, and screened employees to support in the operation, management, and maintenance of the Davis Conference Center. Functions which the contractor may be responsible for include, but are not limited to, the following. 1 Services Support Contractor personnel will provide this support daily or on an as needed basis. a) Concierge Service Support a. Front desk support - the Contractor shall support the assigned government personnel in managing and maintaining control of entry and exit from the Center; shall provide receptionist services including receiving and passing messages to conferees, maintaining check-in/out logs, and providing general informational services for conferees. b. Distinguished Visitor Support - the Contractor shall ensure that the Distinguished Visitor (DV) areas are kept clean and stocked with necessary supplies including pens, paper, coffee, cups, mugs, etc. It is the Contractor's responsibility to ensure that the requirements established for a particular visitor, as shown on the schedule sheet, are prepared for and met. c. Protocol Support - the Contractor shall ensure that at least one member of its staff is familiar with Air Force protocol procedures and requirements. This employee will work with the advance party for all visiting dignitaries to ensure appropriate arrangements have been made, lodging is properly prepared, escorts are assigned, and any read-ahead package are prepared and distributed. During the conference, the Contractor shall be responsible to ensure that the conference facility is prepared for and meets the requirements of the DV. d. Checklists - the Contractor shall develop, publish, and utilize checklists to assist in the various functions of the center to include scheduling and execution of conference requirements. e. Staffing Schedule - the Contractor shall maintain a staffing schedule to ensure that there are always sufficient personnel on hand to meet the requirements of the conference schedule. f. Conference Scheduling - the Contractor shall provide necessary support to ensure that each conference request is properly documented and scheduled, to include directly interfacing with the prospective conference POC, gathering necessary information, imparting Center information back to the POC regarding Audio Visual (AV) capabilities, DV suites and attendance, meals, reproduction support, fees (if applicable), available lodging, and general Base and Center access requirements. g. Conference Planning Support - the Contractor shall be responsible for ensuring all requirements from the conference POC are understood and scheduled. The Contractor shall also be responsible for ensuring that all scheduling with the prime or alternate caterer are made and confirmed; that appropriate arrangements have been made to ensure LAN and/or internet connectivity will be available at the appropriate times; that lodging arrangements have been secured by the conferees through the conference POC; and that Base Security Police have been scheduled as appropriate when necessary. This is not intended to be a complete list, but rather a listing of those items representative of the requirements of the Contractor. h. Facility Office Support - the Contractor shall provide day-to-day office support for the facility to include, but not be limited to, services such as document control, filing, maintaining records, updating the general calendar of events and schedules for the facility, maintaining conference roster of attendees, attending Wing meetings pertaining to the operation of the Center, and preparing meeting notes for the Center Director. b) Policies and Procedures: the Contractor shall assist the Government representatives in developing, publishing and updating Davis Conference Center policies and procedures. c) Base Support Agreements (BSA) and Memorandums of Understanding (MOU): the Contractor shall provide direct assistance to the Government representatives in establishing new or updating and activating existing BSAs and MOUs with other Wing entities and base tenants for support to the Davis Conference Center. d) Davis Plan: as required, the Contractor shall provide support in the development and or update of the Davis Plan. 2 Technical Support Contractor shall provide, but not limited to, all personnel with secret clearance, with at least one person with a top secret clearance whose operational knowledge base will cover Audio Visual equipment and shall be available to meet conference needs. AV material & equipment types are listed below. Equipment Listing Crestron computerized A/V presentation control system Video teleconferencing systems Computer systems Audio/video switchers Audio mixers Microphone systems Multi format and digital video recorders Audio/video routing systems Monitors and plasma screens Contractor personnel will provide this support on an as-needed basis to meet scheduled conference requirements. 1) Audio/Visual Operator Support - the Contractor shall provide trained, qualified personnel to operate AV equipment throughout the facility. This segment of the assigned employees will be available to assist conference POCs in determining presentation requirements (equipment, media, method, format, etc.). 2) Supervisory Support - the Contractor shall provide an experienced, qualified individual to perform in a supervisory role at the DCC. 3) Reproduction - the Contractor shall provide employees to support reproduction requests of the conferees. The Contractor staff will ensure the conference POC understands any applicable fee schedules and the normal path for obtaining large reproduction requirements (MOUs, off-base support, etc.). 4) Equipment Maintenance - the Contractor shall provide trained and qualified employees who can perform routine maintenance and parts replacement on the IT and AV equipment within the facility. This activity will include PC computer support, as well as AV equipment and hardware. 5) Equipment Installation Contractor - the Contractor shall maintain an open line of communication with Electronic Engineers, Inc. of Montgomery, Alabama to ensure mission operational capability is maintained at 100%. The Contractor shall establish procedures for notification and response to equipment outages. 6) Web Based Applications. The Contractor will provide qualified, experienced personnel to work with the DCC staff to develop and maintain a DCC web site for both internal and external customer use. This effort will include working with other COTS products to ensure that the DCC provides a superlative web site to its customers for assistance in planning and scheduling conferences at the DCC. 7) Lessons Learned - the Contractor shall be responsible for developing a standard format for, and the completion of, After Action Reports (AAR) at the conclusion of all conferences. This activity may include collection, analysis, and reporting of conferee questionnaires/ surveys at the conclusion of conferences. 8) Facility Service Support - The Contractor shall provide staff to complete the services necessary to support the conference facility. The following list of functions is not intended to be all-inclusive, but rather an attempt to list those functions that will constitute the primary activities necessary to support the facility and the inherent information technology (IT) and maintain the AV equipment, hardware, software, and support infrastructure in operating condition. a) Material Control. The Contractor shall perform various functions and activities during the normal course of business of the facility that will aid in ensuring that the Davis Conference Center is ready to perform its intended function at all times. i) Inventory - the Contractor shall maintain the equipment inventory that will be provided by the Government at the start of the contract. This will include updating as equipment is repaired, replaced, and upgraded. The inventory lists will be available to the Wing representatives at all times. ii) Databases - the Contractor shall develop and employ databases to assist in the tracking and monitoring of items and informational data such as equipment warranties, software version upgrades, and user licenses. b) Stocking and Replacement Parts. The Contractor shall ensure that appropriate supplies/spare parts are available for routine repair and maintenance of all equipment. c) Repair/Replacements Strategy - The Contractor shall develop a strategy, based on experience and manufacturers' suggested procedures, for replacement and repair of all equipment in the facility. d) Budget. The Contractor shall, working with the DCC Director, initially prepare an operating budget for equipment and supplies that will meet the requirements of the above strategy to maintain all facility IT and AV equipment in operating condition. e) Purchase Authorities. The Contractor, working with the 6th AMW staff, will ensure that the Davis Conference Center has the capability of quick turnaround purchase for necessary items by establishing and managing base self-service store accounts, commissary accounts, and a standard Impact Card account. 9) Training. The Contractor shall develop and provide training to Davis Conference Center staff members to ensure that the assigned staff is current on the operation and maintenance of assigned equipment within the facility. This function will require the Contractor to maintain a communication link with equipment manufacturers and suppliers in order for the Contractor to maintain an up-to-date, technologically current training program. 3 Security Assistance The Contractor shall ensure its staff has appropriate security clearances and that the Contractor's Facility Security Officer is familiar with the requirements of this contract and the accompanying DD 254. The Contractor shall provide a single point of contact within the Davis Conference Center facility for all security matters pertaining to the Davis Conference Center and conferences being held there. Security issues that the Contractor will be responsible for include, but may not be limited to, the following. 1) The Contractor shall be responsible for checking visitors/conferees into and out of the Davis Conference Center facility through use of an access list to be provided by the conference POC. 2) The Contractor shall be responsible for issuing access badges/ID for all conferences. The Contractor shall also be responsible for retrieving badges at the conclusion of the conference. 3) The Contractor shall work with conference POCs to assure that all conferees are appraised of base access requirements. The Contractor shall work with the conference POC and base Security Police to make sure conferees gain authorized access. 4) The Contractor shall be responsible for ensuring proper controls are instituted in conference rooms for access during the conference. This includes working with the Wing and Base Security Police to ensure appropriate guards are placed at access points as required by regulations. 5) The Contractor shall be responsible for ensuring proper storage and security is available for part time storage of classified materials within the facility during conference time. Point of Contact(s): SSgt Joseph Borello, Contract Specialist, phone: 813-828-7483, email: joseph.borello@macdill.af.mil; Fax: 813-828-3667 or you may contact Mr. Michael Wilson, Contracting Officer, phone: 813-828-7467, email: michael.wilson@macdill.af.mil; Fax: 813-828-3667