Control System Maintenance (AKA- - Touch Panel Maintenance)

The Naval Air Warfare Command, Aircraft Division, Video Technologies Team (VTT), Patuxent River, MD is seeking comments on the enclosed specifications for the purchase of preventative and corrective maintenance. This maintenance will be on twenty one (21) established Polycom Video TeleConferencing (VTC) room solutions at Patuxent River, MD, later referred to individually as a VTC site, that use an intuitive user interface via Crestron touch panel technology. The current source code is not available, but the vendor on this project must be able to re-engineer/re-integrate the VTC site with existing materials to continue to function as before and provide technical services as described below. Although the currently established sites are in Maryland at this time, the vendor must be able to provide all services at any VTT site. VTT sites include, but are not limited to, Cherry Point NC, San Diego CA, Jacksonville & Orlando FL, China Lake & Point Mugu CA, Lakehurst NJ, and Crystal City VA. A Firm Fixed Priced commercial contract type is envisioned for this effort. The purpose of this RFI is to improve the understanding of Government requirements and industry capabilities, thereby allowing potential offerors to judge whether or how they can satisfy the Government's requirements, and enhance the Government's ability to obtain quality maintenance services at a competitive price. Industry is encouraged to comment on any aspect of the specification, provide information on alternate products, or provide any revisions to the specification that would increase/optimize performance or price. Any other industry concerns or questions may be addressed as well. Minimum Specification Requirements are: The maintenance required will be for the control systems in 21 conference rooms. A typical room control system includes the following sources: - 1 dedicated NMCI computer at the Audio Visual (AV) workstation - 1 auxiliary laptop located at the AV workstation - A DVD recorder in the AV rack - A cable TV tuner in the AV rack - A Polycom VTC codec with a Polycom camera Core control equipment: - An 8 x 8 VGA matrix switcher used to route the sources listed above to any display in any combination required. This switcher has unused inputs and outputs for future expansion. - Image scaler used to transcode the video signals into an RGB signal for distribution as a computer source. - One wired 12" touch panel with computer and video preview capability and one wireless 6" touch panel without preview capability. - Audio mixers and microphones. The maintenance as outlined below covers parts, materials, and labor required to maintain the functionality of the core control system, including custom programming of the touch panels. The vendor must be able to perform basic diagnostic troubleshooting and maintain functionality of all the sources listed above in addition to upcoming new technology, but is not responsible for maintenance on projectors, VTC CODECs, and other equipment not included in the core control system. The vendor must have an available technician who can supply phone support during the VTT's working hours, 0630-1630 EST and if the issue is not resolved, then a technician must be dispatched to arrive on-site within the contracted 16 business hours (during normal business hours). Upon arrival, the technician must be able to perform a full evaluation of the reported problem and begin work from there. If the problem is unable to be resolved at that time then the technician must be able to pull the failing equipment or order a new part if it is related to the control system itself. If either of these two options are needed then a - work around must be made available and implemented with the use of existing and/or loaner equipment (provided by the vendor) to ensure the VTC site is still operational. All repairs and parts must be sent out via overnight shipping. The vendor is expected to contact the VTT offices upon receipt of the part or repaired equipment and another service call must be set up for the installation at that time. All repairs/replacements must be treated with a sense of urgency and any follow up service calls must be handled in a timely manner. The vendor must provide three Preventive Maintenance Inspections to be completed during each contract year. During these inspections, the technician must evaluate all functions of the control system. The basis of these inspections is to ensure that all aspects of the control system are functioning according to manufacturer's standards. These inspections also help to catch and correct potential problems before they become emergencies. The contract will allow for two emergency service calls per VTC site covered during the contract year. These service calls must guarantee on-site support within eight business hours or less with the first two hours at no charge. Once the VTT places an emergency service call the technician is allowed to first try a phone support call and if that is unsuccessful then the technician must arrive on-site within eight business hours or less to perform an evaluation of the problem. In most cases, we expect the problem will be resolved while on-site. However, if the problem cannot be resolved due to failing equipment and the only resolution is to pull the equipment for repair then additional steps can be taken. The technician must then attempt to set up a - work around so that the VTC site is still functional while the pulled part is out for repair. Another option is to install a spare part, which must be provided by the vendor, if one is available. Pulled equipment must always be shipped overnight, in most cases the same day that it is pulled, and it is requested that repairs be expedited through the manufacturer. It is not within the scope of the contract for the vendor to be required to supply equipment that is not a direct part and/or function of the control system. Labor rates must be provided to the VTT at a reduced rate. In addition, where applicable all parts, repairs and /or control system replacements must be provided at reduced rates from what the average market price is at the time of service. This is not a request for competitive proposals. A contract award is anticipated for the September 2009 time frame. The Government will not pay for any information received in response to the RFI; nor will the Government compensate a respondent for any cost incurred in developing the information provided. Information is requested in writing by 10 August 2009. They should be forwarded by e-mail or fax to Randy Utz, Code 251523, randy.utz@navy.mil; or by fax to (301) 995-0333.