Digital Service and Maintenance Support Services

The Library of Congress Contracting Office intends to solicit under a sole sources bases under the authority of 41 U.S.C. - 5, and Library of Congress Regulation (LCR) 2110, FAR 6.302-1, which authorizes under certain conditions, contracting without providing for full and open competition to provide the Library of Congress with the 'Systems for the Automated Migration of Media Assets' (SAMMA) software services and maintenance products. These systems are in production and are supporting the mission of the Packard Campus by the digitization of moving image product. The Library of Congress is intending to award this contract to FRONT PORCH DIGITAL, INC., 2011 CHERRY ST STE 202 LOUISVILLE, CO 80027-3090. This procurement is being conducted under Simplified Acquisition Procedures - only one responsible source and no other supplies or services will satisfy agency requirements. Interested organizations may submit their capabilities and qualifications to perform the effort in writing to the identified point of contact no later than Friday, 21 March 2011 - 5:00 P.M., EST. Oral communications are not acceptable in response to this notice. Interested parties may submit quotes for consideration by the Library of Congress to abjo@loc.gov. Please use solicitation number QS LCLSC11R0032 referenced in the subject line. Instructions: Upon the Library of Congress (LOC) posting on FEDBIZOPS, interested parties are asked to review the 'Specifications and Performance Details' for a technical proposal only. The technical requirements are clearly outline in the 'Specifications and Performance Details' and technical proposals are due on or before the new due date (March 21, 2011 5:00 pm. EST), the Library of Congress (LOC) will evaluate all interested parties' technical proposals before determining whether to compete this requirement either pursuant to an existing government wide contract or publicly. This sole source notice is a continuation of a previous development effort. However, the government is still requesting other vendors or interested parties to only demonstrate their ability to provide these development services via their technical proposals. In order for the contractor's proposal to be determined as 'Technical Acceptable', the interested parties technical proposal must, meet all the LOC requirement/needs set forth in the 'Specifications and Performance Details'. If there are clarifications needed during the evaluation process, the Contracting Officer (CO) will require that the LOC technical evaluation team satisfy all clarifications before a final decision is made. If the technical evaluation team determines that any interested party has the ability to provide these services, than the LOC will compete the requirement. At that time, the LOC will supply all potential offerors with a formal solicitation asking for both the technical and price proposals. Please submit all technical related questions for clarifications on or before March 15, 2011. Period of Performance: One year from the award date. 'Specifications and Performance Details' Services CLIN Product Description Unit Quantity 001 SAMMA Robot 1 EACH 1 002 SAMMA Robot 1 Additional Stream EACH 1 003 SAMMA Robot 4 EACH 1 004 SAMMA Robot 2 EACH 1 005 SAMMA Robot 2 Additional Stream EACH 1 006 SAMMA Prep Cart 1 EACH 1 007 SAMMA Prep Cart 2 - 5 EACH 1 008 SAMMA Robot 3 EACH 1 009 SAMMA Solo 1 - 15 EACH 1 010 Analysis Engine 1 - 8 EACH 1 011 5th Cleaner EACH 1 End of Services PERFORMANCE WORK STATEMENT OR STATEMENT OF WORK Background: The Library originally commissioned the digitization products and committed funds for the purchase of SAMMA Solo (X15), SAMMA Robot (X4), SAMMA Prep (X5), SAMMA Clean (X5), and SAMMA Sync (X6) products. These systems are in production and are supporting the mission of the Packard Campus by the digitization of moving image product. Front Porch Digital (formerly: Media Matters) is the only company that manufactures and supports this equipment Requirements: the contracttor to provide maintenance support and update all of the software and hardware on an ongoing basis. Deliverables: Service/maintenance listed under 'Services'. The Support and Maintenance covers both hardware and Software. Scope of Work: A. Gold Product Support and Maintenance (covers both hardware and Software). SAMMA Systems will provide support after warranty coverage for a period of 12 months for hardware and Software. Upon payment of 12 percent of list price of the Product for each 12 month period, SAMMA will provide Gold Maintenance and Support for a period of 12 months commencing after the expiration of the Warranty Period or commencing after the expiration of the immediately proceeding Maintenance and Support period. Coverage is set forth below. B. Support and Maintenance Covers: 1. Mandatory Software Updates. SAMMA may elect to offer to mandatory update (a "Mandatory Update"), for the Robot Product Software only, which will be a required fix of the Software included with the Robot Product. Customer will receive all the Mandatory Updates even if Customer has not acquired any maintenance and Support services. Upon notification from SAMMA that a Mandatory Update is ready, Customer will install the Mandatory Update of the Software in the Robot Product through a download mechanism, USB, or mailed CDs. SAMMA will provide necessary install instructions. Customer will ensure that Mandatory Updates will be installed on the Software to ensure the Software is up to date. In addition, if third party software updates must be made to the Software, for third party software components contained within the Products, SAMMA reserves the right in its sole discretion to use additional download or installation techniques. 2. Software Upgrades. Provided that the fees for Gold Maintenance and Support have been paid by Customer, SAMMA will provide the Upgrade to Customer free of additional charge. SAMMA may elect to offer to a new update which is not Mandatory Update for the Software (an "Upgrade"). An optional Upgrade may include new features or functionality or both. An Upgrade is designated by new version number left of the decimal point (example: XX.00). Install instructions will be supplied along with the Software CD. 3. On Site Repair (Remedial). SAMMA may elect to make Customer location visits for repair under maintenance and support if deemed necessary. 4. Solo unit replacement. SAMMA will take first line calls to determine SOLO Product problem status. Primary mode of repair for Solo Products will be diagnosis over the phone and determination of if such Solo Product is defective. If any defect is determined, an RMA number will be issued by SAMMA with authorization for Customer to ship unit to Atlanta the defective unit for repair or replacement, at SAMMA sole option and cost. A new Solo will be prepared in place of the defective unit as fast as possible- under the RMA number. An inventory "b" class Solo unit with "complete" warranty coverage, for the remainder of the pre-existing warranty period, may be delivered in place of the Customer unit. No shipments will be accepted in Atlanta without an RMA number. SAMMA will to pay any rush charges on shipment other than 3 day paid for by SAMMA. The Atlanta Manufacturing and Shipping address is: Attn: SAMMA receiving, Sienna Corporation 1200 Northbrook Parkway, Suite 160 Suwanee, GA 30024 Ph: (714) 248-0794 5. Remote Troubleshooting. Provided that the fees for Gold Maintenance and Support have been paid by Customer, SAMMA will provide the remote trouble shooting to Customer free of additional charge. In the event that an Internet connection, through a firewall or VPN is available, SAMMA will diagnose and troubleshoot, remotely from SAMMA HQ, directly with the Product. Remote troubleshooting may be used to monitor the Products and to fix diagnosed problems as soon as any such problems are identified. To receive this capability, Customer must provide an approved Internet connection between Customer's location and SAMMA HQ. 6. Telephone Support. Provided that the fees for Gold Maintenance and Support have been paid by Customer, SAMMA will provide the remote trouble shooting to Customer free of additional charge. Unless otherwise accepted, support lines will be available 24x7. Customer Service phone number for Gold Support and Maintenance is supplied by SAMMA upon execution of this Agreement. Customer may call SAMMA Customer Service regarding SAMMA Products. SAMMA will provide telephone support to Customer to respond to questions regarding the use of the Products. There is no limit to the number of requests for telephone support. In addition, a Customer Service inquiry page capability is on the SAMMA website located at www.sammasystems.com. 7. Part & Component Exchange. Provided that the fees for Gold Maintenance and Support have been paid by Customer, SAMMA will provide remote parts and component exchange free of additional charge. SAMMA will take the take first calls to determine SAMMA Product status and attempt to repair the Solo or Robot using the remote access, where available. At SAMMA's sole discretion and upon issuance of an RMA, parts or components may be shipped at SAMMA's cost to Customer for exchange of original part or component. The replaced part or component will be returned by Customer to SAMMA. Customer may be expected to install part or component only under SAMMA approved customer service authorization. Warranty is voided without the customer service authorization. Additional Support and Maintenance Terms: 1. Limitations and Exclusions. Maintenance and Support will be provided only with respect to versions of the Software that, in accordance with SAMMA policy, are then being supported by SAMMA. Maintenance and Support will be provided only in English and Customer agrees that all communication to SAMMA in respect of Maintenance and Support will be in English. 2. Special Maintenance. SAMMA agrees to use reasonable efforts to respond to any requests by Customer for maintenance and support services not specifically provided for by this Agreement. Customer acknowledges that all such services provided by SAMMA shall be at SAMMA's then current rates for such services. 3. Additional Services. Additional training, installation assistance and other custom services that are outside of the Maintenance and Support services provided for in this Agreement are available from SAMMA at SAMMA's then current rates for such services. In the event Customer wishes to obtain such services, the parties will execute a separate Professional Services Agreement to this Agreement defining the services to be performed and the fees to be paid. 4. Eligibility of Product, including Software. Maintenance and Support does not include services requested as a result of, or with respect to, the following, and any services requested as a result thereof will be billed to Customer at SAMMA's then?current consulting rates: (i) accident; unusual physical, electrical or electromagnetic stress; neglect; misuse; failure of electric power, air conditioning or humidity control; failure of rotation media; operation of the Products including the Software with other media not meeting or not maintained in accordance with the manufacturer's specifications; or causes other than ordinary use; (ii) improper installation by Customer or use of the Product including the Software that deviates from any operating procedures established by SAMMA; or (iii) modification, alteration or addition or attempted modification, alteration or addition of the Product including the Software undertaken by persons other than SAMMA or SAMMA's authorized representatives. 5. Responsibilities of Library of Congress (Customer). (a) Installation of Mandatory Updates and Upgrades. Customer also agrees to implement promptly all error corrections, Mandatory Updates, Upgrades provided by SAMMA under this Agreement. (b) Customer Assistance. Customer agrees to provide SAMMA reasonable access to all necessary personnel to answer questions about any problems reported by Customer regarding the Products. SAMMA's provision of Maintenance and Support to Customer is subject to the following: (i) Customer shall provide SAMMA with access, including without limitation remote access, to Customer's personnel and to the Product including the Software if a problem the Customer is experiencing cannot be reasonably duplicated at SAMMA's support facilities. (ii) Customer shall document and promptly report all errors or malfunctions of the Product including the Software to SAMMA. Customer shall take all steps necessary to carry out procedures for the rectification of errors or malfunctions within a reasonable time after such procedures have been received from SAMMA; End of 'Specifications and Performance Details'