NB480000-13-00770-1 Teleconferencing Services

THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS PREPARED IN ACCORDANCE WITH THE FORMAT IN FAR SUBPART 12.6 PROCEDURES FOR EVALUATION AND SOLICITATION FOR COMMERCIAL ITEMS-AS SUPPLEMENTED WITH ADDITIONAL INFORMATION INCLUDED IN THIS NOTICE. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION; QUOTATIONS ARE BEING REQUESTED, AND A WRITTEN SOLICITATION DOCUMENT WILL NOT BE ISSUED. This solicitation is a Request for Quotation (RFQ). Simplified Acquisition Procedures shall be utilized. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-64. The associated North American Industrial Classification System (NAICS) code for this procurement is 517911, Telecommunications Resellers, with a small business size standard of 1,500 employees. This acquisition is being procured as a small business set-aside. Background For almost two decades the Hollings Manufacturing Extension Partnership (MEP), as part of the National Institute of Standards and Technology (NIST) in Gaithersburg, MD, has focused on increasing the competitiveness of the United States industrial base by bridging the productivity gap for manufacturers, identifying opportunities for growth, and encouraging technology deployment. MEP provides its manufacturing customers with a wide array of fundamental services in business and process improvements helping them to stay strong and ready to compete in the global market. MEP focuses on the future for manufacturers by making advanced technology adoption a reality for any-sized business. To accomplish MEP's mission, MEP has used conferencing services with government and non-government entities to facilitate communications and outreach of the Gaithersburg staff as well as the MEP national system as a whole. MEP requires teleconferencing services that provide an on-demand, self-service collaboration environment with both web and video-based multi-media conferencing service (i.e., web conferencing and video conferencing) that can be used by government and non-government entities. WebEx Meetings will allow MEP to save travel costs and time while making meetings more efficient and leverage existing telecommuting technology by sharing documents, agendas, and recordings, and integrating video in a convenient and accessible online meeting space that provides one unified collaborative meeting area for both web conferences and video conferences allowing people to attend meetings from anywhere, anytime, and on any device inside and outside of NIST's firewalls. This is a brand name or equal requirement. Brand name or equal description is intended to be descriptive, but not restrictive and is to indicate the quality and characteristic of products that will be considered satisfactory to meet the agency's requirement. All interested Contractors shall provide a firm fixed price quote for the following: LINE ITEM 0001: Web Conferencing Services, WebEx Meeting Product, or equivalent that meets or exceeds all of the following salient characteristics and minimum requirements. The period of performance shall be one year from the date of award. Salient Characteristics: 1. Vendor must have an IT Security Assessment and Authorization package that is either approved or pending with the GSA FedRAMP Project Management Office. See the GSA website for more information about FedRAMP: http://www.gsa.gov/portal/category/102371. If this is not feasible, an IT Security Assessment and Authorization package will be created by NIST MEP that accurately documents the security of the cloud service. Work shall not commence until the Assessment and Authorization package is approved. 2. Support at least 100 frequent hosts that have unlimited meeting usage with each host account assigned to various individuals at the Gaithersburg location as well as the other MEP locations in the United States. 3. Support for a minimum of 500 and maximum of 1,000 web and audio connections per meeting. 4. Support for IPv4 and IPv6. 5. Ability to record and store audio and video presentations with at least 50 GB of storage. 6. Use of a FIPS 140-2 validated cryptographic module is required for the transfer, storage, and processing of data (including audio and video). 7. Peer2peer (P2P; specifically Skype) technology or PC-to-PC calling must never be used. The Web Conferencing Services shall provide service that includes, at a minimum, all of the following capabilities: 1. Cross-platform support for Windows XP, Windows 7, Mac OS X 10.7 or higher, and Mobile support for iOS devices version 6.0 or higher, and/or Android. 2. Ability to meet online on any device: desktop computers, laptops, mobile smartphones, and tablet computers with 3G or 4G Wireless service. 3. Browser-based conference atmosphere with compatibility with the following web browsers: Microsoft Internet Explorer 7 or higher, Mozilla Firefox 15 or higher, Google Chrome 22 or later, Apple Safari 6 or later. 4. Ability to conduct web conferences including desktop video and audio via public switched telephone network (PSTN): - Ability to select toll or toll-free call-in or call-back, or Voice over IP calling (VoIP). 5. Support at least 100 frequent hosts that have unlimited meeting usage with each host account assigned to various individuals at the Gaithersburg location as well as the other MEP locations in the United States. 6. Send invitations and reminders to meeting participants using an automated phone call, text message, and email from user's device. 7. Support for a maximum of 1,000 web and audio connections per meeting. 8. Support for IPv4 and IPv6. 9. Share any document in any format such as agendas, documents, spreadsheets, meeting notes, action items, web browser sessions (web pages). 10. Ability for Administrator to collect and view meeting activity reports showing, at a minimum, the usage per user account with the ability to view specific date ranges. 11. Record and store audio and video presentations (available on-demand; set-up per meeting at time of meeting). The presentation (video and audio), or portions thereof be recorded and saved in a standard format: a. Storage/Distribution: Saves to location on the provider's server. Options to stream, download, and/or publish the recording URL. b. At least 50 GB of storage, with additional storage available at additional costs. c. Supported File Formats: Advanced Recording Format (.arf), Windows Media (.wmv), Flash (.swf), or MPEG-3 (.mp3), or MPEG-4 (.mp4). d. Ability to convert recorded conversion from Advanced Recording Format (.arf) to Windows Media (.wmv), or Flash (.swf), or MPEG-3 (mp3), or MPEG-4 (.mp4). e. Recording Resolution 1024x768 or higher. f. Max Recording Length: 12 hours. g. Limited storage time for recorded meetings: all files will be deleted from the system within 30 days of upload (Administrator and meeting owner must be notified prior to deletion). The Video Conferencing Services shall provide service that includes, at a minimum, all of the following capabilities: 1. Video conferencing bridging service to connect parties from a variety of different networks, including video and voice-only callers with unlimited video calling and data sharing. Service must be accessible by any participant with standards-based Session Initiation Protocol (SIP) or H.323 video standard and a public switched telephone network (PSTN) or VoIP providing the ability to make video calls inside and outside of NIST (both intracompany and intercompany). a. Unlimited point-to-point video calling with users of service provider's network with up to 9-way video calling bridge for joining impromptu video participants. b. Unlimited point-to-point video calling with H.323 and Session Initiation Protocol (SIP) standards-based devices on other networks with support for calls from service provider's network to H.323 devices using IP address dialing. c. Ability to bridge up to 12 concurrent video-only or audio-only public switched telephone network (PSTN) users. d. Compatibility with major vendors' standards-based endpoints: i. Implements video standards: H.264, H.263+, and H.263. ii. Implements audio standards: G.711, G.722, G.722.1, and AAC-LD. 2. High Definition Television (HDTV) signal format: Up to 1080p, 30-frames per second (fps) or better with HD video quality with per-port audio and video transcoding. 3. Video and content displayed in multiple formats such as picture-in-picture (PiP), tiled, and floating formats. 4. Bandwidth of up to 4 Mbps bidirectional for endpoints capable of 1080p resolution; up to 3 Mbps bidirectional for endpoints capable of 720p resolution. 5. Support for IPv4, and IPv6. 6. Ability to view all attendees in a meeting while giving prominence to the active speaker using a shared conference resource, which is available only to a single participant at a time [dual-stream data sharing using Binary Floor Control Protocol (BFCP)]. 7. Video calling for mobile participants (video conferencing available anywhere on any device). - Compatibility with the following major web browsers: Microsoft Internet Explorer 7 or higher, Mozilla Firefox 15 or higher, Google Chrome 22 or later, Apple Safari 6 or later. 8. Private directory services with the ability to manage/update the directory by an Administrator. 9. No video infrastructure equipment or maintenance required (such as servers, MCU's, switches, routers, bridges, software licensing, certificates (CA & PKI), etc.). Minimum Requirements for Security: 1. End-to-end data encryption from the user's web browser session to the provider's server will be provided for each and every web conference. Use of a FIPS 140-2 validated cryptographic module is required for the transfer, storage, and processing of Moderate sensitivity data. 2. Remote control of a meeting presenter's environment or participant's environment must never be possible without the user's consent. Users must be given a way to end the session immediately. 3. Protection from Man-in-the-middle attacks (intruder interrupting the dialog or modifying the data) must be implemented. 4. Peer2peer (P2P; specifically Skype) technology or PC-to-PC calling must never be used. 5. Protection from intruders gaining illegitimate access by posing as a trusted endpoint or a trusted server must be implemented. 6. Individual user accounts must be able to be given to specific users at specific locations. MEP Administrator will administer and manage all accounts. - Users must be able to set strong passwords: at least 12 characters with alphanumeric characters and at least one special character. 7. Ability for Administrator to collect and view meeting activity reports showing usage per user account or per date range. 8. Vendor must have an IT Security Assessment and Authorization package that is either approved or pending with or the GSA FedRAMP Project Management Office. See the GSA website for more information about FedRAMP: http://www.gsa.gov/portal/category/102371. If this is not feasible, an IT Security Assessment and Authorization package will be created by NIST MEP that accurately documents the security of the cloud service. Work shall not commence until the Assessment and Authorization package is approved. Minimum Requirements for Technical Support: 1. Technical support must be provided in the United States (including Puerto Rico) 24 x 7 x 365. 2. Free self-paced web training, or live instructor-led training courses are available for all users. Equipment Recommendation: Provide a recommendation on the web/video cameras, microphones, and displays that will be compatible with the proposer's services. These devices will be purchased separately by the Government. Pricing is not required. LINE ITEM 0002: Set-Up and Training (OPTION LINE ITEM) Line Item 0002 is an option line item. The Contractor shall provide pricing for this line item. The price quoted for Line Item 0002 shall be effective for a period of six months from the date of award. The Government may exercise this option line item, at its discretion, at the time of award or at any time during the period of six months from the date of award. Set-Up: The Contractor shall provide all connections, set-up the web conferencing system so that it is 100% functional meeting all salient characteristics and all minimum requirements. Training: The Contractor shall provide training for NIST personnel. Two training sessions shall be performed on-site at NIST Gaithersburg. The first training session shall commence immediately upon completion of set-up. This training session shall include, at a minimum, a demonstration of all functions and operations which will allow NIST personnel to operate the system to its full capabilities. Basic troubleshooting shall be included. The second training session must be completed no later than 45 days after successful completion of set-up and the first training session. The second training session shall train points of contact from MEP Centers. This training session shall include, at a minimum, a demonstration of all functions and operations which will allow NIST personnel to operate the system to its full capabilities. Basic troubleshooting shall be included. Technical Evaluation Criteria Award shall be made to the firm that provides the lowest priced, technically acceptable quote. Technical acceptability means that the quote meets all of the salient characteristics and minimum requirements and quotes the lowest price. The Government will evaluate the offeror's quote and award to the lowest priced, technically acceptable offeror. Quotation Submission Instructions All vendors shall submit the following to Willie Lu, Contract Specialist at contact@example.gov: 1) An electronic version of a quotation with a firm fixed price for line items 0001 and 0002; 2) Technical description and/or product literature which addresses all salient characteristics and minimum requirements and clearly documents that the quoter meets or exceeds all salient characteristics and minimum requirements identified herein; and 3) A list of recommended equipment, such as web/video cameras, microphones, and displays that will be compatible with the proposer's services. This is an Open-Market Combined Synopsis/Solicitation for commercial services as defined herein. The Government intends to award a Purchase Order as a result of this Combined Synopsis/Solicitation that will include the terms and conditions that are set forth herein. In order to facilitate the award process, ALL quotes shall include a statement regarding the terms and conditions herein as follows: The offeror shall state "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR The offeror shall state "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following: Offeror shall list exception(s) and rationale for the exception(s) Please note that this procurement is not being conducted under the GSA Federal Supply Schedule (FSS) program or another Government-Wide Area Contract (GWAC). If an offeror submits a quotation based upon an FSS or GWAC contract, the Government will accept the quoted price. However, the terms and conditions stated herein will be included in any resultant Purchase Order, not the terms and conditions of the offeror's FSS or GWAC contract, and the statement required above shall be included in the quotation. All quotations must be submitted electronically via Email, and be received not later than 2:00 PM Eastern time, on Monday, March 25, 2013. E-mail quotations shall not be deemed received until the quotation is entered in the e-mail inbox of Willie Lu at contact@example.gov Any questions or concerns regarding this solicitation must be forwarded in writing via e-mail to Willie Lu, Contract Specialist, at contact@example.gov The full text of a FAR provision or clause may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following provisions apply to this acquisition: 52.212-1 Instructions to Offerors-Commercial Items; 52.212-3 Offerors Representations and Certifications- Commercial Items; 52.211-6 Brand Name or Equal; 52.217-5, Evaluation of Options; Offerors must complete annual representations and certifications on-line at http://orca.bpn.gov in accordance with FAR 52.212-3 Offerors Representations and Certifications- Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. The following clauses apply to this acquisition: 52.212-4 Contract Terms and Conditions-Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items including subparagraphs: 52.219-6 Notice of Total Small Business Set-Aside. 52.219-28 Post-Award Small Business Program Representation; 52.222-3, Convict Labor; 52.222-19 Child Labor - Cooperation with Authorities and Remedies; 52.222-21, Prohibition of Segregated Facilities; 52-222-26, Equal Opportunity; 52.222-36, Affirmative Action for Workers with Disabilities; 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving. 52.225-13, Restriction on Certain Foreign Purchases; 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration. 52.217-7 Option for Increased Quantity-Separately Priced Line Item; and 52.247-34, FOB Destination. The following CAR clauses: (https://www.federalregister.gov/articles/2010/03/08/2010-4132/commerce-acquisition-regulation-car#h-372) 1352.201-70 Contracting Officer's Authority; 1352.209-73 Compliance with the laws; 1352.209-74 Organizational conflict of interest. Department of Commerce Agency-Level Protest Procedures Level above the Contracting Officer is also incorporated. It can be downloaded at www.nist.gov/admin/od/contract/agency.htm.