RFI AUDIOVISUAL/VIDEO TELECONFERENCING (AV/VTC) MAINTENANCE

TITLE: AUDIOVISUAL/VIDEO TELECONFERENCING (AV/VTC) MAINTENANCE NOTICE NUMBER: RFI_TYAD_AUDIOVISUAL/VIDEO_TELECONFERENCING_(AV/VTC)_MAINTENANCE_JULY_2019 Classification Code: J059 - Maintenance/Repair/Rebuild of Equipment - Electrical and Electronic Equipment Components POSTING DATE: 7/16/2019 DISCLAIMER: THIS IS A REQUEST FOR INFORMATION (RFI) NOTICE. This is not a solicitation. This request for capability information does not constitute a request for proposal (RFP). This Request for Information (RFI) is issued solely for market research information and planning purposes only and does not constitute a solicitation. Responses will be treated as information only and will not be used as a proposal. The information submitted in response to this RFI may be used to help the Government further define its requirements. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. The Government does not intend to make an award on the basis of this RFI. Companies responding to this RFI are advised their response does not ensure participation in future solicitations or contract awards. The government will not reimburse participants for any expenses associated with their participation in this RFI. All information received in response to this RFI that is marked proprietary will be handled accordingly. Responses to this RFI that indicate that the information therein is proprietary, or represents confidential business information, will be received and held in confidence. Proprietary information submitted, as part of responses to the RFI, should be clearly identified and it will be treated as such. The Government reserves the right to follow up on a one-on-one basis with RFI respondents to gain additional information or clarity about information submitted. 1.0 PURPOSE AND OBJECTIVES: Tobyhanna Army Depot (TYAD) is issuing this RFI as a means of conducting market research to determine the availability of industry sources with the capabilities and capacity to provide services for Tobyhanna Army Depot (TYAD) meeting, conference and training rooms with audiovisual/video teleconference (AV/VTC) equipment. The result of this market research will contribute to determining the method of procurement for any future investment. The applicable North American Industry Classification Systems (NAICS) code assigned to this effort is: 811211 Consumer Electronics Repair and Maintenance. 2.0 SUMMARY: TYAD is seeking a prime contractor with the capability to provide services consisting of scheduled, general and emergency maintenance, and installation and programming support. Provide web/telephone hotline support, on-site tech to correct issues not correctable by phone within 48-72 hours during the hours of 07:00AM and 04:30PM EST, Monday through Thursday, and 07:00 and 03:30 Fridays. Respond to all calls placed within 4 hours. On-site technical emergency support shall be commenced within 4 hours. Assist with troubleshooting, maintenance, installation, repair and upgrades of all AV/VTC components and equipment throughout TYAD, and provide recommendations for any necessary replacements of AV-VTC systems or support equipment. Ensure AV/VTC equipment is kept operational. 3.0 REQUIREMENTS SITE OF PERFORMANCE/GOVERNMENT FURNISHED ITEMS. All services shall be provided remotely through web/telephone support and on-site at Tobyhanna Army Depot (TYAD), Tobyhanna, PA 18466. HOURS OF PERFORMANCE. Tasks as described herein shall be accomplished during duty hours, 0700 to 1630 hours, Monday through Thursday and Fridays, 0700 to 1530 hours, following the Depot's Regular Days Off (RDO) schedule excluding Federal holidays and any additional days the Depot is closed for business due to weather emergencies or as identified by the Depot Commander during the current contract period of performance. TYAD Production Operation and Holiday Schedule is available at http://www.tobyhanna.army.mil/ click on Operational Status. PERIOD OF PERFORMANCE. The period of performance is one year (52 weeks) from the commencement of on-site services, subject to the Government's option to extend the period of performance for an additional 4 option years. REQUIREMENTS. TYAD currently has a total of 27 rooms and offices with AV/VTC capabilities that are required to be fully operational. 22 are Non-classified Internet Protocol Router Network (NIPR) capable with AV/VTC equipment hardware and software and 5 are Secret Internet Protocol Router Network (SIPR) capable with AV/VTC equipment hardware and software. The hardware and software requirements for each room varies due to the type of equipment and capabilities. The number of rooms and offices with AV/VTC capabilities may increase or decrease with TYAD mission requirements. Current room and equipment list attached. 1.0 Scheduled Maintenance. The Contractor shall provide all labor and supervision necessary to perform scheduled maintenance, repairs and services for all AV/VTC systems at TYAD. The contractor shall develop an annual maintenance schedule and shall submit the maintenance schedule to the COR for approval within 30 calendar days of contract award, and upon request thereafter. It is critical that the maintenance not affect TYAD AV/VTC schedules and any changes to the maintenance schedule shall be approved by the COR. Systems must maintain compliance with DoD Security Technical Implementation Guides (STIG) based security procedures. The contractor shall provide troubleshooting and maintenance support on Cisco (Tandberg) equipment that is covered under Army CISCO SMARTnet Enterprise Agreement (HC1028-12-C-0034). All equipment shall be repaired and operate to OEM specifications. Scheduled maintenance includes: 1.1 General maintenance. The Contractor shall conduct the cleaning, dusting, and visual inspection of AV/VTC equipment for normal electrical, mechanical and optical functions; inspecting wiring and cable connection serviceability and alignment to approved manufacturer technical specifications; performing corrective service to cables and systems; inventory and recording of system components; testing AV/VTC equipment power supplies; testing cables and cable connections; failure determination and elimination, projector bulb replacement, system configuration changes and driver updates if necessary. 1.2 Contractor shall calibrate equipment to technical specifications as required. Contractor shall calibrate video monitors and projectors during the approved maintenance cycle. 1.3 The contractor shall repair or re-configure cabling for all AV systems. All cabling shall be clearly labeled. 1.4 Contractor shall perform maintenance updates to AMX and Crestron programming. In the event any programming code changes as a result of this contract, the contractor shall turn over to the Government all compiled and uncompiled code. 1.5 The Contractor shall provide the Government with updated technical drawings and schematics for any changes made to the systems. 1.6 The contractor shall furnish a completed maintenance report with a detailed log of the room and equipment serviced and findings and/or recommendations to replace or repair equipment found to be defective. 1.7 If a system component is deemed faulty and is covered by manufacturer warranty, the contractor shall coordinate with the COR to remove and replace the defective part, track all serial numbers, coordinate warranty repair/ replacement, and advise the Government. If a component is defective and there are no replacement parts on hand, the Contractor shall advise the COR on replacement of primary AV hardware and support equipment required. 1.8 The contractor shall provide an on-site tech to correct issues that are out of the approved schedule and are not correctable by phone within 48-72 hours during the hours of 07:00AM and 04:30PM EST, Monday through Thursday, and 07:00 and 03:30 Friday. 2.0. On-Call (Emergency) Services. 2.1 The Contractor shall provide all labor and supervision necessary to perform On-Call (Emergency) repairs and services for all TYAD AV/VTC systems. Contractor points of contact personnel shall have the technical knowledge to be able to identify the problem and conduct the repairs. Emergency repairs shall be conducted when, as determined by the Government, the facility is no longer usable, or when there is a serious impediment to normal operations that cannot wait until the 48-72 hour repair cycle, or provides a safety or other hazard to employees or the facility. The Government will approve all required replacement parts prior to installation. 2.2. The Contractor shall commence emergency repairs within four (4) hours after notification, regardless of the day or time during non-duty hours, for failures that render the conference room unusable identified by the COR that will prohibit the TYAD from continuing programs in the conference room in at least a limited manner. 2.3. The Contractor shall provide expert technicians for specific hardware/software systems to rectify any problems with the system. The Contractor shall troubleshoot and repair all AV/VTC systems located at TYAD, and will notify the COR after repairs have been attempted, to what degree, and what actions were taken to rectify/remedy the problem or failure. 2.4. If a system component is deemed faulty and is covered by manufacturer warranty, the contractor shall coordinate with the COR to remove and replace the defective part, track all serial numbers, coordinate warranty repair/ replacement, and advise the Government. If a component is defective and there are no replacement parts on hand, the contractor shall advise the COR on replacement of primary AV hardware and support equipment required. 3.0 Installation and Programming Services: 3.1 The contractor shall provide expert technical assistance with installation, upgrades and troubleshooting of AV/VTC components and equipment throughout TYAD. 3.2 The contractor shall provide recommendations for any necessary replacements of AV/VTC systems or support equipment. 3.3. Contractor shall perform software/hardware upgrades to all AV/VTC systems in order to continue or enhance functionality. 3.4 Contractor shall perform upgrades to AMX and Crestron programming. The contractor shall provide the Government all compiled and uncompiled code. 3.5 Contractor shall install replacements of naturally worn out parts not covered by manufacturer warranty. Note: the Government will procure and provide replacement of naturally worn out parts not covered by manufacturer warranty separate to this contract. 3.6 The Contractor shall provide the Government with updated technical drawings and schematics for upgrades made to the systems. 3.7 Schedule for installation and programming services to be mutually agreeable between contractor and Government. 4.0 SUBMISSION REQUIREMENTS FOR CAPABILITY STATEMENT: 4.1 Capabilities Requested Any interested organizations are invited to submit a capability statement in writing in response to this notice. The organization should be able accomplish either or both of the following criteria: (i) Demonstrate the ability of the organization to provide a cost-effective solution to provide a physical therapy and worker conditioning program. 4.2 Qualifications Capability statements received should highlight the organization's qualifications to take on the workload in this notice. Respondents should highlight their understanding of the requirements, capability to meet these requirements, similar experience with previous projects, and their proposed method of achievement. 4.3 Format For clarity and consistency, TYAD requests that responses are provided in .pdf or .doc format and do not exceed ten (10) pages using 12 point Arial font. Capability statements must include the name of the organization (or organizations, if teaming), at least one point of contact, address(es) of organization(s), phone number(s), email address(es), website address(es), NAICS code(s), and size/type of ownership for the organization(s). 4.4 Small Business Specification Requirements Please specify any claimed socio-economic status such as, but not limited to, the following: a small business, 8(a) certified program participant business, small disadvantaged business, veteran-owned business, service-disabled, veteran owned business, HUBZone small business, women-owned small business, or large business. Capability statements addressing the particulars of this effort should be supplied with appropriate documentation supporting claims of both organizational and staff capability. A small business may submit a capability statement that includes the expertise of large business partner companies under a teaming arrangement. If a teaming arrangement exists, the response to this RFI notice must clearly define the portion of work that will be performed by each organization. Please reference FAR clause 52.219-14 entitled, "Limitations on Subcontracting (Jan 2017)", stating that a minimum of 50% of the total cost of all services provided must be incurred by or for personnel of the small business. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements in their capability statement/documentation. 5.0 SUBMISSION INSTRUCTIONS & CONFIDENTIALITY: Responses to this notice shall be provided via email to the TYAD POCs listed below, no later than 3:00 P.M. EST on August 1, 2019. Late submissions will not be accepted or considered after the stated timeframe. If you have technical or contracting question(s) prior to submission, please send your written questions via an e-mail to the technical POCs listed below only. Organizations responding to this notice may be contacted by the technical POCs to clarify or provide additional information to the data submitted. No feedback or evaluations will be provided to companies regarding their submissions. Considerations will be for United States based companies only. Please mark any and all classified, confidential, or proprietary information in the organization's response accordingly. TYAD reserves the right to use any/all information submitted by, or obtained from, an interested organization in the creation of a competitive solicitation. Please note, if a solicitation, or multiple solicitations, are posted in the future, they will be issued by separate solicitation number(s) on Fed Biz Ops. Sherilynn Ostopick Ph: +1 (555) 000-0000 contact@example.gov