Video Teleconference (VTC) Administration, Maintenance, Scheduling, Training/Assistance and Accountability Services at TYAD

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY - This RFI is issued solely for information and planning purposes - it does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. Solicitations are not available at this time. Requests for a solicitation will not receive a response. This notice does not constitute a commitment by the United States Government to contract for any supply or service whatsoever. All information submitted in response to this announcement is voluntary; the United States Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the United States Government. Not responding to this RFI does not preclude participation in any future RFP, if any is issued. If a solicitation is released, it will be synopsized on the Federal Business Opportunities Page (FBO). It is the responsibility of the potential offerors to monitor this site for additional information pertaining to this requirement. All information received in response to this RFI that is marked proprietary will be handled accordingly. Responses to this RFI that indicate that information therein is proprietary, or 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 clarify about information submitted. The US Army Contracting Command is exploring options for Contractor performance of Video Teleconference (VTC) administration, maintenance, scheduling, training/assistance, and accountability on both unclassified, as well as classified, networks. In support of the operation of the VTC administration, a Contractor shall furnish the necessary personnel, material, and services to perform the below services. The below requirements is a draft: 1 First, the Contractor shall coordinate and execute the deployment, configuration, and implementation of appropriate security measures and compliance of all VTC equipment. 1.1 Contractor shall provide configuration management (e.g., patching, break/fix troubleshooting, and preventative configuration maintenance) used to utilize and integrate VTC solutions within the Installation Campus Area Network. 1.2 Contractor shall handle the deployment of new VTC systems and hardware. 1.3 Contractor shall coordinate with superior and peer commands within the Department of Defense Information Network (DoDIN) to test and implement changes and fixes. 1.4 Contractor shall coordinate troubleshooting and deployment of new and existing equipment with on-site network administrators. 1.5 Contractor shall coordinate security scans with onsite Information Assurance personnel (to include mitigation of any findings in accordance with (IAW) Risk Management Framework or other DoD standards and guidance) 1.6 Contractor shall assist with processing documentation for VTC systems. 2 Second, the Contractor shall perform preventative and reactive maintenance of all VTC and conference room equipment (e.g. VTC codecs, other Audio Visual equipment; which may or may not be integrated with the codecs themselves), IAW all equipment warranty agreements. 2.1 Contractor shall maintain weekly backups of all software and configurations. 2.2 Contractor shall perform periodic monitoring and testing of all hardware and software to minimize reactive administration and increase availability. 2.3 Contractor shall perform installation of replacement hardware and software. 3 Third, the Contractor shall provide assistance as well as training and guidance with scheduling and use of all VTC systems. 3.1 Contractor shall execute scheduling of classified and unclassified Internet Protocol (IP) video teleconferences for CONUS and OCONUS meetings. 3.2 Contractor shall provide training on all hardware and software located in the VTC rooms. 3.3 Contractor shall provide instruction to TYAD personnel in the use and operation of VTC systems, to include maintaining and distributing a Standard Operating Procedure (SOP). 3.4 Contractor shall provide technical advice, training, documentation, or assistance with operation of TYAD VTC systems. 3.5 Contractor shall provide technical subject matter expertise on matters such as architecture, compatibility, integration, emerging technology, etc. to support current operations and future requirements planning. 4 Fourth, the Contractor shall maintain accountability of all hardware and software. 4.1 Contractor shall maintain not only physical accountability of hardware and software, but also compliance with all licensing agreements. 4.2 The contractor shall be required to have a SECRET facility clearance with no safeguarding. The contractor shall require access to FOUO information, SIPRNET and Security Classification Guide (SCG). Performance of this contract shall require the contractor to have access to classified information only at other contractor facilities or government activities. 4.3 The contactor shall adhere to the Tobyhanna Army Depot (TYAD) Operations Security (OPSEC) Plan, dated 8 Feb 2017 or current version. 5 In addition to the above functions, the Contractor shall be expected to work staggered shifts to cover off hour operations, as well as on call times for VIPs and mission critical event. Timely resolution (less than 1 hour for non-VIP conference, and proactive/standby service for VIP conferences) is critical to successful operations and is imperative from this service. 6 The serviced infrastructure consists of 29 rooms, and multiple VTC meetings take place at the same time. Currently 5 VTC rooms are complex, integrating various audio visual equipment. The remainder consist mainly of a codec (including cameras), monitors, and microphones. The number of rooms and equipment is subject to change. 7 The place of duty for this requirement will be primarily Tobyhanna Army Depot but is not limited to these areas. Occasional travel may be required. ACC is seeking the following information: - Potential Respondents shall describe how they would propose to successfully perform each of the three services, assuming that all services provided by Respondent would be accomplished in accordance with all applicable U.S., Department of Defense, and Department of the Army laws, regulations, policies, and procedures. - Currently, the services are performed under contract at no cost to the United States Government. Potential Respondents shall describe proposed financial plans, including, if appropriate, the manner in which charges levied for services rendered would be derived. Charges cannot be based on cost plus a percentage of cost. - Responses shall include, but not limited to the below information: o Organization name and address o E-mail address o Point of contact o Business size o Telephone number o CAGE code o Experience providing the requested equipment/services - Response Sequence: The Government requests that all responses to this RFI be completed in chronological order of all sub-paragraphs beginning with paragraph 1 and ending with paragraph 7. Each sub-paragraph must be addressed within the vendor's submission to this RFI Respondents shall not be obligated to provide the services described herein and it is understood by the United States Government that the cost estimates provided as a result of this request are "best" estimates only and are for market researches purposes only. The response date for this market research is June 13, 2018. All responses to this RFI may be submitted via e-mail to: Sean Fisne, Information Technology Specialist sean.e.fisne.civ@mail.mil.