Teleconferencing System Purchases

UPDATED CLARIFICATIONS:

Question: What is the purpose for the following request equipment? Answer: The goal is to get web-based meetings integrated into the current AV system. They currently have 2x tower computers in the conference room, and they have HDMI connections at the conference table and podium. They would like all these devices to be able to: display web meetings, and access the conference room camera and ceiling mics (when installed), depending on which device is selected from the control panel. As for the additional equipment/accessories needed, that is for the vendor to determine. It'd probably be best for the experts to come in and look at what is already there.

Question: Does the client want to avoid obstructions; i.e. a recessed ceiling mic vs. a hanging ceiling mic.? Answer: The client wants to avoid obstructions. They'd prefer the recessed over a hanging mic. They want it to be minimal when it comes to appearance, nothing obviously out in the open if it doesn't have to be.

The only equipment needed is ceiling microphones and any accessories that go along with it. We have equipment on hand that wasn't installed.

What audio digital signal processing system is in use? They currently using the Analog phone system already setup.
What control/touch panel system is in use? Crestron TSW-1060-TTK-B-S 
Does the client have the uncompiled source code for the control system? No.
What is the desired video teleconferencing (VTC) appliance? (i.e., Bring Your Own Desktop (BYOD) with laptop?) Ability to use camera and ceiling mics with not only VTC applications but web-based applications (i.e. Google Meet, MS Teams, Zoom, etc).
What are the room dimensions and ceiling height (to select ceiling mic array)? Floor to Ceiling: 10ft, Width: 26 1/4 ft, Length: 31 ft
Where will the USB extender connect at the table? Not sure. It may be able to be added if needed.

UPDATED SITE CONTACT INFORMATION: 

SITE VISITS CAN BE SCHEDULED FOR WEDNESDAY OR FRIDAY ONLY.  
YOUR SITE VISIT POINT OF CONTACT IS BELOW. BEFORE COMING TO THE SITE YOU WILL NEED TO GET AN APPROVAL ACKNOWLEDGEMENT VIA EMAIL OR PHONE AND A TIME AND DATE SET UP FOR THE SITE VISIT. 
TO SCHEDULE YOUR SITE VISIT, PLEASE CONTACT: 
Gary Premo
828-315-1198
gary.premo@noaa.gov

UPDATE: Previous award - 1333MD19PNEEB0076

COMBINED SYNOPSIS/SOLICITATION

Teleconferencing System Purchases for College Park, MD

(I)          This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice and in accordance with the simplified acquisition procedures authorized in FAR Part 13. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

(II)         This solicitation is issued as a request for quotation (RFQ).  Submit written quotes on RFQ Number NWWX40002200193VES.

(III)        The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-06 (MAY 2022) (DEVIATION 2022-02) (NOV 2021).

 (IV)       This solicitation is being issued as a full and open competition. The associated NAICS code is 238210.  The size standard is $16.5 Million.

(V)         This combined solicitation/synopsis is for purchase of the following commercial services:

Teleconferencing System Equipment Purchases, Software Development and Preventative Maintenance and Service Warranty for a base plus four option periods as follows:

Equipment installation to be completed within 2 months from the date of award. 12 month preventative maintenance and service: base year and 4 option years will start after that 2 month date.

(VI)        Description of requirements is as follows:

1. Preventative Maintenance & Service Contract

This Preventative Maintenance & Service Contract for one (1) base year and four (4) option years shall provide for the following:
 

Maintenance

1. 1. (1) Visit per year between the hours of 8am and 4pm, Monday through Friday
   2. Adjustment and cleaning of the AV equipment as per manufacturers’ recommendations
   3. Upgrading manufacturers firmware
   4. Testing the systems functionality and operation
   5. Report of a system check out. All discovered system issues will be reported to with a proposed solution
   6. Labor for servicing of any items found during the semi-annual visits will be covered under the Preventive Maintenance Agreement.

Service

1. 1. As an agreement holder, USNIC has priority over service calls requested by companies without agreements in place.
   2. Phone access to the vendor’s Certified Technology Specialists during normal business hours. Additional charges may apply.
   3. Response time for a service technician to call back is 2 hours. Response time for on site is 24 hours after an initial call.
   4. Emergency response for service will be within 4 hours of the initial call.
   5. Service technicians must have advanced notice of access to the building and to each of the respective conference rooms to complete all service calls and preventative maintenance.

Repairs

1. 1. Equipment repair costs not covered under warranty would not be included in the preventive maintenance agreement and would be treated as a separate cost.
   2. Provide a written report of the condition of the equipment to the Technical Point of Contact (TPOC) who is responsible for the equipment. Note and report any discrepancies that would affect equipment operations. Within (3) working days, submit a quote for the cost of the repair(s) to the TPOC. No work is to be started without written approval from the Contracting Officer. Any work done without this approval is at the contractor’s risk.
   3. This agreement excludes all consumable items, and the replacement of these items will be quoted and billed separately per item (e.g., Touch Panel Batteries, Projector lamps, Remotes, and Cables).
   4. Replacement equipment will be of equal value and not deemed as an upgrade if the current model becomes obsolete. Equipment upgrades will be quoted and billed accordingly.
   5. Infrastructure damage caused by others will not be covered under the service contract agreement and will be quoted separately and billed separately.

1. Equipment Purchase & Table Top Control Panel Software Programming

Equipment Purchase

1. 1. This section refers to the equipment purchase requirements for the USNIC teleconferencing system to allow for communications. The following equipment is necessary for purchase to augment currently installed equipment:
      1. Ceiling microphone array
      2. Two Input USB Switcher
      3. USB over Category Cable Extender, Local and Remote
      4. Control Module
      5. Misc. Cables/Materials
   2. This section refers to a software programming update to the existing Table Top Control Panel that was installed previously. The goal of this software upgrade is to allow for web-based virtual meetings and telephone calls using the existing USNIC teleconferencing system. The programming shall enable web-based virtual meetings and telephone calls similar to the standard telephone dial pad (i.e., numbers zero thru nine, star and number sign keys, and has the capability to dial phone numbers by touch). The dial pad screen should also have the capability to program telephone numbers, microphone mute, redial, directory programming, and volume keys.
   3. The following software programming services are required to complete this service:
      1. Lead Tech, Installation - Lead Tech
      2. Installation - Tech
      3. Programmer, Control System Programming
      4. Project Management, Engineering - Project Management

(VII) PLACE OF PERFORMANCE:

Ocean Prediction Center W/NP4

5830 University Research Court, Ste 4639

College Park, MD 20740

COVID-19

Federal COVID-19 protocols, all on-site contractor employees will be required to complete the non-Federal Employee and Visitor Certification Form attached and carry a copy with them when reporting to any DOC worksite. Additionally, those who do not certify they are fully vaccinated, or who decline to provide vaccination status, must obtain a negative COVID-19 test in order to access a DOC operating location or facility, per Senior Procurement Executive Message, provided upon request.

PLEASE SEE THE ATTACHED FOR MORE INFORMATION.