Request for Information (RFI) - The Architect of The Capitol (AOC) Has a Requirement for Replacement of Outdated Assistive Listening Device (ALD) System In The Capitol Visitor Center (CVC), Washington, D.C.
REQUEST FOR INFORMATION (RFI): THIS IS NOT A SOLICITATION OR REQUEST FOR PROPOSAL AND DOES NOT OBLIGATE THE GOVERNMENT TO ANY CONTRACT AWARD. RESPONSES TO THIS SOURCES SOUGHT SHALL BE FOR INFORMATION PURPOSES ONLY.
I. PURPOSE:
The Architect of the Capitol (AOC) has a requirement for a replacement of the outdated Assistive Listening Device (ALD) System used in the Capitol Visitor Center (CVC). ALD’s are used for foreign visitors, clients and staff who either speak only their native language, or are hard of hearing. The Architect of the Capitol and the CVC are inviting interested contractors and suppliers to submit proposals for providing a replacement ALD system that will allow multiple language translation in time with the current CVC films, with the possible expansion into portable walking tours of Exhibition Hall, using Bring-Your-Own-Device technology. This project will allow visiting public and constituents to listen to at least 13 different languages on their own smart device, without downloading an Application (App) prior to their visit.
The ALD’s follow and translate the Orientation Theater film shown at the start of tours of the US Capitol, and the Senate and House Theater films shown in Exhibition Hall, into multiple foreign languages and English Descriptive for those with vision impairments.
Many of the current devices have failed beyond repair, and the existing systems and stock are beyond (10) ten years old. Contractors are hereby invited to provide information about proposing a replacement ALD system and devices, and maintenance service, to be procured at reasonable price and in accordance with AOC requirements and standard industry practice.
Offerors are advised that the AOC is a legislative branch entity, and as such is NOT subject to the Federal Acquisition Regulations (FAR). However, this procurement will be solicited using a Request for Proposal (RFP) as outlined in FAR Part 15, which will result in the Best Value to the Government. Instructions to offerors and the Government’s evaluation process will be further detailed in the forthcoming solicitation. The Government intends to award a single Firm-Fixed Price supply and services contract resulting from the upcoming solicitation.
The RFP, and any subsequent amendments, will be issued in electronic format only and available for download only on or about March 25, 2016 on Federal Business Opportunities (www.fbo.gov). Offerors are encouraged to monitor this site frequently and are solely responsible for obtaining the RFP and any subsequent amendments issued prior to the closing date.
Please be advised the date for solicitation posting is estimated and the actual posting date may differ. Offerors shall address all questions in writing to Shola Matthews-Aroloye, Contracting Officer, via email at smatthew@aoc.gov ; TELEPHONE INQUIRIES WILL NOT BE ACKNOWLEDGED OR ACCEPTED.
Scheduling of a pre-proposal meeting and site visit is anticipated with details to be outlined in the forthcoming solicitation package.
Interested qualified contractors capable of providing the supply/services described above, and in the overview of Statement of Work below are hereby invited to submit email copies of their Qualification Statements to the email address listed below. Qualification Statements shall not exceed 10 pages (no hyperlinks or electronic media), and shall be included in a package with the following:
(1) Cover Letter
(2) Letter of Interest (not exceed three (3) pages)
(3) List of similar projects within the past five (5) yearsII. CVC
II. BACKGROUND
The Capitol Visitor Center (“CVC”) is a 580,000 square foot underground addition to the U.S. Capitol that opened to the public on December 2, 2008. The CVC offers security, increased amenities, and an enhanced educational experience as visitors tour the Capitol building and learn about the Legislative branch of government. The CVC is the largest expansion to the U.S. Capitol and the first expansion to focus on the needs of the visitor.
More information is available on www.visitthecapitol.gov
The Orientation Theaters (OT) are two 250-seat theaters located on the lower level of the CVC on opposing sides of the large, central Exhibition Hall entrance. These theaters are primarily used for showings of the “Out of Many, One” orientation film for visiting public and guests, but they are also used for various special events for our Congressional Constituents and our CVC and AOC Partners.
The Exhibition Hall Space is an approximately 16,500 square foot exhibit area located on the lower level of the CVC between the North and South Orientation Theaters. There are Senate and House Theaters located in Exhibition Hall each showing an informative film detailing the work performed in their respective institutions, in addition to displaying live floor feeds from both chambers. There are multiple locations and stops for artifacts and displays in Exhibition Hall, including an Interactive touch panel system, to provide an immersive, educational and inspiring experience for the public and Congressional staff visiting the CVC and the U.S. Capitol.
Assistive Listening Devices (ALD) are used for our foreign visitors, clients and staff who either speak only their native language, or are hard of hearing. The ALD’s follow and translate the OT film and the Senate and House Theater films into multiple foreign languages and English Descriptive for those with vision impairments. The ALD’s also allow for number presses for multiple Exhibition Hall points-of-interest, providing a description of the exhibit.
THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is for informational and planning purposes only and it does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. It is not to be construed as a commitment by the Government for any actual procurement of materials, machinery, or services. Respondents are advised that the Government will not pay for any information or administrative costs incurred in response to this RFI. All costs associated with responding to this RFI or attending the subject conference are solely at the responding parties' expense. Respondents are solely responsible for properly marking and clearly identifying any proprietary information or trade secrets contained within their response. The Government will not be liable for, or suffer any consequential damages for any proprietary information not properly marked and clearly identified. Proprietary information received in response to this sources sought will be safeguarded and handled in accordance with applicable Government regulations.
Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract or agreement. The Government will not be obligated to pursue any particular acquisition alternative as a result of this RFI. Responses to the RFI become Government property and will not be returned. Not responding to this RFI does not preclude participation in any future solicitation, if one is issued. Small businesses with the capability to meet the requirements are encouraged to reply to this RFI. If a solicitation is released, it will be synopsized on the Federal Business Opportunities (FBO) Website. Potential responders are responsible for monitoring this site for additional information pertaining to this RFI. At this time, the Government is seeking information only from all.
PLEASE NOTE THAT TELEPHONE REQUESTS FOR THIS RFI WILL NOT BE ACCEPTED.
III. SOW OVERVIEW
The CVC requires a replacement of the outdated Assistive Listening Devices. Many of the current devices have failed beyond repair, and our existing systems and stock are beyond (10) ten years old.
The purpose of the Assistive Listening Device Upgrade system replacement project is to outline requirements to provide and install new devices incorporating the migration all of our current programs and features, with the addition of a high-resolution touch screen for language selection, additional content and future upgraded material. New charging systems will be included for the new devices that also allow for bulk uploading of new content and polling of device usage. The upgraded system shall have the ability to easily download and report Visitor behavior data, providing information such as which exhibits, tour tracks and languages are most popular. A Proposal for this project must include the following requirements:
1. Removal of the existing charging system in both ALD closets, and any rack equipment in the OT rack locations
2. Provision, installation of the replacement system and devices, cabling, AV System control connections, backup equipment, and full training for CVC Staff
3. Bi-Annual Preventive Maintenance (PM) visits to verify full AV system functionality.
4. Emergency Visit, Travel and Repair Reserve.
5. Proposed costs for 4 Option Year renewals
Provision of support for the Assistive Listening Device Upgrade must include all installed, integrated, peripheral systems, and portable equipment associated with these systems including any remote control programming access, reporting and coordination.
IV. STATEMENT OF WORK
The Assistive Listening Device Upgrade system replacement proposal must include support and connectivity to existing equipment, infrastructure, and interface with complex integrated AV systems. The Contractor must provide compatibility diagnosis, maintenance, labor, repairs and emergency services in support of this project.
A pre-bid site -visit is required to capture all factors in the formulation of a proposal.
Contractor shall provide all qualified Project Management, Engineering, Programming and Design services, Technical Installation and Repair Labor, and Testing as required to support the activities related to this performance statement of work. All visits must include all transportation, equipment, labor, tools, testing equipment and access equipment such as ladders, lifts, and safety equipment by the Contractor required to perform any work. Any documentation required for maintenance reports, repair reports and system modification must be provided by the Contractor.
Phase I: Site Survey Visit
Contractor shall arrange to conduct a Site Survey Visit within ten (10) working days (WD) of award of a contract to gather comprehensive information to be used as input for the design and implementation of the system integration with the existing installed equipment. This activity discovers client requirements like coordination, programming needs, equipment and cabling requirements, security, management and deliveries. At this time, any AOC requirements will be noted (i.e. infrastructure modifications, power requirements, contractor badges, etc.).
Phase II: Project Management and Engineering/Design
Contractor shall provide Project Management and Engineering/Design services as needed to support activities related to this performance work statement.
Engineering/Design services include full system design, integration and equipment compatibility review to provide complete system performance as specified by CVC AV. Additional equipment, services and labor must be submitted, reviewed with CVC AV, and approved before award. Contractor shall establish a schedule to accomplish the objectives of this project and present the schedule to the Government within ten (10) working days of completion of Site Survey Visit. Engineering and Design documents (drawings, forms, designs, etc.) representing the accurate construction and functionality of the complete upgrade will be presented to the Government within fifteen (15) working days (WD) of any written crucial clarifications following the Site Survey Visit. At this time, any AOC facility requirements will be clarified (i.e. infrastructure modifications, additional power, etc.).
Phase III: Fabrication and Installation
Once the coordinated onsite start date arrives, contractor personnel and any necessary subcontracted personnel shall deliver materials (raw and fabricated) and equipment to the CVC for installation. The following items shall be included:
Removal of the existing ALD equipment:
The Contractor shall provide all qualified personnel, tools and equipment to safely remove the existing ALD charging racks, rack devices and hardware required for this project. The existing OT and Exhibition Hall Sennheiser IR panels, infrastructure, cabling and distribution devices must stay in place for CVC use during Special Events for ADA Compliance for live audio transmission. Any removed equipment and material must be turned over to CVC AV Personnel.
Provision and installation of the replacement system
The Contractor shall provide all qualified personnel, tools and equipment to deliver, install and integrate the entire replacement ALD system. This includes Charging Racks, ALD devices, rack room signal triggering distribution system and all cabling, migration of our current content, audio and languages to the new ALD devices, all programming and loading for reporting of device usage. Areas include the OT’s and Exhibition Hall theater spaces, to include any modification to devices, rack equipment, programming, or content required. The Contractor shall provide all coordination and connectivity to the existing OT rack AV system contact closures for show triggering. This includes tuning of the complete installation, full testing of all devices, signal triggering distribution, and content distribution and polling of the Charging Racks, and training for CVC staff on operation of equipment, gathering device polling data, and uploading updated content.
The proposed Assistive Listening Device Upgrade system must include the following requirements:
1. Each Charging Rack must:
a. Have enough charger spaces to easily charge at least 70 handheld devices per ALD closet.
b. Be mounted securely to the wall locations in the North and South ALD closets
c. Have high-quality connectors to provide reliable and consistent charging and signal connectivity to all devices
d. Have data connection terminated and tested to connect to CVC network
2. Each System Rack must:
a. Have the ability to broadcast all timing signals (SMPTE, Bluetooth, etc.) to allow accurate tracking by the handheld devices following the films in the OT’s and Exhibition Hall theaters.
b. Allow for remote control triggering for Start-of-Show timing from the existing OT and Exhibition Hall AV Systems.
3. Have high-quality connectors to provide reliable and consistent charging the handheld devices must:
a. Have programmed, loaded and tested all current CVC programming, use and functionality.
b. Include all headsets, lanyards and any other peripheral equipment or devices.
c. Have the ability to report on all usage to CVC personnel.
4. The updated ALD programming must:
a. Support and migrate all existing CVC ALD programming, functionality and services
b. Include Foreign Language captions for each CVC-programmed language for use in the OT’s and Exhibition Hall spaces.
c. Be coordinated with CVC Divisions for content and design layout approval prior to loading onto the handheld devices. These CVC Divisions include Exhibits and Education, AV, Executive, and Visitor Services.
d. Have the software license and ability to easily update future information and programming to the devices through the Charging Racks for future changes to our Exhibition Hall rotational exhibits by CVC Exhibits and Education staff.
e. Have the ability to easily report all device usage, tour data, and status to CVC Personnel when requested through a remote connection
5. Backup equipment must include pricing for optional spare/backup units to cover 10 ALD devices, one Charging Rack, and one timing control unit used in the upgrade.
6. CVC Staff training must include:
a. Operation and usage of the new equipment, devices and charging system
b. Device information extraction for usage polling data and logging
c. Instruction and software for uploading updated content to the Charging Racks and ALD units.
All programming, screen shots, fonts, content, information and data MUST be pre-approved by CVC Personnel prior to any loading to ALD units. Test units may be loaded for testing, demonstration and approval purposes ONLY. Upon completion of the installation, the Contractor must perform full system testing for functionality, control, video and audio quality, and routing. The System must be demonstrated to CVC AV Personnel upon completion prior to final acceptance.
The Assistive Listening Device Upgrade Proposal must also include pricing for:
Biannual Preventative Maintenance:
There shall be, at the least, Biannual Preventive Maintenance (PM) visits to verify full ALD system functionality for all installed, integrated, peripheral, and portable systems and equipment associated with this installation. There shall be provision and coverage of Emergency Visit and Repair requirements and costs in the event of an equipment, or system failure.
Preventive Maintenance visits must include the following work:
1. Complete maintenance and test of all ALD system devices, programming, imaging, routing, distribution and charging equipment, functionality, and clarity.
a. Check devices for any faults, damage, or image issues
b. Replace any damaged or faulty devices or equipment
c. Clean all ALD units, charging racks, rack equipment, surfaces, screens and all exterior cases and peripheral equipment.
d. Inspect cabling, antenna system, timing system and charging racks
e. Adjust devices for optimal quality if required
f. Install and update any software, or manufacturer firmware upgrades as needed.
2. Verify proper operation and triggering of all theater systems.
3. Conduct a complete checkout of all System devices, functions, components and wiring, including signal levels and signal quality as a whole.
All Preventive Maintenance (PM) visits must be scheduled at least 30 days in advance with CVC AV Staff to coordinate resources and room availability.
Emergency Visit and Repair Reserve:
Emergency Visits and Repair Reserve must include the following:
1. Reserved Costs estimated for 30 working days to cover manpower, transportation, tools and equipment for Emergency Visits for one year.
2. Reserved Costs associated with Emergency Repairs not-to-exceed the initial total of $700 per month for one year. These costs will cover any small emergency repairs, travel, shipping associated with repairs, and other repair costs, whether directly or by qualified sub-contractor.
3. Coverage of initial costs associated with emergency visits, diagnostics and repairs, including all labor, equipment, tools, travel, warranties, shipping associated with repairs, and other repair costs. Coverage of costs based on regular CVC business operating hours, 7:30am to 6pm Monday through Friday, and occasional after-hours work in public spaces. Saturday is optional as the CVC is open and operating, but frequently has the ALD system in use during business hours.
Response time for emergency visit and repair requests will be within one hour by phone or email during regular working hours. If the Contractor requires a site visit, response shall be within 24-hours. The required response time shall be based on Monday – Friday, normal business hours. Reasonable and nominally longer response times are expected outside normal business hours, and during weekends and holidays.
More extensive repair costs exceeding the reserve will need to be quoted and approved before any work is to commence.
All PM and any Emergency visits must be documented with a written report to be submitted to CVC AV Staff within one week of any visit. Reports must include names of technicians involved, location of issue, detail of issue, suggested or completed resolution, and any follow up action required. All device and system repairs must be demonstrated to CVC AV personnel as fully functional and addressed before the repair can be considered complete.
Proposed Costs for 4 Option Year Renewals:
The proposed Assistive Listening Device Upgrade must include costs for four (4) option year renewals of the PM and Emergency Repair Contract based on successful, and accepted, performance by the Contractor for previous years. These option years are to be renewed for full contract coverage after the initial year of service once AOC Procurement notifies the Contractor that an option year has been approved.
4. DELIVERABLES AND SCHEDULE
Contractor provided Deliverables and Schedule include the following:
1. Contractor will provide a 1-year warranty on parts and installation which will begin after approved completion of the installation and 90-day testing period.
2. Contractor will provide three copies of all final programming codes (ALD programs, rack device programs, etc.) on CD upon approved completion of the installation.
3. Contractor will provide complete as built drawing sets. Two C size, two 11x17 sets and copies on two CD’s are required.
4. Contractor will provide all equipment documentation in binders. At least three copies of all documentation such as manuals, cut-sheets, and warranty information are required.
5. Contractor will turn over all unused installation items purchased for this work to CVC AV technicians.
V. PLACE OF PERFORMANCE
Onsite work shall be performed in Washington, DC in the Capitol Visitor Center’s Orientation Theater and Exhibition Hall locations and spaces.
VI. CONTRACTOR REQUIREMENTS
The following Contractor Requirements are mandatory:
1. Contractor shall provide representatives able to acquire proper AOC Contractor badges as needed.
2. Contractor shall have proper project management, engineering, troubleshooting, maintenance testing, installation and programming requirements, experience and labor to perform all work, either directly or by subcontract.
3. Contractor shall provide all labor, supervision, transportation, hardware, protection materials, lifts and access materials (scaffold, etc.), tools and equipment, in order to complete the work described in the Performance Work Statement.
4. Contractor shall be responsible for any and all extraneous costs outside of the negotiated contract price, unless full written approval is received prior to work commencing. These extraneous costs include, but are not limited to; unscheduled overtime, transportation and shipping costs, insurance fees, and similar charges.
VII. PERIOD OF PERFORMANCE AND PRICING
The period of performance shall begin within 30 days from the date of award, or mutually agreed start date, and cover one year. Proposal shall include pricing for four additional Option Year renewals of this contract based on acceptable performance by the Contractor.
Note: Payment will be made each Quarter after each PM visit and any Emergency service once the AV systems are put into operation and functioning in a satisfactory manner after servicing and the visit is invoiced properly in IPP as directed by contract. Official demonstration and Sign-Off documentation verifying a service or repair has been completed must be in place prior to acceptance of work.
VIII. APPLICABLE STANDARDS AND ACCEPTANCE CRITERIA
Work shall comply with Industry Standards (Infocomm, and others), National Electrical Code, OSHA Safety Standards and NAICS 334310. Acceptance of work is required at the conclusion of each visit (PM, On-Call, or Emergency) by the attending CVC AV representative, and upon delivery of visit service logs. The Contractor is required to comply with the following conditions:
1. Handling and Safety:
Contractor shall perform all repairs in a safe and workmanlike manner. All work areas must be kept clear of fluids, solvents, soiled rags, and tripping hazards. After each day’s work, remove all tools, maintenance equipment and trash from the area. Comply with all applicable OSHA, AOC, and local government safety, fire protection and environmental regulations and procedures.
2. Green Procurement Program (GPP):
GPP is a mandatory federal acquisition program that focuses on the purchase and use of environmentally preferable products and services. The contractor is responsible for complying with the GPP requirement.
3. Security:
Contractor personnel may be required to obtain a temporary security badge. Badge request forms shall be provided at time of award as needed. The contractor shall also comply with CVC Loading Dock procedures for delivering parts and materials. CVC Loading Dock approval forms shall be supplied as needed. Contractor personnel shall comply with United States Capitol Police instructions and direction at all times.
4. Travel requirements:
Contractor is responsible to furnish and fund their transportation, tools, materials, supervision, and other incidentals while performing work. There are to be no separate line items for reimbursable expenses or other direct costs (ODCs).
5. Kickoff Meeting:
Contractor shall be required to attend a kickoff meeting to be held within a few days after award to familiarize contractor with the facility, location of existing equipment, and physical layout and AOC policies
The Government shall provide the following information and services:
1. Government furnished property and services:
Government is to provide workspace and any readily available information about existing facility systems such as electrical systems, physical layout and similar.
2. Inspection of Services:
The Government reserves the right through IAW FAR 52.246-4 to invoke the Inspection of Services Clause at any time when performance does not satisfy the thresholds established in the Statement of Work (SOW).
Mrs. Shola Matthews-Aroloye, Contracting Officer, Email smatthew@aoc.gov - Harold Honegger, Contracting Officer, Email harold.honegger@aoc.gov
