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PR-HQ-06-16091 Combined Synopsis/Solicitation for Video Engineering Services

Procurement Office: U.S. Environmental Protection Agency, Program Contract Service Center (3803R), 1200 Pennsylvania Ave., NW Washington, DC 20460

Response Date: September 25, 2006 12:00 p.m. ET

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation number is PR-HQ-06-16091 and is being issued as a Request for Proposal (RFP). The United States Environmental Protection Agency (US EPA), Office of the Administrator (OA), is conducting a full and open competition for Video Engineering, Maintenance, Installation and Training services. The North American Industry Classification System (NAICS) code is 541330. The Size Standard is $4.5 million. The anticipated contract type will be a Time and Materials for a 12-month period. EPA estimates the maximum effort for this requirement at 1330 hours for Fiscal Year 2006. This procurement is a set-aside for small business.

The following provisions and clauses apply to this acquisition: 52.212-1, Instructions to Offerors—Commercial Items; 52.212-3, Offeror Representations and Certifications—Commercial Items; 52.212-4, Contract Terms and Conditions—Commercial Items. The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Items, applies to this solicitation. Specifically, the following clauses cited are applicable to this solicitation: FAR 52.222-3, FAR 52.222-19, FAR 52.222-21, FAR 52.222-26, FAR 52 .222-35, FAR 52.222-36, FAR 52.222-37, FAR 52.222-39, FAR 52.232-33, FAR 52.222-41 and FAR 52.222-42.

Evaluation Factors: Proposals submitted in response to this solicitation will be evaluated on a low-cost, technically acceptable basis. Technical acceptability will be determined by a demonstration of a firm’s capabilities based on the Statement of Work and the ability to meet the standards defined in the associated labor categories.

The Request for Proposal will be posted on the internet on or about 15 September 2006. Prospective offerors should submit any questions they may have concerning this requirement by e-mail to Bradley Austin at Austin.Bradley@epa.gov by COB September 21, 2006. Responses to such questions will be provided to all prospective offerors. Proposals shall be due on Monday, September 25, 2006, at 12:00 p.m. EST. The courier delivery address is USEPA, 6th Floor Bid & Proposal Room (Ronald Reagan Bldg.), Attn: Bradley R. Austin, 1300 Pennsylvania Ave., Washington, DC 20004. The offeror shall provide two (2) copies of the proposal/quote.

Statement of Work

Specialized Broadcast and Video Engineering, Video Conferencing and Video-Wall Systems Engineering, Maintenance, Parts Repair/Replacements, Installation and Training Services

Background

US EPA requires highly specialized broadcast, video engineering services, equipment repair and replacement and support needed to keep its mobile and studio based control broadcast, video replication and post production facilities operating and ready to perform.

The Office of the Administrator staff office for Multimedia Operations and Services (MOSS) operates EPA’s Broadcast and Video services, Studio One, and is planning Studio Two, an associated radio/pod casting and webcasting facility. At present, Studio One can record, transmit, caption, do post-production and has editing facilities; provides broadcast services through Verizon’s AVOC and on EPA cable Channels 11 and 13 as well as fiber/LAN broadcasts across EPA’s wide area network to approximately 17,000 desktops; maintains legacy video archives/ provide stock services; and also operates an advanced video conferencing system and a 12-screen HD video-wall. The Studio One is located at 1200 Pennsylvania Ave, Ariel Rios North Building Room 6330. The HD Video Wall system will be located in Studio One and Two.

The recent installation of fiber connections from the EPA Studio One to 12 large main campus EPA rooms and the partial integration of a matrix routing switcher and jack fields within EPA’s Studio One control room has added significant complexity to existing operations to merit part-time engineering, maintenance, training and integration services. Further integration is required to complete EPA’s control room functions and smooth out switching function and increase quality assurance. In addition, the federal requirement to migrate and modernize broadcast facilities using digital technology to take advantage of Internet video transmission, compatibility with the television industry and to provide the best possible source for archival records necessitates regular engineering services. The Video Wall system and Video Conferencing facilities under MOSS control require regular testing and service.

One of the purposes of this support contract is to have a contractor work with EPA staff to integrate existing legacy analogue video and newly procured digital video, audio, web-based multimedia and videoconferencing equipment through an expandable matrix routing switcher and jack fields. Much of EPA’s analogue equipment is approaching obsolescence. It has become very difficult to obtain replacement parts or service for some of this equipment. It is however critical to maintain legacy hardware to maintain compatibility with legacy television and including Internet new media technology, videoconferencing, multi-media presentations, radiocasts, and podcasts. Other support would include periodic testing and calibration of EPA advance videoconference systems and the repair and calibration of video wall systems.

Technical Maintenance of Equipment and Systems

The Contractor will keep the equipment in the EPA media facilities functional up until such time EPA determines it has reached technological obsolescence. To do requires:

Comprehensive Maintenance
24/7 Emergency Service Support
Staff Maintenance Instruction
Warranty Service Installation

The Contractor must be able to conduct repairs at the component level of all EPA equipment and must possess capable/skilled technicians in the use and operation of test equipment required to service EPA equipment. The Contractor must be very familiar with system level troubleshooting and be able to quickly rectify video and audio level, color phase, and signal quality problems. Demonstrated skills working in video and broadcast environments are essential.

The Contractor must provide cost-effective repair and know when an item must be replaced. Where the Contractor cannot repair components, the Contractor must be skilled in communicating with bench technicians in factory service centers who can solve the problem, to include identifying any new parts needed in order to complete the repair.

Specific tasks described below relate to all technical tasks involving:

Some tasks are optional and may or may not be exercised by the discretion of the EPA.

Operational Training and Coaching

The Contractor must be skilled in providing on-site training and maintenance instructions necessary for the correct use of EPA equipment.

EPA Television and New Media Engineering Service, Installation Agreement would Cover Television and Multi-Media System Components including but not limited to:

System Drawings and Documentation

All systems integration and permanent installation work will be documented using the master VidCAD (AutoCAD partner) DWG and database DBF formats. All cable run list and equipment list and system configuration documents will be delivered in MS Excel.

Procurement of Equipment

At the EPA’s option, the contractor may be asked to recommend and provide specifications for additional components, wires, connectors, etc., or to provide technical management and over-site of the equipment procurement process.

The Contractor will support EPA staff on the equipment and materials needed to maintain and upgrade the facility. In regards to procurement, receipt and handling of new equipment, the Contractor will:

Interface with the Manufacturer as necessary - Coordination and Communication Focal Point
Unpack and Conduct Incoming Inspections and Test
Do Inventory Verification
Provide Quality and Cost Control
Provide EPA with Regular Work Progress Status Reports

Further, the Contractor will assist EPA with new technology hardware and software applications upgrades.

Service Agreement Terms

EPA requires twenty-four hours or less response time on service calls placed Monday through Friday within normal operation hours -- 9:00 a.m. to 5:30 p.m. Eastern Time.
The contractor will provide equipment loaner replacements (if available) while a defective unit is in for repair or replacement. Instant technical phone support and troubling shooting required. EPA will procure all parts and materials.

The following labor categories apply to this solicitation:

Senior Broadcast Video Engineer will have diverse design-build applications project experience in state-of-the-art broadcast television production studio and control rooms for analogue and digital video, audio equipment and signal processing and distribution. A minimum of 20-years of experience in audio/visual engineering with a BS or better in Engineering is required. The Senior Broadcast Video Engineer is responsible for overseeing and/or performing the installation, operation, and maintenance of all electronic and mechanical equipment associated with video production. Work involves evaluating materials and equipment needs to ensure proper equipment operation and maintenance to maximize system performance and to meet industry video standards. The Senior Broadcast Video Engineer is expected to exercise independent judgment and discretion on technical matters. Work may involves determining equipment needs and preparing detailed budget requests and recommendations including written specifications, justifications, and detailed component AutoCad drawings. Supervision is exercised over Systems Installers, Integrators and/or Service Engineers. Work and written work reports are reviewed by the EPA’s OA MOSS Director through discussion and inspection, principally for determining general progress and adherence to Office production needs and schedules. Superior skills in project management, systems design, control systems, cost-reduction engineering estimating, equipment selection and specification, AutoCad are requisite. Excellent communication skill, team work and training ability are a requisite as well.

Systems Installers/Integrators/Service Engineers will have recent, active video integration and installation experience with mechanical installations of broadcast equipment in control rooms. Demonstrated skills at the component level, fabrication of cable harness, wiring, testing, and maintenance are a requirement. Systems Installers or Integrators or Service Engineers are well versed in the operation and the close working environment of a government studio operations. A minimum of 3-year of installer or integrator or service engineering experience is required. A degree in engineering is preferred.

The point of contact for this announcement is Bradley Austin, Contracting Officer, at austin.bradley@epa.gov

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