SOLICITATION NOTICE
67 -- Digital Video Workstations
- Notice Date
- 7/6/2007
- Notice Type
- Solicitation Notice
- NAICS
- 333315
— Photographic and Photocopying Equipment Manufacturing
- Contracting Office
- National Archives and Records Administration, NAA, Acquisition Center, 8601 Adelphi Road, Room 3360, College Park, MD, 20740-6001, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- NAMA-07-Q-0052
- Response Due
- 7/31/2007
- Archive Date
- 8/15/2007
- Description
- JULY 6, 2007 Dear Offeror: The Recording Lab of the Special Media Preservation Laboratory (NWTS) of Preservation Programs (NWT) of the National Archives and Records Administration (NARA) is planning to issue a firm fixed price contract to procure three (3) digital video workstations and obtain priced options to purchase two (2) more work stations this fiscal year pending additional funding to add capabilities for the digitization of video recordings in NARA s holdings. The business address for the National Archives is located at 8601 Adelphi Road in College Park Maryland, 20740. The award will be made to the Lowest Price Technically Acceptable Source in accordance with FAR Subpart 15.101 2. You are invited to submit a quotation utilizing Enclosure 1, Schedule of Prices for the Services specified in Enclosure 2, Performance Work Statement (PWS), under Request for Quotation (RFQ) NAMA 07 Q 0052. The quotation will be submitted in the form of a written quotation in accordance with the procedures outlined in Enclosure 3, Quotation Submission Instructions. You should submit the quote not later than 3:00 PM (EST) July 31, 2007: To aid you in your planning and quotation development, the following information is provided as enclosures to this RFQ: Enclosure 1 Schedule of Prices Enclosure 2 Performance Work Statement Enclosure 3 Quotation Submission Instructions Enclosure 4 Contract Administration (provides contract administration information and requests that certain data be provided by your firm). Enclosure 5 Terms and Conditions (provided additional clauses that will be included as part of the delivery order when it is issued). This request does not commit the Government to pay for any costs incurred in the preparation of this quotation or to contract for the supplies or service. All written information identified above must be submitted to the Contract Specialist (CS) at the following address: Mr. Jon McIver, National Archives and Records Administration, Acquisition Services Division (NAA), 8601 Adelphi Road, Room 3340, College Park, MD 20740 6001 Additionally, any questions regarding this RFQ and any terms and conditions should be submitted in writing to Mr. McIver not later than five working days before the deadline for receipt of quotations. Mr. McIver may be reached on telephone number 301 837 0286, fax number 301 837 3227, or e mail at Jon.mciver@nara.gov. If you do not wish to submit a quotation for this effort, you are requested to notify Mr. McIver as soon as possible by e mail or fax. LaVerne Fields Contracting Officer ENCLOSURE 1 NOTE: For evaluation purposes, the NTE Price will be determined by multiplying the Quantity (Qty.) by the Unit Price. The Task Order Price will be determined by summing the individual CLIN prices. CLIN = Contract Line Item Number; PWS = Performance Work Statement; NTE = Not to Exceed; NSP = Not Separately Priced. NOTE: This is a firm fixed price order. 3.0 SCHEDULE OF PRICES NOTE: Insert unit prices proposed for each CLIN. The Total Contract Maximum Price will be determined by adding the CLIN prices for each year. CLIN = Contract Line Item Number; PWS = Performance Work Statement. Section A. Base from date of award through one year. Base Line Requirement for Fiscal Year 07 Base Year Description CLIN 0001: Digital Video Workstations i.a.w Paragraph 2.2 and 2.3 of PWS. 3 Each Unit Price ___ Total Price___. CLIN 0002 Labor to Perform Installation & testing on CLIN 00001 Tasks in accordance with PWS Paragraph 2.1 and 2.4 Not Separately Priced. CLIN 0003 Training to Operate system on CLIN 0001 in accordance with Paragraph 2.5 Not Separately Priced. CLIN 0004 Data ? Deliverables on CLIN 0001 in accordance with Paragraph 2.7 Not Separately Priced. CLIN 0005 System Maintenance in accordance with Paragraph 2.1 and 2.8. 1 Lot, Total Price ___. TOTAL NTE PRICE FOR THE BASE LINE REQUIREMENT FOR FISCAL YEAR 07 BASE YEAR ____. Optional Equipment for fiscal Year 07 Base Year pending additional funding: Description CLIN 0006: Digital Video Workstations i.a.w Paragraph 2.2 and 2.3 of PWS. 2 Each Unit Price ___ Total Price___. CLIN 0007 Labor to Perform Installation & testing on CLIN 00005, tasks in accordance with PWS Paragraph 2.6, Not Separately Priced. CLIN 0008 Training to Operate system on CLIN 0005 in accordance with Paragraph 2.7 Not Separately Priced. CLIN 0009 Data ? Deliverables on CLIN 0005 in accordance with Paragraph 2.7 Not Separately Priced. TOTAL NTE PRICE FOR THE OPTIONAL EQUIPMENT REQUIREMENT FOR FISCAL YEAR 07 BASE YEAR PENDING ADDITIONAL FUNDS____. Option Year one (I), Year 2 Requirement Description CLIN 1001, System Maintenance Year 2 Year in accordance with Paragraph 2.1 and 2.8. 1 Lot Total Cost ___. Option Year two (II) Year 3 Requirement Description CLIN 2001 System Maintenance Year 3 Year in accordance with Paragraph 2.1 and 2.8. Lot Total Cost ___. Option Year three (III) Year 4 Requirement Description CLIN 3001 System Maintenance Year 4 Year in accordance with Paragraph 2.1 and 2.8. Lot Total Cost ___. Option Year three (IV) Year 5 Requirement Description CLIN 4001 System Maintenance Year 5 Year in accordance with Paragraph 2.1 and 2.8. Lot Total Cost ___. TOTAL COST 5 YEARS ____. ENCLOSURE 2 PERFORMANCE WORK STATEMENT FOR Digital Video Workstations 1.0 INTRODUCTION Statement of Need The Recording Lab of the Special Media Preservation Laboratory (NWTS) of Preservation Programs (NWT) of the National Archives and Records Administration needs to add capabilities for the digitization of video recordings in NARA s holdings. Currently, the Recording Lab does not have the capability of digitizing analog video recordings to produce computer compatible digital video files. These new workstations will be used for editing and prepping digital video recordings. 2.0 BASIC REQUIREMENTS 2.1 Offerors shall propose equipment to meet the National Archives requirements and specifications. The selected vendor shall provide all equipment and services to the final approved list and specifications. The vendor shall deliver all equipment to the National Archives at College Park, Metzerott Rd., College Park, MD, 20740. The vendor shall install the equipment in the Special Media Preservation Labs, set up/configure equipment for use, and shall train NARA lab staff on the operation of the equipment. The vendor shall supply appropriate documentation on the operation of the equipment, on trouble shooting problems, and on maintenance procedures. Data deliverables will also include a report tracking individual equipment warranties, and the workstation standard industry warranty from the contractor. Testing results from CLIN 0002 and CLIN 0006 will be included as data deliverables. After the base year period, the vendor shall provide, as an option, a full service maintenance agreement for the equipment. The vendor shall agree to a one year renewable maintenance agreement, renewable for a minimum period of four years. 2.2 General Requirements: Digital Video Workstation must meet the minimum specification requirements listed below. Hardware Requirements: Provide turn key digital video workstations for editing and post production work. Software plug ins for digital capture and editing of video. Compatibility with standard definition (SD) and high definition (HD). Computers shall have the following minimum features ? Dell, or brand name equivalent, Precision Workstation 490 or model with equivalent features two (2) Dual Core Xeon, 2.3 GHz, 4 MB L2, processors 4 GB RAM Gigabit Ethernet 10/100/1000 Mbits NIC Integrated USB 2.0 Minimum of (1) IEEE 1394 I/O ports Dual DVI graphics card with 256 MB HDD 1 System Drive SATA (minimum of 500 GB) HDD 2: Audio Drive SATA (minimum of 500 GB) 16x DVD RW drive DVD ROM drive USB Keyboard and Optical Mouse Two (2) 19 flat panel LCD Monitors DSP board includes Video Sync I/O; With Time code (VITC/LTC) and Word clock A minimum of 1 input and 1 output (digital I/O) AES/EBU XLR connectors; Supports Sample Rates of 32kHz, 44.1kHz, 48kHz, 88.2kHz, 96kHz at a bit depth of 8, 16, 24, and 32 bit file types; mono and stereo 2.3 Workstation configuration to allow rack mounting if desired, hardware shall be provided. Digital Input/Output: Standard Definition connectors: 1x SD SDI input; active through; embedded audio (SMPTE compliant), 2x SD SDI output; embedded audio (SMPTE compliant) High Definition connectors: 1x Firewire (IEEE 1394a) 1x HD SDI input; active through; embedded audio (SMPTE compliant) 2x HD SDI output; embedded audio (SMPTE compliant) 4x AES/EBU stereo audio input 4x AES/EBU stereo audio output Analog input: Standard definition: NTSC 525i, PAL 625i Analog input connectors: 1 x S Video (miniDIN) 1 x composite video (BNC) with pass through 1 x component Y/Pb/Pr video (BNC x 3) 1 x SD reference (BNC, Black Burst) 1 x HD reference (BNC, Tri Level) 4 x balanced single channel audio input (XLR) Analog output: Standard definition: NTSC 525i, PAL 625i High definition (component output and D Terminal only): 1080i Analog output connectors: 1 x S Video (miniDIN) 2 x composite video (BNC) 1 x component Y/Pb/Pr video (BNCx3) 1 x SD reference (BNC) 1 x HD Reference (BNC) 4 x balanced single channel audio (XLR) 1 x unbalanced stereo audio (RCA x 2) 1 x D Terminal (D3) Time Code: 1x timecode input 1x timecode output Supported Video Formats: DVCPRO 25 DVCPRO 50 DVCPRO HD/DVCPRO 100 HDV JPEG 2000 Microsoft DV MPEG 1 MPEG 2 program stream, elementary stream, transport stream (SD and HD) P2 (SD and HD) VariCam QuickTime (including DV, DVCPRO HD) XDCAM (SD and HD) Uncompressed Windows Media Operating System/ Software/ Editor: Windows XP Professional OS All software for audio work shall be compatible with and run on Microsoft Windows XP Professional Digital video files produced from original analog and digital video recordings Digital Objects ? digital video files ? Currently ? Video signal ? 720 x 486 pixel array and aspect ratio 24 bit or 32 bit color (8 bits per channel, 32 bit includes alpha channel), 10 bits per channel for conversion from Digital Betacam and D1 29.97 frames per second interlaced or progressive YCbCr color encoding Sampling 4:4:4 (no subsampling) 4:2:2 4:1:1 Compression uncompressed intraframe or spatial compression MPEG or discrete cosine transform (DCT) interframe or temporal compression Audio signal ?pulse code modulation (PCM) encoding 48 KHz sampling frequency and 16 bit per sample at a minimum uncompressed Future ? undetermined Data Formats Currently ? MOV (Quicktime) or AVI Future ? MXF wrapper with Motion JPEG2000 compression, RGB encoding MPEG2 MPEG4 Associated metadata ? Currently ? recording lab to collect appropriate technical and minimal descriptive metadata. Future ? undetermined 2.4 The contractor will perform all professional services for Setup and installation of the work stations on site which includes testing and configuration validation for workstations and server/software in the Special Media Preservation Labs. Vendor will install and demonstrate workstations are working properly. 2.5 Training services for operation of work stations and server for NARA lab staff. NARA is looking for the industry standard training for any new system after the system is proven operational. 2.6 Data deliverables are appropriate industry standard documentation on the operation of the equipment, on trouble shooting problems, on maintenance procedures, and on repair procedures. This will include industry standard documentation on the mechanical design of the equipment, the electrical and electronics systems of the equipment, and the control systems of the equipment. NARA believes that technical manuals for each component will be a big part of the deliverables package. Any contractor unique workstation issues will need to be covered in a format that meets industry standards and will be separate from the technical manuals provided. Data deliverables will include the spare parts package list, which shall consist of a selection of commonly replaced and unique parts or components required for the maintenance and repair of the equipment. This list may grow during the System Maintenance Year 1, 2, 3 and 4 periods. The initial spare parts list will be delivered upon award, and updated annually upon exercising Maintenance options for years 2, 3, 4 and 5 CLIN 1001, 2001, 3001 and 4001. Data deliverables will also include a report tracking individual equipment warranties, and the workstation standard industry warranty from the contractor. Testing results from CLIN 0002 will be included as data deliverables. 2.7 System Maintenance is included in the base year and included as an option for four succeeding option years. This maintenance will cover the work stations, hardware and software components and server that are a part of the work station system. This is a full service maintenance agreement for the equipment. Maintenance shall cover the cost of all replacement parts and labor required to repair any defects and to make the equipment fully operational. 3.0 PLACE OF PERFORMANCE Work will be performed at the following location: Special Media Preservation Laboratory (NWTS) 8601 Adelphi Road in College Park Maryland, 20740 Entrance for installation will be via Metzerlott Road 4.0 PERIOD OF PERFORMANCE The period will be for installation and one year of system maintenance and four one (1) year options starting from date of award. 5.0 HOURS OF OPERATION Work must be undertaken during regular business hours, Monday through Friday, unless mutually agreed upon by NARA Contracting Officers Representative (COR) and the Contractor. 6.0 TASKS AND DELIVERABLES The deliverables are discussed in paragraph 2.7 above. Performance Specifications/Additional Requirements: MISCELLANEOUS REQUIREMENTS 6.1 All work must be completed on a schedule mutually agreed upon by the vendor and the Government no later than one year from contract award date in base year or applicable option year, if exercised. 6.2 No transportation or travel expenses will be paid. 6.3 Vendor must accept direct deposit for payment. (Vendor must be registered with the CCR registry.) Government furnished materials: N/A Subcontractors: In the event that subcontractors are needed for portions of this project, they shall be required to fully comply with all relevant portions of this performance work statement and the final contract between the Government and the prime Contractor. Enclosure 3 QUOTATION SUBMISSION INSTRUCTIONS The National Archives and Records Administration (NARA) requires Offerors to provide a written quotation, which is limited to 20 pages with a type font of no less than 10pt. to NARA officials for the purposes of assuring that the prospective Contractor fully understands the scope of this procurement and has the capability to complete all PWS requirements. NARA will incorporate the written quotation into the contract. Pricing information is excluded from the 20 page limit and should be submitted separately in CLIN structure from the Technical proposal. a.1. Content of the Technical Quotation. The Offeror s technical quotation to the Government must demonstrate the Offeror s technical approach; personnel; and related experience and past performance. The purpose of the technical quotation is to enable the Government to assess and determine the soundness of each Offeror s: demonstrated relevant knowledge and competence with regard to the Government s requirements and program objectives; relevant capability to perform; understanding of, and approach to the work that the Offeror would have to perform under the prospective order; and the relevant challenges and risks. The technical quotation must not include any price or cost information. However, resource information such as data concerning categories, material manufacturer, and subcontracts must be contained in the presentation so that the Offeror s understanding of the PWS can be evaluated. 2. Price Quotation. The quotations will be evaluated in accordance with the procedures outlined in FAR Subpart 15.101 2 and award will be made to the offeror that submits the lowest price technically acceptable offer. a.The period of performance will begin from date of award and go for one year, with the possibility of exercising four (4) 1 year options. b.The Offeror must provide the following information on the first page of the pricing quotation: (1) RFP Number; (2) Name and address of Offeror; (3) Name and telephone number of point of contact; (4) Name of contract administration office (if available); (5) Type of order; and (6) Proposed prices per the Schedule of Prices best prices offered to the government (See Enclosure1). c. If the Offeror is on GSA schedule for similar efforts, provide an electronic link to the GSA contract along with the number. d. All other direct costs (ODCS) items must be separately identified and explained. Enclosure 4 Contract Administration GOVERNMENT CONTRACT ADMINISTRATION (a)This task order will be administered by: National Archives and Records Administration Acquisition Services Division, Code NAA Room 3340 8601 Adelphi Road College Park, MD 20740 6001 (b) Contract Specialist (CS): Mr. Jon McIver, Contract Specialist (CS) Telephone: (301) 837 0286 The Contracting Officer (CO) has the overall responsibility for the administration of this task order. Written communication to the CS must make reference to the task order number and must be mailed, postage prepaid, to the above address. (c) Contracting Officer (CO)La Verne Fields The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify, or deviate from the task order terms, conditions, requirements, specifications, details and/or delivery schedules; make final decisions on disputed deductions from task order payments for non performance or unsatisfactory performance; terminate the task order for convenience or default; and issue final decisions regarding task order questions or matters under dispute. However, the CO may delegate certain other responsibilities to authorized representatives. Enclosure 5 Terms and Conditions Due to space limitation on FEDBIZOPS the Terms and Conditions (provided additional clauses that will be included as part of the purchase order when it is issued) are included by reference only. For a complete copy send e mail to jon.mciver@nara.gov. NARA 4.1 SUBMISSION OF FORMS AND REPORTS JUL 2000 NARA 4.2 MARKING OF INFORMATION OR REPORTS JUL 2000 NARA 7.2 DESIGNATION OF CONTRACTING OFICER S REPRESENTATIVE identification badge and proximity card issuance. NARA 7.5 INVOICE SUBMISSION REQUIREMENTS A. Invoices should be submitted electronically to the following e mail address: NAR@BPD.TREAS.GOV. Protected Microsoft Excel files are the preferred format, however, Adobe Acrobat Portable Document Format (PDF) and Microsoft word are also acceptable. To receive a free notification of your electronic payment, register at http://fms.treas.gov/paid. If electronic invoices are not possible, all original invoices (plus two copies) submitted for payment shall be sent to: ARC/ASD/NAR Avery 3F Bureau of Public Debt PO Box 1328 Parkersburg, WV 26106 1328 For Bureau of Public Debt paying office (ARC/ASD/NAR) payment and invoice questions, call 304 480 8000 NARA 8.1 SECURITY, PHYSICAL ACCESS SECURITY MAY 2006 NARA 8.3 STANDARDS OF CONDUCT NARA 8.4 PERMITS AND LICENSES SEP 1998 NARA 8.8 SIGN IN / SIGN OUT LOG SEP 1998 NARA 8.9INSURANCE REQUIREMENTS SEP 1998 NARA 8.10 OVERTIME SEP 1998 NARA 8.11 COOPERATION WITH OTHER ON SITE CONTRACTORS SEP 1998 OTHER TERMS AND CONDITIONS a) The Offeror must provide the Contractor Identification Number Data Universal Numbering System (DUNS) FAR 52.204 6 (JUN 1999). (b) The Offeror must provide the Taxpayer Identification Number in accordance with FAR 52.204 3 (OCT 1998). (c) Exceptions Taken to any Terms and Conditions Stated in the RFP. Complete rationale, justification, and cost impact must be included. The Government advises Offerors that it intends to evaluate quotations and award an order without discussions. Questions regarding terms and conditions should be submitted in writing to the Contract Administrator not later than five (5) working days before the deadline for receipt of quotations. 52.216 1 TYPE OF CONTRACT APR 1984 (IAW FAR 16.105) The Government contemplates award of a Fixed Price Indefinite Delivery Indefinite Quantity contract resulting from this solicitation. 52.217 5 EVALUATION OF OPTIONS JUL 1990 (IAW FAR 17.208(c)(1)) 52.217 8 Option to Extend Services (Nov 1999) NOV 1999 52.233 2 SERVICE OF PROTEST SEP 2006 (IAW FAR 33.106(a)) CLAUSES 52.212 2 IAW FAR 12.301 ( c ) Evaluation?Commercial Items (January 1999) Part IV ? Representations and Instructions 52.212 3 Offeror Representations and Certifications Commercial Items (Nov 2006). An offeror shall complete only paragraph (k) of this provision if the offeror has completed the annual representations and certificates electronically at http://orca.bpn.gov . If an offeror has not completed the annual representations and certifications electronically at the ORCA website, the offeror shall complete only paragraphs (b) through (j) of this provision. Due to space limitation on FEDBIZOPS the Terms and Conditions (provided additional representations and certifications clauses must be included in proposal package. For a complete copy send e mail to jon.mciver@nara.gov. 52.212 5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items. (Mar 2007) FAR 52.217 9, OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) FAR 52.252 2, CLAUSES INCORPORATED BY REFERENCE (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: http://www.arnet.gov or http://farsite.hill.af.mil/vffara.htm a.FAR 52.243 1 CHANGES ? FIXED PRICE (AUG 1987) b.FAR 52.245 4 GOVERNMENT FURNISHED PROPERTY (Short Form) JUN 2003) c.FAR 52.246 2 INSPECTION OF SUPPLIES ? FIXED PRICE. (AUG 1996) FAR 52.215 1 Instructions to Offerors Competitive Acquisition (Jan 2004) FAR 52.212 4 Contract Terms and Conditions Commercial Items (Feb 2007)
- Place of Performance
- Address: National Archives & Records Administration, 8601 Adelphi Rd, College Park, Maryland
- Zip Code: 20740-6001
- Country: UNITED STATES
- Zip Code: 20740-6001
- Record
- SN01336373-W 20070708/070706221448 (fbodaily.com)
- Source
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