Video Teleconferencing (VTC) Services

Contracting Office Address Other Defense Agencies, Missile Defense Agency, MDIOC - Director of Contracts (MDA/DACJ), 730 Irwin Avenue Suite 362, Schriever AFB, CO 80912-7300, UNITED STATES THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY FOR THE PURPOSE OF CONDUCTING MARKET RESEARCH. THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. REQUESTS FOR A SOLICIATION WILL NOT RECEIVE A RESPONSE. The anticipated North American Industrial Classification System (NAICS) code for this acquisition is 541513 - Computer Facilities Management Services with a size standard of $25 Million. 1. Introduction The Missile Defense Agency (MDA) is interested in receiving market information from business sources capable of providing agency-wide Service Delivery level conferencing and collaboration services based on industry best practices and practices identified by the Information Technology Infrastructure Library (ITIL) framework. Technical work will focus on providing agency-wide Service Delivery level engineering, architecture, operation and maintenance (O&M) of existing and future video teleconference (VTC), audio conference, streaming, Internet Protocol Television (IPTV), multimedia, unified collaboration systems, and related design, architecture, infrastructure, facilities and environment in support of MDA’s Unified Communications strategy. State-of-the-art conference and collaboration rooms are used for video and audio conferencing, collaboration, training, senior level meetings, presentations and demonstration/evaluation of new emerging technologies in an effective environment. These conference and collaboration rooms enable components to effectively conduct high level meetings and presentations for its external and internal components and partners. These rooms have VTC, audio, and collaboration capability, including video network management devices, associated ancillary hardware and software components. Places of Performance (locations) include, but are not limited to: a. The National Capital Region (NCR), Washington, DC metropolitan area (including offices in Arlington, Falls Church and Dahlgren, VA) b. The Missile Defense Integration Operations Center (MDIOC), Schriever AFB, CO c. Huntsville, AL, (multiple office locations within the Huntsville region including Redstone Arsenal) d. Kirtland AFB, NM e. Elmendorf AFB, AK f. Fort Greely, AK g. Los Angeles AFB, CA h. Edwards AFB, CA i. Vandenberg AFB, CA j. Potential future locations: Other CONUS and OCONUS locations may be added prior to the release of the solicitation and/or after contract award via contract modification. Subject services are currently being provided under a single MDA contract. The follow-on contract is expected to be awarded in early 2010. 2. Background The MDA is the headquarters/acquisition agency tasked to develop and field a ballistic missile defense capability for the United States and the Department of Defense (DoD). This includes management of critical assets and a missile force that is geographically separated not only within the NCR, but also throughout the United States and extending to locations around the world. This geographic dispersion is one of the greatest challenges facing the agency. The MDA was named in the 2005 Base Realignment and Closure (BRAC) announcement. As such, the location specific information will change as the BRAC is implemented. Plans now call for a much smaller contingent, estimated between two hundred and fifty (250) and three hundred (300) personnel, to remain in the NCR proper while the rest of the manpower and related resources will move to Redstone Arsenal, Huntsville, AL area in FY2010. Manning at other CONUS locations are expected to remain unchanged. Service Delivery level conferencing and collaboration services are mission critical capabilities for the MDA that support the centralized cost-effective program executive decision analysis, performance assessment, agency collaborative management and rapid unified reporting to the President, Secretary of Defense, and Combatant Commander’s. These activities and actions relating to MDA events often require long-distance coordination and discussion in real-time. They do not allow for periods of VTC, multimedia, information technology (IT) equipment or network downtime in excess of a few minutes without impacting cost and mission. Potential offers should take the BRAC relocation activities into account when responding to this notice. Service Delivery level conferencing and collaboration services at all locations are expected to remain at a high and consistent level throughout this timeframe. 3. Description To support this mission critical capability, MDA has standardized the VTC core operations on Tandberg VTC equipment and operating systems at all core locations. MDA has also standardized on AMX control systems for all integrated VTC systems and integrated multimedia facilities. Furthermore, Video Services Operations Center (VSOC) at Schriever AFB, Colorado Springs, CO “virtually” operates and maintains multiple Tandberg Media Processing System (MPS) and 16 X 16 Multipoint Control Units (MCU’s), both classified (at the Secret level) and unclassified. A MCU’s/video bridge is stood up within NCR Federal Office Building 2 (FOB2) (classified Tandberg MPS) and a future bridge is to be setup in Huntsville, AL (Polycom/Accord MGC 50 and Tandberg 16x16). Also, at FOB2 there is a Polycom/Accord MGC 100 that is set-up as an unclassified audio bridge and provides MDA VTC call augmentation (addition of audio calls into VTC, and multimedia and , unified communications calls), as well as the ability to back-up MDA VTC in the event of system or network failures. In addition to the classified MCU’s, the enterprise has KIV-7, KIV-7M, KIV-19 and KG-194 encryptors that are provided to MDA customer sites for communicating with integrated services digital network (ISDN)/switched sites. This infrastructure where connected via Internet Protocol (IP) is managed with the Tandberg Management Suites (TMS) (both unclassified and classified) via ISDN/IP secure switching technology. Future architectural plans include redundant VSOC facilities in the Huntsville, AL area, as well as migration of resources related to BRAC realignment. The referenced facilities all fall under the MDA Video Alliance (MVA) (MDA’s internal video network). Some facilities are also a part of Defense Information Systems Network (DISN) Video Services-Global (DVS-G’s) MDA VTC Community of Interest (COI). The DVS-G MDA COI is one of many communities in the greater DISN DVS-G hierarchy. The MDA COI consists of a combination of .com, .mil, .gov, and .edu sites at various geographic locations throughout the United States and the Pacific (Kwajalein Atoll). 4. Workload Data Reference Attachment 1 – MDA VTC Bridged Metrics 5. Contractor Requirements The Contractor must have proven experience in supporting Government-owned video teleconference, audio bridging operations, streaming, IPTV, scheduling, engineering, architecture design, multimedia systems programming and integration, systems maintenance, configuration management, change management, purchasing, inventory and spares management, life cycle management and related technical documentation and deliverables. The Contractor must have extensive (entire breadth of work) video teleconference experience, with a special emphasis with all Tandberg teleconference products (i.e. Multipoint Control Units, Gateways, Gatekeepers, Border Controllers, Content Servers, coder/decoders (codecs), etc., as well as AMX control systems and Streambox. The Contractor must have extensive (entire breadth of work) audio conference, streaming, IPTV, multimedia design architecture, integration, operations, maintenance, scheduling and engineering support experience. The Contractor must have proven experience (entire breadth of work) working with IP networks, and International Telecommunications Union (ITU) H.320, H.323, H.329 and Session Initiation Protocols (SIP) and have knowledge of Defense Information Systems Agency (DISA) video teleconference operation and implementation of Defense Video Service-II (DVS-II). Experience should also include information assurance (IA) processes and related documentation, as well as DoD classified networks. The Contractor must have an understanding of (experienced desired) the Information Technology Infrastructure Library (ITIL) framework and Roles Based Administration (RBA) practices. The contractor is required to establish and maintain a staff training and certification program designed to ensure that all employees are current and fully qualified to meet the requirements of their respective positions. Subject training/certification includes, but is not limited to, commercial/industry/vendor and Government related training and certifications. Additionally, the contractor is required to develop and provide operator/user and/or “desk side” training for all current and future IT VTC systems. The contractor will be required to support and facilitate the MDA’s vision of “Unified Communications” and communications-enabled business processes with a goal of simplifying and optimizing business communications within and external to the agency. Additionally, the contractor will be required to assist in achieving procedural, performance and economic efficiencies in operations, maintenance and management of unified communications, telecommunications, Unified Communications, Telecommunications, conferencing and collaboration services. The contractor must comply with all applicable regulations, instructions, policies, etc. pertaining to the subject requirements. All contractor personnel must possess a valid Secret Clearance on the first day of the new contract; an interim Secret Clearance is not acceptable. Some efforts will require personnel with a TOP SECRET and the ability to obtain Special Access clearances. Contractor will be required to purchase Life Cycle Replenishment and Minor Modification equipment/software, Maintenance/Service Agreements, Other Direct Cost (ODC) items including administrative supplies, spare parts, consumables and other inventory or “break fix” related items. Contractor should have existing or ability to obtain reseller agreements/value added reseller (VAR) agreements with key vendors. In addition, other required support includes: a. Researching for new technologies and best business practices related to VTC technologies, audio conferencing, streaming, IPTV, multimedia integration design, integration, operations, scheduling and engineering support equipment and multimedia and unified communications related technologies. b. Effectively manage and facilitate requirements across multiple CONUS and OCONUS regions. c. Service level engineering, design, development and implementation of current and future IT system technologies. d. Video teleconference and multimedia facilities access control (Contractor will comply with MDA program protection and access control policies). e. Comply with DoD and MDA Communications Security (COMSEC) requirements. Manage and control COMSEC user accounts. f. A contractor COMSEC Responsible Officer (CRO) position is required. 6. Projected Support Hours The contractor shall perform service functions to sustain MDA Conferencing capabilities. Elements of the MDA operate 24-hours a day, 7-days a week. Normal business hours for Headquarter operations in the NCR are between 0600 and 1900 hours EST 5-days a week. These core business hours are representative of required support regardless of the region where these elements are located and regional operational hours may have to be adjusted to support Headquarters operational requirements. The contractor may be required to work outside core hours for the following reasons: scheduled maintenance, upgrades and for specific tasks. Changes in contractor personnel duty hours may be required due to mission requirements, workload, major configuration changes, or exercises, etc. The contractor shall support any work identified with installations in different time zones; this coverage can be anytime 24-hours a day, 7-days a week, as required by the Government. The contractor is encouraged to use “flex-time” in scheduling employees to cover core hours and minimize or avoid overtime charges. Contractor personnel are expected to not exceed 40 hours per week. The contractor shall be required to assist in mission critical, contingency or disaster preparation/recovery support to maintain operations. 7. Responses The information provided in response to this Sources Sought notice will be used for Market Research purposes and to develop the acquisition strategy for this requirement, including determining if a set-aside for small business is appropriate for this requirement. A Capability Statement summarizing the corporate strengths, knowledge, skills and abilities in relation to the following criteria should be provided: a. Describe the qualifications and capabilities of your firm and staff to perform the type of work specified in this notice. b. Describe your firm’s relevant past/current DoD/Federal and/or commercial experience, of similar magnitude, related to this requirement and include the applicable contract number(s) and expiration date(s). (To include design, programming, build-out, operations, maintenance, scheduling, development of documentation and deliverables, etc.) Locations where similar equipment has been installed and maintained by the vendor shall also be provided. No cost or pricing data is required or requested. c. Describe your firms “best practices” that apply to the subject requirements. Also, provide suggested applicable metrics suitable for measuring/tracking system and contractor performance. d. Describe your firm’s management approach in managing staff, retention/replacement, authority, responsibilities, training, and quality control. e. Describe your firm’s industry related staff training and certification program. f. Describe and define your firm’s Tier/Level of support structure as it would apply to the above referenced requirements or similar/relevant requirements. g. Describe your firm’s industry related reseller agreements (COTS and/or VAR), as well as reseller status levels. h. Describe your firm’s business size and socio-economic status. i. Identify, if any, the firm’s applicable Federal Supply Schedule (FSS) and/or General Services Administration (GSA) contract vehicles. j. If considering a teaming/subcontracting arrangement, identify the firm(s) and their size status. Be sure to segregate this information on the Capability Statement by firm. k. Specify by name one (1) primary and one (1) alternate Point of Contact (POC) within your firm, including the respective telephone numbers and e-mail addresses of those individuals. Responses must be contained within a twenty (20) page document, excluding a one (1) page cover letter (if desired). Font must be Times Roman, no smaller that size 12; the document may be single spaced. Responses shall be submitted no later that 22 March 2009. The Government will not reimburse any concern for any information that is submitted in response to this SOURCES SOUGHT notice. Any and all information submitted is voluntary. For the purpose of supplementing the information provided in the written Capability Statements, the MDA may at its discretion, schedule oral presentations with companies that provided the most promising responses. Responses are to be provided electronically to: Mr. Dan Poskey at [email protected] and Mr. Arthur O’Dea at [email protected]. The subject line for all electronic correspondence shall start with “H95001-09-R-0001”. MDA will not acknowledge receipt of responses. If a receipt is desired, firms should submit statements electronically and select read receipt request from electronic mail options. NOTE: The MDA mail server will delete all ZIP type files; only attach MS Word/Excel (.doc/.xls) compatible files or .pdf files in electronic correspondence. 8. Points of Contact Primary: Mr. Dan Poskey, telephone 719-721-9081 (DSN: 721-9081), E-mail [email protected] Alternate: Mr. Arthur O’Dea, telephone 719-721-9367 (DSN: 721.9367, E-mail [email protected]