IP Based Video System - Amended

AMENDED! THIS IS A SOURCES SOUGHT ANNOUNCEMENT TO PRE-QUALIFY VENDORS. THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. THIS IS NOT A REQUEST FOR PROPOSALS. THE PURPOSE OF THIS SOURCES SOUGHT NOTICE (SSN) IS TO GATHER INFORMATION ON IP BASED VIDEO SYSTEMS AND QUALIFIED VENDORS THAT PROVIDE IP BASED VIDEO SYSTEM SOLUTIONS. THE SERGEANT AT ARMS (SAA) INVITES ALL QUALIFIED SOURCES TO RESPOND TO THIS NOTICE. The United States Senate Democratic Media Center (SDMC) is seeking to replace its studio's SDI (Serial Digital Interface) video infrastructure with an IP (Internet Protocol) based video infrastructure. The replacement shall include video and audio routing, as well as television studio technology not limited to video switcher, audio mixing, multi-viewer and studio cameras. To allow for more workflow flexibility and distribution, IP based workflow and distribution is desired. REQUIREMENTS: Vendors shall 1) offer IP based video systems that meet the SDMC’s general, functional, and technical requirements under Section A; 2) have qualifications to provide support services for the system’s implementation, maintenance and migration under section B; 3) provide relevant past performance references as specified in Section C; and 4) demonstrate they can meet or adhere to the guidelines in Section D. A – GENERAL, FUNCTIONAL, OR TECHNICAL FEATURES The SDMC seeks to acquire an IP based video system, including workflow and distribution, with the following general, functional, or technical features: 1. Multiple resolution support; 2. Real-time performance monitoring; 3. Web-based routing and administration; 4. High-availability system with failover; 5. Integration with current AVID Advantage MAM/PAM system; 6. Use of dedicated hardware for major or critical parts of the system preferred, 7. Virtualization of ancillary systems (system health monitoring or non-critical parts of the system) may be considered; 8. Must support multiple users simultaneously with little to no latency; 9. Non-replaceable/critical SDI equipment must be adapted to the IP based video system; and, 10. SDMC is considering the possibility of migrating part of the studio’s core systems, such as video infrastructure and Avid Advantage media asset management (MAM), to an existing off-site data center. The proposed IP based video system must be able to support the migration and keep the operation of core functionalities at the studio at optimum level. B – VENDOR/INTEGRATOR/PROVIDER QUALIFICATIONS 1. Qualified vendors shall be able to provide technical support, including but not limited to, customization and configuration support, installation, acceptance testing, training, documentation, licensing, and maintenance and support for subsequent years of the proposed IP based video systems. 2. Qualified vendors shall possess demonstrated experience in migration of some part of the studio’s core systems, such as the video infrastructure and Avid Advantage MAM system, to an existing data center while maintaining core studio functionality, and the hardware, networking and software requirements therein. They must be able to provide advise if migration is possible of any part of the studio’s core systems as well as facilitating the actual migration of the aforementioned systems while keeping the operation of core functionalities at the studio at optimum level. C - PAST-PERFORMANCE REFERENCES 1. Qualified vendors shall provide past performance information for its three (3) most recent customers or clients in the last five (5) years for projects or contracts demonstrating direct experience on implementation of IP based video systems with similar requirements as the SAA. The SAA reserves the right to check references to confirm the information provided. 2. Qualified vendors shall include the following information for each past performance reference provided: organization/company name; point(s) of contact (POC) who can speak to the details of the project, the title, phone number and email address of the POC; contract number or project title; period of performance; and, short, concise description of work performed related to the SAA requirements. 3. Each Past Performance reference provided shall not exceed one (1) page. D – GUIDELINES In addition, vendors and their IP based video system products or solutions must meet and adhere to the following guidelines: 1. IP based video system proposed must be COTS products or solutions. The SAA will not evaluate or consider uniquely or heavily customized products or solutions. 2. Vendors must be U.S. companies or companies with major operations based in the United States. Please specify the major company operations available in the U.S. 3. The SAA will not evaluate or consider planned or future enhancements on proposed product or solution when reviewing responses. 4. The SAA will evaluate the SSN responses to qualify them for the next round of procurement considerations, if any. Only vendors deemed qualified by the SAA will be invited to participate in a format deemed appropriate by the SAA. The SAA will notify those vendors directly and announce the format for additional response consideration. 5. If there will be a presentation or demonstration on a solution, only vendors deemed most qualified will be invited to present or demonstrate their solutions. Please note not all vendors who qualified under Guideline #4 above will be invited. 6. Only those vendors deemed most qualified by the SAA under these Guidelines will be issued a solicitation or request for proposal or request for quote, if any. 7. Vendors will not be debriefed. INSTRUCTIONS Qualified vendors should respond to this Notice by submitting an information package in accordance with the following: 1. Narrative Response – a) Vendor must identify the proposed IP based video system solution and its major components with product names and descriptions, including but not limited to, their features, capabilities and/or specifications, for each major component. Please include brochure/literature which shall be excluded from the page count (see ‘e)’ and #4 below); b) For each requirement listed under Section A – GENERAL, FUNCTIONAL, OR TECHNICAL above, vendor must provide a brief and concise explanation how the proposed IP based video system meets the Senate’s requirement; c) For the requirements listed under Section B – QUALIFICATIONS above , vendor must provide a brief and concise description of its ability and experience to provide the technical support and services required for the implementation; maintenance and support services for subsequent years of proposed IP based video system; and its experience with the proposed IP based video system in support of the migration of parts of the studio’s core systems as described in #2 of Section B. d) For Guidelines #1, #2, and #3, under section D – GUIDELINES , vendors must state or provide specific information for meeting the guideline. e) The narrative response shall not exceed twelve (12) pages. 2. Rough Order of Magnitude (ROM) Estimate of Costs – Based on the information and requirements provided in this Notice, qualified vendors are strongly encouraged to provide a) a bill of materials (BOM) which shall include the major hardware and software components; b) technical support services required for implementation; and c) the annual costs of the different levels of maintenance and d) technical support for their IP based video systems. For planning purposes, Vendors are requested to provide a non-binding, good faith estimate or ROM (Rough Order of Magnitude) estimate of the costs. 3. Brief company and management information – Vendors shall include the following business information: Company Name; Division or Department (if applicable); Submitter’s Name, Title or Position, Mobile Number and Email address; Company/Division/Department Address, Telephone and Fax Numbers; Point of Contact (if different from Submitter), Title or Position, Mobile Number and Email Address; and Company SAM Registration, CAGE, or DUNS and Tax Identification numbers 4. The vendor’s entire response shall not exceed twenty (20) pages, excluding product brochure or literature, and past performance information. Unnecessarily elaborate submissions are discouraged. The SAA may discard any pages over the 20-page limit. SAA access to information in any files attached to the response is the responsibility of the submitting party. Neither the SAA nor the Senate will be responsible for any failure to access vendor submitted information. 5. Responses to this Notice are due no later than November 13, 2020 , electronically via email only to the attention of Cora Carag at [email protected]. The subject line of the email message shall be “SSN 2021-S-010 IP Based Video System.” No other method of transmittal is acceptable. This amended Sources Sought Notice (SSN) in no manner obligates the Senate or SAA to issue a Solicitation or Request for Proposal (RFP) or Request for Quotation (RFQ), nor award a contract. The SAA will not accept unsolicited responses, proposals or quotes, nor pay for any information, costs or expenses vendor incurred in responding to this SSN. All costs or expenses associated with responding to this SSN will be solely the interested party’s responsibility. The information contained in this amended Notice is the most current and the only information provided by the SAA during this Sources Sought process. It shall be the responsibility of any interested vendors to monitor beta.SAM.gov for any amendment to this Notice issued by the SAA. All qualified sources should respond to this Notice by submitting an information package in accordance with the instructions provided. Failure to provide complete information requested in this Notice may result in disqualification of the vendor from further consideration. The SAA will not provide any debriefing. THIS IS NOT A REQUEST FOR PROPOSAL. THIS AMENDED NOTICE CONSTITUTES THE ENTIRE SOURCES SOUGHT NOTICE AND IS THE ONLY INFORMATION PROVIDED BY THE SAA OR SENATE. ANY QUESTIONS ON THIS NOTICE BY TELEPHONE OR E-MAIL OR ANOTHER MODE WILL NOT BE ANSWERED OR RESPONDED TO. ANY REQUESTS FOR ADDITIONAL INFORMATION WILL NOT BE GRANTED.