Description
Sole Source Synopsis: 1.1.1 Background The San Antonio Detention and Removal Office is constructing a new detention facility at Pearsall TX. Pearsall is approximately fifty (50) miles south of San Antonio on Interstate highway 35. Currently, there is no lodging available in Pearsall. Vendor should plan on having their installation team stay in San Antonio, TX. This facility will contain administrative and law enforcement staff from three different government agencies as well as offices for the detention/enforcement staff of the facility operators, Correction Services Corporation (CSC). The three different agencies are: Department of Homeland Security Detention and Removal Office (DHS/DRO); Department of Justice Executive Office of Immigration Review (DOJ/EOIR); U.S. Public Health Service (PHS). This new facility is a single story building with the capacity to accommodate one thousand illegal immigrant detainees. This structure is a single building (not a campus environment). That is approximately fourteen hundred (1400) feet long and four hundred (400) feet wide. The long axis of the complex is oriented in an east/west direction. The administrative staffs for the DRO, EOIR, PHS and CSC are located approximately in the middle of the facility. This administrative staff area is approximately three hundred (300) feet by three hundred (300) feet. The detention cells are located in pods extending to the east and west of the central office complex. The Immigrations and Customs Enforcement Telecommunications Office has installed an Avaya 8700 series public branch exchange (PBX)telephone system for the three government tenants (DRO, EOIR, and PHS). A separate telephone system for the CSC staff will be procured and installed by CSC for their staff. This Statement of Work (SOW) addresses only the requirements for the telephone system for the government tenants mentioned above and DOESNOT address the requirements for the CSC system. 1.1.2 Objectives The San Antonio DRO has procured and installed an Avaya S8710 PBX with redundant processors (high reliability). The system was installed in June 2005 and the facility is operational. The new system supports personnel with digital or analog telephone instruments and integrated voicemail. The new system has sufficient RTU’s and voice mail ports to accommodate 100 users. The newly installed system currently has voice mail for 100 users and sufficient RTU’s for the sixty nine (69) telephones currently deployed. It is the intent of the government to expand the existing system to accommodate additional staff members. The configuration/capability specified in this SOW shall be the requirements for the expansion portion of the system and does not address the current configuration of the system. The expansion of the system capacity shall not render the equipment installed under the initial operational capability installation obsolete. There are underground/under slab conduits between the three server rooms. One 4” conduit runs from the DRO phone room to the EOIR phone room and one 4” conduit runs from the DRO phone room to the PHS phone room. There are no interconnecting conduits between the PHS and EOIR phone rooms. The approximate distance between the DRO phone room and the EOIR phone room is one hundred and sixty (160) feet. The approximate distance between the DRO phone room and the PHS phone room is one hundred forty (140) feet. The voice cabling for the DRO area will terminate in the DRO phone/server room, EOIR in the EOIR phone/server room and the PHS cabling in the PHS phone/server room etc. The government will have a copper tie cable running between the three government tenant phone/server rooms. The PBX is currently located in the DRO phone/server room and connects to the EOIR and PHS phone/server rooms via a copper tie cable. The telephone instruments for the PHS have already been distributed and no further instruments will be placed in the area. A majority of the new telephone instruments will be distributed in the ICE area with the balance of the instruments placed in the EOIR section. The final instrument count to be distributed to each of the ICE and EOIR offices is currently TBD and will be determined at a later date, but prior to installation. Key criteria in evaluation of this proposal will be the following: 1. Vendor’s ability to commit to and guarantee a system installation completion date of TWO WEEKS after receipt of the Purchase Order. System installation shall not exceed five (5) days including equipment installation and system programming 2. Past performance and the ability to meet the installation completion date are critical factors in the evaluation of responses to this proposal. 1.2 Task Description. The vendor shall design, furnish, install and program the additional equipment specified in this SOW. 1.2.1 Provide and install sixty-two (62) model 2410 digital telephone instruments 1.2.2 Provide and install twenty (20) model 2420 digital telephone instruments. 1.2.3 Provide and install five (5) key based expansion modules. These are devices that will allow the telephone user to monitor additional telephone lines such as those of their superiors or other office staff members. 1.2.4 Provide and install five (5) telephone base plates for the telephones and expansion modules above. 1.2.5 Provide and install six (6) Polycom brand (or similar) conference telephones. These units shall be the units with two external microphones. Do not bid the premier units with remote control. 1.2.6 Provide additional RTU’s to accommodate the system expansion. 1.2.7 Provide labor and materials (additional G650’s, media gateways, etc) to accommodate the additional circuit cards added in this SOW. 1.2.8 Provide labor and materials for the installation of two (2) four posts Server Cabinets with internal fans. The cabinets shall have, at a minimum, the following: · Six rail kits for 6000VA batteries · Two shelves for existing 19” rack for Intuity LX, terminal and keyboard 1.2.9 Provide and install sufficient digital line cards for ninety-six (96) digital ports. 1.2.10 Provide and install sufficient analog line cards for twenty-four (24) ports. 1.2.11 Provide and install sufficient trunk cards to one (1) commercial Primary Rate Interface (PRI) circuits. 1.2.12 Provide and install a CSU/DSU for the new PRI card. 1.2.13 Provide labor and materials to upgrade the existing one-hundred (100) user voice mail to accommodate 100 additional users. 1.2.14 Provide labor and materials for the installation of the patch panels to terminate the new analog and digital ports added by this SOW. 1.2.15 Provide ninety-six (96) patch panel patch cords. These patch cords shall be five (5) feet in length and shall be of the same color. 1.2.16 Provide ten (10) foot replacement cables for the UPS. 1.2.17 Provide and install fourteen (14) I/O cables for the new G650 cabinet 1.2.18 Provide and install new 110 hardware for additional 110 station expansion. 1.2.19 Provide labor for two technicians to relocate existing equipment into the new server cabinets and install new G650 and related hardware. 1.2.20 Provide labor for two technicians to program the system and deploy the eighty-two (82) new telephones. 1.2.21 DRO/EOIR/PHS System Configuration The current telephone system is a rack mounted Avaya S8700/G650 PBX. All the telephone system UPS modules shall be located in close proximity to the telephone system. It is preferred that the UPS be rack mounted. All switch tails shall be terminated on 110 blocks and then extended to Cat 5E patch panels. The vendor shall provide and install the patch panels. The vendor shall provide the overhead ladder rack to support the switch tails when they transition from the building wall to the patch panel rack. 1.2.22 Installation The vendor shall be responsible for all switch tail terminations. All switch ports (analog and digital) shall be terminated and shall be completed in a similar manner. The vendor shall label all ports and extensions and provide and install all cable management for the phone system switch tails and cross connects. The vendors shall provide and install all patch cords to enable the telephone instruments to operate across the patch panels. 1.3 Deliverables The vendor shall provide the manufacturer, shop date and installation interval to the Contracting Officer with the response to this Statement of Work. The vendor shall perform the system expansion and configure the software to meet the site requirements. The vendor shall document, in writing, the software/site configuration and provide two copies to the Contracting Officers technical Representative (COTR) and send the original to the Contracting Officer. A backup software configuration and an operational backup and an operational backup system to backup the future configurations will be provided to the COTR. The vendor shall install the voice mail system and configure the software to meet the site requirements, document in writing, and provide two copies of this documentation to the COTR and send the original to the Contracting Officer. The vendor shall provide a copy of the voice mail backup software and an operational backup system to backup future configurations to the COTR. The vendor shall provide all telephone and voice mail system and any remote maintenance security device system logins and passwords to the COTR. 1.3.1 Documentation The vendor shall provide the following to the COTR: All installation and maintenance manuals (hard copies and soft copies) for the PBX, voice mail, paging system, UPS, system designs, site diagrams with specific software and hardware configurations. The vendor shall perform security review prior to system acceptance. The vendor shall provide two hardcopies of this security review to the COTR. The vendor shall provide the following to all users: telephone instrument users manuals for the telephones delivered (hard copies required) and users manuals for voice mail. 1.3.2 Training The vendor shall provide all users with basic training on the telephone instruments use as well as training on use of the voice mail and paging system at no additional charge to the government. The vendor shall provide training for approximately fifty (50) students. This training shall be on live instruments (typically 8 to 10 instruments will be set up in a training class room) the vendor shall be responsible for connecting the training instruments. The end user training shall be for 8 to 10 students per class and shall be conducted Monday-Friday from 8:00 AM to 4:00 PM. With the current occupancy schedule it is possible that the training for the end users will require two different visits by the trainer. Please ensure that you bid these two trips in your response. The trainer shall have complete knowledge of the system and shall have hardcopy printouts with COMPLETE instructions for the telephone instruments installed. Photocopied handouts shall be deemed insufficient. Trainer shall provide booklets similar to those provided with the telephone instruments. Trainer shall also provide hardcopy handouts with COMPLETE instructions on use of the voice mail system. The vendor, trainer or installer shall also provide written copies of the paging system instructions with listings of all zones. All technical documentation must be submitted in the English language. All interested parties must respond by 20 September 2005. To be considered, interested offerors must submit complete technical literature, by mail, describing their capability to comply with this requirement, as well as terms and conditions, and a complete price quote by the above deadline to Adrienne Daise (202) 514-5626. No solicitation exists and requests for a copy of the solicitation will be ignored unless a solicitation is subsequently issued. All responses from responsible sources will be fully considered. Offerors must be registered with the Central Contractor Register (CCR) prior to award. The CCR website can be accessed at http://www.ccr.dlsc.dla.mil. Determination by the Government not to compete this proposed contract, based upon response to this notice, is solely within the discretion of the Government. The contract shall be firm fixed price (FFP).