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Presolicitation Notice - 70-- Meeting Collaboration Software & Services

January 27, 2014

Notice Type: Presolicitation Notice

Posted Date: 24-JAN-14

Office Address: Environmental Protection Agency; Office of Acquisition Management; EPA/Headquarters; HPODUS Ariel Rios Building1200 Pennsylvania Avenue, N. W.Mail Code: 3803RWashingtonDC20460USA

Subject: 70-- Meeting Collaboration Software & Services

Classification Code: 70 - General purpose information technology equipment

Solicitation Number: RFQ-DC-14-00057

Contact: Christine Edwards

Setaside: Total Small BusinessTotal Small Business

Description: Environmental Protection Agency

Office of Acquisition Management


This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and an additional written solicitation will not be issued. The Request for Quote number is RFQ-DC-14-00057 for this requirement. This RFQ incorporates the provisions and clauses in effect through Federal Acquisition Circular 2005-72. The applicable NAICS code is 511210; this is a total small business set-aside. It is the Government s intent to award a Purchase Order and/or a Blanket Purchase Agreement by February 7, 2014 for the requirement below:EPA has a requirement for a collaboration software system that can provide real-time (synchronous) and outside of real-time (asynchronous) group communication, problem analysis, and decision-making tools to enhance EPA employees quality of engagement and participation. Such computer-based systems are often referred to as Group Decision Support Systems or Meeting Productivity Software.

The system should be installable on secure internal EPA servers, have scalable user licensing options ranging from a small set of users to enterprise level, and have a high-level of security. Training should be provided as part of a quote consistent with ranges of licensed users, and the ability to incrementally add further training should be available. The ability to incrementally add user licenses at any time should be included along with discounts for greater numbers of licenses. In addition, an option to provide a range of facilitation services including meeting design, in-person facilitation, and follow up for agency meetings at which the software system is used should be included.

Specifically, the vendor should provide an enterprise level software platform that has the capacity to provide EPA with a central hub for a wide range of users. The system should be capable of providing different sets of users the ability to: simultaneously or independently review and comment on written documents in electronic format such as PowerPoint presentations or draft reports; concurrently or independently brainstorm large numbers of ideas in a single space with a set of users; simultaneously or independently brainstorm ideas in multiple spaces/on multiple subjects by a single set of users; easily organize and/or categorize information that has been generated; rank, vote, and/or score collected or pre-loaded information; prioritize issues during sessions via several different ranking methods; track assignments, progress, and workflows after completion of sessions; and generate editable reports immediately following sessions in multiple data formats such as MS Word or P DF. The system should allow the host to control the level of anonymity for participants.

PRICE: Submit itemized prices for services described above for enterprise level software platform(s); purchasing of user licenses; online, combined telephone and online, and in-person training; facilitation services for meetings. Pricing should also be provided for a base period and 4 option periods. Discounts for volume or term of licensing should be included, as appropriate. All prices should be inclusive of potential travel and per diem costs.

The provisions at 52.212-1, Instructions to Offerors-Commercial; 52.212-2, Offeror Representations & Certifications-Commercial Items; 52.212-4, Contract Terms and Conditions-Commercial Items; and 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items apply to this acquisition.

Basis for Award: Award will be made to the responsible vendor whose quotation is most advantageous to the government on a best value basis, price and other factors considered. In addition to the quote, provide three past performance references for similar projects.

As a result of this RFQ, award will be made for the initial purchase of the enterprise level software platform with optional line items to purchase additional licenses, training and facilitation on an as needed basis over the potential 5 year period of performance; or a Blanket Purchase Agreement (BPA) may be issued for those items.

Quotes are requested by 2:00 PM on Thursday, January 30, 2014 and shall be submitted via e-mail to


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