FILE | 70 | TEDMED CONFERENCE-VIDEO STREAMING - Justification and Approval (J&A)

FBO DAILY ISSUE OF APRIL 06, 2012 FBO #3786
DOCUMENT

70 -- TEDMED CONFERENCE-VIDEO STREAMING - Justification and Approval (J&A)

Notice Date: 4/4/2012
Notice Type: Justification and Approval (J&A)
NAICS: 541519 — Other Computer Related Services
Contracting Office: Department of Veteran Affairs;SAO East;PCAE STL Contracting Officer;11152 South Towne Square;Saint Louis MO 63123
ZIP Code: 63123
Archive Date: 4/18/2012
Point of Contact: jarrett.faulkner@va.gov
E-Mail Address: CONTRACT SPECIALIST
(Wanakee.Strickland@va.gov)
Small Business Set-Aside: N/A
Award Number: GS-35F-0211S VA777-12-F-0235
Award Date: 4/4/2012
Description: LIMITED SOURCES JUSTIFICATION FAR PART 8.405-6 (a)(1)(i)(A) (URGENCY) 2237 Transaction # 12.MN.TEDMED.A This acquisition is conducted under the authority of the Multiple Award Schedule Program. The material or service listed in par. 3 below is sole source, therefore, consideration of the number of contractors required by FAR Subpart 8.4 - Federal Supply Schedules, is precluded for the reasons indicated below. Restricted to the following source: Provide original manufacturer's name for material or contractor's name for service. (If a sole source manufacturer distributes via dealers, ALSO provide dealer information.) Manufacturer/Contractor: Onstream Media Corporation GSA Contract GS-35F-0211S Manufacturer/Contractor POC & phone number: George Stemper 877-932-3400 Mfgr/Contractor Address: 1291 SW 29th Ave. Pompano Beach, FL 33069 Dealer/Rep address/phone number: George Stemper 877-932-3400 1 The requested material or service represents the minimum requirements of the Government. (1) AGENCY AND CONTRACTING ACTIVITY:Department of Veterans Affairs Program Contracting Office East - St. Louis 11152 South Towne Sq. St. Louis, MO 63025 VISN:99- SAO-East (2) NATURE AND/OR DESCRIPTION OF ACTION BEING APPROVED: Live Satellite downlink, encoding, Flash streaming and user support services for the 2012 TEDMED Conference held at the Kennedy Center for the Performing Arts in Washington DC during the timeframe April 10 -13, 2012, to all interested VHA employees/facilities external to the VAKN/CDN Firewall, per direction of the VHA Principal Deputy Undersecretary of Health. Medical Center staff(s) are encouraged to view the live broadcasts as time permits. The number of participants outside of the VAKN/CDN firewall is estimated to be approximately 10,000. (3)(a)A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO MEET THE AGENCY'S NEED: Services required: Simulcast of 11 sessions (April 10 -13 - 4 days) from the TEDMED 2012 Conference Live from the Kennedy Center, Washington, DC, to be broadcast outside of the VA firewall, to all interested VA employees/facilities who do not have VAKN/CDN capabilities. The TEDMED Conference will be simulcast over VAKN/CDN, but a contract is needed to provide Bandwidth Streaming outside of the VA firewall, in addition to video downlink, webhosting, encoding and project management services during the duration of the transmissions. Prime Contractor shall provide all technical, management, and helpdesk support for this project. Billing for streaming bandwidth usage shall be in arrears based upon actual Gigabytes (GB) used during the 4 day session by VA employees. (b)ESTIMATED DOLLAR VALUE: $24,900.00 (c)REQUIRED DELIVERY DATE: April 3, 2012 (to allow time for website configuration and rehearsal/testing/tweaking before Conference begins on April 10, 2012. (4)IDENTIFICATION OF THE JUSTIFICATION RATIONALE (SEE FAR 8.405-6), AND IF APPLICABLE, A DEMONSTRATION OF THE PROPOSED CONTRACTOR'S UNIQUE QUALIFICATIONS TO PROVIDE THE REQUIRED SUPPLY OR SERVICE. (CHECK ALL THAT APPLY AND COMPLETE) 0Specific characteristics of the material or service that limit the availability to a sole source (unique features, function of the item, etc.). Describe in detail why only this suggested source can furnish the requirements to the exclusion of other sources. 1A patent, copyright or proprietary data limits competition. The proprietary data is: TEDMED 2012 Live Conference sessions are proprietary to the TEDMED Consortium and the VA has been given limited rights to rebroadcast ensuring adequate security and tracking measures are in place (i.e. passwords, secure logins to view outside of the VAKN/CDN network). Onstream Media is able to provide the appropriate encoding and security monitoring; Onstream has been tasked by other Federal Health agencies to provide same or similar streaming services for this Conference. 0These are "direct replacements" parts/components for existing equipment. ____________________________________________________________________________ ____________________________________________________________________________ 0The material/service must be compatible in all aspects (form, fit and function) with existing systems presently installed/performing. Describe the equipment/function you have now and how the new item/service must coordinate, connect, or interface with the existing system. 0The new work is a logical follow-on to an original Federal Supply Schedule order provided that the original order was placed in accordance with the applicable Federal Supply Schedule ordering procedures. The original order must not have been previously issued under sole source or limited source procedures. 1An urgent and compelling need exists, and following the ordering procedures would result in unacceptable delays. Crystal City EERC was not given the requirement by the PDUSH to develop a delivery system outside of the VAKN/CDN network for the TEDMED 2012 Conference until mid February, 2012. Research was conducted to determine what was required to be developed and in place to ensure this project could be accomplished. Market research was conducted with a number of video-streaming providers to establish and refine the requirement and the technical intricacies of providing these services. Although there is more than one contractor who "may" be capable of providing the required services, there is no time to reflect on a "learning curve". The sensitive nature of the requirement and the technical expertise needed to deliver a quality product and to assist VA users in troubleshooting access and other issues that may present during the live webcasts, has to be done by a company who can most expeditiously identify and accomplish all of the technical and coordination tasks required. Onstream Media has worked with the VA on similar projects in the past, and is also a primary provider for live video streaming for commercial television networks. They are a GSA Schedule holder under Contract GS-35F-0211S. To compete this requirement with such a short lead-time would likely result in a failure to get the order in place in time to ensure adequate preparation and testing, and would potentially cause an actual failure in the mission required by the PDUSH. This is a requirement that the PDUSH has deemed to be an essential part of training and development for the VA medical providers, and access to the TEDMED Conference live broadcast sessions is part of the mission to train ALL VA staff. It is thus urgent and compelling to establish this order as quickly as possible in order to preclude adverse training impact to the outlying VA medical staff and innovative knowledge deficits that could negatively impact the welfare of the Veterans being treated. (5) DESCRIBE WHY YOU BELIEVE THE ORDER REPRESENTS THE BEST VALUE CONSISTENT WITH FAR 8.404(d) TO AID THE CONTRACTING OFFICER IN MAKING THIS BEST VALUE DETERMINATION: Price analysis between the 2 GSA schedule holders (Onstream Media and Interface Media Group - IMG) shows a price advantage on the fixed costs portion of the requirement of $2,691.00 if IMG were used. However, this price advantage disappears when the Bandwidth pricing is factored in. The Government requirements are for 10,000 concurrent streams at 500 kilobytes per second for the 26 hours (1560 minutes) of Live Streaming Conference Sessions. IMG is offering a fixed Bandwidth charge of $0.30 per gigabyte (GB) transfer (using Akamai Technologies as the video streaming provider). Onstream, also using Akamai for the video streaming provider, is offering a Tier pricing structure that breaks down to $0.19 per GB based on up to 10,000 GB and $0.18 per GB over 10K usage. Projected actual usage is approximately 39,000 GB throughout the Conference. The price advantage for IMG disappears after 10,000 GB of use. Based upon fixed costs and Bandwidth costs, the breakdown is as follows: IMG: $15,049 + ($0.30 x 39,000GB) = $11,700 = $26,749.00 Onstream: $ 17,740 + (10,000GB Tier 4 = $1,899 + $.0.18 x 29,000GB = $5,220 SUM= $7,119) ($ 17,740 + $7,119) = $24,859.00 Thus, Onstream provides the most advantageous price when the anticipated streaming usage is factored into the scenario. Onstream would then be able to provide more concurrent video streams throughout the Conference than would IMG for the price. Other factors besides price considered in this Best Value decision are as follows: IMG is providing the broadcast for the TEDMED Conference for the Consortium. However, Onstream has a history of providing the same or similar requirements for the VA, and is familiar with the particular VA system requirements for streaming outside of the firewall. There will be less of a "learning curve" for addressing the VA-specific systems and requirements of the PWS. (6) DESCRIBE THE MARKET RESEARCH CONDUCTED AMONG SCHEDULE HOLDERS AND THE RESULTS OR A STATEMENT OF THE REASON MARKET RESEARCH WAS NOT CONDUCTED: Both Onstream Media and Interface Media are GSA Schedule holders, and known providers of these services. The GSA price list for Mobile Video Services, Ltd was also consulted, but their pricing was not considered competitive, especially in regards to "streaming" costs. A non-GSA provider, Ustream, was consulted for a quote. Based upon the urgency of the requirement and the short turnaround time, it is not considered feasible to compete nor to do further market research feasibility determinations on additional Schedule holders. This may be a future opportunity to advertise on E-Buy for "Sources Sought" and obtain Capabilities Statements from additional contractors who may be able to provide these services in the future. (7) ANY OTHER FACTS SUPPORTING THE JUSTIFICATION: N/A (8) A STATEMENT OF THE ACTIONS, IF ANY, THE AGENCY MAY TAKE TO REMOVE OR OVERCOME ANY BARRIERS THAT LED TO THE RESTRICTED CONSIDERATION BEFORE ANY SUBSEQUENT ACQUISITION FOR THE SUPPLIES OR SERVICES IS MADE: Recommend a "Sources Sought" announcement for GSA Schedule holders via E-buy to ascertain the availability and capabilities of additional providers who may be able to fulfill future like requirements. (9) REQUIREMENTS CERTIFICATION: I certify that the requirement outlined in this justification is a bonafide need of the Department of Veterans Affairs and that the supporting data under my cognizance, which are included in the justification, are accurate and complete to the best of my knowledge. I understand that processing of this limited sources justification restricts consideration of Federal Supply Schedule contractors to fewer than the number required by FAR Subpart 8.4. (This signature is the requestor's supervisor, fund control point official, chief of service or someone with responsibility and accountability.) s//s Bruce Delphia14 March 2012 SIGNATUREDATE Bruce DelphiaProject Manager NAMETITLESERVICE LINE/SECTION Crystal City EERC FACILITY --------------------------------------------------------------------------------------------------------------------- ? (10) APPROVALS IN ACCORDANCE WITH FAR 8.405-6(h): a. CONTRACTING OFFICER'S CERTIFICATION (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. //s// Linda Eley 4/3/12 CONTRACTING OFFICER'S SIGNATUREDATE PCO East FACILITY
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Document(s): Justification and Approval (J&A); File Name: GS-35F-0211S VA777-12-F-0235 GS-35F-0211S VA777-12-F-0235_1.doc (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=317354&FileName=GS-35F-0211S-000.doc); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=317354&FileName=GS-35F-0211S-000.doc; Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
Record: SN02714084-W 20120406/120404235602-a624cc5d51c87bbbbe1e6444738f3afc (fbodaily.com)
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70 -- TEDMED CONFERENCE-VIDEO STREAMING - Justification and Approval (J&A)