2000405 SOW (RFQ).docx

PERFORMANCE WORK STATEMENT

Auditorium and Conference Room Modernization Northwest Fisheries Science Center

1. PURPOSE

Northwest Fisheries Science Center (NWFSC) is looking to procure products, services, support and maintenance toward modernization of the auditorium in Seattle WA, and conference rooms in Manchester, WA and Newport OR.

2. BACKGROUND

NWFSC is responsible for generating the scientific information and analysis necessary for the conservation, management, and utilization of the region's living marine resources. In support of the NOAA NMFS NWFSC mission, and to enhance and sustain the infrastructure support, operational capacity and quality of services rendered by the NMFS NWFSC supporting various program areas, the NWFSC OMI/IT (Operation Management and Information/Information Technology) division develops and operates Information Technology Systems.

3. SCOPE OF WORK

In support of their mission, NOAA is seeking to solicit responses from qualified contractors with experience in designing, procuring, installing and supporting audio-visual (“AV”) solutions, with a proven track record of similar projects. The commercial quality AV integration design and installation activities include and are not limited to design, engineering, configuration, component selection, installation, maintenance, training and warranty support, towards component or full refresh of existing AV systems that will directly improve collaborative meeting experience for NWFSC users. Most of the current audiovisual equipment has been in place for several years and is outdated. Lighting, speakers, sound system, video conference unit, presenter’s podium, administrative personnel station, display surfaces and all related equipment, and related processes will be improved or replaced in the upgrade.

Conference Room Locations:

Seattle, WA – AV systems are located within its office located in 2725 Montlake Blvd E., Seattle, Washington 98112 and include the following conference room. Approximate room dimensions and shapes are provided at the end of this document.

1. Montlake Auditorium- Center building 1st floor.

Manchester, WA – AV systems are located within its office located in 7305 Beach Drive E, Manchester, WA 98353 and include the following conference room. Approximate room dimensions and shapes are provided at the end of this document.

1. Manchester Conference Room – Building 1, 2nd floor.

Newport, OR – AV systems are located within its office located in 2030 SE Marine Science Dr. Newport, OR 97365 and include the following conference rooms. Approximate room dimensions and shapes are provided at the end of this document.

1. BFB 1st Floor Conference Room – Barry Fisheries building 1st floor.

2. BFB 2nd Floor Conference Room – Barry Fisheries building 2nd floor.

4. DELIVERABLES

The tasks and deliverables required from this conference room modernization effort will include but are not limited to:

4.1. Documentation: AV solutions design drawing(s) and final specifications for the AV solution to be approved by the NWFSC POC, including recommendations related to location of electric outlets and other system components and enhanced lighting for each of the rooms which ties into the user control panel.

4.2. Procurement: Procure the AV solution (as approved by the NWFSC and deliver the AV solution to the appropriate conference rooms.)

4.3. Implementation: Install the AV solution in the auditorium and conference rooms, to include running all AV and data cables within the rooms as well as running data cables back to the data closet or equipment rack.

4.4. Testing: Test the solution for all possible meeting scenarios presented and adjust the AV components including programing control panels for the best overall fit for each room.

4.5. Training: Delivery of instructions and onsite training to the IT Staff and core user group.

4.6. Support: Provide written instructions for each conference room and provide appropriate follow up based on actual user experience and resolve usability issues that may arise.

5. GENERAL GOALS AND REQUIREMENTS

Audio visual (AV) technology is critical to the day-to-day collaborative activities at NWFSC and require easy to use interactive tools, displays, sound enhancement and simplified management (without assistance from technical staff) of such AV capabilities. It is vital that the solution is centralized in the user interface, and methods are used to make the conference rooms “technology ready/user friendly”. Collaborative activities include information sharing meetings, decision making meetings, problem solving meetings, innovation meetings, creative and brainstorming meetings, and training and skill building meetings. The NWFSC conference rooms are generally used for face-to-face or virtual meetings, often with seats and tables arranged in the conference rooms in the following styles:

In addition to face-to-face meetings, design must support day-to-day collaborative activities allowing virtual meetings with geographically dispersed multiple NOAA offices, and use wall or ceiling -mounted HD Pan-Tilt-Zoom cameras connected to codec for video conferencing (VTC). Digital signal processor will be used for audio teleconferencing (ATC). This will provides the ability for phone calls or audio conference calls to connect to video conference meetings through the AV system when needed. Since there are video and audio codecs, there can be VTC and ATC sessions at the same time. Google Meet, Cisco WebEx and other web conference applications are generally used for presentations.

5.1. GENERAL NON-TECHNICAL REQUIREMENTS

The general non-technical requirements include the following:

· Vendor is encouraged to perform a site survey of the conference rooms, review the upgrade requirements and context, including dimensions and conditions of the room before submitting proposal. A proposal including a documented analysis of the conference room AV configuration is desirable.

· The contractor shall inform the government POC in a timely manner if and when necessary additional electrical or facility (e.g: wall, ceiling, or floor) upgrades to install all proposed equipment are required.

· If electrical, lighting or other facility related changes are required, the contractor shall work with the NWFSC facilities POC to request the change, in a manner that ensures that the aesthetics of the room will have the least amount of physical changes or alterations done to the facility as a result of the proposed A/V system installation.

· In consultations with the government, the AV contractor shall solely perform all hardware installation (with the exception of the electrical and general contractor work such as carpentry, ceiling tile, wall modifications, etc.) and perform all assembly of AV equipment, wiring, interconnection and soldering of wires to jacks, devices, terminals or equipment, using only technically trained employees who are experienced in the installation of AV System equipment and its interconnection.

· All products proposed must be new and in current manufacture, and NOT have a current end-of-life (EOL) schedule.

· Contractor must assure that all parts, licenses and equipment are delivered and in working order. Deliveries shall be made to Northwest Fisheries Science Center, Attn: Tony Yang or Greg Caton, 2725 Montlake Blvd E, Seattle WA 98112. All delivery, shipping, and travel expenses should be included in the proposed procurement cost.

· All equipment and licenses will be registered by the contractor to Northwest Fisheries Science Center as the owner.

· All equipment will come with a minimum one year warranty. In addition, proposals for continued Support and Maintenance of the implemented system for a minimum of 3 years is desired.

5.2. GENERAL TECHNICAL REQUIREMENTS

Expected outcomes of the modernization effort include the following except when noted otherwise in the following specific sections:

· Professionally designed, intuitive solution that can be set up and used by all NWFSC employees through a wall, desktop, or podium mounted touch control panel and user friendly instructions.

· Audio Teleconferencing Codec (ATC) unit should be connected to the control panel and AV system.

· All wireless and wired microphones input through the AV sound system should be able to route through AV System, VTC as well as ATC simultaneously.

· Video Teleconference Codec (VTC) (IP) including two cameras, multiple microphones, and related instruments will act as conference endpoints (vs VTC hosting systems) and must integrate with existing centrally managed Verizon supported NOAA NMFS VTC bridge for virtual meetings. Cisco RoomKit Plus Codec or newer with one or two 12 times optical zoom cameras and multisite option is required. Multiple VTC display should be considered and be placed where is logical for the audience.

· Ceiling microphones or other techniques to pick up participant speech in the conference rooms must compensate for ambient noise (e.g. air vents, or buzzing or interference of light fixtures). Noise reduction protection may be installed wherever necessary to cut down on white noise interference.

· Audio solution may include a sufficient number of flush ceiling mounted speakers, and be equipped with a wired handheld microphone and wireless lapel microphone for presenters who use the conference rooms. These must be connected to the control panel and AV system in each room.

· Podium mounted or tabletop touch control panel with media cabinet.

· Podium should accommodate a small form factor PC used to play DVD/CD, or other AV outputs including Google Meet, Cisco WebEx and other web conference applications. The PC will be provided by the Government, however it must be able to connect to the AV system, and use the Control Panel as monitor if needed in addition to the AV systems display.

· In addition to the standardization of technologies and programming for ease of operation and maintenance, all AV components must be controlled by a single control interface where possible. Touch panels may be used for keypad navigation to control the display, select inputs, provide dialing directories and control system volume, and should have preset settings programmed to manage AV inputs, outputs, room lighting and related controls.

· Plug and Play wireless HDMI dongle for laptop to project to conference room display.

· Detail instructions for “How to Use, Troubleshooting & Who to Call” as well as engineering design drawings and equipment list for the technical support staff.

· As appropriate, implement furniture-mountable enclosures for cable management solution, providing discreet access to AV cables, ethernet and power.

· Where possible, equipment, monitors, cabling and other associated hardware will be consolidated and recessed to present a clean, efficient and modern design.

5.3. ROOM SPECIFIC CONSIDERATIONS

The following section provides information specific to the conference rooms to accommodate for variances from the general requirements. NWFSC wishes to keep the current structure and furnishings of the conference rooms, however will consider modifications if proven necessary to improve or meet audiovisual upgrade requirements.

5.3.1. Auditorium – Seattle, WA

· Generally used as theater style setup for all hands meetings and classroom style for seminars.

· Equipment rack space is available in the closet on the auditorium stage to host equipment.

· ADA compliant adjustable height podium with user control panel. The podium must be adjustable from between 34” to 45” to allow for a range of presenter heights and wheelchair accessible.

· Multiple video displays in addition to the projector may be used to accommodate VTC calls and presentations.

· Video Teleconference (VTC) will require multisite option and display one or more remotely participating offices, in addition to the presenter presentation. Additional displays including extended projection surfaces may be used to maximize use of the wall space.

· Multiple VTC cameras may be used to ensure both the presenter and attendees can be simultaneously viewed by remote teleconference participants.

· Replace existing audio system with the following requirements:

· Audio system needs to be network enabled and have the ability to remote control the mixer/equalizer and speaker/microphone settings wirelessly via laptop, tablet and touch control panel.

· Audio system must include at least 5 wireless microphones (1 lapel, 1 over the ear, and 3 omni-directional handheld)

· Audio speakers will need to be setup using multiple zone configurations to cover all areas of auditorium space, and audio system needs to be tuned and calibrated for live sound.

· Audio Teleconferencing Codec (ATC) unit should be connected to the control panel and AV system in the Auditorium so an analog or digital VoIP unit (e.g. Polycom Soundstations) can be amplified to the auditorium speakers.

· All wireless microphone inputs through the AV sound system should be able to route through AV System, VTC as well as ATC simultaneously.

· Montlake Auditorium audio system solution should include sufficient number of speakers and sound damping materials to prevent reverberation due to concrete walls. AV solution should also be equipped with wireless microphones that can be switched seamlessly and simultaneously. Live sound mixer will need to have the capability to control microphone and speaker volume wirelessly from a laptop or tablet. The podium control panel should have reduced control of the sound system.

· In addition to the PC (located in the podium), Auditorium will be used for AV conferencing and presentations from the end user laptop. Design should include easy access and manageability of all of the associated network and video display connections for users.

· Auditorium will utilize current laser projector and projector screen for web conferencing and presentations, however in order to provide the optimal brightness and sharpness of the projected images, contractor will evaluate and reposition the projector or projector screen if necessary.

5.3.3. Manchester Conference Room - Manchester

· Generally used as a single large conference room with U-Shaped style setup.

· This room has numerous windows and window shades to block light from outside.

· Existing 85” TV should be connected to the control panel and be used along with VTC and other inputs.

· Existing VTC unit will need to be replaced.

· ADA compliant adjustable height podium with user control panel. The podium must be adjustable from between 34” to 45” to allow for a range of presenter heights and wheelchair accessible.

· Podium should accommodate a small form factor PC used to play DVD/CD, or other AV outputs including Google Meet, Cisco WebEx and other web conference applications. The PC will be provided by the Government, however it must be able to connect to the AV system, and use the Control Panel as monitor if needed in addition to the AV systems display.

· Ceiling mount microphones and speakers are preferred.

· All microphone input through the AV sound system should be able to route through speakers, VTC as well as ATC simultaneously.

5.3.4. BFB 1st Floor Conference Room – Newport, OR

· Generally used as a single large meeting room, and a classroom style setup.

· This room has numerous windows and window shades to block light from outside.

· Existing 85” TV should be connected to the control panel and be used along with VTC and other inputs.

· Existing VTC unit will need to be replaced.

· ADA compliant adjustable height podium with user control panel. The podium must be adjustable from between 34” to 45” to allow for a range of presenter heights and wheelchair accessible.

· Podium should accommodate a small form factor PC used to play DVD/CD, or other AV outputs including Google Meet, Cisco WebEx and other web conference applications. The PC will be provided by the Government, however it must be able to connect to the AV system, and use the Control Panel as monitor if needed in addition to the AV systems display.

· Ceiling mount microphones and speakers are preferred.

· All microphone input through the AV sound system should be able to route through speakers, VTC as well as ATC simultaneously.

5.3.5. BFB 2nd Floor Conference Room – Newport, OR

· Generally used as a single small meeting room style setup.

· This room has numerous windows and window shades to block light from outside.

· Existing 75” TV should be connected to the control panel and be used along with VTC and other inputs.

· Existing VTC unit will need to be replaced.

· Tabletop user control panel.

· Media cabinet should accommodate a small form factor PC used to play DVD/CD, or other AV outputs including Google Meet, Cisco WebEx and other web conference applications. The PC will be provided by the Government, however it must be able to connect to the AV system, and use the Control Panel as monitor if needed in addition to the AV systems display.

· Ceiling mount microphones and speakers are preferred.

· All microphone input through the AV sound system should be able to route through speakers, VTC as well as ATC simultaneously.

6. CONSTRAINTS

· Recommended Site Visit: Interested bidders are encouraged to conduct an initial walkthrough of the conference rooms with the NWFSC POC prior to bidding. The intent is that such visit may help gain a thorough understanding of needs and objectives toward development of proposed system solution for acceptance, and may include the following activities:

· Development of initial design concepts through consideration of the desired capabilities, architectural and environmental factors.

· Describing scope of work criteria.

· Selection of the appropriate equipment, hardware and software to allow system design performance.

· Providing any value engineering and performance enhancement recommendations.

· Installation Plan Changes: If a problem develops during installation that warrants the change of the proposed solution, the contractor shall engineer and implement design changes only after written approval from the contracting officer.

· Period of Performance of Each Task: The contractor shall complete all installation and testing activities within 60 calendar days of award of a task order.

· Site Coordination: The contractor shall meet with the COR immediately upon arrival on site for review of the specific safety requirements prior to installation.

7. IT SECURITY REQUIREMENTS

This order will NOT require assignment of a user account and access to the NOAA data systems. The contractor may NOT use Government hardware, application software, system software or sensitive data. IT security consideration and controls will be put in place before commencement of service.

Pursuant to H.R.5515 - John S. McCain National Defense Authorization Act for Fiscal Year 2019 which became public law on August 13, 2018 and went into full effect on August 13, 2019. No telecommunication equipment can be procured or obtained if produced by Huawei Technologies Company, ZTE Corporation, Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities)

FAR Subpart 4.21- Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

8. TYPE OF ORDER

The government anticipates award of a Firm Fixed Price (FFP) contract.

9. PERIOD OF PERFORMANCE

Base Period: Montlake auditorium; period of performance: 9/1/2020-10/31/2020 Option 1: Manchester conference room; period of performance: 11/1/2020 – 12/31/2021 Option 2: Newport BFB 1st floor and BFB 2nd floor conference room; period of performance: 1/1/2021-2/28/2021.

10. PLACE OF PERFORMANCE

Northwest Fisheries Science Center, Montlake Seattle Office - 2725 Montlake Blvd E., Seattle, Washington 98112 Manchester Office – 7305 Beach Drive E, Manchester, WA 98353 Newport Office - 2032 SE OSU Dr. Newport, OR 97365

The contractor must seek Contracting Officer (CO) approval for any location not designated as the primary place of performance and for any remote work arrangements.

11. CONTRACTING OFFICER’S REPRESENTATIVE AND TASK MANAGER

In accordance with Section G.2 (CAR Clause 1352.201-72, Contracting Officer’s Representative and Assistant COR), the designated COR for this order will be provided at time of award.

13. RECOGNIZED HOLIDAYS

· New Year’s Day

· Labor Day

· Martin Luther King Jr.’s Birthday

· Columbus Day

· President’s Day

· Veteran’s Day

· Memorial Day

· Thanksgiving Day

· Independence Day

· Christmas Day

In addition to the days designated as holidays, the Government observes the following days:

· Any other day designated by Federal Statute

· Any other day designated by Executive Order

· Any other day designated by a President’s Proclamation

It is understood and agreed between the Government and the contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement to compensation except as set forth within the contract. If a contractor believes that an unplanned absence has an impact on the price or period of performance, it should notify the contracting officer (CO) of the changed condition and submit a claim for equitable adjustment (see FAR 52.233-1). Nothing in this clause abrogates the rights and responsibilities of the parties relating to “stop work” provisions as cited in other sections of this contract.

14. APPROXIMATE ROOM DIMENSIONS, SHAPES, AND OTHER DETAILS

Auditorium walls are concrete with high ceiling and no drop/false ceiling. If electrical, lighting or other facility including network cabling related changes are required, the contractor shall work with the NWFSC facilities POC to request the change, in a manner that ensures that the aesthetics of each room will have the least amount of physical changes or alterations done to the facility as a result of the proposed A/V system installation.

Montlake Auditorium – Center Building 1st floor

Manchester – See Attachment Newport – See Attachment

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