78198 Purchase Description.pdf

PURCHASE DESCRIPTION

Commander’s Conference Room Upgrade

27 January 2026

1.0 DESCRIPTION. The Contractor shall provide all transportation, materials, parts, travel, delivery, tools, training, and labor necessary to provide an upgrade to the Commander’s Conference Room in Building 125, Robins AFB, Ga. Rewire audio visual equipment in the conference room, supply and install approved camera system, supply and install microphone system, supply and install speaker system, supply and install rack and amplifier, and tune system for better audio in room and on the Polycom phones.

1.1 The conference room upgrade shall consist of:

• Video Conferencing System of Integrated PTZ (pan-tilt-zoom) according to the following description:

Trade Agreements Act (TAA) Complaint Camera Resolution:4k/1080p/720p Frame Rate:60/59.94/50/30/29.97/25 Sensor: 1/2.8" CMOS, 8 megapixels Field of View (FoV): D FOV 80.6° (wide) ~ 7.7°(Tele), H FOV 72.8° (wide) ~ 6.7°(Tele), V FOV 44.1° (wide) ~ 3.8°(Tele) Zoom: 12X OPTICAL ZOOM, 12X DIGITAL ZOOM Connectivity: 3G-SDI, HDMI, IP, USB Audio: 2ch (stereo), AAC-LC(48K), 48Khz Key Features: Autofocus/Manual/One, high-dynamic range (HDR), Tracking Mode:

Presenter, Zone, Hybrid, Gesture Control, PTZ (Pan-Tilt-Zoom)

• Audio System of Integrated sound system with in-ceiling speakers Echo cancellation and noise suppression features - Audio DSP processor where applicable- -digital sound mixer allows easy smart control for microphones and audio from displys on hdtvs - 70 volt 2x2, 6 each ceiling tile speakers -integrated smart remote to control all infared products.

• Digital sound board with tab control allowing master override to lock out unapproval users.

• Connectivity - Wired HDMI inputs and wireless content-sharing capability (e.g., Barco ClickShare, Mersive Solstice, or equivalent) Cable management solutions and required ports for laptops/devices.

• Network Integration Secure integration into the network (in coordination with IT) with remote system management capabilities.

• Equipment rack to house equipment with cooling including power conditioning

• 4 each - hanging at ceiling open condensor microphones for all speakers to be heard without on table clutter -blackmagic controller allows approved devices to use video conferecing example zoom,team etc.

• Two (2) Desk- 31.5” W X 23.5”D Height Adjustable Desk Desktop, Work Home Office Computer PC Table, Black

• The vendor shall remove all trash and packing after install. Trash and recycling receptacles for unboxing/uncrating materials and boxing/crating materials will NOT be provided by the Government.

• Deliverables - Fully installed and operational AV systems conference room- Training for staff and IT support team -Final documentation package

2.0 Service Support.

2.1 Delivery.

2.1.1 Government Representatives. The following individuals will serve as the Primary and Alternate Government Representatives as the points of contact through which all contractor-provided services will be requested and accomplished for AMXG.

Government Representatives will not supervise the Contractor, and they are not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The following individuals will serve as Government Representatives for AMXG.

2.2 Shipping/Delivery/Period of Performance. The Contractor shall coordinate with the

Primary Government Representative (listed in 2.1.1) NLT later than 5 days after award.

Deliver, install, and start-up the items no later (NLT) than 30 days after contract award with the completion deadline: within 2 calendar days of project start, to the following address utilizing FOB Destination.

2.3 Ship To Address.

Attention: Eric Hughey

Unit: 402 AMXG/MXDEB

Primary Government Representative Alternate Government Representative Name: Eric Hughey Name: Kenny Foskey Unit: 402 AMXG/MXDEB Unit: 402 AMXG/MXDEB Phone: 478-662-4205 Phone: 478-595-6783 Email: eric.hughey@us.af.mil Email: kenny.foskey@us.af.mil

DODAAC: F3Q2AJ

Address: 92 Phantom Drive Bldg., 125, 2nd Floor, Room# 213B Robins AFB, GA 31098

2.4 Incidental Services.

2.4.1 Post award site visit. Contractor shall conduct a site-visit no later than 10 days after contract award. Site visit is for room assessments prior to installation and for the configuration of all equipment.

2.4.2 Rewire everything in the conference room that is audio visual, install approved camera system, install microphone system, install speaker system, install rack and amplifier, start-up all systems purchased, and tune systems for better video and audio in the room and on the Polycom phones. All new equipment purchased will be integrated with the existing infrastructure (power, data network) and tested to verify functionality and must be in compliance with all building codes and electrical standards.

2.4.3 Training: 1 day of on-site training session for designated staff to be included in the proposal.

2.5 Warranty. The Contractor shall provide a minimum 1 year warranty on all equipment and workmanship and provide optional extended support plans – with remote diagnostics and troubleshooting capability.

2.6 Options. NA

2.7 Commercial Off the Shelf Manual. The Contractor shall provide one (1) hard copy of the Commercial Off-the-Shelf (COTS) manuals on all equipment installed withing 25 days after contract award.. The manual shall include: technical information, specifications, operational instructions, drawings, schematics, equipment maintenance instructions, and/or any other applicable information such as a recommended spare parts list. All copies shall be legible and written in English. (CDRL A001, DI-TMSS-80527D/T, Quality Program Plan).

3.0 Government Furnished Equipment and Services or Government Furnished Property

(GFP) and services. None

4.0 General Information.

4.1 Place of Performance and Hours of Work. On-site contract services shall be performed at the Warner Robins Air Logistic Complex. The work will take place in building 125 at Robins Air Force Base, GA. The Contractor’s work hours (shifts) shall normally be from 7:00 am to 3:30 pm (EST), Monday through Friday. The Government may adjust the Contractor’s work hours based on workload requirements, with the flexibility to start work earlier, work odd shifts, and/or work weekends. The Government will provide the

Contractor the required work hours (schedule) for contractor personnel, and will provide a 48-hour notice prior to changing any work hours.

4.2 Recognized Holidays. Unless otherwise required by the Government, the Contractor shall not have access to Government facilities to work or telework on all federal holidays or during facility closings as authorized by the Government. If the holiday falls on Saturday, it is observed on Friday. If the holiday falls on a Sunday, it is observed on Monday.

4.4 Security Requirements.

4.4.1 Government Security Regulations. The Contractor shall ensure personnel, information, system, facility, and international security requirements are met in accordance with 32 CFR Part 117, National Industrial Security Program Operating Manual (NISPOM), Department of the Air Force Instruction (DAFI) 31-101, Base Defense Operations.

4.4.2 Communications Security (COMSEC). The Contractor shall use only secure communications methods and/or equipment to transmit or otherwise transfer classified and/or sensitive, but unclassified, information in accordance with 32 CFR Part 117.21, National Industrial Security Program Operating Manual (NISPOM).

4.4.3 Operations Security (OPSEC). The purpose of OPSEC is to reduce the vulnerability of USAF missions to adversary collection and exploitation of critical information. The Contractor shall comply with DoDD 5205.02E “DoD Operations Security (OPSEC) Program”, DoD Manual 5205.02 “DoD Operations Security (OPSEC) Program Manual” and AFI 10-701 “Operations Security (OPSEC)” to protect United States (U.S. Government interest. The Contractor shall ensure compliance with OPSEC requirements including procedures to protect classified and/or sensitive, but unclassified, Government projects and/or programs. The Contractor shall ensure Contractor personnel who perform work at Robins AFB or another Government facility comply with the OPSEC procedures of the facility.

4.4.4 Security Incident or Violation. The Contractor shall immediately notify the Government Security Office of any potential or actual security incidents or violations including potential or actual unauthorized disclosure or compromise of classified and/or sensitive, but unclassified, information.

4.5 Supply Chain Risk Management. The Contractor shall implement risk management procedures to ensure that system, equipment, components, software, maintenance equipment, and supplies do not incorporate counterfeit parts, malicious code, or other elements that would allow adversaries to gain access to data and critical program information and disrupt operations. Contractor risk management procedures shall comply with:

DoDI5000.83 DAFI 63-113, Program Protection Planning for Life Cycle Management, SAE Aerospace Standard AS5553D, Counterfeit Electrical, Electronic, and Electromechanical (EEE) Parts; Avoidance, Detection, Mitigation and Disposition, National Institute of Standards and Technology (NIST) Special Publication 800-53 Rev 5, Security and Privacy Controls for Information Systems and Organizations.

4.6 Contractor Identification. Contractor personnel shall wear visible identification designating them as contractors at all times while on Robins Air Force Base.

4.7 Contractor Vehicle Entry. The Contractor shall contact the Robins Air Force Base Visitor's Center to and comply with local procedures for obtaining credentials and vehicle entry. Information may be obtained by calling the following phone number: Commercial 478-222-1972.

4.8 Agency Affirmative Procurement Program. In accordance with FAR 23.107-1 and FAR 23.107-2, 100% of purchases of Environmental Protection Agency (EPA)-designated products included in the Comprehensive Procurement Guidelines (CPG) list [https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program] and/or United States Department of Agriculture (USDA)-designated products included in the bio based product listings [http://www.biopreferred.gov] shall, at a minimum, meet the EPA or USDA standards for recovered materials or bio based content, respectively, unless an item cannot be acquired competitively within a realistic timeframe, meet appropriate performance standards, and/or be acquired at a reasonable price.

4.8.1 The Contractor shall provide estimates and verification of recovered material for EPA-designated CPG products and certification for both EPA-designated CPG products and USDA-designated bio based products. In accordance with the Robins Air Force Base, Georgia / Affirmative Procurement Program (formerly Green Procurement Program (GPP)) Plan, the Contractor shall provide estimates and certifications to the Government for completion of the applicable attachment(s) to be included in the Purchase Request (PR) package.

4.10 Environmental Management Systems (EMS) Awareness. Environmental Management Systems (EMS) Awareness Training: All contractor personnel working on Robins AFB who perform activities on the installation are required to complete Air Force-provided initial EMS Awareness Training. It is the responsibility of the Prime Contractor to ensure that all sub-contractors, vendors, and employees complete this training prior to beginning work on Robins AFB. Notification of training completion shall be sent to the Robins AFB Contracting Officer (CO) to be maintained in the contract file for tracking purposes. Failure to provide documentation of EMS Training may result in termination of the contract.

4.10.1 EMS training is provided by Environmental Management. Contractors have two options to satisfy the mandatory EMS Awareness Training requirement. (Front Desk: 478-926-1176) http://www.biopreferred.gov/

4.10.2 Option 1: Contractors can register for an account through The Environmental Awareness Course Hub (TEACH), the Air Force training database: https://usaf.learningbuilder.com/account/login/?ReturnUrl=%2f Search for Course ID: EMS110UHHZ00293 Directions:

1. Hover your mouse over the Courses and Transcripts tab.

2. Click on Transcripts

3. Click into the TEACH Course Completion Log by clicking the orange Continue or Begin button.

4. When you are on the transcript, click on the blue “Search for Course” button.

5. When the pop up appears enter the course name or course number and press search.

6. Once you find the course you want to add, click on the +Select button to add the course to your transcript.

(Note: TEACH may not supported by Internet Explorer; recommend using Chrome.)

4.10.3 Option 2: Contractor requests a copy of the Robins EMS Awareness Training PowerPoint Presentation from Environmental Management. The request should be sent to the Environment Management Workflow Box at the following email address, jessica.parker.15@us.af.mil. Once the presentation is received, the contractor is responsible for ensuring that all his/her employees view the training. (CDRL A002 DI-MGMT-80368A/T, Status Report/EMS Training)

4.11 ISO 50001-Energy Management System. Due to the WR-ALC being ISO 50001 certified, all contractors are subject to the Energy Management System (EnMS) requirements and shall abide by certification guidelines whenever applicable.

4.11.1. EnMS Training. All contractor personnel working on Robins AFB who perform activities on the installation are required to complete Air Force provided initial EnMS Training. It is the responsibility of the Prime Contractor to ensure that all sub-contractors, vendors, and employees complete this training prior to beginning work on Robins AFB.

4.11.1.1. EnMS training is provided by the Energy Assurance Office. The Contractor shall request the training by sending an email to 402MXSG.MXDEA.EnergyAssurance@us.af.mil.

4.11.2. Notification of training completion shall be sent to the Energy Assurance Office (402MXSG.MXDEA.EnergyAssurance@us.af.mil) and the CSMO POC to be maintained for tracking purposes. Failure to provide documentation of EnMS Training prior to beginning work may result in termination of the contract. (CDRL A003 DI- MGMT-80368A/T, Status Report/EnMS Training)

4.12 Contractor’s Safety Program. (See Appendix C, Part II, Para 7) The Contractor shall establish and maintain an acceptable safety program in accordance with their accepted Safety and Health Plan. The Air Force is part of the OSHA Voluntary Protection Program (VPP).

https://usaf.learningbuilder.com/account/login/?ReturnUrl=%2f mailto:jessica.parker.15@us.af.mil mailto:402MXSG.MXDEA.EnergyAssurance@us.af.mil mailto:402MXSG.MXDEA.EnergyAssurance@us.af.mil

All shall familiarize themselves with the requirements of VPP. Information on the VPP can be accessed at http://www.osha.gov/dcsp/vpp/index.html. Additionally, the Contractor is responsible for the safety and health of all subcontractor employees. No more than two Class C mishaps per contract year and Zero Class A or B mishaps will be tolerated. All changes to the plan must also be submitted in writing and approved by the Government.

4.12.1 Safety and Health Plan: Within 10 calendar days after contract award, the contractor shall email a copy of their company Safety Plan that is required to ensure compliance with the Occupational Safety and Health Act (OSHA) (Public Law 91-596) to 402mxw.se.wf@us.af.mil. The Safety Plan will be provided to the Safety Office for review. The Safety Office will provide acceptance or non-acceptance within 5 working days of receipt to the government point-of-contact who will notify the CO. (CDRL A004, DI-SAFT-82080/T NOT 1, Contractor's Safety Plan).

4.12.2 The Contractor Safety Plan shall address in detail the items listed in the Contract Appendix C, Part II through Part IV as applicable. For task specific procedures identified in the Contract Appendix C, the contractor’s internal procedures for those tasks must be identifiable within the submitted Safety Plan or shall be provided in an amendment or addendum to the company’s Safety Plan. If task specific procedures identified in the Contract Appendix C, are not submitted with the contractor’s Safety Plan, the submitted Safety Plan will be returned as NOT ACCEPTED. The contractor will have 5 working days to resubmit the Safety Plan, amendment or addendum to address or correct issues identified for non-acceptance. The Safety Office will provide acceptance or non-acceptance of the resubmission within 5 workings days of receipt to the government POC who will notify the CO.

4.13 Mishap Notification. (See Appendix C, Part II, Para 5) The Contractor shall notify the Robins AFB Safety Office telephonically at (478)327-4862 during duty hours and (478)926- 3567 after hours, within four (4) hour after initial notification of all mishaps or incidents for damage to DoD property (material plus labor) entrusted by this contract and employee injuries as a result of the contract operation. A follow-up (written or e-mail) of this mishap/incident notification shall be sent within three calendar days to the Government Representative, the Procurement Contracting Officer (PCO), Contract Surveillance Management Office (CSMO) Representative (with a copy to program manager), who will forward it to the Safety Office. The information that is not available at the time of the initial notification shall be provided within 20 calendar days after the mishap. Mishap notification shall contain, as a minimum, the following information:

a. Contract, Contract Number, Name and Title of Person(s) Reporting

b. Date, Time and exact location of accident/incident

c. Brief Narrative of accident/incident (Events leading to accident/incident)

d. Cause of accident/incident, if known

e. Estimated cost of accident/incident (material and labor to repair/replace)

f. Impound Authority Name and Phone Number (as applicable)

g. Nomenclature of equipment and personnel involved in accident/incident

h. Corrective actions (taken or proposed) http://www.osha.gov/dcsp/vpp/index.html mailto:402mxw.se.wf@us.af.mil

i. Other pertinent information (CDRL A005, DI-SAFT-81563 NOT 2, Accident/Incident Report)

4.14 Essential Services During Crisis. The Services Acquisition Lead (SAL) has determined, by placing in writing their decision, that this requirement is not Mission Essential (M-E) in accordance with DFARS 237.76-7023, Continuation of Essential Contractor Services.

4.15 Inspection of Services/Inspection of Supply: In accordance with the Inspection of Supply/Services clause(s) identified in the contract/order, the Government reserves the right to inspect Contractor performance.

4.16 Invoice/Payment and Receipt/Acceptance: In accordance with DFARS clause 252.232-7003, Electronic submission of Payment Requests and Receiving Reports, the Contractor shall submit/process payment requests (invoices, Receiving Reports or combos) and receipt/acceptance documents via Procurement Integrated Enterprise Environment (PIEE) through module Wide Area Workflow (WAWF). Access at the following site:

https://piee.eb.mil/

5.0 Appendices - None

https://piee.eb.mil/

• Video Conferencing System of Integrated PTZ (pan-tilt-zoom) according to the following description: Trade Agreements Act (TAA) Complaint Camera