A-V VTC Suite - Performance Work Statement_with 355CS inputs.pdf

Performance Work Statement (PWS)

For NIPR/SIPR Audio/Visual VTC Suite Integration & Support

1.0 Introduction & Background

This Performance Work Statement (PWS) outlines the requirements for a non-personnel services contract to provide all necessary management, personnel, equipment, and services for the turn-key design, integration, installation, and maintenance of NIPRNET and SIPRNET Audio/Visual (A/V) and Video Teleconferencing (VTC) suites. The contractor shall ensure the final solution is fully compliant with all applicable Department of War (DoW), Air Force, and local directives and standards.

• 1.1 Scope: The contractor shall perform the design, engineering, procurement, installation, testing, training, and ongoing maintenance of complete VTC suites. The solution must support both unclassified (NIPR) and classified (SIPR) operations and be fully interoperable with the Microsoft Teams application and the Global Video Services (GVS) application.

• 1.2 Period of Performance: The period of performance shall be for one (1) twelve-month base year, with four (4) twelve-month optional ordering periods for subsequent extension of services.

• 1.3 Place of Performance: The work shall be performed at the 355th Wing, Davis-Monthan

AFB, AZ.

• 1.4 Applicable Documents: The contractor shall comply with the latest versions of the following:

• DISA Security Technical Implementation Guides (STIGs) relevant to VTCs, networked equipment, and related software.

• DoDIN Approved Products List (APL).

• Trade Agreement Act (TAA) Compliance regulations.

2.0 Specific Tasks

The contractor shall perform the following tasks to deliver a complete and operational VTC solution.

• 2.1 Task 1: Program Management

• 2.1.1 Project Management: The contractor shall manage all aspects of project execution, including planning, scheduling, and implementation to ensure timely delivery and installation with minimal disruption to government operations.

• 2.1.2 Project Plan: The contractor shall develop and deliver a detailed Project Management Plan (PMP) within 10 business days of contract award. The PMP shall include, at a minimum, a project schedule (Gantt chart), risk management plan, and key personnel list.

• 2.1.3 Quality Control: The contractor shall develop and maintain a Quality Control Plan (QCP) to ensure all services are performed in accordance with this PWS and industry best practices.

• 2.1.4 Key Personnel: The contractor shall provide qualified key personnel, including a Project Manager, Lead Engineer, and certified technicians to oversee and execute all contract requirements.

• 2.2 Task 2: System Design, Engineering, and Installation

• 2.2.1 System Design: The contractor shall provide a comprehensive technical design package for government approval prior to ordering equipment. The design package shall include detailed engineering plans, equipment placement drawings, wiring diagrams, and a complete network diagram.

• Using the system should not require any advanced understanding of network architecture or hardware/software troubleshooting.

• A streamlined user guide should be furnished to allow users to power on/off the system and include troubleshooting steps for common issues. The guide should be tailored to the specific system install.

• 2.2.2 Equipment Procurement and Installation: The contractor shall provide and install all necessary A/V and VTC equipment, including, but not limited to:

• TAA-compliant, DoDIN APL-listed VTC codecs, displays, cameras, microphones, and control systems.

• A podium that has separate laptop docking capability for NIPRNET and SIPRnet computers..

• VTC codecs that are current models, sustainable for a minimum of five years, and interoperable with Cisco bridge/expressway technology and laptop devices from multiple manufacturers.

• 2.2.3 Cabling and Cleanup: The contractor shall perform a complete installation, including all necessary cabling. All cabling shall be consolidated, organized, and hidden from view when possible. Upon completion, the contractor shall be responsible for the removal and disposal of all legacy wiring and equipment being replaced.

• 2.3 Task 3: System Functionality and Performance

• 2.3.1 Video Performance: The system shall support a video matrix with multiple inputs/outputs at 1080p resolution or better. High-definition PTZ (Pan-Tilt-Zoom) cameras shall be installed to provide high-quality video.

• 2.3.2 Audio Performance: The system shall include a digital sound processor with acoustic echo cancellation. The contractor shall install a combination of ceiling-mounted and tabletop microphones as required to achieve the best audio feedback on the distant end. All tabletop microphones must feature individual physical mute/unmute controls.

• 2.3.3 Control System: The contractor shall provide and program a user-friendly touch-panel control system (e.g., Crestron or equivalent). The system shall include:

• A fixed primary touch-panel and a portable touch-panel for the head of the conference room table.

• A "one-touch" function to seamlessly switch all room systems (displays, audio, VTC classification) between NIPRNET and SIPRNET sessions without requiring manual re-cabling by the user.

• 2.4 Task 4: Security

• 2.4.1 STIG Compliance: The contractor shall ensure all installed equipment and system configurations are compliant with all applicable DISA STIGs. The contractor shall provide a completed STIG checklist as a deliverable.

• 2.4.2 Network Separation: For the SIPR suite, the system must be designed and installed to enforce strict physical and logical separation between classified and unclassified networks, preventing any data crossover. Physical separation of hardware and cabling should meet the National Security Agency’s TEMPEST requirements for separation of unclassified and classified equipment.

• 2.4.3 Personnel Security: All contractor personnel performing work on-site shall possess the appropriate security clearances required for the work location and data being handled.

• 2.5 Task 5: Support and Maintenance

• 2.5.1 Preventative Maintenance: The contractor shall perform and document regularly scheduled preventative maintenance inspections (PMI) on a quarterly basis to inspect, clean, and test all installed equipment.

• 2.5.2 Technical Support: The contractor shall provide technical support during normal business hours (0730-1630, M-F), with an option for emergency after-hours support. This shall include remote troubleshooting and on-site repairs as needed.

Contact information should be posted clearly on or near the system.

• 2.5.3 Training: The contractor shall provide comprehensive on-site training to designated government personnel on the operation and basic user maintenance of the VTC suites. The training shall include a laminated user guide for each room.

Training from the contractor can be given as required when new government personnel are onboarded throughout the duration of the contract.

• 2.5.4 Warranty: The contractor shall provide a comprehensive warranty covering all equipment and workmanship for a period of one year from the date of final system acceptance by the government.

3.0 Deliverables

The contractor shall provide the following deliverables:

Deliverable PWS Reference Due Date

Project Management Plan (PMP) 2.1.2 10 business days after award

System Design Package 2.2.1 30 calendar days after award

STIG Compliance Checklist 2.4.1 Upon system acceptance

User Training & Quick-Start Guides 2.5.3 Upon system acceptance

Quarterly PMI Reports 2.5.1 Within 5 days of PMI completion

4.0 Performance Requirements Summary (PRS)

The contractor's performance shall be evaluated against the standards outlined below.

Performance Objective (Task from PWS)

Required Performance Standard Method of Surveillance

PWS 2.1: Program Management

All deliverables submitted on time and are accurate upon first submission 95% of the time.

100% inspection of deliverables.

PWS 2.2 & 2.3: System Installation & Functionality

The final installed system meets all technical and functional requirements with zero defects upon final acceptance testing.

Final Acceptance Testing; 100% inspection by Government technical representative.

PWS 2.5.1:

Preventative Maintenance

100% of quarterly PMIs are completed within the scheduled quarter.

Review of PMI reports.

PWS 2.5.2: Technical Support

Acknowledge routine service calls within 4 business hours. Arrive on-site for critical failures within 8 business hours.

Review of service call logs.