Attachment 1. Draft SOR Baker Auditorium AV Upgrade.docx

Statement of Requirements Audio Visual System Upgrade and Expansion for Baker Auditorium 23rd Flying Training Squadron, Cairns AAF, Ft Rucker, Alabama

1.0 PURPOSE.

The purpose of this requirement is to upgrade and refresh the audio-visual (AV) system in Building 30137 Auditorium (Baker Auditorium) and expand AV capabilities into the adjacent Heritage Room (Hover Hole). Baker Auditorium is essential to squadron daily operations and is used for special events as well (training days, assignment release celebrations, retirement ceremonies, All calls, etc.) Baker Auditorium does not have the seating capacity for the entire squadron, therefore the Heritage Room is used for overflow seating and needs systems to share audio and video with that space as well. The project will replace outdated, proprietary equipment with a modern, non-proprietary system that does not require certified technicians for future upgrades or maintenance, ensuring seamless integration, secure multi-zone management, Unified Communications (UC) capabilities, and user-friendly control for presentations, briefings, and events.

2.0 APPLICABLE PUBLICATIONS AND REGULATIONS.

All work shall comply with the most recent versions of the following industry and federal standards:

2.1 National Electrical Code (NEC) / NFPA 70.

2.2 Unified Facilities Criteria (UFC) applicable to telecommunications and interior electrical systems.

2.3 Standard commercial AV installation best practices (AVIXA/INFOCOMM standards).

3.0 DESCRIPTION OF ITEMS.

The following items are required for performance under this contract:

3.0.1 'Or Equal' Substitutions: Where a brand name is specified followed by 'or equal', the proposed substitute must meet or exceed the technical specifications of the named product. Furthermore, the substitute must offer native, seamless integration with the primary control system (e.g., Q-SYS) via established plugins or open APIs, without requiring complex middleware or custom programming that increases long-term maintenance costs.

3.1 Baker Auditorium AV System Upgrade

3.1.1 De-Installation: Remove the existing Crestron touch screen controller, in-ceiling speakers, amplifier, input selector, projector, and 12ft electric projector screen. All removed equipment shall be neatly palletized or staged in a location designated by the Government POC within Building 30137.

3.1.2 Projector: One (1) short-throw laser projector, brand name “or equal” to Epson or Optoma, with a minimum of 4K resolution and 5,000+ lumens.

3.1.3 Projector Screen: One (1) new 12ft wide electric projector screen with motorized up/down functionality, compatible with the new projector.

3.1.4 Audio System:

3.1.4.1 Non-proprietary, high-quality in-ceiling speakers (e.g., JBL, Yamaha, or equal).

3.1.4.2 New amplifier compatible with the speaker system.

3.1.4.3 Two (2) in-ceiling microphones (flush-mount or hanging) installed near the stage for speaking area coverage.

3.1.4.4 Wireless Microphones: One (1) professional dual-channel wireless microphone system (brand name "or equal" to Shure QLX-D or Sennheiser EW-DX). The system shall include a rack-mounted dual receiver and two (2) handheld wireless microphones. Must include a compatible networked charging station and rechargeable batteries.

3.1.5 Speaker Prompt TV: One (1) flat-screen TV (appropriately sized for the wall, ~55”-65”) mounted on the back wall for speaker prompts.

3.1.6 PTZ Camera: One (1) Pan-Tilt-Zoom (PTZ) camera with AI-powered presenter auto-tracking (brand name “or equal” to BirdDog P240, AVer TR333V2, or Panasonic AW-UE series). Minimum specifications:

3.1.6.1 1080p resolution (4K preferred).

3.1.6.2 Minimum 20x optical zoom.

3.1.6.3 Built-in AI auto-tracking (no lanyards required).

3.1.6.4 HDMI and IP/NDI streaming outputs.

3.1.6.5 Software or physical privacy mode.

3.1.7 Control System: One (1) professional AV-over-IP control processor (brand name "or equal" to QSC Q-SYS Core Nano) and one (1) dedicated, PoE-powered touch screen controller. The system must be capable of managing independent audio/video zones, input selection, and secure isolation logic. The system must allow Baker Auditorium to securely isolate its AV feeds from the Heritage Room and other outputs during classified or private briefings, including any cameras installed.

3.1.8 Inputs: System must incorporate Government-furnished equipment: wireless microphone receiver, DVD/Blu-ray player, Apple TV, standalone PC, and a secondary PC/laptop input (HDMI).

3.1.9 Unified Communications (UC) & Streaming Integration: The system must include USB AV bridging capabilities.

3.1.9.1 Primary Host PC: Provide a USB connection at the primary presentation location that delivers the room's mixed audio (microphones) and selected video feed (PTZ camera or presentation) to a host laptop for use with software codecs (e.g., MS Teams).

3.1.9.2 Secondary Streaming PC: Provide a secondary, independent output (USB or HDMI with capture card) to allow a second PC to receive the room's AV feed for social media streaming or recording.

3.1.9.3 VTC Readiness: The system architecture must be capable of integrating a future dedicated hardware VTC codec (e.g., Cisco, Poly) without requiring total system redesign.

3.1.10 Equipment Rack: Utilize the existing equipment rack. If the existing rack is not feasible, the offeror shall note this in their response. See optional add-on 3.3.5 for a new rack.

3.2 Heritage Room (Hover Hole) AV Expansion

3.2.1 Video & Audio Feed: Provide a reliable AV-over-IP or HDBaseT network solution to route the Baker Auditorium presentation and PTZ camera feed (video and audio) to the two existing TVs in the Heritage Room.

3.2.2 Soundbars: Incorporate the two (2) existing soundbars and subwoofers, one for each TV, with local volume and mute control.

3.2.3 Secure Isolation / Local Control: The system must allow the Heritage Room to be isolated from its AV input/feeds from the Auditorium during classified or private briefings. Must include local input selection to incorporate an existing Apple TV device and a secondary PC/laptop input (HDMI or similar). Must include ability to output to other audio devices such as in-ceiling speakers or sound systems that may be installed in the future.

3.3 Optional Add-ons (Offeror to Provide Itemized Pricing)

3.3.1 Fixed Camera: Installation of a fixed camera for a wide view of the audience.

3.3.2 Heritage Room 4.1 Sound System: A 4.1 channel sound system with an independent receiver, Bluetooth, four satellite speakers, and one subwoofer, capable of independent operation as well as incorporation as an output from the Heritage Room controller.

3.3.3 Microphone Array Upgrade: Provide an itemized pricing option to upgrade the baseline in-ceiling microphones (listed in 2.1.4.3) to one (1) networked ceiling microphone array (brand name "or equal" to Shure MXA920 or Sennheiser TeamConnect Ceiling 2) with dynamic beamforming to provide seamless stage and audience coverage.

3.3.4 Video Windowing Processor: Provide an itemized pricing option for a seamless presentation switcher capable of compositing two video feeds together (Picture-in-Picture or Side-by-Side) before sending them to the projector, Teams host PC, and Streaming PC.

3.3.5 New Equipment Rack: Provide itemized pricing for one (1) new, taller equipment rack sufficient to house all required components.

4.0 DELIVERY REQUIREMENTS:

4.1 The project location is an auditorium and adjacent room. The building is a single story. The offeror is responsible for assessing site conditions, including access via doorways or any potential delivery obstacles.

4.2 All equipment shall be delivered to the place of performance:

Cairns Army Airfield Building 30137 Auditorium and Heritage Room Ft Rucker, Alabama 36362

5.0 INSTALLATION REQUIREMENTS:

The contractor shall design, procure, install, and integrate a fully functional AV system. This includes the de-installation of specified existing equipment.

5.1 Facility Integrity and Safety:

5.1.1 Fire-Stopping: Any penetration in walls and ceilings made by the contractor must be appropriately fire-stopped to maintain the building's fire rating.

5.1.2 Damage Restoration: All damage to walls, floors, ceilings, or existing furnishings caused by the contractor must be repaired and restored to its original condition at no additional cost to the Government.

5.1.3 Electrical Safety: The contractor must utilize Ground Fault Circuit Interrupters (GFCI) for all portable power tools used during installation.

5.2 Cabling Standards: All new network cabling installed for AV-over-IP, HDBaseT, or control signal distribution must be, at a minimum, Shielded CAT6A (Category 6A STP) to support future bandwidth requirements. All cables must be plenum-rated where required by facility fire codes, dressed neatly using hook-and-loop fasteners (no zip ties), and clearly labeled at both ends. Any significant electrical work (e.g., installing new outlets) must be performed by a licensed electrician.

6.0 TRAINING REQUIREMENTS:

The contractor shall provide a minimum of two (2) hours of on-site training for Squadron personnel covering system operation, UC/Teams integration, independent room routing, secure isolation procedures, and basic troubleshooting.

7.0 SYSTEM DOCUMENTATION AND HANDOVER:

Upon completion of the installation and prior to final government acceptance, the contractor shall provide a comprehensive "System Hand-Off Package" to ensure continuity of operations.

7.1 The contractor shall provide this package in two formats:

a. One (1) physical binder to be kept with the equipment rack.

b. One (1) digital copy provided on a USB flash drive or CD/DVD.

7.2 The System Hand-Off Package must include, at a minimum, the following:

7.2.1 Uncompiled Source Code / Design Files: The native, editable project configuration file(s) for the AV control system and audio digital signal processor (e.g., the .qsys file). The government shall retain full ownership of these files without any proprietary lockouts.

7.2.2 System Credentials: A comprehensive list of all administrator usernames, passwords, and IP addresses for every networked component in the system (Control Core, Network Switches, PTZ Cameras, etc.).

7.2.3 As-Built Diagrams: Accurate, as-built line drawings showing all physical audio, video, and control wiring, as well as the logical network topology.

7.2.4 Equipment Inventory: A complete list of all installed equipment, including make, model, serial numbers, and MAC addresses.

7.2.5 Quick Start Guide: A customized, easy-to-understand instruction sheet for end-users on how to operate the system for daily use and secure briefings. Provide two (2) total, one (1) for Baker Auditorium and one (1) for the Heritage Room.

8.0 STANDARD WARRANTY:

The contractor shall provide any Original Equipment Manufacturer (OEM) standard commercial warranty applicable to the products being purchased at no additional cost to the Government.

8.1 Prior to project acceptance, the contractor shall provide the customer with all manufacturer warranties as needed for any component incorporated into this project such as equipment manuals, literature, CDs and DVDs and other documentation on all equipment and software.

8.2 Prior to project acceptance, the contractor shall provide written procedures, points of contact within the company, and required information for all warranty services. This information shall include written confirmation of the warranty period, phone numbers and contact information/procedures for technical support, troubleshooting assistance, and replacement of faulty equipment.

9.0 GENERAL INFORMATION:

Items must be brand new. Refurbished items are not authorized. All equipment must be professional or commercial grade from reputable manufacturers. The contractor must coordinate to gain access to the airfield for the entirety of the project and work to avoid interference with Squadron operations. The period of performance is 90 days from contract award.

9.1 Security and Compliance: All proposed equipment must be strictly compliant with Section 889 of the National Defense Authorization Act (NDAA), which prohibits the procurement of covered telecommunications equipment or services from specified Chinese companies (including Huawei, ZTE, Hytera, Hikvision, and Dahua). The contractor shall ensure no banned equipment is incorporated into this system.

9.2 Software Licensing: The core functionality of the AV system (including control processing, audio DSP, video routing, and basic auto-tracking) must be perpetual. The system shall not require recurring annual software subscriptions or licensing fees for the hardware to remain fully operational. If specialized features require a subscription, this must be explicitly stated in the bid.

9.3 Work Hours and Holidays: Normal duty hours are Monday through Friday, 0730 to 1630. The Contractor shall not normally be permitted to work on weekends or Federal holidays. Any work required outside of normal duty hours or on Federal holidays must be coordinated and approved by the Government point of contact at least seven (7) days in advance.

9.4 Equipment Condition: Items must be brand new. Refurbished items are not authorized. All equipment must be commercial or professional grade from reputable manufacturers.