Attachment 1 - PWS - 27 SOCONS VTC.pdf

JRC Conference Room AV and VTC System PWS Page 1

Performance Work Statement JRC Conference Room Audio Visual and Video Teleconferencing System

27 SOCONS Cannon Air Force Base New Mexico

Item Information

Location 27 SOCONS JRC Conference Room

Completion Within 90 calendar days after award

Document date 17 September 2026

1. Overview

The Government needs a complete, easy-to-use audio visual and video teleconferencing system for the JRC Conference Room. The contractor must provide the equipment, installation, programming, testing, training, documentation, and one-year warranty needed for a working system.

The main feature is a single wired USB-C connection at the podium. A user will connect a Government laptop and use the room cameras, microphones, loudspeakers, televisions, and projector with

Microsoft Teams, Zoom, Webex, or another Government-approved conferencing program. A dedicated room codec is not needed.

2. What the System Must Do

• Connect a Government laptop through one clearly marked USB-C cable at the podium.

• Use the installed cameras, microphones, and loudspeakers as normal laptop audio and video devices.

• Send laptop content to either television, both televisions, the projector, or all displays at the same time.

• Provide clear, full-duplex audio throughout the room without persistent echo, feedback, hum, or dead areas.

• Provide two stable pan-tilt-zoom camera views with at least 1080p video, presets, and automatic framing or presenter tracking.

• Provide a simple wired touch panel for startup, shutdown, display selection, camera selection, volume, and microphone mute.

• Return to normal operation after a routine shutdown, restart, or brief power interruption without contractor assistance.

• Operate without required cloud services, recurring subscriptions, or remote manufacturer access.

3. Government Provided Equipment

Quantity Government item Use

1 Short-throw projector Contractor installs and aligns it at the approved west-wall location.

As needed Government laptops Used for setup, testing, and training.

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Quantity Government item Use

As available Existing power and approved network connection Contractor verifies what is available before installation.

4. Contractor Provided Equipment

The contractor must provide the following equipment or an equal solution that meets the same need.

All electronic equipment must be 889, 2Git, TAA compliant as required and approved to operate on Air

Force network systems. Makes and models are to be provided with the contractors quote during the solicitation phase.

Quantity Equipment

1 USB-C podium interface or bridge

1 4K presentation switcher or matrix

3 pairs AV-over-Category 6 transmitters and receivers

1 Audio processor with echo cancellation, automatic mixing, and USB audio

1 Multichannel amplifier

8 Commercial ceiling loudspeakers

3 Table-mounted conference microphones with mute status

2 Ceiling array microphones

1 Podium or presenter microphone

2 Professional PTZ cameras with mounts and a user-accessible privacy control

1 Camera switcher and USB video selection system

1 USB extension system from the podium to the equipment rack

1 Wired touch panel and control processor

1 Professional AV podium or lectern

1 Lockable equipment rack with power distribution, surge protection, UPS, ventilation, grounding, and at least 20 percent spare space

2 100-inch flat-panel televisions

As needed Display and projector mounts, backing, reinforcement, cabling, conduit, raceway, boxes, faceplates, firestopping, connectors, and installation materials

5. Installation

• Verify the room layout, equipment locations, wall and ceiling construction, available electrical service, cable routes, and Government-provided equipment before ordering mounts or beginning work.

• Install both televisions, the projector, cameras, microphones, loudspeakers, touch panel, podium, rack, cabling, and related equipment at Government-approved locations.

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• Keep cabling inside walls, above ceilings, in conduit, or in finished raceway where practical. Do not leave loose cables crossing floors or walking areas.

• Label cables, equipment, and user connection ports so the system can be maintained and repaired. These identification labels are not signage.

• Use the existing electrical service unless the Government separately approves additional electrical work.

• Patch and restore walls, ceilings, furniture, and finishes affected by the installation, and remove installation debris.

• Do not connect equipment directly to a Government network unless the Government communications office approves the connection.

6. Schedule and Documents

Item Due What to provide

Equipment List With solicitation quote prior to award

Equipment list needs to be 889, 2Git, TAA compliant as required.

Project schedule Within 10 calendar days after award

Planned dates for equipment, installation, testing, training, and completion.

Design plan Within 20 calendar days after award

Simple signal-flow drawings, cable routes, rack layout, mounting details, power needs, and any Government actions needed.

Installation complete No later than day 70 System installed, programmed, tuned, and ready for testing.

Testing and training Target days 70 through 85 Government-witnessed testing and user training.

Final documents Within 10 calendar days after testing and no later than day

Final equipment list, serial numbers, as-built drawings, cable list, configuration backups, user guide, administrator guide, warranty contacts, and test results.

7. Testing and Acceptance

The contractor must demonstrate the complete system using a representative Government laptop. At a minimum, testing must include:

• Connect the laptop with the single user cable and confirm that no routine cable changes are needed.

• Conduct a live or simulated Microsoft Teams meeting and verify video, microphones, far-end audio, local loudspeakers, and audio and video synchronization. Also verify another approved platform such as Zoom or Webex.

• Send laptop content to each television, the projector, paired displays, and all displays. Confirm that every image is stable, properly sized, and correctly aligned.

• Test every microphone and all eight loudspeakers for clear and consistent room coverage.

• Test both cameras, presets, automatic framing or tracking, camera selection, and the privacy control.

• Test the touch panel, startup, shutdown, display selection, volume, microphone mute, camera selection, and recovery after a brief power interruption.

• Run the complete system continuously for at least two hours without signal loss, overheating, control failure, or contractor intervention.

The contractor must correct any problems found during testing and repeat the affected tests before the

Government accepts the system.

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8. Manufacturer Authorization

• The contractor performing the contract shall possess all applicable authorizations, certifications, licenses, or other qualifications required by the original equipment manufacturer (OEM) to sell, install, configure, integrate, and support the VTC equipment proposed under this requirement.

• The contractor performing the contract shall also obtain all proposed equipment through OEM-authorized distribution channels. All equipment shall be new, genuine OEM equipment and eligible for the full manufacturer warranty, licensing, software/firmware updates, and manufacturer technical support.

• If installation, configuration, integrations, or support will be performed by a subcontractor, the subcontractor shall possess any OEM-required authorization or certification applicable to the work it will perform.

9. Training and Warranty

• Provide one instructor-led user training session of up to two hours covering laptop connection, display selection, camera controls, microphone mute, volume, shutdown, and basic troubleshooting.

• Provide a separate administrator walkthrough covering the equipment rack, configuration backups, approved software and firmware, warranty support, and service contacts.

• Provide a one-year warranty on contractor-provided equipment, materials, programming, installation, and workmanship starting when the Government accepts the working system.

• Acknowledge warranty requests within one business day and provide on-site service within five business days when the system cannot be restored remotely through an approved method.

10. Items Not Required

• FIPS 140-2 or FIPS 140-3 validation or certification is not required for this equipment.

• Digital signage capability, signage players, signage software, signage licensing, and permanent room or facility signage are not required.

• A dedicated room codec is not required.

• New electrical service, major structural changes, hazardous-material removal, and major core drilling are not included unless separately approved by the Government.

• FIPS 140-2 and FIPS 140-3 validation or certification is not required for this equipment.

11. Installation Access

• Contractor personnel requiring access to Cannon AFB shall comply with all applicable installation access requirements. Contractor personnel shall successfully complete an identity verification, background vetting, and other access procedures required by the 27th Special Operations Security

Forces Squadron prior to being granted installation access. The Government will provide required sponsorship for contractor personnel requiring access for the performance of this contract.