Attachment 1 Specifications Scope of work and drawings.pdf

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STATEMENT OF WORK

I- GENERAL

The United States Government (U.S. Government) requires the services of a contractor to replace the intercommunication systems at 20 of its consular windows at the Embassy in Paris. The consular intercom system is composed of a two-way communications system at each consular window to facilitate communication between the consular employee(s) and the applicant(s). The contractor selected shall provide and install two-way intercommunication system (microphone, speaker, and control unit) at the specified consular windows. The work shall include removing existing intercommunication equipment, installation of the new equipment, testing the new equipment, and training staff how to operate and maintain the equipment. As the work is to be performed in stages minimizing disruption to operations, the installation of new intercommunication system must not degrade or impact the performance of the remaining intercom systems. A site visit will be offered during the bid submission period.

II- OBJECTIVES

The awarded contractor shall perform all work necessary to accomplish the preparation, execution, and completion processes for the removal of audio system currently installed, including cables, etc. and the design, delivery, and installation of a complete and functioning audio system for the Embassy Paris. The upgrade covers the officer windows in the locations shown in the table below as well as the paging speaker system in the interior public waiting areas and any exterior waiting areas.

Section/Area Location Quantity of Windows

NIV/IV/ACS Consular Lobby 20

System shall enable the consular employee and the applicant at each window to communicate clearly despite being separated by a thick pane of glass, in accordance with the audio quality/intelligibility specifications below. Contractor’s proposals shall include a detailed table of proposed devices/materials (including name of manufacturer, brand, technical spec sheet, model name, and intended use of each of the devices/materials proposed).

The number of window audio systems being replaced will be dependent on the funding available.

Systems at windows not replaced must remain fully functional.

Considering the need to maintain full operating condition and service, the work will need to be done in groups of windows at a time. The contractor Shall coordinate with the Contracting

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Officer’s Representative (COR) (who will coordinate with the Consular Section) for the sequencing and number of windows available to be worked on at any time, estimated to be in groups of 5 to 10 windows depending on the timing, workload, and other factors. The system in all windows not being worked on must remain fully functional during working hours with no disruption to operations.

III- WORK TO BE PERFORMED

All project work shall be performed per this SOW, and any attached quantity surveys, drawings, photos, project specifications, or other attachments as indicated.

The contractor shall perform all necessary work, including but not limited to:

The removal of the necessary equipment for the new installation (windows intercom, speakers, amps, wire, etc.), including legal disposal in contractor-provided trash dumpsters.

Note: the Contractor shall dispose of all equipment appropriately according to French regulations and provide certificate of destruction to the COR

All necessary preparation (pipes, wiring, supports, anchoring, wireways, ladder trays, boxes, wall penetrations, etc.) for the intercom installation.

New intercom system installation.

New paging speaker installation.

Central equipment installation (DPS, Control Processor, etc.).

Interconnection, test, and normal operation.

Training of users and technicians.

Phasing and Barriers Work area in both public and GWA shall be separated by plastic or hard barriers from ground to ceiling (zip wall or equivalent). Any demolition shall include a dust abatement plan to minimize disruption.

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The work must be performed in the following phases:

PHASE 1-

Phase 1a: Pre-execution survey

The Contractor’s design/survey teams shall visit site to provide in-depth survey as needed including above ceiling.

The Contractor shall submit for approval:

shop drawings and product cut sheets of single line drawings, including penetration plan for hardline, with standard elevations for all device installations and racks and details of new hardline penetrations if required product data for all devices, racks, conductors, etc., and phasing drawings showing temporary wall erection, logistics plans, and walls taken offline, etc.

The Contractor shall also provide revisions as necessary for OBO permit.

Phase 1b: Preparation phase, removal, install and preparation of as much as possible pipes, wires, registers, servers, hubs, etc.

The contractor shall perform all work necessary to prepare the site and work area for execution and completion of the work, including but not limited to the following:

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Survey the existing conditions and dimensions to coordinate with requirements indicated and to determine extent of work and space required.

Define and limit the laydown area for debris and tools.

Define and limit space where existing furniture and/or equipment shall be moved and stored during the period of work.

Inventory and record all items to be removed and salvaged.

Temporarily relocate the existing to the designated space approved by the COR.

Save removed items in a suitable, protected storage location during demolition.

Note: Stored items shall be reinstalled in their original condition and locations after demolition and construction operations are complete.

Provide temporary barricades and other protection required to prevent injury to people and damage to adjacent building and facilities to remain.

Delimitate and protect the work area with plastic cones, caution tape, stanchions, barriers etcetera, or as otherwise necessary to ensure only personnel wearing protective safety equipment access the workspace.

Place caution signs in both English and French at the entrance of all work areas.

Provide sailcloth (or equivalent) and plywood for the mixing of construction materials, placing it near the working area, to ensure the site is kept clean, organized, and safe.

Install pipe, cable trays, junction boxes, equipment, etc. required to connect the new intercom system at each windows group.

All installation shall comply with codes mentioned in this scope of services.

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Phase II- Upgrade of intercom installation on windows

Intercom installation on windows shall be upgraded, tested and confirmed operation for intercom usage.

The Contracting Officer Representative (COR) shall review before starting.

Work shall only be done in the groups of windows designated.

Systems at other windows shall remain fully functional.

Activities that can affect the operation of the consular area (noise or interruption of service to windows not being worked on) shall be performed after normal working hours.

After work in the group is completed, the group shall be tested and adjusted for operations to put it in service before moving to work on the next group of windows.

The Contractor shall only proceed with work on the next group of windows after the previous group of windows has been received and put in service, and receive confirmation from the COR.

All wiring and conduits shall be concealed maintaining the integrity of the finishes and aesthetics.

No exposed conduits, wiring, Panduit, or similar shall be allowed. For cabling crossing the wall into the waiting room, the Contractor shall determine if existing penetrations can be reused. If any new penetrations on the hardline are needed, the Contractor shall provide the same level of protection as the existing and be clearly indicated in the drawings.

Phase III: Paging speaker replacement, connection, setup, and adjustment.

After all windows are upgraded, the speakers for paging shall be replaced and connected to the main equipment.

All setup and adjustments for windows shall be performed during non-working time.

All connections and wires shall be labeled and identified.

All connections for the paging function shall be setup.

The Contractor shall perform tests and adjustments for all speakers.

Adjustment and arrangements for paging shall be programmed/setup at necessary equipment.

Phase IV: Test, training, and normal operation

The Contractor shall:

Test all new equipment, tools, or items.

Coordinate tests with the presence of the COR or his/her designated representative Perform training to Users training for up to 45 Consular personnel (including video training materials).

Maintenance/operations training for basic troubleshooting (for up to 15 FAC and DT personnel)

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IV- FUNCTIONAL DESCRIPTION OF SYSTEM

4.1- General:

The Contractor shall provide a fully operational system with voice amplification to facilitate communication by both officer and applicant at each Consular Officer Window without requiring each to raise their voices, and to provide clear paging audio for applicants in interior and exterior general consular waiting areas. The system shall include all speakers, gooseneck microphones, applicant microphones, headsets, and control and category cable. The system shall include an equipment rack to be located in the consular section. If the rack is located in CAER, full size 45RU cabinet shall be provided.

4.2- Audio Systems:

The audio systems shall include:

Audio Digital Signal Processor (DSP): with the required modules used for processing the digital audio signals and echo cancellation (AEC) at each interview window for full duplex officer window communications, as well as in consular office and public area paging system.

Audio speaker for officer side: the Contractor shall provide ceiling or wall-mounted speaker.

Audio speaker for applicant side: the Contractor shall provide ceiling or wall mounted speaker and exterior speakers.

Officer Microphone: The contractor shall provide 18” gooseneck tabletop microphone and base with a toggle to talk button for microphone. The system shall feature the desktop microphones on the Consular Staff side of each window. Consular users shall be able to easily switch between using the gooseneck microphone/ or a wired headset (non- Bluetooth). This functionality shall be mutually exclusive. The volume controller shall have a mute button that mutes the microphone on the applicant’s side whether the consular employee is using the gooseneck microphone or the headset’s microphone.

Headset: One Shure BRH31M-NXLR5M or equal For window control, each window shall include a volume and muting controller that shall be cabled to the equipment rack. The window controller shall allow the user to mute the speaker/microphone volume on either side of the window as well as control the volume of the speakers on either side of the window. If proposing a touch screen controller, the controller must not reach end-of-life for at least 5 years after installation. Each window volume/muting controller shall route back to a central control processor.

Applicant boundary zone microphone: the Contractor shall provide wall mounted on public side with mounting to single gang wall plate. The Contractor shall place microphone to provide direct coverage of officer window glass surface to ensure adequate discrimination between applicant voice and waiting area noise.

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The applicant side microphones shall always be powered on with no button for the applicant to toggle/mute when speaking to the Consular Officer.

Amplification for audio speakers at each officer window.

Waiting Area Loudspeakers: the contractor shall place loudspeakers to serve paging zones in consular waiting area and in associated outdoor waiting area. Speaker indoor coverage shall conform to ANSI/AXIVA A102.01:2022 Measurement and Classification of Audio Coverage Uniformity in Listener Areas (Formerly ANSI/AVIXA 1M, “Audio Coverage Uniformity Standard in Enclosed Listener Areas.”). Paging into the waiting area shall be accessible from every interview window via the volume/muting controller.

Connections and Configurations: The contractor shall provide connections and configuration to facilitate connection of contractor furnished headset to the AV connection plate by the officer. These connections shall be wired in standard fashion to facilitate use of commercial off-the-shelf (COTS) headphones with boom microphone, terminated with 4 or 5 pin XLR connectors.

To facilitate paging announcements from queuing system processor, the Contractor shall provide audio interface with consular queuing system;

see Attachment 9 Section 275405 “Consular Queue Management System Infrastructure and Displays”.

The contractor shall provide audio connections between QFLOW PCs and the audio processor for the consular audio system. One analog 3.5mm connection shall be provided from the output of each PC to the audio input on the digital signal processor.

See Attachment 4, Section 275105 “Audio Systems for Consular Services”

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4.3- Remote Control system:

The Contractor shall provide:

An integrated control system for control officer and public areas.

Controls on officer-side countertop at each officer window location.

AV Control Panel: including paging and muting control, with limited volume, for officer via AV control panel.

Control functions which shall include the following:

Display number of the window being controlled.

“Officer Microphone” volume control. This controls volume and muting of officer’s speech being heard by applicant and indicator that displays relative position of volume.

“Applicant Microphone” volume control. This controls volume and muting of applicant’s speech being heard by officer and indicator that displays relative position of volume.

Audio processor to limit range of these controls and prevent feedback and excessive loudness.

“Mute” button on officer microphones. When this button is pushed, only the officer microphone shall be muted. When button is pushed again, microphone shall become operational again. This shall include a visible indicator on control panel of mute status.

“Mute” button on applicant microphones. When this button is pushed, only inbound audio shall be muted (microphone). When button is pushed again, microphone shall become operational again. This shall include a visible indicator on control panel of mute status.

“Mute All” button on AV control panel. When this button is pushed, both teller microphone and applicant microphone shall be muted.

“Paging Waiting Room” button. When this button is pushed, officer’s microphone shall be routed the speakers in the waiting area for public announcements. The button shall indicate that paging at this window is active. Control system shall only allow for paging from one window at a time.

Number of programmed paging zones shall be as determined by COR as indicated or based upon input from OBO/PDCS/DE/EE, and labeling nomenclature shall be provided for zones.

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4.4- Network

Device control and DANTE/AVB networks shall be distributed separately from building networks.

Use of intra-building optical fiber is indicated on Drawings, or if not, shall be coordinated with COR based upon input from Post Information Management Officer (IMO).

Contractor shall coordinate associated IP addresses with COR based upon input from Post IMO.

The Contractor shall provide DANTE/AVB network links to each audio processor frame to facilitate paging functions and interconnectivity as required.

Provide network switched to support DANTE/AVB device connections.

4.5- Graphic

Please refer to the graphic below for a bird’s eye view of the current consular microphone setup.

In this diagram, the items labeled ‘speaker’ and ‘microphone’ are integrated microphone and speaker devices.

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V- SYSTEM PERFORMANCE REQUIREMENTS

5.1- General:

The Contractor shall provide all audio equipment, components, controllers, microphones, speakers, headsets, equipment racks, cabling, software, accessories, and miscellaneous items necessary to achieve fully functioning Consular audio system.

System design shall conform to ANSI/AVIXA D401.01:2023 Documentation Requirements for Audiovisual Systems (Formerly ASNSI/INFOCOMM 2M:2010, “Standard Guide for Audiovisual Systems Design and Coordination”).

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5.2- Audio Performance Characteristics

Frequency Response: 30Hz – 18 KHz, within ± 3.0db Signal to Noise Ratio: 55dB minimum Total Harmonic Distortion: 1 percent maximum from 30Hz-15Hz (THD)

5.3- Audio Intelligibility

Consular intercom and paging systems shall achieve minimum performance for Speech Transmission Index (STI) exceeding the level of “Fair” quality (i.e., the STI level meets or exceeds

0.60 STI) identified in International Standard IEC 60286-16 (2003-05), “Objective Rating of Speech Intelligibility by Speech Transmission Index),” White noise or spoken word source within Consular Waiting Room shall be set to 65 dBA at 1M to simulate conversation level within Consular Waiting Room. Noise source shall be positioned to emulate waiting applicants.

5.4- Paging Zone Amplifier Load:

The contractor shall provide 70V amplification for paging zones. Total of loudspeaker load presented to amplifier shall not exceed 80 percent of amplifier’s wattage capacity.

5.5- Audio Video Bridging (AVB):

Transport: Conform to IEEE 802.1.

5.6- Dante

Transport: Conform to IEEE 1588

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VI- PRODUCTS

6.1- General

Below is a list of potential authorized manufacturers for each category of equipment.

The Contractor shall provide these brands or equal equipment that meet the characteristics, functional description of system and requirements provided in this scope of services.

6.2- Audio Equipment

Audio dynamic sound processor (DSP):

o Biamp Tesira

Consular Side Intercom Speakers:

o Tannoy o JBL o Electro-Voice o Biamp o QSC o Radio Design Labs (RDL)

Applicant Side Speakers:

o Tannoy o JBL o Electro-Voice o Biamp o Radio Design Labs (RDL)

Audio Amplifier:

The Contractor shall provide amplification for intercom speakers at each officer window. These amplifiers may be either part of DSP assembly, or may be product of separate manufacturer as follows:

o Biamp

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Teller Gooseneck Microphone:

o Audio-Technica o Clock Audio o Shure

Applicant Microphone:

o Clock Audio (CU-C012-RF-CP series) o Audix GS1

Audio Connections:

o Brahler o DIS

Paging Speakers:

70 V speaker with transformer tap on each speaker.

Headsets:

o Shure

6.3-Remote control systems

AV Function Control System:

o Creston o Biamp

6.4- Network components

The Contractor shall provide:

network connections DANTE/AVB or equal.

switches to support DANTE/AVB device connections or equal.

6.5- Miscellaneous equipment

Consular Audio Equipment Rack:

The Contractor shall provide racks for rack-mounted consular audio equipment. This shall Include rack-mounted shelves for equipment which is not rack-mounted, necessary hardware for cable management, and appropriately sized, low noise fans for rack ventilation o AC Power Conditioning for Equipment Rack:

The Contractor shall provide power devices based upon host country power standards.

o AC Power Uninterruptible Power Supply (UPS):

All audio and control system equipment shall be fed by a battery backup system for continued

14 | P a g e 4 1 operation in the event of a power outage. Size to operate paging and intercom systems for a minimum of 10 minutes.

o Cables:

The following represents Basis of Design unless indicated otherwise on the drawings:

Type 1: West Penn D25921 Audio (Mic/Line shielded plenum).

Type 2: West Penn D25924 Audio (for 16- and 8-ohm speakers shielded plenum).

Type 3: West Penn D25923 Audio (70-V speakers shielded plenum).

Type 4: West Penn D254246 Category 6.

Type 5: West Penn D25291 RS-232 Distribution.

o Connection Plate Receptacles:

Unless otherwise detailed, the Contractor shall provide the following types of panel receptacles on connection boxes, panels, plates, and wire ways:

Audio (microphone or line level): XLR-3, XLR-4 or XLR-5 depending on equipment.

Loudspeakers (70 Volt or Low Impedance): Neutrik “Speakon” type.

Network: RJ45 (8P8C) coupler or punch down, unshielded

6.6- Software

The Contractor shall provide all programming and configuration necessary to provide a complete and working system conforming to functional and performance requirements identified in this Section.

VII – PROJECT EXECUTION

7.1- Installation

7.1.1- General:

Installation shall:

include setting in place, fastening to walls, floors, ceilings, counters, or other structures where required, interconnecting wiring of system components, equipment alignment and adjustment, and other work whether or not expressly required herein which is necessary to result in complete operational systems.

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provide the system which conforms to functional and performance requirements of this

Section.

7.1.2- Physical Installation:

The Contractor shall:

Firmly secure equipment in place unless requirements of portability dictate otherwise.

Secure with fasteners adequate to support load from system with safety factor of at least three times total load.

Secure boxes, equipment, and similar components plumb and square.

Install equipment and cable in manner that facilitates operational efficiency and overall aesthetic factors.

7.1.3- Cable Installation:

The contractor shall:

Mark receptacle boxes and cables as set forth in EIA standards, (EIA/TIA-606-C Telecom

Cabling), mark cables regardless of length with wrap-around number or letter cable markers at both ends. There shall be no unmarked cables at any place in the system.

Marking codes used on cables shall correspond to codes shown on drawings or wire run sheets.

Neatly strap, dress, and adequately support inter-rack cabling.

Group cables according to signals being carried. To reduce signal contamination, form separate groups for the following cables:

o Power cables.

o Control, data cables, and Cat 6 UTP.

o Audio cables carrying signals less than -20 dBm.

o Audio cables carrying signals between -20 dBm and +20 dBm.

o Audio cables carrying signals above +20 dBm.

Not allow audio cables to run in same raceway as video, computer video or power cables.

Wireways or Ladder cable trays have to use when running more than 10 wires at the same point.

As general practice, run power cables, control cables, and high-level cables on left side of equipment rack as viewed from rear. Run other cables on right side of equipment rack, as viewed from rear.

Cut cables to length dictated by run. Splices in pull boxes shall not be permitted without prior permission of COR. For equipment mounted in drawers or on slides, provide interconnecting cables with service loop of appropriate length.

Not install cable with bend radius less than that recommended by cable manufacturer.

Install cable in 50 mm below-grade conduit from Consular equipment room to locations of paging devices in outdoor Consular waiting area.

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7.2- Grounding

To minimize problems resulting from improper grounding and to achieve maximum signal-to-noise ratios, the Contractor shall adhere to the following:

General: Because of great number of possible variations in grounding systems, it is the responsibility of Contractor to follow practices below, and to deviate from these practices only when necessary to minimize cross talk and to maximize signal-to-noise ratios in the audio, video, and control systems.

Install secondary system grounding conductors from all racks, audio consoles, and ungrounded audio equipment in each area to primary system grounding point for area.

Do not use AC neutral conductor, either in power panel or in receptacle outlet, be used for system ground; no exceptions are permitted.

Audio Cable Shields: Ground audio cable shields at one point only; no exceptions are permitted. For inter and intra-rack wiring, shield be connected at one end only. For ungrounded portable equipment, such as microphones, connect shield at both ends but grounded at only one end.

Speaker Cable Shields: Ground all speaker cable shields at rack enclosure and bond to technical ground.

7.3- System programming

The Contractor shall:

Programming: Fully brief COR and OBO DE EE AV on available programming options.

Record COR's decisions and set up initial system program. Prepare a written record of decisions, implementation methodology, and final results.

Create a functional and intuitive GUI (Graphic User Interface) tailored to the specific needs and requirements of the project

Incorporate key features as defined in the project specifications Provide a beta version of the GUI for review by the relevant teams (COR, Consular Chief, Facility Manager and OBO DE EE AV) Make a necessary GUI revision based on feedback received by Post and OBO DE EE AV Submit the revised GUI for the final approval to Post and OBO DE EE AV Ensure all issues or concerns raised during the review are addressed prior to the deployment

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7.4- Identification and instructions

Associated AV Equipment Room: Provide wall-mounted, full-size system diagrams to facilitate system setup and troubleshooting. Mount diagrams under clear plastic for protection.

Officer-Side Window Station: Provide simplified user guide for officers. Laminate each guide for durability.

7.5- Cleaning

Upon completion of installation, the contractor shall clean equipment in accordance with manufacturer’s instructions.

7.6- Protection

During installation, and until turnover, the Contractor shall protect finished and unfinished work against damage and loss. In event of such damage or loss, the Contractor shall replace or repair such work at no cost to Government.

7.7- Startup service

The Contractor shall:

Engage factory-authorized service representative to perform startup service and initial system programming.

Adjust sound levels, resetting transformer taps, and adjusting controls to meet occupancy conditions.

Verify that electrical wiring installation complies with manufacturer's submittal and installation requirements.

Complete installation and startup checks according to manufacturer's written instructions.

7.8- Field quality control

7.8.1- Contractor System Checkout:

Before Acceptance Tests are scheduled, the Contractor shall perform their own system checkout as quality control procedure. They shall furnish all required test equipment and perform all steps necessary to determine performance of system to conform to requirements of this Section. This work shall include the following:

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Checkout procedures shall be consistent with test standards identified under requirements for “System Acceptance Tests” below.

Test all audio and related systems to ensure compliance with System Performance Requirements.

Check all control functions, from controlling devices to controlled devices, for proper operation.

Perform preliminary adjusting, balancing, and alignment of system equipment for optimum quality and for conformance with manufacturer’s published specifications.

Establish and mark normal settings for all level controls and record these settings in “Operation and Maintenance Data” submittal.

Maintain documentation on-site of all performance tests for reference by COR and representative of independent testing agency during System Acceptance Tests.

7.8.2- Systems Acceptance Tests:

The Contractor shall engage independent testing agency to perform tests identified below.

System Acceptance Tests shall not be performed until Contractor’s System Checkout has been completed. COR or their representative may monitor System Acceptance Tests.

a) Independent Testing Agency Qualifications:

Independent agency, with experience and capability to conduct testing identified in this

Section, that is member company of International Electrical Testing Association (NETA) or is nationally recognized testing laboratory (NRTL) as defined by OSHA in 29 CFR 1910.7, and that is acceptable to COR.

Testing Agency's Field Supervisor: Person currently certified by International Electrical Testing Association (NETA) or National Institute for Certification in Engineering Technologies (NICET) to supervise on-site testing specified in this Section.

b) The tests shall consist of the following:

Testing Standards: International Standard IEC 60268-16, as identified in Article on

“System Performance Requirements.”

Testing Equipment: Contractor shall be responsible for supplying test equipment required to perform tests.

Two complete hardcopy sets of record drawings, run sheets, manuals, and other required pre-testing construction submittals shall be on on-site, delivered to COR prior to scheduling of Acceptance Tests.

Physical inventory of installed equipment and components shall first be performed of all equipment on site to confirm sufficient presence of items necessary to obtain acceptable test results.

Contractor shall demonstrate operation of all system equipment.

Subjective and objective tests shall be performed to determine compliance with requirements of this Section. Confirm that sampling of 25 percent of officer windows and paging zones achieve required minimum STI.

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If further adjustment is required to conform to project requirements, or if equipment is defective and requires repair or replacement, tests may be suspended or continued at discretion of COR. Acceptance testing shall then be continued once Contractor has identified readiness of system. Costs associated with suspension of testing, including additional costs for testing representatives of COR, are the responsibility of Contractor and shall not be charged to the US Government.

c) Performance of test audio signal paths for Performance Standards Tests shall include, as an example but not limited to, the following:

Audio:

o Communication of each officer window station. Test of levels shall include echo cancellation check.

o Paging capabilities from each officer window station.

o Monitoring station capabilities.

o Testing shall be from all source inputs (e.g., microphones, audio tape units) through all (e.g., mixers, ADA's, switchers) to all signal destinations.

o Test all switches, sound levels, and overall intelligibility.

o Delineation of above signal paths shall not exempt the Contractor from responsibility of checking all paths and outlets for appropriate compliance with Performance Standards during prior Contractor System Checkout.

o During Acceptance Testing, all equipment shall be operated under standard conditions recommended by manufacturer.

Control:

o Audio volume, include inbound and outbound levels.

o Mute inbound and mute outbound operations o Paging selections.

Miscellaneous:

o Cable identification markings.

o Cable routing integrity and neatness.

o Location of speakers, microphones, and controls.

7.9- DEMONSTRATION AND TRAINING

The Contractor shall provide on-the-job training by a qualified instructor or manufacturer representative who is fully knowledgeable in design and operation of systems to individuals identified by COR. All training shall take place after audio systems are operational.

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7.9.1- System User Training:

Training Sessions shall be:

On-site class training of 1-hour duration for up to 45 persons serving 20 windows.

On-site hands-on training sessions of same individuals that participated in class session, but on window-by-window basis.

Session shall be ½-hour duration for each window, with two individuals being trained in each session.

Training Content (training shall be hands-on, which is video-taped for future use) shall include:

Operation of officer window control panel, volume level, and paging area selection(s).

Microphone use and techniques for best intelligibility.

User Manual and training materials:

Contractor shall provide manuals and digital training guide/recordings for post to use to provide training to Consular officers in the future.

7.9.2- Technical Support Personnel Training

This training shall be 8-hour session for up to 15 individuals. Session shall include the following topics:

Operation of officer window control panel (conceptual design, configuration, and normal use parameters).

Microphone use and techniques for best signal to noise ratio.

General Care and system maintenance.

7.10- Period of Performance

The Contractor shall start work 30 working days after the notice to process The contractor shall complete the entire work within 260 working days after the work has started.

The Contractor shall be allowed to work evenings (16:00-00:00), weekends, and local and U.S.

holidays in order to expedite the execution of the project. Work that is going to be disruptive to the consular operations due to extreme noise and construction work activities shall be pre-approved by the CO or COR prior to the start of work.

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VIII- WARRANTY

8.1-Contractor shall warrant all equipment and installation to be free of faulty workmanship, defects, improper adjustments, and from damage. Manufacturer shall repair, restore, or replace work and equipment that fails in materials or workmanship within specified warranty period, including all costs, parts, and labor.

The Contractor shall provide the Government with a high level of assurance that delivered building systems are free of defects, specified warranties are valid, support systems and methodologies are in place, and Government support staff has a full understanding of the continued operation and maintenance of systems.

Disclaimer Limitations: Manufacturer’s disclaimers in published product warranties shall not relieve the Contractor of Contract requirements on related product or work.

8.2- Warranty Period: Warranty shall be one (1) year from date of final acceptance.

8.3- The contractor shall submit a warranty management plan for Government approval that includes all required actions and documents to assure that the Government receives all warranties to which it is entitled. The plan shall be in narrative form and contain sufficient detail to render it suitable for use by future maintenance and repair personnel, whether tradesmen, or of engineering background, not necessarily familiar with this contract. Approved information and warranties shall be assembled in a binder and shall be turned over to the Government no later than the final acceptance date. The Contractor’s warranty period shall begin on the date of final acceptance and shall continue for the full product warranty period.

8.4- Information contained in the warranty management plan shall include, but shall not be limited to, the following:

Roles and responsibilities of all personnel associated with the warranty process, including points of contact and telephone numbers within the organizations of the Contractors, subcontractors, manufacturers or suppliers involved.

Listing and status of delivery of all Certificates of Warranty for extended warranty items, including all information related to manufacturer provided warranties for each equipment and device.

A list for each warranted equipment, item, and feature of construction or system indicating:

22 | P a g e 4 1 o Name of item o Model and serial numbers o Location where installed o Name and phone numbers of manufacturers or suppliers o Names, addresses and telephone numbers of sources of spare parts, warranties, and terms of warranty. Items which have extended warranties shall be indicated with separate warranty expiration dates o Cross-reference to warranty certificates as applicable o Summary of maintenance procedures required to continue the warranty in force o Cross-reference to specific pertinent Operation and Maintenance manuals o Organization, names, and phone numbers of persons to call for warranty service o Typical response time and repair time expected for various warranted equipment

8.5- Warranty Management:

Contractor shall submit a plan of action to Post within twenty-four (24) hours after notification of the need for warranty response. Telephone and email shall be acceptable means of submission.

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IX- MAINTENANCE SERVICES

During the project warranty period, the Contractor shall supply staff, authorized, and trained for equipment installed, to service equipment as described below.

Telephone Assistance: Contractor shall respond within one (1) business day of notification. This first contact shall be to outline nature of problem or functional anomaly. Contractor shall make available an individual knowledgeable with installed system that can address specific system issues described by system operators.

On-Site Repair Assistance: Contractor shall be available to provide capable technicians for on-site service of systems equipment or control software. Technicians dispatched shall be familiar with installed system with complete knowledge of products used in systems configuration. Technicians dispatched shall have complete ability to address nature of system anomaly or performance difficulty described. The Contractor shall provide on-site response within one (1) week. Service shall be available during normal business hours of the facility, Monday through Friday, 8:00 am until 5:30 pm.

Scheduled Service: The Contractor shall provide two scheduled service visits to inspect, maintain, and adjust systems during project warranty period. First visit shall occur approximately six months after installation, and second visit near end of warranty period.

Initial Maintenance: During the warranty period, the Contractor shall provide one (1) year of initial maintenance to include:

o Three-month visit to review performance, analyze, and troubleshoot o Six-month visit for normal maintenance o Nine-month review of warranty issues o 12-month execution of normal maintenance and resolution of warranty issues

After the one-year warranty period, the Contractor shall provide preventive maintenance for one base-year and four-one-year options including the following tasks:

o Three-month visit to review performance, analyze, and troubleshoot o Six-month visit for normal maintenance o Nine-month review of warranty issues o 12-month execution of normal maintenance and resolution of warranty issues

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X- SPARE PARTS

The contractor shall provide the following spare parts on stock at the Contractor premise or at the US Government premise:

One DSP.

For configurable DSP chassis, one (1) of each card type used Two (2) speakers for waiting area.

Minimum supply 10% spares of all devices, headsets, units installed including complete set of window intercom (speaker, microphone, controller, headset etc.)

Power supply if used.

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XI- BASIS OF DESIGN

11.1- Basis of GUI

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11.2- Basis of System Wiring

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XII- PROJECT SPECIFIC REQUIREMENTS

12.1- General requirements

The contractor shall perform daily cleaning of the work area.

Note: The designated work area is the only assigned space/shop for the contractor to prepare materials. This area shall be kept clean, organized, and safe.

The contractor shall provide all labor, equipment, and materials to complete the project and ensure that it has adequate resources to successfully manage and deliver this project on-time and within the quoted amount.

All applicable permits shall be requested and managed by the contractor with the appropriate authority having jurisdiction (AHJ) and all entities related to have the official authorization to perform the work. Permits shall be delivered to COR prior to the commencement of work. In addition, the Contractor shall supply and revise drawings as necessary for OBO printing.

The contractor shall use all necessary precautions to maintain safety in the workplace.

In addition to daily cleaning, the contractor shall remove any debris/garbage weekly off the property compound in contractor-supplied container.

The contractor shall follow and meet all US and local construction codes, regulations, procedures, and OSHA Safety Standards & OSHA Regulations available at www.osha.gov.

The contractor shall meet the applicable technical criteria codes for all current regulations "applicable to the project," including:

o International Building Code (IBC), o International Fire Code (IFC), o International Mechanical Code (IMC), o National Electrical Code (NEC) and o All other applicable Local Codes. Code books are available online, in bookstores, and in libraries.

12.2- Contractor's Personnel

There shall be no employer employee relationship between the US Government and the contractor's personnel.

The contractor shall provide skilled and qualified personnel able to fulfill all project requirements. This shall Include but not limited to general project personnel, managers, supervisors, trades workers, and technicians.

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The contractor shall designate an English-speaking Project Manager who shall be responsible for the project's overall management and shall represent the firm and be the point of contact for the COR.

The contractor shall designate an English-speaking Site Supervisor who shall be responsible for on-site supervision and shall always be present on-site during work periods for the full project duration.

The Project Manager shall:

maintain a daily logbook of work activities and personnel, attend all working meetings, and prepare meeting minutes.

supervise all personnel assigned by the contractor for the performance of their respective services.

Subcontractors shall only be employed with the express written consent of the COR.

12.3- US Government Furnished Materials/Equipment/Services:

There shall be not materials provided by the US Government for this project.

The US Government shall provide electrical power within the working area.

There is no guaranteed storage area for tools, except within the working area and during the active working time. The contractor shall remove all tools and equipment from the building after each phase is completed and keep any remaining equipment and supplies in a locked box when not in use. The COR shall approve box, lock, and location prior to use.

12.4- Project Security

If there is an assigned escort(s), the escort(s) shall have the authority to stop work in case of a safety or security issues and shall report all such incidents to the COR and RSO (Regional Security Officer).

All workers shall be always within the line of sight of the US Government escort.

No dedicated telephone service or extension shall be provided to the contractor by the Embassy. The contractor can only use the property telephone service if it is to report a critical emergency and only with the prior approval of the COR.

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The entry of all personnel and vehicles shall only be allowed with permission of the RSO.

Contractor personal and vehicles shall only enter the site with an entry permit issued by the RSO. No workers, equipment, material, or vehicles shall be allowed to enter the compound or any building without COR confirmation of approval from the Embassy RSO.

Vehicles shall only access the site as necessary for loading and unloading of materials or supplies. Vehicles shall not remain on site after the loading or unloading of materials and supplies.

The contractor shall provide one week in advance a list with the full names of all persons, ID (passport, INE, Driver License) and the vehicles (brand, model, color, and plates) that will enter the site for the COR to request access approval from the RSO.

Workers, supervisors, managers, and drivers shall have a valid identification card to enter the building and work.

Access locations to the site shall be indicated by the COR.

Contractor personnel (workers, supervisors, and managers) shall always wear and keep visible an identification badge provided by RSO.

No cellphones or any other electronic equipment/devices shall be allowed inside the building.

12.5- Ownership of Proprietary Martial

The US Government retains all rights to software and passwords used for this project.

The US Government shall sign a copy of manufacturer’s standard software and firmware licensing agreement as condition of this contract. Such license shall grant use of all programs and application software to Government as defined by manufacturer’s license agreement but shall protect manufacturer’s rights to disclosure of Trade Secrets contained within such software.

Licensing agreement shall not preclude use of software by individuals under contract to Government for commissioning, servicing, or altering system in future. Use of software by individuals under the contract to the US Government shall be restricted to use on Government’s computers, and only for purpose of commissioning, servicing, or altering installed system.

All project developed software, files and documentation shall become property of Government.

Vulnerabilities in software or exploitation by other entities shall be the responsibility of the contractor.

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12.6- Project Logistics

The entry of the materials and equipment to the site or work areas shall be directed by the

COR.

COR info: Olivier Mathieu, mathieuop@state.gov Consular Coordinator to coordinate escorts, verify device locations, and offer onsite assistance:

Minister Counselor for Consular Affairs Josh Glazeroff, glazeroffj@state.gov .

The contractor shall consider and include in the project cost the required distance to carry materials to the working area from outside the premises.

For each project phase, the contractor shall confirm through e-mail at least three business days before the start of work that all the labor, material, and tools/equipment are ready for the identified phase and deliverable.

The contractor shall deliver the material and equipment one day (minimum) before the scheduled commencement of related work.

Note: Tools and equipment shall be inspected by the COR and A-POSHO to ensure it is safe to operate or install.

12.7- Materials, equipment, tools and specifications

The COR shall approve in writing all product or material substitutions or deviations from the SOW and associated contract documents.

The contractor shall provide a complete list of all materials, products, and equipment prior to the commencement of work for COR approval.

The contractor shall deliver a detailed acquisition plan and material delivery schedule prior to the commencement of work for COR approval.

Contractor's furnished labor and materials shall include, but are not limited to all labor, material, hand tools, electrical tools, mechanical - pneumatic equipment, safety equipment, personal protective equipment, vehicles, consulting, etcetera. in the amounts required to comply with the project schedule and to professionally and satisfactorily complete and deliver a high-quality product and service.

The contractor shall be responsible for their materials, tools, equipment, etcetera. When not in use, tools and equipment shall be removed from the site after each work period to free the space for US Government use of the area.

After award of the contract, but before the commencement of work, the contractor shall provide a detailed list of the electrical requirements for all tools and equipment to be used for the US Government to prepare an adequate power source and to avoid damage or overload of the facility’s electrical system.

The contractor shall provide any installation requirements for any other utility needed for the project.

mailto:mathieuop@state.gov mailto:glazeroffj@state.gov

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12.8- Substitutions

Substitutions for Cause: The contractor shall submit requests for substitution immediately upon discovery of need for change, but not later than 5 days prior to time required for preparation and review of related submittals.

Conditions: The COR shall consider the Contractor's request for substitution when the following conditions are satisfied. If the following conditions are not satisfied, the COR will return requests without action, except to record noncompliance with these requirements:

Requested substitution is consistent with the Contract Documents and will produce indicated results.

Substitution request is fully documented and properly submitted.

Requested substitution will not adversely affect Contractor's construction schedule.

Requested substitution has received necessary approvals of authorities having jurisdiction.

Requested substitution is compatible with other portions of the Work.

Requested substitution has been coordinated with other portions of the Work.

Requested substitution provides specified warranty.

If requested substitution involves more than one contractor, requested substitution has been coordinated with other portions of the Work, is uniform and consistent, is compatible with other products, and is acceptable to all contractors involved.

Substitutions for Convenience: The COR shall consider requests for substitution if received within 5 days after commencement of the Work. Requests received after that time may be considered or rejected at discretion of the COR.

Conditions: The COR shall consider the Contractor's request for substitution when the following conditions are satisfied. If the following conditions are not satisfied, the COR will return requests without action, except to record noncompliance with these requirements:

Requested substitution offers US Government a substantial advantage in cost, time, energy conservation, or other considerations, after deducting additional responsibilities US Government must assume.

Requested substitution does not require extensive revisions to the Contract Documents.

Requested substitution is consistent with the Contract Documents and will produce indicated results.

Substitution request is fully documented and properly submitted.

Requested substitution will not adversely affect Contractor's construction schedule.

Requested substitution has received necessary approvals of authorities having jurisdiction.

Requested substitution is compatible with other portions of the Work.

Requested substitution has been coordinated with other portions of the Work.

Requested substitution provides specified warranty.

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If requested substitution involves more than one contractor, requested substitution has been coordinated with other portions of the Work, is uniform and consistent, is compatible with other…