Attachment 1 Statement of Work (SOW) - 2 Feb 2024.pdf

As of 2 Feb 2024

Davis Conference Center (DCC) Statement of Work for

Auditorium Microphone System Replacement Project

DCC Points of Contact Mr E. Kevin Thompson Mr Ken Smith

E-mail: ernest.thompson@us.af.mil E-mail: kenneth.smith.71@us.af.mil Work Phone: (813) 828-7626 Work Phone: (813) 828-7702

Alt Phone: (813) 828-6601 Alt Phone: (813) 828-6601

DCC Technica l Advisor Mr. Philip Denny Work Phone: (813) 828-9217

E-mail: philip.denny.1.ctr@us.af.mil Alt Phone: (813) 828-6601

Order Del i ver y Schedule

Projected Delivery Schedule Three (3) to six (6) months after receipt of order – includes design, delivery of materials, installation, and integration

Background

Auditorium is the largest DCC meeting room. It is setup in an elevated classroom style. It is Available for events up to the Secret level and equipped with single/dual screen projection, Secure VTC system, Blu-Ray/DVD player, cable TV, wireless mics, table mics, conferencing phone integrated in A/V system, laptops, and internet connectivity (Commercial or Air Force Network). Additionally, the Auditorium can transmit audio/video feeds (one-way) to MacDill/SOCOM/CENTCOM Wings, CORONA Room, and DV Conference Room. Also, it can receive audio/video feeds (one-way from CORONA Room. Finally, the Auditorium can receive two laptop feeds from the reception desk and, from the matrix switcher, it can send four feeds to external LCD wall panels. It can also send the associated audio feed to the house PA system. Room also receives audio signals from house PA system. Auditorium seats up to 250.

Current Auditorium (A/V) System Capabilities

• Auditorium is the A/V hub for the DCC

• Any source anywhere concept

• Audio and video routed separately in Auditorium

• Audio and video routed together (one button routing) to all exterior locations

• Any video will be routed to main screen as either single (center projector) or dual (left and right projectors)

• Any audio source can be routed to room audio (The teleconference, VTC, XLR floor/podium mics, and AKG system should be always routed) all sources should have individual touch panel volume and mute controls

• Auditorium wall/desk/floor inputs are a combination of HDMI/VGA/3.5mm/XLR

• Single Screen Projection using center projector.

• Dual Screen Projection using left and right projector.

• Audio for video, presentations, VTC, Teleconference, and music

• Blu-Ray playback.

• VTC CODEC at secret level.

• 5 Video Cameras for A/V Ctrl Room monitoring, SVTC, and virtual conferencing

• Cable TV

• Corded Microphone XLR inputs in floor boxes in Auditorium

• A/V inputs in multiple locations to connect laptops to A/V system

• Tabletop Microphones

• 4 Wireless Microphones (Any Combination of Lapel or Handheld)

• Hybrid Conference Phone (POTS line) integrated into system

• 3 commercial Desktop Computers in A/V Ctrl Room

• A/V Ctrl Room audio monitoring

• Broadcast patch panels for News Media

• Push Presentation (audio & video feeds) to monitors in Balcony, meeting rooms and monitors in common areas

• Auditorium can send and/or receive A/V from the CORONA Room

• Podium/Lectern monitors allows briefer to view what is projected on screen

• Touch panel Crestron control system

Auditor ium Microphone Syst em (to be replaced)

Current Conference Microphone System - AKG CS 2 BU

• Currently installed are 100 base unit microphones

• Current configuration analog daisy chained base stations:

1. Seventy-one (71) microphones stadium seating (fixed locations)

2. Zero to fifteen (0-15) microphones in DV Seating Area (reconfigurable area)

3. Examples of Configurations:

a) Zero (0) tables for ceremonial seating

b) Eight (8) to ten (10) tables in standard-U or closed-U configuration

c) Twelve (12) tables in open-pentagon configuration

4. The tables are not wired to support 110-volt power

5. Currently supported from Floor Box #5

6. Zero up to six (0-6) stage microphones (temp installs for panel table)

7. Examples of Configurations:

a) Zero (0) tables

b) One (1) to three (3) tables

8. Currently supported from Floor Box #1

Microphone System Requirements Summary

• Provide, install, and commission a new microphone system in the Auditorium.

Requirement is comprised of 170 microphones. (153 mounted and 17 tabletop)

• Quantities are as follows:

1. Stadium Seating - Install 110 microphones (110 mounted)

2. DV Seating - Install 26 microphones (20 mounted and 6 tabletop)

3. Stage - Install 6 microphones (6 tabletop)

4. Booths 1 & 2 - Install 2 microphones (one in each booth) (2 tabletop)

5. Podium - Install 3 microphones (3 mounted)

6. Provide 20 microphones mounted-unit spares

7. Provide 3 microphones tabletop-unit spares

8. Install main control unit to replace AKG CS 2 BU

9. Supply Necessary Programming to Support System Integration

• Microphone characteristics are as follows:

1. Mounted Units Under table unit (for example: Televic Conference Confidea F-BOX

71.98.0522 Under table interface box)

Microphone stem (for example: Televic Conference D-Mic 40 SL

71.98.0054 40cm/15.75in gooseneck mic)

Microphone stem (for example: Televic Conference D-Mic 50 71.98.0055 50cm/19.69in gooseneck mic)

Microphone connector (for example: Televic Conference Confidea F- BOX_MIC (71.98.0523 D-MIC screw-lock microphone connector)

Mute button (for example: Televic Conference Confidea F-BOX_MF_PBTN

71.98.0525 capacitive touch button with LED indication)

Mounting plate (For example: Panelcrafters custom plate mic mute)

• Black plate

• White letters

• Ensures guests know that button and mic are together

• Ensures that all mounted mics and buttons have the same spacing

2. Tabletop Units (For example: Televic Conference Confidea FLEX 71.98.0131 Touch enabled tabletop conference unit)

3. Microphones must have a lighted halo ring.

4. Preferred capability: “Green on” | “Red muted”

5. Mute / Unmute capability

6. Gooseneck microphones--approximately 40cm/15.75in in length; except for podium which is approximately 50cm/19.69in in length

7. No capability requirements for: voting, hands raising, base unit speakers, or chairman mode.

8. Prefer that vendor provide drawings of all custom plates

9. For this project, we prefer that the vendor stick with one brand line of microphones, rather than mix and match microphone brands. For example: Use Televic throughout or use Shure throughout; however, do not develop a proposal that utilizes both brands.

10. Stadium Seating, DV Seating, and Podiums should utilize the same custom mounting plates.

D C C A u d i t o r i u m M i c r o p h o n e C o u n t

L o c a t i o n T y p e , S i z e & R e f e r e n c e

Mounted Tabletop Size SOW Rqmnts Reference

Stadium Seating 110 40cm/15.75in Section 1

DV Seating 20 6 40cm/15.75in Section 2

Stage 6 40cm/15.75in Section 3

Booths 2 40cm/15.75in Section 4

Podium 3 50cm/19.69in Section 5

Spares 20 3 40cm/15.75in Section 6 & 7 153 17

Total 170

Microphone System Specific Requirements

1. Stadium Seating - Install 110 Microphones

• Install 110 microphones in fixed locations inside the Stadium Seating Area (110 mounted)

• Install microphones for full coverage (One microphone at every seat)

• Mics at these locations will be recessed and flush mounted.

• Gooseneck microphones (approximately 40cm/15.75in in length)

• The tables do not currently have 120-volt power available

2. DV Seating - Install 26 Microphones

• Install 26 microphones in DV Seating Area (this is a reconfigurable area) (20 mounted and 6 tabletop)

• Mics at these locations will be recessed and flush mounted

• Gooseneck microphones (approximately 40cm/15.75in length)

• Common Configurations in Use:

1. Zero (0) tables for ceremonial seating

2. Eight (8) to ten (10) tables with 16 to 20 mics in standard- and closed-U configuration

3. Thirteen (13) tables with 26 mics in open pentagon configuration (this utilizes

10 permanent auditorium tables and 3 temporary tables)

• The tables do not currently have 120-volt power available

• Currently supported from Floor Box 5

• New custom 6 Gang plate is needed to support the new configuration

1. Current plates were done by RCI Custom

2. Black plate

3. White letters:

a) Label “FB05”

b) Connection Types:

I. HDMI – Input II. Mic – Input

III. Shielded Network Connection

4. Required for Floor Box 5:

a) DM-TX-200-C-2G-B-T (GFE)

b) Install new microphone XLR (Female) input to support corded microphone in DV Seating Area (used during events when a wireless mic cannot be used)

c) Install new microphone system connection

3. Stage - Install 6 Microphones

• Install 6 microphones for use on the Stage (6 tabletop)

• Mics at these locations will be tabletops (not fixed)

• Gooseneck microphones (approximately 40cm/15.75in in length)

• Must be easily reconfigured upon table layout changes

• Note: These are temp installs—only in use for panel table(s)

• Common Configurations in Use:

1. Zero (0) tables

2. One (1) to three (3) tables with 2 to 6 mics

• Currently supported from Floor Box 1; however, needs to be supported from Floor Box 3

• New custom 6 Gang plate is needed to support the new configuration

1. Current plates were done by RCI Custom

2. Black plate

3. White letters:

a) Label “FB03”

b) Connection Types:

I. HDMI – Input II. XLR – Input

III. Shielded Network Connection

4. Required for Floor Box 3:

a) DM-TX-200-C-2G-B-T (GFE)

b) Existing microphone XLR (Female) input to support corded microphone on stage--used during events when a wireless mic cannot be used (GFE)

4. Booths 1 & 2 - Install 2 Microphones (one in each booth)

• Install 1 microphone in Booth #1 and install 1 microphone in Booth #2

• Mics at these locations will be tabletops

• Gooseneck microphones (approximately 40cm/15.75in in length)

• New custom 2 Gang plate is needed to support the new configuration

1. Current plates were done by RCI Custom

2. Brass plate

3. Black letters:

a) Label “BTH01” (for Booth 1) and “BTH02” (for Booth 2)

b) Connection Type:

I. Microphone Input

4. Installed items (a & b below included in FY23 project)

a) DM-RMC-4K-100-C-1G-B-T (GFE)

b) Microphone XLR (Male) output to support Vaddio AV bridge

(GFE)

5. Podium - Install 3 Microphones

• Install 3 podium microphones, one to support each podium

• Two of the podiums are located on the stage and the third is in the second-floor balcony

• Mics at these locations will be recessed and flush mounted

• Podium #1 currently supported from Floor Box 1

• New custom 6 Gang plate is needed to support the new configuration

1. Current plates were done by RCI Custom

2. Black plate

3. White letters:

a. Label “FB01”

4. Connection Types:

a. HDMI – Input

b. Shielded Network Connection

• Required for Floor Box 1:

1. DM-TX-200-C-2G-B-T (GFE)

2. Install new microphone system connection

• Podium #2 Currently supported from Floor Box 4

• New custom 6 Gang plate is needed to support the new configuration

1. Current plates were done by RCI Custom

2. Black plate

3. White letters:

a. Label “FB04”

4. Connection Types:

a. HDMI – Input

b. Mic – Input

c. DM out 1

d. DM out 2

e. Shielded Network Connection

• Required for Floor Box 4:

1. DM-TX-200-C-2G-B-T (GFE)

2. Microphone XLR (Female) input to support corded microphone

(used during events when a wireless mic cannot be used)

3. Crestron DM connection to support Crestron receiver 1 in podium for podium monitor 1

4. Crestron DM connection to support Crestron receiver 2 in podium for podium monitor 2

5. Install new microphone system connection

• Balcony podium supported from 1 gang floor plate

1. Brass plate

2. 1-gang

3. Install new microphone system connection

• Gooseneck microphones (approximately 50cm/19.69in in length)

• These microphones have separate volume controls on touch panel settings page

6. Spares - Provide 20 Mounted-Unit Microphones

• Provide 20 microphones mounted-unit spares (complete set with all components)

• Type: Gooseneck microphones (approximately 40cm/15.75in in length)

7. Spares - Provide 3 Tabletop-Unit Microphones

• Provide 3 microphones tabletop-unit spares (complete set with all components)

• Type: Gooseneck microphones (approximately 40cm/15.75in in length)

8. Install Main Control Unit to Replace AKG CS 2 BU

• Install new main control unit in the Auditorium Control Room equipment racks

• Controller (for example, Televic Conference Plixus AE-S The Plixus Audio Engine)

• Power (for example, Televic Conference Plixus PS 71.98.2930 48V 21A power supply)

• System connection (for example, Televic Conference Plixus NEXT 71.98.2911 Network expander)

• On-site training, setup, commissioning, and support

• Unit will be connected to a Dante DSP–QSC Core (included in FY23 project)

• All power insertion for microphones must be locate in the Auditorium Control Room equipment racks

• If power insertion is done by a network switch, it must be a rear facing unit (for example, Luxul AV series switch)

• There is under the floor access in the main Auditorium raised seating area to facilitate cable runs from microphones to main control unit

9. Provide Programming to Support System Integration

• Supply necessary programming to support microphone system integration

• Program system to ensure same functionality as the existing system

• Add new input and outputs to routing page

1. Crestron touch panel settings page – Microphone volume

2. Change label from “Control Room” (where the AKG processor was controlled) to Desktop Mics

3. The three (3) podiums will remain separate volume controls

4. [ Settings Page ] Add button for volume control on Crestron touch panel for new mic input at Floor Box 5 (similar to existing button for Floor Box 3)

• Integrate with current Crestron DM-MD64X64 switch, Dante DSP – QSC Core, and all other existing equipment

• All equipment will be RS-232 controlled

• Un-compiled Crestron source code and audio programming is available from the

Government

Project Support

The contractor shall provide the personnel with the technological expertise to meet the needs of this project. In addition, the contractor is expected to take time to understand the application of the meeting room’s AV system and how it impacts DCC on-site technicians, users, and other meetings rooms inside the facility. Finally, the contractor will work through technical issues to ensure reliability and interoperability between existing DCC AV technologies and newly installed technologies.

Certifications – The Contractor shall provide audiovisual certified technicians to perform all services. Additionally, the contractor shall ensure that personnel accessing the work site have the proper credentials and current audiovisual certifications (e.g., project manager, programmer, design engineering, etc.) to perform the required functions in accordance with this statement of work. Finally, the contractor shall have proven past performance for design, build, and quality control for large-scale mission critical projects and DoD protocols and processes for secure environment requirements.

Deliverables

• Functionality: The contractor shall deliver a fully-mission-capable audio system compatible with existing AV systems within the allotted time. Also, the contractor shall return the Auditorium to a state of readiness for use as conference room. Finally, the contractor will ensure all current capabilities remain intact after project is completed.

• Equipment: All equipment shall be tested prior to delivery. No storage space is available at the Davis Conference Center prior to the start of this project. The equipment and supplies will not be delivered to the DCC until the start of the project. Rationale: The DCC does not have an area large enough to store the equipment. The contract company is responsible for delivery and unloading of all equipment. Also, the contract company is responsible for the un-packaging, assembling, installation labor, training, programming, calibration, and project management to install all equipment listed within this SOW.

Finally, the contract company will be responsible for the removal and disposal of all equipment replaced during the project along with the discarding of all excess/unused equipment, packaging materials, boxes, etc.

Note 1: The DCC’s service drive is not large enough to support deliveries via 18-wheeler trucks (tractor-trailers); however, the service drive can support box truck deliveries.

Note 2: There is not a raised loading dock at the facility.

• Training: The contractor shall provide user training regarding the use, operation, options, and functionality of all user-level system components to the DCC staff. Training will be scheduled upon completion of the project. When project is near conclusion, the contractor needs to provide DCC staff with estimate start date for training session.

Training must be structured to include all DCC technicians and Government representatives. Training must be comprehensive enough to ensure that when contractor walks away, technicians can perform all system functionality tasks associated with newly installed equipment.

• Documents. The contractor will supply the user guides, un-compiled programming codes on disc, and as-built integration drawings within two (2) weeks of completion.

• Initial Warranty: The contractor shall provide a warranty on all services and work performed under this SOW. The warranty period shall start on the date of acceptance of the installation and continue for a period of twelve (12) months thereafter. The warranty period shall cover all replacement parts at no additional cost to the US Government. The warranty shall cover all workmanship (labor) and conform to the requirements identified herein. The contractor shall guarantee that all work performed is free from defect during the warranty period.

• Warranty Support – If an issue cannot be resolved on the phone or via e-mail, the contractor will dispatch a technician or engineer to the site. The time to arrive on-site will be within 24 to 72 hours (depending on the urgency of the issue).

Up to 24-Hour Response: Emergency Outage (system completely down with a bonafide need to use) 24 to 72 Hour Response: System Outage (problem with work around available either by manual operation or meeting(s) moved to another location

• System Operational Verification Test (SOVT): The contractor shall test all components of the new integrated system and ensure functionality as intended by the customer. Both Government and contractor representatives will be present and participate in the testing of the equipment. At the conclusion of the test, the customer will document any issues on the punch list. Resolution of punch-list items in conjunction with SOVT and Final Acceptance will occur at an agreed upon date in the future. [ IMPORTANT ] SOVT will be detailed and thorough. The Government will schedule a set time to perform the SOVT.

• Work Schedule: The contractor will have access to the Davis Conference Center on

Monday – Friday, 8:00am to 4:00pm. Contractor will supply required information for base access. DCC staff will process and provide escort for contractor (when necessary) while in the facility.

Answers to Questions Previously Asked by Vendors

1. Who will be responsible for Electrical work? No electrical work should be needed.

Statement of Need mentions that no electrical power is available at the tables;

therefore, devices will need to be powered over ethernet (POE).

2. Who will provide power outlets in AV racks and field AV devices? Current AV racks are plugged into existing wall outlets and there is a rack-mounted power strip with 5 available outlets. All field AV devices should be POE powered eliminating the need for electrical outlets.

3. Will there be any cables that are going to be reused? No, existing cables will not be reused.

4. Who will be responsible for conduit and raceways for AV cabling? Will there be a need to run new conduits and raceways? Project will use existing conduit and raceways. There is no need for new conduit and raceways.

5. Will there be an available equipment rack for this project? Yes, there are five (5) rack units available for use.

6. Will Televic offering be given preference in this bid? No… we will accept that brand or one of equal similarity, as long as it has comparable functions & capabilities and can achieve the objectives outlined in the Statement of Work, e.g., recessed, flush mounted, clean look, integrated into existing furniture, etc.

7. Is there a network switch available to be utilized for this project? No, if your engineered solution requires a network switch, then you will need to provide it (Reference: Section 8 of Statement of Work)

8. Completion schedule due to any delays from the current supply shortage? We have some flexibility with regards to completion schedule. We understand that currently, in the United States, there are some supply chain, logistical challenges. As a result, we also understand that there may be delays associated with supply chain shortages which could impact the completion schedule for this project.

9. Free parking? The distance from the jobsite building. Yes, parking is free and co-located next to building. Distance will be determined by type of delivery vehicle.

10. Does the jobsite have a loading dock? No, there is no loading dock at the Davis

Conference Center. There is a service drive leading up to the building; however, it is not large enough to support deliveries via 18-wheeler trucks (tractor-trailers). It can support box truck deliveries. (Reference: Deliverables Section of Statement of Need)