Statement of Work (SOW) AV Installation, Monitoring & Control System

Rooms 127 (Control), 128, 126, and 124 Ira C. Eaker Center for Leadership Development

Air Force Chaplain Core College BLDG M693 First Floor Maxwell AFB, Montgomery, Alabama

1. Project Summary

This Statement of Work defines the technical requirements, installation tasks, programming, testing, and deliverables for implementing an Audio-Visual (AV) monitoring and control system in Building 693. Room 127 will serve as a centralized Control Room with the capability to monitor and manage AV systems in Room (s) 124, 126, and 128, which function as instructional classrooms.

The system must provide real-time audio/video monitoring, remote control, and communication capabilities to support instructional continuity and operational oversight.

Upgrading these repurposed spaces with standardized, enterprise-aligned AV solutions will:

• Enhance instructional delivery quality and student engagement

• Ensure compliance with Air Force expectations for hybrid and distributed learning

• Reduce instructor workload associated with outdated or fragmented technology

• Improve reliability, uptime, and consistency across all classrooms

• Enable scalable use of collaboration tools required in modern learning environments

2. System Objectives

• Enable Room 127 to view live video feeds from Room (s) 124, 126 and 128

• Enable Room 127 to monitor and adjust audio levels from each classroom

• Provide remote control of classroom AV systems

• Ensure low-latency, high-reliability AV-over-IP transport

• Maintain compliance with institutional IT and cybersecurity standards

• Provide a user-friendly control interface for Room 127 staff

• Use professional or broadcast-quality components for all audio and video devices

• Provide a new digital video switcher/router for meeting the following minimums:

1. ≥24 inputs supporting both analog and digital sources

2. Required A/D and D/A conversion components

3. Camera control with recallable presets

4. Automatic sound leveling (AGC, ALC, or equivalent)

5. Audio mixer sized for all required inputs; supports balanced/unbalanced sources

6. User inputs at the console: HDMI, auxiliary HDMI, VGA with audio, and wireless presentation

7. Video-conferencing I/O compatible with Teams and Zoom

3. Functional Requirements

3.1 Control Room (Room 127)

The AV Contractor shall provide and install:

Monitoring Workstation

• Multi-display setup (minimum two displays; three preferred)

• Ability to view up to three simultaneous video feeds

• Selectable audio monitoring per classroom

Control Interface

• Crestron Touch panel or PC-based control

• Room selection and source switching

• Camera control (PTZ if applicable)

• Audio level monitoring and adjustment

• System status indicators (online/offline, streaming status)

Audio System

• Powered speakers

• Audio routing from each classroom feed

• Intercom/talkback to each classroom

• Recording or archiving system

Networked AV Processor

• Central control processor compatible with all classroom devices

• Secure network connectivity to all endpoints

3.2 Monitored Classrooms (Room (s) 124, 126, 128)

Each classroom shall be equipped with:

Camera System

• One or more cameras providing instructor and/or student views

• PTZ capability if required by instructional use

Microphone System

• Ceiling, boundary, or instructor-worn microphones

• Audio capture suitable for monitoring and instructional review

AV Encoder / Streaming Device

• Networked AV-over-IP encoder compatible with Room 127’s system

• Low-latency streaming (target <150 ms end-to-end)

Local AV System Integration

• Projector or display integration

• Instructor station connectivity (HDMI/USB-C)

• Audio playback system

Remote Control Features

• Camera control (pan/tilt/zoom)

• Audio level monitoring

• Source selection (if multiple sources exist)

• System power on/off

4. Network & Infrastructure Requirements

The AV Contractor shall:

• Coordinate with IT for VLANs, QoS, and multicast configuration

• Assign static or reserved IP addresses to all AV devices

• Provide network diagrams showing device topology

• Ensure all devices meet cybersecurity requirements (firmware, passwords, encryption)

5. Cabling, Labeling, and Installation Standards

• Provide and install all wiring, connectors, terminations, and accessories for a complete, code-compliant installation

• Use a uniform color scheme for AV cabling distinct from other building communications cabling; comply with TEMPEST/EMSEC expectations

• Label both ends of every cable with machine-printed labels showing source/destination;

provide a master cable index (hard copy and electronic)

• All new cables shall be plenum-rated and compliant with HVAC plenum requirements

• Conceal cabling, patch penetrations, and finish surfaces to a professional standard

• Perform all required high-voltage electrical work

• Label all network drops, cables, and equipment

6. Installation Requirements

• Install all AV equipment per manufacturer specifications

• Provide all necessary mounting hardware

• Terminate and label all cabling

• Rack-mount equipment in Room 127 (if applicable)

• Ensure cable management meets institutional standards

• Conduct initial power-on and configuration of all devices

7. Programming Requirements

• Develop a unified control interface for Room 127

• Program all classroom devices for remote control

• Configure video streams for optimal quality and minimal latency

• Implement user authentication if required

• Provide camera presets (if PTZ)

• Enable system logging and error reporting where supported

8. Testing & Commissioning

The AV Contractor shall perform:

• End-to-end video and audio latency testing

• Verification of all control functions from Room 127

• Network performance validation

• Failover and recovery testing (if applicable)

• User acceptance testing with institutional staff

A Commissioning Report must include:

• Test results

• Device list with firmware versions

• Network configuration summary

• Known issues and resolutions

9. Documentation Deliverables

The AV Contractor should provide:

• System drawings (AutoCAD, VidCAD, or Visio) in hard copy and digital formats;

drawings must be detailed and comprehensive.

• Control system code: Deliver both compiled and original source code for all programmed elements.

• Product documentation: Consolidated binders containing all books, manuals, media (CDs/DVDs), and warranty documents.

10. Training Requirements

Training should include:

• Operation of Room 127 control interface

• Operation of Room (s) 124, 126 and 128

• Monitoring procedures

• Basic troubleshooting

• Escalation and support processes

Training must include both live demonstrations and written materials.

11. Warranty & Support

• Minimum 12-month workmanship warranty

• Manufacturer warranties for all equipment

• Optional support contract (if requested), including:

o Remote diagnostics o On-site service o Preventative maintenance

12. Completion Criteria

The project will be considered complete when:

• Room 127 can fully monitor and control Rooms 128, 126, and 124

• All systems pass commissioning tests

• All documentation and training are delivered

• Institutional representatives sign off on system functionality

13. Equipment Requirements

All equipment must be brand new. Refurbished items are not authorized.

14. Place of Performance & Delivery

Location: Building 693, 155 Twinning Street Maxwell AFB, AL 36112

Receiving Note: Building 693 does not have a loading dock. The contractor must use a truck with a lift gate.

Delivery/Receiving Address:

AFCCC / Ira C. Eaker Center for Leadership Development, Bldg. 693 First Floor 155 Twinning Street Maxwell AFB, AL 36112, United States

15. Period of Performance

The period of performance shall be proposed by the contractor consistent with site conditions, material lead times, and Government scheduling constraints. The schedule shall include milestones for design submittals (if requested), installation, testing, training, and final acceptance.

16. Point of Contact Ms. Dava Hornbeak Eaker AV Team Lead Email: dava.hornbeak.1@us.af.mil Phone: (334) 953-6427 mailto:dava.hornbeak.1@us.af.mil

17. Rooms Covered by this SOW

1. Room 127 – Unclassified Control Room

2. Room 124 - Unclassified Classroom

3. Room 126 – Unclassified Classroom

4. Room 128 – Unclassified Classroom

18. Assumptions & Constraints

1. Proposed solutions may use alternate products/models if they meet or exceed the intent and performance of these objectives.

2. The contractor shall provide all materials not explicitly listed but required to deliver a complete, stable, and safe operation—at no additional cost beyond the firm-fixed price.

3. The system design shall anticipate future centralization of core switching and remote management.

4. Work shall be sequenced to minimize instructional impact and coordinate with Government schedules.

19. Centralized AV Cabinet Approach

The contractor shall furnish, install, configure, integrate, test, and commission all required components to establish Room 127 as the centralized AV control booth for monitoring and managing Rooms 124, 126, and 128. The centralized AV control booth shall provide operators with the capability to oversee, control, and support AV systems within the designated rooms from a single location.

20. Attachments

Attachment A – Minimum Capabilities Checklist (Per Room)

Capability Area Minimum Requirement

Virtual Meetings Native support for Teams, Zoom, Webex

Displays Interactive front display plus rear confidence monitor

Audio Ceiling speakers and ceiling microphones; even coverage

Cameras Instructor and audience views; presets; high image quality

Control Single touch panel (AMX/Crestron-style), one-operator console

Switching New digital video switcher/router, ≥24 inputs, analog+digital

Conversions Provide required A/D and D/A converters

Audio DSP/Mix Mixer supports balanced/unbalanced; auto-leveling

Inputs at Console HDMI, Aux HDMI, VGA+Audio, Wireless

AV over IP Fiber backbone; access switches sized for 4K/UHD; core scalable to ≥16 concurrent 4K/UHD streams

Cabling Color-coded, labeled both ends; plenum-rated

Documentation As-builts (CAD/VidCAD/Visio), source code + compiled

Training Operators’ proficient turnover: quick guides provided

Support 90-day initial support (24-hour turnaround), then warranty support with loaners as needed

Finish Conceal cabling; patch/plug penetrations; professional finish

21. SECURITY REQUIREMENTS FOR UNCLASSIFIED SERVICES ONLY

No CAC REQUIRED

1. Contractor Notification Responsibilities: The contractor shall notify the contracting officer within 30 days before on-base performance of the service. The notification shall include:

a. Name, address, and telephone number of contractor employees working on the contract.

b. The contract number and contracting agency.

c. The location(s) of service performance and future performance, if known.

d. The date service performance begins.

e. Any change to information previously provided under this paragraph.

2. Installation Access Requirements: As prescribed by the DAFFARS 5352.242-9000, Contractor access to Air Force installations, AFI 31-218, Motor Vehicle Traffic Supervision, and DoDM5200.08v3_AFMAN31-101v3, Installation Perimeter Access Control.

a. The contractor shall obtain base identification, and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Department of the Air Force installations(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished contractor identification badges while visiting or performing work on the installation.

b. The contractor shall submit a written request on company letterhead to the Contracting

Officer (CO) listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base.

The letter will also specify the individual(s) authorized to sign a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver’s license, current vehicle registration, and valid vehicle insurance certificate to obtain a vehicle pass.

c. During performance of the service, the contractor shall be responsible for obtaining the required identification for newly assigned personnel and for prompt return of credentials for any employee who no longer requires access to the work site.

d. Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

e. Failure to comply with these requirements may result in the withholding of final payment.

3. Vehicle Inspections. All commercial vehicles will be directed to Gate 3 (Kelly St) or Gate 4 (Congressman Dickenson for Gunter) for processing through the Commercial Vehicle Inspection (CVI) Area, when operational. During non-duty hours and holidays, commercial vehicle inspections will be conducted at Gate 1 (Maxwell Blvd) or Gate 4 (Congressman Dickinson Drive) only. Inspection members will conduct thorough inspections of the interior and exterior of the vehicle for items prohibited from the installation such as explosive devices, weapons and ammunition, drugs, and open or closed alcohol containers.

4. REAL ID Act: All Maxwell Air Force Base and Gunter Annex visitors must present a REAL ID-compliant credential to be issued a pass.

REAL ID-compliant cards have a star marking �on the upper portion of the card. If the card does not have a star marking, it is not REAL ID-compliant and won’t be accepted as proof of identity to board commercial aircraft or access military installations like Maxwell or Gunter.

Those without a REAL ID-compliant driver’s license may also use a U.S. passport or passport card, a Transportation Worker Identification Card (TWIC), a Veteran Health Identification Card (VHIC), or a combination of the following documents to be issued a pass:

• An original or certified true copy of a birth certificate with a raised seal

• A social security card

• A driver’s license issued by a state, territory, or the District of Columbia that is not REAL

ID-compliant.

All three documents must reflect the same name (or a documented former name through legal name change documents such as a court order, marriage certificate, or divorce decree).

More information about accessing Maxwell can be found here: https://www.maxwell.af.mil/About-Us/Fact-Sheets/Display/Article/4024201/base-access-information/ https://www.maxwell.af.mil/About-Us/Fact-Sheets/Display/Article/4024201/base-access-https://www.maxwell.af.mil/About-Us/Fact-Sheets/Display/Article/4024201/base-access-

5. Controlled/Restricted Areas: If work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with DAFI 31-101, Integrated Defense, and DoDM5200.02_DAFMAN 16-1405, Air Force Personnel Security Program.

If unescorted access is not authorized and the contractor requires access to controlled/restricted areas, they must be escorted by appropriately always cleared government personnel.

If work is required in a classified environment, the area must be sanitized, and the contractor will be always escorted by appropriately cleared government personnel.

6. Reporting Requirements: The contractor shall comply with DAFI 71-101, Volume-1, Criminal Investigations, and AFI 71-101, Volume-2, Protective Service Matters, requirements.

Contractor personnel shall report to 42d Air Base Wing Information Protection Office, any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information.

Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment and as required thereafter.

7. Traffic Laws: The contractor and their employees shall comply with base traffic regulations set forth in AFI 31-218, Motor Vehicle Traffic Supervision and DoDM5200.08v3_AFMAN31- 101v3, Installation Perimeter Access Control. Personnel in violation may be issued a Central Violations Bureau Form 1805 traffic ticket.

8. Random Installation Entry/Exit Checks: Entry/exit vehicle checks are conducted by order of the 42 ABW Commander. These checks are conducted for the purpose of safeguarding the base and protecting government property by discovering and seizing stolen property, classified information, and contraband. Refusal to submit to an installation (entry/exit) vehicle check may result in the loss of base driving privileges, revocation of base registration, or debarment action.

9. Cellular Phone Operation Policy: The use of cellular phones while operating a motorized vehicle is prohibited on Maxwell-Gunter. Although discouraged, drivers are authorized to use devices, i.e. ear bud or ear boom, which allows their cellular phone to be operated hands-free.

The device must not cover both ears. This policy applies to everyone driving on Maxwell AFB and Gunter Annex. Personnel in violation may be issued a Central Violations Bureau Form 1805 traffic ticket.

10. Wireless Electronic Devices: The contractor will not establish their own Information Technology (IT) systems or networks (Local Area Networks [LAN], Wide Area Network [WAN], Cellular phone/USB Modem as WAN, Wi-Fi as WAN, etc.), or camera system without the direct permission of the Program Manager and governing communications and responsible information systems office (42 CS).

11. Firearms and Ammunition: Transporting weapons or ammunition, concealed or otherwise, IS NOT permitted by any non-law enforcement personnel on Maxwell AFB/Gunter Annex at any time regardless of state issued concealed weapons/LEOSA permits. Violations may result in criminal prosecution under applicable federal laws.

12. Illegal Weapons. The weapons below are considered illegal, unless specifically authorized by competent authority and are prohibited on Maxwell AFB/Gunter Annex. Violations may result in criminal prosecution under applicable federal laws.

a. Switchblade knives or knives with any type of automatic blade release.

b. An incendiary/explosive weapon (e.g., grenades, flash bangs).

c. Fireworks

d. Homemade mortars, aka "tennis ball launchers" or similar devices.

5352.201-9101 AETC Ombudsman (Jul 2023)

(a) An ombudsman has been appointed to hear and facilitate the resolution of concerns from offerors, potential offerors, and others for this acquisition. When requested, the ombudsman will maintain strict confidentiality as to the source of the concern. The existence of the ombudsman does not affect the authority of the program manager, contracting officer, or source selection official. Further, the ombudsman does not participate in the evaluation of proposals, the source selection process, or the adjudication of protests or formal contract disputes. The ombudsman may refer the interested party to another official who can resolve the concern.

(b) Before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the contracting officer for resolution. Consulting an ombudsman does not alter or postpone the timelines for any other processes (e.g., agency level bid protests, GAO bid protests, requests for debriefings, employee-employer actions, contests of OMB Circular A-76 competition performance decisions).

(c) If resolution cannot be made by the contracting officer, the interested party may contact the ombudsman, Mr. Juan Martinez, Deputy Director, AFICC/KT, 2035 First Street West, JBSA Randolph TX 78150-4304, telephone 210-652-1722, juan.martinez.2@us.af.mil. Concerns, issues, disagreements, and recommendations that cannot be resolved at the Center/MAJCOM/DRU/SMC ombudsman level, may be brought by the interested party for further consideration to the Air Force ombudsman, Associate Deputy Assistant Secretary (ADAS) (Contracting), SAF/AQC, 1060 Air Force Pentagon, Washington DC 20330-1060, phone number

(571) 256-2395, facsimile number (571) 256-2431.\

(d) The ombudsman has no authority to render a decision that binds the agency.

(e) Do not contact the ombudsman to request copies of the solicitation, verify offer due date, or clarify technical requirements. Such inquiries shall be directed to the contracting officer.

(End of clause)

5352.223-9001 Health and Safety on Government Installations (Jul 2023)

(a) In performing work under this contract on a Government installation, the contractor shall:

(1) Take all reasonable steps and precautions to prevent accidents and preserve the health and safety of contractor and Government personnel performing or in any way coming in contact with the performance of this contract; and

(2) Take such additional immediate precautions as the contracting officer may reasonably require for health and safety purposes.

(b) The contracting officer may, by written order, direct Air Force Occupational Safety and Health (AFOSH) Standards and/or health/safety standards as may be required in the performance of this contract and any adjustments resulting from such direction will be in accordance with the Changes clause of this contract.

(c) Any violation of these health and safety rules and requirements, unless promptly corrected as directed by the contracting officer, shall be grounds for termination of this contract in accordance with the Default clause of this contract.

5352.242-9000 Contractor Access to Air Force Installations (Jun 2024)

(a) The contractor shall obtain base identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Department of the Air Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

(b) The contractor shall submit a written request on company letterhead to the contracting officer listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing.

When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver's license, current vehicle registration, valid vehicle insurance certificate to obtain a vehicle pass.

(c) During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site.

(d) When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with the appropriate paragraphs as applicable.

(e) Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

(f) The contractor shall provide an after-hours contact number or after-hours email in the Emergency Mass Notification System (EMNS) for each of their personnel, whose normal place of duty is on a DoD installation or within a DoD facility. The contractor shall comply with any additional requirements in DAFMAN 10-206 for emergency operational reporting. Foreign Nationals may participate and may remove themselves from the Emergency Mass Notification System at any time. To update information, personnel can access the globe icon on their system desktop screens and choose the "Access Self-Service" option.

(g) Failure to comply with these requirements may result in withholding of final payment.