Attachment 2 - Bldg. 23 Statement of Objectives.pdf

STATEMENT OF OBJECTIVES

For

Secure Video Teleconferencing – Bldg. 23

Spangdahlem AB, Germany

12 August 2024

DESCRIPTION OF SERVICES.

This Statement of Objectives (SOO) defines the requirement for the Contractor to engineer, furnish, install, and test (EFI&T) two Secure Video Teleconference (VTC) suites, for Bldg. 23, in room 233, and in Room 210.

The Contractor shall provide all equipment, tools, materials, supplies, transportation, labor, supervision, management, and other incidentals necessary to meet the requirements as stated in this SOO. All equipment, supplies, or materials provided shall be new and not refurbished. No equipment, supplies, and material will be provided by the government.

1.1. Engineering. The Contractor shall gather data to EFI&T the installation of VTCs in Bldg. 23. The Contractor shall gather all information required to propose a complete response to the requirement; inspect proposed installation locations, equipment cabinets, inside plant cabling; ensure the adequacy of, or lack of, physical access, size, and installation parameters pertinent to support the installation; determine what construction support is required to implement the proposed installation; and determine any building modifications necessary to support project installation. The engineering design shall be in accordance with accepted industry standard telecommunications engineering practices for the installation of underground communications conduit and cable. All work is to be accomplished in accordance with the Spangdahlem AB contract, this SOO, and its attachments.

1.1.1. Records for Engineering. The Contractor shall review information relevant to this project by using the appropriate Spangdahlem AB cable records. The 52 CS/SCXP Project Manager (PM) shall provide to the Contractor any Spangdahlem AB records (cable drawings, equipment rack elevation diagrams, etc.), in both electronic and hard copy, that may be relative to the implementation of this requirement. Any deficiencies or inaccuracies in the records, or conflicts between the records (or this SOO) and actual conditions, will be documented by the Contractor and identified to the 52 CS PM for resolution.

1.2. Contractor Proposal. The Contractor shall submit a proposal for a project to implement this requirement. The proposal shall demonstrate that all aspects of the SOO are clearly understood and include documentation that similar projects have been accomplished successfully by the Contractor. The proposal format (with a courtesy copy in *.pdf format) is at the discretion of the Contractor; however, the proposal shall provide all instructions (text, power point/Visio sketches, drawings) and identify all tasks to be accomplished relevant to meeting the requirement objectives.

1.3. Progress Meeting. The Contractor shall chair project progress meetings that includes 52 CS/SCXP PM, and other Spangdahlem personnel as determined by the 52 CS/SCXP PM at an agreed upon interval. The meeting provides a forum for the Government and Contractor to exchange information about the current project status, installation schedules, and known or expected problems and other information necessary/beneficial to ensure success and timely completion of contract requirements. The Contractor shall record meeting minutes and distribute accordingly.

1.4. Contractor Furnished (CF) Materials. The Contractor shall furnish materials for this communications requirement. The Contractor shall supply systems on the DISA Approved Products List (APL) and supported by United States Air Forces in Europe – Air Forces Africa (USAFE-AFAFRICA) Video Operations Center (VOC). All material shall be new and not refurbished. The equipment, software, and features/functions must comply with all Air force and Department of Defense (DoD) Cybersecurity rules and regulations.

The Contractor shall identify all materials or equipment required for this requirement in the Contractor proposal. The Contractor shall list the manufacturer and part number of the proposed material in the proposal. Any equipment provided in this document are for informational purposes only, not for installation or for ordering material. The Contractor shall determine required equipment, quantities, and measure all distances prior to ordering material.

2.0. SYSTEM INSTALLATION REQUIREMENT.

5.1. Sequence of Operations. The Contractor, with concurrence of 52 CS/SCXP PM, shall determine the sequence in which support the installation for this project.

5.2. Room Requirements. The Contractor shall provide and install the following items at building 23:

5.2.1. room 233: Secure VTC, wiring for a NIPR and SIPR connection. Must be able to use one screen for display of VTC video and have the capability to display slides for local and remote VTC participants, display local and remote VTC participants, display up to Secret information, display any video source on any display, and display any video source on any screen, including the ability to display multiple sources on one screen (split screen). Must be able to move and change the configuration of the displays using the control system (touch pad), integrate with existing electronic signs on wall outside room 233, displaying room classification either Non-Secure or Secure, and sign shall immediately and automatically engage upon starting or entering a secure VTC session. Control system (touch panel) must be a user-friendly and intuitive touch-panel control system capable of providing complete and identical system control at the computer station and the conference room table. The control system must be able to control all functions of the VTC system, work with both existing computer systems, be able to activate and deactivate VTC calls, control volume, control cameras, make screen configuration changes. Audio must able adequately hear remote VTC participants from any location in the room, have ceiling mounted microphones and speakers that are flush, pick up and relay personnel speaking at the conference room table to remote VTC participants without echo, distortion, or feedback noises, be able to integrate telecom and telephone calls into VTC streams, be able to play all audio sources through the speakers. Must be able to integrate with existing video and audio matrix switcher. Must be able to be fully integrated with Microsoft Teams.

5.2.2. Room 210: Secure VTC, wiring for a

NIPR, ACBN and SIPR connection. Must be able to use one screen for display of VTC video and have the capability to display slides for local and remote VTC participants, display local and remote VTC participants, display up to Secret information, display any video source on any display, and display any video source on any screen, including the ability to display multiple sources on one screen (split screen). Must be able to move and change the configuration of the displays using the control system (touch pad), integrate with existing electronic signs on wall outside room 210, displaying room classification either Non-Secure or Secure, and sign shall immediately and automatically engage upon starting or entering a secure VTC session. Control system (touch panel) must be a user-friendly and intuitive touch-panel control system capable of providing complete and identical system control at the computer station and the conference room table. The control system must be able to control all functions of the VTC system, work with both existing computer systems, be able to activate and deactivate VTC calls, control volume, control cameras, make screen configuration changes. Audio must able adequately hear remote VTC participants from any location in the room, have ceiling mounted microphones and speakers that are flush, pick up and relay personnel speaking at the conference room table to remote VTC participants without echo, distortion, or feedback noises, be able to integrate telecom and telephone calls into VTC streams, be able to play all audio sources through the speakers. Must be able to integrate with existing video and audio matrix switcher.

Must be able to be fully integrated with Microsoft Teams. Must include an UPS.

5.2. Cybersecurity. Equipment components shall be installed in a lockable, permanently mounted cabinet located either in the VTC room or in the building’s communication room. Equipment installation shall follow red/black guidance from the cybersecurity office and MIL-HDBK-232A/revisions and TEMPEST 01-13. Equipment shall meet the Video Tele-Conference Security Technical Implementation Guide (STIG).

5.3. Equipment Requirements. Equipment, including the Codec must be listed on the DISA and JITC APLs, must be sustainable for a minimum of five years from installation completion date. Installed Codecs must be interoperable with USAFE-AFAFRICA VOC’s Cisco Multipoint environment, servers and support current firewall traversal methods and protocols. Installed Codecs must support H.323, IPv4, IPv6 and Session Initiation Protocol (SIP) transport capabilities with network interfaces of 10/100/1000Mbit, support native widescreen format at a minimum of 1920 x 1080 @ 60Hz and H.239 dual stream capabilities. Audio standards must include, but not limited to, G.711, G.722, G.722.1, G.728, G.729AB, and mPEG4 MC-LO mono and stereo.

Embedded encryption must support Advanced Encryption Standard (AES) 128, and AES-256. All VTC requirements for system network connectivity must be configured according to VTC Services Policy STIG. CODECs must be sustainable according to the DoD Information Technology contracting Organization Global Enterprise Modernization Software & Support (GEMSS).

5.3. Marking Tags.

5.6.1. Cable Marking Tags. All cables shall be marked with tags providing each side of the connection at both ends. The tags shall be permanently labeled (not susceptible to erasure or fading). The same information shall appear on the Contractor’s completed as-built-drawings.

5.6.2. Distribution Panel Marking Tags. Fiber Optic Distribution Panel and Ethernet Panels utilized, or connected to an installed VTC, shall be stenciled/marked with black ink or adhesive backed decals in letters and numbers.

Note. Coordinate with base 52 CS for additional marking instruction.

6.0. Testing.

6.1. Installation Test Plan. The Contractor shall provide an installation test plan and an acceptance test plan as to how the system shall be pre-tested, in-progress-tested, post-tested, and accepted, to demonstrate to the Government that the system is fully operational ready to be placed into service.

6.2. Installation Test. The Contractor shall test the system to demonstrate to the Government a quality assurance evaluation of the system. The Tests will be conducted prior to the system being placed into service. The Contractor shall furnish all test equipment and personnel required to conduct testing. During any testing phase, the Government reserves the right to perform any of the Contractor performed inspections and tests to assure results conform to prescribed requirements. Acceptance tests will be accomplished after the system is placed in service and prior to system acceptance. The Contractor shall performance the acceptance tests in the presence of a Government Representative. The Government Representative must acknowledge that the acceptance tests were appropriately conducted and were successful prior to the system acceptance. The Contractor shall provide an installation test report and acceptance test report accomplished under the installation test plan.

6.3. Installation Test Report. The Contractor shall record all inspections and tests as they are accomplished and make all test sheets/results available for 52 CS PM Review as tests are completed. The Contractor shall notify the 52 CS at least one working day prior to any testing and shall make available all testing standards and criteria used to accomplish testing. All testing will be IAW accepted telecommunications industry standards for the type of cable being tested and the type of test being conducted. The Contractor shall provide test reports to the government within 10 days of completing the testing. The Contractor may be required to complete government witnessed testing during the QA and acceptance process. Electronic copies shall be included in the final deliverables. The Contractor is required to locate/repair any testing irregularities if caused by the installation.

7.0. Installation.

7.1. Site coordination. The Contractor shall meet with the facility owner to facilitate access.

7.2. System Installation Plan. The Contractor shall provide a System Installation Plan which shall include a detailed equipment room layout drawing plans showing all existing and new proposed equipment, optional equipment batteries, power connections, power outlets, lighting, and any other equipment. The System Installation Plan will include information on the number of and type of equipment to be provided, listing the overall quantity and by individual/room quantity. The System Installation Plan will also include a complete list of personnel contacted on site and those stakeholders participating in the site survey. The list shall include telephone numbers, office symbols, and e-mail addresses.

The Contractor shall identify all modifications or changes to the facility or existing AV infrastructure that must be performed at the site by the bae prior to the start of the installation. Although the performance of the work is outside the scope of the Contractor and is the responsibility of the base, there must be concise and clearly understood information describing what and where site preparations and allied support is required and must be accomplished prior to installation of VTC and AV equipment and systems. This would include, but not be limited to, AC power, DC power, Climate control, Grounding, etc.

7.3. Installation Plan Changes. If a problem develops prior to, or during installation, which warrants a change to the agreed upon solution, the contract shall engineer and implement design changes only after Contracting Officer written approval.

7.4. Service Outages. The Contractor shall be responsible for preventing any unscheduled Contractor caused interruptions of service. The Contractor shall coordinate planned outages with the site POC at least five (5) days in advance of any outage, should the implementation necessities a disruption of service.

7.5. Follow-On Support. Upon completion of installation, training, testing and acceptance activities, the Contractor will provide continual onsite engineering support for an additional five (5) workdays to resolve any additional problems with the installed system. The Contractor will provide email and phone support for an additional six (6) months to resolve any additional problems with the installed system.

7.0. GOVERNMENT FURNISHED PROPERTY AND SERVICES (GFP/GFE/GFS).

7.1. Damaged GFP. The Contractor shall, in the event of damage to GFP during installation, determine and report to the 52 CS/SCXP PM the extent and probable cause.

8.0. GENERAL INFORMATION.

8.1. Applicable Documents. The Contractor shall comply with all federal laws, codes, regulations, and statutes applicable to performance of this contract. Some documents (not an all-inclusive list) that may be applicable are included in the following tables. It is the Contractor's responsibility to obtain and adhere to all applicable federal standards.

Note. If there is a conflict between the requirements of this SOO and any applicable document identified in this paragraph, or between documents, the most stringent requirement shall prevail.

8.1.1. Federal Government.

NUMBER TITLE

OSHA Occupational Safety and Health Administration (OSHA) EPA Environmental Protection Agency (EPA) EPA EPA Rules, Regulations, and Legislation

8.2. State, Local and Site-Specific Regulations. The Contractor shall comply with all applicable state, local, and site-specific codes, regulations, and statutes related to the requirement.

8.4. Environmental Management. The Contractor shall comply with the most stringent environmental federal, state, and local laws and regulations, and Air Force policies, instructions, and plans. The federal Government is not exempt from compliance with environmental regulations. The Contractor shall maintain an awareness of changing environmental regulatory requirements to avoid environmental deficiencies on Spangdahlem AB, Germany during the performance of work associated with this requirement.

8.5. Commercial Standards and Manuals. The Contractor shall comply with the following commercial standards (not an all-inclusive list) where applicable. It is the Contractor's responsibility to identify and obtain other standards/manuals not listed that may be relevant to requirement implementation.

9.0. CONTRACTOR PERSONNEL.

9.1. Site Visit Request Letter. The Contractor shall process a Site Visit Request Letter.

This letter shall identify the names, social security numbers (or other unique identifier depending on the person’s country of citizenship), driver’s license numbers and state of issue, and date of birth of the personnel who will be performing on this requirement.

9.2. Vehicles. All Contractors or Contractor employees’ vehicles used for the performance of the contract shall comply with all local and federal regulations.

9.2. Staffing Plan. The Contractor’s proposal shall include a description of labor categories, number of personnel in each category, and a short position title indicating enough on-site/off-site personnel in each category required to meet all contractual obligations.

9.3. Key Personnel Listing. The Contractor shall provide a key personnel listing no later than 14 workdays prior to equipment installation, to include the Contractor’s POC, and contact information to the Contracting Officer prior to commencing work and update information on a continual basis as changes occur to ensure it is always current and correct throughout the life of the contract. The Contractor shall provide an updated key personnel listing within 24 hours of any changes.

9.4. Program Manager. The Contractor shall provide a program manager and an alternate responsible for contract performance and continuity. The Contractor shall identify the program manager or alternate's range of authority to act for the Contractor relating to daily contract operation.

9.5. Site Point of Contact (POC). The Contractor shall provide a Site POC and an alternate responsible for on-site interface for all work site communications with the Government.

The Site POC shall be on site during duty hours until requirement completion.

9.6. Quality (Control) Assurance. The Contractor shall provide a quality control plan that includes the quality control definition, approach to quality control, how the plan will be applied, and methods for handling deficiencies. The Contractor shall provide quality assurance support for the life of the requirement. This support shall include assisting the Government representative in performing random spot checks. The Contractor Quality Assurance representative shall be responsible for identifying and correcting deficiencies, if related to implementation of the requirement. A weekly report (soft copy) shall be submitted indicating progress/status and listing any deficiencies/discrepancies found and actions to correct them.

9.7. Personnel Qualifications. The Contractor is solely responsible for ensuring that sufficient personnel are assigned to this contract and that all personnel are experienced and qualified to perform the tasks associated with this requirement. Evidence of training, experience, qualifications, and certifications, and security clearances of on-site/off-site personnel shall be provided.

9.8. Enterprise-Wide Contractor Manpower Reporting Application (ECMRA) The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the site survey, and follow-on project. The Contractor is required to completely fill in all required data fields using the following web address http://www.ecmra.mil. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year.

Contractors may direct questions to the ECMRA help desk.

9.9. Security. The Contractor may be required to work in secure/controlled areas. The Contractor shall identify and coordinate access and escort needs, 72 hours in advance, with the 52 CS/SCXP during performance of the requirement. A security clearance is not required for the implementation of this requirement, but a security background check will be required. Contractors are responsible for safeguarding government property and materials provided for Contractor use. When not under the direct control of Contractor personnel, all government facilities, equipment, and materials utilized by Contractor personnel shall be secured. The Contractor shall comply with all pertinent instructions, directives, and regulations, as provided by the government, to ensure the proper implementation of the Contractor’s industrial security program. This includes clearance procedures, visitor’s security, inspections, violations, education, classification, and international security programs and operations security.

9.10. Base, Restricted and Controlled Area Access, Contractor ID Badges. All Contractor personnel shall comply with Spangdahlem AB security policies for access to the installation. The Contractor shall coordinate with the 52 CS/SCXP to obtain and return temporary badges and vehicle registrations. When applicable, the Contractor shall coordinate with the 52 CS/SCXP PM for access and security badges for access to restricted and/or controlled areas. The restricted or controlled area facility owner is responsible for continuously escorting Contractors when working in the restricted or controlled area.

Contractor personnel shall always wear these badges while in secure areas. The Contractor shall provide identification badges for employees which are to be always worn that identify the individual, company name, and clearly indicate the wearer is a Contractor. All Contractor personnel shall wear these badges while on duty at the Site on which work is being performed. All passes shall be surrendered to Security forces upon demand to positively identify a persons need to be on Spangdahlem AB. Contractors shall not escort other contractor employees within controlled or restricted areas. Contractors shall fulfill, maintain, and comply with all security requirements as mandated. The Contractor shall comply with security regulations imposed by the installation commander and/or the responsible agency for the restricted or controlled area. The Government may direct the Contractor to leave the controlled or restricted are at any time due to specific mission requirements inherent to the nature of controlled or restricted areas.

9.11. Key Control/Combinations. The Contractor shall establish and implement methods of assuring control and safeguard of all Government keys or lock combinations issued to the Contractor. GOVERNMENT KEYS SHALL NOT BE DUPLICATED. See FAR 52.245-2(e) (2).

9.12. Notification. The Contractor shall immediately notify the 52 CS/SCXP PM and the Contracting Officer of any occurrences of lost or duplicated keys or compromise of combinations. In the event of a compromise, the Contractor may be required to provide appropriate consideration.

10.0. HOURS OF OPERATION.

10.1. Normal Hours of Operation. The Contractor shall perform the services required under this contract during normal duty hours of the site which are 8:00 a.m. to 4:00 p.m.

Monday thru Friday. However, mission requirements may necessitate work outside normal hours. Any site work requested by the Contractor to be performed outside of normal duty hours shall be coordinated with the Contracting Officer at least ten (10) calendar days in advance. Delays associated with working on an active military installation are at the Contractor’s risk. Delays may be military family days, scheduled military exercises, physical training, etc.

10.2. Holidays. The Contractor shall not perform under this contract on federal holidays or site-unique down-days unless expressly authorized by the Contracting Officer.

10.3. On Call/Emergency Services. The Contractor shall be required to provide support and/or assistance in the resolution of Contractor-caused system problems during non-duty hours for emergencies or mission need basis at no cost to the Government.

11.0. SAFETY.

The Contractor shall meet with Base Ground Safety, Environmental Management Office, and health officials prior to commencement of work.

111. Accident/Incident Reporting and Investigation. The Contractor shall record and report all available facts relating to each instance of accidental damage to Government property or injury to Contractor personnel to the Base Ground Safety Office. The Contractor shall secure the scene of any accident and wreckage until released by the accident investigative authority through the Contracting Officer. If the Government elects to conduct an incident investigation, the Contractor shall cooperate fully and assist the Government personnel until the investigation is completed.

11.2. Hazardous Material Identification. The Contractor shall submit Safety Data Sheets (SDS) IAW FAR Clause 52.223-3 for any hazardous materials (paints, solvents, cleaners, encapsulating compound, etc.) to be used in performance of the contract. The Contractor shall file the MSDS(s) with the Base Environmental Management Office prior to using hazardous material. The Contractor shall comply with local environmental procedures concerning the use, disposal, or reporting of hazardous materials.

11.3. Base Civil Engineering Work Clearance Requests. The Contractor shall obtain a Base Civil Engineering Work Clearance Request, AF IMT 103, for any work that may disrupt vehicular traffic flow, base utility services, protection provided by fire, security police, or routine activities of the base.

11.4. Contractor-Furnished Property and Equipment (CFP/CFE). The 52 CS/SCXP PM will not accept receipt of Contractor provided material to be delivered to the USAFE work site. The Contractor shall be responsible for the receipt, staging and deployment of Contractor provided equipment and material.

11.5. Identification/Marking. The Contractor shall clearly mark all CFP/CFE with the company name, contract, and requirement number. The Contractor shall place an easily read, visible, sign (minimum 8.5" x 11") on large containers, construction equipment, or un-manned vehicles while on the Government installation indicating the company name; contract, requirement number; project title; and both the Contractor and Site POC's names and local telephone numbers.

11.6. Transportation and Storage of Material/Equipment. The Contractor shall transport and store all CFM and CFE required implementing contract requirements.

The Contractor shall identify in the proposal any base support requirements (for example, laydown and storage areas) necessary to complete this requirement.

11.7. Equipment. The Contractor shall provide equipment required to support implementation. The Contractor shall be responsible for transportation of construction equipment to/from the work site, as well as their security.

11.8. Service Outages. The Contractor shall be responsible for preventing any unscheduled Contractor caused interruptions of service. The Point of Contact (POC) shall respond via hone to the outage service call within 24 hours and shall help base personnel troubleshoot the reason for the outage and determine if a malfunction in the Contractor-maintained system/equipment. If the Contractor determines the malfunction is not in the Contractor-maintained system/equipment, the Contractor shall immediately notify the 52 Communication Squadron (CS) Cyber Operations Center (CyOC). The Contractor shall be responsible for the cost-of-service calls of outside VTC or AV vendors when the malfunction is in the Contractor-maintained system/equipment. The Contractor shall determine the scope the problem, advise 52 CS/CyOC and provide an estimated restoration time within seventy-two (72) hours of being notified of an outage/degradation.

11.8.1. Restore Service Outages. The Contractor shall restore services within seventy-two (72) hours of being notified of an outage/degradation.

Exceptions to time limits may be allowed with written approval from 52 CS/CyOC.

12.0 PERFORMANCE.

12.1. Place of Performance. The place of performance is Spangdahlem AB, Germany.

12.2. Period of Performance. The period of performance for this requirement shall be ninety (90) days after date of contract award. All work, including installation, training, testing, and acceptance must be completed within this timeframe. Any scheduling delays which may cause this requirement to exceed this period of performance must be relayed to the Contracting Officer as soon as possible to discuss possible resolutions, mission impact, etc.

13.0. DELIVERABLES.

13.1. Required Deliverables. All deliverables are subject to Government acceptance and approval. They shall meet professional standards and the requirements set forth in the Spangdahlem AB contracting office and this SOO. All deliverables shall be produced using recommended software tools/versions as accepted by the Government. All test results shall be part of the required deliverables, along with copies of equipment manuals, training material, standard operating procedures, and troubleshooting steps. All deliverables must be provided in both printed and as a PDF.

13.2. As-Built Drawings. The Contractor shall equipment Rack Elevations and As-Built drawings, no later than 30 days after project completion, As-built drawings shall include equipment locations, and detailed cable connections between devices. The Contractor shall provide configuration management information to the 52 CS/SCXP Project Manager. The configuration management information shall include, but not be limited to, a list of installed components with serial number (hardware), all passwords, and software/IOS. The Contractor shall provide deliverables.

14.0. SCHEDULE.

14.1. The Contractor shall provide a complete milestone schedule that denotes major activities to include time-phased start and completion dates for this requirement within 10 days of contract award. A weekly report shall be submitted indicating project progress/status and listing any deficiencies detected and corrective action taken.

15.0. WARRANTY.

15.1. All hardware/software provided shall be new and include a twenty-four (24) month warranty.

The Contractor shall warranty the products of its manufacturer to be free from defective material and items, such as workmanship, equipment replacement, labor, shipping and handling, phone support, break-fix support for hardware and software, wiring microphones/speakers, diagnostics to determine issues and solutions, programming, mitigation, and remote/on-site services, to restore the VTC and/or AV system back to the original operational level as required. The Contractor shall provide a three (3) year warranty after the final system acceptance date, to include all field trips, telephone support, and shipping costs.

16.0 TRAINING.

16.1. Upon successful completion of the installation process and operational testing, the Contractor shall provide User Training to the designated Site Staff, according to customer requirements. A minimum of one (1) training session (2-4 hours) is required. User training shall provide operational training on the utilization of all features of the system, as well as Basic System Troubleshooting.

The Contractor shall provide System Training to the Operators/System Maintainers. The system training shall include all training provide during user training, along with Intermediate and Advanced System Troubleshooting. User and System Training shall be permitted to be video, and audio recorded for future training purposes. All training material shall be provided to the Government in both printed and pdf versions. The Government shall retain the right to duplicate and distribute the training material for future training sessions.

15.0 DRAWINGS