Attachment 2--VTC Requirement Document.pdf

REQUIREMENTS DESCRIPTION FOR

FOR

HQ Conference Room VTC Equipment Upgrade

Scope:

The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in ‘Government Furnished’, to perform HQ Conference Room VTC Equipment Upgrade Services, as defined in this SOW.

Objectives The Contractor will install and configure new video teleconferencing (VTC) systems in the IHS Rockville Headquarters conferencing rooms to provide current-generation hardware, software, and technical capabilities. This includes new video teleconferencing hardware and peripherals to support these upgrades. The control systems and associated hardware will be updated to work in conjunction with the upgraded equipment. The goal is to provide a more reliable, streamlined, and robust teleconferencing experience for the end users of the systems.

Background: The current VTC systems in the IHS Rockville Headquarters conferencing rooms have become outdated, have fallen out of support, and are in disrepair. This project is to modernize the VTC experience and ensure that solution is under support and can be repaired and supported as issues arise. Contract type is firm fixed price. The duration of this project is estimated at six (6) weeks.

Requirement Description:

Brand Name Specific to “Cisco Products”: Please see attachment labeled “Requirement Description” for the teleconferencing hardware and peripheral specific to Cisco, to meet the Government needs.

1 HEADQUARTERS CONFERENCE ROOMS UPGRADE - SMALL CONFERENCE

ROOMS 8B01 AND 10B01 (Per Conference Room)

• Install and configure one (1) Cisco Board Pro 75 conference solution.

It will utilize a built-in 75” 4K/ Ultra High Definition (UHD) display, stereo speaker, beamforming microphone array, and speaker tracking camera to conduct a Session Initiation Protocol (SIP) video call, Webex meeting, WebRTC Teams or Zoom (if enabled by Webex admin)

• Provide and install an Americans with Disabilities Act (ADA)-compliant, over-the-floor raceway to conceal cabling from the feature wall/codec to the conference table. Cabling will include:

• One (1) network connection for the Cisco Navigator touch panel

• One (1) network connection for the additional Cisco table microphone array

• Install and configure one (1) Cisco Room Navigator to act as a room scheduling panel for the conference room. The Navigator touch panel will be wall-mounted next to the door, outside of the conference room.

This panel will connect to the customer’s network and utilize one (1) new power-over-ethernet injection device for power

2 HEADQUARTERS CONFERENCE ROOMS UPGRADE - SMALL CONFERENCE

ROOMS 8B02, 9B02, AND10B02 (Per Conference Room)

• Install and configure one (1) Cisco Bar Pro conference solution. The solution will be configured to the IHS Webex Call Control Hub. It will utilize built-in stereo speakers, beamforming microphone array, speaker tracking camera, and one (1) new 75” 4K/UHD display to conduct a SIP video call, Webex meeting, WebRTC Teams or Zoom (If enabled by Webex admin), or Universal Serial Bus (USB) calling from a user's laptop

• Provide and install an ADA-compliant, over-the-floor raceway to conceal cabling from the feature wall/codec to the conference table.

Cabling will include:

• One (1) 4K High-Definition Multimedia Interface (HDMI) cable for content sharing both locally and in call (adapter on video cable also allows for mini– display port or USB-C connectivity)

• One (1) network connection for the Cisco Navigator Touch Panel

• One (1) Network connection for the additional Cisco table microphone array

• Install and configure one (1) Cisco Room Navigator to act as a room scheduling panel for the conference room. The Navigator touch panel will be wall-mounted next to the door, outside of the conference room.

This panel will connect to the customer’s network and utilize one (1) new power-over-ethernet injection device for power

3 HEADQUARTERS CONFERENCE ROOMS UPGRADE - MEDIUM CONFERENCE

ROOMS 7NEH01, 8NEH01, 9NEH01, AND 10NEH01 (Per Conference Room)

• Install and configure a Cisco Room Kit EQ conference solution. The solution will be wall-mounted behind two (2) 75” 4K/UHD displays and configured to the IHS Webex Call Control Hub. It will be able to conduct a SIP Video Call, Webex Meeting, WebRTC Teams or Zoom (if enabled by Webex Admin) or USB Calling from a user's laptop. Additional Cisco accessories to be installed to enhance the conferencing system include:

• One (1) new Cisco quad cam to be installed above/below the feature wall displays

• One (1) ceiling microphone array for capturing of in-room speech for use within a teleconference. This microphone will not provide voice lift/speech reinforcement to the room

• Provide and install an ADA-compliant, over-the-floor raceway to conceal cabling from the feature wall/codec to the conference table.

Cabling will include:

• One (1) 4K HDMI cable for content sharing both locally and in call (adapter on video cable also allows for mini–display port or USB-C connectivity)

• One (1) network connection for the Cisco Navigator Touch Panel

• Install and configure one (1) Cisco Room Navigator to act as a room scheduling panel for the conference room. The Navigator touch panel will be wall-mounted next to the door, outside of the conference room.

This panel will connect to the customer’s network and utilize one (1) new power-over-ethernet injection device for power

4 HEADQUARTERS CONFERENCE ROOMS UPGRADE - CONFERENCE ROOM

7SE56

• Install and configure one (1) Cisco Room Kit EQ conference solution.

The solution will be wall-mounted behind two (2) 75” 4K/UHD displays and configured to the IHS Webex Call Control Hub. It will be able to conduct a SIP Video Call, Webex Meeting, WebRTC Teams or Zoom (if enabled by Webex Admin) or USB Calling from a user's laptop.

Additional Cisco accessories to be installed to enhance the conferencing system include:

• One (1) new Cisco Quad Cam to be installed above/below the feature wall displays

• One (1) ceiling microphone array for capturing in-room speech for use within a teleconference. This microphone will NOT provide voice lift/speech reinforcement to the room

• Provide and install an ADA-compliant, over-the-floor raceway to conceal cabling from the feature wall/codec to the conference table.

Cabling will include:

• One (1) 4K HDMI cable for content sharing both locally and in call (adapter on video cable also allows for mini–display port or USB-C connectivity)

• One (1) Network connection for the Cisco Navigator Touch Panel Install and configure one (1) Cisco Room Navigator to act as a room scheduling panel for the conference room. The Navigator touch panel will be wall-mounted next to the door, outside of the conference room. This panel will connect to the customer’s network and utilize one (1) new power-over-ethernet injection device for power

5 HEADQUARTERS CONFERENCE ROOMS UPGRADE - CONFERENCE ROOM

8N17

• Install and configure one (1)Cisco Room Kit EQ conference solution. The solution will be wall-mounted behind two (2) 75” 4K/UHD displays and configured to the IHS Webex Call Control Hub. It will be able to conduct a SIP Video Call, Webex Meeting, WebRTC Teams or Zoom (if enabled by Webex Admin) or USB Calling from a user's laptop. Additional Cisco accessories to be installed to enhance the conferencing system include:

• One (1) new Cisco Quad Cam to be installed above/below the feature wall displays

• One (1) ceiling microphone array for capturing in-room speech for use within a teleconference. This microphone will not provide voice lift/speech reinforcement to the room

• One (1) Cisco Board Pro 75 conference solution, configured to work in “Companion Mode” with the Codec EQ. It will utilize a built-in 75” 4K/UHD display, stereo speakers, beamforming microphone array, and speaker tracking camera to enhance connected meetings within the space

• Provide and install an ADA-compliant, over-the-floor raceway to conceal cabling from the feature wall/codec to the conference table. Cabling will include:

• One (1) 4K HDMI cable for content sharing both locally and in call (adapter on video cable also allows for mini–display port or USB-C connectivity)

• One (1) network connection for the Cisco Navigator Touch Panel

• Install and configure one (1) Cisco Room Navigator to act as a room scheduling panel for the conference room. The Navigator touch panel will be wall-mounted next to the door, outside of the conference room. This panel will connect to the customer’s network and utilize one (1) new power-over-ethernet injection device for power

6 HEADQUARTERS CONFERENCE ROOMS UPGRADE - CONFERENCE ROOM

8E47-DIR

• Install and configure one (1) Cisco Board Pro 75 conference solution. The solution will be configured to the IHS Webex Call Control Hub. It will utilize a built-in 75” 4K/UHD display, stereo speakers, beamforming microphone array, one (1) additional ceiling microphone array, and speaker tracking camera to conduct a SIP video call, Webex meeting, WebRTC Teams or Zoom (if enabled by Webex Admin), or USB calling from a user's laptop conceal cabling from the feature wall/codec to the conference table.

Cabling will include:

• One (1) 4K HDMI cable for content sharing both locally and in call (adapter on video cable also allows for mini–display port or USB-C connectivity)

• One (1) network connection for the Cisco Navigator Touch Panel

• Install and configure one (1) Cisco Room Navigator to act as a room scheduling panel for the conference room. The Navigator touch panel will be wall-mounted next to the door, outside of the conference room. This panel will

7 HEADQUARTERS CONFERENCE ROOMS UPGRADE - CONFERENCE ROOM

10E56

Install and configure (1) Cisco Room Kit EQ conference solution. The solution will be wall-mounted behind two (2) 75” 4K/UHD displays and configured to the IHS Webex Call Control Hub. It will be able to conduct a SIP Video Call, Webex Meeting, WebRTC Teams or Zoom (if enabled by Webex Admin) or USB Calling from a user's laptop. Additional Cisco accessories to be installed to enhance the conferencing system include:

• One (1) new Cisco Quad Cam to be installed above/below the feature wall display

• Two (2) additional 4K PTZ cameras to be wall-mounted to provide optimal coverage of presenters and participants within the space. The final location will be determined on-site with the customer

• One (1) ceiling microphone array for capturing in-room speech for use within a teleconference. This microphone will not provide voice lift/speech reinforcement to the room

• One (1) Board Pro 75, wall-mounted and used in “Companion Mode” to the Codec Room Kit

• Provide and install an ADA-compliant, over-the-floor raceway to conceal cabling from the feature wall/codec to the conference table. Cabling will include:

• One (1) 4K HDMI cable for content sharing both locally and in call (adapter on video cable also allows for mini–display port or USB-C connectivity)

• One (1) network connection for the Cisco Navigator Touch Panel

• Install and configure one (1) Cisco Room Navigator to act as a room scheduling panel for the conference room. The Navigator touch panel will be wall-mounted next to the door, outside of the conference room. This panel will

8 HEADQUARTERS CONFERENCE ROOMS UPGRADE - 8TH FLOOR VTC CARTS

• Install and configure two (2) Cisco Board Pro 55 mobile conference solutions. Each solution will be configured to the IHS Webex Call Control Hub. It will utilize a built-in 55” 4K/UHD display, stereo speakers, beamforming microphone array, and speaker tracking camera to conduct a SIP video call, Webex Meting, WebRTC Teams or Zoom (If enabled by Webex admin), or USB calling from a user's laptop. A floor stand kit with a caster base allows this system to be moved to any space where it is needed, only requiring power and a connection to the customer’s network

• Provide two (2) temporary, over-the-floor raceways to conceal cabling from the VTC cart to the conference table and wall connections. Cabling will include:

• One (1) 4K HDMI cable for content sharing both locally and in call (adapter on video cable also allows for mini display port or USB-C connectivity)

• One (1) network connection for the Cisco Navigator Touch Panel

• One (1) 20’ cord for 8-outlet power strip installed behind the display

• One (1) network connection for the Cisco Board Pro 55

9 HEADQUARTERS CONFERENCE ROOMS UPGRADE - LARGE

CONFERENCE ROOMS 8SEH02, 9SEH02, AND 10SEH02 (Per Conference Room)

• Install and configure a Cisco Room Kit EQX conference solution.

The solution will be wall-mounted behind two (2) customer-provided 75” 4K/UHD displays and configured to the IHS Webex Call Control Hub. It will be able to conduct a SIP video call, Webex meeting, WebRTC Teams or Zoom (If enabled by Webex admin) or USB calling from a user's laptop. Additional Cisco accessories to be installed to enhance the conferencing system include:

• One (1) new Cisco Quad Cam to be installed above the feature wall displays

• One (1) tabletop microphone array for capturing in-room speech for use within a teleconference. This microphone will NOT provide voice lift/speech reinforcement to the room

• Six (6) integrated loudspeakers and one (1) subwoofer mounted above the front wall displays

• One (1) Board Pro 75, wall-mounted and used in “Companion Mode” to the Codec Room Kit conceal cabling from the feature wall/codec to the conference table.

Cabling will include:

• One (1) 4K HDMI cable for content sharing both locally and in call (adapter on video cable also allows for mini display port or USB-C connectivity)

• One (1) Network connection for the Cisco Navigator Touch Panel

• Install and configure one (1) Cisco Room Navigator to act as a room scheduling panel for the conference room. The Navigator touch panel will be wall-mounted next to the door, outside of the conference room and will connect to the customer’s network

Site Visit: A site visit is highly recommended. For Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable.

Government Furnished: IHS will designate a single point of contact to whom all Contractor communications may be addressed and who has the authority to act on all aspects of the services throughout the duration of the project; such contact shall be available during normal hours of business (Monday through Friday, 7:00 a.m. to 5:00 p.m. local time, excluding holidays)

• IHS will have suitable technical staff as mutually agreed upon by both parties available for the duration of the engagement as defined by the project schedule. The IHS staff will need to participate in and support the various tasks of the project as required as defined by the project schedule or other tasks not directly stated, but have a direct impact on completion of this project

• IHS is responsible for the identification and interpretation of, and ensuring compliance with, all laws, statutes, rules, regulations and standards applicable to its or its affiliates’ business or operations

• IHS will provide reasonable access to all IHS sites and facilities, including where applicable, computer equipment, telecom equipment, facilities, workspace and telephone for Contractor’s use during the project

• IHS and Contractor will jointly define standard configuration templates by the mutually agreed upon date defined during the project initiation and documented in the project plan of record

• IHS and Contractor will jointly define the required physical and logical site information by the mutually agreed upon date defined during the project initiation and documented in the project plan of record

• Each Task and Deliverable set out herein shall be deemed accepted unless IHS provides written notice of non-conformance or rejection within five (5) business days of delivery or notice of completion. If possible, Contractor will continue work pending acceptance

• IHS will assist engineer(s) for any IHS tools and all existing equipment that needs to be configured or may need to be modified within five (5) business days of Contractor’s written request

• IHS will confirm site readiness including circuits, cabling, power, cooling, and rack space in accordance with the agreed upon project schedule

• IHS will specify physical and logical network topology for existing network infrastructure and identify connectivity requirements for other network-attached devices

• IHS will install and verify the operation of all equipment not provided by Contractor; this equipment will be installed, tested, and operational in accordance with the agreed upon project schedule

• IHS will provide all cabling (infrastructure, patch, and workstation) required to complete the installation that is not included with the project equipment or listed on Contractor quote; cabling will be delivered and/or installed

• IHS will ensure that all circuits have been labeled in a manner that clearly identifies each component

• IHS will provide loading dock access for receiving equipment, verifying that all equipment, supplies, and materials have been received and are on-site and available before the installation start date

• IHS will ensure adequate power to terminate the equipment

• IHS will arrange for network access to terminate the equipment

• IHS will provide disposal services to remove boxes and packing materials

• IHS is responsible for all server and network security definitions, and it is assumed that the Contractor technical resources will have appropriate configuration requirements prior to the design and implementation commencing

• IHS will provide power at the following locations:

• Each display location

• Conference table locations

WAREHOUSE, KITTING, AND DELIVERY SERVICES

• Contractor shall accept the order and enter into their database and provide a report to IHS POC.

• Contractor shall store each system in their warehouse for a maximum of 90 days.

• Kit devices to be shipped to customer into an overpack box for a single box shipment.

• Contractor will produce a delivery signoff that includes a piece count if providing delivery.

• Equipment will ultimately be delivered and installed by contractor to 5600 Fishers Lane through IHS inspection facility of its choice.

Contracting Officer Representative(s) /Points of Contact

• Contracting Officer Representative – Shannon Gravatt, shannon.gravatt@ihs.gov

• Alternate Contracting Officer Representative – Sara Watkins, sara.watkins@ihs.gov

• Technical Point of Contact – Steven Carnes, steven.carnes@ihs.gov

Security In the normal course of business, the Contractor does not require receipt of any personally identifiable information, protected health information, or other structured personal or sensitive information as defined by applicable data protection laws (“Protected Data”) in its performance of the Services hereunder. Access to or receipt of any Protected Data is expressly out of the scope of the Contractor Services under this

SOW.

mailto:shannon.gravatt@ihs.gov mailto:sara.watkins@ihs.gov mailto:steven.carnes@ihs.gov