ATTACHMENT 5 - Statement of Work.pdf

Design, Supply, Delivery and Solicitation no. 19GE5024Q0057

Installation of New Audiovisual System Equipment

U.S. Embassy Beijing, China

ATTACHMENT 5

STATEMENT OF WORK

BACKGROUND: The Public Affairs Section at the U.S. Embassy in Beijing conducts public outreach to advance Embassy goals and to explain U.S. foreign policy, U.S. culture, and U.S.

values to PRC citizens. Central to our outreach is the Beijing American Center (BAC), a multifunctional space that consists of two rooms: a) a large room with seating capacity of 150, and b) a nearby space for smaller gatherings known as the Language and Resource Center

(LARC). These two spaces serve as principal venues for year-round public programs from film screenings, lectures, and panel discussions to art exhibits and cultural performances. The BAC is equipped with sound and light systems, projectors and screens, and simultaneous translation equipment, some of which dates from the venue’s opening in 2015. Due to advances in the last

10 years, audiovisual equipment purchased more recently is not compatible with the older technology. In addition, the current BAC and LARC configuration is complicated and requires expert knowledge for its use and is no longer adequate to meet the needs of the Public Affairs

Section. This scope of work outlines our requirements for retrofitting new audiovisual equipment in the BAC and LARC so that the equipment configuration meets the full range of our programmatic needs and is easily operated by a non-specialist.

REQUIREMENT: PAS seeks a qualified Contractor for a technology renovation project at the Beijing American Center to ensure that the audiovisual system is up-to-date, flexible, reliable, easy for non-specialists to operate, and meet the needs of the Public Affairs Section

REQUESTING OFFICE: U.S. Embassy Beijing, Public Affairs Section (PAS)

(A) SCOPE OF WORK: The Contractor shall perform the following five main tasks:

1) Deliver a final Procurement and Installation Design Package, to be approved by the

U.S. Embassy. The final Procurement and Installation Design Package must include, but shall not be limited to, detailed drawings, video display locations, wiring diagrams, a complete equipment list, rack elevations, equipment specification sheets, and project timeline. The final Procurement and Installation Design Package will be based on the

Preliminary Design Package submitted during the solicitation process and must be reviewed, and approved by the U.S. Embassy.

Prior to commencing equipment purchase and installation, the Contractor shall conduct a detailed survey of the BAC site environment and work with the U.S. Embassy to analyze the availability of existing equipment. The U.S. Embassy must approve the list of equipment, the designs and drawings, and the installation work schedule.

2) Procurement of the equipment: The equipment to be procured by the Contractor must meet Embassy’s following requirements:

a) Meet the needs described in the scenarios in Attachment 6.

b) Is operable by users of many skill levels.

c) Is technologically scalable to meet the performance levels of state-of-the-art equipment for five years after installation, with individual upgrades to the hardware during that five-year period if necessary.

d) Be new and original equipment (no used equipment and no counterfeits) and lawfully purchased. See Attachment 7 for recommended equipment.

e) All equipment must receive final approval by the U.S. Embassy prior to purchasing..

3) Installation of the equipment: For the installation service, the Contractor shall:

a. Demonstrate full understanding of the U.S. Embassy-approved final design documents and diagrams.

b. Coordinate the installation of all required hardware and software with the U.S.

Embassy audiovisual team.

c. Install all pipeline and wiring in compliance with material and construction codes of the United States and the PRC. Contractor shall repair walls, ceilings, floors, etc.

that must be damaged during installation as required or directed by the U.S.

Embassy.

d. Provide ceiling and floor box plates as required to support the connection needs for the BAC and the LARC. If an existing infrastructure connection will not be used, ensure that the infrastructure boxes are covered with a blank plate in a style and finish approved by the U.S. Embassy.

e. Provide all cables, adaptors, mounting hardware, interfaces, as required to integrate the specified components into the U.S. Embassy furnished components and systems.

f. Provide all connectors, cables, adapters, plates, panels, and power supplies necessary to provide a complete and operating system as outlined in these documents and as drawn in the final Installation Design Package.

g. Provide all passwords and original programming codes to systems and software to

U.S. Embassy representatives.

h. Dispose of all replaced equipment appropriately, either by returning to the U.S.

Embassy or recycling. Reselling equipment is prohibited.

4) Training: The Contractor shall:

a. Provide all user manuals, both paper and electronic, to all equipment and software packages.

b. Train the U.S. Embassy Public Affairs staff and Information Systems Center staff in the operation of the equipment and the system. The contractor shall provide three sessions at different times in both English and Chinese. This training should cover the Scenarios in Attachment 6 and take place during U.S.

Embassy business hours.

c. Provide additional testing services to include equipment testing in a non-real event environment for each event scenario after program commissioning is completed, and commitment to provide a minimum of five on-site technical support sessions as required by the U.S. Embassy upon completion of the work.

5) Warranty and Maintenance Services: After the system has been installed and commissioned, the contractor is responsible for maintaining it at optimal performance, with a full warranty of all equipment and installation for at least one year.

a) The warranty shall include full repair or replacement of all equipment and peripherals for at least one year. The equipment warranty shall match the length of the warranty of the original manufacturer warranty but shall not be less than one year. The warranty period commences on the date of completion of the entire project, as agreed upon by the U.S. Embassy and the Contractor.

b) The Contractor shall have a dedicated point of contact for both operational and maintenance issues. This can be same individual.

c) During the warranty period, the Contractor shall be available in the case of equipment failure or functional anomaly. Contractor shall make available an individual who is knowledgeable with the equipment and installation and can address system issues.

The Contractor shall respond via telephone or email within one business day of notification. The first contact will be to outline the nature of the problem or functional anomaly. If on-site service is required, technicians capable of addressing the issues must be dispatched within three working days.

d) The Contractor shall provide warranty service during normal U.S. Embassy business hours, unless otherwise agreed upon by the U.S. Embassy and the Contractor.

e) The Contractor shall provide a maintenance plan during the warranty period that includes quarterly maintenance visits during U.S. Embassy business hours, Monday to Friday from 08:00am to 17:00pm, except for U.S. and local holidays.

f) During these quarterly visits, the Contractor shall replace equipment consumables, i.e.

projector lamps, equipment filters, etc. The cost of such replacements shall be provided under a separate purchase order issued by the Embassy.

g) During these quarterly visits, the Contractor shall provide software and firmware updates. The cost of these updates shall be included in the firm-fixed price. The

Contractor shall immediately document all changes/additions to the system by updating plans, equipment lists, locations, programming updates, etc., and provide these updates to the U.S. Embassy.

h) During these quarterly visits, the Contractor shall present additional proposals for maintenance services to keep equipment functioning properly and to bring potential problems to light prior to equipment failure.

i) The Contractor shall provide a list of recommended spare equipment to be available in the Beijing American Center for quick repair and replacement.

(B) PROJECT MANAGEMENT AND SUPERVISION – KEY PERSONNEL:

1) The Contractor shall assign a Project Manager/Supervisor to be key personnel under the resulting contract who shall be responsible for project management and supervision. The Project Manager shall be the main point of contact with the U.S. Embassy. The Project Manager shall have sufficient English language skills in written and spoken to be able to communicate with members of the

U.S. Embassy. The Project Manager and the Contractor can be the same person.

2) The Project Manager shall attend all project meetings, prepare Status Reports on the project to submit to the U.S. Embassy. Status Reports shall contain meeting minutes, accomplishments, concerns and proposed solutions, changed orders, and any other pertinent information required to report the progress of performance. All reports shall be submitted in English.

3) All documentation produced for this project shall be the property of the U.S.

Embassy.

4) The Contractor shall be responsible for quality control. The Contractor shall, without additional compensation, correct or revise any errors or deficiencies noted during the project. The Contractor / Project Manager shall perform inspection visits to the work site on a regular basis. The Contractor shall coordinate these visits with the U.S. Embassy Representative. These visits shall be surprise inspections to those working on the contract.

5) The Project Manager shall always keep work area clean. At the end of each day, all garbage and dismantled equipment must be placed in a designated location.

(C) CONTRACTOR’S QUALIFICATIONS MINIMUM REQUIREMENTS:

1) Expert knowledge of current audiovisual products and equipment, to include operation, configuration, installation, maintenance and repair, and troubleshooting;

2) Expert knowledge of current technical standards for audiovisual service provision;

3) Minimum five years of relevant audio equipment installation experience with a proven track record, Include examples of work performed, with references (include POC name, email address, and phone number for each reference);

4) Contractor shall provide proof of all audio visual certifications that they maintain;

5) Able to brief U.S. Embassy personnel in English, and able to produce written materials for the customer in both English and Chinese;

6) Ability to comply with the required performance period.

(D) PRELIMINARY DESIGN PACKAGE SUBMISSION:

Offerors must submit a Preliminary Design Package as part of the proposal Volume II –

Technical Capability to include a list of proposed equipment with costs under Volume I –

Pricing (see Attachment 8). This Preliminary Design Package must include, but not limited to:

1) Preliminary design drawings of an integrated audiovisual system;

2) Proposed timeline and staffing for installation and training; and

3) Confirmation of warranty.

The Statement of Work includes the following resources to assist with the development of the requested Preliminary Design Package:

1) A list of scenarios of events that typically take place at the BAC and LARC, with anticipated equipment needs (see Attachment 6). The BAC currently owns much of this equipment in the list, some of which is still usable, and some of which must be replaced or upgraded.

2) The results of a technical consultation on technology modernization needs conducted in 2023, including a technology inventory and recommendations for technology modernization, replacements and/or upgrades. (See Attachment 7).

In addition, the Contractor will have the following resources during the organized site visit

(details provided under “Other Specific Requirements” of the solicitation) to help complete the

Preliminary Design Package:

1) An in-depth tour of the BAC and LARC for offerors to understand the current technology set-up.

2) An in-person meeting with relevant members of the Public Affairs Section for the offerors to understand how staff are using the technology and to answer any questions.

PERIOD OF PERFORMANCE

The total performance period for this project is 150 calendar days, 30 calendar days for design/drawings submittal, 60 calendar days for procurement and shipment of the approved equipment, and 60 calendar days for installation and training. The time stated for design is exclusive of Government review time at approximately 14 calendar days.

LOCATION

Services will be performed at the Beijing American Center and LARC. Work may require escort.

WORKING HOURS

Acceptable working hours at the site are between 08:00 – 17:00 Monday through Friday, except on U.S. and local holidays observed by the Embassy.

LEVEL OF PERFORMANCE EXPECT

Project must be completed to the satisfaction of the Government within the established performance period.