Brown_Conference_Room_Scope_of_Work_Revised_Aug_10_2017.pdf

Brown Conference Room

Audio Visual Scope of Work

1st Floor

Building 1305

By Garreth Harrington, SC

Gary Smith, SC

10 August, 2017

The Brown Conference Room located in Building 1305 serves as a major conference room for the 66

ABG Commander, and has existed without significant audio visual updates over the past 10-15 years. A request was made to provide a new audio visual solution that would incorporate new audio visual display technology, video and audioconferencing, furniture and construction improvements.

This SOW is primarily for the audio/visual upgrades for this project. The selected vendor would have responsibility for the purchase, install, and programming for the AV components, as well as initial training of end users. The AV vendor would have to work with Civil Engineering and the Construction

Contractor for the coordination, implementation, and installation of the audio visual project.

WALL/STAGE/RISER/CONDUIT IMPROVEMENTS:

The existing furniture is going to be replaced. A U-shaped table will be implemented as a replacement to the current 6 table configuration. In order to have AV connectivity to a new table, a cable path/floor core would need to be created to accommodate Electrical/Network/AV. This would need to be coordinated with CE to ensure the table has the ability to accept the required Audio Visual, network, and power cables, and the location for the access to the table would need to be determined in advance-once the table dimensions/model is determined.

A cable path/floor coring would also need to be done for the podium for power/network/AV. This would need to be determined in concert with the table coring with coordination between the AV vendor, Civil Engineering and the Construction contractor.

AUDIO VISUAL REPLACEMENT:

The existing audio visual system within the Brown Conference Room is currently an analog system with standard definition presentation display and limited audio capabilities. The system will require a full replacement. Videoconferencing and presentation display technology have advanced to HD signals and

4K resolution capabilities. In order to keep pace with the existing and future resolutions and displays, a full audio visual replacement of the Brown Conference room will be required to include:

VIDEO DISPLAY:

Widescreen Digital Projection- The display for this room should be in a widescreen format. We would like to consider new technology advancements of Laser Projectors to take advantage of almost “instant-on” capability with 20,000 hours of operation without the need to purchase and change lamps and reduce maintenance. Projector should be 5000-6000 Lumens or greater.

Examples include Epson Pro L1100U Laser WUXGA 3LCD Projector, Sony, NEC, or BARCO projectors or better. Projection should be widescreen.

We would consider either

Option 1) a single projector with a RGB Spectrum Processor or equivalent (Crestron, or Analog Way etc.) which may allow for either a single image from a

CRESTRON MATRIX , or a side by side image on the same projector from a multi-image processor when needed and selected through a Crestron touchscreen.

The main point is that the image has to be a large enough image to be seen throughout the room. Having a multi-image video processor included in the system with multiple window technology would allow for more display options through a single widescreen projector, provided the cost is not excessive, and the image is large enough for the room.

A Second option (2) would be using two or three projectors side by side allowing for 2-3 images on screen simultaneously, for PC display and Videoconferencing (near and far end or PC) if the screen will allow the size for two to three projectors.

The projector(s) will be ceiling mounted near the middle of the room shooting at the wall/projection area.

Additional Displays- Add (4) 55” inch in-room ceiling/wall mounted monitors

(NEC/Samsung/LG commercial grade-no Wi-fi or internal PC components) to mirror the projected image and allow gallery members to see presentation or videoconferences without obstruction or line-of-sight issues. Monitors should be on mounts on the left and right sides of the room for audience members.

Control Room Display- (1) new 60” inch LED panel for previewing video sources and mirroring the projected display when needed.

Confidence monitor-(1) new 42” ceiling mounted monitor facing the podium so presenters can have a view of their presentation without having to turn and face the screen.

Green Room-(1) new 60” wall mounted display. Please include pricing/option for a large display in the proposed future “Green Room” area. This display should have side mounted speakers, and enable someone to be able to watch VTC, Cable, or presentation. Signal should be able to be sent from control room to the Green Room.

CONTROL SYSTEM:

The Brown Conference room must have a CRESTRON control system and Digital Media AV switcher system installed for controlling and switching audio visual elements. The switching component should accommodate existing requirements and have future additional capacity.

Current recommendation is a Crestron 16 x 16 switcher.

Touch panel for Control System- There should be three control panels for controlling the AV elements of the room. One touch panel would be a stationary touch panel located in the control room and hardwired for the audio visual control of the VTC and presentation components. The second touch panel should be mounted on the wall next to the podium. In instances where there is a presentation going on and there is no one available to run the presentation from the control room, the panel can be operated from the podium area. A third

Control panel should be located at the head of the table, allowing for control of displays and devices from the head of the table.

CAMERAS:

The room will require at a minimum 2 high definition cameras. One should be ceiling mounted, facing the center table where the Commander would be located.

The second camera would be at a location on a side wall to be able to obtain a shot of either presenter at the podium or, be able to pan get other gallery or table shots.

As an option, please include a third camera for pricing.

AUDIO:

Install new ceiling speakers as necessary.

Install new Crown amplifiers or equivalent with adequate wattage to support the sound in the room.

Install program speakers for left, right of the widescreen display. The speakers should be as unobtrusive as possible.

Install an audio monitor/speaker in the control room area so that a technician can monitor sound within the control room. The monitor/speaker should have an adjustable volume knob for the technician.

Install table microphones with button microphones or equivalent-

(Crown, Shure Button, Audio-Technica, AKG, Beyerdynamic, Sennheiser) Microphones should have visual indicators and touch control for mute/unmute functions. The microphones should be unobtrusive and should not be “gooseneck” mics, so as to prevent audience members from twisting/manipulating the microphone elements.

Install one SHURE LAV/Handheld combo unit in the control room rack to allow the use of either

1 handheld mic or 1 lavalier microphone for presentations or video conferences.

Install one hardwired podium microphone with touch control that can be used during either presentations or VTCs.

Install 4 Shure MXA910W ceiling microphones or equivalent that can be used to pick up gallery members audio for VTC or audioconferencing.

Install one push to talk microphone to be installed in the control room for support personnel to be able to talk with either the conference room over the speakers or to speak to the VTC or audio conference.

Vendor should install a Dante compatible audio system for simplified wiring and control of microphones.

VIDEOCONFERENCING:

Install 1 VTC codec. The CODEC must be on the DISA APL and be JITC approved, and fulfill the needs of the operators. The codec should be IP capable, and able to provide “Duo video “(H.239 enabled), take in a PC for presentation purposes, and have dual output capability in order to see both the near and far ends simultaneously. Preferred manufacturers are CISCO (SX20 or better) and POLYCOM (Group series or better). CODEC should also have a manufacturer’s 1 year service contract. AV vendor should also include an option in their proposal for a 3 year support contract.

AUDIO CONFERENCING:

Provide audio conferencing solution to allow for audioconferencing through Clearone, Biamp, Crestron, Polycom or equivalent device for all videoconferencing and audio conferencing/microphones/speakers and include echo cancellation.

PC INPUT LOCATIONS:

There should be 2 dedicated room pcs in the Control Room with the ability to be displayed.

There should be an input location for the head of the table (HDMI, VGA).

There should be an input on the left side table (HDMI, VGA).

There should be an input for the right side table (HDMI, VGA).

One Podium input location (HDMI, VGA).

Input capability at each location should include choice of HDMI, VGA from a

CRESTRON DM device.

In addition, 2 cables/adapters for Displayport to HDMI capability should be included and two

Displayport to VGA cables/adapters.

ADDITIONAL PRESENTATION INPUTS/Devices:

An Extron Sharelink 250W device would be required for users to wirelessly present from their mobile device to the presentation screen. This would be used as a stand-alone wireless collaboration and presentation system from laptops and mobile devices like tablets and phones.

This would not be a “networked” device.

CABLE TV INPUT: Government will provide Cable TV. A rack input must be able to accept an input from COMCAST cable and it should be able to be controlled from the touch panels.

SPARE RACK INPUT: There should be a spare rack input that would allow for an HDMI or VGA input be plugged in if a future need arises.

REMOTE KEYBOARD AND MOUSE: There should be a remote Keyboard and mouse capability that ties back to one of the resident PCs located in the control room. Connection capabilities for using the keyboard and mouse should be located at the podium, the head of the table, left side of the table, right side of the table, and the control room. So a keyboard and mouse should be able to plugged in at any of these locations and allow someone to “drive” a presentation.

Sample of Switcher INPUTS and OUTPUTS for reference and identification

SWITCHER INPUTS: SWITCHER OUTPUTS:

1-PODIUM PC INPUT

2-HEAD CONFERENCE ROOM TABLE PC

3-CONTROL ROOM PC 1

4-CONTROL ROOM PC 2

5-Multi-image processor For VTC (RGB spectrum/Analog Way/other) 6-RACKMOUNTED HDMI/VGA/Mini Input

7-EXTRON SHARELINK OR CRESTRON AIR MEDIA

8-CONFERENCE TABLE RIGHT

9-CONFERENCE TABLE LEFT

10-CONTROL ROOM CABLE TV INPUT

11-FUTURE

12-FUTURE

13-FUTURE

14-FUTURE

15-FUTURE

16-FUTURE

1-HD PROJECTOR 1

2-CONFIDENCE MONITOR for PODIUM SPEAKER

3-CONTROL ROOM MONITOR

4-AUDIENCE/GALLERY MONITOR

5-AUDIENCE/GALLERY MONITOR

6- FUTURE GREEN ROOM MONITOR

7- AUDIENCE/GALLERY MONITOR

8- AUDIENCE/GALLERY MONITOR

9-VTC

10- Multi-image processor 11- Multi-image processor

12-FUTURE

13-FUTURE

14-FUTURE

15-FUTURE

16-FUTURE

CONCLUSION:

AV vendors would need to provide estimates for the full audio visual renovation of the room based on the above recommendations and the attached pdf that has the room layout and possible equipment/locations. Vendors should also be able to include any recommendations for audio visual improvements or changes in equipment which will satisfy the renovation requirements.

Audio Visual proposals should include:

1) Warranty Coverage specification after installation and acceptance

2) User Training after installation

3) Hard Copy User Manuals/binders for operating the touch panel and system

4) Final Drawings/Signal flow diagrams for Audio, Video, and Control- both printed and electronic,

5) CD/DVD of the Control programming.

6) Proposals should include pricing for an optional support contract for 1, 2, and 3 years which specifies

2 semi-annual maintenance visits at a minimum, and response time for support calls.

Upon completion, the US Government would be the owner of the Control Code and have rights to hold and update it in the future.

The Following pages contain the Design Concept and possible equipment.

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Concept Design Review

06 April 2017

Demolition Plan

Floor Plan

Room Microphones

Room Microphones

Reflected Ceiling Plan

Ceiling Speakers

Interior/VTC Elevations

Projection Screen

Projectors

Multi-image Processor

Inputs

Outputs

Control

Control Room