Baker AV Revitalization - SOW.docx

STATEMENT OF WORK

Audio Visual System Upgrade and Expansion for Baker Auditorium Cairns AAF, Ft Rucker, Alabama Building 30137 Auditorium

1.0 BACKGROUND

The 23rd Flying Training Squadron, the Vertical Lift Center of Excellence for the U.S. Air Force, requires a contractor to upgrade and refresh the audio-visual (AV) system in Building 30137 Auditorium (Baker Auditorium) and expand AV capabilities into the adjacent Heritage Room (Hover Hole) for overflow seating and occasional independent use. The project aims to replace outdated, proprietary equipment with a modern, non-proprietary system that does not require certified technicians for future upgrades or maintenance. The priority is to fully equip Baker Auditorium, with a close second priority of enabling presentation/camera video output to the existing TVs in the Heritage Room. The contractor shall de-install existing AV equipment, furnish all necessary labor, materials, supervision, and equipment, and install a fully integrated system per the specifications.

2.0 APPLICABLE SPECIFICATIONS/STANDARDS/RELATED STUDIES

The contractor is responsible for ensuring compliance with the latest versions of all applicable specifications, standards, and regulations:

· DoD Standards: DoD Instruction 8500.01 (Cybersecurity) for network-connected AV systems.

· Army Regulations: AR 25-1 (Army Information Technology).

· Industry Standards:

· Audio Engineering Society (AES) for audio systems.

· Society of Motion Picture and Television Engineers (SMPTE) for video systems.

· American National Standards Institute (ANSI) AV installation standards.

· Local Codes: Cairns AAF building and electrical codes.

· Safety: OSHA standards and Army safety regulations.

3.0 SCOPE OF WORK

The contractor shall design, procure, install, and integrate a refreshed AV system for Baker Auditorium and an expanded AV system for the Heritage Room, as detailed below:

3.1 De-Installation of Existing AV System

· Remove and dispose of (or store, as directed) the existing Crestron touch screen controller, in-ceiling speakers, amplifier, input selector, projector, and 12ft electric projector screen in Baker Auditorium.

· Ensure minimal disruption and proper handling of Government property.

3.2 Baker Auditorium AV System Upgrade

· Projector: Replace the current projector with a short-throw laser projector (e.g., Epson, Optoma, or equivalent) with 4K resolution and 5,000+ lumens, compatible with auditorium lighting and space constraints.

· Projector Screen: Install a new electric projector screen (12ft wide) compatible with the short-throw laser projector, with motorized up/down functionality.

· Audio System:

· Replace in-ceiling speakers with non-proprietary, high-quality speakers (e.g., JBL, Yamaha, or equivalent) for even sound distribution. The contractor shall recommend the optimal speaker configuration and placement.

· Install a new amplifier compatible with the speaker system, avoiding proprietary solutions.

· Install two microphones near the stage (one on each side of the projector screen) for coverage of primary speaking areas. Provide pricing options for:

· Flush-mount ceiling microphones.

· Hanging ceiling microphones.

· Speaker Prompt TV: Mount a flat-screen TV (size TBD, e.g., 55”-65+”) on the back wall for speaker prompts, displaying presentation content or camera feed.

· PTZ Camera: Install a Pan-Tilt-Zoom (PTZ) camera with:

· Resolution: 1080p (Full HD) or 4K (preferred).

· Optical Zoom: Minimum 20x.

· Speaker tracking capability for stage movement.

· Preset "home" shot capturing the audience and stage.

· HDMI and IP streaming (RTSP, RTMP) outputs.

· User-friendly control interface (dedicated controller, software, or web browser).

· The contractor shall provide options for PTZOptics 20X-SDI Gen2 (entry level) and BirdDog P200 (mid-range) or equivalent and provide justification for any other recommended models. (e.g., AVER PTR535NV1)

· The camera must have a privacy mode that can be enabled either physically or in software to ensure that the camera cannot record audio or video.

· Fixed Camera: (Priced as Optional Add-on - See Section 3.7) Install a fixed camera for a wide view of the audience.

· Inputs: Incorporate existing Government-furnished equipment (GFE):

· Two Shure wireless microphones.

· DVD/Blu-ray player.

· Apple TV.

· Standalone PC.

· Secondary PC/laptop input (HDMI or similar).

· Controller: Install a non-proprietary control system (e.g., Extron, QSC, or equivalent) with a user-friendly interface (touch panel or tablet) located near the podium. The controller shall manage:

· Projector on/off.

· Projector screen up/down.

· Speaker volume/mute.

· Microphone mute/unmute.

· Input selection (DVD/Blu-ray, Apple TV, PCs).

· PTZ camera on/off, toggle between “follow” and “home” shots.

· Heritage Room Devices on/off/input override.

· Multiple outputs:

· Projector display content.

· Back wall TV content (e.g., prompts).

· Heritage Room TVs (presentation or camera feed).

· Optional streaming output (e.g., Zoom, Facebook Live) via laptop.

· Secure control of inputs, cameras, and microphones for sensitive briefings.

· Equipment Rack: Utilize the existing equipment rack in the alcove, if feasible. Provide pricing for replacing the existing rack with a taller rack if required to accommodate the new equipment.

· Cabling: Route power and network cables to the location of the new controller.

3.3 Heritage Room (Hover Hole) AV Expansion

· Video Output: Provide a reliable method for sending the Baker Auditorium presentation and PTZ camera feed to the two existing 75" TVs in the Heritage Room via HDMI.

· Soundbars: Install a soundbar (e.g., Sonos, Bose, or equivalent) with each pre-existing TV for audio output, with on/off, volume, and mute controls.

· Controller: Install a non-proprietary control system (e.g., Extron, QSC, or equivalent) with a user-friendly interface (touch panel or tablet) located in the Heritage Room (location TBD, likely in corner left of double doors to auditorium). Enable the Baker Auditorium controller to manage Heritage Room TVs (on/off, input selection) unless overridden locally. The controller shall manage:

· TVs on/off

· Soundbars on/off/mute

· Input selection

· Baker presentation (disabled for sensitive briefing).

· Baker Camera (disabled for sensitive briefing).

· Existing Apple TV device.

· Secondary PC/laptop input (HDMI or similar).

· Output to Heritage Room sound system

3.4 Installation Standards

· All wiring shall be professional, organized, and labeled (e.g., using conduit or cable trays) for ease of troubleshooting.

· Equipment shall be non-proprietary, allowing future maintenance by non-certified personnel.

3.5 Testing and Integration

· Integrate all components into a cohesive system with seamless control between Baker Auditorium and Heritage Room.

· Test audio clarity, video quality, camera tracking, and control functionality.

· Demonstrate system operation to Government personnel.

3.6 Training and Documentation

· Provide on-site training (minimum 2 hours) for Squadron personnel on system operation and basic troubleshooting.

· Deliver as-built documentation, including wiring diagrams, equipment manuals, and warranty details.

3.7 Optional Add-ons (Provide Itemized Pricing)

· Fixed Camera: Installation of a fixed camera for a wide view of the audience.

· Microphone Type: Price difference between flush-mount and hanging ceiling microphones.

· Heritage Room 4.1 Sound System with Independent Receiver: Installation of a 4.1 channel sound system in the Heritage Room, capable of independent operation via Bluetooth or wired input, including the following:

· Speakers:

· Four (4) wall-mounted or ceiling-mounted satellite speakers with a frequency response suitable for both speech and music. The contractor shall recommend specific speaker models and placement for optimal surround sound coverage in the Heritage Room, taking into account the existing TV placement and room acoustics. Speakers should be discreet and aesthetically pleasing.

· One (1) powered subwoofer to provide low-frequency bass response. The contractor shall recommend a suitable subwoofer model and placement.

· Independent Receiver: A 4.1 channel receiver with the following features:

· Bluetooth connectivity for wireless audio streaming from mobile devices.

· At least one (1) analog audio input (e.g., RCA or 3.5mm) for connecting a laptop or iPad.

· Sufficient power to drive the speakers and subwoofer.

· A user-friendly interface for selecting input sources and adjusting volume.

· The receiver should be a non-proprietary model, easily replaceable and configurable without specialized software or training.

· Wiring and Installation: All necessary wiring, connectors, and mounting hardware for a professional and aesthetically pleasing installation. All wiring shall be concealed where possible.

· The sound system shall be able to receive audio from the Heritage Room TVs (via RCA, 3.5mm , or optical audio output) and operate independently from the main Baker Auditorium system.

· A local volume control shall be provided.

· A dedicated power outlet is available near the TV location.

4.0 PERFORMANCE REQUIREMENTS

· Timeline: Complete within 90 days from contract award.

· Quality: Use new, commercial-grade, non-proprietary equipment from reputable manufacturers.

· Warranty: The contractor shall provide any Original Equipment Manufacturer (OEM) standard commercial warranty applicable to the products being purchased at no additional cost to the Government. Prior to project acceptance, the contractor shall provide the customer with all manufacturer warranties as needed for any component incorporated into this project such as equipment manuals, literature, CDs and DVDs and other documentation on all equipment and software. Prior to project acceptance, the contractor shall provide written procedures, points of contact within company, and required information for all warranty services prior to project acceptance. This information shall include written confirmation of the warranty period, phone numbers and contact information/procedures for technical support, troubleshooting assistance, and replacement of faulty equipment and software.

· Minimal Disruption: Coordinate work to avoid interference with Squadron operations.

5.0 DELIVERABLES

1. Project plan and timeline within 10 days of award.

2. Equipment list with specs for Government approval.

3. Fully installed AV systems in Baker Auditorium and Heritage Room.

4. Training session for Squadron personnel.

5. As-built documentation and warranties.

6.0 GOVERNMENT-FURNISHED EQUIPMENT (GFE)

· Two Shure wireless microphones and receiver.

· DVD/Blu-ray player.

· Apple TV.

· Standalone PC.

· Two 75" TVs for Heritage Room.

· Access to Building 30137 during agreed hours.

7.0 PLACE OF PERFORMANCE

Cairns Army Airfield Building 30137 Auditorium and Heritage Room (Hover Hole) Ft Rucker, Alabama 36362

8.0 SECURITY AND SAFETY REQUIREMENTS

· Comply with Cairns AAF security protocols (e.g., background checks).

· Adhere to OSHA and Army safety standards.

· Dispose of removed equipment per environmental regulations.

9.0 CONTRACTOR QUALIFICATIONS

· Experience with AV system upgrades in auditoriums or training facilities.

· Familiarity with non-proprietary AV solutions (e.g., Extron, QSC).

· References for 3 similar projects.

10.0 ACCEPTANCE CRITERIA

· Successful installation and integration of all components.

· Passing performance tests for audio, video, and control systems.

· Completion of training and documentation delivery.