Conf Rm Combo.pdf

The 763d Specialized Contracting Squadron, Operating Location Pope Army Air Field, Pope Army Air Field, NC intends to solicit and award a firm-fixed price contract as a result of this solicitation for providing and installing Audio Visual Equipment located in the 43 AMS Commander’s Conference Room of Bldg 753. This is a combined synopsis and serves as a request for quotation (RFQ). No other solicitation will be issued for this requirement. All FAR references are based on FAC 2021-05, Effective 10 March 2021.

This solicitation is issued under RFQ number FA445221Q0023. The North American Industry Classification (NAICS) code for this acquisition is 334310, with a small business size standard of 750 employees. This solicitation, and any resulting award, is being conducted as a 100% Small Business Set-Aside, pursuant to FAR 19.5. Please identify your business size in your response based upon this standard.

A list of the items to be acquired are below:

AUDIO/AUDIO CONFERENCING SYSTEM: The vendor will provide and integrate eight (8) in-ceiling speakers for program audio content and conferencing support. The vendor will provide and install an audio amplifier to power the room speakers. The VTC will not have voice reinforcement within the room. The vendor will provide and install a Digital Signal Processor (DSP) supporting all audio sources. All microphones used for conferencing shall utilize a dedicated Acoustical Echo Canceling (AEC) channel per microphone element in the DSP. The DSP will be configured to maximize audio quality for all applications. The vendor will provide and integrate two (2) in-ceiling, multi-element, conferencing microphones.

The USAF will be responsible for the installation and provisioning of the analog telephone line connection for audioconferencing capability.

The vendor will review and apply:

To maximize the user experience in a conferencing room, the following parameters should be observed:

Noise Criteria (NC) is a basic measurement of how quiet the room is with the HVAC system operating and no participants in the room. An NC rating of 35 dBa or less is ideal for a conference room. This measurement needs to take into account ambient noise originating outside the room as well as noise from the air handling system or Audio-Visual (AV) or other equipment located within the room. Higher ambient noise levels above this specification may degrade the overall audio quality of a conference and will begin to work against speech intelligibility.

Reverberation time (RT60) for typical conference rooms should be RT60 < 0.6 seconds in the 125 - 4000 Hz octave bands. As the RT60 measuring parameter reflects preferred reverb time, attention should be given to using room surfaces with too much or too little sound reflectivity (as indicated by an RT60 measurement outside the range noted).

Careful attention should be paid to the network architecture that will be supporting the video data. An improperly configured network, or one that does not have adequate bandwidth at all times to support a stable conference, will have a negative impact on the conferencing experience.

Video conferencing applications, lighting is critical. Lighting on the faces of the participants should be between 40 to 50-foot candles and should be evenly distributed throughout the camera’s field of view.

VIDEO WALL: The vendor will supply two (2) 75” flat panel displays for video and computer presentations.

Displays will be LCD with native resolution 4K/UHD with a rated brightness of 350 nits. The vendor will also supply suitable mounting for each display. The vendor will provide and install on-wall blocking via the use of Unistrut, or equivalent, as required to ensure the flat panel displays are securely attached to the wall.

The USAF will be responsible for providing all required power.

The USAF will be responsible for all required cabling pathways.

SWITCHING & INTERFACING: The vendor will provide and install a 16x16 AV switcher to route all source material to projectors, flat panel displays and video codec. Any media requiring HDCP must be able to be properly handled by the switcher. The vendor will provide and install two (2) input transmitters located within the conference room for laptop/localized computer connectivity. Any computer transmitter interface will provide EDID information to the connected PC and all digital video connections will support HDCP as applicable. Where applicable, both VGA and HDMI connections cannot be used simultaneously.

The USAF will be responsible for all required power to support transmitter operation.

The USAF will be responsible for ensuring that there is a clear cable path from the transmitter location to the matrix router and/or receiver (either at the display or the equipment rack).

The vendor will provide and install two (2) receiver/scalers at the display locations and set them to match the native resolution of each projector/flat panel display.

The USAF will be responsible for ensuring that there is a clear cable path from the transmitter location to the matrix router and/or receiver (either at the display or the equipment rack).

SOURCE EQUIPMENT: The vendor will integrate a USAF provided PC/laptop with the system. The Vendor will provide a BluRay media player, and integrate a CD player. The vendor will provide and integrate a scaling bridge device to allow for the usage of MS Teams utilizing in-room AV assets.

The USAF will have connections at each conference table laptop connection plus a localized room computer.

The USAF will be responsible to ensure any laptop/localize computer has the proper MS Teams drivers/apps to ensure operation via MS Teams.

The vendor will integrated device is an HDMI to USB Bridge for integrating pro AV sources or systems with software codec conferencing applications allowing to work seamlessly with a computer using generic USB video and audio drivers. The device provides an HDMI input with HDCP-compliant loop through, accepts signals up to 1920x1200, and scales video to a USB 2.0 output.

The USAF will provide an activated and tested CATV/ SAT receiver box. The vendor will provide and install a new CATV tuner.

The USAF will be responsible for ensuring that the CATV/SAT provider has been fully tested and confirmed the proper signal strength and activation, prior to onsite installation by the vendor.

SOFTWARE INTEGRATION: The vendor will ensure the control system will be provided to activate the end-user system needs. This greatly reduces the complexities of operating an integrated AV system and facilitates greater system utilization and an enhanced meeting experience. All specified equipment with this award, along with any available lighting and shade controls, will be incorporated into the control system.

The USAF will provide/install any interfaces for lighting and shade controls. Specific interface models must be coordinated with our project manager prior to installation of said equipment.

VIDEO CONFERENCING: The vendor will provide and install a single-codec/single-classification video conference system providing one (1) new video codec located in the equipment rack for video conferencing calls. The codec will connect over the USAF Network. The vendor will provide Cisco compulsory equipment maintenance services. The vendor will provide and install one (1) high-definition video cameras mounted at the front of the room to view participants of a video conference call. The vendor will add software/license-enabled multi-site capabilities for the new codec system.

The USAF will be responsible for providing and installing all network connections, routing, and addressing.

The USAF will be responsible for the quality of service of the network connection.

The USAF will be responsible for all cabling pathways to support the video cameras.

The USAF will complete all registration of the video endpoint with the video infrastructure, and should be done in conjunction with the vendor’s onsite installation. The vendor will ensure all vital information for the install is provided in advance. Post installation services due to a failure to provide the necessary information at time of award or install will be charged to said vendor.

CONTROL SYSTEM: The vendor will provide and install one (1) new wired color touch panel and control solution user interface. The vendor will provide and install a wired color touch panel user interface to control all system functions. The size of the touch screen will be 10” diagonal. The supplied touch screen will allow for a single button selection to activate the necessary system functions.

The touch screen graphical user interface will be a custom solution specifically for this project. This custom solution will require coordination meetings with vendor’s programmer to design, submit and approve prior to completing all control code creation. All VTC equipment will be incorporated into the control system.

The USAF will provide/install any interfaces for lighting and shade controls. Specific interface models will be discussed with vendor prior to integration.

NETWORK & SECURITY

Integration of AV hardware can consist of many different devices and systems with varying network requirements, impacts, and security considerations. The vendor will work with the 43 AMS regarding network requirements and hardware capabilities.

The vendor will design the system to meet the network requirements and provide construction drawings and a list of devices to be integrated into the government’s network. At the time of installation, the vendor will connect devices based on the design and requirements to begin verification.

EQUIPMENT RACK & ACCESSORIES

The vendor will provide and install one (1) 3-bay equipment credenza rack located in the room to contain specific AV rack equipment. The Vendor will provide and install a power conditioner in the A/V rack to protect all racked equipment.

The USAF will be responsible for providing all AC power required at the rack location.

The USAF will be responsible for providing all required low voltage cable paths in the A/V system.

The USAF will be responsible for providing proper heat dissipation venting and/or any needed cooling within the room for the equipment in this system.

VTC SYSTEM HARDWARE:

MISCELLANEOUS: Minimum 1 year Maintenance/Hardware warranty for any issues that may arise after the install of the systems with optional years available.

DISPOSAL SERVICES (Shipping/Packing Materials, Waste, and Refuse): The Contractor shall dispose of ALL shipping / packing material, waste, and refuse. The contractor may use government utilities and waste receptacles which are located throughout the facility.

52.232-18 Availability of Funds.

As prescribed in 32.706-1(a), insert the following clause:

AVAILABILITY OF FUNDS (APR 1984)

Funds are not presently available for this contract. The Government’s obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.

(End of clause)

Addendum to 52.212-1 -- Instructions to Offerors -- Commercial Items.

THIS SECTION IS FOR SOLICITATION PURPOSES ONLY. THIS SECTION WILL BE

PHYSICALLY REMOVED FROM ANY RESULTANT AWARD, BUT WILL BE DEEMED

INCORPORATED BY REFERENCE INTO ANY RESULTANT CONTRACT.

Relationship between 52.212-1, Instructions to Offerors and Basis for Award Your attention is directed to the functional relationship between FAR 52.212-1, Instructions to Offerors – Commercial Items and the Basis for Award. FAR 52.212-1 provides information for the purpose of organizing and submitting an offer and is not intended to be all-inclusive. The Basis for Award describes evaluation factors and the basis of award, to include the evaluation procedures for responsiveness to the solicitation, as well as the evaluation of both price and non-price factors.

https://www.acquisition.gov/far/part-32#FAR_32_706_1

OFFER PREPARATION INSTRUCTIONS

Offer Preparation Instructions– This section of the instructions to offeror prescribes the format of the offer. The offeror is required to thoroughly read the Statement of Work, attachment two (2), and submit documentation in accordance with this solicitation. Offerors shall submit a clear and complete offer, and include only information that is relevant to this acquisition. Complete CLIN 0001 in the table below and submit the offer by the closing date. The offeror shall assume that the Government has no prior knowledge of their facilities and experience, and will base its evaluation on the information presented in the offer

The government has planned a site visit on 18 June 2021 at 0900 EST. Please contact MSgt J.R. Mullis, 910-396-9422 or email james.mullis.3@us.af.mil for location and information on gaining access to Pope Army Air Field.

1. System for Award Management (SAM): Paragraph (k) of 52.212-1 is revised as follows: By submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the SAM database prior to the date and time the offer is submitted to the Government, during performance and through final payment of any contract resulting from this solicitation. The offeror may obtain information on registration and annual confirmation requirements via the SAM database accessed through https://www.acquisition.gov.

2. Period of Acceptance of Offers: Paragraph 52.212-1(c), Period for Acceptance of Offers. The paragraph is tailored as follows: “The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of Offers.”

3. Questions/Inquiries: The contracting officer listed below is the Government’s sole point of contact for this acquisition. If necessary, all questions, request for clarifications and/or information concerning this solicitation shall be received in writing by email at the following email addresses no later than Wednesday 23 June 2021 10AM EST. If no questions are submitted, the Government will assume that the offeror fully understand all requirements of this notice. Emails must be received by the Contracting Officer: MSgt J.R.

Mullis, james.mullis.3@us.af.mil and Marc Lopez, marc.lopez.2@us.af.mil on the date and time specified above

a. Offer Submission/Delivery. Request for offers are required and shall be received via email. Offers shall be received in writing by the following: Contracting Officer, MSgt J.R. Mullis james.mullis.3@us.af.mil AND Contracting Officer, Marc Lopez marc.lopez.2@us.af.mil no later than Friday, 25 June 2021, 10:00 PM EST.

b. Offer Format: All files submitted in response to this solicitation shall be submitted as a Microsoft Word (.doc) or Adobe PDF (.pdf) file Microsoft Excel (.xls) file as applicable. Electronic Submission is required.

c. Email Format: The subject line of all emails that comprise the offer shall be formatted as follows:

Subject: FA445221Q0023/Company Name/Email X of X (insert number of the email and total number of emails).

Amendment Acknowledgement. The Government reserves the right to revise or amend the solicitation and attachments prior to the offer closing time. If such amendments require material changes in quantities or prices, the offer closing date may be postponed by enough days to enable offeror to revise their offers. In such cases, the amendment will include an announcement of the new closing date and time. The offeror MUST acknowledge all amendments issued. Sign, acknowledge, and submit the original amendment for all amendments issued with the Offer.

Offer Requirments. The following information shall be included with each offer:

1. The name, address, telephone number, and email address of the offering firm’s point of contact

2. Remittance Address, if different from the offeror’s address

3. Discount Terms (for payments prior to Net 30, if applicable)

4. CAGE Code and DUNS number

5. Offer should include brand names and part number of proposed products

6. Price. The offeror shall submit a firm-fixed price offer for the entire requirement. A partial offer will not be accepted. The offeror shall provide both the unit price and extended amount (total price) in their offer, as seen below.

mailto:james.mullis.3@us.af.mil https://www.acquisition.gov/ mailto:james.mullis.3@us.af.mil mailto:marc.lopez.2@us.af.mil

BASIS FOR AWARD The award will be based on the best value to the government, considering price and technical capability.

NUMBER OF CONTRACTS TO BE AWARDED

The Government intends to award one (1) Firm-Fixed-Price contract.