DRAFT NCCA AV refresh SOW_clean.pdf

STATEMENT OF WORK (SOW)

Audio-Visual Refresh

Defense Counterintelligence and Security Agency

National Center for Credibility Assessment

1. Overview The Defense Counterintelligence and Security Agency (DCSA) has a need to refresh audio-visual (AV) equipment at the National Center for Credibility Assessment. NCCA is the sole provider of initial polygraph training for the federal government. NCCA has 54 polygraph training lab rooms that are used by students and instructors for hands-on exercises during the in-residence training. There are also four classrooms and one executive conference room. The lab rooms consist of cameras, microphones, display screens, and associated components that allow for instructors to view, hear, record, and communicate during the mock polygraph examinations from an adjacent instructor lab room. The classrooms have screens, monitors, microphones, and projection equipment. The equipment in these spaces was last refreshed in 2016 and is now beyond its intended lifespan. Many components are failing and no longer manufactured making replacement impossible.

2. Objectives To refresh audio-visual and unified communications equipment in the classrooms, conference room, and training lab rooms.

3. Scope The Contractor shall provide and install new AV equipment in the executive conference room, the four (4) classrooms, and eighteen (18) polygraph interview lab suites (each suite consists of three rooms, for a total of 54 lab rooms). In the conference room, a new display and bring-your-own-device (BYOD) collaboration equipment will be installed. The four classrooms will have their microphones and audio mixing updated to provide better pickup coverage and audio quality, as well as replacement of screens, presentation equipment and the control systems. The 18 interview lab suites (54 rooms total) will have the recording and audio equipment updated and a refreshed video processor with a smaller, more efficient unit to reduce heat and noise output from the rack. The new design plan and equipment will meet or exceed the current configuration.

The Contractor shall uninstall and turn over to the customer any existing government-furnished equipment (GFE) that is not being used in the new room designs. The Contractor shall provide and install all low voltage cabling and hardware required for the complete and functional system described in this statement of work.

3.1 Conference Room

The Contractor shall provide and install one (1) wall mounted 75-inch flat panel display at the front of the executive conference room, aligned with the table.

The Contractor shall provide and install one (1) wall mounted all-in-one camera, speaker, and microphone bar for use with BYOD and Microsoft Teams. The bar will be mounted directly under the center of the display and will connect to HDMI and USB for BYOD use.

The Contractor shall provide and install an HDMI and USB extender from the display location to the table. This will allow BYOD display and connectivity to the camera, microphone, and speakers for BYOD communication software, like MS Teams.

3.2 Classrooms (4)

NCCA has four (4) classrooms. Classroom 1 is located in Building 7452 on the NCCA campus;

the other classrooms are on the first floor of Building 7450. Square footage of the classrooms is as follows:

• Classroom 1 (C1) – 3,456 sq ft

• Classroom 2 (C2) – 1,800 sq ft

• Classroom 3 (C3) – 608 sq ft

• Classroom 4 (C4) – 896 sq ft

The four (4) classrooms require an AV refresh to fulfill the below requirements. Exact quantities needed per room will be based on square footage, the Contractor’s assessment, and the capabilities of the brand/model selected by the Contractor.

• AV presentation from laptop with HDMI and USB-C connection at the podium.

• HDMI w/audio input available in the rack so a government-provided Dell Wyse 5070 Thin Client system can be installed.

• Ceiling-mounted pan, tilt, zoom (PTZ) cameras to capture the presenter and the audience from no less than two angles.

• Wireless microphones for the presenter.

• Area microphone coverage of the audience to allow group discussions to be captured during video conferences and streaming events.

• Simple microphone level controls on the touch panel so the sensitivity of the presenter’s microphone and the area microphones can be adjusted on the fly during live events.

• AV bridge device to allow attached laptop to use the system as a “web cam” for services like MS Teams and Zoom.

• AV streaming/conferencing between classrooms independent of outside services utilizing existing AV Lan that does not have internet connectivity. The network backbone already exists; however, each classroom AV system shall include an integrated switch to provide a single connection point to existing network.

• Centralized touch panel control at the presenter’s station.

• Video projectors and displays per classroom as listed below:

o Classroom 1 (C1): Currently has three (3) video projectors facing the front wall, an

LCD display on each side wall tilted out and an LCD display on the rear wall. The new configuration must meet or exceed the current. The retractable ceiling mounted screens will need to be replaced.

o Classroom 2 (C2): Currently has one video projector facing the front wall, an LCD display on each side wall tilted out and one video projector facing the rear wall.

The new configuration must meet or exceed the current. The retractable ceiling mounted screens will need to be replaced.

o Classroom 3 (C3): Currently has one LCD display on the front and rear wall. The new configuration must meet or exceed the current.

o Classroom 4 (C4): Currently has one LCD display on the front and rear wall. The new configuration must meet or exceed the current.

3.3 Labs (18 suites, 54 total rooms)

The Contractor shall engineer and install 18 independent AV systems into 18 lab suites, comprising three adjacent rooms that are approximately 9.5 feet by 11.5 feet each. The center room is referred to as the Instructor room, and the two rooms to either side are the Student rooms. Heat and noise output in the Instructor room are a concern and should be minimized in the new system.

Each AV system must consist of the following:

- Flat Panel Display (18): Commercial-grade; 4k resolution or greater; at least 65" screen size but no wider than 70" physical size; must be compatible with the video wall solution requested below; Wi-Fi and “Smart TV” capabilities are not desired and must be in compliance with any and all DoD regulations related to “Smart TV” functionality and Wi-Fi. These will be installed on the back wall of the Instructor room, one per room.

- Video Switcher/Video Wall Processor (18): Must support a minimum of 10 inputs for the following: four (4) video cameras, two (2) digital video recorders, and four (4) computer display inputs. In addition to the outputs to the instructor’s Flat Panel Display, there must also be two (2) independently switchable outputs to each of the digital video recorders. The outputs to the Flat Panel Display must support video wall tiling to allow multiple inputs to project onto a single display. The customer will advise on the desired arrangement of tiles prior to the programming processes. Device to be installed in the GFE rack in the Instructor room.

- PTZ Cameras (72): Each Student room will need two (2) wall-mounted PTZ cameras for a total of four (4) per suit, one on the front wall and one on the rear wall of each Student room. The video output shall be routed into the video switcher and PTZ controls and programmed into the touch panel controller on the instructor’s table in front of the instructor’s Flat Panel Display.

- Each Student room will have the ability to transmit an HDMI video signal from a GFE (laptop and docking station) to the video switcher in the Instructor room.

- The Instructor room will have the ability to transmit two (2) HDMI signals from a GFE (laptop and docking station) located on the instructor’s table to the video switcher.

- Video Recording (36): Two (2) digital video recorders (e.g., Blackmagic Design HyperDeck Studio HD Pro or equal to) to be installed at each end of the instructor’s table in GFE racks. The video recorder must record onto removable digital media. The recorder must include a small video display, either internal or external to monitor the input to the recorder. The recorder’s input and output shall be routed through the video switcher.

- Each of the 36 Student rooms shall have microphone coverage to allow easy listening to any conversation taking place in the room. That audio signal shall be integrated into the video recording. Additionally, it shall allow for live monitoring of the audio signal by the instructor in the Instructor room independent of the signal provided to the recorder.

- Audio Monitor (36): Two (2) audio monitors (e.g., Marshall AR-AM4-BG-2 or equal to) to be installed at each end of the instructor's table in the same GFE racks as the video recorders. The audio monitor must be able to be used to monitor the live audio from their respective student rooms and also be able to play the audio from the video recorder during playback. It shall also be able to monitor the audio from other HDMI sources such as the student’s and instructor’s computers.

- USB Switch (18): The system must include a USB (Keyboard and Mouse) Switch that will allow the instructor to control their own GFE computer or either of the students’ GFE computers in the adjacent rooms. The GFE keyboard and mouse for the instructor is located on the instructor’s table in the Instructor room.

- Automation Control (18): The Lab Suite shall be centrally controlled via a touch panel located on the instructor table in the Instructor room to allow for the control of the other components for complete system integration. The control system should use ethernet, RS-232, or similar technology to allow control of relevant components (e.g., Crestron 4-Series Control System or equal to).

- Programming: The control system shall be programmed to maximize the capabilities and control of the components of the system. Needed functions can be demonstrated during a site visit, and the customer will provide the current Crestron Pro3 program that ultimately needs to be replicated into the new program.

- Installation: The final package will need to be replicated and installed 18 times. The Contractor shall remove any unnecessary equipment and cabling and return it to the customer. The Contractor shall install all the new equipment to include all interconnecting cabling. The Contractor shall program the controller and make ready for acceptance, inspection, and testing by the customer.

- Spares: In addition to the totals above, the quote should also include the following spares to be left with the customer:

• 1 Flat Panel Display

• 1 Video Switch/Video Wall

• 6 PTZ cameras

• 4 video recorders

• 2 audio monitors

• 2 USB switchers

• 2 control systems

• At least 15% spares on hand for any other supporting components that are part of the final design and not listed above.

4. Requirements

4.1 Site Survey: A site survey will need to be conducted to document all physical measurements, existing equipment, cable pathways, and new equipment placement and compatibility. Detailed engineer drawings should show how the equipment will be connected so the customer can validate function and capabilities.

4.2 Performance Requirements

• Task: Complete site survey.

• Task: Create project schedule.

• Task: Technical discussion of the equipment list, engineer drawings, and actual integration requirements with technical POC to ensure that the equipment and solution designed meets the needs and standards of the DCSA.

• Task: Installation and integration of equipment, to include removal and turn-in to customer of prior equipment.

• Task: Program, commission, and fully test AV to ensure it meets project requirements.

• Task: Provide one (1) knowledge transfer and training session of up to two (2) hours for the new system. The knowledge transfer will involve how to use the system, as well as how to do any basic troubleshooting with presentations and other common user issues. The knowledge transfer will be a combination of in-person training as well as any pertinent reference materials (i.e., manuals, programming information, step-by-step guides). The transfer session will take place on-site at the immediate conclusion of installation unless otherwise agreed upon by all parties.

5. Project Performance:

5.1. Project Schedule and Kick-off Meeting: The Contractor shall schedule a project kick-off meeting and provide a project schedule with names of contacts and other contact information. Kick-off meeting shall include the local DCSA project team. Project schedule will be coordinated with the customer to minimize impact to the existing training calendar.

The FY24-25 training schedule is as follows:

• Nov. 1, 2024 – Class 24-3 graduates (note: a major HVAC project will be occurring in various parts of the campus starting Nov. 4. If necessary, AV work can be coordinated at the same time.)

• Feb. 4, 2025 – Class 24-1 starts, utilizing Classroom 1 for the duration of class

• March 4, 2025 – Lab exercises start for Class 24-1 (Lab rooms and Classroom 4 unavailable)

• April 30, 2025 – Class 24-1 graduates

• May 12, 2025 – Class 24-2 starts, utilizing Classroom 1 for the duration of class

• May 20, 2025 – Lab exercises start for Class 24-2 (Lab rooms and Classroom 4 unavailable)

• July 16, 2025 – Class 24-2 graduates

• Sept. 2, 2025 – Class 24-3 begins, utilizing Classroom 1 for the duration of class

• Sept. 10., 2025 – Lab exercises start for Class 24-3 (Lab rooms and Classroom 4 unavailable)

• Nov. 5, 2025 – Class 24-3 graduates. Next class won’t start until mid/late January

2026.

5.2. Review and Validation of Design: The Contractor shall create a functional AV system installed on premises and in accordance with the requirements in this Statement of Work. The customer will review the contractor’s proposed equipment list, diagrams, and design plan and validate the proposed configuration. Validation or non-validation shall be a written document provided prior to kickoff.

5.3. Installation: The Contractor is responsible for all installation of the AV system. The Contractor shall remove existing equipment and turn over to the government for disposal. The Contractor shall also remove and dispose of any old A/V cabling that is no longer needed. The Contractor shall be responsible for patching/repairing/painting any holes in the walls associated with the project, to include any left from the removal of old equipment. The Contractor shall be responsible for any materials associated with patching/repairing/painting.

5.4. Testing Schedule: The Contractor shall conduct operational tests of the AV system and deliver a completed Acceptance Test Plan (ATP) report at job completion.

5.5. Deliverables: The Contractor shall provide a final report to the DCSA no later than 10 working days after completion of installation, configuration, and testing of the AV system. The report shall contain the system documentation and user environment photos.

Included in this should be a master property list that provides items procured, manufacturer, part number, quantities, manufacturer warranty information, etc. for each room.

5.6. Project Closeout: The Contractor shall complete final acceptance and project closeout with the requesting DCSA Project Team points of contact (POCs). POCs shall inspect all services performed under this Statement of Work through the final reports and provide feedback and acknowledgement of acceptance by the customer of the deliverables.

6. Place of Performance: Work shall be performed at the site listed below. The customer will provide ample space to perform the required tasks. The customer will provide access to all Government documents, people, facilities, and technology infrastructure relative to the success and completion of deliverables specified in this Statement of Work. The customer will issue temporary badges for building access and provide escorts if access is needed to restricted areas. Hours of the NCCA are 7 a.m. – 5 p.m., Monday through Friday, excluding Federal holidays. Requests to work outside of these hours or on weekends must be approved by the customer in advance as part of the project schedule.

Defense Counterintelligence & Security Agency National Center for Credibility Assessment 7540 Pickens Avenue Ft. Jackson, SC 29207

7. Period of Performance: The base period of performance shall be all requirements met within 9 – 12 months from fully executed and signed award, pending material availability due to supply chain constraints out of the contractor’s control.

8. Service & Support: The Contractor shall price out an extended warranty option for service and support beyond the contract period of performance.

9. POCs:

Primary Customer POC:

• TBD

10. Contract Information: This Contract and all pricing shall be Firm Fixed Price.