Draft Statement of Work - JBLE Giant Voice System Upgrade.pdf

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STATEMENT OF WORK

FOR

INSTALLATION OF THE UPGRADE

GIANT VOICE (GV)

MASS NOTIFICATION SYSTEM (MNS)

Joint Base Langley-Eustis (JBLE) Virginia

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1.0 OVERVIEW: The 633 Air Base Wing (ABW) has a need to upgrade the existing obsolete and failing Giant Voice System (GV) at Joint Base Langley-Eustis (JBLE (i.e., Langley AFB, Bethel Manor Housing, and Ft Eustis)) with a new Motorola OptiWarn GV System. The project objective covers the replacement of the existing outdated and failing system with a new, robust, and reliable solution.

2.0 SCOPE: The Statement of Work (SOW) defines the 633d ABW’s requirements to design, furnish, install, operationalize, and test a new OptiWarn GV System at JBLE for improved efficiency, reliability, enhanced emergency communication capabilities, and secure communications over a secure simplex radio link. The upgraded GV system shall integrate, where possible, to the existing GV Mass Notification System, built on a Motorola network infrastructure. The OptiWarn GV solution will improve technology and allow operators to have advanced control capabilities at their fingertips, enabling rapid dissemination of critical information that is clear and audible during emergencies like natural disasters, active shooter situations, or security breaches to everyone on base, regardless of location. Problem Set: The existing GV System has numerous issues and experience frequent radio failures; resulting in the current system being largely inoperable because existing radios cannot be updated or repaired since devices are well beyond end-of-life/end-of service. This current antiquated GV system exposes JBLE and leaves personnel vulnerable.

3.0 REQUIREMENT: The Contractor shall provide all equipment, tools, wiring, software, materials, supplies, transportation, lift, labor, supervision, management, and other incidentals necessary to carry out the requirements as stated in this SOW. The Contractor shall upgrade the current GV System, plus all required support infrastructure to include (but not limited to) such items as, laptop consoles, Radio Frequency (RF) Motorola radios, mother boards, siren controller boards, siren amplifier boards, solar panels, and batteries. All materials shall be new and not refurbished.

3.1 The contractor shall provide 30 new sirens (12 four cell/18 two cell) with fluorinated ethylene propylene (FEP) antenna systems, 30 solar panels, 60 backup batteries, GPS clock, standalone radios AES 140-2 level 3 encryption, certified to JF- 12 security standards and capable of future programming for the Air Force ELMR System. Shall provide 2 remote terminal unit spares as well as 1 mobile content edge proxy, 2 radio installation kits, and 1 front end processor (or similar/like in specifications).

3.2 The contactor shall provide and replace 18 existing wooden poles that are failing with steel monopoles or concrete poles highly resistant to wind loads and decay.

3.3 The contractor shall provide connection and integration into the existing AT HOC system.

3.4 The contractor shall include all licensing, remote terminals and installation kits.

3.5 The contractor shall provide 3 activation points (2 fixed/1 transportable) with the following requirements for each:

3.5.1 FIXED (or similar/like in specifications)

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3.5.1.1 Processor (CPU):

• Intel Xeon W-series processors (e.g., Xeon W-2223, W-2295) - for professional-grade performance.

• Options for up to 18 cores (depending on the specific CPU model).

• Memory (RAM):

• DDR4 ECC (Error-Correcting Code) memory - essential for workstation stability and data integrity.

• Up to 512GB of RAM capacity (using multiple memory modules).

3.5.1.2 Storage:

• Multiple drive bays to support various configurations:

• Fast Non-Volatile Memory Express (NVMe) PCIe SSDs (Solid State Drives) for the operating system and demanding applications.

• High-capacity SATA SSDs or HDDs (Hard Disk Drives) for bulk storage.

3.5.1.3 Graphics Card (GPU):

• Options for professional-grade GPUs from NVIDIA Quadro or AMD Radeon Pro series -designed for CAD, video editing, 3D rendering, and other demanding tasks.

• Entry-level options for less graphics-intensive workloads.

3.5.1.4 Operating System:

• Windows 11 Pro for Workstations (often pre-installed).

• Options for Linux distributions, depending on your needs.

3.5.1.5 Connectivity:

• 2 – Network Interface Cards (NICs)

• Multiple Gigabit Ethernet ports.

• USB 3.1 Gen 2 and USB-C ports.

• Optional Thunderbolt 3 ports for high-speed peripherals and displays.

3.5.1.6 Expansion Slots:

• PCIe slots for adding expansion cards (e.g., network cards, RAID controllers, dedicated audio interfaces).

3.5.1.7 Power Supply:

• High-wattage power supply units (PSUs) to support powerful components and expansion options.

3.5.1.8 Chassis and Design:

• Designed for tool-less access, easy upgrades, and good airflow for cooling.

3.5.2 TRANSPORTABLE

3.5.2.1 Custom transportable equipment case

3.5.2.2 Processor (CPU):

• Intel Xeon W-series processors (e.g., Xeon W-2223, W-2295) - for professional-grade performance.

• Options for up to 18 cores (depending on the specific CPU model).

• Memory (RAM):

o DDR4 ECC (Error-Correcting Code) memory - essential for workstation stability and data integrity.

o Up to 512GB of RAM capacity (using multiple memory modules).

3.5.2.3 Storage:

• Multiple drive bays to support various configurations:

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• Fast NVMe PCIe SSDs (Solid State Drives) for the operating system and demanding applications.

• High-capacity SATA SSDs or HDDs (Hard Disk Drives) for bulk storage.

3.5.2.4 Graphics Card (GPU):

• Options for professional-grade GPUs from NVIDIA Quadro or AMD Radeon Pro series -designed for CAD, video editing, 3D rendering, and other demanding tasks.

• Entry-level options for less graphics-intensive workloads.

3.5.2.4.1 Other Important Specifications:

3.5.2.5 Operating System:

• Windows 11 Pro for Workstations (often pre-installed).

• Options for Linux distributions, depending on your needs.

3.5.2.6 Connectivity:

• Multiple Gigabit Ethernet ports.

• USB 3.1 Gen 2 and USB-C ports.

• Optional Thunderbolt 3 ports for high-speed peripherals and displays.

• Expansion Slots:

o PCIe slots for adding expansion cards (e.g., network cards, RAID controllers, dedicated audio interfaces).

3.5.2.7 Power Supply:

• High-wattage power supply units (PSUs) to support powerful components and expansion options.

3.5.2.8 Chassis and Design:

• Designed for tool-less access, easy upgrades, and good airflow for cooling.

3.5.3 Other system programmable features shall include:

• Silent alert test

• Isolated/Targeted Testing Area (Pole Selective / Site Selective)

• Customizable by System Operator(s)

• Training for All Situational Alerts/Tests

• Sensitive Areas for NON-Emergency Alerts to be documented and programming instructions

3.5.4 System shall provide a graphic user interface (GUI) with complete control of the siren system with minimal complexity even when scaled for larger systems.

3.5.5 System shall provide operators to pull up a screen log to see previous activations with time and date stamp and then check against archived siren activation logs with details of those activations

3.5.6 System shall provide a siren map screen. From this screen, the operator can see the current general status of each siren, check the individual status of each siren, activate the sirens, as well as scroll through any current alarms. A legend shall be available to assist the operator with the color-code for the siren icons.

3.5.7 System shall be capable of being configured to provide the following broadcast messages and tones for other as identified:

• Broadcast Messages

• Attack Warning

• Disaster Warning

• FPCON Alpha

• FPCON Bravo

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• FPCON Charlie

• FPCON Delta

• Lightning Announcement

• Lightning Terminated

• Tornado Warning

• Tornado Exercise

• All Clear

• All Clear Exercise

• Hazardous Material

• Severe Weather

• Recall Message

• Active Shooter Announcement

• Heat Advisory Start/End

• Weather Warning

• To The Colors

• Retreat, Bugle

• Reveille

• Bugle Taps

• The National Anthem

• Retreat/Anthem

• Lock down

• End Message Indicator

3.5.8 Broadcasting Tones

• Alt Steady

• Alt Wail

• Pulse Steady

• Pulse Wail

3.5.9 Broadcasting Voice

• Public Address Live Voice

• Audio level (line-level) input

3.6 The contractor shall provide all system installation and acceptance testing to include:

3.6.1 Perform any final radio subscriber installation of the Mass Notification System.

3.6.2 Verify system configuration, optimize, and perform in-field functional acceptance testing for the system.

3.6.3 Coordinate Cutover Plan activities as required.

3.6.4 Provide “as-installed” documentation, customized for your system.

3.6.5 Provide technical support to install 2 activation computers, 2 front end processors (FEPs) with radios, and antenna systems. Perform final setup, configuration, and test communications

3.7 Fort Eustis

3.7.1 The contractor shall remove 20 existing MNS sirens to include wood poles to include disposal.

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3.7.2 The contractor shall install 18 MNS sirens

3.8 Bethel Manor Housing

3.8.1 The contractor shall remove 2 existing MNS sirens, leaving the existing steel poles.

Dispose of the siren equipment. Reuse the existing steel poles and install 2 new sirens. Perform final setup, configuration and test communications.

3.9 Langley AFB

3.9.1 The contractor shall remove 10 existing Mass Notification System sirens, leaving the existing steel poles.

3.9.2 The contactor shall dispose of the siren equipment. Reuse the existing steel poles and install 10 new sirens. Perform final setup, configuration and test communications.

3.10 ATHOC Integration

3.10.1 The contractor shall provide connection from the designation front end processor (FEP) to the ATHOC interface box.

3.11 Site Survey and Assessment

3.11.1 The contractor shall conduct a comprehensive site survey of JBLE (Langley AFB. Bethel Manor Housing and Fort Eustis) to assess existing infrastructure, identify optimal siren locations, and evaluate environmental factors.

3.11.2 The contractor shall analyze JBLE's emergency communication needs, including required coverage areas, message types, alert levels, and integration with the existing AT HOC system.

3.11.3 The contractor shall deliver a detailed Site Survey Report with recommendations for siren types, locations, and system architecture.

3.12 System Design:

3.12.1 The contractor shall develop a comprehensive GV system design based on the Site Survey Report, JBLE requirements, and leveraging the Brand Name: Motorola OptiWarn system.

3.13 Siren Selection and Placement

3.13.1 The contractor shall specify the precise location for each new siren, reusing existing poles in good condition and replacing 20 failing wooden poles with new concrete poles. The siren placement will be based on the provided coverage studies and shall ensure clear and intelligible audio across all target zones. The below table identifies poles and sirens surveyed and conditions at the three JBLE locations.

Table 1 – 2024 Survey of existing condition of GV poles and sirens

Current Poles and Sirens condition Langley AFB Bethel Manor

Housing Ft Eustis

Reuse Existing Poles and Mount New Sirens

10 2 0

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Replace Existing Poles with New Concrete Poles and Mount New Sirens

0 0 18

Optional: Add New Poles with New Sirens

0 0 2

4.0 CONTRACTOR PERSONNEL AND FUNCTIONS:

4.1 The Contractor shall provide management, supervision, personnel, and technical support functions in support of the network upgrade.

4.2 Listing of Personnel. The contractor shall maintain a current listing of personnel. The list shall include the employee’s name, social security number and level of security clearance.

The list shall be validated and signed by the company’s Facility Security Officer (FSO) and provided to the sponsoring agency’s security manager, the COR, and the CO. An updated listing shall be provided when an employee’s status or information changes.

4.3 Inherent Services: The contract shall engineer, furnish, install and perform any assembly, initial programming, configuration of the MNS system, when feasible, prior to shipment. Create and install any customized cables to efficiently connect racks and equipment.

Generate initial System Manual documentation. All equipment is to be inventoried, packaged, and shipped to a government-furnished facility at Langley AFB. Onsite installation and training of all functional parts, maintenance requirements, and operation.

4.4 Project Management. The Contractor shall provide a Project Manager (PM) and alternate(s) responsible for contract performance and continuity. The Contractor shall identify the Project Manager’s or alternate's range of authority to act for the Contractor relating to daily contract operation.

4.5 Site Point of Contact (POC). The Contractor shall designate the Contractor's on-site team leader and alternate(s) as the Site POC for individual projects in their Site Visit Request Letter. The Site POC or alternate(s) shall be on site during duty hours until project completion.

The Site POC shall be the interface for all work site communications with the Government, including quality, safety, and discrepancy matters.

4.6 Out- brief. The Contractor shall conduct an out brief with the site 633 CS POC (and team) or designated representative at the conclusion of the implementation. The implementation out-brief shall inform the customer of implementation results and necessary maintenance issues (including warranties).

5.0 BASE ACCESS PASSES. The contractor shall ensure that each employee obtains the following pass and identification items: all necessary cards, passes, buttons, decals, or other items required for access to the areas and the installation. Upon contract award and the replacement of any employees, the contractor will be required to complete a base access request form.

6.0 HOURS OF OPERATIONS: The hours of operation are 0730 to 1630 Eastern Standard Time (EST), Monday through Friday, excluding Federal Holidays. The contractor shall be required to work outside of normal work hours and work on weekends to support this task order.

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The contractor shall work with both 633 CS/SCXP and 633 CS/SCOI to scheduled work outside of normal work hours.

7.0 SECURITY:

7.1 The Contractor shall ensure all contract personnel have security clearances at the appropriate security level on contract start date.

7.2 Contractor’s personnel shall be able to obtain all required access cards to performed work at required worksites and work areas.

8.0 QUALIFICATIONS:

8.1 The Contractor shall:

8.1.1 Demonstrated experience in designing, installing, and supporting large-scale mass notification systems, preferably for DoD clients.

8.1.2 A team of qualified personnel with expertise in acoustic engineering, RF communication, network engineering, cybersecurity, GV system software, and DoD security protocols.

8.1.3 All necessary licenses, permits, certifications, and clearances to perform work on a military installation.

9.0 TRAINING AND DOCUMENTATION

9.1 Training:

9.1.1 The contractor shall provide on-site training to JBLE personnel on system operation, maintenance, and troubleshooting.

9.1.2 The contractor shall tailor training to different user groups and utilize a combination of classroom instruction, hands-on exercises, and real-world scenarios.

9.2 Documentation:

9.2.1 The contractor shall deliver comprehensive system documentation, including system diagrams, equipment specifications, software manuals, network diagrams, maintenance procedures, as-built drawings, test plans and results, and training materials.

9.2.2 Manuals and Practices. The Contractor shall provide the latest version of operation, installation, maintenance manuals, troubleshooting instructions, and practices/users guides for each system installed as provided by the original manufacturer with all new equipment.

10.0 ACCEPTANCE CRITERIA

10.1 The GV system upgrade shall be deemed acceptable when:

10.1.1 The government shall perform an inspection and evaluation of the upgraded/integrated GV system for the successful installation and configuration of all equipment and software according to the approved design and industry best practices and validate that requirements have been met.

10.1.2 The government shall perform a successful completion of all system tests outlined in the approved test plan, demonstrating compliance with performance requirements and integration with existing systems; and validate that requirements have been met.

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10.1.3 The government shall confirm delivery of comprehensive training to JBLE personnel, ensuring their proficiency in system operation, maintenance, and troubleshooting, prior to acceptance.

10.1.4 The government has received and approval of all required documentation.

11.0 MAINTENANCE AND SERVICES:

11.1 The contractor shall provide a minimum of a one-year warranty on parts and equipment supplied including to correct any possible defects in materials and workmanship.

11.2 The contractor shall provide a follow-on 4-year break and fix maintenance service for the GV system that includes bi-annual preventative maintenance inspections and required batteries refresh/replacement.

11.3 Warranty: The Contractor shall warranty the products of its manufacturer to be free from defective material and workmanship. Break-fix support for hardware and software related to the upgraded GV system shall be provided for no less than one year after the upgraded GV system acceptance date, to include all field trips, telephone support, and shipping costs.

12.0 GOVERNMENT FURNISHED ITEMS AND SERVICES

12.1 The government will provide:

12.1.1 Access to all installation locations.

12.1.2 Secure storage for delivered equipment and materials.

12.1.3 Coordination of utility shutdowns and reconnections as needed.

12.1.4 Traffic control and safety measures during installation and testing.

12.1.5 Identification and access to existing AC power circuits for siren installations.

12.1.6 Static IP addresses, radio talk groups, and radio IDs for system configuration.

12.1.7 A list of sensitive areas for programming non-emergency alerts and announcements.

13.0 QUALITY ASSURANCE: The Contractor shall provide a Quality Control Program for the entire life of the project.

13.1 The Contractor’s quality assurance evaluator shall assist the Government representative in performing random spot checks and system acceptance tests.

13.2 The Contractor shall be responsible for identifying system and outside plant deficiencies and/or discrepancies throughout the life of the project. A weekly report (soft copy) shall be submitted indicating progress/status and listing any deficiencies/discrepancies found and actions to correct them IAW Contract Data Requirements List (CDRL).