Vendor Questions - SCMG AV Refresh - Govt Responses.pdf

Vendor Questions Customer Answers Government Notes Table Cable Routing: During the site visit, the Government indicated a preference for all cabling to be routed to the existing conference table with a cable pocket or pass-through solution. Can you please confirm whether the Government intends for the contractor to modify the glass tabletop to accommodate the pass-through, or should the contractor route the cables in a manner that does not require modification of the glass?

No table modification. Mount the inputs under the table and bundle/hide the wires

Removal of Existing Projector Screen: Does the Government require the contractor to remove the existing ceiling-mounted projector screen as part of the AV upgrade? If so, does the contractor also need to replace the ceiling tile in the location where the screen is removed?

No, the existing projector screen will not be removed.

Clarify "Minor Construction": Ref SOW 3.0 Objectives bullet 15: The RFP states “Minor construction, if needed, will be provided by the government.” SOW (Ref

4.1 Assessment and Planning, Bullet 6) : The RFP also states “Ensure all electrical work is performed by a licensed electrician and complies with all applicable codes and regulations.” Contractor considers additional electrical power as a minor construction element best performed by the owner/manager of the facility, making these two statements contradictory. QUESTION: Can Government clarify who is responsible for installation should additional electrical power work be required?

Minor construction/electrical work in or behind the walls is the government's responsibility.

Clarify intention for removed equipment: Ref SOW 4.5 Cleanup: the RFP states "contractor shall remove unused items of existing A/V (Audio/Visual) equipment from the conference rooms (Contractor shall coordinate with 948 SCMG Staff)."

QUESTION: Can Government clarify their intention for removed AV equipment?

Does USAF have on-site storage to where contractor will relocate materials? Contractor will need to do the tear down of the equipment, but the government will be responsible for the disposal. The government will relocate the materials as they are torn down.

Will cable cubbies be required for laptop connections, or will cables be routed over the side of the table instead? If cable cubbies are required, who will be responsible for cutting the table and the table’s glass top? No table modification. Mount the inputs under the table and bundle/hide the wires If available, please provide the drawings of the current AV system

There are no drawings available.

Please provide any available architectural drawings of the conference room

There are no drawings available.

Will the conference room be used for NIPR ONLY operations?

Yes. NIPR only Is the vendor or the customer required to provide the Microsoft Teams Room (MTR) Endpoint? Will the MTR be located in the existing equipment credenza?

Does the customer want a (Windows or Android based MTR)? See link for comparison: https://learn.microsoft.com/en-us/microsoftteams/rooms/teams-devices-feature-comparison?tabs=Commercial All of the computers will be Government Furnished equipment. None of the equipment installed will touch the government network. The A/V system installed will not touch NIPRNet.

Where will the 2nd camera be located (i.e. back of the room)?

West wall

Request references a “Mute all button” at the head of the table. Since this function is readily available on the tabletop touch panel user interface, is that satisfactory?

No, a separate "Mute All" button is needed at the head of the table.

Please provide specific interfaces that need to be located at the two (2) locations on the conference tabletop:

1. HDMI

2. USB-C

a. Content Sharing

b. Bring your own UC Meeting platform (BYOD)

c. Both

3. Ethernet (to customer LAN)

4. AC Power

5. USB-C power

6. Anything else?

HDMI and USB-C interfaces for A/V will need to be installed. Ethernet and AC Power and docking station will be supplied by the government.

Since this location has concrete floors with no core drills, should the vendor provide an ADA compliant over-the-floor (OTF) raceway from the conference table to the front room credenza? (Customer’s electricians will have to install and provide the 110VAC if not available)

Yes.

Confirming the location of the two touch panels:

1. Table in the corner of the room.

2. End of the conference table.

3. Should we provide 2 touch panels or one with Ethernet 2 interfaces?

Per the SOW, there is only 1 touch panel required. After further consideration, we would like the touch panel to sit at the front of the room on the credenza, with the ability to stretch to the head of the table via wired connection. SOW adjustment made to the location of the touch panel.

Are the two AV connections for CFE NIPR PC’s (one at the head of table, one at the foot of the table)? Are these for content sharing or BYOD?

Yes, GFE NIPR PC's. These are Bring your own device (BYOD).

Since the existing tabletop has a solid glass cover with no cavities; and table AV integration is requested. Would an under-edge tabletop integration connectivity be acceptable? Or would the customer modify the glass top and table to accept new tabletop cable cubbies? No table modification. Mount the inputs under the table and bundle/hide the wires

The official RFQ SOW states for the cameras to be similar to Huddly L1. This camera specifically does not have control capabilities to work with an AV control system like Extron or Creston. It is proprietary and only can be controlled via USB from a computer. Will the customer be open to a conferencing camera with similar specifications (i.e. Vaddio, Aver, etc.) that can be controlled and integrated into the AV system (with conventional RS-232 control)?

Yes, open to cameras with same capabilities.

The government is requesting a 12inch touch panel or greater. Most touch panels that work with systems for this type of conference come in 10 inches to 12 inches, will the government accept either size?

Yes, either size. SOW adjustment made to state minimum of 10".

Would the government prefer one touch panel at back corner for admin use and one at the head of the table?

Per the SOW, there is only 1 touch panel required. After further consideration, we would like the touch panel to sit at the front of the room on the credenza, with the ability to stretch to the head of the table via wired connection. SOW adjustment made to the location of the touch panel.

With the two government computers at the table do require multiple screens from one computer. If so, please specify how many screens from one computer would you like to display from one computer? Extended or duplicate.

Need to be able to extend up to 2 screens for every BYOD port.

The Huddly L1 camera system is bundled as a 3-camera system, would the camera only require two cameras a la carte? The 3-camera system is recommended by the vendor.

A minimum of 2 cameras is required; 3 cameras is also acceptable.

Is the government requesting a new equipment rack to house the equipment?

Disposal of current rack and credenza unit.

No. Use existing furniture.

Would the government accept options with a larger monitor – 86 Inch Monitors ?

The head of the table is 17 feet away; proper view distance would require a 86 Inch monitor at least. The wall space is sufficient as well. The room could handle 98 Inch monitors as well, big is better for the head of the table.

Yes, larger monitors are acceptable. SOW adjustment made to state "75" (or greater)".

The notice asks for 2 years warranty on equipment and labor? Most government contracts offer 1 year on labor, and the equipment falls under the manufacturer warranties from 3 to 5 years on the equipment. Each piece of equipment will be between 3-5 years. Options to extend labor warranties with one site visit per year will be around $2000-$6000 depending on the vendor. Most companies will offer extended plans after the first year.

We would like the 2 year service contract. SOW verbiage has been updated to remove the word "warranty", and adjusted to "service contract". SOW adjustment made to update verbiage.

Shure MXA920WS ceiling mic quantity: The MXA920 is designed to cover 30’x30’ right out of the box. (https://www.shure.com/en-US/insights/how-do-mxa920-coverage-areas-work) Considering that the room is basically 34x16, one (1) mic is all that is required. (the extra 4’ room length is furniture at back/front, so not an issue) In our experience, adding the 2nd mic may actually decrease the audio quality by doubling up on the automatic echo cancellation.

These are about $4000/each, so I just wanted to bring this up. I will include the 2nd mic if so directed, but don’t advise it.

1 mic will be acceptable if verification by testing is accomplished. SOW adjustment made to state "microphone(s)".

Table Cubbies: Table cubby add/install was mentioned in the site visit, but I did not see that included in the posted SOW. If you do wish to install cubbies, I recommend simple circular grommet units, as they are much simpler to cut into an existing table without routing perfect squares. The pass-thru holes just need to be large enough to get HDMI/USB-C cables thru plus a typical thin laptop power supply cable if needed. Glass can definitely be cut, but cracking/shattering the glass topper is possible regardless of the care given.

No table modification. Mount the inputs under the table and bundle/hide the wires

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