SWSA_(SEB)_Conference_Room_SOO_20190606.pdf

SERVICES

STATEMENT OF OBJECTIVE FOR

SWS Ashore (SEB) Conference Room Audio & Visual Equipment Installation

Date: July 30, 2018

This project consists of installing an Audio/Visual Conference Room in the newly renovated SWSA Engineering Building (SEB) located at CX25 Cape

Canaveral Air Force Station, FL.

TABLE OF CONTENTS:

1. Purpose…………………………………………………………………………………………….3

2. Scope...…………………………………………………………………………………………….3

3. AV Control Room System………………………………………………………………………...4

4. Briefing Capabilities……………………………………...……………………………………….5

5. Audio System……………………………………………………………………………………...5

6. AV Room Video Switching System………………………………………………………………6

7. Video Conferencing Capabilities………………………………………………………………….6

8. Audio Conferencing Capabilities………………………………………………………………….7

9. Classification Signage……………………………………………………………………………..7

10. Track Board…………….…………………………………………………………………………8

11. Lighting……………………………………………………………………………………………9

12. Basic Bid Items……………………………………………………………………………………9

13. Safety and Security………………………………………………………………………………..9

14. Invoices…………………………………………………………………………………………..10

15. Schedule………………………………………………………………………………………….10

ATTACHMENTS:

Attachment 1 – Notional Room Layout…………………………………………………………………..11 Attachment 2 – Switch Panel Example…………………………………………………………………..12 Attachment 3 – Track Board……………………………………………………………………………….13 Attachment 4 – Existing SEB Conference room lighting system………………………………………14

1. Purpose – This Statement of Objective (SOO) outlines the services to be provided by the Contractor for NOTU at the SWS Ashore Engineering Building (SEB) located at Complex 25 (CX25), Cape Canaveral Air Force Station (CCAFS) in Cape Canaveral, Florida.

2. Scope – The successful Contractor is required to furnish all labor, hardware, electrical installation/removal, electronics installation/removal, material, furniture, supervision, tooling, miscellaneous mounting hardware and consumables for a complete audio/video solution within the room as detailed in the following Statement of Objective (SOO) and attached drawing. The Contractor shall maintain current status with the warranting manufacturers for the duration of the project. After installation, the Contractor shall submit all documentation, including operation and maintenance manuals, to support the warranty in accordance with the manufacturer’s warranty requirements and to apply for said warranty on behalf of the customer. The system(s) warranty will cover the components and labor associated with the repair/replacement of any failed piece of equipment or cabling as a result of a defective product when a valid warranty claim is submitted within the warranty period. The highest classification of brief held in this conference room will be unclassified For Official Use Only (FOUO).

Contractor is responsible for the following tasks:

a. Review the SOO, attachments, and references to ensure constructability.

b. Submit a RFQ to the Contracting Officer. Contractor shall provide provisions for security escorts, badging, etc. for their specified work area.

c. The Contractor shall establish a single point of contact (POC) with the Customer who will be responsible for reporting progress and updating the Customer’s technical representative with issues that must be addressed to facilitate the installation.

d. Contractor will perform a site visit to verify existing conditions and dimensions of the work areas prior to the development of shop drawings for fabrication and installations. The Contracting Officer shall be notified of all discrepancies and these items resolved prior to fabrication. Provide a Field Inspection Report that substantiates any field condition that significantly differs from the drawings within five (5) days of approval to begin work. The Contractor must show that these differing field conditions will result in an adverse financial and/or time schedule effect before any changes in the contract are considered. Any resulting changes will not automatically be the basis for a contract Change Order.

e. The Contractor shall maintain the Customer’s facility in a neat and orderly manner during the installation of the system.

f. The Contractor shall comply with the current codes, standards and regulations required by local, city, county, state, and federal governments and utilize the best commercial practices in the audio-visual integration industry.

g. Contractor will conform to all requirements outlined in 45th Space Wing Instruction, 33-113, Communications and Information, COMMUNICATIONS ROOMS INSTALLATION STANDARDS, including Building Industry Consulting Service International (BICSI) requirements.

h. Contractor will build and test any assembly units prior to installation at site.

i. Contractor is responsible for pulling and terminating all A/V and electrical cabling.

j. The AV Contractor shall install all cabling between hardware components per the industry standards and manufactures recommendations. At a minimum, all cabling shall be plenum rated.

k. The Contractor shall provide and install all components related to system connectivity.

l. All cabling will be out of sight when possible, providing an aesthetically pleasing installation appearance.

m. Contractor will test all connections and power before connecting equipment.

n. Contractor will perform all control system or other necessary programming including any re-programming necessary after completion and before final acceptance by the customer.

o. Contractor will test all control options and all equipment for proper operation and adjust all equipment to customer’s satisfaction.

p. Contractor will provide an project overview schedule for all installation activities and weekly written status reports that will include scheduled work for the following two weeks.

q. Contractor will hold a final acceptance walk-through with customer representative at project completion including the submission of all final design documents and marked-up “as built” drawing sets indicating equipment placement/type and cable placement/labels.

r. Contractor will execute the work specified in the attached Design Package. All new materials shall be used and all work shall be accomplished in accordance with the drawings, specifications, and details.

The finished product must meet the intent and purpose of this project as described in this SOO and as detailed on the drawings.

s. Contractor will provide training to the customer on all installed equipment.

3. AV Room Control System – A wired touch panel at the table will be used as the room controller of all system functions and associated devices in the room. The touch panel shall accurately reflect the current status of the system in use (room mode, microphone status, video call status, source and destination routing status, etc). The functionality at the table system will also need to control the VTC system (to include dialing buttons, camera Pan/Tilt/Zoom, inputs to send to the VTC system for presentations, self-view controls, service buttons, etc.).

a. Standard control features will include:

(1) GUI interface

(2) Mode selection

(3) Administrator Mode – for conf room administrators that set up the room for VTC use

(4) Advanced Mode – for users to be able to Mute/Unmute while in a VTC, camera controls, etc.

(5) Default mode – for users coming to into the room to use only the projection system (No VTC)

(6) Source selection

(7) Individual source volume control and mute function

(8) Display control

(9) Microphone control and status

(10) Video call control and status

(11) Video caller volume control and mute function

(12) Video recent calls list and redial

(13) Video directory

(14) Master mute and un-mute

(15) Camera control including 6 user pre-sets per classification

(16) Advanced video call options

(17) Manual source to destination routing (any source to any display)

(18) Favorites manager (save, name and recall favorite video/audio layouts)

(19) Projection screen dropdown and retract capability

(20) Lighting controls

4. Briefing Capabilities

a. The system will include the ability to provide high quality local briefings and presentations of all available sources in the native resolution of the projector (1080P or better), along with the monitor displays. The interactive displays should have USB connectivity to whichever computer is connected to them, so the purpose of saving notes, annotations, etc. for each presentation.

b. All briefing capabilities will be available using a single button push via the touch panel interfaces.

All sources will be capable of being routed to the local display devices and speakers either manually (separate source for each) or automatically (same source to all). A Favorites Manager will provide the ability to save, name, and recall an unlimited number of routes (audio and video).

c. Standard presentation sources will include:

(1) Five to six (5 to 6) Table Workstation AV Interfaces (HDMI/VGA) -Will need to be mounted in recesses on the table

(2) One (1) Wall (Desktop Computer) AV Interface (HDMI/VGA)

(3) Two (2) VTC Outputs (Dual Screen – 2 HDMI Interfaces)

d. Standard presentation outputs will include:

(1) One (1) Short throw projector (HDMI)

(2) Two (2) 55” (or better) Monitor Displays (HDMI) – one each

(3) Two (2) 84” (or better) Interactive Displays (HDMI)

(4) One (1) VTC Content input (HDMI/DVI)

(5) One (1) overhead projector (HDMI) to large dropdown screen

5. Audio System

a. The audio system will require six to eight (6 to 8) speakers which will need to be powered by a power amplifier. The speakers will be balanced in order to provide maximum uniform coverage throughout the room. The touch panel interface will provide the ability to route a single source audio feed to all speakers. A master volume slider and master speaker mute/un-mute icon will be provided for control. If acoustically this does not work the contractor is to provide a recommendation to the customer for their approval.

b. Along with the audio requirements will be the need for an audio mixer with teleconference capabilities. The room will require six to eight 6 to 8 ceiling microphones along the side walls of the room (3 to 4 microphones on each side), and 4 additional ceiling microphones to be mounted above the table. The microphones and the audio mixer will need to be configured to provide maximum audio coverage throughout the room. If acoustically this does not work the contractor is to provide a recommendation to the customer for their approval.

6. AV Room Video Switching System

a. A 12 input x 12 output HDMI-over-Cat6 matrix video switcher will be required to route video inputs to the various monitors in the room. This video switcher will be controlled by the AV Room Control system and the in-room touch panel. HDMI Matrix Switchers being considered are (or equivalent to):

(1) Extron XTP CrossPoint 1600 Matrix Switcher with the proper HDMI over Cat6 input/output cards

(2) Kramer VS-1616DN 4x4 to 32x32 Modular Multi–Format Digital Matrix Switcher with the proper HDMI over Cat6 input/output cards

b. Any HDMI-over-Cat6 matrix switcher that is equivalent to the above referenced models may be used, so long as the inputs outlines herein are able to be displayed to the outputs herein, via use of the touch panel AV control system.

c. Each input and output will need a compatible Cat6 to HDMI receiver as well, with the exception of the Cisco Telepresence SX80 Codec inputs/outputs, as this device will be rack mounted in the same AV rack as the matrix switcher.

7. Video Conferencing Capabilities

a. The system will provide the ability to transmit and receive IP audio video calls on one (1) different video networks using a single Cisco SX80 video CODEC (Customer provided). The video CODEC will be capable of transmitting and receiving 1080P HD camera video, content, and simultaneous camera and content video (H.239, Duo Video).

b. The Cisco CTS-SX80-IP60-K9 Integrator package (Customer provided) will come along with the Cisco Precision 60 Camera. The camera will need to be mounted by the integrator, and have a connection back to the codec; using a cable transmitter, if necessary (Vaddio OneLINK Extension kit, for example).

c. The CODEC will be setup for dual display output which will provide full screen views of both the far side participant(s) and the local participant(s) (or content) during video conferences. Control of the CODEC will be via the AV room control system. The touch panel interfaces will provide routing of the CODEC (far and near side), video and audio call control (answering and dialing calls), audio and video directory, volume control and mute function, microphone control, content selection and sharing, and advanced video call options if/when applicable.

d. The system will require six (6 to 8) microphones for transmitting local audio to participants during video conferences. The microphones will need to be connected to an audio mixer, which will provide routing, automatic gain control, noise suppression, and adaptive echo cancellation for all microphones and sources. This audio mixer will output to the Cisco SX80 video CODEC, along with the use of telephone conferencing. If acoustically this does not work the contractor is to provide a recommendation to the customer for their approval.

e. The system will feature a 10/20x Zoom 1080p HD camera which will be mounted on a thin profile wall mount in the room based on a location approved by government. Control of the camera will be via the touch panel interfaces. The touch panel interface will provide standard pan/tilt/zoom functionality as well as the ability to save, name, and recall up to six (6) user pre-sets per classification.

f. Standard video conferencing features will include:

(1) Place and receive IP audio and video calls (UNCLAS only)

(2) Standard camera control functionality including pan/tilt/zoom

(3) Ability to save, name and recall up to six camera pre-sets per classification

(4) *Access and management of a recent calls list

(5) Support the ability to manage and access an audio and video directory for outbound dialing

(6) *Access to advanced video dialing options and standard CODEC menu features

(7) Provide the ability to send non-HDCP protected content (computer, etc) to the far side instead of, or in addition to the camera (Dual Video)

(8) Master speaker volume control including the ability to increase or decrease the inbound video callers volume level, as well as the ability to mute/un-mute if necessary

(9) The system will support all current video algorithms and transfer rates

(10) The system will support all major encryption standards

(11) The system will be compatible with all standard infrastructure products including gateways, gatekeepers, bridges, etc.

*Please note that the systems video conference features and functions may be limited based on the active network classification connected to the video CODEC. Specific network policies and procedures may limit functions such as the local dialing of VTC calls (no outbound dialing), and/or access to a video directory, recent calls list, etc. Application of all security related policies and procedures will be made via the system software configuration tool and can be modified via a password protected web interface if necessary.

g. The currently selected VTC classification will determine what local sources are available to be viewed locally in the room and transmitted to the far side participants, along with what text is to be displayed visually in the room (touch panel, room classification signage).

8. Audio Conferencing Capabilities – The system will provide the ability to transmit and receive audio calls using the audio mixer as a telephone conference system. This audio mixer will be capable of transmitting and receiving telephone audio from the in-house audio system, for audio conference sessions to be held in the room.

9. Classification Signage

a. LED Classification signage integration (Locations determined by the customer) both inside and outside the room will provide system status and room classification status of the conference room. The AV system will provide automated control over all of the signs. The currently selected system classification will determine what text is to be displayed visually. Local personnel will use the current room classification to determine the requirements for the persons that will be or are occupying the room.

b. In addition, custom messages (text/symbols & color) for each individual LED sign can be entered using the wired touch panel interface if desired. For example, Signage on the outside of room can note that a VTC or audio conference is currently in session, to avoid disruptions by any persons entering the room during a meeting.

10. Track Board

a. Procure and install 4 Track Board Cabinet. Track Board will consist of (See Attachment 3):

(1) Approx 157” wide, 4 Track Cabinet for 4’ high by 6’ wide panels, Base Fabric Color is Blue.

(2) Approx 4’ high by 6’ wide Cork Board System, complete with Frame.

(3) Approx 4’ high by 6’ wide two (2) Magnetic Laminating Board System, complete with Frame.

(4) Approx 4’ high by 6’ wide Felt Board System, complete with Frame and blue fabric.

b. Recommended Vendor:

Magnatag® Visible Systems 2031 O’Neill Rd Macedon, NY 14502 Ph: 800-624-4154/315-986-3033 F: 315-986-4000

11. Lighting– using existing lighting system, configure the room lighting into a 3 zone system.

Lighting will be controlled by the AV Room Controlled system with the ability to turn on or off lighting, dim lighting and have preset levels. Lighting designs are discussed in Attachment 4.

12. Basic Bid Items – The following is a summary of basic bid items included in the scope of work, however it is not inclusive of all work required to complete the project.

a. Conference Room Infrastructure

b. Set up the infrastructure for network and power drops for conference room table.

c. Provide power for ceiling mounted projectors.

d. Replacement and/or installation of new electrical and network outlets based on the equipment specifications. These outlets are to be recessed and flush with finished wall covering

e. Conference Room Audio/Visual Equipment

f. Supply and install 55” (or better) Monitors (2) on East and West walls

g. Supply and install 70” (or better) interactive monitors (2) on North wall

h. Supply and install Power Drop Screens (1) on North wall, flush with ceiling

i. Supply and install Projectors (1) for Power Drop Screen

j. Install VTC Camera (1) on North wall (VTC equipment provided by the customer)

k. Supply and install microphones (6 to 8) in ceiling

l. Supply and install speakers (6 to 8) in ceiling

m. Supply and install Tele-Conference system integrated into A/V System with table/ceiling integrated microphones

n. Supply, install and program Tablet/Controller on Conference Table

o. Supply and install Main Computer with table on South/West corner

p. Supply and install conference table with integrated Power/Data/Audio/Video connections

q. Supply and install Track Board (1) on South wall

r. Table mute buttons

s. Supply and install Short Throw Projector (1) for Track Board

t. Zone lighting

u. Extended warrantee maintenance plan

13. Safety and Security

a. All personnel, while on site, must comply with all applicable federal, state, and local laws, rules and regulations, and Department of Defense guidance, policy, and procedures.

b. All personnel requiring access to the work site must be cleared and badged through CCAFS.

CCAFS Security will conduct a background check prior to allowing personnel on base. Any person convicted of a felony will not be granted access onto Cape Canaveral. Personnel must maintain the attributes of the access requirements throughout the period of performance. Disqualifying events, such as arrests, convictions, or physical trauma, must be reported to the CCAFS Security office as soon as practical. Details of the event are not required; notification that the event occurred shall be sufficient.

c. Completed access request forms must be received by the SSP Point of Contact (POC), Mr. Scott Brockman, no later than 5 days prior to access to CCAFS being required. The decision to grant or deny access to CCAFS is at the sole discretion of the U.S. Air Force, and not SSP. Emergencies will be handled on a case by case basis.

d. Mr. Scott Brockman may be contacted by telephone at (321) 853-2935 or by email scott.brockman@ssp.navy.mil.

14. Invoices – Invoicing data will be coordinated through NOTU Contracting Officer, Rebecca Begley, telephone 321-853-2182 or by email Rebecca.begley@ssp.navy.mil. Contractor must agree to government terms and conditions, be registered in System for Award Management (SAM), and agree to credit card as a method of payment. Payments will be made via Wide Area Work Flow (WAWF).

15. Schedule - Period of Performance is 90 days after contract award.

mailto:scott.brockman@ssp.navy.mil mailto:Rebecca.begley@ssp.navy.mil

ATTACHMENT 1 - NOTIONAL ROOM LAYOUT

ATTACHMENT 2 – SWITCH PANEL EXAMPLE

ATTACHMENT 3 – TRACK BOARD

ATTACHMENT 4 – EXISTING SEB CONFERENCE ROOM LIGHTING SYSTEM

Attachment 1 - Notional Room Layout