SOW SIGNED 19 OCT 2026 REDACTED.pdf

October 19, 2026

STATEMENT OF WORK (SOW)

Conference Room Modernization

Eglin AFB — USAF

Building 104, Room 101

1.0 SCOPE OF WORK

1.1 Background

The at Eglin Air Force Base requires a modernized, secure, and reliable audiovisual (AV) system within its primary conference room (Building 104, Room 101). The existing legacy AV configuration is outdated and does not support modern hybrid collaboration platforms or integrated, high-definition local briefing requirements.

1.2 Objective

The contractor shall provide all labor, materials, equipment, programming, transportation, installation, testing, and commissioning services required to completely decommission the legacy AV setup, install a modern, secure, and fully Trade Agreements Act (TAA)-compliant AV distribution system, and deliver an integrated conference table. The upgraded room shall fully support standard Unified Communications (UC) video conferencing operations (via government-approved unified collaboration software) and high-definition local presentations, offering an intuitive, unified user experience.

1.3 System Security Designation

The integrated system is designated for UNCLASSIFIED use only.

2.0 PLACE AND PERIOD OF PERFORMANCE

2.1 Place of Performance

All physical installation, integration, and training services shall be performed on-site at Eglin Air Force Base:

Location: Building 104, Room 101, Eglin AFB, FL 32542-5409 Shipping Address: 505 N Barrancas Ave, Bldg. 104, Rm 101, Eglin AFB, FL

32542-5409

2.2 Period / Hours of Work

All on-site installation and testing activities shall be performed during normal duty hours (Monday through Friday, 0800 to 1700 hours), excluding federal holidays.

Any work requested outside of these standard hours must be coordinated and approved in writing by the Contracting Officer’s Representative (COR) at least five

(5) business days in advance.

3.0 CONTRACTOR TASKS AND TECHNICAL

REQUIREMENTS

The Contractor shall execute the project in a phased approach: Decommissioning, Off-Site Engineering/Pre-build, On-Site Installation, and System Commissioning.

3.1 Existing System Decommissioning and Removal

The Contractor shall decommission the legacy AV infrastructure currently situated in Room 101:

1. AV Equipment Disconnection: Safely disconnect and label all legacy components, including displays, control modules, source inputs, and audio processors.

2. Furniture Disassembly: Disassemble and remove the legacy conference table.

3. Property Turnover: All removed Government-owned equipment and furniture shall be categorized, inventoried, and turned over to the COR at a designated on-site storage location. The Contractor shall not dispose of government property without written COR authorization.

4. Waste Disposal: The Contractor is responsible for gathering and transporting installation debris and packing materials to a designated Government-provided dumpster located at the work site.

3.2 Audiovisual System Requirements

The Contractor shall furnish, install, and configure a fully integrated AV system according to the following specifications:

3.2.1 Direct-view LED (DVLED) Wall Display System

The front wall of the conference room shall be configured with a continuous, seamless, fine-pitch Direct-View LED (DVLED) wall display system:

Display Dimensions & Technology: One (1) seamless, ultra-narrow fine pixel pitch Direct-View LED (DVLED) wall display system measuring twenty feet wide by five feet tall (). The LED wall shall be completely bezel-free across the active viewing area, operating-system-free (OS-free), and 100% TAA-compliant.

Pixel Pitch & Optical Performance:

o Pixel pitch shall not exceed 1.25 mm (fine pitch) to guarantee crisp text legibility, high visual acuity, and smooth graphics at standard conference room viewing distances.

o Minimum brightness rating of (calibrated), with adjustable dimming down to low ambient levels without color shifting or grayscale degradation.

o Minimum refresh rate of to prevent visual flicker, moiré effects, and camera scan-line interference during video teleconferences.

o Wide horizontal and vertical viewing angles () with uniform color temperature and brightness consistency across the entire 20' \times 5'\ array.

Serviceability & Reliability:

o 100% front-serviceable LED modules and components utilizing a specialized magnetic vacuum extraction tool for fast maintenance without disturbing adjacent modules.

o Cable-free or internal quick-connect inter-cabinet architecture with redundant power supplies and data receiving cards to prevent single points of failure.

o Attic Stock: Contractor shall supply a minimum of 5% spare LED module attic stock (matched from the exact manufacturing batch/binning) to guarantee color and brightness matching for future replacements.

Mounting Infrastructure: Precision-engineered, heavy-duty, TAA-compliant LED mounting structure and alignment framework designed to secure the modular LED cabinets directly to facility wall backing, providing sub-millimeter level planar adjustment (X, Y, and Z axes) for a completely flat visual plane.

Simultaneous Multi-Presentation Capability: The DVLED wall display system, driven by its LED processing and video distribution core, shall support a minimum of six (6) independent, simultaneous presentation windows displayed concurrently across the LED canvas without signal degradation, frame dropping, or resolution loss.

LED Video Wall Processor / Controller: Dedicated enterprise-grade LED video wall controller/processor supporting:

o Native pixel-for-pixel canvas mapping across the custom 20' \times 5'\ resolution.

o Full-bandwidth video inputs accommodating at least six (6) concurrent 4K source feeds.

o Advanced windowing engine supporting multi-window canvas mapping, custom picture-in-picture (PiP), picture-by-picture (PbP), seamless layout switching, and ultra-low processing latency ().

o Built-in color calibration, seam correction, and edge-blending compensation algorithms.

3.2.2 Video Distribution System

The video core shall utilize a robust, network-based Audio/Video-over-IP (AVoIP) distribution platform to allow high-fidelity, ultra-low-latency matrix routing of 4K video signals:

Encoders: Minimum six (6) 4K60 4:4:4 High Dynamic Range (HDR) Network AVoIP Encoders to encode concurrent source devices (resident PC, guest laptops, and external collaboration inputs).

Decoders: Minimum six (6) 4K60 4:4:4 HDR Network AVoIP Decoders to route decoded feeds to the LED video wall processor inputs and video bridges.

Distribution Routing Requirements:

o Distribution of Resident PC content.

o Support for multiple discrete guest laptop presentation inputs.

o Unified communications video operations.

o Flexible cross-point matrix routing to display any source on any designated canvas window or section of the LED wall display system, including simultaneous 6-window multi-view layouts.

3.2.3 Audio and Voice Reinforcement System

The Contractor shall furnish and install a digital, network-based audio system to support local presentations, hybrid teleconferencing, and local voice reinforcement:

Digital Audio Processor: One (1) Network-Based Digital Audio Processor supporting industry-standard audio-over-IP networking (compatible with open-standard AES67 networking protocols).

Ceiling Loudspeakers:

Four (4) 3-inch passive full-range in-ceiling speakers.

One (1) 3-inch active full-range in-ceiling Power-over-Ethernet Plus (PoE+) speaker with native audio-over-IP support.

Beamforming Microphone: One (1) multi-element beamforming ceiling microphone system with associated ceiling-mount brackets and Power-over- Ethernet (PoE) connectivity.

3.2.4 Camera and USB Integration

Camera System: One (1) professional Pan-Tilt-Zoom (PTZ) camera system with minimum 12x optical zoom, supplying high-definition video capture of the conference area.

USB Bridge: One (1) Audio/Video-to-USB bridge system to translate high-definition camera video and ceiling microphone audio into standard USB streams for connection to the host PC.

3.2.5 Infrastructure and Cabling

Equipment Rack: One (1) standard 20RU equipment rack to securely house all core AV distribution, processing, network switching, and power management devices.

Power Protection: One (1) 1500VA rack-mounted smart Uninterruptible Power Supply (UPS) with network connectivity features to protect sensitive components.

Network Switch: One (1) enterprise-class managed network switch (minimum 26-port PoE+ capability) dedicated entirely to the private AV local area network (LAN) routing.

Surface Raceways: Two (2) low-profile, heavy-duty over-floor surface raceways with associated four-gang boxes to bridge cabling between the conference table, the control desk, and the perimeter wall connection points.

3.2.6 Control and User Interface System

The room shall be managed via a centralized control system programmed with an intuitive user interface:

Control Processor: One (1) enterprise-grade central system control processor.

Tabletop Interface: One (1) 10.1-inch tabletop touchscreen controller (Government-compliant, non-radio/no-wireless version, black smooth finish) located on the conference table.

Programming Capabilities: Touchscreen programming shall give the user centralized, simplified control over:

o System power and standby scheduling, including automated low-power sleep modes for the LED wall.

o LED canvas layout presets, including one-touch recall of 1-up, 2-up, 4-up, and 6-up simultaneous presentation window layouts.

o Video routing matrix selection to assign any connected source to any active LED display window.

o Audio level adjustments, source audio selection among the 6 active presentations, and microphone mute states.

o PTZ camera presets and manual controls.

o Native unified communications platform operation.

o Note: Contractor shall incorporate USAF/96th Test Wing command standards, themes, and graphics into the user interface design.

3.3 Conference Table (Furniture Integration)

The Contractor shall deliver and install integrated, high-durability conference furniture:

Table Specification: One (1) modular conference table measuring approximately (exact modular dimensions to be confirmed with the COR during initial site review to fit room proportions).

Power & Connectivity Hub: The table must feature a centered, black quad power module with access doors, containing:

o Eight (8) AC power outlets.

o Four (4) USB-A charging ports.

o Four (4) USB-C charging ports.

o Discrete HDMI cable retractor connections routed back to the video distribution encoders to support multiple local presenters.

Aesthetics: The table finish and color options shall be coordinated and approved by the COR during the post-award kickoff phase to ensure alignment with existing room design.

3.4 Maintenance, Warranty, and Lifecycle Support

The Contractor shall furnish comprehensive system warranty, corrective maintenance, and preventive maintenance services to guarantee operational readiness of the DVLED wall display system, video distribution infrastructure, audio processors, and control components:

Base Warranty and Maintenance Period (5 to 7 Years):

o The Contractor shall provide a minimum of five (5) to seven (7) years of comprehensive, full-coverage warranty and maintenance support starting immediately upon formal Government acceptance and commissioning sign-off.

o Coverage Scope: 100% parts, labor, travel, and on-site technician response for all installed equipment, including the DVLED panels, receiving cards, power supplies, LED video controllers, AVoIP nodes, DSP hardware, microphones, amplifiers, speakers, touch panels, and control processors.

o LED Diode & Batch Replacement: Advanced hardware replacement for failed, degraded, or color-drifted LED modules with exact bin-matched modules from the designated attic stock/manufacturing lot.

o Corrective Maintenance Response SLA:

Emergency / Mission-Critical Outages: Telephone response within two (2) hours; on-site certified technician arrival within twenty-four (24) hours of notification.

Routine Maintenance / Minor Faults: Telephone response within four (4) hours; on-site arrival within forty-eight (48) hours.

o Preventive Maintenance Visits: Minimum semi-annual (twice per year) on-site preventive maintenance inspections, including physical inspection of mounting hardware, thermal audit of power supplies, recalibration of LED seams/color uniformity, cleaning of equipment rack filtration, and firmware/security patch updates coordinated with the COR.

4.0 TESTING, COMMISSIONING, AND TRAINING

4.1 Off-Site Staging

To minimize on-site downtime and mission disruption, the Contractor shall pre-build all equipment racks, configure network architecture, load custom control programs, pre-commission the LED controller and AVoIP units, and perform initial testing at their integration facility prior to shipping hardware to Eglin AFB.

4.2 On-Site Testing & Commissioning

Upon completing physical installation, the Contractor shall perform extensive end-to-end system testing to verify compliance with government performance parameters. Commissioning shall include:

1. LED Calibration & Video Verification:

o Precision seam alignment and planar flatness verification across all LED cabinets.

o Full radiometric color balance, uniformity calibration, and dead-pixel inspection across the entire 20' \times 5'\ active display surface.

o Testing and confirming successful routing, multi-windowing, and layout transitions across the DVLED system, explicitly verifying concurrent display and legibility of six (6) simultaneous active presentation sources in both conferencing and local presentation modes.

2. Audio Tuning: Calibrating the ceiling microphone beamforming patterns and adjusting digital signal processing gains, acoustic echo cancellation parameters, and speaker volumes to optimize speech intelligibility, including proper audio source switching between active presentations.

3. Control System Validation: Testing every touchscreen button function, macro, 6-source layout recalls, display power sequences.

4. Network Auditing: Ensuring the isolated AV LAN functions without packet drops or IP conflicts under full 6-stream video bandwidth load

4.3 Training and Turnover

The Contractor shall provide a minimum of one (1) comprehensive, on-site system operational training session for up to five (5) designated Government personnel.

Training shall cover:

Basic system start-up, shutdown, and LED wall power management.

How to initiate, join, and manage collaborative hybrid meetings.

Managing and selecting 6-source simultaneous presentation layouts and audio selection on the LED wall display.

Front-service module removal and spare module maintenance procedures using the provided vacuum tool.

Manual override camera and wall display layout controls.

Basic troubleshooting procedures.

As-built system documentation, user guides, attic stock turnover, and technical reference materials must be delivered at this time.

5.0 GOVERNMENT-FURNISHED PROPERTY AND

SERVICES (GFP/GFS)

The Government shall be responsible for providing the following infrastructure, services, and clearances:

1. Facility Power & Backing: Adequate structural wall backing rated for the DVLED display assembly weight and dedicated electrical circuits (specifying proper breaker capacity and phase balance for the LED wall power supplies, equipment rack, and floor box connection points).

2. Network Architecture: Active network drop connections at the required equipment locations to facilitate external routing.

3. Debris Containment: Provision of an on-site commercial dumpster for the disposal of packaging materials and decommissioned waste.

4. Access Clearance: Escorts and facility clearances for Contractor personnel to access Building 104 and Room 101 during agreed-upon working hours.

6.0 SPECIAL COMPLIANCE REQUIREMENTS

6.1 Trade Agreements Act (TAA) Compliance

All equipment, hardware, and components supplied under this contract—including all DVLED cabinets, diodes, receiving cards, controllers, and video processing gear— must be fully compliant with the Trade Agreements Act (TAA) (19 U.S.C. § 2501, et seq.). No non-TAA compliant hardware shall be accepted.