STATEMENT OF WORK (SOW)

Conference Room Modernization

Eglin AFB

Building 104, Room 101

1.0 SCOPE OF WORK

1.1 Background

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 The existing legacy AV configuration is outdated and does not support modern hybrid collaboration platforms or integrated, high-definition local briefing requirements.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 writ

(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 Commercial Display System

The front wall of the conference room shall be configured with a high-performance three-display layout:

Center Front Display: One (1) 98-inch commercial, operating-system-free (OS-free), TAA-compliant flat-panel display.

Left and Right Flanking Displays: Two (2) 65-inch commercial, OS-free, TAA-compliant flat-panel displays.

Mounting Infrastructure: Three (3) extra-large, TAA-compliant heavy-duty tilt wall mount assemblies.

Functionality: Configurations must support dynamic windowing and routing to show remote participants, shared content, and local source inputs concurrently.

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: Three (3) 4K60 4:4:4 High Dynamic Range (HDR) Network AVoIP Encoders to encode source devices.

Decoders: Four (4) 4K60 4:4:4 HDR Network AVoIP Decoders to route decoded feeds to the displays and video bridges.

Distribution Routing Requirements:

Distribution of Resident PC content.

Two (2) discrete guest laptop presentation inputs.

Unified communications video operations.

Flexible cross-point matrix routing to display any source on any room display.

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.

External Scheduling Panel: One (1) 10.1-inch wall-mount room scheduling touchscreen (Government-compliant, non-radio/no-wireless version) installed outside the main entrance.

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

System power and standby scheduling.

Video routing matrix selection.

Audio level adjustments and microphone mute states.

PTZ camera presets and manual controls.

Native unified communications platform operation.

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 ( ).

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

Eight (8) AC power outlets.

Four (4) USB-A charging ports.

Four (4) USB-C charging ports.

Two (2) HDMI cable retractor connections routed back to the video encoders.

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.

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 architectures, load custom control programs, 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:

5. Video Verification: Testing and confirming successful routing of all local and remote video signals across all three displays in both conferencing and local presentation modes.

6. 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.

7. Control System Validation: Testing every touchscreen button function, macro, and schedule panel response.

8. Network Auditing: Ensuring the isolated AV LAN functions without packet drops or IP conflicts.

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 and shutdown.

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

Manual override camera and routing controls.

Basic troubleshooting procedures.

As-built system documentation, user guides, 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:

9. Facility Power: Adequate, dedicated 120V AC power receptacles at all required equipment locations (displays, equipment rack, and floor box connection points).

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

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

12. 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 must be fully compliant with the Trade Agreements Act (TAA) ( , et seq.). No non-TAA compliant hardware shall be accepted.

6.2 Equipment Quality

All equipment and materials furnished under this contract shall be new, of current manufacture, and free from defects. Refurbished, used, or gray-market components are strictly prohibited.