Attachment 5 - DELTA BREEZE AV Q and A Responses.pdf

DELTA BREEZE COMMUNITY CENTER – A/V PROJECT – Q&A DOCUMENT

1. Q: What are the sizes of the 2 Screens that need to be replaced, Height & Width?

A: 116” wide, 90” tall, and 144” diagonally

2. Q: This will be in the exact same place as the one in the Solicitation picture?

A: YES, replacement screens installed in the same location as existing screens.

See ballroom layout diagram and additional photos.

3. Q: I don’t see any pictures of existing Projectors. Can you provide the distance from the Screen to the Lens? So, we can match the Throw Distance. I assume you want new Ceiling Mounts and Poles?

A: See new pictures of both projector mounts. The distance from the screen to the lens is 16’ to 16.5’ on both existing projectors when measured from lens to top edge of screen center. Existing poles and mounts can be utilized so long as appearance is unchanged, and the new projectors can be installed securely IAW mount manufacturer’s specifications.

4. Q: Who will be responsible for the Electrical disconnect & reconnect for the Electric Screens?

A: Arrangements may be made for a licensed electrician from the 60th CES to be on hand to disconnect and reconnect circuit for screen installation.

5. Q: Wall Plates: Is it one HDMI INPUT in each of the 4 sections and in 2 of the sections, you want to add an HDMI Wall Plate to be an OUTPUT? Then 4 each single XLR Wall Plate, one in each section? Are there any other wall Plates needed?

A: Yes, one HDMI input in each of the four sections, and in sections 2/3 (see layout) one HDMI-output each. Each section needs two XLR inputs that can be grouped together. More wall plates will be needed to facilitate 3.5mm audio-input but amount is difficult to say depending on manufacturer configuration.

6. Q: Just verifying that there are only 2 Displays (Projectors) and 2 Portable Projector Displays)? These 2 Portables; Do these have Screens associated? Portables, will show the same INPUT as ALL Displays at the same time? Or DIFFERENT Images on each Display? No Monitor in Equipment Room is needed?

A: There are only three permanent displays; two permanently mounted projectors in the ballroom and a permanent monitor in the A/V Equipment

Room. The two other HDMI-outputs are for portable projectors. Every video output must be able to synchronize as well as display an independent signal from a selected HDMI-input or other video signal input (DirectTV). Yes, a monitor in the equipment room is needed.

7. Q: Can we get picture files instead of pictures in a PDF only? It allows the ability to zoom in and identify things much better.

A: Yes, additional pictures will be provided along with this attachment.

8. Q: Can we get floor plans of the space with dimensions?

A: Yes, please see the included “Ballroom Layout”.

9. Q: How far away is the equipment rack from the farthest section?

A: The farthest component is the projector on the East end of the ballroom. It is located 75’ in a straight line from the equipment rack location.

10. Q: What is the ceiling height in each spaces highest point?

A: The tallest point in each section of the ballroom is 15’ above ground level, and the lowest point is 13’. The equipment room has a standard 8.5’ suspended ceiling.

11. Q: To confirm, there are 4 different spaces that can be combined into multiple layouts, correct?

A: The 6’500 sqft ballroom has “floating” partition walls that may be used to subdivide the room into up to six individual rooms. The partition walls are ~13’ tall and suspended on tracks in the ceiling.

12. Q: Who will be providing an electrician when needed? At a minimal, an electrician will be needed to disconnect the current projector screens until the new screens are installed and then once again after the new screens are installed.

A: Arrangements may be made for a licensed electrician from the 60th CES to be on hand to disconnect and reconnect circuit for screen installation. Vendor should arrange electrical support for any additional needs.

13. Q: Is TAA required, it is not mentioned in the RFQ?

A: Yes mailto:dhell.vida.1@us.af.mil

14. Q: What are the different combinations of the spaces? For example, Section 1 and 2 combined, but sections 3 and 4 separate, or all sections combined or all sections separate, etc.

A: The ballroom can be subdivided into up to six separate rooms but is usually divided into two or four equal spaces when this capability is needed. For audio and video integration, the capability to input separate audio/video into each space is a requirement, as well as synchronizing all outputs when the ballroom is used as one room for larger events.

15. Q: Who will repair any cutting needed to be done in sheetrock for installation. It appears that most if not all of the ceiling space is sheetrock. It is very likely that the sheetrock will need to be cut open in multiple locations to pull new cables, install new projectors and screens and install new wall plates and touch panels.

A: The contractor is responsible for any necessary drywall repairs, specifically in locations visible from floor level.

16. Q: Is there a list of all hardware needing to be removed?

A: No, but most hardware will be retained and disposed of by 60FSS, IAW DoD policy.

17. Q: Is there a detailed list of what new equipment is wanted and the quantity of each item? The SOW mentions on pages 4 and 5 account for all existing inputs and to Remove and replace legacy peripheral inputs like DVD, CD, cassette player, existing Denon Tuner, etc. with modern analogue equipment, to ensure capability does not change or diminish. Is the want to provide a modern DVD, CD, Cassette Player? I would not imagine it is.

A: There is no definitive list of new equipment or quantities. Please see the “Ballroom Layout” attachment for a clearer picture of the capabilities required of the facility. Currently utilized brands of equipment include FSR, Shure, and Denon.

18. Q: How many XLR connections are needing to be replaced in each section of the ballroom?

A: The requirement is for two XLR inputs in each section of the ballroom, for a total of 8 XLR inputs.

19. Q: What is each XLR used for, are some Inputs and some outputs, if so, please provide a breakdown of each.

A: All XLR jacks are for signal input except two in sections 2/3 respectively to provide XLR-outputs.

20. Q: What is the quantity of HDMI Inputs and Outputs in each section? It appears to be 1 Input per section and 1 Output in section 2 and 1 in section 3, please confirm.

A: Section 1: one HDMI-input, Section 2: one HDMI-in and one HDMI-out, Section 3: one HDMI-in and one HDMI-out, and Section 4: one HDMI-in.

21. Q: What is the distance from the each current projector to each screen? This is an important factor, because it help determine the projector model and lens needed.

A: The distance from each projector lens to the top/center of each companion screen is 16.5’.

22. Q: What are the current screen dimensions?

A: 116” wide, 90” tall, and 144” diagonally

23. Q: Are the existing Screen controllers high voltage or low voltage? High Voltage switches were typically a rocker style and would need an electrician to remove them.

A: Unknown

24. Q: Will the one single touch screen in the AV room be wall mounted or sit on a table?

A: Either wall or rack mounting is acceptable.

25. Q: Is 4 Wireless Microphone receivers a hard requirement? Many Shure receivers can receive multiple microphones from one unit.

A: Four separate receivers is not a hard requirement if utilizing a model with standard capability to manage, individually, multiple devices/signals simultaneously and provide four or more separate output signals.

26. Q: Is 4 Microphone mixers a hard requirement? It is unlikely we would need that many in the design of this space using modern DSPs.

A: No, as with receivers, mixer capability drives equipment quantity. The facility must be capable of handling four distinct and separate microphone inputs and be able to send each signal to one or more parts of the overall sound space.

27. Q: Is a networked based system for A/V transport okay instead of an HDBT type system? This would not reside on the government network.

A: The customer is open to considering network-based systems so long as controls are in place to resolve any latency issues associated with network-based systems.

28. Q: Do you have architectural floor plans, reflected ceiling plans, furniture plans, electrical power plans, telephone/data plans, elevation plans, or AV plans available for divisible rooms 1, 2, 3, and 4?

A: Please see the “Ballroom Layout” attachment.

29. Q: If comprehensive architectural plans are unavailable, could you provide room drawings that depict the length, width, height, window locations (if any), power outlet locations, telephone/data outlet locations, and AV equipment locations for divisible rooms 1, 2, 3, and 4?

A: Please see the “Ballroom Layout” attachment.

30. Q: Could you provide current photographs that show divisible rooms 1, 2, 3, and 4 in their entirety, including their length, width, height, window locations (if any), power outlet locations, telephone/data outlet locations, and AV equipment locations?

A: Please see the accompanying photos.

31. Q: Do you have the most current audiovisual system drawings for divisible rooms 1, 2, 3, and 4?

A: No, but a drawing was generated to show similar details. Please see the attached “Ballroom Layout” document.

32. Q: Could you provide a complete list of all currently installed audiovisual equipment in divisible rooms 1, 2, 3, and 4? Please include the quantity, manufacturer, and model for all projectors, monitors, screens, speakers, microphones, displays, video conferencing systems, cameras, rack-mounted equipment, interfaces, touch panels, and processors. Could you provide photographs of all currently installed audiovisual equipment in divisible rooms 1, 2, 3, and 4? Please include all projectors, monitors, screens, speakers, microphones, displays, video conferencing systems, cameras, rack-mounted equipment, interfaces, touch panels, and processors.

A: Please see the attached diagram and photographs for a detailed layout of existing infrastructure.

33. Q: What are the classification levels for divisible rooms 1, 2, 3, and 4?

A: Unknown

34. Q: Where will the AV equipment rack be located for divisible rooms 1, 2, 3, and 4?

A: The AV equipment rack for the entire system will be housed in the “AV Equipment Room”. Please see the “Ballroom Layout” diagram for additional location details.

35. Q: Is there a requirement for digital audio networking (e.g., Dante, AVB) to be a feature in the system design?

A: No, this is not a requirement. Designs should leverage modern technology commonly found in systems of this type and utilize only data management systems that are not prone to signal error or disruption.

36. Q: Is there a requirement for Bluetooth audio source inputs? If so, how many are required, and where should they be located?

A: No, this is not a requirement.

37. Q: Is there a requirement for audio-only source inputs (e.g., RCA analog audio input, 3.5mm audio input, XLR input)? If so, how many are required, and where should they be located?

A: Yes, this is a requirement. Audio-only inputs include the following: Section 1:

two XLR-in and one 3.5mm audio-in; Section 2: two XLR-in and one 3.5mm audio-in; Section 3: two XLR-in and one 3.5mm audio-in; Section 4: two XLR-in and one 3.5mm audio-in.

38. Q: Is there a requirement for audio-only source outputs (e.g., RCA analog audio output, 3.5mm audio output, XLR output)? If so, how many are required, and where should they be located?

A: Yes, Section 2 and 3 need one XLR-output each, located near the inputs.

39. Q: Is there a requirement for separate analog, Plain Old Telephone Service (POTS), or Voice over IP (VOIP) teleconferencing capabilities in divisible rooms 1, 2, 3, and 4?

40. Q: Is there a requirement for web conferencing and/or videoconferencing in divisible rooms 1, 2, 3, or 4?

41. Q: If web conferencing and/or videoconferencing is required, is there a need for multiple cameras within divisible rooms 1, 2, 3, or 4 (e.g., one camera for the audience, one for the presenter)?

A: Not a requirement.

42. Q: How many computer input locations are required for divisible rooms 1, 2, 3, and 4? Please confirm the quantity and physical location (e.g., wall, podium, rack, floor).

These inputs will connect to Government Furnished Equipment (GFE) computers/laptops for in-room display and for transmission to far-side web conferences and/or videoconferences.

A: One HDMI-input per room (four total) is the requirement.

43. Q: How many video output locations are required for divisible rooms 1, 2, 3, and 4?

Please confirm the quantity and physical location (e.g., wall, podium, rack). These outputs will connect to GFE displays (e.g., GFE projectors, LCD displays) for presentations, confidence monitoring, etc.

A: Two HDMI-outputs are required, to be in room 2 and 3, respectively.

44. Q: Is there a requirement for cable television and/or DirecTV viewing in divisible rooms 1, 2, 3, and 4? If so, how many cable television tuners and/or DirecTV tuners would be required for viewing in each room?

A: The customer will provide two DirecTV tuners for integration. These signals should be available at all video outputs.

45. Q: Is there a requirement for additional video sources (e.g., Blu-ray player, digital signage player) for divisible rooms 1, 2, 3, and 4? If so, how many are required?

A: Yes, Blu-Ray player is a required capability with signal capability at all video outputs.

46. Q: Where are the current GFE motorized projection screens located for divisible rooms 1, 2, 3, and 4?

A: Please see the included “Ballroom Layout” diagram for a detailed location information.

47. Q: What is the location of the "dedicated A/V room" in relation to divisible rooms 1, 2, 3, and 4?

A: Please see the included “Ballroom Layout” diagram for a detailed location information.

48. Q: Is there a requirement for independent LCD projectors and motorized projection screens in divisible rooms 1, 2, 3, and 4 to allow each room section to function independently for audio and video presentations and conferencing?

49. A: Partly, the only permanently installed projector/screen requirements are in rooms 1 and 4. Another requirement is HDMI-output in rooms 2 and 3 to utilize portable projectors and portable screens for temporary needs.

50. Q: If the answer to question 22 is no, would it be acceptable to provide independent LCD projectors and motorized projection screens for each divisible room 1, 2, 3 and 4 as an optional enhancement for USAF?

A: Yes.

51. Is there an official bid response form you wish us to use?

A: You may use the combined solicitation or prepare your own

52. Do we have to submit any sketches to indicate infrastructure changes we may need?

A: Yes

53. What is the expected frequency of maintenance visits per year?

This is difficult to anticipate or predict because of independent variables such as quality of equipment, quality of installation, equipment ease of use, etc. Past experience with this type of system resulted in one or fewer trouble calls per year.

54. What are the preferred Warranty expectations for this project (Response Times, etc.)?

The preferred warranty condition is a standard 1–3-year warranty on workmanship and equipment, with phone service response within 24 hours and in-person response within 72 hours.

55. What are the exact payment terms for his project?

This is a Firm Fixed Price contract with payment after work is completed and accepted by the government IAW Prompt payment act

56. Is there a ceiling estimated price for this project?

Yes, $175,000, or less, is the target budget (ceiling/maximum)

57. Is there any Liquidated Damages associated with this project? If so, what is the Daily Rate?

This is not a construction contract, there will be no liquidated damages. The Government is treating this as a commodity with incidental installation

58. What are the exact Special programs(such as OCIP,etc) associated with this project?

No

59. What are the exact insurance requirements associated with this project?

Standard business liability insurance/any other needed insurances to operate business in the state of California

60. Is Substitution equipment acceptable for this project?

No substitutions, The government will only accept quotes IAW with all specifications in the Statement of Work

61. For after completion what are the exact Ongoing Support/Training requirements for this project?

Ideally the contractor will provide 2-4 hours of training with facility staff, or slightly longer if required. Technical support should be a condition of a warranty, if offered, and at a minimum, offer some amount of free over-the-phone technical support for system troubleshooting.

62. Is Remote Accessibility available if needed for Preventive Maintenance?

63. Does this project require any Bid Bonds, Performance Bonds, Payment Bonds?

64. Are there any specific compatibility requirements with existing hardware or software systems?

No, but the existing main audio amplifier is a QSC amplifier.

65. Is there a preferred Control System Crestron or Extron?

No, but any control system should be user-friendly, intuitive, and reasonably free of gatekeeping proprietary software or other measures designed to deter or prevent customer self-help.

66. Please confirm if the prime bidder is required to have both a C-7 and C-10 license?

Contractors should have all necessary certifications/licenses required to complete subject work.

67. Are there any specific service-level agreements or warranty expectations?

Yes, 1-3 year standard warranty on equipment and installation workmanship.

68. Can you please provide a project schedule with a start-to-end date?

This is highly dependent on several factors, but the anticipated performance period is approximately late September to late November, with a goal of completion NLT.

69. Is there a need for a projection & screen or are we allowed to propose different options?

No. Any substitutions and deviations from the statement of work will be deemed technically unacceptable.