SOW - August 21.docx

Statement of Work (SOW) For Classified and Unclassified Video Teleconference (VTC) Equipment Installation For 22 OG Command Section (Dated August 21, 2024)

Purpose: The requirement is to provide Video Teleconferencing (VTC) systems capable of hosting classified video teleconferences for two distinct projects. The first project involves upgrading the VTC capabilities in a conference room (Room 1) with recommended equipment. The second project entails installing VTC capabilities in additional rooms (Room 2, 3, and 4). Both systems must comply with the Global Video Services (GVS) VTC Security Technical Implementation Guides (STIG) and include equipment compatible with existing infrastructure.

Introduction: The referenced equipment is for secure and non-secure video teleconferencing and requires personnel with advanced expertise and appropriate security clearances. The new systems must fully integrate with government-provided materials and equipment. Network configurations must meet the requirements for inspection by a Certified TEMPEST Technical Authority (CTTA) and comply with the Enterprise Voice, Video, and Messaging SRG dated 15 March 2024.

General: The contractor shall provide all necessary equipment, labor, tools, supplies, and materials required for the successful installation and operation of the VTC systems. This includes the delivery and installation of VTC equipment in all Rooms. The systems must be operational on both NIPR and SIPR networks. The VTC controllers must not have wireless capabilities to obtain TEMPEST package approval from the 22nd Communications Squadron (22 CS).

Personnel: All employees involved in programming or installation must be cleared for access to classified equipment and certified by the manufacturer for their roles. The contractor must provide the Contracting Officer (CO) with status updates on installation, repairs, or maintenance work upon request.

Deliverables

1. Pre-Proposal Conference and Site Survey: Due to the complexity of the existing system and the requirement to integrate new equipment, it is highly recommended that the contractor perform a site survey prior to submitting a bid proposal. Site surveys shall be scheduled, and instructions will be posted in the solicitation.

2. Facility Information and Period of Performance: The work will be performed at 53447 Kansas Ct., Bldg. 1218, McConnell AFB, KS, 67221. Installation for project 1 will occur in the conference Room (Room 1). Installation for project 2 will occur in workspaces (Rooms 2, 3, and 4). Diagrams with specifications of room sizes have been added as an attachment titled “Room Specs”. Work hours for both projects are 08:30 AM to 16:30 PM, Monday through Friday, excluding federal holidays and Family Days. The VTC rooms may not be inoperable for more than three consecutive business days. Extensions may be granted upon agreement by the Contracting Officer and Government Technical Representative. The contractor must specify estimated period of performance for this requirement.

3. Project 1: Conference Room (Room 1) VTC System:

The following equipment is recommended for upgrading the VTC capabilities in the conference room:

All equipment offered must lack wireless capabilities and conform to the attached Approved Equipment List. If alternative parts are proposed, they must be submitted to the Contracting Officer for review and approval prior to submitting a quote.

4. Project 2: VTC Capabilities in Additional Rooms (2, 3, 4):

For Rooms 2,3, and 4, the following equipment is recommended to establish VTC capabilities:

All equipment offered must lack wireless capabilities and conform to the attached Approved Equipment List. If alternative parts are proposed, they must be submitted to the Contracting Officer for review and approval prior to submitting a quote.

5. Engineering: All programming involving the control system must be coordinated with the Government Project Manager during the design phase and approved by the Government Project Manager prior to final programming. These requirements must provide a minimum of two weeks prior to the commencement of any on premise work.

6. Drawings: The contractor shall provide drawings and diagrams with quote to be technically evaluated.

Standard Network System Technical Objectives and Goals Standard Network System shall be installed to the following minimum and equivalent specifications.

Performance Features and Specifications:

Contractor must provide the following design features or equal to existing equipment list for Projects 1 and 2 must include Dual Codec/Network IP Video Teleconferencing Suite with DCS Integration. Each project equipment list contains baseline recommended items for this installation that can be substituted but must be equal to the existing equipment.

1. Installation of new equipment - The new equipment shall be installed in cabinet space rack to be located as determined by the Government Project Manager, unless requirements specified elsewhere within this document require installation at a specific location. The rack will require security panels to prevent unauthorized system access and tampering.

2. Video Teleconferencing (VTC) – Raceways shall remain conceal cable runs between the floors. HDMI/DVI/RBG video signals (PC/laptop and Polycom outputs) will be sent to the displays via an HDMI/DVI/RBG video switch. The VTC audio shall be controlled through the Clear One System or equal.

3. Touch Panel – The existing Cisco AMX touch panel shall be programmed dual classification configuration and installed and wired for both power and control at a location identified by the Government Technical Representative.

4. AMX Control System - An AMX control system or equal, including all hardware and software necessary, including card frames, controller cards, interfaces and power supplies. to complete a fully functional control system complying with the requirements below and elsewhere in this document shall be installed and configured as follows:

a. Programming Control Panel - The AMX panel shall be programmed with functionality and ease of use as a priority. The system will be utilized by a variety of users requiring the programming interface to be easy to use, requiring minimal training, if any. The control system shall, at a minimum, control the following functions:

i. Display Monitors On/Off

ii. DVI/HDMI/VGA Source Select and Destination Control

iii. Video Source select and Destination Control

iv. Camera Controls

v. VTC Codecs Control

vi. Audio Conferencing Dial Up, Connect, Disconnect, Mute, and

vii. Volume Control

viii. Program Audio Level Control

ix. Dual Classification Control features

x. System Wakeup / Shutdown Master Control

xi. Control of the Time Warner Cable Box (Channel Up, Down & Select.

5. Programming System Startup/Shutdown- shall be such that an initial screen for startup is available to all users. When selected, the system shall go through a startup process which powers up all equipment to an "on" status and a ready state. During startup, the users shall not be able to make any inputs via the touch panel. A similar screen shall be displayed during the shutdown process. The shutdown screen shall prevent the system from being restarted until all devices have had time to reset and are again available for startup. The program design for the touch panel control interface shall be coordinated with and approved by the Government Project Manager during the design phase and shall include either conceptual drawings or screen shots for approval prior to final design. The final design of the user interface shall be reviewed and approved in writing by the Government Project Manager prior to installation.

6. Programming Source Code – All programming source code from AMX, Dual Classification and Clear One or equal shall be provided to the Government Project Manager at the end of project.

7. Cabling- All new and existing cabling shall be labeled at both terminations/ends to ensure the identification of the cable forfeiture maintenance, upgrades and/or repair. All cable shall be installed in a neat and clean manner and shall meet the appropriate guidelines and requirements set forth in the current applicable national electrical and other applicable codes.

8. Training - The contractor shall provide systems training for up to five (5) individuals after the testing phase of the installation. Training shall include system startup and shut down, basic and advanced operation of all related systems and basic troubleshooting including trouble reporting procedures.

9. Testing - The contractor shall provide a complete and comprehensive test plan at the completion of the installation and prior to training. The test plan shall include the testing of all equipment to ensure that the Audio Visual (A/V) System and all related equipment, including Audio, Video Conferencing, Audio Conferencing, Projection, Controller, interface, and any other equipment provided by the contractor, or otherwise covered under the scope of the contract are in an "Operational Status” at the completion of the installation. For the purpose of the contract, "Operational Status” is defined as: covered equipment being on-line and operating in an error free, normal condition or state. The contractor shall provide a demonstration to the Government Project Manager to confirm the proper functioning thereof. The contractor shall perform systems diagnostic testing and maintenance at the completion of the installation or when notified by the Government Project Manager. If the problem or error cannot be cleared remotely and the Contractor deems the problem or error to be critical enough to cause a system or partial system failure, then the contractor shall send a technician on-site to correct the problem and return the equipment to an operational status.

10. Warranty Repair Response Time - Contractor shall respond by telephone to receive calls from the Government Project Manager for repair service within 4 hours of receipt of telephonic notification. Response time shall not include holidays or weekends unless prior approval is obtained from the CO. After responding to a service call for repair, if the contractor determines the repair is a major repair, then the Contractor shall submit a cost breakdown and estimated time frame for repair to the Government Project Manager for determination of feasibility of repair on that piece of equipment. All labor performed by the contractor shall be warrantied for a period of at least one (1) year.

11. Acceptance/Correction/Warranty Work - All work performed under this contract shall be subject to the acceptance of the Government Project Manager and if performance is found to be unsatisfactory and not in accordance with the requirements of this contract, the Contractor shall begin correcting unsatisfactory work not later than the first three (3) hours of the following regularly scheduled Government workday and shall be completed within 48 hours, excluding time required to obtain parts. The Government Project Manager will inform the CO in writing if correction is not acceptable, to initiate further action if needed. The Contractor shall guarantee that under normal use, the repair work performed shall be free from defects for a minimum of one (1) year from the completion of the work and that the Contractor shall perform the work to correct any defect at no charge to the Government.

12. Safety inspection - Safety inspection shall be performed on all electronic equipment. The Contractor shall be required to physically inspect power, LAN, and interface cables during a scheduled PM and replace said cabling if deemed necessary by the Government Project Manager and contractor.

13. Clean up of Premises – At the end of each day and upon completion of service, Contractor is required to clean up workspace and dispose of any parts or debris caused by service performed.

14. Personnel/Transportation: Contractor personnel shall present a neat appearance, and wear badges, which contain the company name and employee name. A government representative must accompany all contractor personnel that will support this project during all work phases for security purposes. Contractor shall provide all required transportation for relocation of equipment. A small van or panel truck is suggested. Contractor shall obtain all required insurance for operation of said vehicle. Contractor shall provide government representative with name and contact information for any assigned work/project lead once project is awarded to begin coordination of activities.

15. Parts and Materials: Parts and Materials used by the Contractor in performance of this contract shall be new and conform to the original equipment manufactured or re-manufacturer's specifications unless previously approved by the Government Project Manager. Rebuilt assemblies may be used with prior approval of the Government Project Manager when it is a standard industry practice, and the rebuilt assembly or subassembly carries the same manufacturer's or re-manufacturer's warranty as a new assembly or subassembly. Any part removed is Government property and shall be returned upon request of the Government Project Manager unless the replacement part is predicated upon an exchange basis with the part being replaced.

16. Applicable Technical Orders, Specifications, Regulations and Manuals: Environmental Protection. To prevent and provide for abatement and control of any environmental pollution arising from the services of the Contractor in performance of this contractor, the Contractor shall comply with all applicable Federal, State and Local laws and regulations concerning environmental pollution control and abatement in effect on the date of this contract.

SAFE WORK CONDITIONS Contractor Responsibility - The contractor shall assume full responsibility and liability for compliance with all applicable local, state and federal, regulations pertaining to the health and safety of personnel and environmental management during the execution of work.

PROTECTION TO PUBLIC AND PROPERTY

The contractor shall take all necessary precautions to prevent injury to the public, building occupants, and/or damage to property of others. For the purposes of this contract, the public or building occupants shall include all persons not employed by the contractor or a subcontractor working under his/her direction. Storing, positioning or use of equipment, tools, supplies, materials, scrap, trash, furniture, and other items in a manner likely to present a hazard to the public or building occupants by its accidental shifting, ignition, or other hazardous qualities is prohibited.

GENERAL

a. All work shall be completed and performed in accordance with the best practices of the trade and in compliance with all applicable federal, state and local codes.

b. All surfaces adversely affected by the contractor shall be repaired to match the existing finishes.

c. All debris shall be removed from the premises daily.

d. All work areas shall be kept neat and clean. The contractor shall perform post completion sweeping and/or vacuuming as needed to leave a clean work area.

f. All work in these areas shall be completed promptly to minimize the disruption to building occupants.

g. The contractor shall provide accessories and miscellaneous items as required even though each item is not specifically mentioned or described.

h. Contractors and their personnel/subcontractors must obey all base traffic regulations when driving on base.

SECURITY BADGES/I.D.

All contractors are required to display an I.D. badge while on Federal properties. The badge must be visibly worn between the shoulders and the waistline. Contractors and their personnel/subcontractors are required to pass security checkpoints each time they enter the base. Contractors must also be cleared to access classified equipment for this project. The contractor chosen will need the appropriate security clearance to handle SIPR equipment.

Attachments:

Attachment 1: Room Specs Attachment 2: Approved Parts List (APL)