SOW_Torii_Station_Bldg_210_Room_119_EOC_VTC_Install.pdf

STATEMENT OF WORK STATEMENT (SOW)

FOR

VIDEO TELECONFERENCE (VTC) SYSTEM

BLDG 210

ROOM 119

TORII STATION, OKINAWA, JAPAN

th

Regional Support Group

Unit 35115 APO AP 96376-5115

22 JULY 2015

1. DESCRIPTION

The contractor shall furnish all personnel, management, transportation, materials, parts, supplies, tools, test equipment, technical manuals, and other related supplies (except as provided herein as government furnished) as required and necessary to install a Video Teleconference System for th

Regional Support Group in Room 119 located in building 210 on Torii Station, Okinawa

Japan. The contractor shall keep the equipment in good operating condition subject to the terms and conditions of this contract.

1.1 SPECIAL REQUIREMENTS:

1.1.1 The contactor provides a list of personnel and vehicle information assigned to the project in order for the unit S-2 to conduct a background check. The contactor shall execute this project with a high-level of expertise and shall ensure a superior engineering installation plan that is delivered on-schedule and within budget. The contactor shall provide the following required tasks:

Cabinets: Furnish and install a new 42U lockable network cabinet for Room 119.

Equipment that processes classified information must be separated from unclassified equipment by 12 inches. Cables carrying classified information must be routed 36 inches from cables containing unclassified information.

Codecs: Furnish and install one (1) new JITC approved 1080HD Video Teleconference

System in the 42U rack. System must be rack mounted. System must include at a minimum a three year warranty, Multisite license, and 1080p license.

Displays: Furnish and install an LCD viswall matrix of 46” panels that provides at least

800 nit of luminance per monitor in a 3W x 2H video wall in room. Panels must have no more than a 5.7mm pixel-to-pixel gap between monitors. Panels must be installed on a mount that ensures that no monitor is resting on any other monitor and that each monitor can be serviced individually. System must include power supply modules that are installed at the rack to reduce heat at the monitor array. The controllers must be programmed and mounted in the system 42U rack up to 75’ away from the screen installation. Install all top, left, right, and bottom trim. Furnish and install a redundant power supply at one per panel (six (6) total). The viswalls must be able to be controlled from an operator station in each room. Operators should be able to choose a video input and configure it on part of one monitor, across part of multiple monitors, or using the entire viswall. All video inputs to the room’s video switcher should be able to display to the installed room’s viswall simultaneously, and arranged in any pattern that the operator chooses. Room 119 current uses a backlit projector against a partially opaque screen to allow the projector image to be visible to the conference participants. The installation of the viswall in this room will require the fill in of this area and reconstruction that will be sufficient enough to bear the weight of the newly installed viswall. Torii Station DPW will certify this modification.

External Network Card: Furnish and install a QBRI/PRI/Serial/V.35 Module in the Codec and supplying a minimum of two RS-530 with RS-366 5 ft (1.65 m) Serial Cables to connect to Government Furnished Equipment (GFE) Adtran ISDN Modem.

Cameras: Furnish, program, integrate, and install two (2) 1080P HD Cameras in Room

119. One camera in the room should be established as the primary camera and the other as a document camera.

Ceiling Microphone Arrays: Furnish and install a microphone array of two ceiling microphones in Room 119. The audio output of the installed microphone array must be connected to the installation that allows the operator to mute or unmute the installed microphones. This installation requires flush ceiling mounting and the room operator must be able to mute or unmute the installed microphones.

Desktop Microphone Systems: Install one (1) rack mounted DCS-LAN conference room system in Room 119. The system must include individual microphones for up to ten conference participants seated around the conference room table. The central controller must be rack mounted and support power to at least 60 discussion units and control up to

250 units. At least eight (8) microphones must be capable of being open at any one time.

The base of the discussion units must support digital audio transmission back to the central controller, have an XLR microphone connector for the gooseneck microphone, contain a loudspeaker, contain a headphone connector, and provide off/mute buttons so the speaker can turn off the loudspeaker and stop audio transmission. Microphones connecting to the base discussion unit must be exactly 50 cm in length, RF resistant, gooseneck in design, and be able to be replaced in the base using an XLR connector.

Holes will need to be drilled in the conference room table near each of the microphone bases and lined to present a professional appearance. Holes drilled should be equidistant from the edge of the table, and all be the same size.

Touch Panels: Furnish, program, and install two (2) touch panels in Room 119. Displays should be at least 10.1” in diagonal. The room should have one touch panel installed on a primary operator’s station and one next to the 42U rack. The touch panels should be able to control all functions of the system including the ability to control the codec, select which of the 5 networks to connect to.

LED Displays: Furnish and install two (2) LED displays in Room 119. LEDs should be

RS232 controlled and are a minimum of two rows tall and 24 characters wide.

Amplifier and Speakers: Room 119 has a new Government Furnished Equipment (GFE)

Crown 4200ST. Contractor will integrate this amplifier into the primary controller to allow volume control from the touch panels. Room 119 also has GFE ceiling mounted speakers, and no further work is required.

Video Switching/System Controller: Furnish and install a JITC approved integrated video switcher/primary controller. Due to tested compatibility with current equipment, current facilitator and operator training of previous systems, and working knowledge of the

AMX and Polycom APIs as well as the NetLinx Programming Language, an AMX system is preferred. While other manufacturers may be able to provide equipment that is similar in function, due to the complexity of this system and the stringent DISA STIGs, additional training and familiarization of different systems or components could lead to an increase in the overall time required of the project in order to ensure proper functionality and security of the overall system.

Internal Network: Furnish and install one JITC approved 24 port managed switch to interconnect internal components. This device will not connect to the Pacific Land War

Net.

External IP Network Switching: Furnish and install one (1) JITC approved Multi-

Domain Video Network Switch (MDVNS) switch system in Room 119. The system will consist of five (5) separate codec configuration loading units that reconfigure the codec settings based on the network in use, and two (2) A/B/C fiber optic switches. System must have a secure method of protecting against intrusion over the RS232 port to the

CODEC. Each system will also have five media converters to convert incoming

100BASE-TX connections to 100BASE-FX to be used by the optical switches. Power to the media converters is to be controlled by furnishing and installing a Power Distribution

Unit (PDU). The primary controller will maintain control of the PDU, but operator override should still be possible. Only one of the four network inputs, paired with the one output, must be on at any one time. This power control should be automated through the selection of the touch panel’s network selection, and used during the CODEC periods processing.

Cabling: Contractor shall provide all cables needed to interconnect equipment in addition to providing at least one spare of each. All cables will be labeled in accordance with the approved wiring diagram to include those provided as spares. A diagram of all cabling pinouts must also be provided.

Programming: Contractor shall perform all system programming prior to final system delivery. Programming must be such that it enables the VTC facilitator to control the primary functions of all devices from the touch pad. This includes but is not limited to:

switch between IP networks and perform periods processing IAW DISA regulations and procedures, perform CODEC operations (calling, configuration, etc), operate displays, control video switching from inputs to outputs, control audio switching from inputs to outputs, control the system volume, control the text and color on all LED displays, and perform a system shutdown. A copy of all AMX source code to include AXS, AXI, TP4/5 files must be provided for archive and inspection prior to final delivery. Source code may only be used for official government use and will not be released to third parties.

Software: Contractor shall ensure that all components are loaded with the latest JITC approved software versions. Components that require software verification will include but not be limited to: Internal Network Switch, CODEC, Primary Controller, and Touch

Panels. Software must be able to automatically perform automatic periods processing in accordance with the Global Video Services (GVS) periods processing methodology. No manual processing methods or procedures will be allowed.

Power outlets and capacity: It is the contractor’s responsibility to ensure that the outlets at installation locations are of the proper type and size, and that the wiring and outlets are sufficient to meet the electrical demands of the new installations. If they do not, installation of new wiring to the power source and outlets will be the contractor’s responsibility to install and receive DPW certification.

Uninterrupted Power Supplies (UPS): Furnish and install an Uninterrupted Power Supply

(UPS) in the rack of Room 119 that is of a size that will operate all equipment in the rack for 30 minutes or greater if external power is lost. Ensure all devices in the rack are powered through the UPS with the exception of the Media Converters that will be supplied power through the Power Distribution Unit.

Power Conditioning: Furnish and install power conditioning units in the rack of Room

119 that are 120V Rack-Mount surge protectors. All equipment must receive power that is supplied from the power conditioner with the exception of the Media Converters.

Power Distribution Unit: Furnish and install a 1U Power Management Unit in Room 119 that provides at least eight individually monitored and controlled AC outlets that can be controlled programmatically from the primary system controller. The power to the media converters must be through these programmatically controlled outlets.

KVM: Furnish and install a secure, JITC approved, FIPS – 2 or greater, HDMI KVM switch at an operator’s station in Room 119 that supplies the system with digital audio and video from the operator’s computer.

Certify the system to meet the following applicable standards:

o TIA/EIA - 568: Commercial Building Telecommunications Cabling Standard o TIA/EIA - 569: Commercial Building Standard for Telecommunication Pathways and Spaces o TIA/EIA - 606: The Administration Standard for the Telecommunications

Infrastructure of Commercial Buildings o TIA/EIA - 455: Fiber Optic Test Standards o TIA/EIA - 526: Optical Fiber Systems Test Procedures

Draft digital and paper copies of all equipment diagrams, wiring installation, and source code must be provided prior to installation and final copies prior to final delivery. A list of all passwords on all devices must be provided at final delivery.

Testing: Project manager will test all equipment and operations to ensure that the system is installed in accordance with this scope of work. Delivery will not be final until the system operates as expected.

1.2 WARRANTY

The contractor will provide a minimum of a (1) year warranty on all workmanship and equipment for this effort and provide on-site service that starts from final delivery date with the option to renew the contract on an annual basis for two additional years. Call-in tech support must also be included.

1.3 ON-SIGHT PROJECT MANAGER: The contractor shall provide an on-site project manager that will be the central point of contact with the Government and be responsible for coordination of the contract. This on-sight project manager shall possess a secret security clearance for the duration of the contract. The contractor shall provide a local telephone number or toll free telephone number for use by the Government.

1.4 RECEIPT FOR PROPERTY: All maintenance and repair shall be performed on site. In the event equipment cannot be repaired on site, the contractor shall sign a hand receipt for all

Government property taken to this/her facility for repair. The contractor shall be responsible for any items of Government property that are removed from the installation by the contractor.

2. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

2.1 The Government shall provide two escorts during the installation of the access control system, the quarterly maintenance and emergency service calls.

3. GENERAL INFORMATION.

3.1 SECURITY REQUIREMENTS

3.1.1 Security and base access requirements are contained in clause 5352.242-9000 “Contractor

Access to Army Installations.” Contractor employees will be required to obtain and display identification badges. Anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits throughout the base. Procedures for commercial vehicle access to the base are subject to change without prior notice.

3.1.2. ID Passes, Badges and Vehicle Stickers: The contractor is responsible to obtain such clearances and/or passes as required for his/her employees to enter military installations on

Okinawa prior to start to work. The contractor shall be responsible for all passes issued to his/her employees under this contract. Applications shall be coordinated through the Contracting

Officer or designated representative. At the time of application, Security Forces may conduct a background check on employees. Upon termination of employment, the contractor shall be responsible for returning identification cards and base passes to Security Forces within 24 hours.

3.2 PHYSICAL SECURITY.

3.2.1. The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, property, and materials shall be secured.

3.2.2. Key Control. The contractor shall establish and implement methods of ensuring that all keys/key cards issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. The contractor shall immediately report the occurrences of a loss of duplicate key to the contracting officer.

3.2.3. In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon written direction of the contracting officer, re-key or replace the affected lock or locks; however, the government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from the monthly payment due the contractor.

3.2.4. The contractor shall prohibit the use of keys issued by the government by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor’s employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

3.2.5. Lock Combinations. The contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the contractor’s

Quality Control Plan.

3.3 HOURS OF OPERATION.

3.3.1. Normal Hours of Operation. The contractor shall perform the services required under this contract during the following hours: MON-FRI 0900-1700 (, EXCEPT

FEDERAL HOLIDAYS,” “24 HOURS DAILY INCLUDING FEDERAL HOLIDAYS,”, ETC.)

PROVIDE THE CONTRACTOR THE WIDEST RANGE OF WORK HOURS POSSIBLE

FOR FLEXIBILITY OF WORKFORCE MANAGEMENT). The contractor may work, with prior approval of the Contracting Officer, extended hours to ensure timely completion of work at no additional cost to the government.

3.3.2. Recognized Holidays. The contractor is not required to provide service on the following days: New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence

Day, Labor Day, Columbus Day, Veterans Days, Thanksgiving Day and Christmas Day. If the holiday falls on Saturday, it is observed on Friday. If the holiday falls on a Sunday, it is observed on Monday.

3.3.3 Emergency Services. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours described above. [If your requirement has this: The contractor’s responsibilities for emergency support are described in

Section 1.]

4. CONSERVATION OF UTILITIES.

4.1. The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions which prevent the waste of utilities which include the following:

4.1.1. Lights shall be used only in areas where and when work is actually being performed.

4.1.2. Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the contractor or by contractor employees unless authorized.

4.1.3. Water faucets or valves shall be turned off after the required use has been accomplished.

4.1.4. Government telephones shall be used only for official government business.

5. ENVIRONMENTAL CONTROLS. (MANDATORY)

5.1. Compliance with Laws and Regulations. The contractor shall be knowledgeable of and comply with all applicable Japan Environmental Governing Standards (JEGS), and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost as a result of the change, the contractor shall inform the

Contracting Officer pursuant to notice requirements and negotiate a modification to the contract.

5.2. Notification of Environmental Spills. If the contractor spills or releases any substance contained in 40 CFR 302 into the environment, the contractor or its agent shall immediately report the incident to Kadena AB Fire Dept at 911. The liability for the spill or release of such substances rests solely with the contractor and its agent. (NOTE: IF THE CONTRACTOR

WILL ROUTINELY HANDLE MATERIALS WHICH COULD HAVE A HARMFUL

EFFECT ON THE ENVIRONMENT, ADD APPROPRIATE SUBPARAGRAPHS ON HOW

TO DISPOSE OF AND HANDLE SPILLAGES OF THESE MATERIALS.)

5.3. Material Storage and Use. The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. This includes hazardous materials.

6. GOVERNMENT OBSERVATIONS.

Government personnel, other than contracting officers (COs) and quality assurance personnel

(QAPs), may from time to time, with CO coordination, observe contractor operations. However, these personnel may not interfere with contractor performance or make any changes to the contract.

7. SAFETY REQUIREMENTS. (MANDATORY)

7.1. In performing work under this contract, the contractor shall:

7.1.1. Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

7.1.2. Perform work in a safe manner as required by OSHA 2206, General Industry, Occupational Safety and Health Standards (29 CFR 1910) and Japan Environmental Governing

Standards (JEGS) by US Force Japan.

7.1.3. Develop and provide at the start of the orientation period or the start of the first operational performance period (if there is no orientation period) a safety plan for the protection of government facilities and property and to provide a safe work environment for contractor personnel. (NOTE: FOR NEGOTIATED CONTRACTS, RESERVE THIS PARAGRAPH

AND REQUIRE BIDDERS TO INCLUDE THE SAFETY PLAN IN THEIR TECHNICAL

PROPOSALS IF APPLICABLE.)

7.1.4. Provide protection to government property to prevent damage during the period of time the property is under the control or in possession of the contractor.

7.1.5. Include a clause in all subcontracts to require subcontractors to comply with the safety provisions of this contract as applicable.

7.1.6. Record and report promptly (within one hour) to the contracting officer or designated government representative (GR), all available facts relating to each instance of damage to government property or injury to either contractor or government personnel.

7.1.7. In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the contracting officer.

7.1.8. If the government elects to conduct an investigation of the accident/mishap, the contractor shall cooperate fully and assist government personnel in the conduct of investigation until the investigation is completed.

7.1.9. Include a clause in each applicable subcontract requiring the subcontractor's cooperation and assistance in accident reporting and investigation.

8. TRAINING.

Provide instruction on the system to the S6 Section until the section is trained to operate the system.

9. SPECIAL QUALIFICATIONS.

Contactor will provide personnel with the proper clearances to conduct the work required for this task. Contactor understands the primary work location will be within Buildings 210, Room 119

Torii Station, Okinawa, Japan.

10. PARTNERING AGREEMENT.

The contracting officer may require a partnering agreement between the government and the contractor to ensure joint cooperation and a sound partnership of all parties involved in the execution of this contract. Partnering is the creation of a government-contractor relationship that promotes achievement of mutually beneficial goals. It involves an agreement in principle to share the risks involved in completing the project and to establish and promote a nurturing partnership environment. Representatives from each organization are encouraged to participate in developing the partnering agreement. Suggested representation is the civil engineer manager, the government inspector, the government contract administrator, the contractor’s manager and the contractor’s quality control person. All costs for the partnership agreement should be shared equally between the government and contractor. This group is responsible for developing a formal partnering agreement that should be signed by all parties involved. The agreement should contain as a minimum: specific goals to be reached and a list of objectives to reach the goals, a set of metrics to evaluate the objectives, a frequency for meetings to review the metrics, and a statement of cooperation to execute the terms of the agreement.

11. CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING

CRISIS IAW DoDI 3020.37. (MANDATORY)

IAW DoDI 3020.37 (Continuation of Essential DoD Contractor Services During a Crisis), and aforementioned Air Force implementation, unless otherwise directed by an authorized

Government representative, it is determined that Access Control System, identified by the

Contracting Officer are essential for performance during a crisis IAW with AR 190-13, AR 350-

5 and AR 380-64

12. CONTRACTOR PERSONNEL

12.1. Contract Manager: the contractor shall provide a contract manager and alternate contract manager (responsible in the absence of the contract manager) who shall be responsible for the performance of the services. The names of the contract manager and alternate(s) shall be provided to the CO in writing prior to the beginning of the first performance period. The contract manager and alternate(s) must be able to read, write, speak, and understand English.

12.2. The contract manager and alternate shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract.

12.3. The contract manager or alternate shall be available during normal duty hours within two

(2) hours to meet on the installation with government personnel (designated by the CO) to discuss problems. After normal duty hours the manager or alternate shall be available within four

(4) hours.

12.4. Contractor Employees: the contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the CO as a potential threat to the health, safety, security, general well being or operational mission of the installation and its population.

12.5. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee name in English.

12.6. The contractor shall not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DOD 5500-7-R Joint

Ethics Regulation. The contractor shall not employ any person who is an employee of the

Department of the Air Force if such employment would be contrary to the policies in AFI 64-

106.

12.7. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours or deployment. Military

Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform; however, their absence at any time shall not constitute an excuse for nonperformance under this contract.

13. JAPANESE ROAD LAWS

13.1. The contractor shall comply with Japanese Road Laws while on US Military installations to specifically include: Article 43 The Road Law (Japan) (prohibited acts relative to roads). No person shall commit the following described acts:

13.2. Damaging the road, causing roads to be littered with debris, polluting the roads with debris or fallout from motor vehicles or otherwise defacing roads unreasonably or without due cause.

13.3. Article 43-2 (Measures to be taken to prevent cargo or things loaded on motor vehicles from falling out)

13.4. The agency managing a road may when there is reasonable cause for him to feel that items or cargo being carried in or on a motor vehicle may fall out and damage, pollute, or otherwise deface the road in such manner as to hinder or obstruct the traffic, order the operator of the vehicle in question to take steps or measures necessary to prevent occurrence of such hindrance by stopping operation of the vehicle, or correcting the method of loading or traveling or operation of the vehicle.

13.5. REQUIRED INSURANCE by JAPANESE LAW

13.5.1. The Contractor shall procure and maintain during the entire period of his performance under this contract the following minimum insurance on each vehicle used by the Contractor at the work site.

13.5.2. Type: Automobile Property Damage Insurance Amount: ¥3,000,000 or Dollar equivalent Bodily Injury Insurance Amount: ¥30,000,000 or Dollar equivalent

13.5.3. All vehicles must be properly inspected/insured in accordance with Japanese

Compulsory Insurance (JCI) requirements.

13.5.4. Prior to the commencement of work hereunder, the Contractor shall furnish to the

Contracting Officer a certificate or written statement of the above required insurance. The policies evidencing required insurance shall contain an endorsement to the effect that cancellation or any material change in the policies adversely affecting the interests of the U.S.

Government in such insurance shall not be effective for such period as may be prescribed by the laws of the state in which this contract is to be performed and in no event less than thirty (30) days after written notice thereof to the Contracting Officer.

14. APPENDICES

A. Acronyms & Abbreviations List

APPENDIX A

ACRONYMS AND ABBREVIATIONS LIST

Acronym/Abbreviation Definition

AF Air Force

AFB Air Force Base

APL Application Program Interface

CFR Code Federal Regulation

CO Contracting Officer

COR Contracting Officer Representative

DEPT Department

DISA Defense Information Systems Agency

DOD Department of Defense

FAR Federal Acquisition Regulation

GR Government Representative

JITC Joint Interoperability Test Command

OSHA Occupational Safety and Health Act

PBSA Performance Based Service Acquisition

PWS Performance-Based Work Statement

QA Quality Assurance

QAP Quality Assurance Personnel

QCP Quality Control Program

SS Services Summary

STIG Security Technical Implementation Guide

USAF United States Air Force