Tinker Event Center AV Upgrade Master _RFIs 20260727.pdf

FA810126Q0009 Tinker Event Center Ballroom Audio and Visual Update

Answered Questions All questions need to be submitted by 5:00pm CST on 20 July 2026

1. Can a ballroom layout/diagram be provided with dimensions and the desired final room solution so the vendor understands the installation environment better?

No Diagram. The installation environment can be viewed through the designated site visit times 13 July 9am – 11am, and 13 July 1pm – 3pm. More information is available on page 3 of the solicitation.

2. If a diagram cannot be provided, can pictures of the space be provided to better understand the installation environment?

Yes

3. The SOW details only 1 Laser Projection screen, but 3 projectors. Should it be assumed that one projection screen is to be provided for each projector and not one projection screen?

Correct we need 3 projectors and 3 screens.

4. What size projection screens should be specified for the three projection systems in the room?

120 inch Width, 90 inch height.

5. Where should the connections for the two mobile 85” screens be location in the ball room for support of secondary displays?

At a central location for all hook ups.

6. The SOW states a video matrix switching system should be provided to support content source locations but does not specify how many content source locations need to be supported. Hoe many content source inputs need to be supported, and where will they be located (i.e. wall plates, podiums, other)?

We will need four. Three for each section of the room and by the stage.

7. The SOW states to furnish six (6) wireless microphones but then states to provide 4 handheld and 4 lapel microphones. Which is correct as that is 8 total, not 6?

8 total.

8. The SOW states in section 2.1.13 to install 39 speakers throughout the ball room and then in the next section 2.1.14 states to install 7 speakers in 7 zones. Is it desired to install 39 speakers and break them into 7 zones?

39 speakers

9. Section 2.1.15 states to install Qty. 6 - 10” touch panels in the equipment rack. Should this only be one in the equipment rack and then 5 additional touch panels around the room, or is there a different number of touch panel controllers that should be provided?

We need 4 total hook up sites.

10. Section 2.1.19 details that there are three room segments. Do these rooms divide and combine independently, or is the room always a single room?

Sometimes groups divide.

11. If the rooms divide and combine, do they need to all work independently, or will the AV system only work as a single large system at all times?

independently

12. Do new podiums need to be provided, or are existing units to be reused and have technology integrated into them?

No we have podiums.

13. If podiums are to be reused or new ones are to be provided, what technology needs to be integrated into them?

None.

14. Is there a complete list of all hardware that is GFE with models that must be reintegrated into the new AV system?

no

15. If the vendor is deinstalling the existing AV system, can a complete list of all hardware that has to be deinstalled be provided so the vendor understands the LoE that will be required to complete deinstallation services?

We have no list.

16. How many total screens are there? The document leads to there being 7 total, 5 wall mounted and 2 on carts. Is this accurate? There are currently no mobile carts to support a 90in+ projector screen and this would have to be custom fabricated.

We need 3 projector screens.

17. What are the dimensions of the room? This affects video and audio.

4416 Sq ft.

18. Do the projectors have a predetermined location to be mounted? This affects throw ratio and lens type.

yes

19. Do the transmitters need to be table mounted or a wall plate?

wall

20. RFQ leads to HDMI, USB-C, and VGA to be supported at all locations. Is this accurate?

yes

21. 80-85in projector screens in a 16:9 do not exist. This size is only appropriate for 4:3 aspect ratios which will not support the projector’s 4k UHD resolution. Can the projector be slightly larger to accommodate the projector’s resolution? For example, 92-100in.

Yes

Tinker Event Center AV Upgrade RFIs 27 July 2026

1. 2.1.8 says a codec pack will be furnished and installed and goes on to say that we should install and setup an owner furnished Microsoft Teams and social media programs interoperability license. Does this mean that you will provide the codec and license, or do we need to provide the codec? If we provide the codec, you will need to provide a Microsoft Teams license that is already configured for your account. Tinker uses Microsoft Teams and other social media currently the system needs to be compatible with these programs.

2. The other option is to go with a BYOD solution with an AV bridge that has a USB connection in each section of the room and allows you to plug a laptop in to access the camera, mics, and speakers to use with Teams on your laptop. This would be the simpler and cost-effective solution, but if you need a dedicated hardware codec, we can do that as well. The Tinker Event Center currently uses BYOD solutions. The Event Center needs access for the sound, mics, and video to be displayed in the Event center and transported to the other users over the internet.

3. Regarding the camera, it's unclear if you want 1 camera or 2. "Furnish and install a high-definition webcam mounted at the front of the room, below the display, to view the participants of a video conference call also include webcam to project on the presenter." Do you need just one to view the room that can also be remotely controlled to point at the lectern, or would you like 2 - one mounted at the front of the room to view the room, and one mounted at the back of the room to view the presenter / lectern? Two cameras one on the presenter and the other on the people the people in the room.

4. Please confirm that the projection screens should be 120 x 90, with a 4:3 aspect ratio? This does not accurately compliment the request for 4k UHD. Are these to be ceiling recessed screens?

This is the current size of the screens already installed. The ceiling is a drop ceiling just not positive of what is above it if we install new screens.

5. What is the throw distance of each of the projector locations? (See PWS and Revisions, available information posted and RFIs)

6. What is the WiFi capability for the displays in the rear of the ballroom intended to support? With the system designed specifically for central distribution, is the need for (3) HDMI ports truly required? What is the intention of the 2nd and 3rd inputs and how should we intend on facilitating that functionality? The Tinker Event Center currently has a commercial ISP with 1Gbps X 100Mbps, there is also Tinker Base wifi that is installed not sure of the bandwidth.

a. The Tinker Event Ballroom can be split into three separate rooms or into one large room, this is the reason for the need for three HDMI ports. Each room can be set up separately or into one large room.

7. Are the content source inputs for each section of the room, as well as the stage to be wall plates? Yes

8. Did we get "Attachment 1a"? If not, please provide it to define the specific locations of the 7 zoned speakers described in 2.1.14 of the SOW? (All available information is posted)

9. What is the intended functional difference between the ceiling speakers and the 7 separated zoned speakers described in 2.1.14? The ceiling speakers are for the crowd, the separate speakers are for the presenters.

10. Where is the locking equipment rack to be located? (All available information is posted)

11. Can it be assumed that there is no GFE equipment that is to be provided and/or reused in this project outside of the non-technical podiums? Yes

12. 2.1.19 defines 6 different input locations, however, the first release of answered questions describes only 4. Please advise as to the exact locations needed. The front and back of each of the sections so the count would be 6.

13. Is there to be a touch panel controller at each of the input locations as well as the locked equipment rack? If not, please define the exact locations needed. Yes, at each of the locations and the equipment rack.

14. Are there physical dividers that are put in place when the groups divide as described in question 10 of the initial answered questions? Yes, there are dividers accordion walls.

15. What is the microphone and speaker functional requirement in each of the areas when the groups divide as described in question 10 of the initial answered questions? Each of the three sections needs to be able to use a mic, speakers, and video.

16. While the information of the room's total area (I4416 sq ft) is helpful, is it possible to provide the dimensions of the room? (See PWS and Revisions, available information posted and RFIs)

17. Please clarify the final display schedule. Does the requirement include three projectors with three motorized screens, two mobile 85-inch displays, and one rear-wall 80–85-inch display?The Tinke Event center doesn’t need a rear-wall display, only need the three projectors, motorized screens and two mobile carts.

18. Please confirm whether the three projection screens should be 120 inches wide in 16:9 format rather than 120 × 90 inches, which is a 4:3 format. (See PWS and Revisions)

19. Please clarify the required number and locations of the 10-inch control touchpanels. The response stating “four total hook-up sites” does not confirm the touchpanel requirement. (See PWS and Revisions)

20. Please confirm whether the 39 ceiling speakers are to be distributed across seven independently controlled audio zones. (See PWS and Revisions)

21. Please confirm whether the conferencing system must be BYOD only, include a dedicated video codec, or support both methods. BYOD only

22. Please confirm the required number of cameras and whether each of the three independently operated room sections requires its own camera. Cameras are only for when the room is joined together into one large room.

23. Please confirm whether the eight encrypted tabletop microphones are additional to the eight handheld and lapel wireless microphones, and whether all sixteen microphones must be available simultaneously. All microphones must work simultaneously.

24. Please define exactly which equipment must be disabled by the physical kill switch during classified processing. The wireless equipment must be physical killed during the classified processing. Any hardwired equipment can be left on to utilize.

25. Please confirm whether Bluetooth audio and wireless presentation are permitted and identify the applicable cybersecurity approval requirements. No Bluetooth, wireless presentation can be done on a non-government device.

26. Please confirm whether the contractor must provide a dedicated isolated AV network and managed switches or connect the AV equipment to Government network infrastructure.

Dedicated isolated AV network will not be connected to the base or commercial network.

27. Please confirm the projector throw distances, ceiling height, screen locations and rack location.

(See PWS and Revisions, available information posted and RFIs)

28. Wireless Microphone Configuration (PWS 2.1.9, 2.1.10) PWS 2.1.9 requires eight wireless microphones (four handheld and four lapel), and PWS 2.1.10 separately requires eight digital, encrypted wireless tabletop microphones with charging bases and receivers. Please confirm whether both systems are required, for a combined total of sixteen wireless microphones, or whether only one set is intended and, if so, which one. 2. Bluetooth Audio Input vs. Security Requirements (PWS 2.1.11, 2.1.10, 2.1.12, 2.1.13, Section 4.0)(See PWS and Revisions, available information posted and RFIs)

29. PWS 2.1.11 requires an audio input system that includes Bluetooth, while PWS 2.1.10, 2.1.12, and 2.1.13 prohibit Bluetooth on tabletop mics, the DSP, and speakers respectively, and Section

4.0 imposes wireless security requirements. Please confirm whether Bluetooth audio input is required or should be omitted for security compliance. (See PWS and Revisions, available information posted and RFIs)

30. Camera and Video Conferencing Scope (PWS 2.1.8, 2.1.18) The posted responses confirm the three sections divide and operate independently. Please confirm the total number of cameras required per divisible room and whether video conferencing capability is required in each section independently or only when the room is in the fully combined configuration. (See PWS and Revisions, available information posted and RFIs)

31. Question regarding wireless video input. The scope states that you need a wireless video input device, but in a previous RFI response you clarified a need for a single wall plate input in each room, and a single wall plate input at the podium. Is a wireless video input needed? And is this wireless video input dedicated to one room when separated, or should it be able to be viewed in all rooms when separated? (See PWS and Revisions, available information posted and RFIs)

32. One question that arose during the visit was whether the equipment included in our quotation must be compliant with NIPRNet/SIPRNet requirements. The customer indicated that they will likely reach out to all contractors over the next few days to provide clarification on this matter.

(See PWS and Revisions, available information posted and RFIs)