21_Jul_15_Bldg_120_VTC_Statement_of_Work.pdf

Statement of Work

For:

388 FW

Bldg 120

21 July 2015

Lenard Brooks

388 FW/SCXP

801-775-6826

Lenard.brooks@hill.af.mil Hill Air Force Base, Utah 84056

1. Introduction:

1.1. The objective of this PWS is for a contractor to Design, Engineer, Furnish, Install, Test, and Maintain (EFIT&M) and purchase equipment in Building 120 conference room, Hill AFB, UT. 388 FW requires Video Teleconferencing (VTC) equipment installed to meet the requirements highlighted below.

1.2. The contractor shall provide personnel, materials, and resources to accomplish the terms and conditions of this PWS. The Contractor shall provide the primary subject matter experts/analysts and ancillary staff to perform the duties as described below. Contractor may identify deficiencies, provide suggestions, equivalent or alternative solutions to the work described in this document. All suggestions must be approved by the government before implementation. The government will evaluate contractor solutions/proposals and reserves the right to select other solutions if more advantageous to the government.

1.3. The equipment, firmware and software shall comply with current government standards. The VTC equipment shall be on the Defense Information Systems Agency (DISA): http://www.disa.mil/ and JITC: http://jitc.fhu.disa.mil/ approved and certified listing. All equipment shall be on the DISA Approved Products List (APL):

http://jitc.fhu.disa.mil/apl/.

1.4. Minor construction, if needed, will be provided by the government and may include rough-in, structural cutting, and ceiling tile modifications and/or replacement.

2. Specific Task and Requirements:

2.1. Intent: The intent is for contractor to provide turn-key operations including design, equipment, installation and programming for the identified conference room; to include point-to- point and secure/unsecure multipoint VTC capability through IP for classified/unclassified networks.

2.1.1. Conference Room Equipment/System:

2.1.1.1. The equipment, interoperability, and features/functions must comply with all Air Force and DoD Information Assurance (IA) rules and regulations. Information regarding IA rules can be requested from Richard Whitlock 801-586-8264.

VTC System Requirements:

1. Capability for VTC facilitator to support VTC sessions using IP.

2. The contractor shall ensure that displays can be driven by either the PC or laptop without having to reconfigure physical connections.

3. 1 HD Cameras with pan, zoom, and tilt capability. Touch screen controller will operate the control view of camera. Camera view shall be controlled and monitored on a separate display at the operator’s location.

4. The codec shall provide the capability for point-to-point and multipoint connections, with optional embedded multipoint functionality with rate matching to support different http://www.disa.mil/ http://jitc.fhu.disa.mil/ http://jitc.fhu.disa.mil/apl/ call rates for all sites.

5. The VTC shall have the capability to go secure/unsecure and classified/unclassified.

6. The VTC shall provide live streaming capability.

7. The system shall make it possible to include PC presentations in the VTC and allow the user to choose the best layout for the VTC.

8. Ability to record VTC session for later play back.

9. The presentation shall transmit in high-quality, allowing the participants at the receiving end to watch simultaneously a presenter on one screen/monitor and the presentation on a second screen/monitor.

10. Contractor shall determine if existing speaker system (speakers, amplifier, receiver, TV, etc.) can be integrated into this system and provide a solution.

11. Existing microphones shall be integrated into the new system.

12. A new touch panel control such as a Crestron controller or equivalent shall be installed at the operator’s station.

a. Programmed to control all of the above equipment.

b. Can independently control what is on each of the display screens.

c. Can independently control what input source is on each screen.

13. Lighting (Dim) may be an issue and must be taken into consideration when designing the VTC system.

14. VTC equipment should be able to interface with new digital standards such as HDMI, DisplayPort, and DVI.

15. All equipment shall be installed in a lockable cabinet, with active cooling.

16. On-site operator initial training for users and follow-on training as needed to understand system functionality to include upgrades that change steps or screen views.

17. 12 month preventative maintenance and service support with on-site response. Urgent requests will be fulfilled within 24 hours and routine requests will be accomplished within 72 hours.

18. Upon completion of install as-built drawings and programming code will be delivered to the designated government representative.

19. Contractor will assist base agencies to help troubleshoot problems that could be part of the base network, ISDN or IP infrastructure supporting VTC systems if requested.

***The contractor shall be responsible for ensuring all above equipment/solutions must meet relevant JITC APL/DISA requirements. Furthermore, a list of all equipment/material and plans to meet requirements must be submitted with the proposal for review with compliance with Hill AFB standards.

2.1.1.2. The contractor shall provide all necessary hardware, software, equipment, mounting hardware, cable assembly, and all cables to install all proposed equipment required to meet requirements. Contractor is responsible for modification of computer “control stations” if necessary for wiring/rack install on all rooms applicable.

2.1.1.3. All wiring shall be concealed in a manner that matches existing color of walls/conduit or otherwise stated by customer. Carpet will not be used to conceal any wiring. The contractor shall furnish all required wiring, cables, connectors, and components necessary to connect the various components of the integrated system as required for a complete operable system. The contractor shall dispose of excess or replaced wiring.

3. Requirements:

3.1. Provide a narrative describing the proposed solution and description of equipment recommended (including all model numbers, manufacturers, software version, firmware version, pricing, and specification of equipment, warranty information, and required certifications) and the proposed installation plan shall be provided with this proposal for evaluation

3.1.1. Inform the government of any steps it will need to take to create a functional system in addition to the work that the contractor will perform.

3.2. Installation:

3.2.1. Installation Plan Changes: If a problem develops during installation that warrants the change of the proposed solution, the contractor shall engineer and implement design changes only after written approval from the contracting officer.

3.3. Turn-Key Operation and Testing: The contractor shall engineer, furnish, install, test (EFI&T) and perform all necessary efforts to ensure successful completion of this project and make operational the equipment in all locations. The contractor shall provide all hardware and software necessary to support this requirement. The contractor shall submit industry standard and site specific test and acceptance procedures for Government review and approval. The contractor shall perform approved test to obtain system acceptance. GVS testing should be worked with VTC facilitator, program manager, and contractor. The period of performance for this contract will be 60 days in which the contractor shall complete all installation and testing activities.

3.4. Hardware and Software: The contractor shall provide all hardware, software and test equipment necessary to support this requirement. All hardware/software provided shall be new and include a twelve month (one-year) commercial warranty.

3.5. Warranty: A one-year warranty shall be provided from the date of acceptance by the government to cover all new equipment and all installation related to cabling and physical workmanship. The contractor shall also assume any and all existing warranties on the

GFE.

3.6. Configuration Management: The contractor shall perform configuration management of all equipment associated with the conference room equipment and VTC systems. The configuration management information shall include, but not be limited to, a list of all components installed by system serial number (hardware), all passwords and if applicable software licenses/IOS.

3.7. Training: Upon completion of the installation process, the contractor will provide user training to the designated site staff in accordance with the customer requirements. User training will include step-by-step instructions on the utilization of all features of the VTC system as well as Basic System Troubleshooting. The training manual will also have screen shots of the system as applicable to clearly show the user how to operate the system. The contractor shall provide operational training to the users and system training to the operators/maintainers as needed. Any applicable training material will be provided to the Government in both paper and soft copy. The Government shall retain the right to duplicate and distribute the training material for future training purposes.

3.8. Project Management: The contractor shall provide a schedule for Government review and approval within one week of award. The contractor shall plan and manage daily operations and activities associated with providing this requirement to ensure the necessary processes and activities are performed to provide an effective and acceptable system. The contractor shall employ effective management tools and methods to assure control of cost, schedule and performance. As needed, the contractor shall conduct, support, or participate in program management and technical reviews, meeting, and conferences to ensure effective and efficient project execution. The contractor shall be responsible for storage, staging and deployment of any equipment and materials provided as part of this project unless otherwise mutually agreed upon by the Government and the contractor.

The Government retains the right to all documentation and data generated by the contractor as a result of this project. The contractor shall provide COTS products with the appropriate licenses. The Government contracting officer shall have final authority for resolution of any contradictions within the proposal.

3.8.1. Badges: The contractor is required to provide identification badges with photo of employee for their employees. All contractor personnel shall wear these badges while on duty on the government site. Badges are required to identify the individual, company name, and be clearly and distinctly marked as contractor. Size, color, style, etc are to be mutually agreed to by the contractor and the Government. The contractor’s identification badge will not be used as an entry requirement for installation entry or into any government designated controlled or restricted area.

3.8.2. Contractor Registration of Vehicles on Hill AFB: All contractors or contractor employees’ vehicles used for the performance of this contract shall comply with all local, state and federal regulations. Additionally any pass shall be surrendered to Security Forces upon demand to positively identify a person’s need to be on a federal installation.

3.8.3. Access to installation during force Protection Conditions (FPCONs): Contractors will be assigned a mission essential designation IAW requirements contained in Installation Security Instructions. Only the installation commander or the unit commander requesting contract support will assign the mission essential designation.

3.8.4. Listing of Employees: The contractor shall maintain a current listing of employees.

The list shall include the employee’s name, social security number and level of security clearance. The list shall be validated and signed by the Program Manager and provided to the Government Security Officer and Special Security Office (SSO) within 10 days of the contract award. An updated listing shall be provided when an employee’s status or information changes.

3.9. Other Considerations:

3.9.1. Documentation: The Contractor shall provide all documents to the Government for review and approval prior to system installation. The contractor shall provide the Government with all documentation compiled during the course of the project. The contractor shall make sure the government has compatible software in order to review the information. Documentation will be delivered by the contractor in both hard copy and soft copy formats (on a Data CD). This documentation will include but not limited to the following:

o Project Management Information o Project Planning Materials o Services Change Orders o Hardware o Change Orders o Out of Scope Work Hours o Product Inventory o Serial Numbers o Test and Acceptance o Documentation o As-Built Documentation o Commercial Manuals o Instructions Sheets o Start-Up Guides (as applicable)

3.9.2. Manuals and Practices: The contractor shall provide at least one paper copy and one soft copy of the latest version of operation, installation, and maintenance manuals and practices/users guide for each system installed.

3.9.3. Commercial Deliverables and Documentation: The contractor shall provide standard commercial deliverables and documentation. Documentation shall be provided in Microsoft Word 2007, 2010, or PDF format unless specified otherwise below or agreed to by the Government Contracting Officer and the Contractor before installation.

3.9.4. System Installation Plan: The Contractor shall provide a System Installation Plan as part of their proposal which shall include the following:

3.9.4.1. Detailed equipment room layout drawing plans showing all existing and new proposed equipment, optional equipment, batteries, power connection, power outlets, lighting and any other equipment.

3.9.4.2. A complete list of personnel contacted on site and those individuals participating in the survey. The list shall include telephone numbers, office symbols, and e-mail addresses.

3.9.4.3. Provide information on number of and type of equipment to be provided. Listing shall be an overall quantity and by individual installation/room (if applicable) quantity.

3.9.5. Installation Schedules and Progress Report: The contractor shall provide an installation schedule and weekly progress reports.

3.9.6. Communications-Electronics Facilities Records: The contractor shall provide as installed facilities records.

3.9.7. Installation Test: The contractor shall test the system to demonstrate to the Government quality assurance evaluation of the system. These tests shall be accomplished prior to the system being placed into service prior to system acceptance.

3.9.8. The vendor must provide configuration diagrams. Continuity book (manual) to include:

Configuration diagrams that Reflected ceiling plans showing locations and mounting detail of all AV equipment, Architectural floor plan overlays showing locations of required electrical outlets, data and phone connections, AV rack elevations and heat load calculations, Wiring riser diagram detailing all required AV low voltage wire, room equipment diagrams, AV flow diagrams detailing AV equipment connections and wiring equipment lists, testing results (if any), and training (How to) must be provided in both hard and soft copies. The contractor shall provide documentation and plan to test the system and demonstrate, to the government, complete functionality of all component and capabilities of the integrate system. Documents required below:

- Installation drawings - “As built” schematics

- Wiring Diagrams - Component Lists

- All Warranty Info - Manufacturer References

- Maintenance Documentation

- User documentation for all products and services under to include this PWS

- Software programming codes and particulars to the integrated system

3.9.9. All VTC equipment must be a system identified on the JITC approved products list (even equipment identified in this PWS). Attachments 1 and 2 identify acceptable vendors, Models and version. NOTE: If the planned purchase and installation date exceeds the “Expiration Date”, the system is no longer an acceptable system.

3.9.10. The contractor shall provide all materials, other than Government-Furnished Equipment (GFE) provided, essential to making the integrated system operational. All products and materials developed, prepared and/or purchased by the contractor for the use or ownership of the federal government becomes the property of the federal government before completion of the tasks defined in this ROM. The contractor shall document the transfer of all materials.

3.9.11. The contractor shall ensure all components are compatible with all the equipment in the integrated system.

3.9.12. The contractor shall remove all the debris/trash generated during the installation at the end of each work day. After completion of the tasks in this PWS and before government acceptance, the contractor shall clean the facilities removing all debris left by the contractor from walls, floors, ceilings, or other areas of the building used or traversed by the contractor.

3.9.13. The work area will be inspected for workmanship, completeness and cleanliness. The Contractor shall be responsible to ensure all items meet code requirements. All work shall meet professional commercial standards.

3.9.14. All on-site work will be performed on Hill AFB. Contractor access on the base will be during normal duty ours, between 0700 and 1630, Monday through Friday with the exclusion of Federal Holidays. If the contractor needs access after normal duty hours, arrangement will need to be coordinated with the Government Project Manager, Ms. Jamila Caraway and if required the contracting office. All site visits shall be prearranged to ensure necessary escorts to the site are available as required.

3.9.15. The contractor shall follow Occupational Safety and Health Administration (OSHA) safety standards. The contractor shall make every attempt to protect all government and non- government property and personnel from inconvenient and damage to property.

3.9.16. In addition to proposal, a narrative describing the proposed solution and the proposed installation plan shall be provided with this proposal for evaluation. Upon award of the contract, an installation plan should be emailed to: lenard.brooks@hill.af.mil. Installation plan should also include an estimate for the amount of on-site time necessary to complete installation and testing. Government will have 2 weeks to accept/reject installation plan.

3.9.17. Contractors will be afforded the opportunity to attend a site visit at Hill AFB, UT as required to develop proposals. Those desiring to attend a site visit shall notify Ms. Jamila Caraway via email: lenard.brooks@hill.af.mil or phone at 801-775-6826 not later than two (2) calendar days prior to the scheduled visit.

7/21/2015

X Lenard Brooks TSgt Lenard Brooks 388 OSS, NCOIC, Plans and Programs Signed by: BROOKS.LENARD.L.JR.1022335312 mailto:lenard.brooks@hill.af.mil mailto:lenard.brooks@hill.af.mil