RIO_RIF_Suite_AV_PWS.pdf

STATEMENT OF REQUIREMENTS

FOR

Automated Audio/Video Installation in

F2D-06 Conference Rooms

AIR FORCE RESEARCH LABORATORY

ROME RESEARCH SITE

ROME, NEW YORK

18 September 2017

SOLICITATION

CONTRACT

TBD

STATEMENT OF REQUIREMENTS

1.0 SCOPE. The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to provide a solution for the F2D-06 conference room automated Audio/Video

(A/V) system to the Air Force Research Laboratory (AFRL) Information Directorate at the Rome Research

Site (RRS), Rome, New York.

1.1 The contractor shall attend the scheduled Site Survey in the RFQ.

1.2 The contractor shall be certified in any control system(s) and equipment used in the automated

A/V system build and provide valid paperwork showing certifications to install, program, and support the system.

1.3 The contractor shall be an authorized dealer for all equipment and an authorized service center for the equipment used in the automated A/V system build. They must provide valid documents showing the dealer authorization for the equipment and service plans.

1.4 The contractor shall provide and install a new Cisco codec, Polycom codec, or any codec on the

DISA Approved Products List with high definition camera.

1.4.1 DISA approved products can be found in Appendix I.

1.4.2 This should include any required licensing to allow for content sharing and higher resolutions.

1.4.3 Codecs are required to have H.323 connection capability.

1.4.4 The contractor shall provide the corresponding HD camera based on the provided codec.

1.4.4.1 The camera shall be mounted between the two displays.

1.5 The contractor shall provide and install two new 80” LED Display or bigger. The contractor shall determine suitable size during site survey.

1.5.1.1 The display must support 1080p resolution or higher.

1.5.1.2 The display shall have a TV HD tuner built in.

1.5.1.3 The audio for the cable TV will be run through the system audio.

1.5.1.4 The displays must not contain any form of wireless capabilities.

1.5.1.5 The displays must not contain any cameras.

1.6 The contractor shall provide and install new touch panel and touch panel processor unit to support room functionality.

1.6.1 Example Features for touch panel

1.6.1.1 AFRL Logo on main screen

1.6.1.2 Choose between 3 separate modes (Video Conferencing, Local Presentation, and

Audio Conference.)

1.6.1.3 Video Conferencing Controls page, TV Controls page, and Audio Conference

Controls page.

1.6.1.4 Versatility to select different outputs/inputs for audio and video while in VTC or Local

Presentation mode.

1.6.1.5 Customer should have the ability to decide which device shows on which screen.

1.6.1.6 Must allow versatility to switch between modes.

1.6.1.7 Audio Conference should work in any mode to allow the user to call for help or call other personnel, without disrupting the current mode they are using.

1.6.1.7.1 If the system is in a VTC, the users should be able to select audio conference and dial a call without disconnecting the VTC. While the audio conference is active, the VTC microphone connection should be muted to prevent VTC attendees from listening into the audio call.

1.6.2 Password protection on configuration settings.

1.6.2.1 This will be provided to the VTC personnel.

1.6.3 Additional features may be requested upon site survey.

1.7 The contractor shall install two media connections. One connection will go to the main stationary laptop and the other media connection will be located at the table to allow for visitor device connections for VTC and local presentation.

1.7.1 The media connections shall include VGA w/ Audio and HDMI. The contractor include various adapters to accommodate different video ports.

1.8 The contractor shall provide and install new audio processor unit and in-ceiling speakers for sound.

1.8.1 The contractor shall provide 6 speakers for room coverage.

1.8.2 Sound system should be configured for VTC, TV and PC audio.

1.8.3 An auxiliary input will be added to the conference table to allow customers to connect media/MP3 devices and play music.

1.9 The contractor shall provide and install a new overhead microphone system.

1.9.1 Microphones will be utilized for both Video Teleconference and Audio Conference features.

1.9.2 Microphones shall provide clear coverage for entire room.

1.10 The contractor shall provide and install a Blu-Ray player that utilizes 1080p resolution or higher.

1.11 The contractor shall provide a projector capable of 1080p resolution or higher.

1.11.1 The projector lumens must be 5,000 or higher to minimize screen wash-out while conference room lights are on.

1.12 The contractor shall provide a motorized projector screen of approximately 120” or larger.

1.12.1 The screen shall be automated by the touch panel.

1.12.2 The screen shall also contain a separate wall mounted control switch to allow for manual control.

1.13 The contractor shall provide and install a high definition document camera to interface with local presentation and VTC content.

1.14 The contractor shall provide cabling for entire room upgrade. This will need to be plenum cabling.

1.14.1 All cabling shall be organized and neat.

1.14.2 Cables will be labeled indicating the devices connected and ports used.

1.14.3 Any cabling exposed in the main conference room shall be properly and neatly hidden from view through the use of cable management devices.

1.15 The contractor shall provide all mounting hardware.

1.16 The contractor shall provide adequate rack space to house the system equipment.

1.16.1 Rack color will be black

1.16.2 Rack will offer adequate ventilation to prevent overheating.

1.16.3 Rack shall contain locks on all doors.

1.17 The contractor shall ensure that all firmware/software for all systems is up-to-date.

1.18 The contractor shall ensure all products are current. Discontinued or EOL products are not an acceptable solution.

1.19 All equipment/devices used in this project shall not contain any form of wireless connectivity.

1.20 The contractor shall provide a copy of all schematics, automation coding and manuals for the system upon completion of installation.

1.21 The contractor shall provide an itemized equipment listing.

1.22 The contractor shall provide onsite system testing once the system has been installed to ensure system is operational.

1.23 The contractor shall provide user instructions for conference room operation.

1.24 The contractor shall develop an installation schedule to be approved by the Government

Contracting Officer Representative (COR).

1.25 The contractor shall develop a Test & Acceptance Plan.

1.25.1 The contractor shall conduct preliminary testing to ensure equipment operability.

1.25.2 The contractor shall conduct “Acceptance Testing” in accordance with the plan. The

Government COR will be authorized to accept the equipment and related manufacturer-provided documentation at the completion of the test.

1.26 The contractor shall promptly notify the Government COR of delays caused during installation and/or testing due to inoperability of the network equipment.

1.27 Equipment, configurations and requirements may change based upon needs determined during the site survey.

2.0 Maintenance and Support

2.1 The contractor shall coordinate all AFRL/RIOS A/V facility maintenance with the Government

Point of Contact (POC) and the VTC facilitator to preclude any conflicts with customer needs.

2.2 The contractor shall provide at least three (3) years of maintenance and support for the automated

A/V system installation in F2D-06. This will include:

2.2.1 Telephone Support

2.2.2 On-Site Support

2.2.3 Any software/firmware/equipment licensing required for version updates, patches/bug fixes, and return merchandise authorization (RMA) for equipment repairs

2.2.4 Repair/Replace any failed equipment and/or cabling causing the system issues

2.2.5 Any automation system code changes, updates and/or fixes needed to solve any system issues

2.2.6 Any software/firmware configuration changes and/or updates needed to solve any system issues

2.3 The contractor shall provide telephone and on-site service support to the AFRL/RIOS VTC facilitators for problem identification and resolution. Upon notification of a system failure, the contractor support technicians shall respond to the VTC facilitator/Government POC within one (1) hour via telephone to begin troubleshooting. The contractor shall determine the operational status of the system, localize system problems, and assess the impacts of any system problems to the overall VTC mission. In the event the support technicians cannot resolve the problem over the phone, a technician shall be dispatched to AFRL/RRS within five (5) business days. Coordination for conference room availability will be conducted through the VTC facilitator. If the VTC facilitator determines the conference room is not available within those five (5) days, the VTC facilitator will work with the contractor to schedule the earliest date and time available. The contractor shall provide the parts and equipment needed to repair or replace the failed unit(s).

2.3.1 Network Line Interface Unit (LIU) fault isolation shall be conducted to determine whether the fault pertains to the provided network connection or with the VTC room equipment. If the fault is determined to be with the local network, the government will coordinate with the contractor and

AFRL/RIOS network personnel to resolve the problem. The contractor shall not be responsible for servicing the network connection supplied by the government.

2.4 The contractor shall record all corrective maintenance actions. A copy of the completed maintenance document shall be provided to the government and a copy shall be retained by the contracted company for a period of two (2) years following contract completion.

2.4.1 Each maintenance incident will be assigned a ticket number. Each generated ticket will include descriptive information of the maintenance conducted. The information will include a date for the initially reported and the date for completion; identity of the specific system, subsystem, component, or unit affected and the issue associated with that equipment; the effective methods used to isolate the problem; and the parts used to complete the repairs.

2.5 The contractor shall conduct preventative maintenance checks of the system on a quarterly basis.

2.5.1 Coordination for conference room availability will be conducted through the VTC facilitator.

The VTC facilitator will work with the contractor to schedule the earliest date and time available.

2.6 The contractor shall include a detailed listing of all support and services that will be offered for the three (3) year coverage.

2.7 Any changes to the contract must be approved by the Contracting Officer (CO).

3.0 SERVICE SUMMARY.

Performance Objective Performance Threshold

Accurately, timely and safely comply with all services IAW paragraphs 1.1 thru 2.7

No more than 2 non-corrected discrepancies per month

4.0 GOVERNMENT-FURNISHED PROPERTY.

4.1 There is no base support under this effort.

5.0 GENERAL INFORMATION. In addition to the description of services provided above, the contractor shall perform the following general tasks.

5.1 CONTRACTOR PERSONNEL:

5.1.1 Personnel Qualifications. The contractor shall provide qualified personnel who meet the minimum qualifying criteria at the beginning of their employment as specified. Listed below are the qualification and experience requirements for functional area personnel.

5.1.1.1 Personnel Qualifications. Maintenance and Install Technicians. Depending on the equipment chosen for install, the Maintenance and Installation Technician shall have experience with Polycom and Cisco Codec systems. They shall be certified in any devices use for the automation of the room, to include, Crestron or Extron.

5.2 QUALITY ASSURANCE. The Government will periodically evaluate the contractor's performance by appointing a representative(s) to monitor performance to ensure services are received.

The Government representative will evaluate the contractor's performance through intermittent inspections and receipt of valid and verified complaints. The Government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated complaints.

Likewise, the Government may decrease the number of quality control inspections if merited by performance. The contractor shall take necessary actions and coordinate with the Government to resolve any discrepancies found as part of these inspections.

5.3 HOURS OF OPERATION.

5.3.1 Normal Hours. The contractor shall perform the services required under this contract during the following hours: Monday through Friday, 0700 - 1700 hours unless otherwise stated.

5.3.2 Recognized Holidays. The contractor is not required to provide service on the following days:

New Year’s Day January 1 (except weekends, then it will be either

Monday or Friday)

Martin Luther King’s Birthday 3rd Monday in January

President’s Day 3rd Monday in February

Memorial Day Last Monday in May

Independence Day July 4 (except weekends, then it will be either

Monday or Friday)

Labor Day 1st Monday in September

Columbus Day 2nd Monday in October

Veteran’s Day November 11 (except weekends, then it will be either Monday or Friday)

Thanksgiving Day 4th Thursday in November

Christmas Day December 25 (except weekends, then it will be either Monday or Friday)

5.4 PERFORMANCE. The performance of these services is not considered to be mission essential during time of crisis. Should a crisis be declared, the Contracting Officer or his/her representative will advise the contractor of any revised requirements, followed by written direction.

5.5 PLACE OF PERFORMANCE. The contractor shall perform the requirements of this contract at

Rome Research Site Rome, New York, Building 106.

5.6 SECURITY REQUIREMENTS.

5.6.1 The work to be done on this project is located in and around areas that are under the scrutiny of the Department of Defense Police assigned to the RRS Information Directorate. To gain access to the areas to examine the work to be done for job estimation purposes, arrangements must be made through the Contracting Office. Contractor personnel will be escorted into the areas for the purpose of project estimation.

5.6.2 When it has been determined which Contractor will accomplish these services, a Visit

Request letter, from the company, preferably on Company letterhead, identifying all personnel who will be employed during the work will be necessary prior to work commencement. The Visit

Request letter needs to be signed by the Company President or Director of Human Resources and will also be used as the Entry Authority List. The Contractor will supply the Visit Request letter to the Security Office (AFRL/RIOF) through the Contracting Office. The request will contain the full name of each individual, to include a middle initial, date of birth, state of driver’s license issuance and city and state of birth. This information will be used to perform a local files check prior to the beginning of work. This check will provide driver’s license information, any wants and warrants and protection orders and will also provide information on possible illegal immigration issues and terrorist affiliations.

5.6.3 Provide the Company’s phone number and a Project Leaders or Supervisor/Foremen cell-phone number is necessary for the Law Enforcement Desk Sergeant.

5.6.4 All facilities are entered using a magnetic media entry badge. Contractor work within the facilities will be required to obtain an Unescorted Visitor Badge; this will be procured by the

Division/Branch with oversight of the work. The badge is obtained in the lobby of Bldg 3, West

Wing, Security Office. This badge will be worn at all times within the facility. These badges will be returned to the Contracting Officers’ Technical Representative before completion of the final inspection. Any badges lost during the period of work will be reported to Security as soon as possible.

5.6.5 Access to the RRS Complex is controlled by a Main Gate on Brooks Rd, located just west of the Otis & Brooks intersection. Identification for the contractor to enter with a vehicle will be an access list supported by the electronic badge issued. All commercial vehicles entering the gate will be searched. One-time deliveries can be escorted from the gate to delivery point by project personnel.

5.6.6 All commercial vehicles are searched prior to entry into the RRS Complex. Vehicle operators will be aware of the vehicle search pull-off area prior to approaching the Main Gate. A search of the vehicle will be conducted prior to its entry. All vehicles not needed for delivery of equipment or tools will be parked in the visitor parking area unless cleared through Security.

There are No vehicles allowed within 25 meters (80 ft) of the RRS facilities.

5.6.7 All personnel should be aware that the Rome Research Site is Property of the United States

Air Force. All personnel will follow all posted signage.

5.6.8 Contractor personnel will be notified by RRS Police of any emergencies which would require an evacuation or work stoppage, such as an increase in the Force Protection Condition.

5.6.9 Building/Room Keys: If the contractor needs access to area(s) that are locked (i.e.

mechanical rooms, janitor’s closet, etc.), a request for entry of at least 2 working days prior to the need for access will be submitted to AFRL/RIOC construction representative. The area(s) will be provided on a daily basis. The area(s) will be locked down at the end of the days work.

5.6.10 The 24 hour Desk Sgt can be reached at 330-2961.

5.6.11 Regarding Access to Air Force Facilities and Government Information Technology

Networks

5.6.11.1 Contractor employees requiring access to USAF bases, AFRL facilities, and/or access to U.S. Government Information Technology (IT) networks in connection with the work on this contract must be U.S. Citizens. For the purpose of base and network access, possession of a permanent resident card (“Green Card”) does not equate to U.S. citizenship.

This requirement does not apply to foreign nationals approved by the U.S. Department of

Defense of U.S. State Department under international personnel exchange agreements with foreign governments. Any waivers to this requirement must be granted in writing by the

Contracting Officer prior to providing access. The above requirements are in addition to any other contract requirements related to obtaining a Common Access Card (CAC).

5.6.11.2 For purposes of paragraph (a) above, if an IT network/system does not require

AFRL to endorse a contractor’s application to said network/system in order to gain access, the organization operating the IT network/system is responsible for controlling access to its system. If an IT network/system requires an U.S. Government sponsor to endorse the application in order for access to the IT network/system; AFRL will only endorse the following types of applications; consistent with the requirements above:

(1) Contractor employees who are U.S. citizens performing work under this contract.

(2) Contractor employees who are non-U.S. citizens and who have been granted a waiver.

5.7 SAFETY REQUIREMENTS.

5.7.1 The contractor shall comply with all safety and health requirements necessary for the protection of personnel, facilities and equipment including, but not limited to all applicable

Occupational Safety and Health Administration (OSHA) (Public Law 91-596) and all applicable

OSHA standards, while performing this contract at the Air Force Research Laboratory (AFRL), Rome Research Site (RRS), Rome NY (Buildings 106). It is the contractor’s sole responsibility to make certain that all safety requirements are met.

5.7.2 The contractor shall maintain a written Safety Program, as required by OSHA and make said plan available for review by the government upon request by the Contracting Officer.

5.7.3 In the event of a mishap, or a “near miss”, during the performance of this contract at AFRL

RRS, notify the Contracting Officer or the DET 4 Safety Office in an expeditious manner. Written notification shall be provided to the Contracting Officer (who will forward a copy to the DET 4

Safety Office) within 72 hours and shall include the following information:

a. Contract, Contract number, Name and Title of Person(s) Reporting

b. Date, Time and exact location of accident/incident

c. Brief Narrative of accident/incident (events leading to accident/incident)

d. Cause of accident/incident (if known)

e. Type of injury sustained and/or estimated cost of accident/incident

(material and labor to replace/repair) when damage is to government property.

f. Nomenclature of equipment and personnel involved in accident/incident

g. Corrective Actions (taken or proposed)

h. Other pertinent information

APPENDIX I

DISA APPROVED PRODUCTS LIST

Company: CISCO

Model: TelePresence Codec

Version: TC 7.3

Cisco TelePresence Codec C-series, EX-series, and MX-series Video Codecs with Software version TC 7.3, the Integrated Services Digital Network (ISDN) Link with version IL1.1.5, and Video Communication

Server (VCS) with version X7.2.2 VTU Cisco Telepresence C90, C60, C40, Quickset C20, EX90, EX60.

MX200, MX300 Series Codecs, MX200G2, MX300G2, MX700, MX800, MX800 Dual, SX10, SX20, SX80, VX Tactical, Avizia VX Tactical, and VX Clinical Assistant codecs ISDN Link Gateway VCS This product is certified for the following device type(s): -- Video Teleconferencing (VTC).

Company: CISCO

Model: TelePresence Infrastructure

Version: Multiple

Cisco TelePresence Media Service Engine (MSE) 8000 with Specified Circuit Card Assemblies, the Cisco

Video Communication Server (VCS), and TelePresence Management Suite (TMS), as a Video

Teleconferencing (VTC) system. TMS V15.0, Windows 2008 R2, ESXi 4.1.0 Kernel 348481; Supervisor

MSE 8050 2.3(1.31), MCU MSE 8510 Blade 4.3(1.68), ISDN GW MSE 8321 Blade 2.1(1.56)P, ISDN GW

3241 2.1(1.56)P, VCS X8.2, MCU5310 & MCU5320 4.5, Certified by similarity: Serial GW MSE 8330

1.0(1.34), Cisco 3340 Serial Gatway, IDSN GW 3241 This product is certified for the following device type(s): -- Video Teleconferencing (VTC).

Company: Polycom

Model: High Definition Experience (HDX) Family

Version: 3.1.11

High Definition Experience (HDX), Polycom HDX 9004, 9006, Polycom HDX 9002, Polycom HDX 9001, Polycom HDX 8000 HD (Rev A and B), Polycom HDX 8006, Polycom HDX 8004, Polycom HDX 8002, Polycom HDX 7000 HD (Rev A, B, and C), Polycom HDX 7002, Polycom HDX 7001, Polycom HDX 6000

HD NA, Polycom HDX 4000, HD Polycom HDX 4002, Polycom HDX 4001: Polycom High Definition

Experience (HDX) Family with Software Release (Rel.) 3.1.11 Tracking Number (TN) 1034102 as a Video

Teleconferencing (VTC) system This product is certified for the following device type(s): -- Video

Teleconferencing (VTC).

Company: AVAYA

Model: SCOPIA Elite Family

Version: 7.5.1.11.19

Radvision Scopia Elite Family with Software Release (SR) 7.5.1.11.19 and the Radvision Scopia 100 S40 with SR 5.7.2.0.G Tracking number (TN) 1028101 as a Video Teleconferencing (VTC) system. Radvision

Scopia Elite 5230 Radvision Scopia Elite 5110 Radvision Scopia Elite 5115 7.5.1.11.9 7.5.1.11.19. This product is certified for the following device type(s): -- Video Teleconferencing (VTC).