SOR_-_Bldg_106_Auditorium_24_Jul.docx

STATEMENT OF REQUIREMENTS

FOR

Automated Audio/Video Installation in Auditorium

AIR FORCE RESEARCH LABORATORY

ROME RESEARCH SITE

ROME, NEW YORK

24 July 2019

SOLICITATION NO.

FA8751-19-Q-0352

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 Auditorium 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 is encouraged to attend the Site Survey scheduled in the Request for Quote (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 Reutilization of currently installed equipment is encouraged, provided the equipment is expected to remain serviceable for the lifetime of the system, meet the intent of requirements and expectations specific to the equipment, and are not near end of life or end of support. All equipment that is not reutilized shall be removed by the contractor and turned over to the government.

2.0 SYSTEM REQUIREMENTS.

2.1 Projector Screen. The contractor shall provide and install a new fixed projector screen.

2.1.1 The projector screen shall be as large as possible, but shall not exceed 28 feet in width.

2.1.1.1 The available surface area to place a projector screen measures roughly 28 feet in width and 11.5 feet from the stage floor to the drop ceiling overhanging the stage. These dimensions shall be re-measured by the contractor and confirmed by the government before the screen is purchased.

2.1.1.2 Nearest viewer is 18 feet from the projection surface and farthest viewer is 40.5 feet from the projection surface, with a maximum viewing angle of 54 degrees from center (room width is 50 feet with seating all the way across).

2.1.2 The projector screen’s dimensions shall correlate to the aspect ratio of the projection system so that the projection fills the entire screen area during dual-screen use.

2.1.3 The projector screen surface shall be smooth, without ripples or waves, and have adequate gain and viewing angle for optimal visual experience.

2.1.4 The projector screen shall be surrounded by a black border of uniform thickness to enhance perceived contrast and black levels.

2.1.5 The projector screen shall be installed in such a way that the stage curtains can be drawn in front of it.

2.1.6 The two existing motorized drop-down screens shall be abandoned in place. The contractor must roll up the screens so that they are out of sight.

2.2 Projection System. The contractor shall provide and install a new projection system.

2.2.1 The projection system shall be comprised of three separate projectors, all of the same make and model for redundancy.

2.2.2 The imaging engine of the projectors shall be laser-based and not lamp-based, with 3LCD technology, to extend longevity and maximize picture quality.

2.2.3 The projectors shall support 1080p resolution and higher.

2.2.4 The projection system must not contain any form of wireless capabilities, or the contractor must prove that wireless capabilities are physically disabled.

2.2.5 The projection system must be rated at or above 8,000 lumens to minimize screen wash-out while ambient light levels are highest.

2.2.6 The projectors shall be mounted and configured to allow for two projection modes.

2.2.6.1 The standard projection mode shall be single screen, filling the entire height of the projection area, delivering the best possible picture quality.

2.2.6.1.1 The projector delivering this mode shall be mounted in the upstairs balcony at the centerline of the projection.

2.2.6.1.2 The projector delivering this mode shall have a connection enabling projection of the local cable television (CATV) system.

2.2.6.2 The secondary projection mode shall be split screen, filling the entire projection area, delivering the best possible picture quality for each projection.

2.2.6.2.1 This projection mode will primarily be used during video teleconferencing to project both the camera feed and content to the audience.

2.2.6.2.1.1 The projectors delivering this mode shall be mounted along the centerline of their respective projections, at a height that optimizes picture quality for the standard viewer.

2.2.7 Should any of the three projectors fail, the necessary mounting hardware, instructions, and projector configurations shall be on hand to allow for rapid change out while the failed projector is being returned to service or replaced.

2.3 Equipment Rack. If the existing rack does not meet the below requirements and cannot be reutilized, the contractor shall provide and install a new equipment rack in the upstairs booth.

2.3.1 The rack shall have adequate space to house the A/V system equipment.

2.3.2 The rack color shall be black.

2.3.3 The rack shall offer adequate ventilation to maintain optimal environment for the enclosed equipment.

2.3.4 The rack shall contain locks on all doors and removable walls.

2.3.5 The contractor shall integrate a government-furnished uninterruptible power source into the rack.

2.4 Video Teleconferencing. The contractor shall provide and install a new video teleconferencing system.

2.4.1 The codec must be listed on the DISA Approved Products List. (See https://aplits.disa.mil/processAPList.action, Device Type: UC Conference System, Vendor: Cisco)

2.4.2 The codec/camera must be CISCO brand.

2.4.3 The codec must have H.323 connection capability.

2.4.4 The contractor shall install two new HD cameras based on the codec selected, supporting two viewing modes:

2.4.4.1 One camera shall be mounted on the back wall to capture the stage and presenter, and shall be equipped with speaker tracking capability.

2.4.4.2 One camera shall be mounted on a side wall close to the stage and shall capture the audience.

2.4.5 Any required licensing must be purchased to allow for content sharing and higher resolutions.

2.4.6 The system shall receive audio from the audio control device only.

2.4.7 The VTC control panel shall be installed in the balcony.

2.5 A/V Control System. The contractor shall provide and install two touch panels and a touch panel processor to support system functionality. One touch panel shall be located at the podium and the other shall be in the control booth.

2.5.1 The touch panels shall have the following features.

2.5.1.1 AFRL Logo on main screen.

2.5.1.2 Buttons to choose between three separate modes of operation (Video Conferencing, Local Presentation, and Audio Conference)

2.5.1.3 Separate controls pages for each of the separate modes of operation.

2.5.1.4 Ability to select different outputs/inputs for audio and video while in VTC or Local Presentation mode.

2.5.1.5 Ability to decide which input shows on which screen when in split screen mode.

2.5.1.6 Ability to switch between modes of operation without hindering other mode(s) currently running. Minimum requirements:

2.5.1.6.1 Ability to select Audio Conference while in either of the other two modes, allowing for a technician to make service calls from the upstairs booth without disrupting a video teleconference or presentation.

2.5.1.6.2 Ability to select Audio Conference and dial a call without disconnecting an active video teleconference. The VTC microphone connection should be mutable to allow the option for VTC attendees to listen into the audio call.

2.5.1.6.3 Ability to control the projection system while in any of the three modes.

2.5.1.7 Ability to go back to the main menu without affecting the presentation or conference.

2.5.1.8 The touch panel’s configuration page must be password protected to only allow technicians access past basic system functionality (the password is to be provided to the government at install acceptance).

2.6 Audio System. The contractor shall provide and install a new audio system.

2.6.1 The contractor shall provide and install loudspeakers for full room coverage, re-utilizing the existing ceiling mounted loudspeaker array if possible. Otherwise, the existing loudspeaker array shall be removed and returned to the government.

2.6.2 The audio system shall be configured for VTC, Projectors and PC audio.

2.6.3 The contractor shall provide and install an audio processor unit, such as a mixing board or touch panel with an application that allows digital mixing.

2.6.3.1 The audio control device shall have at least two controlled outputs; one to control in-house audio and one to control VTC audio.

2.6.3.2 The audio control device shall have separate audio controls for each microphone, source input and output.

2.6.4 The contractor shall provide and install a microphone system supporting a wired gooseneck-type microphone which shall be located at the podium, two wireless handheld microphones, and two lapel microphones.

2.6.5 The audio system shall be configured to eliminate unwanted noise and feedback.

2.7 Podium. The contractor shall install a new podium.

2.7.1 The podium shall be of same or similar color to the room trim.

2.7.2 The top surface of the podium shall measure between 40 inches and 48 inches in width, and between 28 inches and 36 inches in depth.

2.7.3 An auxiliary input shall be added to the podium to allow customers to connect media/MP3 devices and play music.

2.7.4 The podium shall have a slide out shelf for keyboard and mouse, a slide out drawer for the document camera, a slide out drawer or internal shelf to store microphones, cabling and other small items, and an internal shelf to place a desktop computer.

2.8 Media Connections. The contractor shall install three media connections. The most common native output found on current government computers is DisplayPort. Thus, the media connections shall support DisplayPort, VGA with Audio, HDMI, and have various adapters to accommodate other common video ports such as mini-DisplayPort, Apple, Mac, etc.

2.8.1 Two media connections will be installed at the podium, one for the stationary machine permanently located within the podium, and one for connecting visitor devices on the top surface of the podium.

2.8.2 The other media connection will be located in the upstairs booth to allow for device connections for VTC and local presentations.

2.9 Blu-Ray Player. The contractor shall provide and install a Blu-Ray player that utilizes 1080p resolution. The Blu-Ray player shall be installed in the equipment rack.

2.10 Spotlight. Contractor shall provide and install a spotlight for local ceremony requirements.

2.10.1 If possible, a remote control shall be included with the spotlight.

2.11 Document Camera. If the existing document camera cannot be reutilized, the contractor shall install a new document camera within the podium. The document camera must support High definition content at various zoom levels. The camera must be connected in such a way as to allow content to be displayed through VTC and/or local presentation.

2.12 Cabling. The contractor shall provide cabling for entire room upgrade.

2.12.1 All cabling shall be organized and neat.

2.12.2 All cabling shall be labeled in accordance with AVIXA F501.01:2015 standard, indicating the devices connected and ports used.

2.12.3 Any cabling exposed in the auditorium shall be properly and neatly consolidated and/or hidden from view through the use of cable management devices.

2.13 Mounting Hardware. The contractor shall provide all mounting hardware.

2.14 Miscellaneous.

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

2.14.2 The contractor shall ensure all products are current. Discontinued or End-of-Life (EOL) products are not an acceptable solution.

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

2.14.4 The contractor shall provide an itemized equipment listing.

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

2.14.6 The contractor shall provide user instructions for system operation.

2.14.7 The contractor shall develop an installation schedule to be approved by the Government Contracting Officer Representative (COR). The installation shall be completed and the system accepted as fully functional within 90 days of contract award.

2.14.8 The contractor shall develop a Test & Acceptance Plan.

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

2.14.8.2 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.

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

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

3.0 Maintenance and Support

3.1 The contractor shall coordinate all maintenance with the Government Contracting Officer Representative (COR) and the VTC facilitator to preclude any conflicts with customer needs.

3.2 The contractor shall provide at least three (3) years of maintenance and support for the automated A/V system installation in the auditorium. This shall include:

3.2.1 Telephone Support The contractor shall provide telephone support to AFRL/RIOS personnel Monday – Friday 0700-1700 EST for problem identification and resolution. Upon notification of a system failure by AFRL/RIOS personnel, the contractor support technicians shall respond to the VTC facilitator/Government COR within one (1) hour via telephone to begin troubleshooting. The contractor shall work with the AFRL/RIOS technician to determine the operational status of the system, localize system problems, and assess the impacts of any system problems to the overall VTC mission.

3.2.2 On-Site Support If it is determined that the problem cannot be resolved over the phone, within 5 business days of the original notification the contractor shall dispatch a technician to provide on-site support. The contractor shall coordinate with the AFRL/RIOS technician to schedule the earliest date and time that the facility and local technician(s) can be made available for troubleshooting. The contractor shall coordinate in advance with the Governement COR to purchase any parts and equipment needed to repair or replace the failed system component(s).

3.2.2.1 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.

3.2.3 Licensing. This includes any software/firmware/equipment licensing required for version updates, patches/bug fixes, and return merchandise authorization (RMA) for equipment repairs.

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

3.2.5 Configuration Changes. Any software/firmware configuration changes and/or updates needed to solve any system issues.

3.3 The contractor shall provide telephone and on-site service support to the AFRL/RIOS VTC facilitator for problem identification and resolution. Upon notification of a system failure, the contractor support technicians shall respond to the VTC facilitator/Government COR 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 Auditorium availability will be conducted through the VTC facilitator. If the VTC facilitator determines the Auditorium 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).

3.3.1 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.

3.4 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.

3.4.1 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.

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

3.5.1 Coordination for auditorium availability will be conducted through the VTC facilitator. The VTC facilitator will work with the contractor to schedule the earliest date and time available.

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

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

4.0 SERVICE SUMMARY.

5.0 GOVERNMENT-FURNISHED PROPERTY.

5.1 There is no government-furnished property or base support under this effort.

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

6.1 CONTRACTOR PERSONNEL:

6.1.1 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.

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

6.2 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.

6.3 HOURS OF OPERATION.

6.3.1 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.

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

6.4 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.

6.5 PLACE OF PERFORMANCE. The contractor shall perform the requirements of this contract at the Auditorium, Building 106, Rome Research Site, Rome, New York.

6.5.1 Contractor may request photos of the Auditorium, balcony, and existing equipment via the contact information provided in the RFQ. Photos will be transferred via Safe Access File Exchange (SAFE) website at the earliest opportunity.

6.6 SECURITY REQUIREMENTS.

6.6.1 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.

6.6.2 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.

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

6.6.4 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.

6.6.5 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.

6.6.6 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.

6.6.7 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.

6.6.8 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.

6.6.9 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.

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

6.6.11 Regarding Access to Air Force Facilities and Government Information Technology Networks

6.6.11.1 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).

6.6.11.2 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.

6.7 SAFETY REQUIREMENTS.

6.7.1 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.

6.7.2 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.

6.7.3 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: