Conference_Room_Final_3.31.pdf

3/31/2015

Statement of Work (SOW)

A. GENERAL INFORMATION

1. Title of Project: NSC/2172 Conference Room A/V System Upgrade

2. Background Information: The NSC/2172 conference room was last modified in January of 2011. The current state of the conference room uses analog audio and standard definition video technology. The current A/V system consists of an equipment control system (AMX ), room speakers, room microphones (wired:

Revolabs, wireless: Revolabs ), room computer, projector (NEC MT1065), video conferencing codec (Tandberg 3000MXP), room cameras (Sony PSC-C300), room audio conferencing system (Polycom Vortex) and conference table cable cubbies (Extron Cable Cubby 600).

3. Purpose or Objective of the Requirement: The purpose of this upgrade is to modify the current conference room equipment from an outdated analog A/V system to an up-to-date digital A/V system. With this digital upgrade, we will be upgrading video from standard definition (SD) to high definition (HD). The upgrade will also introduce new microphones to address audio reinforcement issues. A new DSP will be introduced to address audio reinforcement support as well as provide the correct parameters for the microphone and speaker audio levels. This upgrade will also introduce a new control system, a new video conferencing codec and other equipment to bring the system up to date.

4. Type of Contract Contemplated:

Fixed Price Purchase Order - Open Market, not expected to exceed $150,000 (inclusive of options)

5. Period of Performance: TBD

B. CONTRACTOR REQUIREMENTS (SCOPE OF WORK)

The proposed upgraded A/V system should be designed and installed to meet the below requirements.

Site Visit

Special Note – There is a required site visit that must be attended if you plan to submit a proposal for this requirement. The site visit must occur on March 19, 2015 at 10:00AM until 12:00PM.

Each contractor must schedule a visit to the site to review the current conference room setup and A/V system to determine how to upgrade the room to meet the new requirements set forth in the solicitation and the attached Statement of Work (SOW).

Contractors must contact the contract specialist Andriani Buck at andriani.buck@nih.gov to state their intent to visit the conference room on March 19, 2015 from 10:00AM until

12:00PM.

Tasks/Configuration Requirements

• HD Video and Controller o Install new digital video switcher. Upgrade all wiring to take advantage of the upgraded digital functionality. Where possible, convert analog video to digital video to take advantage of high definition video output to all HD sources.

All inputs should be selectable and routable to all outputs o Where upgrading from SD video to HD video is not possible, run appropriate wiring to remedy the issue when SD equipment is replaced with HD equipment during phase 2 of this project.

• Microphones o Table Microphones Wired gooseneck microphones at each seat location. Minimal wiring should be viewable from the table and cable management should be handled under the table. (Ex. Shure DDS 5900) o Lapels Remedy issue of current lapel microphones only picking up voice in a limited directional field; improve speaker radius o Podium Microphone

Add microphone at podium with improved direction radius

• Audio o Reinforce conference room table audio o Reinforce podium audio o Reinforce lapel microphones

• Projector o Native 1080P resolution o Multiple HDMI inputs o RS232 control port

• Projection Screen o In ceiling design o Motorized o 114” to 130”

• Cable Cubby HDMI addition o Add HDMI inputs to the existing table cable cubbies

• Lectern o Install new lectern o Accommodates a podium PC and monitor o Accommodates USB support for installed podium PC mailto:andriani.buck@nih.gov

• Video Conferencing Equipment o Upgrade current VTC unit to a current model with HD video compatibility o Multi-site functionality

C. GOVERNMENT RESPONSIBILITIES

The government will be responsible for the below provisions:

• Access to the work site location during agreed upon dates and times.

D. DELIVERY OR DELIVERABLES

1. Description of Tasks and Associated Deliverables

• High definition video on all displays

• Touch panel system controller o iPad as controller is preferable

• Table cable cubbies should be equipped with below system functionality o HDMI port o VGA port o Audio port o Network port (RJ-45) o Power outlet

• Reinforced audio o Table microphones o Podium microphone o Lapels

• All input sources should be routable to all output sources

• Input Sources o Podium PC o Cable Cubbies 1 – 4 o Floor box o Room Cameras

• Output Sources o Projector o VTC o Cable Cubbies 1 – 4 (where applicable) o Podium PC (where applicable)

• Minimal cabling on conference room table o Cable management should be handled beneath the table

• Room cameras should be accessible by podium PC and/or Cable Cubby PCs.

o Desktop video conferencing software should have option to use room cameras as input device

• System programming code o Control system code (system and controller code) o A/V Switcher code o Audio DSP code

2. Reporting Requirements

NINDS/IRMB requires a detailed schedule for the NSC/2172 conference room upgrade project. This schedule must include an estimated start date, any milestones and end date. If there are any changes in the provided schedule, before or during the project, NINDS/IRMB will be notified, in writing, of the change(s) and how/if the change(s) will affect the overall timing of completion of the project. If the change(s) will affect the timing of the completion of the project, NINDS/IRMB has to agree to the change(s) and the new timeline.

The response must include a detailed Customer Care Plan warranty option for the services and equipment. The costs for services and equipment must be broken down along with the level of effort required and the number of contractors recommended.

E. CONTRACTOR EXPERIENCE REQUIREMENTS – KEY PERSONNEL

NINDS/IRMB requires the designer(s) and installer(s) proposed for this project to be InfoComm certified for the past 5 years. The designer(s) of the NSC/2172 conference room A/V system should possess CTS-D. The installer(s), of the system, should possess CTS-I certification.

The resumes of the individuals recommended for this project must include their certifications. The certifications should be in an easily identifiable separate section of the proposal.

The contractor should have knowledge of NIH AV protocols. The proposal must include past performance for at least 3 companies, noting any NIH experience or knowledge of NIH AV protocols explicitly.

The following positions are considered "Key Personnel" in support of this contract initiative. The listing of key personnel will become part of contract Clause E, Contractor Experience Requirements - Key Personnel.

• A/V System Designer

• A/V System Installer/Integrator

• A/V System Component(s) Programmer(s)

F. PHYSICAL SECURITY REQUIREMENTS:

Equipment and/or tools needing to be secured during onsite installation(s) can be stored in a location designated by NINDS/IRMB. NINDS will provide and make accessible a storage location that is behind lock and key.

G. DATA RIGHTS

The NIH/NINDS/IRMB will retain the right to ownership of programming code produced in regards to the NSC/2172 conference room audio/video (A/V) system(s). Upon completion of the project, copies of all A/V system code will be provided to government point of contact (Kevin Powell) including but not limited to:

• Control system code

• Touch panel code

• Audio DSP code

H. CONTRACTING OFFICER'S REPRESENTATIVE (COR)

1. The following Contracting Officer's Representative (COR) will represent the Government for the purpose of this contract: TBD at time of award

2. The COR is responsible for: (1) monitoring the Contractor's technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements; (2) interpreting the statement of work and any other technical performance requirements; (3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this contract; and (5) assisting in the resolution of technical problems encountered during performance.

3. The Contracting Officer is the only person with authority to act as agent of the

Government under this contract. Only the Contracting Officer has authority to: (1) direct or negotiate any changes in the statement of work; (2) modify or extend the period of performance; (3) change the delivery schedule; (4) authorize reimbursement to the Contractor for any costs incurred during the performance of this contract; (5) otherwise change any terms and conditions of this contract; or

(6) sign written licensing agreements. Any signed agreement shall be incorporated by reference in Section K of the contract

I. Proposal Instructions

Individual consultants and consulting companies are invited to apply. Each entity must arrange a time to view the project area to determine their strategy to meet the requirements of the project. Please provide CV(s) with references and a cover letter that indicates:

1. Proposed consulting activities, including an estimate of the number of hours per quarter that could be dedicated over the base year, for equipment firmware upgrades, system maintenance, etc... plus two (2) one-year optional periods of the contract;

2. Proposed IP arrangement;

3. Proposed project plan and equipment list;

4. Proposed breakdown of project cost;

5. Change of any of the described requirements must be detailed as to why the change of equipment configuration is made, the benefits of the change, and the implications on cost.

Technical Evaluation Criteria

The Contractor shall be evaluated on their proposal as follows:

Technical Requirements 50 points

• Vendor demonstrated expertise as it pertains to designing and installing conference room A|V systems.

• Designer(s) and installer(s) InfoComm certification in a separate easily identifiable section

Past Performance 25 Points

• Previously completed A\V conference room projects (include references from 3 past contracts completed in the last 18 months).

• Knowledge of A\V protocols

Proposed Project Plan 25 points

• Thoroughness of project plan meeting requirements including but not limited to a feasible timetable that allows the conference room to be closed for one set time period

• Equipment list and integration of components into current system

• Re-use of current A\V equipment, where applicable in new upgraded A\V system

Cost 20 Points

• Detailed, itemized proposal cost estimate

• Equipment cost breakdown

• Labor cost breakdown

Maintenance 20 Points

• Proposed base year Customer Care Plan maintenance and (2) one-year Customer Care

Plan maintenance options

• Description of maintenance package and what it covers

• Maintenance cost