SOW_Design_and_Integration.pdf

Department Of Homeland Security Federal Emergency Management Agency Solicitation No.: HSFE30-16-Q-0003

Statement of Work

Teleconference System

Federal Emergency Management Agency (FEMA)

I. BACKGROUND

The Department of Homeland The Department of Homeland Security (DHS), Federal

Emergency Management Agency (FEMA) relies on robust enterprise audio, visual, and video teleconferencing systems and services to support its day-to-day activities as well as mission-critical activities during natural disasters, man-made disasters and other contingency operations

FEMA manages and supports several operational centers, such as the National Response

Coordination Center (NRCC), Regional Response Coordination Centers (RRCC), Regional

Watch Centers and the National Hurricane Center (NHC) that use high-end audio, visual, media market and video teleconferencing equipment and services. These operational centers facilitate domestic incident management and rely on regularly scheduled briefings, video teleconferences

(VTCs), audio teleconferences (ATCs), and various audio/video informational feeds as a primary means of information sharing, collaboration and operational coordination during disaster operations. These systems will provide support to all FEMA related territories, fixed site, mobile sites and any declared disaster areas. In order to optimize business processes and meet operational requirements, FEMA’s enterprise audio, visual, and video teleconferencing systems and capabilities and the underlying infrastructure must be well maintained, continuously evaluated, and enhanced or replaced when necessary.

II. APPLICABLE DOCUMENTS

OMB’s March 14, 2013, Memorandum M-12-12 9 Freeze the Footprint (FtF) which required

Federal Agencies on an ongoing basis to identify space reduction opportunities and The

Administrator’s memorandum dated October 1, 2013, directed The Office of the Chief

Information Officer (OCAO) and the Office of the Chief Information Officer (OCIO) to lay out design options to optimize FEMA workspace. As a result, FEMA is consolidating multiple offices throughout the Washing DC National Capital Region to its headquarters at 500 C Street, SW Washington DC. The Federal Insurance and Mitigation Administration (FIMA) currently located at 1800 Bell St South, Crystal City, VA, the Office of Response and Recovery (R&R) located at 500 C Street SW and select personnel working in the Office of the Chief Information

Officer (OCIO) and Office of the Chief Security Officer (OCSO). These Directorates and personnel will be moving to FEMA HQ about April of 2016

III. SCOPE AND GENERAL REQUIREMENTS

FEMA is seeking a vendor with professional expertise in audio visual services to assist in the development of an Integration Design and Planning proposal for the consolidation of existing conference spaces located at multiple locations within the National Capital Region to be consolidated and migrated to a new facility located at 400 C Street SE Washington DC and 500

C Street SE Washington DC. The vendor will need to perform on-site visits to survey existing

AV systems, office space for new conference rooms, and meeting with FEMA representatives.

Based on this documents and vendor surveys provide a customer approved plan for upgrades and new installations.

Phase I: The vendor will prepare an Integration and Design proposal with a cost estimate for the overall consolidation effort. This proposal will be utilized to aid the department in the solidification of the necessary plans and subsequent budgetary requirements for the consolidation of Conference spaces in support of the initiative including, but not restricted to: requirements gathering, analysis, documentation, research, design, implementation and integration needs. This plan has a potential to result in two additional Options for additional support.

Phase I is outlined in Tasks 1-3 below.

OPTION PERIODS

Option I – Phase II: Upon review and acceptance from FEMA the contractor may be selected to implement the proposed architecture and plan for the initial integration and design proposal.

Note: The agency will cross reference submitted proposal before selection and execution

Option Period I/Phase II is outlined in Task 4 below

IV. FEMA SPACE DESCRIPTIONS

Currently FEMA has instituted various configurations of AV/VTC systems from our “Gold” level with Crestron control full control to a “Bronze” level, with just a LCD display and VTC codec. These levels are for Conference rooms (larger than 10 people), Team rooms and SES offices (less than 10) with Team room configurations requiring only Displays for laptop presentations and Cable Television. FEMA also has two room configurations, a single conference room and A/B split conference rooms, where the Crestron will control the operation of both rooms individually when separated by a movable wall, or one larger combined room with the divider wall open. There is a Special Requirement for a 3 way split as well. The table below depicts the total number of rooms and the requested configurations.

*** Room Sizes - Approximate ***

Conf Rm + SubConf - 40 person conference room/training rooms

Large Room - 20 person conference room/training rooms

Medium Room - 10 person (Conference) Room

SES Office / Stand-Alone (Mobile) System

SES Office / Large Display w remote panel

Team Room - 4 Person Room

AV Equipment

SES

Office

Bronze

SES

Office

Gold

Team Room

Conf Rm

Small (Bronze)

Conf Rm

Large (Gold)

Conf Rm +

SubConf (Gold)

Special Requirement 3 in 1 Room

Protection and National Preparedness

8 2 1

Office of Response and Recovery

7 2 8 2

Flood Insurance and Mitigation Directorate

5 5 1 1

Office of Chief Information Officer

Grants Program Directorate 1

Total # of Rooms to be integrated

20 2 5 2 13 3 46

FEMA has developed a taxonomy that will allow for the identification of the room proposals as follows.

a. Gold+ Conference Room with Sub Conference Room capability. This larger conference room can be operated and controlled as one large conference room or as 2 separate conference rooms, each with its own Crestron touch screen and AV rack. The room will have a moveable divider to separate one room into two rooms, and be referred to as an A/B conference room. The Crestron touch screen will have room control with a divide/combine function to share or separate operational control and match existing

FEMA touch screen layout and operation.

b. Gold Large Conference Room – Gold Standard. A large conference room can seat 10-12 at the conference table and have additional seating around the room. The Gold

AV standard will have a Crestron touch panel and AV rack with VTC with large dual displays, PC briefing inputs, Audio conferencing, TV tuner(s), dedicated rack PC, digital white board, ceiling speakers, ceiling microphones and an 8 time Zone digital clock.

c. Silver Medium Conference Room. A medium conference room can seat 10-12 at the conference table and have additional seating around the room. The functions and capabilities are based on the color standard (Gold, Bronze, and Silver) which will determine the level of AV equipment and functions. The Silver AV standard will have a

Crestron touch panel and AV rack with VTC with 2 large dual displays, PC briefing inputs, TV tuner(s), dedicated rack PC, digital white board, and a 8 time Zone digital clock. At this level, there is not celling speakers, celling microphones and no audio conferencing capability in this room via the AV system.

d. Bronze Small Conference Room. A small conference room can seat 6-8 people at the conference table and have additional seating around the room. The functions and capabilities are based on the color standard (Gold, Silver Bronze) which will determine the level of AV equipment and functions. The small conference Room AV standard will have a Crestron touch panel and AV rack with VTC with large dual displays, PC briefing inputs, Audio conferencing, TV tuner(s), dedicated rack PC, digital white board, ceiling speakers, ceiling microphones and an 8 time Zone digital clock.

e. SES Office. SES offices will have a wall mounted LCD, that will have a wall plate for

PC connection and ability to show television channels. There are 2 versions of SES offices, with Gold having 2 TV displays capability and Bronze having only 1 TV display.

f. Team Rooms. A team room is a small 4 person room with a smaller (32-40inch LED TV and wall plate for computer connection with the ability to use the TV built in TV tuner to display television signals. An SES office that does not have VTC capability, will also be considered a Team Room

The required support services include: project management, requirements development, and assessment of current in-place systems, proposals for new systems or methods, engineering drawings, design proposals, implementation of hardware and software, integration of new systems, and the upgrade of legacy systems.

V. PROJECT TASKS

The following describes, in general terms, the type of tasks to be performed under this contract.

Task 1.0 Project Management

1.1 Program Management Tasks. The Contractor shall provide the management, planning, direction, coordination, research and control necessary to accomplish all work requirements contained in this SOW.

1.2 Program Management Planning. The contractor shall develop the course of actions and schedules necessary to carry out tasks set forth in this SOW. In addition, the Contractor shall include mechanisms, for reporting to the Government, that provide the level of visibility necessary for continuous program management.

1.3 Progress and Cost Reporting. The contractor shall monitor and evaluate the program activities and report to the Government the technical and financial program status on a bi-weekly basis. The Contractor shall include a list of Contractor staff that worked on each project during the reporting period and the estimated technical staff hours expended down to the two-digit SOW paragraph level.

Task 2.0 Requirements Gathering, Analysis, and Documentation

2.1 Requirements Gathering. Government has completed a preliminary requirements analysis.

Requirements for this project are:

1. The removal, storage and subsequent relocation of various existing AV Systems from two facilities located within the National Capital Region to be relocated to FEMA HQ, 400 C Street SW Washington DC.

2. The AV systems should have video teleconference capability capable of single or dual screen configurations so that the video presenter and content can be visible at the same time.

3. Conference Room configurations must be able to allow the presenter to control the content of the briefings between the video from the VTC camera and the briefing material.

4. Conference Room configurations shall provide high quality audio with echo cancellation and audio automatic gain control as required for briefings.

5. The FEMA Video Operations Center (VOC) shall have the capability to remotely configure and monitor operating status of the AV system.

6. FEMA shall provide maintenance support for the AV System.

2.2 Site Survey. Contractor shall conduct surveys as required to gather information regarding current architecture, systems functionality, and status for gap analysis.

2.3 Interviews. Contractor shall conduct on-site and telephone interviews to gather complete customers operational and functional requirements.

2.4 Requirements Analysis and Documentation. Contractor shall analyze requirements and publish pertinent documents such as Draft Requirements Reports, Site Survey Reports, and Final

Requirements Reports; these will be developed from gap analysis of existing systems to achieve target state based on customer, site and engineering requirements.

Task 3.0 Design Proposals

3.1 Design Proposal Development. At a minimum, the Design Proposal will include:

3.1.1 - Proposed Architecture- The Contractor shall prepare and submit a detailed narrative description of the proposed system upgrade design and all associated drawings

(equipment layout, floor plans, equipment mounting arrangements and furniture locations, proposed construction details (Backing Boards, electrical outlets, telephone and data jack quantities and locations, interconnection diagrams, system schematics and power requirements. As described in the operational and functional requirements a gap analysis shall describe what’s required to bring the facility and systems to satisfy any target state designs per customer requirements. For next generation methods and technology, system architecture drawings and/or process shall be provided, application integration, server platform/specifications, and connectivity for remote locations to support any teleworking or remote operational capability. The document shall also include a “Requirements vs. Solution Matrix” that provides detailed description and supporting analysis on how the proposed design meets the requirements contained in the

Final Requirements Report.

3.1.2 - List of required new hardware and software: The Contractor shall prepare and submit a list of new hardware and software required in the proposed architecture. The hardware list shall include manufacturers’ names, make, model, description, specifications, quantities and cost. The software list shall include manufacturers’ names, version, description, specifications, quantities, cost, associated hardware requirements and licensing information. Contractor shall work with the program office for recommendations and develop a catalogue of services that can be provided online to our customers. Contractor will research newer technologies and provide recommendations to government for enhanced system performance to include reductions in cost to government. Contractor should have the ability to purchase from and provide GSA schedule products and services in times of need. GSA suppliers or open market bids are encouraged to reduce the cost of business to government and our customers.

3.1.3 - List of existing equipment to be decommissioned: In the event of equipment lifecycle refresh, the Contractor shall prepare and submit a list of existing equipment to be decommissioned. The list shall include manufacturer name, make, model, serial number, barcode and description.

3.1.4 – Project Implementation Plan: The Contractor shall prepare and submit a detailed

Project Implementation Plan. The Project Implementation Plan shall include:

1. A complete project schedule indicating the sequence and anticipated dates of acquisition of major equipment and installation milestones. Include any shop assembly, on-site assembly, on-site cable installation, site visits, on-site equipment installation, system acceptance testing, system training as well as other important activities and milestones. Indicate the sequence of installation and completion by system or sub-system, as applicable.

2. A complete project team list. Include names and all contact information (email address, cell phone, etc.) for the Contractor’s Project Manager, Lead Engineer, Lead Installer, and any other pertinent team members. Include names and contact information for all sub-contractors.

3. Audio, Video, Control, Programming Design, local and remote connectivity, application and software, drawings, Specifications or process flow diagrams.

4. Electrical/Infrastructure Design Drawings and Specifications to support the AV

System and related data and telephone connections that are required for complete system functionality.

5. Lighting Design Drawings and Specifications to support the AV System as required.

6. HVAC Design Drawings and Specifications to support the AV System as required.

7. Any or all other sub-system Design Drawings and Specifications required to support the AV System deemed necessary at the individual site survey and site conditions.

8. All Audio, Video, Control equipment, racks, materials, cables and labor to provide a complete and working Audio, Video, Control and/or teleworking video system design.

9. All Electrical or Infrastructure materials and labor to provide a complete and working Electrical/Infrastructure system to support the Audio, Video, and Control system.

10. All Lighting fixtures and materials and labor to provide a complete and working

Lighting system to support the Audio, Video, and Control system.

11. All HVAC ductwork, air handlers, equipment and materials and labor to provide a complete and working HVAC system to support Audio, Video, and

Control system.

12. Any construction related work that may be required to support Audio, Video and Control systems.

13. Any application engineering, design and implementation required to support video teleworking method, capability and design.

3.1.15 - Cost Proposal: The Contractor shall prepare and submit a detailed Cost Proposal for Task 3.1 and associated sub-tasks 3.1.1 – 3.1.6. Proposal shall include labor rates and summary of equipment and cost associated. Upon request, open market cost comparison analysis should be provided to determine any reductions in cost to the government.

Task 4.0 Implementation and Integration (Only if Option I is exercised)

4.1 Installation: The Contractor shall furnish, deliver, install and connect completely all of the hardware, software described in the FEMA Design Proposal, and will supply all other incidental material and appliances, tools, transportation required to make the implementation complete and filly functional. In conjunction with the upgrade implementation, the Contractor shall perform removal of all equipment to be decommissioned, all associated cabling, and any other material identified as “no longer required”.

4.2 Drawings: The Contractor shall furnish “As-Built” drawings and documentation that provide the detailed layout of the various items of equipment, their functional relationships, and associated interconnectivity. Contractor shall furnish manufacturer documentation for all new equipment and appliances.

4.3 Acceptance Testing: The Contractor shall conduct Systems Acceptance Testing, witnessed by DEMA representatives and conducted in accordance with the FEMA approved System

Acceptance Test Plan contained in the Final Design Proposal.

4.4 Training: The Contractor shall conduct training sessions for system users and operators in accordance with the FEMA approved Training Plan contained in the Final Design Proposal.

VI. Deliverables and Delivery Schedule:

All deliverables shall be submitted to the COR for review and approval. The COR will require three (3) working days from receipt of deliverables for review, comment, acceptance, or rejection. If the three (3) days are exceeded, deliverables are automatically accepted unless otherwise specified. Acceptance will be based on the deliverables meeting accepted professional standards for technical content, workmanship, and responsiveness to the stated task order requirements.

a.

Deliverable SOW

Reference

Due Date Approved

By

Requirements Report Task 2.0 Draft – with the

Technical Proposal

Final – 8 Days after award

COR

Design Proposal – to include:

b. a) Electrical/Infrastructure Design

Drawings and Specifications to support the AV System.

c. b) Lighting Design Drawings and

Specifications to support the AV

System.

d. c) HVAC Design Drawings and

Specifications to support the AV

System.

e. d) Construction related drawings and specifications to support the system.

f. e) Any or all other sub-system

Design Drawings and Specifications required to support the AV System deemed necessary at the individual site survey and site conditions to include application and remote telecommuting access.

g. f) System Test Plan

Task 3.0 8 Days After Award COR

Cost Proposal for Implementation and

Integration

Task 3.1.15 8 Days after Award COR/CO

Implementation and Integration (Option I) Task 4.0 TBD COR/CO

Option II Tasks 1-4 TBD COR/CO

VII.

VIII. GOVERNMENT-FURNISHED EQUIPMENT AND INFORMATION: None

IX. PLACE OF PERFORMANCE: Work will be performed at the Contractor’s Site and in the

FEMA locations identified: The Federal Insurance and Mitigation Administration (FIMA) currently located at 1800 Bell St South, Crystal City, VA, The Protection, National Preparedness

Directorate (PNP) currently located at 800 K St NW, Washington DC, the Office of Response and Recovery (R&R) located at 400 C Street SW and select personnel working in the Office of the Chief Information Officer (OCIO), Chief Security Officer (OCSO), 500 C Street SW

Washington DC 20472.

X. PERIOD OF PERFORMANCE: To Be Determined.

XI.

XII. CONTRACT TYPE: This will be a firm-fixed price (FFP) contract awarded directly to the

Contractor.

XIII. TRAVEL AND OTHER DIRECT COSTS: Travel will be in accordance with the Federal

Travel Regulation (FAR), all ODCs and Travel require COR prior approval.