Q and A_0001.docx

Q&A – Division Conference Room VTC

1. PWS Section 5.2 requires the Contractor to verify all site conditions, structural mounting requirements, and cable pathways prior to award and to submit a Detailed Layout and Installation Plan prior to the solicitation deadline. The PWS further states that no post-award walkthroughs, modifications, or revisions to the approved plan will be permitted. Please confirm whether the Government will conduct or permit a pre-quote site visit to the Auditorium, Division Conference Room, and Executive Conference Room. If so, please provide the date, time, location, registration procedures, and security/clearance and base-access requirements for attendance.

Answer: The site visit will take place on September 16th from 9:00a.m. to 11:00a.m. Location will be provided in-person at the Camp Lejeune Visitor Center. If you require base access, please provide your full, legal name as stated on your Driver’s License or ID, via email to diana.gomezflores@usmc.mil before September 15th at 12:00p.m. A follow-up email will be provided, confirming receipt. If you have base access, please send an email notifying us. If there are any other questions regarding base acces, please refer to seciton 8 of the PWS.

2. The projector mentioned is for a 3LCD type projection. Since most projectors have moved to a 3 chip DLP, would that suffice?

Answer: The Government will consider alternate current commercial projection technologies, including 3 chip DLP, provided the proposed solution meets or exceeds the Government’s minimum requirements in the solicitation/PWS.

3. Is this a rear or front projection in the auditorium?

Answer: The existing auditorium configuration uses rear projection onto a mirror located behind the screen. There are two projectors in the existing configuration, however one of them no longer works, the rigging was knocked out of alignment and never perfectly restored.

4. How far is the front lens of the projector from the screen if it is front projection?

Answer: Not applicable, see Question 2.

5. How large of a screen do you need? (16’,20’,24’) Answer: The Government does not currently have a verified screen dimension. This matter will be further assessed during the site visit.

6. Most screens are 16:10 aspect ratio unless otherwise requested, does that suffice?

Answer: The Government will consider alternate current commercial solutions, including standard commercial aspect ratios, provided the proposed solution meets or exceeds the Government’s functional and performance requirements and is compatible with the intended application and room configuration.

7. Is there currently rigging for the existing Projector and Projector screen that can be re-used?

Answer: Existing rigging is present; however, the Government determined that it was previously displaced and not fully realigned. Quoters should not assume existing rigging is suitable for reuse without verification during the site visit.

8. May you provide a floor plan or drawing with room dimensions for all rooms in the auditorium? Including the ceiling height and the height from the drop ceiling to the above decking, in case the current rigging for projector and screen cannot be used.

Answer: The Government can provide a floor plan to the extent available; however, the Government does not currently have a verified drawing containing all requested dimensions. Quoters should utilize the site visit for gathering dimensions.

9. How many microphones are needed for the new DSP for the audio system?

Answer: The Government anticipates approximately five microphone channels in the auditorium. Existing lapel microphones may remain in use if compatible; however, quoters should propose the microphone solution necessary to satisfy the performance requirements of the space.

10. What types of microphones are needed? (Example: wireless handheld, wired handheld, lapel mics, array of ceiling mics) Answer: The Government requires 5 of wireless handheld microphones, and 5 of lapel microphones.

11. Could you describe what the need for voice reinforcement in the auditorium is to better understand the scope? (Example: Just presenter voice reinforcement no audience voice reinforcement. MS Teams call where the whole room participates) Answer: The Government requires both presenter voice reinforcement and audience voice reinforcement with the ability to toggle as necessary for Teams and VTC calls.

12. Auditorium room dimensions will be crucial to specify the correct line array. Pictures of front of room would also be crucial.

Answer: Pictures of the front of the room can be provided upon request. Quoters are also encouraged to verify room conditions, dimensions, and speaker coverage considerations during the site visit.

13. Is this stadium style seating?

Answer: No. The seating is more similar to a theater-style configuration than stadium seating.

14. Is there anything in the auditorium that the government wants to leave, Government Furnished Equipment (GFE)? (Example: Are there any side displays or confidence monitors that are not accounted for in the PWS) Answer: In accordance with FAR Part 45, there is no reference to Government-furnished equipment, but equipment is mentioned under Government Property. Any property, that is not specified in the PWS, shall remain in the auditorium.

15. The mention of NVX HW does not specify the number of endpoints. How many inputs will there need to be in the auditorium?

Answer: The Government does not have a verified endpoint count at this time. Quoters should account for the known presentation location(s) and propose the quantity of NVX endpoints necessary to support the required inputs, outputs, and room functionality. Exact conditions should be verified during the site visit.

16. What type of inputs are they and where are they in the room in the auditorium? (Example: IP TV, Laptop/BYOD locations, Rack Mounted PC’s, Camera feeds, Blu-ray player) Answer: Known existing inputs include a podium input station on the left side of the stage with HDMI capability for laptop connection. Additional existing inputs, if any, should be verified during the site visit.

17. How many decoders/outputs are there in the auditorium? (Example: Displays, Monitors, Projectors, any video out to another space.)

Answer: The auditorium currently appears to have three primary outputs: one large projection screen and two wall-mounted TVs located on either side of the stage.

18. How many places do you need control panels in the auditorium?

Answer: The Government desires two control locations in the auditorium: one at the podium and one in the rear upper control room.

19. Do you need control panels on the wall or tabletop in the auditorium, how many of each?

Answer: See Question 17.

20. Do you need soft codec capability in the auditorium? (Example: MS Teams) Answer: Yes. The auditorium should support soft codec/VTC use cases, including integration of conferencing capability with the existing AV presentation environment (MS Teams).

21. Where would the computer hosting the teams meeting be located within the conference room? (Example - at the rack or on the conference room table - the reason for the question is to find out if a USB extender would be needed so the person running the meeting might need keyboard and mouse control if they were sitting at the conference room table, but the computer running teams was located across the room sitting on the rack.)

Answer: For the larger Division Conference Room, the existing presentation/meeting computer is located on a podium at the front of the room near the existing screens. The Government desires a touchscreen interface at the table capable of supporting presentation and call interaction.

22. If we are adding any items in the walls for NVX endpoints or USB peripherals will the conduit need to be surface mounted in the auditorium?

Answer: Surface-mounted conduit is not expected to be required in all cases; however, if conduit is necessary to achieve a complete and compliant installation, it will be acceptable.

23. Is there a dedicated and cooled AV storage room in the auditorium?

Answer: No. There is not a dedicated and cooled AV storage room in the auditorium.

24. Do we need to provide an AV storage rack in the auditorium?

Answer: No, There is an existing large storage rack behind the screen/projector room that may be used, subject to compatibility with the proposed solution.

25. We try and keep our installations uniform and prefer LG displays, they meet all the same requirements, would they be an approved substitution?

Answer: The Government will consider alternate current commercial solutions, including equivalent display products, provided the proposed solution meets or exceeds the Government’s minimum requirements in the solicitation/PWS and do not possess any Bluetooth, Wi-Fi, or radio components.

26. Are the Micro adjustable mounts mentioned swing arm or flat mounts that just tilt up and down in the division conference room?

Answer: Preferably flat mounts that can hinge on the table or slide up to be viewed and stowed away when not in use.

27. How many inputs are needed in this space and where are they in the division conference room? (Example: IP TV, Laptop/BYOD locations, Rack Mounted PC’s, Camera feeds, Blu-ray player) Answer: Known existing inputs in the Division Conference Room include one input at the podium to the left, several switches in front of the screen, and a camera used for VTCs. Quoters should verify exact quantities and configuration during the site visit.

28. Do you need soft codec capability in the division conference room? (Example: MS Teams) Answer: Yes. The Division Conference Room requires soft codec capability in addition to other required conferencing functions for VTC and MS Teams conference call capabilities.

29. If soft codec capability is required, would you prefer ceiling microphone or conference room table microphones?

Answer: Either ceiling microphones or conference-room table microphones could be acceptable; however, ceiling microphones are likely preferred if they adequately support room use, audio quality, and table-space considerations.

30. The layout and dimensions of the division conference room will be crucial for choosing the correct microphones and cameras.

Answer: The Government does not have exact room dimensions but can provide a floor laydown and pictures. Quoters should verify dimensions during the site visit. The Division Conference Room is a medium-sized room capable of hosting a few dozen participants.

31. Will you also want integrated speakers in this room for sound reinforcement from video system.

Answer: Yes. Integrated speakers are desired in this room for sound reinforcement from the video system.

32. Do you need control panels on the wall or tabletop, how many of each?

Answer: The Government requires a tabletop control panel located at the head of the table. It should be capable of hinging/sliding up and down in front of the head-of-table position when not in use.

33. Where would you like the TP located in the room?

Answer: The touch panel needs to be located at the head of the table, consistent with the desired tabletop control arrangement.

34. Will anything in the division conference room be GFE?

Answer: Any property, that is not specified in the PWS, shall remain in the division conference room.

35. Is there a dedicated and cooled AV storage room in the division conference room?

Answer: No.

36. Do we need to provide an AV storage rack in the division conference room?

Answer: No. There is an existing rack with limited available capacity that may be usable if the proposed equipment configuration is compatible with the available space.

37. Are the 4 Large screens that exist on the wall in the executive conference room going to stay and will be GFE?

Answer: Yes. Any property, that is not specified in the PWS, shall remain in the executive conference room.

38. If these displays are not to be replaced, we will need to know the make and model for programming.

Answer: The Government will provide make/model information for retained displays to the extent available, either during the site visit or through follow-on written clarification.

39. Will the Cisco codec for the SIPR/NIPR VTC capability in the executive conference room be GFE?

Answer: Yes. Any property, that is not specified in the PWS, shall remain in the executive conference room.

40. Do you need soft codec capability in the executive conference room? (Example: MS Teams) Answer: Yes. The Executive Conference Room should support soft codec capability to support VTC and MS Teams conferencing.

41. For soft codec and cisco codec capability would you prefer ceiling microphones or tabletop microphones?

Answer: Ceiling microphones are preferred in the Executive Conference Room, provided they meet the required audio performance and room-use needs.

42. How many inputs are needed in this space and where are they in the executive conference room? (Example: IP TV, Laptop/BYOD locations, Rack Mounted PC’s, Camera feeds, Blu-ray player) Answer: The Government currently anticipates one primary input location at the head of the table in the Executive Conference Room. Quoters should verify exact field conditions during the site visit.

43. The layout and dimensions of the executive conference room will be crucial for choosing the correct microphones and cameras.

Answer: The Executive Conference Room is not very large. Quoters should verify exact layout and dimensions during the site visit when selecting microphones, cameras, and related equipment.

44. Do you need control panels on the wall or tabletop in the executive conference room, how many of each?

Answer: The Government prefers control interfaces appropriate to the Executive Conference Room layout and use case; one tabletop touch panel/control point is acceptable if it supports the intended conferencing and presentation functions.

45. Where would you like the TP located in the executive conference room?

Answer: The Government requires placement at or near the head of the table for primary user access.

46. Is there a dedicated and cooled AV storage room in the executive conference room?

Answer: No.

47. Do we need to provide an AV storage rack in the executive conference room?

Answer: An additional AV storage rack is not expected if the proposed solution can be accommodated within existing available infrastructure; however, quoters should identify any rack requirement necessary to support their proposed design.

48. We can integrate POTS or VOIP into our touch panel and audio system in the executive conference room, will that suffice?

Answer: Yes. VOIP integration should be supported in the Executive Conference Room. Because this is a SIPR space, VOSIP capability should also be accommodated as applicable to the Government’s existing environment.

49. Is the telephone line only a requirement for the executive conference room or the other two as well?

Answer: The requirement is for VOSIP/VOIP/VTC capabilities in both conference rooms and VTC capabilities in the Auditorium.

50. Do you want the same size TP in the executive conference room as the division conference room?

Answer: The Government requires consistent touch panel sizing between the Executive Conference Room and Division Conference Room where practical, provided the proposed size is appropriate to the room layout and use case.

51. Will the Government provide existing Crestron source code, DSP configuration files, device configurations, passwords/credentials, system drawings, and other available programming documentation for systems that will remain or require integration?

Answer: The Government will provide available and releasable existing source code, configuration files, drawings, credentials, and other documentation for retained systems to the extent such information is in the Government’s possession and can be shared.

52. Please identify the existing VTC endpoints/codecs, Government-furnished SIPR/NIPR interfaces, switching/network equipment, and the demarcation between Contractor and Government responsibilities.

Answer: Due to the classified nature of this information, it will be provided upon award.

53. Please confirm whether the 30-day PoP begins at ARO or after completion of required security/base-access processing and issuance of DBIDS/temporary passes, and whether OEM lead times will be considered when establishing the installation schedule.

Answer: 30-day PoP is requested at ARO. If the timeline is estimated to take longer, please note that in quote.

54. Please clarify the required helpdesk response times, onsite technician response/dispatch times, restoration targets, and other SLA requirements associated with the three-year service agreement.

Answer: Helpdesk support is expected during normal working hours. Onsite technician response is required the same working day. Restoration should occur as soon as practicable because the conference rooms are used daily and the auditorium supports high-visibility events on a frequent basis.

55. If a pre-quote site visit is not provided, please clarify how Quoters are expected to satisfy the pre-award site-verification requirement and develop a binding Installation and Layout Plan. Additionally, please provide all available floor plans, room dimensions, photographs, existing A/V system drawings, rack elevations, equipment locations, structural mounting information, and cable pathway information necessary to prepare the required technical submission.

Answer: A pre-quote site visit will be provided. To the extent available, the Government will also provide supporting floor plans, photographs, and other existing reference materials; however, quoters should use the site visit to verify field conditions, dimensions, and installation constraints.

56. Please confirm whether existing cable trays, J-hooks, conduit, sleeves, pathways, telecommunications rooms, racks, and patch panels are available and have sufficient capacity for contractor use. If new pathways, supporting hardware, penetrations, firestopping, racks, or patch panels are required, please clarify which items are included within the contractor’s scope.

Answer: Existing pathways, conduit, and related infrastructure are present in some locations; however, offerors should anticipate that modifications, supplemental pathway support, switches, penetrations, firestopping, or related installation materials may be required to complete a compliant installation.

57. PWS Sections 3.4 and 3.5 establish normal working hours and require onsite installation personnel to possess active SECRET clearances. Please clarify whether Contractor personnel will require Government escorts while performing work within the Auditorium, Division Conference Room, and Executive Conference Room, and identify any additional classified-space access restrictions applicable to installation, programming, testing, or commissioning activities. Please confirm whether all installation activities may be performed during the stated normal working hours of 0730–1630, Monday through Friday, or whether disruptive activities, system outages/cutovers, testing, or other portions of the work will be required to occur after hours or on weekends.

Answer: Escorts will be provided. Normal working hours listed will be sufficient.

58. PWS Section 3.5.2 references a DD Form 254, but no DD Form 254 was included with the solicitation attachments. Please confirm whether the DD Form 254 is classified and was therefore omitted from the public solicitation.

Answer: Yes, the DD Form 254 has been omitted from the public but will be provided to the awardee.