Attachment_A_SOW_IRF_AV_Renovation_RFQRML1948603.pdf

Upgrade and Renovation of Three Conference Rooms at the IRF at Ft. Detrick in Frederick, MD

Statement of Work (SOW) May 7, 2019

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Department of Health and Human Services

National Institutes of Health National Institute of Allergy and Infectious Diseases

RFQ ID No. RFQ-RML-1948603

Statement of Work

Audio-Visual & Videoconference Upgrade National Institute of Allergy & Infectious Diseases (NIAID)

Integrated Research Facility (IRF) 8200 Research Plaza

Rooms 1B-102, 1B-103, & 1B-104 Fort Detrick

Frederick, Maryland 21702 for

NIAID

Office of Cyber Infrastructure and Computational Biology (OCICB)

5601 Fishers Lane Rockville, MD 20852

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Table of Contents

1. Background ….………………………………………………………………………………………………………………………… 4

2. Project Requirement……………………………………………………………………………………………………………… 4

3. Project Scope

4. Period of Performance…………………………………………………………………………………………………………... 4

5. Place of Performance……………………………………………………………………………………………………………. 5

6. Overview of Tasking and Deliverables

6.1. Submittals

6.2. Offsite system Preliminary Inspection……………………………………………………………………………. 5

6.3. Equipment, Materials, and Freight…………………………………………………………………………………. 5

6.4. Design, Engineering, Programming, and Documentation Services…………………………………… 6

6.5. Project Management

6.6. De-installation of Legacy System……………………………………………………………………………………. 6

6.7. Installation and Integration Labor…………………………………………………………………………………… 6

6.8. Tools and Installation Equipment

6.9. Receiving, Storage, and Offsite Integration……………………………………………………………………… 7

6.10. Testing and Commissioning…………………………………………………………………………………………… 7

6.11. Final Deliverables

6.12. First Year System Warranty

7. System Environment.……………………………………………………………………………………………………………. 8

7.1. Room Dimensions.…………………………………………………………………………………………………………. 8

7.2. Common Environmental Elements.………………………………………………………………………………… 8

7.3. Additional Environmental Elements

7.4. IDF Closet….……………………………………………………………………………………………………………………. 8

7.5. Security Elements…………………………………………………………………………………………………………… 9

8. Legacy System Description……………………………………………………………………………………………………. 9

8.1. Overall Status….……………………………………………………………………………………………………………… 9

8.2. KVM System…………………………………………………………………………………………………………………… 9

8.3. AV System……….……………………………………………………………………………………………………………… 9

8.4. Control System………………………………………………………………………………………………………………. 9

9. New System Description…….…………………………………………………………………………………………………. 9

9.1. Common Features of all rooms (1B-102, 1B-103, 1B-104): ……………………………………………. 9

9.2. Specific Features for Room 1B-102…………………………………………………………………………………. 10

9.3. Specific Features for Room 1B-103…………….…………………………………………….……………………. 11

9.4. Specific Features for Room 1B-104…………………………………………………………………………………. 12

9.5. Specific Features for Combined Divisible Rooms – 1B-103/1B-104…………………………………. 13

10. Control System Requirements…………………………………………….………………………………………………... 13

10.1. Design…………………………………………….…………………………………………………………………………… 13

10.2. Development………………………………………………………………………………………………………………. 13

10.3. Program Deployment……………………………………………………………………………………………….…… 13

11. Final Acceptance………………………………………………………………………………………………………….………. 14

11.1. General Guidelines for Final Sign-Off……………………………………………………………………………. 14

12. Government Furnished Equipment………………………………………………………………………………………… 14

12.1. Overview………………………………………………………………………………………………………………………. 14

12.2. Required Equipment……………………………………………………………………………………….…………… 14

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13. Key Personnel………………………………………………………………………………………………………………………… 15

13.1. Overview………………………………………………………………………………………………………………………. 15

13.2. Guidelines for Personnel Changes…………………………………………………………………………………. 15

14. Authorized Government Staff, Functions, and Provisions………………………………………………………. 15

14.1. Contracting Officer (CO)…………………………………………………………………………………….………… 15

14.2. Contracting Officer Representative (COR)……………………………………………………………………. 15

14.3. Government Quality Assurance and Monitoring of Work………………………………….…………. 15

14.4. Reporting Requirements………………………………………………………………………………….……………. 16

14.5. Contract Changes………………………………………………………………………………………………….……… 16

14.6. Notice to Vendor Regarding Governmental Functions……………………………………………………16

15. Post Award Conference…………………………………………………………………………………………………………. 16

Appendices

Appendix A – Glossary of Terms…………………………………….……………………………………………………………. 18 Appendix B – Standards & Workmanship………………………………………….…………………………………………. 20 Appendix C – Procurement Guidelines for Hardware and Software………………………………………….…. 37 Appendix D – Access, Security, Vehicles & Parking………………………………………………………………………. 40 Appendix E – Baseline Design …………………………………………………………………………………….………………. 43

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1. Background

The National Institutes of Health (NIH), a part of the U.S. Department of Health and Human Services, is the nation’s biomedical research agency – making important discoveries that improve health and save lives. NIH is made of 27 institutes and centers, each with a specific research agenda of which the National Institute of Allergy and Infectious Diseases (NIAID) conducts and supports basic and applied research to better understand, treat, and ultimately prevent infectious, immunologic, and allergic diseases.

The Office of Cyber Infrastructure and Computational Biology (OCICB) manages technologies supporting the NIAID biomedical research programs. The office provides a spectrum of management, technologies development, applications/software engineering, bioinformatics support, and professional development. OCICB works closely with the NIAID intramural, extramural, and administrative staff to provide technical support, liaison, coordination, and consultation on a wide variety of ventures. These projects and initiatives are aimed at ensuring ever-increasing interchange and dissemination of scientific information within the federal government and among the worldwide scientific network of biomedical researchers.

NIAID has approved the upgrade and renovation of three (3) existing conference rooms (1B-102, 1B- 103, and 1B-104), located at its Integrated Research Facility (IRF), located at 8200 Research Plaza on the grounds of Fort Detrick in Frederick, Maryland.

2. Project Requirement

The OCICB requires immediate assistance in providing three complete, operational turnkey audio-visual and videoconferencing systems at the location listed above. The rooms consist of a one small, separate conference room (1B-102) and two larger divisible conference rooms (1B-103 and 1B-104).

All three conference rooms shall primarily function as independent, standalone (non-interdependent) systems. However, the two larger rooms shall have an AV combining feature for larger meetings and video teleconference (VTC) meetings.

These new conference room systems will also be integrated into the existing NIAID Crestron Fusion server to facilitate remote management and monitoring of this space.

3. Project Scope

The Vendor shall provide all the qualified personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the coordination, provision, installation, programming, inspection, testing, and training of complete and operational audiovisual system(s) for the 1B-102, 1B-103, and 1B-104 conference rooms, as described in this document.

4. Period of Performance

The period of performance shall begin within thirty (30) days after contract award and be completed within the contractually accepted schedule. The government estimates total period of performance is from award date of June 27, 2019 through June 26, 2020.

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5. Place of Performance

The project shall be installed at the NIAID IRF located at 8200 Research Plaza at Fort Detrick in Frederick, Maryland. The individual AV system locations are Rooms 1B-102, 1B-103, 1B-104, and the adjacent Intermediate Distribution Frame (IDF) closet. The three rooms are located within the same common conference room suite. Due to security, the vendor’s on-site personnel shall always be accompanied and monitored by a government appointed escort.

6. Overview of Tasking and Deliverables

The vendor shall provide three (3) turnkey systems consisting of the following elements:

6.1. Submittals:

6.1.1. The vendor shall provide submittals to the government within four weeks of the award date. This shall include shop drawings for the following:

6.1.1.1. Signal flow (video, audio, control, and network) with cable numbers.

6.1.1.2. Cable schedule.

6.1.1.3. Rack elevations.

6.1.1.4. Reflected ceiling plans showing equipment placement.

6.1.1.5. Floor plan showing equipment placement.

6.1.1.6. Display wall elevations for each room.

6.1.1.7. Section drawing for all wall-mounted equipment.

6.1.2. File formatted to .pdf, or .dwg format.

6.1.3. An updated project timeline.

6.2. Offsite System Preliminary Inspection:

6.2.1. The vendor shall substantially build, test, and update any firmware to the three AV systems offsite, in their facility (on-site system builds are not permitted).

6.2.2. Prior to arrival on-site, a NIAID engineer will visit the vendor’s integration site to inspect the rack systems, upload NIAID provided control system code, verify equipment functionality, build quality, signal routing, and overall AV system functionality. This inspection is required before the systems are transferred to the project site.

6.2.3. The vendor’s build facility must be located within 50 miles of the NIAID IRF facility at Fort Detrick in Frederick, Maryland.

6.2.4. The vendor shall incorporate this inspection into their project timeline.

6.3. Equipment, Materials, and Freight:

6.3.1. The vendor shall provide all equipment, materials, miscellaneous parts, and freight necessary to complete a fully-functioning system, with the features described in this document.

6.3.2. This shall include all equipment, hardware, wiring, trim, plates, terminations, labeling, cable management, rigging, supports, and all miscellaneous equipment for a complete and operational system, even if not specified in this or other related documents.

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6.4. Design, Engineering, Programming, and Documentation Services:

6.4.1. The vendor shall provide all system design, engineering, and documentation services necessary for completion of the systems.

6.4.2. The vendor shall coordinate with the NIAID AV programmer for uploading/testing of control system code prior to on-site installation.

6.4.3. This shall include all off-site and on-site design, engineering, configuration, computer-aided drafting, and document production.

6.5. Project Management:

6.5.1. The vendor shall provide a dedicated project manager, who shall act as the primary point of contact between the vendor and the government project team during the entire duration of the contract (from post-award to final acceptance).

6.5.2. The vendor’s project manager shall attend all post-award site surveys, meetings, and phone conferences.

6.5.3. The vendor’s project manager shall be available by phone and email during the planning and offsite integration phases.

6.5.4. The vendor’s project manager shall be on-site with the installation team during the entire on-site installation phase.

6.5.5. The vendor’s project manager shall be responsible for providing daily status reports to the government project team during the on-site installation phase.

6.6. De-installation of Legacy System:

6.6.1. The vendor shall provide de-installation and removal of legacy cabling and equipment in the three conference rooms and wherever relevant to the installation of the new systems.

6.6.2. NIAID shall provide a designated on-site receptacle for disposal of smaller refuse.

6.6.3. NIAID shall provide an on-site location for placement of larger, de-installed equipment designated for surplus.

6.6.4. NIAID shall provide repair of any wall areas where de-installed equipment has been located, in preparation for new equipment installation.

6.7. Installation and Integration Labor:

6.7.1. The vendor shall provide all necessary skilled labor required for off-site and on-site system construction.

6.7.2. This shall include all labor for receiving, transport, in-shop fabrication, field installation, configuration, testing, and clean-up.

6.8. Tools and Installation Equipment:

6.8.1. The vendor shall provide all necessary off-site and on-site tools and testing equipment.

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6.9. Receiving, Storage, and Offsite Integration:

6.9.1. The vendor shall receive and store all designated project equipment and materials in its own secure facility, in preparation for the start of off-site and on-site system construction.

6.9.2. The vendor shall arrange pick-up of a 44ru government furnished equipment rack to construct the racked portion of the AV system. If it is discovered that additional racks are required for the installation, the vendor will communicate such requirement to the government and a plan of action to acquire more equipment will commence.

6.9.3. The vendor shall build and test the substantial portion of the racked systems off-site, in their own integration facility. On-site rack builds shall not be permitted.

6.9.4. NIAID shall assume no responsibility for vendor property that is brought or left on-site.

6.10. Testing and Commissioning:

6.10.1. The government shall provide a testing and acceptance plan to the vendor, prior to completion of the on-site installation.

6.10.2. Prior to final system sign-off, the vendor shall conduct on-site testing and acceptance with the government’s designated technical representative.

6.10.3. Upon successful completion of the testing and acceptance plan, the Contracting Officer’s Representative (COR) shall provide final sign-off of the system.

6.11. Final Deliverables:

6.11.1. The vendor shall submit final deliverables to the government within at the time of system sign-off.

6.11.2. This shall include two USB drives, or two DVDs containing the following:

6.11.2.1. The complete as-built drawing package in DWG format.

6.11.2.2. Manufacturer cutsheets for all major equipment in PDF format.

6.11.2.3. The system warranty coverage statement in PDF format.

6.11.3. The final deliverables shall also include any paper-based equipment warranty documents, equipment manuals, significant accessories, or spare parts.

6.12. First Year System Warranty:

6.12.1. The vendor shall provide a one-year (12 month) system warranty covering all equipment, parts, and labor.

6.12.2. The warranty shall commence from the time of final system sign-off and this date shall be indicated in the warranty statement (included in the final deliverables).

6.12.3. The vendor shall maintain staff to provide service-level (tier 3) phone and on-site support.

6.12.4. The vendor shall list an active service phone number and service email address in their warranty coverage statement.

6.12.5. This first-year system warranty shall include a maximum 1-hour telephone call-back response, from the time an issue is reported.

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6.12.6. This first-year system warranty shall include a maximum 1-day response requirement, from the time an issue is reported.

7. System Environment

7.1. Room Dimensions:

7.1.1. Room 1B-102 – A small conference room, measuring approximately 15’ x 23’.

7.1.2. Room 1B-103 – A large conference room, measuring approximately 24’ x 26’.

7.1.3. Room 1B-104 – A large conference room, measuring approximately 24’ x 25’.

7.2. Common Environmental Elements:

7.2.1. Carpeted floors.

7.2.2. Painted sheetrock walls.

7.2.3. 2x2 suspended tile ceilings.

7.2.4. Finish floor-to-finish ceiling height: 117-9/16”.

7.2.5. Finish ceiling to slab height: 62-1/2”.

7.2.6. Existing floor boxes with conduits that stub up into the plenum.

7.2.7. Existing cable paths from each room plenum to the adjacent IDF closet.

7.2.8. Existing conference tables with integrated tabletop troughs, abundant NEMA-standard plate pass-throughs, and hollow pedestals with extensive cable management provisions.

7.3. Additional Environmental Elements:

7.3.1. Rooms 1B-103 and 1B-104 are halves of a larger divisible room with a manually-deployed air wall.

7.3.2. Large mobile AV lecterns with integrated top cable compartments, AC power, keyboard drawers, and small internal equipment racks (in 1B-103 and 1B-104, only).

7.3.3. Floor-to-ceiling windows with 90% darkening shades (in 1B-102 and 1B-103, only).

7.3.4. Existing 110” diagonal, 16:9 recessed motorized ceiling screens (in 1B-103 and 1B-104, only).

7.3.5. Dual AV credenzas with ~20” of shelf depth. Currently, these credenzas hold endpoints and other local room equipment used in the existing system (in 1B-102 only).

7.4. IDF Closet:

7.4.1. A large, air-conditioned IDF is in an adjacent hallway to Room 1B-104.

7.4.2. It contains four (4) full-sized 44-space AV racks, filled with legacy equipment.

7.4.3. It has been the convergence point for all the system cabling to and from the three conference rooms.

7.4.4. There are existing cable paths through the plenum ceiling, as well as an existing cable tray system.

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7.4.5. The maximum cable distance between the furthest room and the IDF closet is reportedly around 100’ (it is the vendor’s responsibility to confirm this).

7.5. Security Elements:

7.5.1. While these rooms are part of a secured facility, there is no specific government security provision that impacts the physical AV installation for this project. (i.e., Sensitive Compartmented Information Facilities (SCIF) requirements).

8. Legacy System Description

8.1. Overall Status:

8.1.1. Over time, major parts of the system have fallen into disrepair, or disuse.

8.2. KVM System:

8.2.1. The legacy ThinkLogical TLX160 system is partially used and will be decommissioned after the new system is installed.

8.3. AV System:

8.3.1. Both ceiling projector systems (1B-103 and 1B-104) are non-functioning and will be replaced.

8.3.2. All flat screen displays in all three rooms are antiquated. All three rooms shall receive new dual-LCD systems.

8.3.3. All display interfacing located in the table cubbies in the three rooms will be upgraded for the three AV spaces.

8.3.4. The existing DSP and zoned PA system will be abandoned. The existing room ceiling speaker systems will be reused and incorporated into the three standalone room systems.

8.4. Control System:

8.4.1. The AMX control system is in partial use and will be replaced by Crestron control systems.

9. New System Description

9.1. Common Features of All Rooms (1B-102, 1B-103, 1B-104):

9.1.1. The Vendor shall design an AV system to accommodate the following features for all three spaces (1B-102,1B-103, and 1B-104, respectively):

9.1.1.1. Each AV room system must primarily function as an independent, standalone system.

9.1.1.2. Multi-zone ceiling mic coverage that will accommodate the maximum number of participants and seating configurations.

9.1.1.3. Two-screen LCD monitor setup to support the following activities:

9.1.1.3.1. H.323 video conferencing (1B-103/1B-104 only).

9.1.1.3.2. GFE Windows PC in extended desktop mode.

9.1.1.3.3. Local Presentations utilizing any configuration of two sources simultaneously.

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9.1.1.4. Any selected source shall be able to be physically routed to any destination without limitations.

9.1.1.5. One-screen projector/screen to display any single selected video source.

9.1.1.6. One auto-switching device interface/extender on the conference room table, with concealable cables for HDMI and VGA w/ 3.5mm audio.

9.1.1.7. Two USB 2.0 (or better) connections from the cable cubby in the conference room table, to the corresponding GFE Windows PCs within the space.

9.1.1.8. One wireless presentation device installed in one of the conference table legs.

9.1.1.9. One government furnished Computer shall be in the conference rooms inside the conference table leg. Two video outputs as well as USB i/o shall be integrated from the PC to other AV equipment within the room systems.

9.1.1.10. One 10.1” touch panel controller will be placed on the conference table using a table-top installation kit.

9.1.1.11. One wall-mounted 7” room scheduling panels at the entrance of each of the three conference rooms.

9.1.1.12. Control connectivity in each of the rooms shall utilize IP-based connections first for the following devices:

9.2. Specific Features for Room 1B-102:

9.2.1. The vendor shall provide the following specific features for room 1B-102:

9.2.1.1. The core system shall be installed in the two credenzas at the front of the room. The conference table has abundant space for cabling and equipment.

9.2.1.2. The existing ceiling-mounted PA system will be reused (except for one ceiling-mounted subwoofer that needs to be de-installed to make room for the screen).

9.2.1.3. One new 110” diagonal, 16:9 recessed motorized ceiling screen with one low-voltage wall switch and control capabilities via the Crestron control system will be installed at the front of the room.

9.2.1.4. One new 8000 lumen WUXGA projector with appropriate lens will be ceiling mounted toward the back of the room.

9.2.1.5. Two new 70” LCD displays will be wall-mounted, side-by-side at the front of the room (the width of this installation space is extremely tight; the specified PN-LE701 displays should fit precisely, but the vendor shall verify and assure this).

9.2.1.6. One new robotic PTZ camera will be wall-mounted at the front of the room, below the two 70” LCD displays and screen bottom.

9.2.1.6.1. The camera feed shall enter the AV system through the AV routing matrix allowing it to be utilized for PC-based conferencing and all other sinks.

9.2.1.6.2. The camera will also provide an IP streaming output as well for use in future systems upgrades (vendor shall provide necessary cabling and equipment for this feature).

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9.2.1.7. One new ceiling-mounted microphone with AES67/Dante capabilities will be installed for conferencing capabilities.

9.2.1.8. One new custom LED-lit microphone mute notification sign mounted in a central wall location that can be triggered via contact closure from Crestron control systems.

Please see Appendix E – Baseline Design for 1B-102 room drawings and equipment list.

9.3. Specific Features for Room 1B-103:

9.3.1. The vendor shall provide the following specific features for room 1B-103 (secondary partition of the divisible conferencing space):

9.3.1.1. The system’s core components shall be installed in the IDF adjacent to the space except for the room PC and wireless display device. The conference table has abundant space for cabling and equipment.

9.3.1.2. One surface-mounted 10.1” touch panel controller shall be mounted on the wall directly behind the lectern, in addition to the 10.1” touch panel located at the conference table.

9.3.1.3. The existing ceiling-mounted PA system will be reused.

9.3.1.4. The existing 110” diagonal, 16:9 recessed motorized ceiling screen with one low-voltage wall switch will be reused.

9.3.1.4.1. The vendor shall integrate a wired solution that allows for Crestron control systems to control the shades wherever available (the vendor shall verify ability to control the shades).

9.3.1.5. One new 8000 lumen WUXGA projector with appropriate lens will be ceiling mounted on the existing 1.5” pipe mount stem.

9.3.1.5.1. The vendor will furnish a compatible projector mounting bracket.

9.3.1.6. Two new 90” LCD flat panel displays will be mobile cart-mounted, due to the lack of a solid mounting wall at the primary display location (there are existing floor-to-ceiling windows).

9.3.1.6.1. The vendor will outfit the monitor carts with custom 25’ sheathed umbilical cables to provide video and control of the monitor. Redundant ethernet connectivity will be installed wherever available. The vendor shall also provide a solution for power to the cart (subject to OCICB approval).

9.3.1.6.2. At the window side of the room, the vendor will install wall plates (2) on the left and right-side walls close to the air wall, for hook-up of the umbilical cables.

9.3.1.6.3. At the air-wall side of the room, the vendor will install wall plates (2) on the left and right-side walls that mirror the signals from two 1B-104 90” displays (when the rooms are combined the 90” displays may be moved to these locations to provide additional display support for 1B-103).

9.3.1.7. Two new robotic PTZ cameras will be wall-mounted at separate locations in 1B-103:

9.3.1.7.1. One camera will be wall-mounted on the left-side wall column at the window side of the room, approximately 85” AFF.

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9.3.1.7.2. One camera will be wall-mounted on the right-side column (just to the right of the door), approximately 72” AFF.

9.3.1.7.3. The camera feed shall enter the AV system through the AV routing matrix allowing it to be utilized for PC-based conferencing via a USB AV bridge in addition to video conferencing via the Poly VTC unit.

9.3.1.7.4. The camera will also provide an IP streaming output as well for use in future systems upgrades (vendor shall provide necessary cabling and equipment for this feature).

9.3.1.8. Two new ceiling-mounted microphones with AES67/Dante capabilities will be installed in a matter to logistically provide maximum speech coverage for conferencing capabilities.

9.3.1.9. One new custom LED-lit microphone mute notification sign mounted in a central wall location that can be triggered via contact closure from control system.

Please see Appendix E – Baseline Design for 1B-103 room drawings and equipment list.

9.4. Specific Features for Room 1B-104:

9.4.1. The vendor shall provide the following specific features for room 1B-104 (primary partition of the divisible conferencing space):

9.4.1.1. The system’s core components shall be installed in the IDF adjacent to the space except for the room PC and wireless display device. The conference table has abundant space for cabling and equipment.

9.4.1.2. One surface-mounted 10.1” touch panel controller shall be mounted on the wall directly behind the lectern, in addition to the 10.1” touch panel located at the conference table.

9.4.1.3. The existing ceiling-mounted PA system will be reused.

9.4.1.4. The existing 110” diagonal, 16:9 recessed motorized ceiling screen with one low-voltage wall switch will be reused.

9.4.1.5. The vendor shall integrate a wired solution that allows for Crestron control systems to control the shades.

9.4.1.6. One new 8000 lumen WUXGA projector with appropriate lens will be ceiling mounted on the existing 1.5” pipe mount stem.

9.4.1.7. The vendor will furnish a compatible projector mounting bracket.

9.4.1.8. Two new 90” LCD flat panel displays will be mobile cart-mounted, due to the presence of a door at the primary display location (The door cannot be permanently blocked).

9.4.1.8.1. The vendor will outfit the monitor carts with custom 25’ sheathed umbilical cables to provide video and control of the monitor. Redundant ethernet connectivity will be installed wherever available. The vendor shall also provide a solution for power to the cart (subject to OCICB approval).

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9.4.1.8.2. At the display wall side of the room, the vendor will install wall plates (2) on the left and right-side walls, for hook-up of the video/RS-232 umbilical cabling (these plates will be mirrored to the 1B-103 wall plates adjacent to the air-wall).

9.4.1.9. Two new robotic PTZ cameras will be wall-mounted at separate locations in 1B-104.

9.4.1.9.1. One camera will be wall-mounted just below the bottom of the projection screen, approximately 50” AFF.

9.4.1.9.2. One camera will be wall-mounted on the right-side column (just to the left of the door), approximately 72” AFF.

9.4.1.9.3. The camera feed shall enter the AV system through the AV routing matrix allowing it to be utilized for PC-based conferencing via a USB AV bridge in addition to video conferencing via the Poly VTC unit.

9.4.1.9.4. The camera will also provide an IP streaming output as well for use in future systems upgrades (vendor shall provide necessary cabling and equipment for this feature).

9.4.1.10. Two new ceiling-mounted microphones with AES67/Dante capabilities will be installed in a matter to logistically provide maximum speech coverage for conferencing capabilities.

9.4.1.11. One new custom LED-lit microphone mute notification sign mounted in a central wall location and triggered via contact closure from the control system.

Please see Appendix E – Baseline Design for 1B-104 room drawings and equipment list.

9.5. Specific Features for Divisible Rooms (1B-103/1B-104):

9.5.1. The vendor shall install a partition sensor on the ceiling of 1B-104, which will be used to trigger events in the control system.

9.5.2. Core system components such as control processors, AV routing equipment, and audio-conferencing equipment shall be installed in the IDF closet.

10. Control System Requirements

10.1. Design:

10.1.1. The vendor shall provide ethernet connectivity for all devices that support IP-based control (the vendor shall be liable for any costs incurred by not following this directive initially including any additional labor and equipment costs associated with system redesign and integration).

10.2. Development:

10.2.1. A NIAID AV programmer will provide control system framework, DSP programming, and user interface (UI) for the 3 conference rooms.

10.3. Program Deployment:

10.3.1. OCICB will upload code prior to equipment being shipped to site in accordance with project requirements.

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10.3.2. The vendor shall provide on-site technical support during the commissioning/testing phases of the project.

11. Final Acceptance

11.1. General Guidelines for Final Sign-Off:

11.1.1. The equipment is installed in accordance with this SOW, and the vendor provides written certification that all aspects of installation meet the specifications.

11.1.2. All of vendor’s equipment and materials are removed from the work site.

11.1.3. All associated debris has been removed from the site and disposed of properly by the vendor.

11.1.4. The government has approved the complete system(s) through final commissioning and testing.

11.1.5. Work not meeting the requirements of this SOW shall be diligently reworked by the vendor, at the vendor’s expense, until approval is achieved.

11.1.6. The vendor shall be present at the first use of the system (scheduled by the NIAID), and one additional event as requested by the NIAID for no additional charge.

12. Government-Furnished Equipment

12.1. Overview:

12.1.1. The government has lists of required and optional Government-Furnished Equipment (GFE). The required GFE includes items that must be NIAID-furnished due to security concerns.

12.1.2. The optional GFE includes products from existing NIAID inventory. Most items are new.

The remaining items recently purchased items that were briefly used in other NIAID systems.

Vendors are encouraged to incorporate as much GFE into their systems, as possible.

12.1.3. In any case, the vendor is required to provide a first-year system warranty that shall cover system parts and labor.

12.2. Required Equipment:

12.2.1. Qty. 3 – The existing mono 70V ceiling speaker systems in 1B-102, 1B-103, and 1B-104 are to be reused. Currently, they are all home-run to the legacy AV racks in the IDF closet, located down the hall from the conference room suite. The vendor shall reuse this system.

12.2.2. Qty. 3 – Small Form Factor Windows 10 PC w/ 2 digital video ports to be used in a two-screen extended desktop display format.

12.2.3. Qty. 3 – VoIP to POTS Analog Telephone Interface – NIAID will provide and provision an interface to provide analog phone service to each of the three-room audio-conferencing systems.

12.2.4. Managed PoE Network Switches – NIAID will provide and provision all gigabit ethernet switches for use with the three AV room systems. The switch will be partitioned to provide port-specific connectivity for the various devices integrated.

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13. Key Personnel

13.1. Overview:

13.1.1. Certain skilled experienced program management and/or technical personnel are essential for accomplishing the work to be performed. Key personnel shall be identified to NIAID by name and title/job classification.

13.1.2. A senior field engineer with qualifying experience and certifications shall be provided by the vendor for this project during the installation phase. Certifications for on-site personnel must include AVIXA CTS-I certification.

13.2. Guidelines for Personnel Changes:

13.2.1. The Vendor agrees that key personnel shall not be removed from the contract effort, replaced or added to the contract without a compelling reason and without compliance with paragraph 13.3 below.

13.2.2. If any change to a Key Personnel position becomes necessary, the Vendor shall immediately notify the Contracting Officer and COR in writing, accompanied by the resume of the proposed replacement personnel who shall be of at least substantially equal in ability and qualifications as the individual currently approved for that role. Upon review of the information provided by the Vendor to the CO and COR, a determination of suitability will be performed.

14. Authorized Government Staff, Functions, and Provisions

14.1. Contracting Officer (CO):

14.1.1. The Contracting Officer is the only person with authority to act as an 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 vendor 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 the contract.

14.2. Contracting Officer Representative (COR):

14.2.1. The Contracting Officer’s Representative will be identified by a separate letter. The COR is responsible for: 1) monitoring the vendor’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. The government may unilaterally change its COR designation.

14.3. Government Quality Assurance and Monitoring of Work:

14.3.1. All work under this contract shall be monitored by the COR, who will act as the primary representative of the government. Final inspection and acceptance of all work performed, reports and other deliverables will be performed by the COR. In absence of the COR, an

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14.4. Reporting Requirements:

14.4.1. The vendor shall provide weekly status reports to the Contracting Officer’s Representative (COR) and the government project team. The COR will spot check the reports and conduct periodic inspections.

14.5. Contract Changes:

14.5.1. Any changes to the terms and conditions of the resulting contract shall be made only by written agreement between the contracting officer and vendor per FAR 52.212-4(c). Any contract change directed by a government official, other than the contracting officer, is unauthorized.

14.6. Notice to Vendor Regarding Inherently Governmental Functions:

14.6.1. Pursuant to FAR 7.5, the vendor shall not perform any inherently governmental actions under this contract. No vendor employee shall hold him or herself out to be a government employee, agent, or representative. No vendor employee shall state orally or in writing at any time that he or she is acting on behalf of the government. In all communications with third parties about this contract, vendor employees shall identify themselves and specify the name of the company for which they work.

15. Post Award Conference

15.1. The vendor agrees to attend any post award conference convened by the contracting officer in accordance with Federal Acquisition Regulation Subpart 42.5. The post award meeting is to provide the integrator/installer the ability to survey the site and identify any issue that may prevent them from delivering and completing the project. All security and site access will be discussed. Non-disclosure agreements will be provided, and any questions will be addressed.

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APPENDICES

Appendix A – Glossary of Terms Appendix B – Standards & Workmanship Appendix C – Procurement Guidelines for Hardware and Software Appendix D – Access, Security, Vehicles & Parking Appendix E – Baseline Design

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APPENDIX A:

GLOSSARY OF TERMS

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The following glossary includes terms and language that may recur throughout the Statement of Work including appendices. Any questions regarding such terminology shall be directed to the Contracting Officer.

1. “Contracting Officer” (CO) – The only government employee with the authority to obligate government funds and enter into, administer, and/or terminate contracts.

2. “Contracting Officer’s Representative” (COR) – Government employee appointed by the Contracting Officer to assist in the technical monitoring or administration of the contract.

3. “Equivalent”, “similar”, or “equal” – The terms used to denote acceptable features for the substitution(s) of government-specified products, services, or processes (i.e. materials, size, color, design, efficiency, function, purpose, etc.).

4. “Government-approved” – The term indicating a product, service, or process that requires approval from the government project team, prior to final acceptance of the finished project.

5. “Government-furnished equipment” (GFE) – The term indicating equipment that shall be paid for and furnished by the government. When specifically indicated, this equipment shall be delivered in a pre-configured state to the vendor for incorporation into the finished system (examples of GFE could include pre-configure managed network switches, or VTC codecs).

6. “Indicated”, “Shown”, or “Noted” – The terms referring to details indicated, shown, or noted on drawings or specifications.

7. “Labels” – The term indicating all labels required for installed wiring, endpoints, display devices, racked equipment, equipment enclosures, and any miscellaneous devices that are components of the finished AV and videoconferencing system. (See Appendix B – “Standards and Workmanship” for specific requirements.)

8. “Provide and install” – To supply, install, configure, program, test, and complete the specified and operational equipment and/or systems in the specified manner.

9. “Professional grade”, or “Commercial grade” – The terms indicating a requirement for products, services, or processes that are designed and rated for use in professional, commercial, or business applications. The excludes products designed for residential, or consumer use.

10. “Reviewed”, “Satisfactory”, “Accepted”, “Approved”, or “Directed” – The terms indicating a status of reviewed, satisfactory, accepted, approved, or directed by the COR.

11. “Shall” - The term indicating a mandatory action, or requirement.

12. “Should” - The term indicating an advisory action, or requirement.

13. “User-friendly Control(s)” – The term indicating a control system, or action conceived, designed, and built to provide intuitive, non-complex control by non-expert users. In practice, this term refers to control system hard-button controls, graphical user interfaces (GUIs), and control system programming.

14. “Vendor” – Installer who has been awarded the contract to perform the work under this requirement.

15. “Will” - The term indicating an informative action, or requirement.

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APPENDIX B:

STANDARDS & WORKMANSHIP

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Primary Guidelines for System Acceptance The following guidelines for standards and workmanship shall constitutes a primary, mandatory basis for system quality assurance, quality check, system acceptance and sign-off of a completed system for the government.

1. Applicable Standards Documents - The following specifications standards, tests, or recommended installation methods and procedures or applicable installation or safety codes are applicable to the extent specified herein. The list below includes but is not limited to the relevant standards documents.

The latest version of these documents as of the contract date shall apply.

1.1. High-Voltage Guidance:

1.1.1. National Electrical Code (NEC) NFPA-70.

1.1.2. National Electrical Manufacturer’s Association (NEMA).

1.1.3. Underwriters Laboratories (UL).

1.1.4. Electronics Industries Association (E.I.A.).

1.1.5. American National Standards Institute (ANSI).

1.2. Low-Voltage Guidance:

1.2.1. Audiovisual System Engineering, by Davis and Davis Second Edition.

1.2.2. Handbook for Sound Engineering Third Edition, by Glen Ballou.

1.2.3. Video Engineering by Arch Luther, Andrew Inglis.

1.2.4. Basic Television and Video Systems Sixth Edition, by Bernard Grob, Charles Herndon.

1.2.5. BICSI/INFOCOMM AV Design Reference Manual.

1.2.6. IEEE standards for advanced audio and video coding 1857-2013.

1.3. Government Electrical Specifications:

1.3.1. J-C-30A &Am-1 Cable and Wire, Electrical (Power, fixed installations).

1.3.2. W-C-3735B Circuit Breakers, Molded Case, Branch Circuit, and Service.

1.3.3. W-C-586C Conduit Outlet Boxes, Bodies, and Entrance Caps, Electrical: Cast Metal.

1.3.4. W-C-596E/Gen Connector, Electrical, Power, General Specifications.

1.3.5. W-F-406B Fittings for Cable, Power, Electrical and Conduit, Metal, Flexible.

1.3.6. W-F-408C Fittings for Conduit, Metal, Rigid, (Thick wall and EMT).

1.3.7. W-J-800D Junction Box: Extension, Junction Box: Cover, Junction Box (Steel, Cadmium, or Zinc Coated).

1.3.8. HH-I-553C Insulation Tape, Electrical (Rubber, Natural, or Synthetic).

1.3.9. HH-i-595C Insulation Tape, Electrical, Pressure Sensitive Adhesive, Plastic.

1.3.10. WW-C-0054OC Conduit, Metal, Rigid: and Coupling, Elbow, Nipple, Electrical Conduit:

Aluminum.

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1.3.11. WW-C-566C Conduit, Metal, Flexible.

1.3.12. WW-C-581 E Conduit, Metal, Rigid, and Intermediate: and Coupling, Elbow, and Nipple Electrical Conduit: Steel Zinc Coated.

1.3.13. C2-1990 National Electrical Safety Code.

1.3.14. C97.1-1972 Low Voltage Cartridge Fuses 600v or less.

1.3.15. Institute of Electrical and Electronic Engineers (IEEE).

1.3.16. 142 -1982 Recommended Practice for Grounding of Industrial and Commercial Power Systems.

2. Building Code Compliance - The vendor shall be responsible for knowing and complying with all relevant national, state, and local building and safety codes for electrical, mechanical, plumbing, and low-voltage work.

3. Local Code Compliance - The vendor shall be responsible for knowing and complying with all relevant national, state, and local building and safety codes for electrical, mechanical, plumbing, and low-voltage work.

4. Project-Related Software - All application software generated for this project becomes the property of the United States Government. This includes, but is not limited to all control system code, all control system GUIs, and all digital signal processor (DSP) configurations. Also included are all passwords, license keys, hardware dongles, and similar access controls for products, services, or processes that have been purchased for this project.

4.1. As part of the final as-built documentation package, the vendor shall be required to provide all software on a non-encrypted, non-locked, standard CD or DVD (or, USB thumb drive), as well as any physical or document-based materials related to the project.

4.2. The government has unlimited rights to all documents/material produced under this contract, in accordance with the FAR clause at 52.227-14, Rights in Data – General. All documents and materials, to include the source codes of any software, produced under this contract shall be government owned and are the property of the government with all rights and privileges of ownership/copyright belonging exclusively to the government. These documents and materials may not be used or sold by the vendor without written permission from the Contracting Officer. All materials supplied to the government shall be the sole property of the government and may not be used for any other purpose. This right does not abrogate any other government rights.

5. Compatibility - The vendor shall provide products, services, processes, and systems that are compatible with existing high voltage, low voltage, wireless, hardware, software, and communications infrastructure.

6. Network Security - The vendor shall provide products, services, processes, and systems that are secure, per government requirements. Vulnerabilities to the A/V equipment shall be eliminated or reduced. Examples include, but not limited to, telnet disabled, HTTPS enabled, current software patches, and strong passwords. The vendor shall be subject to security guidance and requirements from the government.

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7. Site Coordination - The vendor shall work closely with the government project team to specifically identify and comply with site-specific facility issues having to do with equipment location, storage (if approved), MEP requirements, facility access, material disposal, parking, security, activity hours, and all other issues involving on-site work.

8. Equipment Mounting - All mounted system equipment shall conform to the following requirements.

8.1. Ceiling-Mounted Projectors

8.1.1. The projector shall be suspended from an approved metal ceiling mount bracket that is designed to accommodate the specific projector, or to provide universal support for a projector of the same mass and type.

8.1.2. The projector mount shall be suspended from the structural ceiling (slab) via at least four

(4) lengths of 3/8” (min.) threaded rod. The threaded rod shall be securely anchored to the structural ceiling via compatible concrete anchors. If steel support beams are present, this may also be done with a combination of steel beam clamps and steel channel strut.

8.1.3. The interface between the above-ceiling structure and the below-ceiling mounting bracket may be either a 1.5” steel, NPT-threaded pipe or a direct connection of the mounting bracket to the four (4) threaded rods. In either case, this interface point shall allow a concealed cable pathway for the signal cabling at the center of the mounting bracket (a separate cable plate, or grommet is not acceptable).

8.1.4. The exposed projector mount bracket shall be rigidly secured, to prevent excessive X or Y horizontal movement (this is defined as less than ¼” of lateral movement, in any direction). If the suspending steel support lacks such rigidity, the vendor shall “guy-wire” the above-ceiling support from multiple directions to prevent movement.

8.1.5. In cases where a plenum-rated receiver, or active component is required at the projector location, this shall be mounted to the structural support above the ceiling (in no circumstance, shall anything be laid on top of suspended ceiling tiles).

8.1.6. In the event of microphones being installed into a ceiling grid tile. The vendor shall mount the projector at an appropriate height as to minimally obstruct the coverage area of the microphone lobes.

8.2. Ceiling-Mounted Speakers

8.2.1. All ceiling speakers (regardless of type) shall be securely tethered to the structural ceiling, via 16 AWG (or better) galvanized steel wire (these wires shall not be secured to other support wires or hangers in the ceiling; nor, shall they be suspended from other objects in the ceiling).

8.2.2. The weight of the ceiling speaker shall not rest on the suspended ceiling grid, under any circumstances.

8.2.3. All circular, “can-type” speakers shall be plenum-rated and cut to fit in the center of the ceiling tile. The vendor shall assure that the cut hole is concealed by the trim ring of the speaker.

8.3. Wall-Mounted Monitors and Televisions:

8.3.1. All wall-mounted monitors and televisions shall be installed on an approved metal wall mount that is designed to accommodate the specific monitor or display or provide universal

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8.3.2. The mounting location shall be reinforced with a sheet of ¾” plywood that is cut to a size equal to 160% (or better) of the overall contact area of the wall side of the mounting bracket.

The plywood shall be roughly sanded and deburred and painted with a flat black finish (unless otherwise specified). It shall be connected to at least three (3) wall studs using a minimum of eight (8) approved 3/8”, one-way, steel anchor bolts.

8.3.3. The finished mount shall have 5:1 load ratio (or better) with reference to support of the combined dead-load weight of the display and the mounting bracket.

8.3.4. This specification applies to wood, or steel stud walls, using 16” on-center stud spacing.

8.3.5. The image from the mounted display devices shall be free of visible vibration.

8.4. Wall-Mounted Cameras, Speakers, & Miscellaneous Objects:

8.4.1. All wall-mounted cameras, speakers, and miscellaneous objects shall be installed on an approved metal, or plastic wall mount that is designed to accommodate the specific device or provide universal support for a similar device of the same mass and type.

8.4.2. The mount shall be attached to the wall surface with the exact number and type of screws specified by the manufacturer.

8.4.3.