SOO F3QSCM1189A001 RFQ.pdf

STATEMENT OF OBJECTIVES

Video Teleconferencing (VTC) Control System Update for AFSC/LG Staff Room at Tinker Air Force Base, Oklahoma

13 APR 21

Prepared by Dustin Wilkins

AFSC/LG

1.0 Introduction

1.1. The objective of this SOO is for a single contractor to remove the outdated Video Teleconferencing control system and Engineer, Furnish, Install, and Test (EFI&T) a fully functional replacement Video Teleconferencing (VTC) Audio Visual Control System in the AFSC/LG Patriot Room in Building 3001 located at Tinker AFB OK. The system shall directly connect to the base unclassified NIPRNET. The system shall be on the DISA Approved Products List (APL) to connect to the DISA provided Global Video Services GVS-U and GVS-C using IP.

1.2. The required control equipment/system shall provide a control system for non-secure video teleconferencing equipment, audio and video display subsystem and presentation components.

The equipment components shall be installed in a cabinet located in the room at the site. The audio and video display subsystem shall consist of ceiling or wall mounted camera(s), microphone(s), speaker(s), and two video screens. A touchscreen VTC control station shall be located in the rear of the room. The connection (non-secure ) for the VTC equipment/system shall be connected, tested and operated under this contract for buyoff.

2.0 Specific Task and Requirements

2.1 Capabilities: The required VTC Control System is to provide AFSC/LG a conference room with the following functionalities/capabilities:

2.1.1 VTC Equipment Control System

2.1.1.1 The VTC control system shall provide VTC calls using a touch panel control system. The switching system shall provide the conference controller with the capability to activate, de-activate and control the conference room wall/ceiling-mounted microphone(s), HD camera(s), HD screens, and telephone. Touch-panel controller shall provide the capability to initiate calls, merge telephone and VTC, end call participation, control the conference equipment located in the room and provide the ability to switch from one VTC call to another.

2.1.1.2 The required VTC control equipment/system equipment shall be housed in the current equipment cabinet in the front of the room.

2.1.1.3 The required VTC equipment shall incorporate dual screen display. The interface equipment shall provide the capability to display two distinct video streams (outputs), slide shows or web pages. The sources for display shall be local presentation, local camera, remote participant(s) and remote presentation. Inputs for up to two external laptops and Cox Cable TV box shall be available in addition to the two permanent workstations in the room. No fewer than 8 HDMI inputs shall be available in the matrix/switch.

2.1.1.4 Auxiliary input interfaces to the system shall be HDMI. Auxiliary inputs shall be located in the equipment cabinet and at the head and foot of the conference table.

2.1.2 Equipment Removal: The contractor shall remove items of existing A/V (Audio/ Visual) equipment from the conference rooms (Contractor shall coordinate with AFSC/LG).

2.1.2.1 Equipment disposal: Government personnel shall be responsible for all equipment disposals.

2.1.3 New Equipment installation: The contractor shall be responsible for providing all labor, installation, cabling and programming necessary for the installation. As-Built Documentation shall be generated to provide reference material and diagrams for the installed systems, (CDRL A001).

All new equipment installed shall at a minimum come with a standard one year labor and material warranty. The contractor shall provide the following items of new equipment:

• VTC CODEC on the DISA APL. The contractor shall be responsible for providing and updating the VTC software to the current approved version, including list of ports and protocols needed. (Installed in new equipment rack).

• Required Video Standards supported shall include minimum H.264 SVC.

• HD cameras. HD cameras must be joint, non-simultaneous, use with the video teleconferencing system CODEC and the Government-provided computers in the rooms so that the cameras and mics may be used for VTCs and also used as a computer video peripheral so that video/audio of Microsoft Teams and Defense Collaboration Services (DCS) is possible with control panel selection. Touch control system panel programming shall support this dual usage of the video and audio for VTCs and the room computers. Contractor shall document driver update procedures to maintain the video camera viable as the computer Air Force Standard Desktop Configuration (SDC) changes.

• Two screens

• Interconnecting cables and wiring

• Audio Visual Control Processor

• Switch matrix and Audio amplifier/mixer

• Integration of telephone line/telecon capability into system via hardline and VoIP.

• New cameras, speakers and microphones for the conference room and all associated wiring back to the A/V control equipment.

• Provide auxiliary input in accordance with paragraph 2.1.1.4 and 2.1.3 with the conference room control station.

• VTC touch control panel (12” min)

2.1.4 Interface new equipment with existing equipment: The Contractor shall be responsible for providing all labor, programming and cables to interface the new equipment and install equipment in provided cabinet. As-Built Documentation shall be generated to provide reference material and diagrams for the interface between systems, (CDRL A001). The existing equipment is listed below.

• 2 existing USAF networked PC’s, for NIPR classification level.

• 2 existing 65" LCD screens (HDMI inputs and RS 232 available) o SAMSUNG QB65R-N

• Existing cabinet or furniture.

2.1.5 Audio Equipment

2.1.5.1 The required VTC equipment/system shall provide conference room audio equipment with the ability to adequately hear remote VTC participants from any location in the conference room without echo, distortion or feedback noises and integrate telecon/ telephone calls into VTC stream.

2.1.5.2 The required installation provide the ability for remote VTC participants to adequately hear speaking personnel seated at conference room table and seated around room perimeter without echo, distortion or feedback noises.

3.0 Requirements

3.1 Site Coordination:

The contractor shall meet with the AFSC/LG safety officers immediately upon arrival for review of the specific safety requirements prior to installation.

3.1.2 Installation Plan:

The Contractor shall provide an installation schedule NLT 10 days after contract award, (CDRL A002). The installation plan shall be approved by the Contracting Office prior to on-site arrival. If there is a deviation from the proposed solution, the contractor shall implement design changes only after Contracting Officer approval.

3.2 Turn-Key Operation and Testing:

The Contractor shall engineer, furnish, install, test (EFI&T) and perform all necessary efforts to ensure successful completion of this project and make operational the AFSC/LG Staff Room VTC equipment. The Contractor shall provide all designs, implementation plans, labor, hardware and software necessary to support this requirement. Software for the control unit shall be supplied on a CDROM. The Contractor shall test equipment and provide demonstration of operation to AFSC/ LG representatives, (CDRL A003, CDRL A004).

3.3 Warranty and Maintenance:

A one-year warranty shall be provided from the date of acceptance. Warranty shall cover all new equipment, software and all installation related to cabling and physical workmanship.

Contractor shall provide total system support during normal business hours (Monday-Friday, 8:00 AM – 5:00 PM, CST). Total system support includes on-site service and unlimited phone support.

Four preventative maintenance visits to each site and option year(s). Maintenance shall include firmware and software updates for any part of the system.

• Contractor shall provide phone support within 4 business hours

• Contractor shall provide on-site response time within 24 business hours for maintenance issues

3.4 Configuration Management:

The Contractor shall perform configuration management of all equipment associated with the completed VTC control system. The configuration management information shall include, but not be limited to, a list of all components installed by system serial number (hardware), all passwords, wiring diagrams, and all software/IOS.

3.5 Training (CDRL A005):

Upon completion of the installation process, the Contractor shall provide User Training to the designated AFSC/LG staff, in accordance with customer requirements. A minimum of one, two-hour training sessions for up to six people are required. User Training shall include step-by-step instructions on the utilization of all features of the VTC control system as well as Basic System Troubleshooting. The Contractor shall provide operational training to the users and system training to the Operators/Maintainers as needed. Any applicable training material shall be provided to the Government in both paper and soft copy. The Government shall retain the right to duplicate and distribute the training material for future training purposes, (CDRL A005).

3.6 Additional Requirements

3.6.1 Property Protection:

The Contractor shall be responsible for safeguarding all government property provided for contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

When not under the direct control of contractor personnel, all government facilities, equipment, and materials utilized by contractor personnel shall be secured.

3.6.2 Documentation:

The Contractor shall provide the Government with all documentation compiled during the course of the project. The documentation shall be delivered by the Contractor in both hard copy and soft copy formats (on a Data CD). This documentation shall include, but not limited to the following:

• Product Inventory

• Serial Numbers

• As-Built Documentation (to include wiring diagram) [CDRL A001]

• Control station firmware and programming code

3.6.3 Manuals and Practices:

The Contractor shall provide at least one paper copy and one soft copy of the latest version of operation, installation, and maintenance manuals and practices/users guide for each system installed.

3.6.4 Commercial Deliverables and Documentation:

The Contractor shall provide standard commercial deliverables and documentation.

Documentation shall be provided in Microsoft Word 2010 or PDF format unless specified otherwise below or agreed to by the Contracting Officer and the Contractor before installation.

3.6.5 Installation Schedules and Progress Report:

The Contractor shall provide an installation schedule NLT 10 days after contract award, (CDRL A002).

3.6.6 Installation Test:

The Contractor shall test the system in the presence of the Government to demonstrate the full operational capability and the system meets or exceeds the requirements. The test shall consist of establishing a test VTC call and manipulating it with the new control equipment via unsecure DISA/GVS. These tests shall be accomplished after the system is placed in service and prior to system acceptance. Prior to testing, a detailed Installation Test Plan (CDRL A003) shall be developed. Upon testing completion, the results should be compiled into an Installation Test Report (CDRL A004).

3.6.7 List of Deliverables:

All deliverables are subject to Government acceptance and approval. They shall meet professional standards and the requirements set forth in this Task Order. All deliverables shall be produced using recommended software tools/versions as accepted by the Government. The Contractor shall submit the following deliverables:

CDRL Data Item Title A001 As Built A002 Schedule A003 Installation Test Plan A004 Installation Test Report A005 Training

4.0 Points of Contact:

Mr. Dustin Wilkins, AFSC/LG, is the main POCs for this effort. Other POCs will be provided upon contract award.