SOO - MAFB Ballroom AV Refresh 1 Aug 2025.pdf

McConnell AFB

Dole Center Ballroom A/V Refresh

Statement of Objectives (SOO)

1 August 2025

1. Purpose:

The purpose of this project is to upgrade the audio/visual (AV) system in the ballroom to provide a modern, flexible, and reliable solution for formal events to include promotion ceremonies, change of commands, official retirements and graduation ceremonies for every completed session of ALS (Airman Leadership School). This upgrade will support mission-critical military ceremonies and professional military education events, ensuring appropriate audio/visual quality befitting formal military occasions.

2. Scope:

The scope of this project is to assess existing equipment, design and install a comprehensive AV system upgrade, including audio, video, theatrical/stage lighting, and control components, to enhance the overall event experience and reputation of the venue. The contractor shall provide best value solutions that may include integration of existing serviceable equipment or complete replacement as appropriate.

3. Place of Performance:

The project will take place at the Pulley Ballroom, located at The Dole Community Center, 53476 Wichita St, McConnell AFB, KS 67221.

Site visits during the solicitation period are mandatory for all offerors to assess existing conditions and equipment.

4. Background:

The existing AV system is outdated and unreliable, with unknown operational status of many components including soundboard and lighting systems. Current limitations and pain points include:

i. Connectivity issues: Users must access booth location to connect presentation sources to projector

ii. Unknown equipment status: Existing soundboard and lighting components have undetermined functionality

iii. Poor user experience: Current system requires technical expertise and physical access to multiple locations

iv. Operational inefficiency: Setup time impacts event schedules and creates unnecessary delays

v. Poor sound quality and limited connectivity options

The upgrade aims to provide a user-friendly, reliable system with convenient connectivity options that allow presenters to connect equipment at stage level while maintaining centralized equipment in the booth.

5. Performance Objectives:

The following results are required:

i. Complete existing equipment assessment with recommendations for integration

vs. replacement based on best value analysis

ii. Stage-level connectivity panel with HDMI, audio input, and basic control functions (volume, source selection, display control) accessible from stage area

iii. Improved sound quality and coverage throughout the ballroom with reliable performance

iv. Enhanced visual capabilities through high-resolution displays and/or projectors with stage-level connectivity

v. Theatrical/stage lighting system with cost-effective control integration (standalone or AV-integrated based on best value)

vi. "Walk-up" presentation capability for standard laptop/device connections with minimal technical knowledge required

vii. Simplified operations through intuitive interface suitable for officers, NCOs, and students

viii. Reliable and consistent performance across all events

ix. Scalable technologies and infrastructure for future upgrades

6. Operating Constraints:

The following constraints apply:

i. Facility specifications: Room size of 63'9" x 88' (5,623 sq ft)

ii. Existing infrastructure limitations: Cable routing and equipment placement must work within existing building infrastructure

iii. Existing equipment assessment required: Contractor shall evaluate functionality and recommend retention/integration vs. replacement

iv. Base access requirements: Installation personnel must meet security requirements for base access

v. Minimal disruption: Installation must coordinate with ongoing events and operations

vi. User skill considerations: System must accommodate varying technical skill levels of military personnel

vii. Budget optimization: Solutions should prioritize best value and cost-effectiveness

7. Existing Equipment Inventory:

Current equipment of unknown/known operational status:

i. Projector: NEC Model NP-PA622U

ii. Speakers: 2 on stage and 2 in ballroom (manufacturer unknown)

iii. Audio Equipment: Hosa-Pro DJ and Club Component System, Denon CD Player, Mackie Soundboard

iv. Microphones: 10 x Shure ULX Wireless Microphone System & 4 lapel microphones

v. Lighting: Existing theatrical/stage lighting (status unknown)

8. Mandatory Requirements:

i. Site visit: Site assessment during solicitation period is available to all offerors.

Attendance at the site visit is mandatory to receive facility blueprints and floor plans.

ii. Equipment evaluation: Comprehensive assessment of existing equipment with detailed recommendations

iii. Stage connectivity: Single connection panel at stage level with HDMI, audio, and basic controls

iv. Training provision: Basic user training for military personnel of varying technical backgrounds

v. Documentation: Complete system documentation, operation manuals, and maintenance procedures

9. Deliverables:

i. Pre-installation: Existing equipment assessment report with recommendations

ii. Design phase: System design, specifications, and integration plans

iii. Post-installation: As-built documentation, operation and maintenance manuals, training materials

iv. Warranty: Minimum 2-year comprehensive warranty on all new equipment and installations

10. Evaluation Criteria Considerations:

Proposals will be evaluated considering:

i. Best value approach to equipment retention vs. replacement

ii. Cost-effectiveness of lighting control integration options

iii. Technical approach to stage-level connectivity requirements

iv. Minimization of operational disruption during installation