SOW_AV Upgrade.pdf

STATEMENT OF WORK (SOW)

Requirement: Audio Visual (A/V) Systems Upgrade and Installation

Location: Building 7510, Ellsworth Air Force Base, SD

Required Delivery: 60 Calendar Days

1.0 Program Objective and Scope

The objective of this requirement is for the contractor to design, engineer, program, test, and install a turnkey Audio Visual (A/V) System Equipment Upgrade. The project encompasses three primary operational hubs within Building 7510: the DEPTAC Classroom (Room 168), the Deployment

Passenger Lobby(Room 127), and the Sterile Room (Room 155D/156D), along with associated oversight cameras.

Future Expansion: The engineered solution must utilize a modular system architecture. This ensures the core control and routing equipment has the inherent capacity to support future, separate

A/V capability upgrades including Sterile Room (Room 155D/156D), DepTac Classroom (Room

168), and Lobby (Room 127) without requiring a complete system replacement.

2.0 Room-Specific Salient Characteristics

The contractor shall engineer, pre-fabricate, assemble, wire, and install the following specific configurations for each designated area.

2.1 DEPTAC Classroom (Room 168)

Primary Displays:

o Provide and install two (2) 138-inch seamless LED video walls with a pixel pitch of 1.58mm or better.

o Each video wall shall include an installation package with spare modules, RC card, hub set, power supply, and shipping road cases.

Control System & Inputs:

o Provide a 4K Presentation System Controller and Video Switcher (Brand Name or Equal).

o Provide one (1) 10.1” tabletop touch screen system controller for lectern operation.

o Provide all necessary input/output hardware including HDMI wall plates, 4K transmitters, receivers, and scalers to support laptop inputs and video wall routing.

Media Playback:

o Provide four (4) 4K Ultra HD Blu-ray/DVD players.

Audio System:

o Provide one (1) X-Series 300W, 4-channel amplifier (70V or 8Ω).

Networking & Infrastructure: Provide one (1) 8-port Gigabit Smart Switch with PoE.

o Provide one (1) wall-mount swing-out rack with plexiglass front door.

o Provide one (1) power conditioner with safe-voltage protection and 12 outlets.

o Provide all installation hardware, rack hardware, cables, and miscellaneous parts.

2.2 Deployment Passenger Lobby (Room127)

Primary Displays:

o Provide and install two (2) 85-inch UHD 3840×2160 commercial LED monitors.

o Displays must be TAA compliant and contain no WiFi or Bluetooth capability.

Mounting & Signal Transport:

o Provide two (2) low-profile fixed wall mounts (up to 95”).

o Provide two (2) 4K HDMI extenders supporting CAT cable up to 70m, 4:4:4/60, RS-232, and IR.

Infrastructure:

o Provide all installation hardware, rack hardware, cables, and miscellaneous parts.

2.3 Sterile Room (Room 155D/156D)

Primary Displays:

o Provide and install two (2) 165-inch seamless LED video walls with a pixel pitch of

1.9mm or better.

o Each video wall shall include an installation package with spare modules, RC card, hub set, power supply, and shipping road cases.

Control System & Switching:

o Provide one (1) 4-Series 4K control processor with COM, relay, and IR/serial ports.

o Provide one (1) 8×8 modular matrix switcher chassis.

o Provide four (4) HDMI 4K60 4:4:4 HDR input cards.

o Provide two (2) 8G+ 4K60 4:4:4 HDR output cards.

o Provide two (2) HDMI output cards with mirrored analog audio.

o Provide four (4) 10.1” wall-mount touch screen controllers.

Video Inputs & Playback:

o Provide four (4) 8G+ 4K60 HDR receivers with scalers.

o Provide four (4) HDMI 4K wall plate transmitters for laptop inputs.

o Provide four (4) 4K Ultra HD Blu-ray/DVD players.

Audio System:

o Provide one (1) Tesira audio processor (12 inputs, 8 outputs, echo cancellation, Dante).

o Provide two (2) 18-inch wired gooseneck microphones with LED indicators.

o Provide two (2) wireless handheld microphones (GLXD2+/GLXD4R+).

o Provide two (2) wireless headset microphones (GLXD1+/GLXD4R+).

o Provide four (4) rechargeable lithium-ion batteries compatible with GLXD4R+.

o Provide one (1) 4-way active antenna splitter and power distribution system.

o Provide two (2) X-Series 300W, 4-channel amplifiers.

Networking & Infrastructure:

o Provide one (1) 30-port Gigabit Smart Switch with PoE+ supporting Dante and

QLAN.

o Provide one (1) 8-port PoDM injector with 48V 120W power supply.

o Provide all installation hardware, rack hardware, cables, and miscellaneous parts.

3.0 General Technical & Security Requirements

3.1 Security & Compliance

• The installed A/V system shall operate as a standalone, closed-loop system. It shall not connect to the base NIPRNet, SIPRNet, or standard commercial internet. No Authority to Operate (ATO) or Risk Management Framework (RMF) accreditation should be required for this closed A/V network.

3.2 Data Rights & Software

• The contractor shall provide all "source-code" software programming required to operate the installed systems. To prevent vendor lock-in and to ensure the Government can perform future maintenance, expansions, and changes with any vendor, the contractor must turn over all uncompiled, editable project files. This includes, but is not limited to, Crestron Simpl and VTPro files (or the equivalent uncompiled source code project files for the proposed 'or equal' system). The delivery of only compiled, "downloadable," or executable file versions is unacceptable and will be considered an incomplete delivery. All software programming and hardware instruction manuals must be turned over to the Government upon project completion and any time subsequent changes are made during the warranty period.

3.3 System Architecture

• The core A/V control system, matrix routing, and programming must be engineered with a modular and scalable architecture. The design must natively support future hardware additions and capability upgrades for additional rooms without requiring a complete replacement of the primary control infrastructure. The contractor shall provide new connections for modern ports (e.g., HDMI) at all user interface locations.

3.4 Training

• The contractor shall provide a minimum of two (2) separate, two-hour, hands-on training sessions for up to 10 personnel. Training must include system startup, input selection, basic troubleshooting, and use of the microphones/video walls. A laminated 'Quick Start Guide' must be left in each upgraded room.

• To ensure seamless operation during future personnel turnover, the contractor shall develop and turn over a comprehensive "System Continuity Package." This package shall include the following:

• Electronic Slide Deck: A digital training presentation (e.g., PowerPoint) covering all topics discussed during the hands-on training sessions, allowing the Government to train future personnel.

• Continuity Binder: A physical, consolidated binder containing detailed operation guidance, owner's manuals, and warranty information. This binder must be tabbed and organized by each applicable room where equipment is installed.

• Quick Start Guides: A laminated "Quick Start Guide" detailing basic room operation must be left at the control station in each upgraded room. And an additional copy within the continuity binder

3.5 Warranty

• The contractor shall provide a minimum one (1) year warranty on all parts and labor. The contractor must provide remote technical support within 24 hours of a reported issue, and on-site repair (if necessary) within 72 business hours during the warranty period.

4.0 Installation and Base Operations

The contractor shall be responsible for all site preparation, including demolition of old systems and restoration of any walls or paint disturbed during installation. The contractor should use existing electrical outlets for power requirements. All work shall be conducted in accordance with base safety, security, and hazardous material procedures. Working hours are 07:30 AM to 4:00 PM on weekdays.

The contractor shall remove all debris and dispose of old equipment off base.

4.1 Site Visit

• Attendance at the government provided site visit is highly recommended. Contractors who do not attend the site visit assume all risks associated with unforeseen site conditions (e.g., wall composition, existing conduit pathways, electrical panel locations). Claims for additional funds due to lack of site verification will not be approved.

4.2 Base Access Requirement

The Contractor shall ensure the pass and identification items required for contract performance are obtained for employees and non-government owned vehicles. An Installation Entry Authorization List (IEAL) will be provided to the Contracting Office at contract award. The IEAL will include, at minimum: employee name, date-of-birth, Driver’s License Number, Driver’s

License state-of-issue. This list shall be updated when an employee’s status or information changes and new employees are hired.

4.3 Delivery Requirements

This service is to be completed within 180 calendar days of contract award date. Specific date to be coordinated with the Primary or Alternate POC(s) following contract award.

a. The Contractor must coordinate all deliveries with the primary or alternate POC(s) prior to shipping any items (Name of POC(s) to be provided at time of contract award).

b. Contractor shall make use of commercial best practices in the packing and shipment of products, unless otherwise stated in this order.

c. Offers need to be submitted based on shipment to the following delivery address:

1600 Tinker Drive Bldg 7510 Ellsworth, SD 57706

4.4 Configuration Management

Establishment of a baseline to define the configuration of the A/V System Upgrade with Installation and demonstrated capability to satisfy the user’s performance requirements.

4.5 Base Security Policies

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

4.6 Power Requirements

Contractor shall utilize existing facility power outlets as the prim ary source. Should the contractor encounter or identify deficiencies in the available power supply, they m ust provide written notification to the Project M anager prior to im plem enting alternative solutions.