SOW for Conference Rooms Upgrade.docx

United States Department of Energy Southeastern Power Administration 1166 Athens Tech Road Elberton, Georgia 30635

March 26, 2026

Statement of Work (SOW)

Project Title: Conference Room Design and Technology Upgrade – Small and Large Rooms

1. Purpose This Statement of Work (SOW) defines the scope, deliverables, timeline, and responsibilities for the installation of modern AV and conferencing technology in one small and one large-sized conference room. The goal is to enable high-quality collaboration and hybrid meetings through integrated hardware, networked audio, and video systems.

2. Scope of Work

2.1 Small Conference Room (8–12 occupants)

Installation of the following:

· 1x Shure MXA901 ceiling microphone

· 1x Shure ANIUSB-MATRIX USB audio interface

· 1x Shure MXN5W-C ceiling-mounted speaker

· 1x Shure MXA-NMB networked mute button

· 1x Crestron IV-CAM-I12-B camera with IVA-CMT-BRKTJ-1B-B ceiling mount

· 1x Samsung 70" Crystal UHD U8000F 4K Smart TV (2025) -1x Intel NUC 12 Pro NUC12WSHi7 32GB+1TB

· AV control interface (OEM software for control is adequate)

· Cable routing and table connections for HDMI and USB-C

· Rack and cabling infrastructure

2.2 Large Conference Room (20–25 occupants)

Installation of the following:

· 2x Shure MXA901 ceiling microphones

· 1x Shure ANIUSB-MATRIX USB audio interface

· 2x Shure MXN5W-C ceiling-mounted speakers

· 1x Shure MXA-NMB networked mute button

· 1x Crestron IV-CAM-I12-B camera with IVA-CMT-BRKTJ-1B-B ceiling mount -1x Crestron DM NVX

· 2x Samsung 85" Crystal UHD U8000F 4K Smart TVs (2025) -1x Intel NUC 12 Pro NUC12WSHi7 32GB+1TB

· AV switching and control system (OEM software for control is adequate)

· Cable routing and table inputs (HDMI, USB-C)

3. Objectives

· Equip both rooms with high-quality AV for in-person and hybrid meetings.

· Provide intuitive controls and consistent user experience.

· Optimize room acoustics using ceiling mics and speakers.

· Enable seamless video conferencing with minimal training required.

4. Deliverables

· Fully installed AV systems in both rooms.

-Removal of wall mounted TV shadow boxes in both conference rooms

· Device configuration and calibration (Shure Designer, Crestron UI, etc.).

· Labeled cables and rack documentation.

· End-user training (live session and PDF quick-start guides).

· As-built diagrams and system architecture.

-Patch/repair any drywall defects caused or revealed by removing old or installing new equipment and wiring.

5. Timeline & Milestones

6. Location of Work

· Small Conference Room

· Large Conference Room

7. Requirements & Risk Management

7.1 Assessment & Planning

· Conduct a comprehensive site survey at SEPA Headquarters (1166 Athens Tech Rd, Elberton, GA 30635) for both conference rooms identified in Sections 2.1 and 2.2.

· Evaluate existing infrastructure including:

· Network capacity, switching, and VLAN availability

· Power availability and electrical layout

· Ceiling structure and mounting feasibility

· Existing AV pathways and cabling

· Identify physical and technical vulnerabilities that may impact system performance or installation.

· Verify compatibility with all specified Information Technology and Audio-Visual hardware.

· Develop a deployment plan including:

· Equipment placement and mounting layout

· Cable routing and labeling scheme

· Network integration requirements

· Identify risks and provide mitigation strategies prior to installation.

7.2 System Procurement & Installation

· Provide all labor, materials, transportation, tools, and equipment necessary to complete the project.

· Procure, deliver, and install all approved components required for both conference rooms.

· Rewire and organize all audio-visual cabling to meet industry standards.

· Install and configure:

· Ceiling-mounted microphone system

· Networked speaker system

· Equipment rack and amplification hardware

· Cameras and display systems

· Ensure all installations meet manufacturer specifications and applicable codes/standards.

· Tune and optimize the audio system for:

· In-room audio clarity

· Far-end conferencing performance (including Polycom systems)

7.3 Integration & Testing

· Integrate all AV and IT systems into the existing network infrastructure.

· Configure devices for interoperability with conferencing platforms and existing systems (including Polycom endpoints).

· Perform end-to-end system testing, including:

· Audio pickup and intelligibility

· Speaker output and coverage

· Microphone zoning and noise cancellation

· Camera functionality and framing

· Network connectivity and latency

· Conduct live test calls to validate real-world performance.

· Resolve any deficiencies identified during testing prior to project acceptance.

7.4 User Training & Documentation

· Provide onsite or virtual training sessions for SEPA Information Technology personnel covering:

· System operation and controls

· Basic troubleshooting procedures

· Best practices for meetings and audio quality

· Deliver comprehensive documentation, including:

· System diagrams (signal flow and network topology)

· Equipment list and configurations

· Maintenance guidelines

· Warranty and support information

· Ensure documentation aligns with organizational compliance and IT standards.

7.5 Risk Management

· The Contractor shall identify, document, and mitigate risks including, but not limited to:

· Infrastructure Risks: Insufficient network bandwidth, PoE limitations, or electrical constraints

· Installation Risks: Ceiling obstructions, structural limitations, or cable routing challenges

· Compatibility Risks: Integration issues with existing Polycom or network systems

· Performance Risks: Audio interference, echo, or inadequate coverage

· Schedule Risks: Delays in equipment delivery or site availability

Mitigation strategies shall include contingency planning, pre-install validation, and coordination with SEPA IT staff.

8. Warranty & Support

8.1 Equipment Warranty

· The Contractor shall provide a minimum one (1) year warranty on all equipment, materials, and workmanship supplied under this contract, starting from the date of final system acceptance.

· The warranty shall cover:

· Defects in materials and workmanship

· Equipment failures under normal operating conditions

· Installation-related issues

· The Contractor shall be responsible for:

· Troubleshooting and diagnosis

· Repair or replacement of defective components at no additional cost

· Labor associated with warranty service

· All manufacturer warranties shall be passed through to the Client, and documentation shall be provided as part of project closeout.

8.2 System Support & Maintenance

· The Contractor shall provide system support for a period of three (3) years from the date of final system acceptance.

· Support services shall include:

· Remote technical support during normal business hours

· Troubleshooting of system performance issues

· Assistance with configuration changes and system adjustments

· The Contractor shall define:

· Standard response times for support requests

· Escalation procedures for critical issues

8.3 Onsite Support (If Required)

· When remote support is insufficient, the Contractor shall provide onsite support services.

· Any onsite visits within the one (1) year warranty period related to covered issues shall be provided at no additional cost.

· Onsite support outside of warranty coverage may be subject to additional charges, as defined in the Contractor’s support agreement.

8.4 Software & Firmware Updates

· The Contractor shall provide guidance and assistance with:

· Firmware updates for AV and networked devices

· Software updates required for system functionality

· Critical updates impacting system performance or security shall be addressed in a timely manner during the support period.

8.5 Service Documentation

· The Contractor shall maintain records of:

· Support requests

· Resolutions and actions taken

· Documentation shall be made available to SEPA upon request.

9. Client Responsibilities

· Provide access to spaces during agreed working hours.

· Ensure network drops and power outlets are active per design.

· Confirm ceiling tile load-bearing capacity for microphone/speaker mounts.

10. Contractor Responsibilities

· Deliver and install all listed equipment per manufacturer guidelines.

· Configure devices for optimal performance and coverage.

· Provide all necessary hardware, cabling, and mounting equipment.

-Install new Cat6 Ethernet cabling to all new conferencing equipment as well as some existing equipment.

· Perform thorough functional testing and documentation.

· Provide basic end-user training and support during handoff.

· Ensure ADA and local building code compliance.

11. Acceptance Criteria

· All equipment installed, tested, and operating per design.

· Audio pickup and output confirmed across the room.

· Video feed and displays confirmed operational with conferencing software.

· All user guides and documentation submitted.

· Final walk-through and sign-off completed by client.

12. Pricing & Payment Terms -Government intends to issue a Firm-Fixed-Priced contract for this project that is fair and reasonable.

-Payments will be structured by milestone completion and into two installments. First installment will be given during the procurement phase and the final installment given upon approval and completion of project.

-Invoices must be submitted with progress reports prior to first and last installment payments -Contractor will provide all labor, materials, services, and equipment

13. Assumptions & Constraints

· All equipment will be compatible with the client’s network and meeting platforms.

· Work will be completed during regular business hours (unless specified).

· Any change requests will be subject to change order approval.

· Delays due to supply chain or client access limitations are not the responsibility of the contractor.

14. Evaluation Criteria

· Fair and Reasonable Priced

· Technical Approach: Technical capability of the Technical Approach offered to meet the Government requirement; the approach must include a logical sequence of tasks that you will perform to accomplish the requirements including specific methods technologies, processes, tools, and resources to deliver the required results. Identify and describe the specific techniques and steps that will be applied during the accomplishment of all tasks of this project. Please include a roadmap for execution, including timelines, teams roles, and technical solutions.

· Past Performance: Prior Experience and or other recently performed similar and relevant work (i.e. size, scope and complexity).

Technical and past performance, when combined, are approximately equal to cost or price.

The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). Weighted criteria will be used to evaluate:

· Prior experience with similar projects

· Considerations include:

· Accuracy of reports on past contracts.

· Degree of technical complexity in past projects

· Adhere to schedules and meeting milestone dates.

· Method for identifying and solving problems.

· Key personnel performance examples from previous contracts.

· Technically acceptable offers will be ranked on:

· Quality of work previously completed

· Documentation of results the vendors approach to meeting milestones.

· Qualifications of the personnel performing the work.

· Experience and skills of the key personnel.

A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

15. Change Management

- Any scope changes or deliverables require review, formal documentation and approval by the Contracting Officer

16. Safety -The Contractor shall comply with Department of Energy (DOE) Safety and Security Orders and Directives, including, but not limited to, the safety requirements defined in all applicable Federal, State and local laws, regulations and ordinances. When questionable the most stringent shall apply.

-Contractor personnel shall comply with all applicable provisions of the State Labor and Industries Safety and Health Regulations, U.S. Department of Labor, Occupational Safety and Health Administration (OSHA) Standards 29 CFR 1910 and 29 and 29 CFR 1926, Environmental Protection Agency (EPA) Title 40 CFR 170 (Worker Protection Standard) and other applicable Federal, State, and location regulation.

-Job-Related Injuries/Illnesses: Job-related injuries to Contractor employees shall be reported to the COR.

-Contractor personnel shall comply with all applicable provisions of the State Labor and Industries Safety

17. Submission Timeline

· Site Visit: April 16th, 2026 @10:00am eastern time (not mandatory, but highly recommended). Please RSVP by April 14th, 2026 if interested.

· Deadline for questions pertaining to the project will be April 21st, 2026 @2:00pm Eastern Time.

· All questions shall be emailed to: Tabitha.rambert@sepa.doe.gov and submitted in writing to the Contract Officer with the solicitation number 895035032620026 in the subject line. All responses to questions will receive uniform treatment, will be answered all at once, and posted to Sam.gov by April 23rd by 4:00 pm Eastern Time for preview.

· Bid Submission Deadline: 12 Noon Eastern Time on April 30th, 2026

· Expected Decision Date: May 8th, 2026

· Vendor Start date: Within 30 days of Award

· Please submit all proposals to the Contracting Officer at

· tabitha.rambert@sepa.doe.gov via email or

· 1166 Athens Tech Rd Elberton, GA 30635 via mail

· Check-In Meetings: To be scheduled at project start, project mid-point and at project completion. Meetings may be conducted using Microsoft Teams, WebEx or any other equivalent remote technologies or in person.

· Vendor close-out date: NLT 3 Months from the vendor start date

18. Submission Requirements

· Title your submission: Conference Room Design and Technology Upgrade – Small and Large Rooms

· Please include the solicitation number in the subject line: 89503503262026

· Offeror must be registered in the System for Award Management (SAM.gov). All offerors who bid on Federal Government Contracts must be registered in SAM when submitting an offer or quotation, and must continue to be registered until the time of award, during performance, and through final payment of any contract resulting from a solicitation. There is no fee to register in SAM. When submitting the bid please ensure responses include the following (1-6):

· “Remit to:” address, if different than mailing address

· Price

· Technical Approach

· Past performance information, to include recent and relevant contracts or the same or similar items and other references (included contracts number, points of contact with telephone numbers and other relevant information

19. Points of Contact

Contracting Officer Name: Tabitha Rambert Address: 1166 Athens Tech Drive, Elberton, Georgia 30635 Email: tabitha.rambert@sepa.doe.gov ; Phone Number: 706-213-3814

Alternate Contracting Officer Name: Juvonna Mattox Address: 1166 Athens Tech Drive, Elberton, Georgia 30635 Email: juvonna.mattox@sepa.doe.gov ; Phone Number: 706-213-3808

Contracting Officer’s Representative (COR) Name: Hector Santiago Address: 1166 Athens Tech Drive, Elberton, Georgia 30635 Email: hector.santiago@sepa.doe.gov; Phone Number: 706-213-3830

Please email any questions that you may have to the Contracting Officer listed above.

Southeastern Power Administration anticipates one award based on a Firm Fixed Price Contract. This RFP is to be solicited as full and open competition. The associated North American Industry Classification System (NAICS) code 334310.

Please note that this RFP or submitted bids do not constitute a contract, and we reserve the right to accept or reject any or all proposals received. Furthermore, any costs incurred by your organization in the preparation and submission of the proposal will be solely your responsibility and will not be reimbursed.

We look forward to receiving your proposal and appreciate your consideration of this request. Should you have any questions or require further clarifications, please do not hesitate to contact us.

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