SOW for HBS VTC and AV Conference Room dated 21 August 2024.pdf

Statement of Work for AFLCMC/HBS VTC and A/V Conference Room

21 August 2024

1 PURPOSE

The purpose of this effort is to install one (1) SVTC and A/V unit in a conference room in building 1612 located at Hanscom AFB, MA 01731. It includes equipment purchase, install, orientation and familiarization (training), and maintenance for one (1) new video teleconferencing unit in one (1) conference room and equipment purchase, install, training, and maintenance for one (1) audio-visual (A/V) system in the conference room 3N-304 located in Building 1612, Hanscom AFB. The selected Contractor would be responsible for purchasing, installing, and programming the equipment, maintenance, and training the end users.

2 SCOPE

2.1 Video Teleconferencing: AWACS Conference Room 3N-304

Provide a full audio-visual solution for one (1) independent conference room that has the ability to provide classified video teleconferencing (VTC) connectivity each utilizing a single codec and automated periods processing hardware. The VTC shall comply with established Defense Information Systems Agency (DISA) policy, Video Services Policy Security Technical Implementation Guide (STIG). The system shall be on the Defense Information Systems Agency (DISA) Approved Products List (APL) and be Joint Interoperability Test Command (JITC) approved. Video Teleconference equipment must be searched as Video Distribution System (VDS) in the following DISA APL:

https://aplits.disa.mil/processAPList.action. The finished product is intended to be non-radio; no components will be enabled and must be removed, when possible, for Wi-Fi, Bluetooth, or any other wireless communication method.

Full audio-visual capabilities are to include:

1. Control System for Audio Visual components with a 10" touch panel located on the conference room table nearest to the door. (See Diagram)

2. Two (2) TAA Compliant 65” diagonally measured large screen displays to be mounted on wall or from ceiling. Both 65 large screen displays will NOT have Bluetooth or Wi-Fi devices and Smart TVs will not be accepted. Both displays shall be 4K Ultra High Definition UHD for future display compatibility. The TVs should be configured so one (1) TV can display the video of the other end and the second TV will be able to display the contents of either the laptop on the table or the thin client in the corner. (See Diagram).

3. The referenced computer is a Classified HP T740 Thin Client or equivalent that will be provided by the Government. The Contractor shall include all connections including Video Graphics Array (VGA), High-Definition Multimedia Interface (HDMI) and Display port.

4. Additional A/V cabling connection for Classified laptop Display. The Additional A/V cabling connection should include VGA, HDMI, and Display port. Additional A/V cabling connection should be long enough to reach conference table, without a tripping hazard.

https://aplits.disa.mil/processAPList.action

5. SVTC units with HD camera for classified only. Must be a DISA approved product. VTC unit must be able to connect via Internet Protocol (IP).

6. A luminated Classified sign, when in an active classified SVTC meeting, should show the classification level of SECRET in RED. The luminated Classified sign should be mounted where ALL participants local and on video can determine the classification level of the conference. The Classified sign should be easily viewed by all participants local and on video conferencing.

7. Two Hardwired Microphones/ speakers are required on the conference table and have the capacity to Mute and lower volume. Keep in mind, that the conference table is in the middle of the room, as outlined in the Diagram (Figure 1). Proper cable management solutions like cable protectors or cable mats to protect the cables. This will hide any visible cable and avoid it being hazardous to anyone using this path. NO tripping hazards can exist.

8. Ceiling white noise generators that provide enough coverage to dampen normal conversation is unintelligible outside of the immediate area, and the non-descript background sound won’t disturb the rest of the area to prevent accidental eavesdropping. A switch, located in room by the door, that controls white noise generators that can be turn on and off during and after classified conferences.

9. Provide Audio Visual racks for audio-visual equipment that can be locked in a rack system. This Audio-visual rack will be located in the Communications cabinet to the right of the Conference table (see diagram). The TV screens must be mounted side by side and the camera mounted between the screens.

10. Cables/Connectors/power strips/power supplies and miscellaneous materials.

11. Wired connections from wall to table must be safely concealed by a clean non-tripping metal/rubber cover.

The A/V vendor/contractor shall:

1. Provide specialty engineering to complete the technical solution and implementation strategy specific to the installation.

2. Develop and produce supporting documentation, diagrams and/or artifacts detailing the installation.

3. Remove and dispose of existing wiring and Audio-Visual components.

4. Purchase and install all the new equipment included in the technical solution.

5. Provide all code implemented in the system including control system code) periods processing code, and any other code necessary for room operation (audio or other), maintenance and upgrades.

6. Provide orientation and familiarization to the Government Operations and Security teams as well as some of the department coordinators on the use of the new equipment.

7. Base Year Service Agreement for Conference Room 3N-304:

a. Provide one (1) hour telephone response time, for service calls M-F 8:00 AM to 6:00 PM

ET.

b. Onsite Response Time: one (1) business day

c. Annual Warranty Preventive Maintenance: two (2) Visits

d. Staff Orientation and Familiarization (Training): two (2) Individuals

e. Estimated Service Hours: 16 per year

8. Option CLINs Service Agreement for Conference Room 3N-304

Option Year 1:

a. Provide one (1) hour telephone response time for service calls M-F 8:00 AM to 6:00 PM

ET.

b. Onsite Response Time: one (1) business day

c. Annual Preventive Maintenance: two (2) Visits

d. Staff Orientation and Familiarization (Training): two (2) Individuals

e. Estimated Service Hours: 16 per year

Option Year 2:

a. Provide one (1) hour telephone response time for service calls M-F 8:00 AM to 6:00 PM

ET.

b. Onsite Response Time: one (1) business day

c. Annual Preventive Maintenance: two (2) Visits

d. Staff Orientation and Familiarization (Training): two (2) Individuals

e. Estimated Service Hours: 16 per year

Option Year 3:

a. Provide one (1) hour telephone response time for service calls M- F 8:00 AM to 6:00 PM

ET.

b. Onsite Response Time: one (1) business day

c. Annual Preventive Maintenance: two (2) Visits

d. Staff Orientation and Familiarization (Training): two (2) Individuals

e. Estimated Service Hours: 16 per year

Option Year 4:

a. Provide one (1) hour telephone response time for service calls M- F 8:00 AM to 6:00 PM

ET.

b. Onsite Response Time: one (1) business day

c. Annual Preventive Maintenance: two (2) Visits

d. Staff Orientation and Familiarization (Training): two (2) Individuals

e. Estimated Service Hours: 16 per year

9. Period of Performance:

a. Conference Room upgrade shall start within 30 days after contract award.

b. Period of Performance for installation is 60 days from contract award.

c. Period of Performance for one (1) year warranty on all equipment and systems installed shall begin promptly at completion of the government acceptance of the installation project and will end 365 days later.

d. Option Year 1 Service Agreement for conference room 3N-304 shall cover 365 days after the conclusion of the base period of performance, in accordance with the option clause within the contract.

e. Option Year 2 Service Agreement for conference room 3N-304 shall cover 365 days after the conclusion of Option 1, in accordance with the option clause within the contract.

f. Option Year 3 Service Agreement for conference room 3N-304 shall cover 365 days after the conclusion of Option 2, in accordance with the option clause within the contract.

g. Option Year 4 Service Agreement for conference room 3N-304 shall cover 365 days after the conclusion of Option 3, in accordance with the option clause within the contract.

3 Vendor/Contractor Requirements Within 90 days of award of the contract, the following items will need to be completed:

1. Creation of an installation plan for the conference room which includes a timeline for the completion of installation for the room as well as hardware and network requirements and access the government will need to provide.

2. Removal and disposal of all decommissioned equipment and wiring.

3. Installation, integration, programming, and testing of the new equipment.

4. Familiarization and Orientation (training) of the new equipment features to the Government

Customer.

5. Conference Room Support and Maintenance, Service Agreement and warranty of components. By the

Contractor for one (1) year base plus four (4) one-year option.

4 Timelines

1. The Contractor shall provide the government an installation plan within ten (10) business days after contract award.

Figure 1: AFLCMC-Hanscom-HBS Building 1612 3rd Floor Conference Room Layout.

Figure 2: AFLCMC-Hanscom-HBS Building 1612 - 3rd Floor