SOW - USDA_AV_System_08.6.2024.pdf

Statement of Work Audio Video Equipment Upgrade

USDA Arizona State Office – Phoenix, AZ 85003 08/6/2024

1. INTRODUCTION: The United States Department of Agriculture Natural Resources Conservation Service (USDA-NRCS) requires hardware and labor to review, install, configure, and provide for audio video (A/V) system upgrades. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2 Background: The NRCS for the state of Arizona (AZ) is requesting an evaluation and upgrade of the current A/V set up in five (5) different rooms that consist of; a 30-person conference room (can be split into two to three rooms by manual wall dividers), a 10-person conference room, and break room, and an executive office.

1.3 Scope of Work: The purposed planning of the conference rooms and executive office (507-508 & 530-533) is to create a user-friendly conference area that will be used by FPAC-NRCS-AZ. NRCS will use the spaces for planning and training purposes. For such purposes proper audio and camera needs must be met so that employees can interact with other employees in other locations and together using one main display. The Contractor shall provide all on-site installation, testing, training, & maintenance service options of all applicable rooms/areas’ AV and Video Teleconferencing system.

2. GENERAL REQUIREMENTS: The USDA State Office in Phoenix, AZ is in need to upgrade the current A/V system with updated equipment that offers equal and/or greater physical, functional, and performance characteristic than current equipment and set-up. The system’s hardware and software shall have standard warranty with an option of extended warranty. The A/V system is required to maintain the mandatory standardization of the NRCS Agency wide with the USDA. This updated system is a requirement for remote teleconferencing, presentations, training, and to be fully compatible with the team collaboration application Microsoft Teams. Equipment must be installed as wirelessly as possible.

2.1 Tables showing current set-up and Requested Set-up:

TABLE SHOWING THE CURRENT SET-UP OF EACH ROOM

NRCS Suite Conference Room

Up to 10 individuals

Shared Conference Rooms (A/B/C)

Up to 30 individuals. This room can be used as 1 large room or divided into 2 or 3 separate rooms due to manual wall dividers.

NRCS Executive Office

Up to 3 individuals

Current Set Up/Display:

- Ten (10) person conference table.

- Logitech Deck

- Thirty (30) person U- Shaped conference table. (Room B & C)

- Executive Office that can accommodate up to three (3) people.

- IPORT Launch Base Station

- CISCO Polycom Station

- CISCO Touchpad

- Multiple outlets and wires visibly across table. We want to eliminate this.

- 2x SHURE Microphones with Docking Station on Side Table.

- Launch Port iPad on wall.

- 2x 75” LED Samsung Wall Mounted Flatscreen Display.

Mounted side-by-side.

- Functionality concerns due to lack of simple and general use.

- Multiple Tables that sit up to four (4) people each. (Room A)

- 98” LED Samsung Wall Mounted Flatscreen display. (Room A)

- 98” LED Samsung Wall Mounted Flatscreen Display. (Room B)

- 98” LED Samsung Wall Mounted Flatscreen Display. (Room C)

- CISCO Long Speaker with Camera above the display.

- CISCO Touchpad

- 2x OMAN-Tra Device

- 2x Logitech Brand

Rally Speakers.

- Logitech Display Hub w/ remote.

- 2x Diamond Audio

Branded Portable Gateway Speakers.

- Safety concerns for loose wires.

- Functionality concerns due to lack of simple and general use.

- 55” 4K LED Sony Display installed on side of office meshed with the wall. The feature of having the display in the wall came from a brand named DIRTT.

- Launch Port Touch Pad mounted on wall.

- CISCO Long Speaker with Camera above display.

- CISCO Touch Pad.

- Safety concerns for loose wires.

- Functionality concerns due to lack of simple and general use.

TABLE OF REQUESTED FEATURES, OPTIONS, ETC. WE WOULD LIKE TO SEE

NRCS Suite Conference Room

Up to 10 individuals

Shared Conference Rooms (A/B/C)

Up to 30 individuals. This room can be used as 1 large room or divided into 2 or 3 separate rooms due to manual wall dividers.

NRCS Executive Office

Up to 3 individuals

Ideal features and options we are seeking:

- Displays- 2x 75” Smart Displays that are equipped with internet

- 3x 98” Smart Display that are equipped with internet connection through built-in Wi-Fi.

- 1x 55” Smart Display that is equipped with internet connection through built-in Wi-Fi.

connection through built-in Wi-Fi.

- Minimal cords to plug in to no cords required at all. Bluetooth and/or Wi-Fi compatibility.

- If cords are mandatory, we request a minimal view to no view of them on table or floor.

- Remove all related Crestron features and functions.

- Bluetooth/wireless Speakers and Audios.

- Preferably one central HUB to conduct all operations and functions.

- “Simplify” the set-up and functions to operate devices. User-friendly plug-and-play for novice users without IT support.

One display for each sectional room (A/B/C).

- Minimal cords to plug in to no cords required at all. Bluetooth and/or Wi-Fi compatibility.

- If cords are mandatory, we request a minimal view to no view of them on table or floor.

- Remove all related Crestron features and functions.

- Bluetooth/wireless Speakers and Audios.

Possible in ceiling/walls.

- Preferably one central HUB to conduct all operations and functions.

- “Simplify” the set-up and functions to operate devices. User-friendly plug-and-play for novice users without IT support.

- Keep the meshed display in wall feature.

- Required to be able to “transfer” display from user’s tablet to display in device that is in wall for audience presentation.

- Minimal cords to plug in to no cords required at all. Bluetooth and/or Wi-Fi compatibility.

- If cords are mandatory, we request a minimal view to no view of them on table or floor.

- Remove all related Crestron features and functions.

- Bluetooth/wireless Speakers and Audios.

Possible in ceiling/walls.

- Preferably one central HUB to conduct all operations and functions.

- “Simplify” the set-up and functions to operate devices. User-friendly plug-and-play for novice users without IT support.

2.2 Other Requirements:

• The Contractor shall provide/install a modular audio video conferencing system(s) to support up to five separate conference rooms including all labor and equipment/supplies that provides the following:

o Microsoft Teams conference room teleconference equipment Specifically, hardware MUST either be Polycom or Cisco devices. These are the only devices that are currently certified for use on the USDA network.

o Quality Audio

Ensures voice clarity for the entire room.

Keep background noise and side conversations out of meetings.

o Seamless connections Delivers an easily accessible modular room solution by seamlessly connecting to cameras, microphones, and other 3rd party components.

o Auto Tracking Camera(s) o Wireless connections for laptops

• The Contractor shall provide online and in-person customer service/support available Monday – Friday, 7:00 am – 4:30 pm MST during normal workdays.

o The Contractor shall provide onsite support within 48 hours after notification to resolve equipment operations deficiencies not resolved by “help desk” support, during the warranty period of the equipment.

o Upon completion of work, the contractor must supply electronic and physical handbooks, instruction manuals, and other related “How To” guides to ensure proper operation and function for all USDA employees and presenters.

3. CONTRACTOR PERFORMANCE: The Contractor shall install all components to meet the General Requirements.

3.1 Place of Performance: The work to be performed under this contract will be performed at the Arizona State Office, Phoenix, Arizona, 85003, on the 5th floor. The five (5) locations consist of; a conference room that accommodates up to 10 employees, a conference room that accommodates up to 30 employees (that can be separated into one to three rooms by manual wall dividers), and an Executive Office that accommodates up to 3 employees.

3.2 Test and Training: The Contractor shall test and train employees on all components and operating devices and verify that they are functioning and operating to meet the requirements specified in Section 2 General Requirements.

3.3 Installation Services: The Contractor is responsible for supplying all necessary personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other non-personal services required to carry out the installation and configuration services outlined in this performance of work. The Contractor shall coordinate the scheduling of the installation with the government point of contact to ensure that the appropriate government personnel are available to be present during the installation. However, it should be noted that any items and services designated as government furnished property and services are excluded from the contractor's responsibility. The Contractor is expected to adhere to the standards specified in this contract.

3.4 Government Furnished Equipment/Responsibilities: The arrival of new equipment will be accommodated with storage space provided by the Government. Nonetheless, it is the Contractor's duty to unpack, inventory, and examine the equipment before proceeding with the installation. The Contractor holds the responsibility of ensuring the safety of all government equipment, information, and property allocated for their use. At the end of each work period, it is required to secure government facilities, equipment, and materials. The Government will grant the Contractor staff access to the building during the installation process.

4. DELIVERABLE/SCHEDULE: The installation process will take place within the regular working hours, which are from 08:00 am to 4:00 pm, Monday through Friday. It should be noted that installations will not be conducted on weekends, Federal Holidays, or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

4.1 Federal Holidays:

New Year’s Day 1st day of January

Martin Luther King Jr. Day 3rd Monday of January Presidents Day 3rd Monday of February

Memorial Day Last Monday of May Juneteenth Wednesday the 19th of June Independence Day 4th day of July Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veterans Day 11th day of November Thanksgiving Day 4th Thursday of November Christmas Day 25th day of December

4.2 Delivery Period: Delivery date for completion, to include shipping, all installation, testing, user training, and final acceptance by the Government shall be no later than October 31, 2024. The contractor shall deliver all equipment to the USDA Office at the Arizona State Office located at 230 North 1st Avenue, Suite 509, Phoenix, AZ, 85003.

5. SPECIAL REQUIREMENTS: This section describes the special requirements that apply to this contract. The following sub-sections provide additional detail for each requirement.

5.1 Security: FAR Subpart 4.13, Personal Identification Verification of Contractor Personnel, establishes the policy and use requirements for FAR Clause 52.204.9, Personal Identification Verification of Contractor Personnel, which is hereby incorporated into this order by reference. It requires Contractor compliance with Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

The Contractor will always be accommodated by an USDA Employee throughout the federal building.

One main entrance of the building with Security Personnel and access. All other entrances into the building are not authorized for non-employee individuals.

If employees will be provided access to USDA information technology equipment and systems, they will be required to take information security awareness training and pass a test prior to be granted access.

The Contractor shall establish and implement methods of making sure all keys/badges issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The Contractor shall not duplicate any keys issued by the Government.

The Contractor shall prohibit the use of keys, issued by the Government, by any persons other than the Contractor’s employees and the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in performance of contract work requirements in those areas.

The Contractor shall safeguard all Government property and controlled forms provided for Contractor use and adhere to the Government property requirements contained in this contract. At the end of each workday, all Government facilities, equipment and materials shall be secured.

The Contractor shall maintain a current listing of all employees, including subcontractor employees that have access to Government facilities and information technology systems. The list shall be made available to the Government upon request.

5.2 Contractor Identification: The Contractor must be in possession of proper Identification on them at all times. Examples would be uniform with name and logo, Identification (ID) Card, etc.

Contractor employees, including subcontractors, who attend meetings, send emails, answer Government telephones or place calls, or work in situations where their actions could be construed as acts of Government officials, must clearly identify themselves as Contractor employees.

5.3 Contractor Personnel Qualifications: The contractor shall have clearance and experience installing audio video equipment in government facilities. Contractor shall provide documentation of key personnel experience.

5.4 Key Personnel: The contractor shall provide a point of contact who will provide updates and be available to the customer during the period of performance.