June 2021 1

Department of Homeland Security (DHS)

Federal Emergency Management Agency

STATEMENT OF WORK (SOW)

RRCC Watch Video Wall Replacement

DEPARTMENT OF HOMELAND SECURITY (DHS)

DHS Statement of Work (SOW)

Learn more at fema.gov August 2026

Statement of Work (SOW) For RRCC Watch Video Wall Replacement

1.0 GENERAL

1.1 BACKGROUND

This statement of work is for the video wall replacement in the RRCC Watch Room, located in the FEMA offices at the FRC building, located at 800 North Loop 288 Denton, 76209. The video wall in the RRCC Watch room is EOL and in need of replacement. Due to the age of the equipment, an entire replacement of the video wall system is deemed warranted. Research for a replacement was conducted, and it was determined that Planar manufactures the best LED video wall products based on dot pitch, pixel point, quality of picture, warranty, and price point for this use case, and was the approved version on the TRM. After presenting several replacement options, senior leadership selected the Planar Systems DirectLight Pro Complete Series 198" Video Wall MFR #998-4283-00 video wall system. This document covers the installation of that system.

1.2 SCOPE

The scope of this project includes the delivery, installation, setup, testing and operational verification of the video wall in the RRCC Watch Room located inside the FRC Building in Denton, Texas. The project aims to deploy a turnkey, high-definition video wall solution for visual communication and situational awareness capabilities.

1.3 OBJECTIVE

The objective is to replace the previous and end-of-life (EOL) video wall in the RRCC Watch Room located in the FEMA FRC building. The solution should be turn-key, to include all installation, setup, calibration, and testing, where the vendor turns over the installed solution ready for operation.

2.0 SPECIFIC REQUIREMENTS / TASKS

Delivery Installation Setup & Configuration Post-Installation

2.1 TASK ONE – Inspection of video wall parts

The vendor shall unpack and inspect all parts, components, cabling, and hardware of video wall kit located at the FEMA facility located at 800 North Loop 288, Denton, TX 76209.

2.1.1 The vendor will provide a written site survey report identifying wall conditions, mounting requirements, equipment weight/load information, electrical requirements, environmental conditions, deficiencies, and required corrective actions. The vendor shall unpack and inspect all items pertaining to the video wall kit for damage, noting any damaged items. All damaged items shall be set aside and labeled for warranty replacement by the Planar. Region 6 will be responsible for manufacturer warranty coordination.

The Vendor shall verify that all parts for the video wall and its installation have been received and that there are no shortages. The Vendor shall conduct a site survey to assess the installation area, including dimensions, electrical requirements, structural support, and environmental considerations. The Vendor shall coordinate with the client to finalize the design, layout, and configuration of the video wall system before proceeding with the installation.

2.2 TASK TWO - Installation

Install new video wall on the East wall of the Watch room.

2.2.1 The video wall will be installed on the east wall of the RRCC Watch Room. The Video wall shall be mounted centered to the room’s general dimensions. This center point will be identified by the Information Technology POC before installation begins.

2.2.2 The vendor shall install mounting brackets, support structures, and framing according to manufacturer published guidelines and engineering specifications.

2.2.3 The video wall shall be level and flat against the wall. Any curves or waves in the wall should be corrected and accounted for in the mounting process to ensure a flat and seamless viewing experience.

2.2.4 The vendor will mount the top of the video wall at the optimal viewing height. No cabling shall be visible by viewers post installation.

2.2.5 The panels should have no visible “hot” seams or corners, whereas the total viewing areas has no visible blemishes taking away from the seamless look and feel across all the LED modules that makeup the video wall. The vendor shall mount the panels securely and precisely, ensuring alignment, levelness, and stability.

2.2.6 The vendor shall connect video wall panels, controllers, processors, and other components following best wiring and cabling practices according to manufacturer instructions, applicable electrical and fire-safety requirements, requirements.

2.2.7 The vendor will be responsible for safety of its employees, and subcontractors; the vendor will comply with applicable safety requirements; identify hazards and controls; provide required PPE and training; control the work area; and report/investigate all incidents.

2.3 TASK THREE – Setup & Configuration

The video wall shall be configured according to Planar specifications for peak performance and operation.

2.3.1 The vendor shall conduct thorough calibration, testing and quality assurance procedures to verify functionality, resolution, color accuracy, and overall performance. The vendor will provide documentation on all procedures performed to accomplish this task.

2.3.2 The installer will demonstrate this to the Region 6 IT Branch Chief or designee for a signature of acceptance. The installer will provide all documentation to include as-built drawings, configurations, and system settings for future reference and maintenance.

2.4 TASK FOUR. POST-INSTALLATION

Once the video wall is properly installed and setup, the video wall will be tested for full functional capabilities and verified and signed off by the Region 6 IT Branch Chief or designee. Documentation to be provided, as-built drawings, configurations, and system settings for future reference and maintenance.

2.4.1 A Fully functional Planar DirectLight Pro Video Wall system. The vendor will demonstrate successful power-on and display operation; all LED panels active with no dead zones or visible defects beyond manufacturer tolerance; controller/processor connectivity verified; color/brightness calibration have been completed; display resolution and source are verified.

2.4.2 The vendor will deliver documented as-built drawings, configurations, and system settings for future reference and maintenance. Provide a comprehensive project report summarizing installation activities, findings, and recommendations.

2.4.3 The vendor shall provide ongoing technical support, warranty services, and/or maintenance options as per the agreed- upon terms.

2.4.4 The vendor shall provide training for IT on basic operation, maintenance, troubleshooting, and safety protocols.

2.4.5 Obtain client sign-off and approval for successful completion of the installation project.

3.0 CONTRACTOR PERSONNEL

It is the responsibility of the contractor to propose qualified contractor personnel to fulfil all requirements specified in the SOW. The contractor will supply FEMA security with the names and social security numbers of the personnel 72 hrs. before the scheduled arrival for beginning of the delivery and installation of the video wall. All personnel will have a valid form of government issued photo ID such as a valid US driver’s license. All contractor personnel will submit to a physical inspection before entering the FEMA facility.

3.1 Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this SOW. The Vendor shall provide personnel who possess licenses, certifications, manufacturer qualifications, and are trained and competent/qualified according to manufacturer requirements.

3.2 Continuity of Support

The Contractor shall ensure that the contractually required level of support for this requirement is always maintained. The Contractor shall ensure that all contract support personnel are present for all hours of the workday.

If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the Contracting

Officer’s Representative (COR) prior to employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

3.3 Project Manager

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this SOW. The Project Manager shall be a single point of contact for the Contracting Officer and the COR. It is anticipated that the Project Manager shall be one of the senior level employees provided by the Contractor for this work effort. The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided in advance to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak and understand English. Additionally, the Contractor shall not replace the Project Manager without prior approval from the Contracting Officer.

3.3.1 The project manager shall be available to the COR via telephone between the hours of 8:00am and 4:30pm CST, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within 24 hours of notification.

3.4 EMPLOYEE IDENTIFICATION

3.4.1 Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and always display all identification and visitor badges in plain view above the waist.

3.4.2 Contractor employees working on-site at Government facilities shall wear a Government issued identification badge. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and always display the Government issued badge in plain view above the waist.

3.5 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees shall always present a professional appearance and that their conduct shall not discredit the United States or the Department of Homeland Security. The Project Manager shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.6 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion, direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 Other Applicable Conditions

4.1 Security

Contractor access to unclassified, and Security Sensitive Information will not be required under this SOW. Contractor employees shall safeguard all information against unauthorized disclosure or dissemination.

4.2 Period of Performance

The period of performance for this contract shall not exceed 120 calendar days from the issuance of the notice to proceed with the Contracting Officer. The notice to proceed shall commence once other construction projects are complete for the Region VI Regional Watch Center.

4.3 Place of Performance

The place of performance is the FEMA facility located at 800 North Loop 288, Denton, TX 76209, specifically the RRCC Watch Room, unless otherwise approved by the Contracting Officer.

4.4 Hours of Operation

Contractor employees shall generally perform all work between the hours of 7:00am and 5:00pm CST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW. This will have to have prior approval from FEMA Contracting, Region 6 security SO, FEMA Region 6 facilities Branch Chief and FEMA Region 6 IT Branch Chief.

4.5 Travel

The vendor shall pay for travel expenses incurred by the vendor and their personnel, including gas, meals and lodging.

4.6 Post Award Conference

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than 10 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government’s facility, located at 800 N. Loop, 288, Denton, TX 76209 or via teleconference.

4.7 Project Plan

The Contractor shall provide a draft Project Plan at the Post Award Conference for Government review and comment.

The Contractor shall provide a final Project Plan to the COR not later than 30 business days after the Post Award Conference. The final Project Plan approval shall be required before physical installation begins.

4.8 Progress Reports

The Project Manager shall provide monthly progress report to the Contracting Officer and COR via electronic mail.

This report shall include an assessment of technical progress, schedule status, and any Contractor concerns or recommendations for the previous reporting period.

4.9 Progress Meetings

The Project Manager shall be available to meet with the COR upon request to present deliverables, discuss progress, exchange information and resolve emergent technical problems and issues. These meetings shall take place in person at the workspace, electronic mail, and/or phone.

4.10 General Report Requirements

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications).

4.11 Protection of Information

Contractor access to information protected under the Privacy Act is required under this SOW. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

5.0 Government Terms & Definitions

Include a comprehensive list of all terms and acronyms used in the SOW, including applicable definitions. If you have an extensive list of terms, you should consider the use of a table rather than the numbered paragraph format provided below.

COR – Contracting Officer’s Representative DHS - Department of Homeland Security EOL – End of Life IT – Information Technology POC – Person of Contact

6.0 Government Furnished Resources

The Government will furnish a Planar Systems DirectLight Pro Complete Series 198" Video Wall Kit part #998-4283-00, plywood and black paint for mounting the video wall to the wall in the watch area. The vendor will provide the labor to mount and paint the plywood. The vendor is responsible for wall preparation for the plywood ensuring a flat and warp free surface to mount the video wall. The government will install electrical outlets and patch any necessary holes and spot paint the wall as needed. The Government will not furnish any other resources to the Contractor in support of this contract, except an Information Technology POC, the area of work, and access to basic facility services, such as restrooms, electricity, water, HVAC, etc.

6.1 Contractor Furnished Property

The Contractor shall furnish all labor, supervision, tools, equipment, materials, cabling, connectors, mounting hardware not provided by the Government, testing equipment, transportation, and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources identified in Section 6.0.

7.0 Government Acceptance Period

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

7.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal.

In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

7.2 The COR will have 10 business days to review deliverables and make comments. The Contractor shall have 30 business days to make corrections and redeliver.

7.3 All other review times and schedules for deliverables shall be agreed upon by the parties based on the final approved Project Plan.

The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

8.0 Deliverables

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this

SOW

ITEM

SOW

REFERENCE

DELIVERABLE / EVENT DUE BY

DISTRIBUTION

1 2.1 Completed site survey report Within 5 business days of award.

COR

2 2.1 Approved installation plan and layout design

Within 10 business days of award.

COR

3 2.3 Procurement documentation for equipment and materials

Within 15 business days of award.

COR

4 2.4 Installation progress updates and milestone reports

Within 15 business days of award.

COR

2.4.1

Fully functional Planar DirectLight Pro Video Wall system

Within 30 business days of award.

COR

6 2.4.2 As-built drawings and project documentation

Within 10 days of completion of project

2.4.4

Training materials and documentation for client personnel

Within 10 days of completion of project

COR

8 2.4.5 Project completion report and client sign-off

Within 10 days of completion of project