SOW.pdf

STAREMENT OF WORK CONTENTS

1 SCOPE

1.1 PURPOSE

1.2 BACKGROUND

1.3 ACRONYMS

1.4 DEFINITIONS

2 APPLICABLE DOCUMENTS

2.1 DEPARTMENT OF DEFENSE SPECIFICATIONS

2.2 DEPARTMENT OF DEFENSE STANDARDS

3 REQUIREMENTS

3.1 GENERAL REQUIREMENTS

3.1.1 FACILITY INFORMATION AND PERIOD OF PERFORMANCE

3.1.2 GOVERNMENT REPRESENTATIVES

3.1.3 CONTRACTOR REPRESENTATIVE

3.1.4 CONTRACTOR PERSONNEL

3.1.5 SAFE WORK CONDITIONS

3.2 TECHNICAL OBJECTIVES AND GOALS

3.2.1 PERFORMANCE FEATURES AND SPECIFICATIONS

3.2.2 VIDEO CONFERENCING (VTC)

3.2.3 EXTERNAL MUTING, MUTE INDICATOR AND VOLUME CONTROLS

3.2.4 AUDIO SYSTEM

3.2.5 AMX CONTROL SYSTEM

3.2.6 DOCUMENT STATION

3.2.7 DVD/VCR PLAYER/RECORDER

3.2.8 CABLING

3.3 SPECIFIC REQUIREMENTS

3.3.1 SITE SURVEY

3.3.2 ENGINEERING

3.3.3 DRAWINGS

3.3.4 GOVERNMENT PROVIDED MATERIALS

3.3.5 REMOVAL OF EXSISTING EQUIPMENT

3.3.6 TRAINING

3.3.7 TESTING

3.3.8 REMEDIAL/ REPAIR WORK

3.3.9 WARRANTY REPAIR RESPONSE TIME

3.3.10 ACCEPTANCE/ CORRECTION/ WARRANTY WORK

3.3.11 SAFETY INSPECTION

3.3.12 CLEAN UP OF PREMISES

3.3.13 TRANSPORTATION OF COMPONENTS

3.3.14 PARTS AND MATERIALS

3.3.15 TECHNICAL ORDERS, SPECIFICATIONS, REGULATIONS AND MANUALS.

VTC EQUIPMENT UPGRADE STATEMENT OF WORK

1. SCOPE

1.1 PURPOSE

Replace existing VTC equipment that is out dated and reaching end of life cycle.

1.2 BACKGROUND

Our VTC rooms, at the HDI Federal Center provide services that are required to be accessible around the clock, from users all over the world. All equipment that is referenced is used for secure and non-secure video teleconferencing. It requires extra expertise, higher clearance for support workers, and the highest priority available. Our audience includes many Department of Defense agencies and war fighters. DLIS/DRMS has a requirement for the delivery and installation of Video Teleconference Systems (VTC) with unclassified capabilities in room 2-2B-02 located at the Hart-Dole Inouye Federal Center. The new system must be fully integrated with Government Furnished Equipment (GFE) provided. Network configuration must meet requirement to pass inspection by Certified TEMPEST Technical Authority (CTTA). This VTC Integrator Package will be a multi-standard capable system, allowing use with NTSC, PAL, and SECAM video formats. We expect the support personnel to have the highest level of expertise.

1.3 ACRONYMS

CO Contracting Officer

COR Contracting Officer Representative

CLIN Contract Line Item Number

DLIS Defense Logistics Information Service

FAR Federal Acquisition Regulation

DFAR Department of Defense FAR Supplement

1.4 DEFINITIONS

Contracting Officer (CO): The CO is the warranted individual who has the overall responsibility for the administration of this contract. The CO alone, without delegation, is authorized to take actions on behalf of the Government to enter into, modify and/or terminate contracts, contract terms, conditions, requirements, specifications, details and/or delivery schedules and make related determinations and findings. However, the CO may delegate, in writing, certain responsibilities to an authorized representative.

Contracting Officer’s Representatives (COR): The COR is the individual or individuals designated in writing by the CO at the time of award to act as his/her authorized representative within the scope and limitations as defined by the CO and be responsible for the day-to-day administration of the contract. The COR may authorize other individuals to act on his/her behalf.

Government Technical Representative: The Governments Technical Representative is the individual or individuals designated in writing by the CO at the time of award to assist the CO in monitoring the contractor's progress in fulfilling the technical requirements specified in the contract. The Technical Representative maintains administration records, approves invoices and performs final inspection and acceptance of work performed under the contract, however, the Technical Representative may not alter the terms and conditions of any contract and/or delivery order.

Equivalent Product: A product used in lieu of the brand named item, whereas the replacement product meets or exceeds the salient physical, functional, or performance characteristics of the brand name item specifically mentioned.

2. APPPLICABLE DOCUMENTS

2.1 DEPARTMENT OF DEFENSE SPECIFICATIONS

Any Department of Defense Specifications required will be cited by the Government Technical Representative during the Site Survey and shall not be provided by the Government.

2.2 DEPARTMENT OF DEFENSE STANDARDS

Any Department of Defense Standards required will be cited by the Government Technical Representative during the Site Survey and shall not be provided by the Government.

3. REQUIREMENTS

3.1 GENERAL REQUIREMENTS

The contractor shall furnish all labor, tools, supplies, repair parts, filters, installation tools, cabling, and connectors, etc., to perform a timely and effective system upgrade along with preventive maintenance and service/repairs in accordance with the upgrade warranty. Defense Logistics Information Service VTC room located at the Hart-Dole Inouye Federal Center, 74 North Washington Ave. Battle Creek, MI 49037

All work shall be completed and performed in accordance with the best practices of the trade and in compliance with all applicable federal, state and local codes. All surfaces adversely affected by the contractor shall be repaired to match the existing finishes. All demolition debris shall be removed from the premises daily. All work areas shall be kept neat and clean. The contractor shall perform post completion sweeping and/or vacuuming as needed to leave a clean work area. All work in these areas shall be completed promptly to minimize the disruption to building occupants. The contractor shall provide accessories and miscellaneous items as required even though each item is not specifically mentioned or described.

3.1.1 FACILITY INFORMATION AND PERIOD OF PERFORMANCE

The place of performace shall be at the Hart-Dole-Inouyle Federal Center. The address is; 74 Washington Avenue North Battle Creek, Michigan 49037-3092. The VTC system upgrade shall be in room 2-2B-02.

Normal hours of operation are 08:00AM to 04:30PM Monday through Friday, excluding Federal Holidays.

The contract work must be completed within 90 calendar days from the date of award.

Further, the VTC room may only be in an “Inoperable Condition” for no longer than 5 business days. “Inoperable condition” means that the VTC System in room 2-2B-02 has no substantial potential use consistent with the usual function and includes; having a missing or defective part that is necessary for normal operation of the VTC System. The period may be extended if the CO, COR, and/ or Government Technical Representative agrees.

3.1.2 GOVERNMENT REPRESENTATIVE

The Government Technical Representative assigned to this action is Mr. James Buehner, 269-961-4500.

3.1.3 CONTRACTOR REPRESENTATIVE

The contractor shall provide in writing to the COR and/or Government Technical Representative, at least fifteen (15) calendar days prior to the employee starting date the name, a telephone number and address of the contractor’s representative. The term “representative” means a person designated in writing by the contractor who has the authority to act for the contractor on a day-to-day basis at the work site or remotely, and correspondence on behalf of the contractor. The on-site representative must be available at all times when the contract work is in progress. DLIS will supervise contractor technician when on site.

3.1.4 CONTRACTOR PERSONNEL

The Contractor shall display and document the ability to perform maintenance on all equipment installed or maintained on site, and shall provide the Government a brief resume on each of their technical staff. Employees performing equipment programming or installation functions must be certified by the manufacturer to perform such functions. Contractor shall make available to the Contracting Officer (CO), COR, and/or Government Technical Representative the status of any or all installation (s), repairs (s) and/or maintenance work progress upon request.

All contractors are required to display an I.D. badge while on Federal properties. The badge must be visibly worn between the shoulders and the waistline. Contractors and their personnel/subcontractors are required to pass security checkpoints and go through a metal detector each time they enter the Battle Creek Federal Center.

The Contractor shall provide and require all Contractors’ employees to wear an identification badge showing the Contractor’s name and the employee’s name. This badge shall be worn at all times while the individual is at the Hart-Dole-Inouye Federal Center (HDIFC), except when safety dictates removal of the badge. Contractor shall return all HDIFC supplied badges to the Site Security Office, prior to contract completion

The Contractor shall submit to the Contracting Officer and the COR and/or Government Technical Representative a roster of his employees which shall include the name and employment date of each employee. The Contractor shall notify the COR and/or Government Technical Representative within two (2) working days of any changes to the roster and ensure this notification is made prior to Contractor employee entering the Hart-Dole-Inouye Federal Center.

The contractor must perform all operations in a prudent, conscientious, safe and professional manner. At a minimum, the contractor’s personnel and equipment shall comply with applicable federal, state, local and host installation laws, safety regulations and procedures, and contractor will ensure that its agents, employees, and subcontractors perform in a safe manner. Personal protective equipment shall be provided by the contractor and must be appropriate for the task. The contractor agrees that his personnel and equipment are subject to safety inspections by Government personnel while on Federal Property.

3.1.5 SAFE WORK CONDITIONS

The contractor shall assume full responsibility and liability for compliance with all applicable local, state and federal, regulations pertaining to the health and safety of personnel and environmental management during the execution of work.

The contractor shall take all necessary precautions to prevent injury to the public, building occupants, and/or damage to property of others. For the purposes of this contract, the public or building occupants shall include all persons not employed by the contractor or a subcontractor working under his/her direction.

Storing, positioning or use of equipment, tools, supplies, materials, scrap, trash, furniture, and other items in a manner likely to present a hazard to the public or building occupants by its accidental shifting, ignition, or other hazardous qualities is prohibited.

3.2 TECHNICAL OBJECTIVES AND GOALS

Room 2-2B-02 Standard Network System shall be upgraded to the following minimum specifications.

3.2.1 PERFORMANCE FEATURES AND SPECIFICATIONS

Integrator

Integrator VTC System must provide the following design features:

- 19" rack-mountable codec

- Expandability for future applications

- Dual DVI/XGA with VESA Power Management

- Total Management via serial port, embedded web server, SNMP,

- Telnet, SSH, XML, HTTP/HTTPS, FTP and on screen menu

- 2Crown PCC-170SW microphones, or equivalent products.

- 4 JBL ceiling speakers, or equivalent product.

- Audio equipment (mixer, cards, echo canceling cards, chassis) to support 8 table microphones and 8 gallery microphones

- Software package which will allow end-user to transmit PC graphics up to

SXGA resolution and will allow for the ability to use the H.329 (and Duo Video) standard that allows the VTC system to send both video and graphics streams over a VTC call simultaneously.

- Multi-Site option: The VTC System will allow the end-user to host up to six

(6) sites. This capability to host a multiple site VTC call will only be available on IP or unclassified ISDN calls. This is due to a single secure connection from the CODEC to the COMSEC equipment.

- Integrated cabling

- 8x8 matrix switcher

Integrator VTC System must provide the following application features:

- Join up to 6 video and 5 audio sites with operational embedded multisite functionality.

- Quality multisite calls for participants providing rate matching and trans-coding.

- Live Presentations through one-step PC plug-in or LAN connection

- Viewing presentations and presenter simultaneously with Duo Video and

H.239 Dual Stream

- URI Dialing

Integrator VTC System must provide the following performance features:

- Choice of Network: up to 2 Mbps ISDN or external network (H.320)/4 Mbps

IP (H.323 or SIP)/6 Mbps in Multi-Site

- Superior Video quality incorporating the H.264 standard

- True CD-quality audio

- Highest level of embedded encryption as well as IEEE 802.1x and H.235 authentication for security

- Protection against network interruptions in point-to-point and multipoint calls with automatic down-speeding and IPLR

- Support Up to 2Mbps IP or 768 Kbps ISDN

- Up to Six Site H.320 and H.323 MCUs

- MCU Cascading up to 10 Sites

- Second Camera Support

- Far-end Camera Control with Multi-point

- Improved Picture MPEG-4

- Flexible Installation Options for wall, ceiling or table top

- Audio 14kHz Quality

- IP Encryption Standard

- Data Solutions Box

- Digital Whiteboard Support

- T-120 Net Meeting

- Direct Output to Data Or NTSC Displays

- File Sharing

- Video Inputs

- QoS – ARC and ARQ

Audio

- Bandwidth and coding: G.711: 3.4 kHz at 56/64 kbps; G.722: 7.0 kHz at 48/56/64 kbps; G.722.1: 7.0 kHz at 24 kbps (H.323); G.728: 3.4 kHz at 16 kbps; G.723.1: 3.4 kHz at 5.3/6.3 kbps (H.323); G.729: 3.4 kHz at 8 kbps (H.323)

- MPEG-4 AAC mono 14 kHz at 64 and 96 kbps (H.323)

- Echo cancellation: Reduction rate: 30 dB; Echo path length: 340 ms (4 kHz and below); 110 ms (4 to 8 kHz) 56 ms (8 kHz and above)

- Noise suppressor included

- Automatic gain control included

Graphics

- XGA: 1020 pixels x 768 lines (H.263)

- 4CIF: 704 pixels x 576 lines (N.261 Annex D and H.263 Base)

Picture in Picture

- Sub screen size: 1/9 (One of four corners)

3.2.2 VIDEO CONFERENCING (VTC)

The existing Polycom VSX 8000 classic shall be replaced with a Tandberg 6000 MXP. The Tandberg 6000 MXP shall support a T1 (PRI) interface and a DVS-G interface. The existing rack will be reused for all VTC equipment. The existing roll-about Monitors will be reused. Raceways shall be constructed to conceal cable runs between the floor and the bottom of the LCD panels. VGA video signals (PC, laptop, and Tandberg outputs) will be sent to the LCD’s via an Auto patch VGA video switch. The existing cameras will remain unless there are interface issues with upgraded equipment. The cameras shall be mounted on a motorized pan/tilt mount, and shall have pan/tilt mount control capability interfaced with and controlled by the AMX touch panel, or equivalent. A Fire Wire/S-Video Interface, or a designated equivalent, shall be installed to interface with the TANDBERD 6000 MXP CODEC and existing VCR/DVD player to transport content with their existing equipment for video streaming needs

3.2.3 EXTERNAL MUTING, MUTE INDICATOR AND VOLUME CONTROLS

A mute indicator shall be installed at or near ceiling level at a location visible from all seating locations within the room.

3.2.4 AUDIO SYSTEM

The audio system will consist of a Clear One Converge Pro 880TA, or a designated equivalent. Two Crown PCC-170 microphones, or their designated equivalents, will be connected to the Converge Pro 880TA as well as the audio from the Tandberg codec.

Speaker system shall consist of four (4) JBL Ceiling Speakers, or the designated equivalent, and interfaced with and controlled by the AMX control system (or equivalent) and/or external buttons as noted in section 3. Both incoming and outgoing audio shall be controllable via AMX control panel, or the designated equivalent product.

3.2.5 AMX CONTROL SYSTEM

An AMX control system, or a designate equivalent product including all Hardware and software necessary, including card frames, controller cards, interfaces, power supplies, etc. to complete a fully functional control system complying with the requirements below and elsewhere in this document shall be installed and configured as follows:

An AMX Netlinx, or equivalent control system will be installed. The AMX system, or the equivalent will include one 10” Modero color wireless touch panel, or equivalent, to be located on the conference table. The software engineer will program the control system and create user friendly menus that will eliminate the use of several different remote controls within the videoconferencing facility. The Software Engineer will review the new touch panel custom screen menus with the customer's designated representative prior to room installation to ensure that the design complies with customer expectations based upon the approved scope of work. The control system shall, at a minimum, control the following functions:

-LCD Monitors On/Off -LCD Monitors input select -DVD/VCR Player On/off -DVD/VCR Player Control -DVD/VCR Record Control -RBGHV/VGA Source Select and Destination Controls -Video Source Select and Destination Controls -Camera Controls -Document Projector -VTC CODEC Control

- TV tuner control from VCR/DVD Player -Program Audio Level Control

3.2.6 DOCUMENT STATION

The existing Elmo document station shall be reutilized. This document station NTSC output shall be routed by the AMX control panel, or the equivalent product.

3.2.7 DVD/VCR PLAYER/RECORDER

The recorder shall be configured to record/playback program and VTC video and audio via the DVD recorder/VCR. Recording shall be password protected to prevent unauthorized recording. This DVD/VCR player/recorder shall interface with and be controlled by the AMX controller, or the equivalent product.

3.2.8 CABLING

Whenever possible, the existing cabling shall be reutilized. All new and existing cabling shall be labeled at both terminations/end to ensure the identification of the cable forfeiture maintenance, upgrades and/or repair. All cable installed shall meet the appropriate guidelines and requirements set forth in the current applicable national electrical and other applicable codes.

3.3 SPECIFIC REQUIREMENTS

3.3.1 SITE SURVEY

The contractor shall be required to perform a site survey prior to submitting a bid proposal. Site surveys shall be scheduled by contacting VTC facilitator James Buehner at 269-961-4500 or Dave Perry at 269-961-4848, M-F 0730 to 1600, and must allow a maximum duration of one hour within normal working hours of M-F 0730 to 1600 federal holidays excluded. Failure to appear during a scheduled time will be considered a concurrence of forfeiture of site survey, and removal from consideration. Site Surveys must be completed prior to the offer due date. Prospective bidders failing to comply with this requirement agree to forfeiture and will be removed from consideration.

3.3.2 ENGINEERING

Engineering services shall provide requirements for power, conduit and any cable run for infrastructure not provided by the contractor, deemed necessary to complete this project including; conduit, switch locations and power outlets, high voltage, low voltage, A/V cabling, control cabling, ect. All programming involving the AMX control system, or its equivalent, must be coordinated with the COR and/or Government Technical Representative during the design phase, and approved by the COR and/or Government Technical Representative prior to final programming. These requirements must provide a minimum of two weeks prior to the commencement of any on-premise work.

Modifications in cabling, conduit and/or electrical requirements during the performance of this contract may delay the project for up to two weeks.

3.3.3 DRAWINGS

The contractor shall provide the following drawings and diagrams. Line Drawings: These drawings shall illustrate the floor plan, location, equipment name/model#, conduit requirements, cabling and all connectivity of all the equipment within the scope of the project. The contractor shall at a minimum, provide an overall drawing as specified above, and will also provide additional line drawing for sub-system components, to include Video conferencing systems, Program Video/audio and control systems.

3.3.4 GOVERNMENT PROVIDED MATERIALS

The government shall provide the existing equipment, existing cabling and existing power as is currently located within area of performance. Any additional requirements for power, conduit, chasing, switches, ect., must be specified.

3.3.5 REMOVAL OF EXSISTING EQUIPMENT

All equipment removed during the performance of this project will remain the property of the U.S. Government and shall be returned to the COR and/or Government Technical Representative. Any cabling (with the exception of equipment specified/vendor supplied cabling such as power cables, proprietary or reusable cables, or manufactured supplied cables) shall be returned to the COR and/or Government Technical Representative. Any cabling, including connectors and reusable terminations, not reutilized in the project, falling within the exception noted above shall remain the property of the U.S. Government and be returned to the COR and/or Government Technical Representative.

3.3.6 TRAINING

The contractor shall provide systems training for up to four individuals after the testing phase of the installation. Training shall include system startup and shut down, basic and advanced operation of all related systems and basic troubleshooting including trouble reporting procedures

3.3.7 TESTING

The contractor shall provide a complete and comprehensive test plan at the completion of the installation and prior to training, The test plan shall include the testing of all equipment to ensure that the Audio Visual (A/V) System and all related equipment, including; Audio, Video Conferencing, Audio Conferencing, Projection, Controller, Interface, and any other equipment provided by the contractor, or otherwise covered under the scope of the statement of work (SOW) are in an "Operational Status” at the completion of the installation. For the purpose of the contract, "Operational Status” is defined as: covered equipment being on-line and operating in an error free, normal condition or stale. The contractor shall provide a demonstration to the COR and/or Government Technical Representative to confirm the proper functioning thereof. The contractor shall perform systems diagnostic testing and maintenance at the completion of the installation or when notified by the COR and/or Government Technical Representative. If the problem or error cannot be cleared remotely and the Contractor deems the problem or error to be critical enough to cause a system or partial system failure, then the contractor shall send a technician on-site to correct the problem and return the equipment to an operational status.

3.3.8 REMEDIAL/REPAIR WORK

The Government will initiate a service call for repair, advising the contractor what is believed to be the problem, if known. Should the repair be found to be a minor repair, and if parts/supplied are available, contractor shall have a maximum 48 hours turn-round time to complete the repair. Repair time shall not include weekends or holidays unless prior approval is obtained from the COR and/or Government Technical Representative.

3.3.9 WARRANTY REPAIR RESPONSE TIME

Contractor shall respond by telephone to receive calls from the COR and/or Government Technical Representative or other point of contact authorized by the COR and/or Government Technical Representative, for repair service within 4 hours of receipt of telephonic notification. Response time shall not include holidays or weekends unless prior approval is obtained from the CO, COR and/or Government Technical Representative. After responding to a service call for repair, if the contractor determines the repair is a major repair, then the Contractor shall submit a cost breakdown and estimated time frame for repair to the COR and/or Government Technical Representative for submittal to the CO for a joint determination of feasibility of repair on that particular price of equipment.

3.3.10 ACCEPTANCE/ CORRECTION/ WARRANTY

All work performed under this contract shall be subject to the acceptance of the COR and/or Government Technical Representative and if performance is found to be unsatisfactory and not in accordance with the requirements of this contract, the Contractor shall begin correcting satisfactory work not later than the first three (3) hours of the following regularly scheduled Government workday and shall be completed within 48 hours, excluding time required to obtain parts. The COR and/or Government Technical Representative will inform the CO in writing if the correction is not acceptable, to initiate further action if needed. The Contractor shall guarantee that under normal use, the repair work performed will be free from defects for a minimum of 90 days from the completion of the work and that the Contractor shall perform the work to correct any defect at no charge to the Government. If any conflicts develop between this section and Clause C.14 Warranty of Services FAR 52.246-20, Clause C.14 will take precedence.

3.3.11 SAFETY INSPECTION

Safety inspection shall be performed on all electronic equipment. The Contractor shall be required to physically inspect power, LAN and interface cables during a scheduled preventive maintenance (PM) and replace said cabling if deemed necessary by COR and/or Government Technical Representative and contractor.

3.3.12 CLEAN UP OF PREMISES

Upon completion of service, Contractor is required to clean up workspace removed and dispose of any parts or debris caused by service performed.

3.3.13 TRANSPORTATION OF COMPONENTS

The Contractor shall provide qualified personnel and appropriate conveyance and equipment necessary to load, unload and transport all components, should it become necessary to repair equipment off-site. Contractor shall sign DA Form 2407, Maintenance Request, acknowledging receipt of the government equipment for repair offsite, upon return of the equipment to the government; the contractor shall receive a copy of DA Form 2407 showing delivery of the equipment to the government.

3.3.14 PARTS AND MATERIALS

Parts and Materials used by the Contractor in performance of this contract shall be new and conform to the original equipment manufactured or re-manufacturer's specifications unless previously approved by the COR and/or Government Technical Representative. Rebuilt assemblies may be used with prior approval of the COR and/or Government Technical Representative when it is a standard industry practice and the rebuilt assembly or subassembly carries the same manufacturer's or re-manufacturer's warranty are a new assembly or subassembly. Any part removed is considered Government property and shall be returned upon request to the COR and/or Government Technical Representative, unless the replacement part is predicated upon an exchange basis with the part being replaced. Contractor shall provide all repair parts and supplies necessary for preventive maintenance and repair of requirement and will be reimbursed by the Government for actual cost, to include any material-handling fee.

3.3.15 TECHNICAL ORDERS, SPECIFICATIONS, REGUL;ATIONS AND MANUALS

In order to prevent and provide for abatement and control of any environmental pollution arising from the services of the Contractor in performance of this contractor, the Contractor shall comply with all applicable Federal, State and Local laws and regulations concerning environmental pollution control and abatement in effect on the date of this contract

The Government Technical Representative assigned to this action is Mr. James Buehner, 269-961-4500.