Statement of Need AV_Upgrade_Refresh.pdf

STATEMENT OF NEED

FOR

Ramsey Auditorium AV Upgrade/Refresh

13 NOVEMBER 2024

The statement of need (SON) defines the scope of equipment specification to provide a need for the renovation of the audio/video system of the Ramsey Auditorium. This project directly supports internal and external meetings held in Fermilab’s 800-seat stadium auditorium.

The goal is to update the antiquated and malfunctioning audio-visual system that is currently in the Ramsey Auditorium. With this upgrade, the Ramsey Auditorium will be able to create a streamlined, user-friendly atmosphere for the personnel that uses it and will improve on the quality of life on base. Events such as All-hands meetings, Arts and Lecture Series, education youth programming, and more will run smoothly with this new audio-visual upgrade.

This purchase and installation will allow the Ramsey Auditorium to host a plethora of unique events, while also still allowing classified briefings to be held due to the wired configuration of audio-visual system.

PRODUCTS / TECHNICAL

1. New System Components and Functionality

1.1. Ramsey Auditorium

1.1.1 Visual – A video/projector system to cover up to 130 ft. distance. This projector will provide the capabilities to show informational material, broadcast live video, present and/or screenshare during events and meetings to live and remote participants. HDMI access available at the podium. Smartphone connectivity. Zoom/Teams meeting compatibility. Ability to locally record meetings. Mac and Windows compatibility. IP PTZ camera with zoom and remote control. Video monitors, controls, switcher, network switch, and other simplifying solutions to allow for plug-and-play access for non-technical users.

Specification – 4K, Lumens (TBD)

1.1.2 Audio – Digital audio system with up to 6 simultaneous wireless channels to transmit audio throughout the auditorium. Audio board and mixer to monitor and set levels for each channel. This speaker system should have enough power to project sound throughout the auditorium via microphone or video, including zooms/teams audio connections.

Specification – TBD

1.1.3 Microphones – Twelve (12) wireless microphones, six (6) handheld and six (6) lav microphones, to be utilized by speakers during events and functions.

1.1.4 Headsets – Ear set head worn microphones. These microphones will be used by speakers during events and functions.

1.2. Control Console & Other Hardware

1.7.1 One (1) custom control console will be placed in the rear of the auditorium control room. The exact placement of this console is TBD.

2. Operational Workflow

2.1. The AV system will be fully operated from AV control console room. The primary point of control will be the AV control touch panel. The touch panel will be programmed with the following functions:

2.1.1. Power on/off for entire system

2.1.2. System mode selection

2.1.3. Volume/mute controls for all audio sources

2.1.4. Volume/mute controls for overall system volume

2.1.5. Discrete volume/mute controls for Auditorium speaker

2.1.6. Discrete projector power on/off and mute (shutter) controls

2.1.7. Selection of preview video source

2.1.8. Selection of main projection video source

2.1.9 A CD player will be operated using the built-in controls and/or included handheld remote.

2.1.10 A universal battery backup device for power management and equipment protection.

3. Other Tasks

3.1 The following items / tasks shall be considered in your capability statement:

3.1.1 Viewing window installed in AV room, on wall facing stage.

3.1.2 Cypher lock installed on AV room door.

3.1.3 Circuit at new AV control position.

3.1.4 Wall patch/paint at cinema surround-sound speaker locations.

3.1.5 Ceiling repair (as required) to accommodate new ceiling speakers.

3.1.6 Disposal or reallocation of existing AV equipment slated for removal.

4. Repair, Replacement, and Installation

4.1 Standard Warranty: Provide a materials and workmanship warranty for all work for not less than one year from time of total project acceptance by the government.

4.2 The contractor shall provide all personnel equipment such as ladders or lifts that will be needed along with tools, parts, materials (including wire, fiber and cabling), supervision, transportation, work/repair areas and other items and services necessary to service the audio / video equipment.

4.3 The period of performance for this requirement is thirty (30) calendar days.

4.4 Items described herein are to be installed and configured by the contractor, unless specifically indicated otherwise.

5. Current System Components and Functionality

2.1. Ramsey Auditorium

1.1.1 Visual –

- Epson Z10005U projector.

- 20’x20’ Da-Lite projection screen.

- Panasonic AW-HE130 PTZ Camera

- Ethernet connections from transmitter to receivers

1.1.2 Audio –

- Power and ethernet receptacle below podium