Statement of Requirements Draft.docx

STATEMENT OF REQUIREMENTS

Sheppard NCOA Conference Room Upgrade 939 Missile Rd, Building 1900, Rooms 1013 and 1015, Sheppard AFB, TX

1. Description of Services-The contractor shall upgrade the existing audio/visual system to a professional grade digital audio/visual system located in the large conference room in Bldg. 1900 at Sheppard NCOA. The system Shall be referred to as the Sheppard NCOA Conference Room in the remainder of this document. References to the Barnes Center Team are for simplicity.

1.1 Scope of Work: The contractor shall provide an Acoustical/Visual Environment Analysis of existing Sheppard NCOA Conference room. The Acoustical/Visual Environment Analysis must clearly outline actions required to improve the Acoustical/Visual qualities of the Sheppard NCOA Conference room. Provide and install speakers, digital amplifiers, digital time delay, digital audio processing, digital signal processors, TAA compliant LED video wall, high-definition digital video switcher, high-definition video cameras, high-definition monitors and any other equipment needed to provide a clear, comfortable, vivid Acoustical/Visual Environment with sharp vivid images along with an accurate balanced ambience for a vocal and musical audio environment. Provide labor to program the entire system as described above to allow for seamless, user-friendly (manageable) operation of the entire audio/visual system via the control panel. All components will meet the minimum level of quality defined below and must be comparable to the quality and durability for constant use with clear sound and sharp images.

1.2 Audio/Visual equipment quality levels are defined as follows: Consumer, which includes equipment, aimed to the home market, industrial which is designed for mid-grade or large commercial use (church, boardroom, large auditoriums, etc.) and professional or broadcast which is designed for large scale theater/auditoriums or video production facilities. Professional equipment will be provided for both the audio and video components.

2. Audio/Visual System Design and Install: The contractor will design and install a system for the Sheppard NCOA Conference room using today’s current state-of-the-art, professional audio/visual technology that can be seamlessly upgradeable to future components or system innovations. Integration must be modularly engineered and compatible with current equipment/software (Crestron) for easy replacement due to upgrade or failure. The contractor must install and integrate all components, cables, etc. necessary to complete the installation and provide a turnkey solution.

2.1 The contractor will ensure the system, and all components of Sheppard NCOA Conference room Audio Visual System, will provide professional quality and durability through constant use. The Audio system must provide consistent quality, and even coverage throughout the Sheppard NCOA Conference room with no dead spots. The Audio System will be able to route, auto level, and provide automatic gain control (AGC) /feedback protection for all audio signals using a Digital Signal Processing Unit to automatically adjust audio and ease interface. All speakers should be able to be utilized during microphone use. Speakers must be mounted to blend with ceiling/walls with very little visibility to the audience. Remove and dispose of all old cabling and conduit IAW document section 3.3.

3. AV Room Control and Audio for Sheppard NCOA Conference Room

3.1 Install and program a new audio and video system for Sheppard NCOA Conference Room.

3.1.1 The AV system will have the capability to control and manage all the video, audio, and sound for the room.

3.2 Sheppard NCOA Conference Room requires a minimum of the following:

3.2.1 Wireless digital touch panel (1) for room-controlled interface that can be relocated as needed.

3.2.2 AV Rack to house new AV equipment to be in AV room behind screen wall.

3.2.3 One (1) TAA Compliant Fine Pixel Pitch Direct View LED Display that is approximately 120” x 72”.

3.2.3.1 16:9 aspect ratio

3.2.3.2 160 x 160 View angle

3.2.3.3 Front service access

3.2.3.4 TAA compliant

3.2.4 Two (2) TV to be used as a confidence monitor.

3.2.5 Speakers as needed for optimal coverage.

3.2.6 Subwoofers as/if needed for optimal coverage.

3.2.7 Antenna Boosters as needed.

3.2.8 Microphones to provide optimal audio coverage for group teleconferencing.

3.2.9 Wireless condenser speech microphones to provide sound coverage throughout the space.

3.2.10 Battery charging stations and rechargeable batteries for microphones as needed.

3.2.11 Cameras as needed for optimal video coverage for presentation and teleconferencing.

3.2.12 All cables and connectors for equipment/system integration and additional equipment required for full functionality.

3.2.13 System must interface with NIPR and commercial networks.

3.2.14 VoIP telephone capability through audio system for teleconferencing.

3.3 Installation/Construction:

3.3.1 LED Display installation will need to include construction to build and frame out the opening for a mount to screen. The vendor will patch and paint any holes that remain after construction.

3.3.2 Power and HVAC will need to be installed according to the requirements of equipment to be installed.

4. Programming, Workmanship, Labor, and Services:

4.1 The contractor shall possess the following Certified Technical Specialist certifications from InfoComm - CTS-D, CTS-I, CTS. The contractor will also be PMP or CTS (AV Project Management) certified. Additionally, vendor will possess factory certification in the programming of the control system installed.

4.2 The contractor shall be responsible for any and all high voltage and low voltage electrical work required to complete installation. The contractor will be responsible for any and all interior or exterior construction required.

4.3 All new cabling must be compliant with a Plenum Environment for the heating, ventilation, air conditioning system (HVAC).

4.4 The contractor shall provide the Barnes Center Team with complete final drawings in Visio (preferred) format within 30 days of project acceptance. Drawings must include, at a minimum, audio and video wiring diagrams, equipment placement drawings, microphone and speaker layouts and control wiring diagrams, as well as rack elevations and any other information that the vendor feels important to relay intent of design. Any components of the upgrade that rely on Internet Protocol (IP) for connectivity must be displayed in a network diagram to include devices, hardware and IP addresses. Any deviation from drawings submitted at contract award will be coordinated with the Contracting Officer and are subject to approval by the customer. Revised drawings will be submitted at the time of project completion and will become the property of the Air Force.

4.5 The contractor shall provide and install all wiring, connectors and hardware, as required to complete the work. All wiring must be installed in a neat and professional manner. Plastic tie-wraps will be used to secure cabling. All cables must be labeled with source/destination at both ends with machine made labels. Cable numbers can be used only if a master cable index is provided. Labels must be permanent and clearly readable.

4.6 The contractor must label all patch panels (if used), amplifier controls, audio and/or video mixer inputs/outputs and switcher/router inputs/outputs.

4.7 As part of a professional, quality installation, complete and concise plant-in-place records are required. At a minimum these will include professional quality system drawings, comprehensive cable labeling and installation and complete documentation on all equipment installed. These items are vital for in-house maintenance after the warranty period has expired.

4.8 Prior to final acceptance, the contractor shall provide customer with all books, manuals, literature, CDs and DVDs and other documentation on all equipment installed. Also provide customer with all programming source code, to include but not limited to uncompiled source code/codex, panel files, IR/232/IP modules, and any other digital or software requirement for full utilization, operation, and maintenance of system.

4.9 The contractor shall provide complete on-site operator training to Barnes Center staff (up to 12) to allow them to proficiently operate the installed system.

4.10 The contractor shall remove old and unused components that are stated to be kept to a specified location in the current facility specified by the Barnes Center staff to be utilized at the customer’s discretion.

4.11 Any building modifications outside of the approved drawings and technical solution must be approved by the Contracting Officer. Must work with base agencies where approval is required and provide documentation of applicable changes.

4.12 The contractor is responsible for post project cleanup, which will include removal of all material, packaging, and all other debris left as a result of construction. General clean-up of material, packaging, and work areas will be conducted during job progress (at the end of each day as a minimum) to minimal unacceptable appearance of job site to student/visitor populations.

5 Warranty: The contractor shall provide any Original Equipment Manufacturer (OEM) pass through warranty or standard commercial warranty applicable to the products being purchased at no cost.

5.1 The contractor shall provide the customer with all manufacturer warranties as needed for any component incorporated into this project, such as literature, CDs and DVDs, and other documentation on all software.

5.2 The contractor shall provide written procedures, points of contact within company, and required information for all OEM warranty services prior to project acceptance. This information shall include written confirmation of the warranty period, phone numbers and contact.

6 General Information: Items must be brand new. Refurbished items are not authorized.

7. SECURITY REQUIREMENTS FOR UNCLASSIFIED SERVICES ONLY NO CAC REQUIRED

7.1. Contractor Notification Responsibilities: The contractor shall notify the contracting officer within thirty (30) days before on-base performance of the service. The notification shall include:

a. Name, address, and telephone number of contractor employees working on the contract.

b. The contract number and contracting agency.

c. The location(s) of service performance and future performance, if known.

d. The date service performance begins.

e. Any change to information previously provided under this paragraph.

7.2. Installation Access Requirements: The contractor shall obtain base identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Department of the Air Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished contractor identification badges while visiting or performing work on the installation.

The contractor shall submit a written request on company letterhead to the Contracting Officer (CO) listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver’s license, current vehicle registration, and valid vehicle insurance certificate to obtain a vehicle pass.

During performance of the service, the contractor shall be responsible for obtaining the required identification for newly assigned personnel and for prompt return of credentials for any employee who no longer requires access to the work site.

Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

Failure to comply with these requirements may result in the withholding of final payment.

7.3. REAL ID Act: All Maxwell Air Force Base and Gunter Annex visitors must present a REAL ID-compliant credential to be issued a pass.

REAL ID-compliant cards have a star marking ⭐️on the upper portion of the card. If the card does not have a star marking, it is not REAL ID-compliant and won’t be accepted as proof of identity to board commercial aircraft or access military installations like Maxwell or Gunter.

Those without a REAL ID-compliant driver’s license may also use a U.S. passport or passport card, a Transportation Worker Identification Card (TWIC), a Veteran Health Identification Card (VHIC), or a combination of the following documents to be issued a pass:

· An original or certified true copy of a birth certificate with a raised seal

· A social security card

· A driver’s license issued by a state, territory, or the District of Columbia that is not REAL ID-compliant.

All three documents must reflect the same name (or a documented former name through legal name change documents such as a court order, marriage certificate, or divorce decree).

7.4. Controlled/Restricted Areas: If work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with DAFI 31-101, Integrated Defense, and DoDM5200.02_DAFMAN 16-1405, Air Force Personnel Security Program.

If unescorted access is not authorized and the contractor requires access to controlled/restricted areas, they must be escorted by appropriately cleared government personnel at all times.

If work is required in a classified environment, the area must be sanitized, and the contractor will be escorted at all times by appropriately cleared government personnel.

7.5. Reporting Requirements: The contractor shall comply with DAFI 71-101, Volume-1, Criminal Investigations, and AFI 71-101, Volume-2, Protective Service Matters, requirements. Contractor personnel shall report to 82nd Air Training Wing Information Protection Office, any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment and as required thereafter.

7.6. Traffic Laws: The contractor and their employees shall comply with base traffic regulations set forth in AFI 31-218, Motor Vehicle Traffic Supervision and DoDM5200.08v3_AFMAN31-101v3, Installation Perimeter Access Control. Personnel in violation may be issued a Central Violations Bureau Form 1805 traffic ticket.

7.7. Random Installation Entry/Exit Checks: Entry/exit vehicle checks are conducted by order of the 82 TRW Commander. These checks are conducted for the purpose of safeguarding the base and protecting government property by discovering and seizing stolen property, classified information, and contraband. Refusal to submit to an installation (entry/exit) vehicle check may result in the loss of base driving privileges, revocation of base registration, or debarment action.

7.8. Cellular Phone Operation Policy: The use of cellular phones while operating a motorized vehicle is prohibited on Maxwell-Gunter. Although discouraged, drivers are authorized to use devices, i.e. ear bud or ear boom, which allows their cellular phone to be operated hands-free. The device must not cover both ears. This policy applies to everyone driving on Sheppard AFB. Personnel in violation may be issued a Central Violations Bureau Form 1805 traffic ticket.

7.9. Wireless Electronic Devices: The contractor will not establish their own Information Technology (IT) systems or networks (Local Area Networks [LAN], Wide Area Network [WAN], Cellular phone/USB Modem as WAN, Wi-Fi as WAN, etc.), or camera system without the direct permission of the Program Manager and governing communications and responsible information systems office 42 ABW/IP.

7.10. Firearms and Ammunition: Transporting weapons or ammunition, concealed or otherwise, IS NOT permitted by any non-law enforcement personnel on Sheppard AFB at any time regardless of state issued concealed weapons/LEOSA permits. Violations may result in criminal prosecution under applicable federal laws.

7.11. Illegal Weapons: The weapons below are considered illegal, unless specifically authorized by competent authority and are prohibited on Sheppard AFB. Violations may result in criminal prosecution under applicable federal laws.

a. Switchblade knives or knives with any type of automatic blade release.

b. An incendiary/explosive weapon (e.g., grenades, flash bangs).

c. Fireworks

d. Homemade mortars, aka "tennis ball launchers" or similar devices.

8.0. ADDITIONAL CONTRACT TERMS AND CONDITIONS:

OMBUDSMAN:

(a) An ombudsman has been appointed to hear and facilitate the resolution of concerns from offerors, potential offerors, and others for this acquisition. When requested, the ombudsman will maintain strict confidentiality as to the source of the concern. The existence of the ombudsman does not affect the authority of the program manager, contracting officer, or source selection official. Further, the ombudsman does not participate in the evaluation of proposals, the source selection process, or the adjudication of protests or formal contract disputes. The ombudsman may refer the interested party to another official who can resolve the concern.

(b) Before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the contracting officer for resolution. Consulting an ombudsman does not alter or postpone the timelines for any other processes (e.g., agency level bid protests, GAO bid protests, requests for debriefings, employee-employer actions, contests of OMB Circular A-76 competition performance decisions).

(c) If resolution cannot be made by the contracting officer, the interested party may contact the ombudsman, Primary: Lt Col Barbara Divine, Director of Staff, AFICC/KT, Telephone Numbers: (210) 652-7822 (DSN: 487-7822);or Alternate: Mr. Todd S. Joyner, Chief, Clearance & Program Support Division, Telephone Number: (210) 652-7075 (DSN: 487-7075). Address: 2035 First Street West, JBSA Randolph TX 78150-4304. E-mail Addresses: barbara.divine@us.af.mil and todd.joyner@us.af.mil. Concerns, issues, disagreements, and recommendations that cannot be resolved at the Center/MAJCOM/DRU/SMC ombudsman level, may be brought by the interested party for further consideration to the Air Force ombudsman, Associate Deputy Assistant Secretary (ADAS) (Contracting), SAF/AQC, 1060 Air Force Pentagon, Washington DC 20330-1060, phone number (571) 256-2395, facsimile number (571)256-2431.

(d) The ombudsman has no authority to render a decision that binds the agency.

(e) Do not contact the ombudsman to request copies of the solicitation, verify offer due date, or clarify technical requirements. Such inquiries shall be directed to the contracting officer.

(End of clause)

CONTRACTOR ACCESS TO AIR FORCE INSTALLATIONS:

(a) The contractor shall obtain base identification, and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Department of the Air Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

(b) The contractor shall submit a written request on company letterhead to the contracting officer listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver's license, current vehicle registration, valid vehicle insurance certificate, and all appliable base regulations to obtain a vehicle pass.

(c) During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site.

(d) When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with all appliable base regulations citing the appropriate paragraphs as applicable.

(e) Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

(f) The contractor shall provide an after-hours contact number or after-hours email in the Emergency Mass Notification System (EMNS) for each of their personnel, whose normal place of duty is on a DoD installation or within a DoD facility. The contractor shall comply with any additional requirements in DAFMAN 10-206 for emergency operational reporting. Foreign Nationals may participate and may remove themselves from the Emergency Mass Notification System at any time. To update information, personnel can access the globe icon on their system desktop screens and choose the "Access Self-Service" option.

(g) Failure to comply with these requirements may result in withholding of final payment.

(End of clause)

HEALTH AND SAFETY ON GOVERNMENT INSTALLATIONS:

(a) In performing work under this contract on a Government installation, the contractor shall:

(1) Take all reasonable steps and precautions to prevent accidents and preserve the health and safety of contractors and Government personnel performing or in any way coming in contact with the performance of this contract; and

(2) Take such additional immediate precautions as the contracting officer may reasonably require for health and safety purposes.

(b) The contracting officer may, by written order, direct Air Force Occupational Safety and Health (AFOSH) Standards and/or health/safety standards as may be required in the performance of this contract and any adjustments resulting from such direction will be in accordance with the Changes clause of this contract.

(c) Any violation of these health and safety rules and requirements, unless promptly corrected as directed by the contracting officer, shall be grounds for termination of this contract in accordance with the Default clause of this contract.

(End of clause)