Statement of Work - 948 SCMG Conf Rm Upgrade (Final).pdf

STATEMENT OF WORK (SOW)

Project Title: Conference Room AV Teleconferencing Upgrade - Pat Frederick Conference Room, Building 3001

1.0 INTRODUCTION

This Statement of Work (SOW) defines the requirements for upgrading the audio-visual (A/V) videoconferencing capabilities of the Pat Frederick Conference Room located in Building 3001 at Tinker AFB, OK. The purpose of this upgrade is to provide a modern, reliable, and secure platform for conducting virtual meetings, presentations, and training sessions. This upgrade will enhance communication and collaboration within the Department of the Air Force. All items connecting to AFNET via NIPR must be on DISA APL.

2.0 BACKGROUND

Currently, the conference room lacks adequate AV equipment for effective teleconferencing. Existing equipment is outdated, unreliable, and does not meet the needs of the organization. This upgrade will provide the necessary tools for seamless communication and collaboration with geographically dispersed teams.

3.0 OBJECTIVES

The Contractor shall provide all labor, materials, equipment, and services necessary to upgrade the conference room with state-of-the-art AV teleconferencing equipment, including but not limited to:

• Installation of two (2) large-format displays.

• Installation of a minimum of two (2) cameras.

• Installation of high-quality microphones (ceiling mounted).

• Installation of a minimum of four (4) quality, full-range speakers (ceiling mounted).

• Installation of necessary cabling (Ethernet, AV (HDMI/Type C USB) and power).

• Installation of A/V connections for 2 NIPR GFE PCs in conference room (one at head of table, one at foot of table).

• Installation of an integrated control system with a touch panel (wired, to back northeast corner of conference room).

• Installation of a "Mute ALL" button at the head of the table.

• Installation of a standard equipment rack to fit existing furniture.

• Installation of a Matrix Switch, Audio Amplifier/Mixer, and Surge Protector.

• Installation of new cameras, speakers and microphones for the conference room and all associated wiring back to the A/V control equipment.

• Configuration, integration and testing of all components.

• The A/V equipment shall be MS Teams and MS Teams Live compatible.

• Provide a "turnkey solution" whereby upon completion of the work the area is ready for immediate use. Minor construction, if needed, will be provided by the government.

• Provide user training on the system structure and operation.

4.0 SCOPE OF WORK

The Contractor shall perform the following tasks:

4.1 Assessment and Planning:

• Conduct a site survey of the conference room to assess existing infrastructure and identify potential challenges.

• Develop a detailed installation plan, including cable routing, equipment placement, and power requirements. The plan must consider aesthetics and minimize disruption to the room's functionality.

• Submit the installation plan to the Government for review and approval prior to commencement of work.

• Coordinate with the Government to schedule work activities to minimize disruption to ongoing operations.

• The contractor shall meet with the 948 SCMG safety officers immediately upon arrival for review of the specific safety requirements prior to installation.

• Ensure all electrical work is performed by a licensed electrician and complies with all applicable codes and regulations.

• Ensure all equipment is properly grounded.

4.2 Equipment Procurement:

• Procure all necessary equipment and materials in accordance with the specifications outlined in Section 5.0.

• Ensure all equipment is new, unused, and covered by the manufacturer's warranty.

• All applicable A/V equipment shall be Defense Information Systems Agency (DISA): http://www.disa.mil/ and Joint Interoperability Test Command (JITC): http://jitc.fhu.disa.mil/ approved and certified. All applicable equipment shall be on the DISA Approved Products List (APL): http://jitc.fhu.disa.mil/apl/.

• All system equipment must be new and be obtained from a vendor-certified source.

4.3 Configuration and Integration:

• Configure all AV equipment to ensure seamless integration and optimal performance.

• Configure the system to work with Microsoft Teams and Microsoft Teams Live.

• Test the system thoroughly to ensure all components are functioning correctly.

• Address any issues identified during testing and make necessary adjustments.

4.4 Documentation and Training:

• For complete list Documentation and Training specifications, please see Deliverables section.

4.5 Clean-up:

• Remove all debris and packaging materials from the conference room upon completion of the work.

• Leave the conference room in a clean and orderly condition.

• The contractor shall remove unused items of existing A/V (Audio/Visual) equipment from the conference rooms (Contractor shall coordinate with 948 SCMG Staff).

• Government personnel shall be responsible for all equipment disposals.

4.6 Project Management:

• Comprehensive project management services throughout the duration of the project from commencement to final customer sign off.

• Contractor shall provide total system support during normal business hours (Monday-Friday, 8:00 AM – 5:00 PM, CST). Total system support includes on-site service and unlimited phone support.

• Contractor shall provide phone support within 4 business hours http://www.disa.mil/ http://jitc.fhu.disa.mil/ http://jitc.fhu.disa.mil/apl/

• Contractor shall provide on-site response time or equivalent solution within 5 business days for maintenance issues

5.0 TECHNICAL REQUIREMENTS/SPECIFICATIONS

The Contractor shall provide equipment that meets or exceeds the following specifications:

• Displays: Install two (2) 75" commercial 24/7 rated LCD displays with no (Wi-Fi) Capability. The displays should have a minimum of 4K resolution. Displays shall be securely mounted and properly aligned. The displays must be TAA complaint.

• Cameras: Install a minimum of two (2) cameras (one on the south wall of the room, and one on the west wall of the room), positioned to capture all participants in the conference room. The system shall be a multi-camera AI-powered 6K capturing video conference camera solution (example: HUDDLY L1) with mounts. AI HD cameras must be joint, non-simultaneous, use with the Government-provided computers in the rooms so that the cameras/mics/speakers may be used for MS Teams and also used as a computer video peripheral so that video/audio of presentations is possible with control panel selection. The system shall be TAA complaint. All AI data collected must be stored locally and deleted once the devices are shut off by ending a meeting or closing the camera app. The advanced camera system should be completely automated and allow for cinematic shots, zooming, rotating around to meeting participants, and multiple camera angles with the power to pick up multiple speakers during presentations and panels, as well as picking up on social cues for active listening during more collaborative meetings.

Touch control system panel programming shall support this dual usage of the video and audio for A/V and the room computers. Contractor shall document driver update procedures to maintain the video camera viable as the computer Air Force Standard Desktop Configuration (SDC) changes.

• Microphones: Install high-quality microphones (ceiling-mounted), strategically placed to ensure clear audio capture of all seating areas of the room. Microphones should be square ceiling tile sized, flush mount Multi Array architecture ceiling mics with advanced talker localization algorithm and precise coverage control providing isolation between microphone lobes and loudspeakers, guaranteeing the maximum sound level possible in voice lift and sound reinforcement (example: Shure MXA920 or equivalent). The required A/V equipment/system shall provide conference room audio equipment with the ability to adequately hear remote participants from any location in the conference room without echo, distortion or feedback noises and integrate telecon/telephone calls into A/V stream. The required installation will provide the ability for remote participants to adequately hear speaking personnel seated at conference room table and seated around room perimeter without echo, distortion or feedback noises.

• Speakers: Install a minimum of four (4) quality, full-range speakers (ceiling mounted).

• Necessary Cabling (Ethernet, AV (HDMI/Type C USB) and power): Install all necessary interconnecting cables and wiring to connect the GFE workstations and AV equipment. Cables shall be neatly routed and concealed where possible. All cabling must be clearly labeled.

o Ethernet Cables: Install a minimum of Category 6 ethernet cable. Ethernet cables shall be used for all network connections. Cables shall be plenum-rated if routed through plenum spaces.

• NIPR GFE PC Connections: Install connections for two (2) NIPR GFE PCs in conference room (one at head of table, one at foot of table) to conduct and control multi-screen (minimum of 2) unclassified TEAMS events/presentations able to be independently selected. Auxiliary input interfaces to the system shall be HDMI and Type C USB.

• Integrated Control System: Install a wired, user-friendly A/V touch control panel (12” min) (wired, to back northeast corner of conference room).

• "Mute ALL" button: Install a “Mute ALL” button at the head of the table.

• Required Video Standards: Required Video Standards supported shall include minimum H.264 SVC.

• Standard Equipment Rack: Install a standard equipment rack to fit existing furniture.

• Matrix Switch: Install Matrix Switch; must be HDMI and 4K.

• Audio Amplifier/Mixer: Install Amplifier/Mixer.

• Surge Protector: Install Surge Protector.

6.0 DELIVERABLES

All deliverables are subject to Government acceptance and approval. They shall meet professional standards and the requirements set forth in this Task Order. All deliverables shall be produced using recommended software tools/versions as accepted by the Government. The Contractor shall submit the following deliverables:

• As-Built Drawings: The contractor shall provide As-Built Drawings upon completion of installation. The contractor shall provide complete documentation of the installed system, including wiring diagrams, wiring and layout schematics, AV flow diagrams detailing AV equipment connections and wiring, datasheets, manuals, configuration settings, any software written or modified for system, and troubleshooting procedures. Contractor shall document driver update procedures to maintain the video camera viable as the computer Air Force Standard Desktop Configuration (SDC) changes.

• Schedule: The Contractor shall provide an installation schedule NLT 10 days after contract award. The installation plan shall be approved by the Contracting Office prior to on-site arrival. If there is a deviation from the proposed solution, the contractor shall implement design changes only after Contracting Officer approval.

• Installation Test Plan: The Contractor shall test the system in the presence of the Government to demonstrate the full operational capability and the system meets or exceeds the requirements. The test shall consist of establishing a test MS Teams call and manipulating it with the new control equipment. These tests shall be accomplished after the system is placed in service and prior to system acceptance. Prior to testing, a detailed Installation Test Plan shall be developed.

• Installation Test Report: Upon testing completion, the results should be compiled into an Installation Test Report.

• Training: Provide training to designated Government personnel on the operation and maintenance of the AV system. Upon completion of the installation process, the Contractor shall provide User Training to the designated 948 SCMG staff, in accordance with customer requirements. A minimum of one, two-hour training session for up to six people is required. User Training shall include step-by-step instructions on the utilization of all features of the A/V control system as well as Basic System Troubleshooting. The Contractor shall provide operational training to the users and system training to the Operators/Maintainers as needed. Any applicable training material shall be provided to the Government in both paper and soft copy. The Government shall retain the right to duplicate and distribute the training material for future training purposes.

7.0 ACCEPTANCE CRITERIA

The Government will inspect and test the completed installation to ensure that it meets the requirements of this SOW. Acceptance will be based on the following criteria:

• All equipment is installed and functioning correctly.

• The system meets the performance specifications outlined in Section 5.0.

• The system is compatible with the specified videoconferencing platform(s).

• The integrated control system with touch panel is installed and functioning correctly.

• All deliverables have been provided to the Government.

• The conference room is left in a clean and orderly condition.

8.0 SECURITY REQUIREMENTS

• The Contractor shall comply with all applicable Department of the Air Force security regulations and policies.

• Base Access and Security Requirements: The Contractor and all Contractor personnel shall comply with all applicable base access and security regulations of Tinker AFB, including, but not limited to, background checks, security briefings, and vehicle registration. The Contractor is responsible for ensuring all personnel possess the necessary credentials and are escorted by a designated sponsor, as required by base policy, to gain and maintain access to the installation.

• All data and information accessed or generated during the performance of this contract shall be protected in accordance with applicable security regulations.

9.0 PERIOD OF PERFORMANCE

All requirements included in this SOW shall be completed no later than 75 days after contract award.

10.0 PLACE OF PERFORMANCE

The work shall be performed at the Pat Frederick Conference Room located in Building 3001, Post 1AH84A at Tinker AFB, OK.

11.0 POINTS OF CONTACT

Government Points of Contact: Jennifer Schmitt & Shanna Stout (948 SCMG)

12.0 WARRANTY

• The Contractor shall provide a 2-year warranty on all equipment and workmanship.

The warranty shall cover all defects in materials and workmanship.

• Contractor shall provide total system support during normal business hours (Monday-Friday, 8:00 AM – 5:00 PM, CST). Total system support includes on-site service and unlimited phone support. Contractor shall provide phone support within 4 business hours. Contractor shall provide on-site response time or equivalent solution within 5 business days for maintenance issues.

• Two preventative maintenance and/or firmware update visits to site and option year(s). Maintenance shall include firmware and software updates for any part of the system.