Statement of Work Voice recording Initiative 8-10-26.pdf

Statement of Work (SOW)

Voice Recorder System (VRS) Upgrade

Exacom

25 Sundial Ave, Suite 505

Manchester, NH 30103

3 August 2026

Table of Contents

1. Introduction/Background

2. Scope of Work

3. Period of Performance

4. Place of Performance

5. Work Requirements

6. Schedule/Milestones

7. Acceptance Criteria

8. Other Requirements

1. Introduction/Background

The IOC at Fort Rucker, Alabama is seeking a life cycle replacement for an existing Voice Recorder Systems (VRS). The existing VRS’s are showing operational deterioration. The objective of this request for proposal is to obtain a firm-fixed contract that will provide all equipment, cabling, supplies, tools, materials, software, supervision, and any other items necessary to perform an audio-visual system upgrade integration and implementation.

Equipment will be used for recording daily operations with the ability to create and export specific recordings for investigative purposes.

This contract is for the design and installation of the telephone line and radio communications recorder in Bldg. 101, DPS dispatch, the crash network at Cairns, and Range Operations. It must record for DPS, USAACE G3, Cairns Crash Control, DPTMS Range, and the IOC. The recording capability will capture the Crash Network, 911, and Noise and Spotlighting complaints as well as emergency communications to support investigations into aircraft/range mishaps.

2. Scope of Work

The contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary to design an integrated conferencing system and perform the technology refresh as defined in this Statement of Work.

The contractor shall design the system and perform the installation of hardware and equipment to the standards in this contract.

The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

3. Period of Performance

The project schedule, as agreed upon by the contract awardee and this requesting organization, will establish the milestones, dates, and period of performance.

4. Place of Performance

The work to be performed under this contract will be performed in the IOC communication room, Fort Rucker AL, 36362, as well as designated areas including Bldg. 101, DPS dispatch, Cairns Crash Control, and Range Operations.

5. Work Requirements

The contractor is expected to fulfill the following work requirements to ensure the successful completion of this project:

• Furnish all equipment, labor, parts, products, and supplies necessary to complete the procurement, delivery, and installation of the Voice Recorder System (VRS).

• Provide a VRS capable of meeting minimum operational requirements and compatible with VoIP (Voice over Internet Protocol) conversion and Radio Transmission recording.

• Coordinate all service interruptions ahead of time to decrease the possibility of causing a delay in daily operations.

• Comply with all regulations and policies concerning the Fort Rucker Installation Campus Area Network (ICAN) and radio/telephone system.

• Coordinate with the Local Network Enterprise Center (LNEC) for all necessary modifications to their equipment.

• Install the VRS and access terminal in the Communications Rooms at the respective organizations.

• Remove any unnecessary portions of the old infrastructure IAW established LNEC guidelines.

• Provide training and documentation on the new VRS.

• Provide a seven years (7) hardware warranty and software support that provide 100% US-Based Support Team24/7/365 remote support access via phone, web, and email | HindSight software updates including critical security updates & new feature releases | Hardware warranties | Software assurance

6. Schedule/Milestones

Specific project milestones, deliverables, and timelines will be established and agreed upon by the contract awardee and the requesting organization upon contract award.

7. Acceptance Criteria

The Contracting Officer Representative (COR) will monitor all technical aspects of the contract and assist in contract administration. The COR is authorized to perform the following functions to ensure acceptance of deliverables:

• Assure that the Contractor performs the technical requirements of the contract.

• Perform inspections necessary in connection with contract performance.

• Maintain written and oral communications with the Contractor concerning technical aspects of the contract.

• Issue written interpretations of technical requirements, including Government drawings, designs, specifications.

• Monitor Contractor's performance and notify both the Contracting Officer and Contractor of any deficiencies.

• Coordinate availability of government furnished property, and provide site entry of Contractor personnel.

Note: The COR is not authorized to change any of the terms and conditions of the resulting order.

8. Other Requirements

Government Agency Responsibilities

• Provide electrical outlets at the designated locations.

Physical Security The contractor shall be responsible for safeguarding all government equipment, information, and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

Contractor Manpower Reporting Application (CMRA) The Contractor is responsible for providing input into the CMR system. The Contractor is required to report all Contractor manpower required for the performance of this contract using the following web address:

https://www.ecmra.mil/. The requiring activity will assist as necessary. Reporting must be completed no later than 31 Oct for every year or part of a year for which the contract is in place.

Failure to comply will result in contract termination. Contractor shall notify the COR in writing on the last business day of October of each year with the status of the CMR compliance.

Antiterrorism and Operations Security (OPSEC)

• National Defense Emergencies: In the event of a National Defense Emergency affecting Fort Rucker, the Fort Rucker POC will immediately notify the contract POC. The contractor shall take immediate steps to cease all activities and leave the installation property until notice is given by the installation and Fort Rucker POC that conditions are no longer in effect.

https://www.ecmra.mil/

• Security: The contractor must comply with entrance access procedures for all contractor personnel working on DoD installations. Access must minimize interference with military operations.

• AT Level I Training: All contractor employees requiring access to Army installations shall complete AT Level I awareness training within 30 calendar days after contract start date. Certificates of completion must be submitted to the COR within 60 calendar days.

• Access and General Protection/Security Policy and Procedures: The contractor and all associated subcontractors’ employees shall comply with applicable installation, facility, and area commander access and local security policies. The contractor workforce must comply with all personal identity verification requirements.

• iWATCH Training: The contractor shall brief all employees on the local iWATCH program to inform employees of the types of behavior to watch for and instruct them to report suspicious activity. This training shall be completed within 15 calendar days of contract award.

• OPSEC Training: Per AR 530-1, new contractor employees must complete Level I OPSEC training within 30 calendar days of reporting for duty. All contractor employees must complete annual OPSEC awareness training.

• General DOD Security: The contractor shall comply with all applicable DOD security regulations and procedures. The contractor must safeguard procurement sensitive information, computer systems and data, privacy act data, and Government personnel work products. All contract employees must adhere to the Fort Rucker guidelines for Security, Force Protection, Information Disclosure, and Conduct.