W81XWH16T0134.pdf

This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR 12.6, Streamlined Procedures for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The solicitation number is W81XWH-16-T-0134. The solicitation is issued as a request for quotation (RFQ). Provisions and clauses in effect through Federal Acquisition Circular 2005-79 are incorporated. It is the contractor’s responsibility to be familiar with the applicable clauses and provisions. The clauses may be accessed in full text at these addresses https://acquisition.gov/far/index.html and http://www.acq.osd.mil/dpap/sitemap.html. The NAICS code is 334310, with a small business size standard of 750 employees. This is a Full and Open Competition requirement; all qualified vendors are encouraged to submit a quote.

The United States Army Medical Research Acquisition Activity (USAMRAA, on behalf of the Walter Reed Army Institute of Research (WRAIR) requests responses from qualified sources capable of providing and installing VTC upgrade equipment and maintenance as follows:

Bldg 503 Rm 1W38 Upgrade & Install, Quantity 1

Bldg 503 Rm 3A03/05 Upgrade & Install, Quantity 1

Bldg 503 Rm 2A03/05 Upgrade & Install, Quantity 1

Bldg 500 Rm 201 Upgrade & Install, Quantity 1

Bldg 503 Rm 1W80 Upgrade & Install, Quantity 1

Bldg 509 Rm 102 Upgrade & Install, Quantity 1

Bldg 503 Rm 2A06 Upgrade & Install, Quantity 1

Bldg 503 Rm 1W77 Upgrade & Install, Quantity 1

Bldg 503 Rm 1W78 Upgrade & Install, Quantity 1

Bldg 503 Rm 1W34 Upgrade & Install, Quantity 1

Maintenance Contract, Quantity 1

CMR, Quantity 1

Training, Quantity 1

Maintenance Contract Opt 1, Quantity 1

CMR Opt 1, Quantity 1

Maintenance Contract Opt 2, Quantity 1

CMR Opt 2, Quantity 1

Maintenance Contract Opt 3, Quantity 1

CMR Opt 3, Quantity 1

Maintenance Contract Opt 4, Quantity 1

CMR Opt 4, Quantity 1 https://acquisition.gov/far/index.html http://www.acq.osd.mil/dpap/sitemap.html

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W81XWH-16-T-0134

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 1 Each

BLDG 503 RM 1W38 UPGRADE & INSTALL

FFP

FOB: Destination

NET AMT

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0002 1 Each

BLDG 503 RM 3A03/05 UPGRADE & INSTALL

FFP

FOB: Destination

NET AMT

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0003 1 Each

BLDG 503 RM 2A03/05 UPGRADE & INSTALL

FFP

FOB: Destination

NET AMT

0004 1 Each

BLDG 500 RM 201 UPGRADE & INSTALL

FFP

0005 1 Each

BLDG 503 RM 1W80 UPGRADE & INSTALL

0006 1 Each

BLDG 509 RM 102 UPGRADE & INSTALL

0007 1 Each

BLDG 503 RM 2A06 UPGRADE & INSTALL

0008 1 Each

BLDG 503 RM 1W77 UPGRADE & INSTALL

0009 1 Each

BLDG 503 RM 1W78 UPGRADE & INSTALL

0010 1 Each

BLDG 503 RM 1W34 UPGRADE & INSTALL

0011 12 Months

MAINTENANCE CONTRACT

0012 1 Each

CMR

0013 1 Each

TRAINING

1001 12 Months

OPTION MAINTENANCE CONTACT OPTION 1

1002 1 Each

OPTION CMR OPTION 1

2001 12 Months

OPTION MAINTENANCE CONTRACT OPTION 2

2002 1 Each

OPTION CMR OPTION 2

3001 12 Months

OPTION MAINTENANCE CONTRACT OPTION 3

3002 1 Each

OPTION CMR OPTION 3

4001 12 Months

OPTION MAINTENANCE CONTRACT OPTION 4

4002 1 Each

OPTION CMR OPTION 4

PWS

PERFORMANCE WORK STATEMENT (PWS):

1.0 Background: The Walter Reed Army Institute of Research (WRAIR) and Naval Medical Research

Center (NMRC) located at the U.S. Army Forrest Glenn Annex in Silver Spring, MD is seeking an independent contractor to upgrade and replace/install new Audio Visual Equipment capable of accepting resolutions up to 2560x1440 (QHD) in the following rooms; Main building 503 rooms 1W38A, 3A03/05, 2A03/05, 1W80, 2A06, 1W77, 1W78, and 1W34; building 500 room 201; and building 509 room 102.

2.0 Introduction: The contractor shall have the training and experience to design, install and operate all

AV equipment being installed and in compliance with the manufacturers’ specifications and/or Maryland and Montgomery County building codes. The contractor shall develop drawings, schematics, diagrams, and list of equipment with make, model and specifications. Contractor shall remove old (existing) equipment and wiring, install new rack(s), AV equipment, and wiring, following developed drawings.

3.0 Scope: The Contractor shall provide a turnkey installation of new audio visual technology and equipment capable of accepting up to 2560x1440 (QHD) resolution and scale/convert to display

1920x1080 (HD) in all rooms indicated in 1.0 above WRAIR, Forrest Glen Annex, Silver Spring, MD

20910. This shall include a design plan and equipment listing. The design shall include any changes/recommendations required to interface with the existing government provided equipment. All components installed must be fully operational prior to government testing/acceptance. A site visit will be available for prospective vendors to assess the level of work required prior to submitting proposals.

4.0 Responsibilities

4.1 To successfully complete this project, close teamwork between the

Government (WRAIR) and the contractor’s team is essential. Government agrees to a timely assignment of personnel to positions designated as governmental in this PWS and to acceptance of activities and responsibilities associated with them.

4.2 The Government shall designate a Contracting Officer’s Representative (COR) for this task. The

COR will have full authority to act on behalf of WRAIR, with respect to:

4.2.1 Management of and schedule for the project

4.2.2 Accepting project deliverables

4.2.3 Arranging interviews, facility, system and base access, and escorts as required.

4.2.4 Working with WRAIR to ensure there is an efficient exchange of information and that decisions are made in a timely manner.

4.2.5 Provide signature of approval and acceptance.

4.2.6 Other activities as specified in this PWS.

4.2.7 The Project Manager cannot authorize any additional obligation of funds.

4.3 The contractor shall designate an onsite Project Manager and alternate in writing and include work history with the bidding documents. The contractor’s project manager is responsible for:

4.3.1 Directing all project activities

4.3.2 Scheduling and project controls

4.3.3 Other activities as specified in this PWS

4.4 The contractor shall be responsible for removing all contractor generated trash and debris from the installation. Trash and debris is defined as boxes, packing, etc. from all new equipment purchased and installed under this PWS. At the completion of work and before acceptance and final payment, the contractor shall remove all related rubbish and equipment including cartons, packing materials, tools, etc.

All Government property shall remain as it was prior to installation. If damage occurs, the contractor is responsible for restoring or replacing any property (both public or private) that has been damaged or removed in the performance of this contract.

4.5 The contractor shall be responsible for the care of the premises. The contractor shall not damage

Government property or facilities during the performance of this contract. The contractor shall furnish padding and other protective materials as necessary to preclude damage to hallways, doors, door frames, elevators and building fixtures. The Government may reject any moving equipment at its sole discretion.

4.5.1 A Contracting Officer’s Representative (COR) shall be assigned at time of Contract Award.

5.0 Tasks

5.1 The contractor shall be responsible for removing all old AV equipment and cabling.

5.2 Install new audio visual equipment, which shall consist of: electronic control system, matrix switcher(s), computer interfaces, speakers, and commercial grade flat panel monitor (largest possible that will fit in existing opening).

5.3 The Contractor shall replace VTC codec with DISA approved codec with HD capabilities. The system shall be capable of display/send content such as PowerPoint and have teleconference capabilities as part of VTC or teleconference only.

5.4 System Design VTC Recording Capabilities:

5.4.1 All rooms shall have the capability to receive room audio and video, and program audio and video, to/from 1W71.

5.4.2 The existing computer interfaces shall be replaced with interfaces capable of accepting Video Graphics Array (VGA), Digital Visual Interface (DVI), Display Port, and High Definition Multimedia Interface (HDMI) as well as audio.

5.4.3 The new interfaces to be added at table shall accept VGA, DVI, Display Port, HDMI, and audio.

5.4.4 Existing equipment racks shall be replaced, only as needed (utilizing current racks to the highest extent possible), with racks that provide access from front and rear of rack.

5.4.5 The contractor shall label all wiring and equipment in accordance with existing WRAIR labeling system standard (originating equipment, port, slot, etc., type, (of signal), control/power/video/audio (Balance/Unbalance), destination equipment, port, slot, etc.) which shall be annotated on the drawings.

5.5 The contractor shall install, test and operate each piece of equipment while the designated representative is present and/or on-site to validate this requirement

5.6 The Contractor shall provide a one year maintenance agreement/warranty to service the installed equipment and to provide next business day on-site tech support when required, 24x7 toll free phone support, and standard manufacturer’s warranty for replacement parts, software/firmware upgrades.

Provide terms for optional 1 year agreements for up to four additional years.

5.7 The Contractor shall provide extended equipment warranty for four additional years after original manufacturer warranty expiration for all equipment installed.

6.0 Project Controls

The project schedule shall identify and describe the tasks and activities required to produce the deliverables specified herein. The contractor shall provide an initial implementation plan for the project.

The contractor shall provide necessary detail to the schedule to further identify task requirements in support for the PWS. The project schedule shall be reviewed and updated. Any changes shall be documented in a status report as long as they are not substantial changes (i.e, daily schedule changes, order of task implementation). Any changes to the deliverables, requirements, or changes that require funding shall be routed through the Contracting Officer (KO) and a modification to the contract issued.

7.0 Training

The contractor shall familiarize six (6) WRAIR personnel in the operational procedures, capabilities and preventive maintenance checks and services on the newly installed AV equipment for all rooms.

8.0 Safety: The contractor shall comply with Occupational Safety and Health Act (OSHA) and all pertinent provisions of the publication 29-CFR 1910 and EM 385-1-1.

8.1 The contractor shall train his/her personnel to recognize and report unsafe conditions in the performance of their duties to their supervisor.

8.2 WRAIR policy states that all persons on the Forest Glen Annex shall attend a safety brief by the WRAIR Safety Office before any work can be performed. Brief is approximately 40 minutes.

9.0 Deliverables: The contractor shall deliver the listed documents to the designated COR for approval during the performance of this project.

9.1 The contractor shall establish and maintain a Quality Control Program to ensure the requirements of the contract are provided as specified. A written copy of the quality control program will be provided, to be evaluated as part of the contractor’s proposal.

9.2 Provide a concept drawing and documents that outlines all of the work the contractor will perform and the equipment which is to be installed.

9.3 Produce and provide initial drawings, schematics, control codes, manufacturers’ manuals for review prior to the start of the above project which specifies and outlines all of the work the contractor will perform and the equipment which is to be installed. This information will become the sole property of the U.S. Government.

9.4 The contactor shall provide a detailed Preferred Maintenance Compliance Schedule (PMCS) of all installed equipment.

The following table provides a listing of the actual deliverables the contractor shall be required to provide:

Final Drawings and

Schematics

1 week before start of project COR

On-Site work COR

Provide the POC a copy of

As-Built/Master drawings of the final completed layout, wiring, source/control codes, and WRAIR labeling standard of the completed project (Printer & Electronic copy)

1week after completion of

Project

COR

Equipment familiarization for up to six (6) People

Immediately after completion of work

COR

Provide Preferred

Maintenance Compliance

Schedule (PMCS) of all installed equipment.

2 weeks after installation COR

10. Acceptance

10.1 Satisfactory completion of all items in the Implementation Plan and acceptance by the

Government Project Manager will designate satisfactory completion of the project

10.2 The contractor will demonstrate to the government project manager that all components and features are fully functional and operational before the system is accepted.

10.3 The government will accept the room upon full completion.

10.4 All design drawings and source code shall become property of WRAIR at completion of the project.

10.5 The installation shall be a turn-key installation.

11. AT/OPSEC

Contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by the installation

Provost Marshal Office, Director of Emergency Services, or Security Office.

Contractor workforce must comply with all personal identity verification requirements (CFR clause

52.204‐9, Personal Identity Verification of Contract Personnel) as directed by DoD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

The contractor and all associated subcontractor employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC‐III) and

Terrorist Screening Database (Army Directive 2014‐05/AR 190‐13); applicable installation, facility and area commander installation and facility access and local security policies and procedures (provided by

Government representative); or, at OCONUS locations, in accordance with status‐of‐forces agreements and other theater regulations.

12. CONTRACTOR MANPOWER REPORTING

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address:

http://www.ecmra.mil/

Reporting inputs will be for the labor executed during the period of performance during each

Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2014. Contractors may direct questions to the help desk at help desk at:

http://vvww.ecmra.mil http://www.ecmra.mil/ http://vvww.ecmra.mil/

MEC

MINIMUM ESSENTIAL CHARACTERISTICS

WRAIR 10 Rooms A/V and VTC Equipment Upgrade

1. MECs for all to Rooms (1W38, 3A03/05, 2A03/05, Bldg 500 Rm 201, 1W80, Bldg 509 Rm 102, 2A06, 1W77, 1W78, and 1W34)

Contractor shall:

- Provide a concept drawing and documents that outline all of the work the contractor will perform and the equipment which is to be installed with the submitted proposal for review by the Chief, IMD (POC).

- Produce and provide initial drawings and schematics that specify and outline all of the work the contractor will perform and the equipment to be installed, to the Chief, IMD for review prior to the start of the above project. This information shall become the sole property of the U.S. Government.

- Provide the POC a copy of As-Built/Master drawings of the final completed layout, wiring, control codes, and WRAIR labeling standard of the completed project, upon completion of the project.

- Remove old AV equipment and cabling, install/replace wire and equipment following design drawings

- Install DISA approved quickset VTC system with HD capabilities. Shall also be able to display/send content such as PowerPoint and other graphics and have concurrent teleconference capabilities as part of VTC or as standalone teleconference only. Camera installed shall have a minimum 12x zoom capability lens.

- Include VTC recording capabilities in the design.

- Label all wiring and equipment in accordance with existing WRAIR labeling system standard (originating equipment, port, slot, etc., type, (of signal), control/power/video/audio (Balance/Unbalance), destination equipment, port, slot, etc.) which shall be annotated on the drawings.

- Provide a detailed Preferred Maintenance Compliance Schedule (PMCS) of all installed equipment.

- Install, test and operate each piece of equipment while the designated representative is present and/or on-site to validate this requirement.

- Provide a one year base maintenance agreement to service the installed equipment and to provide next business day on-site tech support, 24x7 toll free phone support, and standard manufacturer’s warranty for replacement parts, software/firmware upgrades. Provide terms for four (4) additional optional 1-year agreements.

- Provide extended equipment warranty for four (4) additional years after original 1-year manufacturer warranty expiration for all equipment installed.

- Provide a Quality Control Plan and Implementation Plan.

2. Additional MECs specific to Room 1W38

- Install new audio visual equipment, which shall consist of: electronic control system, matrix switcher(s), computer interfaces, microphones, and speakers.

- Replace existing large screen monitor with a 60-inch LED display with speaker.

- Replace the existing computer interface with an interface capable of accepting

Video Graphics Array (VGA), Digital Visual Interface (DVI), Display Port, and High Definition Multimedia Interface (HDMI), as well as audio.

- Utilize the existing GFE mobile rack to store all equipment. The rack shall house a vendor furnished wireless keyboard and mouse combo and all rack mountable equipment. The customer shall provide one (1) GFE PC which is be placed in the rack, and connected to an unclassified Army network.

- Insure that the touch screen A/V controller in the room has the capability of controlling room audio levels, selecting a local source in the room (Army PC, or Laptop), as well as, controlling VTC and audio conferencing dialing functions and Dish TV cable box.

- Install a laptop connection in the wall.

3. Additional MECs specific to Room 3A03/05

- Install new audio visual equipment capable of accepting up to 2560x1440 (QHD) resolution and scale/convert to display 1920x1080 (HD), which shall consist of:

electronic control system, matrix switcher(s), computer interfaces, and speakers.

Video equipment shall be backward compatible with lower resolutions.

- Replace the existing GFE projector with a 1920x1200 resolution 3 LCD, 6200 ansi lumens, 600:1 contrast and a short through lens with a throw ratio of 0.79- 1.04:1 lens.

- Incorporate the existing projection screen to be used for viewing all content.

- Install two (2) new wall computer interfaces capable of accepting VGA, DVI, Display Port, and HDMI, as well as audio with 12-foot cables.

- Replace existing equipment racks with a lectern with pullout keyboard tray, pocket door, fan, 14U rack frame, locking front/rear doors, removable pod, gooseneck microphone, thermowrap finish, and casters for mobility, and a computer interface capable of accepting VGA, DVI, Display Port, and HDMI, as well as audio and 12’ cables to extend connectivity. 3A03/05 shall have a dedicated PC on the Army Medical Network and another PC on the Navy Medical

Network, with a KVM to use a single keyboard and mouse. The Government shall furnish the computers (Army and Navy) & Mouse/Keyboard. Any connections to the A/V or VTC system (to include the KVM/Audio switch, etc.) shall be provided by the Vendor.

4. Additional MECs specific to Room 2A03/05 electronic control system, matrix switcher(s), computer interfaces, and speakers.

Video equipment shall be backward compatible with lower resolutions.

- Replace the existing GFE projector with a 1920x1200 resolution 3 LCD, 6200 ansi lumens, 600:1 contrast and a short through lens with a throw ratio of 0.79- 1.04:1 lens.

- Incorporate the existing projection screen to be used for viewing all content.

- Install two (2) new wall computer interfaces capable of accepting VGA, DVI, Display Port, and HDMI as well as audio with 12-foot cables.

- Replace existing equipment racks with a lectern with pullout keyboard tray, pocket door, fan, 14U rack frame, locking front/rear doors, removable pod, gooseneck microphone, thermowrap finish, and casters for mobility, and a computer interface capable of accepting VGA, DVI, Display Port, and HDMI, as well as audio and 12’ cables to extend connectivity. 2A03/05 will have a dedicated PC on the Army Medical Network and another PC on the Navy Medical Network, with a KVM to use a single keyboard and mouse. The Government shall furnish the computers (Army and Navy) & Mouse/Keyboard. Any connections to the A/V or VTC system (to include the KVM/Audio switch, etc.) shall be provided by the Vendor.

5. Additional MECs specific to Bldg 500, Room 201

- Install new audio visual equipment, which will consist of: electronic control system, matrix switcher(s), computer interfaces, ceiling mounted microphones and speakers.

- Replace existing large screen monitors with 60-inch LED displays.

- Replace the existing computer interfaces with interfaces capable of accepting

Video Graphics Array (VGA), Digital Visual Interface (DVI), Display Port, and High Definition Multimedia Interface (HDMI), as well as audio.

- Utilize the existing 2-bay credenza with internal rack frame, along with the cable management solution to hide cables running to the table. The credenza shall house a vendor furnished wireless keyboard and mouse combo, and all rack mountable equipment. The customer shall provide two (2) GFE PC’s to be placed in the podium. One PC shall be connected to an Unclassified Army Network and a secondary dedicated PC, to an Unclassified Navy Network.

- Provide a DVI 2-port, USB, duel-head DVI switch with audio, and a 3-port USB

2.0 hub with cables, for PC selection and control.

- Replace the existing touch screen controller with a 7-inch, 800 x 480 WVGA LED Touch Screen. Vendor shall provide and install Universal Mounting Bracket for the Touch Screen.

6. Additional MECs specific to Room 1W80 electronic control system, matrix switcher(s), computer interfaces, and speakers.

Video equipment shall be backward compatible with lower resolutions.

- Install new 80” 1080P LED Backlit LCD TV/monitor for viewing VTC’s and all other A/V content. The existing GFE projector and screen shall also be used for viewing all content except VTC.

- Include VTC recording capabilities in the design.

- Provide the capability for Room 1W80 to receive room audio and video, and program audio and video from 1W71.

- Install new wall computer interfaces capable of accepting VGA, DVI, Display

Port, and HDMI, as well as audio with 12-foot cables.

- Replace existing equipment racks with a lectern with pullout keyboard tray, pocket door, fan, 14U rack frame, locking front/rear doors, removable pod, thermowrap finish, and casters for mobility.

7. Additional MECs specific to Bldg 509 Room 102 and speakers.

- Install a wall-mounted 60-inch LED display with speakers.

- Replace the existing computer interface with an interface capable of accepting

Video Graphics Array (VGA), Digital Visual Interface (DVI), Display Port, and High Definition Multimedia Interface (HDMI), as well as audio.

- Install a laptop connection in the wall that is capable of accepting Video Graphics Array (VGA), Digital Visual Interface (DVI), Display Port, and High Definition Multimedia Interface (HDMI) as well as audio with a 12-foot cable.

- Provide a KVM with 2 DVI ports, USB, dual-head, dual-link DVI switch with audio, and 3-port USB 2.0 hub, with cables included.

- Provide a 21RU Mobile rack equipped with locking front and rear doors, and top grommet Acrylic door with improved access for equipment. The rack shall house a vendor furnished wireless keyboard and mouse combo, and all rack mountable equipment.

- The customer shall provide two (2) GFE PC’s, to be placed in the rack. One PC to be connected to an Unclassified Army Network and a secondary dedicated PC, to an Unclassified Navy Network.

- Install a wireless 7-inch, 800 x 480 WVGA LED Touch Screen. Vendor shall provide and install Universal Mounting Bracket for the Touch Screen.

8. Additional MECs specific to Room 2A06 and speakers.

- Install a wall-mounted 60-inch LED display with speakers.

- Replace the existing computer interface with an interface capable of accepting

Video Graphics Array (VGA), Digital Visual Interface (DVI), Display Port, and High Definition Multimedia Interface (HDMI), as well as audio.

- Install a laptop connection in the wall that is capable of accepting Video Graphics Array (VGA), Digital Visual Interface (DVI), Display Port, and High Definition Multimedia Interface (HDMI), as well as audio with a 12-foot cable.

- Provide a KVM with 2 DVI ports, USB, dual-head, dual-link DVI switch with audio, and 3-port USB 2.0 hub, with cables included.

- Provide a 21RU Mobile rack equipped with locking front and rear doors, and top grommet Acrylic door with improved access for equipment. The rack shall house a vendor furnished wireless keyboard and mouse combo, and all rack mountable equipment.

- The customer shall provide two (2) GFE PC’s, to be placed in the rack. One PC to be connected to an Unclassified Army Network and a secondary dedicated PC, to an Unclassified Navy Network.

- Install a wireless 7-inch, 800 x 480 WVGA LED Touch Screen Vendor shall provide and install Universal Mounting Bracket for the Touch Screen.

9. Additional MECs specific to Room 1W77

- Install new audio visual equipment with the highest resolution capabilities currently available which shall consist of: electronic control system, matrix switcher(s), computer interfaces, and speakers. Video equipment shall be backward compatible with lower resolutions.

- Ensure the new design has, at a minimum, the same capabilities that currently exist.

- Provide the capability for Room 1W77 to receive room audio and video, and program audio and video from Room 1W71.

- Install new wall computer interfaces capable of accepting VGA, DVI, Display Port, and HDMI, as well as audio with 12-foot cables.

- Replace existing equipment racks with a lectern with pullout keyboard tray, pocket door, fan, 14U rack frame, locking front/rear doors, removable pod,

10. Additional MECs specific to Room 1W78

- Install new audio visual equipment with the highest resolution capabilities currently available which will consist of: electronic control system, matrix switcher(s), computer interfaces, and speakers. Video equipment shall be backward compatible with lower resolutions.

- Ensure the new design has, at a minimum, the same capabilities that currently exist.

- Provide the capability for Room 1W78 to receive room audio and video, and program audio and video from 1W71.

- Install new wall computer interfaces capable of accepting VGA, DVI, Display Port, and HDMI, as well as audio with 12-foot cables.

- Replace existing equipment racks with a lectern with pullout keyboard tray, pocket door, fan, 14U rack frame, locking front/rear doors, removable pod,

11. Additional MECs specific to Room 1W34 electronic control system, matrix switcher(s), computer interfaces, and speakers.

Video equipment shall be backward compatible with lower resolutions.

- Re-use the existing Polycom HDX-7000 VTC codec and camera. The camera shall be mounted below the monitor on a new shelf provided by contractor.

- Ensure that the VTC system is capable of showing content.

- Provide the capability for Room 1W34 to receive room audio and video, and program audio and video from 1W71.

- Install a new wall computer/laptop interface capable of accepting VGA, DVI, Display Port, and HDMI, as well as audio with 12-foot cables.

- Replace the existing equipment rack with a furniture grade AVF 16U rack equipped with locking front and rear doors, and able to house all A/V equipment and two (2) computers. 1W34 will have a dedicated PC on the Army Medical Network and another PC on the Navy Medical Network to use a single wireless keyboard and mouse. The Government shall furnish the computers (Army and Navy) &

Mouse/Keyboard. Any connections to the A/V or VTC system (to include the KVM/Audio switch, etc.) shall be provided by the Vendor.

QASP

Quality Assurance Surveillance Plan

Introduction: This Quality Assurance Surveillance Plan (QASP) has been developed to ensure the performance of critical contract elements. The QASP serves as the plan for surveillance of performance and identifies the performance indicators, standards, inspection methods and procedures to be used in monitoring performance.

WRAIR is seeking to upgrade the audio-visual system in 10 rooms at the Walter Reed Army Institute if Research (WRAIR) to establish a technologically current, integrated, and fully functional multi-purpose conference/meeting room

The contractor is responsible for the management and quality control actions to meet the terms and conditions of this contract. The role of the government is quality assurance to ensure that contract standards are achieved.

Surveillance: The Government Contracting Officer’s Representative (COR) will evaluate the services provided by vendor to ensure that they are in compliance with all of the terms and conditions specified in the contract. The COR will use 100% Surveillance and ensure that all tasks have been successfully completed by the contractor. If the inspection indicates unacceptable performance, the COR will inform both the vendor and the Contracting Officer of the deficiencies for correction. The contractor shall then be given a reasonable amount of time after notification to correct the deficiencies.

Required Tasks & Deliverables: The following table reflects the required tasks and deliverables that the contractor is required to provide under the terms and conditions of this contract:

# Task Performance Targets

Method of Surveillance

Standard to be met

1 Provide Design Provide the new AV system design including drawings and schematics

100% Surveillance

Provide COR Design on date established in contract

2 Provide List of new Equipment

Provide list of new equipment that will be installed

100% Surveillance

Provide COR list on date established in contract

3 Provide System Delivery and installation of new and most up to date System

100% Surveillance

Provide System on date established in contract

# Task Performance Targets

Method of Surveillance

Standard to be met

4 Un-Install/Remove old equipment

Un-install and document, and turn-in old equipment

100% Surveillance

Remove/Un- Install, document, and turn over old equipment to COR for accounting and turn-in

5 Provide Equipment Familiarization

Provide familiarization on the Hardware and Software for up to 6 WRAIR staff members at no cost to the Government.

Vendor will also provide additional on-site familiarization at WRAIR as needed

100% Surveillance

Provide all familiarization within 30 days after installation.

6 Provide Documentation

Provide copies of the design, technical & user manuals, test results (preferably on digital media)

100% Surveillance

Provide COR all documentation within 90 days after award of contract.

7 System maintenance, tech support, and equipment repair/replacement

Provide system maintenance, phone support, on-site tech support, and equipment repair/replacement

100% Surveillance

Provide system maintenance, phone\on-site support, and equipment repair/replacement as stated in the contract

CONTRACT ADMINISTRATION PLAN

CONTRACT ADMINISTRATION PLAN (CAP)

In order to expedite the administration of this contract, the following delineation of duties is provided. The names, addresses and phone numbers for these offices or individuals are included elsewhere in the contract award document. The office or individual designated as having responsibility should be contacted for any questions, clarifications, or information regarding the administration function assigned.

1. The Procuring Contract Office (PCO) is responsible for:

a. All pre-award duties such as solicitation, negotiation and award of contracts.

b. Any information or questions during the pre-award stage of the procurement.

c. Freedom of Information inquiries.

d. Changes in contract terms and/or conditions.

e. Post award conference.

2. The Contract Administration Office (CAO) is responsible for matters specified in the FAR 42.302 and DFARS

42.302 except those areas otherwise designated as the responsibility of the Contracting Officer's Representative

(COR) or someone else herein. The CAO and PCO will be the same point of contact.

3. The paying office is responsible for making payment of proper invoices after acceptance is documented.

4. The Contracting Officer's Representative (COR) is responsible for interface with the contractor and performance of duties such as those set forth below. It is emphasized that only the PCO/CAO has the authority to modify the terms of the contract. In no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of the basic contract between the contractor and any other person be effective or binding on the Government. If in the opinion of the contractor an effort outside the scope of the contract is requested, the contractor shall promptly notify the PCO in writing. No action may be taken by the contractor unless the PCO or

CAO has issued a contractual change. The COR duties are as follows:

a. Technical Interface

(1) The COR is responsible for all Government technical interface concerning the contractor and furnishing technical instructions to the contractor. These instructions may include: technical advice/recommendations/clarifications of specific details relating to technical aspects of contract requirements; milestones to be met within the general terms of the contract or specific subtasks of the contract; or, any other interface of a technical nature necessary for the contractor to perform the work specified in the contract. The COR is the point of contact through whom the contractor can relay questions and problems of a technical nature to the PCO.

(2) The COR is prohibited from issuing any instruction which would constitute a contractual change.

The COR shall not instruct the contractor how to perform. If there is any doubt whether technical instructions contemplated fall within the scope of work, contact the PCO for guidance before transmitting the instructions to the contractor.

b. Contract Surveillance

(1) The COR shall monitor the contractor's performance and progress under the contract. In performing contract surveillance duties, the COR should exercise extreme care to ensure that he/she does not cross the line of personal services. The COR must be able to distinguish between surveillance (which is proper and necessary) and supervision (which is not permitted). Surveillance becomes supervision when you go beyond enforcing the terms of the contract. If the contractor is directed to perform the contract services in a specific manner, the line is being crossed. In such a situation, the COR's actions would be equivalent to using the contractor's personnel as if they were government employees and would constitute transforming the contract into one for personal services.

(2) The COR shall monitor contractor performance to see that inefficient or wasteful methods are not being used. If such practices are observed, the COR is responsible for taking reasonable and timely action to alert the contractor and the PCO to the situation.

(3) The COR will take timely action to alert the PCO to any potential performance problems. If performance schedule slippage is detected, the COR should determine the factors causing the delay and report them to the PCO, along with the contractor's proposed actions to eliminate or overcome these factors and recover the slippage. Once a recovery plan has been put in place, the COR is responsible for monitoring the recovery and keeping the PCO advised of progress.

(4) If the Contractor Performance Assessment Reporting System (CPARS) is applicable to the contract you are responsible for completing a Contractor Performance Assessment Report (CPAR) in the CPARS

Automated Information System (AIS). The initial CPAR, under an eligible contract, must reflect evaluation of at least 180 days of contractor performance. The completed CPAR, including contractor comments if any, (NOTE: contractors are allowed 30 days to input their comments) should be available in the CPARS AIS for reviewing official (PCO) review no later than 270 days after start of contract performance. Subsequent CPARs covering any contract option periods should be ready at 1-year intervals thereafter.

c. Invoice Review and Approval/Inspection and Acceptance

(1) The COR is responsible for quality assurance of services performed and acceptance of the services or deliverables. The COR shall expeditiously review copies of the contractor's invoices or vouchers, certificate of performance and all other supporting documentation to determine the reasonableness of the billing. In making this determination, the COR must take into consideration all documentary information available and any information developed from personal observations.

(2) The COR must indicate either complete or partial concurrence with the contractor's invoice/voucher by executing the applicable certificate of performance furnished by the contractor. The COR must be cognizant of the invoicing procedures and prompt payment due dates detailed elsewhere in the contract.

(3) The COR will provide the PCO and the CAO with copies of acceptance documents such as

Certificates of Performance.

(4) The COR shall work with the Contractor to obtain and execute a final invoice no more than 60 days after completion of contract performance. The COR shall ensure that the invoice is clearly marked as a

"Final Invoice."

d. Contract Modifications. The COR is responsible for developing the specifications for change orders or modifications and for preparing an independent government cost estimate of the effort described in the proposed specifications.

e. Administrative Duties

(1) The COR shall take appropriate action on technical correspondence pertaining to the contract and for maintaining files on each contract. This includes all modifications, government cost estimates, contractor invoices/vouchers, certificates of performance, DD 250 forms and contractor's status reports.

(2) The COR shall maintain files on all correspondence relating to contractor performance, whether satisfactory or unsatisfactory, and on trip reports for all government personnel visiting the contractor's place of business for the purpose of discussing the contract.

(3) The COR must take prompt action to provide the PCO with any contractor or technical code request for change, deviation or waiver, along with any supporting analysis or other required documentation.

f. Government Furnished Property. When government property is to be furnished to the contractor, the

COR will take the necessary steps to insure that it is furnished in a timely fashion and in proper condition for use. The COR will maintain adequate records to ensure that property furnished is returned and/or that material has been consumed in the performance of work.

g. Security. The COR is responsible for ensuring that any applicable security requirements are strictly adhered to.

h. Standards of Conduct. The COR is responsible for reading and complying with all applicable agency standards of conduct and conflict of interest instructions.

i. Written Report/Contract Completion Statement.

(1) The COR is responsible for timely preparation and submission to the PCO, of a written, annual evaluation of the contractors performance. The report shall be submitted within 30 days prior to the exercise of any contract option and 60 days after contract completion. The report shall include a written statement that services were received in accordance with the Contract terms and that the contract is now available for close-out. The report shall also include a statement as to the use made of any deliverables furnished by the contractor.

(2) If the Contractor Performance Assessment Reporting System (CPARS) is applicable to the contract you are responsible for completing a final Contractor Performance Assessment Report (CPAR) in the

CPARS with 30 days of contract completion.

(3) The COR is responsible for providing necessary assistance to the Contracting Officer in performing

Contract Close-out in accordance with FAR 4.804, Closeout of Contract Files.

5. The Technical Assistant (TA), if appointed, is responsible for providing routine administration and monitoring assistance to the COR. The TA does not have the authority to provide any technical direction or clarification to the contract. Duties that may be performed by the TA are as follows:

a. Identify contractor deficiencies to the COR.

b. Review contract deliverables, recommend acceptance/rejection, and provide the COR with documentation to support the recommendation.

c. Assist in preparing the final report on contractor performance for the applicable contract in accordance with the format and procedures prescribed by the COR.

d. Identify contract noncompliance with reporting requirements to the COR.

e. Review contractor status and progress reports, identify deficiencies to the COR, and provide the COR with recommendations regarding acceptance, rejection, and/or Government technical clarification requests.

f. Review invoices and provide the COR with recommendations to facilitate COR certification of the invoice.

g. Provide the COR with timely input regarding technical clarifications for the specifications, possible technical direction to provide the contractor, and recommend corrective actions.

h. Provide detailed written reports of any trip, meeting, or conversation to the COR subsequent to any interface between the TA and contractor.

Q&A

QUESTION: Is Walter Reed Army Institute of Research (WRAIR) willing to accept a Technical

Engineering Lead and offsite Project Manager in lieu of the onsite Project Manager requirement in

Section 4.3 of the RFP?

ANSWER: Yes

QUESTION: On Page 14 of 72 it appears as though rooms (1W38A, 3A03/05, 2A03/05, Bldg 500 Rm

201, 1W80, Bldg 509 Rm 102, 2A06, 1W77, 1W78, and 1W34) will all have VTC – can you confirm that these rooms require VTC capabilities?

ANSWER: Yes. All rooms require VTC capability as well as teleconference capability. Teleconference line is a POTS line and can be integrated into a VTC call or as a standalone teleconference.

QUESTION: The description in a couple of the rooms mentions the word “audio”. Is audio conferencing, apart from the VTC required? If so, is the telephony line a traditional line of VoIP? Is this functionality needed in all rooms?

ANSWER: Yes. All rooms require Audio Teleconferencing capability.

QUESTION: For each room with a projector lift, is the control of those lifts by the new AV control system required?

ANSWER: No. We will retain the existing wall switch to control the projector lift.

QUESTION: For each room with a motorized projector screen, is the control of those screens by the new AV control system required?

ANSWER: No. We will retain the existing wall switch to control the projector screen.

QUESTION: Which rooms have low voltage control of lifts and screens?

ANSWER: None.

QUESTION: Which rooms with recently replaces projectors will re-use those projectors, and what make/model is each projector?

ANSWER: Replace all Projectors.

QUESTION: What model output card is being used from the Crestron matrix switch in 1W71 for feeds to the rooms which require overflow AV capability?

ANSWER: DMCO-44 MMF/SF (There are 5 spares)

QUESTION: Are DVI and Display Port connections required for interfaces, or may VGA and HDMI connections be sufficient, and the Government may use its own cable adapters?

ANSWER: VGA and HDMI connections are sufficient and contractor shall supply cable adapters to convert to display port and DVI.

QUESTION: May AV equipment support input resolutions up to 1920 x 1200 instead of up to 2560 x

1440 or the “…highest resolution capabilities currently available?”

QUESTION: Is VTC recording capability still required, and if so, for which rooms?

ANSWER: No VTC recording capability required.

QUESTION: May touch screen interfaces be larger or have greater resolution than “7-inch, 800 x 480?”

QUESTION: A signed copy of the SF1449 is a deliverable with the proposal, but there was no SF1449 with the RFQ. Could one be provided?

ANSWER: A signed SF1449 is no longer required for this proposal.

QUESTION: During the site survey of 11/19/2015, the government Subject Matter Expert (SME) Mr. Martin indicated a preference for Crestron control systems. Is it technically acceptable to substitute another brand name control system?

ANSWER: The Government has no preference for a particular brand. It is up to the offeror to quote the solution it believes best meets the requirement.

QUESTION: During the site survey of 11/19/2015, the government SME indicated that there are four overflow rooms to be fed from the Auditorium’s Crestron DM Switcher via DMC-S-DSP multimode fiber cards. The DMC-

S-DSP is an input card, are there existing fiber outputs on the DM Switcher to be used for this purpose? If not, is the contractor to supply this capability?

ANSWER: DMCO-44 MMF/SF (There are 5 spares)

QUESTION: Is there existing conduit between the auditorium and the auditorium control room (1W75) and the overflow rooms (1W34, 1W77, 1W78 and 1W80)?

ANSWER: No. You will use the interstitial space.

QUESTION: Are the existing motorized projector lifts capable of being controlled via low voltage contact closure?

ANSWER: No (They are 110 volts). The lifts will continue to be controlled by the wall existing switches.

QUESTION: Are the existing motorized projection screens capable of being controlled via low voltage contact closure?

ANSWER: No (Existing screens are 110 volts). Note that 5 of them will be replaced (1W77, 1W78, 1W80, 2A03/05, and 3A03/05) with a new screen.

QUESTION: Bldg 503 Rm 1W34: During the site survey of 11/19/2015, the government SME indicated that the existing Polycom VTC was to be replaced. The solicitation indicates that the existing VTC Codec and Camera will be reused. Will the existing Polycom VTC codec and camera be replaced?

ANSWER: All existing VTC systems will be replaced with a new one.

QUESTION: Bldg. 503 Rm 1W34: Are speakers required for VTC audio or will the television Speakers suffice?

ANSWER: Ceiling speakers will be used for VTC, Computer Presentations, Teleconferencing, and web-based conferencing (DCS, etc.).

QUESTION: Bldg 503 Rm 1W34: During the Site Survey of 11/19/2015 the government SME Mr. Martin indicated that the intent is to keep the existing Projector; however the motorized lift is to be controlled by the A/V control system. Is there a low voltage controller for the motorized lift?

ANSWER: Replace Projector with one that meets stated specifications.

QUESTION: Bldg 503 Rm 1W34: Would you like Audio Integrated?

ANSWER: Yes, as per specifications.

QUESTION: Bldg 503, Rm 1W34: Would you like ceiling MICs to be incorporated?

ANSWER: Yes.

QUESTION: Bldg 503, Rm 1W34: Do you want speakers integrated in this room?

ANSWER: Yes (ceiling).

QUESTION: Bldg 503 Rm 2A03/05: During the site survey of 11/19/2015, the government SME stated that the current projector (NEC model NP451W) was to be reused. This projector does not meet the specification in the solicitation of 1920 x 1200 resolution; 6200 lumens. The currents projector accepts a max resolution of

1600x1200 with a native resolution of 1280x800; the lumen output is 4500 lumens. Is the current projector to be reused?

ANSWER: Replace Projector with one that meets stated specifications.

QUESTION: Bldg 503 Rm 2A03/05: Is voice lift required for this room?

QUESTION: Bldg 503 Rm 2A03/05: During the Site Survey of 11/19/2015 the government SME Mr. Martin indicated that the intent is to keep the existing Projector; however the motorized lift is to be controlled by the A/V control system. Is there a low voltage controller for the motorized lift?

ANSWER: Replace Projector with one that meets stated specifications. The Projector lift will remain to be controlled by the existing wall switch. The lift is 110 volts.

QUESTION: Bldg 503 Rm 3A03/05: During the site survey of 11/19/2015, the government SME stated that the current projector (NEC model NP451W) was to be reused. This projector does not meet the specification in the solicitation of 1920 x 1200 resolution; 6200 lumens. The currents projector accepts a max resolution of

1600x1200 with a native resolution of 1280x800; the lumen output is 4500 lumens. Is the current projector to be reused?

ANSWER: Replace Projector with one that meet stated specifications

QUESTION: Bldg 503 Rm 3A03/05: Is voice lift required for this room?

QUESTION: Bldg. 503 Rm 3A03/05: During the Site Survey of 11/19/2015 the government SME Mr. Martin indicated that the intent is to keep the existing Projector; however the motorized lift is to be controlled by the A/V control system. Is there a low voltage controller for the motorized lift?

ANSWER: Replace Projector with one that meets stated specifications. The Projector lift will remain to be controlled by the existing wall switch. The lift is 110 volts.

QUESTION: Bldg 503 Rm 2A06: Is VTC required?