PWS_Doc_Spruance_Hall_Rev_1.pdf

(Ver. Jun 2014)

PERFORMANCE WORK STATEMENT (PWS)

FOR

Audio Visual Services, Bldg. 416, Lecture Hall(s) Rev 1, 2 July 2019

1.0 General:

1.1 Scope: The intent of this PWS is to define minimum requirements for the Audio Visual (AV) System to be furnished and installed in building 416 (Spruance Hall). Contractor shall provide qualified personnel, equipment, tools, materials, supervision, and quality control necessary to perform AV Upgrade Project, 416 (Spruance Hall), as defined in this PWS. For future expansion considerations, system controls must be able to integrate with an existing Creston Systems located in other facilities and must support Crestron AV Framework.

1.2 Background: Facility design and layout have been in place for 10+ years. The facility, hence forth referred to as the Lecture Hall (LH). 416 is an auditorium style facility that consist of seating for approximately 280 personnel when utilized as a single facility. LH can also be divided into two separate auditoriums by way of a moveable partition wall.

1.3 Period of Performance (PoP): The Period of Performance shall be approximately between 1 October 2019 and 30 November 2019.

1.4 General Information:

1.4.1 Quality Control (QC): Reserved

1.4.2 Quality Assurance (QA): The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) (defect rate(s)).

1.4.3 Recognized Holidays: The following are recognized US holidays. The contractor shall not perform services on these days:

1.4.3.1 New Year’s Day: January 1st

1.4.3.2 Martin Luther King, Jr.’s Birthday

1.4.3.3 President’s Day

1.4.3.4 Memorial Day

1.4.3.5 Independence Day: July 4th

1.4.3.6 Labor Day

1.4.3.7 Columbus Day

1.4.3.8 Veteran’s Day: November 11th

1.4.3.9 Thanksgiving Day

1.4.3.10 Christmas Day

1.4.4 Place and Performance of Services: Contractor shall provide services between the hours of 0730-1600 on Monday through Friday, except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. Performance shall be at McGhee Tyson ANGB, TN, Training and Education Center, Bldg. 416 (SH). The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential. Telecommuting is not authorized.

1.4.4.1 Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.4.2 The contractor’s qualified employees shall become familiar with and obey the regulations of the installation; including fire, traffic, safety and security regulations while on the installation.

Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times.

The contractor shall ensure compliance with all regulations and orders of the installation which may affect performance.

1.4.5 Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the Contracting Officer’s Representative (COR). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.1 COMSEC/IT Security. All communications with DOD organizations are subject to communications security (COMSEC) review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DOD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DOD organizations. Therefore, the contractor is advised that any time contractor place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DOD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.5.2 Reserved

1.4.5.3 Protection of Personally Identifiable Information (PII). The contractor shall protect all Personally Identifiable Information (PII) encountered in the performance of services in accordance with DFARS 224.103 and DoDD 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals who’s PII has been compromised.

1.4.5.4 Reserved

1.4.5.5 Reserved

1.4.5.6 Reserved

1.4.5.7 Reserved

1.4.5.8 Reserved

1.4.5.9 Reserved

1.4.5.10 Reserved

1.4.5.11 Reserved

1.4.5.12 Reserved

1.4.6 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.6.1 Reserved

1.4.6.2 Reserved

1.4.7 Reserved

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with Federal Acquisition Regulations Subpart 42.5. The KO, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the Contacting Officer will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

The CM shall work through the COR, (or the KO if a COR is not assigned), to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.10 Reserved

1.4.11 Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract;

procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment. The Contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.12 Reserved

1.4.13 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government.

These documents and materials may not be used or sold by the contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.4.14. Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.4.15 Reserved

1.4.16 Reserved

2.0 Definitions and Acronyms:

2.1.1 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 CONTRACTING OFFICER (CO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government.

Note: The only individual who can legally bind the government.

2.1.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government designated by the KO to monitor contractor performance. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5 DELIVERABLE. Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.6 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.13 WORK WEEK. Monday through Friday, unless specified otherwise.

2.2 ACRONYMS:

AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation AT/OPSEC Antiterrorism/Operational Security AV Audio Visual CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf DA Department of the Army DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense DSP Digital Sound Processor FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services IA Information Assurance IS Information System(s) KO Contracting Officer LH Lecture Hall OCI Organizational Conflict of Interest ODC Other Direct Costs OFE Owner Furnished Equipment PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SH Spruance Hall TE Technical Exhibit VTC Video Teleconferencing XPT Cross Point Switcher

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: The Government will furnish the necessary workspace for the contractor to perform services outlined in this PWS to include desk space, telephones, computers and other items necessary to maintain an office environment.

3.2 Reserved

3.3 Equipment: Panasonic DZ8700 Projectors (2ea), Sony BRC-H900 Cameras (3ea), Cisco SX- 80 Video Teleconferencing Codec (1ea), Projection Screens (2ea), HP Computers (2ea), and 40 RU equipment rack (1ea).

3.4 Reserved

3.5 Utilities: All utilities in the facility will be available for the contactor’s use in the performance of this contract. The contractor shall instruct employees in utilities conservation practices. The contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1

4.2 Reserved

5.0 Requirements: The contractor shall:

5.1 General: Contractor to remove all existing equipment and cabling necessary to accomplish upgrade. OFE to be kept, major end items to be disposed of by owner and all packaging and cabling to be disposed of by contractor. Contractor to provide all required materials to complete a turnkey solution that is capable of integrating with existing Crestron systems in other facilities.

It is the responsibility of the contractor to verify the equipment list, quantities and model numbers in order to meet system functionality. All equipment and materials used shall be the manufacturer’s latest model and new. Device colors and labeling shall be coordinated with end user.

5.1.1 Control Room (Crow’s Nest)

5.1.1.1 The purpose of this room is to control the audio and visual supporting elements of this multipurpose space. Designed to support the LH(s) as either a single space with operability from either control station or as a dual space, dividing LH into two areas with independent control station. The desire is to replace existing Extron AV equipment control with Crestron AV control equipment to include AV Framework for setup and management of systems. Also install a user-friendly switcher (i.e. Roland V-1SDI Switcher) and local monitor for monitoring on the LH1 side of crow’s nest or make selectable from Crestron Control Panel if possible and a recording device enabling recording of events without having to send to facility’s studio control room for recording purposes if needed. Video inputs to switcher to include OFE Sony BRC-H900 Cameras (3ea), and HP computer for LH 1. Contractors is to use OFE 40 RU equipment rack housed in this area.

5.1.2 Lecture Halls (LH)

5.1.2.1 The LH consist of area approximately 5,000 sq. ft. in size. LH is an auditorium style facility that consist of seating for approximately 280 personnel when utilized as a single facility.

The LH can also be divided into two separate auditoriums by way of a moveable partition wall.

It has a raised stage with 3 existing floor panels that house XLR and power connections. The XLR connectors are to be replaced. On the rear stage wall; wall plates with HDMI, and a 3.5mm audio connector and Bluetooth audio pairing capability if possible to be places (one on each side). On the rear facility wall the new displays are to be placed (minimum 55”), one on each side. All 12 existing speakers are to be replaced with black two-way pendant speakers which utilize 70/100v configuration. A partition sensor is to be placed in area to sense the position of movable partition wall within the LH area.

5.1.3 Video System

5.1.3.1 Sources for the video system to be from 14 sources: OFE computers (2ea), OFE Sony BRC-H900 Cameras (3ea) and OFE Cisco SX-80 VTC system (1ea); Crestron AirMedia Presentation System (2); contractor furnished table boxes with HDMI, DVI-D, and Display Port inputs, (2ea); Blu-ray player (1ea); Cable TV Tuner (1ea); rear stage wall plates with HDMI, (one for each side of LH) (2ea). Wall plates and table boxes may include connections for both audio and video.

5.1.3.2 All sources to connect into a matrix and outputs to be routed via system scalers. OFE Sony cameras in addition to connecting into matrix must also connect via existing cabling to facility router. Two outputs of matrix into the OFE existing projectors. Two outputs to rear displays; one for each side of LHs and a third output for studio feed. The OFE existing projector projects onto an OFE existing projection screen across from crow’s nest.

5.1.4 Audio System

5.1.4.1 Sources for the audio system will be from 19 sources: OFE computers (2ea); OFE Cisco SX-80 VTC system (1ea); contractor furnished table boxes (one for each LH) with an HDMI, 3.5mm, and XLR connector (2ea); wall plates on stage front wall (one for each LH) with an HDMI, 3.5mm audio (2ea) and Bluetooth audio pairing capability if possible; cable TV Tuner (1ea); XLR in-stage connectors (3ea); studio feed (1ea); contractor furnished overhead choir type microphone, Sennheiser handheld/lapel microphone systems (4ea), Aux inputs (2ea). All microphones shall have their own receivers, and be able to act independently. Microphone systems must be capable of providing coverage for a 5,000 square foot area. Table boxes to include connections for both audio and video and independent input for phone.

5.1.4.2 The DSP shall allow for full control over sources (mixing, volume, and muting controls/capabilities) remotely via contractor furnished device.

5.1.4.3 Existing LH ceiling speakers (12ea) to be removed and new ones installed. Two additional crow’s nest speakers are to be installed (one for each side) along with a separate adjustable volume control for monitoring levels on facility floor.

5.1.5 Control System

5.1.5.1 The control system needs to be a fully customizable control system that supports both rs232 bidirectional control, IP control, and relay control at minimum. The control system should have wireless touch panel options. The goal of the control system shall be to control all major aspects of audio/visual for the facility during its many events. Also included in the system control is the desire to utilize AV Framework to easily deploy simple, scalable Crestron room solutions without any programming.

5.1.5.2 Identified devices to be controlled: computers, cable TV tuner, projectors, microphones, projection screens, DSP, contractor furnished under table box inputs, and OFE wall plate inputs.

5.1.5.3 The control system should have two wireless touch panels with similar control capabilities, preferably no small than 10” in size. Access point for wireless touch panels to be determined by contractor to allow for maximum flexibility with the wireless touch panels.

Contractor responsible for providing a network switch to connect the devices that require IP control. Standalone network connectivity is required.

5.1.6 Installation

5.1.6.1 All installation of equipment and cable shall conform to industry installation best practices and in all cases, shall follow all manufacturers' standards and recommendations.

5.1.6.2 In the installation of equipment and cable, consideration shall be given not only to operational efficiency, but also to overall aesthetic factors.

5.1.6.3 Cable runs are to be installed in a neat and clean fashion and shall not rest directly on ceiling tiles, lamp fixtures, concrete decking, etc. Cables and cable trunks shall be suspended from the wall above suspended ceiling with own separate supporting J-Hooks and not be attached to those of the ceiling grid suspension system. Support from any piping is strictly prohibited.

5.1.6.4 Cable within equipment racks shall be separated and routed in groups according to function.

5.1.6.5 Microphone circuits, line level audio circuits, loudspeaker circuits, control circuits, and video circuits shall be separated from any 120 volt AC power circuits.

5.1.6.6 Care shall be exercised in wiring so as not to damage cables and equipment. Any damaged cables will be removed and replaced with undamaged cables. Circuits shall not be spliced.

5.1.6.7 All connection plates (wall, floor, etc.) will be secured with appropriate fasteners and installed plumb and level.

5.1.6.8 Field terminated cable shall be plenum rated in plenum spaces and meet manufacturer device specifications for optimal signal transmission.

5.1.6.9 Video systems shall be calibrated with industry standards. The OFE projectors shall have keystone, zoom, focus, and alignment configured for all video sources.

5.1.7 Closeout Requirements

5.1.7.1 Contractor shall be responsible for the field tests and adjustments of the completed audiovisual system. Such tests shall be made in conformance with the recommendations of the equipment manufacturer.

5.1.7.2 System tests and adjustments shall include but not be limited to the following:

5.1.7.3 Functional tests of all individual audio, video and control equipment with a representative from TEC TV present.

5.1.7.4 Functional tests of all audiovisual control system software functions with a representative from TEC TV present.

5.1.7.5 Provide manufacturer’s standard manuals for all components.

5.1.7.6 Provide installation shop drawings title block that identifies project details and contact information for the AV Contractor. The shop drawings shall meet the following requirements:

5.1.7.6.1 1 Printed copy, 8x24 inches in size; 1 digital file

5.1.7.7 System one-lines that represent the signal flow from input (left) to output (right). One-lines shall bear equipment information and identifications of cable types and signal types to accurately reflect the system design.

5.1.7.8 Rack elevations shall show device rack locations with make and model information.

5.1.7.9 System one-lines shall show cable labels matching those installed in the field.

5.1.8 Training

5.1.8.1 Contractor shall provide training by a qualified instructor, to two personnel designated by the owner, to instruct them in the operation and maintenance of the systems.

5.1.9 Warranty

5.1.9.1 Contractor shall warrant the audiovisual system against defects in materials and workmanship, including any required parts and labor, for one year from the date of substantial completion at no additional cost to the owner. Installed equipment shall be covered by manufacture warranty.

5.1.9.2 The system warranty shall be an “on-site” warranty. Telephone support shall be available between normal business hours, Monday through Friday.

5.2 Contractor Manpower Reporting Application (CMRA):

5.2.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau via a secure data collection site.

5.2.2 The contractor shall completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs shall 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 2013. Contractors may direct questions to the help desk at http://www.ecmra.mil.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

None http://www.ecmra.mil/ http://www.ecmra.mil/

TECHNICAL EXHIBIT 1

Performance Requirements Summary

This Performance Requirements Summary includes performance standards. The Government will use these standards to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

PWS Paragraph Task Performance Standard Acceptable Quality Levels (AQL)

Surveillance Method / By Whom

5.1.6 Installation

procedures during course of contract

Contractor shall conform to industry installation best practices

Industry Standards Periodic Inspection - COR will be on site periodically during installation

TECHNICAL EXHIBIT 2

Deliverables Schedule

PWS Reference / Deliverable Title

Frequency Number of Copies

Medium/Format Submit To

5.1.7.5 Provide within 15

calendar days after employee completes training

1 Electronic COR

5.1.7.6 Provide within 15

calendar days after completion

1 Printed & Electronic

COR

5.1.8 Immediately upon

completion of installation

N/A In person to include personnel from

TEC TV

COR