Site.Visit.MFR_Audio_Video.pdf

Serving the Community, State & Nation

31 August 2016

MEMORANDUM FOR RECORD

FROM: 148FW MSC

SUBJECT: Site Visit Minutes—W912LM16T4088; Audio-Visual Projects

1. A site visit meeting was conducted on 30 Aug 2016 at the Duluth ANG Contracting Conference Room. The following were in attendance:

[see vendor sign-in]

2. An overview of the entire solicitation package was briefed with particular attention given to the building layout, evaluation factors (a comparative evaluation), the encouragement to quote options, and deadlines. Additionally, the following points were clarified:

- Project 001 – This project is for revamping the audio-visual of a briefing room to accommodate both classified and unclassified briefings. No wireless devices can be used to transmit classified data, although projector controls do not count. The screen can be offered in a variety, and the base is open to exploring innovative solution. Three screens are in place, but can be replaced by one large screen, or screens that are static. Audio is desired to be in-ceiling as to cover the entire room for better presentations. The existing speakers are mass notification speakers and will remain in-place. Vendor will have to work around these speakers to add new ones. Podium can be retained, but if newer tablet technology or any other technology is available, it is preferred. Even a modern podium can be substituted. System should be designed to allow a future purchase to easily add separate inputs for each screen. Vendor can add this as an option for consideration. Currently existing cameras are for recording briefings and may possibly be expanded in the future to include VTC conferencing. The vision for this project is a modern, high definition, briefing room that will enable future expansions.

- Project 002 – Speakers should be located a high as possible as not to interfere with normal hanger operations. Location will be used for commander’s calls, presentations, and other mass events. Preference for zoning. Quote as an option. Control box will be on West wall (top wall when opening up floor plan, the wall with the stairs showing). Floor plan scale might be off from actual dimensions. Length of hangar is approximated at 190’ .

- Project 003 – This is to be used for normal classroom activities. Should have preset buttons for ease of use. Video Camera can be re-utilized, but new HD camera can be listed as option. Vendor can quote an optional front located input and control panel. Vendor has the latitude to offer innovated screen solutions to increase display area over what is currently available. Speakers do not need to be replaced. Current control box is in the far bottom left when looking at floorplan. Past problems include the locked box overheating.

Preference for automatic system which cuts synchronized displays when room divider is closed. System should switch to independent displays when room is divided.

Additionally:

-Options are highly encouraged, and will give quotes a better chance of being considered, as it will give quotes better ability to meet the vision.

-Each project will be evaluated separately. One vendor will be awarded per project, although one vendor might be awarded multiple projects.

-Funding is currently certified for Project 001. Funding is anticipated, but not secured, for Project 002 and 003.

-Government will allow standard lead times for performance.

3. All questions were requested to be submitted in writing to the Contracting Officer.

Answers would be provided through an amendment to the solicitation.

4. No additional items or information were presented.

Christopher Fisher, MSgt, MN ANG Contracting Officer