SOO-Bldg13ConfRm_1.pdf

W912MM17T0006

A/V UPGRADE for Bldg 13

STATEMENT OF OBJECTIVES (SOO) Amendment 1 May 11, 2017

The purpose of this document is to communicate known objectives to offerors and assist them in identifying the best value solution for the audio/visual presentations in Building 13 Conference Room (Bldg 13, Room 102). The successful offer should provide the necessary equipment, materials, installation, training and technical support to operate and maintain this system.

No specific expertise exists within our organization to design and install needed system and we hope to encourage maximum flexibility for offerors to conceive and propose innovative approaches and solutions that will result in the best value for our requirement. There are no known policies, directives or standards to note for this system that are specific to our organization. The existing design of the conference room (i.e. existing structural, and electrical) and budget are the only known constraints. Offerors should balance the maximum technology and capability of offered system with a reasonable cost and value.

At a minimum the system should include the following components and capabilities:

1. Matrix Switcher: minimum of 2 inputs and 1 output for Video (all HDMI). Audio integrated. Also require 1 ‐ 3.5mm audio input. Cabling and accessories need to be included for the system to minimize cable exposure (drop floor does not exist in this room) and adequate to carry the HD signal.

2. Projector: must be High Definition (HD) and should have lumens and contrast ratio to adequately project clearly without turning off the lights or closing shades. Projector should be mounted close enough to the screen so all seats can remain filled at the conference table. Current system includes 1 projector located above the conference table that will be removed/replaced.

3. Screen: to be wall mounted in the front of the room. Screen should be paired with projector for optimal resolution and picture quality. Current setup includes a manual pull down hanging screen that will be removed by the government.

4. In‐ceiling sound: system should include integrated sound with in‐ceiling speakers.

5. New system components should be mounted in the podium (positioned in the front of the room) for professional out‐of‐view look, yet still provide optimal functionality as determined by the contractor and approved by the Government. The new system must integrate with existing computer located at the podium.

6. Curtains: install manual curtains at front of room (to cover screen and used a photo background) from wall to wall (approximately 20 feet) and floor to ceiling (approximately 8’ 6”). Curtains should split in the center and open/close quickly and easily to the sides.

7. Any existing equipment removed by contractor to be turned‐in to government.

1.0. SCOPE

1.1 This Project concerns the furnishing of all licenses, transportation, labor, material, equipment, tools, appliances and supervision necessary to engineer, design, install, test, train Government personnel, and make fully operational the required upgrades to the existing A/V system.

1.2. Existing Conditions: The Contractor shall utilize existing equipment and infrastructure where possible to provide a fully operational A/V System.

1.3. Site Visit: Contractors are urged to inspect the site prior to proposal to satisfy themselves regarding all general and local conditions that may affect contract performance. See Solicitation for scheduled Site Visit.

2.0. TECHNICAL REQUIREMENTS

2.1. Period of Performance: 60 days.

2.2. Electrical. If the electrical work is minimal, such as adding an outlet, etc., this would be accomplished by the 114th CE. Any extensive electrical work needs to be included in the contract and done by licensed electricians and In Accordance With applicable electrical codes and standards. Contractor is responsible for running/installing dedicated 120VAC power, network cable, audio, and wiring where required.

2.3. Low‐voltage Electrical. All low‐voltage electrical must be done by licensed electricians and In Accordance With applicable electrical codes and standards.

3.0. TASKS AND DELIVERABLES

3.1. Pre‐performance Meeting. After contract award and prior to commencement of work a pre‐performance meeting will be scheduled with the awardee. The pre‐performance meeting will include key Government personnel and the Contractor’s pertinent staff. This is an opportunity to discuss delivery and install scheduling in order to identify and resolve potential problems. This also provides both the Government and the Contractor personnel an opportunity to achieve a clear and mutual understanding of all contract requirements.

3.2. Contractor’s Project Management. The Contractor shall provide a Project Manager (PM) and alternate(s) responsible for contract performance and quality. The Contractor’s Project Manager and Alternate shall be identified to the Contracting Officer in writing. This written appointment must include a description of the authority for each individual able to act on behalf of the Contractor.

3.3. Superintendent (On‐Site Point of Contact). The Contractor shall designate in writing to the Contracting Officer a Superintendent and an alternate if needed. The Primary or Alternate Superintendent shall be on site at all times during on‐site work until project completion. The Superintendent shall be the interface for all work site communications with the Government, including quality, safety, and discrepancy matters.

3.4. Project Work Plan and Schedule. At a minimum, the work and schedule plan shall contain the strategy and milestones for completing the project tasks.

3.5. Equipment Delivery. Limited storage and staging space will be available during the installation and must be coordinated and approved in advance with the Government. The Government will not except drop shipments nor furnish storage and staging space without advance coordination and approval by the Contracting Officer.

3.6. System Installation and Integration. The work shall be completed by manufacturer‐certified installation personnel that are U.S. citizens.

3.7. Operator training. The contractor shall provide the training necessary to allow government personnel to fully operate the upgraded system.

3.8. O&M manuals. The contractor shall provide all manuals for all equipment, materials, appliances, etc.

installed.

3.9. ‘As‐Built Drawings’ ‐ The Contractor shall provide the Contracting Officer a complete set of as‐built drawings that includes all areas affected by this project. These drawings must completely identify all equipment installed, modifications to existing conditions and depict the entire integration of the system installed.

3.10. All material gathered and/or developed in the performance of the tasks listed in the contract shall be the property of the Government.

3.11. Submittals List – Refer to 3.12

3.12. SUMMARY

No. Tasks/Deliverables Format Calendar Days from Date Of Award

1 Pre‐performance meeting TeleCon/On‐site 7

2 Identification of Project Manager and Superintendent Digital 15

3 Consent for Background Checks Digital 15

4 Project Work Plan and Schedule Digital 15

5 Equipment Submittals Digital 15

6 Insurance Certificate Digital 15

7 Approximate Start of On‐Site Work On‐site 21 (approximate)

8 Completion of On‐Site Work On‐site 45 (approximate)

9 Final Inspection and Acceptance Digital 60

4.0. GOVERNMENT POINT OF CONTACT (POC)

The Contracting Officer will designate a POC in writing. The POC’s responsibilities will include but are not limited to…

4.1. Monitoring delivery and installation. Maintaining liaison and direct communications with the Contractor during delivery and installation. Written communications and documentation of other communications (phone calls, texts, verbal, etc.) shall be furnished to the contracting officer. Record and report to the contracting officer incidents of faulty or non‐conforming work, delays or problems.

4.2. Coordinate site entry for Contractor personnel, and insure that any Government‐furnished property is available when required.

4.3. This POC is not empowered to award, agree to, or sign any contract, contract modification or in any other way obligate the payment of money by the Government. The POC may not take any action which may affect contract or delivery order schedules, funds or scope. All contractual agreements, commitments or modifications which involve: price, quantity, quality, delivery schedules or other terms and conditions of the contract shall be made by the contacting officer only. The POC may not re‐delegate their authority, but alternate POC’s may be designated by the contracting officer who may assist the primary POC with their responsibilities in their absence.

5.0. HOURS OF OPERATION. Normal duty schedule is limited to 7am to 5pm Tuesday through Friday excluding all Federal Holidays. Work outside these duty hours requires prior coordination and approval by the Contracting Officer.

6.0. ANTITERRORISM / OPERATIONS SECURITY / INFORMATION PROTECTION REQUIREMENTS.

6.1. Access and General Protection/Security Policy and Procedures ‐ The Contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the Government Point of Contact (POC). The Contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by the local installation’s Security Forces, Director of Emergency Services or local Security Office. The Contractor shall ensure compliance with all personal identity verification requirements as directed by DoD, HAF and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in Contractor security matters or processes.

6.2. For Contractors that do not require Common Access Card (CAC) issuance, but require access to a DoD Facility and/or Installation ‐ Contractor and all associated sub‐Contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC‐III) and Terrorist Screening Database (TSDB) (AFI 31‐101 and AFI 10‐245), applicable installation, facility and area commander installation/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.

6.3. Contractor shall provide the information requested on the "Consent for Background Check" form for each employee accessing Joe Foss Field. For the purposes of this offering, it is implied that, any and all parties agree to a Criminal History Background Check once entered into any contract/task order. Any documents that are provided and found fraudulent to include, but not limited to driver’s licenses, contracting licenses, etc., will result in an arrest and potential termination for default from the contract. All Contractors are subject to search in order to obtain entry onto the installation and while working on the installation. Any refusal to submit to a search of their person or vehicle will be deemed as a violent act of aggression against the installation and will be cause for dismissal from the installation and revocation of future privileges and installation access.

6.4. There will be areas on base which will require additional security measures. In these areas Cellular telephones, pagers, two‐way radios, disguised USB devices or other portable wireless/personal electronic devices (laptops, iPod, iPad, etc.) are not allowed. Anyone found in possession of the camera phone within Air Force CLASSFIIED areas or exiting these CLASSIFIED areas will have the camera phone confiscated and delivered to Security Forces for disposition. These areas will be identified upon the initiation of the project.

6.5. Free Zone Program ‐ The work required will occur within a restricted/controlled area. Free Zones (zones containing no protection level resources) are areas established within restricted or controlled areas when construction projects and similar activities make it inappropriate or impractical to apply normal circulation controls. In such cases, a free zone corridor will be established between restricted area boundary and the work project. (Attachment 9)

7.0. ENVIROMENTAL REQUIREMENTS

Contractor shall comply with all requirements of SDANG Environmental Management Program (Attachment 4a).

8.0. PROJECT SAFETY

Contractors are required to use the U.S. Army Corps of Engineers Safety and Health Requirements Manual, EM 385‐1‐1 to access the manual use the following link:

http://www.usace.army.mil/SafetyandOccupationalHealth/SafetyandHealthRequirementsManual.aspx.

8.1. Accident/Incident Reporting and Investigation. The Contractor shall record and report all available facts relating to each instance of injury to either Contractor or Government personnel to the Base Safety Office unless otherwise stated. The Contractor shall secure the scene of any accident and wreckage until released by the accident investigative authority through the Base Safety Office. If the Government elects to conduct an investigation of the incident, the Contractor shall cooperate fully and assist Government personnel until completion of the investigation.

8.2. Permits. The Contractor shall be responsible for coordination and securing of all necessary permits required.

8.3. Cell Phone Use. Per Air Force policy Contractor employees are prohibited from dialing, talking or texting on cellular devices or similar equipment while walking or driving on base.

9.0. COORDINATION WITH GOVERNMENT ACTIVITIES

If it becomes necessary to interrupt work activities in buildings and/or areas for work purposes, permission to do so shall be requested in writing to the POC no less than two (2) working days prior to commencing work on the planned interruption.

10.0. GOVERNMENT FURNISHED PROPERTY AND SERVICES

Government purchased water and electrical utilities will be furnished to the Contractor without charge only at existing water spigots and electrical outlets where they are readily available. The Contractor will make no modifications or alterations to these existing spigots and outlets without written permission of the Contracting Officer. No other utilities or services will be available to the Contractor. The Contractor shall pay all charges (hook‐up fees, metering, monthly usage, etc.) for utility usage for these projects in addition to those described above from date installation begins through 100% acceptance of the project. The offerors will take this into consideration when computing its offer and shall not be used or distributed by the Contractor without specific permission.

11.0. WARRANTY – The contractor shall provide warranty information for all equipment, materials, appliances, etc. provided and installed as part of this contract.

12.0. INSURANCE REQUIREMENTS

Reference Contract Clause titled “Insurance – Work on a Government Installation (FAR 52.228‐5). Kinds and minimum amounts are as follows:

KIND AMOUNTS (FAR 28.307‐2)

Workmen’s Compensation At least $100,000 Comprehensive General Liability At least $500,000 per occurrence for bodily injury Comprehensive Automobile Liability At least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage

12.1. Except in states with exclusive or monopolistic funds that do not permit Worker’s Compensation to be written by private carriers.

12.2. Before commencing work under this contract, the Contractor shall certify to the Contracting Officer, in writing, that the required insurance has been obtained. The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the Government’s interest shall not be effective (1) for such period as the laws of the state in which this contract is to be performed prescribe or (2) until 30 days after the Insurer or the Contractor gives written notice to the Contracting Officer, whichever period is longer. The Contractor shall maintain a copy of all subcontractors’ proofs in required insurance and shall make copies available to the Contracting Officer upon request.

13.0. CLEAN‐UP AND DISPOSAL OF CLEAN‐UP OF DEBRIS AND MATERIALS

The Contractor shall clean up the work area and ensure that all trash and debris resulting from the operations are removed from the work area. Unless directed otherwise, by the POC or Contracting Officer, disposal of debris shall be made at the Contractor’s expense and shall be delivered to a State approved disposal site located off Base. Debris shall not be left in such a manner that wind or other weather conditions can cause the debris to be scattered outside the work area.

14.0. INSPECTION AND ACCEPTANCE

Certification by the Government of satisfactory supplies and services provided is contingent upon the Contractor performing in accordance with the terms and conditions of the referenced contract. The Government POC will record and forward to the Contracting Officer no less than monthly all pertinent surveillance observations and documentation. The POC may submit a Surveillance Report at any time and as often as necessary to document quality levels. When an observation indicates performance requirements are not being met, the COR will notify the Contractor. The Contractor will take steps to rectify the situation and notify the Government upon completion. Government reserves the right to require re‐performance at no additional cost. Surveillance will be done according to standard inspection procedures or other contract provisions. Any action taken by the Contracting Officer as a result of surveillance will be in accordance with the terms of this contract.

14.1. The Contracting Officer will assume a quality performance rating of “satisfactory” on all measured deliverables unless otherwise notified by the POC.

14.2. At the end of the contract period of performance, the POC will submit to the Contracting Officer, a Final Inspection and Acceptance Letter to document the Contractors performance rating for the entire performance period. The Contractor will be notified of any unsatisfactory rating, either in the individual element or in the overall rating. Prior to completing the evaluation, the Contractor may comment on the rating and all Contractor comments will be made a part of the official record. Performance evaluation reports will be available to all DOD Contracting Officers for their future use.

15.0. INVOICING AND PAYMENTS

Invoices must be submitted electronically utilizing Wide Area Workflow. Instructions will be included in the contract.

16.0. ATTACHMENTS (available upon request or may be provided at time of award)

Attachment 1 – Bldg 49 Drawings Attachment 2 – OPSEC Contractor Brochure Attachment 3 – Consent for Background Check Attachment 4a – SDANG Environmental Management Program Attachment 4b – Contractor Hazardous Materials Approval Form Attachment 4c – Contractor Hazardous Materials Tracking Form Attachment 5 – Safety Guide for Civilian Contractors Attachment 6 – Contractor Antiterrorism Awareness Pamphlet Attachment 7 – Contractor Tool and FOD Control Brochure Attachment 8 – Fire Plan Review Checklist for Contractors Attachment 9 – Free Zone Handbook Attachment 10 – Bldg 13 Drawings

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