Attachment_1_PWS_dated_11-June-2020_CSEL_VIP_Suites_Upgrades.pdf

PERFORMANCE WORK STATEMENT (PWS)

Polycom VTC Maintenance Contract

THE RESEARCH AND ANALYSIS CENTER- FORT LEAVENWORTH

11 June 2020

1. Objective. To obtain system upgrades and maintenance agreement for Polycom-based video teleconferencing (VTC) systems located Buildings 314 and 286, Fort Leavenworth, Kansas. Model and serial numbers of the Polycom devices to be covered by maintenance contract are listed in Paragraph 7 of this document. A detailed serial number list of existing components of these VTC systems which will fall under this upgrade and maintenance support and extended warranty contract is also provided in paragraph 7.

2. Background. The Research and Analysis Center (TRAC) conducts studies and analysis supporting Army senior leader decision making. The Polycom VTC equipment is used extensively to support collaboration.

3. Required Tasks. The five following tasks must be addressed in the contractor’s proposal.

3a. The intent of this task is to evaluate, recommend upgrade, and install system components for each VTC Suite. This task seeks to provide an affordable warranty and support program for the suites including all the components of each VTC suite (not just the Polycom devices). Recommend replacement and/or upgrade of any existing equipment to enable the overall systems to have an affordable warranty and support plan from award date extending out five years. This tasks includes the first three VTC suites lists in Paragraph 7. The recommendation for each suite will be approved by the government representative before the contractor proceeds to acquire or install equipment. The recommendations will be prioritized by the government continue work until funding for the contract year is exhausted. This contract must allow for incremental billing of this (3a) task.

1) The CSEL VTC Suite will be the first upgrade. As a minimum, the upgrade of the CSEL VTC Suite must include replacement of the existing monitors with 4K capable monitors. The monitors cannot have embedded wireless for network to maintain the classified system certification. The upgrade must also replace the touch pad with a wired touch pad.

2) As a minimum, the upgrade of the VIP Suite must include the removal of the touch screen overlay. The upgrade must consider replacement of the touch panel and camera to an Eagle Eye IV.

The touch panel must not have wired capability. The upgrade must include CODEC firmware upgrade, software upgrades, and touch panel programming to include new graphics provided by the government.

3) As a minimum, the FLVN HQ VTC Suite must include two new 4K compatible, wired monitors to replace the two existing monitors. The new monitors cannot have wired network capability. The upgrade must include a new cabinet with “wood grain” appearance on the sides of the cabinet or black metal and the door to the front facing of the cabinet should be glass or matching the sides. The cabinet must be large enough for all components to include power supplies. The cabinet must have a shelving space for a standard mini-tower (~18”) height and a free space opening the width of the cabinet. Provide cabinet design or sketch or description in your proposal. The upgrade should consider the replacement of the touch panel with a wired touch panel. The upgrade must provide a professional appearance for all cabling to include cable protective covers if laying on the floor.

3b. Polycom device(s) (see paragraph 7 for the list of all the Polycom devices to be included in this task) warranty and support shall provide the following:

1) Technical phone support 24/7.

2) Software upgrades and updates at no additional charge when software/updates are available

(not restricted to device failure).

3) Access to the online Polycom Support Portal.

4) Problem diagnosis and replacement parts next business day.

5) Next day on-site technical support, if problem can’t be resolved telephonically.

3c. The intent of this task is to provide holistic VTC system maintenance and warranty for the entire suite of equipment, and not just for the Polycom devices. The Contractor shall provide warranty and support for the first three VTC systems, including each component item listed for the three VTC suites(equipment list is provided in paragraph 7, and includes only the first three systems/suites listed) and the VTC systems as a whole.

1) Technical phone support weekdays 9 am-3 pm CST, normal workdays and hours.

2) Software upgrades and updates at no additional charge when software/updates are available

(not restricted to device failure).

3) Next day on-site technical support, if problem can’t be resolved telephonically.

4) Preventive maintenance and control system configuration changes at least twice during the period of performance; once within the first 30 days of the POP and the second at ~+180 days into the POP. This includes installing any firmware updates as available from Polycom or other subcomponent vendors.

3d. Provide labor and materials to extend the audio and visual capabilities of the classified and unclassified CSEL VTC suites (rooms 30, 31/33, Funston Hall). The intent is to extend the video and sound from the CSEL VTC suite out to the overflow area. Provide the following:

1) Installation of hardware in CSEL work areas at Fort Leavenworth, KS (Building 314).

2) Use existing equipment rack to house equipment, as required.

3) Installation of four HDMI extension ports in the CSEL work area outside the main conference room. Wall ports must be provided by the contractor. Each wall port is to be located onn each of the four columns in the CSEL work area.

4) Minimum of two (2) ceiling-mounted, wired, stereo speakers to extend audio from the main CSEL VTC suite to the CSEL work areas. The speakers are to be provided by the contractor.

There is not a requirement to provide any microphones from the CSEL work areas to the CSEL VTC control room. The ceiling speakers are to be placed in the CSEL work area and separated enough to provide sound coverage in each of the “L” shaped work areas.

5) Cables and hardware to connect the extended audio and visual components. Cable runs are roughly 45 feet and 60 feet respectively to the extension areas.

6) Wiring should be within walls or above drop ceilings wherever possible. Coordination for any power requirements must be completed before installation.

7) Programming for the existing system must be modified to include the new audio and visual components to be selectable from each of the source CODEC systems (classified and unclassified computer work stations and VTC main). Each of the displays are to be separately programmable to select the source and destination for video output.

8) Provide as-built drawings of the layout of the equipment once project is complete.

9) Program the touch panel control system to enable the selection of the CSEL work area audio/video from the unclassified and classified VTC systems.

3e. Install 5 new Polycom 310 Series with Eagle Eye III or IV VTC systems to incorporate into Directorate level conference rooms i. Each unit will berun independently with remote control, and no intergations between the unclassified and existing classified systems is necessary. One Eagle Eye III or IV is camera required for each unit. Provide Polycom warranty and support for each of these systems as outlined in 3b above. No wireless capability for audio or video is authorized with these systems.

This task is dependent upon the pending Approved Product List (APL) testing and certification scheduled for FY20. Coordination must be made with the government before proceeding with this task to ensure the APL is complete.

4. Compatibility and Interoperability. The Polycom service agreement will include periodic updates to the codec firmware in order to remain in compliance with the Joint Interoperability Test Command (JTIC) Approved Products List Integrated Tracking System (APLITS) and Global Video teleconference System (GVS) approved versioning. If, as firmware updates are applied, the control systems or attached equipment functionality changes, the programmed interface software will be modified to guarantee that all equipment in the suite remains operational through and accessible from the control system, remote control, and touch panel.

5. Schedule for Delivery. The contractor shall complete tasks 3b NLT 30 days from date of award.

The contractor shall complete tasks 3a, 3b, 3d, and 3e as needed or as agreed upon with TRAC-FLVN government technical representative NLT 120 days from date of award. The period of performance will be for one (1) year (base period) plus four (4) one-year option periods that may be exercised by the Government. The option years will include only tasks 3b and 3c. All other tasks in the options years will have been completed in the base year.

6. Installation, Programming, and Training. The contractor shall integrate TRAC’s existing equipment with the final government-approved contractor’s equipment list to ensure TRAC compatibility and capability with existing equipment. The contractor shall assemble, install, and interconnect all components. All work shall be done in a neat and professional manner. Cables of like purpose shall be bound together using cable ties or wraps. Wiring and cables shall be of sufficient length to relieve mechanical strain on the wires, but not present excessive length. The contractor shall program all of the system's control components to operate as an integrated system. The contractor shall provide training to government personnel in the operation and maintenance of the integrated system when the installation is complete and functional. This instruction shall include necessary information required to turn on the extended monitors and audio components. The contractor shall submit as-built drawings when work is completed.

7. Government-furnished equipment/support. A detailed serial number list of existing components is listed below. The government will provide access to the facility as needed.

CSEL Conf Room/VTC Suite- Funston Hall

Item S/N Polycom RealPresence Group 700 (Unclass) 80144140E10BCW;

80144140E10BCW is a subcomponent of main unit 159469641A

Polycom RealPresence Group 700 (Class) 80144140E10DCW;

80144140E10DCW is a subcomponent of main unit 159469762A

POES-W01 CEN-SW-POE-5

Tuner 232-ATSC 4 HDTV Tuner 00-14-C8-09-01-AC OPPO Blue-Ray BDP-103 B242U01440056555 BiAmp Tesira Forte' TI 02497910

Crestron 3 Series Pro3 11742443 Crestron dts-HD Master Audio DM-MD 16.16-RPS 12085032 QSC Direct 70V Amplified CS302V 121413017 USP 2 w/ extra battery each n/a DTA Cisco IT0HD CS0004678104

Cisco CTBDBTKGB

Sound Control Technologies RCZ-CE 080033 Crestron DM-TX-201-C 11858271 Crestron DM-TX-201-C 11858273 Crestron DM-TX-201-C 11858252 Crestron TP (Control booth) TSW-1050-TTK-BS 6506180 (X17-13991)

12396300

Crestron TP (CSEL Room) TSW-1050-TTK-BS 6506180 (X17-13991)

12396294

Sharp Aquos 90" TV LC-90LE657U (left) A408819905 Sharp Aquos 90" TV LC-90LE657U (right) A408819910 Polycom Camera MPTZ-9 P/N 1624-08283-002 (front) 159469762A Polycom Camera MPTZ-9 P/N 1624-08283-002 (rear) 159469641A Mid-Atlantic model RLM-15-1CA PCTL02 Ceiling gooseneck mics (Qty 7) n/a Ceiling speakers (Qty 8) n/a

VIP Suite - McNair Hall

Item S/N Polycom RealPresence Group 700 (Unclass) 80144440E239CW Polycom RealPresence Group 700 (Class) 80144440E24DCW Biamp Nexia 02008610 Contemporary Research 232-ATSC+1 Digital TV Tuner 00:14:C8:02:02:B8 TW Cable DTA CS0004698024 Crestron DMPS-300-C Controller 6504002-9258609 SurgeX - SX2120 3101656 Vaddio EZ Camera 9.9899E+17

UPS SMT220-RM2UC AS1830260415

Mid-Atlantic Controlled 15 Amp Module RLM-15-11CA n/a Crestron Touch Panel - TPMC-V12-TILT-B 8703876 Monitor-Left Z5CDHCDC900848 Monitor-right Z5CDHCDC900781 Smart Board 327198 Sure microphones, model MX392/C (Qty 3) n/a HDMI receiver-Crestron n/a

FLVN HQ VTC Suite – Funston Hall Polycom RealPresence Group 500 (Unclassified) 8G173247C214CV Eagle Eye Camera Video Splitter Touch Panel - Crestron

Table Interface Microphone

OD Conference Room Stand-Alone - SVTC Polycom RealPresence Group 500 (Classified) 80153244303FCV

SDD Conference Room Stand-Alone - SVTC Polycom RealPresence Group 500 (Classified) 80153244308BCV

WSD Conference Room Stand-Alone – SVTC Polycom RealPresence Group 500 (Classified) 8015324430A4CV

AD Conference Room Stand-Alone - SVTC Polycom RealPresence Group 500 (Classified) 801532443005CV

SD Conference Room Stand-Alone - SVTC Polycom RealPresence Group 500 (Classified) 801532443043CV

8. Security Requirements: Contractor personnel performing work under this contract must have a SECRET security clearance upon the performance start date, and must maintain the level of security required for the life of the contract. The Contractor shall possess and maintain a SECRET facility clearance from the Defense Security Service at the time of proposal submission and must maintain the level of security required for the life of the contract. In addition, access to the Fort Leavenworth NIPRNET and SIPRNET is limited to United States citizens.

9. Contractor Manpower Reporting (CMR): The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Army 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/, and then click on “Department of the Army CMRA” or the icon of the DOD organization that is receiving or benefitting from the contracted services. Contractors may direct questions to the help desk by clicking on “Send an email” which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component’s CMR website. 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.

10. Points of Contact. TRAC Government Technical Representatives, Mr. Gerald Benard and Mr.

John Lance, TRAC-FLVN, 245 Sedgwick, Ft. Leavenworth, KS 66027-2345, Tel: (913) 684- 9178/9204. Gerald.p.benard.civ@mail.mil and john.l.lance.civ@usa.army.mil