Statement of Work (SOW)
The Hanson Company Conference Room Audio/Visual (A/V) Installation Project
June 2015
1.0
PURPOSE
The purpose of this project is replace the old equipment (with a new digital solution) in the Hanson
Company Conference Room and provide the ability to remotely change slides by personnel attending
meetings located in main building, 15th floor conference room. The equipment that will need to be
replaced is the media controller, projector, video teleconferencing equipment (add secure capability),
and two media remote controllers (1 at the podium and 1 at the center table). The new equipment will
also have to integrate the current white noise machine. This refresh will provide the Hanson Company
CFO with the ability to give and receive high-definition briefings while being able to control these
presentations remotely. The requirements set forth in this SOW are for purchasing of additional
equipment, as specified, and installation services for the new and existing audio visual equipment for the
Hanson Company Conference Room.
2.0
PRODUCT AND SERVICE DESCRIPTION
The following paragraphs outline the specific equipment requirements and installation services that need
to be completed by the contractor. The Hanson Company will have overall responsibility for managing
and directing the execution of these requirements. Specific tasks may be deleted or modified by
contracting officer as long as there is no cost or schedule impact to the contractor.
2.1. Existing Owner-Provided Equipment
Item Description
White noise generator
NIPR Desktop
Secure Laptop
Media Multiplexer Housing
2.2 Displays
Manufacturer
AVTECH
Model
N/A
N/A
N/A
N/A
Quantity
01
01
01
01
2.2.1. Provide and install one HD short throw projector. Integrate projector display into media
controller to show images from unclassified computer, classified laptop, Vbrick, and auxiliary sources
(HDMI).
2.2.2. Provide two 70” monitors to be installed on the wall (will be tied into media system) on both
sides of the projector screen while it is in the lowered position.
2.2.3. Provide new VTC equipment (added capability of going secure) for the room. With notification
lighted sign located above both conference room doors.
2.3. Audio
2.3.1. Install and integrate 4-6 ceiling-mounted microphones for the ability to transmit voice from
anywhere within the room.
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2.4. Controllers
2.4.1. Install and integrate contractor-provided media central controller, remote media controller (desk
control) into the rooms podium, and a remote control to advance screens (not tied into the network). –
must be digital. Two touch screen controllers hard wired, one Controller at the Podium and one on the
conference table.
2.5. Equipment Rack
2.5.1. Provide equipment enclosure capable of housing all hardware components of the media controller
and white noise generator. Wood Credenza media cabinet that will match the conference table with
adequate cooling High speed low noise Fan.
2.5.2. Integrate existing computer into system components.
2.6. Auxiliary Ports
Provide, install and integrate two (2) sets of data ports to allow laptops to be connected to the media
system. HD Capable and display port.
2.7. Testing
2.7.1. Will coordinate all testing through the Lopez Information Tech Information Project Management
Company QA division with 24 hours’ notice for non-user testing and 48 hours for all testing requiring
users.
2.7.2. All equipment needed for testing will be provided by contractor
2.7.3. Contractor is responsible for all testing of project elements, the Lopez Information Tech Project
Management Company QA division will provide verification required for project close-out
2.8. Miscellaneous
2.8.1. Will provide as built drawings and documentation to the Lopez Information Tech Project
Management Company/Hanson Company.
2.8.2. Will provide user/technical manual for use in operations and minor maintenance to the Lopez
Information Tech Project Management Company/Hanson Company
2.8.3. Will provide training to the Hanson Company and users for operation, minor maintenance, and
account associated tasks.
2.9. Assumptions
2.9.1. Product provided by contractor will be a turn-key solution
2.9.2. Contractor will remove and dispose of any wiring required by installation or this product
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3.0
SPECIAL REQUIREMENTS
3.1
Installation Requirements
To accomplish the specific tasks outlined in Section 2, the following minimum installation requirements
are mandatory:
a) All the routing includes all signal-processing system sized to ensure connectivity from all
sources to all destinations under control of the user interface.
b) The racking & miscellaneous includes all necessary cables & connectors in accordance with
Institute of Electrical and Electronic Engineers (IEEE) specifications including cables coated
with HVAC open return systems.
c) Connectivity includes all necessary cable & connections in accordance with IEEE
specifications including cables coated with HVAC open return systems.
d) Design & Engineering includes the necessary site visits to determine connectivity
requirements, project guidance, system training and all necessary submittals for project asbuilt documentation.
e) Installation to include all on-site installation, wiring, coordination, project management,
supervision, testing and system checkout.
f) G&A to include all necessary freight, handling, receipt and reship.
g) Documentation to include complete set of manufacturer user manuals, one page cheat sheet
laminated for the room.
h) This facility must operate 24x7 when necessary.
i) The mandatory service and programming support required is direct employed personnel (no
3rd party) service staff to guarantee on-site service calls within 8 hours and phone support
within 4 hours.
j) Service Staff must present certificates from each manufacture used plus International
Communications Industries Association (ICIA) certificates. This documentation must be
provided at the time that qualifications are requested for acquisition.
k) All equipment and installation will be warranted by the selected vendor for a minimum of
three (3) years.
l) Low voltage license in state of Georgia.
3.2
Security Requirements
Access to sensitive information is not anticipated for this Tasking. However, a security clearance of at
least CONFIDENTIAL or a FAVORABLE National Agency Check (NAC) must be held by, or a NAC
must be in process for any Contractor personnel accessing sensitive information related to the computernetworking infrastructure. The contractor shall observe and comply with all security provisions in effect
at Hanson Company facilities visited in performance of this RFP. The Contractor Team shall include
personnel who have a complete knowledge of, and comply with, all standard DOD security procedures.
3.3
Non-Disclosure Requirement
Contractor personnel may be exposed to information covered under the Privacy Act of 1974, and shall
comply with all applicable safeguarding and handling requirements associated with Privacy Act
information. During the performance of this tasking, Contractor personnel may be required to access or
come into contact with proprietary Government information, including financial account records or
source selection information. Contractor personnel shall not use such information for any purpose other
than the performance of this order.
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3.4
Data Rights
The Hanson Company retains the right to all documentation and data generated by contractor as a result
of this project. The selected contractor shall provide COTS products with the appropriate contractor
pass through licenses.
4.0
APPROXIMATE PROPOSAL DUE DATE
All proposals must be submitted by 29 July 2015
5.0
APPLICATION FEE
There are no application fees for vendor submission of price quotation/proposal.
6.0
CONTACT INFORMATION
Submit all proposals or inquiries to the following:
Lopez Information Tech Project Management Company
ATTN: Miguel R. Lopez
1400 Coleman Avenue,
Macon, GA 31207
Comm: (478) 123-4567, Fax: (478) 123-6789
Cell: (478)-123-6532
E-Mail: miguel.r.lopez@live.mercer.edu
7.0
LOWEST BID STATEMENT
Lopez Information Tech Project Management Company intends to evaluate bids with both lowest price
and technically acceptable along with best value to our customer. Simply having the lowest bid does not
guarantee contract award.
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