Description
AV MAINT FOR CONFERENCE ROOM (REPOSTED/EXTENDED WITH Q&A SOLICITATIONS ARE DUE ON MARCH 4, 2026 QUESTIONS AND ANSWERS HAVE BEEN POSTED IN THE ATTACHMENTS NSWC has a requirement for the provision of 1 BASE YEAR and 4 OPTION YEARS of service to ensure the continued optimal performance, reliability, and security of the existing A/V system, including the computer-based A/V components. The scope includes preventative maintenance, troubleshooting, repair, user training, cybersecurity updates, and potential future upgrades to maintain system currency and functionality. All services must comply with existing Navy NMCI policies and security requirements. Quotes that are received for this requirement will be evaulated using Lowest Price Technically Acceptable with the following factors being evaluated: 1. Technical Capabilities 2. Price CLIN STRUCTURE Line Item 0001 - A/V Upgrade Base year with 1 year of maintenance for conference room Line Item 0002 - Option Year 1 A/V maintenance for 1 year Line Item 0003 - Option Year 2 A/V maintenance for 1 year Line Item 0004 - Option Year 3 A/V maintenance for 1 year Line Item 0005 - Option Year 4 A/V maintenance for 1 year General Requirements The Contractor shall provide all labor, equipment, and materials necessary to perform the required maintenance, support, and potential upgrades. All work must be performed by qualified personnel with appropriate security clearances. The Contractor shall adhere to all applicable DoW and Navy security regulations and policies, including cybersecurity STIGs. The Contractor shall coordinate all work with the Government project POC to minimize disruption to conference room usage. All replacement parts and equipment must be compatible with the existing A/V system and Navy NMCI infrastructure. No wireless features or services can be enabled; system resides in a classified operating space, and all forms of data transport must use wired services. Specific Requirements Preventative Maintenance: Conduct quarterly preventative maintenance inspections of all A/V system components, including the smart TV/monitor, computer workstation, touch panel controller, camera, audio mixer, speakers, VTC system, and VoSIP phone. Clean and inspect all cabling and connections. Check for and apply any necessary software or firmware updates. Verify the functionality of all system components and features, including unclassified and classified operating modes, content sharing capabilities, audio and video quality, and touch panel controls. Troubleshooting and Repair: Provide on-site troubleshooting and repair services within [specified timeframe, e.g., 4 hours] of notification of a system malfunction. Diagnose and resolve hardware and software issues affecting the A/V system. Replace faulty equipment with equivalent or superior components, subject to Government approval. User Training: Provide refresher training to existing users on the operation of the A/V system, including switching between unclassified and classified modes, content sharing, and using the touch panel controller. Provide initial training for new users as needed. Develop and maintain user-friendly documentation, including quick reference guides and troubleshooting tips. Training shall include how to operate the A/Vs in each room. Cybersecurity Maintenance: Ensure all ethernet switches used, managed or unmanaged, must have an Administrator password established during setup for access/control purposes and any unused Ethernet ports must be disabled. Apply security patches and updates to all relevant A/V system components in a timely manner, adhering to Navy NMCI cybersecurity STIGs. Conduct regular security assessments of the A/V system to identify and mitigate potential vulnerabilities. Maintain accurate system documentation, including hardware and software inventory, configuration settings, and security protocols. Potential Upgrades: Evaluate and recommend potential upgrades to the A/V system to maintain currency and functionality, such as: Upgrading the smart TV/monitor to a newer model with improved resolution or features. Upgrading the camera to a higher resolution model with enhanced pan/tilt/zoom capabilities. Implementing new content sharing technologies. Integrating the VoSIP phone more seamlessly with the A/V system. Provide cost estimates and technical specifications for proposed upgrades. Implement approved upgrades in a timely and professional manner. DELIVERABLES Maintenance Reports: Detailed reports documenting each preventative maintenance inspection, troubleshooting activity, and repair performed. Training Materials: User-friendly documentation, including quick reference guides and troubleshooting tips. Security Assessment Reports: Reports detailing the results of security assessments and any remediation actions taken. Upgrade Proposals: Cost estimates and technical specifications for proposed upgrades. Updated System Documentation: Revised hardware and software inventory, configuration settings, and security protocols reflecting any upgrades or changes to the A/V system. Engineering Manual: Used by engineering personnel familiar with the technical requirements of the equipment and system with wiring diagrams illustrating the components and their connection points. Operator’s Manual: To assist layman personnel with utilizing the equipment for A/V’s, briefings, conference calls, etc. System Access/Administrator Passwords: That allows the owner to future changes as necessary. Format of Deliverables: Title Page: That shall contain the publication numbers, equipment nomenclature, purchases description numbers, contract number and manual date. Introduction Section: That shall include a general physical description of all equipment, explain briefly what it is, and what it will do, and present all information of a general nature applicable to all equipment. When the text contains terms not commonly used, definitions shall be included. Operation Section: That shall explain in detail how the equipment operates and describes all modes of operation, adjustment of controls indicator readings for normal operation and adjustment necessary to maintain normal operation. Theory of Operation Section: That shall contain a technical explanation of all units and special circuitry used in the equipment. Maintenance Section: Containing the necessary schematic drawings, wiring diagrams and logic diagrams for complete maintenance of the equipment. This section shall specifically include an overall block diagram. Installation and Interface Section: Which shall contain sufficient information to install and provide mechanical and electrical information such as inputs, outputs, weight, size, connectors, power, etc. Parts List Section: Which shall contain a tabulation of data on all electrical, mechanical, and operational components in the equipment and system. For each part that is listed, provided the following: Reference Designation; Name and Description; True Manufacturers Part Number; Manufacturers name, address and cage code; Part Number; Total number of parts per item. Warranty and Support Information: A consolidation of warranty information to include manufacturer warranty and point of contact information for support. WARRANTY/EXTENDED SUPPORT SERVICES The Contractor shall consolidate all warranty information, including any extended warranties and contact information, in a single section of the deliverables. Standard commercial warranty: The Contractor shall provide the standard commercial warranty information and specify terms and conditions of the warranty and identify the warranty period. Warranty for all equipment shall commence from date of delivery and Government acceptance. Wide Area Workflow (WAWF) is the authorized method of payment for this requirement. PCARD is not an authorized method of payment. Shipping – Destination vs Origin “In the event shipping is not included in the overall price, the Vendor shall include all applicable shipping costs in its quote” “Quotes must be all-inclusive. If shipping is not included in the overall price, the Vendor is responsible for identifying and including all shipping costs in the quote.”