LOS ANGELES COUNTY DEPARTMENT OF PUBLIC SOCIAL SERVICES (DPSS) OFFICE OF INFORMATION TECHNOLOGY STATEMENT OF WORK RFB-IS

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1 LOS ANGELES COUNTY DEPARTMENT OF PUBLIC SOCIAL SERVICES (DPSS) OFFICE OF INFORMATION TECHNOLOGY STATEMENT OF WORK RFB-IS OBJECTIVE The purpose of this Statement of Work is to obtain services from a qualified Vendors to perform installation and configuration for Polycom EndPoint Hardware, software, network and all related peripherals as listed below, including low voltage and high voltage cabling to power overhead projectors and projector screens, Videoconferencing room s configuration and design. This document defines the requirements, and duties of the vendor. BACKGROUND The Department of Public Social Services (DPSS) provides a variety of social services to 9.3 million residents of Los Angeles County, an area of 4,100 square miles encompassing 88 cities. DPSS is committed to assist welfare recipients to achieve the goal of self-sufficiency through employment. Video production is a form of communication that utilizes synchronous technology, enabling users to communicate in real time with one another. The Information Technology Division (ITD) provides computer systems development and support for the department. ITD is responsible for technological solutions and support for DPSS operations through a number of support services. As part of the county s efficiency initiatives, DPSS is tasked to use videoconferencing technologies and to build infrastructure to support videoconferencing technologies. DPSS plans to use Polycom endpoints with desktop clients to conduct meeting with internal and external customers. Due to the limited in-house expertise, DPSS requires professional services to perform the installation, configuration, and documentation of the in the Polycom endpoint and video conferencing room design, implementation and deployment. 1

2 Vendor Qualifications All configuration and integration work must be completed by VENDOR with the following credentials. VENDOR must be an authorized POLYCOM partner with the following certifications: Polycom Video Certification, Polycom RealPresence Infrastructure Platform, Polycom Installed Voice Sales, and Polycom Federal Certification. VENDOR must also be a Crestron Digital Media Certified Designer. All equipment must be supplied in brand new, unused, condition. All equipment must come from the manufacturer or a Polycom and Crestron Distributor/Reseller with full USA manufacturer warranty and USA manufacturer technical support. Equipment shall not be gray market. In the event technical support or other services are required during or after the end of the project due to problems resulting from this project, one of VENDOR s certified engineers must be able to respond on site within four hours for diagnosis and problem resolution or escalation. SYSTEM ACCOUNTABILITY Project Lead (PL) Narinder Kumar. ITM II Carmenita Road Norwalk, Ca The PL will have oversight of the Deliverables activities. Project Manager (PM) Rachid Ameur, Information Technology Specialist I Information Technology Division Carmenita Rd. Norwalk, CA The PM will approve all work performed by the Vendor and will be responsible for supervising the Vendor s day-to-day activities related to the Purchase Order awarded as a result of this solicitation. The PM will sign the invoices from the Vendor. Project Time line and working hours The VENDOR shall respect the project timeline. All work must be performed during regular business hours and after hours. Monday through Thursday from 7:00A.M to 10:00PM. Time to work on site must be coordinated with the project manager and the site building management. Work must be completed ninety (90) days after receipt of purchase order. 2

3 ADMINISTRATION AND OTHER RESPONSIBILITIES The Vendor shall report administratively to, and work directly with the project manager. All services will be considered complete and accepted when approved in writing by the DPSS Project Manager. SCOPE AND DUTIES The Vendor shall develop a detailed Project Plan after award of purchase order for accomplishing the Tasks identified in this Statement of Work (SOW), indicating levels of effort and schedules required to effectively accomplish all requirements and duties for this project. The Vendor shall coordinate with the site building management and provide design work to obtain approval from building management to perform the work. The Vendor shall be responsible for providing weekly status reports indicating the progress of Tasks and specifically address any elements of the Project Plan that differs from the original schedule. The Vendor shall install and configure the hardware and software to setup and secure equipment. The Vendor will also document the installation and provide knowledge transfer to DPSS. Vendor shall provide the services necessary to accomplish all of the requirements in this Statement of Work (SOW) and to successfully install, configure, test, and implement all of the components listed in solicitation document including, but not limited to, all associated software and/or firmware, patches/fixes, and interfaces. The Vendor is responsible for all acts, and services required to provide DPSS with a fully functional System in accordance with the Manufacturer s Specifications, whether or not the acts or services required to do so are specifically identified in this Statement of Work, and unless otherwise expressly stated, all work described in this Statement of Work shall be performed by Vendor. Video conferencing will be deployed at the following locations: District Office Address Room Number 52, 59, 60, 61, 62, 63, 64, E. Imperial Hwy., DPSS Academy 65, 67, 68, 93, 94, 95, 96, Norwalk, CA 100, 157, 158, 159, 160 3

4 List of requirements and duties Under the direction of the Project Manager, the Vendor will be required to perform the following: The deployment includes all, but not limited to the tasks defined below: Work to be performed in Rooms Number # 52, 59, 60, 61, 62, 63, 64, 65, 67, 68, 93, 94, 95, 96 1) Move Polycom Cameras from the one side of the room to another side (Front to Back ). Remove existing Camera, Extender, & Mount 2) Cut double gang size hole in drywall at new location 3) Add Mud Ring to double gang hole to wall, add Camera Mount to Mud Ring, add Extender to Mount 4) Add Camera to shelf, attach 4 screws at bottom Work to be performed in Rooms Number # 157, 158, 159, 160, 100 1) Extend Camera Cables in Rooms 2) Connect cables 3) Remove Codec from Lectern and add new Codec, connecting existing cables 4) Cut double gang size hole in drywall at new location for Camera 5) Add Mud Ring to double gang hole to wall, add Camera Mount to Mud Ring, add Extender to Mount 6) Add Camera to shelf, attach 4 screws at bottom 7) Connect cables at Camera side 8) Run Cat-5 Cable in Conduit down wall, across floor up to Lectern and connect 9) Connect Camera Transmitter to Codec, approx 85' 10) For Polycom Ceiling Mics: Remove 2 Ceiling Tiles, approx. 10 from left center of room & 10 from right center of room 4

5 11) Cut hole in Tile and insert Grommet. Add pass-through box next to hole, 2 screws in Tile 12) Insert Mic Cable through hole and connect to box, other end outside of Tile connect to Mic 13) Run short Cat-5 Cable from Mic to Mic. Run long Cat-5 Cable from 1 st Mic down wall, across floor to Lectern and connect to Codec. Reinstall Tile 14) Install Duplex Receptacles Outlet middle of wall for Display power 15) Install Display Mount back of room-center. Install 65 Display 16) Add Crestron Receiver and run 8G Cable from Receiver to Lectern 17) Add Crestron Receiver at Projector and run 8G Cable from Receiver to Lectern 18) Remove existing Control equipment and replace with Crestron listed equipment 19) Connect 10 Touch Panel with a Crestron POE Module 20) Test and adjust System as needed 21) Program Crestron Control System, Important: Must have 5 Presets for each of the 2 Cameras 22) Test and set Presets 23) Programming of A/V Equipment to allow Crestron touch screen to control and manage different inputs: Projector, DVD, Laptop, Projector screen, overhead document camera scanner, Samsung Display, and to be able to manage Polycom videoconferencing equipment such that it allow calls to be dialed and ended, and download the DPSS directory, control the camera presets, zoom in, zoom out, Pan Tilt Zoom functions, Polycom remote emulation, controls the sound and the microphone, turn on and off each device. 24) Vendor is to provide programing source file to DPSS for future uploads and medications 25) Make all necessary adjustments to enhance audio quality and to prevent noise and echo 26) Install Power outlet (110V-50Hz) nema 5-15r outlet 27) Run Cat5e from display to terminate at the patch panel in the server rooms 5

6 28) Install secure mounts on wall 29) Mount and lock 49 or 55 LFD displays Installation The Vendor shall install and configure the Polycom videoconferencing / related peripherals and Software per the implementation plan along with DPSS staff. Vendor shall provide on-call support during night and weekends for the engagement duration. The Vendor shall provide installation for each of the hardware component listed in the solicitation document. The Vendor shall also provide status reports to the Project Manager on a per task basis. Testing The Vendor shall perform tests to validate proper system operations after the installation and configuration. Project Manager is responsible for signing off on testing results and final acceptance of system. The specific test plan is as follows: 1. Power-on and Power-off test 2. Test all programing to make sure that all equipment installed are interoperating with each other that is the ability of all equipment installed to operate in conjunction with each other Documentation The Vendor shall document the resulting Polycom videoconferencing systems architecture environment. The Vendor shall provide DPSS staff a task implementation plan document prior to each tasks implementation outlining the purpose, concepts, and design of the task. Knowledge Transfer The Vendor shall provide knowledge transfer to DPSS Network Support staff. Knowledge transfer shall be in the form of two (2) hours of training. Training topics should include: 1. How to operate the equipment. 2. How to obtain technical support. 3. How to upgrade equipment. 6

7 COUNTY EQUIPMENT The Department will provide all of the computer-related hardware and telephones required for the project, but will not provide radios, cell phones, or pagers, which may be required. The County will not pay mileage or travel expenses, although the Vendor may be required to travel to and from various Departmental locations within Los Angeles County. All travel and miscellaneous costs are to be included within the Deliverable cost. The Vendor shall clean the sites and dispose all trash in the appropriate trash disposal. The Vendor shall work with local office staff to identify proper trash disposal area. Equipment Handling and Shipping The Material Management Section (MMS) warehouse is located at 2700 South Garfield Avenue, Commerce California The vendor is responsible for delivery of all equipment to the MMS warehouse. DPSS will handle deliveries of equipment from Warehouse to Project site. 7