Audio Visual Installation Boston VAMC West Roxbury
(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.
(ii) The solicitation number is 36C24118Q0047 and the solicitation is issued as a request for quotation (RFQ).
(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-95.
(iv) This requirement is being issued as a Service Disabled Veteran Owned Small Business set-aside. The associated NAICS code is 238210, Electrical Contractors and Other Wiring Installation Contractors and small business size standard is $15 million.
(v) The Government intends to award a firm-fixed price contract for a Contractor to provide Audio Visual Installation at the Boston Healthcare System, West Roxbury Division 1400 VFW Parkway, West Roxbury, MA 02132.
Item #
Description- 01/03/2018-03/03/2018
Qty
Unit
Price
Amount
0001
The contractor shall provide all labor, equipment, materials and supervision to complete Audio Visual Installation in accordance with the attached Performance Work Statement. (Includes all travel costs)
1
JB
TOTAL
(vi) The contractor shall provide all personnel, equipment, supplies, tools, and materials necessary to complete all Audio Visual Installation in accordance with the attached Performance Work Statement.
(vii) The Place of Performance is the Boston Healthcare System, West Roxbury Division 1400 VFW Parkway, West Roxbury, MA 02132. The period of performance is 01/03/2018-03/03/2018.
(viii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addenda s to the provision: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998); 52.233-2 Service of Protest (SEPT 2006); 852.233-70 Protest Content/Alternative Dispute Resolution (JAN 2008); 852.233-71; Alternate Protest Procedure (JAN 1998);
(ix) 52.212-2 EVALUATION COMMERCIAL ITEMS (Oct 2014)
Submission of Quotes:
(1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. We will not consider any quote that we receive after the deadline unless we receive it before we issue a purchase order, it is in the best interest of the Government and will not delay our purchase.
(2) Quotes may be submitted electronically via email to Tammy.Davis6@va.gov.
(3) Quote Format: The submission should be clearly indexed in accordance with the evaluation criteria below. All pages of the quote shall and identify the complete company name, date and solicitation number. The Contractor shall include its company name, address, DUNS and Cage Code. Please do not submit company brochures.
(4) Site Visit - A site Visit is scheduled for Monday, December 11, 2017 at 10:30 A.M, meet at the main lobby of Building 3, VABHS, 1400 VFW Parkway, West Roxbury, MA 02132.B B B Please send an email to tammy.davis6@va.gov if you plan on attending. Any potential changes to the performance work statement or questions noted during the site visit must be submitted in writing by the question due date.B The Contracting Officer is the only person that is authorized to change the requirement.
(5) Questions shall be submitted to the Contract Specialist in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is 12/12/2017 at 4:00 PM EST. Questions received after this date and time may not be answered. Questions will be answered in a formal amendment to the solicitation so all interested parties can see the answers.
(5) Evaluation Process:
Award will be made to the best value, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process.
Quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. After the evaluation of quotes, the Contracting Officer may negotiate final terms with one or more quoters of the Government s choice before issuing a purchase order. The Contracting Officer will not negotiate with any quoters other than those of the Government s choice and will not use the formal source selection procedures described in FAR Part 15. The Contracting Officer may issue a purchase order to other than the quoter with the lowest price.
The Government will award a contract resulting from this solicitation to the responsible quoter whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate quotes:B
Price - Vendor will complete the Price Schedule (attached) with proposed contract line item prices inserted in appropriate spaces.B
Past Performance: Provide (3) references of work, similar in scope and size with the requirement detailed in the Performance Work Statement. References must include contact information; brief description of the work completed, and contract # (if relevant).B Please utilize Attachment Past Performance Worksheet for your references and please submit as part of your quote submission. References may be checked by the Contracting Officer to ensure your company is capable of performing the Performance Work Statement.B The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources to include PPIRS.
Technical: The vendor s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services in accordance with the Performance Work Statement.B The contractor shall provide the following:
a. Provide certification/license for installation of Codec Equipment
b. The Contractor shall demonstrate its ability to physically respond to problems with the system at the West Roxbury location within 48 hours of notification from VA personnel.
A written notice of award, mailed or otherwise furnished to the successful quoter within the time for acceptance specified in the quote, shall result in a binding contract without further action by either party. Before the quote s specified expiration time, the Government may accept a quote (or part of a quote), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
(x) 52.212-3 Offeror Representations and Certifications-Commercial Items (JAN 2017). Ensure your representations and certifications are complete in the System for Award Management (SAM)( https://www.sam.gov). Otherwise, you will need to fill out solicitation Clause 52.212-3 "Offeror Representation and Certifications -Commercial Items", and submit with the quote. Federal Acquisition Regulations require that federal contractors register in the SAM database at http://www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that they are registered in SAM prior to submitting their quotation.
(xi) Clause 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition in addition to the following addenda s to the clause: 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013), 852.203-70 Commercial Advertising (JAN 2008),
852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (DEC 2009)
(a) Definition. For the Department of Veterans Affairs, Service-disabled veteran-owned small business concern :
(1) Means a small business concern:
(i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled veterans (or eligible surviving spouses);
(ii) The management and daily business operations of which are controlled by one or more service-disabled veterans (or eligible surviving spouses) or, in the case of a service-disabled veteran with permanent and severe disability, the spouse or permanent caregiver of such veteran;
(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document; and
(iv) The business has been verified for ownership and control and is so listed in the Vendor Information Pages database, (http://www.VetBiz.gov).
(2) Service-disabled veteran means a veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).
(b) General. (1) Offers are solicited only from service-disabled veteran-owned small business concerns. Offers received from concerns that are not service-disabled veteran-owned small business concerns shall not be considered.
(2) Any award resulting from this solicitation shall be made to a service-disabled veteran-owned small business concern.
(c) Agreement. A service-disabled veteranowned small business concern agrees that in the performance of the contract, in the case of a contract for:
(1) Services (except construction), at least 50 percent of the cost of personnel for contract performance will be spent for employees of the concern or employees of other eligible service-disabled veteran-owned small business concerns;
(2) Supplies (other than acquisition from a nonmanufacturer of the supplies), at least 50 percent of the cost of manufacturing, excluding the cost of materials, will be performed by the concern or other eligible service-disabled veteran-owned small business concerns;
(3) General construction, at least 15 percent of the cost of the contract performance incurred for personnel will be spent on the concern s employees or the employees of other eligible service-disabled veteran-owned small business concerns; or
(4) Construction by special trade contractors, at least 25 percent of the cost of the contract performance incurred for personnel will be spent on the concern s employees or the employees of other eligible service-disabled veteran-owned small business concerns.
(d) A joint venture may be considered a service-disabled veteran owned small business concern if
(1) At least one member of the joint venture is a service-disabled veteran-owned small business concern, and makes the following representations: That it is a service-disabled veteran-owned small business concern, and that it is a small business concern under the North American Industry Classification Systems (NAICS) code assigned to the procurement;
(2) Each other concern is small under the size standard corresponding to the NAICS code assigned to the procurement; and
(3) The joint venture meets the requirements of paragraph 7 of the explanation of Affiliates in 19.101 of the Federal Acquisition Regulation.
(4) The joint venture meets the requirements of 13 CFR 125.15(b).
(e) Any service-disabled veteran-owned small business concern (non-manufacturer) must meet the requirements in 19.102(f) of the Federal Acquisition Regulation to receive a benefit under this program.
(End of Clause)
LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011)
This solicitation includes VAAR 852.219-10. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.
852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2012)
(a) Definitions. As used in this clause-
(1) Contract financing payment has the meaning given in FAR 32.001.
(2) Designated agency office has the meaning given in 5 CFR 1315.2(m).
(3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, e-mail, and scanned documents are not acceptable electronic forms for submission of payment requests.
(4) Invoice payment has the meaning given in FAR 32.001.
(5) Payment request means any request for contract financing payment or invoice payment submitted by the contractor under this contract.
(b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required.
(c) Data transmission. A contractor must ensure that the data transmission method and format are through one of the following:
(1) VA s Electronic Invoice Presentment and Payment System. (See Web site at http://www.fsc.va.gov/einvoice.asp.)
(2) Any system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) and chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org) includes additional information on EDI 810 and 811 formats.
(d) Invoice requirements. Invoices shall comply with FAR 32.905.
(e) Exceptions. If, based on one of the circumstances below, the contracting officer directs that payment requests be made by mail, the contractor shall submit payment requests by mail through the United States Postal Service to the designated agency office. Submission of payment requests by mail may be required for:
(1) Awards made to foreign vendors for work performed outside the United States;
(2) Classified contracts or purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified or privacy information;
(3) Contracts awarded by contracting officers in the conduct of emergency operations, such as responses to national emergencies;
(4) Solicitations or contracts in which the designated agency office is a VA entity other than the VA Financial Services Center in Austin, Texas; or
(5) Solicitations or contracts in which the VA designated agency office does not have electronic invoicing capability as described above.
(End of clause)
852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984) The contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/ she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of [ ]. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there from. (End of Clause)
(xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.203-6; 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-35; 52.222-36, 52.222-37; 52.222-40; 52.222-50, 52.222-60; 52.223-11; 52.223-18, 52.225-13, 52.232-33, 552.222-17; 2.222-41, 52.222-42, 52.222-43; 52.222-55; 52.222-62
(xiii) All contract requirement(s) and/or terms and conditions are stated above.
(xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement.
(xv) RFQ responses are due 12/21/2017 at 12:00 PM EST. RFQ responses must be submitted via email to: Tammy.Davis6@va.gov. Hand deliveries will not be accepted.
(xvi) The POC of this solicitation is Tammy Davis (Tammy.Davis6@va.gov).
Performance Work statement (PWS)
Audio Visual Infrastructure and Systems
West Roxbury VAMC
Ambulatory Care Addition
Conference Rooms GC-186 and GC-122
Purpose
To develop and install flexible, up-to-date Audio Visual (AV) systems in the 2 new seminar/training/teleconference rooms in the new Ambulatory Care facility located at the West Roxbury campus of the VA Boston Healthcare System (VABHS).
To make the system as simple as possible to operate. A first time User should be able to operate all functions of the system seamlessly within 1 minute.
2.0 Scope
The contractor shall provide, integrate, install, test, train staff, and commission complete turn-key VTC and presentation solution for the Boston Veterans Administration Medical Center conference room GC-186 and conference room GC-122 in the new Ambulatory Care addition located at the West Roxbury campus, 1400 VFW Parkway, West Roxbury, MA 02132.
.
The contractor shall provide a complete solution for conference room GC-186.
The solution shall include a 4K Ultra HD 84 interactive touch display and fixed wall mount, which will be located in the front of the room. This display shall have an LCD screen with e-LED backlight which enables you to select, write and erase on the interactive surface. By touching the surface, you should be able do everything on the interactive flat panel that you can do at your computer, and you can use an array of gestures within applications. The display shall enable the VA personnel to write or draw over any application in digital ink using one of the supplied pens or your finger, and then erase the digital ink using the supplied eraser or your palm. Two users shall be able to write or draw at the same time.
The solution shall include a 4K Ultra HD 65 interactive touch display and fixed wall mount, to be located in the rear of the room. This display shall have an LCD screen with e-LED backlight which enables you to select, write and erase on the interactive surface. By touching the surface, you should be able do everything on the interactive flat panel that you can do at your computer, and you can use an array of gestures within applications. VA personnel shall be able to write or draw over any application in digital ink using one of the supplied pens or your finger, and then erase the digital ink using the supplied eraser or your palm. Two users shall be able to write or draw at the same time.
The video system shall include a VA approved HD video codec for video conferencing (VA Standard Codec for compatibility and security the Cisco TelePresence SX80 Codec). Capabilities shall include 1080p Video up to 60 fps, H.323 and Session Initiation Protocol (SIP) up to 6 Mbps point to point, Dual Display & Dual Stream Support.
The solution shall include one camera providing pan tilt and zoom, 4x zoom, resolution of 1920 x 1080 at 60 fps, and a HDMI 1.4 interface.
The solution system shall include one 7 TFT active matrix color LCD Touch panel with five soft-touch capacitive buttons for quick access functions. Touch panel shall support H.264 (MPEG-4 part 10 AVC), MJPEG streaming formats.
The solution shall provide a control processor capable of providing complete, customizable control the AV devices in the system. Control program shall deliver a fully-functional presentation system with simplified configuration and choice of control options all via the 7 TFT touch panel.
The solution shall include a minimum of a 4K UHD 6x2 video matrix switch allowing two different video sources to be routed simultaneously. Video matrix shall manage 4K/60 video with HDCP 2.2 encryption, ensuring support for 4K and Ultra HD displays and media sources. System shall have input and outputs compatible with HDBaseT and an ability to seamlessly switch between sources. Sources shall include the codec, a VA provided workstation permanently located in the room, and guest wall plate.
The solution shall include a wall plate located at the conference table to accommodate guest computers. The wall plate shall be able to accommodate VGA with audio, HDMI, Display port and Thunderbolt connections.
The solution shall provide a wall mounted 1-gang interface with an output for HD or 4K display devices, IR, and RS-232 control ports via a single CAT6 cable.
The solution shall include 12x5 stereo source matrix switcher, digital and analog source inputs, mic mixer with Digital Signal Processing (DSP), independent mixer per analog output, independent stereo DSP per analog output, integrated power amplifier, two independent digital output mixers.
The solution shall include four ceiling microphones along with one wireless lavalier and one wireless handheld microphone. Microphones shall be capable of operation in the 24 MHz wide frequency ranges: G4 (470-494 MHz), G5 (494-518 MHz), H5 (518-542 MHz), J3 (572-596 MHz), and L4 (638-662 MHz). The lavalier microphone shall include a bodypack transmitter and receiver.
The solution shall include six 8 ceiling speakers with built-in 60-watt multi-tap transformer allows for use on either 70V or 100V distributed lines, or direct 8-ohm operation. The location of the speakers shall be determined by the vendor and shall provide for a clean appearance and evenly dispersed audio throughout the room.
The podium shall be provided by the vendor with final design choices made by a VABHS interior designer. The solution shall include a podium Custom Laminate version ATF-100-36 or equivalent to include:
Podium to be American Technical Furniture ATF-100 Series or Equal:
Must house all equipment racks for the space and include equipment rack rails
Must be locking
High Pressure Laminate Finish, available in wood grain patterns. Pattern and color to be selected by VA ID.
Heavy Duty Casters
Flip up ADA shelf
Locking flip and store monitor mount
Pull out keyboard drawer w/ergo insert
Grommets in work surface and base for cabling
Surge suppressor with master on/off switch
Cooling fan
Approximate dimensions 31 x32 ; to be coordinated with equipment and with VA Interior Designer / project COR.
Vendor shall provide shop drawings for approval to VA ID and VA COR.
The solution shall include two1500VA/900W Line-Interactive Uninterruptible Power Supply. The Unit shall provide battery backup and AC power protection against blackouts, brownouts, power surges and line noise that can damage electronics or destroy data.
The Contractor shall provide a complete solution for conference room GC-122.
The solution shall include an automated electric drop down projection screen and projector. The screen shall be a 16:9 HD format screen with an approximate size of 133 diagonal. This screen shall be capable of being recessed into the drop ceiling.
The solution shall include a ceiling mounted projector and lens with a 3 LCD projection system and a minimum of 7,000 Lumens and Native WUXGA (1920 x 1200) Resolution Native WUXGA (1920 x 1200) Resolution.
The solution shall include ceiling projector mount that provides the strong support you need for mounting heavy projectors. Micro adjustments allow you to quickly achieve registration. The mount shall be properly installed to support the maximum weight allowed by the mount. The mount shall be rated to support the projector and all necessary peripherals.
The video system shall include a VA approved HD video codec for video conferencing. Capabilities shall include 1080p Video up to 60 fps, H.323 and Session Initiation Protocol (SIP) up to 6 Mbps point to point, Dual Display & Dual Stream Support
The solution shall include two cameras that provide pan tilt and zoom,12x zoom, resolution of 1920 x 1080 at 60 fps, and a HDMI 1.4 interface.
The solution system shall include one 7 TFT active matrix color LCD Touch panel with five soft-touch capacitive buttons for quick access functions. Touch panel shall support H.264 (MPEG-4 part 10 AVC), MJPEG streaming formats.
The solution shall provide a control processor capable of providing complete, customizable control the AV devices in the system. Control program shall deliver a fully-functional presentation system with simplified configuration and choice of control options all via the 7 TFT touch panel.
The solution shall include a minimum of a HD 6x2 video matrix switch allowing two different video sources to be routed simultaneously. Video matrix shall manage HD video with HDCP 2.2 encryption, ensuring support HD displays and media sources. System shall have input and outputs compatible with HDBaseT and an ability to seamlessly switch between sources. Sources shall include the codec, a VA provided workstation permanently located in the room, and guest wall plate.
The solution shall include a wall plate located at the conference table to accommodate guest computers. The wall plate shall be able to accommodate VGA with audio, HDMI, Display port and Thunderbolt connections.
The solution shall provide a ceiling mounted 1-gang interface with an output for HD or 4K display devices, IR, and RS-232 control ports via a single CAT6 cable.
The solution shall include 12x5 stereo source matrix switcher, digital and analog source inputs, mic mixer with Digital Signal Processing (DSP), independent mixer per analog output, independent stereo DSP per analog output, integrated power amplifier, two independent digital output mixers.
The solution shall include two wireless boundaries, one wireless lavalier, and one wireless handheld microphone. Microphones shall be capable of operation in the 24 MHz wide frequency ranges: G4 (470-494 MHz), G5 (494-518 MHz), H5 (518-542 MHz), J3 (572-596 MHz), and L4 (638-662 MHz). The lavalier microphone shall include a bodypack transmitter and receiver.
The solution shall include eight 8 ceiling speakers with built-in 60-watt multi-tap transformer allows for use on either 70V or 100V distributed lines, or direct 8-ohm operation. The location of the speakers are to be determined by the vendor and shall provide for a clean appearance and evenly dispersed audio throughout the room.
The podium shall be provided by the vendor with final design choices made by a VAMC interior designer. The solution shall include a podium Custom Laminate version ATF-100-36 or equivalent to include:
Podium to be American Technical Furniture ATF-100 Series or Equal:
Must house all equipment racks for the space and include equipment rack rails
Must be locking
High Pressure Laminate Finish, available in wood grain patterns. Pattern and color to be selected by VA ID.
Heavy Duty Casters
Flip up ADA shelf
Locking flip and store monitor mount
Pull out keyboard drawer w/ergo insert
Grommets in work surface and base for cabling
Surge suppressor with master on/off switch
Cooling fan
Approximate dimensions 31 x32 ; to be coordinated with equipment and with VA Interior Designer / project COR.
Vendor shall provide shop drawings for approval to VA ID and VA COR.
The solution shall include a podium Custom Laminate version ATF-100-36 to include: Laminate finish, standard ATF Laminate options apply.
The solution shall include a 1500VA/900W Line-Interactive Uninterruptible Power Supply. Unit shall provide battery backup and AC power protection against blackouts, brownouts, power surges and line noise that can damage electronics or destroy data.
The solutions control touch panel shall have the ability to provide the following controls:
Audio System Controls
Microphones
- Mute/Unmute (globally and individually each microphone)
Volume
-Mute and Unmute
Audio Teleconference Controls
-Connect/disconnect
-Dialing Controls
-Programmable Phonebook
-Display Controls
Power On/off
Source Selection
Video Controls:
-Power On/Off
Digital Matrix Switcher
-Audio and video routing controls
Camera Controls
-Pan, Tilt, Zoom
-Focus Near/Far
-Six (6) programmable presets per camera
Codec Controls
-Connect/Disconnect
-Dialing Keypad and Keyboard
-Menu and Menu navigation
-Access to Codec Phonebook
D. Installation and System Commissioning The contractor shall perform the following: deliver the equipment, cabling, rack build, de-installation, installation, programming, training staff, and commissioning. The Contractor shall ensure the installed systems are functionally tested and conform to the government provided specifications with associated warranty.
The contractor shall ensure that the system is as simple as possible to operate. A first time User should be able to operate all functions of the system seamlessly within 1 minute.
This system, once complete, shall be able to pass accreditation and certification by VABHS Staff: WX Electrician, WX Maintenance & Operations Foreman, the AV System COR, and the Ambulatory Care Addition Project Engineer.
Hardware or equipment shall be brand name and equivalent.
Once awarded the contractor shall coordinate with the government s COR/Technical Representative to establish a work schedule and project timeline within 30 days after award.
All work shall be completed within 2 months after award.
Install, configure, and program HD VTC Codec systems that meet VA requirements. Requirement for install of Codecs video and audio to be fully integrated into control system and be managed within the control room.
Vendor shall install, program, and integrate the newly designed audiovisual program for Room CG-186 and CG-122.
Cameras shall be permanently installed in Room CG-186 and CG-122 cameras will have remote management capability and be fully integrated into VTC system.
Vendor shall provide a minimum of 2 training sessions for VABHS Users per room.
Vendor shall honor all manufacturers warranties.
Vendor will provide a 1 year Warranty on all work performed under this PWS.
3.0 Requirements
The Contractor shall ensure effective coordination and cooperation with government representatives.
The Contractor shall physically respond to the West Roxbury campus to fix AV System breakdowns or problems within 48 hours of notification of VA personnel.
The Contractor shall obtain VABHS Personal Identification Verification (PIV) for all of their staff working on the AV projects.
The Contractor shall meet or exceed all VABHS Safety Regulations
The Contractor shall meet or exceed all VABHS Infection Prevention Regulations.
The Contractor shall be responsible for achieving Program and Management Objectives as specified.
Processes and resources to evaluate any potential deficiencies, obstructions, or conflicts that would adversely impact the Contractor s ability to meet program requirements, objectives, or deliverables as proposed. If deficiencies, obstructions, or conflicts are identified the Contractor shall notify the VABHS representatives.
Process to identify and correct quality deficiencies to include conduct of product and installation testing and the resulting test reports/analyses.
Instructions, procedures, or other appropriate means to perform work consistent with industry technical standards, administrative controls, and other required safety and environmental controls.
Process for verifying performance and other system requirements after implementation.
4.0 Management Objectives
The Contractor shall ensure overall technical, survivability and security objectives are met within acceptable risk thresholds, within the specified project completion date. The Contractor shall manage the execution of the AV Infrastructure Project with day-to-day execution tools and to periodically assess progress in meeting installation solution requirements.
5.0 Audio Visual Systems (AVS)
5.1.1 Audio Visual Objectives There are several objectives for the conference and meeting spaces in this project. One common element of all mission activity is the requirement for groups and individuals to meet and conduct business. In this modern world of technology and remote communication, the requirement includes both face-to-face meetings and tele-presence meetings conducted over voice, video and the data networks. The overall program objectives are to fulfill the following needs:
Provide flexibility of use that is supported by a variety of government provided room configurations.
Propose installation of AV system equipment that support clients mission and operational needs.
Provide flexible technology solutions that support the varied requirements of the different agencies and types of events supported.
6.0 Seamless Delivery
6.1 The Contractor shall work closely with the Facility Building Manager and representatives as needed to integrate the audio-visual system design, implementation, and transition for a seamless delivery.
6.1.2 Integration The expectation of the Government is that the audio-visual system is entirely complete and operational at the conclusion of the project including all audio-visual systems and designated rooms. The overarching objective is that the audio-visual system is fully integrated. Completion of the audio-visual Infrastructure and system upgrade without the completion of the audio-visual systems technology integration is not acceptable.
6.1.3 Audio Visual Training Plan
The Contractor shall provide technical training required by personnel to assume effective operations of the new architecture provided by the Contractor.
Ensure adequate training and resources are developed and provided prior to final acceptance.
Provide 2 training session for VABHS Users per Conference Room.
Record 1 of these training sessions on video for VABHS archives
Create a 1 page laminated Quick Tip Sheet per room.
Create a short simple booklet, with pictures, as a User s Guide.
Give all training materials to AV System COR electronically.
7.0 Warranty / Vendor Details
All equipment furnished by CONTRACTOR comes with each manufacturer s standard warranty, licenses and indemnities only. CONTRACTOR shall provide to Customer third party information detailing any license, warranty and indemnity right it receives from any third party provider of such Equipment upon request and will reasonably cooperate with Customer in enforcing such rights.
CONTRACTOR warrants to Customer that any services performed by CONTRACTOR or its subcontractors under this installation process will be carried out in a professional and workmanlike manner by qualified personnel in accordance with the specifications set forth in this document.
The Contracting officer shall give written notice of any defect or nonconformance to the contractor within 30 days of acceptance by the Government. The contractor shall correct or perform any defective or nonconforming service at no additional cost to the Government. CONTRACTOR shall perform all troubleshooting of system failures or unexpected non-functionality problems on site and not via telephonic communications at no extra expense to the government.
The Contactor shall be responsible for receiving in and inspecting all products and equipment for damage and proper shipment at vendor location. The government will take ownership of the equipment once the POC has signed for acceptance of the job and a list of serial numbers have been provided. (This eliminates any questions of ownership if product is lost, stolen or damaged during the shipping process.)
All equipment must be stored off site and have the ability to bring only the equipment needed that will be installed that same day. Government will not be responsible for any lost, stolen of missing vendor equipment or material. (This eliminates any questions of ownership if something is lost, stolen or damaged during installation).
The Contractor shall have at least one Certified Technology Specialist-Design (CTS-D), one Certified Technology Specialist (CTS) assigned to the project. Vendor shall be certified by the Codec equipment manufacturer to install, program, and setup the equipment that is being worked on or installed by vendor. (This ensures adherence to product specifications and manufacture warranty s and holding contractor responsible to adhere to industry standards).
Tammy Davis
tammy.davis6@va.gov
Email
