36C10B24Q0193.docx

Sources Sought Notice

RFI 36C10B24Q0193

GENERAL INFORMATION

SET-ASIDE

Office of Procurement, Acquisition and Logistics Technology Acquisition Center 23 Christopher Way Eatontown NJ 07724

POINT OF CONTACT

Contract Specialist Terricia Lloyd Terricia.Lloyd@va.gov 512-981-4453

PLACE OF PERFORMANCE

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

The Department of Veterans Affairs Office of Information & Technology Capital Region Readiness Center Audio Visual Modernization

This is a Request for Information Sources Sought Notice only. The purpose of this Sources Sought notice is to identify qualified vendors, obtain market information on capable sources of supply, industry best practices, and input specific to the information provided for the Department of Veterans Affairs (VA), Office of Information & Technology (OIT), Capital Region Readiness Center (CRRC), Martinsburg, WV requirement for an Audio Visual (AV) Modernization Project.

This Sources Sought Notice is for planning purposes only and shall not be considered an Invitation for Bid, Request for Task Execution Plan (TEP), Request for Quotation, or a Request for Proposal. Additionally, there is no obligation on the part of the Government to acquire any products described in this RFI. Your response to this RFI will be treated only as information for the Government to consider. You will not be entitled to payment for direct or indirect costs that you incur in responding to this RFI. The Government does not intend to pay for the information submitted in response to this RFI.

This RFI does not constitute a solicitation for quotes/proposals or the authority to enter negotiations to award a contract. Interested parties are responsible for adequately marking proprietary, restricted, or competition sensitive information contained in their response.

It is requested that all companies interested in participating in this effort note their interest and provide indication of their respective capabilities to perform the effort described in the attached Performance Work Statement (PWS). Any information submitted by respondents to this RFI notice is strictly voluntary. All submissions become Government property and will not be returned. VA reserves the right to not respond to any, all, or select responses or materials submitted. All requirements identified herein are subject to change at any time.

The North American Industry Classification System (NAICS) code considered for this requirement is 541519, Information Technology Value Added Resellers; the small business size standard for this NAICS is 150 employees.

REQUIREMENT

VA is conducting market research to identify vendors capable of providing a turn-key AV solution in several areas throughout the VA OIT CRRC Martinsburg, WV. The current AV equipment has reached its end of life.

See specific requirements in the attached DRAFT Performance Work Statement (PWS) and Exhibits 1 through 4.

HOW TO RESPOND:

Respondents are encouraged to respond if they have the capabilities to meet the VA’s requirements. Provide a clear, concise, and complete capability package. Respondents shall submit a capability statement limited to 10 pages describing your company’s ability to meet the requirements outlined in this RFI and include the following:

A. Provide Company Information:

1. Company Name

2. CAGE/UEI Number under which the company is registered in SAM.gov

3. Company Address

4. Point of contact name

5. Telephone number

6. Email address

7. For small business concerns, indicate whether at least 50% of the total amount paid by the Government will be paid to firms that are similarly situated.

8. Company Business Size and Status for NAICS (541519).

B. Provide a statement regarding your socioeconomic status (including business type (s)/certifications(s) such as SDB, 8(a), HUBZone, SDVOSB, WOSB, etc.). If a small business, clearly identify what socioeconomic category you are recommending for this effort. If a small business, are you able to comply with FAR 52.219-6 and 52.219-14 in execution of this effort? Are you able to comply with subcontracting limitations in 13 CFR 125.6 in execution of this effort?

C. Any Service-Disabled Veteran-owned small businesses (SDVOSBs) or Veteran-owned small businesses (VOSBs) responding to this RFI must include their intent and ability to meet set-aside requirements for performance of this effort in accordance with the Department of Veterans Affairs (VA) Acquisition Regulation (VAAR) 852.219-73, VA Notice of Total Set-Aside for Certified SDVOSB or 852.219-74, VA Notice of Total Set-Aside for Certified VOSB; specifically the requirement for at least 50% of the cost of manufacturing or 50% of the services be performed by yourself and/or other eligible/verified SDVOSB/VOSB concerns; and be listed in the Small Business Administration certification database at the time of submission.

D. Brief detailed summary describing your company’s technical approach to meeting the PWS requirements, to include:

1. Identify existing contract vehicle(s) in which you are a current contract holder that can be used to procure the required services. Contract vehicle(s) shall include and not limited to

0. General Services Administration Federal Supply Schedule (GSA FSS),

0. Transformation Twenty-One Total Technology Next Generation (T4NG),

0. Government Wide Acquisition Contract, NASA Solution for Enterprise-Wide Procurement (SEWP) Government-Wide Acquisition Contract (GWAC), etc.).

0. List any existing contracting vehicles you have with the VA that you would recommend for this requirement.

1. Does the draft PWS provide sufficient detail to describe the technical and functional requirements that encompass the requirement? If “NO”, please provide your technical and functional comments, recommendations, and or questions on elements of the draft PWS that may contribute to a more accurate quote submission efficient, and cost-effective effort.

INSTRUCTIONS FOR SUBMITTING QUESTIONS AND RESPONSES:

Do not wait until the last minute to submit your responses. To avoid submission of late responses, we recommend the transmission of your response file 24 hours prior to the required response due date and time. Please be advised that timeliness is determined by the date and time an Offeror’s response is received by the Government not when an Offeror attempted transmission. Offerors are encouraged to review and ensure that sufficient bandwidth is available on their end of the transmission.

Questions shall be submitted electronically to via email to Terricia Lloyd, Terricia.Lloyd@va.gov no later than 09:00:00 am EST on February 20, 2024.

Responses shall be submitted electronically via email to Terricia Lloyd, Terricia.Lloyd@va.gov no later than 12:00:00 pm EST on February 21, 2024. Information submitted any other method will not be considered. VA will not be able to grant any extensions to this RFI.

The VA reserves the right to not respond to any, all, or select responses or materials submitted. All VA current requirements identified herein are subject to change at any time.

VA appreciates your time and anticipated response.

Sources Sought Notice

RFI 36C10B24Q0193

PERFORMANCE WORK STATEMENT

DEPARTMENT OF VETERANS AFFAIRS

Office of Information & Technology (OIT) Capital Region Readiness Center (CRRC) Martinsburg, WV

Audio Visual (AV) Modernization Project

Date: 1/2/2024

VA-23-00080341

PWS Version Number: 2.0

1.0 BACKGROUND

The Department of Veterans Affairs (VA), Office of Information & Technology (OIT), strives to provide high quality, effective, and efficient Information Technology (IT) services to those responsible for providing care to the Veterans at the point-of-care as well as throughout all the points of the Veterans’ benefits and health care in an effective, timely, and compassionate manner. VA depends on Information Management/Information Technology (IM/IT) systems to meet mission goals.

The VA OIT plans to decommission, replace, and modernize the existing end of life audio visual (AV) equipment located in the at the Capital Region Readiness Center (CRRC) Martinsburg, WV. This includes several areas throughout the CRRC. The current AV equipment has surpassed its lifecycle.

2.0 APPLICABLE DOCUMENTS

In the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following:

1. 44 U.S.C. § 3541-3549, “Federal Information Security Management Act (FISMA) of 2002”

2. “Federal Information Security Modernization Act of 2014”

3. Federal Information Processing Standards (FIPS) Publication 140-2, “Security Requirements for Cryptographic Modules”

4. FIPS Pub 199. “Standards for Security Categorization of Federal Information and Information Systems,” February 2004

5. FIPS Pub 200, “Minimum Security Requirements for Federal Information and Information Systems,” March 2006

6. 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”

7. VA Directive 0710, “Personnel Security and Suitability Program,” June 4, 2010, https://www.va.gov/vapubs/index.cfm

8. VA Handbook 0710, “Personnel Security and Suitability Program,” May 2, 2016, https://www.va.gov/vapubs/index.cfm

9. VA Directive and Handbook 6102, “Internet/Intranet Services,” August 5, 2019

10. 36 C.F.R. Part 1194 “Information and Communication Technology Standards and Guidelines,” January 18, 2017

11. Office of Management and Budget (OMB) Circular A-130, “Managing Federal Information as a Strategic Resource,” July 28, 2016

12. VA Directive 6500, “VA Cybersecurity Program,” February 24, 2021

13. VA Handbook 6500.5, “Incorporating Security and Privacy into the System Development Lifecycle,” March 22, 2010

14. VA Handbook 6500.6, “Contract Security,” March 12, 2010

15. VA Handbook 6500.8, “Information System Contingency Planning,” April 6, 2011

16. OIT Process Asset Library (PAL), https://www.va.gov/process/ . Reference Process Maps at https://www.va.gov/process/maps.asp and Artifact templates at https://www.va.gov/process/artifacts.asp

17. One-VA Technical Reference Model (TRM) (reference at https://www.va.gov/trm/TRMHomePage.aspx)

18. VA Handbook 6510, “VA Identity and Access Management,” January 15, 2016

19. VA Directive 6300, “Records and Information Management,” September 21, 2018

20. VA Handbook, 6300.1, “Records Management Procedures, “March 24, 2010

21. NIST SP 800-53 Rev. 5, “Security and Privacy Controls for Federal Information Systems and Organizations,” September 23, 2020 (includes updates as of 12/10/2020)

22. OMB Memorandum M-19-17, “Enabling Mission Delivery Through Improved Identity, Credential, and Access Management,” May 21, 2019

23. Federal Identity, Credential, and Access Management (FICAM) Roadmap and Implementation Guidance, December 2, 2011, (NOTE: Part A of the FICAM Roadmap and Implementation Guidance, v2.0, was replaced in 2015 with an updated Architecture (https://arch.idmanagement.gov/#what-is-the-ficam-architecture)

24. NIST SP 800-116 Rev 1, “Guidelines for the Use of Personal Identity Verification (PIV) Credentials in Facility Access, “June 2018

25. NIST SP 800-63-3, 800-63A, 800-63B, 800-63C, “Digital Identity Guidelines,” updated March 02, 2020

26. NIST SP 800-157, “Guidelines for Derived PIV Credentials,” December 2014

27. IAM Identity Management Business Requirements Guidance document, May 2013, (reference Enterprise Architecture Section, PIV/IAM (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

28. VA Memorandum “Personal Identity Verification (PIV) Logical Access Policy Clarification,” July 17, 2019, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896

29. OMB Memorandum M-08-23, “Securing the Federal Government’s Domain Name System Infrastructure,” August 22, 2008

30. Sections 524 and 525 of the Energy Independence and Security Act of 2007, (Public Law 110–140), December 19, 2007

31. Section 104 of the Energy Policy Act of 2005, (Public Law 109–58), August 8, 2005

32. Executive Order 13834, “Efficient Federal Operations,” dated May 17, 2018

33. Executive Order 13221, “Energy-Efficient Standby Power Devices,” August 2, 2001

34. VA Directive 0058, “VA Green Purchasing Program,” July 19, 2013

35. VA Handbook 0058, “VA Green Purchasing Program,” July 19, 2013

36. Clinger-Cohen Act of 1996, 40 U.S.C. §11101 and §11103

37. “Veteran Focused Integration Process (VIP) Guide 4.0,” January 2021, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371

3.0 SCOPE OF WORK

The Contractor shall develop the planning and design approach for a turn-key AV solution in the below referenced areas; provide identified equipment, ancillary components which may include firmware, and all materials necessary for the Contractor’s AV solution to operate; installation and configuration; testing/inspection; solution documentation; warranty; patches and updates; and training for an AV solution as outlined in this Performance Work Statement (PWS). The requirement includes providing a turnkey AV system in the following rooms located at the CRRC:

· Room 126 conference room – Standalone system

The below areas are comprised of an integrated system:

· Room 174 Interagency Operations Center (IOC)

· Room 175 conference room

· Room 204 Emergency Relocation Group (ERG) Work Area

Rooms 103, 117, 192 and 194 General Conference Rooms - Standalone

The Contractor shall decommission existing equipment and return it to the VA for decommissioning, see details in section 5. Contractor shall remove all existing cabling and dispose of it. As part of the solution, any and all cabling required for the installation shall be included as part of the solution.

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

The Period of Performance (PoP) shall be for one (1) twelve (12) month period with four option periods for maintenance only.

All equipment shall be delivered and installed within one hundred and twenty (120) days after the date of award. With a 12-month warranty support to include software updates beginning upon installation completion.

Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). On-site work shall take place between the hours of 7am-3:30pm EST.

There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, five are set by date:

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

4.2 PLACE OF PERFORMANCE

Tasks under this PWS shall be performed in a VA facility located in Martinsburg, WV. The CRRC is located on the campus of the VA Medical Center, Building 511, 221 Butler Avenue, Martinsburg, WV 25405. Work shall not be performed at remote locations unless special approval provided by the Contracting Officer’s Representative (COR). Hardware staging activities may take place off-site, if necessary. The facility is one story with a loading dock.

4.3 TRAVEL

The Government anticipates travel under this effort to perform the tasks associated with the effort, as well as to attend program-related meetings throughout the PoP. These costs will not be directly reimbursed by the Government.

The total estimated number of trips in support of the program are three (3). One (1) Project Management meeting scheduled for one (1) day; one (1) trip to execute the installation for as many days as the contractor requires to complete the installation; and one (1) trip for the contractor to conduct training for one (1) day.

5.0 SPECIFIC TASKS AND DELIVERABLES

The Contractor must perform the following:

5.1 PROJECT MANAGEMENT

The Contractor must provide a Contractor Project Manager (CPM) who must act as a liaison between the Contractor and the Government. The CPM must be authorized by the Contractor to represent the Contractor in all activities. The CPM must ensure that the Contractor deliverables as set forth in this document meet the requirements of the PWS and are delivered on schedule. The CPM must coordinate with the COR and /or Program Manager (PM) to hold a kick-off meeting for the effort no later than eight (8) business days after award. The Contractor must provide a draft contractor project management plan (CPMP) to the COR and PM no later than five (5) days after award. The document will be used at the kick-off meeting as a basis for discussion and include Project Management Schedule with deployment tasks, milestones, and timelines. The CPM must work with the COR and PM to assure a common understanding of and discuss work to be performed, adjust scheduled events accordingly, and responsibilities. The CPM must provide to the COR and PM within five (5) days of award and maintain an implementation plan and update it based on environmental changes. The COR and PM will review and approve the implementation plan within five (5) days of delivery. At the kick-off meeting the Government Delivery Date Coordinator, Implementation Manager, and Facility Chief Information Officers (FCIO) (or designee) will discuss delivery schedule requirements and facilitate delivery of equipment.

The Contractor must provide and maintain an accurate detailed Inventory List of the Contractor installed equipment and firmware including serial numbers, equipment tag numbers, version release, and licenses to the COR and PM.

The Contractor must control and manage all contractor work tasks in coordination with the COR and PM, to ensure successful and professional completion of design, delivery, and installation of the solution. Obstacles, risks, and challenges must be identified and discussed with the COR and/or PM for resolution.

Deliverables:

A. CPMP no later than five (5) days after award B. Kickoff Meeting (within eight (8) business days of award) C. Implementation Plan (withing five (5) days of award) D. Inventory Listing (within five (5) days of receipt of equipment)

5.1.1 REPORTING REQUIREMENTS

The Contractor must provide the COR with Weekly Progress Reports in electronic form in Microsoft Word and Project formats. The report must include detailed instructions/explanations for each required installation element. These reports must reflect data as of the last day of the preceding week.

The Weekly Progress Reports must cover all work completed during the reporting period and work planned for the subsequent reporting period. The report must also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor must provide an explanation including their plan and timeframe for resolving the issue. The report must also include an itemized list of all deliverables and their current Section 508 conformance status. The Contractor must monitor performance against the CPMP and report any deviations. It is expected that the Contractor will keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues.

The Contractor must cease delivery of the Weekly Progress Reports upon VA acceptance of installed AV solution.

Deliverable:

Weekly Progress Report (due the seventh (7th) day after kick-off meeting then weekly following).

5.2 AUDIO VIDEO SOLUTION REQUIREMENTS

The Contractor must plan, provide, and install the AV solution in coordination with the COR and PM for the following areas that includes, but not limited to the following:

Room 126 includes the following:

Room 126 Sides (Exhibit 2)

· 60in

· Ultra-narrow bezels, maximum 10mm (U/L/R), 12mm (B)

· Commercial-Grade

· 3840 x 2160 Resolution (Ultra High Definition (UHD))

· Minimum 2 HDMI Inputs

· Light-emitting diode (LED) backlit – Liquid Crystal Display (LCD)

· 24/7 Rated

· TAA Compliant

Room 126 Front (Exhibit 2)

· 65in

· Ultra-narrow bezels, maximum 10mm (U/L/R), 12mm (B)

· Commercial-Grade

· 3840 x 2160 Resolution (UHD)

· Minimum 2 HDMI Inputs

· LED backlit -LCD Display

· 24/7 Rated

· TAA Compliant

· IP based video distribution system supporting:

· 4K60 4:4:4 video over 1Gb network

· HDR and HDCP 2.3

· Built-in scaling and video wall processing

· Transmitters/encoders must support Dante and include an HDMI output

· Minimum of (1) encoder, decoder, or transceiver per source or display,

· USB 2.0 and KVM support

· AES-128 content encryption, PKI authentication, TLS, SSH, and HTTPS

· Dynamic text overlay

· Fixed, Adaptive, or Variable Bit Rate

· Analog Audio Embedding or De-embedding

· COM port, IR port, and CEC over the HDMI

· Powered via POE+ or local power pack

· 12x Zoom

· 1920 x 1080p resolution with up to 60 fps

· Autofocus

· Pan, Tilt & Zoom Controls

· HDBT TX/RX Included

· Silver or Black Finish

· Account for a minimum of 20% headroom

· White Finish

· Automatic or Digitally Steerable Coverage

· Include coverage presets for various system use cases, to be discussed during design

· 24 channels of analog I/O, including 8 configurable Flex channels

· 16x AEC processors

· Up to 32 x 32 Dante audio channels

· USB AV bridging

· External USB audio device host

· Up to 4x VoIP instances

· Compatible with Webex

· Video conference system remote control

· Tabletop stand with charger and case

· Can be removed from base and used to control the system wirelessly

· System start-up/shut down

· Source Selection, e.g., PC, Laptop USB-C, Laptop HDMI, Closed Circuit Television (CCTV), Blu-Ray, VTC, Web Conference, etc.

· Audio Volume, e.g., Up, Down, Mute.

· Video Conferencing Controls, e.g., Dialing, Hang-Up, Camera Controls, Content Sharing, Privacy Features, Gain Controls, Mute, Flash, etc.

· Audio Conferencing Controls, e.g., Dialing, Hang-Up, Answer Call, Privacy Features, Mute, DTMF Tones, Gain Controls, Flash, etc.

· Camera controls, e.g., PTZ controls, Presets Calls, Preset Set-Up

· Display Controls, e.g., On, Off, Auto Image, Video Mute.

· Receive and display up to six (6) High-Definition Multimedia Interface (HDMI) computer input connections

· Receive and display one (1) satellite television (TV) input connection

· Send satellite TV audio as well as computer HDMI audio out to ceiling mounted speakers

· End user control, rearrangement, configuration, and grouping of HDMI and satellite TV input content across any combination of monitors via wireless tablet.

· End user can control individual monitor power on/off and volume up/down via wireless tablet.

· End user can change the channel of the satellite TV feed without relying on the satellite TV provider’s remote control via wireless tablet. Channel (Ch.) Up, Ch. Down, Numeric Keypad, Navigational Controls, etc., including the ability to preset favorite channels.

· Must allow end users to control all other equipment in the AV Solution

· Must include an intuitive Graphical User Interface (GUI) that will provide the users with a simplified means of controlling the AV Solution’s functionality

· Must include various system use programming presets to be discussed during the design.

VESA mount

Room 170 IOC includes the following:

1920 x 1080 Native Resolution Light-emitting diode (LED) backlit Commercial-Grade 24/7 Rated TAA Compliant Include DisplayPort, (2) HDMI, 3.5mm mini-jack, LAN, and USB inputs. In addition, there is a DisplayPort and an HDMI output for expanding signals up to 4K UHD

3840 x 2160 Resolution (UHD) Light-emitting diode (LED) backlit Commercial-Grade 24/7 Rated TAA Compliant Include DisplayPort, (2) HDMI, 3.5mm mini-jack, LAN, and USB inputs.

IP based video distribution system supporting:

4K60 4:4:4 video over 1Gb network HDR and HDCP 2.3 Built-in scaling and video wall processing Transmitters/encoders must support Dante and include an HDMI output Minimum of (1) encoder, decoder, or transceiver per source or display, USB 2.0 and KVM support AES-128 content encryption, PKI authentication, TLS, SSH, and HTTPS Dynamic text overlay Fixed, Adaptive, or Variable Bit Rate Analog Audio Embedding or De-embedding COM port, IR port, and CEC over the HDMI Powered via POE+ or local power pack

HDBT TX/RX Included Silver or Black Finish

Account for a minimum of 20% headroom

Microphones

24 channels of analog input 8 channels of analog output 64x AEC processors Up to 256 x 256 Dante audio channels USB AV bridging External USB audio device host Up to 64x VoIP instances

Compatible with Webex Video conference system remote control Tabletop with stand Allows users to access all system control functionality described in “AV Control Programming Functionality” If this is not a native size for the control solution, include (1) Digital Graphics Engine or small form-factor PC per touch display to facilitate control

Audio Volume, e.g., Up, Down, Mute. Video Conferencing Controls, e.g., Dialing, Hang-Up, Camera Controls, Content Sharing, Privacy Features, Gain Controls, Mute, Flash, etc.

Audio Conferencing Controls, e.g., Dialing, Hang-Up, Answer Call, Privacy Features, Mute, DTMF Tones, Gain Controls, Flash, etc.

Camera controls, e.g., PTZ controls, Presets Calls, Preset Set-Up Display Controls, e.g., On, Off, Auto Image, Video Mute. Receive and display up to twenty (20) High-Definition Multimedia Interface (HDMI) computer input connections. Receive and display one (1) satellite television (TV) input connection Send satellite TV audio as well as computer HDMI audio out to ceiling mounted speakers End user control, rearrangement, configuration, and grouping of HDMI and satellite TV input content across any combination of monitors via wireless tablet.

End user can control individual monitor power on/off and volume up/down.

End user can change the channel of the satellite TV feed without relying on the satellite TV provider’s remote control via wireless tablet. Channel (Ch.) Up, Ch. Down, Numeric Keypad, Navigational Controls, etc., including the ability to preset favorite channels.

Must allow end users to control all other equipment in the AV Solution Must include an intuitive Graphical User Interface (GUI) that will provide the users with a simplified means of controlling the AV Solution’s functionality Must include various system use programming presets to be discussed during the design. Must have access to all AV sources from the systems in 175 and 204.

Conference Room 175 includes the following:

1920 x 1080 Native Resolution Light-emitting diode (LED) backlit Commercial-Grade 24/7 Rated TAA Compliant Include DisplayPort, (2) HDMI, 3.5mm mini-jack, LAN, and USB inputs. In addition, there is a DisplayPort and an HDMI output for expanding signals up to 4K UHD

IP based video distribution system supporting:

4K60 4:4:4 video over 1Gb network HDR and HDCP 2.3 Built-in scaling and video wall processing Transmitters/encoders must support Dante and include an HDMI output Minimum of (1) encoder, decoder, or transceiver per source or display, USB 2.0 and KVM support AES-128 content encryption, PKI authentication, TLS, SSH, and HTTPS Dynamic text overlay Fixed, Adaptive, or Variable Bit Rate Analog Audio Embedding or De-embedding COM port, IR port, and CEC over the HDMI Powered via POE+ or local power pack

Account for a minimum of 20% headroom

Automatic or Digitally Steerable Coverage Include coverage presets for various system use cases, to be discussed during design

Tabletop stand with charger and case Can be removed from base and used to control the system wirelessly

Audio Volume, e.g., Up, Down, Mute.

Video Conferencing Controls, e.g., Dialing, Hang-Up, Camera Controls, Content Sharing, Privacy Features, Gain Controls, Mute, Flash, etc.

Audio Conferencing Controls, e.g., Dialing, Hang-Up, Answer Call, Privacy Features, Mute, DTMF Tones, Gain Controls, Flash, etc. Camera controls, e.g., PTZ controls, Presets Calls, Preset Set-Up Display Controls, e.g., On, Off, Auto Image, Video Mute.

Receive and display up to six (6) High-Definition Multimedia Interface (HDMI) computer input connections Receive and display one (1) satellite television (TV) input connection Send satellite TV audio as well as computer HDMI audio out to ceiling mounted speakers End user control, rearrangement, configuration, and grouping of HDMI and satellite TV input content across any combination of monitors via wireless tablet.

End user can control individual monitor power on/off and volume up/down via wireless tablet.

End user can change the channel of the satellite TV feed without relying on the satellite TV provider’s remote control via wireless tablet. Channel (Ch.) Up, Ch. Down, Numeric Keypad, Navigational Controls, etc., including the ability to preset favorite channels.

Must allow end users to control all other equipment in the AV Solution Must include an intuitive Graphical User Interface (GUI) that will provide the users with a simplified means of controlling the AV Solution’s functionality Must include various system use programming presets to be discussed during the design. Must have access to all AV sources from the systems in 174 and 204.

Room 204 includes the following:

3840 x 2160 Resolution (UHD) Light-emitting diode (LED) backlit Commercial-Grade 24/7 Rated TAA Compliant Include DisplayPort, (2) HDMI, 3.5mm mini-jack, LAN, and USB inputs.

IP based video distribution system supporting:

4K60 4:4:4 video over 1Gb network HDR and HDCP 2.3 Built-in scaling and video wall processing Transmitters/encoders must support Dante and include an HDMI output Minimum of (1) encoder, decoder, or transceiver per source or display, USB 2.0 and KVM support AES-128 content encryption, PKI authentication, TLS, SSH, and HTTPS Dynamic text overlay Fixed, Adaptive, or Variable Bit Rate Analog Audio Embedding or De-embedding COM port, IR port, and CEC over the HDMI Powered via POE+ or local power pack

1920 x 1080p resolution with up to 60 fps Autofocus Pan, Tilt & Zoom Controls HDBT TX/RX Included Silver or Black Finish USB and HDMI

Account for a minimum of 20% headroom

Black Finish Handheld Must include antenna extension solution

24 channels of analog I/O, including 8 configurable Flex channels 16x AEC processors Up to 32 x 32 Dante audio channels USB AV bridging External USB audio device host Up to 4x VoIP instances

Compatible with Webex Video conference system remote control Tabletop with stand Remote Control Access allow control to power, volume, mute, tuner, routing, PTZ cameras.

System start-up/shut down Source Selection, e.g., PC, Laptop USB-C, Laptop HDMI, Closed Circuit Television (CCTV), Blu-Ray, VTC, Web Conference, etc.

Audio Volume, e.g., Up, Down, Mute.

Video Conferencing Controls, e.g., Dialing, Hang-Up, Camera Controls, Content Sharing, Privacy Features, Gain Controls, Mute, Flash, etc.

Audio Conferencing Controls, e.g., Dialing, Hang-Up, Answer Call, Privacy Features, Mute, DTMF Tones, Gain Controls, Flash, etc.

Camera controls, e.g., PTZ controls, Presets Calls, Preset Set-Up Display Controls, e.g., On, Off, Auto Image, Video Mute.

Receive and display up to two (2) High-Definition Multimedia Interface (HDMI) computer input connections Receive and display one (1) satellite television (TV) input connection Send satellite TV audio as well as computer HDMI audio out to ceiling mounted speakers End user control, rearrangement, configuration, and grouping of HDMI and satellite TV input content across any combination of monitors via wireless tablet.

End user can control individual monitor power on/off and volume up/down via wireless tablet.

End user can change the channel of the satellite TV feed without relying on the satellite TV provider’s remote control via wireless tablet. Channel (Ch.) Up, Ch. Down, Numeric Keypad, Navigational Controls, etc., including the ability to preset favorite channels.

Must allow end users to control all other equipment in the AV Solution Must include an intuitive Graphical User Interface (GUI) that will provide the users with a simplified means of controlling the AV Solution’s functionality Must include various system use programming presets to be discussed during the design.

Must have access to all AV sources from the systems in 174 and 175.

5.3 AUDIO VIDEO SOLUTION INSTALLATION SERVICES

The Contractor must provide Audio Video installation services for Rooms 126, 174, 175, and 204. The Contractor must provide connection cables and ancillary hardware required to make the AV Solution functionable. All hardware and software supplied must be interoperable as part of the whole AV Solution in all Rooms. The Contractor must Install (1) Cisco 48 port POE+ network switch to support all AV traffic over the network in Rooms 126, 174 and 204. If the solution requires more rack space, a suitable rack with woodgrain esthetics must be included in the solution. Optional task 5.5 may be executed, should new mounts be required. The Contractor must provide an Installation Master Schedule to include a weekly completion update by room.

The Contractor shall mount the below listed equipment as follows:

A. Room 126.

· Six (6) 60-inch monitors in two (2) groups of three (3). The six (6) monitors must measure 60 inches each diagonally and will go on the left and right sides of the room (see Exhibit 1, Item A and B respectively).

· Four (4) 65-inch monitors in a 2x2 configuration at front of the room (see Exhibit 1, Item C). The four (4) monitors must measure 65 inches each diagonally.

The VA will provide one (1)-forty (40) Rack Unit (RU) rack (Exhibit 1, Item D).

The existing monitor mounts (see Exhibit 1, Item F) must remain on the walls for reuse to prevent any additional holes in the walls.

NOTE: See Exhibit 1, Items A, B, C, E for decommission of old equipment as well as new equipment install. New monitors, microphones, and speakers will replace the existing ones shown in the diagram.

B. Room 174. See Exhibit 3 for current configuration

· Sixteen (16) monitors will be mounted in two (2) rows of eight (8) on the back wall replacing the existing equipment. These sixteen (16) monitors must measure 46 inches each diagonally.

· Two (2) 75-inch monitors will be mounted on each side of the room These two (2) monitors must measure 75 inches each diagonally.

The VA will provide one (1)-forty (40) Rack Unit (RU) rack (Exhibit 3). If the solution requires more rack space, a suitable rack with woodgrain esthetics must be included in the solution. The existing monitor mounts must remain on the walls for reuse to prevent any additional holes in the walls.

C. Room 175. See Exhibit 3 for current configuration

· Four (4) single monitors in a 2x2 configuration at front of the room.

The four (4) monitors must measure 45 to 48 inches each diagonally. The existing monitor mounts must remain on the walls for reuse to prevent any additional holes in the walls.

D. Room 204. See exhibit 3 for current configuration

· Monitors will be mounted in groups of three (3) on three of the walls. These nine monitors will make a bank of three (3) on each wall and must measure 75 inches each diagonally.

The VA will provide one (1)-forty (40) Rack Unit (RU) rack (Exhibit 3). If the solution requires more rack space, a suitable rack with woodgrain esthetics must be included in the solution.

The existing monitor mounts will remain on the walls for reuse to prevent any additional holes in the walls

E. Other Conference Rooms Equipment Requirement

In conference rooms 103, 117, 192 and 194, the contractor must provide new monitors and integrate it with the current Cisco Webex room kit that are already installed.

The Salient characteristics for these rooms include Commercial-Grade, High Definition, LED, 24/7 Rated, TAA Compliant, Minimum 2 HDMI inputs. The monitor dimensions are:

· Room 103 - 60” monitor, diagonally

· Room 117 - 60” monitor, diagonally

· Room 194 - 60” monitor, diagonally

· Room 192 - 75” monitor, diagonally Note: Larger size monitor will require new mount

The existing monitor mounts will remain on the walls for reuse to prevent any additional holes in the walls unless indicated.

Deliverable:

Installation Master Schedule

5.3.1 AUDIO VIDEO SOLUTION INSTALLATION REQUIREMENTS

Contents and sources to be displayed consist of: Internet Protocol (IP) based content (web pages, screensharing, presentations, and Microsoft Teams/Zoom events, etc.); and satellite TV feed. All required cabling and management components shall be included. Video teleconferencing (VTC) capabilities are to be conducted on VA computers, which shall be able to cast images to the monitors. As such, solution cameras, speakers, and microphones shall be able to interoperate with to VA computer VTC interfaces (Microsoft Teams, Adobe Connect, etc.). The ceiling mount speaker shall be capable of producing the audio feed from the satellite TV signal and/or VA computers.

Any central management component included shall be rack mountable, and capable of controlling and managing the display configuration. The handheld control units shall access and be capable of administration/ control of the central management component to control the configuration of audio and video signals to the destination output components (monitors, speakers). Unique user credentials to the central management module for administration and users shall be utilized.

Installation services shall include running/ pulling wiring/ cabling through existing conduits, mounting monitors on the walls, solution setup, and testing. The Contractor shall configure the equipment and update any firmware required for activation or network connection. Solution setup shall include positively connecting and displaying the satellite TV signal audio and video, as well as VA network connected computers to ensure proper performance and functionality. The VA will provide a WebEx Plus Cisco coder-decoder or compression-decompression (codec) as needed. The AV solution shall not connect directly to the VA network, nor require network connectivity to meet the requirements herein.

The Contractor shall be responsible for any damage to furniture, or the facility caused by the Contractor or their agents at the site. It is incumbent upon the Contractor to identify to the COR of any existing damage to the relevant areas of the building/furniture. All corrections and repairs to any building/furniture damage caused by the Contractor are at Contractor's expense.

Remove from premises and properly dispose of all cardboard, packing supplies and debris from the products and project in accordance with GSA’s Solid Waste Environmental Program at the end of each workday. Clean up any small debris (i.e., Styrofoam bits, drywall particles, etc.) from the project is required.

Any electrical requirements will be handled by the VA Facility Management; and the Contractor shall clearly state their requirements for compatibility with that cabling.

The Contractor shall provide written System Documentation in support of the design, functionality, and performance of the system to the COR and PM within ten (10) days of installation completion. The System Documentation shall include, at a minimum, the following information: As-Built Installation Diagrams, Equipment serial numbers, system passwords, IP addresses, Installation Notes, User Manuals, Warranty Information, and if applicable the latest control system programming code and latest audio system configuration files.

The Contractor must ensure the installation and configuration align to the Original Equipment Manufacturer’s warranty. The Contractor must provide the manufacturer’s standard warranty for all equipment provided.

The Contractor must finish installation of the AV solution within one hundred and twenty (120) days after contract award. The Contractor must obtain a signed final completion acceptance form from the Primary POC listed in Section 6.5 of this PWS to demonstrate Government acceptance.

The Contractor must provide the testing and inspection report to the COR and PM within ten (10) days of installation completion.

Deliverables:

A. Testing and inspection report (within five (5) days of installation completion and prior to training).

B. System Documentation (within ten (10) days of installation completion and prior to training)

5.4 TRAINING

The Contractor shall provide in-person training for the AV solution. The training shall be for up to twelve (12) VA personnel. The training shall use a “train the trainer” approach to ensure end user operators are proficient in the use of the AV solution and specific equipment installed, to include tier one troubleshooting. Training shall be conducted between Monday and Friday, and 8:00 AM ET, and 3:00 PM ET.

The Contractor shall conduct the on-site training within one (1) week after AV solution installation completion, and provide a how-to user guide, to include visual aids/graphics of the installed equipment and how to operate the AV operating system and components.

5.5 OPTIONAL TASK TO REPLACE EXISTING MONITOR MOUNTS.

The Contractor must provide up to a total of 43 VESA mounts, and the weight and size must be appropriate for each monitor.

5.6 DECOMMISSION EXISTING EQUIPMENT

All existing equipment that is being replaced within this PWS (listed under 5.3) will need to be decommissioned prior to receipt of the new equipment. This is necessary due to the limited storage area in the facility. Decommissioning will take place prior the arrival of new equipment at a minimum of at least two weeks or as agreed by the COR and Contract PM.

The Contractor shall remove all equipment being replaced, palletize, and store it on the Contractor provided 6' high pallets. The Contractor shall inventory and tagged each item with identifying labels. The label shall be placed on the outer edge of the pallet for labeled for recordation and itemization. The VA will provide a temporary storage area for staging the pallets. Upon completion, the Contractor shall release the pallets to the VA for equipment disposal.

In addition to the items under 5.3, the Contractor must remove the following equipment. These items will not be replaced.

· Smart boards and projectors in Rooms 103, 117, 175, 192, and 194 (See Exhibit 4)

· Remove ceiling mount and projectors in Room 192. (See Exhibit 4)

The VA will be responsible for patching and painting the walls in these areas and the repair of ceiling tiles in room 192.

5.7 MAINTENANCE SUPPORT AND WARRANTY

The Contractor shall provide the VA with maintenance and support for the Base year. If the option period is exercised, the contractor shall provide the VA CRRC with On-Site Service Option. The service contract shall provide 12 hours per day x 5 days per week technical support on-site or via help desk, firmware/software updates, and standard manufacturer warranty support on all AV equipment provided in this PWS. Upon notification of a system issue/breakdown, the Contractor technicians shall respond to the Site Facilitator/Point of Contact within one hour via telephone or VTC to begin troubleshooting.

All other equipment repairs, or replacement intervals shall be in accordance with the standard manufacturer's warranty. The service contract shall provide on-site technician support when trouble cannot be resolved via telephone (help desk).

Maintenance should include all manufacturers recommendations to assure that the equipment will last through the recommended end of life phase. Recommended end of life is at least 5 or more years. Any equipment replacement requirements less than five year is the responsibility of the contractor.

5.7.1 MAINTENACE SERVICE LEVEL AGREEMENT

The Contractor shall provide maintenance support for the VA CRRC AV System through the initial base period of performance of 12 months and four option periods of 12 months each (if exercised) to provide AV Maintenance Support Services. The Contractor shall abide by the following Service Level Agreement:

1.…