36C24823Q1386 0003.docx

36C24823Q1386

5. PROJECT NUMBER (if applicable)

CODE

7.

ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF

PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE

OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERE

D CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR

OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendmen t, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED

STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF

CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF

SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 07-28-2023 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) Orlando VA Healthcare System 13800 Veterans Way Orlando FL 32827 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) Orlando VA Healthcare System 13800 Veterans Way Orlando FL 32827 To all Offerors/Bidders

36C24823Q1386 07-20-2023

X X X ** HOUR & DATE for Receipt of Offers is EXTENDED to: 14:00, 08/11/2023 See CONTINUATION Page See continuation page.

Rohan McKenzie Contracting Officer

CONTINUATION PAGE

The purpose of this amendment is to:

A. Offer due date/local time have been extended, from 14:00 EDT, 08/01/2023 to 14:00 EDT, 08/11/2023.

B. Provide answers to Contractor’s questions.

C. Revise Performance Work Statement D. Revise Price/Cost Schedule E. Revise Audiovisual Inventory List

(SOO, SOW,

Item Number Structure, etc.)

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

VOLUME V

(e) Multiple offers.

This section states: Offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with subpart 4.10 of the Federal Acquisition Regulation), or alternative commercial items for satisfying the requirements of this solicitation. Each offer submitted will be evaluated separately.

However: Section E.8 ADDENDUM to 52.212-2 EVALUATION-COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES, C. (c)Evaluation Approach. The Government is not requesting or accepting alternate quotations.

So, the question is: Which clause is the government using E.1 or E.8?

Refer to revised Section E.8.

Period of performance date for installation (0004AA and 00004AB) remains unchanged due to funding obligations for FY23.

paragraph q paragraph s paragraph u During the site survey it was verbally conveyed by the government representative that:

paragraph q. Objective number 16, Clermont;

paragraph s. Objective number 18, Kissimmee; and paragraph u. Objective number 20, Palm Bay Community Based Outpatient Clinics were no longer in scope of this effort.

Please confirm these CBOCs have been removed.

Refer to revised Performance Work Statement (PWS)

Please provide the number of displays required for each room.

Fourth (4th) floor east conference center rooms will have one (1) monitor, however, when the wall between the adjoining room is open, the monitors should simultaneously display the same presentation on both monitors.

Example: Room 3&4, when the wall between the two is open and the rooms are now combined, 3’s display should be mirrored in room 4 for everyone in both rooms can view the same presentation.

Rooms 1&2; Rooms 3&4; 6&7; Room 8&9: Room 10&11.

LAKE NONA OVAMC EQUIPMENT INSTALL APPENDIX A has 58 rooms, however in section III. Scope of Objective, c. Objective number 2, Lake Nona has a requirement to Design 47 conference rooms.

Can the Government please clarify which rooms LAKE NONA OVAMC EQUIPMENT INSTALL APPENDIX the Government wants to remove from the scope?

Refer to Revised PWS and Attachment A Audiovisual Inventory Rev 02. 07-28-2023.

and in section III. Scope of Objective d. Objective number 3, Lake Nona Conference Center: The requirement is only to Remove, inventory, package and palletize for, nineteen (19) Cisco C40 Compression Decompression (CODECs) located on the conference center fourth (4th) floor and in section III. Scope of Objective e. Objective number 4, Lake Nona Conference Center the scope is broader than what is stated in appendix B. i.e. “Design seven (7) separable/combinable conference rooms and install with new high-definition monitors and Universal Serial Bus (USB) Input/Output (I/O).”

Would the government please clarify the scope for the LAKE NONA CONFERENCE CENTER for objectives 3 and 4.

Refer to revised PWS.

Paragraph t. Objective number 19, Tavares VA CBOC

During the site survey, the government representative verbally conveyed that the government would collect survey data on the existing system at Tavares VA CBOC to aid the contractor in determining the scope of Tavares VA CBOC.

Would the Government provide the survey data on the existing scope of Tavares VA CBOC?

Refer to revised PWS.

These Item numbers, 0001, 0004, 1001, 2001, 3001 and 4001 represent the location with sub item numbers, no pricing for these item numbers. Only price the sub-item numbers.

In accordance with 13.106-2 Evaluation of quotations or offers paragraph a. (2) Quotations or offers shall be evaluated on the basis established in the solicitation. While the factors for evaluation have been established, the basis appears to be missing.

Where in the solicitation is the basis of evaluation established; specifically, the evaluation criteria or evaluation factors and significant subfactors that will affect contract award and their relative importance?

Refer to Section E.8, (c) Evaluation Approach and Section E.1, (b) Submission of offers.

c. Objective number 2 It is stated that “No wireless connectivity capability needed, but external speakers and connectivity will be required.”

Although not required, are solutions that provide wireless connectivity allowed?

Refer to revised PWS, III. c.

AV Drawings and Site Survey Results

Configuration layout is not available for this location.

“PWS must describe the Contractor’s milestones, procedures and logistics for removing, inventorying, packaging, labeling, crating/palletizing of uninstalled AV systems equipment for shipping,”

Please provide instructions on what format or Volume the PWS should take. It is not mentioned in the itemized list of Volumes in Section E.

Please provide specifics on what format the PWS should take and what Volume should it be located?

Once packaged, where will the equipment be stored? Who will move it to storage area?

Description of the design, installation, training and maintenance shall be included in Volume II.

The Government is responsible for storing and moving pallets.

“The Contractor shall also describe the design, installation, training and maintenance milestones of the new installed AV equipment.

The contractor shall explain personnel duties, equipment and supplies that will be on site to perform the scope of work. The Contractors must define exactly what will be performed and when it will be delivered.”

Similar to the question just before, this information is not mentioned in the itemized list of Volumes in Section E.

Please provide specifics on what format the PWS should take and what Volume should it be located?

Description of the design, installation, training and maintenance shall be included in Volume II.

III Scope of Objective – b. Objective #1

States: 47 Conference Rooms with Equipment to be removed, etc.

Attachment A Audiovisual List (LKN OVAMC AV Equip Removal) Lists 57 Rooms to have equipment removed.

Which is correct?

Refer to revised PWS and Attachment A Audiovisual Inventory List Rev 02. 07-28-2023.

III Scope of Objective – a. Objective #2

States: 47 Rooms to be Installed

Lake Nova OVAMC Equipment Install – Appendix A Pages 34-37 Lists the rooms and type of base system – this is a total 58 Rooms Which is correct?

Refers to Outdated Crestron Equipment:

Will Crestron Control Equipment be required if the engineered solution does not require the need for the Crestron Equipment?

Refer to revised PWS and APPENDIX A.

III Scope of Objective – e. Objective #4

States: Design seven (7) separable/combinable conference rooms Please provide a Scope of Work as to how the seven (7) separable/combinable conference rooms need to work - i.e., how do they function when not combined and when combined?

Also please provide As Built Drawings for these rooms?

Refer to the revised PWS, III. c. iii.

Refer to the revised PWS, III. c. iv.

0004AC - Objective #8:

States - it is for Design of Lake Nona CLC - Should it be Objective #6?

0004AD - Objective #10:

States - it is for Lake Nona Chapel Should it be Objective #8?

Refer to the revised PWS and Price Cost Schedule.

Refer to revised PWS and Price Cost Schedule.

No Objective defined for 0004AE Should it be Objectives #9 & #10?

0004 - Objective #14 Should it be Objective #12?

0008 - Objective #17 Should it be Objective #16?

0009 - Objective #18 Should it be Objective #17?

0010 - Objective #19 Should it be Objective #18?

0011- Objective #20 Should it be Objective #19?

0012 - Objective #21 Should it be Objective #20?

Refer to revised PWS and Price Cost Schedule.

Lake Baldwin

Viera VA Healthcare Center

Deltona VA Community Based Outpatient Clinic

Clermont VA Community Based Outpatient Clinic

Kissimmee VA Community Based Outpatient Clinic Palm Bay VA Community Based Outpatient Clinic

Please provide quantity, room names, and type of room for each location Refer to revised PWS.

Lake Nona Chapel

Orlando VA Medical Center (Lake Baldwin)

Please provide details, quantity of rooms, room names for each location?

Refer to revised PWS.

Objective number 11, Lake Baldwin.

"Attachment A Audiovisual Inventory List" "LK Baldwin AV Equip Removal" tab only provides the rooms' names; no specific AV equipment is listed.

Please have an accurate and complete inventory for the rooms listed.

Objective number 12, Lake Baldwin.

In addition to the complete inventory asked for above, can we please have the system schematics for each room and floor plans for the entire space?

Objective number 13, Lakemont.

"Attachment A Audiovisual Inventory List" "Lakemont AV Equip Removal" tab refers to Conference Rooms 204 A, B, C and 206 A, B, C Are there (5) rooms that make up this separable/combinable space? Or (6) total rooms?

Are we to remove all of the items listed?

Are there any other pieces of existing AV equipment not included on this list that we can have an inventory of?

Objective number 14, Lakemont.

Can we please have the system schematics for each room and floor plans for the entire space?

Objective number 15, Viera VA Medical Center.

How many total rooms are there at this location?

What are the names of the rooms and/or room numbers?

Are there existing AV systems in these rooms that require removal?

This location is not included in the "Attachment A Audiovisual Inventory List" spreadsheet.

If there are existing rooms with existing AV systems, can we please have the system schematics for these rooms?

Can we please have a floor plan(s) that show all the rooms at this location that are in scope?

Objective number 16, Clermont VA Community Based Outpatient Clinic (CBOC).

This location is not included in the "Attachment A Audiovisual Inventory List" spreadsheet.

If there are existing rooms with existing AV systems, can we please have the system schematics for these rooms?

Can we please have a floor plan(s) that show all the rooms at this location that are in scope?

How many total rooms are there at this location?

What are the names of the rooms and/or room numbers?

Are there existing AV systems in these rooms that require removal?

Objective number 17, Deltona VA CBOC.

If there are existing rooms with existing AV systems, can we please have the system schematics for these rooms?

Can we please have a floor plan(s) that show all the rooms at this location that are in scope?

How many total rooms are there at this location?

Objective number 18, Kissimmee CBOC.

If there are existing rooms with existing AV systems, can we please have the system schematics for these rooms?

Can we please have a floor plan(s) that show all the rooms at this location that are in scope?

How many total rooms are there at this location?

Objective number 19, Tavares VA CBOC.

If there are existing rooms with existing AV systems, can we please have the system schematics for these rooms?

Can we please have a floor plan(s) that show all the rooms at this location that are in scope?

How many total rooms are there at this location?

Objective number 20, Palm Bay, VA CBOC.

If there are existing rooms with existing AV systems, can we please have the system schematics for these rooms?

Can we please have a floor plan(s) that show all the rooms at this location that are in scope?

How many total rooms are there at this location?

Refer to revised PWS and Audiovisual Inventory List.

Government’s Response to Contractor’s Questions RFQ No. 36C24823Q1386 – REMOVE, DESIGN and INSTALL AUDIOVISUAL SYSTEMS

A.1 PERFORMANCE WORK STATEMENT (PWS), Rev 02 07-28-2023

Removal, Design and Install Audiovisual Systems

I. Purpose

a. The purpose of this PWS is to achieve a faster and more efficient, more responsive, more friendly-user audiovisual systems for each conference rooms that will be compatible with Microsoft Teams. The Government shall not exercise any supervision or control over the contractor’s personnel providing the service. Contractor’s personnel shall be accountable solely to the Contractor, who in turn is responsible to the Government.

II. Background

b. The mission of the Orlando VA Healthcare Systems (OVAHCS) Medical Media office is to provide timely, dynamic multimedia services and products to OVAHCS and other supported medical facilities. Medical Media is in need of a multifaceted design for audiovisual (AV) technology conference rooms. The conference rooms AV systems are outdated and need to be replaced, upgraded and or refreshed with state-of-the-art AV conferencing equipment. This is a multifaceted AV technology conference rooms refresh that involves multiple physical locations that require simple and complex AV design, engineering and integration. There are seventy-two (72) automated conference rooms in total. Fifty-five (55) of these conference rooms are located throughout the Orlando VA Medical Center (OVAMC) at Lake Nona which includes; Audiovisual equipment room at Lake Nona, Conference Center at Lake Nona, Domiciliary and the Community Living Center. Off-site facilities includes; Deltona Community Base Outpatient Clinic (CBOC), Tavares CBOC and Viera VA Healthcare Center.

III. Scope of Objective

a. The objective of the Contractor is to provide an uncomplicated user-friendly conferencing solutions and should proposed the Contractor’s best method of attainment. A monthly maintenance of the AV systems once it has been designed and installed is necessary to maintain each AV conference rooms. The Government is expecting the Contractor to provide timelines for accomplishments. Audiovisual equipment installed shall be TAA (Trade Agreements Act) compliant. The Contractor shall reprogram the existing source code with the latest software.

b. Objective number 1, Building #2. Lake Nona: Remove, inventory, package and palletize for shipping, automation technology, integrated rooms controllers and other peripheral audiovisual equipment from forty-three (43) conference rooms listed on ATTACHMENT A AUDIOVISUAL INVENTORY (LKN OVAMC AV EQUIP REMOVAL). All pallets are to remain in the conference rooms or designated areas provided by the COR. The Government is responsible for removing pallets from each building.

c. Objective number 2, Building #2. Lake Nona: Design 43 conference rooms and install with new high definition monitors and Universal Serial Bus (USB) Input/Output (I/O) VA security compatible videoconferencing systems that support Microsoft Teams. Our Crestron equipment is outdated, Contractor shall update all outdated Crestron Control Systems to the most current Crestron Control System. An update to Crestron IP based system is needed, our current system uses four (4) wire Crestnet communication, want the latest communication protocol that is ethernet IP based Crestron control system. The Government owns and have the uncompiled source codes. The current version of our source code, Firmware Version 1.010.0016, UI Version 1.0.5223.34619 and Core 3 UI Level 3.00. HDMI and Display Port are required. No wireless connectivity capability needed, but external speakers and connectivity will be required. Solutions that provide wireless connectivity are allowed. See APPENDIX A for additional equipment install for these rooms. Provide maintenance support after installation.

i. Lake Nona Conference Center: These rooms are Air-Wall separable/combinable auditoriums with automated controls integrated into one main control room. Remove, inventory, package and palletize for, thirteen (13) Cisco C40 Compression Decompression (CODECs) located on the conference center fourth (4th) floor. Update all outdated Crestron Control Systems in the conference center to the most current Crestron Control System. Equipment to be removed are listed on ATTACHMENT A AUDIOVISUAL INVENTORY LIST (LKN CONF CENTER EQUIP REMOVAL). All pallets are to remain in the conference rooms or designated areas provided by the COR. The Government is responsible for removing pallets from the space.

ii. Lake Nona Conference Center: Design seven (7) separable/combinable conference rooms and install with new high definition monitors and Universal Serial Bus (USB) Input/Output (I/O). See APPENDIX B for additional equipment install for these rooms. Provide maintenance support after installation.

iii. Rooms are seven combinable/separable rooms. The Crestron panels in each room communicates with the Crestron panel in the other combined room(s) so the same information/presentation is being displayed on whichever audiovisual equipment that is combined. It could be a 2-room, a 3-room, a 4-room, a 6-room, or a 7-room combination.

When one or more of the seven rooms is/are combined with an adjacent room, then the combination of the rooms needs to function as one room. There will be one dominant room that controls what is displayed on all those monitors simultaneously. Possible room combinations of the 7 rooms:

· 4F301-B can be combined with 4F301-C into one room. The Crestron panel in 4F301-B will control the audiovisual equipment in the combined rooms.

· 4F301-A can be combined with 4F301-B and 4F301-C. When the 3 rooms are combined, the Crestron panel in 4F301-A will control the audiovisual equipment in all 3 rooms.

· 4F301-D can be combined with 4F301-E into one room. The Crestron panel in 4F301-E will control the audiovisual equipment in the combination of rooms.

· 4F301-D, 4F301-E and 4F301-F can be combined into one room. The Crestron panel in Room 4F301-F will control the audiovisual equipment in the 3-room combination.

· 4F301-D, 4F301-E, 4F301-F and 4F301-G can be combined into one large, long room. 4F301-G then will control the audiovisual equipment in all 4 rooms.

· 4F301-A, 4F301-B 4F301-C, 4F301-D, 4F301-E and 4F301-F, and 4F301-G can be combined into one large auditorium space. The Crestron panel in 4F301-A will have control of all audiovisual equipment in all 7 rooms simultaneously.

iv. Separate from the seven-room configuration (Auditorium), the rooms below can also be combined and will have the Crestron panel from one room communicate with the Crestron panel in the adjoining room.

· 4F102-A and 4F102B can be combined and the Crestron panel in 4F102-A controls the audiovisual equipment in both rooms.

· 4F106-A and 4F106-B can be combined and the Crestron panel in 4F106-A controls the audiovisual equipment in both rooms.

· 4F116-A and 4F116-B can be combined and the Crestron panel in 4F116-A controls the audiovisual equipment in both rooms.

· Please use the link and password to access as built drawings.

Link: https://drive.max.gov/share/241ed1b2b496c5a9 Password: WK8#MKdJBp$A

d. Objective number 3, Lake Nona Domiciliary, Building #9: Remove, inventory, package and palletize, automation technology, integrated rooms controllers and other peripheral. AV equipment listed on ATTACHMENT A AUDIOVISUAL INVENTORY LIST (LKN DOMICILIARY AV EQUIP REMOVAL). All pallets are to remain in the conference rooms or designated areas provided by the COR. The Government is responsible for removing pallets from the space.

e. Objective number 4, Lake Nona Domiciliary, Building #9: Design conference rooms and install with new high definition monitors and Universal Serial Bus (USB) Input/Output (I/O) VA security compatible videoconferencing systems that support Microsoft Teams. Provide maintenance support after installation.

f. Objective number 5, Lake Nona Community Living Center (CLC), Building #11: Remove, inventory, package and palletize for shipping, automation technology, integrated rooms controllers and other peripheral. AV equipment listed on ATTACHMENT A AUDIOVISUAL INVENTORY LIST (LKN CLC AV EQUIP REMOVAL). All pallets are to remain in the conference rooms or designated areas provided by the COR. The Government is responsible for removing pallets from the space.

g. Objective number 6, Lake Nona CLC, Building #11: Design conference room and install with new high definition monitors and Universal Serial Bus (USB) Input/Output (I/O) VA security compatible videoconferencing systems that support Microsoft Teams. See APPENDIX C for additional equipment install for these rooms. Provide maintenance support after installation.

h. Objective number 7, Lake Baldwin, Building #500: Remove, inventory, package and palletize for shipping, AV systems from auditorium A and B, board room, Chief Medical Officer conference room, Lawson rooms A and B, small multipurpose room and multipurpose room in the Specialty-Pain Clinic. See ATTACHMENT A AUDIOVISUAL INVENTORY LIST (LK BALDWIN AV EQUIP REMOVAL). All pallets are to remain in the conference rooms or designated areas provided by the COR. The Government is responsible for removing pallets from the space.

i. Objective number 8, Lake Baldwin, Building #500: Design conference room and install with new high definition projector and Universal Serial Bus (USB) Input/Output (I/O) VA security compatible videoconferencing systems that support Microsoft Teams for the Auditorium A and B, Board and Chief Medical Office conference rooms. Rooms are listed in Attachment A, Audiovisual Inventory List (tab for Lake Baldwin). Please use the link https://drive.max.gov/share/241ed1b2b496c5a9 and password, “WK8#MKdJBp$A” to access as built drawings. Provide maintenance support after installation.

j. Objective number 9, Lakemont, Room 204A, B and C and Room 206A, B and C. These five (5) separable/combinable conference rooms are Air-Wall separable/combinable with automated controls integrated into one main control room. Remove, inventory, package and palletize for shipping, automation technology, integrated rooms controllers and other peripheral AV equipment listed on ATTACHMENT A AUDIOVISUAL INVENTORY LIST (LKMT CONFERENCE CENTER REMOVAL). All pallets are to remain in the conference rooms or designated areas provided by the COR. The Government is responsible for removing pallets from the space.

k. Objective number 10, Lakemont Room 204A, B and C and Room 206A, B and C. Design 5 conference rooms and install with new high definition monitors and Universal Serial Bus (USB) Input/Output (I/O) VA security compatible videoconferencing systems that support Microsoft Teams. Provide maintenance support after installation.

l. Objective number 11, Viera VA Medical Center: Design and install PC based videoconferencing System. Rooms #D211 and F535. Provide maintenance support after installation.

m. Objective number 12, Deltona VA CBOC. Design and install PC based videoconferencing System. Room #120. Provide maintenance support after installation.

n. Objective number 13, Tavares VA CBOC. Design and install PC based videoconferencing System. Provide maintenance support after installation. Re-used existing equipment and install camera, microphone and speakers.

o. Current Computer Aided Design (CAD) Drawings of the Lake Nona conference center are provided for contractor’s use. After design and installation, the contractor shall provide new CAD drawings.

IV. Preventative Maintenance

a. If there are any preventative maintenance that must be provided, the Contractor must describe each preventative maintenance and the intervals (Monthly, Quarterly or Annually) for each. Upon receipt of the Contractor’s proposed maintenance schedule, the Government will determine which maintenance provides the best solution for the Government. The Contractor must provide initial preventative maintenance response time for the following (Refer to 52.212-1- Instruction to Offerors, VOLUME II.(5)):

b. Critical: Within __________ minutes, hours, business days for catastrophic inability to complete the Government duties.

i. Example: Microphone is not functioning; projector is not displaying image. (Contractor must include other examples that warrant critical responses)

c. High: Within ___________ minutes, hours, business days for loss of the inability to complete Government duties.

i. Example: Laptop connection in a conference room is not functioning.

(Contractor must include other examples that warrant high responses)

d. Medium: Within __________ business hours for issues solved, but the Government is still functional and has other options available.

i. Example: Projector image is discolored.

(Contractor must include other examples that warrant medium responses)

e. Normal: Within _____________ business hours, days for general request for AV setup if current set up is not working.

i. Example: The Government need a projector/monitor inspected for a conference setup for the next one to two business days.

(Contractor must include other examples that warrant normal responses)

V. Performance Objectives

a. The contractor shall perform within industry standards to design AV conferencing systems at the Orlando VA Healthcare System (OVAHCS) conferencing rooms. PWS must describe the Contractor’s milestones, procedures and logistics for removing, inventorying, packaging, labeling, crating/palletizing of uninstalled AV systems equipment for shipping.

b. The Contractor shall also describe the design, installation, training and maintenance milestones of the new installed AV equipment. The contractor shall explain personnel duties, equipment and supplies that will be on site to perform the scope of work. The Contractors must define exactly what will be performed and when it will be delivered.

c. The contractor shall uninstall/remove AV Systems from all conferences room locations listed above, provide an inventory of all the equipment in Excel Spread Sheet and palatizes equipment at each location.

VI. Type of Contract Contemplated

a. The Government is contemplating awarding a firm-fixed-price contract.

VII. Period of Performance

a. The period of performance of this contract consist of one 7 months base period and four 12 months option periods.

VIII. Place of Performance

a. The performance of work shall be performed entirely at the Government facility. Place of performance are listed below.

b. The Orlando VA Medical Center (OVAMC) at Lake Nona - 13800 Veterans Way, Orlando, FL 32827. Including Domiciliary Bldg. 9, Community Living Center Bldg. 11, and Chapel Bldg. 10.

c. Orlando VA Medical Center at Lake Baldwin - 5201 Raymond Ave., Orlando, FL 32803.

d. Lakemont Campus - 2500 Lakemont Ave., Orlando, FL 32814.

e. Viera VA Healthcare Center - 2900 Veteran’s Way Viera, FL 32940.

f. Deltona VA Community Based Outpatient Clinic - 1200 Deltona Boulevard, Deltona, FL 32725.

g. Tavares VA Community Based Outpatient Clinic - 1390 East Burleigh Boulevard, Tavares, FL 32778.

IX. Operating Constraints

a. The Government operating hours are 7:30AM to 4:00PM, Monday through Friday. Contractor’s proposed work outside of the Government’s operating hours will be reviewed and considered by the Contracting Officer Representative (COR).

X. Federal Holidays

a. The contractor may not perform services on federal holidays. The contractor will not perform services when the government facility closes due to local or national emergencies or similar government directed facility closings. Government shutdowns occur when the government refuses passage of key bills, resulting in the cession of some or all operations by the government. If Veterans Affairs (VA) is affected by a government shutdown during the period of performance, the contractor shall not provide services or submit claims against the government during and after the shutdown. The following Federal Holidays are observed by the government:

b. Table 1.

XI. Government Information

a. Monitors: Display monitors should have the following characteristics: Commercial display with 4K image resolution with Display Port and HDMI inputs and internal speakers.

XII. Contractor Provided Quality Control Plan

a. The Contractor must submit a Quality Control Plan (QCP) as a stand-alone document which is used to surveillance the daily work performance. Include methods for identifying and preventing deficiencies and how the Contractor shall prevent the level of performance from becoming unacceptable. The QCP should described the Contractor’s effort for corrective actions that may arise. The plan must cover all contract services, specify work to be inspected on either a schedule or unscheduled basis, and describe how inspections are to be conducted. The QCP must be submitted with your quote as a stand-alone document.

XIII. Meetings

a. For all meetings, the contractor shall be responsible for providing meeting materials, and administrative support. Meetings will be conducted at either the Government facility or through an alternative method of communication (such as a teleconferencing), as approved by the Contracting Officer (CO) and COR.

XIV. Intermittent Project Status Reviews

a. At the sole discretion of the Government, intermittent work status reviews may be conducted on an informal basis by teleconference or in person at 13800 Veterans Way, Orlando, FL 32827. Intermittent project reviews may be on a quarterly basis or upon 5 days advance notice as approved by the COR or the Program Manager.

b. The COR or Program Manager will conduct monthly walkthroughs at all facilities referenced at paragraph VII, to review work progress, identify any risks, issues, or concerns, and provide feedback on the Contractor’s progress and performance. The Contractor shall provide written data and verbal presentations as to the work progress and milestones status of the removal & design of the AV systems and identify any risks, issues, or concerns including mitigation or its plans for their mitigation.

XV. Glossary of Abbreviation and Acronyms

a. Table 2.

XVI. Other Addenda

a. All information and data related to this contract that the contractor gathers or obtains shall be both protected from unauthorized release and considered the property of the government. The CO will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this contract. Press releases, marketing material, or any other printed or electronic documentation related to this contract, must not be publicized without the written approval of the CO.

b. Contractor shall provide a written list to the COR of all persons performing services within 5 calendar days of the contract award. The written list shall contain the names of all on-site personnel, job assignment, and qualifications/licenses/certifications. The Contractor shall be responsible for continually updating the list of on-site Contractor personnel when substitutions are made, when employees are terminated (for reasons of illness, or any other cause), and new hires.

c. VA badges are required for Contractor’s personnel prior to performing work under this contract and to renew current personnel badges before expiration. Contractor personnel released from service by the Contractor shall have their badge collected by the Contractor and turned over to the COR. The Contractor’s on-site POC shall ensure that all Contractor personnel wear their badge during duty hours.

XVII. Safety/Security Requirement:

a. The Contractor shall take safety precautions necessary to protect the lives and health of all staff, patients and visitors. The Contractor shall continually exercise all reasonable and prudent efforts to ensure the security of the clinic contents.

b. The Contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the end of each workday/night, government facilities, equipment, and materials shall be secured.

c. The Contractor shall comply with applicable Federal, State, Local and facility safety and fire regulations and codes which are in effect at the beginning of the contract period. The Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract.

d. The Contractor shall immediately correct any fire and safety deficiencies caused by contractor personnel. If the Contractor fails or refuses to correct deficiencies promptly, the CO may issue an order stopping all or any part of the work and hold the Contractor in default of the contract.

e. The Contractor shall display appropriate warning signs in all areas where operations may cause traffic obstruction or personnel hazard.

f. The contractor shall comply with all VA security requirements. Neither the Contractor nor any of its employees shall disclose or disseminate any information concerning the operations of the activity which could result in or increase the likelihood of the possibility of a breach of the activity's security or interrupt the continuity of its operations. Disclosure of information relating to the services hereunder to-any person not entitled to receive it, or failure to safeguard any classified information that may come to the Contractor or any person under his control in connection with work under this contract, may subject the Contractor, his agents or employees to criminal liability under Federal Law. All inquiries, comments or complaints arising from any matter observed, experienced, or learned as a result of or in connection with the performance of this contract, the resolution of which may require the dissemination of official information will be directed to the CO.

XVIII. Post-Award Conference

a. Within five (5) business days of contract award or thereafter, the Government will conduct a post-award kickoff meeting on Microsoft Teams or other available method of communication (specific date and time to be mutually agreed-upon). The purpose of the post award conference is to aid both Government and Contractor personnel to (1) achieve a clear and mutual understanding of all contract requirements, (2) and identify and resolve potential problems. It is not a substitute for the for the contractor’s fully understanding the work requirements at the time offers are submitted, nor is it used to alter the final agreement arrived at in negotiations leading to the contract award.

XIX. Performance Requirement Summary (PRS):

a. The PRS is a performance indicator that is used to measure the acceptable quality of performance per performance period that must be met, who is going to check the measurements, and how these measures will define the success of our program.

b. Table 3.

PRS #1

Negative CPARS

PRS #2

Negative CPARS

PRS #3

Negative CPARS

Hospital 70” Monitor