COMBINED SYNOPSIS/SOLICITATION – REQUEST FOR OFFERS

(RFO)

This is a Combined Synopsis/Solicitation for commercial services prepared in accordance with the streamlined procedures of FAR Part 12 (Commercial Products and Commercial Services) and FAR Subpart 5.2. This announcement constitutes the only solicitation. Offers are being requested, and no separate written solicitation will be issued.

This solicitation is issued as a Request for Offers (RFO). All clauses are current through Federal

Acquisition Circular (FAC) 2026-01, effective March 13, 2026.

DESCRIPTION

The Department of Veterans Affairs intends to award a Firm-Fixed-Price (FFP) contract for the provision of all supplies, materials, equipment, labor, supervision, management, and transportation necessary to provide the required services, in accordance with the requirements set forth herein.

PERIOD OF PERFORMANCE

The period of performance consists of one (1) year base period and four (4) one-year option periods, for a total potential period of performance of five (5) years, if all options are exercised.

GENERAL INFORMATION

Contracting Office:

Department of Veterans Affairs

Regional Procurement Office – East

Network Contracting Office – 8

Contracting Officer:

John H. Shultzaberger

Email: John.Shultzaberger@va.gov

Phone: 352-214-5135

SET-ASIDE INFORMATION

This acquisition is set aside exclusively for Service-Disabled Veteran-Owned Small Business

(SDVOSB) concerns in accordance with applicable acquisition regulations. Only SDVOSB concerns registered and verified in the Small Business Administration (SBA) and System for

Award Management (SAM.gov) are eligible to submit offers.

QUESTIONS

mailto:John.Shultzaberger@va.gov

All questions regarding this solicitation must be submitted via email to

John.Shultzaberger@va.gov no later than July 31, 2026, by 11:00 AM EST. Responses to vendor questions, if any, will be posted to SAM.gov.

OFFER SUBMISSION INSTRUCTIONS

Offers shall be submitted via email only to:

John.Shultzaberger@va.gov

Offers must be received no later than August 7, 2026, by 4:00 PM EST.

The Government intends to make a single Firm-Fixed-Price award resulting from this solicitation. Offerors must be actively registered in SAM.gov at the time of award.

APPLICABLE TERMS AND CONDITIONS

This solicitation incorporates applicable Federal Acquisition Regulation (FAR) and Veterans

Affairs Acquisition Regulation (VAAR) provisions and clauses by reference and/or full text, as applicable. Any resulting contract shall be governed by FAR Part 12 commercial contracting procedures.

36C24826Q0997

Table of Contents

SECTION A

COMBINED SYNOPSIS/SOLICITATION – REQUEST FOR OFFERS (RFO)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

PERFORMANCE WORK STATEMENT (PWS)

Cloud-Based Digital Signage and Interactive Communication System

North Florida/South Georgia Veterans Health System

1. Background

2. Objective

3. Scope

4. Place of Performance

4.1 General

4.2 Government-Provided Site Information and Infrastructure

4.3 Post-Award Site Verification

4.4 Coordination of Installation Activities

4.5 Changes to Installation Locations

5. Performance Requirements

5.1 Project Management

5.1.1 Objective

5.1.2 Performance Requirements

5.1.3 Performance Objective

5.2 System Design and Technical Solution

5.2.1 Objective

5.2.2 Performance Requirements

5.2.3 Performance Objective

5.3 Equipment Requirements

5.3.1 Objective

5.3.2 Performance Requirements

5.3.3 Performance Objective

5.4 Software and Content Management Platform

5.4.1 Objective

5.4.2 Performance Requirements

5.4.3 Performance Objective

5.5 Connectivity Requirements

5.5.1 Objective

5.5.2 Performance Requirements

5.5.3 Performance Objective

5.6 Installation

5.6.1 Objective

5.6.2 Performance Requirements

5.6.3 Performance Objective

5.7 System Testing and Government Acceptance Support

5.7.1 Objective

5.7.2 Performance Requirements

5.7.3 Performance Objective

5.8 Training

5.8.1 Objective

5.8.2 Performance Requirements

5.8.3 Performance Objective

5.9 Multimedia Content Library

5.9.1 Objective

5.9.2 Performance Requirements

5.9.3 Performance Objective

5.10 Custom Content Development Services

5.10.1 Objective

5.10.2 Performance Requirements

5.10.3 Performance Objective

5.11 Warranty

5.11.1 Objective

5.11.2 Performance Requirements

5.11.3 Performance Objective

5.12 Maintenance and Technical Support

5.12.1 Objective

5.12.2 Performance Requirements

5.12.3 Performance Objective

5.13 Documentation

5.13.1 Objective

5.13.2 Performance Requirements

5.13.3 Performance Objective

6. Government Responsibilities

6.1 Objective

6.2 Government Responsibilities

6.3 Government-Furnished Property

6.4 Government Approval

6.5 Contract Administration

6.6 Performance Objective

7. Performance Standards

7.1 Objective

7.2 Contractor Performance

7.3 Government Surveillance

7.4 Contractor Quality Control

7.5 Performance Deficiencies

7.6 Performance Objective

8. Contract Deliverables

8.1 Objective

8.2 General Requirements

8.3 Required Deliverables

Project Management

System Documentation

Equipment Documentation

Training

Maintenance

Closeout

8.4 Deliverable Ownership

8.5 Review and Acceptance

8.6 Performance Objective

9. Security Requirements

9.1 Objective

9.2 General Security Requirements

9.3 Facility Access

9.4 Protection of Government Information

9.5 Contractor-Furnished Systems

9.6 Security Incident Reporting

9.7 Personnel Conduct

9.8 Performance Objective

10. Government Acceptance

10.1 Objective

10.2 Contractor Notification of Completion

10.3 Government Inspection

10.4 Facility Acceptance

10.5 Deficiencies

10.6 Partial Acceptance

10.7 Final Acceptance

10.8 Warranty Commencement

10.9 Performance Objective

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 43

C.4 52.222-36 EQUAL OPPORTUNITY FOR WORKERS WITH DISABILITIES (NOV

2025) (DEVIATION)

C.5 52.222-40 NOTIFICATION OF EMPLOYEE RIGHTS UNDER THE NATIONAL

LABOR RELATIONS ACT (NOV 2025) (DEVIATION)

C.6 52.222-42 STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES (MAY

2014)

C.7 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS

(DEVIATION APR 2026)

C.8 52.223-23 SUSTAINABLE PRODUCTS (NOV 2025) (DEVIATION)

C.9 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.10 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.11 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.12 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.13 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.14 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.15 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SERVICE CONTRACT LABOR STANDARDS WAGE DETERMINATIONS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

E.2 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.3 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION)

E.4 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.5 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS

AND CERTIFICATIONS (NOV 2025) (DEVIATION)

E.6 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

EVALUATION FACTORS FOR AWARD

BASIS FOR AWARD

EVALUATION FACTORS

FACTOR 1 – TECHNICAL CAPABILITY

FACTOR 2 – RELEVANT EXPERIENCE / PAST PERFORMANCE

FACTOR 3 – IMPLEMENTATION AND SUPPORT APPROACH

FACTOR 4 – PRICE

COMPARATIVE ANALYSIS METHODOLOGY

QUOTATION SUBMISSION REQUIREMENTS

Technical Capability Volume

Relevant Experience / Past Performance Volume

Implementation and Support Volume

Price Volume

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C248

Department of Veterans Affairs

Network Contracting Office 8 (NCO 8)

Commerce Building

300 E. University Ave. Ste. 180

Gainesville FL 32601-3460

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[X] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other []

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment

Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

PERFORMANCE WORK STATEMENT (PWS)

Cloud-Based Digital Signage and Interactive Communication System

North Florida/South Georgia Veterans Health System

1. Background

The North Florida/South Georgia Veterans Health System (NF/SGVHS) operates a comprehensive healthcare network consisting of two (2) Veterans Affairs Medical Centers

(VAMCs), multiple Community Based Outpatient Clinics (CBOCs), Vet Centers, and associated healthcare facilities throughout North Florida and South Georgia.

NF/SGVHS requires a standardized Cloud-Based digital signage and interactive communication system to improve communication with Veterans, caregivers, visitors, and staff by providing centralized management of digital displays located throughout the healthcare system. The system will support the delivery of patient education, facility information, health awareness messaging, emergency notifications, public service announcements, and other Government-approved communications.

The Government seeks a commercially available, fully managed digital signage solution that provides Cloud-Based-wide content management, installation, training, maintenance, technical support, software licensing, connectivity, and lifecycle support as a complete turnkey service.

The contractor shall provide all personnel, supervision, equipment, software, hardware, connectivity, transportation, materials, and incidental services necessary to furnish, install, configure, operate, maintain, and support the digital signage system throughout the period of performance.

The intent of this procurement is to acquire a commercial solution that minimizes Government administrative burden while providing a reliable, scalable, secure, and centrally managed digital signage platform capable of supporting current operational requirements and future expansion.

2. Objective

The objective of this Performance Work Statement is to obtain a commercially available Cloud-

Based digital signage solution that provides a reliable, centralized communication platform across the North Florida/South Georgia Veterans Health System.

The contractor shall furnish a complete turnkey solution that includes all equipment, software, licensing, installation, configuration, testing, training, maintenance, technical support, connectivity, and related services necessary to achieve the following objectives:

a. Improve communication with Veterans, caregivers, visitors, and staff through strategically deployed digital displays.

b. Provide a centralized content management platform capable of managing all

Government-approved digital signage content from a single Cloud-Based solution.

c. Support the distribution of patient education materials, health awareness campaigns, emergency notifications, public announcements, event information, and other

Government-approved messaging.

d. Provide a scalable commercial platform capable of supporting future growth through the addition of displays, locations, and users without replacement of the core management platform.

e. Provide a secure, commercially supported solution that operates independently of VA

Cloud-Based network infrastructure unless specifically authorized by the Government.

f. Minimize system downtime through proactive monitoring, preventive maintenance, timely corrective maintenance, software updates, and responsive technical support.

g. Provide Government personnel with sufficient training and documentation to effectively administer day-to-day content management functions.

3. Scope

The contractor shall furnish all labor, supervision, management, equipment, commercial off-the-shelf (COTS) hardware, software, software licenses, subscriptions, media players, display devices, mounting hardware, connectivity services, transportation, tools, replacement parts, materials, training, maintenance, technical support, and other incidental services necessary to provide a complete Cloud-Based digital signage solution.

The contractor shall perform all activities necessary to design, furnish, install, configure, integrate, test, activate, maintain, and support the digital signage system throughout the period of performance.

At a minimum, contractor responsibilities shall include:

• Furnishing and installing all required digital display equipment.

• Providing a commercially available Cloud-Based content management platform.

• Providing all connectivity required for operation of the system.

• Configuring and commissioning all installed equipment.

• Performing functional testing prior to Government acceptance.

• Providing system administrator and end-user training.

• Providing access to a Cloud-Based multimedia content library suitable for healthcare communications.

• Providing custom content development services, as required by the resulting contract.

• Performing preventive and corrective maintenance.

• Providing software updates and license management.

• Providing warranty support.

• Providing technical support and help desk services.

• Providing replacement equipment necessary to maintain system operation.

• Removing installation debris and restoring work areas upon completion of installation.

The contractor shall be responsible for delivering a fully operational Cloud-Based digital signage solution capable of supporting the Government’s communication objectives throughout the

North Florida/South Georgia Veterans Health System.

The Government will identify the required installation locations, display quantities, and functional requirements. The contractor shall determine the specific commercial solution necessary to satisfy the performance requirements identified within this Performance Work Statement.

4. Place of Performance

4.1 General

Performance under this contract shall be performed at the North Florida/South Georgia

Veterans Health System (NF/SGVHS), including Veterans Affairs Medical Centers (VAMCs), Community Based Outpatient Clinics (CBOCs), Vet Centers, and other Government-owned or

Government-operated facilities identified in Attachment A – Facility Location and Display

Matrix.

Attachment A identifies the Government’s anticipated installation locations and estimated quantities of digital displays. Display quantities are estimates provided for proposal purposes and may be adjusted by the Government prior to installation to meet operational requirements.

Adjustments to display locations within an identified facility shall not constitute a change in scope provided the total number of contracted displays is not increased.

4.2 Government-Provided Site Information and Infrastructure

The Government shall provide Attachment A identifying the anticipated installation locations and estimated quantities of digital displays. To the extent available, the Government may also provide supplemental information, including floor plans, building layouts, proposed installation locations, photographs, or other facility information to assist offerors in preparing their proposals.

The Government shall ensure that permanent building infrastructure required to support installation of the contractor-furnished digital signage system is available at each approved installation location prior to the contractor’s scheduled installation activities. This includes existing electrical service and any other required Government-owned building utilities necessary to support the operation of the contractor-furnished equipment.

The contractor shall not be responsible for designing, installing, upgrading, or modifying permanent Government-owned building electrical systems, telecommunications infrastructure, structural building components, or other building utilities unless specifically required elsewhere in the resulting contract.

Offerors shall prepare their proposals based upon the information provided by the Government.

A pre-award site visit is not required.

Following contract award, the contractor shall perform site verification in accordance with

Section 4.3 to confirm field conditions and notify the Contracting Officer of any discrepancies that may materially affect contract performance.

4.3 Post-Award Site Verification

Following contract award and prior to the commencement of installation activities, the contractor shall perform site verification at each installation location identified in Attachment A.

The purpose of the site verification is to:

• Verify proposed installation locations;

• Confirm mounting conditions;

• Verify availability of existing electrical service;

• Identify any physical conditions that may affect installation;

• Verify access requirements for installation activities; and

• Coordinate installation activities with the Government.

The contractor shall promptly notify the Contracting Officer of any site conditions that may materially affect contract performance or require Government coordination prior to installation.

4.4 Coordination of Installation Activities

The contractor shall coordinate all installation activities with the Government-designated representative to minimize disruption to patient care, visitors, and normal facility operations.

Installation schedules shall be coordinated in advance with the Government. The contractor shall perform work during Government-approved working hours unless otherwise authorized by the Contracting Officer.

The contractor shall protect Government property during installation activities and shall restore all affected work areas to a clean and serviceable condition upon completion of the work.

4.5 Changes to Installation Locations

The Government reserves the right to relocate individual display locations within the same facility when operational requirements necessitate such relocation. Such relocations shall not constitute a change in scope provided the total quantity of contracted displays remains unchanged.

Any increase in the total number of displays or the addition of installation locations not identified in Attachment A shall require a bilateral contract modification.

5. Performance Requirements

The contractor shall provide all personnel, supervision, management, labor, commercial off-the-shelf (COTS) equipment, software, software licenses, subscriptions, connectivity services, transportation, tools, materials, replacement parts, supplies, and incidental services necessary to furnish, install, configure, implement, maintain, and support a complete Cloud-Based digital signage and interactive communication system in accordance with this Performance Work

Statement.

The contractor shall be responsible for delivering a fully operational, commercially supported, Cloud-Based digital signage solution that satisfies all performance objectives identified herein.

Unless otherwise specified, the contractor shall determine the means and methods necessary to meet the Government’s requirements.

5.1 Project Management

5.1.1 Objective

Provide comprehensive project management to ensure successful planning, coordination, implementation, and lifecycle support of the Cloud-Based digital signage system while minimizing disruption to Government operations.

5.1.2 Performance Requirements

The contractor shall designate a Project Manager who shall serve as the primary point of contact for all matters relating to contract performance.

The Project Manager shall possess the authority to make decisions on behalf of the contractor regarding project execution, scheduling, staffing, technical issues, and coordination activities.

Within fifteen (15) calendar days after contract award, the contractor shall submit a Project

Management Plan (PMP) for Government review and acceptance.

At a minimum, the Project Management Plan shall include:

h. Project organization and key personnel.

i. Communication procedures.

j. Project implementation schedule.

k. Site coordination procedures.

l. Risk management approach.

m. Quality Control procedures.

n. Escalation procedures.

o. Deliverable schedule.

p. Proposed installation sequencing.

The contractor shall provide periodic project status updates throughout implementation and shall immediately notify the Contracting Officer of any event that may materially affect schedule, performance, or successful completion of the project.

The contractor shall coordinate installation activities with Government-designated personnel at each facility to minimize disruption to patient care, staff operations, and public access.

5.1.3 Performance Objective

Provide effective project management resulting in successful implementation of the digital signage system in accordance with the approved project schedule and contract requirements.

5.2 System Design and Technical Solution

5.2.1 Objective

Provide a commercially available Cloud-Based digital signage solution that satisfies the functional requirements of the Government without restricting offerors to a specific manufacturer, architecture, or proprietary technology.

5.2.2 Performance Requirements

The contractor shall furnish an integrated Cloud-Based digital signage solution consisting of hardware, software, content management capabilities, connectivity, and support services necessary to provide a complete operational system.

The proposed solution shall:

a. Support centralized management of all deployed displays.

b. Permit authorized Government users to create, schedule, manage, and publish content.

c. Support multiple user permission levels.

d. Allow content scheduling by individual display, groups of displays, facilities, or Cloud-

Based-wide deployment.

e. Support display of Government-approved multimedia content including, but not limited to:

• Images

• Video

• HTML content

• PDF documents

• RSS feeds

• Emergency notifications

• Public service announcements

• Patient education materials

f. Support future expansion through the addition of displays, facilities, and authorized users without replacement of the core management platform.

g. Operate using commercially supported software throughout the period of performance.

h. Include all software licenses necessary for operation of the system.

The contractor may propose any commercially available technical solution that satisfies the performance requirements identified in this Performance Work Statement.

The Government does not prescribe the manufacturer’s equipment, software architecture, communication methodology, or system configuration provided all contract requirements are satisfied.

5.2.3 Performance Objective

Provide an Cloud-Based digital signage solution that is reliable, scalable, secure, commercially supported, and capable of meeting the Government’s communication requirements throughout the period of performance.

5.3 Equipment Requirements

5.3.1 Objective

Provide commercial-grade equipment suitable for continuous operation in healthcare environments.

5.3.2 Performance Requirements

The contractor shall furnish all equipment necessary to provide a complete operational digital signage system.

At a minimum, contractor-furnished equipment shall include, as applicable:

a. Commercial-grade digital displays.

b. Media players.

c. Mounting hardware.

d. Power supplies.

e. Cabling.

f. Connectivity devices.

g. Required accessories.

h. Equipment necessary for remote monitoring and management.

All equipment shall be new, commercially available, and free from defects.

Refurbished or previously used equipment shall not be furnished unless specifically authorized by the Contracting Officer.

Equipment shall be designed and rated for commercial digital signage applications and suitable for continuous operation within healthcare facilities.

Displays shall provide high-resolution image quality appropriate for public information, patient education, and emergency communications.

Equipment shall be installed in accordance with applicable manufacturer recommendations and all applicable Federal, State, and local building, electrical, fire safety, and accessibility requirements.

The contractor shall ensure all equipment furnished under this contract is fully compatible with the proposed Cloud-Based content management platform.

Equipment requiring replacement during the period of performance shall be replaced with equipment of equal or greater capability at no additional cost to the Government.

5.3.3 Performance Objective

Provide reliable commercial equipment capable of supporting continuous operation throughout the contract period while minimizing downtime and maintenance requirements.

5.4 Software and Content Management Platform

5.4.1 Objective

Provide a commercially available Cloud-Based content management platform that enables the

Government to centrally manage, schedule, distribute, monitor, and administer digital signage content across all designated facilities.

5.4.2 Performance Requirements

The contractor shall furnish a commercially available Cloud-Based content management platform (CMS) capable of supporting all contractor-furnished digital signage equipment.

At a minimum, the CMS shall provide the following capabilities:

i. Centralized management of all deployed displays.

j. Role-based user access with configurable permissions.

k. Secure authentication for authorized Government users.

l. Content scheduling by individual display, groups of displays, facility, or Cloud-Based-wide deployment.

m. Support for displaying Government-approved multimedia content, including but not limited to images, video, PDF documents, HTML content, RSS feeds, emergency notifications, and patient education materials.

n. Remote monitoring of display status and system health.

o. Audit logs identifying user activity and administrative changes.

p. The ability to preview content prior to publication.

q. The ability to archive and restore previously published content.

r. Cloud-Based scalability to accommodate additional users, displays, and facilities without replacement of the core platform.

s. The CMS shall include a commercially available healthcare-oriented content library suitable for Government use. The library shall contain professionally developed media assets that may be customized by the Government and support patient education, public information, wellness campaigns, and emergency communications.

t. Dedicated account management support including a designated contractor representative responsible for assisting Government administrators, coordinating service requests, and supporting daily operational needs associated with the CMS. The account manager shall serve as the primary point of contact for CMS-related issues, service coordination, and administrative support.

u. The CMS shall permit authorized Government users to publish emergency messaging in real time without requiring contractor intervention.

The contractor shall provide all software licenses, subscriptions, updates, patches, and support necessary to maintain full functionality of the CMS throughout the period of performance.

The contractor shall ensure the CMS remains commercially supported by the manufacturer throughout the contract period.

5.4.3 Performance Objective

Provide the Government with a secure, reliable, and scalable Cloud-Based platform capable of centrally managing digital signage content across all designated facilities.

5.5 Connectivity Requirements

5.5.1 Objective

Provide reliable connectivity necessary to support continuous operation of the Cloud-Based digital signage system without requiring the Government to furnish or maintain network infrastructure unless specifically identified in the contract.

5.5.2 Performance Requirements

The contractor shall provide all communications services, hardware, software, and supporting infrastructure necessary to maintain continuous operation of the digital signage system.

The contractor may utilize any commercially available communication method capable of meeting the performance requirements of this contract, including, but not limited to:

• Cellular communications;

• Commercial broadband;

• Dedicated internet services;

• Secure wireless communications; or

• Other commercially supported technologies.

The proposed communication solution shall:

v. Provide reliable connectivity for all contractor-furnished equipment.

w. Support centralized content distribution.

x. Support remote monitoring and administration.

y. Support software and firmware updates.

z. Maintain secure communications between field devices and the contractor’s management platform.

The contractor shall be solely responsible for all costs associated with communications services required for operation of the system unless otherwise specified in the resulting contract.

The Government does not prescribe the communication methodology provided the contractor’s proposed solution satisfies the performance requirements identified in this PWS.

5.5.3 Performance Objective

Provide reliable communications supporting continuous operation, remote administration, and

Cloud-Based-wide content distribution throughout the period of performance.

5.6 Installation

5.6.1 Objective

Provide complete installation, configuration, testing, and commissioning of the Cloud-Based digital signage system in a manner that minimizes disruption to Government operations and results in a fully operational system.

5.6.2 Performance Requirements

The contractor shall furnish all labor, supervision, equipment, materials, tools, transportation, and incidental services necessary to install the Cloud-Based digital signage system.

Installation activities shall include, at a minimum:

aa. Delivery of all contractor-furnished equipment.

bb. Verification of installation locations.

cc. Installation of displays, mounting hardware, media players, and associated equipment.

dd. Connection of all required communications services.

ee. Configuration of the content management platform.

ff. Configuration of user accounts.

gg. Functional testing of all installed equipment.

hh. Verification of communications between all field devices and the Cloud-Based management platform.

ii. Correction of installation deficiencies identified during testing.

The contractor shall coordinate installation schedules with the Government and perform work in a manner that minimizes disruption to patient care and facility operations.

The contractor shall comply with all applicable Federal, State, local, VA, OSHA, life safety, fire protection, and building requirements applicable to the installation of contractor-furnished equipment.

The contractor shall protect Government property during installation activities and shall repair or replace, at no cost to the Government, any Government property damaged through contractor negligence.

Upon completion of installation activities, the contractor shall remove all installation debris, packaging materials, and unused materials from Government facilities and restore affected work areas to a clean and serviceable condition.

Installation shall not be considered complete until all required equipment has been installed, configured, tested, and demonstrated to be fully operational in accordance with this

Performance Work Statement.

5.6.3 Performance Objective

Deliver a complete, fully operational Cloud-Based digital signage system that is properly installed, configured, tested, and ready for Government acceptance with minimal disruption to healthcare operations.

5.7 System Testing and Government Acceptance Support

5.7.1 Objective

Verify that all contractor-furnished equipment, software, connectivity, and associated services are fully operational and capable of performing in accordance with the requirements of this

Performance Work Statement prior to Government acceptance.

5.7.2 Performance Requirements

The contractor shall perform functional testing of all installed equipment prior to requesting

Government acceptance.

At a minimum, testing shall verify:

jj. Proper operation of all installed displays.

kk. Successful communication between all field devices and the Cloud-Based content management platform.

ll. Proper display of scheduled content.

mm. Proper operation of all contractor-furnished hardware and software.

nn. Verification of remote monitoring capabilities.

oo. Verification of user account functionality.

pp. Verification of all required system features proposed by the contractor.

The contractor shall correct all deficiencies identified during testing prior to requesting

Government acceptance.

The contractor shall provide Government personnel reasonable opportunity to observe system testing and demonstrate system functionality.

5.7.3 Performance Objective

Deliver a fully operational Cloud-Based digital signage system ready for Government acceptance.

5.8 Training

5.8.1 Objective

Provide Government personnel with sufficient knowledge and documentation to effectively administer and operate the Cloud-Based digital signage system.

5.8.2 Performance Requirements

The contractor shall provide initial training following installation and prior to Government acceptance.

Training shall include, at a minimum:

qq. System administration.

rr. User account management.

ss. Content creation.

tt. Content scheduling.

uu. Playlist management.

vv. Emergency messaging procedures.

ww. Routine system administration.

xx. Basic troubleshooting.

yy. Report generation.

The contractor shall furnish electronic copies of all training materials, user guides, and administrative documentation.

Training may be conducted onsite, remotely, or through a combination of both methods, provided all required Government personnel successfully complete the training.

Additional refresher training shall be provided in accordance with the contract requirements.

5.8.3 Performance Objective

Ensure designated Government personnel possess the knowledge necessary to effectively administer the Cloud-Based digital signage system.

5.9 Multimedia Content Library

5.9.1 Objective

Provide the Government access to a commercially available multimedia content library suitable for use within Department of Veterans Affairs healthcare facilities.

5.9.2 Performance Requirements

The contractor shall provide access to a commercially available content library containing professionally developed digital content appropriate for healthcare communication.

The content library shall include, at a minimum, materials supporting:

zz. General health education.

aaa. Wellness promotion.

bbb. Preventive healthcare.

ccc. Seasonal health awareness campaigns.

ddd. Public service announcements.

eee. Veteran-focused informational messaging.

fff. Waiting room informational content.

The contractor shall maintain all required licenses necessary for Government use of contractor-provided content throughout the period of performance.

Government personnel shall retain the ability to upload and manage Government-developed content independent of contractor-provided library content.

5.9.3 Performance Objective

Provide the Government with a professionally maintained healthcare content library that supplements Government-developed communications.

5.10 Custom Content Development Services

5.10.1 Objective

Provide professional graphic design and multimedia support services for Government-requested digital signage content.

5.10.2 Performance Requirements

The contractor shall provide custom content development services when requested by the

Government.

Custom content may include:

a. Static graphics.

b. Animated graphics.

c. Informational displays.

d. Public service announcements.

e. Emergency messaging templates.

f. Event announcements.

All custom content shall conform to applicable Department of Veterans Affairs branding and communication standards.

All contractor-developed content shall receive Government approval prior to publication.

The contractor shall retain editable source files for all Government-funded custom content developed under this contract and shall provide those files to the Government upon request.

The quantity of custom content requests, response times, revision limits, and associated performance standards shall be identified in Section B of the resulting contract or the applicable

Contract Line Item Numbers (CLINs).

5.10.3 Performance Objective

Provide professional custom digital content supporting Government communication requirements in accordance with contract requirements.

5.11 Warranty

5.11.1 Objective

Provide warranty coverage ensuring contractor-furnished equipment and software remain free from defects and fully operational throughout the applicable warranty period.

5.11.2 Performance Requirements

The contractor shall provide all manufacturer warranties and any additional contractor warranties included in its proposal.

Warranty coverage shall include all labor, materials, replacement equipment, shipping, software support, and incidental services necessary to correct defects in contractor-furnished equipment.

Equipment requiring replacement shall be replaced with equipment of equal or greater capability.

Warranty repairs shall be coordinated with the Government to minimize disruption to facility operations.

5.11.3 Performance Objective

Maintain contractor-furnished equipment in fully operational condition throughout the applicable warranty period.

5.12 Maintenance and Technical Support

5.12.1 Objective

Maintain continuous operation of the Cloud-Based digital signage system through preventive maintenance, corrective maintenance, software support, and responsive technical assistance.

5.12.2 Performance Requirements

The contractor shall provide all preventive maintenance, corrective maintenance, software updates, firmware updates, manufacturer-recommended maintenance, technical support, and help desk services necessary to maintain continuous operation of the digital signage system.

Maintenance services shall include, at a minimum:

a. Preventive maintenance.

b. Corrective maintenance.

c. Remote diagnostics.

d. Software and firmware updates.

e. Security patches.

f. Replacement of failed contractor-furnished equipment.

g. Help desk support.

h. Remote system monitoring.

The contractor shall maintain a system for tracking service requests and shall provide status updates upon Government request.

5.12.3 Performance Objective

Maintain a reliable Cloud-Based digital signage system that minimizes downtime and supports continuous Government operations.

5.13 Documentation

5.13.1 Objective

Provide complete documentation necessary for the Government to operate, administer, maintain, and inventory the Cloud-Based digital signage system.

5.13.2 Performance Requirements

The contractor shall furnish electronic documentation including, at a minimum:

a. System Administrator Guide.

b. End User Guide.

c. Installation documentation.

d. Equipment inventory.

e. Equipment warranty documentation.

f. Software license documentation.

g. Asset location inventory identifying each installed display.

h. Training materials.

i. Recommended maintenance procedures.

j. Manufacturer documentation for contractor-furnished equipment.

Documentation shall be updated whenever material changes occur during contract performance.

5.13.3 Performance Objective

Provide complete and accurate documentation supporting operation, maintenance, administration, and lifecycle management of the Cloud-Based digital signage system.

6. Government Responsibilities

6.1 Objective

The Government shall provide the coordination, access, and administrative support necessary to enable successful performance of this contract. The responsibilities identified in this section are provided solely to facilitate contract performance and do not relieve the contractor of its responsibility to furnish a complete, fully operational Cloud-Based digital signage and interactive communication system.

6.2 Government Responsibilities

The Government shall:

k. Designate a Contracting Officer (CO) to administer the contract.

l. Designate a Contracting Officer’s Representative (COR) to perform technical oversight of contract performance in accordance with the COR designation letter.

m. Provide the contractor reasonable access to Government facilities during mutually coordinated installation, maintenance, repair, and training activities.

n. Coordinate facility access with local Government points of contact.

o. Identify authorized Government personnel requiring administrative access to the contractor-furnished content management platform.

p. Review contractor submittals and deliverables within a reasonable period of time.

q. Review and approve Government-developed and contractor-developed content prior to publication, when applicable.

r. Participate in installation coordination meetings, testing demonstrations, training sessions, and acceptance inspections.

s. Notify the contractor of identified performance deficiencies requiring corrective action.

t. Review contractor invoices in accordance with the terms and conditions of the resulting contract.

u. Provide timely responses to contractor requests for information (RFIs) necessary for successful contract performance.

6.3 Government-Furnished Property

Except as specifically identified elsewhere in the resulting contract, the Government will not furnish equipment, software, tools, communications services, transportation, materials, or supplies required for contract performance.

The Government shall provide reasonable access to Government facilities and existing infrastructure necessary for installation and maintenance activities.

6.4 Government Approval

Government review, approval, or acceptance of contractor submittals shall not relieve the contractor of responsibility for providing a complete and fully compliant Cloud-Based digital signage solution meeting all requirements of this contract.

The contractor remains solely responsible for the quality, completeness, and accuracy of all work performed under this contract.

6.5 Contract Administration

Only the Contracting Officer has the authority to modify the terms and conditions of the resulting contract.

The Contracting Officer’s Representative (COR) is authorized to provide technical direction within the scope of the contract but is not authorized to:

• Change the scope of work;

• Modify contract terms or conditions;

• Obligate additional Government funds;

• Direct work outside the scope of the contract; or

• Authorize changes affecting contract price or period of performance.

The contractor shall immediately notify the Contracting Officer if directed to perform work believed to be outside the scope of the resulting contract.

6.6 Performance Objective

Provide the contractor with timely Government coordination, facility access, technical oversight, and administrative support necessary to successfully perform the requirements of this

Performance Work Statement.

7. Performance Standards

7.1 Objective

The purpose of this section is to establish the performance framework applicable to this contract. The contractor shall perform all services in accordance with the performance objectives identified within this Performance Work Statement and the measurable performance standards identified in Attachment B – Performance Requirements Summary (PRS).

The PRS establishes the performance objectives, performance standards, acceptable quality levels (AQLs), Government surveillance methods, and required contractor response actions applicable to this contract.

7.2 Contractor Performance

The contractor shall perform all work in a manner that consistently satisfies the performance objectives identified throughout this Performance Work Statement.

Performance shall be evaluated based upon measurable outcomes rather than the contractor’s internal management processes or methods of performance.

The contractor shall maintain sufficient personnel, equipment, supervision, and management necessary to achieve the required performance standards throughout the period of performance.

7.3 Government Surveillance

The Government will monitor contractor performance in accordance with Attachment D –

Quality Assurance Surveillance Plan (QASP).

Government surveillance may include, but is not limited to:

• Observation of contractor performance.

• Review of contractor documentation.

• Review of maintenance records.

• Review of Help Desk records.

• Review of training records.

• Inspection of completed installations.

• Verification of system functionality.

• Review of contractor performance reports.

Government surveillance activities shall not relieve the contractor of responsibility for quality control or successful contract performance.

7.4 Contractor Quality Control

The contractor shall maintain an internal Quality Control Program (QCP) designed to ensure compliance with all requirements of this contract.

The contractor shall identify and correct deficiencies prior to Government identification whenever practical.

The contractor shall submit a Quality Control Plan (QCP) within fifteen (15) calendar days after contract award in accordance with Attachment C – Contract Deliverables Schedule.

The contractor’s Quality Control Program shall remain in effect throughout the period of performance.

7.5 Performance Deficiencies

If the Government identifies contractor performance that fails to satisfy the performance standards established in Attachment B – Performance Requirements Summary (PRS), the

Contracting Officer may require the contractor to submit a corrective action plan describing the actions that will be taken to restore acceptable performance.

Repeated failure to satisfy the required performance standards may result in contractual remedies available under the terms and conditions of the resulting contract.

7.6 Performance Objective

Provide a measurable performance management framework that promotes consistent, reliable, and high-quality contract performance throughout the period of performance.

8. Contract Deliverables

8.1 Objective

The contractor shall furnish all reports, plans, manuals, schedules, documentation, and other deliverables necessary to support successful implementation, operation, maintenance, administration, and lifecycle management of the Cloud-Based digital signage and interactive communication system.

Deliverables identified in this section shall be submitted in accordance with Attachment C –

Contract Deliverables Schedule.

8.2 General Requirements

Unless otherwise specified in the resulting contract, all contract deliverables shall be submitted electronically in Microsoft Office compatible format or Adobe Portable Document Format (PDF).

Deliverables shall be complete, accurate, and suitable for Government review.

The Government reserves the right to reject incomplete, inaccurate, or deficient deliverables and require resubmission.

Government review or acceptance of any deliverable does not relieve the contractor of responsibility for complying with all contract requirements.

8.3 Required Deliverables

At a minimum, the contractor shall provide the following deliverables:

Project Management

• Project Management Plan

• Project Implementation Schedule

• Quality Control Plan

• Project Status Reports

System Documentation

• System Administrator Guide

• End User Guide

• Installation Documentation

• As-Built Documentation

• System Configuration Documentation

Equipment Documentation

• Equipment Inventory

• Asset Location Inventory

• Manufacturer Documentation

• Warranty Documentation

• Software License Documentation

Training

• Training Plan

• Training Materials

• Training Attendance Records

Maintenance

• Preventive Maintenance Schedule

• Preventive Maintenance Reports

• Corrective Maintenance Reports

• Service Ticket Reports

• Monthly System Performance Reports

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• Final System Acceptance Documentation

• Final Asset Inventory

• Final Configuration Documentation

• Outstanding Issues Log (if applicable)

8.4 Deliverable Ownership

Unless otherwise restricted by applicable software licensing agreements or intellectual property rights expressly identified in the resulting contract, all deliverables prepared specifically for the

Government under this contract shall become Government records upon acceptance.

Nothing in this section shall be interpreted as transferring ownership of the contractor’s proprietary commercial software or pre-existing intellectual property.

8.5 Review and Acceptance

The Government shall review submitted deliverables for compliance with contract requirements.

If deficiencies are identified, the Government may reject the deliverable and require correction and resubmission.

Acceptance of individual deliverables does not constitute Government acceptance of the overall system or completion of the contract.

8.6 Performance Objective

Provide complete, accurate, and timely documentation supporting implementation, operation, maintenance, administration, and lifecycle management of the Cloud-Based digital signage system.

9. Security Requirements

9.1 Objective

The contractor shall protect Government facilities, Government information, contractor-furnished systems, and contractor personnel while performing services under this contract. The contractor shall conduct all work in a manner that maintains the confidentiality, integrity, and availability of

Government information and minimizes disruption to Government operations.

9.2 General Security Requirements

The contractor shall comply with all applicable Federal statutes, regulations, Department of

Veterans Affairs (VA) directives, policies, handbooks, and contract clauses governing physical security, information security, privacy, and contractor access to Government facilities.

The contractor shall ensure that all contractor personnel comply with applicable Government security procedures while performing work under this contract.

9.3 Facility Access

Contractor personnel requiring access to Government facilities shall comply with all applicable facility security procedures.

The contractor shall…