SOW Updated.pdf

STATEMENT OF WORK (SOW)

Contract Number: (completed by the CO at time of award)

Task Order Number: (completed by the CO at time of award if a TO)

IFCAP Tracking Number: (Completed by the requestor. This is the 2237 Number)

Follow-on to Contract and Task Order Number:

(If this is a follow-on order to a previous contract or TO, insert the contract number or the TO number to which it is a follow-on. If this is not for a follow-on, state “Not Applicable”)

1. Contracting Officer’s Representative (COR).

Name: Amy Pratt

Section: Facilities Management

Address: 4100 West Third St. Dayton, OH 45428

Phone Number: 937-939-1556

Fax Number: 937-267-3943

E-Mail Address: Amy.pratt3@va.gov

2. Contract Title: Dayton VA Medical Center Campus Overhead Paging System Replacement

3. Background: The existing overhead paging system at the Dayton VA Medical Center is aging, unreliable, and in need of replacement. The system serves multiple buildings across the Dayton VA campus and is used to communicate routine, urgent, and emergency announcements to staff, patients, and visitors. The Government requires a complete replacement of the existing paging system with a new campus-wide system that provides reliable operation, supports integration with the existing Cisco environment as directed by the Government, and allows the existing paging system to remain operational until the replacement system is installed, tested, and accepted.

The replacement overhead paging platform will receive paging audio and control signaling from the VA phone environment through a designated paging gateway that connects to the paging system over a VA-approved virtual private network (VPN) path.

The paging modules then distribute audio to zones of speakers within the Dayton VA Medical Center campus. The speaker zones and paging modules themselves do not connect directly to the VA intranet or SDIA; instead, connectivity is limited to the VPN-based interface between the phone system gateway and the paging controller, as approved by the Government.

4. Scope: The contractor shall provide all labor, materials, equipment, tools, supervision, programming, coordination, testing, training, documentation, and professional services required to remove and replace the existing overhead paging system for the entire Dayton VA Medical Center campus located at 4100 West Third Street, Dayton, Ohio 45428. The work shall include all buildings, areas, and spaces identified in Attachment A, Building and Area Coverage List, together with any associated telecommunications rooms, control locations, pathways, and support spaces required for a complete and fully operational installation. Based on current information, the contractor shall furnish and install an estimated total of approximately 815 speakers campus-wide, including ceiling speakers, wall baffles, and horns, as required for complete and intelligible coverage. This quantity is provided for estimating and planning purposes and is subject to adjustment based on final field verification and approved submittals.

Hardware components, including paging controllers, amplifiers, speakers, horns, ceiling speakers, wall baffles, cabinets, power supplies, modules, and related accessories, shall be Valcom products or equal products that are fully compatible with the existing Valcom-based overhead paging infrastructure, Cisco VoIP integration, established dialing structures, paging zones, and the VA network environment. System configuration, administration, and programming shall be performed using Valcom software products approved in the VA Technical Reference Model (TRM), including the Valcom VIP-102B Setup Tool or other Valcom TRM-listed software required for the final installed solution.

The system shall utilize a distributed network-based paging architecture and support SIP-based integration with the existing Cisco VoIP infrastructure as directed by the Government. Paging calls from VA phones shall be routed to a designated paging gateway, which will connect to the paging controller over a VA-approved VPN. The paging controller and associated modules shall then feed audio to designated speaker zones throughout the campus. The platform is not designed to connect through the SDIA; rather, the only VA enterprise connectivity is the VPN-based interface from the phone/gateway environment to the paging system, in accordance with VA network and security requirements.

No daisy-chaining, loop-through wiring, or series wiring shall be permitted; each speaker and field device shall be installed on an independent homerun to the designated serving equipment location. Attachment B, Existing Overhead Page Audio Groups Dial Code Matrix, and Attachment C, Existing Overhead Paging Reference Drawings, are provided as Government-Furnished Information for reference and coordination only and shall not relieve the contractor of the obligation to independently field verify existing conditions and provide a complete, code-compliant, fully functional replacement system in accordance with this Statement of Work.

5. Specific Tasks:

• Remove existing overhead paging system components that are designated for replacement, including head-end equipment, speakers, modules, control units, cabling, and associated accessories, unless the Government directs otherwise in writing.

• Furnish and install a new complete overhead paging system for the entire Dayton VA campus in the buildings identified in Attachment A, Building and Area Coverage List.

• Furnish and install new field-adjustable speakers in all required locations, for an estimated total of approximately 815 speakers campus-wide. Final quantities shall be verified in the field and confirmed through approved submittals.

• Furnish and install new head-end equipment, controllers, modules, amplifiers, power supplies, cabinets, terminations, and all other components required for a complete and functional system.

• Provide new Category 6 cabling for all network-connected field devices and paging system components as required for a complete and fully operational system.

• Each speaker and field device shall have its own independent homerun to the serving control panel, cabinet, or telecommunications room.

• No daisy-chaining, loop-through wiring, or series wiring of speakers, speaker circuits, modules, controllers, amplifiers, power supplies, or other field devices shall be permitted.

• Provide all required power supplies, backboxes, supports, pathway accessories, terminations, labeling, and mounting hardware needed for a complete installation.

• Identify and submit a complete inventory of all hardware, firmware, and software required for the installed solution, including paging gateways, controllers, modules, management workstations, setup tools, and administrative applications, with model numbers, software titles, and version numbers, and an estimated quantity of approximately 815 speakers, subject to revision based on final field conditions and Government-approved changes.

• Provide a network architecture diagram showing the path from VA phones to the paging gateway, the VPN connectivity from the gateway to the paging controller, and the distribution from the controller to speaker zone modules, including any management or monitoring interfaces.

• State clearly in submittals that the platform does not connect through the SDIA;

instead, it interfaces with the VA phone environment and VA network only via an approved VPN connection between the paging gateway and paging controller, subject to VA review and approval.

• For each software product used for setup, programming, administration, monitoring, backup, or operation of the paging system, provide documentation demonstrating that the product is listed in the VA Technical Reference Model or has written VA approval before installation or use.

• Coordinate all IPv4 and IPv6 addressing, naming conventions, required ports, protocols, firewall rules, and VPN configuration requirements with the COR and VA IT staff before activating any network-connected component.

• The contractor shall furnish Valcom overhead paging hardware or equal hardware fully compatible with the existing Valcom-based system and shall use only Valcom software approved in the VA Technical Reference Model for system configuration, programming, administration, and management.

• Coordinate and integrate the paging system with the existing Cisco system and VA network only as directed and approved by the Government. New equipment shall be fully compatible with the existing VA telecommunications and network infrastructure.

• Coordinate all network-related requirements, addressing, switch connectivity, ports, permissions, and configuration requirements with the COR and appropriate VA information technology staff before installation or activation of network-connected equipment.

• Perform field verification of existing conditions prior to installation.

• Review Attachment B, Existing Overhead Page Audio Groups Dial Code Matrix, and coordinate with the Government to maintain, revise, migrate, or reprogram paging zones, dial codes, audio groups, all-call functions, and other programmed paging functions as required for the new overhead paging system.

• Review Attachment C, Existing Overhead Paging Reference Drawings, for supplemental reference and general existing conditions information only. The contractor shall independently field verify all existing conditions, quantities, pathways, equipment locations, telecommunications rooms, cabling conditions, interfaces, and installation requirements and shall not rely on Attachment C as a complete current design package.

• Submit product data, shop drawings, wiring diagrams, riser diagrams, zone layouts, equipment schedules, cutover plans, rack elevations, cable schedules, network architecture diagrams, speaker layouts, programming narratives, and other required submittals for Government review prior to installation.

• Maintain the existing overhead paging system in service until the replacement system, or the applicable building or zone portion of the replacement system, has been installed, tested, and accepted by the Government.

• Perform phased installation and cutover as required to minimize disruption to hospital and campus operations.

• Provide all programming, configuration, commissioning, and testing required for a complete and functional system.

• Submit a proposed final paging zone and dial code matrix for Government review prior to cutover and provide the approved final programmed matrix as part of project closeout documentation.

• Perform contractor pre-testing of all installed equipment, speakers, circuits, zones, network-connected components, controls, and system functions before requesting Government witness testing.

• Perform complete commissioning and acceptance testing of the new overhead paging system, including verification of device operation, speaker functionality, zoning, page routing, intelligibility, control functions, fault reporting, power supply operation, failover and recovery functionality where applicable, and required integration points.

• Verify and document that each speaker and field device is installed on an independent homerun as required and that no daisy-chaining, loop-through wiring, or series wiring exists in the completed installation.

• Provide all labor, test equipment, programming support, coordination, and technical personnel necessary to perform testing and commissioning.

• Notify the Government when the system, or any building or zone portion of the system, is ready for witness testing and acceptance review.

• Correct all deficiencies identified during testing or inspection at no additional cost to the Government and perform retesting as required.

• Submit testing reports, commissioning records, deficiency correction records, and final acceptance support documentation as part of project closeout.

• Provide training for designated Government personnel on system operation, basic troubleshooting, and routine use.

• Provide operation and maintenance manuals, final programming backups, as-built drawings, final device lists, cable schedules, and other closeout documentation at project completion.

• Provide warranty support, maintenance, software licensing, and technical support for one year following Government acceptance of the completed system.

• Provide response to warranty or system issues within 24 hours after notification during the warranty period.

• Provide all professional services necessary to complete the work in accordance with this Statement of Work.

6. Performance Monitoring: All work, materials, installation practices, programming, testing, training, documentation, and final system performance shall be subject to inspection by the COR or other designated Government representatives. The contractor shall correct deficient work at no additional cost to the Government. Final acceptance shall occur only after installation is complete, required testing and commissioning have been successfully completed, deficiencies have been corrected, required documentation has been submitted, training has been completed, and the Government determines the system is fully operational and acceptable.

7. Security Requirements: Contractor personnel shall comply with all applicable VA security, badging, escort, access, and facility requirements while on site. Contractor personnel shall obtain VA access badges when required or be escorted by authorized VA personnel at all times, as directed by the Government. Because this project includes coordination with the Cisco system and VA network, the contractor shall coordinate all network-connected components and associated configuration requirements with the Government before connection, activation, or use on the VA network. Per VA Handbook

6500.6 Appendix A review, applicable VA information security requirements shall be included in the solicitation and resulting contract, as determined by the Government.

Because this project includes coordination with the Cisco phone system, a VPN-connected paging gateway, and network-connected paging controllers, the contractor shall coordinate all devices and configuration requirements with the Government before any connection, activation, or use on the VA network. The contractor shall not connect any gateway, controller, server, workstation, or software tool to the VA environment until the Government has reviewed and approved the proposed architecture and VPN configuration.

The paging platform shall not connect through the SDIA under this Statement of Work.

Connectivity to the VA enterprise environment shall be limited to the approved VPN interface between the phone system paging gateway and the paging controller, in accordance with VA security and network policies.

Any software used for system configuration, programming, administration, management, or monitoring shall be Valcom software approved in the VA Technical Reference Model, or other software expressly approved by the Government in writing. The contractor shall provide any information needed by the Government to verify current TRM status for proposed software products and shall not install or use any software that is not TRM-approved or otherwise authorized.

8. Internet protocol version 6 (IPV6):

The Contractor solution shall support Internet Protocol Version 6 (IPv6) in accordance with OMB Memorandum M-21-07, “Completing the Transition to Internet Protocol Version 6 (IPv6),” and applicable NIST USGv6 Profile guidance. All paging system devices and network-connected components shall support native IPv6 and dual-stack (IPv6/IPv4) connectivity so they can function in a mixed environment without additional memory or other resources being provided by the Government. Where the system includes public or external-facing services, such services shall support native IPv6 and dual-stack users, and internal infrastructure and applications associated with the paging system shall be capable of communicating using IPv6 in accordance with agency policy.

The contractor shall identify which devices and interfaces participate in the VPN-based connectivity between the phone system gateway and the paging controller and shall confirm that all such network-connected components support IPv6 and dual-stack operation in accordance with OMB M-21-07 and VA policy. No network-connected component shall prevent the Government from implementing IPv6 addressing or maintaining compliance with Federal IPv6 requirements for the paging solution’s deployment architecture.

8A. VA Technical Reference Model (TRM) Compliance:

All application software, setup tools, programming tools, administrative utilities, monitoring applications, backup tools, and other software required for the installed solution shall comply with the current VA Technical Reference Model at the time of Government review and installation. The contractor shall identify each software product by exact title, publisher, version, and intended use, and shall provide documentation sufficient for the Government to confirm TRM status.

The contractor shall not introduce, upgrade, or replace any software product affecting the paging solution without prior Government review and approval if the change affects TRM status, cybersecurity posture, interoperability, licensing, supportability, or network architecture. Any software not listed in the current VA TRM shall require written VA approval before installation or use.

9. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI): Government-Furnished Information includes Attachment A, Building and Area Coverage List; Attachment B, Existing Overhead Page Audio Groups Dial Code Matrix;

and Attachment C, Existing Overhead Paging Reference Drawings.

Attachment A identifies the Dayton VA Medical Center campus buildings, areas, and associated support spaces included in the project scope and shall be used to establish the required campus coverage for the replacement overhead paging system. Attachment B is provided for reference and coordination purposes during design, programming, cutover, testing, and closeout and shall be used by the contractor to coordinate with the Government to maintain, revise, migrate, or reprogram paging zones, dial codes, audio groups, all-call functions, and other programmed paging functions for the new system.

Attachment C is provided for reference and general existing-conditions information only and may include legacy layouts, riser information, device locations, zoning concepts, and other historical design information from prior overhead paging system work.

The contractor shall use Attachment C only as a supplemental reference and shall independently field verify all existing conditions, quantities, pathways, equipment locations, telecommunications rooms, cabling conditions, interfaces, and installation requirements before design, submittal, procurement, or installation. In the event of any discrepancy between Attachment C and actual field conditions, this Statement of Work, approved submittals, or written Government direction, the actual field conditions, this Statement of Work, approved submittals, and written Government direction shall govern.

Attachment C shall not be construed as a complete current design package and shall not authorize reuse of any legacy design assumptions or installation methods that conflict with this Statement of Work, including daisy-chaining, loop-through wiring, or series wiring.

10. Other Pertinent Information or Special Considerations: All work shall be coordinated with the COR. The contractor shall provide weekly status updates by email describing progress, scheduled activities, open issues, material lead times, outages, and foreseeable delays. All debris and waste materials shall be removed and properly disposed of at the end of each workday. Any required outages, shutdowns, testing periods, or cutovers shall be scheduled in advance and approved by the Government.

The contractor shall protect adjacent finishes, ceilings, equipment, and occupied spaces and shall restore any damaged surfaces caused by the work. The contractor shall patch, repair, and restore ceilings, walls, penetrations, and other affected building finishes disturbed by demolition or installation work to match existing conditions.

Valcom is the reference basis of design for the overhead paging system because the existing campus paging environment is Valcom-based and must integrate with the existing Cisco VoIP and VA network environment. Hardware components may be provided on a brand name or equal basis only where the contractor demonstrates, to the satisfaction of the Government, that the proposed equal product is fully compatible with the existing Valcom-based system and does not require substantial redesign, duplication of cost, or unacceptable delay in implementation. All software used for setup, programming, administration, management, or operation of the paging system shall be Valcom software listed in the VA Technical Reference Model, and all such software shall comply with current VA OIT TRM requirements.

The contractor shall clearly state in its technical proposal and submittals that the overhead paging platform is not a stand‑alone analog system and does not connect through the SDIA. The solution relies on a VA‑approved VPN interface between the VA phone system paging gateway and the paging controller, with modules distributing audio to internal speaker zones that are not individually connected to the VA intranet. The contractor shall provide a concise narrative and diagram describing this architecture as part of the acquisition and engineering review documentation.

11. Risk Control: All work shall be performed in accordance with OSHA requirements and all other applicable federal, state, local, VA, facility, safety, and infection-control requirements. The contractor shall comply with all governing codes, standards, and manufacturer installation requirements applicable to the work.

12. Place of Performance: Dayton VA Medical Center campus, 4100 West Third St., Dayton, OH 45428.

13. Period of Performance: The contractor shall complete all work within 180 days of contract award, unless otherwise modified by the Government.

14. Delivery Schedule: Normal working hours shall be Monday through Friday, 0800 to 1630, excluding federal holidays, unless otherwise approved by the Government. Work outside normal business hours may be required for outages, cutovers, testing, or activities that would disrupt patient care or facility operations, and such work shall be coordinated in advance with the COR.