36C25621Q1758.docx

Monday, August 23, 2021

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 16 Michael E. DeBakey VA Medical Center 2002 Holcombe BLVD Houston TX 77030 4298

POINT OF CONTACT*

Contracting Officer Corey L Labbe corey.labbe@va.gov 713-794-7792

PLACE OF PERFORMANCE

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

DEPARTMENT OF VETERANS AFFAIRS

VETERANS INTEGRATED SERVICE NETWORK (VISN) 16

MICHAEL E. DEBAKEY VA MEDICAL CENTER (VAMC), HOUSTON, TEXAS

REQUEST FOR INFORMATION

36C25621Q1758

BACKGROUND:

The Gulf Coast Veterans Health Care System has a requirement for a quantity of (4) Audio Visual Systems to be installed at the Biloxi, MS and Pensacola, FL locations. Please see the below DRAFT SOW and specifications.

REQUESTED RESPONSES:

The intent of this Request for Information is to establish sources in order to define the procurement strategy. Interested contractors are requested to respond in accordance with the following

1. Please respond to this RFI if you are capable of providing the brand name products listed in the table found to include installation services in the background section above. In the response please cite business size status.

1. Please respond to this RFI if you are capable of providing supplies that can be determined EQUIVALENT to the products listed in the table found in the background section above. Please provide details on proposed EQUIVALENT products such as Manufacturer Name, Part Number, and Description.

CONTACT INFORMATION AND RESPONSE DUE DATE:

Please email all responses to corey.labbea@va.gov. Please respond to this RFI no later than 3:00pm Central on Wednesday, August 25, 2021.

DISCLAIMER: This RFI is issued solely for informational and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Department of Veterans Affairs to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this RFI.

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

1. Background:

GCVHCS is integrating Whole Health components into clinical care. This audio/visual project will increase the capability of four, designated Whole Health conference spaces to provide Whole Health Pathway (e.g., Veteran and employee education and health coaching) and Whole Health Complementary & Integrative Health (CIH) approaches (e.g., Yoga, Tai Chi, Mindfulness, etc.) across multiple campuses with the purpose of engaging and empowering Veteran clients and VA staff with the tools needed to optimize health and wellness.

2. Scope:

GCVHCS requires the purchase of a turn-key installation for a new audio-visual (AV) system (Crestron DMPS3-4K Series or equal) for timely activation of four Whole Health conference spaces (JACC/Pensacola/2A127, JACC/Pensacola/2G106, Biloxi/Bldg 30/1G143, and Biloxi/Bldg 30/2F102). The awarded Contractor shall provide the four conference room spaces with a turn-key installation of all outlined products in both the IGCE and in accordance with the specifications, terms and conditions in this Statement of Work herein as well as all notated government furnished equipment to complete the turn-key installation. Product outlined in this Scope of Work shall be available for direct delivery to project site no later than September 2021 to maximize use of FY21 Whole Health Grant Funds. Awarded Contractor must follow delivery instructions outlined in sections 5 and 6 of this document. See noted specifications in Section 3 below.

3. Minimum Specifications for Crestron DMPS3-4K Series or Equal AV System (per conference room space):

a. Audio/Video Presentation Systems sufficient for (4) separate conference room spaces and integrated into the VA’s video conferencing system for remote reviewing and audio:

b. Minimum 6x4 seamless scaling presentation matrix/scaler/switcher and necessary components.

c. Video inputs required – PC Workstation, cable, media player, spare

d. Audio inputs required - six (6) audio mic/lines

e. Video outputs required – one (1) HDMI

f. Audio outputs required – two (2) stereo pair

g. This AV system must have a means of connecting to and controlling the audio levels of the various inputs including the microphones and computer or peripherals that presenters may use. Must include phantom power for all condenser microphones.

h. One (1) touchscreen panel for interactive control of the conferencing system

1. One (1) 17” wall-mounted touchscreen panel

2. Minimum specifications:

a) Scratch and smudge-resistant screen

b) Basic volume control

c) Input selection

d) Output selection

4. Minimum compatible components (per conference room space):

a. One (1) 1080p Pan-Tilt-Zoom camera located centrally mounted over the flat-panel display in the front of the room.

b. Two (2) wireless handheld microphones, two (2) ear-worn wireless microphones and two (2) boundary microphones

b. Minimum of four (4) recessed ceiling mounted speakers per conference room space or a quantity to be sufficient for the square footage of the room to allow clear sound throughout the space.

c. Ceiling-mounted recessed beam-forming microphone (quantity sufficient for the square footage of the room).

d. This AV system must have a means of connecting to and controlling the audio levels of the various inputs including the microphones and computer or peripherals that presenters may use. Must include phantom power for all condenser microphones.

e. This AV system must allow easy connectivity and BYOD content sharing on the flat panel display via a wireless presentation gateway.

f. Amplifier sufficient for the number of installed speakers.

g. Blu-Ray/Media Player

h. Two (2) 65” flat panel televisions with both HDMI and coaxial capabilities for each of the following conference room spaces:

1. Pensacola / JACC / 1A127 (294 SF)

2. Biloxi / 30 / 1G143 (416 SF)

3. Biloxi / 30 / 2F102 (290 SF)

i. One (1) 86” flat panel television with both HDMI and coaxial capabilities for the following conference room space:

1. Pensacola / JACC / 2G106 (365 SF)

j. Television monitor wall mounts at all monitor locations. Wall mounts shall be a tilt mount style able to support requested 65”monitors or 86” monitors. Attached plan sheets provide exact mounting locations in each conference room.

k. Middle Atlantic RFR-1628TR or equal audio power wall rack with compatible locking front door

1. Wall Rack minimum specifications:

a) 16 rack units

b) Maximum 29” overall depth and 35” overall height

c) Minimum 25” usable depth / 28.00” usable height

d) 24” overall width

e) 250 lbs. load capacity

f) Color options must be submitted to the VA COR and Interior Designer for selection during submittal review

2. Wall Rack front door minimum specifications:

a) Fully vented

b) Swings open 180 degrees

c) Keyed lock

d) Mounting ability either left or right

e) Color options must be submitted to the VA COR and Interior Designer for selection during submittal review

l. Rack-Mount utility shelf compatible with vendor provided wall rack

m. Rack mounted power management control and distribution system sufficient for the vendor provided AV system.

3. Necessary compatible rack mounted utility shelves to complete the installation of required components

4. 15 foot wire tether

5. Power Cords and Required Connectors

6. Commercial Warranty

5. Special Considerations:

Awarded Contractor must utilize the existing Conference Room layouts and utility infrastructure to accomplish this turn-key installation. The VA requires Contractor to provide all electrical connections as well as cable/wire pulls necessary to connect the AV system. This includes providing all essential material and equipment to perform the installation. Please refer to Section 10 “Installation” for further details.

a. Work shall be accomplished during normal business hours (8:00am – 4:30pm, Monday – Friday, no federal holidays) as scheduled with VA COR, VA Program Manager, and/or VA Site Engineer.

b. Any access to VA electrical closests shall be coordinated in advance with VA COR, VA Program Manager, and/or VA Site Engineer.

c. Biloxi/Building 30 work site imposes limited parking. Contractor may be required to park work vehicles in facility Parking Garage and walk to work site. However, there is a loading dock available to unload and load tools, materials, etc.

d. Pensacola/JACC work site imposes limited parking. Contractor may be required to park work vehicles in employee parking lot. However, there is a loading dock available to unload and load tools, materials, etc.

e. Delivery and work space may be considered a contruction zone. Contractor must follow all OSHA required safety regulations. All OSHA required Personal Protective Equipment (PPE) shall be worn in this case including, but not limited to, hard hat, safety glasses, safety vests, and face masks. PPE is not provided by the government.

f. There shall be no smoking, eating, or drinking inside the hospital or clinics at any time. Additionally we are a smoke free facility – no smoking on entire campus.

g. Contractor is subject to facility visitor badging requirements to be coordinated with VA COR, VA Program Manager, and/or VA Site Engineer. All contractor personnel must provide one form of valid picture identification at time of check-in to receive necessary badge. Badges must be returned to VA COR, VA Program Manager, or VA Site Engineer at the end of installation or at VA acceptance.

6. Government Furnished Items:

a. Suitable installation location for all system components

b. 120VAC electrical power as required for correct system operation

c. PC Workstation(s) and all network connections for proper operation of VTC system

7. Administrative Requirements:

a. Coordination: Coordinate all work and requirements outlined in this document with the VA Contracting Officer’s Representative (VA COR), VA Program Manager, and/or VA Site Engineer.

b. Bid Package: Contractor shall provide both full product data/specifications for all AV system components for VA to evaluate accordingly. as well as a preliminary shop drawing with bid package to ensure building utility requirements are satisfied.

c. Pre-Installation Meetings: Contractor shall conduct an on-site pre-manufacturing and installation meeting prior to commencing work for field verification of equipment specifications, space, and utilities requirements with the VA COR, VA Program Manager, VA Site Engineer, and VA designees (key users).

d. Shop Drawings: Contractor shall provide a finalized shop drawing set including pages for product layout, elevations, and electrical requirements for all specified items (one-line diagram). These drawings must be approved by VA COR, VA Program Manager, and/or VA Site Engineer prior to production and installation of AV system and coordinating components.

e. Scheduling: Contractor shall schedule pre-installation meetings, delivery, installation, testing, close-out, and training of all equipment in accordance with VA COR, VA Program Manager, VA Site Engineer and VA designees (key users).

f. Certification: Contractor must provide a minimum of (3) customer references accounting past performance of installations similar in scope to the requirements provided in this scope of work. Contractor shall provide any manufacturer specific certifications for installation group required.

8. Delivery Locations:

Biloxi VA Medical Center Building 30 Loading Dock 400 Veterans Avenue Biloxi, MS 39531

Joint Ambulatory Care Center (JACC)-Pensacola 790 Veterans Way Pensacola, FL 32507

9. Delivery:

Contractor shall direct deliver all products for Pensacola Project Site to the Joint Ambulatory Care Center (JACC)-Pensacola Loading Dock. Contractor shall direct deliver all products for Biloxi Project Site to Building 30 Loading Dock rather than to facility warehouse, Building 26. The Contractor shall deliver all materials in accordance with the manufacturer’s written instructions and in manufacturer’s original packaging with identification labels intact and sized to suit project need. Normal business hours for acceptance of deliveries are 8:00am-3:30pm, Monday thru Friday excluding Federal Holidays. Deliveries must be coordinated in advance with VA COR, VA Program Manager, and/or VA Site Engineer once a ship date is established. The VA COR, VA Program Manager, and/or VA Site Engineer shall be the only VA entities signing for freight received on this requirement. All items included in the requirement shall be shipped and delivered to site at same time. If deliveries must be broken into several shipments due to size, this must be coordinated in advance with the VA COR, VA Program Manager, and/or VA Site Engineer. Failure to coordinate shipment with VA COR, VA Program Manager, and/or VA Site Engineer may result in failure to deliver on site and cause re-scheduling of delivery/freight. In event rescheduling occurs due to vendor’s failure to coordinate appropriately, all additional expenses associated will be assumed by the awarded Contractor. Delivery date required based on current construction schedule will be September 2021.

a. Storage and Handling Requirements: Contractor shall store materials protected from exposure to harmful weather and temperature conditions as recommended by manufacturer prior to shipping.

b. Packaging Waste Management:

1. Contractor shall remove packaging materials and all shipping debris from site and dispose of at appropriate recycling facilities.

2. Contractor shall collect and separate for disposal all paper, plastic, polystyrene, corrugated cardboard, packaging material in appropriate binds for recycling.

3. Contractor shall fold metal and plastic banding, flatten and place in designated areas for recycling and/or trash as provided by Medical Center.

10. Installation:

Contractor shall provide all necessary installation, utility tie-in, and interface to connecting government furnished equipment to provide a turn-key Conference Room AV system complete with requirements outlined in this document herein. Whole Health Conference Room floorplans detailing the rooms and utility layouts for all (4) conference room spaces are provided as attachments to the Statement of Work (see “VA Whole Health Conference Room VTC System Plansheets” PDF). Installation of all components shall be in accordance with Original Equipment Manufacturers’ (OEM) instructions. Contractor shall adjust and calibrate equipment to specifications and ensure all pieces are functioning properly prior to VA acceptance of installation. Contractor shall furnish field installers with all tools and materials necessary to perform installation. The government will not furnish any equipment or material (to include necessary wire and cabling) needed for Contractor installation requirements. Installation of all parts and pieces shall be coordinated with the VA COR, VA Program Manager, and/or VA Site Engineer.

Protection of Existing Structures, Equipment, Utilities, and Improvements:

a. The Contractor shall preserve and protect all structures and equipment on or adjacent to the work site. The contractor shall replace at his own expense damage to such items to the satisfaction of the VA COR and/or VA Site Engineer.

b. Contractor shall take all measures and provide all materials necessary for protecting and preserving existing equipment and property in affected areas of installation against dust, debris and physical damage, so that equipment and affected areas to be used in Medical Center operations will not be hindered. Contractor shall continue to remove all packaging debris from VA premesis during installation. Contractor shall permit access to VA personnel through installation areas as required for maintenance and normal Medical Center operations.

c. If any required equipment installed creates wall penetrations, Contractor shall include patching and painting of disturbed walls in their turn-key requirements.

d. Within VA space designated as the work space, Contractor shall accept entire responsibility for preserving the existing conditions. Contractor shall maintain fire protection, alarm equipment and other operating equipment in the installation area. IT IS VERY IMPORTANT THAT ESSENTIAL AND LIFE SAFETY SYSTEMS BE CONTINUOUSLY MAINTAINED AND NOT INTERRUPTED WITHOUT TWO WEEKS PRIOR WRITTEN NOTICE AND APPROVAL FROM THE VA COR.

11. Inspection and Acceptance:

The Contractor shall conduct an inspection with the VA COR, VA Program Manager, and/or VA Site Engineer once all equipment has been delivered and installed. The VA COR, VA Program Manager, VA Site Engineer, and/or VA designees shall provide a punch list of any and all missing or damaged products post-inspection to Contractor.

a. Contractor shall provide dates of completion of punch list items and replacement parts and/or short ship items from the manufacturer(s).

b. VA COR, VA Program Manager, and/or VA Site Engineer shall ensure all work is completed satisfactorily prior to acceptance. Disputes shall be resolved by the Contracting Officer.

12. Warranty and Support:

The vendor will provide two (2) sets of user manuals and technical manuals to VA Medical Center for each conference room space. Additionally, Contractor shall provide the standard OEM (Original Equipment Manufacturer) warranty period for all equipment provided starting upon receipt of delivery to VA.

13. Training:

The Contractor will be responsible for providing on-site user training for the products outlined in this Scope of Work and coordinating IGCE. Contractor will have no access to VA sensitive information during the training. Training event should be scheduled with at least a week’s notice through the VA COR, VA Program Manager, and/or VA Site Engineer.

Salient Characteristics

1. Minimum Specifications for Crestron DMPS3-4K Series or Equal AV System (per conference room space):

i. Audio/Video Presentation Systems sufficient for (4) separate conference room spaces and integrated into the VA’s video conferencing system for remote reviewing and audio:

j. Minimum 6x4 seamless scaling presentation matrix/scaler/switcher and necessary components.

k. Video inputs required – PC Workstation, cable, media player, spare

l. Audio inputs required - six (6) audio mic/lines

m. Video outputs required – one (1) HDMI

n. Audio outputs required – two (2) stereo pair

o. This AV system must have a means of connecting to and controlling the audio levels of the various inputs including the microphones and computer or peripherals that presenters may use. Must include phantom power for all condenser microphones.

p. One (1) touchscreen panel for interactive control of the conferencing system

1. One (1) 17” wall-mounted touchscreen panel

2. Minimum specifications:

a) Scratch and smudge-resistant screen

b) Basic volume control

c) Input selection

d) Output selection

2. Minimum compatible components (per conference room space):

c. One (1) 1080p Pan-Tilt-Zoom camera located centrally mounted over the flat-panel display in the front of the room.

d. Two (2) wireless handheld microphones, two (2) ear-worn wireless microphones and two (2) boundary microphones

n. Minimum of four (4) recessed ceiling mounted speakers per conference room space or a quantity to be sufficient for the square footage of the room to allow clear sound throughout the space.

o. Ceiling-mounted recessed beam-forming microphone (quantity sufficient for the square footage of the room).

p. This AV system must have a means of connecting to and controlling the audio levels of the various inputs including the microphones and computer or peripherals that presenters may use. Must include phantom power for all condenser microphones.

q. This AV system must allow easy connectivity and BYOD content sharing on the flat panel display via a wireless presentation gateway.

r. Amplifier sufficient for the number of installed speakers.

s. Blu-Ray/Media Player

t. Two (2) 65” flat panel televisions with both HDMI and coaxial capabilities for each of the following conference room spaces:

1. Pensacola / JACC / 1A127 (294 SF)

2. Biloxi / 30 / 1G143 (416 SF)

3. Biloxi / 30 / 2F102 (290 SF)

u. One (1) 86” flat panel television with both HDMI and coaxial capabilities for the following conference room space:

1. Pensacola / JACC / 2G106 (365 SF)

v. Television monitor wall mounts at all monitor locations. Wall mounts shall be a tilt mount style able to support requested 65”monitors or 86” monitors. Attached plan sheets provide exact mounting locations in each conference room.

w. Middle Atlantic RFR-1628TR or equal audio power wall rack with compatible locking front door

7. Wall Rack minimum specifications:

a) 16 rack units

b) Maximum 29” overall depth and 35” overall height

c) Minimum 25” usable depth / 28.00” usable height

d) 24” overall width

e) 250 lbs. load capacity

f) Color options must be submitted to the VA COR and Interior Designer for selection during submittal review

8. Wall Rack front door minimum specifications:

a) Fully vented

b) Swings open 180 degrees

c) Keyed lock

d) Mounting ability either left or right

e) Color options must be submitted to the VA COR and Interior Designer for selection during submittal review

x. Rack-Mount utility shelf compatible with vendor provided wall rack

y. Rack mounted power management control and distribution system sufficient for the vendor provided AV system.

9. Necessary compatible rack mounted utility shelves to complete the installation of required components

10. 15 foot wire tether

11. Power Cords and Required Connectors

12. Commercial Warranty

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