Attachment B - Updated Statement of Work.pdf

Attachment B Updated Statement of Work (SOW)

Emergency Management Mass Notification System VA of the Ozarks (Fayetteville, AR)

1. Purpose The purpose of this contract is to furnish all labor, materials, supervision, tools, equipment, software, engineering, project management, commissioning, testing, training, documentation, and support necessary to deliver a fully functional, centrally managed, facility-wide Mass Notification System (MNS).

The MNS shall enhance emergency communication capabilities, unify existing disparate notification systems, and preserve all current activation workflows without redesigning or altering backend logic. The system shall improve emergency response effectiveness by supporting reliable multi-path activation and full interoperability with existing VA communication infrastructure.

2. Background

The VHSO currently relies on multiple disconnected emergency communication subsystems, including desktop alerting platforms, fire alarm interfaces, panic devices, VoIP phone activation, radio communications, and enterprise alerting systems. These components do not activate in a unified or synchronized manner, leaving communication gaps and inconsistent messaging across the campus and CBOCs. To address these gaps, VHSO requires an integrated MNS capable of centralized management and simultaneous multi-path alerting including IP desktop notifications, outdoor siren arrays, indoor visual alerts, PA/voice alerts, EAAS enterprise alerts, and radio broadcasts.

3. Scope of Work

The Contractor shall provide all resources required to design, install, integrate, test, and validate a turnkey MNS solution. The work includes, but is not limited to:

• Conducting engineering site assessments and developing a performance-based, code-compliant system design.

• Installing all indoor and outdoor alerting components at the main VAMC campus.

• Deploying desktop alerting clients and VoIP integration across CBOCs (software-based only).

• Providing all cabling, hardware mounting, electrical components, conduit, RF equipment, and accessories necessary to complete the work.

• Integrating the MNS with existing VA systems, including fire alarms, PA systems, radios, VoIP, EAAS, and workflow activation paths.

• Performing functional, interoperability, and acceptance testing for all alerting pathways.

• Training administrators and end-users on operation, activation, and maintenance.

• Providing full project documentation, as-built drawings, test reports, commissioning results, and support materials.

The MNS shall preserve current emergency activation workflows and shall not require changes to existing activation logic or backend architecture.

4. Salient Characteristics - Mandatory Functional Requirements The MNS shall meet or exceed the following minimum capability areas:

4.1 Unified Activation

The system shall provide fully synchronized multi-path activation across the following delivery channels:

• Desktop IP clients

• VoIP handsets

• Radio system endpoints

• Indoor visual alerting devices

• Outdoor speaker arrays

• Enterprise EAAS alerts

The system shall support automated CAP message ingestion, including National Weather Service alerts.

4.2 Outdoor Alerting Requirements

The Contractor shall provide high-power outdoor speaker arrays capable of delivering intelligible text-to-speech announcements and prerecorded alerts in all exterior coverage zones. Arrays shall support scalable wattage configurations ranging from 300W to 2400W and utilize durable, weather-resistant materials suitable for long-term exterior use. Outdoor alerting components shall integrate seamlessly with the MNS using IP and RF signaling as required for reliable communication.

4.3 Indoor Alerting Requirements

Indoor alerting shall include visual and audible alerting devices capable of delivering emergency messages across hallways, lobbies, clinical areas, and communication-deficient spaces. The Contractor shall provide:

• Visual/audio alert beacons

• LED/text displays

• Strobes where required

• Desktop alerting clients

• Interfaces supporting text-to-speech audio through existing PA systems Indoor alerting must integrate with existing fire alarm infrastructure to support audio injection and alarm state monitoring without modifying current alarm workflows.

4.4 Integration Requirements

The MNS shall fully integrate with:

• Cisco VoIP phone systems for paging and alert distribution

• BlackBerry EAAS for enterprise alerting

• Vocera clinical communication systems

• Existing UHF/VHF radio infrastructure

• Existing PA audio systems

• Fire alarm panels (NCA-2, NFS2-3030, and similar units) Integration shall not require replacement or redesign of existing VA systems. The Contractor must use industry-standard, non-proprietary interfaces and protocols to ensure compatibility while maintaining brand neutrality.

4.5 Connectivity & Infrastructure

The Contractor shall provide all cabling, conduit, RF components, junction hardware, power supplies, and mounting systems required for installation. The Government shall provide:

• Network connectivity

• Switch ports

• PoE support

• VLAN provisioning

• Firewall rule updates All work shall comply with NFPA, NEC, FCC, BICSI, TIA/EIA, OSHA, ADA, and all applicable VA standards.

4.6 System Management

The Contractor shall provide a central administrative console capable of:

• System activation

• Multi-path alert distribution

• Event logging

• System health monitoring

• Configuration management

• Reporting The system shall support redundant activation paths to ensure reliability during communication or infrastructure outages. All server and client software must hold an active approval under the VA Technical Reference Model.

4.7 General Deliverable Quantities required.

The Contractor shall provide the following minimum quantities, ensuring all components meet performance requirements and do not specify any brand or proprietary model:

• High-power speaker arrays (300W and 600W units)

• Communication control units

• Batteries: (2) 12V7AH and (4) 12V100AH

• Seismic roof mounts

• IP and digital radio interface modules

• UHF/VHF radios

• UHF antennas

• Coaxial cable assemblies

• FCC licensing support

• Rapid-response console with live voice capability

• Implementation, startup, and system testing services

• Travel required for installation

• Licensing & Support Agreement

• Annual maintenance package

• Spare parts kit

• Notification system components

• Cisco VoIP integration for 3000 endpoints

• Desktop alerting licenses for 3000 endpoints

• Wi-Fi panic buttons (8 units)

5. Deliverables The Contractor shall deliver:

• Fully installed, integrated, and operational MNS

• Completed integrations with required emergency subsystems

• As-built drawings and system design documentation

• Test plans, test results, and commissioning reports

• Administrator and end-user training

• Warranty and support documentation

• Final validation, acceptance, and turnover package

6. Locations

Hardware installation shall occur at:

• Fayetteville VA Medical Center 1100 North College Avenue, Fayetteville, AR 72703-1944

Software deployment shall occur at:

• Fort Smith VA Clinic (CBOC) 5700 Phoenix Place, Fort Smith, AR 72903

• Ozark VA Clinic (CBOC) 2713 W. Commercial Street, Ozark, AR 72949

• Jay VA Clinic (CBOC)

1569 North Main Street, Jay, OK 74346

• Branson VA Clinic (CBOC) 5571 North Gretna Road, Branson, MO 65616

• Joplin VA Clinic (CBOC)

3015 South Connecticut Avenue, Joplin, MO 64804

• Springfield VA Clinic (CBOC) 1850 West Republic Road, Springfield, MO 65807

7. Government Roles and Responsibilities

The Government shall:

• Provide site access and escort support

• Furnish required network connectivity (ports, VLANs, PoE, firewall rules)

• Provide utility access

• Coordinate facility access at VAMC and CBOCs

• Provision a virtual machine upon receipt of Contractor specifications

• Coordinate approvals with leaseholders as required

8. Contractor Roles and Responsibilities

The Contractor shall:

• Provide all materials, tools, equipment, and installation resources

• Complete engineering assessments and coverage mapping

• Maintain existing emergency workflows

• Complete all required VA credentialing, background checks, and training

• Ensure compliance with all codes and VA safety requirements

• Coordinate all work with the VA COR and facility staff

9. Warranty and Support All equipment shall include manufacturer standard warranties. The Contractor shall provide a support plan that aligns with VA’s lifecycle management practices, covering all hardware, software, interfaces, and integrated subsystems.

10. Project Schedule

• Technical kickoff: within 10 business days of award

• Installation: approximately 12 weeks, pending access

• Acceptance testing: immediately after installation

• Final approval: upon completion of all deliverables

11. Site Visit A post-award site visit will be coordinated to confirm installation pathways, component locations, integration points, and environmental considerations.

Pre-award site-visit material, including sign-in sheets, will only be provided if required to ensure equal access and fair competition.

12. Records Management: Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

1. “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

a) The term Federal record:

(1) Includes U.S. Department of Veterans Affairs (VA) records.

(2) does not include personal materials.

(3) applies to records created, received, or maintained by Contractors pursuant to their VA contract.

(4) may include deliverables and documentation associated with deliverables.

2. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

3. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

4. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

5. VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

6. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

7. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

8. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy.

9. The Contractor shall not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract.

10. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

11. The VA owns the rights to all data and records produced as part of this contract.

All deliverables under the contract are the property of the U.S. Government for which VA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

12. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same.

13. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

m. Any data destruction done on behalf of VA by a contractor shall be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management, VA Handbook 6300.1, Records Management Procedures, and applicable VA Records Control Schedules.

n. The contractor shall provide its plan for destruction of all VA data in its possession according to VA Directive 6500 and NIST 800-88, Guidelines for Media Sanitization prior to termination or completion of this contract. If directed by the COR/CO, the contractor shall return all Federal Records to VA for disposition.

o. Any media, such as paper, magnetic tape, magnetic disks, solid state devices or optical discs that is used to store, process, or access VA information that cannot be destroyed shall be returned to VA.The contractor shall hold the appropriate material until otherwise directed by the Contracting Officer’s Representative (COR) or CO. Items shall be returned securely via VA-approved methods. VA sensitive information must be transmitted utilizing VA-approved encryption tools which are validated under FIPS 140-2 (or its successor) and NIST 800-52. If mailed, the contractor shall send via a trackable method (USPS, UPS, FedEx, etc.) and immediately provide the COR/CO with the tracking information. Self-certification by the contractor that the data destruction requirements above have been met shall be sent to the COR/CO within 30 business days of termination of the contract.

p. All electronic storage media (hard drives, optical disks, CDs, back-up tapes, etc.)

used to store, process or access VA information will not be returned to the contractor at the end of lease, loan, or trade-in. Exceptions to this paragraph will only be granted with the written approval of the VA CO.

3. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS. This section applies when any person requires access to information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract.

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees and subcontractors only to the extent necessary to perform the services specified in the solicitation or contract. This includes indirect entities, both affiliate of contractor/subcontractor and agent of contractor/subcontractor.

b. Contractors and subcontractors shall sign the VA Information Security Rule of Behavior (ROB) before access is provided to VA information and information systems (see Section 4, Training, below). The ROB contains the minimum user compliance requirements and does not supersede any policies of VA facilities or other agency components which provide higher levels of protection to VA’s information or information systems. Users who require privileged access shall complete the VA elevated privilege access request processes before privileged access is granted.

c. All contractors and subcontractors working with VA information are subject to the same security investigative and clearance requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors shall be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office of Human Resources and Administration/Operations, Security and Preparedness (HRA/OSP) is responsible for these policies and procedures. Contract personnel who require access to classified information or information systems shall have an appropriate security clearance. Verification of a Security Clearance shall be processed through the Special Security Officer located in HRA/OSP. Contractors shall conform to all requirements stated in the National Industrial Security Program Operating Manual

(NISPOM).

d. All contractors and subcontractors shall comply with conditions specified in VAAR 852.204-71(d); Contractor operations required to be in United States. All contractors and subcontractors working with VA information must be permanently located within a jurisdiction subject to the law of the United States or its Territories to the maximum extent feasible. If services are proposed to be performed abroad the contractor must state where all non-U.S. services are provided. The contractor shall deliver to VA a detailed plan specifically addressing communications, personnel control, data protection and potential legal issues. The plan shall be approved by the COR/CO in writing prior to access being granted.

e. The contractor shall notify the COR/CO in writing immediately (no later than 24 hours) after personnel separation or occurrence of other causes. Causes may include the following: (1) Contractor/subcontractor personnel no longer has a need for access to VA information or VA information systems.

(2) Contractor/subcontractor personnel are terminated, suspended, or otherwise has their work on a VA project discontinued for any reason.

(3) Contractor believes their own personnel or subcontractor personnel may pose a threat to their company’s working environment or to any company-owned property. This includes contractor-owned assets, buildings, confidential data, customers, employees, networks, systems, trade secrets and/or VA data.

(4) Any previously undisclosed changes to contractor/subcontractor background history are brought to light, including but not limited to changes to background investigation or employee record.

(5) Contractor/subcontractor personnel have their authorization to work in the United States revoked.

(6) Agreement by which contractor provides products and services to VA has either been fulfilled or terminated, such that VA can cut off electronic and/or physical access for contractor personnel.

f. In such cases of contract fulfillment, termination, or other causes; the contractor shall take the necessary measures to immediately revoke access to VA network, property, information, and information systems (logical and physical) by contractor/subcontractor personnel. These measures include (but are not limited to): removing and then securing Personal Identity Verification (PIV) badges and PIV – Interoperable (PIV-I) access badges, VA-issued photo badges, credentials for VA facilities and devices, VA-issued laptops, and authentication tokens. Contractors shall notify the appropriate VA COR/CO immediately to initiate access removal.

g. Contractors/subcontractors who no longer require VA accesses will return VA-issued property to VA. This property includes (but is not limited to): documents, electronic equipment, keys, and parking passes. PIV and PIV-I access badges shall be returned to the nearest VA PIV Badge Issuance Office. Once they have had access to VA information, information systems, networks and VA property in their possessions removed, contractors shall notify the appropriate VA COR/CO.

13. Miscellaneous

The Emergency Management & Engineering / Bio-Medical / Electronic Shop shall serve as the primary point of contact. Work shall be conducted during normal duty hours (Monday–Friday, 07:00–3:30), unless otherwise approved by the Contracting Officer.

The Government will not provide tools or installation materials.

14. Standards, Codes, and Safety Requirements

The Contractor shall comply with all applicable standards, including:

• OSHA

• NFPA

• NEC

• BICSI

• TIA/EIA

• FCC

• ADA

• All VA safety protocols and technical standards