36C25925Q0033.docx

SUBJECT*

Satellite Television Programming and Maintenance Services | Grand Junction VAMC

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contract Specialist Jim Lewis james.lewis114fbb@va.gov

PLACE OF PERFORMANCE

Grand Junction VA Medical Center

2121 North Avenue

Grand Junction CO

COUNTRY

SOURCES SOUGHT SYNOPSIS ONLY

1. The Department of Veterans Affairs, Network Contracting Office 19, is seeking potential sources for an agreement to provide Satellite Television Programming and Maintenance Services for the Grand Junction VAMC, Grand Junction, CO. See the attached Statement of Work (SOW) for more details.

2. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification (HUBZone, 8(a), small, small disadvantage, service-disabled veteran owned small business, veteran owned small business or large business) relative to NAICS 516210, Media Streaming Distribution Services, Social Networks, and Other Media Networks and Content Providers ($47 Million). Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought synopsis, a solicitation announcement may be published on Contract Opportunities or GSA. Responses to this Sources Sought synopsis are not considered adequate responses to the solicitation announcement.

3. Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) located at https://sam.gov. Additionally, all Service-Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses who respond must be registered with the U.S Small Business Administration VetCert Registry located at https://veterans.certify.sba.gov.

4. This is a Sources Sought announcement ONLY and is NOT a request for proposals or quotes.

5. This notice is neither a request for competitive proposal nor solicitation of offerors. This notice is to assist the VA in determining sources only and a solicitation is not currently available. If a solicitation is issued it will be announced later, and all interested parties must respond to that solicitation announcement separately from this response. Responses to this Sources Sought is not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Information received as a result of this notice will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. This notice does not represent a commitment by the Government to pay for costs incurred in the preparation and submission of information or any other costs incurred as a response to this announcement. Inquiries will only be accepted in writing via email to james.lewis114fbb@va.gov on or before October 22, 2024, by 2:00 pm MDT.

6. In response to this announcement, please provide the following information:

Company Name:

Address:

GSA/FSS contract number:

SAM Unique Entity ID Number:

Contact Name:

Phone No.:

Email:

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WESTERN COLORADO HEALTH CARE SYSTEM GRAND JUNCTION VA

STATEMENT OF WORK

SERVICE CONTRACT FOR SATELLITE TELEVISION

1. PURPOSE. The Western Colorado Health Care System (WCHCS) medical center, located on 2121 North Ave, Grand Junction CO, 81501 has a requirement for Corrective and Preventative Maintenance for Hardware and Software updates related to the TV distribution equipment and TV programming service.

2. BACKGROUND. The Healthcare Technology Management office supports the technology needs of patient care services in the WCHCS at the Grand Junction medical center. This contract is specifically for the Grand Junction main facility.

3. Objectives. The equipment listed under mandatory tasks and deliverables will have a system reliability of 98% up-time implementation of preventative and corrective maintenance to ensure proper operation of the TV distribution equipment and associated equipment.

4. Scope. The selected Contractor shall provide television service and distribution equipment warranty. The vendor shall provide labor, manufacturer-approved parts, equipment, and technical support to provide preventative and corrective maintenance. Services and parts shall meet manufacturer’s technical specifications and require guarantee from contractor that in the event of a part failure, that components are readily replaceable.

5. Mandatory Tasks and Deliverables.

The Contractor shall provide have an agreement with cable TV provider to sell, install, and provide warranty service for the pre-existing TV distribution equipment in Grand Junction, CO. Any additional hardware required to maintain service shall be presented to the COR for approval for corrective maintenance as described in each task.

Prior to the beginning of work, the station requires that the awarded Contractor to become registered in Tungsten. The Contractor shall provide receipt of service cutover 3 business days prior to the beginning of the period of performance. The current provider is Big Dog Store Holdings, LLC. If the Contractor cannot provide television service to where a lapse is imminent, the station reserves the right to pursue an alternative option to prevent a lapse of service. A lapse in television service to the station is considered an emergency.

If for any reason, any deliverable cannot be delivered on time according to the below schedule, the Contractor shall provide a written explanation to the Contracting Officer’s Representative (COR) within three days after the failure. This written transmittal shall include a firm commitment of when the work shall be completed. This transmittal to the COR shall cite reasons for the delay, and the impact on the reliability of the equipment and system. The COR will review the facts and issue a response in accordance with the contract terms and conditions. Unless otherwise specified an electronic copy shall be placed in the designated Central Business Office (CBO) SharePoint site or other CBO-designated site. Specifically, the Contractor shall, during the period of the contract:

5.1 Task one – Service shall use a single rack mount device for reception of TV programming, transcoding, and QAM modulation. This equipment must also be able to produce a customized guide channel showing live updates for programming.

Deliverable 5.1.1 The equipment must distribute the guide channel and four (4) or more locally produced video feeds with the cable TV. The equipment must be able to distribute ninety-six (96) or more TV channels.

5.2 Task two – The Contractor must have an agreement with a cable TV provider to sell programming compatible with current distribution equipment.

Deliverable 5.2.1 – Contractor must provide credentials of licensure from TV provider.

5.3 Task three – Telephone support for system troubleshooting.

Deliverable 5.3.1 - Unlimited calls to hotline, 24/7, with a response within 30 minutes of call.

Contractor shall be on site within 6 hours.

Deliverable 5.3.1 - The Contractor’s Field Service Engineer shall respond on site within 48 hours after receipt of request for service, during the hours of 8:00 AM and 5:00 PM Mountain Time, Monday-Friday, excluding Federal holidays. The Contractor shall provide parts, if required to effect repair, within 24 hours of diagnosing the problem. The cost of the repair modification shall include labor, travel, tools, materials, and parts. Parts must be OEM components, manufactured, sold by or compliant with the existing system. Current hardware installed is supplied by the Big Dog Store Holdings, LLC.

5.4 Task four – installation of new cable TV distribution equipment. New equipment is not anticipated to be needed but if the need does exist, it must comply with the following requirements.

Deliverable 5.4.1 – if new distribution equipment is to be installed, the Contractor shall comply with the following requirements:

Deliverable 5.4.2 – If equipment is to be installed, the COR shall direct vendor to install location and provide direction as appropriate for the security of the area. If needed, the equipment must meet the following requirements:

5.4.2.1. The equipment rack shall utilize a single modular rack mount equipment (hereafter tuner) for cable TV reception, over the air (OTA) reception, transcoding, and encoding output channels using the Quadrature amplitude modulation (QAM) standard. The tuner shall be configured to receive 64 cable TV channels and 8 OTA channels.

5.4.2.2. The TV signal can be delivered to the facility via satellite, coaxial cable, internet, or other suitable transmission method approved by the COR.

5.4.2.3. The tuner shall be capable of encoding at least 96 QAM channels. All QAM channels shall be unencrypted. Each channel to be 1080P unless 1080P signal is not available for a channel selected by the VA. The QAM signal shall include the channel name.

5.4.2.4. The distribution signal shall include a Chanel Guide on a dedicated QAM channel. The guide shall provide live updates for all cable TV channels.

5.4.2.5. The equipment rack shall include an unmanaged network switch capable of supporting all equipment on the rack, plus one port for incoming data, and one port for an existing access port. The CAT5 from the access point shall be moved and connected to the switch on the equipment rack. A new CAT6 cable shall be installed to the access point. All new data cables shall be pink CAT6.

5.4.2.6. The equipment rack shall include a single rack mount encoder capable of encoding four (4) HDMI audio/video feeds into UDP multicast streams that are supported by the tuner.

5.4.2.7. The equipment rack shall include a combiner that can combine the RF output of the tuner and 10 or more other RF signals that are balanced to the same power as the tuner.

5.4.2.8. The equipment rack shall include an amplifier compatible with the existing RF distribution infrastructure.

5.4.2.9. The equipment rack shall include a control terminal. The control terminal shall be a rack mount PC that utilizes the Windows 10 operating system. The control terminal shall have mouse, keyboard, and monitor. All components shall stow into the rack and take up no more than four (4) rack units when stowed. The control terminal shall be fully connected and configured to control the tuner. The control terminal shall not be a required component for normal operation of the equipment rack.

5.4.2.10. The equipment rack shall include a display terminal. The display terminal shall be connected into the RF signal of the amplifier. The RF signal shall be balanced to meet the input requirements of the display terminal. The display terminal shall include a QAM tuner and be tuned to receive all channels that are distributed.

5.4.2.11 A single 20-amp, 120-volt, emergency power outlet is available for use. If additional power is required, it must be installed at no cost to the government by a Colorado licensed electrical Contractor. Equipment rack must include a rack mounted uninterruptable power supply (UPS). The UPS must use double conversion and be rated for ten (10) minutes at 200% of the connected load. Devices that startup instantly do not need to be powered by the UPS.

5.4.2.12 There is an existing equipment rack that is modulating and amplifying thirty-two (32) DirecTV channels.

5.4.2.13 There is an existing equipment rack that modulates nine (9) OTA channels and one (1) in-house channel for the waiting rooms. The OTA modulation must be incorporated into the new rack or the modulated signals from the existing rack must be combined into the distribution signal.

5.4.2.14 All grounding shall be compliant with Motorola R56, Standards and Guidelines for Communication Sites. The Contractor can connect to the existing sub system ground bus bars (SSGB) located in room 7002 and the existing lightning protection system on the roof.

5.4.2.15 The distribution signal can only be down for a maximum of 6 hours at a time, and no more than 16 hours total for the duration of the equipment rack installation. If needed, the combiner and amplifier from the DirecTV rack can be used to distribute the OTA channels during installation of the new equipment rack.

5.4.2.16 Once the new head end distribution equipment is active, the Contractor will program the channels for all TVs. All TVs support auto tuning.

5.4.2.17 Once the new head end distribution equipment is active, the Contractor will balance the signal, so the TV signal strength is -10 to 0 dBmV and MER is at least 30 dB for all channels at each TV. Contractor shall adjust gain and slope at amplifiers and provide and install attenuators where required. The Contractor will not be responsible for adding and/or replacing equipment or cabling other than attenuators. If out of scope work is required, Contractor will balance the system as close as the system will allow and report the deficiency to the COR. Contractor shall record Signal Strength and MER for each TV after all balancing is complete.

5.4.2.18 This work shall be accomplished during normal work hours on normal working days. Refer to General Requirements for more information.

5.5. Task five – Contractor shall provide cable TV Signal

Deliverable 5.5.1 Contractor shall maintain active cable TV service for the duration of the contract. The facility shall be able to select the local cable lineup from a variety of cable channels. The facility shall have the ability to change the channel lineup from the channels available in the contract packages at any time. The available cable channels shall include the following channels (substitutions are possible with approval from the COR):

VA OED

CONTRACT/ACQUISITION STRATEGY

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• A&E

• AMC

• Animal Planet

• AT&T SportsNet Rocky Mountain

• AXS TV

• Bounce

• Bravo

• BUZZR

• CMT

• CNBC

• CNN

• Comedy Central

• Comet

• Daystar

• Discovery Channel

• Disney Channel (W)

• E! Entertainment Television

• ESPN

• ESPN2

• ESPNEWS

• FM

• Food Network

• FOX News

• FOX Sports 1

• FX

• Great American Country

• GSN

• Hallmark Channel

• Headline News

• History

• Home and Garden

• Investigation Discovery

• ION

• Lifetime

• Lifetime Movie Network

• MeTV

• MotorTrend

• MSNBC

• MTV

• National Geographic

• NBC Sports Network

• NFL Network

• Nickelodeon/Nick at Nite (W)

• Root Sports Northwest

• SyFy

• TBS

• TLC

• TNT

• Travel Channel

• truTV

• Turner Classic Movies

• TV Games Network

• TV Land

• USA Network

• VH1

• Weather Channel

• Weather Nation

• WGN America

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OTA Chanel lineup to include the following channels:

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• GRIT

• K22JND, Movies

• KFQX (Fox)

• KJCT (ABC)

• KKCO (NBC)

• KREX (CBS)

• RMPBS (PBS)

• Telemundo

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5.5. If the cable TV provider drops a channel or moves it out of a programming package that is required by the contract, then the VA will select a different channel to broadcast.

5.6. The Contractor shall invoice for actual number of TV sets in use. TVs will be considered in use if it is installed in a room that is functionally capable of admitting a patient, regardless of if a patient has been admitted. It is the VA’s responsibility to update the Contractor of any TVs taken out of service or put into service. TVs in public areas display VA produced content and are exempt from the TV count.

5.7 Provide Equipment Warranty Service of Existing Equipment

5.7.1. Any Contractor provided equipment that fails during the service period shall be replaced with a new or factory refurbished model. If an exact replacement is not available, a suitable replacement approved by the COR shall be provided. Contractor shall be responsible for installation and configuration of new equipment and removal/disposal of old equipment.

5.7.2. The Contractor is responsible for maintaining equipment including the distribution boxes, television cabling, dish, and ancillary devices required for the television service to function.

5.7.3. The Contractor must have technicians on site within six (6) hours of notification of an equipment failure.

5.7.4. Repair must be completed as soon as practical. Temporary TV distributing equipment must be installed for any equipment failure that will cause a loss of all programming for more than 48 hours.

5.7.5. This work shall be itemized in the bid proposal and invoices as a monthly rate and reference the appropriate CLIN.

6. General Requirements

6.1. Work is to be conducted in a manner which would present the least amount of disruption to the healthcare facility.

6.2. The Contractor shall provide all transportation, labor, tools equipment, and material to accomplish the contract work.

6.3. Contractor is expected to work independently, with adequate personnel to accomplish all services in an efficient manner.

6.4. Contractor shall follow all WCHCS guidance on patient confidentiality. Taking photographs is strictly controlled while on V.A. property.

6.5. All Contractor personnel must attend site orientation prior to work on the station. The orientation takes approximately 30 minutes to complete.

6.6. Contractor must report to Engineering Office in building 8, lobby for instructions each time they are on sight.

6.7. Contractor shall wear VA issued I.D. badge while on campus.

6.8. Contractor shall remove and dispose of any equipment and materials that they or their subcontractors remove from service and will no longer be needed after ensuring with the COR that the facility does not want to retain it. All trash will be removed daily and all areas that work was conducted in will be placed back to the same condition as it was prior to work being performed.

7. Period of Performance. The period of performance shall be from the date of award for a base plus four option year contract beginning 12/15/2024. Work shall take place at the VA Medical Center 2121 North Ave, Grand Junction CO, 81501. There are eleven (11) Federal holidays set by law (U.S.C. Title 5 Section 6103). Any additional Federal holidays approved by law shall be observed:

Under current definitions, five are set by date:

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

8. Place of Performance. The WCHCS medical center in Grand Junction. The Contractor shall log in with Engineering within Bldg8 prior to performing any services. The Contractor shall disclose if they have portable media (USB, DVD, etc.) to be scanned. When the service is completed, the FSE shall log out with Engineering, so that services can be documented in the Station work order system and PM tags updated as needed. Maintenance and Operations department shall coordinate with the COR to ensure that the work is inspected by the appropriate technician when work is completed.

9. Key Personnel. Certain skilled experience professional and/or technical personnel are essential for accomplishing the work to be performed. These individuals are defined as “Key personnel”. The Contracting Officer may notify the Contractor and request immediate removal of any personnel assigned to the task order by the Contractor that are deemed to have a conflict of interest with the government or if the performance is deemed to be unsatisfactory. The reason for removal will be documented and replacement personnel shall be identified within three business days of the notification. Employment and staffing difficulties shall not be justification for failure to meet established schedules.

8.1 The Contractor shall be responsible for managing and overseeing the activities of all Contractor personnel, as well as subcontractor efforts used in performance of this effort. The Contractor’s management responsibilities shall include all activities necessary to ensure the Accomplishment of timely and effective support, performed in accordance with the Requirements contained in the statement of work.

8.2 Domain Knowledge. Contractor personnel will be expected to have specific and in-depth knowledge of satellite television services and supporting hardware.

8.4 Staff Qualifications.

8.4.1 The successful offeror shall have an established business, with an office and full-time staff. The staff shall include a fully qualified Field Service Engineer and fully qualified alternate Field Service Engineer.

8.4.2 Personnel must be factory trained and certified by the original manufacturer and have written documentation supporting their training and experience. The CO (at the request of the COR) may prohibit Contractor personnel not providing such documentation from working on the medical center equipment.

8.4.3 Field Service Engineers shall be authorized by the Manufacturer to perform maintenance and repair services. Software and tools required by Manufacturer shall be used to diagnose, repair, and calibrate equipment to Manufacturers Specifications. Vendor shall comply with Manufacturer suggested Preventative Maintenance schedules. All replacement parts shall be Original Equipment Manufacturer.

10. Travel. The vendor shall provide a quote for costs associated with services in the price cost schedule. Any travel cost by the vendor shall not be paid outside of the price cost schedule by the VA.

11. Type of Contract. A Firm-Fixed Price

11. Changes to the SOW. Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the Contractor through the actions of parties other than the Contracting Officer shall be borne by the Contractor.

12. Government and Contractor Responsibilities.

1. The CBO shall provide the Contractor with copies of documents that the VA is required to provide.

1. The Contractor shall request other VA documentation deemed pertinent to the work accomplishment directly from the COR. The Contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work.

The Contractor shall maintain frequent communications with the Program Office and the COR to conduct work in progress reviews. Progress reports shall be delivered electronically to the COR, with an electronic courtesy copy to the Program Office.

13. Formal Acceptance or Rejection of Deliverables.

13.1 The Contractor shall provide an email report of remote service provided, and the VA shall have 3 business days to review the email and provide feedback and comments. The Contractor shall have 3 business days to incorporate comments.

13.2 When service is provided in-person on site, the Contractor shall provide a written (email or handwritten form) service report. The report shall include name of Contractor and contract number; name and qualifications of Contractor personnel who performed the work; ID of equipment serviced; detailed description of service performed; labor and travel hours; parts with part numbers) used. The VA shall have 3 business days to review the email and provide feedback and comments. The Contractor shall have 3 business days to incorporate comments. Invoices will be refused if they include work for which a written service report was not provided.

13.3 If deficiencies were discovered not covered by this service contract, Contractor shall provide a written (email) detailed description of deficiencies discovered and a proposal to correct the deficiency, including a description of the work and cost. The VA shall have 10 business days to review the proposal before accepting or declining the offered correction. Acceptance of the correction will be in the form of a modification to this contract.

14. Quality Standards for Deliverables - Performance Measures:

14.1 The Contractor schedule PM or EQM site visits with the COR at least 15 business days in advance (to allow modification of clinic hours for equipment downtime).

14.2 The Field Service personnel arrive on site as scheduled and check in with the Engineering Office, display a VA provided contractor badge, and check back out with Engineering before leaving the site.

14.3 Assistance reports are provided within the specified time period.

14.4 Contractor meets deliverable time requirements for corrective maintenance assistance.

15. SECURITY – PRIVACY REQUIREMENTS

General - All Contractors and Contractor personnel shall be subject to the same Federal laws, regulations, standards and VA policies as VA, and VA personnel, regarding information and information system security. Contractors must follow policies and procedures outlined in VA Directive 6500, Information Security Program, and its handbooks to ensure appropriate security controls are in place.

15.1 Access to VA Information and VA Information Systems

The Contractor who maintains the satellite television system will not have logical access to VA information or VA information systems, but technicians may have incidental access to patient information during check runs as part of their inspection and testing duties.

15.2 VA Information Custodial Requirements

15.2.1 The Contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on Contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the Contractor/ subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

15.2.2 The Contractor shall not make copies of patient information under any circumstances.

15.2.3 If VA determines that the Contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the Contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

15.2.4 The Contractor will not use technologies banned in VA in meeting the requirements of the contract (e.g., Bluetooth enabled devices).

15.3 Information System Design and Development – NOT USED

15.4 Information System Hosting, Operation, Maintenance or Use - NOT USED

15.5 Security Incident Investigation

15.5.1 The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The Contractor shall immediately notify the Contracting Officer Technical Representative (COR) and simultaneously, the designated ISO/Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the Contractor has access.

15.5.2 To the extent known by the Contractor, the Contractor’s notice to VA will identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information/assets were placed at risk or compromised), and any other information that the Contractor considers relevant.

15.5.3 The Contractor will simultaneously report the incident to the appropriate law enforcement entity(ies) of jurisdiction, including the VA Offices of the Inspector General and Security and Law Enforcement, in instances of theft or break-in or other criminal activity. The Contractor, its employees, and its subcontractors and their employees will cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The Contractor will cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

15.5.4 To the extent practicable, the Contractor shall mitigate any harmful effects on individuals whose VA information was accessed or disclosed in a security incident. In the event of a data breach with respect to any VA Sensitive Information processed or maintained by the Contractor or subcontractor under the contract, the Contractor is responsible for liquidated damages to be paid to VA.

15.6 Security Controls Compliance Testing

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the Contractor under the clauses contained within the contract. With 10 working-day’s notice, at the request of the Government, the Contractor will fully cooperate and assist in a Government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The Government may conduct a security control assessment on shorter notice (to include unannounced assessments) determined by VA in the event of a security incident or at any other time.

Security Training – Not Used

Background Investigation – Not Used

Government Responsibilities – Not Used

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