Attachment 1 - SOW Document.docx

?.## STATEMENT OF WORK

STATEMENT OF WORK (SOW)

Purchase and Installation of Audio Visual and Teleconferencing Equipment for Integrated Veteran Care Executive Management Conference Room

1.0 Introduction

The Office of Integrated Veteran Care (IVC) supports medical care and delivery services for veterans and their families. IVC is also responsible for functions that support these service lines such as administration, planning, oversight, and stakeholder relations. IVC works closely with veterans and their families, community providers, and VA staff to ensure Veterans receive quality care.

The Logistics (LOG) Facilities Operations Section (FOS) plans and coordinates relocations, alterations, and construction of all IVC facilities at the Ptarmigan building located in Denver Colorado, including the Denver Federal Center (DFC) located in Lakewood, Colorado.

The responsibilities of this division include monitoring and coordinating office space requirements, furniture design, acquisition, installation, and reconfigurations. The additional components of responsibility include facility operations and maintenance of all voice telecommunications. This division also coordinates directly with the General Services Administration (GSA) on all procurements pertaining to security, operations, and maintenance of all Office of Integrated Veteran Care Denver facilities.

1.1 Background

The VA IVC Executive Management Division’s audio/visual and teleconferencing system has exceeded its life expectancy. The current system no longer meets the needs of the rapidly expanding telework environment. In order to remain current with industry standards, VA is seeking a contractor to purchase and install the equipment necessary to create a state-of-the-art audio/visual and teleconferencing system. This system will be installed in the Executive Management conference room located in St 450, Dept of Veterans Affairs Integrated Veteran Care 3773 Cherry Creek N. Drive, Denver, CO 80209

2.0 Scope

The contractor shall remove any existing audio/visual components and teleconferencing components that will not be needed as part of system upgrade and dispose of them in accordance with local and state regulations. The contractor shall purchase and install all audio/visual and teleconferencing components and associated cabling necessary to complete the project.

This will be a one (1) zoned audio/visual system and shall include incorporated computer-based video conferencing ability. In addition to source inputs, the stand alone monitor already included in the room must be capable of displaying camera feed from a camera(s) located in the room. The system shall be controlled by a state-of-the-art mounted peripheral touch screen and wireless touchscreen controller to facilitate ease of use and management of complex environments.

The ceilings are 9’ ACT acoustic ceiling tile allowing access for cable runs as required. This is a turn-key installation. Contractor will provide all components, wire, interfaces, patch cables, hardware, labor to install, programming, testing and training needed to create a working system.

The contractor shall provide installation, and routine and preventative maintenance services on the equipment and software. 7:00AM to 3:30PM MST, Monday through Friday, excluding the following federal holidays: New Year’s Day, Birthday Martin Luther King, Jr., President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. Service hours are subject to change with 30 days written notice to contractor. The contractor will coordinate each visit with the Denver IVC LOG FOS point of contact and Contracting Officer.

The Contractor shall provide a minimally disruptive, planned and controlled program of systematic software/firmware updates, as well as performance testing and analysis of all installed and portable audio-visual systems and equipment. The contractor shall include a report on all preventative maintenance visits, including dates, equipment check-lists, recommended repair and replacement analysis, and recommended time intervals for equipment maintenance schedules.

The designated IVC COR will solely issue work orders on an as needed basis for routine and emergency services at the DFC and Ptarmigan building.

The contractor shall anticipate and accommodate for the possibility of work interruptions or deviations from initial work order requirements. The contractor shall anticipate the possibility of executing requirements outside normal duty hours in the event of an expedited requirement. Historically, expedited requirements have been minimal.

Duty Hours: Routine duty hours are Monday through Friday, 7:30 a.m. through 4:00 p.m. (MST), excluding legal federal holidays. The contractor shall anticipate the possibility of providing required services seven days a week if and as needed to expedite a work order. All contractor work outside routine duty hours, are not authorized without the express written consent of the Contracting Officer.

2.1 Period of Performance

Installation must begin within 30 days of award and be complete no later than 45 days after award.

Contract Maintenance Base Period: February 1, 2023 – January 31, 2024.

Contract Equipment Maintenance Contract Period: Three (3) years following the end of the Contract Maintenance Base Period.

Executive Board Room Suite 450 This room will utilize the Government supplied rolling cart carrying the liquid crystal display (LCD) Monitor/TV, speakers, and equipment rack located in the cabinet at the back of the room.

New point, tilt, zoom (PTZ) camera(s) will be ceiling mounted and setup to automatically zoom in on the person speaking to enhance the meeting experience from the far end.

Ceiling microphone(s) will be used to enhance the meeting experience for the far end of the space along with triggering the camera presets so that the camera focuses on the speaker in all areas of the space.

A peripheral touchscreen display, at least 10” screen size, will be placed on the boardroom table. Contractor will provide a “bring your own device” connection that allows a laptop to connect to the room’s peripherals for video conference calls.

HDMI wall plate will be used to feed the Government provided rolling cart carrying the LCD Monitor/TV.

3.0 GOVERNMENT WORK REQUIREMENTS & QUALIFICATIONS

Minimum Contractor Qualifications:

Electricians: All electricians shall be licensed by the state of Colorado.

Drivers: All employees using contractor or personal vehicles transporting government product shall possess a valid driver license (with endorsements if necessary).

Dress Code: Contractor personnel shall maintain a neat, well-groomed appearance to facilitate working in an office environment. Appropriate clothing will include a shirt (T-shirt or golf style) with company logo, long pants (jeans or docker style) and work construction shoes or boots.

Reporting: Each contract employee shall immediately report to the Security office located in Suite 470 and sign-in at the time of arrival at the DFC. The same procedure applies at the end of a business day for each contract employee. Tracking of contractor staff is required for safety and security reasons.

Transportation and Moving Services: The Contractor shall pickup and transport required inventory from the warehouse or other locations to the site of actual installation or back to the warehouse.

The contractor will coordinate a scheduled time and date for project install with a member of the Facilities Management Team. This schedule will include times the contractor will pick-up and return product to the warehouse.

The contractor shall be responsible for verifying the accuracy of the product being received from the Reclamation warehouse employees.

All furniture and equipment transported by the contractor from location to location shall be protected to ensure items are not damaged.

Any equipment returned to the warehouse shall be categorized by type and kept neat and organized.

Installation Services: All contractor installations shall comply with the following minimum Government requirements (unless the Government waives the compliance in writing):

All work areas, including the installation and immediate surrounding area, shall be left clean and available for immediate use and occupancy upon completion of the work order.

During execution of or after completion of a work order the contractor shall not create or leave visible safety hazards in the installation and surrounding areas.

Upon completion of the work order(s), the contractor shall move and return any excess parts to IVC warehouse.

Customary and routine changes to any installation such as temporary delays for defective or missing parts, changes in required commencement or delivery dates, minor (not major changes) to the existing work effort, are not compensable under this contract.

4.0 GOVERNMENT FURNISHED PROPERTY

The Government will provide rolling cart carrying the liquid crystal display (LCD) Monitor/TV, speakers, and equipment rack.

5.0 CONTRACTOR FURNISHED PROPERTY

The contractor shall provide all management, scheduling, labor, transportation (vehicles), carts equipment/parts and tools necessary to provide services in accordance with service calls.

6.0 CONDUCT OF OPERATIONS AND FINAL DELIVERABLE LIMITATIONS

The deliverable consists of initial installation of the equipment, training on the use of the equipment accepted by the Government. The deliverable also includes timely completion of subsequent service calls in accordance with the maintenance service requirement. The lead installer shall meet with the Contracting Officer (CO) immediately after sign-in and prior to commencement of work orders for the business day. The CO and the lead installer will coordinate each work order to determine the schedule to pick up the product and return any excess product to the warehouse. Contractor will be responsible for removing all trash and debris and any unused Government Property will be returned to the warehouse by the contractor.

7.0 UNAUTHORIZED COMMITMENTS

The contractor shall not, under any circumstances, take any directions or execute requests from anyone other than the Contracting Officer.

8.0 CUSTOMER COMPLAINTS

The CO will investigate and determine the validity of any verbal or written complaint(s) issued by Government or non-Government staff. Based on discussions with the CO, the contractor shall acknowledge, resolve (if feasible), and identify strategies to prevent recurrence of similar complaints. In the event the CO and contractor are unable to mutually resolve the basis of any complaint, the issue will be forwarded to the Contracting Officer for resolution. The CO shall forward, in writing, any non-resolvable contractor performance issues within one (1) business day of occurrence, as the Contracting Officer may be required to execute contractual action or document for past performance purposes.

10.0 IMPAIRED PERSONNEL

The contractor shall immediately comply with any Government requests to remove any contractor personnel whose actions or impaired state raises reasonable suspicion that a clear and present danger, or physical harm exists to contractor employee(s), government personnel, or the impaired individual. Removal of contractor personnel for cause does preclude the contractor from providing sufficient personnel to execute any requirements (work orders) issued under contract.

11.0 DELIVERY SCHEDULE