Attachment A - PWS - Audio Console.docx

VHA ILEAD

PERFORMANCE WORK STATEMENT

AUDIO CONSOLE UPGRADE

PERFORMANCE WORK STATEMENT

DEPARTMENT OF VETERANS AFFAIRS

INSTITUTE FOR LEARNING, EDUCATION, AND DEVELOPMENT (ILEAD)

AUDIO CONSOLE UPGRADE

Version 4 Dated April 30, 2026

1. Title of Project: Audio Console Upgrade

2. Background: The VHA Institute of Learning, Education, and Development (ILEAD) Production and Delivery Division maintains a video broadcast facility in St. Louis, Missouri. The Production Control room and television studio support multiple camera video and audio recordings of live talent intended for real-time broadcast or for post-production finishing. The existing studio audio console is nearing end of life for support and is in a state of partial failure.

3. Objectives: ILEAD intends to upgrade the existing Logitek Jetstream audio console system with a new audio console system that meets the salient characteristics in Table 2.

4. Scope of Work: The Contractor shall provide all equipment, materials, labor, supervision, and other resources required for turn-key installation of a new audio console system. The Contractor shall perform discovery of the existing VA audio system, sources and destinations, audio format conversions, patch panels and then provide integration drawings and timelines for the new system installation. The contractor will work with VA staff to decommission the existing audio console and prepare the site for integration of the new system. The contractor shall install the new system equipment within the existing VA workstation furniture and equipment racks and will integrate the audio console’s inputs and outputs with the existing VA patch panel to maintain the facility’s signal flow. The contractor shall commission, test, and troubleshoot the new system, and provide operational and technical administration training to VA staff.

5. Applicable Documents: Attachment B: VA existing audio system CAD drawing.

6. Mandatory Tasks and Deliverables: The Contractor shall perform the mandatory tasks and provide the specific deliverables described below within the performance period stated in this Performance Work Statement (PWS). . 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 Program Manager (PM)/Contracting Officer’s Representative (COR) three days prior to deliverable due date. This written transmittal shall include a firm assessment of when the work shall be completed. This transmittal to the PM/COR shall cite the reasons for the delay and the impact on the overall project.

The Contractor shall not commit or permit any act that interferes with the performance of work awarded to another Contractor or with the performance of Government employees. In any case where, while fulfilling the contract requirements, the Contractor disturbs any work guaranteed under another separate contract, the Contractor must restore such disturbed work.

Task 6.1: After contract award, the Contractor shall host a technical kickoff call to discuss details and timelines for all tasks in this Performance Work Statement. This meeting will be separate from the Contracting Officer’s post-award meeting. The Contractor shall provide meeting minutes to the VA Contracting Officer (CO), Project Manager (PM), and Contracting Officer Representative (COR), for review and approval.

Deliverable 6.1: Kickoff meeting minutes.

Task 6.2: The Contractor shall provide professional services for discovery of the existing VA audio console system, sources, destinations, and patch panel connectivity. VA audio system drawings shall be provided upon request as reference for the existing system. The Contractor shall provide a system discovery document for VA approval.

Deliverable 6.2: System discovery and discovery document. Comment by Svendsen, Kristy J.: Does this require access to the VA Network? Or is the system discovery from the provided drawings? It sounds like there are some unknowns with the current system that they need to find? Comment by Comerford, Patrick J.: No access to the VA business network is required. The provided drawing document will assist in discovery. It shows our current system setup. Basically this is asking for them to use that document of our current system configuration to indicate how the equipment they propose will integrate.

Task 6.3: The Contractor shall provide professional services to develop design and integration description documents and signal flow drawings for the new audio console system.

Deliverable 6.3: New audio console system design and integration documents and drawings.

Task 6.4: The Contractor shall provide a new audio console system that meets the salient characteristics in Table 2.

Deliverable 6.4: Audio Console System, Equipment, hardware, and licensing.

Task 6.5: The Contractor shall provide professional services for onsite decommissioning of the Logitek Jetstream existing audio system. The Contractor shall provide integration, cable terminations and cable labeling, commissioning, and testing/troubleshooting of the new system. The Contractor shall provide a test results report for input/output continuity, for VA review.

System cabling shall include text labeling on each cable end with a unique number, source and destination termination points, and the unique cable numbers shall be included on the new system as-built drawings for source and destinations.

IP communication will take place over existing VA air-gapped local data network (not connected to the VA business network), and connectivity will be managed by ILEAD IT staff.

Deliverable 6.5: Professional services for decommissioning, integration, commissioning, testing and troubleshooting, and testing results report.

Task 6.6: The Contractor shall provide onsite VA staff with training for operational and technical administration of the new audio system, training materials, and as-built drawings. Drawings and training materials shall be provided to the VA prior to scheduled training.

Deliverable 6.6: Training materials, as-built drawings, and VA onsite staff training.

Task 6.7: The Contractor shall provide annual support for technical, hardware, and software issues and upgrades for audio console only.

Deliverable 6.7 (Optional) : Annual support agreement or warranty terms. This is an optional task and may or may not be included in the resulting contract.

7. Salient Characteristics of Audio Console System:

14-fader modular table-top control console (console size not to exceed 30”x17”) with rotary controls, IP connectivity to DSP control engine and input/output devices, multifunction displays, touch-sensitive motorized faders, metering and gain level controls, full audio routing control.

Separate (from console) modular and expandable DSP console mix and router engines and input/output devices, 19” rack mountable, LAN/WAN support.

Monitor control section with headphone and audio monitor adjustments, to include multifunction keys.

Virtual extension HD touch display to be fully integrated with console frame.

Console design software, secure web interface for setup and diagnostics, remote control and maintenance via IP.

Support for AES67 audio and ST2110-30 standards. Support for analog, AES, Mic and Line audio inputs and outputs.

Console administration software must be compatible with VA owned Dell Z8/G4 desktop computer running Microsoft Windows 11.

Hardware:

- 14-fader audio console (1 x 6-fader main module and 1 x 8-fader module)

- Integrated Virtual Extension (VX) displays

- Motorized faders

- 12 Stereo main buses

- 8 Monitoring outputs

- Built-in split-track and live record workflows

Power Core DSP mixing engine & modular I/O:

- 4 x 8 Channel I/O cards – choice of AES, Line In, Line Out, Studio I/O cards, Mic/Line In (max. 2x)

- 2 x GPIO cards (each 8 GPI, 8 GPO, 2 VCA inputs)

- Support for redundant media networks

- 16 Stereo automatic mix-minus buses

- 4 Stereo transmission/utility buses

- 4 Mono intercom/utility buses

- Redundant air chains with silence detection and bypass/failover logic

Audio-to-IP interface:

- 1 x A__mic8 Audio-to-IP interface

Audio Interfaces:

-4 MADI (each 64 channels I/O) with SFP cages (MADI ports 1/2 and 3/4 can be grouped as redundant interfaces) -4 RAVENNA/AES67 with SFP (up to 256 bi-directional streams with up to 512 I/O channels in total). May be grouped as redundant interfaces using SMPTE 2022-7 standard or LACP -ST2110-30 compliant for seamless audio interchange in combined radio/TV broadcast plants

Available I/O Expansion Cards:

-8 Mic/Line inputs -8 Mono/4 Stereo Line inputs -8 Mono/4 Stereo Line outputs -4 Stereo AES inputs with SRC + 4 AES output (bit-transparent) -4 HD-BNC AES inputs with SRC + 4 HD-BNC AES outputs (bit-transparent) -GPIO: 8 GPI & 8 GPO + 2 VCA inputs -2 Mic/Line in + 2 Line out + 2 Stereo Headphone out -2 MADI (64 I/O channels each) with SFP cages -1 MADI incl. SRC (64 I/O channels) with SFP cage -2 DANTE (two redundant connections, 64 total channels)

Synchronization:

-PTP (IEEE 1588)

-BMCA-PTP interface support -Wordclock input and output -MADI input and internal generator -48 kHz or 44.1 kHz

8. Table 3, Mandatory Deliverable Table Due Dates:

Due Date

6.5

6.6

6.7

9. Quality Control:

9.1 Contractor’s Quality Control Program: The Contractor shall develop and maintain an effective internal quality control program to ensure that services performed are in accordance with the PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum requirement, the Contractor shall internally develop quality control procedures that address the areas identified below in the Performance Requirements Summary (PRS).

9.1 Delivery and Performance Monitoring: Contractor’s performance will be monitored by the PM/COR in accordance with the PRS.

The PM/COR will certify receipt of goods and recommends acceptance of the services/deliverables. This process will be used for approval of payment for the Contractor’s invoices and will serve as the mechanism to document that the overall performance of the Contractor has been acceptable for the period of time covered by the invoice.

PRS: The deliverables below, the Performance Standard is defined as Work being completed within established timeframes.

performance Random Daily

The PM/COR will certify receipt of services and/or goods and will recommend acceptance of the services/deliverables. This process will be used for approval of payment for the Contractor’s invoices and will serve as the mechanism to document that the overall performance of the Contractor has been acceptable for the period covered by the invoice.

10. Government-Furnished Equipment (GFE)/Government Furnished Information (GFI):

NA

11. Performance Details:

11.1 Period of Performance: The period of performance shall be 130 days after contract award. Comment by Maxel, Aimee J. (VHACLE): Should this be 120 days? Comment by Comerford, Patrick J.: I went with 130 days total to give them some extra time to get all the final training and layout drawings completed.

11.2. Place of Performance: Work shall be performed at the VHA ILEAD video facility located at Jefferson Barracks Medical Center, Building 56, 1 Jefferson Barracks Drive, Saint Louis MO, 63125.

Contractor shall provide services during normal business hours from 8:00 A.M. to 4:30 P.M. local time, Monday through Friday, or as otherwise specified.

11.3 Observance of Government Holidays. There are 11 Federal holidays set by law (USC Title 5 Section 6103). Under current definitions, four 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 holidays are set by a day of the week and month:

11.4. Type of Contract: The Government anticipates award of a Firm Fixed-Price contract.

11.5 Contract Post-Award Meeting: The Contractor shall not commence performance on the tasks in this PWS until the CO has conducted a post-award meeting or has advised the Contractor that the post-award meeting has been waived.

12. Formal Acceptance or Rejection of Deliverables: The Government will review each deliverable within 5 business days and provide comments. The Contractor shall have 5 business days to incorporate the Government’s comments and make appropriate revisions.

13. Changes to the PWS

Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a contract folder, along with all other products of the contract. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.

The Department of Veterans Affairs (VA) is currently undergoing a reorganization that may result in future changes to its organizational structure, processes, responsibilities, and priorities. Such changes could affect the customers, services, or support described in this Performance Work Statement (PWS). Accordingly, the Contractor shall remain adaptable and responsive to evolving VA requirements and work in close coordination with the Government to assess and implement necessary adjustments, as needed. Any resulting changes will be completed by bilateral modification.

14. Confidentiality and Non-Disclosure: It is agreed that:

a. The preliminary and final deliverables, as well as all associated working papers and other material deemed relevant by VA that have been generated by the Contractor in the performance of this contract, are the exclusive property of the U.S. Government and shall be submitted upon request to the CO at the conclusion of the contract.

b. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the Contractor. Any request for information relating to this contract presented to the Contractor shall be submitted to the CO for response.

c. Press releases, marketing material, or any other printed or electronic documentation related to this contract shall not be publicized without the written approval of the CO.

d. Non-Disclosure and Conflict of Interest: The Contractor and Contractor’s staff may have access to Government-sensitive information and shall be required to sign non-disclosure and conflict of interest statements.

15. Security Requirements: The Certification and Accreditation (C&A) requirements do not apply, and a Security Accreditation Package is not required.