C03- ATTACHMENT 1 - ILEAD 4K Monitors Product Description.docx

INSITUTE FOR LEARNING, EDUCATION AND DEVELOPMENT

PRODUCT DESCRIPTION

4K FIELD PRODUCTION VIDEO MONITORS

DEPARTMENT OF VETERANS AFFAIRS

INSITUTE FOR LEARNING, EDUCATION AND DEVELOPMENT (ILEAD)

4K Field Production Video Monitors Version 1.0 Dated 12/03/25

1. Background:

The Department of Veterans Affairs (VA), Institute for Learning, Education and Development (ILEAD) has media facilities in St. Louis, MO. and Salt Lake City, UT. These facilities support media productions in the field and in studio environments. In FY2024 we purchased 4K compatible video cameras and now require additional 4K video monitors and accessories to support viewing accurate video signal from these cameras.

2. Applicable Documents: No documents.

3. Product Specifications and Deliverables:

The Contractor shall deliver the following items:

3.1. Required Product

Desired Product: Remote/Studio Camera Upgrade

1) SmallHD 16-1801 Cine 18" 4K High-Bright Production Monitor The monitor provides a crisp 4K image with 3840 x 2160 resolution, 10-bit (8+2 FRC) color intelligence, 1300:1 contrast ratio, and 1100 cd/m² brightness for use outdoors.

The edge-lit display features four 12G/6G/3G/HD-SDI inputs and four 12G/6G/3G/HD-SDI outputs, as well as one HDMI 2.0 input. All functionality of the monitor is accessed via the innovative Page Builder in OS4.1, which features a full-featured UI, preconfigured pages, and page tabs. Other monitoring features include a calibration wizard, false color overlays, waveform, pixel zoom, focus assist, peaking, and improved function buttons.

The monitor can be mounted using the VESA pattern on the back or by 1/4"-20 threads around the top and sides of the monitor. You can power the monitor using a 4-pin XLR input or via a separately available dual V-mount or Gold mount battery plate, and they are hot-swappable. Data inputs and output can be performed using the SD card slot to load 3D LUTs, and the monitor also features an RJ45 Ethernet port and an RJ45 GPI port for additional data and configuration. There is a 3.5mm headphone output to monitor the embedded audio.

The SmallHD 16-1801 Cine 18" 4K High-Bright Production Monitor is required to accurately view 4K video from 4K production cameras. It’s compatible with existing SmallHD products we currently own.

-Daylight-viewable 7" touchscreen on-camera monitor with 2300 cd/m² brightness -Slim, lightweight design with 10-bit 4:2:2 DCI-P3 color, touchscreen LCD panel -HDMI and 6G-SDI inputs and outputs -The PageOS 5 toolset with EL Zone Exposure Assist, waveform, false color, advanced Teradek RT overlays -Four 1/4"-20 mounting threads on the left, right, bottom, and back of the monitor -Power using a 2-pin power input -Optional camera control via the Ethernet port

-Pixel zoom: 2x and 4x with pinch-zoom -Aspect ratios: Preset and customizable -Image flip: Auto and manual -Image rotation: Auto and manual -Cross conversion: HDMI to SDI, SDI -to HDMI -Color focus assist: Adjustable style and intensity -Peaking: Adjustable intensity -False color: Spectrum, ARRI-style, and customizable -Zebra: Dual, customizable -Waveform: Luma and RGB, customizable with region-of-interest highlighting -Vectorscope -RGB parade, customizable Histogram: Luma and RGB Image capture, with a dedicated button and image gallery -Custom LUTs: Load as looks on pages or as system-wide calibration via the settings menu -LUT import: Via SD card or USB storage device -Image overlay: Opacity slider and blink setting -Image capture -Audio meters: Up to eight channels The SmallHD ULTRA 7 UHD 4K On-Camera Touchscreen Monitor is required to accurately view 4K video from 4K production cameras. It’s compatible with existing SmallHD products we currently own.

3) SmallHD

PWR-ADP-BB-4K-DUALVM

14V/26V Dual Battery Bracket (V-Mount) The V-Mount 14V/26V Dual Battery Bracket from SmallHD is designed to power a SmallHD 4K monitor using one or two 14 or 26V batteries. This battery plate features a direct, cable-free plug-in design and easy mounting on the monitor's Arca-Swiss SmartRail.

The bracket's dual design enables hot-swapping between two batteries as well as the monitor's 3-pin XLR power port. When used with select batteries, the bracket will pass battery data to your monitor.

Compatibility:

SmallHD 4K monitors Features:

Supports both 14V and 26V batteries Enables hot-swapping The SmallHD 14V/26V Dual Battery Bracket (V-Mount) is required to supply battery power to SmallHD 16-1801 Cine 18" 4K High-Bright Production Monitors. We currently own SmallHD monitors.

Deliverable(s):

A. All items, brand name or equal, listed in section 3.0, 3.1.

Table 1, Mandatory Deliverable Table

Due Date

Government-Furnished Equipment (GFE): None

4. General Information:

4.1. Delivery Date: Delivery date shall be 180 days after award.

4.2. Place of Delivery and/or Installation: 1 Jefferson Barracks Drive, Building 56, St. Louis, MO 63125. Receiving POC: Patrick Comerford

4.3. 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:

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

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

Records Management Language for Contracts When Federal agencies acquire goods or services, they need to determine what Federal records management requirements should be included in the contract. Federal contractors often create, send, or receive Federal records. Federal contracts should provide clear legal obligations describing how the contract employees must handle Federal records.

Agency records officers, procurement counsel, and acquisitions officers must discuss how to integrate records management obligations into their existing procurement processes. NARA has developed the following language to be included as an agency-specific term and condition in Federal contracts for a variety of services and products. The majority of contracts should include language on records management obligations, but each contract should be evaluated individually. For example, the data-rights paragraph (Paragraph 10 below) may not be appropriate for all contracts. Instead, agencies may be better served by one of the established data-rights clauses in the Federal Acquisition Regulations.

This language should not replace specific records management requirements included within Federal information system contracts.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all 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.

B. Definitions “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.

The term Federal record:

1. includes Institute for Learning, Education and Development (ILEAD) records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their ILEAD contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. 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.

2. 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.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of 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.

4. ILEAD 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 ILEAD 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 ILEAD. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. 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 vehicle]. 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 ILEAD 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 vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. 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 ILEAD guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

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

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

9. 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.

10. The ILEAD 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 ILEAD 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.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take ILEAD-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D. Flowdown of requirements to subcontractors

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

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