Combined Sysnopsis.docx

This is a combined synopsis/solicitation for commercial items prepared in accordance with (IAW) the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Government reserves the right to make no award from this solicitation.

This is a request for quote (RFQ), and the solicitation number is 36C25026Q0996. The Government anticipates awarding a firm-fixed price Purchase Order resulting from this solicitation. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circulars 2026-01 effective 03/13/2026. The associated NAICS Code is 516210 Media Streaming Distribution Services, Social Networks, and Other Media Networks and Content Providers.

The Department of Veterans Affairs, Network Contracting Office 10, is soliciting quotes from all sources to supply the Chalmers P. Wylie VA Ambulatory Care Center with an Audio Visual System. Respondents to this solicitation must fully demonstrate their capability by supplying detailed quote information, along with any other documents necessary to support the requirements below.

Quotes are to be provided to Gina P. Crank, Contracting Officer, via email at gina.crank@va.gov, no later than September 11, 2026, by 5:00 PM EST. No telephone calls will be accepted. No submission received after the above-mentioned date and time will be accepted.

ITEM INFORMATION

DISPLAY SYSTEM INCLUDES (2) 75" MONITORS AND MOUNTS, (3) 86" MONITORS AND MOUNTS, (7) AVOIP ENCODES AND DECODERS, (2) AVOIP WALL PLATES REPLACEMENT - SEPG 283508 EER 289028 BRETT IRVIN - EDUCATION / EIL 190 MX2010381 / MX2010387 / MX2011714 / MX2013617 / MX2012845 / MX2012897 / MX2025869 / MX2028443 / MX2028460 / MX1833633 / MX1833634 / MX2010036 / MX2010045 / MX2010002 / MX2061027 / MX2061024 / MX2061028 / MX2061031 / MX2061035 / MX2061033 / MX2061023 / MX2009628 / MX2009629 / MX2019310 / MX2014292 / MX2011846 / MX1800067 / MX2009157 / MX2059997 / MX2979714 / MX2059981

LOCAL STOCK NUMBER: DISPLAY

Appropriation: 757-3660152-496-841100 Business Office Operati-3133 Telecommunication Equipme-010044175

CONFERENCE SYSTEM INCLUDES CISCO CODEC EQ, TOUCH PANELS, 1 YR SUPPORT, 5 CAMERAS

LOCAL STOCK NUMBER: CONFERENCE

Appropriation: 757-3660152-496-841100 Business Office Operati-3133 Telecommunication Equipme-010044175

AUDIO SYSTEM INCLUDE (3) IN-CEILING MICROPHONES, (10) SURFACE MOUNTED SPEAKERS, (2) NETWORK AMPLIFIERS

LOCAL STOCK NUMBER: AUDIO

Appropriation: 757-3660152-496-841100 Business Office Operati-3133 Telecommunication Equipme-010044175

CONTROL SYSTEM INCLUDES (2) CONTROL PROCESSORS AND SCRIPTING LICENSES, (1) 10" CONTROL INTERFACE, (1) 7" CONTROL INTERFACE, COMMUNICATION DEVICES, (2) NETWORK SWITCHES

LOCAL STOCK NUMBER: CONTROL

Appropriation: 757-3660152-496-841100 Business Office Operati-3133 Telecommunication Equipme-010044175

FURNITURE SYSTEM INCLUDES OFE EQUIPMENT RACK, (1) SLIM MOBILE LECTERN

LOCAL STOCK NUMBER: FURNITURE

Appropriation: 757-3660152-496-841100 Business Office Operati-3133 Telecommunication Equipme-010044175

INSTALLATION MATERIALS INCLUDES CABLES & CONNECTORS, WALL PLATES/RACK PLATES, MISC INSTALLATION MATERIALS

LOCAL STOCK NUMBER: INSTALL MATERIALS

Appropriation: 757-3660152-496-841100 Business Office Operati-3133 Telecommunication Equipme-010044175

PROJECT IMPLEMENTAION SERVICES INCLUDE DESIGN, PROJECT MGMT, CAD & DOCUMENTATION, PROGRAMMING, SYSTEM BUILD, TESTING, DELIVERY

LOCAL STOCK NUMBER: IMPLEMENATION

Appropriation: 757-3660152-496-841100 Business Office Operati-3133 Telecommunication Equipme-010044175

DEINSTALL OF EXISTING SYSTEM

LOCAL STOCK NUMBER: DEINSTALL

Appropriation: 757-3660152-496-841100 Business Office Operati-3133 Telecommunication Equipme-010044175

ON-SITE INSTALLATION, ENGINEER COMMISSIONING, TESTING & HANDOFF

LOCAL STOCK NUMBER: INSTALLATION

Appropriation: 757-3660152-496-841100 Business Office Operati-3133 Telecommunication Equipme-010044175

SHIPPING

LOCAL STOCK NUMBER: SHIP

Appropriation: 757-3660152-496-841100 Business Office Operati-3133 Telecommunication Equipme-010044175

1 YEAR SUPPORT FOR SERVICE, REPAIRS, MAINTENANCE, AND REMOTE SUPPORT

LOCAL STOCK NUMBER: SUPPORT

Appropriation: 757-3660152-496-841100 Business Office Operati-3133 Telecommunication Equipme-010044175

STATEMENT OF WORK (SOW)

Contract Number:

Task Order Number:

Follow-on to Contract and Task Order Number:

1. PROGRAM REQUESTOR/MANAGER).

2. Contract Title. Audio-Visual LRC

3. Background. The Learning Resource Center supports Veteran education, New Employee orientations, Staff trainings, Staff meetings, Employee engagement events, VISN and National Leadership meetings and presentations, and others. Audio Visual capabilities are critical to the success of each of these events. The current A/C system does not directly support Microsoft Teams with Audio Visual support currently inadequate to professionally support the above educational opportunities.

4. Scope. Design, Build, install, and training of new Audio-Visual equipment in the Large LRC and Small LRC meeting rooms, allowing In person, Virtual, and combined meetings with effective visual, Teams, Video, and Audio support from presenters, in person attendees, and virtual attendees.

5. Specific Tasks. Custom programming of the A/C systems in a user-friendly integrated system supporting Microsoft Teams functionality is needed. The work will include design, programming, removal of old equipment, installation of new equipment, setup, and training. Integration into the VA Network with the assistance of VA IT support will be needed to connect the VA Approved CISCO presentation rack system to the network to support virtual meetings.

5.1 Task: Design and CAD Drawings

• Collaboration with VA staff to create preliminary design options.

• Present design findings and build alignment with budget.

• Verify technical requirements to achieve functionality.

• Document Design and ensure work meets the contract requirements

5.2 Task: Project Management

• Review final design with VA staff

• Schedule technical resources in accordance with project plan.

• Document network and power requirements. Coordinate to ensure delivery prior to installation.

• Send status updates and conduct project meetings.

• Punchlist management and Project Closeout.

5.3 Task: System Build

• off site component ordering and setup .

• Update all software and firmware to certify functionality of devices.

• Build equipment racks, label, wire, and test connectivity.

• Test system functionality with programmer and troubleshoot configuration.

• Package system and coordinate delivery prior to installation.

5.4 Task: Programming

• Review Technical Functionality, and drawings to build programming plan.

• Assemble interface wireframes for approval.

• Build programs load and test programs during system build.

• Remote commissioning of audio system with Lead Technician.

5.5 Task: De-Installation

• Un-install existing displays, mounts and other equipment.

• Un-install ceiling mounted speakers and sensors if unable to re-use

• Disconnect unused cabling from equipment rack and remove rack components.

• Remove existing cabling from walls and ceiling. Dispose in trash facilities.

• Deliver all components to a location on-premises as directed by point of contact.

5.6 Task: Installation

• Deliver all system components and stage in appropriate areas for installation.

• Identify cabling pathways and prepare for cabling installation.

• Run all cables in accordance with drawings, label, terminate and test.

• Prepare above ceiling mounting structures for installation of ceiling mounted components.

• Install equipment in locations as identified in Technical Functionality.

• Optimize equipment settings and set required timers.

• Dispose boxes and additional waste in trash facilities.

5.7 Task: Commissioning

• Verify network connectivity of all required devices.

• Test connectivity of all devices to one another within the system drawings.

• Tune audio system for uniformity and clarity.

• Test Technical Functionality to identify punch list issues and work with programmer to resolve.

5.8 Task: System Certification and Training

• Review User story with primary POC and verify system functionality on the last day of installation.

• PROVIDE ON SITE TRAINING TO VA STAFF

• Verify remote access for support.

6. Performance Monitoring A COR will be assigned to monitor contractor performance during install and training.

7. Security Requirements The CISCO control system will be connected to the VA IT network, requiring collaboration between the contractor and IT. No other contractor installed equipment will have direct access to the VA IT network.

8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). A VA IT laptop will be integrated into the final system as an input device and ability to connect to Microsoft Teams meetings.

9. Other Pertinent Information or Special Considerations. Installation costs may increase or decrease as existing equipment (for example speakers and wiring) are evaluated for potential reliable re-use.

a. Identification of Possible Follow-on Work. Addiutional training during the proposed 1 year additional support line item will be utilized to ensure that the new system fully supports the needs of the facility as outlined in the contract.

e. Inspection and Acceptance Criteria. The COR and Education staff will evaluate the system following install and during training with the vendor to ensure the contract is met

10. Risk Control N/A

11. Place of Performance. Chalmers P. Wylie Ambulatory Care Center

12. Period of Performance. Proposed: 9/21/2026 – 12/31/2026

13. Delivery Schedule.

* Standard Distribution: 1 copy of the transmittal letter without the deliverable to the Contracting Officer shall be Emailed.

SALIENT CHARACTERISTICS

The Chalmers P. Wylie VA ACC needs:

Audio visual system design, install, and training in the Large and Small LRC Conference rooms to support In person, Virtual, and combined meetings with effective visual, Teams, Video, and Audio support from presenters, in person attendees, and virtual attendees.

Salient Characteristic includes:

- Ability to conduct combined in person and virtual teams meetings

- Audio from the presenters need to be able to project to TEAMS AND In-room speakers at the same time

- Microphones to include on podium, room microphones, and wireless lapel microphones.

(selectable inputs in an easy to understand format / screen)

- Video into TEAMS to include a view of the presents directly and the room / attendees (selectable inputs in an easy to understand format / screen)

- HDMI ports to add computer or Blu Ray player inputs into a meeting in person or via teams with audio toe the speakers in the room.

- VA approved CISCO hardware control systems will be the only outside internet access

- Dual monitors at the front of the large LRC with one screen showing the PPT shared and the 2nd screen showing attendees and/or Teams chat while connected to off site VA Teams meetings

- the ability to present from a VA IT computer using HDMI cables to all screens.

- include 12 months of support and maintenance

- include a lectern with ability to connect a microphone for the speaker

- a local network switch can be utilized for equipment communication from within the LRC, but will not have internet access.

- touch panels will be installed and programmed to easily understand input, output, microphone, and camera selections during meetings near the front and at the back of the Larger LRC conference room.

- Monitors will include install of two new 86 inch displaces at the front of the large LRC with mounts that allow access to all A/V input ports on the monitors. Similar install will for two 75 inch displays on the side walls of the Large LRC.

The 11 Federal Holidays observed by the Federal Government are:

Memorial Day Last Monday in May

The President of the United States of America may declare additional days as a Federal holiday, and if so, this holiday will automatically be added to the list above. When a holiday falls on a Sunday, the following Monday shall be observed as a Federal holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

The following solicitation provisions apply to this acquisition:

FAR 52.212-1, “INSTRUCTIONS TO OFFERORS–COMMERCIAL ITEMS” (SEP 2023)

FAR 52.212-3, “OFFERORS REPRESENTATIONS AND CERTIFICATIONS–COMMERCIAL ITEMS” (OCT 2025) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

FAR 52.212-4, “CONTRACT TERMS AND CONDITIONS–COMMERCIAL ITEMS” (NOV 2023)

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

FAR 52.203-16 PREVENTING PERSONAL CONFLICTS OF INTEREST (JUN 2020)

FAR 52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS AND REQUIREMENT TO INFORM EMPLOYEES OF WHISTLEBLOWER RIGHTS (JAN 2023) FAR 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS (MAR 2023) FAR 52.233-2 SERVICE OF PROTEST (SEPT 2006) - - Hand-Carried Address: Department of Veterans Affairs, Network Contracting Office 10, 2780 Airport Drive, Suite 340, Columbus, OH 43219

VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

VAAR 852.212-71 GRAY MARKET AND COUNTERFEIT ITEMS (FEB 2023)

VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

VAAR 852,233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (SEP 2018)

VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (SEP 2018)

VAAR 852.246-71 REJECTED GOODS (OCT 2018)

VAAR 852.247-71 DELIVERY LOCATION (OCT 2018)

All quoters shall submit the following: A completed schedule with pricing, adequate documentation detailing the capabilities of the product.

All quotes shall be sent to the electronically via email to Gina P. Crank @ gina.crank@va.gov.

Award will be based upon a comparative evaluation of quotes in accordance with FAR 12. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

The award will be made to the response most advantageous to the Government.

Responses should contain your best terms and conditions.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received not later than September 11, 2026, by 5:00 PM EST to gina.crank@va.gov Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact Gina P. Crank Contracting Officer Network Contract Office (NCO) 10 Office: 614-625-1236 Email: gina.crank@va.gov