P01 Edited SON for 2nd posting.docx

STATEMENT OF NEED

1. TITLE OF CONTRACT - Veteran Health Administration (VHA) Emergency Management Coordination Cell (EMCC) Audio Visual System upgrade.

2. SCOPE OF WORK - The Veterans Health Administration Office of Emergency Management (OEM) is responsible for maintaining day-to-day situational awareness, monitoring, tracking, and supporting the responses to natural and man-made disasters such as hurricanes, tornados, or earthquakes that have the potential to impact the VHA Enterprise. This information is collaborated and presented to VHA Senior Leadership and leadership at the facility and VISN levels. The Emergency Management Coordination Center (EMCC) is a command center for VHA.

3. BACKGROUND -VHA OEM staffs the EMCC through the VHA Watch Office and the EMCC staff to accomplish this mission. The audio-visual equipment currently in place has reached the end-of-life cycle, is antiquated, and needs to be replaced to support the mission. Additionally, situational devices can not currently support today's technology.

4. OBJECTIVES – The command center is comprised of three different areas. This project will be a turn-key solution for the VA of all rooms described below. Each room will operate independently.

4.1 COMMAND CENTER (Bldg. 217 Room 111) This is the central area of the Command Center. The contractor will provide upgraded equipment that will allow enhanced capabilities within the audio-visual aspect of the command center. This upgrade will consist of:

4.1.1 Video Wall - The main wall in the EMCC will be the location of the primary video wall. The video wall should be a minimum of 15'9" in width and 4'5" in height. The video wall will consist of devices containing the latest technology and produce a high-resolution display, allowing all members to distinguish the activity projected. The video wall shall provide a minimum native resolution of 7680x2160 and support a minimum of (2) 4K @ 60 Hz sources at native resolution and frequency. The display wall can be a UNISEE brand or something comparable with a bezel no greater than .81mm combined. The monitors must be capable of operating 24/7. The video wall will be able to break in and out of different quadrants and be configured in any fashion. There will be a generic login for the system

4.1.2 Interior Walls – The room’s interior walls will hang six (6) monitors. These will be 70” monitors containing the latest technology and producing a high-resolution display. These devices shall have a native resolution of 3840 x 2160, and each device will be able to display a different video source from the others.

4.1.3 Input Sources – The equipment in the room must accommodate the following input sources – Nine (9) laptops provided by the Government, one (1) desktop computer provided by the Government, four (4) tuners (two (2) cable TV and two (2) Satellite) provided by the Government, and one (1) Video Teleconferencing System (VTC) provided by the contractor. These monitors will utilize the same sources as the primary video wall.

4.1.4 Video Teleconferencing System - The vendor will supply CISCO WebEx Pro Video Teleconference Systems connected to the system. No additional licenses are required, and the VA will configure the system.

4.1.5 Video Teleconferencing System Cameras – The vendor will supply one (1) camera if the camera can project from the CISCO WebEx Pro Video Teleconferencing System and Microsoft TEAMS. If the camera cannot broadcast from both sources, then two (2) cameras, one (1) for the CISCO System and one (1) Microsoft TEAMS, would be required.

4.1.6 Connections – This room will have nine (9) connections to the system. The connections will consist of HDMI and USB connections. These connections will be mounted onto a wall plate and installed on the room’s nine (9) columns.

4.1.7 Control Station - The system will have two (2) touch panels used as control stations. These control stations will allow the system to be powered on and off, select the video source and routing for which display, select the audio playback from the source, adjust the volume for all audio input up and down, ability to mute all microphones in the room.

4.1.8 Audio Output - The audio output from the different feeds will project from a speaker system mounted in the command center's ceiling. The contractor will assist in determining the number of speakers and where to place them in the ceiling.

4.1.9 Microphones – There will be a total of twenty (20) wireless tabletop microphones that can move from desk position to desk position if needed. These microphones will have a LED indicator to identify the mute/unmute function. The system must provide voice lift in this area. It must have the ability to be turned on and off.

4.1.10 Rack – The rack is located in the room and is approximately 30’ from the video wall and is approximately 100’ from the farthest monitor on the interior wall. The rack is an open-air rack and not confined to a closet.

4.1.11 Cable Management – The contractor is responsible for supplying and installing the cable trays or J hooks for the cable management.

4.1.12 Electrical requirements – The vendor is responsible for providing any additional electrical outlets required. The vendor is responsible for the ARC Flash, labeling, and assessment if the installations alter the listed rating and cautions.

4.1.13 Walls – The wall where the video wall is to be constructed is metal/wood studs and drywall. There is no open access behind the wall.

4.2 COMMAND CONFERENCE ROOM (Bldg. 217, Room 111C) This is the conference room used by the EMCC Senior Leadership in the Command Center. The contractor will provide upgraded equipment that will allow enhanced capabilities within the audio-visual aspect of the command center conference room. This room is to operate on a separate system from the other two rooms. This upgrade will consist of:

4.2.1 Video Monitor - The main wall in the Command Center Conference Room will be the location of the primary video monitor. The monitor will be a single 86’- 98” monitor, have a native resolution of 3840x2160, and be capable of operating 24/7. The video wall will be programmed with various sources and layout presets to ensure rapid switching during use. The video wall will be able to break in and out of different quadrants and be configured in any fashion. There will be a generic login for the system

4.2.2 Input Sources – The equipment in the room must accommodate the following input sources – Two (2) laptops provided by the Government, one (1) tuners (Satellite) provided by the Government, and one (1) Video Teleconferencing System (VTC) provided by the contractor.

4.2.3 Video Teleconferencing System - The vendor will supply CISCO WebEx Pro Video Teleconference Systems connected to the system. No additional licenses are required, and the VA will configure the system.

4.2.4 Video Teleconferencing System Cameras – The vendor will supply one (1) camera if the camera can project from the CISCO WebEx Pro Video Teleconferencing System and Microsoft TEAMS. If the camera cannot broadcast from both sources, then two (2) cameras, one (1) for the CISCO System and one (1) Microsoft TEAMS, would be required.

4.2.5 Connections – This room will have two (2) connections in this room. The connections will consist of HDMI and USB connections. These connections will be mounted onto a wall plate and installed on two of the walls located within the room.

4.2.6 Control Station - The system will have one (1) touch panel used as a control station. These control stations will allow the system to be powered on and off, select the video source and routing for which display, select the audio playback from the source, adjust the volume for all audio input up and down, ability to mute all microphones in the room.

4.2.7 Audio Output - The audio output from the different feeds will project from a speaker system mounted in the conference room ceiling. The contractor will assist in determining the number of speakers and where to place them in the ceiling.

4.2.8 Microphones – There will be four (4) wireless tabletop microphones that will be able to move from desk position to desk position if needed. . These microphones will have an LED indicator to identify the mute/unmute function.

4.2.9 Rack – The rack will be located in the room approximately 40’ from the video wall. The rack will be an open-air rack and not confined to a closet

4.2.10 Cable Management – The contractor is responsible for supplying and installing the cable trays or J hooks for the cable management.

4.2.11 Electrical requirements – The vendor is responsible for providing any additional electrical outlets required. The vendor is responsible for the ARC Flash, labeling, and assessment if the installations alter the listed rating and cautions.

4.3 CONFERENCE ROOM (Bldg. 203B, Room 203B-7) This is the conference room used by VHA Senior Leadership. The contractor will provide upgraded equipment that will allow enhanced capabilities within the audio-visual aspect of this conference room. This room will operate on a separate system from the other two rooms. This upgrade will consist of:

4.3.1 Video Monitor – This Conference Room will have two (2) monitors on opposite walls. The monitors will be at a single 86'- 98" monitor, have a native resolution of 3840x2160, and be capable of operating 24/7. The video wall will be programmed with various sources and layout presets to ensure rapid switching during use. The video wall will be able to break in and out of different quadrants and can be configured in any fashion. There will be generic login for the system.

4.3.2 Input Sources – The equipment in the room must accommodate the following input sources – Two (2) laptops provided by the Government, one (1) tuners (Satellite) provided by the Government, and one (1) Video Teleconferencing System (VTC) provided by the contractor.

4.3.3 Video Teleconferencing System –

The vendor will supply CISCO WebEx Pro Video Teleconference Systems connected to the system. No additional licenses are required, and the VA will configure the system.

4.3.4 Video Teleconferencing System Cameras – The vendor will supply one (1) camera if the camera can project from the CISCO WebEx Pro Video Teleconferencing System and Microsoft TEAMS. If the camera cannot broadcast from both sources, then two (2) cameras, one (1) for the CISCO System and one (1) Microsoft TEAMS, would be required.

4.3.5 Connections – This room will have two (2) connections. The connections will consist of HDMI and USB connections. These connections will be mounted onto a wall plate and installed on two of the walls located within the room.

4.3.6 Control Station - The system will have one (1) touch panel used as a control station. These control stations will allow the system to be powered on and off, select the video source and routing for which display, select the audio playback from the source, adjust the volume for all audio input up and down, ability to mute all microphones in the room.

4.3.7 Audio Output - The audio output from the different feeds will project from a speaker system mounted in the conference room ceiling. The contractor will assist in determining the number of speakers and where to place them in the ceiling.

4.3.8 Microphones – There will be a total of two (2) wireless tabletop microphones that can move within the room if needed. These microphones will be equipped with an LED indicator to identify the mute/unmute function.

4.3.9 Rack – The rack will be located in the room approximately 40’ from the video wall. The rack will be an open-air rack and not confined to a closet

4.3.10 Cable Management – The contractor is responsible for supplying and installing the cable trays or J hooks for the cable management.

4.3.11 Electrical requirements – The vendor is responsible for providing any additional electrical outlets required. The vendor is responsible for the ARC Flash, labeling, and assessment if the installations alter the listed rating and cautions.

4.4 CABLE/CONNECTION MANAGEMENT –

4.4.1 All cables will be placed in a device that will allow them to rest without bearing weight vertically and horizontally.

4.4.2 All cables will run from the source to the monitor without any breaks or connections

4.4.3 All cables will be marked on both ends, stating what source from which it originates and terminates.

4.5 DEINSTALL OLD EQUIPMENT/WIRING

4.5.1 Equipment -The contractor will deinstall all equipment/wiring currently in place. The Government will provide a storage location for the equipment once it has been removed.

4.5.2 Wiring/Cabling – All CAT 5/6 cables and wiring currently utilized with the old system will be removed and properly disposed. The contractor is responsible for securing the dumpster for all debris. Under no circumstances with current wiring abandoned in place.

5. TIMELINE FOR INSTALLATION

5.1 Timeline - Due to the fact that this is the VHA EMCC Command Center, the installation must be completed within a six-week time frame.

5.2 Hours Available for Installation - The command center area will be available for work to be performed Monday- Friday from 7:00 a.m. until 4:00 p.m.

6. SERVICE CONTRACT - The contractor will provide a recommended service plan for all equipment, updating the software if required and the recommended intervals that the maintenance should be performed.

7. DELIVERY - All work will be completed at the Martinsburg Veteran Affairs Medical Center, 510 Butler Avenue, Buildings 217 and 203B, Martinsburg, West Virginia, 25405.

8. WARRANTY- The contractor will provide a one (1) year warranty all work performed during the installation, including the cabling from the source to the switch and distribution equipment. Additionally, the vendor will provide the warranty information for all equipment purchased to put a manufacturer warranty in place.

9. TRAINING - The contractor shall provide the appropriate training to VHA OEM staff at delivery time. This training will include powering the system on and off, selecting different inputs, and basic troubleshooting.

10. WRITTEN DOCUMENTATION-

10.1 Source Codes and Program Files -The contractor will provide all source codes and program files to the VA.

10.2 System Operation Manual - The contractor will provide a comprehensive owner's manual that describes step by step how to utilize the system

10.3 Schematics - The contractor will provide a copy of each installed system's drawings and cable schematics.

END OF STATEMENT OF NEED