PWS-508 Base Plus 4 Cable Service Agreement-FY2025-FY2030.pdf

A. GENERAL INFORMATION

TITLE OF SERVICE: 508 OWNED FACILITIES FY 2025-FY 2030 CONTRACT FOR CABLE TV SERVICES

PERFORMANCE OF WORK:

The contractor shall provide all resources necessary to accomplish the deliverables described in this performance work statement (PWS), except as may otherwise be specified. Furnish labor, parts, supplies, equipment, software, and necessary updates to provide maintenance, repair, troubleshooting, upgrades, emergency service, and periodic preventive maintenance for the equipment contained herein for the Master TV (MATV) systems at these three facilities.

This is a VA required service contract to have the DirecTV or Dish Network systems with an Over-the-Air Antenna (OTA) Digital TV back up TV Antenna (for local channels if there is a service agreement dispute for local channels with service provider and broadcasters or if there is an issue with satellite cable TV equipment affecting local site) installed and used throughout three owned sites of care maintained in a professional manner. The contractor shall update software, firmware, and hardware and perform troubleshooting, repair, and maintenance of cable TV signal distribution infrastructure and systems to provide exceptional service for Veterans experience throughout all owned sites of care.

The contractor also shall provide all QAM information for the head end system for the Joseph Maxwell Cleland VAMC & Trinka Davis Veterans Village | Carrollton VA Community Based Outpatient Clinic for the Get Well systems installed at these sites so the vendor for Get Well can program this in their servers to get live TV signal usage for their system for patients. Services shall be provided at the following VA owned facilities for the Atlanta VA Healthcare Services:

Joseph Maxwell Cleland Atlanta VA Medical Center (JMC AVAMC) 1670 Clairmont Road Decatur, GA 30033-4004

Fort McPherson VA CBOC (FTM) 1701 Hardee Avenue, Southwest Atlanta, GA 30310-5110

Trinka Davis Veterans Village CLC | Carrollton VA CBOC (TD) 180 Martin Drive Carrollton, GA 30117-2425

PERIODS OF PERFORMANCE:

July 1st, 2025 to July 31st, 2030

CONTRACT TYPE: Firm Fixed Price Base Plus 4 Option Years Contract for Remainder of FY2025-FY2030

WORKING HOURS: Work shall be completed during normal working hours of 7 a.m. & 4 p.m. Monday through Friday.

Contractor may work outside of normal working hours with approval from the COR. All Preventative Maintenance work shall be scheduled through the COR and/or the respective Facility Operations Specialist one week in advance. Work shall be performed in a manner to avoid disruption of Patient Care.

PROJECT INTENT: The intent of this project is to continue service for patient care; troubleshoot, repair, maintain, for all three owned sites of care; upgrade the signal distribution infrastructure at the JMC AVAMC; convert in-house analog channels for the Chapel and Pete Wheeler Auditorium to HD at JMC AVAMC; provide an optional in-house informational HD channel for FTM and TD; and compile an asset inventory to include but not limited to existing master antennas, stationary dishes, automatic dishes, reverse-band dishes, slimline dishes, head-end equipment, equipment racks, and respective cable distribution boxes off the master antennas located in all three facilities.

PROJECT END RESULT: The result of this project will provide an asset inventory, entertainment service for patients, and repair of infrastructure issues for TV channel signal distribution of all three owned sites of care and uninterrupted Direct TV or Dish Network and OTA services, equipment repairs, site infrastructure for signal distribution, and maintenance contract for the remaining FY2025 to FY2030 beginning July 1, 2025 to July 31, 2030.

SAFETY REGULATIONS: The VA Safety Officer and COR shall have full authority to verify that the contractor obeys all Federal, State, and local safety rules and regulations relative to the fulfillment of this contract. State and VA rules must always be followed. Contractor must comply with VA infection control and construction risk assessment requirements.

1. Background:

Joseph Maxwell Cleland Atlanta VAMC, Fort McPherson VA, and Trinka Davis Veterans Village CLC | Carrollton VA Community Based Outpatient Clinic require satellite cable television programming for patient entertainment and news services. This television programming will be distributed through existing MATV head-end system (if compatible for service provider, or new system if not), any related dish services, and related cable distribution equipment and infrastructure for Fort McPherson VA CBOC | Residential Rehabilitation Domicile. An upgrade of the infrastructure for JMC AVAMC is required and programming will be provided with existing legacy infrastructure to provide service with minimal disruption as possible until upgra. Distribution infrastructure upgrade at JMC AVAMC shall be started and completed after initial installation of new or change over to existing head end MATV system is completed and resulting issues from install are resolved first. Service disruption will be kept at a minimum at JMC AVAMC as the signal distribution infrastructure upgrade is completed.

2. Performance Period:

The contractor shall complete the work required under this PWS in 60 calendar days from date of award, unless otherwise directed by the Contracting Officer (CO).

3. Type of Contract:

Firm Fixed Price Base Plus 4 Option Years Contract for FY2025-FY2030

A. GENERAL REQUIREMENTS

For every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task, and along with associated sub-milestone dates. The contractor's subtask structure shall be reflected in the technical proposal and detailed work plan.

All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

Where a written milestone deliverable is required in draft form, the VA will complete their review of the draft deliverable within 15 calendar days from the date of receipt. The contractor shall have 15 calendar days to deliver the final deliverable from date of receipt of the Government’s comments.

DIRECTV Account’s Respective of Facility to be Covered for Continued Service:

1. Joseph Maxwell Cleland Atlanta VA Medical Center (JMC AVAMC)

2. Fort McPherson VA Clinic (FTM)

3. Trinka Davis Veterans Village | Carrollton VA Community Based Outpatient Clinic (TD)

Contractor is to provide satellite cable television programming to the Joseph Maxwell Cleland Atlanta Veterans Affairs Medical Center, Fort McPherson VA facilities, and Carrollton Trinka Davis Veterans Village.

The channel programming is listed in the following tables.

Joseph Maxwell Cleland Atlanta Veterans Affairs Medical Center

Channel Description Channel Description

1 TV CHANNEL GUIDE 30 ANIMAL PLANET

2 LOCAL ABC 31 COMEDY CENTRAL

3 LOCAL NBC 32 TNT

4 LOCAL CBS 33 TBS

5 LOCAL FOX 34 TV LAND

6 LOCAL UNIVISION 35 FOOD NETWORK

7 LOCAL CW 36 HALLMARK CHANNEL

8 WUPA (PEACHTREE TV) 37 FX

9 NMX (NEWS MIX) 38 TLC

10 CNN 39 USA NETWORK

11 HLN 40 AMC

12 MSNBC 41 A&E

13 C-SPAN 42 AMERICAN HEROES

14 C-SPAN2 43 TCM

15 CNBC 44 TRUTV

16 FOX NEWS CHANNEL 45 WE TV

17 ACCUWEATHER 46 BET

18 DISCOVERY CHANNEL 47 CMT

19 CARTOON NETWORK 48 PARAMOUNT NETWORK

20 DISNEY EAST 49 VICE

21 ESPN NEWS 50 ATLANTA VAMC CHAPEL

(LCI LOCAL IN HOUSE CH)

22 HISTORY CHANNEL 51 PETE WHEELER

AUDITORIUM

(LCI LOCAL IN HOUSE CH)

23 NATIONAL GEOGRAPHIC

24 HGTV

25 SYFY

26 ESPN

27 ESPN2

28 FXX

29 FREEFORM

Fort McPherson VA Clinic CBOC | Residential Rehabilitation Domicile

1 TV CHANNEL GUIDE 26 ESPN

2 LOCAL ABC 27 ESPN2

3 LOCAL NBC 28 FXX

4 LOCAL CBS 29 FREEFORM

5 LOCAL FOX 30 ANIMAL PLANET

6 LOCAL UNIVISION 31 COMEDY CENTRAL

7 LOCAL CW 32 TNT

8 WUPA (PEACHTREE TV) 33 TBS

9 NMX (NEWS MIX) 34 TV LAND

10 CNN 35 FOOD NETWORK

11 HLN 36 HALLMARK CHANNEL

12 MSNBC 37 FX

13 C-SPAN 38 TLC

14 C-SPAN2 39 USA NETWORK

15 CNBC 40 AMC

16 FOX NEWS CHANNEL 41 A&E

17 ACCUWEATHER 42 AMERICAN HEROES

18 DISCOVERY CHANNEL 43 TCM

19 CARTOON NETWORK 44 TRUTV

20 DISNEY EAST 45 WE TV

21 ESPN NEWS 46 BET

22 HISTORY CHANNEL 47 CMT

23 NATIONAL GEOGRAPHIC 48 PARAMOUNT NETWORK

24 HGTV 49 VICE

25 SYFY

Trinka Davis Veterans Village | Carrollton Clinic VA CBOC

Local Control Options Description

1 62 rooms DirecTV Residential Experience (DRE) 2 5 room Public Viewing

2 FOX 5 60 STARZ ACTION

3 ABC 61 BLANK

4 WATL 62 STARZ IN BLACK

5 CBS 63 STARZ FAMILY

6 WATC RELIGION 64 STARZ CLASSIC

7 PEACHTREE TV 65 BLANK

8 ABC 66 STARZ SUSPENSE

9 PBS 67 STARZ WESTERN

10 CW 68 ENLACE

11 UNIVISION 69 ESPN

12 NBC 70 ESPN 2

13 GEORGIA PUBLIC

BROADCAST

71 ESPN NEWS

14 MENU 72 ESPNU

15 A&E 73 GRTV (BLANK)

16 FREEFORM 74 SHOP HQ

17 AMC 75 EWTN

18 RCTV 76 FOOD NETWORK

19 AHC AMERICAN HEROES

CHANNEL

77 FOX BUSINESS NEWS

20 ANIMAL PLANET 78 FOX NEWS

21 UNIVISION (BLANK) 79 FOX SPORTS ONE

22 REELZ 80 FOX SPORTS TWO

23 FOX SPORTS SOUTH 81 BLOOMBERG TV

24 BBC AMERICA 82 FUSE/GET TV

25 UPTV 83 MTV2

26 BET 84 FX

27 SCI 85 FXM

28 BOOMERANG 86 FXX

29 BRAVO 87 FYI

30 BIG TEN NETWORK 88 GALA

31 ONCE MEXICO 89 WEATHER CHANNEL

32 CARTOON NETWORK

EAST

90 INSP

33 CBS SPORTS 91 GOLF NBC

34 SPORTSMAN CHANNNEL 92 GREAT AMERICAN

FAMILY

35 SYFY 93 GAME SHOW NETWORK

36 CTN RELIGION 94 VICE

37 TBN INSPIRE 95 HALLMARK

38 TBS 96 HGTV

39 CMT 97 HISTORY

40 CNBNC 98 HITN SPANISH

41 TCM 99 HLN

42 CNN 100 HSN

43 COMEDY CENTRAL 75 EWTN

44 COOKING CHANNEL 76 FOOD NETWORK

45 CSPAN 77 FOX BUSINESS NEWS

46 CSPAN 2 78 FOX NEWS

47 DAYSTAR 79 FOX SPORTS ONE

48 DESTINATION AMERICA 80 FOX SPORTS TWO

49 DISCOVERY 81 BLOOMBERG TV

50 DISCOVERY FAMILY 82 FUSE/GET TV

51 DISCOVERY LIFE 83 MTV2

52 DISNEY 84 FX

53 DISNEY JR 85 FXM

54 DISNEY XD 86 FXX

55 TEEN NICK 87 FYI

56 E NETWORK 88 GALA

57 BLANK 89 WEATHER CHANNEL

58 AXSTV 90 INSP

59 STARZ ENCORE 91 GOLF NBC

92 GREAT AMERICAN

FAMILY

112 CARTOON NETWORK

93 GAME SHOW NETWORK 113 MLB NETWORK

94 VICE 114 TURNER MOVIE

CHANNEL

95 HALLMARK 115 MSNBC

96 HGTV 116 MTV2

97 HISTORY 117 AUD (BLANK)

98 HITN SPANISH 118 NAT GEO WILD

99 HLN 119 NATIONAL GEOGRAPHIC

100 HSN 120 NBA TV

92 GREAT AMERICAN

FAMILY

121 NNBCS (BLANK)

93 GAME SHOW NETWORK 122 UNIVISION (BLANK)

94 VICE 123 NFL NETWORK

95 HALLMARK 124 NHL NETWORK

96 HGTV 125 NICK JR

97 HISTORY 126 NICKELODEON

98 HITN SPANISH 127 NICK TOONS

99 HLN 128 NRB RELIGION

100 HSN 129 OVATION

101 ID 130 OXYGEN

102 INSP (DUPLICATE) 131 CDTV(BLANK)

103 IFC 132 POP

104 ION (BLANK) 133 PURSUIT OUTDOORS

NETWORK

105 TRAVEL CHANNEL

106 THE WORD NETWORK

107 USA NETWORK

108 LIFETIME MOVIE

NETWORK

109 LIFETIME

110 LINK (BLANK)

111 LOGO

Rates for additional outlets that may be added to this contract in the future shall be at the same rate as the rates of the effective contract period. Atlanta VA HCS shall notify the contractor of any changes in the number of outlets specified herein.

Satellite TV receiving equipment shall be the property of the contractor. Replacement of failed receivers, signal distribution infrastructure parts, antenna, equipment, and other related components shall be included at no extra cost to Atlanta VA HCS. Replacement for the satellite TV receivers, signal distribution infrastructure parts, components, parts, and equipment shall be accomplished within 48 hours after notification of failure to the contractor. Contractor shall respond and send a technician to site having issue within 48 hours of notification of a failure if a technician is required for troubleshooting, install, and repairs. Contractor shall bill to the correct correlating CLIN for emergency or standard troubleshooting, install, and/or repairs. Contractor shall provide reasons for continued troubleshooting and repairs and progress if more time and/or more parts are needed in writing to COR and site POCs via email within 24 hours of each day they are on site for troubleshooting, repairs, and installs. Atlanta VA HCS Healthcare Technology Management (HTM) designees and CORs shall be responsible for working cooperatively with the contractor to install and activate any replacement receiver.

For All visits by Contractor:

Contractor will be required to sign in at the location designated by the COR or Facility Operations Specialist (FOS) after contract award before beginning a service call, emergency service, etc. Upon completion of inspection and/or emergency repair the Contractor shall leave a copy of the service report with the using service and submit to the same location as designated above a service report annotating what repairs, service, calibration, etc., were performed and whether preventive maintenance was done. Each service report shall include the name of the contractor, name of Field Service Engineer (FSE), date, time (starting and ending), equipment downtime, hours of labor including costs (when emergency service is authorized outside of normal working hours), the parts utilized including costs, purchase order CLIN # (when emergency service is authorized outside of normal working hours), the nature of the problem, the nomenclature of the item repaired (serial number & inventory number), and the room number where equipment is located. The service designee, COR, contractor, and FOS will attest that the equipment is in satisfactory working order and is functioning at an acceptable level of performance. The contractor shall sign out at the designated location before leaving. The Contracting Officer’s Representative (COR), Facility Operations Specialist (FOS), or VA’s designated alternate in the using service has the authority to approve/request a service call from the contractor.

Execute work to interfere as little as possible with normal functioning of Medical Center as a whole, including operations of utility services, fire protection systems and any existing equipment, and with work being done by others. Use of equipment and tools that transmit vibrations and noises through the building structure, are not permitted in buildings that are occupied jointly by patients or medical personnel, and Contractor’s personnel, except as permitted by COR where required by limited working space.

No utility service such as water, gas, steam, sewers, electricity, or fire protection systems and communications systems may be interrupted without prior approval of the FOS and/or the COR. Electrical work shall be accomplished with all affected circuits or equipment deenergized. When an electrical outage cannot be accomplished, work on any energized circuits or equipment shall not commence without the Medical Center Director’s or clinical site manager’s prior knowledge and written approval. The vendor shall submit a request to interrupt any such services to the FOS and/or the COR, in writing, 48 hours in advance of proposed interruption.

Request shall state reason, date, exact time of, and approximate duration of such interruption.

Any critical system outages will need to be scheduled by the FOS and/or COR prior to performing the work. All VA HCS policies and procedures will need to be followed thoroughly and notifications to the VA HCS executive leadership members (ELT) and respective service lines conducted at a minimum of three weeks prior to the outage.

Contractor request shall state reason, date, exact time of, and approximate duration of critical utility outage.

All PPE must be dawned and discarded per VAMC policies and regulations when working in areas that require personal protection equipment.

VA reserves the right to close or shut down the project site and order the vendor’s employees off the premises in the event of a national or VAMC emergency. The vendor may return to the site only with the written approval of the Contracting Officer.

Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police, and other emergency response forces in accordance with NFPA 241.

Means of Egress: Do not block exiting for occupied buildings, including paths from exits to roads. Minimize disruptions and coordinate with the FOS and/or the COR.

All Buildings shall be occupied during performance of work. Contractor shall take all measures and provide all material necessary for protecting existing equipment and property in affected areas against dust and debris, so that equipment and affected areas to be used in the Medical Center’, CBOCs, & CLC operations shall not be hindered.

Coordinate alteration work in areas occupied by Department of Veterans Affairs so that Medical Center and clinic operations shall continue during the installation period.

The contractor shall maintain neat and orderly work areas and shall clean area of debris and rubbish daily and dispose of waste materials offsite per hospital policies.

All work shall be performed in full accordance with applicable local and Federal regulations. All equipment and installation shall conform to the recommendations of National Fire Protection Association (NFPA), and National Electrical Code (NEC). No departures from specification requirements shall be permitted without written approval.

The Supplier shall use good safety practices while working. All hardware should be installed in such a manner to minimize damage and maximize patient and employee safety. All equipment and procedures shall conform to OSHA, NEMA, NIST, and ANSI Standards. All installations for all three owned facilities shall conform to VARR and FAR standards.

New work shall be installed and connected to existing work neatly, safely, and professionally. Disturbed or damaged work shall be replaced or repaired to its prior conditions.

All items furnished shall be free from defects that would adversely affect the performance, maintainability and appearance of individual components and overall assembly.

Where the Government determines that the vendor has installed equipment not conveniently accessible for operation and maintenance, equipment shall be removed, and reinstalled or remedial action performed as directed at no additional cost to the Government.

B. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

Description of Tasks and Associated Deliverables:

The contractor shall provide the specific deliverables described below within the performance period stated in this

PWS.

RF Signal Standards and Specifications Requirements:

1. Analog:

Analog = 0 to +10 dBmV

(add 3 dBmV for DOCSIS)

Target SNR (C/N) = 43 dB or Higher at TV

(Lowest & Max Instrument SNR reading = 24 dB & 48 dB)

2. Digital/IP Signal:

Digital QAM (64 or 256) = -5 to +5 dBmV

(add 3 dBmV for DOCSIS)

Target BER for any QAM Pre or Post FEC = 1 E - 9

Target MER for 256 QAM = 31 dB or Higher

Target MER for 64 QAM = 27 dB or Higher

(Lowest & Max Instrument MER reading = 24 dB & 40 dB)

Equipment Install:

1. During install contractor shall ensure all splitters, amps, antennas, and racks are properly grounded and bonded at all 3 facilities to prevent damage by lightning strikes, power surges, and similar events.

2. Contractor shall provide uninterruptible battery backup systems (UPS) that keeps head end system equipment running via battery for at least 30-60 minutes to prevent damage from surge and allow a proper shutdown of computer and equipment if needed. These UPS will be provided at no cost to the AVAHCS for head end systems at all 3 facilities covered in this contract.

Preventive maintenance (PM):

1. Quarterly PM services and inspections during the months of [October, January, April, and July] in the Government’s fiscal year. The Facility Operations Specialist or the Contracting Officer Representative must approve any deviations from this schedule in advance.

2. PM will be performed in accordance with manufacturer’s PM service manual and checklists. One (1) copy of the PM procedures must be presented electronically to the Contracting Officer and/or the COR. Failure to provide these procedures may result in delay of payment or non-payment.

3. PM’s will be scheduled to coordinate equipment availability for the FSE. The contractor shall call the location designated by the Engineering Supervisor two (2) days in advance to schedule a time for equipment PM that is agreeable to the using service and the contractor.

4. Contractor trained service representative or service technician shall perform PM service and inspections.

5. Prior to beginning maintenance, the contractor is expected to perform a visual inspection of the equipment for any previously unreported damage and notify the COR or the VA’s Field Service Engineer (FSE) if any damage is discovered.

6. During the PM the Contractor shall perform PM to correct or maintain the equipment to meet or exceed the manufacturer’s factory specifications. Any calibration or repair procedures or adjustments necessary to assure accurate and reliable equipment operation will be performed at this time.

7. The Contractor is responsible for noting in writing (report form) any uncorrected deficiencies. Notation will include the type of deficiency noted, dated, and initialed. Any deficiency discovered which is a hazard will immediately be called to the attention of both the using service and VA’s Facility Engineering Supervisor.

Periodic PM Activities: At a minimum, the following PM Service activities are required.

a. Check Cable Communication & Network: Validate the connectivity of all cable distribution and Operator Workstations (OWS) (desktop and laptop computers), servers, and network components (repeaters, switches, hubs, head end equipment, antennas, dishes, cable distribution boxes, racks etc.). Investigate and remediate any issues found.

b. Cable TV Investigation and Troubleshooting: The Contractor shall provide investigation, troubleshooting, and repair services for issues related to the equipment, firmware, hardware, and/or software as required.

1. The Contractor shall communicate with the Facility Operations Specialist and/or the COR since the last visit to determine if there are any operational issues which need to be checked.

2. The Contractor shall determine the cause(s) of any problems found and determine the repairs and/or modifications that will be needed to correct these problems.

c. Cable TV Backup Retention (Quarterly): The Contractor shall create a current backup of the data, programming, settings, license files, and any other files necessary to restore Cable TV, Operator Workstation (OWS; Desktop or laptop computer), or Server.

1. Each backup shall be configured to allow Atlanta VA HCS HTM Electronics Shop staff to recover the associated Cable TV distribution in the event there is a system failure.

2. Step by step instructions on how to recover a controller, OWS or Server shall be included with each backup.

d. Rack, Controller and Wiring Inspection:

1. Physically inspect all field cable distribution controllers and racks for damage, excessive dirt or moisture and clean/vacuum as necessary.

2. Verify proper configurations.

3. Verify all amps, splitters, taps, antennas, and head end equipment is properly bonded and grounded to prevent damage from power surges, lightning strikes, and electrostatic discharge (ESD) across cable lines and equipment to prevent damage to infrastructure and head end connections, parts, and equipment.

4. Inspect all connections, wire raceways in panels and wire arrangements. Remove any abandoned devices and wiring and update Cable diagrams as may be necessary to reflect current arrangements and configurations.

5. Verify condition of local battery / UPS that may be connected to the power source. If local UPS is having an issue or needs replacement notify COR and/or site POC for approval and bill to correlating CLIN and site.

e. Confirmation of Sequences: The Contractor shall review the operation of cable distribution-controlled equipment / systems and confirm that the functionality corresponds with the intended operation. When equipment / systems do not operate as described in the communication sequences, Contractor shall review the associated programming, cable distribution controllers, wiring, etc... and determine the cause.

1. The Contractor shall consult with COR, Facility Maintenance personnel, and the Facility Supervising Engineer to determine if functionality that does not correspond with the sequences is legitimate or if it is a deficiency that needs to be corrected.

2. If it is determined that the functionality discovered is not correct, the Contractor shall adjust and modify programming as needed to reinstate the functionality in the Sequences of Operation.

Asset Inventory (AI):

1. Quarterly AI services and inspections during the months of [October, January, April, and July] in the Government’s fiscal year. The Facility Operations Specialist or the Contracting Officer Representative must approve any deviations from this schedule in advance.

2. Initial AI service will be performed in the 1st quarter of award during the months of [October, November, and December] for all three owned sites of care. One (1) copy of the AI findings must be presented electronically to the Contracting Officer, COR, and the (P.O.C.) Points of Contacts listed within this document. Failure to provide these procedures may result in delay of payment or non-payment.

3. Additional quarterly inventories for [January, April, and July] will be updated throughout the base plus 4 obligation. One (1) copy of the AI findings must be presented electronically to the Contracting Officer, COR, and the (P.O.C.) Points of Contacts listed within this document. Failure to provide these procedures may result in delay of payment or non-payment.

4. AI’s will be scheduled to coordinate equipment availability for the FOS. The contractor shall call the location designated by the Engineering Supervisor two (2) days in advance to schedule a time for equipment AI that is agreeable to the using service and the contractor.

5. Contractor trained service representative or service technician shall perform AI service and inspections.

6. Prior to beginning Asset Inventory, the contractor is expected to perform a visual inspection of the equipment for any damage and notify the COR or the VA’s Field Service Engineer (FSE) if any damage is discovered.

Periodic Asset Inventory Activities: At a minimum, the following AI Service activities are required.

a. Updated Asset Inventory: When work is performed which modifies the existing Cable TV hardware / software configuration and/or programming, the Contractor will be responsible for providing updated As- Built documentation to accurately reflect the new state.

1. Modifications shall be made to reflect any changes made to the Systems by the Contractor and any permanent changes to the Equipment discovered by the Contractor but not previously documented.

2. Modifications shall be made to reflect any physical changes made to the Cable TV Network, to include but not be limited to wiring changes, changes to controller configurations, addition, or removal, etc.

3. Any new Cable TV Software and/or Hardware Licenses associated with the work performed shall be provided. Licenses shall be fully documented, and information provided in a manner that allows FSE and/or COR to work directly with the both the Vendor and satellite cable TV provider.

b. Review of Facility Equipment and Infrastructure: Parts for which product data indicates there is a defined operating life expectancy shall be tracked. Equipment, Cable Distribution Controllers, Racks, Antennas etc.… that are outdate and recommended for replacement will be compiled by the Vendor with the following information:

i. Name of Manufacturer

ii. Name of Product Line

iii. The Model of each type of part/equipment

iv. The Part Number of each type of equipment/part needing replacement

v. The quantity of each type of equipment/part being replaced

vi. Any applicable related software/firmware

c. Cable TV Equipment and related Software: For the Cable TV distribution equipment, review the system and provide an assessment of and recommendations regarding the condition, level of functionality, age, possible obsolescence, possible need for upgrades or replacement, etc. of all or any portion of the system.

1. Cable TV head end equipment: The Contractor shall review the CATV hardware/software installed to determine if the hardware/software needs an upgrade.

a) If the software needs to be upgraded, it shall be ascertained if upgrading the software is possible with the current operating system/computer combination.

b) Software that is not of the most current version is not considered in and of itself a justification for upgrading the software. Other factors justifying the need for an upgrade must be presented. Supporting information justifying the recommendation shall be provided.

c) Provide equipment for future and immediate expansion of cable channels for all 3 facilities for at least 10 channels in the rack for the head end for channel distribution.

d) A description of the effort involved, and a cost estimate shall be provided if the hardware/software needs to be upgraded.

2. Missing Cable TV OWS: Under circumstances where an operator workstation (OWS) is found to be missing (typically a laptop computer) the Contractor shall determine what hardware/software is needed. A description of the effort involved in providing the missing OWS and a cost estimate, shall be provided if a OWS is needed.

3. Cable TV Distribution Controller Assessment: The Contractor shall review the various models of controllers, cable boxes, racks, and any distribution equipment installed and determine if any of the equipment is obsolete, are no longer available from the manufacturer and/or are no longer supported by the manufacturer.

a) Documentation from the manufacturer that clearly indicates one of these conditions exists shall also be provided.

b) A description of the effort that would be involved and a cost estimate for this effort shall be provided if the controller(s) needs to be updated or replaced.

c) Work of this nature will not be considered by the COR if supporting documentation from the manufacturer is not provided.

d. Inventory Retention: While performing PM services, the Contractor shall take inventory of each existing controller that is integrated or needs to be integrated into the Cable TV network at each identified site of care. Inventory data collection shall be performed once, during the initial site visit. The Cable TV Inventory shall be updated during subsequent PM’s and resubmitted if it is found that changes have been made that affect the inventory data. The intent of this requirement is to take a full inventory of each installed controller and related equipment to document all the programming and physical hardware points in each system.

1. Inventory data collection for each controller shall include the following information. Separate inventory data collection documents shall be provided for each outlined site of care:

a) The quantity and locations of Cable TV equipment and the software installed on each of these locations. (Operating System, software, production software, encryption software, etc.)

b) The locations of each OWS, Antenna, Dish, Rack and equipment within the rack, Switch, Repeater, Cable box, etc.… shall be reflected within the inventory respective of the following criterion:

i. Name of Manufacturer

ii. Name of Product Line

iii. The Model of each type of equipment.

iv. The Part Number of each type of equipment.

v. The quantity of each type.

vi. Any applicable related software/firmware.

2. The Contractor shall generate a document containing a database printout of the satellite cable TV equipment, and other settings defined for each facility.

Manufacturers’ Recommended PM: It is the responsibility of the Contractor to perform all Satellite Cable TV Equipment Manufacturers recommended PM for the installed service provider (Direct TV/Dish Network).

This shall be completed in addition to the tasks listed above if there are any discrepancies between what is required by this statement of work and the Manufacturers’ recommended PM.

Deficiency Reporting: All problems, issues, failures, etc. related to the Satellite Cable TV and/or the equipment / systems controlled and/or monitored by the Vendor, discovered by the Contractor while performing any of the PM Services described shall be considered Deficiencies. All Deficiencies (open or closed) shall be documented in the PM Report and submitted to the FOS and/or COR.

Parts:

1. The contractor shall furnish and replace parts to meet equipment specifications. The contractor must have ready access to all replacement parts. Contractor shall maintain a sufficient stock of all parts (meeting manufacture’s design and specification) needed for repair and maintenance of the equipment or be able to secure needed parts within five (5) calendar days. All parts supplied shall meet manufacturer approved specifications. This contract shall include all parts for PM/emergency service repairs and emergency after-hours service. The contractor shall use new parts only. When requested, the contractor shall provide the respective Atlanta VA HCS facility with a letter from the manufacturer of the equipment specifying that all parts for the equipment will be sold to the contractor. All replacement parts provided under this contract shall be warranted for a period of one (1) year for replacement of same including all applicable costs, e.g., travel, labor, etc. If published or issued by the equipment manufacturer, field service software/hardware updates/upgrades will be provided at no additional cost (to include parts and labor) during the contract period.

2. Software restoration shall be included in this contract. Contractor will reinstall the application software, database software, and operating system upon any failure that requires software restoration to return the system to full functionality.

Software Support:

1. Software support services include phone assistance during normal hours of coverage. The Contractor will assist with questions on using the application, on identifying and resolving problems, on recovering from system failure, and on implementing workarounds.

2. When authorized by the COR or Facility Engineer, the Contractor may access the system remotely to diagnose software problems if applicable. Contractor shall provide documentation if any site of care identified does not have this capability for future procurement needs.

3. When the Contractor determines that system performance has malfunctioned due to a software problem and cannot be restored remotely, technical personnel shall be dispatched to the respective site of care to resolve the problem. Response times and coverage hours in the section, Normal Hours of Coverage, Response Time & Emergency Services will apply.

4. System administration services are included.

Updates:

1. Parts and labor costs for all software and hardware updates offered by the equipment manufacturer will be included in this contract.

2. Hardware updates are defined as hardware replacements offered by the equipment manufacturer to a) restore the equipment to existing functionality due to discontinued availability of parts or support of the equipment; b) correct defects in the intended application of the equipment; c) enhance existing functionality of the equipment;

or d) accurately process date data.

3. Software updates are defined as those offered by the equipment manufacturer which a) correct defects in the application software; b) enhance existing functionality in the software; c) ensures accurate processing of data;

d) update the operating system software as required to install a, b, or c. New functionality is usually not included in a software update.

Normal Hours of Coverage, Response Time & Emergency Service:

1. All PM/emergency service repairs will be performed during normal hours of coverage (unless emergency after-hours service is requested). Emergency service after hours will be performed only when requested by COR, Field Service Engineer, or VA’s designated alternate in the using service. Billing will include time on-site only, i.e., labor costs; travel time will not be covered. When emergency after hours service is authorized, Contractor may be issued a VA purchase order CLIN # to cover costs associated with applicable repairs. Work performed outside normal hours of coverage without approval will be considered service during normal hours of coverage.

2. Normal hours of coverage for emergency service repairs or PM are Monday through Friday from 7:30 AM to 4:00 PM excluding Federal holidays. Federal holidays are: New Years Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

3. Contractor will provide a 24-hour telephone number for emergency service assistance. Contractor is responsible for notifying VA immediately if the 24-hour telephone number for emergency service is changed.

Contractor will provide software phone support if requested.

4. Contractor will respond to all emergency service or emergency after-hours service calls by phone normally within two (2) hours, but no more than four (4) hours. Contractor will provide an on-site response time of no more than four (4) hours or next business day if call is made after 1:00 p.m. and be required to repair the equipment and place it back in service within twenty-four (24) hours after notification by telephone call (unless another specified time is agreed to by the VA representative placing the emergency call request). Above referenced response times are applicable to emergency service calls during normal working hours and emergency after-hours service when requested. Response time is defined as time vendor is first notified until the time vendor arrives on station. Failure to meet the required on-site response or repair time will allow the Government an option to contact a third-party vendor to provide services.

First Look Maintenance:

1. JMC AVAMC-Atlanta HTM Electronics Shop personnel shall respond first to any unscheduled repair requests on covered equipment. If the HTM Electronics Technician determines that assistance is required, the Contractor will be called in and will provide on-site repair services to the respective site of care.

2. If the Contractor determines that additional training of HTM Electronics Shop personnel is required, the Contractor shall, provide the necessary training to bring the primary Electronics Technician(s) up to the Contractor’s standard.

3. Once the COR or Engineering Supervisor has determined that contractor support is required to restore system to operation, response time, normal coverage hours, and emergency services are specified in the section entitled “Normal Hours of Coverage, Response Time & Emergency Service”.

Cooperative Response Support:

1. Contractor shall provide support services to assist Atlanta VA HCS owned sites of care Engineering Section(s) to maintain the systems in this contract in good operating condition. Troubleshooting, consultation, all parts, and on-site backup assistance are included. This cooperative agreement provides the repair support normally needed to sustain system operation in a clinical environment. Services include repair to diagnose and correct system malfunctions and failures, all repair parts to restore system operation, engineering improvements, and on-site backup assistance at no additional cost.

2. Repair includes the diagnosis and correction of system malfunctions and failures necessary to return the system to the performance level that existed prior to the malfunction or failure. Repair may consist of temporary procedures to be followed while a permanent remedy is being sought. Repair will continue, if reasonable progress is being made, until the system is functioning.

3. A toll-free telephone number shall be provided to enable HTM Electronics Shop to obtain assistance with questions on operating procedures, identify problems, resolve system failures, assist troubleshooting, and provide workarounds as needed. Telephone support services shall be available twenty-four (24) hours per day, seven (7) days per week.

4. Web-based technical support tools shall be made available to VAMC HTM Electronics Shop if available.

5. The Contractor may elect to dispatch on-site field support in the event it is deemed necessary to restore system operation.

6. Normal hours of coverage, response times, and emergency services are included in the section of this document entitled “Normal Hours of Coverage, Response Time & Emergency Service”.

7. Contractor personnel shall be responsible for performance of preventive maintenance on covered equipment.

Preventive maintenance includes cleaning, adjusting, lubricating, and testing procedures designed to reduce system failure and/or extend use product life. Parts used for preventive maintenance assigned to facility staff are not included in this contract.

8. If deemed necessary to support the equipment in this agreement, Contractor shall, at Contractor’s expense, provide necessary training to bring support personnel up to the Contractor’s standard.

9. Dedicated Service Program Management

a. Contractor shall maintain a designated Service Program Manager, approved by the HTM Service, who shall serve as the point of contact for all three sites of care.

10. All other sections of this contract are applicable except as noted through deletion or where Contractor and Atlanta VA HCS HTM have mutually agreed upon modification in writing.

Safety and License Requirements:

1. Contractor shall obtain all necessary licenses and permits required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury and/or damage during performance of this contract. Contractor shall be responsible for any injury to their employees as well as for any damages to personnel or Government property that occurs during the performance of this contract that is caused by the Contractor’s fault or negligence. Contractor shall insure that all areas where equipment is serviced under this contract are left in a clean, neat, and orderly condition.

2. Contractor shall provide a current copy of the calibration certificates of all test equipment used to calibrate or adjust VAMC equipment upon request of the Contracting Officer and/or COR. Calibration of test equipment shall be traceable to appropriate governing bodies.

3. Contractor’s service personnel shall follow all applicable hospital policies while on site, i.e., smoking, sexual harassment, etc. The Contracting Officer and/or the COR reserve the right to remove any of the Contractor’s personnel and refuse them permission to work on equipment for serious violations of hospital policies.

4. Contractor’s service personnel shall always wear visible identification while on the premises. A picture ID is preferred.

Removal of Equipment for Off-site Repairs:

1. Approval of the Field Service Engineer or COR must be obtained before removing equipment to the Contractor’s location. A service ticket noting equipment description and other identification information signed by the authorization service personnel shall be provided to the Field Service Engineer or COR before equipment is removed from the respective facility.

2. No transportation charges will be allowed for either repair or shipping the equipment to/from the Contractor’s plant. Contractor will be responsible for any damage or loss of equipment, to/from Contractor’s plant.

Competency of Personnel Servicing Equipment:

1. The Contractor will provide written assurance of the competency of their personnel and a list of credentials of approved service personnel for each model the Contractor services at VA facilities to the Contracting Officer and/or the COR upon request. Contractor will revise this documentation whenever service personnel are assigned or re-assigned to any of the facility locations.

2. The Atlanta VA HCS specifically reserves the right to reject any of the Contractor’s personnel and refuse them permission to work on VA equipment.

C. SCHEDULE FOR DELIVERABLES

Submission Requirements: Documentation of maintenance, testing and inspection activities includes the following: All documentation will be submitted to the COR/FOS. Respective Quarterly, and Asset Inventory.

Name of Activity Date of Activity Inventory of Devices, equipment, or other items Reporting Frequency & Naming Convention Reporting Criterion described in PWS Name and Contact Information Results of the Activity

Quarterly Reporting: (October, January, April, and July):

Submission Requirements: Documentation Parts & Materials: All documentation will be submitted to the

COTR/FSE.

Description of parts and materials purchased.

Date of activity.

CLIN number referenced in PWS.

Running inventory of parts and materials.

Name and contact information.

Results of the Activity.

Submission Requirements Emergency Repair Services (Afterhours and/or Holiday): Evaluated on a case-by-case basis. All documentation will be submitted to the COR/FOS the next following normal workday.

Description of Emergency Date of Activity CLIN number referenced in PWS.

Engineering Supervisor who initiated the call.

Details of what was done, or contingency put in place.

Contractor shall provide physical paper copies and electronic copies of the as-built schematic drawings for any major upgrades and changes for the signal distribution cabling routing and equipment location.

Description of changes Date of Activity(ies) CLIN number referenced in PWS.

Reporting Requirements:

Contractor will provide an electronic record via email to the following staff after each scheduled preventative maintenance service, asset inventory, emergency service.

Points of Contact (POC)

Joseph Maxwell Cleland VAMC Gregory Doss (Primary POC) Electronics Technician & COR for contract HTM Electronics Shop Healthcare Technology Management Service Line gregory.doss@va.gov

(470) 718-6492

Joseph Maxwell Cleland VAMC Dr. Gabriel Hoppock Biomedical Engineer & Alternate COR for contract

HTM Biomedical Engineering Healthcare Technology Management Service Line gabriel.hoppock2@va.gov

(470) 656-3320

Joseph Maxwell Cleland VAMC Laron Murrell Electronics Technician HTM Electronics Shop Healthcare Technology Management Service Line laron.murrell@va.gov

(404) 927-0250

Fort McPherson CBOC Daryl Lewis Facility Operations Specialist | FM Engineering Service Line | 508 Daryl.Lewis3@va.gov

(404) 321-6111 x393989

Trinka Davis Veterans Village CLC | CBOC Adam A Doty Facility Operations Specialist | FM Engineering Service Line | 508 Adam.doty1@va.gov

(404) 889-7966

Billing Information and Frequency:

Commercial vendors seeking invoice or payment status can log into their Tungsten Network account at https://www.tungsten-network.com/customer-campaigns/veteransaffairs/

GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs Financial Service Center PO Box 149971 Austin TX 78714-9971

FSC e-Invoice Contact Information: (877) 353-9791 FSC e-Invoice email: vafsccshd@va.gov

All Invoices from the contractor shall be submitted electronically IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests. For any questions about the e-invoicing program, please contact the following:

Tungsten Network Client Services Phone: 1-877-489-6135 Link: https://www.tungsten-network.com/customer-campaigns/veteransaffairs/ VA Financial Service Center (FSC) Phone: 1-877-353-9791

For Invoice status tracking, the contractor should use the FSC Customer Engagement Portal, link:

https://www.cep.fsc.va.gov/

Contract Line Item Structure: Annual Service, PM Parts & Materials, and EM Parts & Materials:

CLIN Requirements & Description 0001 Annual Service Agreement (Billed Monthly):

Base Year

Each site of care will be delineated by Facility when invoicing against the purchase order for the programming service monthly subscription cost.

0002 Quarterly Asset Inventories (Billed Quarterly):

invoicing against the purchase order for asset inventories completed quarterly to ensure number of TVs with needed subscription have service and is correct and no new equipment or infrastructure parts & components are needed and the amount in place is correct in case a contract modification to correct any related asset inventory updates are needed to cover related costs.

0003 Preventative Maintenance (PM) Parts and Materials (Individual Basis):

a. VAMC shall include $15,000.00 on the Purchase Order for critical parts and labor needed for the duration of the contract period of performance to be replaced during normal business hours.

b. Contractor to handle the ordering and delivery of all critical parts and materials on a trial-by-trial basis as approved by the AVAHCS COR and/or HTM Supervisor.

c. Each site of care will be delineated by Facility when invoicing against the purchase order.

0004 Emergency Repair Parts, Materials and Service (Each Occurrence):

a. Atlanta VA HCS shall include $10,000.00 on the Purchase Order for critical spare parts for the duration of the contract period of performance to be replaced during afterhours calls and holidays.

b. Contractor to handle the ordering and delivery of all emergency repair parts and materials on a trial-by-trial basis as approved by the AVAHCS HTM COR and/or HTM Supervisor.

0005 Initial Install of Satellite TV System and Channel Distribution Equipment (Single Occurrence):

Atlanta VA HCS shall include $10,000.00 on the Purchase Order for the required parts, labor, and equipment install to make the service operational for all 3 facilities covered by this contract.

0006 TV Channel Signal Distribution Infrastructure Upgrade (Single Occurrence):

a. Atlanta VA HCS shall include $30,000.00 on the Purchase Order for the required parts, labor, and equipment from the vendor to upgrade the outdated TV signal distribution infrastructure at the JMC Atlanta VAMC. All related MATV and distribution components, parts, antennas, and equipment must be properly grounded and bonded.

b. If more than $30,000 is needed to complete this project under this CLIN, then a separate Purchase Order will be created for the purchase of this upgrade project for the JMC Atlanta VAMC TV signal distribution…