S02 -ATTACHMENT 1 -PRODUCT DESCRIPTION_VIDEO STREAMING ENCODER UPGRADE_JUNE 26 2024.docx

ILEAD

VIDEO STREAMING ENCODER UPGRADE

PRODUCT DESCRIPTION

1. Title of Project: Video Streaming Encoder Upgrade

2. Background: The Department of Veterans Affairs (VA), Institute for Learning, Education, and Development (ILEAD) maintains a broadcast facility in St. Louis Missouri, to include a live high definition (HD) video television studio, control room, and Avid post-production. ILEAD utilizes Haivision streaming hardware to support terrestrial delivery of live programming.

3. Objective: ILEAD intends to purchase additional Haivision streaming hardware to integrate with and supplement the VA’s existing Haivision distribution system.

4. Scope of Work: The vendor shall provide the brand name Haivision equipment listed in Mandatory Deliverable Table 1.

4.1. Specific Salient Characteristic Traits of the Havision streaming hardware.

Salient Characteristics:

· Encoder and decoder plug-in modules must be compatible with VA-owned Haivision frames.

· All Encoders and decoder transport secure, low latency, HD video over any network at extremely low bitrates.

· Network Adaptive Encoding

· Multiple inputs, multiple streams for 4-input hardware

· Supported video resolutions HD1080p, HD720, at 60/59.94/50/30/29.97/25Hz, and HD1080i at 60/59.94/50

· Video compression: H.264 (MPEG-4 AVC part 10 / ISO/IEC 14496-10), High Profiles, Baseline & Main Profiles, Up to Level 4.2 and lower intermediate levels, I, IP framing, IBP, IBBP framing, Configurable Group of Picture (GOP) size, Configurable frame rate, Region of Interest Coding, bitrates 32Kbps to 25Mbps, and rate control CBR/VBR.

5. Applicable Documents: NA

6. Mandatory Items to be Delivered: The Contractor shall deliver the mandatory items and provide the specific deliverables described below within the delivery due date stated in this Product Description (PD). If, for any reason, any deliverable cannot be delivered on time according to the below schedule, the Contractor shall provide a written explanation to the Program Manager (PM)/Contracting Officer’s Representative (COR) three days prior to deliverable due date. This written transmittal shall include a firm commitment of when the work shall be completed. This transmittal to the PM/COR shall cite the reasons for the delay and the impact on the overall project.

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

Deliverable 6.1:

The contractor shall provide all deliverables as defined in Table 1.

Table 1, Mandatory Deliverable Table

Due Date

10/100/1000 Ethernet.

channel 3G/HD/SD-SDI

and 3G/HD/SD-SDI output; 16 channel SDI embedded and 2 channel analog audio output.

analog audio input, 1 channel audio output ;

10/100/1000 Ethernet; 12 VDC w/ 90-240 VAC External Power with Locking Connector.

8. Quality Control:

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

8.2 Item Delivery Monitoring: Contractor’s delivery will be monitored by the PM/COR in accordance with the DRS.

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

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

9. Delivery and General Details:

9.1 Deliver by Date: Within 90 days after contract award effective date.

9.2. Place of Delivery: Product shall be delivered and/or installed at:

Department of Veterans Affairs 1 Jefferson Barracks Drive, Bldg. 56 St. Louis, MO 63125 Attn: Jose E. Goire

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

9.3 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:

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

9.5. Travel: None.

9.6 Contract Pre-Award Meeting: The Contractor shall not commence delivery of any items or performance on the tasks in this PD until the CO has conducted a pre-award meeting or has advised the Contractor that the pre-award meeting has been waived.

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

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

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

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

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

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

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

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

14. NARA Records Management

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. VHA Institute for Learning, Education and Development (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 VHA 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 VHA 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 VHA 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 VHA 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 VHA ILEAD policy.

8. The Contractor shall not create or maintain any records containing any non-public VHA 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 VHA 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 VHA 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 VHA-provided records management training, Talent Management System (TMS) Item #4192704, Records Management for Everyone. 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.