SOW.docx

1. EXECUTIVE SUMMARY

The Tennessee Valley Healthcare System (TVHS) Emergency Preparedness Department has a requirement for an outdoor Emergency Notification System (ENS). This system will expedite the ability to communicate emergency response instructions to staff and veterans; to preserve life at TVHS. Vendor’s solution will capitalize on existing infrastructure and will empower emergency management capabilities at TVHS. The deployment of this solution will be located across TVHS at the Nashville Campus, 1310 24th Avenue South Nashville, TN 37212 and the Alvin C. York Campus, 3400 Lebanon Pike Murfreesboro, TN 37129.

SOLUTION OVERVIEW

Vendor will use the Alertus Emergency Notification System solution. This solution adds on to TVHS’s expandable Alertus emergency management platform, unified mass notification, and provide outdoor notification to the TVHS population. The Vendor solution will consist of:

· Alertus Outdoor Notification System

· Installation by vendor with active "Alertus Federal Certification" for integration

Vendor will deploy Alertus High Power Speaker Arrays (HPSA) to TVHS’s existing Alertus Emergency Notification System solution utilizing the existing TVHS networking infrastructure and enterprise Alertus Emergency Notification System. This will empower TVHS to cover the Nashville and Murfreesboro campuses as designated by the September 17, 2020 TVHS Alertus Acoustic Map and allow TVHS to continue in the future to build their emergency management program “a la carte” to existing and new systems.

The giant voice solution will provide seamless manual one-step, and optional fully automated, activation of text to speech and/or giant voice notification. The giant voice capability can be activated manually with a seamless “one button” activation, mobile app activation via iPhone, iPod and Android devices, and fully automated via notification feeds originating from contact closures, facility I/O sensors, and/or public and private feeds such as weather.com, accuweather, NOAA, and any other notification feed of interest such as but not limited to SMS, CAP, API, RSS/Atom, FACP, and IPAWS.

Specifications must be adhered to; variance or substitution will not be accepted:

The solution shall be:

· All deliverables must be an original manufactured product by a sole supplier to ensure compatibility without multi-vendor integrations.

· The system software shall be certified to be behind TVHS firewalls.

· Outdoor High Power Speaker System requirements: directional horns must be constructed of durable cast aluminum with weight not exceeding 28lb each; spun aluminum is not acceptable due to its potential risk of damage; powder coating is not acceptable due to potential risk damage, maintenance risks, and longevity issues; horns must be of rectangular design and must not exceed 5.5” x 25” and be greater than 5” x 24”. Omni-directional speakers are not acceptable due to their inability to control the directionality of sound waves. Not controlling the directionality of sound waves will lead to disturbing neighboring populations and sound collisions.

· For survivability the solution must contain one amplifier for every two speakers. Multiple audio amplifiers shall be used so one board failure will not render the HPSA inoperable. Class D audio amplifiers shall be used to extend batteries life and reduce maintenance costs. Multiple audio drivers in one speaker are not acceptable due to troubleshooting complexity and for weight.

· The solution shall have the operation control panel (OCP) and communication control unit (CCU) as two separate devices and which cannot be contained in one enclosure to reduce installation cost and the potential for damage.

· For security, DTMF tones as a means of radio modulation shall not be used and Motorola Digital MotoTrbo radios shall be used.

· IP66 rated electronics cabinets shall be used to assure rain, dust and debris does not get inside the enclosure. No substitutes will be allowed.

· The solution shall provide siren tones, pre-recorded messages, and emergency-grade clear speech messaging.

· Emergency notification system requirements: shall provide instant activation and control of all enterprise notification modalities throughout the TVHS such as: Alert Beacons™, fire alarm, desktop notification, big voice capability, peripheral devices such as LED Signs, text-to-speech, electronic door locks, indoor PA, digital signage, CATV override, or other external equipment to extend functionality for future requirements.

· Redundant Communication Capable: Receives notifications from the on-premise server through one or multiple pathways: Ethernet (Standard), WiFi, FM Radio Subcarrier, or RF Paging. Not dependent on cellular or the internet; field proven durability. Interoperable: CAP and available API at no cost

· For warranty the project must be installed by a vendor with active "Alertus Federal Certification" for integration.

In the future TVHS’s Alertus platform can be upgraded to integrate to any additional software or hardware assets that accept integration.

INFRASTRUCTURE SUMMARY

The Vendor solution will use a VA provided server for the Alertus Server Software (v5.4.7 or newer). The VA will be able to communicate through custom, preset messages via text and/or text-to-speech over any or all integrated devices. The software can also integrate automated alert feeds: CAP, open API – including the activation of profiles tied to user-definable CAP alert criteria, customized notifications. This solution also has the ability to monitor data sources and automatically disseminate messages based on content filtering, schedule messages as well as handle recurring messages and prioritized multiple message communication. These messages can be done with integration of SMS text services, zone-able and individually addressable with custom, preset, or map-based notification. The Alertus Solution uses Common Alert Protocol (CAP) interoperability with other systems via automated alert feeds and has the ability to integrate into Active directory.

Vendor will work remotely with the VA to make sure the Server or Virtual Server (VS) is set up correctly.

Vendor will work remotely with the VA to review floor plans for accuracy and identify where the Alertus hardware will be installed. On the floor plans we will need to validate the communication closets where the CAT6 cabling will be pulled to, current switching infrastructure & POE capabilities. This will need to be completed for each building. Once this is completed an on-site survey will occur.

On-site Data Capture:

· Mark on the walls with blue painters’ tape were the Alert Beacons™ will be installed.

· IT closet detail: Identify switch type, port capacity, and POE capabilities of each closet that will be used for the new access points.

· Identify copper standard used on current AP deployment (CAT5, CAT5e, CAT6) o Setup temporary access to networking hardware and management software for on-site work o Do remote troubleshooting where applicable.

· All personnel will adhere to VA guidelines for onsite work etc. Personnel will be determined at kick off meeting.

Vendor will work with the VA to integrate the Alertus solution including setup, tuning, and training. The Team will also configure and validate that all audible visual alert signaling, text display, strobe lights, and text to speech capabilities are configured and functioning correctly.

2.3 CAT6 Cabling Installation

Copper cabling will be provided by a Vendor partner. All cabling will adhere to the VA standards.

2.1.1.1 CAT6 Cabling Deployment o All new copper cables to the outlets will be run overhead in the space above the drop tile ceiling. Cabling will be suspended above drop tile ceiling using compliant hardware such as j-hooks so that no cables lay on the drop ceiling tiles. Existing pathways may be followed and penetrations may be used.

· Route all horizontal cables to the appropriate Telco/LAN closet where they will be terminated in new patch panels.

· Install a 7 foot patch cable between the switch and the patch panel.

· At each of the Alert Beacon™ locations route the cable to a surface mount box and install a 5 foot patch cable between the access point and the surface mounted outlet.

2.1.1.2 CAT6 Cabling Testing and Labeling o All horizontal station cables will be tested with an industry standard cable scanner for Category 6 performance.

· The surface boxes and patch panels will receive machine printed labels using a label scheme suitable to the VA.

2.4 Closure Milestone

Upon completion of the design and deployment milestones, the customer-designated point of contact will certify completion by signing the project acceptance form. Once the acceptance has been provided the customer will be requested to complete a Vendor Customer Satisfaction Survey as part of final project related deliverables and the final step to support full project closure.

2.5 Project Deployment Deliverables

· Project Management specified documentation

· Detailed Design Document

· The fully implemented solution

· Test and Acceptance Document

· Final Configuration Documentation (As-Built) of the implemented solution

· Customer Satisfaction Survey

2.6 Tasks that are Out of Scope

The following tasks are excluded from the project. (A quote for this work can be provided if desired) o Networking hardware o Conduit for CAT6 cabling

3. VENDOR TEAM APPROACH

A dedicated Project Team will be assigned throughout the lifecycle of this process. This will include an Account Executive, the Inside Account Team, a Lead Delivery Engineer and a PM. Additional technical and administrative resource will be brought to bear at appropriate times to ensure a successful completion of the project. Below is a description of the project team:

· Account Executive - Responsible for the overall satisfaction of the Customer’s business requirements. It is the job of the Account Executive to be intimately aware of the Customers business goals, needs and challenges.

· Inside Account Team - This team consists of a dedicated sales person that is available every day to provide hardware quotes and a number of other pre-sales activities.

· Project Manager - Every project that VENDOR is involved in is assigned a PM. The PM is the primary interface to the Customer. They are responsible for ensuring that the Customer always has a current status of the engagement, project risks are communicated promptly and that all technical resources have what they need to get the job done.

· Lead Engineer - When a Customer engages VENDOR to provide a service, whether it’s a design, installation or simply a consulting project, a Lead Engineer is assigned to provide senior technical guidance for the Delivery Team. That Lead Engineer is responsible for ensuring that the right resource is applied to the right task and that the right tasks get done at the right time and in effect, the Foreman of the VENDOR Delivery Team.

· Other Resources - VENDOR has a pool of technical and administrative resources that can be applied at any time at the direction of the Lead Engineer or PM. This includes installation technicians, Professional Trainers, Technical writers, etc.

The combined expertise of the PM and engineers involved will be utilized to effectively manage an engagement of this complexity and importance. While the PM will function as the primary interface for Customer, the engineering team will apply experience and lessons learned from similar project activities and will have ultimate responsibility for Customer satisfaction and adherence to project deliverables and meeting Customer’s

3. PROJECT MANAGEMENT

Vendor will provide the appropriate Project Management strategy in delivering this IT program, as well as assure that effective processes are implemented throughout the complete project lifecycle from project initiation and project planning, throughout project delivery and project closure. Working alongside its partners, Vendor assures that every project adheres to the clear link between our internal organizational strategies in effective resource management, and also adheres to our client’s organizational strategy. We do this through the implementation of effective project management practices that have their foundation with the Project Management Institute (PMI) and state-of-the-art agile project delivery practices.

The Vendor Project Management Team leverages our existing relationships with partner organizations to assure superior expertise and personal touch. We link our project management processes to your mission in order to solve critical challenges with your business and operational continuity in mind.

The Vendor Professional Services Team members hold a variety of professional certifications from highly regarded organizations that establish the baseline for effective project delivery. These certifications include the PMI-PgMP, PMI-PMP, PMI-RMP, CSPO, ITIL, Six Sigma, and Others assuring demonstrated knowledge and professional capability in project delivery.

Vendor engages our customers using our proven four-phased project management approach— PLANNING, DEPLOYMENT, CERTIFICATION, ACCEPTANCE (PDCA)—and methodology. We work with our customers in PLANNING the current IT infrastructure implementation approach and understand the operational challenges and mission-critical goals. Our engineers work directly with the customer’s technical staff for the DEPLOYMENT of the awarded solutions and services. We use customer-approved design documents and other document deliverables for CERTIFICATION that the custom solutions and services deployed specifically meet or exceed the stated requirements of the intended solution and will help the Agency achieve the primary IT goals. Finally, we provide the customer ACCEPTANCE documentation that substantiates and supports all stated milestones and objectives are met, the solution operates as designed and the project is ready for final acceptance.

Specific project deliverables that are provided to support all Vendor Professional Service engagements are as follows:

· Project Kick Off Meeting

· Project Workbook

· Detailed Design Document

· Test and Acceptance Documentation Each of the defined deliverables are tracked, managed and delivered by the Vendor Project manager assigned. The project is not deemed to be complete until all deliverables have been completed and accepted by the customer and the Customer Satisfaction Survey has been returned to Vendor.

· Designate a single point of contact to whom all communications may be addressed and who has the authority to act on all aspects of the services.

· Provide confirmation of the scheduled activity to the Vendor Project Manager, before the Vendor team is dispatched.

· Reasonable access to all customer sites and facilities, including where applicable, computer equipment, telecom equipment, facilities, workspace and telephone for Vendor’s use during the project.

· Adequate secured storage areas on VA sites for Vendor equipment for the duration of the project.

· Provide list of naming schemes and IP addressing for devices as may be applicable.

· Provide list of users, User Groups and desired roles as applicable

· Customer will provide Vendor with all necessary information concerning any and all security considerations and the process to work within any present security policies and processes.

6.1 Project Completion and Acceptance

Upon completion of milestones the Vendor assigned Project manager will notify the customer point of contact we are at the completion stage. Once milestones have been completed, they will submit an acceptance worksheet for signature and approval. After notification of completion VENDOR will assume acceptance after seventy-two (72) hours unless we have been alerted that there are any defects or missed milestones.

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