SOW GI Cables and Install.docx

Statement of Work (SOW) GI Suite HD/SDI and Microscope Cabling Installation

1. Purpose and Background The Rocky Mountain Regional VA Medical Center requires low-voltage video cabling installation services to support procedural-room video display capability associated with Olympus GI scopes/endoscopy system installation and microscope video display connectivity. The work will support clinical visualization workflows in the Gastrointestinal (GI) Suite and related procedural areas by establishing required cable pathways, monitor connections, custom interface plates, room-specific cabling installation, and signal verification.

2. Scope of Work The contractor shall provide all labor, tools, materials, equipment, supervision, transportation, and qualified low-voltage cabling technicians necessary to complete HD/SDI and fiber HDMI cable installations at the VA Eastern Colorado Health Care System, Rocky Mountain Regional VA Medical Center, Aurora, Colorado. The contractor shall route, terminate, secure, label, and verify cabling in accordance with applicable industry standards, TIA/EIA cabling specifications, facility requirements, and the requirements of this SOW.

The contractor shall provide and install new, commercial-grade cabling, custom interface plates, splitter components, terminations, and miscellaneous materials required to support the Olympus GI scopes/endoscopy system configuration. The contractor shall verify room conditions, cable routing, monitor configurations, equipment handler locations, microscope location, and connection points prior to fabrication or installation of custom interface plates or related components. Installed cabling shall be routed, terminated, labeled, and tested to support the intended video signal pathway.

3. Place of Performance Place of Performance: Department of Veterans Affairs, VA Eastern Colorado Health Care System, Rocky Mountain Regional VA Medical Center, 1700 N Wheeling Street, Aurora, CO 80045.

4. Required Work by Area

4.1 GI Procedure Rooms 1 through 4

The contractor shall route and install cables from the WM-DP3 camera box to the monitor boom in each of the four GI procedure rooms. The contractor shall install four HD/SDI cables per room, consisting of two cables per monitor, and shall install one custom 12G/SDI interface plate on the equipment handler in each room.

4.2 Bronchoscopy Room

The contractor shall route and install cables from the WM-DP3 camera box to the dual monitor boom in the Bronchoscopy Room. The contractor shall install six HD/SDI cables and one custom 12G/SDI interface plate on the equipment handler.

4.3 ERCP Rooms 1 and 2

The contractor shall route and install cables from the WM-DP3 camera box to the quad monitor boom in each ERCP room. The contractor shall install six HD/SDI cables per room and one custom 12G/SDI interface plate on the equipment handler in each room.

4.4 Microscope Cabling

The contractor shall install fiber HDMI video cables from the microscope to three monitors. The contractor shall install a custom plate behind the monitors and at the microscope and shall install a 4K HDMI splitter as required for the microscope video pathway.

4.5 Compatibility and Integration

All installed cabling, interface plates, splitter, terminations, and related materials shall be compatible with the Olympus GI scopes/endoscopy system to be installed, associated monitor configurations, room infrastructure, and clinical workflow requirements. The contractor shall coordinate installation requirements to ensure the cabling supports the Olympus system configuration and intended video signal pathway.

4.6 Site Readiness and Routing Verification

Before beginning installation in each work area, the contractor shall verify cable routing, access points, ceiling/wall pathways, required penetrations, above-ceiling conditions, and site constraints. Any access or routing concerns that could affect performance shall be identified to the COR or designated VA representative before work begins in the affected area. The contractor shall not proceed with out-of-scope work without proper written authorization.

5. Line Items

6. Deliverables and Acceptance Criteria The contractor shall complete cable routing, termination, interface plate installation, splitter installation where required, labeling, cleanup, and signal verification in all required areas. Installation will be deemed complete when:

All HD/SDI cables and fiber HDMI video cables are routed, terminated, secured, dressed, and labeled.

All required custom 12G/SDI interface plates and microscope plates are installed.

The 4K HDMI splitter is installed for the microscope video pathway.

Signal path verification confirms clean, functional video signal through each installed connection point.

All work areas are cleaned, and any wall, ceiling, or surface penetrations are restored to hospital standards, including patching, sealing, and painting as applicable.

The COR or designated VA representative has inspected and accepted the completed work.

7. Coordination and Government Responsibilities The contractor shall coordinate all work with the COR or designated VA representative and shall schedule work to minimize disruption to clinical operations. The Government will provide access to the work areas, coordinate room availability, provide escort or badging coordination as required, and make existing Government equipment and infrastructure available as necessary for the contractor to complete the installation. The Government will coordinate with clinical service staff to minimize disruption to patient care operations.

8. Hours of Performance Normal hours of performance are Monday through Friday, 8:00 AM to 6:00 PM Mountain Time, excluding federal holidays, unless otherwise approved by the COR and coordinated with clinical staff. There shall be no additional charge for time spent at the site during or after normal hours awaiting the arrival of additional technicians or delivery of materials.

9. Contractor Qualifications, Materials, Tools, and Equipment Technicians performing low-voltage cabling work shall be fully qualified and licensed as applicable to the work being performed. Fully qualified means the technician has appropriate training and field experience for structured cabling and HD/SDI or HDMI signal systems. The contractor shall provide proof of licensure, training, and competency upon request.

All cabling materials, interface plates, splitter, and miscellaneous hardware required to complete the installation shall be provided by the contractor and included in the contract price. Materials shall be new and commercial-grade. Used or non-commercial-grade cabling materials are not acceptable.

The contractor shall provide all tools and test equipment necessary to complete the installation and verify signal functionality. Test equipment shall be properly calibrated, and calibration certificates shall be provided upon request.

10. Documentation and Reporting The contractor shall furnish a detailed field service report upon completion of work. Payment will not be processed until a properly completed service report is received. The report shall include, at a minimum:

Contractor name and contract or purchase order number, if available.

Technician name(s), date(s), start and end times, and total time spent.

Room-by-room description of services performed, including cable types, quantities, routing paths, termination points, plates, splitter, and installed materials.

Signal verification test results for each installed pathway.

Statement that work areas were cleaned and any penetrations restored.

Technician signature and VA acceptance signature.

11. Safety, Security, and Facility Requirements The contractor shall comply with all relevant safety regulations, hospital protocols, infection-control requirements, and industry standards while performing work. The contractor shall establish and maintain ICRA Level II compliant controls in each room prior to beginning work, as applicable to the installation activity and facility direction.

Contractor personnel shall check in with Biomedical Engineering or the designated VA point of contact before beginning work and shall check out upon completion. Contractor personnel shall wear visible identification badges at all times while on VA property. Contractor tools, equipment, containers, and mobile media are subject to VA inspection and virus scanning as required.

The contractor shall not be issued VA network credentials, shall not remotely access VA systems, shall not transfer VA information outside VA, and shall not store VA sensitive information. If access to sensitive areas is required, VA escort will be provided as required. The contractor shall comply with applicable VA information security, privacy, records management, OSHA, bloodborne pathogen, parking, smoking, and facility regulations.

12. Additional Work and Changes No additional rooms, cable runs, equipment, materials, or work outside the scope of this SOW shall be performed unless authorized in writing by the Contracting Officer. The contractor shall notify the COR or designated representative in writing within 24 hours of discovering any condition that may require work beyond the approved scope. Any additional work must be separately authorized before performance.