SOW Video wall and conf room system maintenance.docx

VETERANS HEALTH ADMINISTRATION

EMERGENCY MANAGEMENT COORDINATION CELL

AUDIO VISUAL SYSTEM PREVENTATIVE AND UNSCHEDULED MAINTENANCE

STATEMENT OF NEED

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

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, earthquakes, etc., 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) functions as a command center for VHA. One tool used to display this information and present it to leadership is via the EMCC video wall and the conference rooms with the supporting AV system.

3. BACKGROUND -VHA OEM staffs the EMCC through the VHA Watch Office and the EMCC staff to accomplish its mission. The audio-visual equipment currently in place at the Foxcroft offices has recently been upgraded and will need to be maintained periodically to keep firmware and software updates current. Additionally, if any of the equipment fails the system will need to be troubleshot and brought back online.

4. PROPRIETARY KNOWLEDGE – The installer of the AV system at Foxcroft, Colossal Contracting LLC, has the sole rights to the installation diagrams, programming of the system components and carries the warranties of all installed equipment. Colossal LLC has the proprietary knowledge of the system organization and developed the wiring and signal routing matrix for the system. Any work performed by an unauthorized technical group will void warranties and could possibly cause damage to the AV system that would cause major rework.

5. OBJECTIVES – The goal is to maintain the entire AV system at Foxcroft and establish the preventative maintenance cycle. The vendor shall establish that the system is properly working in all three conference rooms (208, 212, and 221) and to maintain its function. The vendor will notify the EMCC POC when updates are required and the system will be affected for maintenance actions. The vendor will also be available on-site as required for the troubleshooting of the system when a fault occurs that cannot be solved at the local level or via a telephone call.

6. SYSTEM ANALYSIS – The vendor shall conduct a full inspection and assessment of the AV equipment in the conference rooms and data room and ensure all equipment is functioning properly. The vendor will monitor manufacturer websites for updates to installed equipment and provide semi-annual visits to implement upgrades as required.

7. IDENTIFIED ON-HAND REPAIRABLES – VHA OEM has identified the need to keep certain replaceable items on hand. The items will be maintained in the data room and used by the vendor as required. The VHA OEM POC will replace these items when it is necessary.

8. SERVICE PLAN - The vendor will provide a recommended service plan to the VHA OEM POC for all equipment, updating the software and firmware as required, and the recommended intervals that the maintenance should be performed.

8.1. Breakdown of Service Plan – The vendor will provide a total system service plan that will support the AV system normally during regular business hours M-F 0600-1800. This will include remote support and on-site support. Quarterly preventative maintenance visits will be supported over the term of the contract. The contract will also include the following services at a minimum:

· Remote Diagnostics

· Unlimited next day on-site support

· Unlimited support via phone within 1 hour

· Remote system monitoring

· Complete hardware coverage for all equipment installed by the vendor

· Repair/RMA service

· Two PM visits a contract year

9. PREVENTATIVE MAINTANANCE VISIT – During PM visits the vendor will perform the following checks at a minimum:

· Test all audio and video sources and destinations

· Perform complete check of system controls

· Inspect and clean all touch pads

· Test all projectors and cameras for proper function

· Test all system equipment

· Provide firmware and software updates

· Report any damage to the OEM POC

· Report on aging or End of Life issues of non-vendor installed equipment to OEM POC

· Perform minor corrective actions as able

10. OPTION YEAR MAINTENANCE AGREEMENTS – The vendor will continue to offer the same services for up to four subsequent optional years at the government’s request.

END OF STATEMENT OF NEED