SPN_ 36C25626Q1268- 8.23.2026.docx

Statement of Work (SOW)

GENERAL INFORMATION

Alexandria VA Medical Center Network Contracting Office 16 Hwy 71 North Pineville, LA 71306-0066

POINT OF CONTACT*

Contract Specialist Salonda Ozier Salonda.Ozier@va.gov 913-946-1969 https://www.va.gov

ADDITIONAL INFORMATION

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

NOTICE OF INTENT TO AWARD SOLE SOURCE

I. The Network Contracting Office (NCO) 16, located at Alexandria VA Medical Center, Network Contracting Office 16, Hwy 71 North, Pineville, LA 71306-0066, intends to solicit and award a Sole Source, Firm-Fixed-Price to one Large Business (LB) source, Lone Star Communications, Inc. Located at 9204 Linwood Ave, Shreveport Louisiana 71106. This will be for Central VA – Overton Brooks VA Medical Center, 510 East Stoner Ave, Shreveport LA 71101. Lone Star Communications, Inc., is the authorized distributor for the Original Equipment Manufacturer (OEM) for government equipment.

The Overton Brooks VA Medical Center in Shreveport, Louisiana, has a requirement for Upgrading panic buttons on existing Rauland 5 nurse call station; replacing existing surveillance camera system and interfacing new system with existing Rauland 5 nurse call station; and replacing existing intercom system and interfacing new system with Rauland 5 nurse call system.

The Government intends to award a firm-fixed price contract to Lone Star Communications, Inc., 9204 Linwood Ave, Shreveport Louisiana 71106.

A determination by the government not to compete this proposed contract action based upon responses to this notice is solely within the discretion of the Government. This Notice ce of Intent is not a request for competitive proposals. This is a written notice to inform the public of the Government intends to award on a sole source basis. Interested parties may identify their interest and capability to respond to the requirement. Any responses to this notice must show clear and convincing evidence that competition will be advantageous to the Government. Please contact Salonda Ozier, Contract Specialist at solanda.ozier@va.gov with responses or questions regarding this requirement. The North American Industry Classification (NAICS) code for this acquisition is 561621, Custom Computer Programming Services. The standard is $25 Million. The estimated award date is Sept 21, 2026. This notice will be closed on Thursday, 27 August 2026, at 10:00AM Central Standard Time (CST).

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute solicitation. All information received in response to this RFI this is marked as proprietary, will be handled accordingly. In accordance with FAR 1.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

The Contractor is required to provide the following products, brand name, including installation at the location outlined in the Draft SOW.

Special Notice Special Notice

Special Notice

1.0 Purpose

The purpose of this Statement of Work (SOW) is to define the Government’s requirement for replacing antiquated and disconnected panic button devices with new Rauland‑Borg Responder 5 (R5) Code Purple (CP) stations and supporting components; replacing the aging 9th‑floor video surveillance system with new equipment; and replace the entry video intercom system on the inpatient mental health unit. The surveillance system and entry video intercom system shall be integrated with the R5 nurse call system. All equipment and systems provided under this SOW shall be fully compatible in form fit and function with the R5 nurse call system.

2.0 Scope

The existing Rauland Responder 5 (R5) is Rauland’s flagship nurse call system. All equipment herein must be installed with tamper proof accessories and have no ligature access points. Equipment must be installed per VA inpatient mental health unit (IMHU) guidelines. The call system is self-contained and does not interface with the VA network.

The contractor shall furnish all labor, materials, supervision, equipment, cabling, programming, testing, and training necessary to install new R5 CP stations, dome lights, domeless controllers, staff stations, input modules, mini consoles, and associated cabling.

The contractor shall remove the existing video surveillance system, install a new camera-based system, integrate privacy key switches with R5 dome lights, and deploy new Power over Ethernet (PoE) switching and recording hardware. The contractor shall furnish all labor, tools, materials, cabling, equipment, installation services, programming, testing, integration, documentation, training, and cleanup necessary to provide a complete and fully operational video surveillance system. All work related to the video surveillance system shall be done on the 9th floor and includes inpatient mental health unit (IMHU) and other 9th floor areas (Occupation Therapy, Gym, and corridors).

The contractor shall provide all labor, supervision, materials, equipment, tools, transportation, programming, documentation, cabling, testing, and training necessary to deliver a fully operational self-contained video intercom system. Work includes removal of existing equipment, installation of new components, system programming, integration with the Responder 5 nurse call system, and staff training.

The surveillance system and entry video intercom system shall be integrated into the existing R5 nurse call system. All equipment and systems provided under this SOW shall be fully compatible in form fit and function with the R5 nurse call system.

The contractor shall perform all work with minimal disruption to clinical operations, ensuring compliance with VA, National Electrical Code (NEC), (National Fire Protection Agency (NFPA), and Joint Commission standards.

3.0 Rauland Responder 5 (R5) – Code Purple (CP) Stations

The contractor shall install new R5 CP stations and replace disconnected or outdated panic button devices according to the location list below.

• All Code Purple (CP) stations must reliably activate alerts at VA Mini Consoles located in the VA Police Department and in the IMHU Nursing Unit Console - the centralized desk hub where clinical staff receive and manage patient alerts. It displays calls, prioritizes alerts, and allows nurses to use two-way audio and programmable keys to communicate with patient rooms and coordinate care. and illumination of corresponding dome lights.

• Protective clear covers shall be installed to prevent accidental activation.

• All installations must be neatly mounted, fully functional, and correctly labeled.

Locations

• Nurses Station: Remove 3 panic buttons; install 2 CP stations and 1 domeless controller.

• Room 9E10: Remove 2 Joint Communications System panic buttons; install 1 CP station and 1 corridor dome light.

• Intake Vestibule: Install 1 CP station.

• Sally Port: Remove disconnected panic button; install CP station and corridor dome light.

• 9W13D Entrance: Install 1 zone light.

• 9W13 Waiting Room: Install 1 zone light.

• 9N8 Corridor: Install 1 zone light.

• 9E1 Conference Room: Install 2 CP stations and 1 corridor dome light.

• 9E30 Treatment Room:

- Remove Dukane staff station

- Install enhanced staff station with Code Blue and Rapid Response buttons

- Install CP station and corridor dome light

- Ensure Joint Commission treatment-room compliance

• 9N1 Occupational Therapy: Replace panic button; add second CP station; install corridor dome light.

• 9N7: Install CP station and dome light.

• 9N5A: Install CP station.

• 9N5 Gym/PT: Replace panic button; install dome light.

• 9N7A Yoga/Exercise Therapy: Install two CP stations and dome light.

3.1 Input Modules

• Contractor shall provide and install fourteen (14) input modules- small hardware interfaces used to connect external, third-party alarm devices directly to the nurse call network, if needed - to integrate CP stations, privacy key-switches, and video intercom interfaces with the R5 system.

Performance Standard Input modules must be programmed correctly for alert routing, dome light illumination, and console notifications.

3.2 Mini Consoles

• Contractor shall install two (2) VoIP staff terminal mini-consoles in Rooms 1W25A and 1W57.

• Connect using CAT5e to the VA R5 subnet with two PoE ports provided by the VA.

Performance Standard Mini consoles shall reliably receive CP activations and allow direct communication with responders.

3.3 Head-End Equipment Integration

Existing National Connector Equipment Connector cabinets, Branch Regional Controller, PoE switches, and power supplies will remain.

• Contractor shall install one (1) new power supply to support expansion.

• Dome light and domeless controller connections shall follow the specified layout:

- Local Network (LNET)1: 1 dome light

- LNET‑2: 7 dome lights/controllers

- LNET‑3: 5 dome lights/controllers Performance Standard System shall function with zero communication drops, and power loading shall stay within manufacturer tolerances.

3.4 Cabling and Wire Management

Contractor shall install plenum-rated cabling as follows:

• CAT5e (L‑Net) & 14 AWG power from NCEC to first dome light; CAT5e daisy-chained thereafter.

• CAT5e (M‑Net) from dome light/controller to CP stations.

• All required back boxes and conduit stubs provided by contractor

• Cable routing via j-hooks; existing j-hooks reused where appropriate.

• All penetrations (physical holes or pathways created through walls, floors, and ceilings to run the system's low-voltage data, audio, and power cables) will be fire caulked.

• Velcro straps are used for cable bundling.

Performance Standards

• Cabling must be certified and labeled.

• Installation shall be clean, secure, and compliant with VA and National Fire Protection Agency (NFPA) standards.

3.5 Software Licensing

Contractor shall provide:

• One (1) 25‑bed PC Console license

• One (1) 25‑bed Reporting license

• One (1) 25‑bed Staff Assignment license

• One (1) 25‑bed Phone Interface license Performance Standard Software must be fully activated and functional on the existing R5 infrastructure.

3.6 Needs Assessment and Training

• Contractor shall conduct an on-site needs assessment prior to installation.

• Contractor shall provide on-site training for clinical and engineering staff on R5 system usage.

Performance Standard Training must be documented and include sign-in sheets and curriculum materials.

4.0 Video Surveillance System Performance Requirements

All work shall be performed at the VA Medical Center – 9th Floor.

4.1 Removal and Replacement

The contractor shall:

· Replace the existing system and turn over all removed equipment to the VA Biomed and will be properly disposed of by the government.

· Install new cameras, key switches, cabling, network equipment, recording system, and monitoring stations.

· Reuse existing cabling at nineteen (19) locations and install new CAT6A plenum cabling from sixteen (16) locations.

· Integrate the video pause‑mode key‑switches with the Responder 5 nurse call system (not required but is possible if desired).

· Configure and verify that all camera views achieve minimum 40 pixels/ft target visibility.

4.2 Patient Room Privacy Key‑Switches Cameras and Controls (9 East – 9E) Install:

• Twelve (12) Camera corner-mount systems (with audio); impact resistant.

• Twelve (12) MKA2 DPDT key-switches with 1 Gang boxes installed in the corridor adjacent to each room.

Key-switch integration:

• Contact set #1: Pauses video feed - One set of Double Pole, Double Throw (DPDT) contact switches shall command the camera to enter video pause mode.

• Contact set #2: Illuminates dome light and notifies R5 console - One set of DPDT contacts switches shall activate the corresponding nurse call dome light and generate a console notification.

Performance Standard Privacy mode shall activate instantly and reliably prevent video display while still logging state changes.

4.3 Corridor Camera Installation

The contractor shall install and configure corridor cameras as follows:

· Nine (9) Security Dome Cameras (recessed mount):

· Four (4) in 9E corridor

· Two (2) in 9N corridor

· Two (2) in 9W corridor

· One (1) in 9W waiting area

• One (1) Multi‑directional Security Camera in the 9N corridor.

• Two (2) Multi‑directional Security Camera 4MP cameras:

· 9W Sally Port entrance and hallway intersection

· 9E Nurses Station area

4.4 Non-Patient Room Coverage

The contractor shall install eleven (11) Security Dome Cameras mounted to ceiling grid in the following rooms and areas:

· 9E1 Conference Room

· 9E30 Exam Room

· 9E29 Medication Room

· 9E2–9E2A Day Room (Two cameras)

· 9E Nurses Station

· 9W3C Sally Port

· 9E Vestibule

· 9N1 OT Room

· 9N5 and 9N7 PT Rooms (Two cameras)

4.5 Network Equipment, Recording Server, and Monitoring Stations The contractor shall provide and configure:

· One (1) 16‑port PoE+ switch

· One (1) 24‑port PoE+ switch

· One (1) WAVE WRT‑P‑5204W‑36TB recording server (36TB storage)

· Thirty‑five (35) WAVE‑PRO professional licenses

· Two (2) monitoring/control stations with:

· 43-inch 4K monitors

· UPS towers

· Full WAVE management interface and access control configuration Monitoring stations shall be located at:

· 9E Nurses Station

· A main monitoring point designated by the VA

4.6 Cabling and Infrastructure Requirements

The contractor shall:

· Reuse existing cabling at 19 camera locations.

· Install new CAT6A plenum cable from 16 locations to new PoE switches.

· Label, test, and certify all cabling.

· Ensure all penetrations are fire‑stopped and compliant with facility infection control requirements.

4.7 Performance Standard

The contractor shall meet the following minimum performance standards:

· Must stream reliably to both control stations and record to the server without interruption.

· All devices shall comply with VA mental health safety mounting requirements.

· Pixel density: Minimum 40 pixels/ft across all monitored areas

· Audio functionality: The cameras/video monitoring system components in patient rooms have the ability for audio access path back to the nurses station.

· Privacy controls: Key‑switches must reliably pause video and trigger nurse call dome lights

· System uptime: 100% operational at acceptance

· Cabling certification: All newly installed cables must pass CAT6A standards

· Mounting: All devices must meet VA mental-health environmental safety requirements

5.0 Entry Intercom System

The contractor shall remove the existing intercom system and install, configure, and test a new Entry Video Intercom System on the inpatient mental health unit. The intercom system will not be connected to the VA network but will be a self-contained system that shall integrate with the existing Rauland Responder 5 nurse call system.

5.1 Removal of Existing Equipment

The contractor shall:

• Remove the existing intercom system, door release buttons, and buzzer components.

• Ensure items are undamaged and delivered to VA Engineering Service for disposition.

• Maintain a clean and safe work environment throughout removal procedures.

5.2 Cabling and Infrastructure

The contractor shall:

• Provide and install Category 6 Augmented (CAT6A) cabling from designated door stations to the nurses station Master Station.

• Provide and install CAT6A cabling between the Master Station and Sub‑Master Station.

• Reconnect existing door release CAT6A cabling to the new Master Station.

• Install all cabling per National Electric Code (NEC), National Fire Protection Agency (NFPA), VA Telecommunications Infrastructure Standards, and manufacturer guidelines.

5.2.1 Performance Standard:

Cabling must be tested, labeled, and documented, and must pass certification requirements for (CAT6A) performance.

5.3 Installation of New Video Intercom Components

The contractor shall install the following components:

• One (1) Master Station with desk stand

• One (1) Sub‑Master Station with desk stand

• Four (4) Hands‑Free Auto‑Voice Actuation Video Door Stations, surface‑mount

• Required door release relays that are compatible with nurse call input modules and integrate video intercoms with nurse call systems by allowing access control outputs to trigger hospital-grade alarm panels. Nurse call input modules require a dry contact (voltage-free) trigger, whereas video intercom relays often switch higher voltages (wet contacts)

• One (1) PS‑2420UL power supply, connected to VA‑provided UPS

5.3.1 Performance Standard:

· All devices must be fully operational, securely mounted, and free of installation defects.

· Replace the existing system and turn over all removed equipment to the VA Biomed and will be properly disposed of by the government.

5.4 System Programming and Integration

The contractor shall:

• Program and configure the video intercom system for proper video, two-way audio, and door release functionality.

• Ensure that when a door station call is placed:

- Two (2) nearby Responder 5 zone lights illuminate

- A notification is triggered at the Rauland 5 nurse call console

5.4.1 Performance Standard:

All integration points must be fully functional with no false activations or missed alerts.

5.5 Training

The contractor shall conduct on-site training for clinical and engineering staff. Training shall include:

• Master and Sub‑Master operation

• Door station functionality

• Call and notification processes

• Troubleshooting basics

• Accessing documentation and support resources

6.0 Testing Requirements

6.1 R5 – Code Purple (CP) Stations

Contractor shall perform full testing of all system components, including:

• CP station activation & response

• Dome light operation

• Nurse console & police console alerts

6.2 Video surveillance system:

The contractor shall perform complete system testing including:

• R5 integration tests

• Video/audio stream quality

• Privacy key-switch operations

• Server recording verification

• Failover and UPS functionality

6.3 Video/Intercom:

The contractor shall perform complete system testing including:

• Verification of video quality, audio clarity, and talk/listen functionality

• Verification of door release operation

• End-to-end testing of nurse call integration

• Power and backup operation testing via UPS

6.4 Performance Standard

System must achieve 100% successful operational testing before acceptance as follows:

• All functional tests are successful

• All deliverables have been submitted and approved

• Integration with the nurse call system is verified

• Training has been completed

• No unresolved deficiencies remain

7.0 Deliverables

7.1 R5 Code Purple (CP) Stations

The contractor shall provide:

• As-built diagrams

• Cable maps, labels, and certification reports

• Programming configuration files

• Training documentation

• Warranty and service documentation

• Equipment turnover inventory

• Final testing summary report

7.2 Video Surveillance System Replacement

The contractor shall provide:

• As-built drawings (PDF + editable CAD format)

• Camera maps and field‑of‑view diagrams

• Network switch configuration backups

• WAVE server configuration backups

• Labeling and cable certification documentation

• Warranty documentation

• Maintenance recommendations

• End‑user and administrator training

• Final acceptance test results

7.3 Entry Intercom System

The contractor shall provide:

• Removal inventory and turnover confirmation.

• Cable test results and certification

• As‑built drawings

• Programming configuration documentation

• Final test results report

• Training attendance documentation

• Service agreement documentation

8.0 Period of Performance

The period of performance will start no later than 90 days after the award. All work shall be scheduled to avoid disruption to clinical care.

9.0 Security, Safety, Privacy and Compliance

• All contractor staff must comply with VA security requirements and undergo background checks.

• Contractor personnel shall follow VA access, ID badge, and escort rules.

• Infection control, PPE, and safety procedures must be followed.

• All recorded video data is VA property and may not be removed, copied, or transmitted externally.

• No cloud storage or external network access is permitted.

• Workspaces must remain secure at all times.

• All wiring, firestopping, and infrastructure work must comply with VA policies, NEC, NFPA, and Joint Commission standards.

10.0 Alignment with VA Policy

10.1 Nurse Call System Alignment with VA Policy

· Meets VA technical standards: VA Master Specification 27 52 23 requires installation of nurse call and emergency (Code Blue) systems to support emergency communication. VA Master Spec 27 52 23 is the standard Department of Veterans Affairs guideline for the design, engineering, and installation of Nurse Call and Code Blue Systems in VA healthcare facilities. It dictates the technical requirements for patient-to-staff communication and emergency medical alert infrastructure.

· Complies with inpatient mental health policy: VHA Directive 1160.06(1), Inpatient Mental Health Services, demands patient access to staff and capacity for timely intervention . Nurse call systems facilitate direct requests for help and expedite response during clinical or behavioral crises.

· Enables efficient care coordination: These systems integrate with clinical workflows—offering audio-visual alerts, call prioritization, response tracking—all crucial for consistent patient oversight and regulatory compliance .

10.2 Video System Alignment with VA Policy

· Enhances environmental safety: In accordance with VHA Directive 1167, the Mental Health Environment of Care Checklist (MHEOCC) must be used to identify and mitigate environmental risks that could facilitate self-harm . A video monitoring system provides continuous surveillance, aiding in the rapid detection and remediation of safety hazards even between scheduled inspections.

· Supports mandated continuous observation: VHA Directive 1036, Standards for Observation in VA Medical Facilities, requires observation systems that ensure high-risk patients are monitored according to policy. Video monitoring supplements staff observation, reduces blind spots, and enhances safety.

· Facilitates prompt intervention: VHA Directive 1160.06(1), Inpatient Mental Health Services, emphasizes timely staff intervention in crisis situations . Real-time alerts from video supports faster response to behavioral emergencies or potential self-harm events.

10.3 Intercom System Alignment with VA Policy

· Secures controlled access: VHA Directive 1608(1), Comprehensive Environment of Care Program, mandates effective physical control measures for mental health units . An entry intercom enhances perimeter security by verifying access before allowing entry, preventing unsupervised access that could introduce contraband or enable elopement.

· Strengthens environmental compliance: Entry monitoring aligns with VHA Directive 1167, the Mental Health Environment of Care Checklist (MHEOCC) requirements for managing non-clinical personnel traffic, ensuring staff know who is entering patient areas .

End of Document

Page 1 of

Page 1 of