Statement of Work - DAS Upgrade.docx

STATEMENT OF WORK

DAS Upgrade

OVERVIEW

The contractor shall provide the labor and material to replace the existing end of life (Life Safety) Distributed Antenna System (DAS) system at VA Rocky Mountain Regional Medical Center (RMRMC) campus located at VA Medical Center, 1700 N Wheeling Street, Aurora, CO 80045. The system is comprised of a single head end and a dual-layer active remote network, serving a single layer antenna system. Signal sources include 400MHz, 800MHz, and optical fiber. With a total of twelve (12) 400 MHz remotes and fourteen (14) 700/800MHz remotes throughout the facility. Existing optical fiber and RF infrastructure shall be utilized.

MANDATORY TASKS AND MATERIALS:

The contractor shall use all specified material as well as complete all tasks listed below. Furthermore, the contractor shall furnish all materials, tools, and equipment to perform services for this requirement.

Materials:

Quantity: (2)DAS HEAD END CHASSIS + NETWORK MANAGEMENT SYSTEM + AC POWER SUPPLY UNIT.

Quantity (7) DAS HEAD END OPTICAL DONOR UNIT MODULE (4 PORTS).

Quantity (1) DAS HEAD END POINT OF INTERFACE MODULE PUBLIC SAFETY700MHZ/800MHZ.

Quantity (1) DAS HEAD END VHF UHF DUAL BAND POINT OF INTERFACE.

Quantity (1) DAS HEAD END CHANNEL COMBINER MODULE FOR DOWNLINK 8 INPUTS + 8 OUTPUTS.

Quantity (1) DAS HEAD END CHANNEL COMBINER MODULE FOR UPLINK 8 INPUTS + 8 OUTPUTS.

Quantity (7) DAS HEAD END AUXILIARY ALARM INTERFACE MODULE.

Quantity (14) DAS REMOTE UNIT, PUB SAF700/800MHZ, 33DB, AMP MODULE.

Quantity (14) VHF/UHF NEMA4X REMOTE MODULE.

Quantity (1) LARGE BATTERY BACKUP UNIT - 12V (MET CLASSIFIED FOR UL 2524 FIRE AND SHOCK).

Quantity (1) DAS HEAD END CABLE TO CONNECT TO BBL/BBS.

Quantity (28) SMALL BATTERY BACKUP UNIT - 24V (UL 2524 CERTIFIED).

Any other components required for installation.

Scope:

Replace all head end components located in DP-111, where the current DAS head end exists.

Replace remotes for both UHF and 700/800MHz bands in all TR Closets.

A1-351 B1-116 DP-111 (2 remotes both bands) E1-321 G1-327 HS-146 (1 UHF remote, 2 700/800 MHz remotes)

KS-128

PS-102

PNS-105 (1 UHF Remote, 2 700/800 MHz remotes)

PE-006

L1-142 Connect to existing fiber and RF infrastructure.

Decommission and remove existing UPSs.

Connect remotes to the local fire alarm control panels.

Test alarming functionality.

Decommission and remove old head end and remotes.

Perform testing, commissioning, and RF validation.

Radios must be mounted in the same location as the current radios and shall re-use the existing network and R/F infrastructure.

HOURS OF COVERAGE

Normal hours of coverage are Monday through Friday from 8:00 a.m. to 5:00 p.m., excluding the federal holidays.

ONSITE ARRIVAL

The Contractor shall communicate and login with the contracting officer representative (COR). Additionally, the COR shall provide the contractor with additional login contacts in the Biomedical Engineering Section in the event the COR is not available prior to performing any services.

Any contractor who is a smoker, will follow the VA policy for smoking and only smoke in designated areas on the VA campus. The COR will be responsible for providing any additional information on this subject if requested by the contractor.

ADDITIONAL CHARGES

There will be no additional charge for time spent at the site (during or after the normal coverage areas) awaiting the arrival of additional technician and/or delivery of parts

REPORTING REQUIRED SERVICES BEYOND SERVICE SCOPE

The contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the COR or POC, in writing, of the existence or development of any defects in, or repairs required. The contractor shall furnish the Government with a written estimate of the cost to make the necessary repairs.

COMPETENCY AND CERTIFICATION OF PERSONNEL SERVICING EQUIPMENT

Contractor shall demonstrate relevant years of experience installing and/or performing maintenance including installing master remote modules. Must be able to demonstrate experience with Anixter equipment.

Please be advised it is the potential contractor’s responsibility to submit any and all licenses and certifications for the employees they plan to utilize for this project with the quote they submit. Moreover, at any time during the period of performance the COR reserves the right to request copies of contractor employee certifications, licenses, etc.

PLACE OF PERFORMANCE

Rocky Mountain Regional medical Center (RMRMC) 1700 N Wheeling Street Aurora, CO 800458

CONTRACTOR TEST EQUIPMENT

The contractor shall ensure all contractor supplied test equipment is properly calibrated, and certified. If requested by the COR or POC, the contract shall be able to supply any certificates tied to the quality of the test equipment. Test equipment calibration shall be traceable to a national standard or National Institute of Standards and Technology (NIST).

QUALITY CONTROL

The contractor is responsible for quality control. Contractor quality controls are how the contractor assures the services are accomplished in accordance with (IAW) contract documents. The contractor shall develop and maintain an effective quality control plan (QCP) to ensure services are performed IAW this SOW and associated contract documents.

COVID PROTOCOL/POLICY

Contractor employees who work in or travel to VHA locations must comply with the following:

Documentation requirements:

If fully vaccinated, contractors shall show proof of vaccination.

Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

RECORDS MANAGEMENT OBLIGATIONS

This clause applies to all contractors whose employees create, work with, or otherwise handle Federal records, as defined below:

“Federal Record” as defined in 44 U.S.C. 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the information value of data in them.

The term Federal Record:

Includes (Agency) records.

Does not include personal materials.

Applies to records created, received, or maintained by Contractors to the (Agency) contract.

May include deliverables and documentation as associated with deliverables.

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 transportation, or state of completion.

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 (U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

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.

Eastern Colorado Health Care System (ECHCS) 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 ECHCS 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 ECHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230 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. 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 ECHCS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the Contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (5) 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 co, contracts. The Contractor (and any sub-contractor) is required to abide by Government and ECHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contractor and in accordance with ECHCS policy.

The Contractor shall not create or maintain any records containing any non-public ECHCS information that are not specifically tied to or authorized by the contract.

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.

ECHCS owns the rights to all data and records produced as part of the contract. All deliverables under the contract are property of the U.S. Government for which ECHCS 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.

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. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

FLOWDOWN OF REQUIREMENTS TO SUBCONTRACTORS

The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgement of same.

Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.