Statement of Work.docx

Statement of Work (SOW) Project Title: Enhancement of Chapel AV System at Michael E. DeBakey VA Medical Center Background: The Chaplain Service Department at the Michael E. DeBakey VA Medical Center (MEDVAMC) aims to enhance its Chapel Audio-Visual (AV) system. This initiative includes augmenting existing AV equipment, replacing obsolete or non-operational components, restoring sound broadcast, and installing new, fully functional equipment. The goal is to create an integrated AV system that meets the performance requirements of Chaplain Service and better serves the veteran patient population.

1. Objectives:

· Improve and integrate the current Chapel AV equipment.

· Replace non-operational or obsolete components.

· Install new, state-of-the-art, fully functional automated AV equipment.

· An isolated Chapel network

2. Scope of Work:

Design and Functional Criteria:

· Feed Source Connectivity:

· Connect all feed sources to the in-house cable channel.

· Broadcast live services to patient rooms on a VA-designated cable channel, including video and sound.

· Broadcast prerecorded services or videos to patient rooms and the Chapel lobby display located on the second floor.

· Enable broadcasting of external streaming services (i.e., YouTube, spiritual/religious programming) to patient rooms.

· Programming and Live Streaming:

· Program spiritual content in advance for automatic replay.

· Ensure VA dedicated laptops are compatible with the system for optimal utilization of the display monitors in the chapel.

· Route audio to and embed it in appropriate HDMI streams.

· Ensure the BrightSign device can run a continuous loop and/or play scheduled content stored on the player.

· Install proper hardware to ensure the PTZ-optics camera functions correctly during live services and other activities.

· Ensure all equipment operates to the standard of its design.

· Evaluate, determine, and recommend appropriate electronic equipment capabilities, including new state-of-the-art or emerging (next generation) technology.

· Plan for significantly increasing chapel program content and display schedule for future events.

· Equip the new system with video recording and replay capabilities.

· Include on-demand content options in patient rooms based on a digital listing of multimedia program selections, such as music, VA Programs, special events, and religious and spiritual content.

Equipment Requirements:

· Equipment is compatible with current TV cable system for broadcast and existing operable equipment

· Currently, there are four monitors inside the chapel and one at the right entrance.

· The lobby monitor should have flexible programming options, able to sync with or display independent content from inside, such as pictures and names of Chaplains and administrative staff.

· Current Equipment Inventory

Rack 1

Rack 2

· Audio/Video Enhancements:

· Evaluate the existing speaker system to determine if it complements the proposed new equipment and recommend additional speakers if needed.

· Ensure the system includes three wireless handheld microphones and at least one lapel or headset cordless microphone that are independently operable for flexibility and optimization.

3. Deliverables:

Upon completion of system modification and new equipment installation, MEDVAMC will receive:

· Two sets of as-built drawings of the new system installation, including connections

· Equipment manuals, programming codes, and touch panel layouts.

· Operational instructions and training for chaplains and other potential users.

· Comprehensive independent training for designated preferred chaplain operators.

· An equipment and hardware inventory list.

· Approved iPad control layout and all touchpad buttons operational and logically designed.

· Assistance with identifying, describing, and managing site license requirements, if any.

· Explanation and recommendations on the benefits of programming using a networked computer for uploading photos, video content, or programming, implying the system may require two dedicated computers.

· Discuss and provide a list of warranty requirements received and associated with newly purchased equipment.

4. Important Points of Emphasis Meriting Further Discussion:

· Site license requirements

· Training

· Warranty commitments

· Live-streaming capabilities

· Quarterly review, adjustments, and repairs after the warranty period

· As-built drawings

· On-demand programming features

· Chaplain Service vendor contacts during and after the warranty period

6. Acceptance Criteria:

The project should be considered complete when all deliverables listed above have been provided, equipment and systems are installed and functioning as specified, and comprehensive training has been conducted to the satisfaction of MEDVAMC.

7. Conformance Statement Contract service shall ensure that the equipment functions in conformance with the specifications used when the equipment was procured by the VAMC, and any upgrades/updates, as well as following most current published standards/ specifications/regulations.

All work shall be performed to the satisfaction of the COR who will inspect the contractor’s work and indicate approval on a signed statement prior to the contractor’s departure on final day of work.

8. Scheduling Arrangements Except by special alternative arrangement, scheduled work will be performed only during VAMC’s normal working hours (8:00 a.m. to 5:00 p.m. Monday through Friday excluding federal holidays). The Contractor shall schedule all work within 1 week of contract award in coordination with the COR. Work shall be conducted when the COR or authorized government representative is available on site to monitor the work.

9. Period of Performance Repair service is estimated to be completed within 90 days of the agreed upon start date. The Contractor shall coordinate with the COR or authorized government representative for an official start date after contract award.

10. Federal Holidays: The Contractor is not required to perform services on the following Federal holidays:

In addition to the days designated as holidays, the Government observes the following days: Any other day designated by Federal Statute. Any Other day designated by Executive Order. Any other day designated by the President’s Proclamation.

11. Information Systems Officer, Information Protection The Contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

12. Privacy Officer The Contractor will not have access to protected Patient Health Information (PHI), nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses are de-identified.