Statement of Work-Two Way Radios.pdf

STATEMENT OF WORK (SOW)

Eastern Oklahoma VA Health Care System

Provision and Installation of Two-way Handheld Radios and Supporting Equipment

At the new James Mountain Inhofe VA Medical Center

PURPOSE / OBJECTIVE: Eastern Oklahoma VA Health Care System (EOVAHCS) requires a contractor to supply and install a turn-key two-way handheld radio solution at the Tulsa VA Medical Center. The contractor will be required to supply and install the equipment in accordance with this statement of work in a cost effective, efficient, and safe manner, while in accordance with the VA Mission.

BACKGROUND: A facility in Tulsa, Oklahoma, is currently being renovated for the purpose of being used as the new Tulsa VA Medical Center (VAMC) in November 2025. The facility will need 40 handheld two-way radios, along with supporting equipment. This radio system will be used by engineering staff for maintenance and repair operations, as well as emergency communication between hospital maintenance and safety personnel. Access to the facility must be coordinated between the awarded contractor and the COR.

LOCATION: James Mountain Inhofe VA Medical Center, located at 440 S. Houston Ave, Tulsa, Oklahoma 74127.

PERFORMANCE PERIOD/DELIVERY TIMES: The equipment will be delivered, installation completed 60 days after receipt of order (ARO).

Qualifications of Contractor: The Contractor shall furnish all contract oversight, management, Technically Trained Personnel, OEM authorizations to support provision and installation of OEM products, applicable licenses, uniforms, equipment, tools, materials, supplies, storage, insurances, shipping and delivery costs, and transportations necessary to provide the products, and associated installation, for EOVAHCS in accordance with this SOW. Any services associated with this product are considered non-personal services. The Contractor, its employees, agents, and subcontractors shall not be considered VA employees for any purpose of fulfilling the SOW and shall be considered employees of the Contractor.

For a contract of this size, scope and complexity, the successful Contractor must provide products and perform in a professional manner and quality as recognized by commercial industry standards as good to excellent. Contractor must provide to the COR and CO, and maintain for the life of the contract, written certification from the Original Equipment Manufacturer (OEM) that authorizes the Contractor to provide and install the products and software, as detailed in the Contractor’s quote, and identified in this SOW.

SCOPE: EOVAHCS requires a contractor to provide equipment and installation that meets or exceeds the physical, functional, and performance of the listed salient characteristics in the following sections. The equipment features are essential to the technical requirements to meet the government’s needs.

A site survey will be required before the contract is awarded to determine what will be needed to install a system that will include all parts and accessories needed to provide coverage throughout the entire James Mountain Inhofe Medical Center, approximately 300,000 sq ft.

The contractor must provide a turn-key radio communication solution. The turn-key solution must include 40 handheld radios with antenna, battery, and charging stations. The contractor must provide and install all needed backbone equipment to facilitate communication between the handheld radios. Backbone equipment includes: base radio, repeater, preselector and other appropriate hardware to operate in the UHF frequency range 400-480MHz. All provided equipment must be compatible as a cohesive system. The system must be fully operational in all areas of the facility such that engineering personnel can communicate via a radio from anywhere within the facility. Operational means that a radio can communicate to all other radios on the same channel and there are no areas with dead or weak signal that affects the clarity of the transmission. The contractor is responsible for providing all repeaters and other equipment to eliminate dead and weak signal zones within the facility at no additional cost to the government.

The handheld radios must meet these minimum requirements:

Quantity: 40

• Frequency 400-480 MHz UHF

• Channel spacing 12.5 / 25.01 kH

• Channel capacity 64

• Battery life 17 Hours (one potential work shift without recharging)

• Operating temperature* -22 °F to 140 °F

• Dust and water intrusion IP55

• Salt fog Per MIL-STD 810C/D/E/F/G/H

• Humidity Per MIL-STD 810C, D, E, F, G, H

• Thermal shock Per MIL-STD 810C, D, E, F, G, H

• Electrostatic discharge IEC 61000-4-2 Level 4

• The radio delivers a clear signal.

• Transmit Interrupt

• The radio uses the same accessories as other units in that particular brand and does not require unique adapters for regular use or adding accessories.

• Charger for Handheld Radio o 120v Nema 5-15

• Battery for Handheld Radio

• Antenna for Handheld Radio

Service Plan (40 devices x 5 years)

The contractor will provide a minimum of 5 year local service agreement for technical support, updates and repair service, (local within an hour drive). This agreement includes a 5-year warranty on all components.

INSTALLATION AND TRAINING: Installation and staff training are to be provided as part of this procurement. Delivery and installation must be coordinated with the local COR. See the Performance section below.

Installation and Programming

The contractor will install the system and equipment in coordination with the COR. The contractor will provide all parts and labor required to completely install and test the system.

The contractor will test the system throughout the facility to ensure proper coverage in all areas of the facility. The contractor will program all devices to work together on the appropriate channels (coordinated with the COR).

The contractor will provide System Documentation to include, but not limited to, troubleshooting guides, technical specs, parts list, manuals, Compact Discs, etc.

The contractor is responsible for disposal of all trash and packaging.

The installation site will likely be considered an active construction site by the VA. The contractor is responsible for ensuring their personnel are equipped with the proper PPE, and receive contractor safety orientation from VA safety personnel prior to performing work on site.

QUALITY

Conformance Standards Refer to section on Safety and Compliance in this SOW.

Rework or Remedy

Rework or Remedy is defined as performing the Service again until the Purpose of this SOW is achieved in full. This involves less than Satisfactory Service by the Contractor and as noted by the COR. Rework or Remedy occurs at no additional cost to the Government. Payment will be withheld until all services are performed to the Satisfactory level in accordance with this SOW and as documented by the COR.

INSPECTION: Will be performed a representative from VA Engineering. Each resultant inspection shall be documented and provided to the COR within 7 days of installation along with any inspection documentation or checklists required by the manufacturer.

Any changes in inspection requirements during the period of installation will be communicated to the Contractor immediately.

Inspection and Acceptance of Products and Services: The Government reserves the right to inspect and test services in accordance with this SOW and the Contract. The only individual authorized to officially accept services is the COR. While inspection of services may be delegated by the COR and a shared responsibility with departmental management staff, the COR is ultimately the only authorized individual to approve and accept services on behalf of the VA.

WARRANTY OF EQUIPMENT: Government requirement for standard manufacturer industry warranty term. Warranty to begin when the system is tested and accepted.

DELIVERY:

Delivery and receipt of the proposed items are anticipated to be directed to the location identified below. Confirmation of delivery location will be provided by the VA COR post-award. Delivery must be coordinated with VA COR before any delivery attempts. Any item that has not been coordinated will be turned away and any additional charges will be the responsibility of the sender/transportation company.

Contractor`s responsibility will include uncrating or unboxing the equipment, removing all trash, and setting up the equipment according to the manufacturer`s specifications, followed by testing the equipment to verify that it is operational. Equipment installation paperwork & warranty information must be handed to the approved government contact onsite.

VA STANDARD BUSINESS HOURS AND FEDERAL HOLIDAYS

• Hours: Normal duty hours are 8:00 a.m. through 4:00 p.m. for the VA and 7:00 a.m.

through 5:00 p.m. for the construction site, Monday through Friday, not including federal holidays. Whenever contact with a facility is required outside of normal duty hours, the Contractor shall coordinate these times with the designated COR.

• In accordance with 5 U.S.C. 6103, Executive Order 11582, and Public Law 94-97, the following national holidays are observed and for the purpose of this contract are defined as “Legal Federal official holidays.”

New Year’s Day January 1st

Martin Luther King’s Birthday Third Monday in January

President’s Day Last Monday in February

Memorial Day Last Monday in May

Juneteenth June 19th

Independence Day July 4th

Labor Day First Monday in September

Columbus Day Second Monday in October

Veteran’s Day November 11th

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25th

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 of the United States to be a Federal holiday

• Noncontract Charges: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer.

• Payment: Payment will be made upon receipt of a properly prepared invoice, which references the period for which payment is due, the contract number, and/or assigned purchase order number. The invoice must include the correct payment address.

• Waste Removal: The contractor is responsible for removing and properly disposing of all waste related to the services provided on-site at all VA facilities.

SAFETY AND COMPLIANCE

The Contractor must perform services and ensure equipment functions in accordance with:

a) local, state, and federal Occupational Safety and Health guidelines and legislation, to include Occupational Safety and Health Administration (OSHA), the American National Standards Institute (ANSI) safety guidelines.

b) local, state, and federal Fire and Safety legislation and guidelines, to include VA Health Care System directives and legislation on Fire and Safety, as well as the latest published edition of NFPA-99 (Health Care Facilities Code)

REGULATORY REQUIRMENTS:

a. Occupational Safety and Health Administration (OSHA)

Medical Center Policies Each VA Medical Center has policies that are updated from time to time. The COR can provide more detailed information to the contractor of these upon commencement of the contract and throughout the term of the contract, as needed, especially policies regarding, parking, possession of weapons, cell phone use and photography as well as smoking on VA property. Violations of such policies may result in individual fines or citation answerable in the United States (Federal) District Court.

Contractor Point of Contact (POC) The Contractor shall specify an individual who shall serve as a single point of contact for all contract issues (POC). Contractor must provide the COR and Contracting Office with the POC contact details, to include business phone number or cell phone number and email, as a minimum:

a) Within 5 business days of contract award,

b) Within 5 business days after renewal or extension of services in accordance with, and if permitted by applicable FAR clause, and

c) Within 5 business days prior to a change in the POC by the Contractor.

The POC must be easily accessible by phone and return COR calls within 48 hours of a voice message left by the COR.

Contracting Officer’s Representative (COR) Upon contract commencement, the Contracting Officer will notify the Contractor in writing as to the COR assigned to this contract, and upon reassignment of a new COR, as applicable. Contractor shall only respond to requests for changes, new products or service, from the COR or the CO. If any product or services is requested from any source, other than the COR or the CO, the Contractor is to advise the individual of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government.

Authority of the COR The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract. In the event the Contractor affects any changes at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority and no adjustment will be made in the contract price or schedule to cover any increase in costs incurred as a result thereof. The Contracting Officer shall be the only individual authorized to accept nonconforming work, waive any requirement of the contract, and/or modify any term or condition of the contract. The Contracting Officer is the only individual who can legally obligate Government funds. No costs chargeable to the proposed contract can be incurred before receipt of a fully executed contract or specific authorization from the Contracting Officer.

Any invoicing or charges resulting from unauthorized service will not be paid by the government.

LIABILITIES AND INSURANCES

Protection from Damage Contractor shall provide all labor, materials, and equipment necessary for protection of VAMC personnel, furnishings, equipment, and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish.

Liability Insurance Contractor must provide the COR and the CO with written confirmation that Contractor has adequate insurance protection against negligent work and other forms of liability.