5836--FY25: Library Management System Medical Media

The Orlando Veterans Affairs Medical Center (OVAMC) at Lake Nona is seeking to procure a Digital Media Asset Management Solution to upgrade its existing library management system and equipment for the Medical Media Service through solicitation 36C24825Q0796. The Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 8 requires a modern system capable of managing HD/UHD/4K video production and various digital media assets including photos, graphics, video, audio, and documents, replacing a Harmonic system that is over 10 years old and at risk of data loss. The solution must include at least 100TB storage capacity, installation services, training for 8 Medical Media personnel, 12 months of standard support, and compatibility with existing Mac/Apple workstations and TV studio equipment. Contractors must validate the integrity of existing library management system files before transferring them to the new media server and demonstrate they meet or exceed specified system characteristics. Quotes are due via email to benjamin.amato@va.gov no later than June 20, 2025, at 13:00 EDT, with no extensions granted for the proposal deadline.

This solicitation is designated as a small business set-aside under NAICS code 334310 (Audio and Video Equipment Manufacturing) with a size standard of 750 employees, though no specific set-aside type is indicated in the notice. The contract requires delivery within 180 days after receipt of order (ARO) to the Orlando VA Healthcare System warehouse, with installation and implementation to occur at the Orlando Veterans Affairs Medical Center at Lake Nona. The procurement falls under PSC category 5836 for Video Recording and Reproducing Equipment, indicating the specialized nature of the media management technology being sought. Technical considerations include limited rack space availability for simultaneous system operation during data migration and requirements to address potential server cooling capabilities. The solicitation includes comprehensive architectural and engineering drawings of the Medical Media Production area to provide contractors with detailed facility specifications for proper system integration.