7A21--VISN 8 Conference Room A/V Equipment

VISN 8 New Conference Rooms

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STATEMENT OF NEED

VISN 8 CONFERENCE ROOMS

GENERAL: VISN 8 Network Office, 8900 Grand Oak Cir, Tampa, Florida 33637, has a requirement for new conference rooms and Audio/Visual equipment.

BACKGROUND

The VISN 8 Network Office recently moved from St. Petersburg to Tampa. The new conference rooms will require new equipment, new electrical outlets and cabling, and accessories need to complete the project.

SCOPE OF NEED:

1. The Contractor shall provide equipment listed below that allows VISN staff the ability to use all equipment in a seamless and user-friendly fashion at the new VISN 8 Network Office.

2. The Contractor shall provide all equipment (Brand name or Equal) as outlined within Section #14 below. This includes display monitors, touchscreen control panels, web cameras, wireless keyboards and mouse, and credenzas. Display monitors and control panels will require new electrical outlets for power and new data ports for connectivity to the system. The contractor is responsible for all electrical and cabling requirements.

4. The Contractor shall provide all cabling including Category (CAT) 6 wiring. All cables and related terminations, support and grounding hardware shall be furnished, installed, wired, tested, and labeled by the Contractor. The contractor is responsible for all electrical and cabling requirements.

5. All equipment shall be delivered onsite by the contractor at the time that installations begin. All equipment shall be delivered, installed, configured, tested, and fully operational NLT 120 calendar days after award.

6. Upon completion, the Contractor shall provide a system/configuration diagram.

7. The Contractor must have the ability to support the system and training requirements as outlined within this Statement of Need.

9. The contractor shall be available 24/7 for support by phone or email.

11. The contractor shall test all equipment for government review and acceptance.

13. Normal government working hours are Monday through Friday, 8:00 a.m. 4:30 p.m. (excluding holidays observed by the Federal Government). Holidays observed by the Federal Government are as follows:

New Year s Day Labor Day

Martin Luther King s Birthday Columbus Day

President s Day Veteran s Day

Memorial Day Thanksgiving

Juneteenth Christmas

Independence Day

14. Contractor shall provide the following equipment:

Small Conference Room Room # 329A (48 x18 )

Provide three 75 TV monitors (brand name or equal). Two shall be flush mounted, side by side and centered, on the North wall. The other TV monitor shall be flush mounted and centered on the East wall.

Monitors shall have both duplicate display and two independent display options. For example, the capability to display at least two different cable television channels simultaneously (e.g., news and weather) on different display monitors. Additionally, the capability to display at least two different inputs simultaneously (e.g., computer and cable television) on the different display monitors.

Provide two streaming devices (brand name or equal) for displaying cable television (e.g., YouTube TV).

Provide 8 ceiling speakers and 2 beam ceiling mics (brand name or equal). Provide the capability to have a minimum of two secondary audio inputs to allow for more than one simultaneous audio connection (e.g., integrated audio from MS Teams and YouTube at the same time).

Provide an HDMI outlet for extending the display from a laptop.

Provide a wired control panel. The control panel shall provide an intuitive method to control all functionalities of the conference room equipment. The control panel shall be connected from below and through the tabletop, with cabling running through low-profile molding on the floor from the table to the far wall.

Provide two tabletop web cameras, brand name or equal to the Meeting Owl 3 (360 degrees) web camera, to support virtual conference platforms (e.g., MS Teams, WebEx).

Provide a wireless keyboard and mouse to be used to control the VA computer, with adequate wireless signals that must function up to industry standards from any location within the room.

Provide one credenza for equipment storage with the following dimensions: 72 W x 21 D x 32 H. The finish for the credenzas shall be Canyon brown or similar finish/color to match other furniture. Provide industry standards for all cable management and conference room aesthetics.

14.3 Network Director s Office Room # 314A (28 x12 )

a. Provide one 55 TV monitor (brand name or equal) flush mounted and centered on the South wall, including the capability to switch multiple applications interchangeably (e.g. computer, cable television, streaming)

Provide a Video-Sound Bar (brand name or equal) with functionality to support virtual conference platforms (e.g. MS Teams, WebEx).

Provide a streaming device (brand name or equal) for displaying cable television (e.g., YouTube TV).

Provide the capability to connect a laptop computer through a wall plate port connection to the system, with the capability for display via HDMI.

Provide industry standards for all remote controls, cable management, and aesthetics.

14.4 Deputy Network Director s Office Room # 315A (25 x12 )

Provide one 55 TV monitor (brand name or equal) flush mounted and centered on the South wall, including the capability to switch multiple applications interchangeably (e.g. computer, cable television, streaming)

Provide a Video-Sound Bar (brand name or equal) with functionality to support virtual conference platforms (e.g. MS Teams, WebEx).

Provide a streaming device (brand name or equal) for displaying cable television (e.g., YouTube TV).

Provide the capability to connect a laptop computer through a wall plate port connection to the system, with the capability for display via HDMI.

Provide industry standards for all remote controls, cable management, and aesthetics.

14.5 Chief Medical Officer (CMO) Office Room # 304A (20 x12 )

Provide one 55 TV monitor (brand name or equal) flush mounted and centered on the South wall, including the capability to switch multiple applications interchangeably (e.g. computer, cable television, streaming)

Provide a Video-Sound Bar (brand name or equal) with functionality to support virtual conference platforms (e.g. MS Teams, WebEx).

Provide a streaming device (brand name or equal) for displaying cable television (e.g., YouTube TV).

Provide the capability to connect a laptop computer through a wall plate port connection to the system, with the capability for display via HDMI.

Provide industry standards for all remote controls, cable management, and aesthetics.

14.6 Chief Nursing Officer (CNO) Office Room # 307A (20 x12 )

a. Provide one 55 TV monitor (brand name or equal) flush mounted and centered on the South wall, including the capability to switch multiple applications interchangeably (e.g. computer, cable television, streaming)

b. Provide a Video-Sound Bar (brand name or equal) with functionality to support virtual conference platforms (e.g. MS Teams, WebEx).

c. Provide a streaming device (brand name or equal) for displaying cable television (e.g., YouTube TV).

d. Provide the capability to connect a laptop computer through a wall plate port connection to the system, with the capability for display via HDMI.

e. Provide industry standards for all remote controls, cable management, and aesthetics.

15. KICK-OFF MEETINGS

The Contractor shall hold a virtual technical Kick-off Meeting. The Kick-off Meeting shall be conducted within 10 calendar days after the award. The Contractor shall present, for review and approval by the Government, the details of the intended approach, work plan, and project schedule for each of the rooms and offices identified herein. The Contractor shall invite the Contracting Officer (CO), Contract Specialist (CS), Contracting Officer s Representative (COR), VA Program Manager (PM), and any other project POCs as identified by VA. The Contractor shall provide an Agenda to all attendees at least five calendar days prior to the meeting. Meeting minutes shall be provided by the Contractor to all attendees within three calendar days after the meeting.

16. CONTRACTOR PROJECT MANAGEMENT PLAN

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor s approach, timeline, and tools to be used in execution of the requirements outlined herein. The CPMP shall include both a narrative and graphic format that displays the schedule, milestones, risks, and resource support.  The Contractor shall provide and brief the draft CPMP at the Kick-off Meeting and deliver the baseline CPMP no later than (NLT) 10 calendar days after receipt of Government comments. The baseline CPMP shall be concurred upon by the VA PM and COR. The baseline CPMP shall be delivered electronically to the VA PM, COR, CS, and the CO and updated monthly throughout the period of performance.

17. SITE SURVEY

The contractor shall conduct a site visit of each room identified in the requirements to determine the actual layout and placement of the equipment in order to meet the technical requirements identified in this Statement of Need. A Site Survey Report shall include, at a minimum, the following:

a) Methodology: This describes the steps taken, the tools used, and the information gathered in the course of the site survey and shall also include specific information regarding the best practice techniques and methods used.

c) Draft Wiring and Equipment Location Map detailing wiring and placement of the equipment procured under any resulting DO using diagrams and tables.

d) Survey Details:

Detailed equipment design and locations

A list of the equipment used during the survey;

A Bill of Materials listing all equipment and hardware

e) The Contractor shall provide detailed installation procedures as part of the Site Survey Report, including the plans for control of dust for approval VISN Safety Manager.

The Contractor shall provide a draft Site Survey Report for all installations NLT five calendar days after the site survey for VA review and a final Site Survey Report five calendar days after receipt of Government comments. The Contractor shall not initiate installation until VA has approved that Final Site Survey Report. The Contractor shall submit the Draft and Final Site Survey Report electronically to VA PM, COR, CS, and CO.

19. DELIVERY ADDRESS: VISN 8 Network Office, 8900 Grand Oak Cir, Tampa, Florida 33637. Please contact the COR, Jason.labonte@va.gov, for coordinating all deliveries.

20. SHIPMENT OF HARDWARE OR EQUIPMENT

Acceptance criteria will include a final inspection of all equipment, installations, and integrations to ensure full functionality and operability to meet all deliverables.

21. CONTRACTOR RESPONSIBILITIES

21.1 The Contractor shall adhere to the standards outlined by the National Fire Protection Association (NFPA) 101 Life Safety Code, and Infection Control Risk Assessment (ICRA) as outlined in Guidelines for Design and Construction of Hospital and Healthcare Facilities, 2014 formerly known as AIA Guidelines (Topic: Infection Control Risk Assessment [ICRA]).

21.2 The Contractor shall be responsible for any damages and proper removal and replacement of ceiling tiles.

The Contractor shall ensure that the work area is cleaned when work has been completed.

The Contractor shall remove all trash and shall vacuum/sweep floors, desks, and tables of installation-related debris, and replace moved ceiling tiles in each area of work before moving to another area.

The Contractor shall replace damaged ceiling tiles.

21.3 The Contractor shall ensure that personnel maintain clean clothing when moving about the facility. If clothing is covered with dust/debris from work performed, personnel shall use a HEPA vacuum to remove dust/debris prior to leaving the work area.

21.4 VA may supply closet or storage space where available. The Contractor may need to consider a non-rack mount UPS solution where no rack space is available.

VA will provide the Contractor with VA equipment inventory number and Inventory Stickers for each piece of equipment to be delivered.

22. USER MANUAL AND TRAINING

22.1 The Contractor shall provide all respective User Guides. The Contractor shall provide user training to consist of everyday usage instruction.

22.2 The Contractor shall provide user training to 10 administrative support personnel and other end users. The goal of user training is to ensure users have a full understanding of conference systems, camera operations, Computer/presentation controls, and all audio/visual functionalities.

22.3 The Contractor shall also provide specific how to User Guides (separate from the technical guides that are provided to Super Users) to VA personnel that participate in this level of training.

23. These User Guides must be specific to each device and its daily routine functions.

24. These User Guides are to include succinct and accurate user instructions for a user to successfully complete a video teleconference while delivering a PowerPoint presentation; operating the control panel console; properly selecting inputs; audio controls.

25. The User Guides should also include a troubleshooting section specific to basic system features in a Problem/Resolution. User training will be provided within 30 days from completion of the installation, all User Guides shall be delivered during training.

FOB): Destination

VA SINSITIVE INFORMATION LANGUAGE IS NOT REQUIRED.