K070--Digital Signage

Pre-Solicitation:

DIGITAL SIGNAGE

STATEMENT OF WORK (SOW)

The Central Alabama Veterans Health Care System (CAVHCS) is seeking to deploy a digital signage solution throughout all campuses in the Central Alabama Veterans Health Care System. This solution must incorporate future expansion capabilities that provide for outdoor digital marquees and 3-dimensional wayfinding.

General Overview:

The Contractor shall provide all required hardware, software, professional services, and

user training in support of the closed-circuit television system. A site survey shall be performed to determine capabilities of existing hardware, power and data connections.

The Contractor should have certification by AVIXA at the APEX level or comparable certification.

Acceptance of the system will be based on visual inspection and performance testing.

The visual inspection will verify all requirements listed below are met. Performance

testing will verify that each part of the indoor system functions as required.

Certification in writing that the system is fully functional will be required and submitted to

the system owner prior to final testing. Testing will be scheduled with and shall occur in

coordination with the system owner upon completion and prior to final acceptance.

The Contractor is responsible for verification of all dimensions and conditions related to all

affected systems prior to starting work. The system owner shall be notified immediately of any issues.

Period of Performance: Work shall begin within 45 days after the contract is awarded by the Contracting Officer and shall be completed within __70__ days.

Work may need to be phased with time between phases to allow for minimal disruption

to normal medical center operations in affected areas.

The Contractor will provide a proposed system installation, testing, professional service and

user training schedule within 45 days of contract award. This schedule will be

considered a living document that may evolve out of necessity and should be kept

reasonably current. COR approval of initial and updated schedules will be required.

Approved copies shall be forwarded to the CO.

General Function:

The indoor digital signage system will serve as a primary communication tool to patients while they are on a CAVHCS campus. The system must have future expansion capability to include outdoor marquees and 3D wayfinding kiosks. Some of the uses of the digital signage system shall include: news, weather, health and safety, special events, special services updates, etc.

Sites of Installation:

CAVHCS sites include:

Montgomery Perry Hill Road

Montgomery Veterans Way

Tuskegee Hospital Road

Columbus 13th Avenue

Ft. Benning Bass Road

Dothan Ross Clark Circle

Fort Rucker Andrews Avenue

Monroeville Whetstone Street

Hardware Requirements:

The LCD displays are commercial grade and able to be fully locked down from all unwanted external inputs except for when a special code is an input using the provided remote control. The VA is will provide an IP address for the media players and an ethernet drop at each

player location. The system will be able to show still graphics and videos at 1080P (HD)

resolution and have the ability to ingest and display dynamic content. The solution will

all be driven by a standard i5 windows media player and digital signage media player software.

The wiring and technology that is already in existence in some areas at CAVHCS sites will be used in deploying the solution. The existing signage uses 8 VGA over cat 5/6 transmitters and

receivers that will be switched to HDMI over Cat 5/6. All existing monitors will need HDMI inputs.

New items included but not limited to:

Qty 26 43 LFD Commercial Display with remote code lockout

Qty 26 43 Flat Panel Wall Tilt Mount

Qty 3 55 LFD Commercial Display with remote code lockout

Qty 3 55 Flat Panel Wall Tilt Mount

Qty 19 32 LFD Commercial Display with remote code lockout

Qty 18 32 Flat Panel Wall Tilt Mount

Qty 1 Universal Ultra-slim wall mount

Qty 1 Flat/Tilt Ceiling Mount with Media Player Storage Device

Qty 53 Media Player

Qty 53 WIN 10 loT Enterprise 2019

Qty 52 4XF0N03161 Tiny Vesa Mount Lenovo

Qty 53 5ft HDMI Cable

Qty 53 6ft Cat6 unshielded UTP Cable

Qty 53 APC C2 Power Surge Protection APC

Qty 12 Plenum Cat6 Cable, 1000ft reels

Qty 1 50ft standard speed HDMI Cable

Qty 1 12H-4K HDMI Splitter

Qty 1 Enterprise or equal Server Software (25CAL)

Qty 1 Enterprise Server Additional Client License (50CAL)

Qty 53 AdSlide or equal Player Software

Qty 1 Project Management / project Setup (labor)

Qty 1 Creative Layout & Design

Qty 15 Remote Software and Content Configuration Services

Qty 1 Online Training

Qty 1 1st year standard software warranty and support

Qty 1 2nd year standard software warranty and support

Qty 1 - 3rd year standard software warranty and support

Technical Support for one (1) year

IP Cable and drops, and any needed electrical outlets installation at each site

A/V cable and drops installation at each site

Project Management to Facilitate Design, Set-up, Installation

Sites surveys

Design, Configuration, Set-up, and Testing

Training at all sites

Software and Licensing Requirements:

Software must already be approved by the VA Technical Reference Model (TRM) so that it can be installed on a VA Network.

VA IT Process Request (VIPR) approved Content Management Software will reside on a VA provisioned virtual server. The IP addresses can be static or DHCP. With straight forward playlist building and content tagging, it is easy to generate weekly or daily information specific to a single display or to a group of displays. The software must be capable of running both the indoor digital signage and the outdoor marque signs. The contractor will provide training for CAVHCS staff to use and troubleshoot the system.

Site Survey:

All sites of installation will need to be surveyed.

Installation Services:

Overall Project Management

Design System Engineering

IT Engineering

Documentation, shop set-up, testing, system configuration -shop

System commissioning on-site

On-site A/V installation for all sites of installation

On-site IP cable Installation for all sites of installation

On-site Installation Site Supervisor

Specific Tasks:

The Contractor will provide the following services:

1. Delivery, installation and complete training for all users on use of monitors,

hardware and software. The Contractor will use the existing Cat 5 cable and will replace

the existing VGA over Cat5 transmitters and receivers with new HDMI over Cat5 existing cables

2. Provide warranty for one (1) year from the date of acceptance by the VA, or to the full extent of the warranty period, whichever is greater.

3. Contractor will be responsible for all labor, travel, and all replacement parts needed for repairs covered under warranty or service agreement. Travel will be billed separately at Federal guidelines after the project is completed.

4. Repairs and/or services will be rendered Monday Friday between the hours

of 8:00 AM 4:30 PM.

5. The Contractor will respond within three business days for system service/maintenance

during the warranty period when issues can not be handled over the telephone.

6. Disposables will be reordered as needed.

Technical Support Retainer:

The Contractor will provide network monitoring 24/7 phone support and tech dispatch access for one year after going live. The retainer will be invoiced separately.

GENERAL REQUIREMENTS:

The Contractor and any subcontractor(s) must be compliant with all requirements below:

The Contractor shall be required to report and provide updates to the project manager assigned by CAVHCS.

The Contractor's employees shall not enter the worksite without the appropriate contractor identification badge and required training.

They may also be subject to an inspection of their personal effects when entering or

leaving the project site. The contractor employees may be required to attend a safety briefing and sign indicating completion prior to performing any work on site.

The Contractor will ensure all workers performing crafts requiring specialized skills are competent, experienced, licensed, or certified.

Normal working hours shall be 8:00 AM to 4:30 PM, Monday through Friday-Federal Holidays,

or any other Holiday designated by the President of the United States excluded. For

working outside the "normal working hours" as defined in this contract, the Contractor shall

give three business day notice to the CAVHCS project manager so that arrangements can be provided for the employees.

This notice is separate from any notices required for the utility shutdown described later in this section.

No photography on VA premises is allowed without the written permission of the Contracting Officer.

Work shall be performed to minimize disruption to the operations of the healthcare system, including operations of utility services, fire protection systems and any existing equipment, and with work being done by others. Use of equipment and tools that transmit vibrations and noises through the building structure is not permitted in buildings that are occupied jointly by patients or medical personnel, and Contractor's personnel, except as permitted by the CAVCHS project manager, where required by limited working space. All penetrations shall be sealed with VA approved Fire Caulk.

No utility service such as water, gas, steam sewers or electricity, or fire protection

systems and communications systems may be interrupted without prior approval of the CAVHCS project manager.

Electrical work shall be accomplished with all affected circuits or equipment deenergized.

When an electrical outage cannot be accomplished, work on any energized circuits or equipment shall not commence without the Medical Center Director's prior knowledge, and written approval. The Contractor shall submit a request to interrupt any such services to the CAVCHS project manager in writing three business days in advance of proposed interruption. The request shall state the reason, date, exact time of, and approximate duration of such interruption.

VA reserves the right to close or shut down the project site and order the Contractor's

employees to evacuate the premises in the event of a national emergency. The Contractor

may return to the site only when approved by the Contracting Officer.

The work site and building access: Maintain free and unobstructed access to facility

emergency services and for fire, police, and other emergency response forces in

accordance with NFPA 241.

Means of Egress: Do not block exiting for occupied buildings, including paths from exits

to roads. Minimize disruptions and coordinate with the CAVHCS project manager.

Hot Work: Perform and safeguard hot work operations in accordance with NFPA 241

and NFPA 518. Coordinate with the CAVCHS project manager. Obtain permits from the facility Safety Manager at least 24 hours in advance.

Buildings will be occupied during the performance of work; however, work may be done

in phases. The Contractor shall take all measures and provide all material necessary for

protecting existing equipment and property in affected areas against dust and debris so

that equipment and affected areas to be used in the Medical Center's operations will not be hindered. Coordinate alteration work in areas occupied by the Department of Veterans Affairs so that Medical Center operations will continue during the installation period.

The Contractor shall maintain neat and orderly work areas and shall clean the area of

debris and rubbish daily and dispose of waste materials offsite.

All personnel involved in the installation or renovation activity shall be educated and

trained in infection prevention measures established by the medical center.

Do not perform dust producing tasks within occupied areas without the approval of the CAVHCS project manager.

The Contractor will be required to be compliant with all VA infection control requirements, including requirements listed in the Infection Control Risk Assessment (ICRA) and/or above ceiling permits. All the above ceiling permits are the responsibility of contractor to obtain from the CAVCHS Safety Office.

All work shall be performed in full accordance with applicable local and federal

regulations. All equipment, work, and installation will conform to the VA Master

Specifications available at https://www.cfm.va.gov/til/spec.asp. No departures from

specification requirements will be permitted without written approval. The Contractor

shall use good safety practices while working. All hardware should be installed in such a

manner to minimize damage and maximize patient and employee safety. All equipment

and procedures shall conform to the Energy Independence and Security Act of 2007

(EISA 2007), National Electrical Manufacturers Association (NEMA), Underwriters

Laboratory, Inc (UL), National Electric Code (NEC), Occupational Safety and Health Administration (OSHA), and American National Standards Institute (ANSI) Standards and conform to the Standard Building Code and the Standard Mechanical Code.

The Contractor shall provide all labor, tools, and equipment needed for any site work. All

wire and cabling to be installed in accordance with current VA Master Specifications and

current building codes. All wall penetrations must be properly sealed with approved fire

caulked. Contractor will provide final wiring schematics on floor plans of the installations.

New work shall be installed and connected to existing work neatly, safely, and

professionally. Disturbed or damaged work shall be replaced or repaired to its prior

conditions.

Where the Government determines that the Contractor has installed equipment not

conveniently accessible for operation and maintenance, equipment shall be removed

and reinstalled, or remedial action performed as directed at no additional cost to the

Government.

The Contractor will not be allotted any parking permits for on-site parking. On-site

parking is very limited and not guaranteed by the VA. No storage area will be provided.

The VA is not responsible for the security of parts, tools, or equipment for the duration of

the project.

The Contractor shall request temporary badges from the CAVHCS project manager. The superintendent shall issue these badges daily to each worker and record each badge number and employee in a daily log. These badges must be returned prior to project close-out. All contractors shall wear badges so that the badges are easily viewed always while on-site. The

Contractor shall notify the CAVHCS project manager immediately of any lost badges.

The Contractor shall provide all software, access keys, codes, passwords, or any

external devices that may be required for the operation, calibration, or repair of the

equipment purchased.

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be

subject to the same Federal laws, regulations, standards, and VA Directives and

Handbooks as VA and VA personnel regarding information and information system

security.