7E20--Director's Conference Room AV update
Statement of Need 1. BACKGROUND 1.1. The James A. Haley Veterans Hospital (JAHVH) Medical Center is located at 13000 Bruce B. Downs Boulevard in Tampa, Florida. The JAHVH is a tertiary care teaching h... Statement of Need 1. BACKGROUND 1.1. The James A. Haley Veterans Hospital (JAHVH) Medical Center is located at 13000 Bruce B. Downs Boulevard in Tampa, Florida. The JAHVH is a tertiary care teaching hospital providing services and patient care to the veterans of Central Florida. The executive conference rooms (DR 101 and 102) are integral to the operation of the front office and support high level executive meetings and are the center stage for our incident command and emergency operations. Both conference rooms contain room level multi-media audio/visual equipment that currently only integrate with a Cisco Vtel system. With the proliferation of MS Teams and WebEx the Vtel system is obsolete and is no longer used. Currently the audio-visual components of these conference spaces do not integrate with a computer (other than the video displays). The camera system and ceiling mounted audio components only work with the Vtel. To utilize MS Teams and WebEx, both of which are computer-based software applications the microphone and camera systems need to be connected to a dedicated computer and to audio visual ports allowing for laptop access to the room level multimedia components. New components must integrate with the current hardware. Brand name or equal to Extron. 2. SCOPE OF NEED: 2.1. Contractor shall provide all necessary equipment, labor, supervision, tools, and materials required to integrate the multimedia hardware with a dedicated computer and to audio visual ports allowing for laptop access. 2.2. Contractor shall remove iPad/docking station from the wall and replace it with the Extron60-1566-02, 10" Wall Mount Touch Link Pro Touch panel Black wall mount Located in room 101. 2.3. Contractor shall avoid damage to the walls to avoid patching or repair. 2.4. The Touch Pad must be hard wired, and not portable. 2.5. iPad must function and must be available for this room (101). 2.6. Contractor shall add TEAMS capability, with new, dedicated cameras. 1 for each room. 2.7. Audio will be through the microphones and speakers in both rooms 101 and 102. 2.8. Contractor shall retain the Cisco VTC as a separate conferencing option. 2.9. TEAMS upgrades use a portable laptop into an existing HDMI connection. 2.10. Rooms 101 and 102 should be configured to allow for independent simultaneous TEAMS calls. HDMI inputs should be provided in room 102 for laptop connections and the current HDMI ports on the table in room 101 should be connected to the system. 3. DELIVERABLES: 3.1. A fully functioning multimedia system allowing VA personnel to utilize MS Teams and WebEx in the above reference conference rooms. 4. PHYSICAL CHARACTERISTICS: 4.1. Equipment must have the physical characteristics to enable the government to perform the capabilities: 4.2. integrate with room level audio visual equipment Microsoft Teams, WebEx, and other computer-based conferencing applications. 5. FUNCTIONAL AND PERFORMANCE CHARACTERISTICS: 5.1. ROOM 101 o 1 Extron 60-1566-02, 10" Wall Mount Touch Link Pro Touch panel - Black Wall Mount o 2 Extron 60-1471-12, Twisted Pair Extender for USB Peripherals - Transmitter o 1 Extron 60-1471-13, Twisted Pair Extender for USB Peripherals Receiver o 1 Extron 60-1473-23, Receiver - Decorator-Style Version - White o 1 INOGENI 4KXUSB3, 4K Ultra HD to USB 3.0 with HDMI loop and VISCA port o 1 Windy City Wire 6' HDMI, 6' HDMI-M to HDMI-M HI-FLEX o 1 Crestron USB-NX2-LOCAL-1G-W, USB over Ethernet Network Endpoint Wall Plate with Routing, Local, White o 1 Crestron USB-NX2-REMOTE-1G-W, USB over Ethernet Network Endpoint Wall, Plate with Routing, Remote, White o 1 Extron 60-1481-01, Four Output 4K HDMI Distribution Amplifier o 1 Extron 60-1869-52, 4K/60 HDMI Tx - 330 feet (100 m) o 1 Extron 60-1869-53, 4K/60 HDMI Rx - 330 feet (100 m) o 1 VADDIO RoboSHOT 12E One LINK HDMI SYS WHT, RoboSHOT 12E One LINK HDMI SYS WHT o 2 Windy City Wire 6' HDMI-M to HDMI-M, 6' HDMI-M to HDMI-M 5.2. 5.2. ROOM 102 o 2 Extron 60-1471-12, Twisted Pair Extender for USB Peripherals Transmitter o 1 Extron 60-1471-13, Twisted Pair Extender for USB Peripherals Receiver o 1 Extron 60-1473-23, Receiver - Decorator-Style Version - White o 1 ICAVN Cables, Connectors & Hardware, Misc. Cables, Connectors & Hardware o 1 INOGENI 4KXUSB3, 4K Ultra HD to USB 3.0 with HDMI loop and VISCA port o 1 Windy City Wire 6' HDMI, 6' HDMI-M to HDMI-M HI-FLEX o 2 Extron 60-1471-12, Twisted Pair Extender for USB Peripherals Transmitter o 1 Extron 60-1471-13, Twisted Pair Extender for USB Peripherals Receiver o 1 Extron 60-1473-23, Receiver - Decorator-Style Version - White o 1 ICAVN Cables, Connectors & Hardware, Misc. Cables, Connectors & Hardware o 1 INOGENI 4KXUSB3, 4K Ultra HD to USB 3.0 with HDMI loop and VISCA port o 1 Windy City Wire 6' HDMI, 6' HDMI-M to HDMI-M HI-FLEX o 1 Crestron HD-MD4X1-4KZ-E, 4x1 4K60 4:4:4 HDR AV Switcher o 1 Extron 60-1481-01, Four Output 4K HDMI Distribution Amplifier o 1 Extron 60-1869-52, 4K/60 HDMI Tx - 330 feet (100 m) o 1 Extron 60-1869-53, 4K/60 HDMI Rx - 330 feet (100 m) o 1 VADDIO RoboSHOT 12E One LINK HDMI SYS WHT, RoboSHOT One LINK HDMI SYS WHT o 2 Windy City Wire 6' HDMI-M to HDMI-M, 6' HDMI-M to HDMI-M o 1 Windy City Wire 6' HDMI, 6' HDMI-M to HDMI-M HI-FLEX o 8 Windy City Wire 6' USB 2.0 Type A, M-M, 6' USB 2.0 Type A, M-M 6. DELIVERY SCHEDULE: 6.1. All items to be delivered and or installed within 30 days of purchase order processing and order placement. 7. CONTRACTOR RESPONSIBILITIES 7.1. The vendor is required to manage and coordinate installation at the JAHVH with the VA POC. 7.2. On-site assembly and installation of items, and performance of services identified in this document shall take place during weekday hours from 07:30 to 16:00 (i.e.: 7:30am to 4:00pm Eastern Standard Time.) and will be coordinated with the VA POC 7.3. During the entire duration of assembly and installation, the vendor shall have a competent representative on-site as the vendor s contact, and to serve as the interface between the vendor and James A. Haley VA Hospital. 7.4. On-site representative can be the installer. All instructions provided by VA point of contact to the representative will be binding as if given to the vendor s main contact. The VA point of contact may provide specific instructions, however, only the Contracting Officer may change the terms or conditions of the contract. 7.5. The vendor shall assume responsibility for taking precautions for the vendor's (and associated subcontractors ) employees, agents, licensees, and permittees. 7.6. Vendor shall unload the equipment from the truck and deliver to specific areas designated by VA s point of contact. 7.7. Uncrating / unboxing the equipment shall be coordinated with P.O.C at the specific location. 7.8. The removal of waste and/or excess material shall be conducted through the loading dock area. It is the vendor s responsibly to dispose used crates or boxes and cleaning up areas. 7.9. Any damage to walls/floors upon delivery of equipment shall be repaired and return to its original condition at no charge to the government. 7.10. Vendor shall communicate through the VA P.O.C any required coordination requirements. 7.11. Vendor shall abide by all rules and regulations set forth by the JAHVH due to the Coronavirus (COVID-19) and have their own personal protective equipment (PPE) in use for the time they are on the JAHVH campus grounds. 8. Vendor Employee Identification: 8.1. Vendor s employees must be clearly identified as contractors (not VA employees) when performing services under this contract. This includes visual (appearance), verbal (phone), and electronic (email). 8.2. All vendor employees must also be required to wear VA issued badges and must always display these badges while in the performance of this contract and/or as instructed by the VA point of contact. 8.3. The contractor supervisor must ensure that all contractor employees display their VA issued badges. 9. WARRANTY OF EQUIPMENT: 9.1 Government requirement for standard manufacturer industry warranty term. 10. Site Visit: 10.1. Offerors or quoters are urged and expected to attend the site where supplies and services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to attend the site constitute grounds for a claim after contract award. 10.2. Prospective contractor must attend the site visit scheduled on 6/29/2022 at 10:00 am-12pm. for clarifications. 10.3. Prospective contractor shall meet at the Spinal Cord Injury, main entrance to be escorted to rooms 101 &102 and will be escorted by the government point of contact, Ebby Talebi. For directions, please contact Ebby at 813-610-7037. 10.4. Prospective contractors shall respond to leonora.simmons@va.gov or ebby.talebi@va.gov no later June 24, 2022 for attendance to ensure proper planning to escort contractors at the site. 11. Questions and Answers: 11.1. Questions, with the Government s responses, will be posted to the Government Point of Entry (GPE) FEDBIZOPPS (www.fbo.gov) no later than June 30, 2022. Government reserves the right to transmit questions and responses of a common interest to all prospective contractors. 11.2. Quotes are due on or before July 7 @10 am EST. Submission shall be via e-mail to Leonora Simmons @leonora.simmons@va.gov. 11.3. Interested parties are instructed to contact Leonora Simmons to confirm receipt of their respective quote package. 12. VHA Supplemental Contract Requirements for Combatting COVID-19 Contractor employees who work in or travel to VHA locations must comply with the following: Documentation requirements: 12.1. If fully vaccinated, contractors shall show proof of vaccination. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination. 12.2. If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor s order or an FDA approved over-the-counter test that includes an affiliated telehealth service. 12.3. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel. 12.4. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. 12.5. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates. 12.6. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, always, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. 12.7. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities. 12.8. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.
Data sourced from SAM.gov.
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