SOLICITATION NOTICE
J -- Maintenance of Audio/Video System - St Petersburg
- Notice Date
- 8/1/2023 11:15:53 AM
- Notice Type
- Solicitation
- Contracting Office
- VBA FIELD CONTRACTING (36C10E) WASHINGTON DC 20006 USA
- ZIP Code
- 20006
- Solicitation Number
- 36C10E23Q0122
- Response Due
- 8/11/2023 9:00:00 AM
- Archive Date
- 09/10/2023
- Point of Contact
- Tiffany L Garfield, Contract Specialist
- E-Mail Address
-
tiffany.garfield@va.gov
(tiffany.garfield@va.gov)
- Awardee
- null
- Description
- Page 1 of Page 6 of 73 Page 1 of ST PETERSBURG, VA REGIONAL OFFICE 9500 BAY PINES BLVD BAY PINES, FL, 33744-8700 STATEMENT OF WORK Audio/Visual Service Contract Vision Statement Award a service contract, base year plus 4 option years for the monthly maintenance of the three Audio/Visual systems by highly skilled and competent technicians. Systems are in Rooms, 204 and 215 in Bldg. 46 and the 3rd floor of Bldg. 47 at the Bay Pines, FL, VBA St Petersburg Regional Office. 1 Introduction Maintenance upkeep, service, installation needs for AV equipment the Audio/Visual equipment is essential for the St Petersburg Veterans Administration Regional Office (VARO) to complete its mission. The Audio/Visual systems here at the Regional Office is used for events, training, high level communication, dissemination of information to all employees as well as a means of transition and delivery of needs for telework and MUST be in always working order. 1.3 Scope The Audio/Visual systems maintenance contract is intended to provide complete full preventive maintenance, repair, modification, and installation services for existing and all new components (as required by this contract) of the Audio/Visual systems. The Contractor shall provide all supervision, labor, administrative support, materials, tools, parts, supplies, equipment, software, hardware, freight, lodging, transportation costs (rental car, air fare, etc.), PERDIEM, and transportation to and from work site necessary to fulfill all the requirements of this Statement of Work (SOW) in accordance with contract. The scope of services includes scheduled preventive maintenance (PM), unscheduled maintenance, repair, and troubleshooting any issues to the existing Audio/Visual systems specified in the contract. Cost of major repair parts required to bring to or maintain the Audio/Visual system to the manufactures specifications is the responsibility of St Petersburg VARO so long as the component failure is not the result of deficient maintenance. New and or additional Audio/Visual system components repaired and/or installed during the duration of the contract will be maintained under this maintenance contract. The Contractor will coordinate with the Contracting Officer Representative (COR) on any new and additional component implementation to ensure that any project related warranty and contractual service on new hardware remains in force. The contractor shall provide monthly on-site service prior to the director s Townhall meetings to ensure the system is functioning properly for the dissemination of important information to all employees of the VA Regional Office. Schedule will be provided upon award. 2 General Requirements The Contractor shall be responsible for performing all scheduled and unscheduled maintenance and repair work required to maintain the Creston Audio/Visual systems in the condition prescribed by the original equipment manufacturers recommended guidelines and/or warranty requirements where the warranty remains in force. This is to include all components, accessories, new updates, firmware, bugs, patches, fixes, etc. The Contractor shall work closely with the COR, and the Bay Pines, FL, VARO Support Services Division to address various trouble calls. Contractor shall replace-with-kind all damaged components of the Audio/Visual system. 2.1 Non-Personal Services The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer (CO) immediately. 2.2 Business Relations The contractor shall successfully integrate and coordinate all activity needed to execute this contract. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel. 2.3 Contract Administration and Management The following subsections specify requirements for contract, management, and personnel administration. 2.3.1 Contract Management The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity with the support operations at the Bay Bays Pines, FL. 2.3.2 Contract Administration The contractor shall establish processes and assign appropriate resources to effectively administer this contract. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to this contract. The contractor shall assign work and maintain proper and accurate time keeping records of personnel assigned to work under this contract. 2.3.3 Personnel Administration The contractor shall provide the following management and support as required. The contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the SOW requirements. 2.4 Subcontract Management The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this contract. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the Contracting Officer (CO). 2.5 Location and Hours of Work Accomplishment of the results contained in this SOW requires work at the St Petersburg VA Regional Office, BLD 46, and 47, 9500 Bay Pines Blvd, Bay Pines, FL 33744-8700. Normal workdays are Monday through Friday except US Federal Holidays. Normal working hours are from 8:00am and not later than 5:00pm. Any work that would cause disruption in routine business operations must be performed after hours and must be scheduled with the COR. 3 Performance Requirements The following section specifies the Performance Objectives and Performance Elements for the contract. 3.1 Description of Services The Audio/Visual units located in rooms 204 and 215 and bldg. 47 3rd floor training room are critical for enabling Bays Pines, FL (VARO) complete its mission. The Audio/Visual equipment is necessary to accommodate the needs of the advanced digital computing, communications, and IT business process of the facility. Performance Standard Monthly Cleaning and testing of all system equipment Test all routing signals monthly to include audio, video, control, and wireless access Point (WAP) Provide detailed monthly report of any deficiencies and recommend corrective actions Provide costs for equipment upgrades or system modifications as needed. Provide maintenance renewals and any re-certifications needed on existing equipment Provide firmware and software upgrade(s) for equipment in the space. This software upgrade may be required during the maintenance period of the contract. Some of the hardware requires regular software or firmware upgrades for software already installed in some equipment. Preventative Maintenance Includes Monthly on-site visits Rapid telephone support response time within one hour Help Desk support Expedited freight for replacement equipment 3.1.1 Scheduled Maintenance. The contractor shall perform monthly scheduled maintenance inspection on the Audio/Visual systems at the St Petersburg VARO. Contractor will provide all parts, labor and expertise necessary to complete required maintenance tasks listed. Performance Standards a) Standard: As specified below b) Standard: (12) PM inspections scheduled by the customer between 8am- 5pm, Monday-Friday, (excluding national holidays). AQL: Includes 100% labor and travel coverage for emergency service 5 days/week, during business hours Includes 100% parts coverage (excluding components showing signs of physical damage). The Contractor shall provide the COR with a report on all A/V Locations Preventative Maintenance visits, including equipment checklists, recommended repair and replacement analysis, and recommended time intervals for equipment maintenance schedules. 3.1.2 Unscheduled maintenance. Emergency requests will be responded to within 4 hours, during business hours, 5 days/week. Inoperable Audio/Visual components will be repaired or replaced at VBA expense and installed by the contractor within 5 days. Parts include those items that must be replaced due to fair wear and tear. The cost for parts and labor for maintenance or damage resulting from operator negligence may be submitted through the Contracting Officer for consideration of payment. The Contractor shall provide expedited shipping on all equipment if repairs are to exceed forty-eight hours (48) and assistance in securing that equipment from a third-party vendor is necessary. Repair cost are not to exceed $20,000 without the approval of the CO. Contractor shall submit detailed costs of equipment and labor for each occurrence. 4 Special Requirements This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort. 4.1 Security and Safety SECURITY - The Contractor is required to enter and exit the Bay Pines, FL through the front entrance. Entering or exiting the building through any other door will require VARO approval and an escort will be required. Upon entering the building, the contractor and/or contractor employees will be required to show proof of identity (must have a valid photo ID) as well as pass through a security screening. The Audio/Visual technician will be escorted at all times while inside the VARO. SAFETY - The following safety criteria shall be met at the time of the acceptance inspection: EQUIPMENT - The Contractor shall provide all safety equipment/devices, personal protective equipment and clothing as required for its employees. COMPLIANCE WITH LAWS - Contractor represents and warrants that the performance of this contract and the furnishing of goods or services required shall be in accordance with the applicable standards, provisions and stipulations of all pertinent Federal, State or Authority laws, rules, regulations, resolutions, and ordinances including but not limited to the Fair Labor Standards Act, the Equal Employment Opportunity rules and regulations, the Transportation Safety Act, the National Environmental Policy Act, and the Occupational Safety and Health Acts. 4.2 Government Furnished Materials 4.3 Environmental Requirements The contractor shall comply with all local, state, and federal regulations with regards to use, dispensing, removing, storing, and transporting any hazardous waste / cleaning products that may be used in fulfilling the scope of this Statement of Work. 4.4 Applicable Directives The contractor shall comply with all documents listed below as mandatory and referenced under paragraph 3, Performance Requirements. Compliance with documents listed as non-mandatory is the contractors' option. Mandatory compliance (list) OSHA - Occupational Safety and Health Administration Department of Labor http://www.osha.gov 4.5 Quality This section describes the Quality Control components for this effort. The following sub-sections provide details of various considerations for this contract. 4.5.1 Quality Control The Contractor shall develop a Task/Delivery Order QCP and maintain an effective quality control program to ensure services are performed in accordance with the IDIQ contract and this SOW. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractors QCP is the means by which he assures himself that his work complies with the requirement of the contract. The finalized QCP will be accepted by the Government at the time of the award of the Task/Delivery Order. The Contracting Officer may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptance of the plan by the Contracting Officer. Any modifications to the program during the period of performance shall be provided to the Contracting Officer for review no later than 10 working days prior to effective date of the change. The QCP shall be subject to the Governments review and approval. The Government may find the QCP ""unacceptable"" whenever the Contractors procedures do not accomplish quality control objective(s). The Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found ""unacceptable."" 4.5.2 Quality Assurance Surveillance Plan (QASP) The Government shall monitor the Contractors performance under this Task/Delivery Order in accordance with the Governments QASP. 4.6 Minimum Certifications, Training, Experience The Contractor shall adhere to the NFPA 70B standards as well as ANSI C132.1 as they pertain to electrical equipment maintenance. The Contractor, at its own expense and in its own name, must provide and keep in force during the term of this Agreement, the following insurance coverages, provided by a company(s) licensed to conduct business in the State of Florida: Workers Compensation Insurance, including Employers Liability Insurance, complying with the laws of the State of Florida. Comprehensive General Liability Insurance, including Contractual Liability and Products Completed Operations Liability as well as coverage on all Contractors equipment owned, hired or used in performance of this contract. 5 Deliverables The contractor shall provide deliverables as described in the contract. Deliverables shall be specified by the government. Format and delivery schedule for deliverables shall be outlined in the SOW and/or other means TBD. Reporting Services. The Contractor will provide a biannual service report of all Maintenance and Services Work completed, in accordance with the performance of the Maintenance and Services Work, as set forth in this Agreement to the COR and CO in a report format suggested by the Proposer and approved by the COR. This reporting form will be made part of the contract 6 Related Documents and System Equipment A. The publications listed below form a part of this specification to the extent referenced. The publications are referenced in the text by the basic designation only. B. National Electrical Manufacturer's Association (NEMA): 70-11 National Electrical Code C. National Fire Protection Association (NFPA) Publications: The following equipment is covered by this maintenance contract. 1 AMX : DGX1600-ENC Enclosure for Enova DGX 1600 digital media switcher 1 AMX : DGX800-ENC 8x8 Enclosure 2 AMX : DGX-AIE DGX Audio Insert/Extract 2 AMX : DGX-I-DXL 4-Port DX-Link Input 4 AMX : DGX-I-HDMI 4 HDMI Inputs 2 AMX : DGX-O-DXL DGX DXLink Output 2 AMX : DGX-O-HDMI DGX HDMI Output 3 AMX : DX-TX-DWP DXLink multi-format decor style wall plate transmitter, black, US 4 AMX : EXB-COM2 ICSLan Serial Interface, 2 Por 1 AMX : EXB-REL8 ICSLan Relay Interface, 8 Chan 2 AMX : MSA-RMK-10 Rack Mount Kit 2 AMX : MSD-1001-L2 10.1"" Modero S Wall Landscape 4 AMX : TPC-IPAD TPControl application license 4 Apple : IPAD II Apple IPADII 2 Biamp : Tesira EX-IN Tesira EX-IN 1 Biamp : TesiraFORTÉ CI TesiraFORTE CI 1 Biamp : TesiraFORTE DAN CI TesiraFORTE DAN CI 2 Black Box Corporation : H.264 Encoder/Decoder Black Box VS2000 H.264 Encoder - video/audio extender - Gigabit Ethernet 1 C2G : 29858 6in HOOK AND LOOP CBL STR 3 Chief : KITEF009012 KIT RPMAU CMS009012CMA101 2 Chief : PACPC1 POWER CONDITIONER ACCESSORY 3 Christie : DWU599-GS (B) DWU599-GS (B) 3 Christie : Lens 2.9-5.50:1 Zoom G/GS Lens 2.9-5.50:1 Zoom G/GS 4 Countryman : E6 Flex Omnidirectional Earset Microphone E6 Flex Omnidirectional Earset Microphone 4 Crestron : AM-101 AirMedia® Presentation Gateway 6 Crestron : CBL-HD-6 Crestron® Certified HDMI® Interface Cable, 18 Gbps, 6 ft (1.8 m) 4 Crestron : IDOC-PAD-LCA2-DSC-W iPanel® Table Dock for iPad Air® 2 & iPad Pro® 9.7, White 1 Crown : Crown CDi DriveCore 4|300 4x300W Power Amplifier 2 Denon Pro : DN-500BD Blu-ray disc player 2 ICAVN : Cables, Connectors & Hardware Misc. Cables, Connectors & Hardware 2 JBL : CBT 100LA-1 Line array column, 100 cm tall, 16 2 2 JBL : CBT 200LA-1 2 METER TALL, 32 ELEMENT LINE ARRAY 8 JBL : MTC-CBT-FM1 CBT FLUSH-MOUNT WALL BRACKETS 4 Linksys : AC1900 AC1900 802.11ac dual band gigabit nighthawk smart WiFi router 3 Logitech : MK520 Wireless Keyboard and Mouse 1 Middle Atlantic : CBS-ERK-25 CASTER BASE FOR ERK 25DP 1 Middle Atlantic : ERK-4425 44SP/25D STANDALONE RACK 1 Middle Atlantic : HG 100PC,10-32 RUST RST SCW 1 Middle Atlantic : LBP-1.5R90 10PK 90DEGREE 1.5""OFFSET 2 Middle Atlantic : PBL-3 3SP FLANGED ALUM BLANK PA 1 Middle Atlantic : PD-915R 9OUT,15A,RCKMNT POWER CEN 2 Middle Atlantic : SS5-23VTR 5SP,23""DP VTR SLDING SHLF 4 Middle Atlantic : U1 1SP RACKSHELF 11DP 2 Middle Atlantic : U2 2SP RACKSHELF 14.75DP 2 Middle Atlantic : UPS-2200R 2200VA/1650W UPS 2 Middle Atlantic : UQFP-4 ULTRA QFP 4 FAN LED 2 Netgear : GS728TP-100NAS 24 Power-over-Ethernet (PoE) ports including 8 PoE+ (803at) ports, 192w total PoE budget 2 Premier Mounts : AM500-U Articulating Mega Wall Mount for Displays up to 500 lb 12 QSC : AD-C6T-BK 6.5"" Two-way ceiling speaker, 70/100V transformer with bypass, 135° conical DMT coverage,includes C-ring and rails for blind mount installation. 1 QSC : CXD4.5-xx 8000W Amplifier using FAST channel combining technology 4 channels, 1200 watts/ch at 8, 2000 watts/ch at 4, 1600 watts/ch at 2, 1250 watts/ch into 100V loads, 1000 watts/ch direct drive 70V, with Euro connectors and GPIO. 3 Shure : 10M DCS Cable DCS LAN Cable, 10m, Black, STP Cat5e (RJ45) for DDS 5900 & DCS 6000 36 Shure : 3M DCS Lan Cable DCS LAN Cable, 3m, Black, STP Cat5e (RJ45) for DDS 5900 & DCS 6000 1 Shure : 50M DCS Cable DCS LAN Cable, 50m, Black, STP Cat5e (RJ45) for DDS 5900 & DCS 6000 36 Shure : DC 5980 P Portable Conference Unit, config. as CM/DM/IS 4 Shure : DC5980P-ACC-DM DC 5980 P Overlay: Delegate - One button Mic On/Off, pack of 10 pcs 1 Shure : DIS-CCU-US Central Unit for DDS 5900 and DCS 6000 (includes power supply for US) 36 Shure : GM 5924 Gooseneck Mic. w/LED, XLR, 50 cm, black 4 Shure : QLXD14/93-G50 QLXD1 wireless bodypack transmitter, QLXD14 combines professional features 4 Shure : QLXD24/SM58-G50 Wireless Handheld Microphone 1 Shure : SBC800-US 8-Bay Shure Battery Charger 1 Shure : SW 6000 SW 6000 Conference Management Software 2 Shure : UA8100 100' UHF Remote Antenna Extension Cable, BNC-BNC, RG213/U Type 3 Shure : UA845UWB Five-way active antenna and power distribution system for QLX-D®, ULX®, ULX-D®, SLX®, and BLX® (BLX4R only) receivers. Switchable frequency ranges: 174-216 MHz, 470-960 MHz, 1240-1260 MHz, 1492-1525 MHz, 1785-1805 MHz 3 Shure : UA874US Active Directional Antenna with Gain Switch 470-698 MHz 3 Shure : UABiast-US In-line adapter. Supplies 12V DC bias power over coaxial BNC cable, includes PS23US 2 SunBriteTV : SB-8418UHD-BL Pro series 84'' aluminum powder coated exterior 4K Ultra HD outdoor TV, black 1 Vaddio : 999---9590---000 OneLINK for Vaddio RoboSHOT HDMI Cameras 1 Vaddio : AutoTrak 2.0 with HD-18 Camera Autotrak 2.0/HD-18 PTZ camera system 2 Vaddio : AV Bridge MATRIX P AV Bridge MATRIX PRO A/V Room Solution for USB/IP 1 Vaddio : ZoomSHOT 20 QDVI S ZoomSHOT 20 QDVI System (black/silver) HD POV Camera
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