N059--PUBLIC ADDRESS SYSTEM STATION (VA-26-00046693)

The goal of this project is to remove and replace the existing public address system across the entire Robert J. Dole VA Medical Center campus. This new system will replace all the components of the public address system. This includes the design, removal of the existing systems, procurement of new equipment, installation, programming, testing, and training to ensure fully functional public address systems at the end of the contract.

The new public address system will be a modern design, fully monitored system capable of decentralized zone control, message storage, and self-health monitoring. The system design must include speaker line verification and message delivery verification. The project will replace the existing fiber backbone for the public address system and will not connect to the existing enterprise network. The system must include all relevant safety and regulatory standards.

Removal of Existing System:

Carefully remove all existing system components, including speakers, microphones, wiring, and control units. The system must be removed and installed in phases to minimize system outages. Ensure safe and efficient disposal or recycling of old equipment according to relevant environmental and safety regulations.

Procurement of New Equipment:

Procure all necessary components for the new public address system, which may include speakers, desktop paging microphones, amplifiers, end-of-line monitoring devices, control units, and message servers. The equipment shall meet all standards for medical and public safety applications. The public address systems shall be Biamp’s Vocia or equivalent. The equipment and proposed layout shall be reviewed by the Medical Center for comment and approval prior to purchase on behalf of the government. If documents are not approved, revisions will be required before approval. The contractor shall provide floor plans with proposed locations for all the equipment. The Medical Center will provide the initial floor plans to the contractor.

Installation of New System:

New Speakers

Speakers are to be installed throughout the corridors and common areas of each building, approximately every 25 feet, ensuring optimal sound coverage.

Establish headend locations in each building to decentralize electronic control, simplifying installation, troubleshooting, and maintenance.

Treat each floor of the buildings as individual zones to prevent issues in one area from affecting others, and provide flexibility for further zoning with additional amplifier channels.

Install and connect the active end-of-line monitoring devices to monitor and report on the health of the speakers and wiring.

Wiring and Cabling:

Install all necessary wiring and low-voltage cabling for the new system, ensuring adherence to electrical codes and standards.

Label and document all wiring and connections for ease of future maintenance and troubleshooting.

System Programming and Integration:

Program the new public address system, configuring zones and message priorities according to the site's needs.

Integrate the system with any existing building management systems, fire alarm systems, nurse call system, or other safety and emergency systems as required.

Testing and Quality Assurance:

Perform rigorous testing of the entire system to verify functionality, sound quality, and reliability.

Conduct end-to-end tests to ensure that messages are delivered accurately and the system self-health monitoring features are operational.

User Training and Documentation:

Provide comprehensive training for facility staff, including manufacturer certification, user-level training, installation training, and administrator-level training for the new public address system.

Supply detailed user manuals, system schematics, and maintenance documentation.

Final Inspection and Handover:

Conduct a final inspection of the installed system in each building to ensure compliance with project specifications and quality standards.

Rectify any deficiencies or issues identified during the final inspection.

Obtain official sign-off from project stakeholders to confirm satisfactory completion of the project.

The contractor will provide a complete commissioning of the system.

Ongoing Support and Maintenance:

Offer a 2-year service period from the date of completion of the project. Equipment warranty as provided by the original equipment manufacturer.

Evaluating Factors:

The following factors will be considered when evaluating the contractor(s) proposals:

Bidding contractors shall be of good standing in with past performance for the government.

Bidding contractors shall have local service providers to support services needs in the future. The service support should be within 1-hour drive of the Robert J. Dole Medical Center.

Five-year manufacturer warranty on all equipment.

Certified seller and installer by the original equipment manufacturer.

The contractor is responsible for delivering fully functional turnkey solution. By the end of the contract’s period of

performance, each of the buildings on campus will have a fully operational public address system.

Period of Performance:

180 calendar days after Notice to Proceed 

The contractor is responsible for delivering fully functional turnkey solution.  By the end of the contract’s period of performance, each of the buildings on campus will have a fully operational public address system.

On-site Performance:

Delivery and Installation dates shall be pre-scheduled with the COR.

On-site duty hours shall be 8:00 a.m. to 4:00 p.m., Monday through Friday, excluding Federal holidays and any period during which the Government facility is closed due to local or national emergencies, administrative closures, or other Government-directed shutdowns. For

other-than-firm-fixed-price contracts, the Contractor shall not be reimbursed for periods when the Government facility is closed for these reasons.

Federal Holidays are:

New Years' Day

Martin Luther King Day

Washington’s Birthday

Memorial Day

Independence Day

Labor Day

Columbus Day

Veterans' Day

Thanksgiving Day

Christmas Day

Juneteenth

Contractor shall coordinate with VA COR to ensure compliance with all in-house services affected by installation activities, including Information Technology (IT), Housekeeping, Facilities Management, Painting, and In-House Construction teams. Specific, required meetings will be identified at the order level.

Workforce Performance:

The Contractor shall maintain an adequate workforce to ensure uninterrupted performance of all tasks identified in this PWS whenever the Government facility is open.

The Contractor shall ensure workforce stability and continuity when hiring personnel.

The Contractor personnel shall present a professional appearance and shall have a uniform or some method of identifying them as an employee of the Contractor. A VA badge will be provided and must be worn above the waist and be visible at all times while on government property.

The Contractor shall maintain OSHA-compliant safety procedures and provide a written Job Hazard Analysis (JHA) for each installation phase to the COR at least 3 business days before work begins.

The Contractor is responsible for ensuring staff are trained and certified for planning and installing product to maintain the integrity of the product warranty.

The Contractor shall designate an on-site project manager/lead installer. The project manager/lead installer will be responsible for oversight for all aspects of the project.

The Contractor shall be knowledgeable of, and shall comply, with all applicable federal, state, and local laws, Building Codes, Life Safety Codes, Occupational Health and Safety Administration (OSHA), ADA/ADAG, VA design standards and instructions (www.cfm.va.gov/til/dguide.asp), required for the performance of the duties in the PWS

Government Inspection and Acceptance:

On-site Performance:

On-site duty hours shall be 8:00 a.m. to 4:00 p.m., Monday through Friday, excluding Federal holidays and any period during which the Government facility is closed due to local or national emergencies, administrative closures, or other Government-directed shutdowns.

Federal Holidays are:

New Years' Day

Martin Luther King Day

Washington’s Birthday

Memorial Day

Independence Day

Labor Day

Columbus Day

Veterans' Day

Thanksgiving Day

Christmas Day

Juneteenth

Contractor shall coordinate with VA COR to ensure compliance with all in-house services affected by installation activities, including Information Technology (IT), Housekeeping, Facilities Management, Painting, and In-House Construction teams. Specific, required meetings will be identified at the order level.

Workforce Performance:

The Contractor shall maintain an adequate workforce to ensure uninterrupted performance of all tasks identified in this PWS whenever the Government facility is open.

The Contractor shall ensure workforce stability and continuity when hiring personnel.

The Contractor personnel shall present a professional appearance and shall have a uniform or some method of identifying them as an employee of the Contractor. A VA badge will be provided and must be worn above the waist and be visible at all times while on government property.

The Contractor shall maintain OSHA-compliant safety procedures and provide a written Job Hazard Analysis (JHA) for each installation phase to the COR at least 3 business days before work begins.

The Contractor is responsible for ensuring staff are trained and certified for planning and installing product to maintain the integrity of the product warranty.

The Contractor shall designate an on-site project manager/lead installer. The project manager/lead installer will be responsible for oversight for all aspects of the project.

The Contractor shall be knowledgeable of, and shall comply, with all applicable federal, state, and local laws, Building Codes, Life Safety Codes, Occupational Health and Safety Administration (OSHA), ADA/ADAG, VA design standards and instructions (www.cfm.va.gov/til/dguide.asp), required for the performance of the duties in the PWS

Government Inspection and Acceptance:

All work shall be performed with high-quality workmanship, in a safe manner, and within the time frame specified by the Government.

Contractor shall correct deficiencies within 10 business days at no additional cost.

Place of Performance:

The work to be performed under this contract will be performed at Robert J. Dole Veterans Affairs Medical Center.

Address:

Robert J. Dole Veterans Affairs Medical Center 5500 E. Kellogg Ave.

Wichita, KS, 67218

Physical Security:

The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

Key Control:

The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys

by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the COR and the Contracting Officer.

In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, shall replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

• The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer
  • Contract employees who work in or travel to VHA locations must comply with the following:
• Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to Contractor employees being denied entry into VA Facilities.
• For indefinite delivery contracts: Contractor agrees to comply with FAR 52.232-99 and VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

All work shall be performed with high-quality workmanship, in a safe manner, and within the time frame specified by the Government.

Contractor shall correct deficiencies within 10 business days at no additional cost.

Physical Security:

The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

Key Control:

The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the COR and the Contracting Officer.

In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, shall replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer

Contract employees who work in or travel to VHA locations must comply with the following:

Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to Contractor employees being denied entry into VA Facilities.

For indefinite delivery contracts: Contractor agrees to comply with FAR 52.232-99 and VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.