Sources Sought Notice (Brand Name or Equal)
Audio/Visual Integration
Description:
The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 8, is seeking SDVOSB/VOSB sources capable of providing Audio/Visual integration, equipment, and installation services for the Bay Pines, VAMC, VISN 8 Executive Conference Room in Building 22, Room 405 Bay Pines, Florida 33744. This Sources Sought Notice is issued solely for market research and planning purposes.
Background:
The Executive Conference Room in Building 22, Room 405 contains audio and video equipment installed in 2009. This system consistently fails to provide reliable audio and video quality needed to host virtual meetings with stakeholders. The room regularly accommodates a high number of in-person attendees as well as remote participants, and the outdated system limits the ability to conduct effective and professional meetings.
Project Overview:
This Statement of Work (SOW) outlines the labor, equipment, integration, programming, and support required to install new Audio/Visual (AV) systems in the Executive Conference Room. All work will be performed by qualified in-house technicians, a certified commissioner, programmer, and a dedicated project manager. All proposed equipment and software are new, industry-validated solutions and include a minimum one-year warranty unless otherwise specified. A site visit prior to submitting a quote is acceptable.
NAICS/PSC:
NAICS: 541330 (Engineering Services) / PSC: 7B20 IT and Telecom Audio/Visual Equipment.
Set-Aside:
This request supports market research to determine SDVOSB/VOSB availability, in accordance with VAAR 819 and VAAM M810.002-70.
Vendor Requirements:
SDVOSB/VOSB vendors must be VetCert-listed and capable of performing AV integration services, including licensing, cabling, engineering, programming, and training. Compliance with NFPA 101, OSHA, and VA facility access requirements is required.
Response Instructions:
Interested SDVOSB/VOSB vendors shall submit capability statements including: technical expertise, relevant experience, business size, socioeconomic status, and proof of required licenses.
Due Date:
Responses shall be submitted electronically within 7 calendar days of notice posting to colleen.houser@va.gov.
Scope of Work:
The Contractor shall provide all labor, materials, equipment, design, programming, installation, commissioning, testing, training, and documentation necessary to deliver a fully functional AV system in the Executive Conference Room.
System Components and Inclusions:
Displays and Mounts
Installation of five (4) new 86-inch LG ultra-high-definition displays.
Tilt wall mounts included for each display.
Optional LED Video Wall
Installation of (1) new 136-inch diagonal LED wall to serve as the main front-of-room display.
Dimensions approximately 10 ft. wide by 5.5 ft. tall.
TAA-compliant, includes a 3-year warranty, spare modules, cards, and power supplies.
Matches the VISN 8 lobby conference room installation.
Cameras
Two (2) auto-tracking PTZ cameras with 12x optical zoom.
Control System
Five (5) AVoIP encoders and five (5) AVoIP decoders to route content to each display.
One (1) 10-inch touch panel to replace the existing Crestron interface and serve as the primary room control surface.
A dedicated, isolated control network using a new managed PoE+ switch.
Audio System
Dual Nureva all-in-one audio bars for balanced room audio coverage.
Features include omnidirectional microphones and integrated speakers, eliminating the need for additional pendants or table microphones.
One (1) combined control and digital signal processor (DSP) from QSC for audio and control signal management; standard in VA installations.
Wireless Conferencing
One (1) Barco CX-50 ClickShare system for wireless content sharing and laptop-initiated conferencing.
Accessories and Infrastructure
Two (2) bridge endpoints enabling USB access to audio processing and cameras.
Surge protection, Cat6A shielded cabling, audio wiring, and HDMI patch cables.
One (1) new AV-grade credenza designed for proper thermal management and equipment weight capacity.
Engineering and Documentation
Complete engineered drawings and system design documentation.
System programming and configuration performed by certified personnel.
Training
End-user training for system operation and meeting workflows.
Demolition / Removal
Removal and disposal of all existing AV equipment, including displays, microphones, and rack components.
Deliverables:
Fully installed, tested, and commissioned AV system.
As-built drawings and configuration documentation.
User training session(s).
Equipment warranties and support documentation.
Acceptance Criteria:
The system will be considered complete upon:
Successful commissioning and functionality testing.
User acceptance following training.
Delivery of all required documentation.
**Disclaimer**
This Sources Sought Notice does not constitute a solicitation. Responses are not offers and cannot be accepted by the Government to form a binding contract. A solicitation may be issued at a later date.
