SAM #36C25026Q0967

VA seeks Audio-Visual System Upgrade for CARES B Conference Room at Cleveland VAMC

The Department of Veterans Affairs is seeking a comprehensive upgrade of the CARES B Conference Room AV system at the Louis Stokes Cleveland VA Medical Center. - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 10, Louis Stokes Cleveland VA Medical Center - OEMs and Vendors: - Cables To Go - Chief - Crestron - Inogeni - Middle Atlantic - Radio Design Labs - Shure - Vaddio Inc. - Products Requested: - AV cables, mounts, managed PoE switches, AV integration devices, racks, rack accessories, wireless microphone systems, USB charging components, microphones, and AV cameras - Detailed part numbers and quantities: - Cables To Go CAB39878 (1) - Chief CHIPAC810 (1) - Crestron CRECENSWPOE26 (1) - Inogeni INOSHARE2 (1) - Middle Atlantic MIDCBSERK25 (1), MIDERK3525 (1), MIDERKRR35 (1), MIDLVFD35 (1), MIDMW10FTFC (1), MIDUTR1 (3) - Radio Design Labs RDLTXJ3 (1) - Shure SHUQLXD1H50 (2), SHUQLXD2SM58H50 (2), SHUQLXD4H50 (2), SHUSB900C (4), SHUUA221 (1), SHUUA834WB (2), SHUUA850 (2), SHUUABIASTUS (2), SHUWL184MBSTQG (2) - Vaddio VAD5352000206 (1), VAD99999600100W (2) - Services Requested: - Installation materials and labor for AV system integration - Unique/Notable Requirements: - System must support Microsoft Teams-based conferencing, multi-camera video capture, advanced audio processing, and centralized control - Manufacturer-level technical expertise required for Crestron, Shure, Biamp, and AV-over-IP systems - Compliance with VA IT and security standards - Adherence to Buy American Act - Only new, OEM-certified equipment; no re-manufactured or gray market items - Vendors must be OEMs or authorized dealers/distributors

Description

SOURCES SOUGHT NOTICE THIS REQUEST FOR INFORMATION (RFI/Sources Sought) IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION. THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 10.002(b)(2), FAR 12.101, FAR 12.103 & FAR 12.202(a). DISCLAIMER This request for information, sources sought (RFI/Sources Sought) is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 10.002(b)(2), FAR 12.101, FAR 12.103 & FAR 12.202(a), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. This is NOT a solicitation announcement. This is a sources sought/RFI only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified Small Businesses under NAICS 332510, (Hardware Manufacturing), but does not exclude others from responding. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this source sought, a solicitation announcement may be published. Responses to this source sought synopsis are not considered adequate responses for a solicitation announcement. SOURCES SOUGHT DESCRIPTION The Department of Veterans Affairs, Network Contracting Office 10, Louis Stokes Cleveland VA Medical Center, is seeking sources that can provide a Cables To Go for Clinical Care that meets the following: PART NUMBERDESCRIPTIONQUANTITY/UNIT CAB39878CABLES TO GO1 EA CHIPAC810CHIEF CHIPAC8101 EA CRECENSWPOE26CRESTRON CRECENSWPOE261 EA INOSHARE21 EA MIDCBSERK25Middle Atlantic Caster Base for 25 Inch Deep ERK Series1 EA MIDERK352535 RU ERK Series Rack1 EA MIDERKRR35MIDDLE ATLANTIC RACK RAIL1 EA MIDLVFD35MIDDLE ATLANTIC MIDLVFD351 EA MIDMW10FTFCMIDDLE ATLANTIC MIDMW10FTFC1 EA MIDUTR1MIDDLE ATLANTIC MIDUTR13 EA RDLTXJ3RADIO DESIGN LABS1 EA SHUQLXD1H50SHUQLXD1H502 EA SHUQLXD2SM58H50SHUQLXD2SM58H502 EA SHUQLXD4H50SHUQLXD4H502 EA SHUSB900CSHUSB900C4 EA SHUUA221SHUUA2211 EA SHUUA834WBSHUUA834WB2 EA SHUUA850SHUUA8502 EA SHUUABIASTUSSHUUABIASTUS2 EA SHUWL184MBSTQGSHUWL184MBSTQG2 EA VAD5352000206VADDIO INC VAD53520002061 EA VAD99999600100WVADDIO INC VAD99999600100W2 EA Install Materials Install Materials: 1 EA Labor and Integration Labor and Integration: 1 EA CONTRACT TITLE: Audio-Visual System Upgrade CARES B Conference Room 3. BACKGROUND The VA Northeast Ohio Healthcare System (VANEOHS), External Affairs Service, requires a comprehensive upgrade to the CARES B Conference Room Audio-Visual (AV) system to replace outdated and unsupported equipment with a modern, fully integrated conferencing solution. The existing system no longer meets operational needs due to limitations in audio quality, video performance, system reliability, and compatibility with current collaboration platforms. These deficiencies negatively impact communication, reduce meeting efficiency, and increase reliance on technical support. This project will modernize the space into a fully functional hybrid collaboration environment, capable of supporting both in-person and remote participants through seamless Microsoft Teams integration. The upgraded system will provide high-definition video, clear and intelligible audio, intuitive user controls, and improved system reliability. In addition to enhancing day-to-day operations, the modernization effort will reduce long-term maintenance requirements and present a more professional and effective communication environment. Please state where each item is manufactured due to the Buy American Act. 4. SCOPE Upgrading the CARES B/ SCI Dining Room from outdated equipment to more reliable, modern technology prevents common technical issues like poor audio or connection problems, saving time and reducing frustration. Crystal-clear audio and high-definition video ensure participants can see and hear clearly, which minimizes miscommunication and the need for repetition. Modern AV systems are often more user-friendly, sometimes controlled via apps, allowing everyone to share content easily without needing constant tech support. A modern system is more flexible and scalable, allowing it to adapt to the organization's changing needs in the future. The rise of hybrid meetings means a conference room must support seamless virtual participation, which a modern AV system enables. Advanced features like integrated microphones and high-quality displays make it easier for teams to collaborate on projects and share information effectively, regardless of their location. High-quality visuals and audio make presentations more engaging, helping to capture audience attention. Creates a positive impression: Upgraded technology presents a more professional image to doctors, nurses, administrators, and new hires. While there is an upfront cost, upgrading can reduce long-term spending on maintenance and repairs for older equipment. The Contractor shall provide a complete, turnkey upgrade of the CARES B Conference Room AV system, transforming the existing environment into a fully integrated conferencing and presentation space. This effort includes the removal of existing legacy AV equipment, integration of Government- and Owner-furnished equipment, provision and installation of new system components, and full configuration, programming, testing, and commissioning of the upgraded system. The final system shall support: Microsoft Teams-based conferencing Multi-camera video capture and switching Advanced audio processing and microphone coverage Centralized system control through a user-friendly interface Seamless integration of all AV components into a unified platform All work shall be performed in a manner that minimizes disruption to facility operations and complies with VA IT, network, and security requirements. Video System: The Contractor shall implement a high-definition video system designed to support hybrid conferencing and presentation functionality. This includes installation of two (2) PTZ cameras positioned to capture both presenters and audience participants. The system shall allow dynamic camera selection and support multi-camera display configurations such as picture-in-picture and multi-view layouts. An owner-furnished conferencing computer shall be integrated into the system to provide Microsoft Teams functionality. A streaming device shall also be integrated as a content source. All video sources shall be routed through a centralized system to ensure consistent and reliable display and transmission. Audio System: The Contractor shall implement a fully integrated audio system designed to provide clear and intelligible sound for both in-room and remote participants. The system shall include wireless microphone systems supporting both handheld and lavalier use, along with charging and antenna distribution components. Ceiling-mounted microphone arrays shall be integrated to capture participant audio for conferencing purposes. Audio processing shall be managed through a digital signal processor capable of echo cancellation, mixing, and equalization. The system shall also include amplification components to support existing speakers and subwoofers. The final audio configuration shall support simultaneous conferencing and program audio while maintaining clarity and minimizing feedback or distortion. Control System: The Contractor shall install a modern control system to replace the existing unsupported platform. The system shall include a centralized control processor and a touchscreen user interface. The interface shall provide intuitive control over all AV system functions, including: System power Source selection Display operation Conferencing controls Camera operation and presets Audio levels and DSP settings The Contractor shall develop and submit the control interface design to the Government for review and approval prior to implementation. The final interface shall be user-friendly and require minimal technical expertise to operate. Network and Infrastructure: The Contractor shall install a managed network switch to support AV system communications and provide Power over Ethernet (PoE) to connected devices. The Contractor shall also provide and install an equipment rack system to house AV components. The rack shall include thermal management, cable organization, and power distribution systems to ensure long-term reliability and maintainability. 5. SPECIFIC TASKS Existing System Decommissioning: As part of the upgrade, the existing AV system will be partially decommissioned. VA personnel will remove select infrastructure components, including the projection system, wall control interfaces, and associated mounting hardware. The Contractor shall coordinate with VA staff to ensure proper sequencing of removal activities. The Contractor shall remove all remaining AV equipment associated with the legacy system, including audio processors, switching equipment, control systems, and signal distribution components. All removal activities shall be conducted carefully to avoid damage to existing infrastructure and to prepare the space for installation of the new system. Equipment Integration Strategy: The upgraded system will be constructed through a combination of existing equipment reuse, repurposed components, and newly provided equipment. The Contractor shall integrate existing Government-furnished equipment, including display systems, speakers, and select media devices, ensuring they function seamlessly within the upgraded AV environment. Additionally, the Contractor shall retrieve and integrate Owner-furnished equipment from VA storage, including AV-over-IP infrastructure, digital signal processing equipment, microphone arrays, control systems, and power distribution components. All repurposed equipment shall be inspected, tested, and verified for operational readiness prior to integration. Any deficiencies shall be reported to the Contracting Officer’s Representative (COR). The Contractor shall also provide all new equipment necessary to complete the system, including cabling, network infrastructure, mounting hardware, wireless audio systems, and camera systems. All Contractor-furnished equipment shall be new, OEM-certified, and fully compatible with the system design. Existing Equipment (In-Room Reuse): The Contractor shall integrate the following existing equipment currently installed within the CARES B Conference Room: 85" Samsung display with articulating mount Panasonic Blu-ray player eVideon patient care IPTV receiver (LG player) Tascam CD player Atlas ceiling speakers Atlas ceiling subwoofers Crestron C2N-IO control port expansion module This equipment shall be: Inspected and tested for operational readiness Integrated into the upgraded AV system Configured to function as part of the unified control and signal distribution architecture Owner-Furnished Equipment (Repurposed from Storage): The Contractor shall retrieve, validate, and integrate equipment repurposed from other VA projects, including: Crestron DM NVX AV-over-IP infrastructure (chassis, encoder, decoder cards) Extron MediaPort scaling bridge (HDMI/audio to USB) Rack mounting hardware and accessories Shure networked docking station Biamp Tesira Forte DSP (AEC/VoIP capable) Shure MXA910 ceiling microphone arrays QSC 4-channel amplifier Crestron 4-Series control system Crestron 7" tabletop touch panel Power distribution units and rack accessories HDMI cabling All repurposed equipment shall be: Verified operational prior to installation Fully integrated into system architecture Reported to the COR if any deficiencies are identified System Configuration and Functional Requirements: Video System: The Contractor shall implement a multi-source, multi-camera video system supporting both presentation and conferencing environments. The system shall include: Integration of an owner-furnished Microsoft Teams PC installed within the AV rack Integration of a streaming device (Firestick) connected to the display Installation of two (2) HD PTZ cameras: One mounted to capture audience participants One ceiling-mounted to capture presenters The Contractor shall provide and integrate a multi-camera switching processor capable of: Dynamic camera switching Dual-camera output for conferencing Layout control including: Picture-in-Picture (PiP) Picture-over-Picture (PoP) Multi-view configurations The system shall allow: Seamless switching between camera feeds Integration with conferencing software Control via touchscreen interface Additionally, an audio signal conversion interface shall be installed to convert display audio output into a balanced signal for system-wide audio integration. Audio System (Integrated Conferencing + Program Audio): The Contractor shall provide and implement a comprehensive audio system designed to support both conferencing and in-room audio playback. This includes: Wireless Audio Two (2) digital wireless microphone systems Each consisting of: One (1) handheld microphone One (1) bodypack with lavalier microphone Charging stations and antenna distribution systems Ceiling Audio Capture Integration of Shure MXA910 ceiling microphone arrays Configured specifically for conferencing audio pickup Not used for in-room speech reinforcement Audio Processing Integration of Biamp Tesira Forte DSP providing: Echo cancellation (AEC) Audio mixing Signal routing Equalization Amplification Installation of a 4-channel amplifier to power: Existing ceiling speakers Subwoofers The audio system shall: Deliver clear and intelligible speech for remote participants Support simultaneous program and conferencing audio Eliminate feedback and distortion Control System: The Contractor shall replace the existing control system with a modern Crestron-based control platform, including: Crestron PRO4 processor 7" touchscreen interface mounted on rack pull-out shelf The Contractor shall design and submit a custom touchscreen interface for VA approval prior to implementation. The control system shall provide centralized operation of all AV functions, including: System power (On/Off) Display control Source selection Microsoft Teams conferencing controls Camera controls: Selection PTZ movement Presets Layout configuration eVideon system control (as available) Audio DSP controls: Individual source volume Microphone levels Master volume The interface shall be: Intuitive Role-based if required Designed to minimize user error and training requirements Network and System Infrastructure: The Contractor shall install a 24-port managed PoE+ switch to support: Ceiling microphones DSP Control system Cameras Touch interface The network shall: Support AV-over-IP communication Provide reliable and secure device connectivity Align with VA network requirements Equipment Rack and System Housing: The Contractor shall provide and install a 35-space AV equipment rack to house all system components. The rack shall include: Locking front and rear doors Thermal management system Rack rails and mounting hardware Vertical power distribution units The rack shall: Support proper cable management Ensure system accessibility for maintenance Provide long-term system stability and organization Installation, Programming, and Commissioning: The Contractor shall perform all installation, system configuration, and programming necessary to deliver a fully operational AV system. Following installation, the Contractor shall conduct comprehensive system testing, including verification of audio performance, video quality, conferencing functionality, and control system operation. The Contractor shall demonstrate full system functionality to the Government prior to acceptance. Deliverables: MANUFACTURERMODEL NUMBERQTY CABLES TO GOCAB398781 CHIEFCHIPAC8101 CRESTRONCRECENSWPOE261 INOGENIINOSHARE21 MIDDLE ATLANTICMIDCBSERK251 MIDDLE ATLANTICMIDERK35251 MIDDLE ATLANTICMIDERKRR351 MIDDLE ATLANTICMIDLVFD351 MIDDLE ATLANTICMIDMW10FTFC1 MIDDLE ATLANTICMIDUTR13 RADIO DESIGN LABSRDLTXJ31 SHURESHUQLXD1H502 SHURESHUQLXD2SM58H502 SHURESHUQLXD4H502 SHURESHUSB900C4 SHURESHUUA2211 SHURESHUUA834WB2 SHURESHUUA8502 SHURESHUUABIASTUS2 SHURESHUWL184MBSTQG2 VADDIO INCVAD53520002061 VADDIO INCVAD99999600100W2 6. Performance Monitoring The COR will verify items that have been delivered and installed in accordance with the contractual agreement and delivery schedule and ensure that acceptance and tagging of the equipment is completed. 7. Security Requirements The C&A requirements do not apply, and the Security Accreditation package is not required for this SOW. 8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI) 85" Samsung display and articulating mount Panasonic Blu-ray player eVideon patient care IPTV receiver (LG player) Tascam CD player Atlas ceiling speakers Atlas ceiling subwoofers Crestron C2N-IO control port expansion module Crestron CARD CHASSIS, DM FOR DM-NVX-C & DMCF, 8 SLOTS Crestron ENCODER CARD, DM 4K60 4:4:4 HDR NETWORK AV Crestron ENCODER/DECODER CARD, DM NVX 4K60 4:4:4 HDR NETW Crestron ENCODER/DECODER, DM NVX 4K60 4:4:4 HDR NETWORK AV Extron MEDIAPORT SCALING BRIDGE, HDMI AND AUDIO TO USB Extron RACK SHELF KIT, 1U 9.5" DEEP - UNIVERSAL Shure 2 BAY NETWORKED DOCKING STATION Biamp TESIRA FORTE DSP, 12 X 12 CH AVB, AEC, VOIP Shure MICROPHONE, CEILING,W/ INTELLIMIX FOR 24" GRID, WHITE QSC AMPLIFIER, 4 CHANNEL 70V Crestron CONTROL SYSTEM, 4-SERIES Crestron TOUCH SCREEN, 7" TABLETOP, BLACK SMOOTH MAP POWER STRIP, 20 OUTLET 15 AMP SRG/NFY VERTICAL MAP POWER STRIP, 9 OUTS, 15A SERIES SURGE MAP SHELF, LOW PROFILE - ECONOMICAL SLIDING Crestron CABLE, 6 FT HDMI INTERFACE CABLE Crestron CABLE, 12 FT HDMI INTERFACE CABLE 9. Other Pertinent Information or Special Considerations Due to the integrated and proprietary nature of the Audio-Visual (AV) systems included in this requirement, particularly the Crestron-based control infrastructure and associated AV-over-IP components, the Contractor shall ensure that all personnel assigned to this project possess the necessary manufacturer-level technical expertise, tools, software access, and credentials required to perform installation, configuration, programming, troubleshooting, and support activities. The Contractor must demonstrate the capability to perform programming-level modifications and system diagnostics without reliance on third-party escalation for routine system support. This includes, but is not limited to: Access to required Crestron programming environments and licensed software Ability to configure and modify control system logic, user interfaces, and device communication Experience with integration of Crestron, Shure, Biamp, and AV-over-IP systems Capability to independently troubleshoot and resolve system-level issues Given the mission-critical nature of the CARES B Conference Room and its role in supporting communication, collaboration, and operational coordination, failure to provide adequately qualified personnel with the required access and expertise may result in: Increased system downtime Delayed troubleshooting and repair activities Reduced system reliability Disruption to critical VA operations Accordingly, this requirement is considered essential to successful contract performance, and the Contractor shall ensure that appropriately qualified and authorized personnel are assigned throughout the duration of the project. a. Identification of Possible Follow-on Work. NA b. Identification of Potential Conflicts of Interest (COI). NA c. Identification of Non-Disclosure Requirements. NA d. Packaging, Packing and Shipping Instructions. NA e. Inspection and Acceptance Criteria. The COR will verify items are installed in accordance with the contract and verify that the systems are operational upon completion. 10. Risk Control General Security: 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. Check - In Requirements: The Contractor Service Personnel and/or representative must report to the appropriate department Supervisor or designated point of contact (POC) to sign in with department staff before work begins. Additionally, one must submit any mobile media devices that would be used on the system for a virus scan. Upon completion of work, the Contractor Service Personnel and/or representative must report to the appropriate department Supervisor to brief that Supervisor or related department staff point of contact (POC) if Supervisor is unavailable concerning completion of service, and then to sign out. At the end of each briefing, Contractor Service Personnel and/or representative will and must sign out. SECURITY INCIDENT INVESTIGATION: The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. To the extent known by the contractor/subcontractor, the contractor/subcontractor's notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. LIQUIDATED DAMAGES FOR DATA BREACH: Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. However, it is the policy of VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in an amount determined to be adequate by the agency. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: Notification. One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports. Data breach analysis. Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution. One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and Necessary legal expenses may incur to repair falsified or damaged credit records, histories, or financial affairs. Place of Performance: The place of performance was at:Cleveland VAMC10701 East BlvdCleveland, OH 44106 If you are interested and can provide the sought-out supplies/services, please provide the requested information indicated below. Response to this notice should include company name, address, point of contact, DUNS number, and size of business pursuant to the following questions: Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc. Is your company considered small under the NAICS code identified under this RFI? If not, is your company considered small under a related NAICS code? Are you the manufacturer or distributor of the items being referenced above (or equivalent product/solution)? What is the manufacturing country of origin of these items? If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of Contact and size status (if available). If you re a small business and you are an authorized distributor/reseller for the items identified above (or an equivalent solution), do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract type and number. If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the referenced items/solutions you are providing information for available on your schedule/contract? Please provide general pricing of your products/solution for market research purposes. Please submit your capabilities in regard to the salient characteristics being provided and any information pertaining to brand name or equal to items to establish capabilities for planning purposes. No re-manufactures or gray market items will be acceptable. Vendor shall be an Original Equipment Manufacturer (OEM), authorized dealer, authorized distributor or authorized reseller verified by an authorization letter or other documents from the OEM. SUBMISSION Responses to this notice shall be submitted via email to kevin.peeples@va.gov and Robert.blasko@va.gov. Telephone responses shall not be accepted. Responses must be received no later than September 3 2026, at 4:00pm EST, (Eastern Standard Time). If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this request for information. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Additional Links: Veterans Affairs Home Page

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