AUDIO-VISUAL LRC - Columbus Chalmers P. Wylie VA Ambulatory Care Center

This Amendment to the Combined Synopsis/Solicitation Notice is as follows:

VA Information Technology will purchase, install, and connect to the VA Network the following two CISCO systems. One unit will be dedicated to the Large LRC, and a 2nd unit will be dedicated to the Small LRC.  Bids should include collaboration on integration of the VA purchased equipment into the audio-visual monitors, speakers, microphones, and control systems in both rooms to meet the requirements of the updated Salient Characteristics.  Units provided by VA For the project will be equivalent to Two Cisco Webex Room Kit Pro PTZ 4K systems with an audience-facing camera and a presenter facing PTZ camera for each room.  

In addition, these are respones to the following questions:

1. Will the Government determine, before quote submission or after award, which existing components, such as speakers and wiring, will be reused versus replaced? If this determination occurs after award, how will any resulting change in scope be handled for pricing purposes?

Answer: The contractor can bid assuming re-use of existing speakers and wiring.  If during install, if wiring or speakers are found to be broken, then replacement by additional purchases outside of this contract can be completed.

2. CLIN 0005 references an “OFE Equipment Rack.” Please confirm what “OFE” designates and whether the equipment rack is contractor-furnished or Government-furnished.

Answer: Sorry for the confusion on this point.   Please include a new Lectern within the bid. The existing “Open Frame Equipment Rack” located in the storage room to the front right of the large LRC can be re-used (Government-furnished) or replaced, whichever is more economically feasible during Vendor tear down the current system while managing existing wiring during that teardown.

3. CLIN 0004 includes “communication devices” without further specification. Please identify the type and quantity of communication devices required.

Answer: 0004 is referring to the control boxes that would be required to incorporate the 4 LRC monitors, 1 Small LRC room monitor,  Speakers in both rooms, and multiple microphones in both rooms.  Deferring to the vendor on what kind, how many, and where these control boxes need to be located.  Microphones requested:       1 wired mic in the large LRC,  2 wireless lavalier, overhead audience, and 2 handheld mics in the large LRC small LRC:  2 handheld mics, 2 wireless lavaliers, overhead included as well.  

4. CLIN 0002 references conference-system touch panels, while CLIN 0004 identifies separate 10-inch and 7-inch control interfaces. Please confirm the total quantity and required room placement of all touch/control interfaces for the Large and Small LRC.

Answer:1 touch panel near the front of the Large LRC

1 touch panel in the back elevated technology deck area at the back of the Large LRC (mirroring the functions of the front panel)

1 touch panel near the computer at the side of the room in the Small LRC

5. The Delivery Schedule lists the Training deliverable at 1,290 calendar days after contract start, which appears inconsistent with the stated period of performance ending December 31, 2026. Please confirm the correct training milestone.

Answer:     Between equipment purchases, setup off-site, tear down, install, setup, programming, and training.  I am guessing completion in late spring 2027 realistically.

6. Please clarify the anticipated coordination process and lead time for VA IT to connect the Cisco control system to the VA network, including the appropriate point of contact or scheduling process after award.

Answer: Estimated within 60 days that the CISCO equipment will be on site (please see the amendment at the end of this email for clarity of this statement).

7. Please confirm the invoicing platform that will apply to the resulting purchase order and the applicable payment terms.

Answer: Financial Services Center

Tungsten e-Invoice Setup: 1-877-489-6135

www.tungsten-network.com/login

FSC e-Invoice Contact: 1-877-353-9791

FSC e-invoice email: vafsccshd@va.gov

8. Will the Government provide a formal inspection/acceptance procedure or checklist for project handoff, or will acceptance be based on COR and Education staff review and sign-off?

COR sign off following completion of Education Staff training and initial use during that training would be appropriate. 

9. Please confirm any facility-access requirements applicable to contractor personnel during installation, including badging, escorts, background screening, or similar requirements, along with the anticipated processing time.

Answer:All the particulars will be included in the award package.

10. The solicitation identifies NAICS 516210. Please confirm that this is the intended NAICS code for this audio-visual system design and installation requirement.

Answer:Yes

11. Are floor plans, room layouts, reflected ceiling plans, existing AV drawings, equipment layouts, photographs, cable-pathway information, or other drawings available for the Large and Small LRC? If available, we respectfully request that these documents be provided to assist offerors in developing accurate equipment, cabling, installation, and labor pricing.

Answer: Not sure, please stand by.

12. Additionally, considering the technical clarifications above and the limited time between the Government’s anticipated responses and the current quote deadline, Communication Logic respectfully requests an extension of the proposal due date to September 30, 2026. This additional time would allow us and our integration partners to properly incorporate the Government’s responses and provide a complete and accurately priced proposal.

Answer: The Offer due date remains unchanged.

13. Is it acceptable to replace the "Cisco" equipment with the Crestron Collaboration/Flex? Products are identical. The Cisco equipment is significantly more expensive.

Answer: VA CANNOT use that Creston system.