AV Equipment

 General Overview

This Statement of Work (SOW) defines the effort required for the Tuscaloosa VA Medical Center at 3701 Loop Road East, Tuscaloosa AL 35404 to establish a contract that consists of upgrading an existing meeting space to support modern presentation and video conferencing (VTC) capabilities. The system will integrate projection, audio reinforcement, video capture, and centralized control into a cohesive solution suitable for both in-room presentations and remote collaboration.

2. Display System

• Remove existing projection screen and provide and install one (1) new 133-inch diagonal motorized rear
• projection screen in the same location.
• Remove existing projector and provide and install one (1) laser projector (7,300 lumens minimum brightness).
• Provide and install a new wall-mounted projector mounting system, aligned and secured per manufacturer
• specifications.
• Perform full image alignment, focus, and calibration to match screen geometry and ambient lighting conditions.

3. Video Conferencing System

• Provide and install one (1) PTZ (Pan-Tilt-Zoom) camera mounted on the wall opposite the projection screen to
• capture presenters and room participants.
• Integrate camera with the room PC for use in video conferencing applications.
• Configure system to support VTC via owner-provided soft codec running on the room PC.

4. Source Inputs

The system shall support the following input sources via an HDMI auto switcher:

• Owner-provided Room PC (VTC host).
• User-provided laptop input (via HDMI or equivalent connection at lectern).

5. Audio System

5.1 Microphones

• Provide and install One (1) podium microphone.
• Provide and install One (1) four-channel wireless microphone system consisting of:

• Three (3) handheld transmitters.

• One (1) belt pack transmitter with lavalier microphone.

• Microphones should support both in-room speech reinforcement and audio capture for VTC.

5.2 Digital Signal Processing

• Provide and install one (1) DSP (Digital Signal Processor) to manage:
• Audio mixing
• Echo cancellation (AEC)
• Equalization
• Routing for reinforcement and conferencing

5.3 Loudspeakers

• Utilize existing two (2) in-room speakers.
• Provide and install two (2) additional fill speakers to improve coverage and intelligibility.
• Balance and tune entire system for consistent audio coverage throughout the space.

5.4 Amplification

• Provide amplification as required to support both existing and new speakers.
• Amplifiers shall be installed within the lectern rack unless otherwise noted.

6. Control System

• Provide and install one (1) AV control processor with a 10.1-inch touchscreen interface.
• Touchscreen shall provide intuitive control of:

• Display system (screen and projector)
• Source selection
• Audio levels and mute functions
• Camera presets (if applicable)
• Program and configure control system with a user-friendly interface tailored to room functions.

7. Furniture & Equipment Housing

• Provide and install one (1) ADA-compliant lectern with an integrated equipment rack.
• Lectern shall house:

• AV processing equipment
• DSP
• Control processor
• Amplification
• Wireless microphone receivers

• Ensure proper ventilation and cable management within lectern.

8. Installation & Commissioning

• Install all AV equipment in accordance with manufacturer guidelines and industry best practices.
• Provide system wiring, terminations, labeling, and testing.
• Perform full system commissioning including:

• Audio tuning and DSP configuration
• Video routing and signal verification
• Control system programming and testing

• Provide basic end-user orientation upon project completion.
• Include 1 year warranty on equipment and unlimited expedited labor visits.
• Provide a 2-year service agreement to begin after the one-year warranty ends.

9. Exclusions

The following items are excluded from this scope of work unless otherwise specified:

• Electrical work (including new circuits, conduit, or power distribution).
• LAN/network infrastructure, configuration, or IT services.
• Video conferencing software (soft codec licensing and configuration).
• Owner-provided equipment, including:

• Room PC
• User laptops

10. Deliverables Timeframe

11.  Security

• All contractors/vendors must report to bldg. 5 2nd floors to be checked in before entering the Facility and must return to same location to be checked out and return badge upon completion of their day..
• The Contractor will be responsible for ensuring compliance by its employees with the security regulations of the Veteran’s Administration where work is performed under this Contract.  Contracted employees will have to self-register at https://www.tms.va.gov/learning/user/SelfRegistrationUserSelection.do.  Once registered, enroll in class va10176 VA Privacy and Information Security Awareness and Rules of Behavior. 
• No unauthorized Photography or Video on medical center premises.  Per VA Regulations 1.218(b) (23) Use of recording devices of any kind to record patients or employees is strictly prohibited.
• Upon completion or termination of the applicable contract(s) or agreement(s), return and/or destroy, at Covered Entity’s option, VA information gathered, created, received, or processed during the performance of the contract(s) or agreement(s).  No data will be retained by Business Associate, or contractor, subcontractor, or other agent of Business Associate, unless retention is required by law and specifically permitted by Covered Entity.  As deemed appropriate by and under the direction of Covered Entity, Business Associate shall provide written assurance that all VA information has been returned to Covered Entity or destroyed by Business Associate.  If immediate return or destruction of all data is not possible, Business Associate shall notify Covered Entity and assure that all VA information retained will be safeguarded to prevent unauthorized Uses or Disclosures.
• Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA.  Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization.  Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.