5836--Enhancement of Chapel AV System

Statement of Work (SOW)

To enhance the Chapel Audio-Visual (AV) system at the Michael E. DeBakey VA Medical Center (MEDVAMC) by augmenting existing equipment, replacing obsolete components, restoring sound broadcast, and installing new, fully functional equipment to create an integrated AV system.

• Feed Source Connectivity: Connect all feed sources to the in-house cable channel for broadcasting live and prerecorded services, including external streaming, to patient rooms and the chapel lobby display.

• Programming and Live Streaming: Program spiritual content for automatic replay, ensure VA laptops are compatible, route audio to HDMI streams, and enable continuous loop/scheduled playback on the BrightSign device.

• Equipment Requirements: Install state-of-the-art AV equipment compatible with the current TV cable system. This includes multiple Samsung displays (75" and 65"), PTZ-optics camera, JBL speakers, Epiphan Pearl mini, wireless microphones, TASCAM CD player, various control and networking equipment (Crestron, Luxul, BiAmp), Sony Blu-Ray player, BrightSign player, and presentation systems (Crestron AirMedia).

• Audio/Video Enhancements: Evaluate existing speakers, ensure compatibility with new equipment, and include three wireless handheld microphones and at least one lapel/headset microphone.

• Two sets of as-built drawings.

• Equipment manuals, programming codes, and touch panel layouts.

• Operational instructions and training for users.

• Comprehensive training for designated operators.

• Equipment and hardware inventory list.

• Approved iPad control layout.

• Assistance with site license requirements.

• Explanation of networked computer programming benefits.

• List of warranty requirements for new equipment.

• Repair service estimated to be completed within 90 days of the agreed-upon start date.

• Work to be performed during VAMC's normal working hours (8:00 a.m. to 5:00 p.m. Monday-Friday, excluding federal holidays).

• Information Systems Officer/Protection: Contractor will not have access to VA desktop computers or online resources. Storage devices will remain in VA control.

• Privacy Officer: Contractor will not have access to Protected Patient Health Information (PHI). All research data analyzed will be de-identified.

• Acceptance Criteria: Completion requires all deliverables, functional equipment, and satisfactory training.

• Conformance: Equipment must function per procurement specifications and current standards.

• Scheduling: Work to be scheduled within 1 week of contract award, coordinated with the COR.

• Site license requirements

• Training

• Warranty commitments

• Live-streaming capabilities

• Quarterly review, adjustments, and repairs post-warranty

• As-built drawings

• On-demand programming features

• Vendor contacts during and after warranty

Sources Sought Notice

This is a Sources Sought Notice (RFI) to identify potential sources for enhancing the Chapel Audio-Visual (AV) system at the Michael E. DeBakey VA Medical Center (MEDVAMC) in Houston, Texas. The information gathered will help define the procurement strategy, including potential set-asides.

• The primary requirement is the enhancement of the Chapel AV system, as detailed in the attached Draft SOW.

• Vendors must be able to provide training as outlined in the SOW.

• Vendors must provide an Authorized Distribution Letter from the manufacturer if offering specific brand-name items, as the VA does not accept grey market items.

• The anticipated contract type is a Single Award, Firm Fixed Price.

• Responses are due by February 16, 2026, at 3 PM Central Time.

• Responses should be submitted via email to robert.arabie@va.gov.

• The subject line of the email must reference the RFI number (36C25626Q0366).

• Responses should include:

  • Company name and contact information (name, address, phone, email)
  • UEI # and CAGE Code
  • Small business status (SB, SDVOSB, VOSB, HUBZone, 8A)
  • Confirmation of ability to provide training.
  • Availability under existing Government Wide Agency Contracts (GWAC), SEWP, NAC, GSA Schedule, FSS, IDIQ, or BPA.
  • Estimated market research pricing.

• This RFI is intended to determine potential procurement strategies, including set-aside options.

• NAICS Code: 334220 (Radio and Television Broadcasting and Wireless Communications Equipment Manufacturing) with a size standard of 1,250 employees.

• PSC Code: 5836 (Video Recording and Reproducing Equipment).

• Small businesses are encouraged to respond.

• This is NOT a Request for Quote, Proposal, or Bid. No solicitation currently exists.

• Information submitted is voluntary and will be used for market research only.

• If no responses are received from authorized distributors, the action may be sole-sourced to the manufacturer.