12319826Q5021 Access Control Systems Upgrade - Questions and Answers .xlsx
XLSX spreadsheet 14 KB Posted
- Solicitation number
- 12319826Q5021
About this file
This is a Questions and Answers document addressing clarifications for USDA Food and Nutrition Service's Access Control System Upgrade solicitation (12319826Q5021), a Total Small Business Set-Aside RFQ for commercial items. The document resolves critical timeline and deliverable ambiguities: award must occur on or before September 30, 2026, with all material delivery and installation completion required within one year from the award date. The corrected deadline for submitting questions is September 16, 2026, at 12:00 PM Eastern Time. Quotations must be submitted via email to kristopher.bankhead@usda.gov with FOB Destination as the controlling freight term, requiring offerors to include all freight and delivery costs in their fixed price.
The upgrade requires specific access control components including HID PIV Class readers, HID Signo readers, and Verdit Stealth readers with exact part numbers and quantities detailed in the updated Attachment C (Schedule of Items). The Government will provide enterprise LenelS2 server infrastructure and software; contractors must not include OnGuard software licenses or workstation computers. For request-to-exit motion detectors, Bosch DS160 or approved equivalents are permitted; most other components require exact brand-name products per the Brand Name or Equal provision. Personnel need not include LenelS2 Silver certification credentials in quotations, with fingerprinting and background checks initiated only after award. No site visit will be scheduled. The contractor may invoice at material and installation milestones, though the Government will verify deliverables before payment and reject incomplete invoices. FAR 52.222-41 applies with a controlling wage determination available for covered labor categories.
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Sheet1
| Question | Answer |
| Is there any incumbent/recompete or this is a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past. | Convergint completed a similar task this fiscal year. This is a new project for the Denver Regional Office; prior award numbers are not applicable for this specific requirement. |
| One additional detail requested by a local installation partner: if available, could you please provide a current photo of the existing Lenel access-control panel? A marked floor plan or diagram showing the existing reader/door locations would also help them price the work accurately. | At this time, a current photo of the Lenel access-control panel are not available. A semi-marked floor plan has been added to the attachements. Please refer to the Statement of Work for detailed equipment and location descriptions. |
| The RFQ cover page lists delivery by September 30, 2026, while the Delivery Information section states that all items must be delivered within one year from the date of award. Please confirm the required material-delivery and installation-completion dates. | he contract award must occur on or before September 30, 2026. All deliverables, including material delivery and installation completion, must be fulfilled within one year from the date of award. |
| The solicitation states that questions are due September 15, 2025, at 12:00 PM Eastern Time. Please confirm whether the intended deadline is September 15, 2026, at 12:00 PM Eastern Time. | The correct deadline for questions is September 15, 2026, at 12:00 PM Eastern Time. This has now been udpated to September 16, 2026 at 12:00 PM Eastern Time. |
| 2. The RFQ cover page lists delivery by September 30, 2026, while the Delivery Information section states that all items must be delivered within one year from the date of award. Please confirm the required material-delivery and installation-completion dates. | The correct deadline for questions is September 15, 2026, at 12:00 PM Eastern Time. This has now been udpated to September 16, 2026 at 12:00 PM Eastern Time. |
| 3. The solicitation references “Attachment X - Schedule of Items,” but that attachment does not appear among the posted documents. Will the Government provide the Schedule of Items, including quantities for CLINs 0001, 0002, and 0003? | ttachment X is Attachment C has been updated and posted. The CLIN structure remains unchanged; offerors should provide their quotes accordingly |
| 4. Attachment B lists several reader models, client licenses, and workstation options. Please identify the exact part numbers and quantities that must be included in the quotation. | Attachment B has been updated to clarify the exact part numbers and quantities required for the quotation. [12319826Q5...licitation | PDF] |
| 5. Please confirm whether the contractor must provide any OnGuard software licenses or workstation computers, since the Statement of Work says the Government will provide the enterprise LenelS2 server infrastructure, including software. | No OnGuard software or workstation computers are required from the contractor. The Government will provide the enterprise LenelS2 server infrastructure and software |
| 6. The technical evaluation language states that alternate, substitute, or “equal” products will not be accepted. However, the Statement of Work permits a Bosch DS160 “or equivalent,” and the solicitation includes a Brand Name or Equal provision. Please confirm which components must be exact brand-name products and which may be offered as approved equivalents. | The solicitation requires exact brand name products for most components. However, the Statement of Work permits Bosch DS160 “or equivalent” for request-to-exit motion detectors. Please refer to Attachment C and the Brand Name or Equal provision for details |
| 7. Will a site visit be scheduled? If so, please provide the date, registration instructions, and site point of contact. | Due to time constraints, a site visit will not be scheduled. Quotations may proceed without a site visit. |
| 8. Please confirm the required method and email address for submitting the final quotation, along with any required proposal format or page limitations. | Submit final quotations via email to kristopher.bankhead@usda.gov. Follow all instructions in the solicitation regarding content and required attachments. |
| 1. Is the question deadline September 15, 2026 at 12:00 PM Eastern? The solicitation prints September 15, 2025. | The correct deadline for questions is September 15, 2026, at 12:00 PM Eastern Time. This has now been udpated to September 16, 2026 at 12:00 PM Eastern Time. |
| 2. Which delivery and performance schedule controls: the September 30, 2026 entries, the TBD milestones in Attachment A, one year from award, or another schedule? | Award must occur on or before September 30, 2026. All items must be delivered and installed within one year from award. |
| 3. The SF18 marks FOB destination, while page 11 requests FOB origin. Which term controls, and must the fixed price include all destination freight? | FOB Destination is the controlling term. Offerors must include all freight and delivery costs in their fixed price. |
| 4. The solicitation refers to Attachment X, Schedule of Items, but the current SAM.gov attachment list contains only the solicitation and Attachments A and B. Will USDA issue the missing schedule? | Attachment C (Schedule of Items) has now been uploaded and is part of the posting |
| 5. Attachment A marks travel not applicable although installation is at 1244 Speer Boulevard in Denver. Should contractors include all local performance and travel costs in the fixed price? | If travel is included in a quote, the contractor must create a separate CLIN. |
Include travel only if absolutely necessary; non‑local personnel should be used only as a last resort.
| 6. FAR 52.222-41 is checked, but no wage determination appears in the current SAM.gov resources. Please identify the controlling wage determination and covered labor categories. | The wage determiation is availabe. |
| 7. FAR 52.237-1 is listed. Is a site visit scheduled, required, or optional, and may a quotation proceed without one? | Already addressed above — no site visit. |
| 8. Please confirm the exact required quantities and part numbers from Attachment B, the OEM or approved source evidence required for each product line, and which licenses USDA will furnish. | Attachment C contains the updated required part numbers and quantities for all HID PIV Class, HID Signo, and Verdit Stealth readers. The updated Schedule of Items clarifies the quantity and CLIN structure. |
| 9. Must a quotation identify personnel and include current LenelS2 Silver or higher credentials plus the required experience evidence? Are fingerprinting and background checks initiated only after award? | While the SOW originally required LenelS2 Silver certification, the clarification you provided updates this requirement: |
Personnel do not need to include credentials in the quotation.
Fingerprinting/background checks begin after award, only to gain access to the facility.
10. Does FAR 52.219-14 apply despite its clear checkbox, and if so, how will USDA measure the limitation for the mixed supply and service scope? 1 Not applicable; (e) The contracting officer shall insert the clause at 52.219-14, Limitations on Subcontracting, in solicitations and contracts—
(1)For supplies, services, and construction, if any portion of the requirement is to be set aside for small business and the contract amount is expected to exceed the simplified acquisition threshold, and in any solicitations and contracts that are set aside or awarded on a sole-source basis in accordance with subparts 19.8, 19.13, 19.14, or 19.15, regardless of dollar value. This includes multiple-award contracts when orders may be set aside for small business concerns, as described in 8.405-5 and 16.505(b)(2)(i)(F), and when orders may be issued directly to a small business concern as described in 19.504(c).
May the contractor invoice accepted material and installation milestones, or only after final commissioning? This is a clarification request only. It is not a quotation, price, order, site access request, or commitment. The contractor may submit invoices at any stage of the project: The Government will verify deliverables before payment.
Invoices will be rejected if deliverables or performance are incomplete.
../12319826Q5021%20Combined%20Synopsis_Solicitation.pdf
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