19SP1025Q0001-QA.pdf
PDF 139 KB Posted
- Solicitation number
- 19SP1025Q0001
- Issued by
-
Department of State
About this file
This document is a Questions and Answers (Q&A) file for Solicitation 19SP1025Q0001, relating to a replacement of intercommunication systems at the U.S. Consulate in Barcelona. The Q&A provides critical details for potential contractors, including installation specifications, working hours (8:30 to 17:30 Monday to Friday), and project timelines. The project involves installing two-way intercommunication systems with specific requirements such as using wireways/conduits for cables, providing a UPS unit, and potentially mounting loudspeakers in the waiting room and lobby.
Key technical and administrative details include a planned tender award decision between June 10-July 7, with the project likely starting after September 2025 and estimated to complete within 30 days of Notice to Proceed (NTP). Contractors must propose rack placement, potentially replacing existing drawers, and are required to provide minimum spare parts including 1 monitor, 2 wall-mounted microphones, 1 speaker, 2 control panels, 1 call station, and 4 microphone/speaker sets for the consular staff side. The contractor will be responsible for storing spare parts for the first year, after which storage transfers to the Consulate.
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Other files
| File | Type | Posted |
|---|---|---|
| Solicitation letter.pdf | ||
| 19SP1025Q0001.pdf |
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SENSITIVE BUT UNCLASSIFIED
19SP1025Q0001 - QUESTIONS & ANSWERS
• Q:May you confirm we are allowed to deviate from the guidelines when strictly necessary due to site constraints? For example, the scope of works guide requires applicant-side speakers to be recessed in the ceiling, but the site has a double-height material ceiling that makes this impossible to install, would deviation be permitted?
A: Contractor must make a proposal.
• Q:Does the scope of our work include integration with the queue management or evacuation system?
A: NO queue management. For evacuation, check requirements on public announcement section
• Q: Is there any type of certification required for the workers?
A: Any certification required for workers in this field, typical for this industry
• Q: Could you please define the restrictions for building access (such as mobile phones, tools, etc.) and for working inside the building?
A: DOS standard requirements for contractors in the Embassies/Consulates
• Q: The specifications indicate that the on-site repair hours are Monday to Friday from 8:00 am to 5:30 pm. Should we also adhere to this schedule for the installation?
A: 8:30 to 17:30
• Q: could you clarify the execution timelines?
A: Once the project has been awarded, Contractor will be notified with Award number and PO. A Conference Project Schedule call will be held to establish execution times. Then, the contractor will receive a NTP to initiate the works. Project will not probably start after September 2025 – TBC. The estimate of the work completion is within 30 days after NTP.
• Q: What is the expected date for the tender award decision?
A: Between June 10 – July 7 approximately.
• Q: DOSAR 652.232-70. Are any specific payment terms requested?
A: Please refer to Page 20. Once Award is made a payment schedule can be established.
• Q: What is the composition of the wall separating the applicant's area from the staff area? Is it a 'hardline' wall with internal metal mesh reinforcement?
A: Wall (Thickness and Materials): Consider a Hardline wall between Consular staff office and Consular waiting room. Hardline could have steel plate.
• Q: Please, could you indicate where will the rack be located? It was suggested to place it in a corner under the desk in one of the booths, which would require removing pieces of the furniture with drawers. Is this possible? Rack size required is 550x550x550 mm, is that right?
A: Rack Position: Contractor to prepare their own proposal. During site visit it was indicated that a possible location could be replacing some existing drawers next to the window in the corner (not where the cashier booth is)
• Q: Has the woodwork need to be removed and reinstalled?
A: Woodwork disassembly and assembly is part of the contractor’s responsibility (check
Clause 12 of SOW)
Q: Where should be placed loudspeakers?
A: Loudspeaker waiting room and lobby position: Contractor to decide if wall or ceiling mounted and to be approved by USG.
• Q: Should a UPS be provided to power the rack and its equipment, or will there be a protected-circuit power outlet available?
A: UPS unit: Required to avoid system reboot
• Q: How cables should be assembled?
A: Cables will use wireways/conduits
• Q: Is sound masking included in the scope of works, or should be excluded due to the site conditions making it ineffective?
A: Contractors, during the site visit, indicated that masking audio is not feasible due to the size of the Consular waiting room. USG requires contractors to indicate the detailed technical issues and justify why it is not feasible. If Contractors validate the previous condition, they can include possible measures to make it feasible as an optional item in their bid.
• Q: quantity of spare parts that should be planned for, and who will be responsible for storing them; the contractor or the client?
A1: Spare parts: It shall be Contractor’s decision for the first year (Contractor 1 year warranty) and the following as the minimum quantity (Contractor can indicate if more spare parts are required according to their experience):
o 1 Monitor o 2 Microphones mounted in wall o 1 Speaker o 2 Control Panel o 1 Call station o 4 sets Microphones and speakers for Consular staff side in
A2: Spare parts Storage: 1st year the Contractor storages. Then to be stored at the Consulate.
• Q:The specifications indicate that the on-site repair hours are Monday to Friday from 8:00 am to 5:30 pm. Should we also adhere to this schedule for the installation?
A: Working hours shall be from 8:30 to 17:30 from Monday to Friday. Afterhours work is not possible.
• Q: Could you please send drawings and photos?
A: Drawings: Consider dimensions in the below drawing approximate to be confirmed by Contractor during post award meeting. Photos cannot be provided.
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