36C10D26Q0173 RFI Answers.pdf

VA VBA Winston-Salem Regional Office PACS Preventive Maintenance (Solicitation #36C10D26Q0173)

RFI Answers 1-58

1. What version of Lenel OnGuard is currently installed?

ANSWER: OnGuard 8.2

2. Is the OnGuard system hosted on-premises?

ANSWER: Yes, 5th floor PIV office

3. Can the Government provide a current network diagram and PACS architecture diagram?

ANSWER: VBA is not aware of a network diagram.

4. Are all listed devices currently operational, or are there existing known deficiencies/open trouble tickets?

ANSWER: All in operation.

5. Can the Government provide a complete inventory including serial numbers, firmware versions, and installation locations for the equipment listed?

ANSWER: See SOW for inventory, firmware or product version 8.2.524.126…Control panels are located on the 1st, 4th, and 7th floors, PIV readers on all floors.

6. Are the Genetec CloudLink G2 gateways being used solely for PACS integration, or are they integrated with video surveillance or other systems?

ANSWER: Solely for PIV PACS

7. Does the system interface with any external systems such as:

• PIV credential management systems

• Alarm monitoring systems

• Video management systems

• Identity management solutions

ANSWER: The PACS system does access the PIV certificates and has identity management solutions, but it is a closed, stand-alone system that is not connected to any alarm monitoring or video management systems.

8. Are there currently any unsupported or end-of-life hardware or software components within the system?

ANSWER: Unknown at this time

9. Does the Government expect preventive maintenance to include firmware updates for controllers, readers, and gateways, or only software patching of the OnGuard application?

ANSWER: Yes

10. Does the preventive maintenance requirement include replacement of batteries found to be degraded, or only identification and reporting of deficiencies?

ANSWER: Replacement

11. Is replacement labor for failed components covered under future repair tasking, or included within preventive maintenance?

ANSWER: Included within preventive maintenance

12. The solicitation requires emergency service initiation within eight hours. Does "initiate" mean: Telephone troubleshooting, Remote support, Dispatching a technician, or Technician arrival onsite?

ANSWER: We would support remote via a “hot spot”, but if a technician is deemed necessary to correct a deficiency, then on-site support would be required.

13. Are emergency service events billable separately or included within the annual maintenance pricing?

ANSWER: Included.

14. The solicitation estimates six emergency service events annually. Is this estimate for pricing purposes only, or does it represent a minimum guaranteed quantity?

ANSWER: Pricing purposes.

15. Are after-hours, weekend, and holiday emergency responses expected to be included in the fixed price?

ANSWER: No after-hours, weekend or holidays, normal business hours only.

16. Will the Government provide approved outage windows for the two required controlled power outage tests?

ANSWER: Yes

17. Does the Government have a documented outage test procedure that contractors must follow?

ANSWER: No

18. Does the Government currently maintain active manufacturer support/subscription agreements necessary to obtain OnGuard software upgrades?

ANSWER: Unknown at this time.

19. Will software licenses be Government-furnished, or is the contractor expected to provide licensing?

ANSWER: The contractor would be expected to provide licensing.

20. For the Optional Upgrade task, should contractors price labor only or labor plus software licensing?

ANSWER: Labor plus software licensing.

21. Is there a target OnGuard version the Government anticipates upgrading to during the contract period?

ANSWER: The most current version.

22. Will parts identified during maintenance be procured through separate task orders, separate purchase orders, or contract modifications?

ANSWER: Separate purchase orders

23. Is there a not-to-exceed value anticipated for emergency services?

ANSWER: Unknown at this time.

24. Will the Contracting Officer ensure at least five business days remain between publication of the Government's Q&A responses and the final quote due date?

ANSWER: yes

25. Will a quoter with no recent/relevant past performance receive a neutral past performance rating, and how will that affect award eligibility under the pass/fail past performance factor? Or will you change E.ii and E.iii to account for FAR regulations in FAR 15.305(a)(2)(iv).

ANSWER: A neutral past performance rating will not affect eligibility

26. Does the 8-hour emergency-service requirement require on-site arrival, or only response initiation?

ANSWER: If an emergency requires on site corrective measures, then a POC, usually a COR, would allow access and escort. If a corrective measure is not successful, then follow-up would be required until system is online. Remote access is allowed via a hotspot to correct issues that may arise.

27. Are weekend emergency responses required before the next business day?

ANSWER: On-site emergency responses may wait until the next business day

28. How will after-hours facility access and escorts be handled for 24/7/365 emergency service?

ANSWER: There is no onsite response after normal operating hours, on weekends, or on all observed federal holidays.

29 Should the six estimated emergency service calls include only intake, mobilization, inspection, diagnosis, and troubleshooting?

ANSWER: The emergency service calls should include intake, mobilization, inspection, diagnosis and REPAIR/FIX on the emergency service call.

30. Are the six estimated emergency service calls for pricing/evaluation only, or are up to six calls included in the fixed annual price?

ANSWER: The emergency service calls, up to six per year, are included in the fixed annual price.

31. Are replacement parts excluded from the base maintenance price?

ANSWER: No, included

32. Is corrective repair labor excluded from the recurring maintenance price?

ANSWER: No, included

33. What labor, travel, materials, and deliverables are included in each of the six estimated emergency calls?

ANSWER: Emergency call would include everything except for parts, if needed.

34. How many controlled doors/openings are in the current PACS inventory?

ANSWER: 40

35. How many duress/panic buttons are in the current PACS inventory?

ANSWER: There are no duress/panic buttons on the PACS system

36. What locking hardware is currently installed?

ANSWER: Magnetic locks are installed on glass double doors, while electronic strikes are the most common on electrified doors.

37. What version of Lenel OnGuard is currently installed?

ANSWER: License ID: 80765028 - A6B9 - 4692 - 8F13 - 2E4422DEC472

38. Does the Government have an active Lenel SUSP/software support agreement, and who pays for it?

ANSWER: responsibility of contractor

39. Must the contractor maintain/support the Cloudlink G2 devices and related Genetec integration?

ANSWER:yes

40. Who is responsible for network infrastructure supporting the PACS?

ANSWER: The related infrastructure will remain with the Government.

41. Will the Government provide current as-builts and a Lenel OnGuard system architecture diagram?

ANSWER: Yes, upon request.

42. Will the Government provide historical service data for the previous 12–24 months?

ANSWER: Yes, upon request.

43. How will emergency services be ordered and priced after the six estimated calls are consumed?

ANSWER: No service is outside the contract’s scope will be made without COR/CO approval.

44. Will remote access to the Lenel OnGuard/PACS environment be permitted for diagnostics, maintenance, backups, patches, and emergency troubleshooting?

ANSWER: Remote access is permitted through an available hotspot.

45. What facility access and onboarding requirements must personnel complete before the first site visit?

ANSWER: For every visit, vendors must have valid/unexpired identification; their persons and any equipment they bring must be screened by the US Court Security Marshalls; and they must be escorted by the COR or one of the VA representatives while in the federal building.

46. Must personnel hold specific VA, GSA, Lenel, HID, cybersecurity, or information-system access approvals before working on PACS equipment or data?

ANSWER: Lenel authorized credentialed license for the PM and software updates

47. For optional upgrades, should the contractor price labor only unless the Government separately specifies licenses, software, and materials?

ANSWER: No, If the upgrade is required, software, licenses, materials, and labor is included.

48. Are the two controlled power outages included in the fixed preventive-maintenance price or priced separately?

ANSWER: Included

49. Does the RFQ’s reference to the second “inspection” mean the second controlled power outage?

ANSWER: yes

50. Must the contractor maintain a local parts inventory or minimum response inventory?

ANSWER: There is no mandatory inventory of parts; however, it is expected that the vendor can source components in a timely manner.

51. May a qualified subcontractor satisfy the Lenel OnGuard and HID reseller/factory-trained technician requirement?

ANSWER: A qualified, licensed, Lenel-trained subcontracted technician would be acceptable.

52. May the contractor replace a qualified Lenel/HID subcontractor during performance with another equally qualified provider, subject to Government approval?

ANSWER: Yes, subject to approval

53. Must the cited past performance project have been performed by the quoter as prime contractor?

ANSWER: No, but they must meet terms and conditions as detailed in solicitation.

54. What is the technical quote page limit, and what documents are excluded from it?

ANSWER: See Statement of work, details and content are more important than amount of pages.

55. Must the quotation include any Government forms or completed provisions beyond the listed quote materials?

ANSWER: See Statement of work

56. Who will provide the direct extension required for the one-hour pre-arrival call after award?

ANSWER: The COR is Brian Hawks (brian.hawks@va.gov). Additional points of contact will be provided at the time of award.

57. May required reports be submitted by email in PDF format, and will the Government provide report templates?

ANSWER: Reports can be submitted by email in PDF format. At this time, we don’t require a specific report template, but the reports must be readable, easily understood and able to be thoroughly explained.

58. When and how should recurring maintenance, emergency services, additional outages, and optional upgrades be invoiced?

ANSWER: No service is outside the contract’s scope will be made without COR/CO approval.