RFIs For Chapel Video Feed_Final.docx

RFIs For Chapel Video Feed

· Do you happen to have any drawings or spec sheets available for our review? See floor plan

· Drawings / Cable Lengths Are any floor plans, elevations, or detailed drawings available for this project? Without these documents, it is difficult to accurately determine cable run lengths and quantities needed for a precise estimate. Please advise on how bidders should approach this requirement. See above.

· Design Responsibility / Bill of Materials (BOM) Should bidders submit a full system design as part of their proposal, or is there an existing Bill of Materials (BOM) with required manufacturers, models, and part numbers? Please clarify the level of design responsibility expected from the contractor. Contractors are to submit a full system of design.

· If a BOM exists, could you please provide it? If not, are there preferred or approved manufacturers for the HD PoE camera, encoder, decoders, switch, and digital modulator? NA

· Work Hours / Schedule Will this work be performed during normal business hours or after hours? Additionally, should bidders assume a Monday–Friday schedule, or will weekend work be permitted or required? Normal Hours when the chapel is not having any services.

Part 2

1. Will there be a set of plans sent out for this job? no

2. Existing Chapel Audio Output Type Please confirm the available audio output format from the existing Chapel audio system (balanced/unbalanced, line-level, connector type). This will affect encoder selection and cable termination requirements. Audio output is unknown.

3. Compatibility Requirements for Network Encoder & Decoder Are there any preferred or existing manufacturers/models for the network encoder, decoders, or digital modulator to ensure compatibility with the VA’s existing broadcast system? No

4. Installation Height & Placement of New PoE Camera Please confirm the desired camera mounting height, location, and field-of-view requirements within the Chapel. New camera placement shall be the same location as the existing.

5. Network Switch Requirements Do the new switches need to support specific VA network protocols (VLANs, IGMP, multicast QoS, etc.)? Is VA IT responsible for final network provisioning, or should the contractor provide switch configuration? The switch will not be connected to the VA network.

6. Power Availability at New Equipment Locations Please confirm whether sufficient power outlets exist at the new switch, encoder, camera, and head-end equipment locations. If new circuits are required, will they be provided by VA?

a. New power will need to be ran by the contractor.

7. Integration with Existing Digital Cable Distribution Feed Please confirm the make/model and available inputs on the existing modulator or head-end equipment to ensure compatibility. There is no existing modulator.

8. Off-Hours Work Requirements The SOW references work potentially occurring off-hours. Please clarify: • required off-hours timeframe • any additional cost approvals for after-hours work • whether low-voltage work near patient-care areas must be scheduled at specific times. Off-hour work is not permitted.

9. VA Badging/Access Timeline Please confirm typical processing time for badges so we can coordinate manpower and schedule accurately. Badging is not needed as long as the contractor checks in with the COR and has something on their person stating what company they are from.

10. ICRA/ILSM Requirements Please clarify the infection control risk category for the Chapel and fiber-run areas so we can estimate correct protection materials and labor. Risk Category 2.

11. Testing/Commissioning Expectations Please define required testing:

a. fiber certification type (OLTS, OTDR, both?)

b. network verification

c. A/V functional testing

d. documentation format required at closeout.

Testing as needed to ensure the video broadcasting works.

12. As-Built Requirements Are CAD files required, or will PDFs suffice? Is the contractor responsible for red-line drawings only, or full drafting? PDF is fine. Red-line only.

13. Permitting Please confirm whether low-voltage and fiber installation work requires a local permit in Bedford, and if so, which authority (town, state, VA internal) handles it. Permitting is not required.

14. Equipment Rack Space Please confirm whether rack space is available in both Bldg. 81 and Bldg. 3 or if contractor must provide additional rack/shelf hardware.

a. There is rack space in bldg. 3 cable cage. No racks available in bldg. 81.

15. Environmental Restrictions Are any areas along the route considered “sensitive,” “clinical,” or “secure,” requiring escorts or special scheduling? No.

16. Cutover Expectations Should the contractor plan for a temporary interruption to the existing campus broadcast system during integration? If so, what time windows are permitted? Yes. No more than 1 hour of down time permitted.

17. Please confirm existing fiber has enough strands from the Chapel to Building 3 to support both the camera and audio system. It is a single pair of fiber.

18. Please confirm there is no proprietary vendor for security. There is no security involved in this project.

19. Please confirm a replacement audio microphone is acceptable. If the existing audio microphone cannot be used, a mod to replace it is acceptable.

20. Can the Site Superintendent also be the QC and SSHO for this project? yes

21. What are the exact make and model of the new camera and the existing audio system components (microphones, mixer, etc.)? unknown.

22. What are the video output specifications of the camera (e.g., resolution, frame rate, signal type like HDMI, SDI, NDI, or IP stream)? IP

23. What are the audio output specifications of the audio system (e.g., analog balanced, Dante/AVB, line level, mic level)? Existing audio is analog.

24. What is the specific piece of gear the site intends to use to tie the audio and video together (e.g., specific model of Crestron NVX encoder, Q-SYS Core Nano, or another brand/type)? This is for the contractor to determine.

25. Is the site providing all necessary mounting hardware for the camera, the integrator device, and any local networking gear? Or should this be included in Contractor’s bid? All to provided by the contractor.

26. What control method is desired for the camera and integration gear (e.g., local control panel, network control, simple 'on/off' activation)? Always on.

27. Will the customer provide the network switch in the Chapel to connect the new gear (camera, audio processor, A/V integrator)? No.

28. Since the existing fiber drop goes to Building 3's Data Closet, what are the specifications of the SFP that the site plans to use? (e.g., 1G or 10G, Multimode or Singlemode, which wavelegth?) singlemode.

29. Will the A/V gear require static IP addresses? If so, please provide the IP address, Subnet Mask, and Gateway. No.

30. Does the A/V traffic need to be placed on a specific VLAN? If yes, what is the VLAN ID? This is to be determined by the contractor and OIT.

31. Is network access control (NAC) implemented on the network that would require our devices (or our temporary laptops for configuration) to be pre-registered? No.

32. Since the fiber is traced but not certified, will the site perform a certification test on the fiber link prior to installation, or is that expected to be accomplished by the contractor? By the contractor.

33. Are the existing coax pathways (to be used for the new Cat6A) easily accessible and clear of other cables? yes

34. Are there any restrictions on working hours in the Chapel (e.g., services, events)? Work cannot be done during service hours. Hours will be provided once awarded and closer installation date.

35. Are there sufficient power outlets (and potentially PoE ports) available near the camera location, the audio equipment, and the A/V integration gear? See question 6

36. Will the site provide a small rack or shelf space in the Chapel for the new A/V gear and local switch (if applicable)? No.

37. Can a detailed Scope of Work (SOW) be provided for the required programming, including features like camera preset recall, live source selection, and user interface design? Contractor is to work with COR to determine what is available/best option.

Part 3

1. Could you please provide any available aerial views, building layouts, pathway diagrams, or distance estimates related to the Chapel and the locations where the cabling and fiber will terminate? Floor plans were already included.

2. Install a Cat6 cable from the new encoder to the new network switch: Do we know what the distance is? no

3. Install a new camera to replace the current camera: What is the height of the camera’s location? ~10ft

4. Install a new 6-strand armored SM fiber from Building 3 server room to video distribution head end: What is the location of the distribution head and distance? Bldg 3 basement. Contractor is to measure best route.

5. What type of fiber connector for the new fiber cable? Unknown.

6. Fiber patching is required: What is the current fiber connector type? See question 5

7. Contractor is required to provide a new encoder, network switch, HD PoE network camera, A & V decoders, and digital modulator: Do you have any preference in terms of manufacturer and model for the all new equipment? no

8. Do you have As-Is and To-Be rack diagrams? no

9. Do you have any network diagrams? No.

10. It was discussed during the walkthrough that the new video camera can have audio to avoid tying in the existing chapel microphone system. Please confirm this is accurate and that the existing microphone system is to remain. Correct.

11. Please provide any drawings and as-builts from the current camera and fiber run. Does not exist.