Pre-Bid RFI_528A5-21-502_Radio Upgrade_combined.pdf

Project No.: 528A5-21-502

Project Title: Radio Upgrade

Contract No.: 36C24224B011

Date RFI's Submitted: 03/05/2024 Date RFI's Returned : 03/29/2024

Contract Specialist: Idalia Algarin

RFI No. Request for Information: A/E, Watson Engineer-provided Response:

Drawing G-101 General Note:

Note 15 – Removed devices shall be delivered to the location designated by the COR.

Where is the location?

This is an item for after award to indicate dumpster location, all equipment being removed that has not been indicated on the plans for VA to keep is to be disposed of accordingly.The dumpster will be near the construction site.

Drawing E-102 Keyed Notes-

Note 1 – “A fourth dispatch console shall be provided at the Fire House in Building 16. Is there any wiring needed for Building 16?

The VA OIT department and the COR will coordinate with the contractor to to ensure network is available in accordance with selected manufacturer requirements. The contractor will not be responsible for any trenching or fiber runs.

Drawing G-101 General Notes-

Note 4 – “Provide adequate fire protection in the entire construction area for the duration of the construction period” – Will we need to provide protection? If yes, what is the VA standard for fire protection (fire extinguishers on site?)

Yes, contractor is to provide fire protection measures throughout the construction areas. Refer to specification section 01 35 26.1.14 for additional information.

Drawing G-101 General Notes-

Note 15 – Removed devices shall be delivered to the location designated by the COR.

Please clarify if a pre removal and post removal operational/functional validation test is required.

There can be a validation test before and after dismantling the devices/equipment to make sure if they work/don’t work before and after they are dismantled and delivered.

So we just wanted to make sure if you want the devices to be tested before and after dismantling ??

If a pre-removal and post-removal operational/functional validation test is not required, then we won’t be responsible if they don’t work but if you want us to be responsible that the devices must be functional before and after dismantling and delivery then we do need the validation test.

No validation tests shall be required for any equipment to be removed, however, no equipment or features of the existing radio system shall be removed prior to the new system being installed and operational.

Drawing G-101 General Notes

Note 17 – Water damage – Are we responsible for roof penetrations? If yes, what contractor is the current contractor of choice for roof work at the VA?

No new roof penetrations shall be required for this project. If any roof repair is needed as a result of the construction activities, the contractor shall pay for the repair of all damages at their own expense, using a roofing contractor approved by the COR to maintain any existing roof warranty.

Drawing G-101 Project Phasing Notes

Note 2 – “Provide a temporary means of Two-Way communication during the Radio

System Outage” - Please verify the VA’s system provider for communication’s as we will need to engage with them on this requirement.

The temporary means of communication shall be in the form of phased transfer of channels from the existing system to the new system, such that there is only one channel down at any point. The existing channels are for Police, Fire, Engineering, and Facilities. Each existing channel shall be taken off line, transferred to the new system, and brought back on line prior to moving to the next channel transfer.

What is the sentence “The successful bidder Supplier Analysis Report will be reviewed by the Contracting Officer. A score of 7 and above may be required and additional financial data to be submitted.”

The contracting Officer will review the successful bidder financial report from Duns & Bradstreet to make sure that the successful bidder can financially comply with the requirement.

1. General Questions/Comments

Pre-Proposal - Request for Information 1 AE Works Ltd.

Contract No.: 36C24224B011

Date RFI's Submitted: 03/05/2024 Date RFI's Returned : 03/29/2024

Contract Specialist: Idalia Algarin

RFI No. Request for Information: A/E, Watson Engineer-provided Response:

1. General Questions/Comments

Is there enough power in the equipment room to run the legacy and new equipment in parallel.

Yes.

Is there Wi-Fi coverage throughout the entire facility including basements? Yes.

Does the contractor need to install the mobile radios into vehicles? If so, please provide the breakdown of vehicle types, makes, and models?

The vehicles currently have radios they are being swapped out with new and it is up to the contractor to do so.

VAFD has one (1) 2011 Chevrolet 3500; one (1) 2017 Rosenbauer fire engine; one (1) 2008 Pierce fire engine; and one (1) 2023 Ford F-450 ambulance. VAPD has two (2) 2014 Ford Explorers; one

(1) 2020 Dodge Durango; and one (1) 2021 Ford Explorer.

Who is to program the subscriber units? The contractor responsible to program all the radios.

What are the (2) GPS antennas used for (currently) that are running to the dispatch room.

The GPS antennas are used for personnel location tracking to allow for more efficient task assignment based on proximity.

Can we get a copy of the sign-in sheet? There is copy attached to the amendment to solicitation.

Where can we get a copy or sample of the ‘Experience Modification Report’? There is no sample you need to reach out to your insurance.” Your experience modification rate is derived or 'calculated' from your claims history. It takes into account the number of incidents, injuries and claims made in the past and their associated costs.”

Where can we get a copy or sample ‘Supplier Analysis Report’? CO will acquire supplier analysis report from Duns and Bradstreet, Is there a specific format that you would like us to follow when submitting our proposal? There is no specific format you need to submit the 1442 sign, sign any amendments done to the solicitation, your bidding price your EMR, VAAR 852.219-77 VA NOTICE OF LIMITATIONS OF

SUBCONTRACTING - CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (SEPT

2021) (DEVIATION) contain in the solicitation and the bid guarantee

How will bids be evaluated i.e., lowest price or lowest price technically acceptable, best value?

Lowest price.

Can (1) company submit (2) proposals? No, only one (1) proposal per company is allowed.

Can we use the Kindorf outside of Building 37 IT ROOM to mount the GPS antenna on? GPS antenna shall be mounted in the location shown on the bid documents.

Please provide the existing telephone system's type, make, model, and number of lines. The telephone system should not be impacted by the work for the radio system.

Pre-Proposal - Request for Information 2 AE Works Ltd.

Contract No.: 36C24224B011

Date RFI's Submitted: 03/05/2024 Date RFI's Returned : 03/29/2024

Contract Specialist: Idalia Algarin

RFI No. Request for Information: A/E, Watson Engineer-provided Response:

1. General Questions/Comments

Please confirm whether a dedicated IP backhaul (i.e., fiber, microwave, or leased

Ethernet) is available in Building 37 IT Room, Building 37 Dispatch Room, Building 16 Fire

House, and Building 1 Penthouse

The VA OIT department and the COR will coordinate with the contractor to to ensure network is available in accordance with selected manufacturer requirements. The contractor will not be responsible for any trenching or fiber runs.

Please define the function of the “Archiving Interface Server”. The archiving interface server is used to store metadata for audio conversations over the radio system, to include radio ID, radio alias, talk group ID, and talk group alias.

Please confirm if the Dispatch Consoles need to be featured with AES/DES encryption. AES FIPS 140-3 Level 3 encryption is required.

Please define whether the Voice Logging Recorder is existing or it is to be replaced with new equipment. If it is new, please define the required interfaces that will be recorded.

There is currently no logging capability new logger to be provided with system. The logging recorder shall record the VA's 6 radio channels, and 3 analog/digital (non-VOIP) resources.

Please clarify the quantity of concrete repair required. Typically, this type of repair is done by the square foot not the lineal foot.

All concrete beams shown on detail 2/S-101 in dashed lines are to be repaired in accordance with the Concrete Beam/Rebar Repair Detail on sheet S-101. The total length of all of the beams shown with dashed lines is 260 ft, as described on the drawings. The contractor shall assume in their bid that the entire length and width of the beams shown require the level of repair described in the repair detail. For estimating purposes, assume a typical beam width of 12", and therefore 260 sf of repair.

Please provide epoxy / concrete repair method / material specifications. Concrete repair methods are described in Part 3 of specification section 03 30 00, as well as on the notes provided with the Concrete Beam/Rebar Repair Detail on drawing S-101.

Please clarify the crack epoxy material specification and method. ( How to access both sides of crack repair so that ejected material is not wasted.)

Please refer to specification section 03 30 00 part 2.2.CC - Epoxy joint filler shall be a two component, 100 percent solids compound, with a minimum shore D hardness of 50.

- The cracks are in the tower which there is access to both sides.

Please clarify the square foot of stem wall sealer required. Refer to keyed note #6 on drawing sheet ED101, which states that approximately 4sf of wall shall be repaired at each existing antenna location following the removal.

29 Please clarify stem wall sealer product / specifications. Refer to specification 03 30 00-12 CC.

Please specify What type and size of coax cable will be installed to the antennas in build

1 & 37.

All coaxial cable for the radio system shall be in accordance with spec section 27 32 41.D.1 and manufacturer requirements, whichever are more stringent.

How will the dispatch console slated for the firehouse get its connectivity to building 37

IT Room?

The VA OIT department and the COR will coordinate with the contractor to to ensure network is available in accordance with selected manufacturer requirements. The contractor will not be responsible for any trenching or fiber runs.

In building 37 can the cable be installed in free air after the attic. Can we use the existing cable tray

Yes, once the cable leaves the attic area, the existing cable tray may be used. All cabling within the attic shall be installed in conduit.

33 Will there be a staging area for construction materials? Yes, This is an item for after award to indicate the staging area location.

Will the awarded contractor be responsible for the disposal of all the demo material?

Will the contractor be able to dispose using a VA dumpster or by other means on the property?

Yes, The contractor responsible to dispose all equipment being removed that has not been indicated on the plans for VA to keep. The contractor responsible to provide dumpster.

The Construction drawings call out ¾ in conduit for the coax cable in building 1 &37.

Conduit size will be contingent on coax cable size. Can the VA suggest a conduit size? The existing conduit in building 37 attic looked to be 1 ½.

Replace conduit in B37 attic "in kind" with 1-1/2" conduit.

Pre-Proposal - Request for Information 3 AE Works Ltd.

Contract No.: 36C24224B011

Date RFI's Submitted: 03/05/2024 Date RFI's Returned : 03/29/2024

Contract Specialist: Idalia Algarin

RFI No. Request for Information: A/E, Watson Engineer-provided Response:

1. General Questions/Comments

Does the VA have a spec for the four-post rack referenced on E-101 – Key note 4? Please clarify request - keyed note #4 on E-101 calls for a NEMA L5-30P receptacle. Note that stand alone open equipment racks are specified in spec section 27 11 00.2.1.D.

Section 27 32 41 (page 418) Expansion Capability Section 2.1.C - We mention possibilities to expand as our system is easily expandable. However, there is wording here that the system has to be capable of expanding by 50% without additional internal or external components or main antenna or trunk cable conductors. That is impossible. Should expansion be necessary, additional radio equipment will be required.

No additional equipment is required for this project beyond what is shown on the E-601 diagram and equipment list.

There are a lot of statements about Telephony. We have only included the recording of

3 (non-VOIP based) phone lines into our logger. Can we get the VA to explain what their expectation is around all of the telephony statements? Are they looking for a single headset to control both radio and telephony? I ask because the system we proposed cannot do that. ?

There is no expectation to control both radio and telephony with a single headset.

Also, there are a lot of statements around paging technology. We do not have any paging integration with the radio system.

No paging integration is required.

Diagram E-601 - States there are 3 dispatch consoles in building 37 and 1 dispatch console in building 16. Assuming building 16 is more than 300ft away for an ethernet connection, will the GC be responsible for running/trenching fiber from 37 to 16?

The VA OIT department and the COR will coordinate with the contractor to to ensure network is available in accordance with selected manufacturer requirements. The contractor will not be responsible for any trenching or fiber runs.

Diagram E-601 - States there are only a total of 4 dispatch consoles in 2 different rooms

(Security Service Control Room and Fire Dispatch Room), however in Section 27 32 41

(page 428) Section 2.5 Remote Control Equipment Paragraph C, it states that each console should be provided in the Security Service Control Room, Engineering Service

Room, MAS Room and location(s) show on the drawings. Are there more dispatch consoles required? If so, how many? Also, if so, is the GC responsible for connectivity between the core equipment in Building 37 IT Room to each of these rooms?

No additional dispatch consoles are required, beyond those identified on the diagram on E-601.

Diagram E-601 - Offers one APX8500 Base Station to Fire to replace their existing Base

Station. Is this separate from the newly required Dispatch Console listed in Diagram E-

601? Or are we to use the base station as another interop channel solely for VA Fire?

We are trying to understand if VA Fire wishes to dispatch from a console like VA Police or an APX8500 Base Station.

A new dispatch console shall be provided at Building 16. This console will require connectivity to building 37 IT room. The VA OIT department and the COR will coordinate with the contractor to to ensure network is available in accordance with selected manufacturer requirements. The contractor will not be responsible for any trenching or fiber runs.

Pre-Proposal - Request for Information 4 AE Works Ltd.

Contract No.: 36C24224B011

Date RFI's Submitted: 03/05/2024 Date RFI's Returned : 03/29/2024

Contract Specialist: Idalia Algarin

RFI No. Request for Information: A/E, Watson Engineer-provided Response:

1. General Questions/Comments

We are looking at the drawing of this concrete beam and rebar repair and its an anomaly and seems out of place in a radio upgrade project.

The concrete beam and rebar repair detailed in S-101 doesn't seem to be related to the radio upgrade scope of wiring a new land mobile radio network and removing the old one.

This repair is a structural project with inherent risks, especially considering the fixed-price nature of the contract. The vagueness of the information provided (drawings only) and the lack of mention during the site visit further raise concerns.

To accurately assess the project's magnitude, we would need:

• An exploratory demolition to expose the beams and rebar for proper evaluation.

• A structural engineer's assessment of the repairs needed.

• A detailed stamped set of drawings outlining the repairs.

Given these factors, we recommend excluding this section of work (SOW) from our bid.

We anticipate other contractors will likely follow suit.

This work is part of the site preparation portion of the project, to prepare for the installation of the new radio system. A structural engineer's assessment of repairs needed is attached. All concrete beams shown on detail 2/S-101 in dashed lines are to be repaired in accordance with the Concrete

Beam/Rebar Repair Detail on sheet S-101. The total length of all of the beams shown with dashed lines is 260 ft, as described on the drawings. The contractor shall assume in their bid that the entire length and width of the beams shown require the level of repair described in the repair detail. For estimating purposes, assume a typical beam width of 12", and therefore 260 sf of repair.

Will a Testing Agency for Concrete Materials be hired by the Owner or Contractor? In accordance with spec section 03 30 00 part 1.3.A, "Testing agency for the trial concrete mix design retained and reimbursed by the Contractor and approved by COR." Referenced spec section

01 45 29 is attached for testing agency qualification requirements.

Is paint required for the concrete walls and beams? The concrete finishes requried for this project shall follow spec section 03 30 00 part 3.13.A.1 for unfinished areas. No additional finishing is required.

The Evaluation Criteria was specified in the Q&A as only "Lowest Price", we want to clarify that it is actually "Lowest Price Technically Acceptable

(LTPA)" and should meet the specifications and requirements that the VA put together in the SOW documents/Diagrams. If the answer is LPTA, we also noticed the specifications of the specific radios were not included. Currently, VA Police, on a national level, use AES FIPS

140-3 Level 3 encryption. Is that required when AES encryption is mentioned on the devices?

Also, VA HQ is looking to standardize the SmartConnect feature, especially with the VA Police, as it vastly increases radio coverage by allowing them to roam over LTE or WIFI. The APX

8000/APX N30, that is currently spec'd in theDiagram on E-601, are capable of SmartConnect.

Since the radio configurations were not included, are the radios required to be capable of using SmartConnect?

The evaluation will be based on the lowest price bid, however, all products to be installed will be subject to a technical review for equivalency if the basis of design products are not used. AES FIPS

140-3 Level 3 encryption is required. SmartConnect is a proprietary feature and will not be required by name, however, the ability to roam over LTE or WiFi is required.

I have reviewed the documents and there are no specifications on the radio builds. All radios are not created equal. I want the CO to realize this and that there are no specifications that specifically call out what software features are required in the radio devices. Or if I am wrong, I want her to identify the specific page number where it details the software required in each device.

Please refer to new specification section 27 32 41 provided in Addendum #1 for radio requirements.

Pre-Proposal - Request for Information 5 AE Works Ltd.

Contract No.: 36C24224B011

Date RFI's Submitted: 03/05/2024 Date RFI's Returned : 03/29/2024

Contract Specialist: Idalia Algarin

RFI No. Request for Information: A/E, Watson Engineer-provided Response:

1. General Questions/Comments

Please clarify the quantity of concrete repair required. Typically, this type of repair is done by the square foot not the lineal foot.

Clarification: The lineal foot (260 LF) does not provide enough information to accurately quantify the amount of work being requested. Inevitably this will lead to disagreement between the contractor and the owner. Additionally, the drawings call for the work to be done on the beams, but there appears to be work required on the underside of the slab (see attached pics). Please provide a square foot estimate of the intended work.

All concrete beams shown on detail 2/S-101 in dashed lines are to be repaired in accordance with the Concrete Beam/Rebar Repair Detail on sheet S-101. The total length of all of the beams shown with dashed lines is 260 ft, as described on the drawings. The contractor shall assume in their bid that the entire length and width of the beams shown require the level of repair described in the repair detail. For estimating purposes, assume a typical beam width of 12", and therefore 260 sf of repair.

Please provide epoxy / concrete repair method / material specifications. Concrete repair methods are described in Part 3 of specification section 03 30 00, as well as on the notes provided with the Concrete Beam/Rebar Repair Detail on drawing S-101.

Please clarify the crack epoxy material specification and method. ( How to access both sides of crack repair so that ejected material is not wasted.)

Clarfication: Drawing S-101 note tells the contractor to “inspect ALL walls in the tower”.

Is the intent to provide swing stage / manlift access to the ENTIRE tower and inspect / repair 150 LF

- Please refer to specification section 03 30 00 part 2.2.CC - Epoxy joint filler shall be a two component, 100 percent solids compound, with a minimum shore D hardness of 50.

- The cracks are in the tower which there is access to both sides.

- Based on inspections during the design phase, there is approximately 150 LF of cracks observed that will need to be filled with epoxy. All cracks observed are on the top level of the tower and on the interior side of the walls.

Please clarify the square foot of stem wall sealer required.

Clarification: Is it the intent to seal the brick panels of the ENTIRE tower. .. Again provide a swing stage / manlift.

Refer to keyed note #6 on drawing sheet ED101, which states that approximately 4sf of wall shall be repaired at each existing antenna location following the removal.

Please clarify stem wall sealer product / specifications.

Clarification: Specification page 03-30-00-12 CC refers to non re-wettable bonding admixture. Please provide specification for sealer.

Specification section 03 30 00-2.2.CC provides requirements for epoxy joint filler. Refer to specification section 03 30 00.2.2.V for Moisture Vapor Emissions & Alkalinity Control Sealer.

Pre-Proposal - Request for Information 6 AE Works Ltd.