Sol 2 Questiones Answered.pdf

36C24226Q0112 | Security System Service at the Samuel S. Stratton VA Medical Center in Albany, NY

NOTE: Please use the revised B.4 PRICE/COST SCHEDULE at the bottom/attached to this amendment to submit your offer.

Solicitation Questions and Answers (questions in black, answers in red):

1. For pricing cost schedule, line item 6 reads “new installations: 3 doors and 3 cabinets. Video Surveillance Systems- to include camera, parts and labor”.

a) The cameras listed in the System Hardware List range in cost from approximately $250 to $3,000 depending on type. With this much potential variation in the typical configuration, how should the contractor factor in different types of camera costs in the EA line-item price?

Cameras for new installations will be single-view, non-PTZ, designed to cover the room with a single angle.

b) How does the contractor factor in the potential need for a lift rental? And the different types of lifts depending on camera height (boom or scissor lift)?

Lift rental considerations: A boom lift may be required for repair/replacement of certain exterior cameras that are not accessible from rooftops. This is expected to be minimal and primarily for one of the few exterior cameras. Approximately 10 cameras are involved.

2. For ITEM Number 0001 in the price cost schedule, Lenel will not quote the SSA and

Device Licensing as it is valid through 9/30/2028. Will this be removed from the pricing cost schedule whereas contractors cannot obtain pricing information until 2028?

Lenel SSA and device licensing are valid through September 30, 2028. This item will be removed from the pricing cost schedule and addressed closer to the expiration date.

Note: Lenel is being upgraded to OnGuard Pro under a separate contract due to device licensing requirements.

3. Item Number 0002 states the Milestone SSA and Device licensing term to be

2/15/2026 through 2/14/2027. Milestone renewal terms are on the 1st and last day of the month. Is it acceptable for renewal terms to be 2/1/2026 to 1/31/2027 per Milestone’s renewal quote?

The renewal term may be adjusted to align with Milestone’s requirements: February 1, 2026 – January 31, 2027. This is acceptable.

4. Milestone informed that if the renewal is not completed within a grace period of 30 days past expiration (2/28/2026 for the VA Albany), their policy states that customers are required to purchase a 3 year SSA instead of 1. Where this is likely to happen, given the solicitation close date of Feb 24, will the pricing sheet be updated to reflect a base year, 3 year SSA that will again renew in 2029 (base plus 2)?

If renewal is not completed within 30 days past the 1/20/26 expiration date, (February 28, 2026), Milestone requires a 3-year SSA instead of 1 year. Just Updating the pricing sheet to reflect a base year plus 3-year SSA, renewing again in 2029, is acceptable.

5. Can the VA confirm that the Traka Key Control System is not in scope for the Service

Contract?

The Traka Key Control System is out of scope for this service contract.

6. Can the VA confirm that the Average Device Failure Rates/Replacement line items 7-

14 are equipment costs only estimates and do not include labor?

The listed failure rates represent the average number of devices that fail per year.

When failures occur, the contract must cover device and labor costs up to the yearly cap. Any costs beyond the cap will be quoted and paid separately.

7. I had a question on the 65% and how that is calculated. Could we get further details on that? What does the 65% mean exactly? (see excerpt from Solicitation below in blue)

6. LABOR HOURS

• 600 on-site labor hours annually

• Minimum 24 PM hours per quarter

• Monthly reporting of hours used and remaining balance by the 15th of the month Preventive Maintenance hours are included within the annual labor hour pool. Monthly usage may vary based on operational demand.

Unused labor hours shall convert to Equipment Fund value at 65% of the hourly rate, subject to COR verification every quarter.

600 hours would be 150 hours per quarter, if at the end of a quarter the vendor was onsite and provided only 50 hours of service, 100 hours would be in the “bank”. If using an hourly rate of $100 per hour as an example, we would expect 65% of the value to be credited into the fund account, so 100 hours x $100 per hour x 65% = $6,500 directed into the equipment fund.

8. Can you confirm that the contract end date is either the end of FY in September or 1 year from contract beginning.

Once awarded the term with be 12 months for the first year and then four option years.

So if awarded April 1, 2026 end of 1st year will be March 31, 2027.

9. If there is contract mod needed, will there be any requirement for other bidders? If so, what would be the circumstances that would require it?

No, the contract mod affects the contract with the awarded vendor directly, refencing the line item being modified. So if the line item being modified is a new installation, and there are not enough funds or hours available for the required installation, the modification would be to complete the required installation with additional funding being provided by the VA. Provided that the mod is “within scope” of the contract, there is no requirement to include other bidders.

10. Are there any other technical certifications that would be desirable but not necessary? For example Cisco Networking etc.

The technical certifications that are absolutely necessary are related to Lenel, and Milestone as this is required by those companies for support if needed from the parent companies. Microsoft and SQL are skill sets that are required to update Microsoft Server Operating System, and Windows SQL Server 2016 programs,skills must include upgrading systems with security patches, database backups and rebuilds, and general knowledge of security components, password maintenance, communication protocols, and any related skills to properly diagnose and repair issues with these programs.

Knowledge should be documented and verifiable through other means if certifications are not available or overly complicated.

11. In B.2 Section 5.2 – Inventory Requirements – The contractor will maintain on-hand inventory. Are the electronic mortise and cylindrical locksets mentioned the same as in the base year item number 11? Can you tell me what model locksets we are quoting?

BEST 9K series Cylindrical Electrically-Operated Lockset w/ Request To Exit, and BEST 40H series mortise locksets with IDH package. With 7 PIN interchangeable cores.

12. Item 14 in the cost schedule is for replacement wall/computer monitors. Are these for just the large wall monitors, or does this include desk monitors? Can you provide the size and model of the monitor(s)?

The monitors that are expected to be in the contract are 32” monitors, in rare cases, some smaller 27” models might be required. The four large monitors in dispatch would be only covered if the funds were available in the fund balance, but under most circumstances be a large ticket item not covered, similar to the Husky Servers or the Dell Server.

13. In B.2 Section 11 - Qualifications – There is one cert called Microsoft Windows

Server Hybrid Administrator Associate. What is this for? Is it necessary?

This is covered above in question 10.

14. The Milestone licensing expired on 1.30.26. How would you like this priced for the first year?

The best option seems to be three year terms followed by two one-year licenses.

15. The Lenel SUSP does not expire until 9.30.2028. At what year will you want this added to the contract?

Lenel would be required for the last 3 years of the contract term. (approx.). See revised B.4 PRICE/COST SCHEDULE below.

16. In B.2 Section 7, the COR stated that the installation of (3) new cameras per year refers to using a single lens camera. For Item 7, it wants the cost to replace (4) cameras. Are we supposed to use the same model type for this failure replacement?

It would be best to quote two lens cameras.

17. For Item 6, it speaks about 3 doors and cabinets. In B.2 Section 7, it references this, but references only the 3 doors, not cabinets. What cabinets would be required and isn’t this cost part of the 600 hours?

The cabinets would be to house the lenel 1320 boards required for the installation, in most cases we would be obtaining communication from existing Lenel 4420 or 3300 boards.

18. I have reached out to Lynx for pricing, and they say you have to be an authorized

VAR to get Lynx. How do we get pricing for the licenses?

That is the issue, we need someone who can renew this license on a yearly basis. The awarded vendor will need to have the ability to renew the license. That may mean the awarded vendor becomes an authorized VAR.