Amendment Question and Answer.pdf

Wilmington VAMC Rekey

Question and Answer

1. I was wondering if it was okay for me to submit two Quotes? This solicitation appears to be a Brand Name Solicitation; however, no J&A has been published, so we believe that an equal product should be acceptable.

The Government confirms that this solicitation is a brand name or equal, meeting the following salient characteristics:

1. Small Format Interchangeable Core (SFIC) compliant with industry-standard A2 pinning specifications and dimensional profile, suitable for installation in the Government's existing SFIC-compatible lock housings without modification to housings, doors, or door hardware.

2. Compatible with the Government's Keystone Management Lock System for core, key, and door-mapping data entry and tracking, without requiring proprietary software modification or additional licensing cost to the Government.

3. Capable of being combinated to support a Grand Master/Master/Submaster/Change key hierarchy consistent with the facility's key control structure.

2. Is there a site visit planned for this solicitation?

There will not be a planned site visit for this solicitation.

Quantities and billable units

3. Definition of one payable unit Attachment B uses “door” as the unit of measure. Please confirm whether one payable unit represents one physical door opening, one interchangeable core, or one completed core replacement. Please also explain how the following will be counted:

• Doors containing more than one keyed cylinder or core

• Paired openings

• Double-cylinder locksets

• Access-controlled doors with mechanical override cores

• Padlocks, cabinets, casework and equipment locks

• Doors identified during assessment that do not contain a BEST CoreMax core

One payable unit represents one completed core replacement. If for some reason a door has two cores/locks then it would be considered two.

4. Quantity correction

The Wilmington building quantities listed in Attachment B total 1,094 doors, while the Wilmington subtotal is stated as 1,093 doors. Please confirm the correct quantity for evaluation and award.

Discrepancy is noted, 1,094 is correct. An official count will be confirmed during pre-project assessment.

5. Estimated versus actual payment quantity

Will the contractor be paid based on the estimated quantities in Attachment B or the actual number of completed and accepted core replacements verified during the pre-project assessment? If actual quantities differ from the estimates, will the awarded unit prices be applied to the verified quantities?

Contractor will be paid on actual number of completed core replacement.

That amount will be confirmed during project pre- assessment.

6. Current door and core inventory Please provide the most current electronic opening inventory, including facility, building, floor, door or room number, number of cores per opening, existing CoreMax keyway, core configuration and any known access-control or specialty-hardware condition.

Keystone lock database system. Our system needs to be reorganized. The database may not accurately reflect the current keying structure.

CoreMax system and key quantities

7. Exact core specification Please identify the required BEST CoreMax core series, keyways, core lengths or configurations, finishes and applicable manufacturer part numbers. Please also confirm whether the replacement system will continue using an A- and B-keyway structure or will receive newly assigned CoreMax keyways.

This will be addressed during the pre-project assessment. Brand name or equal will be accepted.

8. Existing authorized key quantities The PWS requires new keys equal to the existing authorized quantities plus 20% attic stock. Please provide the current authorized key quantities by facility and key level, including Grand Master, master, submaster, change and control keys.

This will be addressed during the pre-project assessment.

9. Attic-stock calculation Please clarify whether the 20% attic-stock requirement applies separately to each individual key symbol and key level, and how fractional quantities should be rounded. Please also confirm whether attic stock applies only to keys or also to cores.

Attic stock applies only to keys and cores. Any quantity should be rounded to whole number.

10. Key-testing requirement The PWS states that all keys must be tested in assigned doors. Please clarify whether every physical duplicate key must be individually tested, or whether the requirement may be satisfied by testing a representative key for each unique bitting in every assigned opening, supported by factory production and quality-control records.

Test with representative key will suffice.

11. Key hierarchy development and approval Please describe the approval process for the new master-key hierarchy. Who will approve key groupings, keyway assignments, key symbols and the final keying schedule? Will the VA provide an approved hierarchy before production, or is the contractor expected to develop the complete hierarchy following the assessment?

Contractor will develop complete hierarchy following the assessment, then approved by the POC.

Manufacturer authorization

12. VA authorization to order restricted CoreMax materials Will the VA provide the selected contractor with the ownership authorization, letter of authorization, existing system registration or other documentation required by BEST/ASSA ABLOY to purchase and factory-combinate the restricted CoreMax system?

Yes.

Database requirements

13. Lock-management platform Please identify the lock-management database software, version, licensing arrangement and required data format. Will the contractor receive direct access, supervised access or an electronic export that must be updated and returned?

Keystone Management Lock System – the contractor will receive supervised access.

14. Existing database condition Will the VA provide the current database before the assessment, and is the contractor expected to correct pre-existing errors or only update records associated with the new keying system?

Wilmington VAMC will provide what exists however a complete overhaul of Keystone Lock Database will be necessary. The system needs to be reorganized and this will take place during pre assessment post award.

15. “Lock management box” Please clarify the PWS reference to Government-furnished “access to lock management box,” including whether this refers to software, a key cabinet, a physical workstation or another system.

There is only a lock database.

16. Please define “labeled correctly” from QASP, Performance Objective 3, Performance Standard (i.e. engraved, tagged, and labeled etc.)

Engraved.

Installation, repairs and clinical access

17. Hardware compatibility and repairs If the assessment identifies damaged, missing or incompatible cylinders, locksets, housings, tailpieces, cams or other hardware, is repair or replacement included in the per-door unit price? If not, what authorization and pricing mechanism will apply?

If damaged door cores are in encountered , it will be a per core unit price.

18. Access-controlled openings Please confirm that, at doors equipped with card readers, electric strikes, electrified locks or other access-control equipment, the contractor’s scope is limited to replacement and testing of the mechanical CoreMax core unless additional work is separately authorized.

Yes, confirmed.

19. Work hours and escorts Please identify departments or facilities that require after-hours work, escorts, infection-control coordination or special clinical scheduling. Will escorted access be available while contractor personnel are completing VA badging and access processing?

The following facilities and departments will be completed after hours: All CBOC’s , Wilmington VA Bldg. 1 pharmacy, women’s health, primary care, HR, Fiscal, mental health, chemotherapy and dialysis. Escort will be provided.

Emergency support

20. Twenty-four-hour emergency support Please define the 24/7 emergency locksmith-support requirement, including:

• Required response time

• Facilities covered

• Types of emergency calls included

• Whether support applies during the entire six-month period

• Expected call volume

• Whether emergency calls are included in the door unit prices or separately authorized and invoiced

• Whether the contractor must maintain personnel locally within a specified distance

This task is being removed from the PWS via amendment. 24/7 hour emergency support is not needed.

Acceptance and payment

21. Progress invoicing May the contractor invoice monthly for verified and accepted quantities, or invoice following completion of each building or CBOC? Please identify the documents required to support each invoice.

Invoice Monthly. The contractor may submit invoices monthly for quantities verified and accepted by the POC.

22. Phased acceptance Will the VA approve phased hierarchy segments, facility-level database updates and partial closeouts, or will payment be withheld until all locations are complete?

Invoices will be approved based on the quantity completed for that month as invoiced or verified by the program office.

23. Secure destruction

Please identify the required destruction method, documentation standard and any approved or required destruction vendor. Must destruction be witnessed, photographed or itemized by core and key count?

The contractor will use industry standards, and provide proof and documentation that material has been destroyed.