36C24622B0035 Replace Camera System Questions and Answers.pdf

36C24622B0035 Project# 565-22-303 Replace Obsolete Police Security Camera Systems

Questions/Answers

1. What software solution brands has the VA implemented recently?

VA Response: This facility cannot speak to the VA as a whole, but so long as a brand meets VA requirements and scope intent this facility would be willing to review and consider. The following appear to be both acceptable to VA and meet the scope intent as a reference for bidders:

Avigilon Control Center Bosch Video Management Systems Enterprise Identiv Velocity Pelco Endura WS5000 Pelco VideoXpert

2. Has this solicitation been changed to an Open Solicitation?

VA Response: This solicitation is a Service-Disabled Veteran Owned Small Business set aside.

3. Are any exterior cameras to high to be reached with a 12’ ladder? If so how many as we need to know how long to rent a lift for?

VA Response: The cameras around Building 1 and the parking lot cameras will require a lift – approximately 10, but may be more. The contractor’s plan must address this action and ensure minimal facility disruption. The use of ladders will b e strictly scrutinized on this facility and must follow safety regulations for use.

4. How many 65” monitors should be included?

VA Response: Six minimum, but if contractor system needs more provide adequate number to support the new system.

5. How many workstations are required?

VA Response: Two in Room B012 dispatch

6. What is the current access control system (PACS) and what integration is required for contractor to include?

VA Response: Software House CCure9000 – currently no integration. The contractor as part of their system will provide a list of PACS systems their proposed CCTV system will integrate with.

7. What is the current IDC (Intrusion detection system) and what integration is required for the contractor to include?

VA Response: There are approximately 8 DMP panels currently integrated to this facility’s existing PACS. The contractor shall provide a list of IDS panels the proposed CCTV system integrates with for IDS.

8. Can we get floorplans for each building that includes camera locations?

VA Response: Building Plans, slides and a site plan are being provided, but this facility does not have any updated existing plan of the installed system. This is why the scope requires surveying and investigative services by the contractor. The slides do not have several newer buildings and is only provided to give bidders a general idea of the scope and some locations.

9. Can we get a list of cameras for each building from the Vicon system report?

VA Response: See attached document “List of existing cameras” (3 pages)

10. Does the 30 days for camera recording time have to be continuous or motion only?

VA Response: 24/7 recording on all cameras. The intent is for maximum required duration to be 30 calendar days before recording over oldest data begins. The assumption is the VA Police shall know of circumstances before that period and be able to capture for evidence anything they need to preserve. This system must allow this evidence capturing feature/capability.

11. What resolution of cameras should be provided for which locations?

VA Response: H.265 preferred.

12. Does the resolution of the cameras have to provide for facial recognition?

VA Response: On entrances and exterior cameras, yes.

13. At what distance from the cameras does facial recognition have to be realized?

VA Response: Minimum 50 meters

14. Can panoramic cameras be used in place of PTZ cameras?

VA Response: Yes, and are preferred, provided they have digital zoom capability while maintaining high resolution.

15. Does the VMS (video management system) server need to be Raid 1 or Raid 5 or JBOD?

VA Response: RAID 1 operating, RAID 5 storage and JBOD solid state drives are acceptable.

16. What is bandwidth of the interbuilding network copper that we will be re-using?

VA Response: There is a mix of CAT 5E and CAT 6. Current switch ports are 100M with 1000M uplinks

17. Can all work be done during normal working hours?

VA Response: No, work schedule will be subject to the final approved plan and what is required to be replaced. The VA will try to allow as much as possible during normal work hours but cannot guarantee everything can.

18. Can longer than 180 days for completion be provided? We may need up to 270 days due to lead times and multiple mobilizations.

VA Response: Duration is hereby changed to 270 calendar days

19. Per the site visit, it was stated that all of the existing infrastructure would be repurposed as available. Will the customer confirm if the following statement can be removed from the specifications?....”Cable installer must have on staff a Registered Communication Distribution Designer (RCDD) certified by Building Industry Consulting Service International.”

VA Response: VA confirms the requirement for the cable installer to have a staff RCDD is hereby deleted.

20. For the Security Camera project are there specific brands or specifications?

VA Response: There are no brand specifics on the products. The VA does require the use of actual monitors and NOT televisions.

21. Will cameras made in South Korea be acceptable under the “Buy American” requirement for this

RFQ?

VA Response: The Republic of Korea (aka South Korea) is an acceptable designated country.

22. Is there any Federal Transit Administration (FTA) money being spent here?

VA Response: No

23. Will any network connections between buildings have to be provided under this contract?

VA Response: The existing system is fully connected and communicating, but the contract is written for a contractor to replace as needed to make their proposed and VA accepted system function properly.

One example would be if the existing system has copper and the accepted system requires fiber optic. The GC must replace existing with what would be required.

Another example would be if the new system required minimum CAT6 and the existing has only CAT5 cabling. The contractor must install what they need to make their accepted system properly function.

24. Is there a specific gateway application need for the integration of the new system with the existing Niagara system?

VA Response: The VA has no specific gateway application required.

25. A maximum outage requirement of 10 seconds was mentioned in the meeting. Is this the standard for all of the new cameras?

VA Response: The ten second outage is in reference to VA required maximum time from a facility power outage event until the existing facility back-up generator system picks up the load on designated critical and emergency systems at this facility. The scope requires uninterrupted power supply to reduce camera system outages during a facility power outage event.

26. CAD drawings of the existing system layout where available and floor plans were requested during the pre-bd meeting. Will these be available before the bid date?

VA Response: See response to Questions #8 CAD drawings will only be provided to the awarded contractor.

27. Is the requirement that was discussed in the pre-bid meeting for CAD drawings of the two systems being presented/quoted going to have to be BIM compatible or will the BIM aspect be excluded?

VA Response: BIM is the new standard for designs with the VA. For this project, capability or compatibility to be able to be uploaded via direct transfer or through conversion into a BIM program is acceptable. Any drawings must be also provided to the VA in a current VA acceptable version of AutoCad.

28. If the BIM requirement is excluded on the preliminary drawings will the BIM/Revit2020 requirement still be in place for the “As-Builts”?

VA Response: See the answer to #27. Preference is to have the final drawings compatible for use in the latest Revit version acceptable to the VA.

29. Would a cloud storage option be acceptable for the new system? We can offer a cloud solution the has the option of 30,60, or 120 days of continuous or motion. This is a more cost-effective option.

VA Response: This facility cannot accept/use cloud storage at this time.

30. What, if any, allowance should be allotted for if additional fiber is needed?

VA Response: Currently no allowance for replacement of existing fiber optic cabling. The contractor must provide with their installation any additional fiber optic cabling needed to make their system operational.

31. The existing switches were mentioned during the walk. Should we assume that the new system will require all new switches of that the existing switches will be utilized for the new system?

VA Response: The new system shall have all new switches. The existing switches are to be removed by the contractor and turned over to the VA COR.

32. When will the list of existing cameras including the specific types of cameras, be available?

VA Response: See response to question #9

33. Since two system options are being requested as part of the base bid package, what effect is this going to have on the cost schedule?

VA Response: The assumption was any system offered from a contractor would be relatively the same cost with differences only in operational features. The expectation was a contractor will offer only what their proposal will cover.

34. Page 7 of SOW states This project includes replacing up to 1000 feet of CAT6 cable in the existing system to replace lessor cable or failed/broken cabling. Any unused portion of this new cabling shall be turned over to the VA at the end of the project. Expect up to 200 feet of new ¾” conduit and 20 new 4” x 4” junction boxes to be required to retrofit new system

Question:

a. Does this mean we should expect to re-use all existing CAT6 cabling with the exception of 1000 feet?

VA Response: Yes

b. Who is responsible for testing existing cabling?

VA Response: The contractor is responsible for investigating and verifying existing conditions.

c. Who is responsible for cable exceeding 1000ft that is determined to be unserviceable?

VA Response: Any amount exceeding the 1000 feet would be considered an unforeseen condition and require a change order.

35. Page 7 of SOW states that The contactor shall offer no less than two viable replacement system alternatives.

Question: Are you requesting two separate proposals be submitted with our response? If so, are you desiring that these proposals represent two different manufacturer's solutions, or would two alternative solutions from the same manufacturer be acceptable?

VE Response: See also response to question #33. The intent is two alternative solutions from the same manufacturer, but the VA would also accept alternatives from one bidder and two manufacturers so long as these both are covered by the contractors single proposal.

36. Page 8-10, Section IV A. - D. discusses survey and investigation requirements and need for 2 replacement alternatives to be presented.

Question:

a. Is this step taking place after award?

VA Response: Yes.

b. Are we expected to commit to a Firm Fixed Price during proposal submission for two alternate options?

VA Response: Yes, See responses to questions 33 and 35.

c. If during the survey and presentation of the major components to the VA there are changes to proposed components, how will this be managed?

VA Response: Changes shall be handled through the Contracting Officer and any accepted and approved unforeseen conditions shall be handled via change order. The VA may also choose to accomplish some work considered to be outside of the scope of this project by others.

37. During the site visit, it was mentioned that some of the buildings may be on the Historic Registry. Can you identify which buildings are, and how this will affect the work on these buildings (ie permits, penetration restrictions, equipment restrictions)

VA Response: Building 1, 3, 4, 8 (to be demolished soon by others), 9, 10, 11 and 14 (Flagpole) are part of the historical registry.

The VA COR shall handle all historical concerns if identified as needing to be addressed with the state or federal historical offices.

38. What is the requested storage requirement for the system - FPS and # of days

VA Response: 7 Frames Per Second for 30 calendar days at 8 Megapixel (MP) or higher resolution.

39. What is the battery backup requirement for the system?

VA Response: The scope of work requires any proposed system to have a UPS capable of handling the front end for a minimum of one hour.

40. Due to the system containing many different parts of equipment located throughout the facility(s), Can the government confirm that this request can be made only for the head end server?

VA Response: The UPS in the contract is only intended to handle the front-end equipment to be installed at the police dispatch office. All switches at buildings and IT closets will be handled by the VA existing UPS at each location or to be installed by the VA as some future date.

And due to the size (real estate), cost and power consumption/requirement to the customer, can the government confirm the acceptance for less than one hour?

VA Response: Scope minimum UPS backed duration shall be one hour for the system front end.

41. Due to the lack of information received from the site visit, lack of full facility floorplans and information supplied in the SOW, along with the price that would be required to successfully assess and report the entire facility’s video systems for conforming and non-conforming equipment and cabling, would the government accept an initial firm fixed price bid to include all new equipment and cabling for a complete turn-key CCTV system per the PWS?

VA Response: This project and scope intent is for the contractor to replace the existing system with a new modern system. The VA by this scope is allowing re-use of any existing cable the contractor deems acceptable for their proposed system if they so choose. If a contractor prefers not to take the necessary steps in existing system verification and chooses to replace the existing system completely, the VA has no issues with that approach.

42. With regards to the requirement for “an updated system that will integrate with the facility existing Niagara Framework”, will the government confirm acceptance of a system that has no current integration to Niagara but has an open API that allows for 3rd party integrations to be written?

VA Response: Yes, so long as the contractor can explain how this integration with their proposed system can be accomplished.

43. What is the requirement for VASS battery back-up?

VA Response: Minimum one hour for the front end rack only. See response to question #40 also.

44. Do the affected buildings have emergency back-up power for the whole building or for only the communication rooms?

VA Response: This facility has varying configurations of normal, emergency and critical power in place. This project is not to change existing power in these rooms. Contractors can identify power issues in their report and the VA will address by other means. Where available the use of generator backed circuits or existing UPS other than the front end are intended to be utilized.

45. For each of the buildings: Have dedicated 120VAC power source within the associated building/communications room (i.e. power panel and breaker number) been identified?

VA Response: The contractor is to use the same power connection as the existing system currently uses for each location. The project intent is to replace the existing switches with the approved new system switches and connect as the same power source.

46. Are these dedicated 120VAC power source integrated with the emergency back-up power for the buildings?

VA Response: See answers to questions #44 and 45.

47. What is the runtime for the battery backup for the control center equipment?

VA Response: Minimum one hour.

48. What is the runtime for the battery backup for the peripheral equipment (i.e. cameras, switches)?

VA Response: The contractor shall use what is existing. These either have UPS in place or they do not, but the VA will handle situations via other means where there is no existing UPS in place.

49. What is the current Video Assessment and Surveillance System (VASS) equipment schedule?

VA Response: See the scope of work which has the approximate make-up of all current system equipment.

50. Will this schedule identify the current operational status of each VASS component?

VA Response: The complete system is operational, and contractors can reference provided camera list which indicates some that are offline or have a communications failure. The facility has numerous projects ongoing which is why some are not communicating.

51. What are the VASS equipment locations per building?

VA Response: The facility does not have existing plans showing equipment locations which is why this project requires surveying and investigative services to be accomplished by the contractor. Some information requested may be indicated on the provided slides from 2021.

52. What are the salient characteristics for the existing cameras?

VA Response: Reference list provided. Contractors can research features of those in place. Also reference provided specifications for other salient features required.

53. What are the salient characteristics for the new cameras?

VA Response: Refer to provided specifications and VA security requirements for this information.

54. Please provide clarification if minimum 30-day recording is based on video motion activation or continuous recording.

VA Response: The intent is to have camera system records for a minimum of 30 calendar days before information is lost. VA assumption is a camera with no motion detected (if on motion detection) would only record when there is motion during this 30 calendar day period.

55. Will cameras require facial recognition?

VA Response: See question #12 and 13.

56. Which cameras will require facial recognition and what distance?

VA Response: 20 cameras in new system will have facial recognition. Which exact cameras will be identified by the VA on the new system installation plan.

57. What is the current connectivity (i.e. fiber optic cable, ethernet) between the control center (Building 1) and the affected buildings?

VA Response: Multimode fiber optic cabling.

58. What type of fiber (multi/single mode) or ethernet cabling (CAT5/CAT6)?

VA Response: Multimode fiber optic cabling. Some old cabling may be CAT5, but current new cabling must be CAT6.

59. Are there connectivity spares between Building 1 and the affected buildings that can be used if the existing connectivity is found to be defective?

VA Response: The purpose of this contract the assumption is no spares are available.

60. Is there an order of building precedence to complete the installation?

VA Response: The VA has no preference and is expecting the contractors expertise in this work to facilitate and provide a plan that addresses how they will accomplish this work.

61. Can multiple building installations be accomplished or do they have to be completed sequentially?

VA Response: If the contractors plan approved by the VA COR allows multiple bldgs./areas simultaneously that is what can be accomplished. The contractor must provide proof to the VA they can support and accomplish any plan submitted. The VA is not against this approach so long as the security blackout periods are reasonable and acceptable.

62. Does the site have a designated laydown area for tools and equipment during the installation?

VA Response: This facility has laydown areas available but expect these to possibly be in remote areas on this facility. The contractor must provide a mobilization plan to the VA COR for approval.

63. Will the site allow for exposed conduit installation where required?

VA Response: Refer to provided specifications regarding any exposed conduits. Anything in an exposed locations shall have an acceptable aesthetic appearance relative to the surroundings and approved by the VA COR.

64. Will the site require aesthetic conduit for the installation where required?

VA Response: Aesthetics shall be determined by locations, but the expectation is all exposed installations visible to the general public on this facility shall be done in a manner acceptable to the VA COR.

65. Are J-hooks allowed for cabling installation above drop ceilings?

VA Response: Security system cable is to be installed inside conduit. The VA expects existing conduit to be re-used to the greatest extent possible and then the contractor is to utilize the included conduit amount in this project (see the scope of work). If these amounts will not support the accepted new system then the VA will allow the use of J-Hooks. These areas must be identified on the final plans for VA record.

66. Does the cabling need to be plenum?

VA Response: See question 65 above. If cabling is installed in a rated location requiring a minimum survivability rating, the contractor must accomplish this per code and specifications to the extent required.

67. Is the Niagara Framework currently operational?

VA Response: Yes.

68. Will the VASS installation be required to the fully integrated with the electronic security system

(ESS)?

VA Response: The current system is not integrated, and this project will not require the contractor to accomplish integration. The VASS shall be set up as a standalone, but the contractor must provide information on all ESS their system will integrate with and how it can be integrated with those or any other system either by directly or through a gateway.

69. Will the site provide lift equipment for installation efforts above 10 feet above ground?

VA Response: The contractor shall provide all required materials and equipment to accomplish all work required.

70. Can the site identify an on-site staging area to store installation equipment and tools?

VA Response: A site shall be identified after award and approved per the contactors submitted mobilization plan. Expect a remote location on this facility to be the designated area for proposal purposes. This facility has many projects underway and many more to start soon and cannot guarantee or reserve any location for projects not yet awarded.

71. Will the site provide building floor plans with camera locations for each building and for each floor? This information will provide a more accurate cost estimate.

VA Response: The facility does not have any current plans available showing where all existing equipment is located. Floor plans, slides and the site plan are being provided with this response.

72. Will the site personnel receiving the equipment manufacturer’s administration and operational training have a basic understanding of computer?

VA Response: Yes, with maybe some exceptions regarding terminology or similarity to what is in use currently. The contractors training must assume some personnel are just getting started in a career and no nothing about camera systems.

73. Maintenance personnel may be required to attend manufacturer’s training in addition to the installation contractor training to effectively maintain the VASS.

VA Response: Noted. The VA understands more advanced training is outside of the scope of this project, but basic operational and maintenance training for the system for the facility to properly understand, operate and maintain are expected.

74. Page 2: Section 1.3 Statement of BID ITEM(S) identifies 3 different bids:

a. BASE BID: All efforts/work/labor/materials associated with asphalt repairs at Parking Lot

#3 and connecting road from Parking Lot#3 to Parking Lot #6. Asphalt repairs for Parking Lot #5. Asphalt patching at eight identified locations on the facility.

b. ALTERNATE NO.1: BASE BID except deleting Patching at eight identified locations.

c. ALTERNATE NO.2: ALTERNATE 1 except delete asphalt repair work associated with Parking Lot #5.

VA Response: Specification language is hereby changed to read: “BASE BID: All efforts/work/labor/materials and equipment associated with replacement of the existing obsolete camera system.”

75. Page 3: Construction Security requirements. Recommend this be renamed to Video Assessment and Surveillance System (VASS) Installation requirements.

VA Response: This section is in regard to the contractors actual physical construction site requirements.

76. Page 31: Section 1.9 Test Reports. Submit all final test reports such as those from requirements of 01 45 29 Testing Laboratory Services What are the reports from “01 45 29”.

VA Response: 1.9 Test Reports paragraph is hereby completely changed to read: “The contractor is to submit reports of any tests accomplished in writing to the VA COR. These include both existing system testing and final installed system tests.”

These tests are intended to be for cabling and any functions tests required for system verification and proof of proper operation prior to turning over to the VA.

77. Page 33 SAFETY REQUIREMENTS. This solicitation was written supporting a “construction effort”. Do the following still apply in regards to installing low-voltage equipment (i.e. cameras, switches, etc).

a. Page 37. Section 1.3 REGULATORY REQUIREMENTS

b. Page 37. Section 1.4 ACCIDENT PREVENTION PLAN (APP)

c. Page 42. Section 1.5 ACTIVITY HAZARD ANALYSES

d. Page 44. Section 1.6 PRECONSTRUCTION CONFERENCE

e. Page 44. Section 1.7 “SITE SAFETY AND HEALTH OFFICER” (SSHO) and “COMPETENT PERSON”

(CP)

f. Page 45. Section 1.8 TRAINING

g. Page 46. Section 1.9 INSPECTIONS

h. Page 48. Section 1.14 FIRE SAFETY

i. Page 50. Section 1.18 EXCAVATION AND TRENCHES

VA Response: Yes, this is a federal facility and an active medical center. The VA understands the construction work is minor relatively speaking but the contractor must address all areas of concern as proof of awareness and to reduce risks related to this project’s requirements.

78. Page 53 QUALITY CONTROL AND PROFESSIONAL WORKMANSHIP. This section is geared towards “construction”. However, a quality control process will be developed and implemented through the project duration.

VA Response: Specification 01 45 00 will be required for this project including a QC Plan. This will be reviewed and accepted by the VA prior to commencement of any work under this project.

79. Page 75 GENERAL COMMISIONING REQUIREMENTS. This section is geared towards “construction”. However, a Validation and Verification plan will be developed, implemented and witnessed by site personnel. This test will perform a complete VASS functional and operational test to include, but not be limited to startup, powering down, battery back-up testing, focusing, video capture, camera queue, video queue, video storage management, etc. Additionally, any discrepancy observed during the VASS testing shall be documented and then corrected.

Moreover, site personnel will be trained to administer and maintain the VASS prior to final acceptance.

VA Response: No changes are being made to this section under this response. Commissioning will also ensure any interoperability of the new system with existing systems.

80. Page 134 DEMOLITION. This section is not required for this RFP.

VA Response: This section shall be adhered to for any demolition related efforts. This does also pertain to protection of existing and surrounding areas as well as debris removal.

81. Page 187 COMMON WORK RESULTS FOR ELECTRONIC SAFETY AND SECURITY. This section is geared towards “an electronic security system (ESS)” installation. Recommend modifying this entire section for the upgrade CCTV installation. This will eliminate much confusion as to the requirements for this installation as noted in the following items.

a. Page 187 Section 1.1 D. The Contractor shall work is installed, programmed, configured, documented, and tested. The security system shall include but not limited to: camera system and associated components and integration with all other security systems. The CCTV system is referred to a subcomponent of the security system.

b. Page 244 Section 3.6 A General Programming Requirements. This section discusses the programming (to include data entry) of an ESS which includes intercoms, intrusion devices and integration of subsystems…”

c. Page 244 Section 3.6 B Level of Effort Programming. This section discusses programming of New Security Management System (SMS) as well as existing SMS servers.

VA Response: The VA understands what this specification is but will not alter. The requirements relating to the camera system are what is required from this specification. Thi9s goes back to interoperability and this needs to be included so contractors are aware this camera system is part of the overall ESS for this facility and not purely stand alone.

82. Page 269 Section 3.2 FIRE ALARM WIRING INSTALLATION. Recommend deleting this section as this does not pertain to the installation of a VASS.

VA Response: Noted, but this specification remains as provided.

83. Page 271 Section 3.8 FIELD QUALITY CONTROL. This section requires the contractor to engage a qualified third-party testing agency to perform tests and inspections. Why is this required when the VASS installation contractor can perform these tests and can be witnessed and verified by site personnel.

VA Response: Requirement remains as stated. VA does not have the on-site expertise necessarily to ensure a thorough evaluation and verification of a contractors installation for a camera system.

84. Page 282 Section 1.5 SUBMITTALS Subsection H. Manufacturer Seismic Qualifications Certification: The new VASS equipment will be installed in the same configuration as the existing VASS which is in a vertical rack mount secured to the floor.

VA Response: The contractor shall submit certification of meeting specification requirements as outlined in this section.

85. Page 295 COMMISSIONING OF ELECTRONIC SAFETY AND SECURITY SYSTEMS. Recommend deleting this section to eliminate any possible installation confusion between the VASS and ESS.

VA Response: This section shall remain as provided. The VA understands and will ensure only requirements necessary to connect the new camera system are enforced, but contractors must be aware of the overall ESS functionality.

86. Page 298 Section 1.1 Description Sub-section C. Is the Niagara Framework in place?

VA Response: Yes.

87. Page 299 Section 1.4 QUALITY ASSURANCE Sub-section B. This section describes the testing of the ESS to ensure compatibility with all associated security subsystem (i.e. VASS). Does this mean that VASS integration with the existing PCAS/IDS will be part of this solicitation?

VA Response: No

88. Page 309 Section 3.2 INSTALLATION Subsection D. The section describes “shall be able to be integrated all associated security subsystems…” This also indicates that the VASS shall be integrated into the PACS/IDS as part of this solicitation.

VA Response: No. The intent is for the new system to be able to be integrated with the PACS/IDS, but this integration shall be accomplished by others and not under this contract.

89. Page 309 Section 3.2 INSTALLATION Subsection E. The section describes “shall be able to be integrated with the PACS and IDS.

a. Sub-section c indicates that the VASS shall be programmed to “go into an alarm state when an emergency exit is opened and notify the PACS and Database Management of an alarm event”. The aforementioned statement indicates that the VASS shall be integrated into with PACS/IDS as part of this installation.

b. Sub-section 2 a IDS. Indicates that during an alarm condition, the associated camera shall record this alarm event. This also indicates that the VASS shall be integrated into the PACS/IDS as part of this solicitation.

VA Response: See response to question 88. This information is for the contractor to be aware of what the new VASS will be integrated with and how it is expected to operate in the future.

Integration to PACS and IDS shall be accomplished by others and not under this project.

90. The supply chain disruption has adversely affected the procurement timeline for much of the products used within federally funded installation projects. Consequently, the timeline to start may vary according to the equipment delivery/receipt.

VA Response: See answer to question #18