36C25019Q0900-0002005.pdf

QUESTION & ANSWERS

Specific Task #2 requires the contractor to repair or replace all serviceable components including cameras, servers, etc.

I think this was a typo. We should not be replacing serviceable equipment. Should read

“UNSERVICEABLE”.

Will the government be providing a list of estimated quantities?

“There are currently 441 cameras (expected to grow by 86 over the five (5) year contract period) and four (4) NVR

(expected to grow to six (6) over the five (5) year contract period.”

Specific Task # 8: All labor, equipment, cameras and parts to allow for a number of additions to the existing system on an annual basis as outlined below by option period (estimated):

• Option Period # 1 – 35 Camera Installs

• Option Period # 2 – 20 Camera Installs

• Option Period # 3 – 11 Camera Installs

• Option Period # 4 – 10 Camera Installs

• Option Period # 5 – 10 Camera Installs

Is it acceptable for the contractor to provide a NTE (not to exceed) quantity with price quote? Or may we provide a price per component (ie replacement price for interior camera, PTZ, exterior camera, monitor, NVR) and invoice according to what is required?

This is a firm fixed price contract. For contractual purposes all that is needed is the price per install as outlined in the price schedule. Additional information can be provided with the quote that further breaks out the pricing for it if it feels necessary.

If a site visit is determined to be needed, the contractor will provide on-site support. This is estimated to be needed on 40 occasions per year.

Specific Task # 8: All labor, equipment, cameras and parts to allow for a number of additions to the existing system on an annual basis as outlined below by option period (estimated):

• Option Period # 3 – 11 Camera Installs

There are a variety of camera brands and types installed throughout the facility. Can you advise on the minimum specifications for interior, exterior, and PTZ cameras to be installed as replacements for units determined to be unserviceable?

See also the VA Security Manual (attachment to solicitation (section D)) on the minimum specifications for interior, exterior and PTZ cameras to be installed.

It was mentioned during the site visit that 2 of the existing 4 NVRs may not be working properly. Will replacement of these units be expected under Task #2?

I’m not sure who mentioned this. NVR3 was replaced recently. All four NVR’s are working currently.

“There are currently 441 cameras (expected to grow by 86 over the five (5) year contract period) and four (4) NVR

(expected to grow to six (6)) over the five (5) year contract period.”

Is a lift required for all exterior cameras? What % of cameras require a lift to access?

I do not have an exact percentage. My best guess would be 70% interior and 30% exterior.

Yes, contractor may need a lift.

Specific Task #8 - page 3 of 17 on PWS states that (2) additional NVRs will be added over the 5-year contract period but only camera adds are listed under Specific Task #8, page 6 of 17. Does the government need pricing on labor/equipment for adding NVRs? If so, during which option period, and what specific size/specs for new NVRs?

For the project to add new NVR’s. If so, they can use the serial # and model # from NVR 3 shown in the screen shots as a basis of design.

“There are currently 441 cameras (expected to grow by 86 over the five (5) year contract period) and four (4) NVR

(expected to grow to six (6)) over the five (5) year contract period.”

Yes, this contract would include the installs for new NVRs.

Specific Task #9 - government supplied cameras are stated to be exterior cameras. Is a lift required for all 18 camera installs?

The Police Department received a grant to buy cameras and it is currently in the contracting process (36C250-19-AP-4712). The contractor would need to check with Police Department on location for installation of the cameras. This may require the use of a lift for some of the installs.

Do the cameras have bar codes currently?

No

Is there currently a report that shows the camera serial numbers? Not that I am aware (There is a current spreadsheet that tracks IP addresses used and available but not serial numbers)

During the walk thru, it was noted that several cameras are currently not working, and some camera locations are currently missing the cameras. Are these cameras to be replaced under this agreement?

Can we get a list of these cameras?

Yes. Currently 26 cameras not reporting that need repaired or replaced. Any missing cameras cannot be determined at this time.

Specific Task # 8: All labor, equipment, cameras and parts to allow for a number of additions to the existing system on an annual basis as outlined below by option period (estimated):

• Option Period # 3 – 11 Camera Installs

Training – Can you tell us how many people and shifts require training? How many hours per person per year are required?

For the hands-on operator level training we need 26 people trained. This can be accomplished with 2 training sessions at the times of 0800 and 1530 which will cover the necessary shifts.

The hours per person will depend on the length of training I suppose. There is no set requirement that I know of so however long the training takes is what we will need. For the yearly specialized training, that should be 3-5 people.

Task # 6 – Do you have current records of existing people and their training?

No records for previous training. Just provide records for new training.

Are the installed cameras McCain Act compliant?

It is my understanding that the McCain Act applies primarily to the Department of Defense and not the VA. I have reached out to a higher authority on this and am waiting on clarification. For purposes of this solicitation, not the McCain Act compliance is not required.

Will the McCain Act apply and be required for camera’s provide in CLINs 0002, 1002, 2002, 3002, 4002?

See above.

For specific task 8, please identify camera locations?

Locations have not been determined at this time.

Is conduit required for the CAT6 cabling for new Camera installs. If so, is the conduit required to be supplied by the contractor?

Conduit will not be required indoors. Use of existing low voltage hangers and trays are permissible indoors. Any wiring outdoors should be protected with conduit supplied by the contractor.

Task #8: Which cameras will be using? Interior/Exterior? Will a lift be needed?

Yes, a lift will be needed for most external cameras.

Cameras spec’d say non-vandal/vandal resistant. Which is it?

Vandal resistant.

Is the system using Exacq Servers or another server brand with Exacq Licenses?

NVRs were shown during site visit.

If the servers are not Exacq, what brand, and specifications.

NVRs were shown during site visit.

Are CCTV cameras, work stations and servers utilizing VA provided switches that will not be a part of this service contract?

Work stations other than the one in VAPD are under CIO authority. Switches fall under CIO authority.

Contractor should expect to work closely with CIO for work that fall in this area.

Servers, cameras, NVRs should be covered under this agreement.

Current cameras get wired back to VA provided CISCO switches (POE) in the IT closets. This is how any new cameras will be connected as well.

If the CCTV system switches are dedicated what are the model numbers and quantity?

Switches are not dedicated.

Can the replacement cameras be standardized, meaning we don’t have to use the same brand, just the same functionality?

That is correct. Minimal functionality is required and brand is not.

Is there secure space for the storage of the components onsite?

No, VA Engineering & Police will not accept responsibility for storing vendor items and/or equipment.

Is there any existing asset tracking program in existence, or are we creating one?.

Yes. We are tracking IP addresses and other informational items but no physical tracking (e.g. barcodes) are on the devices. Task #1 includes barcoding of existing (and new) devices (creating one).

When was the current system installed and latest SSA update with Exacq?

Installed in 2016. See NVR configuration screenshots for subscription expirations.

Has there been a recent survey of the system component end of life status?

No

Are as built documents available for the site layout or are these to be created?

As builts are available in PDF and DWG.

Is there a lift available for our use onsite for access to outside camera?

No government supplied equipment will be available. There is not a lift available for the contractors use.

Task #8 of the subject project does not tell us how many cameras of the stationary style or PTZ style to use for the base and option years. The scope only tells me the total amount to be installed. There is a considerable price difference between the two styles of cameras.

Of the (35) cameras listed for option period #1, (5) of those should be PTZ’s. Then (3) in period #2, (3) in period #3, (2) in period #4 and (2) in period #5.

Number Reference Question

1. PWS Task 2 - Please clarify if the replacement costs for all serviceable components to include cameras, database management, server, software and license update of the CCTV system should be included on the contractor’s price proposal or will the VA establish an ODC for these costs? I think this was a typo. We should not be replacing serviceable equipment.

Should read “UNSERVICEABLE”.

2. Section 5 Page 5 Information System Hosting

Paragraph d. implies that contactor/subcontractor is responsible for maintain the Authority To Operate (ATO) the CCTV system on the VA Network.

Please confirm that the existing system has a current, approved ATO?

More detail is needed to answer this question. If this is related to Cloud services or off-station hosting, all services are to be performed on site and all information is to remain on-site. If this question refers to “Helpdesk Tickets (extension 7234)”, that is our tracking system with VA Office of Information Technology (OIT) and sometimes the camera maintenance tasks will require input and actions from OIT before a maintenance task can be completed.

3. RFP B.3 RFP B.3

Price/Cost Schedule – Item Number 0003

States: All labor, equipment and parts to install currently owned cameras to the existing system during the base year of the contract (not estimated):

Contract Period: Base POP Begin: 08-01-2019 POP End: 07-31-2020

As the requirement is not to provide an estimate to provide all labor, equipment and parts to install currently owned cameras. Please provide a complete list of camera equipment with part numbers. Please include if the appropriate camera house and mounts are also on-hand for all cameras.

Please confirm that the VA will provide all necessary cable for these new installations. See attached document for equipment information.

No cable will be provided by the VA.

4. Site Survey – June 26, During the Site Survey is was mentioned by VA Staff that the Software Service Agreement (SSA) 3 of the 4 NVR’s has expired.

Please provide the SSA series number and number of camera licenses for the 3 NVR’s. See NVR configuration screenshots for license information.

Need MAC address and Serial Number of all Exacq servers for us to price SSA. Can you get us that information?

See NVR configuration screenshots for server information.

Need to know how many license and cameras are on each server. Can you get us that information?

See NVR configuration screenshots for license information.

How can we price Specific Task #2 if we don’t know which cameras or servers need replacing? We will not know that info until we complete Task #1.

Specific Task # 1: Provide report identifying projected CCTV replacement schedule for nonfunctioning units

Specific Task # 8: All labor, equipment, cameras and parts to allow for a number of additions to the existing system on an annual basis as outlined below by option period (estimated):

• Option Period # 1 – 35 Camera Installs

• Option Period # 2 – 20 Camera Installs

• Option Period # 3 – 11 Camera Installs

• Option Period # 4 – 10 Camera Installs

Do we need to replace cameras with same exact cameras in use now? Some are discontinued.

Camera spec’d is a PTZ in solicitation. The specs for cameras are in the Physical Security Design

Manual. They are also listed in the contract. The part that says: “See Salient Characteristics &

Sections 10.4.3.1-10.4.3.9 and 10.4.6.1-10.4.6.3 of the Physical Security Design Manual for VA

Mission Critical Facilities.

See Security System Application Matrix attachment for the type of camera (Fixed Camera, Pan/Tilt/Zoom (P/T/Z), Controller, Video Monitor and Local Recording Device) needed at site specific hospital locations.”

I know they keep asking about “specs” but the best answer I can think to give is that the base requirements the VA asks for are all in the Design Manual. Any capability or attribute a camera has that goes beyond that is allowable, it just can’t be less.

What are specs of cameras needed for each application?

(See Above)

For Task #8, how do we know which cameras need to be quoted?

(See Above)

Do you have CAD files for all of the building?

Yes

Specific task #1 – are you requesting for the cameras to be dropped into the building drawing or is a complete list sufficient?

Camera icons will need to be dropped into floor plan graphics. Graphics provided by the VA.

Are you current on your Exacq SSA? What are the MAC addresses of the NVRs?

See NVR configuration screenshots for server information.

Does this maintenance agreement include all NVRs, cameras, switches, monitors, boosters, fiber modules, controllers, workstations and cabling, etc.?

Any CIO controlled equipment would not be covered. Since we access the camera feeds from VA workstations, I would say this does not cover monitors or workstations. Since cameras are plugged in to

VA Cisco switches I would say switches are not included. I am not aware of any boosters, fiber modules or controllers but since I have not heard those come up in conversations, I would say those are not included. NVR’s and cameras are included. Existing cabling is not included. Cabling for new cameras is included. Maintenance would include the cameras.

What are the model numbers of the NVRs, and what is the size of the hard drives?

See NVR configuration screenshots for server information.

What are the model numbers or specifications for the new cameras?

See the attached document and the specs are in the Design Manual and listed in the contract.

Specific task # 7 references a license plate software, please give specifications for the software SSA.

See attached LPR camera information

Is there a safe place to store attic stock equipment?

No, VA Engineering will not accept responsibility for stored equipment. There will be no storage at the

VA of vendor equipment or any vendor materials.

Do you know when the existing equipment was installed for replacement recommendations?

Approximately 260 new cameras were installed in 2016. Installation records for other cameras are incomplete.

Should this replacement equipment be included in the price?

Yes

Is any of the existing equipment still under the manufacturer’s warranty?

Possibly for NVR3

The camera list includes 16 HDVR cameras, are these analog cameras on a special box?

No analog cameras, only IP cameras.