RFI - combined.docx

Project 515-18-201 – Upgrade Security Cameras – Battle Creek VAMC

1. This Section requires that the Contractor must develop a Work Plan. During the 5/4/21 Site Visit, Government staff may have indicated that a Work Plan is required for the Proposal. Is a Work Plan required for the Proposal as Bid Submission requirements do not mention this requirement? No. A work plan is required as part of 01 00 00, 1.6, G. The plan must be coordinated with the COR to ensure the Medical Center maintains its operations and minimizes disruption to the facility.

2. The document refers to a "General Contractor." Does the Government have a General Contractor on this project? The general / Prime contractor is the contractor who is awarded this contract.

3. Item 1.11 requires a warranty management plan in accordance with FAR 52.246-21. This FAR warranty management plan is specific to construction projects, and as know construction is not occurring, does the Government require this plan? Yes

4. Requirements discuss warranty tags. Is warranty tagging required for all devices including switches and access points or only NVRs? All warranted items shall be tagged with information outlined in 01 00 00, 1.11, E.

5. Item B.3 requires the contractor--during the bidding process--to submit an RFI to the Owner to determine if a pre-delivery test will be required. What bidding process is the Government referring to since the term "Contractor" is used? Does the Government require a pre-delivery test as part of the proposal response? Will the Government require a pre-delivery test? Pre delivery test is not required as part of the proposal. Pre-delivery test is required to verify the operates as specified.

6. Item K--which is part of the Submittals Sections--requires FIPS 201 Compliance Certificates. Does the Government require FIPS-compliant NVRs and switches since these components are not listed in the submittal requirements? FIPS Compliance is required to the extent that it is specified in 28 05 00, 1.6, K. All computers logged into require credential verification. Camera’s and images must be able to be viewed from a FIPS 201 compliant workstation.

7. Please confirm that--as in the June 2020 Solicitation--that no integration is required. If integration is required, please provide vendor, model numbers, software versions, and integration requirements. Not clear on what type of integration this question is asking about. The camera’s do not need to be integrated with our PACS system on doors or intercom system.

8. Government specifies Type 1 and 4 and Type 3 with Pan/Tilt Adjustment information in camera type table in last row. Does the Government require fixed domes or PTZ cameras? All cameras are fixed dome. No PTZ.

9. Is there sufficient space in existing racks for new hardware? If not, would the Government prefer wall mount or free-standing racks? Most of the racks have adequate space. A free standing rack is acceptable where needed.

10. Please confirm the Government requires all individual components of the DVMS system to have individual back-up source of power that shall provide a minimum of [8] hours of run time in the event of a loss of primary power to the facility since plans show system will connect to existing Government infrastructure?. The plans call for on sheet EY003 a UPS to be provided for the video equipment.

11. There is no Demolition Plan for the following locations when New Work Plan is provided. Should there be a Demolition Plan for this location? - Bldg - 13 Basement - Area B There are no existing cameras in Building 13 Area B. So no demo sheet is provided.

12. There is no New Work Plan for the following locations where a demolition Plans exist. Should there be New Work Plans for these locations and floor/areas?

Bldg. 2 - 2nd Floor - Area A, Bldg. 10 - 1st Floor, Bldg. 39 - 2nd Floor - Area B, Bldg. 109 – Ground.

Building 2, 2nd floor, Area A should be sheet 02EY102A.

Building 10, 1st floor should be sheet 10EY101.

Building 39, 2nd floor, Area B has no new work in it. So no sheet is provided.

Building 109, ground floor. There is no new cameras to be installed in this building only demo the two existing cameras.

13. The header language of this page states:

"FOLLOWING SPECIFICATION HAS BEEN RECEIVED FROM MILESTONE SYSTEMS AND EDITED BY FFE, INC." Please confirm that--as in the June 2020 Solicitation--that any approved VMS software on the VA TRM is acceptable alternate solution. Confirmed.

14. Please confirm that--as in the June 2020 Solicitation--that there will remote access to NVRs during install for online license activation, software maintenance and final camera adjustments? The project and the period of performance assumed that our ITOPS staff would be assisting and performing work requiring logical access to a VA system. However, remote access is allowed with proper vetting and credentials. The proper credentials would be a full PIV card and completed privacy training and background check. The time frame to complete this process is not in control of Battle Creek VA or the Contracting Office. The period of performance will not change to go through the approval process.

15. Does the Government have a specific installation order or priority by location or floor building and even floor, Beyond sub item 6 related to Command Center installation? No.

16. Section specifies a specific plan for alterations. Does the Government require this activity since no building alterations are occurring? Yes. Alteration includes removing existing and re-installing new. The survey documents the conditions of the rooms and protects the installer if previously unknown damage exists, and allows the government to determine if corrections are needed from installer caused damage.

17. SOW states that the work will require demolition, wood framing, and access door installation (among other requirements). Please confirm from the 5/4/21 Site Visit that the Government does not anticipate any demolition, wood framing, or access door installation? The demolition is referring to the removal of camera’s, wiring and associated components. Access panels will be required to be installed. Wood framing is in reference to the framing needed to install access panels.

18. Requires a chain link fence around the waste dumpsters. Does the Government provide the dumpsters, or does the Contractor? Contractor provides dumpsters and chain link fence.

19. Limits the amount of delivered material and equipment to not more than two workdays. Given the volume of materials:

1. Will the Government physically accept camera and network equipment delivery in phases--for example, all equipment for Building # at one time? The installer would then bring two days of materials to the job site from the Government's secure area. All deliveries shall be delivered to the contractor’s job site. The government will not accept deliveries or store material for a contracted job. Storage is the responsibility of the contractor.

2. Master Specifications Section 1.6.B. allows that the temporary buildings will be erected by the Contractor with the approval of Government and at no expense to the Government. Will the Government provide a secure storage location for a storage pod? The materials and equipment are expensive and some (for example, servers) are quite large, and a storage pod may not fit within the designated parking areas discussed on 01 00 00 - 3 Item E.2. A location will be provided by the government for a storage pod. The site will be on the facility, but it will not be a “secure” area. The location will be selected by the VA and will be what is most convenient for the VA. Security of the site and its contents are the responsibility of the contractor.

20. Requires training for operators once any part of the new system comes online and is being used for real time monitoring. Will the Government please identify the number of operators (or range in numbers) for this rolling training, which then culminates in system training post installation? Does the Government estimate training by Building? WIll the Government allow the Contractor to conduct final training remotely? Range of personnel to be trained is 10 – 12. The government does not estimate training will be needed per building. Since the system will be running concurrently with the existing system and will be used to monitor in real time, the operators will need to know how to operate the system prior to completion. Therefore, there is initial training and then one final once the entire system is operational. Final training can be conducted remotely.

21. Given our understanding that this project is not a typical construction project, will the Government require 01 32 16.15, Section 1.4 scheduling and or reporting requirements on top of the requirements stated in 01 00 00 -6, Section 1.6 I.2, or will 01 00 00 -6, Section 1.6 I.2 requirements suffice? A critical path method (CPM) schedule shall be provided and updated if the schedule changes for any reason. Weekly or bi-weekly progress meetings will be held at which time the schedule will be discussed and a determination will be made if the project is ahead or behind schedule and if a revised schedule will be required. 5 different formats are not required. At the time of billing, the COR will have the latest revised schedule. A schedule of values will also be required for supporting documentation at the time of billing.

22. Given our understanding that this project is not a typical construction project, please confirm that the site visit requirements for alterations—to include a signed report as specified—are required, or if a site visit report that confirms all camera locations and related changes is acceptable. A site visit requirement for alterations is required. This survey is to document existing conditions to aid the government in determining if damages occurred during installation that need to be repaired or to protect the installer if the damage is existing and not caused by the installation.

23. This section requires the submission of as built after the completion of each phase. For project implementation purposes, can we assume a ‘phase’ to be a building and related walkway? Each building will be considered a phase where as-builts shall be submitted at its completion.

24. This requirement is specific to construction projects. We understand the requirement for a Warranty Plan. Would the Government please advise if a Warranty Conference is required? Warrantees are typically a set of documentation provided at acceptance (or any time). A specific warranty conference is not required. Warranty requirements will be discussed in weekly progress meetings as needed.

Since warranty information is tied to invoicing “Warranty information made available during the construction phase shall be submitted to the Contracting Officer for approval prior to each monthly invoice for payment.” – the same or similar equipment will be installed in every phase—does the Government expect Contractors to provide the same warranty information for the same equipment for every phase / building for almost 10 invoices (if monthly)? The government does not expect the same warranty information submitted at each invoice. However, the government will not accept or take beneficial occupancy of a system or component of the system until warranty information is provided. The contractors 1-year warranty will start after completion and acceptance of the whole system. Any extended warranties provided on components of the system will start after installation and acceptance per phase (building).

The Government also requires “Assemble approved information in a binder and turn over to the Government upon acceptance of the work”. Would the Government consider striking the invoicing warranty requirements since this information is required at acceptance (and how typically done for these types of installation projects?

Also, sub item 6 requires tagging of all equipment covered by extended warranties. Please define “extended” Any warranties extending past the 1-year construction warranty required by the FAR.

25. This requirement requires that “at the time of installation, tag ….” And requires the submission of to record copies of the warranty tags showing layout and design. It is almost technically impossible to provide this level of detail on every item of equipment requiring tagging. Please provide more specificity on what needs to be tagged. We are not sure why this would be technically impossible. Items that need to be tagged are NVR’s, switches, camera’s

26. Please describe the testing expected of Section 1.17.B. Typically all components are tested prior to shipping from headquarters, then installed, then tested on a rolling installation basis. Is this acceptable to the Government? A plan shall be generated that sufficiently demonstrates the capabilities and operability of the system and its components, along demonstrating proper operation of all components of the system. Testing on a rolling installation basis is acceptable. The expected outcome of the testing should be defined in the submitted plan.

27. The Government requires monthly “computer produced schedules;” please provide a sample and describe this deliverable’s use of the term “computer produced”—does the Government mean a specific software or is Excel and Microsoft Project (or another PM tool) acceptable? Example schedule provided. Computer produced means any project management software. Microsoft projects is commonly used. A PDF of the schedule will be submitted for review.

Also, the Government requires, in Section 1.5, a “previously approved CPM Schedule Program”—what section requires approval? Section 1.4, “three copies of up to five different reports (inclusive of all pages) available within the user defined reports of the scheduling software approved by the Contracting Officer”.

28. Should we assume that the Interim Project Schedule mentioned in Item D is the schedule mention in Item A as the initial submittal for Contracting Officer’s review ? Yes

29. Can you clarify the number and location of the workstations in the Command Center (0078)? It appears like there is only 1 workstation according to note 5 for the Enlarged Plan – Command Center 0078. Additionally, in section 3.2.P (pg 279/329), the header says Video Workstations (pl), but the subtext states workstation (singular). Provide (2) workstations one for closeup work and the other for the video wall.

30. It was mentioned during the walkthrough that the police monitor the system from a single workstation in a remote building and do video investigations from there. Is it a requirement to provide a separate workstation for the police? If so, what building would be that completed in? Building 27 is the police area. Verify the exact location for the workstation with the COR.

31. For storage calculations we heard 30 days retention. However, to give a full and complete storage calculation would you provide the frames per second (FPS), full motion or motion recording for both indoor and outdoor cameras. Is it acceptable to use Smart Compression and H.265 where applicable and the camera technology allows? Or shall it be standard H.264 or H.265 compression with no manufacturer compression technologies? Relevant sections we observed include the following:

2.4.A.2.1 (pg 296/329) Upgrade and Expand Security Camera System VHA Master Specifications Document

2.10 Media Storage Management (pg 314/329)

2.10.A.6 – Maximum Recording Times 15 FPS, 30 days storage, high motion 16 hrs/day. H264 compression.

32. Drawing EY001 shows the NVRs in each data closet with a "TB" sizing number at the end of the part identification number. Is this the existing NVR and size or is this the requested size of the NVR that is to be installed? Are the sizes of the NVRs based on the camera counts, frames per second, resolution and any motion? The TB size is our estimate of the required size of the new NVRs. Contractor to verify this is adequate for the number of cameras installed.

33. Drawing EY003 shows the cameras are surface mounted. Will any of the cameras be recessed? All cameras are surface mounted. Ether on the ceiling, wall or on an arm.

34. When looking at the drawings during the pre-bid meeting 5/4/2021, we noticed there were cameras that had been drawn in where there were not existing and cameras in the original plans. Are the current drawings that were posted on Betasam.gov the most current? In some areas there will be new cameras where there a currently none in that location. The construction drawings should be dated 11/20/19. The drawn in cameras were from internal discussions. Do not include those in the bid price. Drawings on Betasam.gov are the most current.

Spec states: For lead-paint removal, see Section 02 83 33.13, LEAD-BASED PAINT REMOVAL AND DISPOSAL? Unable to locate this Section - is it intended that the cost of lead paint removal be placed in the proposal? No lead-based paint removal is expected in this project.

0. If on the VA network, will VA IT be involved in the process of configuring the network and assisting with the network switches? They will be involved in the process.

0. If on the VA network, are the Cisco 9300 switches required for this deployment?

The system will reside on the VA network. VA IT will assist in the deployment.

39. In review of the project specifications, we did not see any specifications on the network switches. Does the VA have a recommendation? This would be helpful if the new video system is off the VA network and on a standalone network. We believe there is not enough bandwidth for a separate network.

40. Will the NVRs or workstations require a VA-gold image prior to installation of the video management software? Workstations require VA gold imaging. NVR’s are not imaged.

41. The drawings indicate that there are existing switches in place for use on the new system – Can the VA please confirm what type of switch (make/model) will be re-used to confirm compatibility? This will have to be confirmed by the contractor in the field. A large majority of existing switches are Cisco C9300-48UN-A

42. For Alternate Bids A-D, the contractor will be responsible for utilizing existing analog camera feeds and connecting the devices to a new hybrid NVR. Does the VA have an inventory of the make/model of these analog cameras to ensure compatibility with the specified Milestone video management system? No.

43. In review of the specifications, there are no details provided for the Hybrid NVRs as described in Alternate Bids A-D. Is the VA able to provide this detail? No detail available. Hybrid NVRs shall be capable of the same maximum number of camera streams and hard drive storage as the NVR in the base bid.

44. Is the VA able to provide the make/model of the current analog video system? IC real time is the large majority. There are different brands of camera’s, but DVR’s are IC real time.

45. Where were the labor rates referenced from? We looked in the Davis Bacon Rates and there are no rates listed in Sound & Communication installer for this project.

46. Where are the labor rates located? We looked in Davis Bacon Rates and there are no rates listed in Sound & Communication installer for this project. Can we defer to Apprenticeship Rates licensed under USDOL?

47. Are we required to supply POE switches or patch panels shown on the One-Line Diagram, or are we only required to supply the cameras, NVRs, cabling, and other specific items needed for the functioning Camera System? Contractor is to supply all required items for a working system. This includes patch panels, patch cords shown on the EY001 single-line diagram.

48. Will pre-delivery testing be required for this project? yes

49. What is the difference between Camera Type 1 and Type 4? Do both types have IR? Cameras Type 1 and 4 are identical. (at one point in the design they were different). All cameras have IR illuminators.

50. How many concurrent, full client licenses are required? 24

51. How many live camera views are estimated to be used per client (part of server sizing)? 120 images.

52. How many Mobile and Web Clients are planned to be utilized? Police currently use laptops to remote into the security camera system. This capability needs to be maintained with the new system. Plan on 12 mobile devices to be able to remote into the SSTV.

53. How many intercoms are involved, and should they be fully integrated into the overall solution? None.

54. Should the intercoms be configured with cameras (video intercoms)? No

55. Should intercom audio/video be recorded? No

56. What are the recording parameters (frame rate, resolution, retention (looks like 30 days)) for all cameras in system? 15 FPS, 30 days of storage for all cameras.

57. Are there different parameters for different camera types? Many systems have internal cameras using motion-based recording whereas external cameras are usually continuous recording. That is our intent.

58. Assumptions for server sizing, can you validate that this is correct?

59. 10 fps, continuous recording (100% motion) 15 FPS

60. All cameras (600 total) estimated at 3 MP resolution for sizing purposes 2MP 1040.

61. 30 days retention Yes.

62. H.264 encoding Yes.

63. Is there any requirement for High Availability/Failover (Directory Failover)? Yes

64. Bid calls for Active Directory interface? Is the customer providing AD credentials? System not installed in VA’s Active Directory. System is installed on VA Production Network.

65. Will the system be installed in the customer’s Active Directory? No.

66. Bid calls for advanced mapping. Who is responsible for providing the maps and what format will the maps be provided? VA will provide AutoCAD floor plans for contractors use.

How were the video recording servers sized? What determined how much storage was provisioned per recording server? 15 FPS, 30 days storage, high motion 16 hrs/day. H264 compression.

67. According to the drawings, Battle Creek VA has a fiber to most, if not all, facilities. What is the topology of the network? Is it possible to centralize the recording servers? We don’t believe there is enough bandwidth to centralize.

68. What is network throughput between individual sites? Unknown. Each new device installed to be capable of 1 Gig or greater.

69. Why are the video recording servers distributed throughout the network? Are there network stability or throughput issues with the network uplinks? We don’t believe there is enough bandwidth for a central NVR.

70. Is there Internet access to the security network and how is that provided? There is a callout for Mobile and Web clients; these usually require Internet access. The police shall be able to pull up security camera footage from laptops. Plan on 12 laptops needing this capability.

71. Who is responsible for network and firewall management? VA will assist the contractor for management.

72. Bid documents mention POS integration. What POS should we be prepared to interface with? POS integration not required.

73. Bid documents mention LPR. Is LPR in scope of this project and, if so, how many LPR cameras are required? (This could impact server counts/design) There was (1) LPR camera at the campus entrance. This was removed due to budget restraints.

74. Other than motion, is there any need for camera-based analytics? If so, which analytics do they need and how many channels of each? None.

75. Bid documents mention 3 x 2 video wall. Is there a preference for video wall manufacturer? No preference.

76. Drawing shows separate SQL Server. Is SQL Server provided by the customer? The VA would prefer virtualize servers on their computers. Contractor to supply software.

77. How many Client Workstations will there be? Dwg. 02EY100B – Detail 2 shows a quantity of 4, Dwg. EY001 shows a quantity of 2 This depends on the proposed video solution by the contractor. We are assuming 4 will be required.

78. The specification states that the contractor is to install Owner furnished equipment. Can you provide a list of Owner furnished equipment for installation? We do not anticipate any owner provided equipment. All items are to be provided by the contractor.

79. The specification states that the contractor for integration of alarm points in the PACS and IDS into the VMS for camera call-up. We will need a list of alarm points and integration type: hard wired or software driven to price accordingly. There is no integration into PACS and IDS.

80. Has the VA determined which network switches are approved to reside on the VA network? Based on recent projects we believe the VA is moving to Cisco C9300-24/48P-4X-E which provides 4x 1/10G SFP+ uplink and PoE+ and PoE++ ports to support a larger variety of cameras. We cannot find salient characteristics for network switches within the specifications or drawings to identify required uplink requirements, or PoE requirements for total watts and watts per port capabilities. Current allowed equipment and software can be found on the VA Technical Reference Model website. https://www.oit.va.gov/services/trm/

81. In order for us to determine the proper storage requirements we will need use a specific camera for each location in each building. Is there a specific model # or manufacturer of cameras that were used to develop the # of TB needed and referenced on page 2 of the riser diagram? The basis of design is an Illustra Pro IP Mini-Dome 2MP. Also Bosch Flexdome IP 4000I 2MP dome camera.

Each building that has cameras has the # of TB listed on page 2 of the riser diagram for the storage server. How were those calculations configured? 15 FPS, 30 days storage, high motion 16 hrs/day. H264 compression.

82. Will remote configuration/programming be allowed? The project and the period of performance assumed that our ITOPS staff would be assisting and performing work requiring logical access to a VA system. However, remote access is allowed with proper vetting and credentials. The proper credentials would be a full PIV card and completed privacy training and background check. The time frame to complete this process is not in control of Battle Creek VA or the Contracting Office. The period of performance will not change to go through the approval process.