Amendment 001_36C25821Q0028_4_SAVAHCS Exterior Camera Surveillance Systeme.pdf

Amendment to a Previous Combined Solicitation

*= Required Field Amendment to a Previous Combined Solicitation

SUBJECT* Replace/Upgrade Exterior Security Camera System Solicitation Questions and Answers/Extend RFQ Response Due Date and Time

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 85723

SOLICITATION NUMBER* 36C25821Q0028

RESPONSE DATE/TIME/ZONE 08‐26‐2021 07:00 PACIFIC TIME, LOS ANGELES, USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET‐ASIDE

PRODUCT SERVICE CODE* N063

NAICS CODE* 238210

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs NCO22‐Gilbert Network Contracting 3601 S. 6th Avenue Tucson AZ 85723

POINT OF CONTACT*

Contracting Specialist Michael Williams michael.williams48@va.gov

(520) 792‐1450, x1‐2586

PLACE OF PERFORMANCE

ADDRESS Southern Arizona VA Health Care System (SAVAHCS)

3601 S. 6th Avenue Tucson Arizona

POSTAL CODE 85723

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS michael.williams48@va.gov EMAIL DESCRIPTION Contract Specialist

DESCRIPTION

The purpose of this amendment is to:

Extend RFQ 26C25821Q0028’s response due date and time to August 26, 2021 at 7:00 am Arizona Time.

Add a more detailed Node and Solar Array Site Map (See attachment) Add SAVAHCS Campus Site Map (See attachment)

Add SAVAHCS Campus Electrical Distribution System Map (See attachment) Add existing camera list. Lists 50 of the 83 camera locations that are known to exist.

The facility does not know the exact locations of the remaining 33. The list shows their location, type of camera, and if the camera is operational or not (See attachment)

Answer the following questions that were submitted by interested parties prior to August 6, 2021 at 3:30 pm Arizona time (Text in Black are Questions/Text in Red are Answers):

Set 1 Questions

1) Existing camera make/ model?

a. See attached camera listing.

2) Preferred wireless mesh technology/ manufacturer?

a. Cisco (Must be able to be 100% compatible and integrate seamlessly into existing Cisco Unified Wireless Network Infrastructure).

b. See Statement of Work (SOW), Page 39, Section: 6.1.2.1 PRE‐SURVEY PLANNING and

ANALYSIS

3) Is design to be based on dual 8MP streams from each camera for backhaul capacity?

a. Contractor is to design the system.

b. See minimum consideration per SOW, Pages 29‐30, Section 5.1 DESIGN AND TECHNICAL

CONSIDERATIONS

4) Does the existing VMS stay or is that to be replaced?

a. See SOW, Page 37, Section 6.0 SCOPE OF WORK (Two Phases)

5) If replaced, what is the preferred VMS?

a. The VMS is to be part of the contractors design. A list of approved software can be found on the VA’s Technical Reference Model (TRM) website.

b. TRM can be accessed here: VA Technical Reference Model

6) If the VMs is to be replaced how many camera licenses are required?

a. Contractor is to design the system.

b. See SOW, Page 37, Section 6.0 SCOPE OF WORK (Two Phases)

7) Application servers or VM?

a. See SOW, Page 37, Section 6.0 SCOPE OF WORK (TWO PHASES)

8) Is Redundancy required for the VMS?

a. This is a design parameter (See Section 5.0, REQUIREMENT DESCRIPTION, Page 29).

9) If the cameras are to be connected to existing VSOM (CISCO) what version of software are you running?

a. CISCO VSOM is at end of life – not to be used.

Set 2 Questions

1) What are all the approved software’s? and what is the current software that is being used?

a. Contractor is to design a new system, the current software is irrelevant.

b. The VMS is to be part of the Contractors design. A list of approved software can be found on the VA’s Technical Reference Model (TRM) website.

c. TRM can be accessed here: VA Technical Reference Model

2) Are all vendors approved for equipment purchase?

The vendor awarded the contract will be able to procure the equipment and supplies needed to install the network they design.

3) Is the new mesh network only going to be used for the cameras?

a. Read SOW, Page 37, Section 6.0 SCOPE OF WORK (Two Phases)

4) Why are you getting rid of the current network (Firetide)? Were there issues? If so, what were they?

a. There is a need to increase coverage around the campus and the current system was not built with expandability in mind.

5) Do we (the contractor) choose where the vaults (secured location) go?

a. No. Server location already exists.

6) Will the current cameras be phased out in parallel to the install of the new cameras or will it need to be staggered?

a. Read SOW, Page 37, Section 6.0 SCOPE OF WORK (Two Phases)

7) How will the storage be archived … cloud storage?

a. Read SOW, Page 43, Section 6.1.2.3, DESIGN AND INSTALLATIN PACKAGE SUBMISSION

8) Access control – will there need to be remote access regarding the software?

a. No.

9) Does every single camera need to be PTZ?

a. Read SOW, Page 33, Section 5.2 VIDEO SALIENT CHARACTERISTICS subpart A. FEATURES list #9

10) Can we re‐use the cabling installed with the current 80 cameras?

a. Yes

11) Do we (contractor) need to dispose/salvage all current equipment?

a. Contractor will fill in disposal sheets with serial numbers of all the equipment for logistics to keep track then dispose according to their instructions.

12) How many storage locations will there be? Will there be separate locations for each sector? (In terms of the where the equipment will live)

a. There will be a laydown yard. The details of which will be given after is awarded.

13) Are the solar arrays currently providing power to the current nodes?

a. No. The electricity produced by the solar panels is irrelevant to the project.

14) What is currently the primary power source?

a. Primary power to the Firetide nodes is 120V AC stepped down from 480V AC.

15) Do we (the contractor) determine where the sectors go?

a. Contractor is to design a new system.

b. Read SOW, Page 23, Section 1.0 BACKGROUND

c. Read SOW Page 37, Section 6.0 SCOPE OF WORK (Two Phases)

16) How many sectors and access point will be needed?

a. Contractor is to design a new system.

b. Read SOW, Page 23, Section 1.0 BACKGROUND

c. Read SOW Page 37, Section 6.0 SCOPE OF WORK (Two Phases)

Set 3 Questions

1. Is it possible to Extend bid date to October 1st? If so we would like to schedule access to perform a detailed wireless survey August 13th, is this possible?

a. Unfortunately no. Funding is only available until September 30, 2021. This means we need to receive all quotes, evaluate them, select the awardee, create the award document, have the package reviewed, approved, and sent to the awardee for signature, then awarded by the CO prior to that date.

b. Access to SAVAHCS to perform surveys are fine. Notify security that you are on station conducting a survey to fulfill a contract bid requirement. Reference either Antonio Ruiz

(Engineering) or Michael Williams (Contracting) as your POC. [SAVAHCS Security: (520) 792‐1450, x1‐1823)]

2. Can the question be extending as well? It is our belief that upon receiving answers of our questions from SAVAHCS we will have additional questions.

a. The rules were stated in the RFQs Instructions to Offerors which we must abide by due to time constraints.

3. There are areas that have CCTV cameras attached to poles and connected to through underground conduit to a mesh node. During the site visit it was determined that all cabling for these were deteriorated and needed to be replaced. Is the contractor to assume all pathways are useable? Or assume providing new pathways are required?

a. The contractor is to assume that the pathways are useable.

4. To provide adequate mesh and CCTV coverage it will require adding devices to poles and areas that do not have devices installed currently, currently the power is on photocell and will turn off at dawn. will it be the contractor’s responsibility to provide power to these poles?

a. Contractor should use poles with power attached to them.

5. May we open up the existing power/switch box on the poles and photograph the interior components?

a. Yes. The person doing so must be licensed to work with low voltage.

6. What switch and enclosure are used on the present system to connect the cameras to a source of PoE power and to the Firetide radios?

a. Is 120 VAC or 347 VAC (streetlighting) power available? Available 24/7 or night‐ time only?

b. Are the enclosures fan‐vented, or air conditioned?

a. Firetide Hot Port 7020

a. Answer to Question 14 in RFI Set 2

b. Reference Firetide Hot Port 7020 manual (Manual did not reference fan venting or air conditioning requirements)

7. Section 1.0, para 2 states “separating the monitoring systems into two individual networks”. Does this mean that the solution cannot use a common radio to transmit both video surveillance data and solar panel status and control data? In other words, the solar monitoring and control data cannot be physically carried on the same wireless system as the surveillance video data?

a. The Solar Array solution must be 100% isolated

Questions on the Map Node Locations graphic on page 70 of the RFQ:

1. Head nodes are transceivers that are connected to the wired LAN (also known as Root APs), correct?

a. Yes.

2. Head nodes can be used for either passing Solar Array data (the cross‐hatched circles numbered “10.xx”) or surveillance video (the numbered and colored stars), correct?

a. The encircled cross‐hatched numbers refer to the Solar Array nodes. The Mesh supporting the Solar Array is independent and does not share data with any other Mesh. [Read SOW, Page 37, Section 6.0 SCOPE OF WORK (Two Phases)]

3. The circles numbered “X‐Y” are mesh nodes (transceivers that are not connected to the wired LAN) correct?

a. Yes

4. The legend/chart in the graphic tells us, for example, that mesh node 1‐2 has three cameras connected to it, correct?

a. Correct

5. There seem to be some mesh nodes on the legend/chart that are missing from the graphic:

2‐5, 2‐6, 2‐7, 2‐10 (there are two 2‐8’s shown) 3‐6, 3‐7 4‐5, 4‐6, 4‐7 5‐2, 5‐6, 5‐8, (there are two 5‐7’s shown) 6‐6 7‐3 8‐2, 8‐3. Also, 8‐7 is shown on the graphic, but not on the legend – what are the uses of its three ports?

9‐2, 9‐13

a. Can these be marked on an updated graphic?

Current node locations aside from head nodes are irrelevant since this is a system redesign.

b. Would it be possible to supply accurate GPS coordinates for all node locations?

Unfortunately, we don’t have this information

Questions on Power availability and LAN drop locations

6. For existing nodes, what power source(s) is/are available at each node?

a. Primary power to the Firetide nodes is 120V AC stepped down from 480V AC.

7. For nodes already powered by a PoE switch inside a nearby building, what is the remaining power budget of the existing switch, and how many spare ports to connect the new AP and additional new cameras are there?

a. This must be determined by the Contractor as part of their design and survey of the facility.

8. Could a map of the existing wired LAN be supplied that shows where new root APs could be located without requiring trenching or new sub‐surface pathways, etc.?

a. The Node locations with a STAR icon are where existing wired locations are.

9. Can a map showing existing power main pathways for the campus be provided?

See Electrical Distribution System drawing.

10. What back‐up time is required for the PoE switches that supply power to the cameras? Section 5.2, provision 2 (page 33 of the pdf) states back‐up power is required, but, doesn’t state run‐time.

a. Back‐up power duration and run‐time is controlled by IT not contractor. PoE switches are controlled and supplied by IT.

11. Would it be possible to supply accurate GPS coordinates for all node locations?

a. Unfortunately, we don’t have this information

Questions on CCTV

1. Please clarify coverage that is being requested under the covered parking spaces.

Is the task to see traffic in or around the structures? OR is it to see in between the cars under the covered parking?

a. Security requested that they would like to have coverage of each parking area underneath the canopies. We take this to mean that they are asking to see traffic in and out, and around the structures. It is not necessary to see in between each car.

2. Are cameras able to be mounted on the or edge of the parking structures? For example Lot E currently has an existing camera mounted on the edge of the structure, is this acceptable?

a. The only unacceptable place to mount is on the under sheathing. Mounting on the perimeter of the parking structure is okay.

3. Is it acceptable to run conduit under the parking structures? Lot E currently has conduit running under the structure back to power.

a. Mounting conduit underneath the parking structure where there is current sheathing is not permitted. Mounting on the perimeter of the parking structure is okay.

4. Referencing the RFP, all cameras will be home‐run to the node. Are there existing pathways to home‐ run each camera from the parking structure(s) back to the node? If not, please identify who is responsible for creating these pathways.

a. For nodes that are existing, there are pathways that can be utilized. Contractors will design and be responsible for creating pathways.

5. Fisher House – add coverage, please clarify. Are you requesting coverage on and around the exterior of the building? Are you requesting coverage in the parking lot of the Fisher House?

a. Cameras cannot be mounted on any structure of the Fisher House, rather cameras are to visually cover the exterior along with the parking lot.

6. Please clarify perimeter camera requirements. How much coverage is being requested and what areas specifically need to be covered by camera views? Please provide coverage requirements on a map.

a. Please see the red dashed line on the Site Map document which indicates the perimeter of the campus. 100% coverage is required.

7. Request for more time, project size is large and detailed.

See Set 3 questions answer to question 1

8. What are the storage retention requirements? Standard is 30 days.

Read SOW, Page 43, 6.1.2.3 DESIGN AND INSTALLATION PACKAGE SUBMISSION which states the design shall provide for a physical server for all the security cameras with fourteen (14) full 24‐hour days of memory. The memory capability must in addition include 20% unused memory for future expansion.

9. Is a FIPS server required? If yes, will you also need the licenses for compliance?

a. Read SOW, Page 30, 5.1 DESIGN AND TECHNICAL CONSIDERATIONS list #11

Read SOW, Page 47, 6.2.2 CONFIGURATION AND INSTALLATION list #20‐21

Read SOW Pages 47‐48, 6.2.3 IMPLEMENTATION STANDARDS, list #B‐C

10. Is a fail over server/licenses required and or requested?

a. No.

Fail tolerance is listed, but not for servers:

Read SOW Page 31, 5.1 DESIGN AND TECHNICAL CONSIDERATIONS list #12

Read the SOW Page 47, 6.2.3 IMPLEMENTATION STANDARDS list #A

11. Please provide a list with map of locations of existing cameras.

a. Attached is a list and map of existing camera locations (shows 75 of 83 cameras known to exist. Have not been able to locate documentation of the remaining 8 cameras).

12. Please clarify license plate camera requirements. Are you looking to have the ability to search for license plates or to just read the license plates?

a. Cameras overlooking the facility’s entrances and exits, and campus roadways need to have the ability to read license plates.

b. There are numerous cameras throughout the campus mounted on buildings. Are these views to be retained. Example, Building 80, Emergency, Building 30, etc… It depends, Contractor is to design a system that expands coverage.

Read Requirement Description, Section 5.0 and Section 6.0 Scope of Work.

13. Is there a SOC on campus? If so, how many monitors are in the room?

a. SOC = Security Ops Center? Our Security Ops Center uses one 55in TV at the moment.

14. Are there additional locations on campus where a workstation with viewing monitor will be required?

a. No.

Set 4 Questions

1. Do you have construction plans available for this scope or is what is on the bid documents?

There are no plans available except the node diagram and the specifications included in the SOW.

2. There was no mention of manufacturers preferred on the specs for IP cameras, is there a specific manufacturer you would installed?

No brand names or equivalents were sought as long as they meet specifications stated in the SOW.