36C25919Q0246-0004002.pdf

Vendor #1

1) Invoices for the item numbers on the price/Cost Schedule: As the cost schedule is written it does not allow for material only invoicing. Due to the cost of the material it is requested that material and labor line items be built into the cost schedule. This will allow contractors to have all the material and equipment delivered and received by the VA and the local VA Warehouse. The warehouse can create a receiving report and allow the contractor to submit invoicing for all material costs. Is this something the VA can accommodate/provide a cost schedule that breaks down material and labor out? The labor breakout could be done by building number so when one building is completed then it may be invoiced against the labor. Line Items will not be adjusted to allow for “Material Only Invoicing” as the VA will not take possession of any of the materials (except for the 250 Pad Locks) until materials have been installed and the system is functioning correctly. Line Items have been added to allow for invoicing once certain buildings have been completed.

2) For the door key survey/employee key survey: Will the local VA hospital provide a representative from engineering or facility management to be present during this survey to indicate which doors will be included in the scope of work? Yes, a representative (team) will be working with the Vendor to assist in completion of the “Employee Survey”. As for “doors included in the scope of work” all door within the Facility are included within this Performance Work Statement.

3) Questions:

a. Will the VA provide existing AutoCAD/pdf door schedule drawings of all areas/facilities within the scope of work? We the VA will provide an “Architectural Drawing” providing needed information showing door locations and room functions.

b. If there are no existing AutoCAD drawings is the contractor expected to develop and engineer/design new AutoCAD drawings for the project? At time of Award we the VA will provide existing AutoCAD drawings to the Awardee to be adjusted. The Vendor will need to provide As‐Builts at completion of contact showing door identifiers and all other information related to the new door and lock configuration.

c. There is a big cost difference between editing existing AutoCAD drawings vs.

engineering, developing and designing new AutoCAD drawings for existing facilities. At time of Award we the VA will provide existing Auto CAD drawing to be adjusted.

4) Will the VA provide a list of POCs for each department/facility in the scope of work and a list of the employees in each department and areas? A VA team will be working with the Vendor to assist in completion of the “Employee Survey”. The VA Team will work with each department within the VA, in order to obtain all required information.

5) Does the VA have, and will they provide core keys to remove the existing cylinders for all the locks within the scope of work? Yes, “core keys” will be provided.

6) Can the VA provide the locations of where all the 25 wall programmers will be mounted?

We believe that the wall programmers need to be no further than 300 feet from the server. Typically wall programmers will be placed at Facility Entry locations and will be more than 300 feet from the network switch. As far as exact placement, that is part of the Key/Door Survey conducted by the Vendor (at time of Award) and agreed upon by the VA.

7) Can the VA provide the location of where the server will be located? VA will provide a map of the existing server location(s) (see B.1 Ground (Server Location).

8) The 250 pad locks that are to be provided per the contract. Will the contractor be required to install the pad locks or only provide/hand them over to the local VA? Just provide them to the VA, no installation required.

9) Can the VA provide the locations of where the 5 desktop programmers will be mounted? Locations of desktop programmers are provided, see provided attachment(s) (B.14 Basement & B.14 Ground).

10) Cat5 cable installation. Does the Cat5 cable installation need to be installed in conduit or is there existing cable trays in all areas of scope of work that the Cat5 will be installed? If no cable trays can J‐hooks be used to run Cat5 cabling above grid? The Cat5 cable does not have to be installed within Conduit. J Hooks can be used if existing cable trays are not available in a specific area.

11) Is the VA aware that the 3,500 key fobs only come with a USB cable for charging? The USB charging cable does not have a 120v wall plug. Yes, the VA is aware of this situation.

Vendor #2

1. Are current Master Keying Plans available for review? We the VA will provide an “Architectural Drawing” providing needed information showing door locations and room functions. However, this not to be used for the basis of the Key Survey, as we intend for this to be a “fresh approach” to ensure the VA is compliant with VA Handbook VA0730. Copy is attached to this Amendment.

2. Will there be a requirement to integrate or coordinate with current access control system? If so, what is the existing access control software platform? No, no integration will be required.

3. There are 2,500 employees who will all need a key to at least one (1) door; how many departments and/or Service Chiefs will be participating in the Keying Survey? How many meetings will be required with each department to finalize the Keying Plan? A representative/team will be working with the Vendor to assist in completion of the “Employee Survey”. The team will be able to discuss general access control methodology and will coordinate with all departments and Service Chiefs.

4. SOW calls for two (2) sets of user and technical manuals for each Site. Will SLCVA be considered one (1) site? How many sites total? Vendor is to provide two (2) sets of user and technical manuals. The Salk Lake City VA in its entirety, is considered one site.

5. While references are required, there doesn’t appear to be a requirement to be trained by the manufacturer? Will proof of manufacturer’s training be required? No, proof of training is not required, but it is expected all technicians will have been trained and have a good working knowledge of equipment being installed.

6. While planned software is on TRM approved software list, there appears to be a requirement to apply for RMF, Risk Management Framework. If RMF Application is required, what steps will be required by the Contractor. Upon further review with our IT Department, they stated an “RMF” would not be required.

7. Will the system be connected over the VA Network, or will it be required to be on a dedicated private security network, which we have seen on past projects? It will be on a dedicated private security network. Will network switch ports be available in each location where connection required for Wall Programmers? Racks for Switches will be available, but the vendor will need to provide new switches at each building (in the existing racks). A line item has been created describing the number of switches needed and the specifications. If network switches do not have room for additional connections, will the Contractor be responsible to expand the network? Yes. If so, could we recommend adding a requirement for an RCDD (Reregistered Communications Distribution Designer) to ensure proper design? Specifications for the needed switches now are listed within the PWS.

8. Does this contract fall under services or construction concerning Limitations on Subcontracting

(FAR 52.219‐14)? This is a Services Acquisition (not construction), therefore the “Limitations of Subcontracting” as it pertains to “Services” will be followed and adhered to.

9. Should CLIN 0004 be quantity 25 instead of 20 in order to match the wall programmers? No, Line item 0004 references 20 Each of “1000‐Foot Spools” of Cat‐5 cable that we the VA have estimated will be needed for this project.

10. Category Cabling for Wall Programmers will be required to be included in this project. Will

Certified Test Results compliant with ANSI/TIA Standards be a requirement? All installation will be compliant with, and in accordance with, the manufactures recommendations.

11. Wage Determinations have been included in the solicitation indicating a requirement for prevailing wage. Will certified payroll be required? No, Certified Payroll will not be required to be provided to the VA for review/certification.

Vendor #3

RFI#1 – Does the VA have a current digital (Excel) list of all Buildings, Door Numbers and associated door descriptions, current (Original) keying details on these existing 10,000 doors?

There are currently about 4800 doors in a system called Keystone. This system identifies each existing key and which door it opens. This generally is associated with individuals. This database will show how the existing key system operates, however this is not necessarily relevant because this scope is intended to be a fresh look. Additionally, there is a PM system called Vista, this identifies the 10,000 doors. At time of Award we the VA will provide our existing AutoCAD drawings to the Awardee to be adjusted. The Vendor will need to provide As‐Builts at completion of contact showing door identifiers and all other information related to the new door and lock configuration.

RFI#2 – Does the VA have accurate AutoCAD (.dwg format) drawings detailing locations of the existing doors/descriptions referenced above? At time of Award we the VA will provide our existing AutoCAD drawings to the Awardee to be adjusted.

RFI#3 – Does the VA have an existing key assignment/ownership list of key holders? We the VA will provide an “Architectural Drawing” providing needed information showing door locations and room functions. However, this not to be used for the basis of the Key Survey, as we intend for this to be a “fresh approach” to ensure the VA is compliant with VA Handbook VA0730

(provided with this Amendment).

RFI#4 – Regarding “multiple meetings with supervisors throughout the facility to ensure a timely & accurate Employee Key Survey”, of the approximate 2500 employees on staff, how many supervisors are anticipated for the multiple meetings? A VA team will be created and will work with the Vendor to assist in completion of the “Employee Survey”. The VA Team will work with each department, and Service Chief within the VA, in order to obtain all required information. As to how many supervisors, I don’t think that information is needed as now you will be working with a “VA Team” for the information.

Please provide an estimated number of “types of employees”. Types of employees will be consistent with any 120 bed medical facility (approximately 2500 employees).

RFI#5 – What percentage of the 10,000 doors is anticipated for “Night and Weekend” work?

None, as we the VA are not anticipating any “Night or Weekend” work. Through careful planning, we believe all related work can be completed within normal operating hospital hours with little or no disruption to the day to day hospital activities. If the vendor feels “Night and

Weekend” work is needed in order for the Vendor to meet phase time constraints, that will be and added expense of the contractor and not an increase to our contract.

RFI#6 – Please be advised that the ability to provide a complete Facility Door Survey and employee Key Survey within the target Phase Time allotted will be dependent on the availability and response of the various department supervisors that will be making the decisions on “who will get access to what door”. In order to deliver a Door Survey and Key Survey and subsequent

Access Level determinations (Key Tree), it is imperative that the basic information be presented to the contractor. Please verify that a current CAMPUS WIDE Door List organized by BUILDING

NUMBER and DEPARTMENT will be presented to the Contractor in EXCEL FORMAT, as well as a current CAMPUS WIDE list of anticipated KEY HOLDERS, organized by DEPARTMENT, SUPERVISOR, and ORGANIZATIONAL HIERARCHY. There are currently about 4800 doors in a system called Keystone. This system identifies each existing key and which door it opens. This generally is associated with individuals. This data base will show how the existing key system operates, however this is not necessarily relevant because this scope is intended to be a fresh look. Additionally, there is a PM system called Vista, this identifies the 10,000 doors. A VA team will be created and will work with the Vendor to assist in completion of the “Employee Survey”.

The VA Team will work with each department, and Service Chief within the VA, in order to obtain all required information.

o In addition, in order to complete the Surveys, a full set of keys (Including a Control key) will be needed in order to test the ability to remove the cores without surprise at the time of actual removal and installation. Yes, a “Control Key” will be provided. I am not sure a “Full Set” of keys will be needed, but the VA’s Key Custodians will be available to assist.

RFI#7 – Regarding “installing the infrastructure in the field for the system to work correctly”, this would include the SERVER, the KEY PROGRAMMERS, the DESKTOP PROGRAMMERS, etc. Please clarify/verify:

o IF THE INFRASTRUCTURE WILL RESIDE ON THE VA NETWORK It will Not be on the VA

Network, it will be on its own system.

What brand name is the preferred brand name for the Server (For example, DELL, HP, etc)? N/A as it will not be on the VA Network.

What Operating System (For example Windows 10, Server 2016, etc) N/A as it will not be on the VA Network.

Are there existing VA Network Switches with Ports available for all 25 Wall

Programmers, and the Server? N/A as it will not be on the VA Network.

Please list the Programmer Locations and designated Switch Locations and distances. N/A as it will not be on the VA Network.

Are all 25 Wall Programmers and the Server located within 328 linear feet of the

Switches? N/A as it will not be on the VA Network.

o IF THE INFRASTRUCTURE WILL NOT RESIDE ON THE VA NETWORK

Will rack space be available in existing IDF rooms? There are racks associated with the Getwell Network that will be used. There is rack space in these racks.

Contractor to provide a network switch at each location. A line item has been added with the number of needed switches and the Specifications can be found within the PWS.

In order to provide the infrastructure, the Contractor will need to provide switches within 328 linear feet of each programmer and the server. More than one programmer/server can be connected to a switch. Please provide a detailed list of all Programmer locations and suggested Switch locations so a proper number and type of switch can be determined. We acknowledge the distance between the Server and the Switch which uses fiber optic cable.

A new Line Item as well as an acceptable VA approved Switch Manufacturer would need to be added to the Cost Schedule. All Switches are already available and not required by the contractor.

In addition to adding switches, the “New Stand Alone Network” would need to be routed so that all devices can “talk” to the server. This would require new fiber. Fiber is already installed and in place Is there existing Fiber optic in place between all the buildings so that all of the “New Stand Alone Network” can be accomplished, or would new fiber need to be run from building to building?

Yes, Fiber is in place.

RFI#8 – Each of the Wall Programmers require 110VAC locally. Will these circuits be provided at necessary locations or will a licensed electrician need to be provided by the contractor? A

Licensed Electrician will need to be provided by the contractor.

o If the contractor needs to provide an electrician, will a dedicated circuit run from the device to the electrical panel be required, or will an extension to the nearest available receptacle be sufficient? Nearest receptacle is acceptable.

o In order to extend a circuit, power to that particular circuit would need to be shut off during the work being performed. Can this be done during Normal Work Hours? Yes, in most situations.

o If needed, Electrician Labor Rates will differ from the Wall Programmer Installer. Should the Line Item be combined? A separate line item will not be added for a “Wall

Programmer Installer” or “a Licensed Electrician”.

RFI#9 – Will the Network Cables be run in Open Plenum Space? Yes o If so, the cable specified should be PLENUM RATED. Line Item adjusted to call for “CAT 5

PLENUM RATED” Cable.

o RFI#10 – Are there any area where cables may be pulled that may necessitate that only one tile or opening may be open at a time, or a “tent” be used to control dust? Typical public hallways are usually acceptable without tents or dust control, but we just want to be certain. This will be based on the infectious control risk assessment. An Example has been attached to this

Amendment.

o RFI#11 – Regarding “Contractor shall verify all quantities of all materials prior to placing any orders.”: This could delay the project due to lead times associated with the ordering of parts. In order to deliver the AutoCAD, Access Level Key Tree and surveys, the cylinders and keys UNIQUE

IDENTIFIERS must be inventoried and cylinders plotted into the AutoCAD Reference spreadsheet so that the information can be added to the existing AutoCad. If these orders cannot be placed

(we’ve experienced 8 week lead times), there could hypothetically be no movement for that duration. Please clarify. Vendor should anticipate multiple orders to accommodate the exact number of materials needed. Such as we are estimating 10,000 cores so if you order say 8,000

ASAP and then once you complete your “Door Survey” you can order the remainder of what is exactly needed.

RFI#12 – There is no Line Item for “Updating AutoCAD”. Which Line Item should this be added to? I adjusted the Line Items and Added one for “Updated AutoCAD to be provided at completion of contract”.

RFI#13 – With all the questions asked above, please respond as soon as possible with a confirmed bid date, assuming the answers may cause a short delay for research. When these

Vendor Questions and VA Answers are posted to FBO as per a Solicitation Amendment, additional time will be allowed for adjustments.

RFI#14 – Will a clean and secure staging area be provided for the duration of the project in order to organize installation and store equipment? Yes, A Conex box type staging area is assumed to be the likely needed storage. This Conex box (owned by the Vendor) can be placed by the contractor, in a location selected by the VA’s COR, that will not block normal operations. If additional space is requested, we the VA will consider the request, but not guarantee to be able to provide.

The actual cutover of locks from mechanical to these electrified must be planned carefully and without mistake to ensure the correct cores get installed on the right doors, especially when the cutover is done in a “live” environment. If not, what Line Item should the cost of a trailer/storage unit be added? A line item for trailer/storage will not be added. No

Solicitation/Contract can incorporate every possible cost related to an Acquisition, some cost will have to be absorbed into other line items. A Staging Area will be provided that is large enough to contain a Conex.

RFI#15 – Will parking be provided? VA will provide a loading and Unloading area and a Staging

Area, all parking will be in the “Dirt Lot next to Valor House” (on campus).

Vendor #4

In the best interest of the government, all software licensing should match the two‐year warranty period of material(s). The VA is in agreement and the PWS will be adjusted to state “Software Licensing/Updates” will be provided for the first two years after complete installation, same as material(s) warranty.

Vendor #5

Question #1 Training of key VA employees (page 14 of the Solicitation): Please clarify how many employees will need training? And please elaborate on what you would like to see the training include. Administrator vs basic user. We require multi‐level training , from the basic user to the super user. There will be about 5 super users (highest tier), 20 Administrators (2nd tier), 250 Managers (3rd tier), and an orientation video for the other 2500 users. I have created 4 line items covering the different levels of training requested.

Question #2 Some nights and weekend work may be needed in order to access certain areas of the facility(s) without disruption to daily operations (page 14 of the Solicitation): Please provide a list of the areas that will require nights and weekend work?

We the VA are not anticipating any “Night or Weekend” work. Through careful planning, we believe all related work can be completed within normal operating hospital hours with little or no disruption to the day to day hospital activities. If the vendor feels “Night and Weekend” work is needed in order for the Vendor to meet phase time constraints, that will be and added expense of the contractor and not an increase to our contract.

Question #3

Contractor shall include identification of each core via AutoCAD drawings (page 16 of the Solicitation):

Please elaborate on what the expectation is for these drawings. i.e. drawings laying out locations, door numbers, bldg number etc?

At time of Award we the VA will provide our existing AutoCAD drawings to the Awardee to be adjusted.

The Vendor will need to provide As‐Builts at completion of contact showing door identifiers and all other information related to the new door and lock configuration.

Question #4 A current Draft of both the Door Survey and the Key Survey will be submitted to the COR every 30 days of the Contract, until survey(s) completion, to ensure satisfactory progress (page 16 of the Solicitation):

Please provide the quantities of how many managers will need to be interviewed to get the complete information regarding the door and key survey?

I think your question is really referencing two different Surveys.

The initial “Door Key Survey” is needed, and it is expected that the contractor complete an exact count and listing of every door (Survey will include building and floor number, and already assigned “VA Door Numbers”) within the facility in order to ensure all doors within our facility are covered within this contract. Our intention is that this “Door Key Survey” is what can be adjusted every 30 days (and submitted to the COR) to show contract progression. This way the VA Locksmiths will have a somewhat updated listing (at least every 30 days or so) as to doors and locks.

An “Employee Key Survey” will be completed by the contractor and will be used to program the system as to which employees had access to which doors. The Employee Key Survey will need to survey all the types of employees and their associated organizational hierarchy throughout the VA campus to develop an appropriate key assignment/ownership database. A VA Representative / a VA team will be working with the Contractor to assist in obtaining this employee information needed in completion of the “Employee Survey”. The VA Team will work with each department within the VA (Supervisors and Branch Chiefs), in order to obtain all required information. It will be the responsibility of the contractor to complete the Employee Key Survey.