Attachment 2 - Questions and Answers - RFQ 36C25926Q0632.docx

Request for Quotations - 36C25925Q0425 – Boiler Inspection and Testing Questions and Answers Attachment 4: Questions & Answers: RFQ # 36C25926Q0632 – CCTV Mobile Camera Trailers Lease – Cheyenne VAMC

1. Axon integration: Please identify the exact Axon platform currently used at the Cheyenne VAMC, including whether the requirement involves Axon Fusus, Axon Evidence, Axon Respond, or another Axon product.

Government Response: Axon View XL and Axon Evidence

2. Will standard ONVIF integration allowing the VA to access live and recorded third-party camera feeds satisfy the requirement to integrate with the current Axon body cameras and reporting software?

Government Response: Yes, this is the intention of this purchase. A direct upload of any video or still pictures into the Axon software with out the use of additional software to convert the file into a useable document.

3. Must LPR records, analytics, alerts, video recordings, and camera controls be available directly within the Axon platform, or is integration of the live camera feed sufficient?

Government Response: Response to this question will be provided in second amendment due to time constraints.

4. Will the Government provide all required Axon licenses, appliances, FususCORE equipment, API access, credentials, network access and Axon administrative support, or must the contractor include these items in its quotation?

Government Response: Please provide these items within the quote.

5. Monitoring and storage: Will the Government accept continuous onboard recording combined with event-based cloud storage retained for up to 12 months?

Government Response: Event storage will be maintained outside the government network whether that is within the hardware or software provided by the contractor.

6. Will 24/7 event-based remote monitoring, where monitoring personnel respond to detected events, satisfy the monitoring-service requirement, or is continuous human observation of the live camera feeds required?

Government Response: The government will provide 24/7 monitoring or they camera feeds.

7. LPR configuration: Will the Government accept three high-definition PTZ cameras and one separate dedicated LPR camera per trailer?

Government Response: This would be an acceptable configuration.

8. Is one LPR camera capable of monitoring one approximately 10-foot traffic lane per trailer sufficient, or must the proposed system monitor multiple lanes or both directions of travel?

Government Response: The carts may be utilized to provide surveillance of open areas outside the capabilities of the current camera system as well as provide traffic monitoring in multiple directions.

9. Country of origin: The proposed trailers are assembled and configured in California but contain components manufactured in several countries, including China, the Philippines, Lithuania, Vietnam and India. The equipment is represented as NDAA compliant, but the supplier does not represent that the system complies with the Buy American Act or Trade Agreements Act. Please confirm whether this configuration is acceptable for this lease requirement or whether the Government requires a domestic or TAA-compliant product.

Government Response: This requirement is being procured as a service and leased items do not have to be domestic made

10. Limitations on subcontracting: Please provide the referenced VAAR 852.219-75 attachment and confirm that the Certificate of Compliance for Services and Construction is the correct certificate for this acquisition.

Government Response: Thank you. Copy of attachment is provided to amendment.

11. The solicitation identifies NAICS 561621, but the subcontractor-information instructions reference NAICS 238220. Please confirm the correct NAICS code to use when listing and classifying subcontractors.

Government Response: The correct NAICS code is confirmed as NAICS 561621.

12. Cybersecurity and network access: Please identify any required FedRAMP, VA Technical Reference Model, Authority to Operate, encryption, data-residency, cybersecurity, background-check, badging or network-access requirements applicable to the proposed system.

Government Response: Even if the equipment is not directly connected to the VA network and is only monitored through web-based software, all federal and VA cybersecurity requirements—including FedRAMP authorization, VA ATO, FIPS 140-2 encryption, U.S. data residency, NIST SP 800-53 controls, and strong user authentication—still apply. These safeguards are required for any system handling VA sensitive data, regardless of network connection type.

13. Will the Government provide the contractor with access to the installation locations, VA IT personnel and necessary network information during the eight-week implementation period?

Government Response: Because this product will not be connected to the VA network and will not require support from VA IT personnel, the contractor will not need access to VA IT staff or network information for installation or operation. However, the Government will provide the contractor with necessary physical access to the installation locations during the eight-week implementation period to complete system setup. No VA network resources or IT involvement are anticipated or required for this deployment.

14. Please confirm any required minimum system uptime, repair-response time and replacement-unit timeframe.

Government Response: Answer to this will be provided in second RFQ amendment due to time constraints.

15. Please clarify whether the contractor must separately price or otherwise account for the potential six-month extension under FAR 52.217-8.

Government Response: Per FAR 52.217-8 Option to Extend Services, “The may require continued performance of any services within the limits and at the rates specified in the contract.” Separately priced line items will not be accepted.

16. Page 1 identifies a 1:00 p.m. Eastern quotation deadline, while the body identifies 4:00 p.m. Eastern. Please confirm the official deadline.

Government Response: 1600 Eastern

17. The pricing schedule begins August 1, 2026, while the solicitation provides an approximately eight-week implementation period after award. Please confirm the anticipated award date, mobilization period and required date for full operational acceptance.

Government Response: The implementation timeframe will need to be revised following contract award. Although the original goal was to have the system operational by August, that milestone was not met.

18. The statement of work separately requires high-definition PTZ cameras and a license plate recognition system. Please confirm whether the Government will accept a mobile camera trailer equipped with high-definition PTZ surveillance cameras paired with a separate dedicated LPR camera and LPR system, or whether the Government requires every PTZ camera to include built-in license plate recognition capability. If a dedicated LPR camera is acceptable, please also confirm whether one dedicated LPR camera per trailer is sufficient or whether the Government requires coverage of a specific number of vehicle lanes, entrances, or directions of travel.

Government Response: A separate dedicated LPR is a suitable configuration and will meet the needs of the government.

19. Subcontractor NAICS Clarification: Section VAAR 852.219-75 references NAICS 238220 (Plumbing, Heating, and Air-Conditioning Contractors) for subcontractors. This appears inconsistent with the primary NAICS 561621 (Security Systems Services). Could you please confirm the applicable NAICS code for any subcontractors under this requirement?

Government Response: The correct NAICS code is confirmed as NAICS 561621.

20. Axon Integration Scope: The SOW references integration with current Axon body cameras and Axon reporting software. Please clarify whether the contractor is required to integrate with an existing Axon instance already licensed and managed by Cheyenne VAMC, or whether the contractor must provide Axon licensing as part of this contract.

Government Response: The contractor is required to integrate with the existing Axon instance that is already licensed and managed by Cheyenne VAMC. The contractor does not need to provide additional Axon licensing as part of this contract. All integration efforts should focus on compatibility with the active Axon systems already in use at the facility. If further clarification or coordination with the Cheyenne VAMC police staff is required to ensure seamless integration, it should be included as part of the implementation plan

21. Lease Structure: Please confirm whether trailer units must be leased directly from the OEM/manufacturer, or whether the prime contractor may own or lease the trailers through a back-to-back arrangement with a manufacturer and re-lease to the Government.

Government Response: There is no preference on trailer units being leased from OEM/manufacturer directly.

22. The SOW specifies integration with Axon body cameras and Axon reporting software. Please confirm whether the contractor may propose an alternative VMS/analytics platform that interfaces with the existing Axon ecosystem via API, provided all functional requirements for real-time video access, alerts, cloud storage, and reporting are met or exceeded.

Government Response: The contractor may not propose an alternative VMS/analytics platform that requires the use of separate software or conversion of files to other formats, even if API integration is available. Full, seamless integration directly within the existing Axon ecosystem is required in order to ensure real-time video access, alerts, cloud storage, and reporting are performed natively without additional interfaces, software, or file conversions. Alternative platforms that do not provide native integration with Axon body cameras and Axon reporting software will not meet the specified requirements.

23. Please confirm whether Cheyenne VAMC will provide dedicated network access points or Wi-Fi credentials for trailer connectivity, or whether the contractor is responsible for all cellular/satellite connectivity independently throughout the contract period.

Government Response: The contractor will provide Wi-Fi credentials for trailer connectivity as part of the system deployment. Cheyenne VAMC will not provide dedicated network access points or Wi-Fi credentials. The contractor is responsible for ensuring all necessary connectivity, including providing and managing Wi-Fi, cellular, or satellite solutions independently throughout the contract period.

24. The requirement is structured primarily around the five-year rental of two mobile camera trailers, with separate CLINs for monitoring, enterprise software, setup, and installation. The solicitation also uses PSC W099, which identifies the acquisition as an equipment lease or rental.

Government Response: This is correct.

25. Based on our market research, the specialized trailers, software platform, monitoring infrastructure, and required Axon integration are generally provided by the equipment manufacturers or national surveillance providers, and we have not identified an SDVOSB capable of furnishing every element of the requirement independently.

Government Response: Initial market research found capable SVOSBs that determined set-aside.

26. Would the VA consider whether an equipment-rental or supply-oriented NAICS more accurately reflects the principal purpose of the acquisition?

Government Response: The NAICS 561621 was confirmed in market research and coordination with Small Business Liasion.

27. Alternatively, please clarify how the costs of the leased trailers, enterprise software, cellular connectivity, and related direct costs should be treated when calculating compliance with FAR 52.219-14 and VAAR 852.219-75.

Government Response: When calculating compliance with FAR 52.219-14 and VAAR 852.219-75, the costs of leased trailers, enterprise software, cellular connectivity, and other related direct costs should be treated as materials or direct costs and are excluded from the subcontracting percentage calculation. Only labor and service-related costs performed by the prime contractor or its qualified personnel count toward meeting the required percentage for compliance.

28. We are performing independent research on the Combined Synopsis/Solicitation (36C25926Q0632). We would like to know if this is a brand-new contract OR if there is (was) an incumbent performing these services.

Government Response: This is a brand-new contract; there is no incumbent currently or previously performing these services under Combined Synopsis/Solicitation 36C25926Q0632.

29. If not brand new, could you please provide the current / previous contract number?

Government Response: This is a brand-new contract; there is no incumbent currently or previously performing these services under Combined Synopsis/Solicitation 36C25926Q0632.

30. We are interested in submitting an offer for the Mobile Camera Trailers RFP. Would the VA consider an offer from that does not include a lease option?

Government Response: The solicitation and Q&A provide specifics to Government need.

31. Is the VA providing the Fusus/Axon Cores for the trailers?

Government Response: The VA is not providing Fusus or Axon Cores for the camera trailers as part of this project. If integration with the Fusus or Axon cloud platforms is required, it will be the responsibility of the contractor to supply, configure, and install the necessary Fusus Core or Axon Core gateway devices for the camera trailers to ensure full system functionality and compliance with integration requirements.

32. Is the VA project manager or the contractor responsible for creating the following documents:

· Site assessment report

· Procurement plan

· Testing plan

· Test results report

· Support and maintenance plan

· Final project completion report

· Lessons Learned Doc

Government Response:

· Site Assessment Report:

Prepared by the contractor after conducting an on-site evaluation, with input and review by the VA project manager.

· Procurement Plan:

Developed by the VA project manager or VA acquisition personnel, as this relates to how the VA will obtain goods and services for the project.

· Testing Plan:

Developed by the contractor to outline procedures for system testing. VA project manager may review and approve.

· Test Results Report:

Generated by the contractor upon completion of testing, documenting outcomes for VA review and acceptance.

· Support and Maintenance Plan:

Created by the contractor as part of the delivery system detailing how ongoing support and maintenance will be provided.

· Final Project Completion Report:

This is a joint effort; generally drafted by the contractor summarizing project completion, with the VA project manager reviewing and providing final sign-off.

· Lessons Learned Document:

This is a joint effort document but is initiated by the contractor as part of project close-out, with contributions from both VA and contractor teams.

33. Is there an incumbent to this requirement? If so, can may I have the previous contract number?

Government Response: This is a brand-new contract; there is no incumbent currently or previously performing these services under Combined Synopsis/Solicitation 36C25926Q0632.

34. Is there a size of trailer or any more info beyond the spec sheet provided?

Government Response: There is no specific size preference for the trailer. The specifications provided in the documentation are based on market research and represent the average dimensions and features of the products that were considered. Vendors may propose trailers of different sizes, if the proposed solutions meet or exceed the performance and capability requirements outlined in the specification sheet.

35. The solicitation specifies integration with current Axon body cameras and Axon reporting software. To ensure data integrity and chain of custody, will the Government require that the mobile trailer's video management system have a native, direct API integration with Axon’s FedRAMP High Evidence.com (e.g., automated cloud-to-cloud footage sharing into Axon Evidence), rather than a manual file export/upload process?

Government Response: No, this does not need to be a direct API integration with Axon. The video file needs to be extracted with no additional software and added directly into Axon’s evidence.com.

36. Given that perimeter and parking lot surveillance at a VAMC inevitably captures full-face imagery and vehicle license plates of veterans seeking care, this data qualifies as Protected Health Information (ePHI) and PII under HIPAA and the Privacy Act of 1974. Utilizing an external, commercial third-party monitoring service introduces significant supply chain risk and requires rigorous adherence to VAAR cybersecurity updates, NIST SP 800-53 controls, and the execution of a formal Business Associate Agreement (BAA). To mitigate these security risks and ensure data sovereignty, will the Government amend the requirement to allow an alternative, cloud-managed mobile trailer solution that utilizes a physical security platform possessing a FedRAMP Moderate Authorization and a VA Authority to Operate (ATO)? This would allow the VA Police to natively monitor the feeds internally via the secure VA network, eliminating external data exposure. If so, will the Government remove or clarify the mandatory 'monitoring' service constraint?

Government Response: Given the sensitive nature of video surveillance data and the risks of using outside monitoring firm the VA will NOT permit a solution where a third-party company would provide monitoring services. The monitoring software will be web based but must meet:

· FedRAMP Authorization:

· The cloud-hosted software must have at least FedRAMP Moderate Authorization

· This ensures the software meets federal security standards for cloud systems.

· VA Authority to Operate (ATO):

· The software/platform must have an active VA ATO. This is the VA’s own assessment and approval for handling sensitive data.

· HIPAA & Privacy Act Compliance:

· All data captured is handled according to HIPAA regulations and the Privacy Act of 1974.

· Data must be encrypted in transit and at rest.

· NIST SP 800-53 Controls:

· The software and any underlying cloud platform must enforce federal security controls as required by VA cybersecurity policy.

· Business Associate Agreement (BAA), if applicable:

· If any third party is involved (system vendor/cloud provider), a formal BAA must be executed to cover PHI/PII.

37. As further clarification to question 2, how does the monitoring service differ from the enterprise software?

Government Response:

· Monitoring Service - A monitoring service typically involves an external company (third party) whose staff are paid to actively watch and respond to live camera feeds or alarms, often 24/7.

· How it works: Video footage from the VA cameras is streamed to the monitoring company’s secure facility (outside the VA), where non-VA personnel observe and take action according to set protocols (such as alerting VA Police or emergency services).

· Enterprise Software - Enterprise software (such as a VA-approved Video Management System or VMS) is an internal software platform deployed on the VA network or in a VA-approved cloud (with FedRAMP Moderate and VA ATO).

· How it works: The VA’s own personnel (ex: VA Police) log in and monitor or review footage as needed via a secure, web-based interface. Only authorized VA users access the video feeds.

38. The Scope of Work (Section II) states the purpose is to 'lease and integrate two mobile trailers,' with a base year and four option years structured in the pricing schedule. Would the Government consider an alternate pricing structure or a 'Lease-to-Own' option where the Government takes full ownership of the physical trailer hardware at the end of the base year or a specified option year, potentially reducing long-term costs?

Government Response: This could be considered but not required.

39. In alignment with Executive Order 14028 (Improving the Nation's Cybersecurity) and federal Zero Trust Architecture (ZTA) mandates, will the Government require that the proposed surveillance system support enterprise-grade identity verification? Specifically, to ensure a true Zero Trust posture regardless of the network transport layer, will the Government mandate that the solution natively support Phishing-Resistant Multi-Factor Authentication (MFA) and SAML/SSO integration for all user access?

Government Response: Yes, the Government requires that the proposed surveillance system support enterprise-grade identity verification in alignment with Executive Order 14028 and federal Zero Trust Architecture mandates. Specifically, the solution must natively support phishing-resistant multi-factor authentication (MFA) and SAML/SSO integration for all user access, regardless of the network transport layer, to ensure a true Zero Trust posture.

40. In alignment with the Federal Zero Trust Strategy (OMB Memo M-22-09), which mandates phishing-resistant identity authentication for all federal systems, will the Government require the trailer’s video management software to natively support PIV/CAC card authentication and integration with the VA’s Enterprise Cloud Identity Providers (SAML/SSO)?

Government Response: Yes, the Government requires that the proposed surveillance system support enterprise-grade identity verification in alignment with Executive Order 14028 and federal Zero Trust Architecture mandates. Specifically, the solution must natively support phishing-resistant multi-factor authentication (MFA) and SAML/SSO integration for all user access, regardless of the network transport layer, to ensure a true Zero Trust posture.

41. Given the extreme winter weather environments and limited solar yield common to the Cheyenne region, will the Government under Factor 1 (Technical Capability) award higher technical merit to solutions that provide native, cloud-managed power diagnostics? Specifically, will preference be given to platforms that allow security personnel to remotely view real-time battery/solar charge percentages and remotely power cycle or selectively disable individual cameras via the software interface to conserve energy and maintain critical uptime during prolonged periods of inclement weather?

Government Response: Evaluation will be conducted utilizing comparative evaluation procedures as described in the solicitation.

42. To guarantee rapid incident resolution and maintain high system uptime, will the Government give technical preference under Factor 1 to a solution that features Single-Manufacturer Accountability? Specifically, will the evaluation favor a vendor whose physical trailer hardware, cellular gateway, LPR software, and monitoring interface are designed, manufactured, and supported natively by a single Original Equipment Manufacturer (OEM), eliminating multi-vendor support fragmentation and software integration dependencies?

Government Response: Evaluation will be conducted utilizing comparative evaluation procedures as described in the solicitation.