Questions and Answers.pdf

1. We request a copy of the current 3-SDU file for the fire alarm network. I believe that the current 3-SDU file should reside on flash drive in the fire alarm control panel in the boiler room.

o The current 3-SDU will be provided upon award.

2. We request the current version of the FireWorks software. This can be found on the software in the Help / About menu.

o Upon award

3. Is there spare fiberoptic able to be used to create the new EST-4 data network for the duration of the project?

o This is unknown and this is the responsibility of the vendor to supply a temporary fiber loop to ensure both networks are running concurrently until acceptance of EST 4 Fire Alarm system

4. The existing fiberoptic network is currently a Class A network. Are we to create two

(2) Class B networks (EST-3 network and EST-4 network) for the duration of the project?

o The expectation is that we have no gap in fire protection on campus, minus the current building being cutover during business hours, so if an additional network is needed to maintain fire protection while both systems are functioning then it is the vendors responsibility to create this. The Class A loop should remain to continue continuity of operations.

5. The current fire alarm system off-site monitoring is from the existing EST3 panel. Since both systems will be required to be operational during the upgrade does it make sense to provide a new monitoring account for the EST4 system and after the upgrade is completed deactivate the old monitoring account from the old EST3 system?

o The monitoring account will be used for both systems during the upgrades.

6. Is contact ID required for the offsite monitoring?

o St. Cloud has all the contact information that will be needed for the monitoring company.

7. For the Fireworks hardware does both the computer / server and the monitor need to be UL Listed and what size monitor is required? The computer / server is required to be UL Listed if the solution is being used to control the EST4 solution.

o Yes it will need to be UL Listed, and the monitor will need to be equal to the same size that is currently there.

8. How many separate audio messages are going to be required on the new EST4 solution, currently on the EST3 system there are quite a few? During the upgrade process the VA will be required to make announcements from both systems or rely on the paging system, the audio will not be linked between the two systems.

o The same audio messages on the EST3 system will need to exist on the new EST4 system. Any announcements will be made through the paging system during the transition.

9. What is the acceptable number of days for the fire alarm system in each building to be down during the upgrade process and is the VA responsible for the fire watch during any outage of the fire alarm system during the upgrade process?

o One day with business hours. Any buildings on the panel taken down that day will need to be up by the end of the work day.

10. How many different switches are required in the EST4 panel Building 7?

o Unfamiliar with the question. The panel in building 4 should mimic the capabilities of the existing EST3 panel.

11. Should a new annunciator with microphone be added to the new SOC in building 4?

o Yes, as the annunciators are one of the devices being replaced in this project.

12. The EST3 to EST4 conversion program will not work for this upgrade solution as there is no conversion program for the EST3X panels. Please confirm that all of the new EST4 panels will be a new fire alarm program as that particular building is upgraded.

o See response to other questions. It is the vendors responsibility to maintain fire protection for all buildings during the project.

13. Is the electrical work (120-volt power and conduit work for the new panels) to be included in our scope of work?

o Yes

14. There are four audio only panels that are recessed into existing walls, who is responsible for any wall repair that may be required to accommodate the new EST4 panel?

o The contractor who wins the award will be responsible for all repairs associated with the replacement of the panels.

15. Please confirm that there is spare fiber that can be used for the new EST4 fire alarm network. Also confirm the requirement of a new fiber run from the new EST4 panel and any associated annunciator as the current design is using cooper and this will not work with the new EST4 network.

o The Fiber strands support many systems and there is no guarantee upon award there will be an extra fiber strand available, the vendor is responsible to add any additional fiber needs for the system to be fully operational

16. There is an existing dot matrix printer in Building 7, is it to be reused or replaced?

o Reused

17. Please clarify warranty requirements for the project and any spare parts.

o The warranties should be the standard manufacture warranties.

18. Are progress invoices and invoices for stored materials acceptable on the project?

o No this is supply with installation contract and all services are a fixed rate and paid in arears of services provided.

19. Under components there is a Laptop for Fireworks Software listed. Is this supposed to be a laptop or the UL listed computer?

o UL Listed computer

20. We would like a revision and object report from Fireworks which will give us component versions and system structure information.

o This will be provided upon award.

21. Are there any known impairments on the fire alarm system to be concerned with during the migration?

o None at the time

22. Is mapping turned on for all panels? If not, is there an expectation that it should be on after the migration?

o yes

23. The scope of work and drawings indicate that all the fire panels are communicating via fiber. During the walkthrough it looks like there are some panels communicating over copper - is this the case and should the contractor find the cause and remedy it as part of the migration?

o All panels should be communicating via fiber.

24. It looks like there may be some numeric paging being done on the system. Is this functionality in use and is it to remain?

o All existing functionality will remain with the upgrade.

25. Is the expectation to re-use the existing Fireworks license HASP or is the contractor to provide another license/HASP?

o The expectation is to have a fully operational system upon completion.

Unsure of licensure expiration dates or licensure transfer capabilities between EST3 to EST4 systems as the St. Cloud VA is not an authorized Edwards installer/programmer.

26. Period of Performance: Section B.2 lists a POP of 07-15-2026 to 07-14-2027 (approximately one year) for all line items, while the Statement of Work specifies a 90-calendar-day performance period (40 days admin, 50 days field work) from notice to proceed. Could you clarify which period governs, and when NTP is anticipated relative to award?

o The POP will be adjusted to the date of award.

27. Fiber Optic Scope: The SOW notes that new remote annunciators require fiber network connections and that fiber should be included in miscellaneous install materials, but does not specify the number of runs, distances, or whether work extends into the existing 24-strand OM1 backbone. Can you clarify the extent of fiber work included in scope?

o There are no current fiber runs from EST3 panels to remote annunciators;

therefore, these will be additional. The rose fiber strands are historically used for the current Edwards system, but if additional fiber is needed to upgrade to EST4 panels this should be included in the proposal as both systems should be running concurrently to maintain fire protection of the campus

28. Labor/Installation Line Items: Line items 0006 (Labor Charges) and 0007 (Installation, Fees, and Temporary Conditions) appear separate from line items 0001–0005, though the instructions state firm-fixed pricing for each item should already include all labor and associated costs. Can you confirm how labor should be allocated across these line items to avoid double-counting or provide additional information on what this labor is to account for.

o CLINS previously numbered 0006 (Labor Charges) and 0007 (Installation, Fees, and Temporary Conditions) have been combined to be included as one line item; CLIN 0006. The vendor shall price all Labor charges including installation charges etc. for the service of this requirement on CLIN 0006.

CLINS 0001-0004 shall be priced for the materials only as described in the line item name. CLIN 0005 shall be priced for the service of on-site training and is separate from the labor of installing the fire alarm panels.

29. Please confirm whether the existing EST3/EST3X fire alarm system is a voice evacuation system or a horn/strobe notification system with no voice.

o For evacuation it is a combination of both as some buildings contain multiple zones.

30. Could you provide the number of SLC devices in each building, or confirm the number of SLC loops required for each replacement EST4 panel? This will help confirm the required panel setup.

o Upon award

31. Can the superintendent triple hat as the QCM and SSHO? If not, is it sufficient for the Superintendent to duel hat, if yes, what roles can be combined?

o How the roles are covered is at the discretion of the vendor

32. Is this project tax exempt?

o The government can’t be charged taxes however materials are not tax exempt.

33. Is there an equipment schedule or bill of materials available that identifies the required fire alarm panel models, quantities, and associated devices?

o Please see the SOW.

34. Are existing fire alarm drawings, as-built drawings, or system layouts available for contractor review?

o They are available upon award

35. Does this requirement include programming, commissioning, and acceptance testing, or will those services be performed separately?

o The requirement includes programming, commissioning, and acceptance testing.

36. Is factory certification from the panel manufacturer (Edwards/EST) required for installation and programming?

o Yes

37. Are there any anticipated long-lead materials the Government recommends contractors address in their quotations?

o Not to the government’s knowledge.

38. The solicitation identifies an "Authorization from OEM that you are capable of providing and installing Edwards EST4 Fire Alarm Panels" as a Special Standard of Responsibility evaluated on a pass/fail basis. If the prime contractor intends to fulfill this requirement through an authorized subcontractor, will an OEM Letter of Authorization issued to that subcontractor satisfy this standard, or must the letter be issued to — or name — the prime contractor?

o An OEM Letter of Authorization issued to the subcontractor who fulfills this requirement will satisfy this standard.

39. The solicitation specifies Edwards EST4 fire alarm panels as Brand Name Only. Does the Brand Name Only designation extend to the remote annunciators (CLIN 0002) and all other associated equipment, or only to the main EST4 control panels?

Specifically, are remote annunciators from other listed manufacturers acceptable provided they are EST4-compatible and Edwards-approved for use on the system?

o The brand name only extends to the remote annunciators and all other associated equipment.

40. The Statement of Work requires fiber connections for the new remote annunciators on the existing 24-strand OM1 multi-mode Class A loop fiber backbone. Does the contractor's scope include only terminating connections at the new annunciator locations using the existing campus fiber infrastructure, or does it include pulling and installing new fiber cable runs to locations not currently served by the existing backbone?

o It includes pulling and installing new fiber cable runs.

41. Will the VA make available existing EST3/EST3X system documentation — including addressable device listings, zone/panel network configuration maps, and loop wiring as-builts — to support contractor programming and transition planning? If so, will these be provided at award or made available to offerors during the solicitation period?

o Yes, the VA will make the existing EST3/Est3X system documentation available at award.

42. During each panel replacement and cutover, the existing fire alarm system in the affected building will be temporarily offline or in a degraded state. Does CLIN 0007 (Installation, Fees, and Temporary Conditions) include the contractor's cost for providing temporary fire watch or standby alarm coverage during cutover windows, or is temporary fire protection during system downtime a VA-managed responsibility?

o Temporary fire protection during system downtime will be a VA managed responsibility, but to reiterate cutovers will be one building per day. CLIN 0007 has been combined with CLIN 0006 to encompass all labor charges.

43. The SOW requires a minimum of one building per day during the field work phase. In cases where a single building's panel replacement requires more than one day due to system complexity, extended programming requirements, or VA operational constraints (such as ICRA requirements in active patient care areas), how does the government define a compliant "one building per day" performance standard? Will the Contracting Officer consider written schedule variance requests without penalty in documented circumstances?

o Standard Business hours. The buildings that the panel served taken down that day will require all buildings listed on that panel to be operational by the end of the workday.

44. Will the VA provide a building-by-building access coordination plan or schedule to support the field work phase? Who will serve as the primary VA point of contact for day-to-day field coordination, ICRA clearances, and building access scheduling during performance?

o Yes, POC will be identified upon award.

45. The solicitation requires submission of a 13 CFR 125.6 Task Breakdown Worksheet with the quote. Does the VA require a specific format or template for this worksheet? Should the worksheet identify the prime contractor's direct employee hours separately from subcontractor hours, and should it address the similarly situated entity structure under the applicable set-aside?

o The VA does not require a specific template. This is a supply plus install so individual hours between the prime and subcontractor are not necessary.

46. For past performance references, may offerors include references for key subcontractors — specifically an authorized fire alarm systems installer — in addition to prime contractor references? If so, does the government evaluate subcontractor past performance separately, or as part of the overall technical/quality assessment?

o Offerors may include references for key subcontractors; however, subcontractor’s past performance is not evaluated.