Temperature Monitoring Solicitation Questions- Final.pdf

1. Can you provide the names of companies that responded to the initial solicitation?

A: This is the initial solicitation. The Government will not be providing the names of the companies that responded to the RFI.

2. Who is the incumbent contractor and is there a transition period?

A: No one is currently performing the exact services requested in this solicitation. The Government is currently using a Sensaphone system with monitoring being handled by the government.

3. How are the current sensors and hardware mounted on the containers and what tools may be required for removal?

A: The temperature sensors, wires, and hardware are mounted to the inner metal grated walls using plastic zip ties. Basic tools such as diagonal cutters may be used to cut the plastic zip ties.

The door switch assembly is attached using bolts and nuts through drilled holes in the upper door frame. See slides below.

4. What is the container constructed of and are there specific requirements to how new sensors are mounted inside and outside of containers?

A: The SATCO container is constructed of metal with its walls/door having a plexiglass-type material on the exterior and a metal grate material on the interior. The interior floor and ceiling are metal. The solicitation states “Install data collection and transmission equipment in or on the primary CHEMPACK container.” It may be considered preferable that the sensors and as much hardware as possible be mounted inside the container to prevent sensor/hardware damage at the site, particularly when the container needs to be temporarily relocated. The sensors and hardware should be mounted to allow room for and access to the product inside. Please see photos and schematics:

5. On sites with more than one container what is the furthest distance containers would be apart?

A: Containers are GENERALLY kept within the same area or room. The arrangement of the containers varies depending on the site. The maximum estimated distance containers would be apart is 6 feet or less between containers.

6. Is the SensaPhone equipment packaging and shipping cost a separate billed expense?

A: This cost is suggested to be part of Base Year ITEM/CLIN 004. The solicitation states: “This

CLIN structure is a suggestion and is not required. Please propose a CLIN structure that you feel best fits the Government’s requirement as the ultimate CLIN structure is dependent on each proposed solution.”

7. B.3 CLIN STRUCTURE - “CLINs are listed as FFP. Will ODCs, including travel, be FFP or cost reimbursable? If cost reimbursable, will the Government provide a plug number for ODCs or will bidders be responsible to compile travel estimates for multiple locations IAW JTR?”

A: Travel will be cost reimbursable. Vendors are responsible for compiling travel estimates.

8. Pg. 84 says “resumes shall be included as part of the technical proposal”. Will the Government consider excluding resumes from the 30-page limitation for the technical proposal?

A: Yes. Solicitation has been updated accordingly.

9. Pg. 84 says “cover page and table of contents do not count toward this total”. Will the Government consider excluding a Transmittal Letter from the page count?

A: Yes, we will exempt a transmittal letter from the page count.

10. Pg. 89 requires resumes. Is the Government requiring resumes for key personnel only or for all personnel?

A. Key personnel only.

11. Will the Government designate which positions are considered as key personnel?

A. Key Personnel consists of a Project Manager, Financial POC, and Technical POC (responsible for both system install and quality – may be same or multiple people). The contractor is encouraged to submit resumes of other personnel as it sees fit.

12. Reference: Scope 1.2 (Page 9) “Contractor may install a contractor provided door sensor or use the dry contact connections in the SATCO door for monitoring the door status.”

Question: Is it possible to provide a specification for the SATCO Door and Existing Dry Contact to determine ability to connect with contractor equipment?

A: Please see photos below. When the door is properly inserted into the container, it contacts a metal door block assembly that moves upward and depresses the door contact switch. This door block assembly is mounted to the door latch and moves along its track.

13. Reference: Section 1.2 (Page 9) “Equip CHEMPACK sites that only have one container with two temperature sensors and one door sensor or dry contact connections.”

Question: Do Primary Sites with a single container and a Secondary CHEMPACK container only require one temperature sensor per container? i.e. 1 Primary and 1 Secondary.

A: If a site has more than one container, only one temperature sensor is required per container. (If a change is made where a site reduces its number of containers to one, then arrangements will need to be made with the government, if not already within contract provisions, to add a second temperature sensor to that single container.)

14. Reference: Appendix A – Site Listing, “Mobile, Alabama: 3 Sites/Primary Containers and 1 Secondary Container”

Question: Based on the solicitation statement above, we interpret that 2 of 3 Primary Containers require two temperature sensors each. The 3rd primary container only requires one temperature sensor because there is one secondary container, and that secondary container also only requires one temperature sensor?

A: Correct.

15. Reference: Appendix A – Site Listing, Flagstaff, Arizona “1 Site/Primary Containers and 1 Secondary

Container”

Question: Based on the solicitation statement above, we interpret that the single Primary Container requires only one temperature sensor because there is one secondary container, and that secondary container also only needs one temperature sensor?

A: Correct.

16. Reference: “Section 2. General Requirements (Page 10)” “…sensors are to be changed over to wireless state of the art gateways and sensors that use contractor provided communications methods. The replacement system shall be standalone and does not require the local facilities’ communications systems.

Question: Please confirm that the Contractor is expected to supply an entirely independent communication infrastructure and is there a preferred communication method? i.e. WiFi

A: Confirmed, the contractor shall be responsible for supplying the entire communication infrastructure.

It’s up to the contractor to select the best communications technology for each site that does not interfere with the local facility operations. The contractor is responsible for ensuring their equipment does not conflict or interfere with the local facility operations.

A: The contractor should provide all communication requirements. “The replacement system shall be standalone and does not require the local facilities’ communication systems.” The cost to provide communications is suggested to be part of Base Year ITEM/CLIN 002 ‘WIFI Connectivity Costs’ with subsequent Option Years. The term ‘WIFI’ can also be understood as ‘wireless’.

17. Reference: Section 2. General Requirements (Page 11). The hardware must be able to record temperature and door breaches to support temporary moves, temporary power outages, etc. and generate reports once re-connected. Temperature data should be recorded every hour. Sensors should be able to retain a minimum of 30 days of data available for upload at a future time if connectivity is not active. Alert or alarm event data should also be retained for a minimum of 30 days for upload at a future time if connectivity is not active.

Question: Is Seven (7) Days of memory retention acceptable?

A: No. Temporary moves, temporary power outages, etc. can often exceed 7 days.

18. Reference: Section 3.4.2 Repair monitoring equipment (Page 17). 1. Contractor shall provide 24/7 service and support of all equipment and systems to include but not limited to hardware, firmware, software, networking devices, telecommunication devices, wiring, and cables. Service shall be provided on-site if repairs cannot be completed remotely. 2. Contractor shall provide 24/7 service and support of all equipment and systems to include nut not limited to, hardware, firmware, software, networking devices, telecommunication devices, wiring, and cables. Service shall be provided on-site if repairs cannot be completed remotely.

Question: Is on-site service expected 24/7 or during normal business hours?

A: The contractor shall submit planned on-site service visits to the government. The designated SNS Logistics POCs will confirm service dates/times with Project Areas Coordinators. Due to the required coordination with Project Area Coordinators, on-site visits should normally occur during business hours.

19. Reference: Section 3.5.1 Provide 24/7 phone access for response to any phone or email notifications for SNS, State, and local entities. (Page 18). 1. Contractor shall provide staff to respond to alert notifications and questions 24/7. 2. The contractor shall be responsible for triaging and responding to all alerts/alarms that are caused by a malfunction of their hardware. However, the contractor shall notify the SNS/ASPR POCs if a facility is out of established temperature range or a door alarm has occurred within 15 minutes of incident. All other incidents will be reported within 24 hours after initial alarm.

Question: Please clarify the desired responsibilities of the contractor in reference to the above statements and response to alarm notification.

Is the vendor required to provide a monitoring service to receive the alerts and alarms and is this service needed 24/7/365? (similar to an ADT type of alarm monitoring service)

A: The vendor should provide monitoring and remote site support 24/7/365. The SNS currently conducts monitoring and site support utilizing one on-call technician with secondary technician support as necessary. Many of the alerts are due to connectivity issues. Our current system utilizes analog telephone lines. The on-call technician currently reports an average of 20 alerts/alarms per week. The on-call technician provides notification of deviations. The on-call technician contacts the appropriate personnel when an alert/alarm notification occurs, investigates the alert/alarm, and resolves the alert/alarm. Please review the requirements and response times for each type of alert or alarm.

“Contractor support staff shall be reachable by phone 24/7.” “Contractor shall provide staff to respond to alert notifications and questions 24/7.”

20. Is the Contractor to respond directly to alarms and notifications from the system?

A: Yes, the solicitation states who should be contacted for each alarm, alert, or notification. Example:

For a temperature, power or door alarm, Site POCs should be notified by the contractor. Script will be provided after award or prior to awardee beginning 24-hour monitoring.

21. Is the Contractor to respond only when the designated SNS Logistics POC contacts the Contractor?

A: No, the solicitation states who should be contacted for each alarm, alert, or notification.

Example: For a temperature, power or door alarm, Site POCs should be notified by the contractor.

22. Reference: Section 3.5.1 Types of Alerts/Alarms (Page 18)

Types of Alerts/Alarms:

Temperature exceeds 86 degrees Fahrenheit for 24 continuous hours

Temperature exceeds 104 degrees Fahrenheit for over 120 minutes

Temperature is below 46 degrees Fahrenheit for over 120 minutes

Door opened

Power failure

Connectivity failure (to include Telecommunications/Network/Hardware/Software Issues)

Battery failure

Question: Are the “temperature exceeds” alerts/alarms for a single CHEMPAK or NDMS site where an alarm is needed at 86 degrees and again at 104 degrees or do some sites require an 86 degree alert/alarm while others require a 104 degree alert/alarm?

A: All sites need both.

23. Does Power Failure refer to the power of the contractor’s equipment or power to the CHEMPAK or

NDMS?

A: It refers to a failure of the equipment to receive power at the site.

24. Reference: Appendix D Quality Agreement Page 126 “Calibrations: All sensors must be calibrated prior to use. All sensors must have an accuracy within 0.2 degrees Fahrenheit. Temperature sensors must be calibrated on an annual basis (within 12 months of the last calibration date).

Question: Are on-site annual calibrations required or are factory calibrated replacement probes with documentation acceptable?

A: Factory calibrated replacement probes with documentation are also acceptable.

25. If factory calibrated replacement probes are acceptable, is the contractor expected to replace the probe, or will local end users be available to swap the probe?

A: The contractor is expected to replace the probe.

26. Will there be any dedicated analog lines available at any location?

A: No

27. Will dedicated network ports be available at any location?

A: No

28. Will power (120 VAC) be available at every site?

A: Yes

29. Is it possible to get a diagram or photo of the way the SensaPhone system is currently installed?

A: Please see photos from questions 3, 4, and 12 and additional photos uploaded as an

Attachment.

30. Does the contractor pay for packaging materials and shipping the SensaPhone system to the designated location?

A: Yes.

31. Do we include travel costs for installation when bidding?

A: Yes

32. Should the entire sensor and all related hardware for the monitoring system be installed inside the containers?

A: It may be preferable that the sensors and as much hardware as possible be mounted inside the container to prevent sensor/hardware damage at the site, particularly when the container needs to be temporarily relocated. The sensors and hardware should be mounted to allow room for and access to the product inside. Please also reference questions 4 and 67.

33. Is it possible to send data/signal from inside the container to the cloud?

A: This is to be determined by the vendor in order to meet contract requirements.

34. Can the sensors run on A/C power with batteries as a backup power supply?

A: Please provide the best solution for the government’s requirements.

35. Is it possible to get details/specifications on the dry contact already in place for the SATCO door?

A: Please reference the information provided in Question 12.

36. Are we monitoring power outages for each container for overall AC power to the containers?

A: All system power failures should be monitored and reported. Monitoring power outages to include battery status, for all system components may prevent data loss and failures in producing alarm/alert notifications.

37. How quickly after a power outage in a container does POC want alert notifications?

A: Power outages “will be reported within 24 hours after initial alarm.” Site POCs are the first to be contacted for power outages, preferably during normal daytime hours.

38. How many AC power outlets are available in the containers for use?

A: None.

39. Are the containers located on ground floors or basements?

A: Both. There are containers stored in environmentally controlled vehicles with power receptacles at 2 sites.

40. Are the containers located outdoors or indoors?

A: Indoors.

41. If contractor is required to go onsite for any operational issues, would contractor charge additionally for labor and travel costs?

A: “The Government anticipates the award of a Firm-Fixed Price Contract. However, the Offeror may propose other contract types if it believes them to be most beneficial to the Government.”

“This CLIN structure is a suggestion and is not required. Please propose a CLIN structure that you feel best fits the Government’s requirement as the ultimate CLIN structure is dependent on each proposed solution.”

42. What may be required in supporting scheduled container moves?

A: A scheduled container move consists of disconnecting the containers from the local gateway and transporting them to a new destination and reconnecting them to a new gateway and configuring them to a new gateway to continue sensor reading reporting. Door and temperature readings are captured while in transit and reported when connected to the new gateway.

43. When containers are moved for special events, emergency, or planned move, are the containers transported via truck or plane?

A: Mostly via truck.

44. Do we include travel and living costs in the annual “Installation/Uninstall and Maintenance

Support”, CLINs 04, 07, 10, 13 and 16?

A: Yes, please include travel costs. The Government is not sure what is meant by “living costs”, but please include all necessary costs. You do not have to follow the CLIN structure in the solicitation and may propose one that you believe better fits the Government’s needs.

45. What CLIN would you like the deliverables under?

A: CLIN 0001

46. For the training services, please identify the number of people and locations of training?

A: Based on Vendor’s needs

47. What is the difference between deliverable A002 and A005?

A: A002 is detailed wireless and/or radio frequency and protocol information. A005 is validation documentation, manuals, and test results maintained by contractor throughout length of contract as a record of reliable system functions for initial and periodic validation/calibration of systems.

48. Are there existing internet feeds?

A: “The replacement system shall be standalone and does not require the local facilities’ communications systems.” Please also reference question 27.

49. When is the anticipated contract award?

A: This will depend on the number of proposals received and competing Government priorities.

The Government’s goal is to make award no later than end of June to allow at least 90 days transition time before the awardee assumes full responsibility for these systems.

50. Can the addresses be provided to aide in planning?

A: Not until award.

51. What is the period of performance, in the contract it states base year is one year from contract award date but in Article F.2 it states there is a 3-month trial period?

A: There is not a 3 month trial period. The solicitation has been corrected. The Government intends to make award in time to allow for a 3 month transition period.

52. If there is a 3-month performance trial, how many locations/containers?

A: There is no 3-month performance trial.

53. Can you please clarify, in section 1.2 Scope, it states that the contractor can use additional auxiliary equipment that is installed in the facilities to facilitate communication however in section 2 General Requirements it states: “the replacement system shall be standalone and does not require the local facilities’ communications systems.” These seem to be contradictory statements, please clarify.

A: Please see Appendix D. Para. 14 (Redundant Systems)

54. What auxiliary equipment is installed at locations?

A: Vendor should install equipment as required to facilitate functionality (communications, etc.)

55. How many users need access to the system?

A: This is only an option if the contractor is offering a FedRAMP authorized application as a SaaS solution. For a COCO there would not be any government users.

56. How many users receive notifications such as SMS, email and phone calls?

A: Up to 10 POCs per site

57. Does the page limit for the business proposal of 20 pages include the reps and certs?

A: No. Those may be included as an appendix which will not count against the page number.

58. On page 14 of 127, it states “All the facilities identified for SensaPhone replacement or new installation are operationally functional by 30 September 2020.” It states in the RFP that installation needs to be complete within 6 months of contract award. These two requirements seem to contradict. Please clarify

A: The goal is for the replacement to be operationally functional by 10/1/2020. However, if more time is needed, the Government can accommodate up to (and not to exceed) an additional six months.

59. Would it be acceptable to mount the CHEMPACK monitoring hardware on the outside of the containers, and wire to the dry contact sensor through a hole in the side of the container (we are assuming the dry contact switch must be wired from inside the container)?

A: Yes. See also answer to No. 4 above.

60. Would it be acceptable to measure the temperature of each CHEMPACK container via an ambient temperature sensor located directly on the outside of the expanded metal container sides? Or is it required to actually place the temperature transducer inside the container envelope?

A: See answer to No. 4 above.

61. For sites with a single CHEMPACK container, the solicitation states that 2 temperature sensors must be used. If one temperature sensor is located in/on the CHEMPACK, does the second sensor point need to be remote, or can we just utilize a second sensor probe on the container monitoring equipment?

A: Both sensors (primary and backup), mounted within the container.

62. Are we allowed to run a 120V power cord to any monitoring equipment mounted in/on the

CHEMPACK containers, or is it required that all equipment mounted in/on the containers be battery powered and not require any cords between the containers and the nearest wall outlet?

A: Please see response to Question #34 above.

63. If we choose to install any "additional auxiliary equipment" inside the facility (such as the LTE modem), are we allowed to utilize an existing 120V wall outlet for power? Do you foresee any other limitations on the installation method for this auxiliary equipment, or should we generally anticipate that we can use typical judgment in determining the best mounting method?

A: This is acceptable, but must be coordinated with the facility owner

64. The solicitation states that agency ATO approval will be required before any system installation can begin. In our experience with other Federal agencies, the full approval process can typically take 3 months or more after the ATO package is submitted. Given the accelerated 3-4 month installation timeline requested in the solicitation, delays in ATO approval outside the contractor's control will most likely necessitate delays to CLIN1 through CLIN4 delivery. If ATO approval delays do occur, would we be able to anticipate at least 3 months for installation before the revised CLIN1-4 delivery date?

A: The Government will be accommodating if the vendor is unable to meet certain timelines due to factors beyond its control. See also, answer to no. 58 above.

65. We would propose our wireless tunnel-based sensor monitoring system. This is not WiFi but another wireless technology, that allows for low power, long battery life sensors to be deployed. Sensors have 10+ year battery life. In addition, WIFI is very poor at penetrating walls and covering a larger area. As it sounds like these are inside some kind of shipping containers, our wireless tunnel technology would be better suited to penetrating these. Do you know what kind of distance the system needs to cover from sensor to gateway?

A: Please refer to #5 (as determined by the specific site survey) and see sample pictures.

66. The sensors need to send their data to a gateway, the gateway will collect all the sensor data, and then store it, for graphing etc. It will be connected to the internet for remote monitoring and alerts.

We can also schedule the reports they need on a monthly / weekly basis with the mean kinetic variation and so on. Do you know whether the gateway has access to a wired internet connection?

Or will you be needing to install a cellular modem to communicate the data? We have both options available, the cellular option is of course a higher price, plus comes with monthly recurring costs.

You need to source a local SIM card from a network provider to place in the unit.

A: Installation of a cellular modem and SIM is the responsibility of the contractor not the government. The expectation is a system operated and maintained by the contractor.

67. Do you know the range we need to cover with the sensor? If then gateway is installed inside the hospital building? Or is it installed inside the container?

A: A gateway inside the container is preferable. Please also reference Questions 4, 5, and 32.