5. RFID Q_A 25 Apr 2024.docx

RFID Q&A

1. Do we have to provide the computers (server, laptops, displays, etc.) at each of three locations for the RFID solution, or Air Force will arrange it as per your recommended specifications/configurations?

The Government will provide laptops.

2. Can we suggest/list some different CLINs which are mostly for professional services and some accessories?

Yes.

3. Can we bring/suggest more than two fixed RFID antennas for some locations, if we determine only two antennas are not sufficient for all use-cases for all types of items/assets tracking in the RFID solution? As some places we may need third or fourth antenna as well to make sure all 100% reads from all possible angles/orientations are covered. A finalized quote outlining the vendor’s solution must be submitted to 502 CONS to be considered. The solution may not be changed by the awarded contractor.

4. Can we bring different sizes of antennas than that of what has been requested, as we can bring thinner and less wide antennas so that they do not take that much space?

A finalized quote outlining the vendor’s solution must be submitted to 502 CONS to be considered. The solution may not be changed by the awarded contractor.

5. How many maximum tagged assets need to be scanned at a time concurrently? The armory at building 5424 has three issue windows where weapons will process out of. The max tagged assets to be tracked at one time would be 3 if all windows were being initiated at the exact time.

6. Do we have to pre-print some information on the RFID tags? If Yes, then please explain what that information possibly may contain. No, human readable information is not required on the tags/labels.

7. Do we have to pre-print some information on the Barcode Labels or your staff will print by themselves? If Yes, then please explain what that information possibly may contain. No, human readable information is not required on the tags/labels.

8. Do you need the solution for the base year, or do you need the Operational and Maintenance support (after the successful implementation) in the base year and other option years? Solution for the base year.

9. Can you provide the photographs of possible areas where the RFID tags based identification and tracking has to happen? See attached.

10. Can you provide dimensions (length x width x height) of areas/zones/locations where the RFID tags based identification and tracking has to happen?

Building 3885 Issue window #1 – 34.5”W x 48”H Issue window/door #2 – 36”W x 82”H Main armory door – 41.5”W x 79”H Dimensions of the entire armory – 20’W x 40’L

Building 10263 Cage door is 26”W x 75”H Total cage dimension – 20’W x 30’L

Building 5424 Issue Windows x3 – 36”W x 52”H Door – 48”W x 84”H Overall dimensions or armory – 19’W x 71’L

11. Do we have to reconcile/merge/share the data from three locations to a central server/location, or it will be manual job by the Air Force Base staff? The systems do not need to communicate with each other. Each location will operate independently, so information sharing from location to location is not required.

12. We are assuming that CAC data related records will be manually provided at each location’s implemented RFID software solution; so CAC data along with associated attributes can be linked with the RFID data. For example, updated CAC related data is provided in Excel File each day/week/month/year which is them imported in Fixed RFID Reader and Handheld RFID Reader Software Solution. Let us know if this assumption is not correct. This is correct.

13. Can Handheld Readers be used anywhere among three locations, or each handheld RFID reader will have designated location? Each location will have their own handheld RFID reader that will work independently (locations will not be linked together).

14. Do you have any preference for SBA 8(a) certified business for this solicitation? No specific preference for 8(a).

15. How is equipment stored? Is RTLS required or hand scanner in search mode? Equipment is stored in secure locations such as the armory or the equipment cage. RTLS is not required, however, inventory must be able to be conducted utilizing the hand scanner in search mode.

16. How many reports are anticipated? Are reports to be viewed/printed from within the software? Are there any email requirements? Scheduled reporting periods? Integration with other systems? The only reports that would be generated are inventory reports. There are not any email requirements and there is not a need to integrate with any other systems.

17. Is contractor to provide server and supporting UPS/Backup/Storage? Is AF OS image required? No, the government will provide laptops.

18. Will system interface with AF network to validate current users or use CAC information from card only? CAC information only, this system will not be connected to the AFNET.

19. Where and how is this information maintained? The information will be maintained within the system software. Data will be loaded into the software database by the contractor and the government will follow up with any potential updates.

20. Will AF maintain Users/Permission Levels within the software? Yes.

21. If RFID site survey determines additional devices required for full coverage, will AF accommodate higher device quantities than scoped in 2.25? Contractors are encouraged to submit their solutions based on what their solution is.

22. 2.23.The contractor may use UHF or suitable substitute RFID tags and readers but must have a read range up to 10 meters. From fixed readers and/or using a handheld? From fixed readers. There is not an expectation for RTLS outside of the armory or equipment cage.

23. If quoting “or Equal”, does the alternative software require a current ATO? If so, will AF support the Information Assurance process with inputs from Contractor? Yes the software would require an ATO and the government would support the IA process.

24. Will the software integrate with any other system? No, the system is stand alone.

25. Can the system operate in a segregated network (e.g.; a network DMZ)? This system will not operate in a network. It must be a stand-alone system and will only be required to operate with the location that the equipment will be installed.

26. Will contractor have access to system post-install for maintenance, updates, and support? Yes. The contractor will coordinate with the Program Manager to establish a date/time for the visit.

27. Are buildings networked currently? The buildings do have LAN however this system is not to be connected to the AFNET.

28. Is wireless LAN allowed or wireless BLE allowed? This system will not operate in a network. It must be a stand-alone system and will only be required to operate with the location that the equipment will be installed.

29. Please confirm if TAA compliant hardware is required.

Yes, TAA compliant hardware is required.

30. Will you provide back up power for the hardware or will the solution provider be responsible. If you will not provide backup power, please provide specifications, including duration, for the back up power. The Government will provide the backup power.

31. The specifications require 10 meter read range which requires larger tags than may be suitable for certain asset types. Please clarify how this should be addressed. Not being a subject matter expert, the government is not aware of the solution. The government encourages contractors to establish their own solution and provide to 502 CONS.

32. Will you provide computing devices (e.g., desktop, laptop, tablet) at each read point. If so, please indicate manufacturer and model. If not, please confirm that the light stack will be the only form of read point validation. The government will provide laptops in all three areas. Confirmation on brand and model number is still needed.

33. Can we assume that the computing devices will meet our minimum hardware, software, and performance requirements. Yes.

34. How will data importing and synching be accomplished. Need contractor to provide a solution.

35. Are you requesting services to apply tags and commission the assets onto the system. Yes, the tags will need to be affixed to the equipment and added into the system by the contractor.

36. if you are specifying tag and barcode manufacturer and model, please indicate the quantities. Please note, we do not believe one tag and barcode type will be suitable for all assets due to size. The SOW outlines the need to tag 4,040 weapon systems, 2,400 magazine sets, 195 Vision Enhancement Devices, 525 communication devices, and 1,000 expandable batons. The government requires the tags or labels not to alter the equipment in any way. Labels with adhesive backing may work on communication devices, magazine sets, and vision enhancement devices but they may not be ideal for weapons systems.

37. Please indicate what size restrictions and/or requirements exist for tags and labels. If there are multiple requirements, please indicate volumes. The SOW outlines the need to tag 4,040 weapon systems, 2,400 magazine sets, 195 Vision Enhancement Devices, 525 communication devices, and 1,000 expandable batons. The government requires the tags or labels not to alter the equipment in any way. Labels with adhesive backing may work on communication devices, magazine sets, and vision enhancement devices but they may not be ideal for weapons systems.

38. Please indicate tag quantities based on metal mounting versus other surfaces. The SOW outlines the need to tag 4,040 weapon systems, 2,400 magazine sets, 195 Vision Enhancement Devices, 525 communication devices, and 1,000 expandable batons.

39. If you can not indicate tag types by model number and quantity, please provide clarity as to how you would like tags and barcode labels quoted. The government is not looking for any tag or label in particular. The government is requiring a solution that will affix to a piece of equipment, not damage or alter the equipment, and is rugged enough to stay in place to serve the function that is outlined in the SOW. The government understands that one tag or label that may be ideal for one piece of equipment, may not be ideal for another. The SOW outlines the need to tag 4,040 weapon systems, 2,400 magazine sets, 195 Vision Enhancement Devices, 525 communication devices, and 1,000 expandable batons. The government needs a solution that will be feasible to successfully operate. The contractor is encouraged to provide their solution to 502 CONS.

40. The pricing table sets forth a quantity for Labor Categories (e.g. RFID Project Manager - QTY - 52). Assuming the quantities indicate hours, can the Offeror change the quantities. If the quantities indicate other than hours, please specify. Please project labor hours and provide them in the solution. The government is not set on certain number of hours, the contractor should supply that information within the solution.

41. The requirements specify very detailed specifications for hardware that indicate a specific hardware model number. If a specific model is intended please indicate the model. If no specific model is required, please indicate if the Offeror may propose hardware that may not meet the specifications but will meet the overall solution requirements. The government is not looking for a specific model for the equipment. The contractor is encouraged to establish a solution and submit to 502 CONS.

42. The pricing table sets forth quantities of fixed readers, can the Offeror change the quantities provided the solution will meet the stated requirements. Yes, please submit your solution to 502 CONS.

43. Please provide images of all door entries and turn-in windows (both sides). See attached

44. Please provide images of how the assets are stored. See attached

45. Please confirm that the offeror is required to install and commission the barcode labels in addition to the barcode tags. Labels or tags are to be used to track the status on the equipment. Some equipment may not support tags so labels could be used and vice versa. The government is looking for the contractor/vendor to establish the solution.

46. As answers to questions will likely be received only days before the quote submission deadline, please consider an extension of at least one week from when answers are provided. This will be determined by 502 CONS

47. Will the Government consider not requiring the Offeror to perform tagging services as the Government can procure these services directly at substantial cost savings. No, all services must be done by the contractor. The government is in need of a turn-key system.

48. What are the restrictions pertaining to the tagging services, example: how many hours per day, weekends, age restrictions, etc. All services would be rendered during normal business hours of Monday – Friday, 7 a.m. to 4 p.m. Please specify if hours outside of the normal business hours would be necessary. All contractors must be a minimum of 18 years old to enter any project sites.

49. Will the government be willing to utilize it’s own airman pool to perform tagging efforts and we provide onsite oversight and train the trainer which will save this project a tremendous amount of labor savings. No, all services must be done by the contractor.

50. Please confirm there is no existing software of system the new RFI system will need to pass data to? There is not an existing software system.

51. Please confirm there is no specific Asset Management Software you prefer, as not all software requires device licenses that you’ve requested? There is not a specific Asset Management Software the government is looking for.

52. Please confirm the Asset Management Software does not require an ATO? Approval has been gained by the 502 Communications Squadron. An ATO was not a requirement.

53. You note you’d like the RFID reader to have 2 antennas. What method was used to determine 2 antennas would provide adequate RF coverage? Please confirm you do not have a preferred type of antennas, and this is up to contractor discretion? This is the contractor’s discretion. The recommendation for 2 antennas was established by measuring the area and comparing to similar system in Joint Base San Antonio.

54. What do the CAC readers attach to? Please confirm that the fixed reader locations will not require CAC authentication for use? CAC Readers will be affixed to armory issue windows and the equipment cage. Fixed readers will not require CAC authentication.

55. What method of attachment is required for the CAC readers? Whatever the contractor deems to be the best solution. The CAC readers cannot be drilled into walls or doors.

56. If the CAC readers attach to the handhelds do you require the reader software too? Yes.

57. What size metal mount tags are needed? Will you please supply tag pictures and asset count numbers? There is not a current system in place to show comparison. However, the SOW outlines the need to tag 4,040 weapon systems, 2,400 magazine sets, 195 Vision Enhancement Devices, 525 communication devices, and 1,000 expandable batons.

58. Do you need any human readable information on the outside of the tag? There does not need to be anything readable on the outside of the tag, it just needs to be able to be tracked utilizing RFI.

59. What size bar code labels are needed? This information is unknown by the government. The contractor should establish a solution and submit to 502 CONS.

60. What pre-printed information is needed on the label? There does not need to be anything pre-printed on the label.

61. How were the hours determined for this effort – i.e. for all the Sr. Program Manager, etc.? This was just an estimate. The contractor is encouraged to work their labor in to their solution.

62. What type of floor plan is required? i.e. location of the stationary readers or something additional? Please see attachments.

63. What type of furniture design is required? Please see attachments.

64. SOW 2.1 states to conduct a site survey to assess the current armory layout, equipment types and quantities, and RFID system requirements. How was the equipment determined for the solicitation? Has there been any Spectrum Analysis captures performed that ensures no RF interference in areas of coverage requested? A site survey that was conducted on 4/17 for potential contractors to come out and survey the area.

65. SOW 2.8 states the RFID system shall be capable of maintaining accountability while stored within the existing armory storage units (metal in material). Please confirm you are not expecting real time location of tagged assets with a fixed reader, and the plan is to manually scan the lockers with handheld? The government needs a solution that will allow for inventory of weapons to be conducted while the weapons are in the armory. This should be accomplished with a handheld scanner. The government understands that a real time location tracker for the assets is not a feasible option, so the government needs a solution that allows the asset to be tracked by the name of the individual of who it is issued to.

66. Specifications/Statement of Work Paragraph 2.1 Site Survey- which CLIN (0001 through 0013) should the FFP price for the site survey be proposed against? The site survey was conducted in order for the contractor to see the areas in which the RFID system would be installed and utilized.

67. Specifications/Statement of Work Paragraph 2.20.1 Weapons and 2.20.5 Weapon Magazine Sets- If awarded, will the work require the winning offeror to handle weapons and/or weapon magazine sets? If so, please confirm they are di-militarized and only for training purposes? The government has both demilitarized weapons and live weapons. The live weapons are utilized for marksman qualifications and weapons familiarization. The expectation is to have a system that will not interfere with the weapon. A Combat Arms Training and Maintenance member will be present will the live weapons are being tagged and inputted into the database.

68. Specifications/Statement of Work Paragraph 2.20.1 Weapons and 2.20.5 Weapon Magazine Sets- If awarded, will the work require the winning offeror to tag/label weapons and/or weapon magazine sets? Yes, please see answer above.

69. Request for Quotation p. 1 and p. 2 Pricing Table, p. 3 (top of page) Company Information- should the offeror complete pages 1, 2 and top of page 3 provided with the RFQ? Or may the offeror complete those sections in a separate document prepared by the offeror but which contains all of the information requested by the Government? You may submit an additional document prepared by the offeror with this information, however, you must also complete the fill-in portion in the RFQ. If your line items differ from what is specified in the RFQ, you may include your own in the separate document but please make sure to reference this in the RFQ.

70. Request for Quotation p.2 Pricing Table- Are CLINs 0007 through 0012 FFP Labor CLINs? If so, can offeror change the number of hours from those listed as “Unit EA” for CLINs 0007 through 0012? Yes. You also may include a separate document with your own CLIN breakdown.

71. Can the offeror propose a planned FFP billing schedule? Yes.

72. Request for Quotation p. 5 Paragraph 7.a.(v) Price Reasonableness. Should the sentence “Technical acceptability will be determined by an evaluation of the quoted requirements that meet the criteria contained in the solicitation to include the submission of a proposed floor plan and furniture design.” be moved up to 7.a.(iv) Technical Factor? No, this statement is expanding on what is considered during the evaluation for price reasonableness.

73. Request for Quotation p. 5 Paragraph 7.a.(v) Price Reasonableness. Should “…the submission of a proposed floor plan and furniture design” be done as part of the price quote or as separate documents? Could be submitted in the Price Quote or a separate document. Any documents submitted with pricing is considered as a package and will be evaluated for technical acceptance.

74. Will you please give a 2 week extension after Q&A is released to allow sufficient time for the technical quote and price quote to be compliant with all requirements as clarified by the Q&A? Without this clarification on instructions and requirements, offerors are not able to prepare compliant quotes. A two week extension will be issued with Amendment 06, which will include this set of Q & A and pictures of the site.

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