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RFI Question and Response Project: Eglin AFB, FL - Physical Security System Maintenance Solicitation: FA481926Q0045 Event: Post Site Visit RFI Use the following CLIN Structure when pricing the quote:
| CLIN |
| Description |
| Unit of Issue |
| Quantity |
| Unit Price |
| Total Price |
| 0001 |
| Platinum Agreement |
| Month |
| 12 |
| 0002 |
| Quarterly Preventative Maintenance |
| Each |
| 4 |
| 0003 |
| Annual SUSP Lenel Upgrades |
| Each |
| 1 |
| 1001 |
| Platinum Agreement |
| Month |
| 12 |
| 1002 |
| Quarterly Preventative Maintenance |
| Each |
| 4 |
| 1003 |
| Annual SUSP Lenel Upgrades |
| Each |
| 1 |
| 2001 |
| Platinum Agreement |
| Month |
| 12 |
| 2002 |
| Quarterly Preventative Maintenance |
| Each |
| 4 |
| 2003 |
| Annual SUSP Lenel Upgrades |
| Each |
| 1 |
| 3001 |
| Platinum Agreement |
| Month |
| 12 |
| 3002 |
| Quarterly Preventative Maintenance |
| Each |
| 4 |
| 3003 |
| Annual SUSP Lenel Upgrades |
| Each |
| 1 |
| 4001 |
| Platinum Agreement |
| Month |
| 12 |
| 4002 |
| Quarterly Preventative Maintenance |
| Each |
| 4 |
| 4003 |
| Annual SUSP Lenel Upgrades |
| Each |
| 1 |
| 5001 |
| Platinum Agreement |
| Month |
| 6 |
| 5002 |
| Quarterly Preventative Maintenance |
| Each |
| 2 |
| No |
| RFI Question |
| Dongle ID: 49104 |
| Dongle ID: 132207 |
| Dongle ID: 182142 |
| 1 |
| Please provide the complete Lenel inventory associated with Dongle IDs 49104, 182142, and 132207, including all readers, controllers, panels, software licenses, and covered buildings. |
a. Best listed by Dongle>Building>Controller>Doors from reports (Reader, Input and Outputs, Cardholder reports in PDF/Excel). If they must be redacted having the buildings/dongles/controllers and the number of their associated doors at minimum.
b. Locations of controllers (Building/Floor/Room) Section 1.1.1 table for 53 WG/IP Lenel Dongle ID# 49104 within the SOW has been updated to include all bldg. locations, controllers, readers, panels, and associated hardware.
Also panels and readers are supplied by pdf reports from the system.
[Section 1.1.1 table for 53 WG/A3Z Lenel Dongle ID# 182142 within the SOW has been updated to include all bldg. locations, badge camera, badge printer, controllers, readers, panels, and associated hardware.
Also panels and readers are supplied by pdf reports from the system.] Section 1.1.1 table for 53 WG/A3Z Lenel Dongle ID# 182142 within the SOW has been updated to include all bldg. locations, badge camera, badge printer, controllers, readers, panels, and associated hardware.
Also panels and readers are supplied by pdf reports from the system.
| 2 |
| Please specify the buildings included as 351 is the only building specifically listed. Please clarify “other associated buildings” |
| 351 |
| in Bldg 351, rooms 303 H/I/J, 403, and 406 |
| 60, 64, 351, and 985 |
| 3 |
| What versions of Lenel OnGuard software, firmware, and licensing are currently deployed under each Dongle ID? |
| There 1 software license under Dongle 49104 and it is running Version 8.2.524.0 |
| Onguard version 8.2.524.126 Firmware version 1.291 on Controllers |
| There are 6 software licenses under Dongle 182142 and they are: 182142, 182143, 182145, 182152, 182153, and 182154 |
| 4 |
| Is Lenel SUSP currently active for all identified dongles, or will reinstatement costs be required? |
| Yes, the Lenel SUSP for Dongle 49104 is active and does NOT include reinstatement costs. |
Yes, the Lenel SUSP for Dongle 182142 is active and does NOT include reinstatement costs.
| 5 |
| Please provide service history for the previous 12–36 months, including: |
a. Number of emergency/non emergency calls
| Records have not been kept on file for service calls by 53 WG/IP |
| New System Installed 18 Months |
Christopher Montale 402-590-6336 Andrea Singleton 816-686-4515 Joshus Lepper 520-820-4879 Prior to Aug 2025: 2 emergency calls: 1 card reader replacement and one maintenance service System was decentralized from TCP/IP to standalones in August – December 2025 and utilized all exiting equipment. The workstations/servers and paper printers are GFE.
Phillip Humphries: 850-882-2038 Sam Manthey: 850-883-0072 Trey Maulden: 850-883-0083 Christine Mehling: 850-883-0073
| 6 |
| Please clarify whether the contractor is responsible for providing all replacement hardware at no additional cost under the fixed-price contract, including controllers, readers, power supplies, strikes, and badge printers. |
a. Will on site IT be responsible for the Server/Client hardware The government is considering removing the requirement for parts to be included and will provide additional a confirmation of this course of action by 4 Aug 2026.
Yes, onsite IT will be responsible for server and client hardware.
The government is considering removing the requirement for parts to be included and will provide additional a confirmation of this course of action by 7 Aug 2026.
On site IT will replace the server/PC as needed, all Lenel software associated with the system and listed in question 1 will be under warranty.
The government is considering removing the requirement for parts to be included and will provide additional a confirmation of this course of action by 4 Aug 2026.
Yes, onsite IT will be responsible for server and client hardware.
| 7 |
| Please provide a list of equipment currently covered under manufacturer or installation warranty and the associated expiration dates |
| None |
| Unknown, the badging system was installed 19 months ago. |
| None |
| 8 |
| What minimum loaner equipment inventory is expected to satisfy the contract requirements? |
a. Typically we would look at power supplies, controller board, secondary board, and a reader but this can be adjusted based on discussion
| Power supplies, controllers, secondary boards, card readers. |
| Servers (1) / client workstation (1) cameras+badging station (1) |
| Power supplies, controllers, secondary boards, card readers. |
| 9 |
| Please list the number of clients/servers/printers/cameras+badging station associated with each Dongle ID |
| See list attached in the SOW. |
Dongle 182142: 1 client/server in Rm 106
| Servers (1) / client workstation (1) cameras+badging station (1) |
| See list attached in the SOW. |
Dongle 182142: 6 clients/servers, 1 camera + badge printer station
| 10 |
| Can emergency response be initiated remotely, or does the Government require physical on-site arrival within four hours? |
| IAW para 1.0.1 of the SOW, a 4-hour on-site response time is required. There are no remote capabilities. |
| No, due to no outside connectivity the system will not generate an emergency response. |
| IAW para 1.0.1 of the SOW, a 4-hour on-site response time is required. There are no remote capabilities. |
| 11 |
| Clarify Non-Emergency call “Ensure an 8-hour response…” Does next business day satisfy this response? |
| IAW para 1.6.1 of the SOW, non-emergency situations refer to failures at the individual component level that have a minimal effect on the overall functioning of the facility. Yes, physical response the next business day is acceptable. |
| Yes |
| IAW para 1.6.1 of the SOW, non-emergency situations refer to failures at the individual component level that have a minimal effect on the overall functioning of the facility. Yes, physical response the next business day is acceptable. |
| 12 |
| Please clarify the security clearance level (e.g., Secret clearance, proprietary background checks) and base credentialing requirements (e.g., CAC, DBIDS cards) for contractor personnel executing maintenance within secure or restricted areas on Eglin AFB. |
| Must be a verified US citizen. Dual citizens or Non-US citizens will not be granted access. |
Contractors will be escorted to Lenel Panel locations within facility.
| To access the base, DBIDS cards and employees must be a US Citizen; dual citizens or Non-US Citizens will not be granted access. |
| Must be a verified US citizen. Dual citizens or Non-US citizens will not be granted access. |
| 13 |
| Are there any integrated CCTV, video management systems (such as Milestone), or intercom systems that the contractor is expected to maintain alongside the Lenel OnGuard access control system? If so, please provide their inventory and licensing details. |
| No. |
| No |
| No. |
| 14 |
| What is the expected frequency for routine preventive maintenance (PM) services, and must PM tasks be executed during standard duty hours, or are they required to be completed after-hours or on weekends to minimize operational disruptions? |
| IAW para 1.0.2 of the SOW, the expectancy is quarterly and must be conducted during standard duty hours. M-F between 0600-1800 |
| With coordination, during duty hours is acceptable pending the amount of time required. |
| IAW para 1.0.2 of the SOW, the expectancy is quarterly and must be conducted during standard duty hours. |
| 15 |
| Will the Government provide secure on-site storage space, a staging area, or any Government-Furnished Property (GFP) at Eglin AFB for the storage of spare parts, loaner equipment, or contractor diagnostic tools? |
| Yes, we can provide secure storage for Dongle ID# 49104. |
| For Dongle ID# 132207 yes |
| Yes, we can provide secure storage for Dongle ID# 182142. |
| 16 |
| Please provide snapshots of the System Tree on all Lenel OnGuard servers included in this project with the Hardware section fully expanded. This will show all Access Panels and associated Readers attached to each server. |
| Section 1.1.1 table for 53 WG/IP Lenel Dongle ID# 49104 |
| We do not have a printer connected to the Lenel OnGuard servers; this task cannot be accomplished. |
| Section 1.1.1 table for 53 WG/A3Z Lenel Dongle ID# 182142 within the SOW has been updated to include all bldg. locations, badge camera, badge printer, controllers, readers, panels, and associated hardware. |
Also panels and readers are supplied by pdf reports from the system.
| 17 |
| Please provide a copy of the Access Panel report from all Lenel OnGuard servers included in this project. |
| Section 1.1.1 table for 53 WG/A3Z Lenel Dongle ID# 49104 within the SOW has been updated to include all bldg. locations, badge camera, badge printer, controllers, readers, panels, and associated hardware. |
Also panels and readers are supplied by pdf reports from the system.
| We do not have a printer connected to the Lenel OnGuard servers; this task cannot be accomplished. |
| Section 1.1.1 table for 53 WG/A3Z Lenel Dongle ID# 182142 within the SOW has been updated to include all bldg. locations, badge camera, badge printer, controllers, readers, panels, and associated hardware. |
Also panels and readers are supplied by pdf reports from the system.
| 18 |
| Please provide a copy of the Reader report from all Lenel OnGuard servers included in this project. |
| Section 1.1.1 table for 53 WG/IP Lenel Dongle ID# 49104 panels and readers are supplied by pdf reports from the system. |
| We do not have a printer connected to the Lenel OnGuard servers; this task cannot be accomplished. |
| Section 1.1.1 table for 53 WG/A3Z Lenel Dongle ID# 182142 within the SOW has been updated to include all bldg. locations, badge camera, badge printer, controllers, readers, panels, and associated hardware. |
Also panels and readers are supplied by pdf reports from the system.
| 19 |
| Please confirm if all Lenel OnGuard physical servers, client workstations, badge printers and badging video capture cameras are to be included in the maintenance cost of this project or if they will be GFE as needed? If they are to be included, please provide a complete list with counts of this equipment. |
| Client workstations/computers and servers are maintained by and will be GFE. |
All items listed in Section 1.1.1 of the SOW will be included in this maintenance contract which includes badge printers, cameras, and software.
| Software for the server and client workstation, cameras+badging station, video capture cameras will be included. |
| Client workstations/computers and servers are maintained by and will be GFE. |
All items listed in Section 1.1.1 of the SOW will be included in this maintenance contract which includes badge printers, cameras, and software.
| 20 |
| Please confirm if Dongle ID 182142 includes multiple buildings and multiple servers or if the multiple buildings mentioned at the site visit have separate partitioned client workstations communicating to a single physical server? Lenel OnGuard typically only has a single physical server per Dongle ID that communicates to multiple Lenel Access Panels via network TCP/IP communications. |
| No, Dongle 49104 does not include multiple bldgs. |
| Dongle ID 132207 is only located in Bldg 351, rooms 303 H/I/J, 403, and 406 |
| Yes, Dongle 182142 includes multiple bldgs. as defined in Section 1.1.1 table for 53 WG/A3Z Lenel Dongle ID# 182142. All bldgs. (60, 64, 351, and 985) and complete equipment listing and quantities are defined. Also a reader report with associated panels is also provided via pdf. |
Dongle 182142 contains 6 software licenses tied to the same dongle. The main server for Dongle 182142 resides within bldg.. 351, room 503 as indicated in Section 1.1.1 table for 53 WG/A3Z Lenel Dongle# 182142 as it contains the only badge printer and camera for this dongle. The additional five (5) workstations under this dongle are standalone and do not communicate with the main badge system via TCP/IP. Each badge once created in bldg. room 503 must be entered into the applicable systems manually.
Please refer to question 3 that answers the software and licenses under this dongle.
| 21 |
| Please confirm if any of the Lenel OnGuard servers included in this project are running in Redundant Server configuration (online spare backup server)? |
| No |
| 692nd – NO. |
| No |
| 22 |
| Please confirm if your IT Dept is running Lenel OnGuard database backups, how frequently and if the backups are moved to a separate storage location (not left on the native server)? |
| Database backups will be stored on a device located inside of the server system. |
| 692nd. DB Backups are automatic and completed 3 times per day and copied to external USB and kept for 1 month. |
| Database backups will be stored on a separate device and not partitioned on the workstation. |
| 23 |
| Please confirm if any remote access to all included Lenel OnGuard servers can be granted to vendors on an as needed basis? |
| No capability for remote access as these are standalone machines. |
| Remote access is not allowed; this is a standalone machine |
| No capability for remote access as these are standalone machines. |
| 24 |
| What are the requirements and any associated costs for vendor technicians to gain base and building(s) access during the term of this project? |
| The vendor technician must be a US citizen. They will be provided with a POC name and phone numbers for the applicable system by one of the Authorized Government Representatives (AGRs) |
| Vendor must be a US Citizen; dual citizens or Non-US Citizens will not be granted access. |
| The vendor technician must be a US citizen. They will be provided with a POC name and phone numbers for the applicable system by one of the Authorized Government Representatives (AGRs) as noted in Section 1.0 of the SOW should the AGR not be able to be present. |
| 25 |
| CLIN 0001 is a single firm-fixed-price line item for Physical Security System Maintenance, while the SOW describes three elements: the Platinum Agreement (¶1.0.1), quarterly preventive maintenance and inspection (¶1.0.2), and annual Lenel SUSP upgrades (¶1.0.3). Does the Government require (a) a single bundled price per CLIN, or (b) a breakout of the three elements? |
See updated CLIN structure.
| 26 |
| The base period is shown as 01 August 2026 through 31 July 2027, with offers due 31 July 2026. Should offerors price (a) twelve months from date of award, or (b) a base period with a fixed end date of 31 July 2027? |
Pricing should be based on 12 months from date of award.
| 27 |
| FAR 52.217-8 provides for continued performance at the rates specified in the contract. Should CLIN 5001 be priced (a) at the Option Year 4 monthly rate, or (b) independently escalated? |
CLIN 5001 will be included for evaluation at the rate of the last option year.
SOW ¶1.0.1 provides that equipment repairs and replacements are included at no additional charge, covering both labor and materials, while ¶1.6 and ¶1.6.3 contemplate calls placed against an established Price List with associated rates.
This solicitation establishes firm-fixed-price CLINs only, with no parts or ordering line item. We note these provisions appear substantially unchanged from the predecessor FA2823, which contemplated an approved Price List as the ordering mechanism.
Request the Government confirm which of the following applies:
(a) The Price List serves as the ordering mechanism for replacement equipment; or
(b) All replacement is encompassed within the firm-fixed-price CLINs.
The government is considering removing the requirement for parts to be included and will provide additional a confirmation of this course of action by 4 Aug 2026.
| 28 |
| Request confirmation that the Price List required by SOW ¶1.0 is a post-award deliverable and is not evaluated. The Evaluation Factors define Total Evaluated Price as the total proposed for CLINs 0001, 1001, 2001, 3001, 4001, and 5001. |
The government is considering removing the requirement for parts to be included and will provide additional a confirmation of this course of action by 4 Aug 2026.
| 29 |
| Confirm the bid date and time listed above are unchanged. |
| Deadline for proposals is identified on the solicitation. The date/time identified on the SAM interface holds precedence. |
| 30 |
| Construction cost estimate or a construction cost range for the project. |
| No cost estimate/construction cost range; this is not a construction requirement. |
| 31 |
| Planholders list/bidders list |
| No planholder/bidders list; this is a commercial service requirement under RFO 12. |
| 32 |
| Additional addenda after addendum 1? If so please attach them to this response. |
| All amendments to the solicitation will be posted on Sam.gov. Offerors must acknowledge receipt of all amendments when submitting a quote. |
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