Attachment 7 - QA with Pictures.pdf
PDF 15 MB Posted
- Solicitation number
- FA485526Q0033
About this file
This is a Questions and Answers document for a federal video teleconferencing (VTC) contract opportunity.
The contract is brand-new with no incumbent contractor and covers three rooms: Rooms 119 and 121 (22 ft by 22 ft with 9 ft ceilings) requiring an entirely new combined VTC system, and Room 515 (44 ft by 66 ft with 9 ft ceilings) requiring repair and fixes. For Rooms 119/121, the Government will provide no equipment; contractors must supply all components. Room 119 will house the cooling rack and VTC equipment while maintaining the ability to operate Room 121's VTC independently. Equipment specifications include displays, cameras, a DSP, ceiling microphone, codec, and control system. The Government accepts "or equal" products provided they are TAA-compliant and compatible with NIPR and SIPR networks. Room 515 currently has a Crestron TSW-1060-TTK-B-S touchscreen control panel and Cisco Webex Codec Plus (Model TTC7-25). Known issues include one non-operational 65-inch TV with frayed cables near the podium requiring rewiring, and two ceiling speakers without power requiring replacement. The customer requests cable remediation by routing them up walls and through drop ceiling panels to the server rack.
All VTC systems must support both SIPR and NIPR operations with a KVM switch for network selection. Programmable electronic message signs are not required. Microphones and speakers must be hardwired throughout the rooms (no wireless devices permitted due to SIPR use) to allow class participants to ask questions and be heard. Room 515 will remain a fixed-price repair contract; if component replacement is needed, the Contracting Officer will authorize changes. The four-year option support plan requires a 2-week response time after system malfunction notification, though offerors may propose alternative response times for Government consideration.
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1. Is this a brand-new contract?
Answer: Yes, this is a brand-new contract.
2. Is or was an incumbent performing these services?
Answer: No
3. Could you please provide the current / previous contract number?
Answer: No current contract number exists; no previous contract number is known.
System has been semi-operational for the last 5 years, original install date is unknown.
4. Are Rooms 119 and 121 one combined system or two separate rooms?
The PWS refers to “Open Storage Area – Room 119 & 121” and lists one set of core equipment with two displays, two cameras, one DSP, one ceiling mic, one codec, and one control system. Please confirm whether Rooms 119 and 121 operate as one combined VTC area or as two independent rooms requiring separate source/control/audio zones.
Answer: These two rooms will operate as one combined VTC. The customer would like the ability to shutoff the VTC in room 119 while still allowing the VTC to operate in room 121. Room 119 will house the cooling rack with the VTC equipment to operate the system.
5. Can the Government provide room dimensions, reflected ceiling plan, and photos of Rooms 119, 121, and 515?
This is needed to confirm display placement, camera coverage, ceiling microphone coverage, speaker coverage, cable pathways, rack location, and whether the listed quantities are sufficient.
Answer: Room 121 & 119 are 22ft by 22ft with approximately a 9ft ceiling. Room 515 dimensions are approximately 44ft wide by 66 ft long, ceiling height approximately 9ft tall.
6. For Rooms 119/121, is the Government requiring the exact listed equipment or are “or equal” products acceptable?
The PWS states brand names are for reference, and equivalent products may be proposed if they integrate with the existing infrastructure, but we should confirm that equivalent TAA-compliant Crestron/Biamp/Sennheiser/AVer/Cisco-compatible products are acceptable.
Answer: “Or equal products” are accepted but they must be compatible and allowed on the NIPR & SIPR networks.
7. Is the Cisco Webex Codec Plus Government-furnished and already available onsite?
The PWS lists one GFE Cisco Webex Codec Plus and one GFE Webex Room Navigator Control Unit. Please confirm these are already owned by the Government, functional, available for integration, and do not need to be supplied by the contractor.
Answer: No equipment is provided for rooms 119 & 121. Rooms 119 & 121 require an entirely new VTC system. Room 515 needs to be fixed, all equipment is installed.
8. Does the Government want the BYOD laptop to use the room cameras, microphone, and speakers over one USB connection?
The PWS calls out BYOD support, HDMI-to-USB conversion, and USB 3.0 extension. Please confirm the desired user workflow: laptop connects by HDMI/USB and uses the installed cameras, ceiling microphone, and speakers for Teams/Zoom/Webex.
Answer: This is for industry to determine. The system must be operational and fully controlled by one laptop.
9. For Room 515, can the Government provide the existing equipment list, make/model numbers, drawings, and current failure symptoms?
Room 515 is open-ended troubleshooting and repair. The PWS requires inspection of existing cameras, microphones, speakers, displays, codecs, converters, extenders, control systems, switching equipment, cabling, programming, and power supplies. Without the existing equipment list, pricing could vary significantly.
Answer: See answers to below questions and attached pictures for more information.
10. Should Room 515 be priced as a fixed repair scope, or should replacement parts be priced as allowances/options?
Because Room 515 may require replacement of defective or incompatible components, please confirm whether the Government wants a fixed-price repair based on assumptions, or a separate not-to-exceed/material allowance for unknown replacement parts.
Answer: Thank you for the suggestion. At this time, this will remain a fixed-price repair contract. If components or devices are found to require replacement, the assigned Contracting Officer will make appropriate changes.
At this time, we have one TV that powers on but doesn’t receive signal, and 2 ceiling speakers in the middle of room 515 that don’t receive power. The customer’s assumption is, the speakers need to be replaced and the TV needs to be rewired due to frayed cables on the floor near the podium. See attached picture.
**The customer would also like a solution to remove the cables on the floor near the podium, possibly running them up the wall, through the drop panel ceiling and back down to the server rack if possible. This would prevent future damage to the wires.**
11. Are programmable electronic message signs required to show classification/security status, room status, or custom messages?
Rooms 119/121 list two programmable electronic message signs, but the PWS does not clearly define what messages they must display, where they are mounted, or whether they integrate with the control system.
Answer: No electronic message signs are required nor where they requested from the customer. These rooms are located inside a secure classified area.
12. Are Rooms 119, 121, and 515 used for classified operations, SIPR, or only unclassified conferencing?
The PWS includes FIPS requirements when used for SIPR or other classified operations and says wireless, Bluetooth, cloud management, and recurring-license features must be disabled or excluded unless approved. Please confirm the classification level and whether SIPR integration is required.
Answer: All VTC systems will be used for both, SIPR and NIPR. A KVM switch will be needed to switch between SIPR and NIPR connections. Room 515 requires a new KVM switch to allow the VTC system to switch between NIPR and SIPR channels.
13. What are the required response times and limits for the four option-year VTC support plan?
The PWS asks for pricing to clearly identify response times, remote support, onsite support, service-call limits, labor-hour limits, parts/materials, travel, exclusions, and additional billable costs. GDL should ask if the Government has a preferred response time or if offerors may propose their own support structure.
Answer: The customer is requesting a 2-week response time after notification of a system malfunction. Offerors may propose a different response, the Government will take it into consideration.
14. Is it possible to provide details of the equipment currently installed in Room 515 and if possible, some pictures would be very helpful?
Answer:
Touchscreen control panel – Crestron, model: TSW-1060-TTK-B-S
Cisco Webex Codec Plus, video-conferencing processor – Model: TTC7-25
See pictures for additional information.
15. What and how many microphones. Just one on the podium or wireless?
Answer: Due to SIPR being used, there are no wireless devices. Microphones and speakers are located through-out the room in RM 515 and are expected to be in room 119 and 121 to allow class members to ask questions and be heard.
16. What and how many cameras and where are they located?
Answer: Please see attached diagram that we provided with the initial solicitation.
17. The amplifier and speakers currently in use?
Answer: In room 515 yes, besides 2 speakers that aren’t currently receiving power.
The assumption from the customer is that they need to be replaced.
18. The installed codec?
Answer: Cisco Webex Codec Plus, video-conferencing processor – Model: TTC7-25.
TV and speakers that are not currently operational. TV appears to be a 65". See questions and answers for more information
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Frayed cables
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File details come from the government source that posted it. Updated .