USAFA_CCLD_AV_Site_Visit_Q As.docx

USAFA CCLD AV Site Visit Questions and Answers 6 April 2015

Question #1: Please clarify the relationship between this requirement and Gift 0001 & Gift 0002 CLINs.

Answer: Synopsis/Solicitation FA7000-15-T-0025 is being procured separately from Gift 0001 & Gift 0002. All items must be interoperable after installation. Award of contract stemming from FA7000-15-T-0025 does NOT ensure the follow on contract for the Gift CLINs. Information for Gift CLINs is included in FA7000-15-T-0025 for informational purposes only. Gift CLINs will be procured by the USAFA Endowment, Inc.

Question #2: Are there special requirements for soundproofing/dampening due to the hard surfaces in any of the rooms?

Answer: There are no special requirements the government is aware of; however, if soundproofing/dampening needs to be addressed in a particular room, that should be discussed in the quote for technical consideration by the government.

Question #3: What sort of structural support is in place behind the TV mounts in the conference rooms?

Answer: Both plywood and sheet metal strapping

Question #4: Which Comm closets are used for each room?

Answer: System connectivity and functionality being met is the priority. Contractors may use which closet works best unless specified otherwise. Some rooms are self-controlled. Refer to the specifications.

Question #5: Which rooms require consideration for video conferencing sound quality?

Answer: Only Conference Rooms 166 (Wing Honor Conf Rm) and 204 (Large Conf Rm)

Question #6: SET ASIDE -- Will there be any special considerations made for A/V integrators partnering with any of the following?

· Woman Owned Small Business (WOSB)

· Veteran Owned Small Business (VOSB)

· Service Disabled Veteran Owned (SDVOSB)

· 8(a), 8(m) SBA Certified

· GSA IT Schedule 70 Contract holder (GS-35F-0112Y)

Answer: This requirement is being procured as a Total Small Business Set-Aside with no socio-economic special consideration.

Question #7: WORKING WITH OTHER TRADES -- Under what conditions will the A/V installation end date be amended should the actions of another trade affect the ability to meet the schedule?

Answer: It should be anticipated that other trades will be in the building (i.e. building contractor, furniture installers). However, the schedule must be met.

Question #8: CABLING SPECIFICATIONS -- Crestron has been "automatically updating" certain pieces of equipment to the new 4K specification (Ultra HD) at no charge. In order to future-proof and ensure that all infrastructure (CAT Type cable) that carries "digital video", DM or HDBaseT, the cable should be formally specified as CAT-7 SHIELDED (with proper Armored RJ-45 type terminations).

a. Please clarify what Govt’s expectation will be, as this type of cable and connector is exponentially more expensive than that required for the “standard high-definition/non-4K compatible” spec.

b. Furthermore, if any portion of this infrastructure cabling is required to be terminated by others (eg – “Govt”), please confirm the Govt agrees to accept responsibility for utilizing this type of cabling and connectors, and maintaining the signal integrity at points of termination.

Answer: CAT-7 Shielded cabling to meet DM and HDBaseT performance standards is considered an “or equal” specification and should be identified/discussed as such in the contractor’s quote for technical consideration by the government.

Question #9: SHADES AND LIGHTING CONTROL -- Typically the shades are the last to be installed, and the electrical contractor is long gone by the time the AV contractor has to hook up to the systems. Therefore:

a. What assurance do we have the lights and shade contract(s) are calling for the availability of the proper type of control interface?

b. Who's responsibility is it if we do not have the proper type to control?

c. Can the Govt provide detailed spaces and documentation for the subsystems we will be connecting to?

Answer: 9a & c: detailed specifications and system design documents can be provided if requested.

9.b. The contractor submitting the quote in response to this RFQ is ultimately responsible for providing the proper equipment and necessary interfaces to control the lighting and shade systems installed in the building.

Question #10: SEMINAR / LARGE CONF / WING HONOR, ETC -- If the AV system talks to the lights (usually only for "house lighting"), has the Factory Install Consultant for the lighting control solution been put on notice that the A/V system needs to connect, and will they be available to us during commissioning and test?

Answer: No.

Question #11: TRASH – Will the Govt be providing dumpsters onsite for the A/V Integrator to use?

Question #12: STAGING ONSITE -– Will a safe/secure/dust-free location be made available within the building for the A/V Integrator to store equipment? If not, can we provide a Conex storage container and locate it onsite/close to the CCLD?

Answer: No safe/secure/dust-free location is available within the building for the A/V Integrator to store equipment. Yes, with prior government coordination on the specific location, a Conex storage container may be located on-site.

Question #13: WORKING HOURS – Please advise what the onsite working hours will be. What are the site working hours?

Answer: M-F 0530-1830.

Question #14: WEEKEND ACCESS – Will we be allowed to work over the weekends if need be? What will the Weekend hours be?

Answer: SAT 0630-1500 (Tentative – On a case by case basis only when approved by the Contracting Officer due to weather delays.)

Question #15: DROP SHIPMENT OF PRODUCT—Will we be allowed to drop ship equipment and materials (all matter of large/small items) to the Academy?

Question #16: The RFQ states:

”This is a combined synopsis/solicitation for Brand Name or Equal commercial items, prepared in accordance with the format in FAR Subpart 12.6, as supplemented, with additional information included in this notice.”

Attachment 2 – CCLDS AV Systems and Equipment” states in section 1.8.A “The Contractor may propose “or equal” equipment, and must be identified as “equal.”

Attachment 2 – CCLDS AV Systems and Equipment” states in section 1.8.a “Proposed alternate equipment will receive careful and equitable consideration. Performance parameters must not depart from the overall intent of the design and operation of the system. All alternate equipment shall be accompanied by full technical aspects shall be adequately addressed in the technical capabilities documents. Any “or equal” items must include, in addition to the brand name, a general description of those salient physical, functional, or performance characteristics of the brand name item that an “equal” item must meet to be acceptable for award.”

The RFQ item 2.b. states:

“To assure timely and equitable evaluation of quotes, the quote must follow the instructions contained herein. Failure to meet a requirement may result in a quote being ineligible for award. Alternative quotes will not be accepted. The quote shall consist of two (2) separate volumes; Part I - Price, and Part II –Technical Capabilities.”

This appears to be a contradiction, please clarify.

Answer: There is no contradiction between Attachment 2, section 1.8.a. and RFQ, item 2.b. Contractors have the latitude to submit “or equal” solutions to government requirements, per instructions contained in the RFQ. Government technical evaluation of the quote will determine if an “or equal” item meets government requirements. The alternate quote would be considered a major deviation from the specifications. It is not in reference to “or equal” parts being quoted.

Question #17: Drawing AV-306 (Media Room) only has a semi-matching equipment list in Exhibit C – CCLD Equipment List Media Room 131 (Gift 0001). The items depicted in that equipment list are not to be procured under this RFQ according to the RFQ section “1. Item Descriptions”. The information was provided for informational purposes only. However, there are items on the drawing which are missing from the equipment list. Will the missing items depicted in this drawing be provided as Government furnished equipment?

Answer: No, inconsistencies between drawings and Exhibits/Attachments should not be assumed to be Government furnished equipment (GFE) unless specifically identified or labeled as GFE in the government’s RFQ. Drawing AV-306 should be considered as the definitive government requirement to meet system performance intent for the Media Room (rm 131). RFQ technical inconsistencies should be identified when submitting quotes and have accompanying detailed and costed solutions when submitting Exhibit C quote for consideration.

Question #18: What is the manufacturer and model number of the Video Production Switcher depicted in drawing AV-306?

Answer: Recommended item make/models are specified in Exhibit C – CCLD Equipment List Media Room 131 (Gift 0001); however, since these items will not be procured under this RFQ the final make/models may be subject to change but will retain “or equal” specifications.

Question #19: What is the manufacturer and model number of the Audio Mixer depicted in drawing AV-306?

Answer: The audio mixer is a government requirement for Exhibit C quote, but appears to be an inconsistency between the drawing and Exhibit C equipment list. Inconsistencies between drawings and Exhibits/Attachments should not be assumed to be Government furnished equipment (GFE) unless specifically identified or labeled as GFE in the government’s RFQ. Drawing AV-306 should be considered as the definitive government requirement to meet system performance intent for the Media Room (rm 131). RFQ technical inconsistencies should be identified when submitting quotes and have accompanying detailed and costed solutions when submitting Exhibit C quote for consideration.

Question #20: What is the manufacturer and model number of the Time Code/Sync Generator depicted in drawing AV-306?

Answer: The Time Code/Sync Generator is a government requirement for Exhibit C quote, but appears to be an inconsistency between the drawing and Exhibit C equipment list. Inconsistencies between drawings and Exhibits/Attachments should not be assumed to be Government furnished equipment (GFE) unless specifically identified or labeled as GFE in the government’s RFQ. Drawing AV-306 should be considered as the definitive government requirement to meet system performance intent for the Media Room (rm 131). RFQ technical inconsistencies should be identified when submitting quotes and have accompanying detailed and costed solutions when submitting Exhibit C quote for consideration.

Question #21: What is the manufacturer and model number of the Digital Recorder depicted in drawing AV-306?

Answer: Recommended item make/models are specified in Exhibit C – CCLD Equipment List Media Room 131 (Gift 0001) under “Recording/Media Computer”; however, since these items will not be procured under this RFQ the final make/models may be subject to change but will retain “or equal” specifications. Drawing AV-306 should be considered as the definitive government requirement to meet system performance intent for the Media Room (rm 131). RFQ technical inconsistencies should be identified when submitting quotes and have accompanying detailed and costed solutions when submitting Exhibit C quote for consideration.

Question #22: Can an assumption be made that the interfaces depicted in drawing AV-306 which are part of the “Media Room (GIFT0001) and mate to systems in CLIN0001 will have the interfaces shown even though the actual equipment interfaces could be different based upon the winning quote for that RFQ?

Answer: Yes the final make/models of items not procured under this RFQ may be subject to change but will retain “or equal” specifications.

Question #23: There are no functional requirements defining the operational characteristics of the system. Statements have been made in the supporting RFQ documents that the system design depicted in the RFQ drawings were based upon specific design requirements. Can the Government provide their functional requirements and/or any additional information in order to provide better operational insight and desired end result?

Answer: The government has no list of functional requirements (other than what is contained within the RFQ) available to cross-reference against the RFQ documents. Due to this condition, specific questions for additional information relative to an assumed government functional requirement should to be submitted to the 10th Contracting Squadron.

Question #24: Who is the Authority Having Jurisdiction for the AV project?

Answer: Cadet Wing

Question #25: Is Union labor required on this job site?

Answer: This is a new acquisition and there is no Collective Bargaining in place.

Question #26: Has the Government obtained all necessary permits for this project?

Answer: Yes

Question #27: Does the project manager need to attend project meetings in person or can they also attend via video and or telephone.

Answer: All are acceptable, however, attendance in person at critical meetings is required.

Question #28: Who will be providing proposals for the Electrical, Lighting and Shade work for this project so that we can coordinate with these trades prior to project award?

Answer: Electrical and Lighting is contracted to ECC. The Shades have not been contracted yet and are being done as a separate requirement.

Question #29: Is a project schedule available to bidders in order to gauge the level of effort required and when various resources would be required on site?

Answer: Yes. The schedule is available from Air Force Civil Engineer Center and can be provided to the vendor upon request. The AFCEC POC is Mr. Russ Henderer at 719-333-3316 russell.henderer@us.af.mil. The most current schedule will be posted as a separate amendment to this solicitation.

Question #30: What is the planned date that the Government will obtain their Certificate of Occupancy?

Answer: 4 Aug, 2015

Question #31: When will a contract be awarded for the AV portion of the project?

Answer: An exact date is not known at this time. IAW the synopsis/solicitation quotes are due no later than 4:00 pm Mountain Standard Time on Thursday, 24 April 2014. Quotes will then be evaluated IAW 52.212-2 as outlined in the synopsis/solicitation.

Question #32: Will secure storage be made available on-site in a conditioned space?

Answer: No secure or conditioned storage will be available on site.

Question #33: Attachment 1 – CCLD AV Systems General Requirements/Specifications Section 3.4 depicts testing requirements which appear to be excessive with the advent of digital interfaces co-locatable with the source or sink devices of an Audio-Video system. Some system interfaces/pathways may not provide an industry standard interface which is “testable”. In these cases, the tests actually become “not applicable”. Is the Government willing to wave the requested testing that is not applicable on current digital technologies?

Answer: Yes, on a case-by-case basis; when it is determined by the government that the requested testing would not yield any meaningful results as to whether the “item” under test is meeting or performing to standards.

Question #34: There is equipment depicted in some of the drawings which could be part of the deliverable equipment from a contractor, but is not listed on the “CCLD AV Equipment List”, such as the Digital Snake System Bridge on drawing AV-305. In these cases, is the equipment to be assumed to be Government furnished?

Answer: No, inconsistencies between drawings and Exhibits/Attachments should not be assumed to be Government furnished equipment (GFE) unless specifically identified or labeled as GFE in the government’s RFQ. Drawing AV-305 should be considered as the definitive government requirement to meet system performance intent for the Forum (rm 159). RFQ technical inconsistencies should be identified when submitting quotes and have accompanying detailed and costed solutions when submitting quote for consideration.

Question #35: Will it be possible to modify the cable raceways and paths depicted in the riser diagrams prior to installation or are these already installed?

Answer: All underfloor conduit is in place. There is limited opportunity above ceiling.

Question #36: How long of a period of time will exist before end of contract when all trades, other than the AV contractor, will be out of the individual rooms/spaces involved in the AV work and the rooms/spaces involved in the AV work will have a conditioned environment?

Answer: The AV contractor should assume that for the duration of the performance of the AV work that other trades (contractors) will be working/occupying spaces within the building. The AV contractor should assume that an environmentally conditioned/controlled environment will not be available any earlier than 4 Aug 2015.

Question #37: Will there be rack space in the OFE lectern in Conference Room 204? If so, how many RU’s?

Answer: No, the desired lectern model (Villa ProCtrl Acrylic Executive Lectern) does not have rack space. Please refer to Q&A #39 below, the lecterns are part of the Gift CLINs. Please contact the Endowment office for further clarification on Gift CLINs – see contact information in question #47.

Question #38: What is the manufacturer and model of the floor boxes?

Answer: Specifications contained in RFQ; see drawing AV-403

Question #39: Is the AV contractor providing all Lecterns for the project?

Answer: All four required lecterns are part of the Gift CLINs requirement.

Question #40: Does the proposal need to be delivered in hard copy or can it be emailed?

Answer: Per the synopsis/solicitation FA7000-15-T-0025 Section 2f, please submit all quotes via email to allison.norder@us.af.mil and jan.christensen@ us.af.mil no later than 4:00 pm Mountain Standard Time on Thursday, 24 April 2014.

Question #41: In room 204 are the ceiling speakers going in the hard lid ceiling or the drop tile portion of the ceiling? On the prints it shows drop tile.

Answer: Drop Tile; reference drawing AV-201, detail 2A.

Question #42: Will we be given an access badge for access to get on the base, or will we be escorted every day?

Answer: Badge.

Question #43: AV-301, AV-302 and AV-304 illustrate an output of the DM switch feeding the input of an “interactive pen display”. Is the annotation capability of this device to be used with both the dedicated pc and laptop input?

Answer: Yes, but not simultaneously and AV-301, AV-302, and AV-304 are different rooms connected to room-specific laptops and pen displays.

Question #44: AV-302 illustrates that the video teleconferencing cameras are routing through a “quad viewer”. How should each of these cameras be presented to the far end during a video teleconference (i.e. individually or as a group)?

Answer: Camera presentation to the far end during a VTC will be call-specific and configured within the quad-viewer; presenting a single video signal to the codec.

Question #45: Was the site visit mandatory?

Answer: No

Question #46: Is there a standard bid response form(s) to complete and submit?

Answer: Please refer to RFQ FA7000-15-T-0025 section 2b.

a. To assure timely and equitable evaluation of quotes, the quote must follow the instructions contained herein. Failure to meet a requirement may result in a quote being ineligible for award. Alternative quotes will not be accepted. The quote shall consist of two (2) separate volumes; Part I - Price, and Part II –Technical Capabilities.

Part I – Factor 1, Price: The quote must submit prices in accordance with Section 3 below and Exhibit B Equipment List, and must be inclusive of all work required within the solicitation. Pricing in both sections must be given in whole dollars (no cents). Within Exhibit B, the unit price multiplied by the quantity must equal the extended price to the nearest whole dollar.

Part II – Factor 2, Technical Capabilities: The technical capabilities are limited to 20 pages and must explain compliance with requirements, and assumptions. Conflict of interest issues must be identified, and include proposed resolution. Technical Capabilities documents must clearly define proposed equipment and narrative for “or equal” items and include proposed project milestones.

Question #47: Can you confirm the address for both the government and gift proposals

Answer:

Per the synopsis/solicitation FA7000-15-T-0025 Section 2f, please submit all quotes in response to the RFQ via email to allison.norder@us.af.mil and jan.christensen@ us.af.mil no later than 4:00 pm Mountain Standard Time on Thursday, 24 April 2014.

Quotes for the gift CLINs should be sent to:

USAFA Endowment, Inc.

Attention: Dennis Scruggs, CFO 3116 Academy Drive, Suite 200 USAF Academy CO 80840

Question #48: The pricing spreadsheet you provided has space for pricing of each of the line items (product) and Control System programming, but the spreadsheet does not include line items for Installation, Project Management, Engineering, and Warranty. How should these costs be documented within your spreadsheet (attached)? Are we allowed to add cells? Additionally, should we also submit our bid in our own company Quote format?

Answer: Please refer to question #46. USAFA does not require or desire a breakdown of pricing based on installation, project management, engineering, and warranty. Please do not add cells. A company quote format may be included, however, discrepancies between the different formats will be controlled by the pricing provided in section 3 PRICING (chart must be included in quote) of the RFQ as Part I Pricing.