Contractor question Gov responses.pdf

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Contractor RFI’s

1. Section 1.3 calls for compliance with a timeline but no timeline is defined.

a. Please see SOW revision 02/18/2020

2. Section 1.4.2 states that only services specified are authorized and repairs must be approved by the COR but any downtime is to be paid for by the contractor. How would delays by the government be excluded from contractor’s exposure?

a. The government will be available IAW Sections 1.8.3 and 1.8.4. Any downtime that is the responsibility of the contractor shall be calculated by the CO and is defined in Section 1.4.2.

3. Section 1.4.3 states that the contractor shall procure all required repair and replacement parts. Is there a history for parts used to base our bid on? No information is provided how many bidders budget this expense?

a. This will be the initial maintenance contract for the camera system and no historical data exists. Budgeting for replacement equipment will be done by the owner/user. The contractor will provide the replacement equipment cost and source of supply to the government and the owner/user will procure the equipment and provide to the contractor.

4. The List of Equipment appears to be a survey of some time with some noted discrepancies such as LM3 needs 12 port switch, LM11 requires 110V power supply and may require trenching, UT1 possible pole mount does it need power – Are we to assume these comments have been addressed and all cameras are fully functional or are we to include these repairs?

a. The List of Equipment is from previous surveys and reflects the current condition of the system. Any repairs will be made after consultation with the COR and repairs will be made in accordance with the priority assigned by the COR. Repairs will be made to equipment as allowed by the owner/users budgeting restrictions. If the owner/users budget is exhausted, repairs will be postponed until funding becomes available.

5. The List of Equipment shows many cameras in need of licenses, does the Govt. have all required licenses or are we to provide them as part of this contract?

a. Any licensing costs will be the responsibility of the owner/user. Contractor is responsible for identifying requirements.

6. How does the government intend to identify the extent of required replacement parts to propose a firm fixed price? If no basis is provided how does the government propose contractors to adequately bid replacement parts, also how does the government intend to evaluate proposals for included materials which are not reimbursable?”

a. The contractor needs to work costs into his proposal, his forecasted amount of costs for potential repairs for the amount of cameras located on the base. It is a FFP contract, the Government will not be reimbursing the contractor for repair and replacement parts.

7. Item 1.1 states: "The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to

P a g e | 2 perform quarterly PMI as defined in this SOW except for those items specified as government furnished property and services (see attached List of Equipment)."

a. To clarify, the government will procure the cameras, and the contractor will provide everything else to PMI and repair/replace equipment for the exception of what is listed under, Government Furnished Items and Services:

i. Facilities: Security Forces will coordinate escorts, building access, communication room access and access to additional rooms and facilities as required.

ii. Utilities: The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities.

iii. Equipment: The Government will not provide any equipment for this contract.

iv. Materials: The Government will not provide any materials for this contract.

8. Item 1.4 - 1 states: "Notify COR if cameras need to be repaired or replaced."

a. The COR is responsible for procuring replacement cameras.

9. Item 1.4 - 3 Replacement Parts states: "The contractor will notify the COR if camera(s) need to be replaced; The Government will procure cameras."

a. The contractor is encouraged to keep the COR informed in order to procure the cameras in a timely manner.

10. These three items seem to indicate this is only a PMI & emergency service contract where any needed repairs are extra.

a. Repairs are also a part of the SOW. The purpose of this contract is to ensure existing camera systems are fully operational 24/7. It will be necessary to perform repairs as several of the cameras are not functional.

11. However, Item 1.4 - 4 states "upgrade software as required, and replace defective components as necessary,"

a. Software upgrade is currently being worked by the government.

12. Further Items 1.4 - 8, 9, 11, 14 & 15 also reference repairs and replacements.

a. This is true

13. This indefinite language makes it impossible to determine what the base wants/needs, to assess quantity and therefore price. Please clarify exactly what is called for.

a. The base is in need of a contractor that will keep the cameras systems fully operational 24/7. The base has not contracted this in the past, we are looking for continuity and consistency in the services provided by the contractor.

14. The equipment list starting on Page 2-3 and continuing on Page 7-27 doesn't reference any specific platform (system) specification. For example do you currently use Milestone Systems with the various cameras listed? This information is essential to better understand the SOW and what is necessary.

Please provide this information.

a. The software currently in use is Ocularis Enterprise Client v5.1

15. Finally, is there any information on the network that is currently in use? Meaning, not only the system

(software) but the version, as well as any peripheral equipment that may be connected such as: guard (work) stations, security office consoles, etc. Please provide this information.

a. The system utilizes the base internet network, utilizing Cisco WS-C2960-12PC-L Switch, the video is viewed through desktop computers at key locations throughout the installation. The primary location is at the Security Forces Squadron Law Enforcement Desk.

16. Does work cover network switches? If so, please clarify manufacturer/model and number of devices.

a. Cisco WS-C2960-12PC-L Switch

17. Does work include any cybersecurity activities? If so, please provide detailed requirements.

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a. No

18. Please clearly describe the existing video management system(s) including number of recording devices, locations, mfg./model, video management software, software version, etc. so that offerors can accurately estimate the required level of effort.

a. Ocularis Enterprise Client v5.1

19. Do offeror technicians need to be certified to work on the existing video recording equipment and software? If so, please provide the existing equipment and software manufacturer, model, version, etc.

to aid offerors in estimating the required resources.

a. 1.8.1 The contractor is highly encouraged to provide BOSCH Camera Operators Certification for all installers and programmers.

20. Supplies or Services and Prices/Cost lists CLINs. Description for the main CLIN 0001 lists the supply/service as "INFORMATIONAL CLIN FOR BASE YEAR. Inspect, test, clean and service all CCTV cameras and associated equipment in all locations present in Para. 1.8.5 of the SOW. PMI work shall be accomplished in accordance with (IAW) manufacturer and maintenance manuals specifications for that specific equipment. Restore unscheduled service outages with the timelines outlined in this Statement of Work (SOW). All the required work will be accomplished in accordance with United States Air Force regulations and industry standards. Product Service Code: J099 Signal Code: C9E" with a quantity of zero (0) and no listed unit. Sub CLIN 0001AA and 0001AB both state "SEE INFORMATIONAL CLIN Product Service Code: J099 Signal Code: C9E Firm Fixed Price" with a quantity of one (1) and unit of semiannual. These sub CLINs appear to be for the scheduled PM activities. Please clarify where and how offerors are to provide bids for the requirement "Restore unscheduled service outages with the timelines outlined in this Statement of Work (SOW)" such as adding a corrective maintenance CLIN for each performance period.

a. Please see SOW revision 02/18/2020

21. There is no associated CLIN for corrective maintenance. Please clarify how corrective maintenance is to be funded.

a. Please see SOW revision 02/18/2020

22. Solicitation heading Description/Specifications/Statement of Work section (page 6) and SOW 1.1 only specify performing PMI activities and do not indicate a requirement for corrective maintenance. Other locations in the SOW (i.e. 1, 1.3. 1.4.2) and solicitation appear to require corrective maintenance but there is no sub CLIN for corrective maintenance. Please clarify

a. Please see SOW revision 02/18/2020

23. SOW 1 indicates bi-yearly PM. SOW 1.1 indicates quarterly PM. SOW 1.4.1 indicates PMI in May and

October. Solicitation Description/Specifications/Statement of Work section (page 6) specified performing quarterly PMI. Solicitation CLIN listing only identifies semiannual deliverables. Please clarify conflicting PMI frequency requirements.

a. Preventative Maintenance Inspections are to be completed Quarterly, Scheduled maintenance and repair from those quarterly inspections are to be completed bi-yearly during the months of May and October.

24. Will there be a complete transfer of all prior historical system equipment inventory, repair records, etc.

to the successful awardee?

a. The historical systems equipment inventory will be provided, the repair records do not exist.

25. Will there be any onsite overlap between the incumbent and the successful awardee?

a. No, we do not have a contractor servicing the cameras.

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26. Are the systems currently being maintained under an M&S contract? If so, can the Government disclose the name of the incumbent contractor and the number of personnel currently staffed to provide the preventive and corrective maintenance services.

a. No, this is an initial PMI contract, the government does not have have a contractor maintaining the CCTV systems

27. Can the Government provide historical data regarding the number/frequency of routine and emergency calls, number of simultaneous calls, and scope of the associated maintenance actions for each of the three primary facilities (Hill AFB, LMTF, and UTTR) so that offerors can more accurately assess the required level of effort and resources?

a. No, this data does not exist.

28. Is the Base Camera System integrated with any other system (i.e. PACS, IDS, EMS, site networks, etc.)?

If so, please clarify the demarcation boundary between the camera system and these other systems as related to the preventive and corrective maintenance.

a. Yes, the base internet system

29. Please provide a detailed inventory of all ancillary items included in the system that are included in the

PMI scope paragraph 1.4 subitems 2-9. The SOW only lists cameras and provides insufficient information for offerors to provide a cost effective firm fixed price bid. This additional information is required in order for offerors to accurately estimate the level of effort.

a. Cameras and Subitem 3. Inspect and test all video matrix switches and digital video recorder functions, upgrade software as required, and replace defective components as necessary, IAW DoD approved equipment and software list.

30. Please clarify the camera recording system configurations to include manufacturer, model, version for all video recording hardware along with software and approximate age of devices, etc.

a. The Oculairus software provides recording funtions on select desktop computers systems. Age of computers is unknown.

31. Are recording devices connected to a network? If yes, please clarify.

a. The Oculairus program is used on the base internet system

32. Is each recording device a standalone entity?

a. See answer 15.

33. Subitem 2 states to "Inspect, test, clean, and service the head-end video equipment, cabling, and fiber optic transceivers." Subitem 5 states "Clean all fiber optic connections at transceiver location and all intermediate patch panels with appropriate cleaning materials as stated by manufacture and reconnect. NOTE: This step is only required if the end-to-end fiber optic testing indicates there is a problem." Requirement for cable testing is not clear. 1) What is meant by end-to-end cable testing? 2) Does this mean only verifying that video signal from the camera is received at the recorder? 3) Does this mean performing OTDR for all fiber optic cabling and electrical tests for category rated Ethernet and analog/coaxial cables? What test results area required. How many cables require testing. Please clarify.

a. Ensure the cables are servicable and meet the standards set forth in this SOW.

b. Yes

c. All cables and associated equipment fall under the scope of this SOW.

34. Subitem 6 to "Perform an end-to-end power test of each camera location." Please clarify the specific required testing methodology/standard that needs to be performed.

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a. Ensure the power test results fall within the manufacturers specifications.

35. Subitem 3 states "Inspect all monitors to ensure clarity, eliminate blooming, and minimize Radio

Frequency (RF) interference and reduce the risk of burn-in by bright lights by repositioning stationary (staring) cameras." Please clarify 1) how offerors are to "reduce the risk of burn-in by bright lights by repositioning stationary (staring) cameras" without negatively impacting the user's ability to observe the desired field of view, 2) how often cameras need to be repositioned, and 3) number of cameras that will require repositioning.

a. The cameras won’t need to be repositioned very often as we already adjusted most of them and others have Pan/Tilt/Zoom remote capability. I’d say this would happen upon installation, as needed based on elements and when a new camera (or repaired one) is re-mounted.

36. Subitem 10 states "Perform a complete system check upon completion of PMI Camera Assemblies."

Please clarify what is intended to be done for the "complete system check."

a. Ensure the camera funtions as specified by the manurfacturer.

37. Are any of the existing cameras currently under manufacturer warranty? If so, performing subitems 11

(and 12 depending on the camera configuration) will typically void the warranty. Please clarify.

a. NO

38. Does subitem 15 mean replace humidity detector every PM or only if defective?

a. If defective

39. Do subitems 11 and 12 apply to OEM dome camera and box camera housings or is it referring to separate ancillary environmental enclosures that house an OEM camera unit?

a. This would include all camera housing assemblies.

40. Paragraph specifies bi-yearly PMIs conducted in May and October. Solicitation delivery schedule (see

Deliveries or Performance) specifies delivery of the subCLINS xxxxAA as Feb to Aug and delivery of subCLINS xxxxAB as Aug to Feb. Please clarify how soon after award the first PMI will need to be performed.

a. We need 4 per year as new SOW and Solicitation reflect but we would need the first PMI to be performed approximately 30-60 days from the date the contract is awarded. As we don’t know the exact date the contract will be awarded, this is the best estimate.

41. Paragraph states "If the contractor is unable to respond to a service call or restore the service to its normal operational state, the Contractor shall compensate the Government for the downtime by prorating the monthly bill for the time (day) reflective of the period of non-service, equivalent to the downtime of the service." Paragraph does not specify a repair time–only a telephone response time and onsite arrival time. Please clearly define the specific criteria the Government will use to assess the stated inability to restore service so that offerors can determine their associated risk.

a. Troubleshooting and repair should begin upon arrival onsite. The actual time for the repair is variable as no two repairs would be the same, although the contractor should communicate the estimated time the repair will take to be completed.

42. Paragraph states "If the contractor is unable to respond to a service call or restore the service to its normal operational state, the Contractor shall compensate the Government for the downtime by prorating the monthly bill for the time (day) reflective of the period of non-service, equivalent to the downtime of the service." Who is responsible for procuring and maintaining local spare parts to meet the restore to service requirement?

a. 1.4.3 The contractor shall procure all required repair and replacement parts reimbursable by the government at cost.

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43. Paragraph states "It is not necessary that the centralized call-in number be manned 24/7, only that the contractor telephonically respond within one (24) hour from the placement of the outage service call to begin troubleshooting of the issue." Please clarify inconsistent response times. Is it one hour or 24 hours?

a. 24 hours or the next duty day.

44. When telephone trouble-shooting is unable to resolve the problem, the Contractor will dispatch a service technician to the site within one (1) day of the service call to begin repair of the system. The service technician must arrive on-site within the next business day to begin servicing/repairing of the system. As currently written, if a call is received on Saturday, the technician must be dispatched on Sunday but can't begin work until Monday (or if Monday is a holiday they can't begin work until Tuesday). If the intent is that the technician must be dispatched such that technician arrives onsite and begins the repair during the next business day please clarify by removing the requirement to dispatch technician within one day. Please clarify.

a. 1.8.4 Hours of Operation

45. The initial portion of the paragraph states "It is not necessary ... only that the contractor telephonically respond within one (24) hour from the placement of the outage service call to begin troubleshooting of the issue. When telephone trouble-shooting is unable to resolve the problem, the Contractor will dispatch a service technician to the site within one (1) day of the service call to begin repair of the system. The service technician must arrive on-site within the next business day to begin servicing/repairing of the system." Later in the paragraph it states "During normal duty hours, covered in paragraph 1.8.4, the contractor shall respond in person to all service call requests within (24) hours for Hill AFB proper and LMTF, call requests for UTTR (24) hours." Please clarify conflicting response types and times (respond telephonically within 24 hours vs respond in person within 24 hours vs.

respond in person next business day).

a. The government wil be flexible on how the communication is relayed from the contractor, weather in person or telephonically, typically within the 24 hours or next business day. The COR or BDOC will contact the contractor to report a camera outage and initiate a work order. At that time, the contractor will give an estimated time the repair can be made.

46. The paragraph states "During normal duty hours, covered in paragraph 1.8.4, the contractor shall respond in person to all service call requests within (24) hours for Hill AFB proper and LMTF, call requests for UTTR (24) hours." Requirement is not clear.Please clarify requrement intent. Does it mean that if sevice call is received during normal duty hours and the issue cannot be rectified over the telephone, contractor must respond onsite within 24 hours regardless of whether it is a business day or not?

a. Refer to 1.8.4 Hours of Operation, answer #29

47. The response criteria appear to indicate that the Government requesting full time onsite maintenance technicians to support corrective maintenance. Is this correct?

a. Yes

48. Please clarify the camera recording system configurations to include manufacturer, model, version for all video recording hardware along with software and approximate age of devices, etc.

a. Duplicate Question, See Question & Answer for #15

49. Paragraph states "During normal duty hours, covered in paragraph 1.8.4, the contractor shall respond in person to all service call requests within (24) hours for Hill AFB proper and LMTF, call requests for UTTR (24) hours." Paragraph 1.4.2 responding telephonically within and beginning troubleshooting within 24 hours. Please clarify the required response time for calls outside normal duty hours specified in 1.8.4?

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a. If for example, the contractor receives a request for a work order at 2300 hours, the contractor would be expected to respond during the next duty day to begin troubleshooting and initiate the repair.

50. Para. 1.4.3 Replacement Parts states "The contractor will notify the COR if camera(s) need to be replaced; The Government will procure cameras." Then later in the same paragraph it states "The contractor shall procure all required repair and replacement parts, however it will not be reimbursed as the contract will be a Firm-Fixed Price." Please clarify the inconsistent requirements.

a. The Government will procure cameras.

51. Para. 1.4.3 Replacement Parts states "The contractor shall procure all required repair and replacement parts, however it will not be reimbursed as the contract will be a Firm-Fixed Price." This requirement appears to be unreasonable unless the government provides a binding estimate for the number of devices of every type that fail annually along with a list of currently known defective or malfunctioning devices that will need to be replaced within the first year. Please clarify how offerors are to provide reasonable firm fixed price bids for this contractually binding large and undefined risk. Could the Government provide a number of devices requiring replacement that offerors should use for bidding purposes to provide a consistent basis for comparing bids?

a. As the Government has not contracted for camera PMI in the past, there is no record other than what is contained within the SOW attachment.

52. Paragraph second sentence states "The Government will procure cameras." The concluding sentence in the paragraph then states "The contractor shall procure all required repair and replacement parts, however it will not be reimbursed as the contract will be a Firm-Fixed Price." Please clarify inconsistent requirements for providing repair parts.

a. The contractor shall procure all required repair and replacement parts reimbursable by the government at cost. The Government will procure the cameras. 1.8.4 Hours of Operation.."For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons."

53. Paragraph requires providing refresher training during PMI visits. Please clarify the number of personnel to receive training and number of required sessions per PMI visit so that offerors can estimate the level of effort.

a. The refresher training class should include all personnel who will be working onsite. This training is to be accomplished prior to contractors arrival on the installation.

54. Paragraph states "The contractor is highly encouraged to provide BOSCH Camera Operators Certification for all installers and programmers." The majority of cameras in the SOW attachment are Axis brand. Please clarify intent of the requirement.

a. The Axis brand is no longer on the IDS Equipment Approval list for new installation, BOSCH is approved.

However, it would be prudent that the contractor is familiar with the Axis brand, as that is what is installed on base.

55. Bullets 3 and 4 indicate that the Government will not provide any equipment or materials for this contract. These statements contradict statements in other SOW paragraphs such as, but not limited to:

1.4.3 and the SOW Attachment. Please clarify conflicting statements regarding GFE.

a. The contractor shall procure all required repair and replacement parts reimbursable by the government at cost. The Government will procure the cameras.

56. Please provide a map showing the approximate project area locations identified in SOW 1.8.5 so that offerors can accurately estimate the required level of effort and staffing.

a. No map currently exists. When it is developed, it will be restricted distribution for security reasons.

57. Please clearly identify which locations specified in 1.8.5 require a man lift to access cameras.

a. The majority of cameras are at an elevation too high to reach with a ladder, a Cherry Picker Boom and Lift is recommended.

58. If accessing cameras requires a man lift, who is responsible for providing the lift?

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a. The contractor.

59. The list of camera equipment is incomplete (missing information regarding manufacturer and model number for many cameras, some just show a generic camera image). Can the Government identify all camera models?

a. Yes

60. The majority of the camera models in the camera list are not on the mandated camera list in SOW

1.4.3.1. Please confirm that offerors are not being required to include replacing the non-compliant cameras in their firm fixed pricing.

a. Yes

61. The column titled Survey Notes contains numerous comments regarding replacing, installing and mounting cameras, installing CAT 5E cabling, trenching, conduit, encoders/decoders, power, tying cameras to the VMS, new VMS licenses, etc. Are offerors supposed to include the stated installation work and equipment/materials in their firm fixed price bids? If so, there is insufficient information to bid the work. Please clarify.

a. Yes, the goal is to get every camera operational.

62. Camera UT1 references Cisco Point-to-Point wireless. Is this wireless equipment existing and included in the PM work? If so, how many wireless devices are there for all project locations? Please clarify and provide all associated manufacturer/model number and quantity information.

a. Yes, it is existing and included as part of the SOW.

63. Camera LM10 on Building 2103 indicates that it is a water tower. Please indicate the elevation of the camera above ground level and location of camera on the tower and how the camera location is accessed. Please provide photo of entire tower indicating the camera location so that offerors can accurately estimate the required level of effort.

a. The water tower appears to accessable by attached ladder, Height of the tower is unknown.

64. There is a line following camera LM11 that states "UTTR (ANALOG)(no service)." Please clarify what is meant by "no service" and how this impacts PM efforts.

a. The cameras at UTTR are not operational, the contractor would be required to bring these cameras online.

65. Several of the flight line cameras are listed as being on Building xx Tower North/South and Hangar 1 roof. Please clarify available/required means to access these cameras.

a. Access to these cameras should be possible with the use of a cherry picker.

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