Questions and Answers 2 - 19PA1025Q0004 CCTV Installation Services.pdf

SENSITIVE BUT UNCLASSIFIED

FORMAL

QUESTIONS AND ANSWERS #2

SOLICITATION Nº 19PA1025Q0004

CCTV INSTALLATION SERVICES FOR LEASED RESIDENCE

On March 26th, 2025, U.S. Embassy Asuncion published a solicitation notice for the procurement of CCTV

Installation Services for a leased Residence. The questions and answers below are responsive to the inquiries received from potential bidders via email at AsuncionContracting@state.gov or during the pre-proposal conference for this solicitation that took place on April 14th, 2025.

NO QUESTION RESPONSE

Regarding both insurance policies (local and DBA):

a) What would be the required amount and validity period for each policy?

b) What is the minimum and maximum number of personnel to be insured?

c) To whom should the policies be addressed? For example, should they be addressed to the U.S.

Embassy or the U.S. Government?

a) Regarding the total amount for local insurance, see appendix 8. INSURANCE of SECTION 1. The insurance must be valid for the entire contract life, till the completion date. The DBA insurance has a standard coverage that will be specified by the DBA insurer once they’ve reviewed the solicitation, and it is valid for 1 year.

b) This is the contractor’s responsibility to identify the number of workers to be assigned to the contract.

c) The policies are being taken by the contractors not the US Government, we only need a copy of the insurances once they’ve being procured. This only once contract has been awarded.

Should the proposal be submitted via email, or physically in sealed envelopes?

As stated in the 1st page of the solicitation. Your quotation must be submitted electronically to Asuncioncontracting@state.gov

a) Is it possible to extend the inquiry period until April 24, 2025, considering that the technical site visit is scheduled for April 22, 2025, which is after the inquiry deadline?

b) Is it possible to extend the deadline for submission of offers, as the technical aspects will only be verified on April 22, 2025, and are necessary to correctly prepare the proposal?

a) Ok

b) The due date for submission of offers was extended to May the 9th 2025.

Is it possible to install access points (handholes or boxes) where the switches will be placed for cameras that are located more than 90 meters away from the guard booth?

The construction company will install additional technical boxes each 20/25 meters.

Could you please provide the project plan in DWG format? This is necessary for the correct sizing of the CCTV system's connection diagram, regarding materials and interconnection equipment.

The camera location plan will be submitted in PDF format.

In the SAM registration guide, it is stated that after we request the NCAGE code, we are assigned it within 10 business days. Please confirm whether we will receive the code within 10 business days, or whether you meant "up to 10 business days," which could be sooner. We are checking this to estimate the timescale.

SAM registration is not a process that the US Embassy manages, this is a different entity in charge of registering overseas companies. We can’t talk on behave of them. You shall contact them directly.

Please specify the type of switches to be used and quantities

POE network switch 24 ports.

For FO communication with the cameras, it will be via Media converter or industrial Poe switches with SFP ports?

The communication will be established via Media converter.

Please specify the type of SFP to be used.

Bidirectional or RX-TX?

Use bidirectional SFP modules if a single fiber is available or standard RX-TX SFP modules for dual-fiber connection

Please specify if 12-Ply Anti-Rodent Underground Fiber shall be used

12 pair fiber optic.

How many boards will be used for the switch locations?

POE network switch 24 ports.

Can you provide the underground duct plans with the locations of the poles and cameras?

Yes, I can provide the underground duct plans showing the locations of the poles and cameras.

What types of camera lenses will be used? E.g., fixed or varifocal lenses?

Varifocal lenses are preferred, as they offer flexibility in adjusting the field of view and focus based on installation needs.

Will the contractor provide a power supply system to power the switches that will be located on the perimeter?

Yes, the contractor will provide a power supply system to power the switches installed along the perimeter.

Will any type of computer be provided for management?

No, it will not.

How much UTP wire will be used and what category is needed?

12 pair fiber optic will be used.

17 Should the UPS be rackable or tower? Yes, it should.

Will the monitor be used for 24/7 operations or for normal use?

Yes, it will be used 24/7.

19 What is the Rack size to be used? 12U, it is included in the equipment list.

Will the port manageable switch Rack be used on SPF? If yes, how many ports will it have?

If industrial switches are required to be used for perimeter cameras, what size would the board be where the switches and their respective power supplies will be located?

No, a media converter will be used.

How much fusion sleeve (Manguito Fusionadora) will be used and where will them be located?

The project should reflect the needs for 21 MP IP cameras. Please ensure that the quantity and location of the fusion sleeves (Manguito Fusionadora) are specified accordingly to support the installation and operation of these cameras.

Possibility of postponing the bid submission date. At least until after April 9.

The new date is May 9th.

Regarding the DBA policy, would payment be made upon submission of the bid, or is it only paid once the company is awarded the contract?

The DBA policy must be procured only upon receiving the award of the Contract.

Regarding the initial date of work, how long after the contract is awarded contract shall start the work? This is needed to estimate the delivery times for the equipment requested, which are mostly 30 to 45 days.

30 days to prepare the teamwork and equipment and 60 calendar days for the completion.

Please confirm the number of ducts, diameters, and distance of each camera in relation to the booth.

There will be one electrical duct installed for the fiber optic and another duct for power supply.

Will it be possible to have exclusive electrical power for the cameras located further away, which will be from the booth under the CCTV system's UPS?

Yes, it will be installed.

The plan/map provided during the site visit only shows 20 cameras, could you confirm the location of the 21st?

In the previous plan, the guard booth was not included, so camera number 21 will be added there.

What network communication system would be used between the cameras? Fiber optic or UTP cable? We do recommend Hybrid (both technologies), as fiber optic would only be required for cameras over 100 meters away.

12 pair fiber optic will be used.

The plan/map received shows the hangers with specific dimensions. If we need to provide a quote for these, could you provide more technical details?

Yes, you should include metal support for the cameras, which will be installed on the perimeter wall. The dimensions are: width 1/2" and height 1.5m.

In the pricing table, item #2 is requesting 500 meters of fiber optic cable. Is this required for camera installation or for some other purpose?

Keep in mind that some relatively close cameras can be wired with Category 6 UTP cable, while only the farthest cameras can use fiber optic cable. In this case, the amount of fiber optic cable would be much less than the 500 meters requested.

The quantity of 500 meters of fiber optic is an estimation. You can include what your technical design will need.

A list of CCTV manufacturers and suppliers is listed in Annex 8. Is it possible to quote brand names not listed there that also comply with the NDAA (National Defense Authorization Act)?

Yes, it is possible to quote other brand names not listed, as long as they comply with the requirements about brands stated in paragraph #3 of the SOW.

Can we propose alternative options? These could, for example, include equipment with greater features or capabilities for future growth.

Thank you for your suggestion. For now, we will focus on the present project and its specific requirements. However, we appreciate your input and will consider alternative options with greater features or capabilities for future growth in subsequent phases.

During the technical visit, it was indicated that each camera must be grounded. Please indicate whether the grounding system will be provided by the embassy or must be included in the offer.

The grounding is already installed as part of the current setup.

Regarding Brand Names Requirements, we want to know whether there are any limitations regarding the origin of other materials and accessories (cables, connectors, dongles, etc). In addition to the limitations and exclusions already provided for cameras and other active equipment.

As long as they comply with the requirements about brands stated in paragraph #3 of the

SOW.

The technical specifications provided indicate that the system must support both cloud and local storage, so we inquired whether the solution should include cloud storage.

Only local storage.

During the technical visit, it was indicated that the camera connection must be made via optical fiber.

We asked if a solution with Cat6 UTP cabling connection would be accepted for the closest cameras (less than 90 meters), and optical fiber for the furthest ones (more than 90 meters).

12 pair fiber optic (waterproof) will be used.

During the technical visit, it was indicated that the electrical wiring would be provided by the embassy.

We want to know about whether an electrical distribution panel and a UPS panel would be needed.

The electrical panel will be installed by the embassy, but a UPS online 5KVA should be included in your quote.

The technical specifications provided request the provision of a 5 KVA UPS. Please indicate whether it should be rack-mountable, also indicate the type of UPS, as well as the power factor and the autonomy required at full load.

The electrical panel will be installed by the embassy, but a 5KVA online UPS should be included in your quote.

The plans provided during the visit indicate that the cameras must be placed on poles of 1.0, 1.5, and 3.5 meters respectively. It was also indicated that the cameras cannot be installed on the wall. Please indicate whether the heights correspond to a height from the floor or from the wall. Please also confirm whether the poles will be provided by the embassy, as well as the type of pole, in order to quote suitable ducts for the wiring on the pole.

A new camera location plan and poles dimensions will be provided.

Please clarify whether there is a deadline for the completion of all work resulting from the awarded contract. Please indicate what that deadline would be and whether it would be counted in “calendar” or “business” days.

30 days to prepare the teamwork and equipment and 60 calendar days to the installation.

Please indicate the currency in which the quote should be submitted so that it can be presented correctly.

In the currency your company wants to receive the payment. Do not quote in US Dollar if your company does not have a Bank account in that currency, Please clarify whether this tender has a deadline for submitting questions and a date set for responding to those inquiries.

The due date for submission questions was April 24th 2025. Answers will be shared as soon as possible.

We kindly ask to clarify if all documents in the offer must be notarized by a public notary or if originals accompanied by simple copies would be enough.

Your offer does not need to be notarized. Offers must be submitted via email. No physical offer needed.

During the technical visit, it was mentioned that DBA and premises insurance must be covered for 90 calendar days. Please confirm this period is correct.

Local and DBA insurance must be valid during the execution of the work till final completion of the work.

In the Power Point printed material provided during the technical visit, section SECTION 1 – CLAUSE 10 – DELIVERABLES indicates "Personnel List." We understand that this list refers to all the people who will be providing services for the fulfillment of the work at the residence. We are inquiring whether this list must be attached to the bid or is submitted after the award.

If your company already has that info then please include it in you offer. If your company does not have that info yet then just state in the offer the number of employees your company will be considering for the performance of the service stating that the list of people will be provided upon receiving the award of the contract.

In the Power Point printed material provided during the technical visit, section SECTION 3, PROVISIONS, item 11 indicates that you must have no criminal record. We understand that this list refers to all individuals who will be providing services for the fulfillment of work at the residence. We need to know if it is necessary to attach the police record of each proposed employee or if it would be sufficient to detail the names, surnames, and ID numbers of the proposed personnel.

This is required for owners and legal representatives of the company, not yet for employees assigned to the proposed contract.

We want to know if amendments 1 and 2 should be attached to the offer to be submitted on 05/02/2025.

Yes

We want to know if catalogs and/or letters of authorization from the manufacturers or authorized distributors of the equipment are required for certain items when submitting the bid. If so, please indicate which items require such documentation.

All technical specifications you can provide with your offer is welcome, that info will provide us further details about the items being offered.

Please clarify if in addition to submitting the bid by email, the physical bid shall also be physically submitted to the Embassy.

No physical offer needed.

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