Questions Answers 25Q0002.pdf

Questions & Answers Form

Solicitation Number: 19BE2025Q0002 Project: NEC - Camera and Lighting Coverage Questions submission deadline: Jan. 9th 2025

1. Question: Is a site visit scheduled as part of the solicitation process?

Answer: No but a plan will be provided. For security reasons, the plan has been sent directly to the email addresses of the contractors who have expressed interest.

2. Question: installed for this project? Should we propose the number based on a site survey and our assessment of the scope, or is there a specific number required by the U.S. Government?

Answer: We are asking for the vendor’s expertise to quantify the number of cameras needed to cover the designated area with the requirements as mentioned in the RFQ section 1, page 8.

3. Question: We are considering the use of a local subcontractor for portions of the installation and maintenance work. Is this permissible under the contract terms? If so, are there specific requirements for subcontractor approval or mandatory disclosures during proposal submission?

Answer: Subcontractors are allowed but please review the RFQ for the terms and specifically the clauses:

• 652.215-70

• 52.204-24

• 52.204-26

4. Question: Could you specify the expected timeline for completing the installation after contract award? Additionally, are there any penalties for delays, or flexibility allowed in the schedule in case of unforeseen circumstances?

Answer: The works are expected to be fully completed by March 31st, 2025. This is a hard-set timeline as it must comply with our security considerations. Very little flexibility will be given due to the urgency and security needs of the works.

5. Question: Is there a required reporting format or frequency for documenting preventive maintenance, equipment licensing, and 24/7 intervention services?

Answer: No reporting format for documenting and frequency.

6. Question: In order to avoid higher costs or inadequate risk mitigation for the project we kindly request the gov’t for adequate drawings in order to prepare a competitive and responsive bid.

Answer: Due to security concerns, the required plans have been sent directly to the email addresses of the contractors who have expressed interest.

7. Question: Software requirements: Are there specific requirements for the human detection software, such as integration capabilities or functionalities?

Answer: Currently, there are no strict requirements on the type or capabilities of human detection software. However, we require 30 days minimum of archived storage for video recordings and fully compliant with the NDAA regulations, Attachment 1, page 15 of the

RFQ.

8. Question: Light intensity: Are there specific requirements for the light intensity (e.g., lux levels) of the LED lighting? Preferred brands: Are there restrictions or preferences for the brand or type of LED lighting?

Answer: Where CCTV systems are in use, the monitored areas require adequate lighting of at least .37 foot candle (fc) – 4 lx (lumens). No additional restrictions or preferences for brand or type of LED lighting.

9. Question: UPS specifications: What are the minimum requirements for the UPS

(capacity, autonomy)? Certifications: Does the power supply need to comply with specific standards, such as EU regulations?

Answer: Please refer to section 4.4 on page 9 of the RFQ.

10. Question: Monitoring stations: How many monitoring stations need to be set up, and where? Data security: Are there specific requirements for data security, such as encryption.

Answer: RSO prefers there is one monitoring station (a space for one person set up at a desk/chair), with enough screens to monitor all available cameras easily and at one time.

Multiple camera displays can be shown on one screen at a time. Minimum 128-bit AES encryption is recommended.

11. Question: Timeframes: What are the deadlines or milestones for installation and commissioning? Access: How will access to the building be managed during the installation?

Answer: The works are expected to be finished by March 31st, 2025, and this is a hard-set timeline as it must comply with our security regulations. Access to building will be facilitated by the LGF/RSO on site.

12. Question: Inspections: What are the procedures and frequency of quality inspections conducted by the COR? Reports: What reports need to be submitted, and how detailed should they be?

Answer: COR inspections need to be annual, at minimum. Quarterly quality control checks done by the contractor would be appropriate. The contractor should provide reports detailing coverage, any issues with blind spots, outages, and hardware or software malfunctions during these inspections.

13. Question: Certificates and Insurance Requirements: What specific insurances (e.g., general liability) are mandatory? Permits: Who is responsible for obtaining the required permits for installation?

Answer: As specified in the RFQ, page 12 paragraph 9, the US Government will not cover any Personal Injury, Property Loss or Damage so the contractor oversees insurance his work force. The contractor will be required to get any permits.

14. Question: Coordination with the Contracting Officer for changes: How will project changes be managed?

Answer: If project changes are to occur, it will be managed by an official communication from the Contracting Officer by written notice.

15. Question: Meetings: Are there scheduled meetings between the contractor and the

COR?

Answer: Yes, the contractor and the Contracting Officer's Representative (COR) will establish a routine meeting schedule. These meetings will be held weekly during the installation phase, either virtually or on-site. After installation, the frequency may shift to monthly or quarterly, based on maintenance requirements and mutual agreement.

16. Question: On-site Supervisor responsibilities: What specific authorities and responsibilities does the supervisor have?

Answer: The On-Site Supervisor is the primary point of contact for the COR/GTM and will handle inspections, project updates, and any questions that arise during the project. The supervisor has full oversight of the project from the contractor’s perspective and is responsible for ensuring that work is completed according to schedule, specifications, and quality standards. The supervisor may also make on-site decisions to keep the project moving forward.

17. Question: Are there existing cameras that are to be replaced?

Answer: No, existing cameras will not be re-used for this project.

18. Question: Are there proposed camera locations or an estimate of the number of cameras required?

Answer: No, there are no pre-defined camera locations or numbers. Vendors are expected to propose a comprehensive coverage plan based on their expertise, detailing the optimal number and placement of cameras to ensure full site coverage.

19. Question: Can "24/7 intervention availability" be clarified?

Answer: The vendor is required to have staff available 24/7 to address any system malfunctions or tampering issues. Intervention should occur within 24 hours of the problem being identified to minimize service disruptions and ensure continuous operation of the system.

20. Question: Are there specified camera types or specifications?

Answer: Cameras must meet the specified coverage and detection capabilities outlined in the RFQ and must not appear on the NDAA exclusion list (see Attachment 1, page 15).

Vendors are encouraged to propose camera types that meet these standards and align with the overall project requirements.

21. Question: I do not see a Scope of Work for Base/Option Years. Could you tell me if there will be updated documentation uploaded so that I might review?

Answer: Please refer to section 5 of the scope of work on page 5. All documentation is attached to the SAM.gov notice.

22. Will the Government please confirm all work should be completed by American citizens with an active security clearance?

Answer: The work does not have to be done by American citizens.

23. Will the Government please provide a site plan for the ING building with scale or dimensions for project planning?

Answer: For security reasons, site plans, including scale and dimensions, have been sent directly to the email addresses of contractors who have expressed interest. If you have not received the plans, please confirm your interest with the Contracting Officer

24. Will the Government please confirm if any usable pathway exists on the perimeter of the ING building?

Answer: Yes, pathways exist inside the perimeter for pedestrians, not for machines.

25. Will the Government please confirm if any Risk Management Framework (RMF) artifacts will be required for this installation?

Answer: Respect of the EU laws on the RGPD and with local authorities to have video surveillance.

26. Will the Government please confirm if an Authorization to Operate (ATO) will be required prior to system turnover?

Answer: No, an Authorization to Operate (ATO) is not required before the system turnover.

27. Should the contractor plan for ring or spoke communications path?

Answer: There is no preference for a ring or spoke communications path. Please specify the preferred communication path in Section 3, A.6.

28. Are there any special conditions that need to be considered prior to any trenching activity? Unexploded ordinance scans?

Answer: No special conditions and will depend on the method used by the contractor.

29. Does the Government have a preference for metallic or non-metallic camera poles/masts?

Answer: There is no preference for either metallic or non-metallic materials. However, the camera poles/masts must be durable and capable of withstanding environmental conditions for at least 5 years.

30. Does the Government have a preference for manual or electrically powered masts?

Answer: No preference.

31. Does the Government have a preference for height manual or electrically powered masts?

32. Does the Government have a preference for tilt or telescoping masts?

33. Will the Government please confirm the minimum megapixel requirement for the cameras, i.e 2MP, 4MP?

Answer: The minimum required resolution for the cameras is 4MP to ensure adequate image quality for surveillance purposes.

34. Will the Government please confirm the minimum impact resistance required for the cameras?

Answer: The minimum requirement for impact resistance is EN62262.

35. Will the Government please confirm if cameras with audio functionality will be required? Either 1 way or 2 way audio?

Answer: Cameras with audio functionality, either 1-way or 2-way, are not required as part of the minimum specifications for this project.

36. Will the Government please confirm if 802.1X will be required for camera connections?

Answer: Yes.

37. Will the Government please provide their camera quantity estimate required for this project?

Answer: No we leave the expertise of the vendors to propose the best coverage plan of the site and display it as request in section 3 Part A.6.

38. Will the Government please confirm the minimum candela/lumen required on the perimeter?

Answer: Where CCTV systems are in use, the monitored areas require adequate lighting of at least .37 foot candle (fc) – 4 lx (lumens). No additional restrictions or preferences for brand or type of LED lighting.

39. Will the Government please confirm if there should be only white visible light or in combination with infrared lighting?

Answer: The minimum requirements are for white light, infrared is optional. This should be provided in the data sheet of the cameras as mentioned in section 3.

40. Will the Government please confirm what Kelvin temperature the lights should be?

Answer: As a performance-based contract, our focus is on the results you will deliver, not the specific methods. Typically, LED lighting for CCTV is in the range of 4000K to 5000K.

Please ensure your proposal addresses how you will meet or exceed the outlined performance objectives.

41. Will the Government please provide their pole/mast quantity estimate required for this project?

Answer: No, we leave it to the expertise of the vendors to propose the best coverage plan and display it as requested in Section 3, Part A.6.

42. Will the Government please provide minimum monitor size and quantity required for

CCTV monitoring?

Answer: RSO prefers there is one monitoring station (a space for one person set up at a desk/chair), with enough screens to monitor all available cameras easily and at one time.

Multiple camera feeds can be on one screen at a time. Minimum 128-bit AES encryption is recommended.

43. Is there an existing UPS that needs to be integrated into this new system?

Answer: No.

44. Does the back up duration required need to be UPS only or could be combined with a generator?

Answer: As a performance-based contract, our focus is on the results you will deliver.

Please ensure your proposal addresses how you will meet or exceed the outlined performance objectives. Refer to Section 4.4 for UPS duration requirements.

45. Will the Government please confirm the voltage required at each mast/pole?

Answer: No, we leave the determination of voltage requirements to the vendors in their proposed coverage plans, as detailed in Section 3, Part A.6.

46. Will the Government please confirm what needs to be on the UPS (i.e. cameras, lights, network infrastructure, monitoring equipment in the annex)?

Answer: All integral parts to keep the system fully operational should be included.

47. Will the Government please confirm all licenses (Windows, Cisco, VMS, etc.) should be added the option year prices?

48. Will the Government please confirm that the Contractor will be allowed to invoice

2.2.1 "Furnishing and Installation of a security system as stated in the Scope of Work" monthly?

Answer: No, 2.2.1 can be invoiced separately from 2.2.2 but only after completion of the installation. No advance payment.

49. For the purpose of this scope, does "human detection capabilities" refer to a system that can differentiate humans from non-human objects (e.g., animals, vehicles, or other environmental elements), provide behavior analysis (e.g., detect unusual or suspicious behavior such as loitering, running, or entering restricted areas), or encompass a combination of both functionalities?

Answer: It refers to a system that can differentiate humans from non-human objects as a minimum requirement. Behavior analysis, such as detecting suspicious activity (e.g., loitering or running), is optional. A data sheet will need to be provided as per Section 3.

50. Will trenching for power and data from the annex building to the camera poles be required as part of this scope?

Answer: Potentially if this is the installation method of the contractor.

51. What is the primary medium in which the majority of the trenching will be required

(e.g., concrete, asphalt, or earth)?

Answer: As a performance-based contract, our focus is on the results you will deliver, not the specific methods you use to achieve them. Please ensure your proposal addresses how you will meet or exceed the outlined performance objectives and measurable standards. This will depend on the method chosen by the contractor.

52. Will the Government please provide a more detailed definition of "full coverage"?

Does this refer to complete coverage of the perimeter, full coverage of parking lots, full coverage of the interior including every room within the building, or full coverage of the building's exterior? If a coverage concept drawing is available, it would be helpful in ensuring the bid aligns accurately with the customer's expectations.

Answer: Full coverage defines the complete perimeter of the fence and the building’s exterior.

53. Does AES-128 encryption at Layer 2 satisfy the RFQ's requirements for a "secure connection"?

Answer: Yes this meets the minimum requirement for “secure connection”.

54. Will the Government please confirm whether the requirement that "data must be saved for a minimum of 30 days" specifically refers to the retention period for video recordings?

55. Will the Government please specify the expected parameters for recording retention

(e.g., 30 frames per second at 1080p resolution, high traffic areas, for a duration of 30 days)?

Answer: Recording retention should have a minimum of 30 FPS at 1080p resolution for 30 days.

56. We understand that the high-output LED lights are intended to support nighttime CCTV. Will the Government please confirm that the high-output LED lighting should be included in the 24-hour power backup system?

Answer: As answered in question N’46, all integral parts to keep the system fully operational should be included.

57. Will the system require the capability to establish an HTTPS connection over the internet, or will it operate as a completely closed system?

Answer: It is a completely closed system.

58. Will the Government please clarify the expectations for "24/7 intervention availability," as this requirement can be interpreted in various ways (for example:

24/7 phone support and a 72-hour on-site response time?

Answer: We expect the vendor to have staff ready to intervene if there are problems with the system or tampering to avoid any interruption of services. Implying within 24 hours.

59. Will the Government please confirm the expected timeframe for restoring the system to full functionality in the event of a failure involving components such as a server, workstation, network switch, monitor, or camera?

Answer: The Contractor is expected to make sure the system will be fully operational within 24 hours.

60. Are the electronic components selected for the CCTV system required to comply with the Trade Agreements Act (TAA)?

Answer: NDAA compliance is mandatory, TAA compliance is encouraged.

61. Is there a requirement to conduct a full Factory Acceptance Test (FAT) to verify the functionality of each component and overall system operability before deploying the equipment to the site?

Answer: No

62. Is Controlled Access Protection, which ensures materials are secured and tracked at all times to prevent unauthorized access and maintain a chain of custody, a requirement for these materials?

63. Is a Government-approved storage and testing facility, certified to provide Controlled Access Protection, required for the materials used in this effort?

64. Will the Government require any drawings for this system, such as As-Built drawings with enough detail to provide maintenance personnel with the location of each component, cable paths, and detailed wiring diagrams?

Answer: No, no detailed or As-Built drawings are required. Nevertheless, as required in Section 3 - 6.B, a plan with the proposed location of the cameras is required.

Maintenance will be done by the Contractor, so maintenance personnel should be familiar with locations and processes.

65. Does the Government require the Contractor to maintain inventory of spare parts?

Answer: The Contractor is expected to have a minimum stock of spare parts to make sure the system will be fully operational within 24 hours.

66. Will the Government please confirm whether there are any historic building regulations that must be adhered to?

Answer: No, no historic building regulations apply to this project.

67. Will the Government please confirm that a US firm with an established entity in

Germany and the capability to operate and subcontract in Belgium satisfies the requirements outlined under "2. Information demonstrating the offeror’s ability to perform…" as specified in the proposal instructions?

Answer: A US firm with an established entity in Germany and the ability to subcontract in Belgium does not fully satisfy the requirement outlined in Section 2 of the proposal instructions. The prime contractor must be able to demonstrate its own capability to perform the work in Belgium. While a subcontractor may assist, the prime contractor is expected to perform a minimum of 20% of the work themselves. This is a typical requirement to ensure that the prime contractor maintains sufficient control and oversight over the project. Additionally, the prime contractor must demonstrate that they will be able to legally perform this 20% of the work in Belgium, including establishing a permanent address in the country, as stipulated in the solicitation. The subcontractor’s ability to operate in Belgium does not substitute for the prime contractor’s legal and operational presence and responsibility in the country.

68. Will the Government please confirm that a statement of intent to establish a permanent address in Belgium would satisfy the requirements outlined under "2.

Information demonstrating the offeror’s ability to perform…" as specified in the proposal instructions?

Answer: Yes, within 30 days of contract award.

69. Will the Government please confirm whether utilizing a subcontractor partner's office address in Belgium would satisfy the requirements outlined under "2. Information demonstrating the offeror’s ability to perform…" in the proposal instructions?

Answer: No, utilizing a subcontractor partner's office address in Belgium does not satisfy the requirement for the prime contractor’s ability to perform as outlined in Section 2 of the proposal instructions. The prime contractor must demonstrate their own operational capability in Belgium, including having a permanent address and the ability to legally perform the work in-country. While a subcontractor’s office can be used for their own part of the work, it cannot replace the prime contractor’s responsibility to establish their own presence in Belgium. The prime must demonstrate its ability to perform at least 20% of the work directly, which includes ensuring they have the legal and operational capacity to do so within Belgium.

70. Will the Government please clarify the specific evidence required to satisfy the criteria outlined in "4. Evidence that the offeror/quoter can provide the necessary personnel, equipment, and financial resources needed to perform the work;" of the proposal instructions?

Answer: The offeror/quoter should detail the resources planned to be used in Belgium for this specific project: manpower, financial resources, tools, etc. as stated in the strategic plan.

71. Will the Government please provide a three-week extension to the bid due date after answers are received to allow Contractors sufficient time to incorporate the provided information into their bid response?

Answer: No. This project is time-sensitive, and the works are expected to start during the second half of February 2025. The works are expected to be fully completed by March 31st, 2025, and this is a hard set timeline as it must comply with our security considerations.