QA_IRF_Site_Visit_RFQRML1948603.pdf

Questions and Answers Upgrade and Renovation of Three Conference Rooms at Integrated Research

Facility (IRF) at Fort Detrick in Frederick, Maryland Solicitation ID: RFQ-RML-1948603

6/13/2019 Background Info

• Current AV - original AV system, building was built in 2007

• 3 rooms - 2 divisible, 1 standalone

• AV equipment will be housed in nearby IT Closet

• Rooms will be in use until AV installation

Q1. Who developed the Bill of Materials (BOM)?

A1. NIAID staff

Q2. Question about the TVs in the room.

A2. Large TVs in these rooms (103 & 104) will not be on the walls. Two displays will be mounted in room 1B-102 side by side. (Per Section 9.1.1.3 and 9.2.1.5 of the SOW).

Q3. With respect to the BOM, should we quote the quantities in the BOM or the quantities that will actually work? For example, there are 2 display projectors but only 1 receiver.

A3. If you feel like system won't work with quantities included, then quote for what will work.

Vendors should add a note that this was discovered during RFQ review. The RFQ has an Alternative Design Proposals section - vendor can propose changes that add value to design. Pg. 67 of the SOW clearly states qty-6 of DM-RMC-SCALER-C for use with projectors and displays in 1B-103 & 1B-104.

Q4. Question about wood blocking for the wall.

A4. NIAID facilities will take care of wood backing for the monitors.

Q5. Question about power.

A5. NIAID facilities staff will take care of power needs.

Q6. Question referencing system design – IP or HDBaseT.

A6. Yes, you can quote an alternative solution such as IP. Reference “Alternative Design Proposals” in RFQ. Additionally, quotes for IP based solutions should include purchase of controller software for management of IP based devices (I.e. XIO-Director software from Crestron). The vendor shall also provide specific requirements as to configuration of GFE network gear for IP based streaming devices to function properly in a closed network environment if such a solution is to be quoted. The vendor is responsible for satisfying Section 6 of Appendix B in the SOW in its entirety.

Q7. Can you propose both options IP and HDBaseT?

A7. Yes

Q8. Question about existing room signage and compliance issues because of Braille.

A8. For Information regarding signage parameters please see the BOM and SOW sections 9.2.1.8, 9.3.1.9, & 9.4.1.11.

Q9. Question about all ethernet switches and alternative design solutions such as IP.

A9. NIAID will provide the switches. If vendors are quoting an alternate solution, they should highlight parameters for switch that you may need including any specific configuration requirements and documented certification that GFE network switches will provide the necessary environment for functionality. The vendor is responsible for satisfying Section 6 of Appendix B in the SOW in its entirety.

Q10. HDBaseT vs. streaming solution. Streaming solution is cheaper immediately. Question asked about whether the appropriate switches for the alternate solution would be available.

A10. Reference A9.

Q11. Question referencing the BOM. GFP ThinkLogical switch is not the solution one picks without concern about security. It would seem you are not as concerned anymore.

A11. Not the case. However, the original intent of the AV solution was for a more secure solution (fiber based) designed because this is a secure environment. Built to DoD standards because the intended use of these rooms was not known. Copper is acceptable vs fiber. See SOW Section 8.2 for further clarification on existing system and expectations.

Q12. Key personnel – is AVIXA CTS-I certification required? Is there a preference over CTS-I vs CTS-D?

A12. Yes, needed for commissioning. CTS-I is preferred. NIAID is more concerned about proper commissioning and installation of AV system. NIAID requires Key Personnel to be directly involved and play an active role in this project. See SOW Section 13.

Q13. Does TAA apply?

A13. No, TAA is not applicable to this requirement. NIAID encourages vendors to consider providing domestic end products when available.

Q14. Question about existing 16:9 screens and requested 16:10 projectors.

A14. The vendor may provide an alternate within their quote provided it meets the brand specification.

The projector does support 16:9 aspect ratio per product documentation.

Q15. Do you prefer a 16:9 ratio? Are you doing mostly computer presentations?

A15. It will be a mixture of PPT and high resolution analyses. The customer wants to have those high resolution details visible. We are not swapping out the projector screens. As we understand that the projector can be adjusted to 16:9 ratios although not native to the projector.

The vendor may provide an alternate within their quote provided it meets the brand specification. The projector does support 16:9 aspect ratio per product documentation. NIAID will be reusing existing screens in the conference rooms.

Q16. During the commissioning process do you intend on applying the AVIXA standards as well?

A16. Yes, it would be the intent to do so as much as possible.

Q17. Will we be held to those standards/responsibilities? In other words, won’t we be wasting our resources if you don’t end up holding us to those standards?

A17. The Contractor will be held to the standards of the scope of work within acceptable reason. Key Personnel for work performed is required if stated.

The vendor may quote alternative equipment provided it meets the brand specifications as identified within the BOM. The projector does support 16:9 aspect ratio per product documentation.

Q18. Question about shades.

A18. NIAID confirms shades are manual in all rooms

Q19. Question about light control in the three rooms.

A19. Light control is manual and not intended to be automated

Q20. Can we get the raw data of the drawings and images vs. the pdf attached to the solicitation?

A20. An initial answer of “Yes” was provided. NIAID has since changed the answer to “No”. NIAID will not give out the raw data of the CAD drawings and images. The pdf attached will need to suffice.

Q21. Question about disposal.

A21. NIAID will take care of disposal of equipment. It is the vendor’s responsibility to de-install the legacy system. See SOW Section 6.6 and 15.7 for more details regarding the handling of legacy devices.

Q22. Question about available onsite storage.

A22. There will not be a designated storage area. The vendor will be responsible for managing their tools/equipment and NIAID offers no guarantees of security of vendor tools/equipment.

Please review Section 3.7 of SOW Appendix D.

Q23. Will all three rooms be available at the same time or will there be phasing of the rooms?

A23. All three rooms will be available at the same time. No phasing of installation is required.

Q24. Are there dedicated paths in the AV closet?

A24. Cables should be run. Any additional cables needed will be run by NIAID.

Q25. All of the equipment will be in the IT Closet. Are there pathways from the IT closet to the rooms? Or will cables be run?

A25. There is existing cabling, if additional cabling is needed NIAID will run.

Q26. Are all cables labeled and what is the label structure?

A26. Cables are clearly labeled on both ends the same way. Label structure is numerical beginning with

1. If additional cables are to be run/terminated, the labeling will begin with the 1 digit higher than the last numbered cabled.

Q27. Have the cable terminations been tested?

A27. The cables were tested in 2007 when the building was commissioned. NIAID can test and certify if needed.

Q28. HDBaseT design assumes cables are CAT 5e or better?

A28. NIAID confirmed cables are CAT 6.

Q29. Question about shipping/delivery on the base.

A29. There is a dock at this building. NIAID will make sure the IT equipment will get onto the dock.

Shipments will be inspected.

For more information please review SOW Appendix D.

Q30. During commissioning will vendors be able to bring laptops?

A30. Please Review SOW Appendix D. Section 4 discusses electronic equipment that is not government furnished/purchased.

Q31. Question about switches and testing offsite.

A31. Yes, NIAID will provide switches so that vendor can build the system for offsite testing.

Q32. Question about am AV rack being provided.

A32. Yes, NIAID will provide rack so that vendor can build the system for offsite testing.

Q33. Question about network cabling.

A33. All network cabling will be run from the IDF closet to designated spaces within the conference rooms. It if comes from a patch panel, then NIAID will provide. Most connections should be terminated at in the rack or the patch panel.

Q34. Is the room powered or UPS?

A34. Yes, it is powered, but the UPS will need to be provided as in the BOM. Any power requirements necessary, NIAID will provide.

Q35. Question about disposal of equipment.

A35. NIAID will take care of the equipment that is left behind.

It is the vendor’s responsibility to de-install the legacy system. See Section SOW 6.6 and 15.7 for more details regarding the handling of legacy devices.

Q36. Question about type of network switch.

A36. It will be a manufactured Cisco solution. One of two models – Catalyst 3800 or Catalyst 9300.

Q37: What is the NIAID AV Framework?

A37: NIAID plans to use its own standardized AV code since it will require minimal changes for the IRF rooms.

Please review Section 6.2 & Section 10 of the SOW for clarification of control code and vendor responsibilities.

Q38: What is meant by code?

A38: Code = control system code

Q39: Does CTS certified personnel need to be an employee? Or can vendor contract out?

A39: No. Vendor may rely upon subcontractors. If subcontracting is planned, please provide the details in your quote.

Q40: For the existing Crestron Fusion system NIAID is using, will there be a NIAID designee to assist the vendor?

A40: NIAID will provide the compiled control code and will be involved during commissioning to support vendor.

Please review Section 6.2 & Section 10 of the SOW for clarification of control code and vendor responsibilities.

Q41: What code will NIAID provide?

A41: NIAID will provide compiled versions of AV Source Code - DSP programming and user interface when testing off-site.

Please review Section 6.2 & Section 10 of the SOW for clarification of control code and vendor responsibilities.

Q42: Does the vendor need to provide programming resource?

A42: NIAID will provide resource.

The solicitation notes an offsite review - NIAID will attend and test code then. This ties into 50-mile radius requirement. Intent is not for vendor to build racks far away so it can be reviewed and tested by a NIAID engineer (e.g. Canada, Montana).

Please review Section 6.2 & Section 10 of the SOW for clarification of control code and vendor responsibilities.

Q43: If vendor has a local office is local, but build will not be local - is vendor precluded to bid?

A43: Built systems would need to be transported to local facility for testing (w/in 50 mile radius).

Please review SOW Section 6.2 for further information.

Q44: Can the NIAID software engineer be provided remotely?

A44: Not for the offsite review of build.

Please review SOW Section 6.2 for further information.

Q45: Question about post installation support - How will warranty work if code is provided by NIAID?

Who will troubleshoot first?

A45: NIAID will troubleshoot first, for hardware failure, firmware patching etc. NIAID would rely on vendor for replacement/repair. If there is a persistent hardware issue, vendor would be expected to work with manufacturer to resolve. The vendor shall also warranty any physical issues with the installation of gear (i.e. poor cable terminations, improper mounting of gear [projector begins to sag]).

Q46: Who will do DSP coding?

A46: Please review Section 10 of the SOW for clarification of control code and vendor responsibilities.

Q47: What will the testing and commissioning process be?

A47: There will be Shop testing (vendor/NIAID), signoff to bring product on site for install, onsite commissioning (e.g. DSP will be re-balanced.)

Please review SOW Section 6.2 & 6.10 for further information. Additionally, please review SOW Appendix B for standards and workmanship.

Q48: Any changes to the response due date?

A48: No.

Q49: Will AMX touch panels be replaced?

A49: Yes, it is the vendor’s responsibility to de-install the legacy system. See SOW Section 6.6 and 15.7 for more details regarding the handling of legacy devices.

Q50: How will the room sensors be tested before install?

A50: The BOM requests new partition sensors to be used with new AV system. They may be tested during off-site commissioning.

Q51: Do we need quotes for both NIAID design and alternate design proposed by the vendor?

A51: You may quote one or both. Please keep in mind that if your alternate design is not technically acceptable to NIAID, it will not be considered for award.

Q52: Physical Signage: Are the vendors removing the existing signage and replacing with the new ones?

A51: For Information regarding signage parameters please see the BOM and SOW Sections 9.2.1.8,9.3.1.9, & 9.4.1.11.

Q53: Is copper ethernet acceptable? Or only Fiber?

A53: Ethernet is acceptable for IP based communication.

Q54: If the programming code is provided by NIAID then how does warranty work?

A54: NIAID AV Team will troubleshoot first. If there are failure issues with hardware or firmware, then AV team will contact the vendor. The vendor shall also warranty any physical issues with the installation of gear (i.e. poor cable terminations, improper mounting of gear [projector begins to sag]).

Q55: Are the CAT6 standard for the installation NIAID uses?

A55: NIAID confirms all existing cables are CAT6.

Q56: Will the network switches be shipped to the vendor?

A56: Yes.

Q57: AV Closet: Will the new rack go in place of the existing rack?

A57: Yes. NIAID will remove the existing rack.