QA_082416_8_30_16-FINAL.docx

Questions from Site Visit Wednesday August 24, 2016 RFQ-RML-C-1802996 NIH Main Campus Bethesda AVT Upgrade

Building 10 Room B3-4131

1. Are the projectors in the rooms’ tension screens?

If they are ceiling recessed, they are tensioned.

2. What is the size of the projector 65” by 116”, will the screen of the projector be bigger?

The screen will be 54”x96”.

3. What is the size of the TV monitor 70”, will that be bigger?

The Monitors in this room will be 70”.

4. What are the specs of the room, do all rooms need 6 ceiling speakers and 3 microphones?

Please refer to the BOM for the exact quantities for each room. But B3-4131 will have 6 speakers and 2 microphones.

5. What does this room have for AV capabilities, for example, skype for business, computer output, and floor box for power?

The Scope of work describes all the usage cases for this room. These rooms are designed around PC based conferencing. They also have traditional VTC and audio conferencing as well, but PC is primary in terms of conferencing.

6. Will the table in the room be replaced or will the table be modified for inserts?

One of the tables has an in table box that the winning contractor is required to replace the interface plates to accommodate (1) HDMI (1) VGA (1) 1/8” Audio (1) Touch Panel Jack (2 to 4) USB 3.0 & (At least 1) Building LAN. Touch Panel Jack and Building LAN should be easily discernable from each other. The plate layout must be approved by NIAID before purchase.

7. Who will be responsible for the purchase of the tables for the rooms?

NIAID

8. Will there be a pathway strip provided for the floor box or would that have to be purchased?

Currently there is no cord management and cords run loosely from floor to table (where floor boxes are existing). Walkthroughs identified a wide variety of conditions. Vendors should plan for a solution.

9. What is the audio teleconferencing capability?

These rooms are designed around PC based conferencing. They also have traditional VTC and audio conferencing as well, but PC is primary in terms of conferencing.

10. Who decides the changes on the contact that I still labeled as “TBD”?

Bidding contractors are allowed to pick the best product for the application.

11. What is 4K?

4K TVs are not required.

12. What is the User Interface?

User Interface, as well as a write up of the functionality, will be provided to the winning bidder after NDA’s are signed.

13. Is there a closet associated with this room?

No AV or IT closets are associated with any room on this RFQ. All equipment racks live in the rooms, as shown on the drawings.

14. Is there a connection to the fusion server?

Yes, our network switches will be configured to have a port accessible to the NIAID AV VLAN, which has access to the Fusion Server.

15. There is a correction on the contract, the line item is supposed to read DMC-4K Corrected on BOM.

16. There are speakers on the wall already, will these speakers be removed and replaced? If so, by whom?

In-ceiling speakers, projectors and projection screens will be removed by the contractor from the ceiling and will be removed from the room by NIAID/NIH personal. Vendor is responsible to collect equipment that has been removed and placed in a reasonable pile.

17. Will extra ceiling tiles be provided?

If available, but assume there is none available.

18. What space is behind the rooms? Will there be obstruction with the lab space? What space is provided in the ceiling?

Field conditions to this level are unknown and will be evaluated on a case by case basis with vendor, NIAID and NIH representatives.

19. Of the seven room provided, will each room be different?

Yes

20. Will the refrigerator still be there in the room and accessible?

Yes

21. What is the parking situation, is there contractor parking/paid parking?

Parking is outlined on the NIH website. No special parking will be provided for this contract.

22. We need to have a truck here every day, where are the drop offs, is there a loading dock, and where is it located?

Most building have loading docks and freight elevators. Dock space is not guaranteed and may require waiting for a period of time to deliver. Each dock varies. Deliver dates, provided by the vendor, can be forwarded to building management for coordination.

23. When it comes to access to the building do we need an escort?

Not for this RFQ.

24. When can work get started? How early can we get here to work? Can we start earlier?

On site work requires coordination with on-site point of contact which will be given post-award. At this time we do not anticipate locking off rooms with construction cores. Only NIH project officer can provide construction lock cores. All spaces must be accessible to NIH during renovation. An on-site contact can provide key(s) and coordinate, establish work hours by room. Some buildings in this scope of work are fully under NIH control – they are shared with other Institutes and are less flexible. Some buildings in this scope are fully occupied by NIAID and we have a bit more control. Vendors should assume they will not have keys. Assume start time between 8 AM and 9 AM. Some contacts may allow work to start earlier.

25. Can we have a place to store equipment?

They cannot assume there is a place to store equipment nor tools.

26. In the SOW, there are 7 rooms available in Building 10, is that correct?

No, 7 across campus of which 4 are in building 10, and one each in buildings 3, 4, and 50. Reference SOW for building locations.

27. Can we use the room next door to Room B3-4131 for storage?

Assume No.

28. Does NIH move all of the equipment or are we responsible for moving all of the equipment? Is Surplus available?

In-celling speakers, projectors and projection screens will be removed by the contractor from the ceiling and will be removed from the room by NIAID/NIH personal. Vendor is responsible to collect equipment that has been removed and place in a reasonable pile. Surplus will be retained and handled by NIAID.

Building 10 Room 8C400

29. Can a truck/shipping container be left at the site over night?

No

30. Where is there secure storage on site for equipment?

Contractor cannot assume there is a secure place to store equipment nor tools.

31. Are all of the rooms available at once or are they available in sequential order? Who decides the order of the rooms?

Refer to SOW, but Sequential. The schedule will be created by NIAID and the winning contractor together post award. We will identify rooms that require work from NIAID facilities and put those rooms near the end of the schedule while rooms with little to no NIAID facilities work will be at the beginning. But the awarded contractor can only work on one room at a time before moving on to the next conference room upgrade.

32. Do we need to do the boxing/raceway to the table and the TV? Is it over the floor raceway?

Over floor, under carpet raceway. Contractor is responsible for the installation and AV Cabling. If power is to go in, NIAID would provide that connection.

33. Who is going to do the carpet in the room? Who replaces the carpet?

NIAID

34. Will there be a box in the table, who will be providing it?

NIAID will provide a FSR T3U-1 in table box for rooms which don’t currently have an in table box. The winning contractor will be required to provide a custom engraved and milled plate for the FSR T3U-1 which has (1) HMDI (1) VGA (1) 1/8” Audio (1) Touch Panel Jack (2 to 4) USB 3.0 (at least 1) Building LAN. Touch Panel Jack and Building LAN should be easily desirable from each other. The plate layout must be approved by NIAID before purchase.

35. Who provides the power to the connect tract?

Contractor is responsible for the installation and AV Cabling. If power is to go in, NIAID would provide that connection.

36. Is there a sequence for the rooms or can they coordinate which rooms are used and when?

Refer to SOW, but Sequential. The schedule will be created by NIAID and the winning contractor together post award. We will identify rooms that require work from NIAID facilities and put those rooms near the end of the schedule while rooms with little to no NIAID facilities work will be at the beginning. But the awarded contractor can only work on one room at a time before moving on to the next conference room upgrade.

37. Is any of the equipment in these rooms going to be re-used or is everything going to be replaced?

Besides podiums and one equipment rack, everything will be ripped out and replaced.

38. Who is going to be taking care of the patching in the rooms?

NIAID

39. Is there no shade or light control in these rooms?

No light or shade control in any of the rooms.

40. Can the white board be removed or does it have to stay?

Stay.

41. Can the TVs be mounted to a different location in the room?

Placements can change, general locations will stay the same.

42. Can we get 80” monitors in the rooms?

BOM has been modified to reduce the size of one monitor.

43. Where are the touch panels? For example, table, computer, and wall?

Table and Wall. Refer to drawing for location.

44. How many rooms are we scheduled a month, 2, correct?

Correct.

45. Would it be more efficient if NIH scheduled the rooms instead of the Contractor?

The schedule will be created by NIAID and the winning contractor together post award. We will identify rooms that require work from NIAID facilities and put those rooms near the end of the schedule while rooms with little to no NIAID facilities work will be at the beginning. But the awarded contractor can only work on one room at a time before moving on to the next conference room upgrade.

46. When is the date that the contract needs to be awarded by?

NIAID estimates the contract will be awarded no later than September 23, 2016.

47. Are the rooms done simultaneously, or are they done concurrent? Should NIH have a set time to schedule the rooms?

Sequentially. The contractor may only be working in one room at a time.

48. Are there progress payments? When are payments for the rooms due? Is this a firm fix contract? For example, is it 7 payments total?

There will be no progress payments. Once a room is accepted by NIAID, the contractor may submit a request for payment. One payment per room for a total of 7 payments. As stated in the RFQ, NIAID intends to award one firm fixed priced contract (Section VI. 2. Volume 2 – Price Quote).

49. Can the camera be relocated between the TV instead of off to the side? Can the camera be higher or lower?

Should not affect bid. We can work out exact placement post award.

50. Who is responsible for the supply package on the contract?

The Contractor is responsible for procuring the supplies list on the Bill of Materials unless the item(s) is identified as Government Furnished Equipment.

51. Are DWGs or PDFs available?

Both.

52. When the ceiling tiles are removed, will the lights also be removed? Who is responsible for removing them?

NIAID – No light removal planned at this time.

53. This room will have 3 microphones, 6 speakers, and 4 fans, correct?

See BOM.

54. Is this contact using FY 2016 money?

Yes.

55. What are the noise requirements?

Building 10 Clinical Center: To ensure compliance with TJC & CC policies, all contractors and staff shall be trained by DTR on CC construction practices and CRA/ILSM requirements. Vendor is responsible for completing Risk Assessments and defining measures to compensate for disruptions including utility or code deficiencies during the repair or construction phase. An NIH project officer will most likely be assigned to review and coordinate with. Intent is to protect patient areas and reduce risk.

56. Is there blocking for the TV?

Contractor is responsible for blocking if the wall isn’t suitably blocked.

Building 10 Room 4-1530 Questions

57. A new table needs to be bought for this room, the table is too big, and whom is responsible for buying the new table?

NIAID

58. Will the table have box or will they be responsible for the cut in?

NIAID will provide a FSR T3U-1 in table box for rooms which don’t currently have an in table box. The winning contractor will be required to provide a custom engraved and milled plate for the FSR T3U-1 which has (1) HMDI (1) VGA (1) 1/8” Audio (1) Touch Panel Jack (2 to 4) USB 3.0 (at least 1) Building LAN. Touch Panel Jack and Building LAN should be easily desirable from each other. The plate layout must be approved by NIAID before purchase.

59. Will the white board in this room be removed?

Assume No.

60. Will the TV display stay in the same location?

Yes

61. Will there be 6 speakers in this room or because of the size be less?

Refer to BOM.

62. There is no floor box in this room, who is providing the floor box?

Per BOM and SOW, the contractor is providing over floor, under carpet raceway.

63. NIH will be the one to provide the cable connector, correct?

NIAID will provide an in-table box and the winning contractor will be required to interface with it.

64. Who is responsible for cutting the box in the table?

NIAID

65. There are no patients on this side of the building, correct?

To ensure compliance with TJC & CC policies, all contractors and staff shall be trained by the Division of Technical Resources (DTR) on Clinical Center construction practices and Construction Risk Assessment (CRA)/Interim Life Safety Measures (ILSM) requirements. Vendor is responsible for completing Risk Assessments and defining measures to compensate for disruptions including utility or code deficiencies during the repair or construction phase. An NIH project officer will most likely be assigned to review and coordinate with.

66. Is there dual display capability for the TVs?

Only for rooms with side-by-side displays. This is not one of them.

67. Is there a write-up for the user interface on how to use the monitor?

Yes. There is a training document that shows the screen shots and a brief description of function.

68. Where is the fusion server? Do we have remote access to it? Where is the data center located?

Our network switches will be configured to have a port accessible to the NIAID AV VLAN, which has access to the Fusion Server.

Building 10 Room 5-2436 Questions

69. This has the 80” TV that is not staying in the room, is it going to be replaced?

All equipment will be replaced.

70. In this room, the table and the cabinets need to be replaced?

The plan is to have them replaced. Please bid based on the room you saw.

71. The projector screen is hanging, will this need to be mounted in the ceiling?

Changed BOM to reflect a surface mounted screen.

72. How many floor boxes are in this room? Is there a conduit available?

2 floor boxes. There is a pathway, not sure of how it runs and if it is free air or in conduit.

73. Is the TV going to be mounted and can we move it to a different location in the room?

TV will be located on the windowed wall as shown on the drawings.

74. Is the camera location going to stay the same?

Yes

75. The projector screen is going to be replaced, correct?

Yes

76. Who is going to be responsible for the plates?

Per BOM and SOW, the contractor is responsible for all Plates and Panels. In the boxes provided by NIAID, NIAID will proved the plates, but it will be the contractor’s responsibility to interface those plates with the cabling in the floorbox/overfloor raceway.

77. Is the Polycom going to stay in the room?

Yes

78. How many speakers and microphones are needed for this room?

The BOM has the quantities for each room. 5-2436 will have 6 speakers and 2 mics.

79. Can we amend the building materials on the contract based on what is needed basis?

Upon acceptance and pre-approval from the COR. See BOM and bid the quantities shown on it.

80. Can we amend and make corrections with the building materials?

Upon acceptance and pre-approval from the COR. See BOM and bid the quantities shown on it.

81. Can the rooms be billed out individually when it comes to building materials?

A room may be invoiced once NIAID has tested and accepted that room.

82. Since this is a line item bid, what is NIH expecting in the technical proposal? Does labor need to be a separate line item?

Reference the RFQ Section VI. Volume 1 – Technical Quote and Section VIII Evaluation criteria for information regarding what NIAID is expecting to see in the technical volume. Per the RFQ, Section VI. Volume 2 price quote “As applicable, each quote shall include separate lines for labor, professional services, and equipment.”

83. Can the ODCs and the G&As be total in the contract and not separate?

Yes.

84. Is this a patient center or an office center space?

To ensure compliance with TJC & CC policies, all contractors and staff shall be trained by DTR on CC construction practices and CRA/ILSM requirements. Vendor is responsible for completing Risk Assessments and defining measures to compensate for disruptions including utility or code deficiencies during the repair or construction phase. An NIH project officer will most likely be assigned to review and coordinate with.

85. Can the walls be penetrated in this room?

No

86. Can the projector screen be recessed in the ceiling?

BOM switched to surface mount to avoid possible conflicts above the ceiling grid.