Question and Answer Follow-up.pdf

Follow-up Question from the site visit (ELECTROINC SECTURTY SYSTEM (CCTV) W91QV1-23-R-0018)

. With regard to quality control plan, are you looking for an example of that? Yes

. Can you provide us with the current version of the Genetec Security Center software in place? Ver 5.10.4.0

. There is a notation that any unserviceable equipment requires three quotes. As the equipment is primarily purchased from the Vendor/Manufacturer specified, only one quote is available, i.e. purchase a Pelco camera from Pelco. Would there be an approval for that when needed? Yes

. This section is primarily related to CAD drawings, but there is also a notation regarding relocation of equipment. Is relocation expected to be covered under the maintenance agreement, or would that fall under an SR and potentially time and materials reimbursement? This would fall under a SR.

. With regard to the network infrastructure, do the network switches that have cameras connected also serve other functions other than the video management system? Yes

. Is the video system servers, workstations, and network switches all on an isolated, independent network, or do other equipment, workstations and servers share this network? CCTV is isolated on a separate VLAN.

. With regard to the camera infrastructure, and specifically, the power source used for each camera, are all cameras directly powered from a PoE network switch or are there auxiliary power supplies associated with the power source at some camera locations? Yes, auxiliary power source at some locations.

. With regard to network switch and power source locations, are all of those locations clearly noted on a plan set and available for receipt prior to our bid submittal date? Locations are clearly noted but not available prior to bid submittal.

. It is unclear whether Service Requests (SR) are to be completed on a Time and Materials (T&M) basis based on provided labor rates, or if the labor is to be part of the overall contract. Service request will be firm fixed price, issue as an individual task order under CLIN 0002. All parts, material, labors shall be included in the quotes for the individual service request.

. Noted that all repair parts and supplies required to repair and perform maintenance on all equipment per SR – does this note that the Contractor is expected to purchase/provide supplies without reimbursement should issues be found during inspections – i.e., a cable is found to be frayed or damaged and requires replacement, would the cost of the labor and materials need to be covered under the contract, or would that fall under an SR (and as noted above) with a T&M billing from the Contractor? Need to be covered under the contract.

. Is there any remaining Genetec Advantage support license agreement in place now? If so, what is the expiration date? Genetec Advantage support expired.

. With regard to the Genetec workstations and servers, these units require Genetec Advantage service support agreements. These support agreements are most cost efficient when purchased with five year coverage. Are you requesting that we include this in our pricing under Equipment? Yes

. With regard to the pricing page, you’re asking for the labor associated with direct technical needs, program manager, technician - this is understood to be for the general maintenance and quality control of the system.

a. How are individual service requests handled? Approval through Contracting Officer

b. Will that be time and material based on these labor rates in addition to the total for the general system maintenance and quality control needs? No, firm fixed price contract based on labor rates and yes to general maintenance and quality control of the system.

. There is a section for Materials and Equipment – we would anticipate a need for minimal materials and/or equipment unless there is a component failure, at which point we understand the quote needs to be generated as specified in section 5.1.

a. What materials do you want priced here? Bench stock required to keep system operational.

b. What equipment do you want priced here? Bench stock required to keep system operational.

Clarification: In reference to the above question, vendor should have parts on hand that based on usage due to failure from weather or electrical malfunctions may require multiple replacements. We don’t necessarily know what all of these items are which is why we are asking the vendor/subject matter expert to develop a list of bench stock parts based on our existing infrastructure and 12 month maintenance requests that vendors asked us to provide. I can say that this list should at least include Surge suppressors POE’s/media convertors/CommScope’s/ComNet receivers/etc.

. Under Total Labor + Fringe percentage – please define Fringe. payroll related costs for employees directly employed in provision of the service. Please referred to the Department of Labor website to determine how to calculate Fringe and labor percentage.

. There is a notation at A66, “G&A” – what is G&A? General & Administrative expenses

a. Also, it notes to place the G&A in B242 (a very long distance from the last line of the Excel sheet at row 81. Is this correct? The government will allow the contractor to create a excel pricing sheet as an alternative to the government pricing sheet. Contractor is allowed to used their format if the Government Pricing Sheet has incorrect calculation. Note the SF1449 must also be filled out.

b. Same thing with percentages at A67 and A68, noting to lace percentages in B243 and B244.

Please confirm. The government will allow the contractor to create a excel pricing sheet as an alternative to the government pricing sheet. Contractor is allowed to use their format if the Government Pricing Sheet has incorrect calculation. Note the SF1449 must also be filled out.

. Pricing for service call, after hours service call, with regard to service calls, it may be helpful to provide our service rates for a technician and appropriately equipped vehicle to respond with associated minimum number of hours (i.e. standard two or four hour minimum charge)? Yes

. Would it be helpful to have after hours, and holiday rates associated with the typical service call including any minimum service fees/blocks of time (i.e. standard two or four hour minimum charge)?

Yes

. With regard to the anticipated contract start date, please confirm what that date is.

15 September 2023.

. With regard to a request for a service technician due to equipment being non-operable, will the site be able to confirm that loss of AC power is not the issue? With our other federal facility maintenance contracts, the sites do their very best to confirm a simple loss of power is not the contributing factor before requesting a service technician. Yes

. Could you please provide a listing of the number of customer (ANC) requested service calls for the full camera system in the last 12 months? ANC will provide basic SR data sheet.

Should we anticipate running new wire for every device? No

• Can we see log history of service order lists/incident reports? ANC provide data Sheet.

• Will any camera locations need to move at the start of the project? No

• After award, what is the deadline to complete this job? If referencing moving cameras N/A

• Will the contractor need to do any network configuration? No

• (Reference Section 1.5.11) In reference to Section 1.5.11 of the PWS, will the contractor need access to Government Information Systems? Yes

• How long should we be able to hold recordings? How many days? 90 days

• What is the minimum resolution the live camera feed should be at? What is the minimum resolution the recorded camera feed should be at? H.264 1920 x 1080

Can we see device locations in a CAD drawing with wiring distance? Not before contract award

Is the current access system Genetec? Yes. Is any integration wanted between the camera and access system? Explain what integration is being referenced? System is fully functional.

• How many individuals have access to the camera system? 40 users. How many users use the system at once? Eight

• Does there need to be full redundancy between the two servers? Does one server need to hold recordings for all cameras? No

Will the contractor be expected to program the cameras into the current system? Yes

(Reference Part 4 - 4.3) Does the IT person have to only be involved in the installation? Yes. What role does the IT person play in this project? IT personnel is responsible for security/patching compliance, configuration/installation/troubleshooting cameras in the Security suite application. What is the compliance requirement? All system compliant with DISA Security Technical Implementation Guides

What is the scope and current capabilities of remoting into the system? Contractors not allowed to remote into system.

• Is the camera system connected to other networks? Yes. Are there devices connected to the camera system? No

(Reference Part 4 - 4.3) What are the roles and responsibilities of the system administrator and technician in relation to this scope of work for install, QCP, and maintenance?

Manage/Integrate/secure all CCTV infrastructure to meet ANC security compliance requirements.

• Is there any other IT information that’s on this network connected to the cameras? No.

• What specific information/reports will the customer need from the camera(s)/camera system? Some users have access to generate investigative reports.

. Please provide how many days storage per camera is required. 90 days.

. Please clarify the required number of concurrent users. 40 users.

. Please clarify the total number of cameras along with mounting details ie. Pole, ceiling, wall.

48 Wall mounted, 23 Pole mounted, and 4 ceiling mounted.

. Please provide additional details as to the types of cameras in regards to indoor or outdoor rated. 60 outdoor and 15 indoor.

. Please confirm that vendor is only responsible for the cable from the nearest network access point to the camera. Yes

. Please confirm that if PoE injectors are required they will not be the responsibility of the vendor. They are the responsibility of the vendor.

. Please provide rough infrastructure estimates in regard to vendor responsibilities? Government is not clear on this question.

For Clarification :

• What is the Vendors responsibility for the fiber/copper/switches? Is it only camera replacement, or does it include the replacement of any fiber/copper, switches? Vendor not responsible for switches only components for camera.

. Please provide a log of previously requested services calls so that we may accurately bid to ANC needs.

ANC will provide a basic service call data sheet.

. Who will be responsible for building repairs in relation to correcting broken camera cable such as cutting, patching, painting, and other types of repairs? Vendor

. Will an onsite parking pass be provided or will the vendor be required to use public paid parking? Yes

. Is there a requirement for response time, both in regards to receipt of request and onsite response Yes per PWS section 4.5

. Will vendor be responsible for maintaining service stock or will down time be acceptable during the RMA process? Vendor responsible for maintaining service stock.

. Will service be requested only during business hours or will after hours services be required as well?

Yes, per PWS section 4.5

. Will the vendor be responsible for all software upgrades and SSA’s? Yes

. Given the current cameras being used are Axis and Pelco, would the government accept another NDAA compliant camera system if it meets or exceeds the specs in tech exhibit 3 in PWS? Yes

. Which installation standard are contractors required to follow for the life of this contract? i.e., BICSI, TIA, NECA, etc. use for the life of the contract.? ANC does not dictate which cable installation standard contractor should use during installation.

. Is the expectation to provide 75 cameras within the first year of the contract or over the lifetime of the contract? No, the expectation is 10% life cycle every year per PWS Tech Ext #1 & 2.

. Will the Government please define its inbound email file size restriction for receiving electronic proposal? Government file size limit is 20MB. If the file is too large send multiple emails for your proposal with title and volume number.

. The file name convention on page 4 indicates that Volume III Price is to be submitted as a Microsoft Word document; the instructions for Volume III on page 6 of 122 refer to "a price model Excel spreadsheet" to be used for this Volume. Is pricing data for Volume III to be submitted in BOTH Word and Excel format? The pricing volume can be submitted in either format.

. Sam.gov Solicitation states this is a Total Small Business Set-Aside however Government SF1449 Form (Page 1 of RFP) states it is a Service-Disable Verteran Owned Small Business Set Aside. Will a Total Small Business still be acceptad? This is Total 100% small business set-aside.

. Page 1 of RFP Document Form SF1449 states the Bid Due Date as August 10, 2023 at 3PM EST. Page 3 of the RFP Document states the Bid Due Date as August 7, 2023 at 3PM EST. Can the Government please clarify the exact Bid Due Date and time? The Government will extend the solicitation until 17 August 2023. Proposal is due date is on the 31 August 2023.

. Page 6 mentions "The Offeror shall provide fully burdened labor rates for all personnel for the base year and all option years as well as projected costs for the supplies, equipment, and material in accordance with the historical estimates provide in the PWS." Is the Government referring to to the Technical Exhibits #1 and #2 located on Page 30 and 31 of the PWS? Government is referring to exhibits 1 and 2 and the requirements stated in the PWS.

. Would the Government allow for a more clear excel pricing sheet to be created and presented by Contractor for Base Bid and Option Years as an alternative to the Government provided Pricing Sheet?

Yes

. RFP References a total of 5 CLINS (CLIN 0001-0005) on Page 47, none of which mention anything about the Option Years and then on Pages 49-55 of the RFP it references a total of (10) CLINS on the CLIN Sheet for PM and CM for the Base Year as well as OPtion Years. Can the Government please claify what CLINS the Contractor is to base their Proposal? The contractor should base their CLIN off the solicitation RFP W91QV1-23-R-0018. NOT the PWS.

. CLIN 0004 references Task "5.3.3 Replaed Equipment Disposition" There is no Section 5.3.3 within the RFP or PWS. Is there missing information? Please clarify what this represents. MICC deferred 5.3.3 was removed from final version of PWS. The Government will revise the PWS to remove section 5.3.3 verbiage from the PWS, per ANC.

. Is the Government requesting pricing for these Technical Exhibits #1 and #2 located on Page 30 and 31 of the PWS and the Quantities mentioned? Yes

. If Government is looking for Pricing on 10% Life Cycle Replacement should Contractor also include other components that make up the System i.e. PFUs, Power Supplies, Ethernet Convertors, Monitors, SFPs, Media Converters etc. OR Is Government utilizing the Quantity of equipment strictly as a bidding baseline? Contractor should include components that facilitate a fully functional system.

. The PWS is asking for pricing based on Semi-Annual Inspections. Semi-Annual refers to twice a year. Is the Government requiring 100% of the System be inspected during both (2) semi-annual inspections OR 50% at each trip? 100% Inspection twice a year.

. CLIN 0001 and 1001 for Preventative Maintenance & Inspections alludes to a Quantity of 12, Unit Month. Is the Government requesting inspections on a monthly basis and not a semi-annual basis? Is the Government expecting the Contractor on site on a monthly basis for a percentage of the Preventative Maintenance to be performed? Could the Government clarify in further detail what this CLIN represents? PM is on required semi -annual CM is required as needed over the 12-month period.

. CLIN 0002, 1002, 2002, 3002 and 4002 for Base Year and Option Years are listed for Corrective Maintenance via Service Requests to replace or repair failed, damaged or defective components inclusive of hardware and software. What is the Contractor to base this price on? On any given Service Request there could be problems with (1) Camera, (2) Cameras, if inclement weather occurs there could be 10-15 Cameras worth of problems or the entire System could be down. A Corrective Maintenance Service Request could take hours or could take days based on the severity of the situation. Could the Government provide more specific detail on what would be included in a Corrective Maintenance Service Request? How many Corrective Maintenance Service Requests would the Government anticipate and like the Contractor to take into consideration during a 1 year period? How many hours would the Government like per call? Naturally, if additional Equipment and Materials are needed to correct the call, it is understood that (3) quotations would be provided but how would the Government like the Contractor to price a complete unknown without specifying the amount of calls and hours the Government would like the Contractor to price? ANC will provide basic SR data sheet.

. What frequency do you anticipate needing an AI Level II Certified person i.e. 10%, 20% 30% etc.?

Obviously this Certification is not necessary for cleaning lenses on Cameras, Changing Cameras if necessary, and/or testing the functionality. Would the Government like to estimate a percentage for this requirement in a cost savings estimate not to have an over qualified Technician cleaning lenses? AT level II tech would be required only for maintenance that involves access to the security desk platform.

Based on historical services calls, that accounts for about 30% of service calls during a 12-month period.

. Excel Pricing Sheet provided does not reflect listed costs per CLIN. As per CLIN 0002, 1002, 2002, 3002 and 4002 for Base Year and all Option Years Corrective Maintenance a Firm Fixed Price is being requested. How is the Contractor to estimate a Firm Fixed Price for these CLINS if the frequency of Corrective Maintenance Service Requests and the type of Service Request i.e. What type of Equipment is needed, what quantity of equipment is needed, how much labor is needed to address each Service Request etc. is unknown? Traditionally when proposing IDIQ work determined Labor Rates and Pricing Table (Price per Component) are provided in the Contractors Proposal. It is unusual to request a FFP for IDIQ Work. ANC will provide basic information from SR for last 12 months.

What is the existing power infrastructure? Sure power/UPS

a. Is the power supply stable? Yes

b. Will UPS(s) be required? No.

i. If so, what is the power requirement?

ii. How many UPS?

Are there existing fiber optic access points? Yes.

a. Will new fiber optic cables be required? If cable requires replacement.

i. If so, what type? Single mode

b. What are the lengths of the fiber optic cables from point of origin to end destination?

Contractor is responsible for components from the closet switch to end device only, lengths vary by location.

c. How many fiber optic runs? N/A

d. What termination types will be required? N/A

2. Will trenching be required? Only if additional cameras are requested and that would be determined by Contracting Officer through a modification of the contract.

a. If so, are the utility locations marked on the ground and/or properly documented? Yes.

b. Will dig permits be required? YES.

c. Who will be required to obtain the digging permits? ANC

Will lead and asbestos abatement be required?

c. Have the buildings been tested for lead and asbestos? Yes.

i. If so, will the government provide the results of the testing? Yes.

a. Are there any other health hazards associated with the applicable installation and maintenance? No.

5. Are any of the buildings listed as historic buildings? Yes

a. If so, who will determine the locations approved for possible drilling and camera placement? ANC/Arlington County.

1. Is the existing camera system analog or IP? IP.

a. Are the cameras connected by ethernet or coax cable? Ethernet Cat6

2. Is Cat6 plenum indoor and outdoor cable required? Yes

a. What type of connectors, RJ45 crimp connector or Keystone punch down jacks? RJ45 crimp connector/RJ45 punch down/Fiber Patch panel.

b. Are there existing cable raceways or paths to route the new ethernet through? Yes.

c. Will conduit be required? Alteration or new installs may require additional conduits.

i. If so, what type and how many feet? N\A

. Will existing equipment need to be tested? All equipment needs to be tested semi-annually per the PWS 5.1.1 Preventative Maintenance plan.

d. If so, what type of equipment?

e. Number of each?

. Will existing cameras need to be replaced? Yes, based on EOL/EOS and 10% life cycle.

f. If so, how many cameras need to be replaced?

g. What type and/or brand of cameras are they to be replaced with? Not brand specific must meet minimum specs from Tech exhibit #3.

Camera locations:

h. How many cameras are/will be mounted above 12' on the buildings/poles? Eleven

i. How many cameras are/will be roof top mounted? Nine

j. How many cameras are/will require a lift? Nine

Do the buildings have drop ceilings, or are they solid ceilings between floors? Mixture

k. Are “To Scale” drawings available for publication? Yes, but only to contractor after award for security reason.

l. If not, what is the length, width, and height of the building(s).

. What are the “testing requirements” for the new or upgraded system(s)? Per manufacture guidance/spec.

. Is the government able to extend the solicitation’s due date? Yes, The Government will extend the solicitation to the 17 August 2023. Proposal is due on the 31 August 2023.

. When is the commencement of work expected to be post-award? The Government will extend the solicitation to the 17 August 2023. Proposal is due on 31 August 2023. Expected start date e 15 September 2023.

. Should there start parts included in the contract to meet SLA due to long lead items? Yes

. Does the contractor need to partner with a specific service provider/manufacturer to be competitive for the opportunity? No

. Is this an IDIQ? Service request will be firm fixed price, issue as an individual task order under CLIN 0002. All parts, material, labors shall be included in the quotes for the individual service request.

. How many cameras are interior versus exterior cameras? 60 exterior 15 interior

. What are the previous 12-months of CM and PM tickets? Can we get a list of the previous service calls more looking for frequency of service? How many and general issues would be helpful to gauge the level of effort needed to support the client. ANC will provide a general data sheet.

. Will the contractor be responsible for any network issues? No

. What is your minimum storage and buffer requirement for image retrieval? 90 days

. Can you provide all systems, makes, and models identification for the SLA? ANC provided.

. Can we get a system report in regards to the camera inventory? ANC provided.

. What equipment, including workstations, are part of the service agreement? ANC provided.

. Do you have current service spare inventory? Limited stock

. Is the contractor expected to support a sparing solution? Yes

. Will the replacement equipment be quoted for replacement or will the contract cover equipment as well? Contract will cover replacement.

. Can you confirm number of days recorded and is it on motion detection percentage or continuous recording? 60 days continuous recording

. Does the Government intend to separate out Labor and ODCs from the solicitation if parts and sparing are intended to be quoted? No

Can we get a typical network layout for a local camera to switch configuration?

Additional questions:

Does the pricing volume require a Narrative discussion? No

Would the government consider allowing the contractors to adjust the G&A and OH formulas if the formulas provided do not match the company’s internal indirect rate calculations? The government will allow the contractor to create a excel pricing sheet as an alternative to the government pricing sheet.

Contractor is allowed to use their format if the Government Pricing Sheet has incorrect calculation.

Note the SF1449 must also be filled out.

The estimated quantity columns are blank. Did the Government intend to provide the estimated workload data or hours? NO, the contractor must provide that information.

Can the government clarify the due date for proposals? Due date for the proposal is 31 August 2023 @ 3:00pm.

Please confirm that a scheduling narrative is all that is required to meet the requirements for Volume II, Sub-Factor 2. Please read Sub-Factor II requirement.

Based on the Site Visit and the PWS, pleased verify the PWS does not require the contractor to maintain network infrastructure devices or cabling; ie., routers, switches, fiber? Not required.

Do the existing devices (Pelco, Axis, etc) have active vendor licensing? Yes

These technical exhibits states 10% end of life replacement. Is this a minimum target? Yes

Can and will the Government provide a record of the corrective maintenance frequency from the previous contract? This is required to accurately estimate a Firm Fixed Price solution.

Can the Government provide field elevation estimates of perimeter and amphitheater cameras?

Cameras mounted on roof top approx. 40 Ft high.

Would the government consider amending the CLIN structure beginning on page 49 to match what is shown in Technical Exhibit #5 with CLINS 0003 through CLINS 0006 as Cost Reimbursable CLINs vs. what is shown on page 49 of the solicitation? No, this is a firm fixed price contract, the contactor shall follow the CLIN structure on the SF1499, not the PWS.

Would the government consider modifying the price workbook to show CLIN totals? The government will allow the contractor to create a excel pricing sheet as an alternative to the government pricing sheet. Contractor is allowed to use their format if the Government Pricing Sheet has incorrect calculation. Note the SF1449 must also be filled out.

What is the current recorded video capacity? 60 days

Can the government provide a list of the number of service calls for the past year for USACC? ANC provided.

Will the Government exclude the SAM Record information from the page count for Volume I – Administrative? No

Please confirm all license and software certification costs are to be included the maintenance CLINS?

Yes.

Will the Government please provide the following information needed for developing firm fixed monthly maintenance fees to include the following:

a. Current preventive maintenance schedules for each system. Semi-annual for all systems

b. Record of corrective actions required over the last 3 years.

c. Record of monthly consumption of spare parts for each system

If additional spare inventory is required throughout the life of the contract, how will government address the procurement of additional material on a USACC contract? Service request will be firm fixed price, issue as an individual task order under CLIN 0002. All parts, material, labors shall be included in the quotes for the individual service request.

If the Government decides to have the materials, licenses and other items included in the FFP CLINs, how much should the vendor estimate to cover these materials needed annually for the maintenance of the existing systems? Contractor must provide that information.

In the absence of having a specific level of effort of the current work efforts with replacing existing equipment, we recommend the Government add a Parts CLIN that would be priced Cost Plus versus FFP as is currently indicated? The contract is a firm fixed price contract.

. Please provide rough infrastructure estimates in regard to vendor responsibilities? Government is not clear on this question.

For Clarification :

• What is the Vendors responsibility for the fiber/copper/switches? Is it only camera replacement, or does it include the replacement of any fiber/copper, switches? Vendor not responsible for switches only components for camera.