6350--(PACS) Doors Service and Maintenance

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Contract Opportunity

QUESTIONS AND ANSWERS TO SOLICITATION 36C25026Q0581
Regarding the estimated 150 new card readers installed by third parties, how will the contractor be notified when these devices take off their 1-year warranty and are added to our maintenance scope? Additionally, if the total number of third-party readers exceeds 150, will the Government issue a contract modification to cover the additional license and maintenance costs? Answer: I believe these are regarding the CBOC s. CBOC s are covered under the Lease contract of the building owner and are only electronically available to Chillicothe and the Maintenance Contract.
Can the Government clarify the scope of the 10 annual additions? Does this line item only cover the installation and programming of the card reader devices themselves, or is the contractor also responsible for providing and installing the associated door strikes, lock hardware, cabling, and controllers for these 10 doors? Answer: All associated door strikes, lock hardware, cabling, and controllers would be included.
What is the number of Access control enclosures and at which sites are they located? Answer: Unable to answer
What is the approximate number of batteries in the enclosures? Answer: Depends on the number of doors. Also depends on if 12- or 24-volt battery.
Can you break out the number of readers per facility, between the main campus and each of the CBOC? Answer: This contract only covers Chillicothe. CBOC s are covered under the Lease contract of the building owner.
What is the AMAG System ID, so that we can accurately quote the SSA for the Access Control System?
The Proposal calls out the virtual servers are not part of this agreement, however, does not specify if the 6 main campus client computers or the 1 each client computer at the CBOCs are included. Can you please clarify if these 7 client computers are part of this agreement? Answer: There are 2 servers, not client computers. There are 3 client computers. CBOC s are covered under the Lease contract of the building owner.
Is the PACS currently integrated with the existing CCTV (ExacqVision) and Alarm Systems, or would this integration be required as part of this Service Agreement? Answer: Not integrated, would be under a new contract or modification.
PWS Section B.4, page 7-8, "The contractor, however, shall maintain these new card readers including purchase of licenses..."Please clarify whether the contractor's fixed-price proposal shall include all software licensing, SSA costs, programming, maintenance, and replacement support associated with the approximately 150 future government-installed card readers anticipated during the contract period. Do you have an estimate of when these additional card readers would be added? Answer: CBOC s are covered under the Lease contract of the building owner and are not included in the Maintenance contract. Otherwise, all software licensing, SSA costs, programming, maintenance, and replacement support associated with the 10 deliverables each year. Additional readers at CBOC s would be through a new contract or modification.
Price Schedule CLIN 0001, 1001, 2001, 3001, 4001, page 15 "Add additional workstation." Please clarify whether the requirement for an additional workstation applies only during the base year or during each option year; it is listed under every year. Answer: Only during the base year.
Page 7 of 80, "Card Readers currently installed are a combination of HID RP40 multiclass readers (25% of total count) and RPK40 multiclass readers with Keypads with the new readers being Veridt 900W2037 and 900W2037 (75% of total count)" That count is actually reversed; the majority of readers are the old HID multiclass readers with less than 25% the new Veridt version. Answer: That is correct 75% HID, 25% Veridt.
Gov. States "The contractor will integrate the AMAG system into our existing CCTV (ExacqVision) and Alarm systems as required by the Department of Veterans Affairs Physical Security and Resiliency Design Manual". Is the AMAG system currently integrated with the ExacqVison CCTV system? If so, would the Gov. provide the Camera Manufacture, Model # and camera count? Answer: Not integrated.
Gov. States "There are 4 Community Based Outpatient Clinic s (CBOC s) that currently have 72 total card readers and an additional 2 more CBOC s are planned which will add an additional 40 card readers. Are the 72 card readers referenced included in the 490 or in addition to the 490? Answer: 490 total.
Gov. States control and monitoring of a combination of approximately 490 interior and exterior doors across 30 buildings". Does each of these 490 doors currently utilize a card reader? Answer: Yes.
Gov. States "The contractor will integrate the AMAG system into our existing CCTV (ExacqVision) and Alarm systems as required by the Department of Veterans Affairs Physical Security and Resiliency Design Manual". Will they provide the above reference manual? Answer: Yes.
Gov. States "The contractor will integrate the AMAG system into our existing CCTV (ExacqVision) and Alarm systems as required by the Department of Veterans Affairs Physical Security and Resiliency Design Manual". Is the AMAG system currently integrated with the Alarm system? If so, would the Gov. provide the Alarm Manufacture, Model #, panel and point count? Answer: Not Integrated.
Will the existing security systems be handed over to the successful offeror in a 100% operational status? Answer: Yes.
Both CLIN 0001 and CLIN 0002 state, Add (10) new PACS doors annually. Could the Government clarify if the intent is to add a total of twenty (20) new doors annually, or if this repetition is a clerical error? Answer: 10 total Annually.
Gov. States "Change all enclosure batteries every other year" What is the date of the last comprehensive battery replacement across the existing systems? Answer: Will be current when the new contract is awarded.
What is the total quantity, size and rating of batteries currently referenced for replacement? Answer: Unable to answer.
Gov. States "Add (10) new PACS doors annually" Due to configuration variables would the Gov. provide a sample material list for estimating purposes? Answer: Unable to answer.
Gov. States "Add additional workstation" Is the Gov. intent to add 1 workstation per CLIN year? Answer: One total in Year One.
Gov. States "Maintain existing PACS equipment and replace as needed Does the Gov. intent to provide GFE equipment if the current PACS equipment needs replacement or can the Gov provide an estimated equipment list for proposal purposes? Answer: Unable to Answer.
Would the Government provide a current GFE spare part inventory list? Answer: Unable to Answer.
Given the geographical distance between the CBOCs and the main VAMC, what is the Government's expectation for emergency response times if simultaneous system failures occur at separate locations? Answer: Unable to Answer.
Given the geographical distance between the CBOCs and the main VAMC, what is the Government's expectation for emergency response times if simultaneous system failures occur at separate locations? Answer: System Version 9.12 Firmware Version TBD.
Is the contractor required to perform major software or firmware version upgrades during the contract period, or does the scope limit work to minor updates and patches? Answer: All updates and upgrades.
Does the government maintain local server administration rights, or will the contractor be required to manage database backups, SQL server maintenance, and operating system updates for the PACS servers? Answer: OIT maintains administration rights, however contractors would work with OIT.
The document refers to emergency service calls. Can the Government define the specific hourly response time windows for "Critical" versus "Non-Critical" system failures? Answer: Unable to Answer.
What specific conditions constitute a "Critical" system failure versus a "Non-Critical" failure under this agreement? Answer: Unable to Answer.
Can the Government clarify who retains financial ownership for the procurement of major system components (such as panel controllers, servers, workstations) when an item cannot be repaired via routine maintenance? o To ensure all offerors can provide accurate pricing for replacement parts, firmware compatibility, and technical support under the maintenance CLINs, can the Government provide a comprehensive inventory list of all existing access control panel and controller types (e.g., AMAG Symmetry M2150, M4000) currently deployed across the VAMC and CBOCs? Answer: Unable to Answer.
If a component fails due to environmental conditions, utility power surges, or lightning strikes, is the replacement covered under the fixed-price maintenance CLINs, or will it be handled via a separate reimbursable mechanism (e.g., a parts allowance, T&M modification)? Answer: Unable to Answer.
Is the contractor required to perform 100% annual testing of all initiation and supervisory devices (such as tamper switches, door position switches, and request-to-exit sensors), and if so, is there a specific reporting format or Government system where records must be uploaded? Answer: Unable to Answer.
If existing equipment is found to be defective, non-functional, or improperly installed during the initial intake period, what is the process for documenting and addressing these pre-existing deficiencies? Answer: Unable to Answer.
Can the Government provide the network topology maps, line-diagrams, or as-built drawings for the PACS infrastructure across the 30 buildings and CBOCs? Answer: Unable to Answer.
Will the Government provide the necessary software administrative credentials and master programming passwords to the successful offeror immediately upon contract award? Answer: All necessary passwords and credentials will be provided upon contract award.

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