Opportunity Detail

Questions and Answers

Video Surveillance as a Service
Document #:  0A1313


Question:   Is there an inventory or list of non-functioning cameras by location?

Answer:   No, there is not currently an inventory.

Date: 7/21/2021

Inquiry: 88027


Question:   Could you provide firmware information on each camera?

Answer:   All available information on the cameras has been provided.

Date: 7/21/2021

Inquiry: 88026


Question:   Will internet access be granted for remote training and ongoing maintenance?

Answer:   Yes.

Date: 7/21/2021

Inquiry: 88025


Question:   What do you currently use for your SSO service?

Answer:   OH ID as described in Supplement Two.

Date: 7/21/2021

Inquiry: 88010


Question:   1. Will you extend the Bid Due Date? 2. Can you identify the number of current cameras that are non-functional? By Location? 3. Can you identify the number of cameras per site that are outdoor/indoor?

Answer:   1) The opening date has already been extended once, per the RFP amendment one. 2) There is not a current count on non-functional cameras. 3) Additionally, there is no count of indoor vs outdoor cameras.

Date: 7/20/2021

Inquiry: 88008


Question:   Of the 1,551 cameras, how many of them are external?

Answer:   The State does not have numbers on this.

Date: 7/20/2021

Inquiry: 87923


Question:   Upon review, we are declining to participate for several reasons, many of which are due to the Scope of Work.

Answer:   Acknowledged.

Date: 7/19/2021

Inquiry: 87982


Question:   11. Can the video storage servers remain at each of the facilities if the video storage is maintained as a service (VSAAS) This is in reference to the statement in Supplement 1 page 3 under “Introduction”. Just want to better understand your requirements for the location of the needed equipment.

Answer:   The state is requesting storage be maintained in the cloud solution and not on premise at the facilities.

Date: 7/19/2021

Inquiry: 87912


Question:   10. What hardware “servers” are now being used at each of the locations.? We need to know the make and model number of each server and the version of Windows running on each unit. There is some information listed in Supplement 1 page 3. We require more detail information to provide an accurate proposal.

Answer:   The State is requesting a cloud service for the solution, existing servers would not remain a part of the new solution.

Date: 7/19/2021

Inquiry: 87912


Question:   9. What level of training on the new system will be required, amount of personnel needing training, location of sessions, time of each session? We were given the request for training but not enough detail as what is required. This request is located on page 7 of Supplement 1 listed under the “Training” heading.

Answer:   The state is looking for the offeror to train 15-16 technical and business team members on use of the solution. The training should take place at each location after implementation and training materials should be supplied as described in Supplement 1.

Date: 7/19/2021

Inquiry: 87912


Question:   3. To properly provide an accurate costing for the storage of the video data it is important that we know what the archiving requirements are. Will the video storage from all cameras have the same parameters? The parameters of concern are the (Cameras Frames Per Second), Condition controlling the saving of the video files, “Recording on Motion”, recording at different rates regulated by the “Time of Day, etc. We were given the camera counts and other equipment information on Page 3 of Supplement 1. We need to know what camera model numbers are at each location and their quantities.

Answer:   Please see the zip files on the website labeled “cameras by location” for this information.

Date: 7/19/2021

Inquiry: 87912


Question:   Does the DODD have a centralized security video viewing wall? Is a video wall with camera streams that respond to event and alarm based alerts a requirement for the VMS software? Thank you.

Answer:   DODD does not have a centralized security video viewing wall. The investigators from each Development Center and Central Office review footage using the software solution on as needed basis.

Date: 7/19/2021

Inquiry: 87907


Question:   "Would you be open to references including other Large Governmental/Federal Projects that may not have included Video Surveillance specifically, however includes equipment deployment, cloud-based as-a-service, fully managed services, installation, and maintenance?

Answer:   DODD is seeking video surveillance as a service and needs to see experience in this area.

Date: 7/19/2021

Inquiry: 87965


Question:   8. In Supplement 1 under Transition from Current Solution (4.2) can you describe the condition that may result in the requiring of more extensive preparations?

Answer:   Cameras may be hardened inside or outside the buildings. For example, the State has cameras which were hardened to prevent individuals from removing them from the ceiling.

Date: 7/15/2021

Inquiry: 87912


Question:   7. In supplement 1 under Transition from current Solution (4.2) is it to understood that the hardened camera locations are those cameras located on the outside of the buildings?

Answer:   Cameras may be hardened inside or outside the buildings. For examply the State has cameras which were hardened to prevent individuals from removing them from the ceiling.

Date: 7/15/2021

Inquiry: 87912


Question:   6. As stated in Supplement 1 under Transition from Current Solution (4.1). Who will make the decision and provide us with a list of equipment considered “Old Equipment needing to be replaced”?

Answer:   The expectation is that offeror is knowledgeable on the technology and current products on the market and would recommend to the State for replacements where equipment is aging past support and or capability/functionality would be comprised. The State will meet with the Contractor in regard to the recommendations and make final decision.

Date: 7/15/2021

Inquiry: 87912


Question:   5. On page 5 of Supplement 1 (2.9) it states that any old hardware/equipment including cameras, servers, switches place in the state’s designated location for salvage. What is considered old hardware/equipment?

Answer:   The expectation is that offeror is knowledgeable on the technology and current products on the market and would recommend to the State for replacements where equipment is aging past support and or capability/functionality would be comprised.

Date: 7/15/2021

Inquiry: 87912


Question:   4. If there are different recording parameters that are required for the different facilities, we need to know what they are. Variations as to fps, motion recording, masking, compression, different rates for cameras dependent on their locations, and time of day recording. We were given some details on page 3 of Supplement 1, but are missing the detail required to produce an accurate proposal. Please provide information concerning these conditions.

Answer:   Please see the zip files on the website labeled “cameras by location” for some of this information. Based on the offeror's industry knowledge and past experience the State is relying upon the offeror expertise to provide the optimal settings for the cameras for any conditions that are necessary.

Date: 7/15/2021

Inquiry: 87912


Question:   2. For accuracy in the balancing of the electronics at each site we need to know all the camera models, and quantities being used. We have been given the model number but not the quantities each of the locations. We were given the model numbers of the cameras in Supplement 1 page 3, under “Introduction” Can we be supplied with this information?

Answer:   Please see the zip files on the website labeled “cameras by location” for this information.

Date: 7/15/2021

Inquiry: 87912


Question:   1. On page (2) of the RFP under Background, it states there are (31) windows Servers. On page (4) of Supplement 1 listing as totals it states there are a total of (30) servers. Which number is correct?

Answer:   The correct number is 31.

Date: 7/15/2021

Inquiry: 87912


Question:   To be able to effectively respond to your request, the vendor respectfully ask for an extension of the submission date to August 11,2021? What format the current floor plan documents are in and is the expectation that the news one be in the same format?

Answer:   The opening date has been amended to 8/11/2021. Per the second question, AutoCad drawings with PDF output.

Date: 7/15/2021

Inquiry: 87911


Question:   For the below requirement is it acceptable to use prime offeror and subcontractor past performance to meet the required? The offeror must provide documentation that they have implemented the proposed VSaaS solution in at least three (3) similarly sized (at least 1,500 cameras) or larger organizations over the previous sixty (60) months.

Answer:   Yes, either prime or sub can meet these requirements. Please describe detailed projects to meet these requirements.

Date: 7/15/2021

Inquiry: 86724


Question:   When did the Open Market under procurement program change from “Yes” to “No”?

Answer:   This opportunity is open to all offerors, but additional scoring points are available to those that include an embedded MBE component or are an MBE themselves.

Date: 7/15/2021

Inquiry: 87961


Question:   When did the RFP Procure Program change from “EMBE” to “MBE” under the Procurement Programs?

Answer:   EMBE means that there are additional points available for including an "embedded" MBE component. MBE means that the prime contractor must be an MBE. This is an EMBE procurement opportunity.

Date: 7/15/2021

Inquiry: 87960


Question:   Per inquiry 86737 with the date of 6/30/21, could you provide an answer to the second part of the question? "Participation without an MBE is permissible, but will negatively impact the evaluation scoring. Correct?"

Answer:   Correct.

Date: 7/15/2021

Inquiry: 87956


Question:   Has an extension been reconsidered? Preferably an additional 2 to 3 weeks if possible.

Answer:   The opening date has been amended to 8/11/2021.

Date: 7/15/2021

Inquiry: 87955


Question:   Is it acceptable for the Contractor’s cloud provider to be NIST and FISMA compliant or is full certification required?

Answer:   Offeror must document compliance and certifications. The responses will be evaluated and considered by the Chief Information Security Office.

Date: 7/15/2021

Inquiry: 87954


Question:   How does the State anticipate utilizing and implementing OhioBuys and other piggy-back provisions as described solicitation documents? The RFP states that an offeror has the ability to take exceptions and propose alternative language to Attachment Ten – Master Cloud Services Agreement. Does the offeror have the same opportunity to take exceptions and propose alternative language to other parts of the RFP, including Attachment Two and Attachment Four?

Answer:   OhioBuys is the State's eProcurement solution currently in a phase implementation process. Any exceptions or redlines provided to the State's standard language may lead to the proposal being rejected. Per the RFP, offeror's should not expect the opportunity to negotiate.

Date: 7/14/2021

Inquiry: 86791


Question:   In Supplement 1 2.1, it is stated that the VSaaS much be Contractor hosted. We assume that the Contractor can resell cloud storage and services from a third party (such as Microsoft Azure). Please confirm.

Answer:   Correct.

Date: 7/14/2021

Inquiry: 87939


Question:   If the TPV drops off gear at a salvage location do they have to pay a fee to drop it off or does DoDD have an account that it will be billed against and recovered by the Contractor?

Answer:   2.9 The VSaaS Contractor must remove any old hardware/equipment including cameras, servers, switches and place in the State’s designated location for salvage. Any devices that contain images or data will be “wiped” cleaned by the Contractor and verified with State before moving to the salvage location. DODD has a salvage location at each Development Center and will be responsible for working with the salvage vendor to pickup per State contract with the salvage vendor. VSaaS is not expected to pay salvage costs. When salvaging equipment it would be important to provide 2-3 days prior notice to the onsite State technical resource to ensure they are aware of the salvage volume.

Date: 7/9/2021

Inquiry: 87812


Question:   "The offeror must provide documentation that they have implemented the proposed VSaaS solution in at least three (3) similarly sized (at least 1,500 cameras) or larger organizations over the previous sixty (60) months" Our management team has extensive experience leading, implementing, and managing VSaaS & similar solutions for large enterprise & government clients (for example in one case 2 million + cam/sensor projects). Will this experience satisfy the requirement? Many thanks

Answer:   Please provide detailed response for each of the 3 similarly sized implemented solutions including references.

Date: 7/9/2021

Inquiry: 87875


Question:   Can you please provide clarifications for these switch counts at the following locations: Columbus: 1 switch (list shows 19 switches, but supplement 1 shows 20) Mt. Vernon: 2 switches (list shows 17 switches, but supplement 1 shows only 15) Tiffin: 5 switches (list shows 17, but supplement 1 shows only 12)

Answer:   Please use higher numbers. The two documents were completed on different dates and some items were likely added over time.

Date: 7/6/2021

Inquiry: 87797


Question:   Can you please provide clarifications for these camera counts at the following locations: Mt Vernon: 4 Axis Cameras, 13 other cameras (list shows 187 cameras, but supplement 1 shows 200) Columbus: 54 Axis Cameras, 5 other cameras (list shows 255 cameras, but supplement 1 shows 260) Toledo: 16 other cameras (list shows 230 cameras, but supplement 1 shows 246) Warrensville: 128 Axis Cameras,17 Acti Cameras, 2 other cameras (list shows 264, but supplement 1 shows 266)

Answer:   Please use higher numbers.

Date: 7/6/2021

Inquiry: 87796


Question:   Re: Supplement 1 3.6. Per the scope, "Testing plans to include traceability matrices, validation, and User Acceptance Testing." Are there any specific requirements or data that should be captured to meet the expectations of this section?

Answer:   Please describe the process for testing solution and user acceptance process. Specifically the testing plans should trace to all items in 3.3 search capabilities, proactive monitoring, active and passive surveillance viewing and reporting. The testing plans should be device agnostic and ability to use various devices to showcase all search features, ability to download footage to save for legal purposes.

Date: 7/6/2021

Inquiry: 86748


Question:   After the VSaaS installation has been completed at a site, existing cameras and other equipment will eventually stop working or need replacement. Is the replacement of this equipment to be included in the agreement or will vendor charge separately for it?

Answer:   Camera firmware and system patching needs to be upgraded to stay current. As cameras age out, we would purchase new cameras. Vendor would need to submit replacement schedule for aging hardware in a cycle so not all cameras are replaced at the same time.

Date: 7/6/2021

Inquiry: 86747


Question:   Re: Supplement 1 3.5. Can you please elaborate on the requirements for a security plan for physical and VSaaS system? What are the expectations?

Answer:   Please respond with the details regarding securing the solution as a whole (Cameras, Surveillance Footage, Switches, VSaaS solution etc.) Describe your security models and what is in place to prevent unauthorized use or unauthorized exposure of video footage. Also required to complete the Security Supplement Document.

Date: 7/6/2021

Inquiry: 86746


Question:   Re: Supplement 1 3.3 Business Analysis – Can you please clarify the intent of this section? The business analysis is in the implementation section. It would seem like that would be preproposal. DODD has put out a long list of requirements that the response has been created for. Additional scope could potentially impact the value of the agreement.

Answer:   The intent of this section is to clearly document all that is required from the business and to ensure a good traceability matrix exists for testing the solution. Additional scope will be addressed if applicable per the RFP change process.

Date: 7/6/2021

Inquiry: 86745


Question:   Supplement 1 2.16. Regarding the 4 hour window for rapid replacement, is the expectation to have the work started or completed in that time?

Answer:   The goal for the 4 hour window is to minimize downtime. Please describe your plan for rapid replacement to complete within 4 hours.

Date: 7/6/2021

Inquiry: 86744


Question:   Re: Supplement 1 2.15 –Can you please elaborate on expectations for a 24/7/365 help desk? What are your expectations outside of normal business hours (M-F, 8AM- 5PM)? A call back within an hour?

Answer:   Yes call within an hour and have someone working on resolution based on severity.

Date: 7/6/2021

Inquiry: 86743


Question:   Re: Supplement 1 2.13. Please elaborate on the types of alerts that are required.

Answer:   Please describe all types of alerts that your solution can supply to minimize downtime and for state business and IT awareness.

Date: 7/6/2021

Inquiry: 86742


Question:   Re: Supplement 1 2.8 - • 2.8 - The vendor will only be required to harden new cameras or replacement units, correct?

Answer:   Yes, if the need arises for additional cameras to be hardened, the change process could be leverage.

Date: 7/6/2021

Inquiry: 86741


Question:   RE: Supplement 1 - 2.8. Are offerors to assume that if a camera is on the list at the time of the RFP that it is functioning? The assumption is that if functioning, it does not need replacement. If it is found to not be functioning at the time of installation, how would that transaction be handled? Through a change order?

Answer:   Assume the cameras on the list are functioning at this time. Cameras could be functioning and need replaced if models do not work with the proposed solution, etc. Inventory and document any that need replaced and handle through change process.

Date: 7/6/2021

Inquiry: 86740


Question:   Re: Pricing Spreadsheet. What does the Onsite Equipment Support section consist of or represent? a. Labor for emergency service? b. Quarterly Firmware Updates? c. Replacement equipment including camera and switches? d. Other items?

Answer:   Yes please describe in detail the onsite equipment support in Section 2 under general requirements. The pricing sheet for Onsite Equipment Support references should consists of all items required to provide a turnkey, highly reliable managed service for DC video surveillance. Detail the items on the cost summary sheet – please be sure to total for the section.

Date: 7/6/2021

Inquiry: 86739


Question:   Since this is a 100% cloud-based VSaaS application, it will require a technology partner to provide the system and a service integrator to provide local support and site related maintenance and service. Does the local service integrator have to meet the requirement of implementing 3 solutions of this size and scale or can that be accomplished by the technology partner?

Answer:   The offeror must meet the mandatory requirement found in attachment 1.

Date: 7/6/2021

Inquiry: 86701


Question:   MBE Participation – Per the Base Document, “The offeror is encouraged to seek out and set aside work for Ohio certified minority business enterprises (MBEs).” There is not a specific MBE target, correct? Participation without an MBE is permissible, but will negatively impact the evaluation scoring. Correct?

Answer:   Please review the Evaluation Scoring Formula on page 17. The offeror with the highest proposed MBE Set-aside Cost percentage will receive 50 points respectively. The remaining offerors will receive a percentage of the maximum MBE Set-aside points available based upon the following formula: MBE Set-aside Points = (Offeror’s MBE Set-aside Cost Percentage/Highest MBE Set-aside Cost Percentage) x 50 Note: For purposes of calculating the MBE Set-aside Points, the State will not award any points for proposed MBE services that are optional elements of the Scope of Work. Total Points Score: The total points score is calculated using the following formula: Total Points = Technical Proposal Points + Cost Proposal Points + MBE Set-aside Points

Date: 6/30/2021

Inquiry: 86737


Question:   Is there a process to take exceptions? Where should those be noted?

Answer:   Please review the Assumptions section on page 33. The Cost Proposal Workbook must not include exceptions, additional terms and conditions, or assumptions.

Date: 6/30/2021

Inquiry: 86738


Question:   Can you clarify whether the intent is for any recording be stored onsite or is all recording to be done offsite in the cloud?

Answer:   All recording is to be stored in the cloud.

Date: 6/25/2021

Inquiry: 86698


Question:   Is 1500 absolute for (3) examples or will you accept solutions that were implemented in a like environment but less of a camera count? Will you be replacing all cameras or just the software supporting them?

Answer:   The camera count was used to “size” the existing solution across all 8 Developmental centers. We are looking to partner with a vendor that has proven they can scale by implementing large number of cameras across multiple buildings geographically. Please provide examples that fit the criteria. Existing cameras may be used in your proposed solution however please describe the cameras as new or current and the mechanism for the vendor to keep cameras and firmware, and software current with new releases.

Date: 6/25/2021

Inquiry: 86699


Question:   Are the hardened cameras corner mount with 90 degree viewing angles

Answer:   No.

Date: 6/25/2021

Inquiry: 86626


Question:   What do you classify as hardened Class 1 Div1 or Class 1 Div2

Answer:   Cameras have been reinforced/hardened where incidents have occurred from Individuals tampering with or pulling them down from the ceilings. Awarded vendor would need to inventory the cameras where this has been an issue and if needed replace with like or better hardened class.

Date: 6/25/2021

Inquiry: 86626


Question:   What % of cameras need to be hardened

Answer:   Unknown at this time. Cameras have been reinforced/hardened where incidents have occurred from individuals tampering with or pulling them down from the ceilings. Otherwise they are not normally hardened.

Date: 6/25/2021

Inquiry: 86626


Question:   How many concurrent users are required to access system?

Answer:   Users that may view footage could be up to 20 with concurrent usage likely between 5-10.

Date: 6/25/2021

Inquiry: 86600


Question:   1. In supplement 2 it is seeking 6 year term, but in the main RFP states 5 years. Can you clarify the discrepancy.

Answer:   There is not a specific term named in supplement 2; however, to be clear, the maximum contract term would be through June 30, 2027.

Date: 6/25/2021

Inquiry: 86696


Question:   1. Do you have SLA definitions for each severity level? 2. These should include cameras, servers, switches, cloud, etc. 3.Which components are part of the 99.9% uptime requirement?

Answer:   All portions of the camera solution should meet a minimum 99.9% uptime availability.

Date: 6/25/2021

Inquiry: 86693


Question:   Is LPR required or a consideration? If yes on how many cameras? Define locations.

Answer:   LPR is not a requirement.

Date: 6/25/2021

Inquiry: 86600


Question:   Can you provide the layout of all the buildings and where the cameras are located?

Answer:   The state is unable to make floor plans available with current cameras and switch panels marked as they appear in the buildings. Awarded vendor would be given building floor plans but will need to modify existing floor plans to include camera and switch location, type, etc.

Date: 6/24/2021

Inquiry: 86690


Question:   Please provide physical and logical network diagrams for each building.

Answer:   The state is unable to make floor plans available with current cameras and switch panels marked as they appear in the buildings. Awarded vendor would be given building floor plans but will need to modify existing floor plans to include camera and switch location, type, etc.

Date: 6/24/2021

Inquiry: 86600


Question:   Will remote access to all the components that are being provided be allowed including to the video utilizing supplier’s hardware and resources?

Answer:   Solution will need to be accessed from either on-site or while connected to VPN.

Date: 6/24/2021

Inquiry: 86600


Question:   Is a multi-region cloud deployment a requirement?

Answer:   Multi-region is not required.

Date: 6/24/2021

Inquiry: 86600


Question:   What is your RTO and RPO requirements for disaster recovery?

Answer:   RTO and RPO have not been defined.

Date: 6/24/2021

Inquiry: 86600


Question:   Do you have SLA definitions for each severity level? These should include cameras, servers, switches, cloud, etc. Which components are part of the 99.9% uptime requirement?

Answer:   All portions of the camera solution should meet 99.9% uptime availability.

Date: 6/24/2021

Inquiry: 86600


Question:   Should this solution include edge analytics or advanced cloud based analytics?

Answer:   No advanced analytics are required at this time. However you may list this as optional with descriptions.

Date: 6/24/2021

Inquiry: 86600


Question:   Do these building have enough network bandwidth for a cloud based solution? Should dedicated connectivity and network elements for connectivity to cloud be included in proposal?

Answer:   The buildings have 1g ethernet connectivity between buildings and 100M circuit to our Data Center. It is expected this will provide enough bandwidth.

Date: 6/24/2021

Inquiry: 86600


Question:   Can existing structured cabling be used for runs from switches to cameras or should this be removed and replaced? If new cabling is required will the old pathways be used for cabling?

Answer:   Existing cabling can be used. A test report may be required.

Date: 6/24/2021

Inquiry: 86600


Question:   Are there any gaps in coverage at any of these building that would require new cameras not currently being considered in the table counts?

Answer:   No further cameras are being considered at this time outside of the table count. If awarded vendor recommends additional coverage, DODD will review and determine if in agreement to add additional cameras.

Date: 6/24/2021

Inquiry: 86600


Question:   Are all of these cameras either mounted internally or externally on the buildings? Are any of these cameras located on poles?

Answer:   All are building mounted, not on poles.

Date: 6/24/2021

Inquiry: 86600


Question:   Do you have existing floor plan drawings showing existing camera, server, and switch locations? Can they be provided to help prepare RFP response? Can they be used as a starting point for drawings for the new deployment?

Answer:   The state is unable to make floor plans available with current cameras and switch panels marked as they appear in the buildings. Awarded vendor would be given building floor plans but will need to modify existing floor plans to include camera and switch location, type, etc.

Date: 6/22/2021

Inquiry: 86600


Question:   Will floor plans be made available with current cameras and switch panels marked as they appear in the buildings.

Answer:   The state is unable to make floor plans available with current cameras and switch panels marked as they appear in the buildings. Awarded vendor would be given building floor plans but will need to modify existing floor plans to include camera and switch location, type, etc.

Date: 6/22/2021

Inquiry: 86584


Question:   Supplement 1 states: 4.1. Existing cameras and switches may be used in new solution if technology is current or may be updated to latest version. Reuse of existing cameras is inconsistent with the best VSaaS solution we recommend. Is a complete replacement of all 1,551 cameras being considered? If the reuse of cameras is desirable by the state, can the state provide the camera make and model numbers of each? I dont see anywhere in the documentation that any specific manufacturer is specified. Please clarify.

Answer:   A breakdown of camera manufacture and model by location has been added to this website as the file "Cameras_Equipment_by_Location.zip".

Date: 6/21/2021

Inquiry: 86515


Question:   Will the DODD consider an extension for RFP responses?

Answer:   Not at this time.

Date: 6/18/2021

Inquiry: 86538


Question:   -The number of cameras at each location? -Whats the manufacturer of cameras at each location? - The number of days of storage you want. (This can vary by site)?

Answer:   Please download and review the documents provided in the Complete RFP Native Documents zip folder. These items are addressed in Supplement One.

Date: 6/17/2021

Inquiry: 86498


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Inquiry period ended:  7/21/2021 8:00:00 AM