Mark A Cowart
Administrative Services,
Chief Information Officer
2222 “M” Street
Merced, CA 95340
(209) 385-7331
(209) 725-3535 Fax
www.co.merced.ca.us
ADMINISTRATIVE SERVICES
PURCHASING
Revised: March 10, 2016
Equal Opportunity Employer
PRE-BID CONFERENCE
February 24, 2016
10:00am
MERCED COUNTY
Request for Bid No. 7119
CABLING AND DOOR ACCESS CONTROL INSTALLATION
Attendees:
Jose Hurtado-Garcia, Merced County Administrative Services- Purchasing
Nicole Govia, Merced County Administrative Services-Purchasing
David Gilland, AMS.Net
Joe Figueroa, Fire & Security Integrations
Mario Cazares, Fire & Security Integrations
Miguel Plascencia, Itech Solution
Charlie Johnson, Burt Electric & Communications
Bob Cook, Best Electric & Communications
Robert Pearce, Cable Links
Beth Wehtje, The Phone Connection
Skip George, Commercial Construction Co.
Hamid Marshall, Cyberwatch
Introduction:
Jose Hurtado-Garcia of Merced County Administrative Services – Purchasing opened up the meeting.
Attendees were required to sign in. The agenda was passed out along with questions submitted to date.
Everyone introduced themselves and the companies they represented. The following Request for
Proposal (RFP) requirements was reviewed:
ORAL ANSWERS AT THE CONFERENCE WILL NOT BE BINDING. BIDDERS ARE INSTRUCTED TO
DISREGARD ANY PROSPECTIVE ORAL REPRESENTATIONS IT MAY HAVE RECEIVED PRIOR TO, AND
DURING, THE SOLICITATION PROCESS OF THE RFP.
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General Overview of the RFP Requirements:
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Contact Procurement Specialist, Jose Hurtado-Garcia, for information
[email protected]
209.385.7331 Ext. 4357
Scheduled Activities
Pre-bid Conference – February 24, 2016
Questions must be submitted in writing – Deadline for written questions: March 9, 2016
Close Date – March 23, 2016 at 4:00 PM
Announcement of bid
Number of copies – One (1) original with signature in blue ink and two (2) copies; optional
electronic submittal in MS Word Format
Financial Statement – One (1) hardcopy of financials in a separate sealed envelope
Notice of Intent to Award
Debriefing
Protest
Questions submitted to date:
Questions 1-29: Pre-bid Conference
Questions 30-33: Questions Submitted by Email to Date
Question 1:
Regarding the new door locations-will they be putting in pathways for those doors? Will they be
stepping the conduit into accessible attic space at those door locations or will be still responsible
for putting pathways in?
Answer:
Looking from the maps where they are putting in doors, looking at the main electrical one
that has the doors denoted, where they are building doors they will be putting in electric
conduit. But existing doors may or may not. Right now existing doors, that have badge
swipes, some of those already have card readers on them and the wiring is in place. You
will be responsible for replacing that wiring or utilizing existing wiring that’s already in
place. My understanding is that when ATT was leaving this building, they were pulling
some things out and they may have damaged some of that. I can’t speak to the viability of
the existing cabling. It will be up to you to test and make sure that its working and not
worry about that and just replace it with your own wiring at the time. The system calls for
a Belden 8777 standard. Our door system is a Synergistics based system which is now
owned by Millennium Group Incorporated based out of Massachusetts. HSA-Merced
County, will be providing the door panels, you will be responsible for hooking them up.
We will make sure of the programing and you will make sure that the electrical, network
and wiring connections to the readers are facilitated; you will be working with our staff.
Question 2:
Are you providing the strikes?
Answer:
Question 3:
No. You will need to provide the electric strikes. And the appropriate power supplies for
them. Our system will do 12 or 24 volt; it doesn’t matter, which ever voltage you choose to
use.
All these electrics strikes installation are to be our responsibility.
Answer:
Yes
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Narration:
On the main page 6 section 7, 7.1 the bidder shall install and test the following equipment in 7 rooms: ceiling
mount projectors-customer provided equipment, ceiling mount speakers- customer provided equipment,
mounts provided by the bidder-you will need to provide those mounts for them, for those items. I will provide
the projectors and the speakers.
Question 4:
Will you provide the model numbers?
Answer:
Yes, I will provide the model numbers and that will be posted as an addendum.
Narration:
Rack enclosures-those are provided by CPE, sound systems-CPE provided. You will make all connections and
test the system. There is the reference on the door system there as well; there are 18 doors as noted on the
document.
Narration:
On the main page subtitled E 22.1 on far right hand bottom corner of the diagram of one of the attachments;
we are currently in the G area, left hand side room of the G area. Each of those lettered areas is noted in sub
maps below in the attachment behind it.
This is a 82,000 square foot building.
Narration:
We are currently in room F. As you note in the floor, there are these lift panels. Unfortunately they don’t line
up with our existing Haworth configuration. If you look at F, you will see where all those need to go into the
Haworth; you will be responsible for navigating through the sub floor, connecting and bringing it into the
Haworth as mapped out and diagramed in the floor plan that you have. That is where that comes in to play;
we will like to have it in a very professional connected environment, no tripping hazards and something that
has a nice look to it. All the modular equipment we use that you will be dealing with connecting to is
Haworth manufactured. If you have questions about that, I would direct you to their website. It’s modular
and has channels below –we expect you to have face plates and connectors that are installed and will test
out. You are responsible for testing as well.
Question 5:
Is power required on this too?
Answer:
You are not in charge of power. You are just doing network wiring.
Narration:
The two areas for the two projectors and that is with the two markings with the X on the ceiling, if you look
at that exhibit on page F, it’s noted as F.
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Narration:
This area is designated as map E. All that is necessary in here are noted on your diagram-just the two in the
ceiling for the two projectors to match up with the screen.
Narration:
This room is the right hand side of letter D-similar to the room ‘F’ we looked at, you will be responsible for
bringing network into the Haworth modular furniture, as well as one in the ceiling, for the projector for the
screen that I have to replace. We require the same fitment that we talked about earlier as well.
Question 6:
Will the Haworth furniture be in place?
Answer:
Yes, the Haworth furniture will be in place. There may be areas that do not have the
Haworth furniture in it now, but should be by the time or will be constructed at the same
time.
Narration:
During the time that you are here, this will be an active construction site. Your team needs to be aware and
the expectation is that you will coordinate with others efforts as well.
Narration:
This area should be located on your map as ‘C.’ This is the two network wiring and the ceiling projectors.
Question 7:
Is somebody else putting all the ceiling tiles back and replacing the damage?
Answer:
Yes
Question 8:
Is the projector cabling Cat 5 and HDMI?
Answer:
You’ll be running Cat5 for the network to the projector and then you’ll be running audio
and video cables that I will provide.
Narration:
This is area ‘B’ on your maps. As shown, this is the Haworth, and how it will be placed. You will be required to
bring fit into these Haworth modules and terminate into the Haworth modules with the plates.
Narration:
This is area ‘A’; the network will just be in the ceiling for the projector and will go from there with the AV
system. This is also known as the, Stealth Room.
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Question 9:
I have to get back to you on that, in writing; I need to look at the equipment I
bought.
Answer:
I have to get back to you on that, in writing; I need to look at the equipment I bought.
Question 10: Are you specifying with IDF’s?
Answer:
I’m going to take you to the room right now.
Narration:
Let’s look at E 2.20; Section ‘I’ is that wall, behind you. As the Haworth offices that go along that wall are
built, you may or may not be able to utilize the existing panels that are in the flooring depending on how
they match up. And if they put the Haworth over top of it you won’t have access to it and neither will we. The
expectation is that you most likely will have to run every single one. Same thing, fitment into the panel itself,
into the Haworth system itself and channel it.
Question 11: Any power poles, any access that will be from those walls?
Answer:
From the floor, everything comes from the floor; you will need to cut the panel, drill a
hole-saw, whatever the best is for fitment and view-ability.
Narration:
This is room 1. This is a floor diagram with color scheme based on how that was supposed to be set up. This
will be available to you on site/premise to the vendor who is awarded the bid. The expectation is that any
new wiring that you will be running, you will put as close in the numbering scheme in either the white or the
gray on the back side according to what that map looks like.
Question 12: Are all of these patch panels are our responsibility?
Answer:
Yes. So, you will be punching down because we are already have existing network in blue
and orange that we are utilizing for the stuff that we didn’t tear down. All those are tied
down and punched down to any of the floor panels that you are seeing. Where we have
moved the existing modular system away from that because we are building other
modular where you are going to come in, we don’t believe there is enough pull from what
we have seen there isn’t enough length in that to pull it into the Haworth. So with your
new runs, you will punch down as close as possible for where those others that we have
abandoned that we are building close to that you will be able to put in. For example, along
that one area, that one big wall, all that stuff is gone, you will be able to use those numbers
that are close to and your expectation is that you will punch down as close as possible and
number those according to where your punching down because its already numbered and
your expected to follow the same number scheme. The back wall there is abandoned and
it’s nothing you need to worry about.
Narration:
As you can see, the existing wire comes through the floor. We expect the new wiring to follow the same
standard.
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Question 13: The old wiring is going to be removed?
Answer:
No. The wiring is existing and it works; we’ve tested it out. It tests the ‘Cat 5E’ standards
and you will be going in on the ones that aren’t being used; the white and the grey.
Question 14: So we have to come out somewhere else then?
Answer:
Yes, you will be coming out on other side of it. You have to drill other access holes and go
in.
Question 15: Just to confirm, recertification of the legacy cabling is not required in this contract?
Answer:
You are not required to touch any of the existing cabling. You are responsible for anything
that you are putting in and the expectation is that you will provide an as built map as well
as all the testing certification reports as built, for what you have put in and installed.
Meeting adjourned at 11:00 AM.
Question 16: On some of the maps, there is some electrical stuff …like add new circuits/
breakers-there is no electrical to be added?
Answer:
You are not responsible for electrical. This is just network, AV system and the door
system. The only power related thing you will be responsible for is the power supply for
the door latches.
Question 17: You are going to have one door panel access and one main control box?
Answer:
As designated in here, there are 5 panels going in this building. I leave it up to you if you
want to leave all panels in one area or split the panels across and run connectivity to.
Question 18: Each one of the doors we will provide either a 12 or 24 volt power supply?
Answer:
According to the latch that you are going to install.
Question 19: The power supply will take 110 volts and the transformer as the power supply?
Answer:
Yes, that is correct. The door latches that we are familiar and have used with most of our
installations are the Von Duprin, which are high capacity commercial and have had
experience with Hess standard door latches. Both of those work very well, for any
installation that we’ve had experience with over the 15 years that I’ve been involved in
this door system.
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Narration:
We are in area ‘H.’ As you can see, we’ve got the Haworth spines are all already up and the office walls are
up. So you can see how that’s already built. Again, as it doesn’t match up you will have to make those
adjustments. Finish and fitment are important and you can see how Haworth does power. If you want to take
pictures of that so you can see how they get into the panels, that’s fine. You are more than welcome to come
up straight up from the bottom of the floor and come underneath the channel; there is room underneath this
plastic channel. If you wanted to do a rectangle entry way, that’s fit and finish fitment ok.
Narration:
This is area ‘M’. As you can see this area is not built yet, but it will look like what you’re seeing there.
There are 3 offices…and then what we start is the interview rooms. They will go in a L shape starting
about where this green pole is and then straight across into areas L and J. There are also doors in that
area as well; Badge swiped doors that will go there, as well. If you look at the door map you will see those
being built inside of that; you will be responsible for that too, as part of the door access.
Narration:
The area against the wall that I am facing is area ‘K.’ on your map. Area ‘K’ has a modification that has been
made, that has happened after the map. Unfortunately, there will be a couple more network notes that are
needed. We will make that an amendment and post that as well. The new build will go almost to the wall
with the orange pole. They are adding to more work stations into this build so, it is not as short as it is there.
There will be four additional drops added to this and will make that amendment and post that to the
internet as an amendment. But it will come out to about here, straight across to the inclusive desk, etc. It’s
just going to be- take two more desks and duplicate it out towards that wall over there.
As we walk along here, these are the two areas ‘L’ and ‘J’, we talked about in area.
Narration:
If you want to pull out your door access map, as we walk down this hallway, just as we entered the hallway
there will be a door access there and where we are standing there are two doors for breakroom A and
breakroom B and we have noted them as “food prep” and “eating.” This hallway will be public access, so they
are building doors as part of the ADA and building requirements and the other construction that will be
going on.
Narration:
This room is identical to other room, except for size. Same expectation, you will punch down into the existing
patch panels as needed and there is a map also that shows which areas this particular room currently
supports. The way they split the building in between the two, the MDF and IDF, is denoted in both rooms. The
expectation is that you will follow that same pattern and continue on that way.
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Question 20: This is data room 2?
Answer:
Yes, this is data room 2. You will see references to data room 3 and I don’t know where
data room 3 is yet.
Question 21: Open cables down the walls?
Answer:
That was pre-ME. Anything that is existing is not your responsibility.
Question 22: Will it be required to be sleeved down the walls for all the new cabling?
Answer:
All the new cabling should be running through the floors. And the existing cabling should
be run through the patch paneling.
Question 23: How does the cabling get down onto the floors..in the walls?
Answer:
Your choice. Or J-hooks run through the ceiling, sleeved. As in the overall general
requirements for anything we do. Most likely in those rooms, you can pull through the
walls if there is no installation. It’s your choice. I’m not sure what is easier for you guys.
Putting a sleeve in, run them through the ceiling and put a J hook in, across all the way
across or drag them through the floor and run them through the wall.
Question 24: When you say, any addendums will be on the internet, will that be on the county
website or someplace else?
Answer:
To be more specific, it will be attached to this bid as an addendum and located on the
county website at: www.co.merced.ca.us
Question 25: If we choose to bring in a sub-contractor after looking at the overview, will there be
a way to walk through again or is this our only walk through?
Answer:
I believe this is our only walk through. I have not heard of doing a second walk through
but I will find out about that.
Question 26: For the access controlled wiring from the readers to the controllers, that is our
responsibility right?
Answer:
Yes, it is-Belden 8777 standard.
Question 27: When we go to the controller, really that depends on which port we will go to. So
someone from the county will work with us in terms of how the integration will be
done?
Answer:
We will take care of the programming and let you know where to plug in each particular
one.
Question 28: So the testing will be done with the County?
Answer:
Yes
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Question 29: What is the anticipated notice to proceed date?
Answer:
The expected start date is March 31, 2016 and the completion date is May 15, 2016.
Narration:
This bid request prior to some of the challenges that county has in regards to the previous bid going out for
construction on the building. Anything pass this May 15th date, may not be your issue. May be because of
delays in other things that’s pushing your schedule. We are looking at holding you responsible for your job
based on your ability to access what you need to be able to do. So, that is mostly for due diligence of you guys
completing the work in a timely fashion. Understand there will be some flexibility required based on what
has transpired with the construction bid.
Question 30: What is the current Access Control system that we will be adding to?
Answer:
Millennium Group WaPac is the system
Question 31: Is there any more information on the actual door equipment to be used.What is
existing , brand name, etc. ?
Answer:
Our door system is the Synergistics Wapac hardware by Millennium Group. The main
board and sub boards are the 1065 series. Website for the company is www.millenniumgroupinc.com. The card readers are HID proximity readers. ProxPoint or MiniProx are
acceptable.
Question 32:
Do we need any special bond form when we submit it. I don't see it on the bid docs.
Answer:
Please see Section 3: INSTRUCTIONS FOR SUBMITTING BIDS, Item 6 of Bid 7119. Bid Security:
Ten Percent of bid cost. May be certified check, cashier's check or Bid Bond. Please refer to the
Bid section mentioned for exact details.
Question 33: Do you have bond forms for this the bid bond? Or will the bonding company use
their own bond form. Normally in the bid there is a bond form which the bonding
company did not see.
Answer:
Please see Section 3: INSTRUCTIONS FOR SUBMITTING BIDS, Item 6 of Bid 7119. Bid Security:
Ten Percent of bid cost. May be certified check, cashier's check or Bid Bond. Please refer to the
Bid section mentioned for exact details.
Meeting adjourned at 11:00 AM.
JHG/ng
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