CSU solicitation 12024B25Q7002 Questions and Answers.pdf

Clerical Support Unit Answers to Common Questions:

1. Why is the Color Copy Rate for an 11x17 (0.25) less than the Color Copy Rate of an 8.5x11 (0.33)? Is this an error?

Yes, the rate should have been $.40 each and this has been amended in the solicitation.

2. Please clarify if the document scanning is per page or per document? If per document, how do you determine what is a document? For example, if given a stack of medical evaluations is it $0.10 for each evaluation or $0.10 for the entire stack?

Scanning is based per document. A single document would be considered when the final product is one separate file. For example, if a stack of 100 pages were submitted and the order specifies that each page were to result in a separate document file – that would be 100 documents or $10.00. If that same order were to result in a single document file, that would be one document or $.10.

3. Is there a standard for the book binding? For example, does the binding require a cover? If so, what type of covers and binding are expected?

Book binding does not include any sort of specialized cover or backing. It is only the binding of the copy papers into one book/booklet.

4. In Section D.2.1.1(15) it indicates (3). Is this quantity a recommendation or a requirement? Is it acceptable to have two photocopiers if we can prove we exceed the capability requirements in D.2.1.1(15)(i) and (iv)?

The goal of the photocopier (3) listed in D.2.1.1(15) is to have sufficient equipment to provide the volume requirement in D.2.1.1 (15) (i) and (iv). The requirement is the production quantity as opposed to a specified quantity of copiers. (3) is a recommendation and not a requirement.

5. In Section D.2.1.1(16) it requires a printer. Is it the requirement of the contract to have a printer separate from the photocopiers? Or can this requirement be fulfilled through the Photocopiers?

Printer capability is the basis of this specification. A separate printer is not necessarily required. There may be separate printing orders placed during the time when bulk copying has already been requested. Vendors should have equipment available to print smaller document orders in a reasonable timeframe during the times that the large orders are monopolizing other printers/copiers.

6. In Section D.2.1.1(19) it requires a scanner. Is it the requirement of the contract to have a scanner separate from the photocopiers? Or can this requirement be fulfilled through the Photocopiers?

Scanner capability is the basis of this specification. A separate scanner is not necessarily required. There may be separate scanning orders placed during the time when bulk copying has already been requested. Vendors should have equipment available to scan orders in a reasonable timeframe during the times that the large orders are monopolizing other multi-function copiers/scanners.

7. Section D.3 (a) and (b) discuss employment of individuals under the age of 18. Can it be assumed that work inside the Clerical Support Unit would not qualify as “hazardous or arduous duties” and so we could employ individuals under the age of 18, assuming they are otherwise qualified?

In D.3 (a) of the solicitation, it states that “All Contractor personnel shall comply with Exhibit F, Safety Standards. Contractors shall comply with the Fair Labor Standards Act when employing persons under 18 years of age (Ref. 29 CFR 570).”

Additionally, the SIIBM Yellow Book issued by the National Wildfire Coordinating Group (NWCG) in Chapter 10 Personnel states:

“Hiring of 16- and 17-Year Olds 26

In accordance with applicable state and federal laws, 16- and 17-year-old persons may be hired. Obtain incident agency policies (state or federal) for hiring regulations at the site https://www.dol.gov/agencies/whd/youthrules.”

The vendor/contractor must follow the regulations stated with the Department Of Labor rules for the state in which your unit is operating.

8. Where will the responses of to the questions be posted? Or will they be submitted back to just me?

Questions were gathered from multiple vendors, answered and posted all at the same time.

9. [The solicitation] in D.2.1.1 (26) says we need to carry adequate supplies for a seven-day deployment. What is the standard for that or what does a typical day look like regarding the number of prints? I’m sure every fire varies.

The language was intentionally presented in a vague way because we don’t have a way to predict the size of the fire that the equipment will be used on. There is one typing for the CSUs and a T3 fire is very different from a T1 fire. The metric provided in (15)(i) (Capable of producing 400 copies of 40 pages twice per day in 3 hours) may be a good starting point.

10. D.2.1.1 (26) says: “White paper, no minimum but vendor is required to have enough to meet the needs specified in (16)(I) above (400 copies of 40 pages, twice per day in three hours or less).” There is no (16)(I), please clarify.

Typographical error, the reference should be to (15)(i). It will be corrected in the solicitation during the next maintenance cycle.

11. Are the past EERA records for CSUs available as public information and if so where would that information be?

Due to the last Clerical Support Unit VIPR solicitation being cancelled in 2020, the last issued agreements would have been in 2019. The online database located here:

https://www.fs.usda.gov/business/incident/vipragreements.php?tab=tab_d does not hold records from that long ago. The past rate information for EERAs is also not available.

https://www.dol.gov/agencies/whd/youthrules https://www.fs.usda.gov/business/incident/vipragreements.php?tab=tab_d