Questions_Answers.pdf

1. Will pricing based on the different geographic locations be considered? If so, will the pricing matrix be amended?

No, the price will be the same for all location.

2. Can you confirm the process and timeline for gaining USAO approval for each IT device

(e.g., laptop, USB, printer) to be used on the contract, including serial number submissions and labeling expectations? IT equipment being used for grand jury contract are inventoried and labeled per the security clauses in the contract. Equipment inventory shall be sent to the District Office Security Manager (DOSM) by email as soon as the item is designated for use in grand jury. There is a requirement that the facility where grand jury information shall be housed will undergo and inspection prior to having grand jury material stored at that facility.

Inspection will include a list of equipment that will be used. The DOSM will provide any labels that is required for the equipment.

3. What constitutes “modification” requiring re-approval? Does reimaging a hard drive, OS updates, or installing antivirus software require prior consent? Yes, if a modification will change the security of the IT equipment, then approval is needed.

4. Is USAO planning to conduct physical inspection of Contractor IT equipment prior to approving them for GJ use, or will a digital inventory and certification process suffice?

If the Contractor is a local vendor we will conduct physical inspection. If not, the Contractor need to provide a letter certifying compliance with the following requirements.

To be approve by the CO.

5. Will onboarding or technical documentation for the secure file exchange system (e.g., user guide, access instructions) be provided?

Yes

6. Is there a deadline by which the contractor must notify the USAO of any upcoming file transfer using the USAO file exchange system (e.g., 24 hours in advance)? Once the file has been uploaded in USAO file exchange system, notify the USAO POC by e-mail, however advance notice isn’t required.

7. Are there any other delivery or transfer methods not already mentioned in the RFP that are expressly prohibited? Prefer the USAO file exchange system for delivery of material. Once a contractor is cleared by USAO personnel security he/she may hand-deliver materials to USAO staff.

8. Can you confirm whether this solicitation is open to both stenographic and digital court reporting methods, provided all USAO security and performance requirements are met?

9. Would digital court reporting solutions that utilize encrypted, standalone devices and adhere to FIPS 140-2 standards meet the contract’s security and IT requirements?

Yes, as long if the digital court reporting solutions meet IT security clauses. (DOJ-5)

10. Would the USAO be open to a briefing or demonstration of how digital court reporting can meet or exceed the required levels of compliance, quality control, and turnaround time for GJ materials?

No

11. Would USAO consider digital reporting as a backup or failover solution if stenographic reporters are unavailable or insufficiently staffed?

12. Is there a preference or historical precedent within this USAO district for steno reporting, or has digital reporting been used successfully in the past?

No

13. Are there any technical restrictions on using high-fidelity digital audio recording equipment in the Grand Jury room or during GJ proceedings, assuming the devices are approved and properly secured? No technical restriction on using hi-fidelity digital recording, however, needs to be approved and secured.

14. Have other USAO offices used digital court reporting under similar contracts, or has DOJ established guidance or precedent for accepting digital workflows that meet DOJ IT Security Standards?” Yes, other USAO has used digital court reporting.