15JA0526R00000147 Questions.pdf

Questions/Answers for Solicitation 15JA0526R00000147

1. Proposal Due Date and Submission Point of Contact The cover letter and Standard Form 1449 (Block 8) state that proposals are due no later than 3:00 PM CST on August 25, 2026, submitted via email to charmella.ware@usdoj.gov. However, Section 5 (Addendum to FAR 52.212-1) states proposals are due by 2:00 PM EST on August 13, 2026, submitted to Elge Stevens at Elge.Stevens@usdoj.gov. Please confirm the controlling due date, time, and correct submission point of contact. RFQ closes at 5:00pm CST on August 25, 2026. Please email quotes to Charmella.Ware@usdoj.gov

2. Contract Type The Statement of Work (Section 5.0) specifies this is a Firm-Fixed-Price contract with fixed unit prices. However, the Schedule of Supplies/Services (Block 20 of the SF 1449) labels the acquisition "Time and Materials," and the solicitation incorporates FAR 52.243-3 (Changes—Time-and-Material or Labor-Hours), which applies specifically to T&M/labor-hour contracts. Please confirm whether this is intended to be a Firm-Fixed-Price or Time-and-Materials contract, as this affects both our pricing structure and proposed terms. This is a time and material requirement.

3. Unit of Measure for CLINs 0003 and 0004 CLIN 0001 (Records Retrieval) is estimated at 500 EA annually, while CLIN 0003 (Process Server Fees) is estimated at 29,000 units annually (unit "PA") and CLIN 0004 (Copying & Certification Fees) is estimated at 25,000 EA annually. Given the significant disparity relative to the estimated 500 annual record requests, please clarify:

a. What does the unit "PA" represent for CLIN 0003 (e.g., per attempt, per page, per action)? The unit “PA” represents per page.

b. Are CLINs 0003 and 0004 priced per page, per attempt, or another unit distinct from "per record request"? CLIN 0003 can be priced per request or attempt. CLIN 0004 is priced per page.

4. Past Performance Evaluation Standard Section 5 (Addendum to FAR 52.212-1) requires offerors to "demonstrate that it has successfully performed similar contracts within the past three years" under the Past Performance factor. Please confirm that, consistent with FAR 15.305(a)(2)(iv), an offeror without a record of directly relevant past performance will be evaluated neutrally (i.e., neither favorably nor unfavorably) rather than found technically mailto:charmella.ware@usdoj.gov mailto:Elge.Stevens@usdoj.gov mailto:Charmella.Ware@usdoj.gov unacceptable on this factor. Offeror will be evaluated neutrally under this circumstance.

5. Could you please identify the current vendor/contract # providing these services for DOJ? N/A, This is a new requirement.

6. What is the average monthly request volume. This is unknown and quantities are only estimates. It depends on the volume requested. This is case by case. There is no way to give an exact volume. All quantities list on all CLINs are estimates.

7. What are the digital portal interface specs required. USA File Exchange is the digital portal interface. USAfx is a secure cloud-based file sharing platform.

8. How will records requests be provided? Records request will be provided via email.

Will requests be provided throughout the contract period as needed, or will the contractor receive a large group of requests at the beginning of the contract?

Requests will be provided throughout the contract period as needed.

9. Who identifies the records source? Authorized Legal staff.

Will the Government identify the provider, facility, or other records custodian from which records should be retrieved, or is the contractor responsible for identifying the appropriate source? The Requestor/Government will identify the providers and facilities from which records should be received.

10. Section 7.0 – Place of Performance Is a physical presence in Texas required?

Vendor should be located within a 50-mile radius of 1000 Louisiana St #2300, Houston, TX 77002 Does the contractor need staff or a physical office in Houston, Texas, or may the work be performed remotely? Vendor should be located within a 50-mile radius of 1000 Louisiana St #2300, Houston, TX 77002 Section 8.0 – Deliverables Do records requests need to be fulfilled within 2 business days? No. Does the two-business-day requirement mean the contractor must respond to the request within two business days, or provide the requested records within two business days? The contractor must respond to the request within two business days. If records must be provided within two business days, does this apply to all requests or only expedited requests? Records do not have to be provided within two business days.

11. Can the prime contractor use subcontractors? No subcontracting is allowed under this requirement.

12. Does the Government have a preferred format or organization for submitting the technical and price proposal beyond the requirements identified in the solicitation?

No.

13. (a) Will the Government furnish IT equipment and network access or is Contractor-owned/managed equipment and network (subject to the Section IV.E conditions) the anticipated model? The Government will not furnish IT equipment. If needed after award is issued, network access will be discussed with the district.

(b) If Government-furnished equipment will not be issued, can the Contracting Officer confirm that remote work and Contractor-network use are authorized under this contract, consistent with Section IV.E? The district has a requirement of the offeror be located within a 50-mile radius on their office. See Question 10.