15JA0526R00000147 Updated Questions.pdf

Updated Questions/Answers for Solicitation 15JA0526R00000147

THIS RFQ HAS BEEN EXTENDED: RFQ closes at 3:00pm CST on August 28, 2026. Please email quotes to Charmella.Ware@usdoj.gov

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. Extended: RFQ closes at 3:00pm CST on August 28, 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 mailto:Charmella.Ware@usdoj.gov mailto:charmella.ware@usdoj.gov mailto:Elge.Stevens@usdoj.gov mailto:Charmella.Ware@usdoj.gov

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 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?

Offeror 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.

14. Section 3.0 – Scope of Work

Process Serving

• What is the process for handling process-serving requests? Offerors must develop their own process for handling this request, outside of the information detailed in the statement of work. The records retrieval request will be sent from the U.S.

Attorney’s Office to the offeror for to retrieve the requested records

• Is the contractor responsible for preparing and serving subpoenas, or will the U.S.

Attorney’s Office provide the subpoenas for service? The offeror will not prepare subpoenas. The offeror will serve the subpoena that will be provided by the Government.

• If process serving is required, will it be local, regional, national, or international? The required task is records retrieval, and the location will depend on where the provider is located.

• Approximately what percentage of records requests are expected to require process serving? This is a case-by-case requirement. The Government cannot answer this question with an exact number. The quantities on the CLINs are estimates only. The CLINs quantities may decrease or increase depending on demand for records.

15. Section 5.0 – FAR 52.212-5(d) – Comptroller General Examination of Records Physical Records Storage

• Does the requirement include maintaining physical records? No

• If so, what volume of physical records or physical records storage capacity should the contractor anticipate? N/A

16. Section 5.0 – FAR 52.212-1(a) – Subcontracting / Third-Party Support Subcontractor and Third-Party Support

If the prime contractor utilizes subcontractors or third-party service providers:

• Must all subcontractor and third-party services be performed within the United States? Subcontracting is not allowed in this requirement.

• Are offshore third-party resources permitted to perform any portion of the contract requirements? Offeror should be located within a 50-mile radius of 1000 Louisiana St #2300, Houston, TX 77002

17. Do you have any idea what the type of volume that this might be? We base volume on how many records request are sent to us per month? This is a case-by-case requirement. The Government cannot answer this question with an exact number.

The quantities on the CLINs are estimates only. The CLINs quantities may decrease or increase depending on demand for records.

18. Are these cases all Federal Cases filed here in Texas? Yes

19. Are the records request that are sent to us located mostly in Texas or all over the US? The request for the records will come from the offices located in the Southern District of Texas, which will be Houston, TX, Brownsville, TX, Corpus Christi, TX Laredo, TX and McAllen,TX office.

20. What type of cases are these? Civil and Criminal

21. How fast after receiving invoices should we expect payment? 30 days, after our office receives a proper and correct invoice.

22. Will actual third-party provider/custodian charges be reimbursed separately at cost, or must those costs be included within the fixed unit pricing? All cost must be included in your quote.

23. Could you please clarify if there is an on-site requirement in Texas for this contract, or if the subpoena and document-retrieval services can be performed remotely from anywhere within the United States? Offeror should be located within a 50-mile radius of 1000 Louisiana St #2300, Houston, TX 77002

24. Place of Performance / Remote Performance: The Statement of Work includes electronic record retrieval, tracking, review, and delivery through USA File Exchange.

May the contractor perform the administrative record-retrieval, tracking, review, and related functions remotely from contractor-controlled locations that comply with applicable DOJ security and privacy requirements, or are contractor personnel required to perform these functions at a USAO facility? Offeror should be located within a 50-mile radius of 1000 Louisiana St #2300, Houston, TX 77002. However, offeror will remote from their office not at the USAO facility.