QUESTIONS AND ANSWERS.pdf
PDF 249 KB Posted
- Solicitation number
- 19RP3825Q0008
- Issued by
-
Department of State
About this file
This is a Questions and Answers document for solicitation 19RP3825Q0008 regarding cellphone services for the U.S. Embassy Manila, Philippines. The Q&A addresses 15 key areas including pricing currency requirements, account usage patterns, billing expectations, cybersecurity requirements, and international roaming priorities.
Notable details include: accounts are primarily heavy data users with minimal calling needs; Smart Communications Inc. is the incumbent provider; the contract requires between 500-1,228 accounts; the Pre-Quotation Conference was held on January 17, 2025 as a mandatory in-person meeting; and current service challenges include roaming connectivity issues, lengthy SIM/eSIM procurement times, and eSIM transfer difficulties when upgrading devices. The document primarily directs vendors to reference specific sections of Amendment 0001 and the Performance Work Statement for detailed requirements rather than providing direct answers to many of the questions. Quotations are due by February 6, 2025 at 4:30 PM Philippine time.
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QUESTIONS AND ANSWERS
19RP3825Q0008 CELLPHONE SERVICES FOR U.S. EMBASSY MANILA, PHILIPPINES
Q1 . Pricing Currency:
- Should we stick strictly to USD in the proposal, or is PHP acceptable? I’d hate to get creative with currency conversions only to find out I went rogue.
A1.: Please refer to Amendment 0001 Section 1- V. Offers and Payments in U.S. Dollars and Section 4 Addendum to evaluation 52.225-17.
Q2. Account Usage Patterns:
- Any chance you can share insights on how the accounts typically use their plans? For example, heavy data users vs. call-focused accounts. It’ll help us customize our response better.
A2: Accounts are typically heavy data users. Calling is minimal.
Q3. Billing Expectations:
- I know billing details are critical—are there specific formats, layouts, or magic phrases that will make invoicing a breeze for your team?
- Will the billing address for this contract be in the U.S. or the Philippines?
A3: Please refer to Continuation to SF-1449, Performance Work Statement -1.7 Detailed Billing.
Q4. Cybersecurity Requirements:
- The C-SCRM questionnaire is on my radar, but are there any specific red flags or must-haves we should focus on to meet your standards?
A4: Please refer to Attachment 1 Cybersecurity Supply Chain Risk Management (C-SCRM) Questionnaire for the Instructions.
Q5. International Roaming Priorities:
- Besides the U.S., Europe, and Asia, are there other global hotspots where you need reliable coverage? Antarctica, perhaps?
A5: Please refer to Continuation to SF-1449, Performance Work Statement -1.4 International Voice and Data Roaming.
Q6. Contract Flexibility:
- If there’s demand for something beyond the defined tiers (like extra data or premium features), is that something we can propose as optional add-ons?
A6: Please refer to amendment 0001 Section 3 - Solicitation Provisions and Section 4 – Evaluation Criteria.
Q7. Pre-Proposal Conference:
- Is there a virtual option for the January 17 meeting? I’d love to attend without the hassle of booking a flight.
A7: The Pre-Quotation Conference was conducted on 17 January 2025, and it is a one time “face to face” meeting with interested vendors/contractors who wish to participate and submit an offer for subject requirement.
Q8. Minimum and Maximum Accounts:
- Beyond the 500-account minimum and 1,228-account maximum, is there anything else we should assume or be ready for in terms of account volume fluctuations?
A8: None, also please refer to FAR 52.216-22 Indefinite Quantity.
Q9. I would like to request clarification regarding the Value Added Service for SMS Messaging.
Specifically, I'd like to know if this service includes messaging to non-standard numbers, such as 46820118.
A9: Please refer to Continuation to SF-1449, Performance Work Statement -1.5 SMS Messaging
Q10. Current Service Provider:
- Who is currently providing the mobile services, and have they been meeting the contract requirements effectively?
A10: Smart Communications Inc.
Q11. Usage Allocation:
a. Can you provide insights on how the services are currently utilized between the Philippines and the United States?
b. Is it accurate to assume that 50% of the service usage will occur in the U.S.?
A11: a. The Embassy uses M365 for most work-related functions, internally and back to the States.
b. No, please refer to the requirements under Continuation to SF1449 Performance Work Statement.
Q12. Vendor Preferences and Considerations:
a. Are there any preferred vendors or key performance expectations we should take into account?
b. What challenges, if any, have been encountered in managing these services across both regions?
A12: a. None
b. - Roaming issues. Although roaming is activated on accounts, when arriving in other countries, roaming often does not work.
- Often, obtaining a SIM or eSIM can take months
- Not able to transfer an eSIM from one phone to another when a user upgrades their phone. (being forced to contact telecom to provide eSIM again)
Q13. Performance Monitoring:
- What mechanisms are expected to monitor service levels, such as performance audits or regular reporting?
- Are there penalties or incentives tied to service performance metrics?
A13: Please refer to Continuation to SF-1449, 15. Survivability and Recovery , Quality Assurance and Amendment 0001 under Surveillance Plan (QASP)
Q14. Transition Period:
a. If there is an incumbent provider, what is the anticipated transition period for the new vendor?
b. Are there any legacy systems or ongoing contracts we should consider in our proposal?
A14: a. Please refer to Amendment 0001,under Continuation to SF-1449, 1.9 Migration Service
b. No.
Q15. Local Partner Requirements:
- Are local partnerships or certifications required or preferred for the successful bidder in the Philippines?
A15: Please refer to Continuation to SF-1449, 4. Permits and Section 3- Solicitation Provisions A.3.(6).
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