Questions and Responses for RFQ 2031ZA25Q00204_Redacted.pdf

Question 1: Can you confirm the minimum and maximum height adjustment range required for the camera mounting tower? Is manual adjustment acceptable, or must it be motorized?

Response to Question 1: The maximum height adjustment is up to 800 mm and there is no minimum. Manual adjustment is acceptable; an option to motorize the adjustment would be beneficial to repeatable analysis.

Question 2: Can manual control of light intensity via hardware switches or knobs meet the requirement, or is PC-integrated software control mandatory?

Response to Question 2: Manual control of light intensity meets the requirement, but an option for software control would be beneficial to repeatable analysis.

Question 3: Do the optional polarizers for the light sources need cover the full 400–2500 nm range?

Response to Question 3: No, polarizers do not need to cover the full 400–2500 nm range.

Question 4: Can you clarify the minimum spatial resolution or magnification expected

a. for the standard lens option (≥15° FOV)?

b. for the microscope lens option?

Response to Question 4:

a. No minimum expected at this time.

b. No minimum expected at this time.

Question 5: Are there specific performance parameters (e.g., extinction ratio, transmission range) required for the VNIR polarizer?

Response to Question 5: No required performance parameters at this time for the VNIR polarizer.

Question 6: For the preferred external control panel - would it be acceptable to have different log-in levels for the software? (i.e. System operator vs Admin)

Response to Question 6: Yes, different log-in levels for the software are acceptable.

Question 7:

I noticed what I believe to be a typo in another of the clauses (highlighted below), 4.1 to be precise:

“The contractor shall provide English-language documentation that describes accurate and current technical information for the contact angle goniometer. The documentation shall include operational manuals, maintenance manuals, training manuals, technical support contact information, and component purchasing information. Technical support contact information shall include but not be limited to; the name of the manufacturer’s representative, address, telephone number(s) (e.g., emergency), fax number(s), e-mail address(es) of representatives that can be contacted, and hours of operation. The BEP shall have authorization to reproduce this material for internal use.”

I assume this is from a previous procurement and that the clause is supposed to refer to “Hyperspectral Imaging System” or something similar. I will complete our technical compliance document on this assumption, but nevertheless I wanted to make you aware of this.

Response to Question 7: Subsection 4.1 under “Section IV: Technical Documents” has been revised and reads as follows:

“The contractor shall provide English-language documentation that describes accurate and current technical information for the “Single Note Hyperspectral Imaging System”. The documentation shall include operational manuals, maintenance manuals, training manuals, technical support contact information, and component purchasing information. Technical support contact information shall include but not be limited to; the name of the manufacturer’s representative, address, telephone number(s) (e.g., emergency), fax number(s), e-mail address(es) of representatives that can be contacted, and hours of operation. The BEP shall have authorization to reproduce this material for internal use.”

Question 8:

I am reaching out for clarification on one of the points in RFQ 2031ZA25Q00204:

“6.1. Place/ Location of Performance/ Delivery.

Deliverables as required during the performance of this contract shall be delivered F.O.B.

destination. All customs, duties, and delivery costs shall be borne by the Contractor. The equipment and supplies identified shall be delivered and installed through the life of the contract to the following address:

Department of Treasury Bureau of Engraving and Printing Washington, DC Currency Facility 14th & C Streets, SW Washington, DC 20228”

As I can see it, F.O.B. Destination is a domestic shipping term. As we are a company based in the UK and this will thus be a cross-border consignment, this term alone will not cover this case, and so we must use an international INCOTERM to make it explicit who is responsible for the goods and at which point, so as to eliminate the risk of any delays in customs etc. We propose to use DAP terms, where gets the shipment from to the BEP, paying all transport costs and carrying the risk until arrival. BEP then handle the import paperwork, customs clearance, and pay any US duties or taxes:

Seller

Export obligations:

Package and mark goods appropriately for export.

Arrange and pay for export licences, permits, and UK customs clearance.

Transport obligations:

Arrange and pay for carriage from to the named place of delivery in the US (the Bureau of Engraving and Printing).

Bear all risks and costs until the goods are made available for unloading at the destination.

Delivery point:

Deliver goods ready for unloading at the Bureau of Engraving and Printing.

Not responsible for:

Import duties, tariffs, taxes, or customs clearance fees in the US.

Buyer (Bureau of Engraving and Printing, US)

Import obligations:

Act as importer of record in the US.

Handle all US customs clearance, security filing, and import formalities.

Pay any import duties, tariffs, or taxes imposed on entry into the US.

Response to Question 8: Shipping Terms will remain as F.O.B Destination.

Question 9: We have an additional question about how you would like to see tariffs presented in the pricing?

Response to Question 9: Must submit proof that your company was indeed assessed a tariff and paid it.

Question 10: In section 3.1.2, could you please clarify whether the <4 micron pixel size is the referring to the size of the pixel on the detector, or whether it refers to the IFOV that camera sees (the per pixel field of view)?

Response to Question 10: This desired pixel size is referring to the size of the pixel on the detector. This pixel size is a desired characteristic, but will not disqualify a camera from purchase considerations, especially if all other instrument/system capabilities can be fulfilled.

Question 11: In section 3.1.6, there is a statement that says, “The Government prefers the addition of an external control panel for stage movements, liquid dispensing, and camera adjustments.” Can you please clarify whether the end user is expecting there to be liquid dispensed, as liquid dispensing is not typical of these types of systems?

Response to Question 11: The inclusion of “liquid dispensing” was erroneous and is not a consideration for the acquisition of this instrument.

Question 12:

Section 3.1.10 requires vendor to provide a dust cover for the instrument. Is this requirement for when the instrument is in use? Or for when it is idle? Is the cover required for the camera only?

Or the entire setup?

Response to Question 12: The dust cover is to provide protection when the instrument is idle.

Preferably, the cover will be for the entire setup, but this procurement can also consider a dust cover that is only for the camera.

Question 13: In Section L.5 Quote submission requirements, there is an incomplete sentence.

“Response to the Requirement: Each Quoter shall submit a quote that clearly and concisely describes and defines the Quoter’s response to the requirements contained in the RFQ. An image of the”. Could you clarify whether there is a requirement missing at the end there at the end of “An image of the?”

Response to Question 13: Section L.5 reads as follows: “Each Quoter shall submit a quote that clearly and concisely describes and defines the Quoter’s response to the requirements contained in the RFQ. The offeror shall include a schematic or diagram illustrating the major system components and their layout, including relevant camera configurations/orientations, illumination sources, instrument control unit, the computer, and major connections.”

Question 14: How should we format our response? Are there some other forms we need to download other than those that are available on the SAM.gov webpage. Is it simply a case of filling in the pricing schedule and submitting this to you, or do we submit our response via the website somehow? Is a formal letterhead quotation also required?

Response to Question 14: Refer to Section “L.3 General Quote Preparation Instructions on page 76 and “L.5 Quote Submission Requirements on page 77”.