Q&A_Responses.docx

Social Security Administration Mail Inserter Equipment and Associated Maintenance Solicitation No. 28321318Q00000500

Questions/Answers for RFQ No. 28321318Q00000500

1. Why are there Pitney Bowes Systems shown in the illustrations?

The illustrations are to show the current system set up.

2. There is a request for bar codes to be printed on all pages -is that before the fold? Where on the document – front or back? What is the purpose of that bar code?

Q1: bar codes before or after the fold? The barcode is placed prior to folding, on the side and top of document.

Q2: front or back? – front Q3: purpose: The barcode carries a human readable tracking number on the notice. The barcode tracks all pages going into an envelope.

3. Scope of Work 7a requests integration with “current document integrity and tracking system” What is that system? How many inputs are available?

Q1: the document integrity and tracking system is capable of tracking each printed document and mailpiece, saving and reporting its real-time status throughout processing.

Q2: Please expound on the question about how many inputs are available?

4. The JOFOC states “ We seek approval for award of a sole source, fixed price supply and services contract with Pitney Bowes Inc. What is the context of that statement? Why are the dates from the past? Is this a description of the last contract filled by Pitney Bowes?

There is not a JOFOC associated with this combined synopsis/solicitation in FedBizOpps. Offerors should only use the information posted with RFQ 28321318Q00000500.

5. With a one year base use of the system before the four years of available renewal, how is the system paid for?

The system will be paid for with the issuance of a delivery order for the equipment purchase as well as the first year of associated maintenance. Follow on years of maintenance will be ordered with the issuance of task orders during each option year, if exercised.

6. Track and Trace is mentioned. Could you please provide additional detail regarding capability?

It is a document integrity and tracking system capable of tracking each printed document and mailpiece, saving and reporting its real-time status throughout processing.

7. With such a large investment in Track and Trace is there a desire to continue with the system even with a vendor change.

A document integrity and tracking system, capable of tracking each printed document and mailpiece, saving and reporting its real-time status throughout processing is a must.

8. Where the current vendor has such a significant software investment in place, will that affect the decision making process?

The award decision will be based on the factors as stated within the RFQ under “Evaluation Factors and Basis for Award.

9. Document says funds were approved in 2010 via SEI R709 Is that to be renewed for 2018.

This appears to be from another document. Offerors should only use the information posted with RFQ 28321318Q00000500.

10. What are volumes by application?

Volumes by application are dynamic

11. Are there 9 x 12 envelopes being processed? How many per shift? How many shifts?

Q1: Currently, we are not using 9 x 12 envelopes

Q2: NA

Q3: One Shift

12. Would an 8-feeder station configuration be acceptable instead of 9 for the one required system?

Yes

13. In the paragraph I. Scope, reference is made to replacing the mail inserter systems in Durham, NC, but only the systems in Baltimore are listed. What systems are being replaced in the PMF in Durham, NC?

That is a typo. This is only for Baltimore. The SOW has been revised.

14. In Section II.A.1.c and d, please further explain the requirements for the inserters associated with printing the IMB and barcodes on the documents. Should it say “reading” instead of “printing”?

The SOW mentions 2 barcodes:

1. At II.A.1.c pertains to the IMB, printed on envelopes used by the USPS.

2. At Section II.A.1.d, the barcode is a tracking barcode used by the mail inserter software to ensure all pages of a document are placed in the correct envelope and for research purposes by the SSA.

15. In Section II.A.1.e, what is the document integrity and tracking system functionality enhancements as provided by the SSA’s current mail inserter systems?

The SOW has been revised and is included as an attachment to this amendment.

16. In Section II.B.1., is it acceptable to have the system’s “off-site” location for assembly be our manufacturing floor prior to shipment to the NCC? If not, what would be the purpose of assembling the systems off-site prior to delivery?

Yes, it could be assembled and tested on your manufacturing floor prior to shipment to the NCC.

17. In Section II.B.5., please provide Clause 2352.204-1 Security and Suitability Requirements.

Clause 2352.204-1 Security and Suitability Requirements (MAR 2018) is already included in the solicitation.

18. In Section II.B.7.a, what is the SSA's current document integrity and tracking system?

The SSA currently uses Track & Trace

19. In Section II.B.8.a, is the quantity of test samples the amount to be provided per system or per application?

Per system

20. In Section II.B.9, what will be the acceptance criteria over the 30 days?

The acceptance criteria over the 30 days would be the equipment is operating properly without causing interruptions or delays in production processing.

21. In Section II.C.1.a, should maintenance coverage during the PPM be on-call or include an on-site technician?

On site

22. In Section II.C.5.e, please provide the Section 508 Standards 36 CFR Subpart D -1194.41 for electronic and information technology (EIT) deliverables and services.

Subpart D — Information, Documentation, and Support

§ 1194.41 Information, documentation, and support.

(a) Product support documentation provided to end-users shall be made available in alternate formats upon request, at no additional charge.

(b) End-users shall have access to a description of the accessibility and compatibility features of products in alternate formats or alternate methods upon request, at no additional charge.

(c) Support services for products shall accommodate the communication needs of end-users with disabilities.

23. In Section III. Appendix A Table 1:

a. Is the Speed of 18000 – 20000+ the requirement for the input/cutter or the inserter?

Inserter

b. What is the font, content and purpose of the OCR to be scanned?

The content is numbers for appropriate location on the forms, we also require the ability to scan QR Codes for serialization that are RED in color

c. Does the weight need to be determined by the inserter? If so, what needs to be done with it?

It’s a double sheet or double feed detector before the stamper and if the thickness and/or weight of the mailpiece is too much it should out-sort the mailpiece

d. What is the weight of the Card Stock?

.016 is the weight of the Card Stock

e. Since the Envelope Type is Windowed, what will need to be printed by the Address Printer?

The recipient’s name and address would be printed and show through the envelope window.

f. Are the Communications requirements for the inserter or a system the inserter will be required to communicate to?

Both as you cannot have asymmetrical communications.

g. Are the Machine Specs the required physical dimensions of the inserter?

They are the dimensions of the current inserter and should represent the space required for the new equipment. Anything larger than these dimensions is considered unacceptable.

h. Please clarify what the “entry dimensions” represent.

Entrance to the room is 5’2”W x 6’9”H with 15’L before an interior wall. Please bear this in mind when planning for delivery and assembly.

i. Please clarify the requirement to pair a unique number on front of mailpiece with unique number on the back within a data file. Do we have to read a code on the front and back of each form?

Yes

24. In Section III. Appendix A Table 2:

a. Does “Rotary Fed” mean it will be roll material fed from an unwinder?

Yes

b. Is the Pieces/hour of 5000-7000 the speed requirement for the input/cutter or the inserter?

Inserter. The requirement is 7000-9000 not 5000-7000.

c. For the Media Size, this form will be folded once to a 8” x 5” dimension?

Yes

d. Are the Communications requirements for the inserter or a system the inserter will be required to communicate to?

Both as you cannot have asymmetrical communications.

e. Are the Machine Specs the required physical dimensions of the inserter?

They are the dimensions of the current inserter and should represent the space required for the new equipment. Anything larger than these dimensions is considered unacceptable.