Amendment 001 Inbound Questions Govt Responses12.8.2020.pdf

Questions/Answers

INBOUND MAIL OPERATIONS

Solicitation No. 70FB7021R00000002

12/8/2020

1. What is the average length of time it takes for an individual to complete the security process?

Response: Tier 1 initial pre-overview = 2 to 3 weeks. Depending on clearance required, individuals can often begin work after this Tier 1 review is complete.

Tier 2 Investigation = 6 months or longer. Clearances are finalized after this investigation is complete.

2. Is there a maximum page length for the translated documents?

Response: No.

3. How many different languages are required to be translated?

Response: No Limitations on Languages.

4. If document containing an unusual language arrives, does it need to be translated within

72 hours?

Response: Yes

5. Page 5 of the SOW States

“Maintain a capability to process a minimum monthly translation volume of 400 inbound mail/fax/e-correspondence documents. Surge conditions may require increased monthly translation volume of up to 50,000 inbound mail/fax/eCorrespondence documents.“

If a disaster occurs and the contractor has been operating at baseline and now begins receiving 1,000 or more translations per day, how much time is allowed for the contractor to ramp up to begin processing at the higher volumes?

Response: Any Service Level may be temporarily extended by up to 48 hours with prior written approval from the COR.

6. Please correct the size standard for NAICS 561431 – it should read $16.5 Million.

Response: The NAICS size standard has been updated.

7. Please confirm offerors are not to complete any of the Representations and Certifications starting E-11 if their registrations are current on SAM.gov.

Response: Offeror shall complete the questions within the Reps and Certs found within the solicitation.

8. Will the 3 day FEMA training take place at the contractor’s location or at FEMA?

Response: Training will be at FEMA’s Maryland facility.

9. How long does FEMA anticipate Cyber Security Certification and Accreditation will take?

Response: This process can take up to six months while the contractor continues through the certification and accreditation process. It is anticipated that the contractor will be able operate during this time.

10. The PM is listed as Key. Do you want a PM resume since s/he is key?

Response: Yes.

11. Did you do market research on this opportunity? If so when and please provide the RFI/SSN number?

Response: Market Research was performed for the Gov’t internal use.

12. Please provide historic volumes received by month for each of the service components requested.

Response: See attached document.

13. How many pieces of mail are return per month and per year?

Response: This number will vary based on the disaster activity.

14. What are the specification for scanning and indexing, naming the DPI, Bitonal, image type desired, index value (values) needed?

Response: We will accept any format document. Our DMARTS system converts and stores all uploaded documents into a .TIF file format.

15. Please provide the historic number of suspicious incidents reported during the current contract and what were they for?

Response: No suspicious incidents of record during this contract.

16. What part of Attachment H is applicable to this procurement?

Response: All of Attachment H is applicable.

17. Please confirm you do not want the envelopes from the claimants after mail is opened.

Response: We do not need to keep the inbound envelopes however copies of the envelopes should be uploaded with the enclosed documents so we have a record of the postmark. Envelopes can then be shredded/destroyed.

18. How many boxes should the contractor expect to need each year?

Response: Varies depending on disaster activity. See attached for historical volumes.

19. Please confirm the Government will pay for shipping to the FRC and for return mail.

Response: Yes, the Government will pay for these.

20. Generally, how many Form 90-69B are stored each year?

Response: Very infrequently.

21. Is there a difference between fax and edoc as they seem to be used interchangeably?

Response: Faxes and e-docs are all digital electronic documents and shall be uploaded in the same way.

22. What is the number of fax splitter images/documents that a person can do an hour?

Response: This number could vary widely based on many factors, including the length of the document. A reasonable average might be approximately 10- 12 documents per hour, per person.

23. Is the contractor applying any index(es) to the fax after splitting and if so what values?

Response: No indexes are applied by the contractor after splitting.

24. Does the input accel application have any system latency issues and if so when and why?

Response: No latency issues are known.

25. What import application(s) has received FEMA cypher security approval?

Response: Scan Plus. The contractor will have their own system/applications of their choosing which will need to be reviewed and approved by FEMA.

26. Is the transition in an evaluation factor?

27. Since this is a FFP/FFUP IDIQ consider removing the requirement to keep payroll records for the COR that should be between contractor and the DOL if an audit occurs?

Response: Requirement will remain in the SOW.

28. Please provide the labor categories the contractor should use to satisfy the SCA/SCLA requirement.

Response: Potential Offerors shall refer to the SOW, Schedule B, and all other Govt provided documents to determine the appropriate response to this requirement.

29. Per E5 – Is the cover letter to be separate or included into one of the volumes? If included, please specify which volume.

Response: Each volume shall include a cover letter.

30. Please clarify what is meant by “Proposal Category” in the cover letter instructions. Is the government referring to a proposal cover for each volume rather than a cover letter?

Response: Proposal Category identifies the type of proposal for each volume.

(Technical, Past Performance, Price) Yes. Place a cover letter in each volume.

31. May each volume have a Cover or Title Page that uses font other than 12 point times new roman?

Response: Response: Each volume shall include a cover letter using Times New Roman, font 12.

32. May graphics use other than times new roman 12 such as Arial 10 – which is easier to read in graphics?

Response: Each volume shall use Times New Roman, font 12.

33. Has the agency records manual been updated to include the transition to M-19-21 records management requirements?

Response: If required, a Modification to the resulting contract will be executed.

34. Does the Government intend to transition to the electronic transfer requirements identified in the OMB M-19-21 memo? If so, does the Government intend to start the transition before the deadline date or on the deadline date? (FRC COVID-19 status - Currently the FRC Operating Status is in Phase 2 with up to 50% staffing (Could change + or - based on COVID-19 fluctuations) and the physical transfer is by arrangement only.

The government may benefit)

Response: If required, a Modification to the resulting contract will be executed.

35. Will the client accept a solution that uses proven, innovative and modern imaging equipment that is not Computed Tomography (CT)?”

Response: Yes, the Government would consider any solutions that meet the requirements.

36. “Advances in imaging equipment in the last 3 years have allowed non-Computed

Tomography (CT) equipment to produce multi-dimensional images. These proven, innovative solutions are often better suited to screening mail and less expensive to operate. Would the client consider an imaging solution that does not utilize Computed Tomography?”

Response: Yes, the Government would consider any solutions that meet the requirements.

37. Please provide metrics showing the daily inbound mail volume for 2019 and 2020?

Response: See attached Historic Data document.

38. What time does the inbound USPS Mail become available?

a. What time does the inbound FedEx, UPS, DHL shipments become available?

Response: Typically USPS, FedEx, UPS, DHL, etc. are available after 1pm Eastern time unless earlier delivery is specifically arranged. But depending on the location, times may vary.

39. Is it correct to understand the processing English based inbound mail must be scanned, indexed and uploaded to the FEMA Database within 48 hours?

Response: Inbound mail must be prepared, scanned, and uploaded to the FEMA database within 48 hours. Indexing is not required by the contractor.

40. Is the majority of the inbound mail letter size?

41. What percentage of the inbound mail is larger than letters size – Flats or FedEx/UPS envelopes vs. Boxes?

Response: Varies; about 15% is larger than letter size.

42. Please confirm that the SLA for upload of non-English based inbound mail is 72 hours?

43. Are the majority of inbound scanned documents stored physically for 6 months before being sent to NARA?

Response: Yes 6 months to a year.

44. How many days after uploading the inbound mail are the boxes sent to NARA?

Response: 6 months to a year.

45. With regard to “Document Requests” for original documents or copy documents – what is the SLA turnaround time requested?

Response: The turnaround time will be determined by the COR at the time of the request.

46. Please share metrics showing the number and frequency of these requests from 2019 and

2020.

Response: Did not have any during existing contract.

47. Does facility have to be based near Hyattsville Maryland Response: USPS mail, FedEx, UPS, etc. must be picked up from the Hyattsville location but FEMA does not require that the contractor facility be within any certain proximity to the FEMA Hyattsville facility.

48. Can we get current labor configuration?

49. Who owns current Xray screening devices? What are the model (s) of the current devices.

Response: Potential Offer shall reference the SOW.

50. Does COOP center have a geographic requirement?

51. Does onsite security office have a JD? need to be on site 100% of the time?

Response: Unclear what the acronym ‘JD’ means. Potential offerors shall adhere to the security requirements of the SOW.

52. Detail current translation process.

Response: Potential Offerors shall adhere to the translation requirements of the

SOW.

53. What SW is currently being used to extract data at scan?

Response: IF the acronym SW means ‘Software’, currently the incumbent uses their own internally generated software to extract data at scan.