Questions and Answers.pdf

Question 1: Must the prime quoter hold direct authorization from each named OEM, Dell, Cisco, Samsung, Sharp, and Crestron, or may the requirement be satisfied through documentation from OEM-authorized distributors confirming the product source and channel eligibility?

Answer 1: The RFQ does not require the prime quoter to hold direct authorization from each named OEM, provided the quoter can demonstrate that it is authorized to provide the quoted brand-name products to the Government. Documentation from an OEM-authorized distributor confirming the product source and channel eligibility may satisfy the requirement, subject to the Government’s review and verification. The Government reserves the right to determine whether the documentation submitted is suƯicient and to verify reseller or distributor authorization directly with the OEM or other appropriate source.

As this RFQ is a total small business set-aside, the prime quoter must be a responsible small business under the NAICS code identified in the RFQ and must meet all RFQ requirements.

Question 2: The package contains two Dell Pro Max 16 configuration sheets using base MPN 210-BPVL but listing diƯerent processors and configurations. Please confirm which attachment/configuration applies to CLIN 0001 and which applies to CLIN 0004.

Answer 2: CLIN 0001 and CLIN 0004 require the same Dell Pro Max 16 configuration/specifications. OƯerors shall quote the same Dell Pro Max 16 configuration for both CLIN 0001 and CLIN 0004, in the quantities identified in the RFQ. CLIN 0001 is for Dell Pro Max 16 (MC16250) laptops, quantity 11 EA. CLIN 0004 is for Dell Pro Max 16 (MC16250) GIS, quantity 15 EA. The diƯerence between CLIN 0001 and CLIN 0004 is the quantity and intended use designation only. If any attachment/configuration sheet appears inconsistent with this clarification, this written Q&A/amendment controls.

Question 3: May a small-business prime contractor satisfy this requirement by procuring the specified products through OEM-authorized distributors/resellers and providing documentation demonstrating the supplying distributor’s authorization, or must the prime contractor itself hold direct reseller/distributor authorization for each specified manufacturer, Dell, Cisco, Samsung, Sharp, and Crestron?

Answer 3: The prime contractor is not required to hold direct reseller/distributor authorization from each specified manufacturer, provided the prime contractor can demonstrate that the quoted products will be procured through an OEM-authorized distributor or reseller channel. Documentation from an OEM-authorized distributor or reseller confirming the product source and channel eligibility may satisfy this requirement, subject to the Government’s review and verification.

The Government reserves the right to determine whether submitted documentation is suƯicient and to verify authorization with the OEM, distributor, reseller, or other appropriate source. As this RFQ is a total small business set-aside, the prime quoter must be a responsible small business under the NAICS code identified in the RFQ and must meet all other RFQ requirements.

Question 4: We are preparing a quotation in response to RFQ 70FBR626Q00000044, FEMA Region VI IT Equipment, and request clarification regarding the authorized reseller requirement. Our company is an authorized Dell reseller. For the Cisco, Samsung, Sharp, and Crestron line items, may we satisfy the technical acceptability requirement by teaming with or subcontracting to authorized resellers or distributors for those manufacturers, provided that:

Our quotation identifies the applicable suppliers;

We provide their OEM authorization documentation;

All products are new, genuine OEM products obtained through authorized distribution channels;

Manufacturer warranty and product traceability requirements are met; and

Our company remains responsible for the entire purchase order, including delivery, acceptance, invoicing, and warranty coordination?

Alternatively, must the prime quoter itself hold direct reseller or distributor authorization for each specified manufacturer? Please also confirm whether a letter from an OEM-authorized distributor documenting our authorized supply channel for this procurement would satisfy the requirement.

Answer 4: The prime quoter is not required to hold direct reseller or distributor authorization from each specified manufacturer, provided the prime quoter can demonstrate that the quoted products will be procured through an OEM-authorized distributor or reseller channel. The prime quoter may satisfy the authorized reseller/distributor requirement by teaming with or subcontracting to authorized resellers, distributors, suppliers, or other authorized channel partners, provided the quotation identifies the applicable suppliers and provides suƯicient documentation for the Government to verify the authorized source and channel eligibility of the quoted products.

A letter from an OEM-authorized distributor documenting the authorized supply channel for this procurement may satisfy the requirement, subject to the Government’s review and verification. The Government reserves the right to determine whether submitted documentation is suƯicient and to verify authorization with the OEM, distributor, reseller, or other appropriate source.

All quoted items must be new, genuine OEM products, obtained through authorized distribution channels, and must meet the RFQ’s brand name, model number, part number, configuration, warranty, delivery, acceptance, and traceability requirements. The prime quoter remains responsible for performance of the entire purchase order, including delivery, acceptance, invoicing, and warranty coordination.

As this RFQ is a total small business set-aside, the prime quoter must be a responsible small business under the NAICS code identified in the RFQ and must meet all other RFQ requirements.

Question 5: Because the RFQ includes Cisco and Crestron audiovisual equipment, please confirm whether the requirement is for supply and delivery only, with no installation, integration, mounting, setup, or onsite services required.

Answer 5: Yes. This requirement is for supply and delivery of the specified equipment only.

Installation, integration, mounting, setup, programming, cabling, testing, training, and onsite services are not required.

Question 6: Does RFQ 70FBR626Q00000044 include a requirement for no-charge recycling, removal, disposal, or excessing of old computers?

Answer 6:

No. RFQ 70FBR626Q00000044 does not include a requirement for no-charge recycling, removal, disposal, or excessing of old computers. This RFQ is for the supply and delivery of the specified IT equipment only.

Obsolete Government computers are handled through FEMA’s internal property excess process and are not part of this RFQ. Quoters should not include recycling, removal, disposal, or excessing services in their quotations unless expressly required by the RFQ or authorized in writing by the Contracting OƯicer.

Question 7: For purposes of the requirement that oƯerors be authorized resellers or distributors of the specified brands, will the Government accept a small-business quoter that procures the specified OEM products through OEM-authorized distributors/resellers, provided the quoter can document the authorized supply chain, product authenticity and traceability, OEM warranty eligibility, and compliance with the specified part numbers? Or must the quoter itself hold direct authorized reseller status with each OEM?

Answer 7: The prime quoter is not required to hold direct authorized reseller or distributor status with each OEM, provided the prime quoter can demonstrate that the specified products will be procured through an OEM-authorized distributor or reseller channel.

Documentation must be suƯicient for the Government to verify the authorized source and channel eligibility of the quoted products. All quoted products must be new, genuine OEM products, match the specified brand name, model number, part number, configuration, and specifications, and meet all applicable warranty and traceability requirements.

Question 8:

Because the RFQ includes products from multiple OEMs, may the prime quoter satisfy the authorization requirement through documented OEM-authorized subcontractors, distributors, or supply-chain partners for individual product lines? Or must the prime quoter independently maintain authorization from every OEM represented in its quotation?

Answer 8:

The prime quoter may satisfy the authorization requirement through documented OEM-authorized subcontractors, distributors, resellers, suppliers, or other supply-chain partners for individual product lines, provided the quotation identifies the applicable sources and provides suƯicient documentation for the Government to verify the authorized source and channel eligibility of the quoted products. The prime quoter does not need to independently maintain direct authorization from every OEM represented in its quotation.

The prime quoter remains responsible for performance of the entire purchase order.

Question 9:

What is the correct identifier for this opportunity?

Answer 9:

The correct solicitation number is 70FBR626Q00000044.

Question 10:

The RFQ references NAICS 541519, but diƯerent sections appear to identify diƯerent size standards. Please confirm the applicable small business size standard that FEMA will use for this procurement.

Answer 10:

The applicable NAICS code is 541519, with a small business size standard of 150 employees. Any reference to a diƯerent size standard is administrative/typographical and is not applicable to this RFQ.

Question 11:

If products are sourced through authorized distribution, what documentation would FEMA consider acceptable to demonstrate compliance with the authorization requirement, for example, an OEM authorization letter, distributor authorization letter, reseller certificate, or supply-chain documentation?

Answer 11:

Acceptable documentation may include a current OEM authorization letter, OEM partner/reseller certification, distributor authorization letter, reseller certificate, or documentation from an OEM-authorized distributor or reseller confirming the product source and channel eligibility. The Government reserves the right to determine whether the documentation submitted is suƯicient and to verify authorization with the OEM, distributor, reseller, or other appropriate source.

Question 12:

For the Dell laptop CLINs, should oƯerors quote the exact configurations reflected in the attached manufacturer quotations, including the listed warranty and support packages, or is compliance determined only by the model/part number and configuration expressly stated in the CLIN description?

Answer 12:

OƯerors shall quote the exact brand name, model number, part number, configuration, and specifications identified for the applicable CLIN and any attachments to the RFQ. For the Dell laptop CLINs, oƯerors shall quote the exact configurations identified in the applicable attached manufacturer configuration sheets, including the listed hardware specifications and warranty/support packages, unless otherwise expressly authorized in writing by the Contracting OƯicer. For CLIN 0001 and CLIN 0004, the Government clarifies that both CLINs require the same Dell Pro Max 16 configuration/specifications. The diƯerence between CLIN 0001 and CLIN 0004 is the quantity and intended use designation only.

Question 13:

Please confirm whether all 13 CLINs must be delivered within 70 calendar days after receipt of order, or whether partial deliveries are permitted so long as the complete order is fulfilled within the 70-day period. The RFQ currently requires FOB Destination delivery within 70 calendar days ARO.

Answer 13:

All required CLINs must be delivered within 70 calendar days after receipt of order. Partial deliveries are permitted, provided the complete order is delivered within the 70-calendar-day delivery period. Partial delivery does not change the required final delivery date.

Question 14:

If one OEM item experiences a documented manufacturer lead-time delay outside the contractor’s control, would FEMA permit partial shipment of the available items while the remaining item is completed, or must every item be available within the stated delivery period at the time of quotation?

Answer 14:

Partial shipment of available items is permitted; however, all required items must be delivered within the 70-calendar-day delivery period unless the Contracting OƯicer issues a written modification. Manufacturer lead-time delays or backorders do not, by themselves, waive the required delivery date. Quoters should only quote items they reasonably expect to deliver within the required delivery period.

Question 15:

Please confirm that oƯerors should provide a unit price and extended amount for each CLIN, with shipping and all delivery costs included, along with one total evaluated price for all required CLINs.

Answer 15:

Confirmed. OƯerors shall provide pricing for each contract line item, including unit price and extended amount, and one total evaluated price for all required CLINs. Pricing shall include all supplies, equipment, shipping, delivery, and any other costs necessary to fulfill the RFQ requirements.

Question 16:

Please confirm whether FEMA intends to make one award for all 13 CLINs or reserves the right to award individual CLINs to multiple vendors.

Answer 16:

The Government intends to make one award for all required CLINs on an all-or-none basis.

Partial quotations will not be accepted unless expressly permitted in the RFQ, and the Government does not intend to make multiple awards by individual CLIN.

Question 17:

Other than completed pricing for all CLINs, confirmation of the required equipment/configurations, delivery commitment, applicable FAR representations, and reseller/distributor authorization documentation if requested, are there any additional documents FEMA requires to be submitted with the quotation?

Answer 17:

Quotations must provide suƯicient information for the Government to determine compliance with the RFQ requirements. At a minimum, quotations should include: pricing for each CLIN and a total evaluated price; confirmation that quoted items are new, genuine OEM products; confirmation that quoted items match the required brand name, model number, part number, configuration, and specifications; confirmation of FOB Destination delivery within 70 calendar days after receipt of order; applicable warranty/support information; applicable FAR representations and certifications, including FAR 52.212-3 if not completed in SAM; and reseller, distributor, manufacturer, or authorized supply-channel documentation if submitted with the quotation or requested by the Government.