Q- A response Draft 2.pdf

Question and Answers draft (2) - 9/3/2026

1. Please provide the minimum monthly black-and-white and color impression volumes associated with each CLIN, together with the required method for pricing any excess impressions. - no minimum monthly requirement

2. The SF 1449 continuation pages list 32 CLINs but do not show quantities, units, or pricing fields. Should offerors quote a monthly unit rate, 12 months per performance period, and a 12-month extended amount for each CLIN? The 12-month extended amount should be calculated based on the proposed monthly rate multiplied by 12 months

3. For the three-color production units, does the 24,000-sheet minimum paper capacity apply to each individual unit or to the aggregate fleet of three units? - 24,000 sheet minimum paper capacity for the 3 color production units collectively.

4. For the two 300-IPM black-and-white units, please confirm that the speed requirement is measured as letter-size duplex impressions per minute and that functionally equivalent production presses are acceptable. - The 300 IPM for these units is a measured requirement for letter sized duplex impression (production presses are acceptable)

5. The black-and-white specification lists “Standard Memory 1MB.” Please confirm whether this is a typographical error and state the intended minimum memory requirement.-minimum requirement of 1GB - PWS updated.

6. Please clarify which devices require the pre-flight/pre-press software licenses for three workstations and identify the minimum required functions or acceptable equivalent workflow software. The color Production machines require the preflight software licensing 4 copies; the functionality should be measured by the full requirement.

7. For the wide-format device, please clarify whether toner and inkjet solutions are both acceptable, whether CMYK output is mandatory, whether the device must physically accept 36-inch-42-inch-wide media, and whether the 600-650 feet requirement applies to each roll. Toner or ink jet maybe proposed but CMYK output is required, must be able to physically accept up to 436-42-inch-wide media, the 600-650 feet requirement applies to each roll.

8. Please clarify the requirement for an output delivery system supporting 80-100 collated plots and whether a specific stacker configuration is required. The output delivery system must meet the functionality of the large format printer duties and capabilities.

9. May an offeror propose an integrated solution using equipment from more than one manufacturer, provided all requirements and service levels are met? All equipment provided under this requirement shall be manufactured by the same manufacturer to ensure compatibility, standardization, interoperability, ease of maintenance, and consistency of operation. The large-format machine is exempt from this requirement and may be provided by a different manufacturer, if it meets or exceeds all applicable performance, technical, and operational requirements specified in this PWS. PWS updated.

10. Please identify the existing electrical receptacles, voltage/amperage, floor loading, loading-dock access, doorway/elevator constraints, and any Government-furnished site preparations. Does the contractor’s faceplate responsibility exclude branch-circuit or panel modifications? The contractor is responsible for equipment installation and associated site preparation requirements as specified in the PWS. Existing electrical receptacles, voltage/amperage requirements, floor-loading requirements, loading-dock access, doorway/elevator constraints, and other applicable site conditions shall be verified during the installation planning process. Government-furnished site preparation will be limited to items specifically identified in the PWS

11. Are technicians subject to background checks, badging, escort, cybersecurity training, privacy training, or other access requirements before onsite installation and maintenance?

Technicians performing installation, maintenance, or service are subject to the applicable Government security and access requirements, including background checks, badging, escort requirements, will be performed before access.

12. The base period begins October 1, 2026, while phase-in installation is scheduled for October 19-23, 2026. Please confirm that billing begins on actual accepted delivery/installation and that no equipment service is required before that date. Correct, no equipment service is needed prior to delivery and instillation date.

13. FAR 52.217-9 states a maximum contract duration of 66 months, while the scheduled base and option periods total 48 months and FAR 52.217-8 adds no more than six months.

Please clarify the intended maximum duration. Intended duration of the contract is defined in PWS. For questions regarding verbiage and meaning of FAR clauses, please refer to Acquisition.gov.

14. Please confirm whether option-year pricing must remain fixed as quoted or may include stated annual escalation, and how FAR 52.217-8 extension pricing should be presented.

Option-year pricing should remain fixed as proposed on each CLIN. FAR 52.217-8 would extend the price, quantity, and conditions associated with the option year 3 CLINS for a period of up to 6 months. In accordance with FAR 52.217-8. For questions regarding verbiage and meaning of FAR clauses, please refer to Acquisition.gov.

15. Please confirm that the pricing schedule, company information page, title page, table of contents, and reference materials are excluded from the 10-page technical submission limitation, or identify which items count toward the limit. The maximum number of pages per submission shall be limited to Ten (10) pages excluding title page, table of contents, company information page and reference materials, if attached as defined on the RFQ. It is the offeror’s responsibility to read and follow all directions on the posted RFQ.

16. The download includes a “Deleted Attachments” notice. Please confirm that SF 1449 and revised PWS constitute the complete current solicitation package and identify any missing attachment, amendment, wage determination, or pricing schedule. The attached documents represent the most current version of each document. Prior versions are removed to avoid confusion. Changes to PWS or SF-1449 will be highlighted in the updated document to serve as a notice of the change. It is the offeror’s responsibility to check the solicitation to ensure the most accurate information.

17. What is the reasoning around the 1 year with 3 optional years? - The duration of base + option years are determined by the Government to be the most advantages for the Government.

18. Would you be open to 4 years with non-appropriations attached to it? If you are referring to 4 option years, then no, the Government is not open to pricing for 4 option years.

Offerors should provide quotes that align with the Government’s intent. Pricing provided outside that intent could eliminate potential offerors from contention.

19. Also, on PWS, revised, item 4.2 for Light Digital Production Color, the speed is set for not less than 130. Do you still want a speed of no less than 130? - The speed for the Light Digital Production Color Copiers can be no less than 100 impressions per minute. PWS updated.

20. In review of the RFP, compared to our assessment with the Print Shop and information requested in the RFI, the RFP seems to be missing several requested and important accessories. Such as, but not limited to,

· Software specific abilities and concurrent user license

· No GBC units (or dies) or Booklet Finishing on the 135-image BW unit

· No GBC units (or dies) or Booklet Finishing on 10- image color units

· No auto calibration and media registration units listed on color units

· No Corner Stapling on all units requested

· No request for document repository on the 135-image BW unit

· No request for multiple submission file formats on the 135-image unit

· No Operator Attention Lights requested on Engines

· No Vacuum Paper Decks for All Engines

· Are you asking for a second paper deck on the 300-image BW units (totaling 9,200 sheets)

· Are you asking for a second paper deck on the 135-image unit (totaling 8,800 sheets)

***The 100-image color units, for example, have no finishing listed at all. Technically, the printers would not print without some sort of stacker or finisher on the end of the device.

Were these accessory items intended to be on the RFP or were they intentionally left off, and we should respond solely based off the bid documents?

The Government reviewed the accessories and capabilities identified in the question.

Vendors shall provide all accessories, attachments, software, licenses, and finishing components necessary to meet the requirements of the PWS and the clarifications provided herein.

The Government further clarifies the following requirements:

• Each color production unit shall include booklet-finishing/folding capabilities

• Each machine to have an operator attention light that provides a clear visual of the machines operational condition.

• Each applicable production unit shall include stapling capability of up to 100 sheets per set.

• Punching capabilities 3 hole and 44-hole coil for the color units & the 135 imp b/w unit.

• High-capacity stacking shall be provided for all units.

• Color units require auto calibration and registration

• All required paper-feed modules, paper drawers, finishing devices, software, licenses, and associated accessories necessary to provide a complete and fully operational production system shall be included in the proposed configuration.

21. Due to the possible revisions that may be required, and due to the opportunity needed for FLETC to respond to questions, and due to the fact that Monday is a holiday and no questions can be answered that day, would FLETC entertain extending the bid response deadline to September 11th, 2026? The Government intends to provide an extension to September 14, 2026, to allow vendors sufficient time to review the Government’s responses to questions and any resulting revisions to the solicitation/PWS.

22. Can you verify that the requested printing width of the Wide Format is 48" please?

Typical is 36" to 42" width. There is up to 64" printing available, but no equipment has the 48” spec specifically. The Government confirms that the required maximum roll/media width is 36-42 inches. Therefore, vendors shall propose wide-format equipment capable of meeting the 36-inch-42 inches maximum media-width requirement.

23. How many staple sets are needed per month on average (doesn’t have to be exact, just best guesstimate) for each machine (i.e. how many on the 300-image units, how many on the 135-image unit and how many on the 100-image color). The Government does not have a fixed monthly quantity of stapled sets that can be provided for proposal purposes. Staple usage will vary depending upon production workload, document size, number of pages per set, and finishing requirements.

24. Please confirm the scanner size needed on the wide format. My understanding is that there is no 44" scanner on equipment like this. The Government is clarifying the scanner requirement to be consistent with the required wide-format production capability.

The proposed wide-format system shall provide print, copy, and color scanning capability and meet the resolution requirements identified in the PWS. The current PWS requires a productive wide-format (color) print/copy/scan system with color scanning of no less than 600 × 1200 dpi.

The scanner shall accommodate documents up to 36 - 42inches inches in width.

25. Please confirm the space requirement width for the wide format. The Government will accommodate the proposed wide-format equipment provided the equipment meets all requirements of the PWS.

The contractor shall identify the complete footprint of the proposed system, including all required paper-feed components, output collection devices, scanners, accessories, operating clearances, and service clearances.

The contractor shall also provide applicable electrical, connectivity, environmental, and installation requirements prior to delivery. The PWS requires the vendor to provide the installation kits, assemble and configure the associated accessories, and provide the necessary connectivity/interface software.

26. Has the Government accounted for any potential overlap between the current contract and the contemplated contract during the transition period? Yes. The Government has accounted for a potential overlap between the current contract and the new contract. The

Government will coordinate the transition and installation schedule to maintain uninterrupted printing operations.

27.If a current contract remains active during any portion of the new contract’s Base Period, should the offerors assume, the Government will resolve any remaining contractual obligations prior to the installation of the replacement equipment? The Government will manage and resolve the current contract as is necessary to maintain continuity of service. The offeror must be able to install the equipment by the hard date provided on the PWS. Invoicing on the contracts will not run concurrently. The Government will not accept invoices for services/equipment until the equipment is installed, operational, and approved. This is a vital service to the mission at FELTC and continuity, outside of removal and installation of new equipment, must be maintained. The offeror may be liable for any charges, more than their proposal, as a result of failing to meet their proposed install date.

28.Should offerors include any costs associated with transition activities, contract termination, lease buyout, or other related expenses in their proposed pricing? Offerors shall include costs associated with the transition requirements stated in PWS, including delivery, installation, configuration, connectivity, training, and eventual end-of-term removal of their proposed equipment. Offerors shall not include costs for terminating or buying out the Government’s current contract unless specifically directed through a solicitation amendment.

29. The PWS requires all service calls to be resolved the same day as technician arrival;

however, some repairs may require parts procurement. Please clarify how compliance will be measured for repairs requiring ordered parts. The intent of the requirement is for the contractor to provide prompt same-day response and make every reasonable effort to restore equipment to operational status during the technician’s initial service visit. When repair cannot reasonably be completed the same day due to required parts, specialized components, or circumstances outside the technician’s control, the contractor shall promptly obtain the necessary parts and complete the repair as soon as practicable.

30. Is the required five days of operator training intended as five consecutive business days, and does the Government anticipate all operators attending simultaneously? The five days of operator training are required to be five consecutive business days (no weekends). Training shall be coordinated with the Government and scheduled based on operational requirements and personnel availability, all operators will attend simultaneously.

32. For the 5 days of training, can this be provided virtually? Training must be in person.

33. Would the Government be able to share what printing applications they currently use...

(Autodesk, Bluebeam, CAD applications, Adobe Reader)? N/A

34. Is using a vendor exclusive print application acceptable as an option? (Direct Print Plus) yes, a vendor exclusive print application is acceptable, provided it meets all PWS requirements and supports the required functions and workflows, Direct PF PDF printing is also acceptable if meets all requirements in the PWS.

35. Will printing on Mylar or Engineering Film be required? NO