Question and Answer.pdf

RFP # 70RFP321REH000004 Lease of X-Ray Detection Machines

Subject: Solicitation Questions

Question #1: Are these Quantities and UOM over the entire 5-year period of performance? (reference page 2-6, Section CLINS 0001 through 00019, Supplies and Services, Quantity & UOM columns)

Answer #1: Yes.

Question #2: a) Does FPS expect offers to be on double sided on postconsumer fiber? b) Is there a style or font size requirement? (reference page 37/107, FAR 52.252-2, Clauses incorporated by reference (FEB 1998), FAR 52.204-4 Printed or Copied Double Sided on Postconsumer Fiber)

Answer #2: a) No. b) See page 72, Proposal Submission requirements paragraph 2&3. Vendors are to submit responses electronically.

Question #3: a) Are all facilities accessible by both front door and dock high receiving platforms?

b) Are the interior floors finished? c) If there are finished floors what is the average distance the equipment must move to be installed in order to protect the floor? (reference page 46/107, Delivery and Installation of New Equipment, SOW 4.2)

Answer #3: a) Most facilities are accessible by both front door and loading docks. As FPS is responsible for over 9000 facilities, local conditions could vary, however most facilities are typical of commercial office space. Facilities do not allow deliveries through the front door unless the Vendor provides a Certificate of Insurance. b) Yes, interior floors are finished with carpet, stone, wood, vinyl, and other materials consistent with commercial office space. c) Distances will vary from site to site and are dependent upon its location, in a lobby or on upper floors in an elevator bank or office.

Vendors are responsible for all damage to floors, walls and surrounding areas incurred during delivery and installation.

Question #4: Historically, can FPS provide an estimate of how many times per year where after hour delivery and/or installation was performed? (reference page 47/107, Delivery and Installation of New Equipment, Section 4.9)

Answer #4: Historical estimate is approximately 5 times that after hour delivery and/or installation was performed annually. The information provided is for estimating purposes only and does not indicate future requirements.

Question #5: Does the Operator or Contractor identify the priority level? (reference page 49&50/107, Maintenance & Service Calls, Section 5.13, Priority 1,2, and 3.)

Answer #5: The Government determines the priority of the service. (See updated page 49, Section 5.13.)

Question #6: Predicated on the location in question, if this scenario should arise it is unrealistic to identify 3 days as the replacement period whereby penalties would apply per day thereafter. Scheduling carriers, driving distances transit time pursuant to federal law and scheduling installations at the receiving site could not be met across the majority of the FPS locations. Can this timeline be revisited to scenario that would be achievable? A suggestion would be to have it mileage based. (reference page 51/107, X-Ray Machine Replacement, Section 6.3)

Answer #6: No. The government depends upon the x-ray equipment for the daily operations and security of federal facilities, staff, and government services. The vendor is required to be able to maintain sufficient supplies, equipment, and labor resources relative to the locations of contract area of performance to adhere to the contract requirements.

Question #7: Under 7.1 there is a 5-business day timeline while under 7.3 there is a 15-day timeline. Is this a Type-O and if so, what is the correct timeline?

Under 7.3 the assumption that non-leased equipment could be from a different OEM vendor. Is this a correct assumption?

(reference page 52/107, Removal of Leased Machines/Disposal of Non-Leased Machines, Section 7.1, 7.3)

Answer #7: Section 7.1 is in reference to the removal of a machine leased under this contract. Section 7.3 is in reference to an existing machine that is in place from other contracts or other means.

Question #8: a) Are all facilities accessible by both front door and dock high receiving platforms?

b) Are the interior floors finished? c) If there are finished floors what is the average distance the equipment must move to be installed in order to protect the floor? d) Please confirm the relocation will be of the same OEM vendor equipment and contractor will not be requested to relocate equipment of another vendor. (reference page 52/107, Relocation of X-Ray Machines, Section 8.1)

Answer #8: a), b), and c) see question and answer #3. d) Relocations will be of machines provided under this contract.

Question #9: Please confirm the training will be of the same OEM vendor equipment and contractor will not be requested to train personnel on equipment from another vendor. (reference Page 52/107, Relocation of X-Ray Machines, Section 8.2)

Answer #9: Training will be for machines provided under this contact.

Question #10: Please confirm the training materials and manual will be viewed and used by FPS Government employees and no information will be transferred, viewed, or utilized by non-governmental employees (i.e., subcontracts under FPS) our outside training companies employed under contract by FPS. (reference page 53/107, Training/Instruction, Section 10.1)

Answer #10: Training materials will be used by the government to develop its own internal training class development which is provided to full time government employees and contracted security officers. Training materials will be used by the government to understand the specific operation of the machines, its functions, as well as the detection phenomena such that specific screener/operator and image interpretation training can be developed. Vendor provided training materials will not be provided to others outside of the government in relation to the above use.

Question #11: a) As an option to on-site formal "factory certified operator training" would FPS in lieu of on-site training accept a e-learning certified program? Personnel can sign in and take the course before the equipment arrives or on the date of the equipment installation and site acceptance testing. This is a certified course whereby they could print out their certificate. b) Over the life of the contract being 5 years, how many operators per site would require to be trained?

(reference 53/107, Training / Instruction, Section 10.2, 10.3)

Answer #11: a) No. The requirements for Section 10.2 is to train FPS subject matter experts. Section 10.3 is to train the on-site security personnel in the basic operation of the equipment upon its arrival, it is not a “screeners” course, but one which is to provide the operator with the knowledge of proper machine operation. b) Section10.3 is intended for the initial delivery and set-up of machine under this contract. It would typically be no more than 10 operators on average per machine/site. Training can be set up on an alternate day with approval or at the request of the CO.

Question #12: Does FPS have a preference whether the UID is a self-adhesive paper label or tin/metallic? (reference page 53-54/107, Unit Identification and Inventory Control, Section 11.1)

Answer #12: No, there is no preference, however the label must be of such durability to last the life of the lease of the machine and should not be easily removed, damaged, destroyed or otherwise rendered illegible. (see updated page 54, Section 11.2)

Question #13: a) Through historical information FPS maintains, can you advise how many times this may transpire over the lease of the contract? b) can the quantity be identified by size of the equipment (i.e., small, medium, large, extra-large)? (reference page 55/107, Early Lease Termination, Section 14)

Answer #13: a) Historically early lease termination can be anticipated to occur less than 10 times annually, however agency needs will dictate future requirements. b) No, quantities vary based on the site and needs.

Question #14: Some of the items on the Prohibited articles list in section B would be found in a normal maintenance toolbox our technicians travel with to perform repairs. Please advise what tools would be permissible to enter your facilities. Also, the same question would apply to meters used to measure radiation exposure to perform the RAD Survey.

(reference Page 58/107, Appendix B, Lost of Prohibited Articles)

Answer #14: Toolboxes are screened upon entry into the facility by PSO’s. Any tools in a toolbox that will be used for jobs will not be confiscated. Service vendors will be allowed to utilize the equipment necessary, proper scheduling and notice is critical to ensure the unimpeded access of the vendor to protected sites.

Question #15: a) Can FPS identify which locations and quantities are leased equipment vs non-lease.

b) Can FPS advise locations and quantities are sm, med, large & extra-large. (reference page 60-64/107, Appendix C, Equipment Location/Qty)

Answer #15: a) No, however most of the existing equipment is leased. b) No.

Question #16: For the materials listed (AMN03, PETN, TNT, RDX and EDGN), is there a minimum quantity for which the Automated Threat Detection Capability must detect? Also, is it required to have each vendor/system demonstrate its Automated Threat Detection Capabilities prior to an award being made? If so, could you please provide the plan/process for testing and confirming each of the systems complies with the Automated Threat Detection Capability requirement?

Does the Automated Threat Detection Capability need to detect every item listed in Appendix B Prohibited Items List?

(reference page 4-5/107, Automated Threat Detection Capability)

Answer #16: Section 2.4 of the SOW, Table 1, Row titled Capabilities states the automated threat detection shall minimally detect AMN03, PETN, TNT, RDX and EDGN, in addition to the prohibited items listed in Appendix B. No weights or volumes will be provided as this is not a classified contract.

No. The vendor must describe how its proposed X Ray machines meet each of the Government’s minimum requirements per Table 1: Technical Performance Specifications in accordance with evaluation factor 1.

The detection capability should be able to detect the different categories of threats.

Question #17: Does this describe the functionality of the item referenced in the above section on pg. 4 and 5 or are there different and specific parameters for what the “Detection Threat Indication” must identify? (reference Page 5/107, Detection Threat Indication)

Answer #17: This describes how the automated threat detection capability should alert the operator.

Question #18: These dimensions appear to reflect the specifications of a vendor’s systems. If so, would the government accept tunnel sizes that can accommodate items that are 95% of the sizes listed? If these dimensions were not taken from a particular vendors systems, could you please elaborate on the methodology for establishing the size requirements so we could determine which systems best address any constraints that are present? (reference Page 73/107, Technical Approach, Tunnel Size Must accommodate package sizes indicated)

Answer #18: Sizes represent the needs of the government in relation to the typical article sizes to be screened at a given location and machine size category. A small variance +/- 5% would be considered. (See updated page 73 and 74 of RFP)

Question #19: Could you please outline the methodology for establishing the Dimension parameters? We offer systems that are similar in size but would like to understand if there are certain entry points, doorways, etc. that prevent systems with slightly larger dimensions from being delivered and installed. Also, the Dimensions listed appear to reference Single View systems only. Could you please outline the Dimensions required for the Dual View units? (reference Page 74/107, Technical Approach, Dimensions (not including roller tables))

Answer #19: Sizes represent the needs of the government in relation to the locations and machine size category. A small variance +/- 5% would be considered. There are no known factors that strictly limit the size of a machine. Dual view machines shall be in the following dimensions (+/- 5%), XL: 142 in (L) x 61 in (W) x 70 in (H), 2350 lbs., L: 136 in (L) x 57 in (W) x 61 in (H), 3925 lbs., M: 92 in (L) x 52 in (W) x 54 in (H), 1800 lbs., S: N/A. (See updated page 74 of RFP)

Question #20: Please explain what the Government is requiring for the below specification? This option is listed under the Roller Tables specifications. 1. Option for a 48-inch barrier for package collection should be available- Entry; 2.

Option for a 24-inch barrier for package collection should be available- Exit. (reference Section 2.4)

Answer #20: The ability to integrate a vendor provided shield/enclosure to prevent articles from being collected prior to entry and upon exit from the x-ray tunnel.

Question #21: The dimensions and weight requirement specification is typical to single view systems, however, as the government is specifying dual view systems, these units are larger and heavier due to the additional material required. Does the Government have specific dimensions and weights for the dual view units? (reference page 73- 74/107, Technical Approach, Technical Requirements, Table 1)

Answer #21: See Answer #19.

Question #22: Is the intent to network the system(s) upon the installation phase? (reference page 43-46/107, Networking,

2.4 Technical Performance Specifications, Table 1).

Answer #22: No there is no intention to network the systems upon initial installation, however this may change during the life of the contract.