OGC_Questions_and_Responses_All_6_19_2019.pdf

Attachment 3 - Questions Template NASA Legal Document Management and Case Management / Docketing System

80NSSC19Q0650

All questions regarding this RFQ must be submitted using this Question Template, Attachment 3.

Complete the table below by entering your question in the column “Question” and the reference for that question in the column “Reference”. One question per row, unless the questions are related. Add rows as required. Reference should indicate where in the RFQ or attachment the question is referring to referencing attachment numbers, page numbers, and section numbers as appropriate. The term “General” may be used if the question is very general in nature and cannot be related to a section in the RFQ, PWS, or any other attachment. Following the instruction in the RFQ, this template once completed should be emailed as an attachment.

Number Reference Question Response 1 Pricing Template

Base Period 2.a, b, c

I need clarity on what to enter into this section. I am not sure how many server sets you may require. Also, I am not clear on how many labor hours you may need for the security patching.

The Vendor should propose the number of server sets based on the information contained in the RFQ. System sizing should support 200 named users as noted in the Pricing Template CLIN 0001.

Attachment 5 Center System Software and Sizes indicates the number or volume of documents that will need to be stored. Item C is a fixed amount of 20K estimated for those hours. Labor hours will automatically populate based on input to 2a and 2b. The Pricing has been updated to correctly compute item 2c.

2 Pricing Template Option Period1 2.a, b,c

If these fields were filled out in the base period, do they need to be filled out again in subsequent option years?

Yes

3 Pricing Template Base Period 5

We typically price document conversion by number of documents.

Could you give me an estimate of the number of documents per Terabyte of documents?

Vendors are requested to provide a price on a per-terabyte basis. NASA has provided information about file types in Attachment 5 - Center software systems and sizes to assist vendors in estimating the number of documents per terabyte.

Please see Attachment 5 Center System Software and Sizes for available information on legacy data.

4 Pricing Template Base Period 6

How will NASA provide the existing actions? Are they currently Excel files or other type of file?

Please see Attachment 5 Center System Software and Sizes for available information on legacy data.

5 RFQ Page 8 Bullet 4

Can NASA support a Linux-based system if hosted locally?

NASA can support RHEL (RedHat Enterprise Linux) version 7 or 8.

6 RFQ Page 8 Will NASA consider vendors who are currently In Process with FedRamp authorization for a SAAS solution?

See note on Page 8 of 79. Per PWS, Page 1, if vendors’ systems are not FedRAMP authorized by the date of award, then the vendor shall propose an on-premise solution.

7 Request for Quote:

80NSSC19Q0650,

Past Performance, Under Submission of Quotes the direction indicate that “Past Performance” should under Volume 1 and Volume II being the price section but Section 5. Instructions for Volume 2: Past Performance seems to indicate that past performance should be included in Volume II (with Volume III being the price section).

Which is correct?

Correction made in the RFQ amendment to read: The quote shall include Cover Letter, Volume I: Technical Section, and Volume II Past Performance, and Volume III:

Price Section.

8 Request for Quote:

80NSSC19Q0650

1. Page Restriction, page

This section mentions both a Technical Quotation and a Technical Section (both can be up to 30 pages long). What is the difference between these two sections?

Updated in RFQ amendment, as this should be Technical Section Volume I only.

9 Key Personnel Should we provides resumes of key personnel involved in this project and if so, which Volume should those be included in?

Yes, please provide resumes of key personnel involved in this project. The resumes of key Personnel are not included in a Volume or the page count.

10 Request for Quote:

80NSSC19Q0650

2. Instructions for Cover Letter, page

What volume should the cover letter be included in?

The cover letter is not included in a Volume or the page count. See note in Paragraph 1 Page 5 of 79.

11 Request for Quote:

80NSSC19Q0650

Section 4

This section calls for a summary of the technical quotation summary.

How will this section differ from the information we are required to provide in the “Technical Section” and what is meant by a table of contents with “cross-referenced page number references”?

See number 8 for the difference between the technical quotation and “Technical Section” Table of Contents updated to read as follows: A clear Table of Contents with page number references must be included.

12 PWS, Section 4.3 Conversion and Migration

How much data potentially needs to be migrated, how many years back, and in what form will it be in?

Please see Attachment 5 Center System Software and Sizes for available information on legacy data.

13 Request for Quote:

80NSSC19Q0650

Section 1, page 10

Request lists 200 concurrent users. Is this the total number of named users for the system?

Yes

14 The submittal date does not provide enough time to develop all that is being requested. Is it possible to extend the date to July 1?

An extension to June 27th 4:00 p.m. CDT will be provided.

15 PWS

4.1.1

The RFQ is requesting 200 concurrent users. How many total staff will need to be trained? Is there a training room available and if so how many will it hold? Is remote training acceptable or does it need to be done on-site?

Please see PWS 4.1.1 for Training details.

16 PWS

4.3

There is not sufficient information to determine the effort of the data conversion and migration. Is it possible to get more detail or can this be determined at some other time?

Please see Attachment 5 Center System Software and Sizes for available information on legacy data.

17 PWS

4.4.2

Can you provide some detail as to what data you desire to be automatically imported? Is it just a single date or does there need to be additional milestone dates docketed?

The Application Programming Interface (APIs) for connecting applications to the USPTO are provided by

USPTO

here: https://developer.uspto.

gov/api-catalog . See the PEDS API documentation for data available in PAIR.

18 How many total named users are within scope from which include 200 concurrent users?

NASA anticipates all 200 are named users and will be operating in the systems at the same time.

19 Do we need to include scanning processes as well as vendor uploading of physical documents?

See Section 6.

INSTRUCTIONS FOR

VOLUME III: PRICE

SECTION. No scanning is required or vendor upload of physical documents. Only

Electronic documents and actions are specified.

20 What is the physical page volume? See Section 6.

INSTRUCTIONS FOR

VOLUME III: PRICE

SECTION. No scanning is required or vendor upload of physical documents. Only Electronic documents actions are specified.

21 Where are the physical documents for scanning located?

See Section 6.

INSTRUCTIONS FOR

VOLUME III: PRICE

SECTION. No scanning is required or vendor upload of physical documents. Only Electronic documents actions are specified.

22 Does “Track custom user actions” indicates the need of a workflow with automatic rules for escalation at the time of due date/datelines or just Tasks with dates that will be manually tracked/updated?

The basic requirement is the ability to create customized user actions. While those could be implemented by a workflow and could include automatic escalation rules, those are not required.

23 Please provide more details on the technology used on NADA eAuth?

What type if LDAP system is in place?

Please see PWS 3.2

24 Please define what is the level of integration desired with Microsoft Office 365. Is just ability to read/store documents directly from Ms O365 applications? Is the intention to use MS Teams? Is the intention/requirement to perform simultaneous online editing of the documents?

NASA does not currently use MS Teams. The ability to read/store documents from MS Office 365 applications is a requested feature. Greater integration, such as simultaneous editing may be useful but is not required.

25 For the Migration process: Will NASA Export the documents from each application or is it required for Vendor to include extraction services as well as transformation/import?

See PWS 4.3 Conversion and Migration Support

26 Does NASA has a Records Management/File Plan defined and applicable to the documentation in scope? Can it be shared with us to determine the effort of the Records Management/Retention effort?

NASA’s Records Retention schedule and file plan are described in NRRS 1441.1, which can be accessed at the following website: https://www.nasa.go v/content/nasa-records-management

27 PWC 2.0 Are you utilizing an existing Docketing management system or is the process handled manually?

a. If Yes, are you wanting the new system to replace the docketing/patent system? Or are you wanting to implement selective pieces within the new system to give users more visibility and control notifications?

b. If no, from a high level what does the new system need to accomplish for patent management/docketing?

The process is manual at all but 2 locations. The system should have the capability to alert users of upcoming due dates associated with various matters.

28 PWC 4.4 Which API's will actually be connected to/from USPTO?

The APIs for connecting applications to the USPTO are provided by USPTO here: https://developer.uspto.

gov/api-catalog

29 PWC pg. 1 What is the total user count associated with the 200 Concurrent Users?

NASA anticipates all 200 are named users and will be operating in the systems at the same time.

30 General Could we get a two-week extension on the due date?

June 27th at 4:00 p.m. CDT

31 General Do you need an inventor portal? No

32 General If a contractor has an active DUNs number, but is still pending SAM registration (submitted, awaiting processing) by the application deadline, will the contractor still be accepted for evaluation?

In accordance with FAR 4.1102(a) – Vendors and quoters are required to be registered in SAM at the time an offer or quotation is submitted.

33 Attachment 1 (PWS), Pg. 2, Sec.

1.2

If known, outside of any optional initial migration of existing documents, is there an estimate of the volume of new documents (in file number and/or aggregate number of GB of files) that will be ingested (added into the contractor’s system) in a given week, month or year?

No estimate available.

34 PWS, Pg. 6 Under section “Applicable Directives” compliance “including but not limited to” references NASA-

See PWS 3.1

STD-2804, a restricted document available upon request. Is this requirement applicable to this project, and if so can a copy of NASA-STD- 2804 be provided?

35 RFQ, Pg.17 Section II: 8. 508 Compliance

Is there a copy of the waiver referenced in this section that can be shared and any other guidelines should a VPAT not be immediately provided by contractor at submission deadline?

Please note NASA does not perceive that any of the exceptions listed under FAR

39.204 are deemed applicable for Request for Quote (RFQ) 80NSSC19Q0650; therefore responses to the RFQ shall ensure all requirements in accordance with FAR 39.201 are met.

36 #4 (page 8) System documentation – On-Premise or Hybrid system solutions must provide the Engineering specifications to build out the system including - Do we need to respond to this if we are a cloud / SaaS solution?

No.

37 Section 1 - General

Vendor’s quote due 3:00 PM Central time Monday, June 24, 2019. – We will have less than a week from when we get answers to submit our response. Can we request an extension?

June 27th at 4:00 p.m. CDT

38 Section 6 (1) Support 200 concurrent users. What is the total potential user count possible under this BPA?

NASA anticipates all 200 users are named users and will be operating in the systems at the same time.

39 Pg 6, Para 4 Per this section, "Vendors are required to submit, as part of their quotations, a table of contents referencing the page and paragraph numbers that contain their response/methodology/narrative, on an item by-item basis to all of the requirements and evaluation criteria listed in the following paragraphs and sub-paragraphs." Question: Is the Government requiring us to provide a "Compliance Matrix," and is this Compliance Matrix outside the page count?

The Government is not requiring a Compliance Matrix.

40 Pg 7, Para 4(f)3 A requirement of the Technical Section is listed as industry providing government an evaluation copy of the software for technical evaluation. Our software is not FedRAMP certified yet. It is FedRAMP Ready, but we

NASA can access a cloud-based solution for evaluation purposes, but cannot upload any production data into the solution. With respect to have not acquired a request from the government. We can install our software, but it is not the type of system you can download, install and try. Does the system have to be available via the Web or to download to qualify for this opportunity? Or could our video demonstration of the actual platform in operation suffice for this requirement?

FedRAMP status, please see the note on Page 8 of 79.

41 Pg 8, Para 4(f)7 A 30 minute video file could exceed file size limits for email. In that event, is hosting the video ourselves and providing a link to the government to access it our only option? Or would the government consider providing a Dropbox or OneDrive for industry to upload to?

Vendor should provide a link for video access or email as an attachment.

42 Pg 10, Para 6(1)a We provide annual licensing discounts based on volume and have a price band that covers 200 licenses, on which we will base our pricing. Is it fair to say the government intends to purchase all 200 licenses at the same time at start of the base year?

Or is the intent to roll out this content management solution gradually site by site (12 total per PWS) over the first year?

Our intent is to roll out the system solution to all 200 concurrent users in the base year.