EI_RFP_QA_version_1.0.docx

USDA Enterprise Architecture Version 1.0

1. QUESTION: If a company did not respond to the Draft RFP/RFI, can they still provide a proposal to the RFP/solicitation?

GOVERNEMENT RESPONSE: Yes.

2. QUESTION: There are multiple manufacturers listed on the RFP. Can you please let me know if contractors can submit pricing for one single vendor or if it is a requirement that contractors submit pricing for all vendors?

GOVERNEMENT RESPONSE: All OEMs (vendors) is required. If a proposal does not offer a complete solution, then the proposal may be determined to be non-responsive and placed out of the competitive range.

3. QUESTION: Is there a bill of materials for each of the manufacturers being requested?

GOVERNEMENT RESPONSE: Please reference section 11.1, Access to OEM electronic catalogs.

“The Government will not provide the OEMs’ electronic catalogs with the draft RFP. All OEM catalogs include product identification numbers, item descriptions and prices. Therefore, the Government will provide a level of security over the release of the OEMs’ electronic catalog. When the RFP is released, a small business that intends to submit a responsive proposal shall email a written signed request to Philip Rasmussen, Contracting Officer, philip.rasmussen@usda.gov and the Program Manager, Nikki Terranova, nikki.terranova@usda.gov. The Government will arrange for the prospective offeror to obtain electronic copies of the OEMs’ catalogs via a secure methodology.”

4. QUESTION: If the prime does not have the required relationship with all of the OEMs can they propose subcontractors which do?

GOVERNEMENT RESPONSE: Yes.

5. QUESTION: Does the small business need to meet any classifications such as 8a, SDVOB, etc? Will teaming be allowed?

GOVERNEMENT RESPONSE: No, the prime contractor only has to be a certified small business

6. QUESTION: Do you think it is possible for 1 small business to have relationships with so many different OEM’s?

GOVERNEMENT RESPONSE: Yes. The Government anticipates that the OEMs cited will help make this acquisition and resulting contract a success.

7. QUESTION: Is it possible to separate each OEM out into a different IDIQ?

GOVERNEMENT RESPONSE: No. The Government has considered this alternative, and determined it is not in the best interest of the Government. Please refer to Section 3.2, “The purpose of this contract is to provide a single point of supply to acquire EI equipment and services.” The contact has to have the flexibility to evolve as our IT Enterprise Architecture’s IE evolves, providing the ability to do Technical Insertions over the life of the contract.

8. QUESTION: Will teaming be allowed?

GOVERNMENT RESPONSE: A prime contractor that has the ability to offer a total compliant solution is required. The subcontractors which are chosen and proposed by the prime, may be determined by the prime.

9. QUESTION: Will this be a single award or multiple awards?

GOVERNMENT RESPONSE: A single award.

10. QUESTION: How can my company’s products be included into the EI scope?

GOVERNMENT RESPONSE: The process is lengthy and complex. A high level summary for NFC follows. The Government would have to identify and document a bonafide need. The document and a brief would be scheduled for a Chief Information Officer’s (CIO) Board meeting. If the CIO agrees the requirement is bonafide and concurs that the requirement aligns with the agency’s mission, objectives and goals, then a Business Case is documented and subsequently presented to the CIO Board. If the CIO approves the business case, the requirement is prioritized and the budget allocation to fund a solution for the requirement depends on how critical the requirement is and how it compares in priority to other identified requirements. It is very rare that the CIO Board approves a specific OEM solution to go forward in the process, if it is not already part of the IT Enterprise Architecture (EA); and, if the CIO did approve a Brand Name Only Strategy, then the specific solution would go to the Technical Review Board (TRB). It may not be approved by the TRB for a variety of reasons. The TRB then reports back to the CIO Board providing technical advice and the CIO provides direction. Typically, the functional requirements are documented and in accordance with the Federal Acquisition Regulations, the requirement is competed with the provision that the provided solution passes the TRB review. Once it passes the TRB, the TRB chair reports back to the CIO Board, who either approves the TRB decision or provides direction to the TRB with action items. With TRB and CIO concurrence, the proposed solution becomes part of the EA and at that time, the Government can consider adding the product line under the Technical Insertion provision of the EI contract.

11. QUESTION: Can the Government provide contact information for the OEMs?

GOVERNMENT RESPONSE: Yes, points of contact follow.

CISCO:

Primary POC: Noreen Avancena, navancen@cisco.com, Phone 703-484-8962, Cell 301-802-0309 Alternate POC: Jason Linthicum, jlinthic@cisco.com

Check Point: Rod Dallape, rdallape@checkpoint.com, Cell 240-459-0584

Juniper: Sheila Tyson, Styson@juniper.net, Phone 703-350-1526

Fortinet:

Primary POC: Jim Harrison, jharrison@fortinet.com, Cell 240-888-5565 Alternate POC: Eric Waxvik, ewaxvik@fortinet.com , Phone 703-628-9632

F5:

Primary POC: Mike Monastero, m.monastero@f5.com, Phone: 703-581-4332 Alternate POC: Tim Meyers, T.Meyers@f5.com, Phone: 206-272-6035

Riverbed: Kimberly Firehammer, kimberly.firehammer@riverbed.com, Phone 703-945-9505

INFOBLOX:

Primary POC: Walter Henderson, whenderson@infoblox.com, Phone 703-918-4843, Cell 703-906-9540 Alternate POC: William Cahillane, wcahillane@infoblox.com, Phone 703-918-4844

11. QUESTION: Because of the specific service requirements in this RFP, we respectfully request that the NAICS code appropriately be changed to 541519 - Other Computer Related Services, Information Technology Value Added Resellers (note 18) with a size standard of 150 employees. The SBA describes this code in the Table of Small Business Size Standards as:

NAICS code 541519 (note 18) – An Information Technology Value Added Reseller provides a total solution to information technology acquisitions by providing multi-vendor hardware and software along with significant services. Significant value added services consist of, but are not limited to, configuration consulting and design, systems integration, installation of multi-vendor computer equipment, customization of hardware or software, training, product technical support, maintenance, and end user support [emphasis added to map to RFP scope requirements].Will the Government consider changing the NAICS to 541519 which for IT is for value added resellers?

GOVERNMENT RESPONSE: The Government concurs. The NAICS code for the solicitation is 541519.

12. QUESTION: Would the Government please provide a timeline of final RFP release, response due date, and contract period of performance.

GOVERNMENT RESPONSE: The timeline will be tight, which is the primary reason a draft RFP was released. The ID/IQ contract must be awarded by September 30, 2013.

13. QUESTION: Reference RFP Section 8.1: To provide the best technical support for their products, many OEMs have existing infrastructure in place to provide telephone support using call centers that are not restricted to U.S. citizens. Is it the Government's intent, with the goal of achieving the best technical support, that this U.S. citizenship requirement applies only for on-site support? Please confirm that U.S. citizenship is not a requirement for telephone support.

GOVERNMENT RESPONSE: The reference paragraph states that they Government may require, per Delivery Order, that only U.S Citizens will be allowed to work “on-site.” It also says that both NFC and NITC require U.S. Citizens for personnel on their sites. A non- U.S Citizen will not be able to gain entry into NFC’s and NITC’s locations. And, this verbiage does not have to be repeated on a NFC or NITC Delivery Order. A U.S Citizen is required for telephone support if data such as logs, error messages, config files, etc have to be provided by the Government to the contractor in order for the contractor to provide telephonic support; furthermore, the data is restricted to U.S. Citizens and said Citizens shall be physically located in the U.S during the time of telephonic support.

14. QUESTION: Reference RFP Section 3.3.14.4: Does the Government require that all Helpdesk call centers must be located in the United States?

GOVERNMENT RESPONSE: The reference paragraph will be clarified as follows.

“3.3.14.4 All maintenance/extended warranties shall include a toll-free number to obtain advice on resolving errors, failures, difficulties or issues in using the OEM’s equipment. Telephonic & Technical Services shall be provided by individuals who speak fluent, understandable English. The number of calls shall not be limited. The Government will make a bona-fide attempt to limit the number of individuals who will call for assistance.

All agencies that store data that is classified, Personally Identifiable Information, Health Insurance Portability and Accountability Act, Sensitive But Unclassified, For Official Use Only, etc, will on occasion have to provide data, including but not limited to, logs, error messages, artifacts in order to best assist the Government; these calls shall be restricted to support locations within the United States (initial calls can be transferred to the U.S. if necessary to comply); furthermore, any such data transmitted to the contractor shall only be viewed by U.S. Citizens. In addition, the Government retains all rights to said data and the contractor shall protect the data from unauthorized use.”

15. QUESTION: Reference RFP: Please clarify what the government means by the term “Not Separately Priced,” as indicated to the right of each CLIN (Sections 3.3.1 – 3.3.10).

GOVERNMENT RESPONSE: The CLINs whose first four digits are not followed by a period and a numeric value are Not Separately Priced because the CLIN itself is broken down into five sub CLIN areas. Please refer to the pricing model that was released with the RFP. If the parent CLIN were priced, then there would be no sub CLINs and the Government did not want to restrict an offeror to the same percentage discount for all five sub CLIN areas.

16. QUESTION: Reference RFP Section 3.3.9 CLIN 7001: Would the Government please clarify how offerors should indicate pricing on future, not yet developed or released) catalog items?

GOVERNMENT RESPONSE: By working with the OEM and the Government. If the OEM, for example, releases a new widget, but the previous generation of that widget has not yet met end of life, the new widget can be added via this provision, a technical refresh. If the Government agrees to this bilateral modification, the product baseline (Section 2. of the contract) would be modified once the Government validates with the OEM that the OEM price for the new widget is consistent with the pricing originally provided to the Government as an electronic catalog. The price under contract would become the OEM’s price minus at least the minimum percentage discount proposed (i.e., the contractor can propose a higher discount, but not a lower discount). To be available via the contract, the widget has to be commercially available; therefore, the OEM should be able to provide the Government the price using the same methodology the OEM followed in providing the Government the original electronic catalog prices.

17. QUESTION: Reference RFP Section 3.3.9 CLIN 7001: Is this CLIN to add any new manufactures not included in any of the other CLINS? Or is this CLIN for refresh of all manufacturers listed in the other CLIN numbers?

GOVERNMENT RESPONSE: The later. Please see Q&A numbers 10 and 16. The technical insertion provision can be used to add additional OEMs to the contract.

18. QUESTION: Reference RFP Section 3.3.9 CLIN 7001: Is this CLIN to be used for any new technology manufacturer that the USDA is interested in purchasing?

GOVERNMENT RESPONSE: The technical insertion provision can be used to add newer technology when that technology becomes a commercial end item for the OEMs under contract. This provision can also be used modify the contract to include other OEMs that were not part of the original contract. Please see Q&A number 10.

19. QUESTION: Reference RFP Section 3.3.11: Is it the USDA’s intention to always to purchase and have quoted redundancy in any new configuration?

GOVERNMENT RESPONSE: No, it will vary per the Delivery Order. For example, if the product is intended to be put into service at NFC’s Primary Computing Facility, it most probably would be procured in that configuration, if available in the commercial product. On the other hand, if the equipment is for NFC’s Backup Facility, which operated at a degraded level of operation, it may or may not be procured.

20. QUESTION: Reference RFP Section 3.3.14: Since the U S Government can only purchase warranties for the current fiscal cycle unless using a payment plan or Lease is it the intention of the USDA to purchase new products with extended warranty coverage over 1 year to be quoted as a Payment plan or Lease?

GOVERNMENT RESPONSE: No, it is not the intent to enter into a payment plan or lease warranties. It is unclear how one can lease a warranty. The responder is incorrect in the interpretation of Federal fiscal related regulations and statutes. The Government may purchase extended warranties with current fiscal funding. In general, with a contract such as this, NFC procures either a 3 year or 5 year extended warranty. The Government believes that the responder may be referring to annual maintenance. When the Government procures annual maintenance it is generally for one year after the Government’s acceptance of product. A warranty is a promise made upfront by the contractor; thus, the Government can procure multiple years of a warranty, paying for that promise upfront. Several Comptroller Decisions and GAO reports confirm this. The below is an extract from a GAO report.

SUMMARY

“The Department of the Interior requested an advance decision on the propriety of purchasing warranties presented as separately priced items on purchasing invoices. GAO held that payments for such warranties were not prohibited by the advance payment statute, since they represented a reasonable charge for the vendor's acceptance of deferred liability.”

EXTRACT FROM DISCUSSION:

“ … a warranty is a statement or representation of the seller of goods contemporaneously with and as part of a contract of sale having reference to the character, quality or title of goods and by .which seller promises or undertakes to insure that certain facts are or shall be as then represented. Black's Law Dictionary 1586 (6th ed. 1990).

The Federal Acquisition Regulation (FAR) defines warranties as a promise or affirmation given by a contractor to the government regarding the nature, usefulness, or condition of the supplies or performance of the services furnished under the contract, FAR, 5446.701. So long as the warranty made at the time the government purchases the equipment (or subsequent thereto) creates a contractual right in the government for the correction of defects resulting from the failure of the goods to conform to the represented quality of the goods, we would not object to such an agreement on the basis of the Advance Payment Statute, 31 U.S.C. S3324….”

21. QUESTION: Reference RFP Section 3.3.14.1: On new equipment purchases is it the intention of the USDA to have the warranty co-terminated on the first year or co-terminated on the subsequent year renewal?

GOVERNMENT RESPONSE: It is the Government’s intent to have the ability to roll maintenance/extended warranties under this contract for the Government owned equipment from OEMs on this contract (i.e. already in inventory, not purchased under this contract). It is also the intent to be able to co-terminate all the OEMs maintenance/extended warranties of the OEM’s Government owned equipment, to reduce the contractor’s and the Government workload regarding same.

22. QUESTION: Reference RFP Section 3.3.14: The standard warranty for most of these manufactures is 24x7x4hour response. If the manufacture does not offer the 24X7X2hr response will the USDA Accept an industry standard 4 hour response .

GOVERNMENT RESPONSE: The solicitation was changed to the commercial standard of 4 hours.

23. QUESTION: Reference RFP Section 3.1.5: Can the USDA provide their T&C's for LWOO acceptance prior to the final RFP?

GOVERNMENT RESPONSE: The question is not understood. Equipment acceptance is the same regardless of procurement method.

24. QUESTION: Reference RFP Section 3.1.5: What does the USDA consider as "items not required to be leased"?

GOVERNMENT RESPONSE: Different appropriations and other funding such as a Working Capital Fund have different fiscal restrictions, length of time of the funding (e.g., one year money, 3 year funds). As explained in RFP in 3.1.5, unless NFC has Capital funding, then hardware items that are $25K and higher have to be leased and software items that are $100K and higher have to be leased. Those limits are per a single unit. For example, if NFC issues a Delivery Order using Operations and Maintenance (O&M) one year funding, and the Deliver Order contains 10 hardware items; if only one of those items is priced at $25K or higher, then NFC can buy out right nine of those items and only has to lease one. If NFC has Capital Funding, which is very limited, then NFC can use O&M funds for the nine and Capital Funds for the other item priced $25K or higher.

25. QUESTION: Reference RFP Section 3.3.14.4: Does the offeror need to provide U.S. only based support?

GOVERNMENT RESPONSE: Please refer to Q&A number 13 above.

26. QUESTION: Reference RFP Section 3.3.14.4: Does the OEM need to provide U.S. only based support? If so, do all levels of support, including first call triaging need to be provided by U.S. only based support?

GOVERNMENT RESPONSE: Please refer to Q&A number 14 above.

27. QUESTION: Reference RFP Section 3.3.14.4: Does the offeror need to provide U.S. only based support?

GOVERNMENT RESPONSE: Please refer to Q&A number 14 above

28. QUESTION: Reference RFP Section 5.1.1.3: For firm fixed price CLIN's, can USDA provide the labor categories ahead of the final RFP?

GOVERNMENT RESPONSE: The labor categories/professional services will be in each OEM’s electronic catalog. The offer needs only to enter the percentage discount for Professional Services in the pricing model.

29. QUESTION: Reference RFP Section 5.1.1.3: For firm fixed price CLIN's, how can the Value Added Reseller get their Professional Service on this contract?

GOVERNMENT RESPONSE: Post award, the contractor can submit a proposal to add additional services that they or a subcontractor provide as a Value Added Reseller. If the Government determines that it is in the best interest to accept the proposal, then those services would be added to the contract via a bilateral modification.

30. QUESTION: Reference RFP Section 5.1.1.3: For services to be performed by either FFP or hourly rates, will USDA provide their SOW under each occurrence?

GOVERNMENT RESPONSE: Each Request for a Quote against the ID/IQ contract will contain a SOW specific to that resulting Delivery Order.

31. QUESTION: Reference RFP Section 5.1.1.3: Will residency services also be requested?

GOVERNMENT RESPONSE: The Government assumes that the respondent is asking if professional services will be required at Government sites. The answer is yes.

32. QUESTION: Are payments for the initial order going to be made monthly or annual?

GOVERNMENT RESPONSE: Each Request for a Quote against the ID/IQ contract will contain a SOW specific to that resulting Delivery Order. The Government has no way of knowing who will issue the first delivery order. Since the Government doesn’t, per se, do payment plans, the question is unclear. If it is regarding leasing, those terms would be negotiated per delivery order.

33. QUESTION: Is the USDA requesting payments over a three (3) year period for the initial order?

GOVERNMENT RESPONSE: Please refer to Question number 32. It is recommended that the potential offeror search the WWW for a better understanding of Federal financial statutes, regulations, directives and policies, as well as, the Federal Acquisition Regulations.

34. QUESTION In addition to the LWOO Option, is the LTOP another possibility during the five (5) year term?

GOVERNMENT RESPONSE: If a USDA agency has a requirement for LTOP, then the Contracting Officer will consider modifying the contract to provide an option of LTOP. Please note, this contract is for one base year, and four options, which the Government determines and executes unilaterally. So the contract doesn’t have a “five (5) year term”.

35. QUESTION: Reference RFP Section 5.1.1.3: Will residency services also be requested?

GOVERNMENT RESPONSE: The Government assumes that the respondent is asking if professional services will be required at Government sites. The answer is yes.

36. QUESTION: Will the task orders issued off of the IDIQ be specific to each individual manufacturer or will the task orders include multiple vendors?

GOVERNMENT RESPONSE: A delivery order may require either.

37. QUESTION: Is the initial $1.2M in FY13 funding going to be used as an initial down payment for multiple leases with multiple manufacturers products?

GOVERNMENT RESPONSE: The $1.2M in FY13 funding is not necessarily the “initial” anything. These funds are obligated against the contract as the Government’s consideration to establish a contract. Unlike Blanket Purchase Agreements (BPA), contracts are legally binding and the contractor cannot decide to walk away from a contract as one may with a BPA. To establish a legal contract, both parties have to provide consideration. The contractor’s consideration is the legal obligation to meet or exceed the requirements of the contract during the contract’s duration. The most common consideration for the Government to provide is (1) providing a guarantee the contractor will at least receive delivery orders which accumulatively reach the minimum guaranteed amount either in a specified quantity or a specified dollar amount, and (2) making the contract a Requirements Contract for a given entity, such as an agency, which obligates that Government agency to use the Requirements Contract any time they have a requirement that can be met via that contract. Actually, a minimum guarantee can be deobligated from an ID/IQ contract once the contractor has received Delivery Orders that accumulatively meet or exceed the minimum guaranteed amount.

Specifically, for this contract, the minimum guarantee is Capital Funding from NFC. NFC would not use Capital Funding for a lease.

38. QUESTION What percentage of the BOM does each of the 6 OEM’s make up GOVERNMENT RESPONSE: The Government cannot answer that question until the contract has been fully executed and the contract closed.

39. QUESTION: Since it is a significant investment to become a Cisco Gold partner is it acceptable to the government that a small business team with a Cisco Gold partner and/or Cisco Master Distributor as long as our discounts levels are competitive?

GOVERNMENT RESPONSE: The prime contractor can choose their subcontractors/teaming partners as they think best. In response to using a Cisco Gold Partner or a Cisco Master Distributor, please refer to Section 3.3.13. Teaming with a Cisco Gold Partner would be an acceptable solution for 3.3.13; however, a proposed Cisco Master Distributor solution to 3.3.13 would not meet the requirement, resulting in a technically non-compliant solution, thus, a Technically Non-Compliant proposal. The basis of award is as identified in Section 12 of the RFP.

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