Questions_in_response_to_solicitation_IIL.docx

Questions in response to solicitation AG-3151-S-17-0039

1. There are no quantities or volumes of material to be processed provided in the solicitation. Please provide a total estimated amount as it is impossible to provide an estimate without knowing the total number of documents to be shipped, scanned, and destroyed.

The total count of contract folders is approximately 1,300. Rough total page estimate (a combination of both, one-sided and double-sided) is between 85,000 (low) and 120,000 (high).

2. Please provide a CLIN structure for this RFP.

CLIN 001 Base Period, FFP Services, 6 months CLIN 002 Base Period, CR Other Direct Cost Not To Exceed $17,840.00 Only if required by the Government, this contract may require continued performance of any services within the limits and at the rates specified in the contract in accordance with FAR 52.217-8, Option to Extend Services.

3. Is this a new requirement? If not, provide incumbent contract information please.

This is a new requirement.

4. Is there a Standard Form 1449 that goes along with the solicitation document? There does not appear to be one attached to the solicitation.

All information is contained within this RFP. The solicitation document does not contain additional information or instructions.

5. Is this procurement a small business set-aside?

As stated in the solicitation, this is set aside for small business only.

6. If so, is subcontracting allowed?

Only if all parties are small business; i.e. small business subcontracting to small business.

7. There are no quantities of material to be scanned provided in the solicitation. Is the solicitation for the sole purpose of providing staffing of the four labor categories identified in section 3.2.5 or are you asking for vendors to provide pricing for the individual tasks called for in the solicitation?

Please refer to the Government’s response to Question No. 1 and No. 2 above. Please provide the pricing in accordance with the separate tasks under Section 3.0, Scope of Work (3.1.1 through 3.1.4).

8. Will the government allow a successful bidder to perform imaging/destruction services at a contractor-run facility?

The facility to be used must be pre-cleared by the Government in order to prevent any potential disclosure of proprietary or otherwise sensitive information that might be contained in contract files. Vendors are encourage to provide their best solution to address these potential issues in their respective proposals. The Government is looking for a comprehensive solution that supports the best interest of the government and prevents any potential privacy or proprietary violations. The Government reserves its right to appoint a designated representative to witness destruction of the records. The destruction of these records must be by pulping, macerating, shredding, or otherwise definitively destroying the information contained in the records.

9. Please provide information on how many of the pages are Single-sided/double-sided.

Please refer to the Government’s response to Question No. 1 above.

10. Can the USDA provide an average page count or a range of pages for the contract actions? For example, the average contract action has 7 pages; or, on average, contract actions range from 3-20 pages.

Please refer to the Government’s response to Question No. 1 above.

11. The RFP identifies that resumes for key personnel are required but there are no positions designated as key nor are the position requirements delineated, can the Government provide specification as to which position(s) are key and identify specific requirements for those positions?

There are no key personnel identified for this requirement; however, the Government expects proper Contractor Program Management oversight to be provided during these services. Please refer to the attached Labor Category Descriptions document.

12. The RFP identifies that the Service Contract Act applies, can the Government indicate which positions are identified as SCA-positions?

The Government doesn’t believe that any of the positions identified in Section 3.2.5 of the PWS are subject to SCA.

13. The RFP identifies certain government furnished property for this work, does this equipment include document conversion equipment? If so, what model of scanner will be provided and how many scanners will be allocated to support document conversion for this project?

The Government does not have access to the equipment that provides document conversation services for this project at this time.

14. Is the pricing to be provided for the base period only? Or base period and the two option periods?

Per the solicitation, pricing shall be provided for the base and option periods.

15. Is the Contract Type Firm-Fixed price with cost reimbursable Other Direct Costs?

Yes, the Government intends to award a hybrid FFP/CR contract.

16. Will the Contractor be able to propose a fixed price payment schedule or will the Government provide the payment schedule?

Payments will be made on monthly basis.

17. Would a fixed price payment schedule be based upon the full fixed price divided by 6 for example or based upon completing deliverables or milestone Payments will be made in equal monthly increments, providing that all intended deliverables are received at acceptable quality and within the agreed upon schedule.

18. If the Contractor personnel are required to attend training that is not available in the marketplace because it is specific to the USDA, the Contractor is required to pay the Government for the training? Given that this is a firm fixed price contract, invoicing is not based upon hours worked but on the agreement of the total firm fixed price and a payment schedule will be negotiated?

The Government doesn’t anticipate any significant USDA-specific training for contractor personnel. Any exception to this presumption will be handled on a case-by-case basis.

19. If work is done off site, does the vendor need to write bi weekly reports or other reports, identified in Sections 15.0 and 16.0 for example?

Yes.

20. Which of the positions under Section 3.2.5 of the full statement of work are considered key personnel?

Please refer to the Government’s response to Question No. 11 above.

21. 15.2 references timely submission of deliverables. Is there a deliverable schedule provided in the solicitation? Or will the deliverables be established with the COR/Government Lead? If a deliverable schedule is not included in the solicitation and the deliverable schedule will not be established with the COR/ Government lead, can the Government provide a deliverable schedule to include items listed in the Full Statement of Work, i.e. 15.0 Bi Weekly Report Requirements and 16.0 Performance Objectives?

The specific deliverables will be established with the COR/Government Lead upon award.