Vendor_Inquiries_and_the_Government_Responses.docx

Vendor Inquiries and the Government’s Responses

1. Is there an incumbent? If so, is the incumbent eligible for competing?

Response: Yes, there is an incumbent. The incumbent is not eligible to compete under a HUBZONE set aside.

1. How many employees are working on the current contract, if one exists?

Response: Eight. Please note that the staffing level in proposals should be based on the level of effort required by the SOW rather than the current staffing level.

1. Is the current RFP different from the previous one?

Response: The current RFP is based on current needs and has no connection to a previous RFP.

1. Is there a page limit for the technical submission?

Response: No

1. On page 4 of the SOW there is a reference to contractor staff participating in “routine maintenance activities”. Can you further define this term or provide examples?

Response: This refers to simple everyday maintenance of the computer equipment used by the contractor such as replacing toner cartridges in printers, installing periphereals (keyboard, mouse, card reader, etc), cleaning monitors and keyboards, and ensuring that computers are turned on and off at the appropriate times to receive automatic updates.

1. On page 4 of the SOW there is a reference to contractor staff participating “in testing of any new or upgraded systems which will be used by contract staff.” Can you provide further information or examples of the extent of this, as we are determining the skill level needed for staff.

Response: During system upgrades or repairs the contractor will be asked to perform their usual routines on the given equipment/system within a test environment to confirm that the system is working properly and to report any problems which need to be resolved before the repair or upgrade goes into the production environment.

1. Is all library content proprietary to USDA or must permissions or fees be arranged in order to share library electronic content?

Response: NAL’s collection includes both print materials and licensed electronic materials. The contractor will not have to arrange permissions or fees for licensed materials but will follow NAL guidelines regarding which types of licensed materials are available to which types of users.

1. Would the contractor initiate purchases or licensing applications of resources/documents (whether electronic or hardcopy)? If so is there a budget limit that needs to be added to the proposal?

Response: The contractor may initiate interlibrary requests with a maxcost of $35; any fee higher than $35 must be approved by the COR. Payment of fees will be handled by NAL, these costs would not be incurred by the contractor.

1. In reference to keeping equipment clean, how many individual pieces of equipment will be included in the contract.

Response: The contractor will be responsible for everyday maintenance of all workstations assigned to contract employees as well as a stand-alone workstation for onsite requests and a stand-alone printer for printing requests.

1. Is the contractor responsible for cleaning supplies? Can you provide the types and volumes typically used?

Response: Cleaning supplies will be provided by NAL.

1. Besides the contractor personnel, what other staff/positions occupy the library as well?

Response: NAL has a staff of approximately 120 people working in four divisions (Data Production Division, Information Products Division, Information Systems Division, and Knowledge Services Division). The work on this contract is considered part of the Data Production Division.

1. Is the contractor responsible for creating microfiche “slides” from original materials?

Response: No. The contractor may be required to make print copies from microform material in order to fill requests but will not be required to convert print materials to microform.

1. As with the shelving and weeding hours provided, are hours available for the additional tasks listed in Attachment 8: Estimated Volumes of Work

Response: NAL prefers to structure this work in terms of tasks to be done rather than in terms of hours. Shifting and weeding are estimated in terms of hours because there was no other realistic way to quantify these tasks. The volumes provided for other tasks are realistic estimates of the amount of work to be done and should be sufficient for determining the level of effort needed.

1. Regarding onsite overdue loan items, does the contractor handle cash or credit card transactions?

Response: No, the contractor is not involved in collecting fees of any kind.

1. Paragraph C.1.6 (c) FAR 52.217-9 states that the duration of the contract shall not exceed 48 months yet Schedule/Form 1449 states a 5-year length. Please clarify.

Response: The correct period is a base plus 4 years (60 months).

1. Paragraph E.6 A. 2) States that the Offeror shall submit one copy each of the technical proposal and price proposal. Does the Government desire this copy to be a paper copy or an electronic copy? If the Government desires a paper copy, please provide precise delivery instructions so the proposal can be delivered on time to the proper location. If the Government desires an electronic proposal submission, please provide precise directions for this electronic delivery.

Response: Electronic format is preferred.