Questions_and_Answers_Rev_1.docx

Questions and Answers

QHAS

AG-4870-S-13-1003

1. While reviewing the “Attachments.doc”, we found that several of the dates mentioned pertain to past duration. Will a new document be released as an addendum? Per the scope, the Contractor shall develop and submit an implementation schedule to the CO for the QHAS within 15 calendar days of award.

2. Will a new document be released as an addendum? Revisions have been made, but not due to dates in the attachments.

3. We also would like to know the evaluation criteria that shall be applied for selection of the vendor. The evaluation criteria are on page 44 of the attachment.

4. Could you provide the Contract Information (Contract #) for the Contractor that is currently providing the QHAS System for the Land Between the Lakes? This information is on page 43 of the attachment: USeDirect, 168 Main Street, Ste 2, Huntington, NY 11743. USeDirect has performed these tasks since 2009 under contract AG-4870-C-08-0007.

5. Does LBL have the current program? Not at this time.

6. Is incumbent eligible to bid on AG-4870-S-13-1003? Yes, incumbent is eligible to bid on the solicitation.

7. I could not find where the place of performance for the Quote Hunt Application System (AG-4870-S-13-1003) opportunity was and was hoping you would be able to help me. The place of performance is The Land Between The Lakes. Our administrative office is located at 100 Van Morgan Drive, Golden Pond, KY, 42211.

8. In regards to this solicitation; is the Department of Agriculture looking for an off the shelf system already in existence or do they wish to have something built from the ground up? Based on the existing contractor it would seem that you are looking for an off the shelf system but perhaps the reason for the bid is a lack of features/functions in their product. Can you please clarify as this aspect will impact anyone's proposal? LBL is open to an off the shelf system or a system built from the ground up. The key is to meet the requirements in the scope of work and the evaluation factors stated.

9. Will the Government only accept written proposals or will electronic proposals be accepted if received on or before the due date of September 30th? Electronic proposals will not be accepted.

10. Will this be funded by FY13 or FY14? FY14, Subject to Availability of Funds.

11. Is the IGE tied to revenue? No.

12. Attachments 5 & 6 reference past dates and corrections to work already done. Will the government be providing a new process schedule? See questions 1 and 2 above.

13. Is there a cost involved with connecting to Verifone and if so, who is responsible for that cost? The Government has a contract with Verifone. The contractor is responsible for using LBL’s Verifone Account and implementing/configuring with their product.

14. What platforms/web browsers will this application be required to run on, for example Tablet, Smartphone, IE, Mozilla, Chrome? All Major platforms, and within 6 months release of all updates to major platforms. Must be tablet and smartphone capable after 1 year of contract.

15. Will there be data that needs to be loaded initially into this system and if so, how much data and what format will it be in? Yes, there will be initial data to be loaded. Data is provided in a Microsoft Excel format.

16. The solicitation indicates that proposal responses must be written and mailed to the Contracting Officer in KY. Will electronic submissions (via email) be permitted as well? Electronic proposals will not be accepted.

17. Changes to Section L - The Government anticipates notifications to successful and unsuccessful offerors being submitted on or before 11 October 2013. The Government anticipates award on or before 15 October 2013.

18. We have found the “Pricing” evaluation in Section M, however, there are no instructions as to how you want the pricing demonstrated. The Section B Table is all we found for pricing. Is there further pricing instruction anticipated? Offeror’s are requested to use the attached bid sheet for pricing. No further pricing information is anticipated.

19. Stated on the FBO Announcement, item 10….

“(10) Proposals are due on or before 1600 CST Monday, September 30, 2013. Submit written proposals to Angela Mitchell, 100 Van Morgan Drive, Golden Pond, KY 42211. Please note that the US Post Office delivers mail to The Land Between The Lakes only on Tuesday and Friday each week. FedEx and UPS deliver to The Land Between The Lakes daily.” Since mail and parcel post delivery seems somewhat unique to that area, would the government consider electronic (email) submissions? E-mail submissions are not going to be allowed.

20. What type of database is LBL using for its hunting applicants (is it Oracle database or MS Access etc.)? Will LBL continue to use these databases for the new QHAS websites? LBL requires that databases be exportable and importable in MS Excel format.

21. Is there a template for Preventive Maintenance Plan that LBL will provide to contractor? No.

22. Can you elaborate on Attachment 5 and attached 6? Dates mentioned in this contract are for prior hunting year, right? Also, provide us with major milestone requirements by due date, if any? Attachments provided were as examples only. Major milestones have been provided. Per the scope, the Contractor shall develop and submit an implementation schedule to the CO for the QHAS within 15 calendar days of award.

23. Will preference be given to Contractors that answer to both solicitations AG-4870-S-13-1003 and AG-4870-S-13-0003? No.

24. Can you please confirm that this solicitation requires developing, testing, configuring, validating, implementing and administering two online QHAS websites? The language in the solicitation is confusing as it often refers to singular QHAS system? This is one system. The system shall be applicable to turkey and deer hunting.

25. Please confirm if the go-live dates for QHAS Turkey hunting system is Feb 1, 2014 and QHAS Deer hunting system is Jun 1, 2014? I think there is a typo on page 2 of the solicitation as the requirement states go-live date of Feb 1, 2013. Yes, the go live date is Feb 1, 2014.

26. Does LBL require contractors working for this project to work on its premises only? Yes, contractors are expected to work on contractor’s site.

27. Does a vendor have to bid on both the consolidated QHAS solicitation and the stand alone? No. Vendors may bid on one or both.

28. How will the decision be made to award as a standalone QHAS or as a consolidated? After proposal review. LBL will determine the best value to the Government, determined by cost and the Contractor’s ability to meet timelines.

29. Is the active date for QHAS 1 February 2013 or 1 February 2014? 1 February 2014. Changes have been made.

30. Will the QHAS software be loaded on LBL equipment or accessed virtually? The program is intended to be web-based.

31. Does LBL have the current QHAS program? No. Offerors shall bid based on LBL not having the current QHAS program

32. There is nothing in this RFP about browser compatibility. Is there any preferences or requirements with browsers? Access from client hardware, software, and communications most commonly in use at LBL and in the general internet population shall be supported, which includes, but may not be limited to: Mozilla Firefox, Internet Explorer, Chrome, Safari, and any emerging website browsers.

33. Does Land Between the Lakes plan on keeping the current Hunt Application system and re-working it, or creating another system entirely from scratch. Will the current source code available to the contractor? It is expected that an entirely new system will be created. Current source code is not available at this time.

34. Under what circumstances would the Hunt Application project be included in the other solicitation, AG-4870-S-13-0003, and not a stand alone RFP? As determined by a best value decision by the Government.

35. Can you clarify the evaluation criteria? One part of the RFP states "lowest price technically available" and another part says "price factor will be rated approximately equal to all other factors combined". Evaluation criteria should state: Evaluation factors other than price, when combined, are approximately equal to price. Evaluation factors other than price are approximately equal to each other.

36. Several parts of this RFP reference dates to project deadlines in 2013. Was this from a previous solicitation, or is the project behind schedule? Dates are to be used as an example only.

37. "The primary requirement of this initial award is to have a fully active production site no later than February 1, 2013." As stated, this is a typo; it should be February 1, 2014.

38. The announcement states “(5) This requirement is also included in the Centralized Reservation, Sales, Data Collection, and Revenue Management System, solicitation AG-4870-S-13-0003. LBL may award through the integrated solicitation or through this synopsis/solicitation as a stand-alone contract.” How are potential offerors to know which solicitation or procurement method will be used before investing the time and resources on proposal development? The Government will determine which method is the best value, after proposal review. The decision will be based on cost and ability of the contractor to meet timelines.

39. The Background section states “The primary requirement of this initial award is to have a fully active production site no later than February 1, 2013.” Does the Government mean February 1, 2014? Yes, February 1, 2014.

40. Section L. Are we to submit as separate volumes the Technical Proposal and the Cost Proposal? Yes

41. Section M, Paragraph (a), 1. Past Performance. Since we are a new company, can we use the experience of our key personnel? Yes, but contractor shall specify that this is an individual’s experience, not the company’s experience.

42. Section C, Paragraph 1.0. Can the contractor recommend innovative enhancements to the administration of the two online websites without offering options? Yes

43. Section C, Paragraph 2.0. Can you provide a description of the LBL’s quota hunt drawing application? The application consists of web pages that request the applicant to input information about starting a new application or joining an existing group, selecting KY or TN, hunt codes and hunt areas, and inputting credit card information for payment.

44. Section C. Paragraph 3.0. Is there a timeframe where the websites are to be operational? No later than 1 February 2014.

45. Section B. Once the websites are developed, do you desired to have periodic enhancement to these websites, e.g., quarterly? Maybe yearly. However text in site may need updated based on regulations and information changes.

46. Section C. Since the contractor is responsible for maintaining, administering and backing up all data, will the government allow for 3rd party cloud storage hosting for the data base and web site? If information is secure

47. Section C. The requirement states that "At the end of each application period validated copies of the data backup shall be delivered to the CO", what format does the government require this backup to be delivered? Contractor shall propose.

48. Section C. If a continuous backup is maintained, and government personnel have access to this information in real time, does that satisfy this requirement? Yes

49. Section C. The document mentions a "Discovery Phase Meeting", will this be a post-award or pre-award meeting? If post, it mentions that the requirements may change, will the offerer be allowed to revise their estimate based off of these changes if required? The discovery phase meeting will be post-award. Yes, the offeror will be able to revise their proposal.

50. Section C. Is there a requirement to allow users to select hunt areas from a map or will this be only from a list? There is not a requirement to select hunt areas from a map. It is currently from a list and a link is available to view a map on LBL’s website.

51. Background, on p. 2 states, “This requirement is also included in the Centralized Reservation, Sales, Data Collection, and Revenue Management System, solicitation AG-4870-S-13-0003. LBL may award through the integrated solicitation or through this synopsis/solicitation as a stand-alone contract.”

a. When is the Government targeting to make a decision as to whether the QHAS will be included in the Centralized Reservation Sales, Data Collection, Revenue Management System, solicitation AG-4870-S-13-0003? After proposal review.

b. What are the Government’s criteria for making this decision? Best value based on cost and Contractor’s ability to meet timelines.

52. Solicitation AG-4870-S-13-0003 for the Centralized Reservation Sales, Data Collection, Revenue Management System states, “(14) The total estimated cost, base and all option years is between $500,000-$750,000.”.

a. What is the total estimated cost specifically for the QHAS? $75,000-$100,000 for all five years if a customized program is developed.

53. Section 3.0 Scope, p. 3, states, “The Contractor shall provide and maintain web server administration, web server update(s), web server backup, web server programming, website development, website hosting, website setup, website design, and website updates for the QHAS.”

a. What are examples of web server updates and website updates that are to be included in the SECTION B – LINE ITEMS Annual Amounts? Typical updates include edits to hunt types, hunt dates and codes, numbers of permits available, hunt areas, new links to LBL webpages (e.g. updated hunting information sheets, maps, etc.), any changes in rules, and general edits to improve readability and understanding.

b. Is the Government’s intent to license a fully hosted solution from the contractor? Yes.

54. SECTION M – EVALUATION FACTORS FOR AWARD, p. 44, Factor 3 – Price states, “The price proposals will be evaluated against the Government Price Estimate, as well as other price proposals received.”

a. What is the Government Price Estimate benchmark for this Solicitation? $75,000-$100,000 for all five years if a customized program is developed.

55. Section 2.0 Objectives, p. 3, # 3 states, “May be integrated with LBL’s Customer Reservation System (CRS), Point-of-Sale System, Business Management System, and Website (current contracted and being solicited under AG-4870-S-13-0003).”

a. Should the cost of the integration efforts be included in the Annual Amount Line Items? No

b. If yes, what are the integration requirements?

56. 4.0 Performance Requirements, p. 6, #8 states, “The QHAS shall collect the appropriate application fee for each applicant.”

a. Who is responsible for paying the credit card processing fees associated with the third party payment system (e.g. Verifone)? The Government. The contractor is responsible for using LBL’s Verifone Account and implement with their product.

b. If the Contractor is responsible, should this cost be included in the Line Item Annual Amounts?

57. Section 3.0 Scope, p. 3, states, “Hunt applicants must be able to easily and quickly access the QHAS to determine dates to apply for hunts, available hunt options, hunt areas, current preference points (before applying), status in the drawing (e.g. drawn or rejected) and print permits.”.

a. To provide the Hunter with quick access to the QHAS, what devices does the system need to support (e.g. personal computer, tablet, phone)? See question 14 above.

58. Section 2.0 Objectives, p. 3, # 3 states, “Possible optional future applications to be developed may include online hunter check-in or other applications.” And Section 3.0 Scope, p. 3, states, “The system will be designed with flexibility to allow for future development to modify, improve and/or expand usability.”

a. Are the future enhancements included within the scope of this Solicitation? No

b. If not, how does the Government intend to procure future enhancements? Via negotiated modification

c. If yes, how should the Contractor estimate the level of effort required?

59. Section 3.0 Scope, p. 3, states, “The Contractor is ultimately responsible for the total and complete development of the interactive web page, including but not limited to all necessary updates and changes.”

a. Are the necessary updates and changes included within the scope of this PWS? No, see response to 53a above.

b. If yes, how should the Contractor estimate the level of effort required?

60. Section 3.0 Scope, p. 3, states, “Note: This scope of work may be modified after a discovery phase meeting with the Contractor.“

a. Will there be an opportunity for the Contractor to adjust pricing based on the outcome of this discovery? Yes

b. If not, what assumptions should the Contractor use to include potential scope adjustments in their Annual Amount?

61. Section 3.0 Scope, p. 4, states, “All data, applications and software shall remain the property of the Government after contract has been completed.” What are the acceptable terms associated with the Government’s retention of the Contractor’s application and software, assuming the Contractor leverages their existing platform which enables Contractor to deliver QHAS within Government’s timeframe? (e.g. Perpetual License with unlimited usage rights) This statement has been revised in the scope of work. All data and applications shall remain the property of the Government after contract has been completed. If a new system is developed that the Government pays for, the software (HTML) shall also remain the property of the Government after the contract has been completed.

62. Is the Government interested in a solution based upon an enterprise application server/platform such as SharePoint, Oracle Application Server, or IBM weblogic?

If so, is there a preference and does the USDA have an enterprise license for the preferred application server? Yes. We have no enterprise license.

63. Will the government provide hardware and network resources to host the application and database? No.

64. Is the government open to the idea of a secure private cloud based/externally hosted QHAS solution? Contractor shall propose solution.

65. Section 2.3 of the RFP states “May be integrated with LBL’s Customer Reservation System (CRS), Point-of-Sale System, Business Management System, and Website (current contracted and being solicited under AG-4870-S-13-0003).” Given that integration of systems can be complex and costly and that effective integration is heavily dependent upon design, can the Government provide any additional detail informing Offerers of the technical details on the systems to be integrated? This requirement will either be awarded as a stand-alone QHAS contract, or it will be awarded as an integrated contract. It isn’t LBL’s intent to award the stand-alone QHAS contract and integrate it with the CRS/POS contract.

66. Can the Government provide more detail on the responsibilities of the contractor after the system is fully operational? What tiers of end user and technical support with the contractor be required to provide? After the system is fully operational for each application period, primary responsibilities of the contractor are to monitor the system to keep it fully operational and functional through the designated application period, and trouble shoot and fix any problems that may arise with the functionality of the system. Most end user support is handled by LBL unless the need for that support is caused by the contractor.

67. Due to the time it would take to have all questions answered and the time necessary to incorporate necessary changes due to the answers, would government extend the due date from 9/30/13 to 10/7/13 to allow offerors to provide the best value? I’m sorry, but no.

68. The primary requirement of this initial award is to have a fully active production site no later than February 1, 2013.” Does the government mean February 1, 2014? Yes, 2014.

69. Are the “Acceptable Quality Level” and “Deduct %” in the Performance Requirements Summary (page 9 of SOW) the actual numbers the government intends to use, or are they examples to be negotiated after award? These are actual numbers to be used.

70. Are personnel resumes required, and if so, are they counted against the page limit? Resumes are not required and will not be counted against the page limit.

71. Who is responsible for the transaction fee of the credit card company and Verifone, government or contractor? The Government. If contractor is responsible, how should contractor provide pricing for this within our proposal? The contractor is responsible for using LBL’s Verifone Account and implementing/configuring with their product.

72. Is contractor expected to host? Yes. If so, please provide specs so that we can adequately size the hosting environment i.e.:

a. If existing system, approximately how many servers are currently implemented (web, database, application, etc.)? Unknown

b. What type of servers are currently implemented? Unknown

c. What OS and application software is each server running (Linux, Windows, Microsoft SQL, Oracle, MySQL, PHP, ASP.NET etc.)? Unknown

d. How much traffic does (or will) the system experience in GB per month data transfer?

· Visits per day or per month? Unknown

· Concurrent number of users? Unknown

· Total number of users? Unknown

e. How much data is anticipated (or how much disk space is required to store the data)? Unknown

f. What are the projected growth levels for the next few years? Unknown

73. What is the place of performance-client site or contractor facility? The place of performance is the contractor’s facility.

74. What type of contract is this? (Fixed Firm Price, Labor Hour, etc.) Firm Fixed Price

75. What is the current platform/language/database for the QHAS websites? Unknown

76. We have found the following inconsistencies. Please clarify the inconsistent requirements highlighted in yellow.

Note: Correct – there is not a QHAS computer based cash register system.

Note: The timelines for the CRS/POS requirement are different than the timeline for the standalone QHAS system.

The Contractor shall develop and submit an implementation schedule to the CO for the QHAS within 15 calendar days of award.

The Contractor shall develop and submit an implementation schedule to the CO for the QHAS within 15 days of notice to proceed issued by the CO.

Note: The timelines for the CRS/POS requirement are different than the timeline for the standalone QHAS system.

1. Offerors are required to present two (2) copies of their proposal. There is no required format for the proposal documents.

2. The current contractor is USeDirect, 168 Main Street, Ste 2, Huntington, NY 11743. USeDirect has performed these tasks since 2009 under contract AG-4870-C-08-0007.

3. The Government anticipates notifications to successful and unsuccessful offerors being submitted on or before 4 October 2013.

4. The Government anticipates award on or before 7 October 2013.

5. The Contractor shall be paid monthly.

1. Offerors are required to present two (2) copies of their proposal. There is no required format for the proposal documents.

2. The current contractor is USeDirect, 168 Main Street, Ste 2, Huntington, NY 11743. USeDirect has performed tasks since August, 2008 under contract AG-4870-C-08-0007.

3. The current software is Contractor owned and is not available for the use of the follow-on contract.

4. The Government anticipates notifications to successful and unsuccessful offerors being submitted on or before 11 October 2013.

5. The Government anticipates award on or before 15 October 2013.

Note: See Question 17 above regarding dates; however, timelines for the CRS/POS requirement in general are different than the timeline for the standalone QHAS system. USeDirect has performed the CRS/POS functions, other than QHAS, since 2008. QHAS was incorporated into the CRS/POS contract in 2009. The contractor on both contracts shall be paid monthly. The current software for the CRS/POS and QHAS are both contractor owned and is not available for the use of the follow-on contract(s) at this time.