Vendor_Quiestions_2.docx

Answers are in Red

1. Is this an existing contract? If so, who is the incumbent(s) and are they eligible to compete? Answer: There have been two similar contracts in the past, approximately 2005 to 2010, and 2010-2015. Current incumbents are Eaton and Associates (St. Paul, MN), Wendy Harding (Niles, MI), and Red Inc., (Idaho Falls, ID); they all are eligible to compete

2. If an incumbent, is the existing contract subject to SCA? If yes, approximately how long has each staff member been on the contract? Answer: Eaton and Harding have been contractors since about 2007; Red Inc has been a contractor since 2010. Other former contractors, no longer working for us, either went out of business or declined any further projects.

3. The RFP states that the contractor bears all communication costs. Will the government reimburse the contractor for shipping costs? Answer: No

4. The RFP states that once the task order is awarded, if the contractor needs to speak with the government author regarding technical questions, the government has to approve that communication in advance. How is the deliverable due date reconciled in that case? Answer: Due date can be extended if extenuating circumstances prevent contractor from needed communication with author. However, this possibility as described has never occurred.

5.. Period of performance is 12 months, yet there are several references to Option Years, please clarify the period of performance? Answer: The initial contract is for 12 months. The contract can be extended up to 4 times (resulting in a maximum of 5 years = 1 base year + 4 option years) IF the contractor’s performance is acceptable AND IF the quantity of work from the government is such that contractors’ work is warranted, AND IF the government’s budget for such projects is adequate.

6. Page 4 – Deliverables: What is the size limitation of the FS email portal? Answer: Typically, 5MB for files coming from outside the government email systems.

7. Page 6 – Cost of Source Graphics/Photos; and releases/permissions: Will these be covered as ODCs at the Task Order level? Answer: Occasionally, contractor may be asked to select, from a commercial photo source, photos to use in a publication.

8. Page 7 – Page Payout and Formatting: What software is currently being used? Answer: Adobe InDesign, creative cloud version, is what is currently used by the NRS office of Communications and Science Delivery. We operate on Windows platform. Past contractors have operated on Mac format. Earlier versions of Adobe software can be used as long as end product can meet specifications defined in the task order, specifically, creating files that are compliant with Section

508. Some very early versions of InDesign do not offer features needed. I think version 5.5 or 6.0 is when Adobe really started to address the tools for compliance or epub. We have not encountered a printer will not accept EITHER Windows or Mac files.

9. Approximately how many Format I, II, III, IV, and V publications are produced annually? Answer: It varies greatly from year to year. Format II is predominant; I could say 80% of what we ask a contractor to do will be Format II. Format III is used for a product that may also be modified into an ebook 10.. Is the contractor required to take the photographs? Of what? Where? How (aerial)? How many? Answer: No photos will be required to be taken.