QA Responses Set -3 DJJA-09-RFP-0592.pdf

Set # 3 Questions and Answers for Request for Proposal DJJA-09-RFP-0592 MMWR Support Services

Question No. RFP Section Contractor's Question Government Response RFP Changed

48 M.2

Some of the "Evaluated Key Personnel" positions identified in Section M.2 Factor 3 (e.g., Supervisory Duplicating/Photocopy Operators) are for labor categories that are intended to be part of the IDIQ portion of the effort and thus are for Task Orders not yet defined, nor are they guaranteed to be issued. Is it the Government's intent that key personnel be designated and held in employment suspense for Task Orders that have not yet been issued? Or does the Government intend to base its evaluation only on the resumes of Key Personnel designated for positions proposed for the firm-fixed price portion of the effort (CLIN X001)?

The Government intend to base its evaluation only on the resumes of Key Personnel designated for positions proposed for the firm-fixed price portion of the effort (CLIN X001)

No

49 C.16.5

Paragraph C.16.5 and its associated subsections (C.16.5.1-C.16.5.4) detail the requirement for an automated sortation capability to be used for outbound mail processing. In answers to prior questions, the Department of Justice has indicated that this is a valid requirement and “no change will be made to the requirement”. Thus bidders will be required to propose an outbound automated sortation solution. Section J, Attachment 2, entitled “Today’s Scenario V Street Processing”, indicates a Novak sorter embedded in the in-bound process flow. During the walkthrough, this sorter was not present. Is it the intention of the government to provide this equipment to the successful bidder or are bidders required to propose a replacement for this inbound sorter as part of their response?

The Government will not change this requirement and sorting equipment will be contractor provided.

No

50 L.13.2.2.A

Are offerors required to include a hardcopy certification of TS Facility clearance in the technical proposal, or can the offeror provide an Internet link to the document on the DSS website? If a hardcopy must be included, will it be included in the page count?

As stated in Section L.13.2.2.A, Offerors are required to submit either evidence of clearance or a plan (including timelines) for obtaining such clearance. Offerors may submit a hardcopy certification or an internet link as evidence of the required clearance.

No

51 RESERVED

Government Responses which require a change to the RFP will be reflected in Amendment 0002.

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0002.

52 L.13.1.4.4

Due to the magnitude of the cost of selected ODCs required by the RFP, may a bidder submit within its single proposal optional pricing for selected ODC's in order to provide the Government with the maxiumum flexibility in the satisfaction of the stated requirements?

No. See the Government response to Q&A # 44. No

53 N/A

In addition to the FFP Operations - how many other IDIQ task orders are being currently performed by the incumbent contractor, that will require immediate transition upon contract award.

All requirments, IDIQ and FFP are required at time of award. No

54 C.10.2.4

Section F.8 details the performance standards expected of the contractor in performing Task 1: Mail Operations.

Section C.10.2.4 includes additional standards relative to employee attendance. From the wording it seems that this is applicable to the individuals employed on task orders covered under CLIN 002 only. Please clarify your requirements.

The requirements of Section C.10.2.4 shall be applicable to both the IDIQ and FFP requirements where applicable. The Contractor is required to maintain an adequate on-site work force, sufficient to accomplish the required work.

No

55 J

Attachment 5, Section B.20. The last sentence of this paragraph requires a trained back-up be present by 10:00 am. Is this an ongoing requirement or just when the assigned employee is absent? Please clarify the requirement.

This refers to the replacement of an absent employee. No

56 N/A Please provide the hours of operation for the LOC/MRU. Hours of operation are 8:00 am to 5:30 pm, M-F. No

57 J The staffing shown in Attachment 5, B.3 and Attachment 15 for the Mail Satellite Mail Room do not agree. Please clarify.

Attachment 15 should be used for estimating purposes only. No

58 J The staffing indicated in Attachment 5 C.1 and Attachment 15 for the Kenney satellite Mail Room does not agree. Please clarify.

Attachment 15 should be used for estimating purposes only. No

59 C.16.2 What is the model/type of X-ray equipment currently in place?

See the Government response to Q&A # 15 No

60 N/A What is the approximate number of hand –carts now in place to handle the current mail volume for your combined sites?

No additional information will be provided No

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0002.

61 N/A How many sites/personnel currently utilize your current mail tracking system? How many software licenses are in place for your current system?

No additional information will be provided No

62 C.16.4.3 How many Portable data collectors do you currently have in place to handle your current volume?

No additional information will be provided No

63 C.16.5.1 What model Optical Character Reader (OCR) do you currently have in place to handle your current volume?

No additional information will be provided No

64 C.16.5.3 How many sorting bins do you currently have on the OCR that you now have in place?

No additional information will be provided No

65 C.10.1 Does the definition of “Support Service Supervisor” apply to Supervisor I, II, III, and IV?

Yes, the definition applies to all supervisory personnel. No

66 C.10.2.4

This Section states that the contractor shall maintain a minimum of five (5) fully trained persons with TS security clearance to augment the contract and serve as substitutes for on-site employees in the event of absences, dismissal, or resignation. Does the penalty or Government credit exclusively apply to those positions outlined as one of the five fully trained persons with TS security clearance?

- If not, is the vendor community expected to provide trained and cleared personnel for all FFP positions (“within one hour”) whether or not specified as one of the five position in Section C.10.2.4 of the RFP?

The Offeror is expected to provide trained and cleared personnel for all FFP positions (“within one hour”). Also see Q&A # 54.

No

67 N/A Is a forklift included as part of contractor-furnished equipment? (if so, how many and what type?)

No, forklifts are GFE. No

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0002.

It is understood that the vehicles, x-ray, mail, and warehouse equipment are to be contractor-furnished;

however, section C and L does not provide sufficient data (description, quantities, usage and/or historical data) to spec the equipment out properly. Therefore, what is the inventory of all current equipment (make, model and quantities)? In the alternative, what is the historical data and usage requirement for each of the equipment, tools, supplies, etc. identified in C.16?

- If the equipment is currently not used or deployed, can the government provide additional detail regarding specifications and requirements?

- In the alternative, is it safe to assume that the proposed solution can be modified after award if an unknown fact or requirement is discovered?

No additional information will be provided. No

69 L.13.2 Is Corporate Experience, Personnel experience, Past Performance and Small Business Participation sections all included in the 40 page limit?

Personnel experience and Past Performance are not included in the Technical Volume page limit.

No

70 L.13.2.2.D

Is the QC plan included in the page count given that we must cover all functional requirements (four tasks), identify our approach, and include approach and method of inspection?

Yes, the Quality Control Plan is included in the Technical Volume page count.

No

71 N/A

If we are to cover all sections outlined in Section L and evaluation criteria in Section M, on average, we will have 3 pages or less to cover each section. Is it possible to extend the page count to permit the government a better ability to differentiate vendor submissions?

Yes, the page limit for the Technical Volume as shown in Section L.13.2.1 has been increased to 50 pages maximum.

Yes

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0002.

72 N/A

It is understood that the Contract Director to be equivalent to a Program Manager. Although there maybe numerous Project Managers, typically, there is only one Program Manager. Accordingly, in the labor hour (IDIQ) pricing table (Attachment 3), the government specifies 6000 hours for the Contract Director. Is this the correct number?

Yes, the information provided is correct. No

73 N/A

Do the satellite offices receive accountable mail directly? Or does it come through V Street?

USPS accountable mail for all locations is received at V Street, however, other vendors deliver directly all DOJ Locations except for the RFK Main Justice Building. All vendor deliveries for the RFK Main Justice Building are received at the V Street Location.

No

74 N/A

Is accountable mail tracking required out to the satellite office? If so, does the tracking stop once the mail is received at the satellite office/mail room or does it extend to the specific mail stop or the end recipient?

Accountable mail must be tracked to the recipient. No

75 L.13.2.5

Is there a requirement for submittal of Past Performance Questionnaires from current referenced contracts? If so, does the government intend to provide a Past Performance Questionnaire for the current clients to fill out and submit to DOJ?

No No

76 N/A

For the FFP requirements, should the labor hours for drivers/couriers include the cost for vans/trucks or should the vehicle costs be separated under ODCs?

Vehicle costs should be included in the FFP. No

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0002.

77 C.4.2.A

This section calls out specific times for mail pickup from USPS – 4:00am, 6:00am, 9:00am, and 12:00pm, while;

however, at the site visit the COTR stated that due to USPS limitations, only two pick-ups per day and therefore limited hours of the facility.

Attachment 5 – paragraph A.1 – V Street hours of operation is listed as midnight to 5:30 PM and that the contractor shall make a minimum of 4 pickups by 7:00

am. What are the required hours of operation for V St?

Hours of operation at the V Street Location are 4:00 am to 5:30 pm.

No

78 C.4.2.B

Please furnish annual incoming USPS accountable mail volume by location and by type (ex. Registered, Certified, etc.)

No additional information will be provided. No

79 C.4.4.1

This section establishes Time Standards for differing types of mail and Attachment 5 B.5 defines mail categories differently. Please define the following “Citizen Mail”, “Standard Mail A” and “Standard Mail B”.

C.4.4.1 – Is describing the time standards for mail processed by the Mail Referral Unit (MRU) while Attachment 5 B.5 is describing mail received by the Main Mailroom. For a description of "Citizen Mail", please refer to Attachment 5, H.2.6.

No

80 C.4.6

Is the correspondence control and tracking system GFE or CFE? What is the historical annual volume for correspondence processing services?

The correspondence control and tracking system is GFE. The monthly volume is approximately 12,000 pieces.

No

81 C.10

The Project Manager is listed on B.2.E and Attachment 3 as exempt but there is no C.10 labor category. Please furnish the labor category description for the Project Manager.

The Project Manager category historically has been exempt and therefore the DOL labor categories do not apply.

No

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0002.

H.12.A – Please clarify the small business subcontracting requirements of the contract.

Inconsistencies include:

• H.12.A has no goal for veteran-owned small business

(VOSB)

• C.9.2.7(a) and Attachment 16 show a goal for VOSB

• M.2 Factor 5 indicates that offerors will only be evaluated on small business (SB) and small, disadvantaged business (SDB) utilization.

Section H.12.A has been changed to remove the reference for veteran-owned small business. There is no specific goal associated with Veteran-owned small businesses.

Yes

83 J

Attachment 2 – Please furnish a color chart so process flow details can be viewed/understood.

No additional information will be provided. No

84 J

Attachment 3 – The labor category Support Services Supervisor IV is not listed here although it is listed on B.2 and C.10.4.6, please clarify.

This error has been corrected. No

85 J

Attachment 5 – paragraph B.8 (a) requires that Treasury checks received through the V Street Off-Site Mail Facility be x-rayed at the RFK facility. These checks would have already been processed through the x-ray equipment at the V Street Off-Site Mail Facility. Please clarify requirements for dual x-ray of these checks.

Additionally, what is the annual volume of Treasury checks received?

Treasury checks will need to x-rayed only at the V Street Facility and there are an average of 15 Treasury checks received per week.

Yes

86 J Attachment 5 - Is the x-ray equipment at RFK GFE, this is not included in C.16 or C.17?

The x-ray machine at RFK is not operational and therefore not included in this solicitation.

No

87 J

Attachment 5 – paragraph B.11 – Is it the intent that the mail picked-up at the referenced delivery area be delivered to the main mail room without being x-rayed?

No, these periodicals must be x-rayed at the Center Constitution Avenue entrance before entering the RFK Main Justice Building.

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0002.

88 J

Attachment 5 – paragraphs C.13 & D.11 - Does the DOJ provide all packaging materials? If not, what is the historical usage, dollar costs for the supplies?

The Government will provide all packaging materials necessary to meet requirements.

No

89 J

Attachment 5 – paragraphs B.20 and B.21 – Is the fax equipment referenced in these sections GFE or CFE, this is not mentioned in C.16 or C.17?

Fax machines are included in GFE. No

90 B.3, and Attachment 15

Paragraph B.3 shows a total of 7 FTEs and Attachment 15 shows 10 FTEs for staffing at the Main DOJ Mailroom. Please reconcile.

Attachment 15 should be used for estimating purposes. No

91 C.10.4

The RFP references the 4th edition of the DOL SCA Directory of Occupations; however, the 4th edition was replaced by the 5th edition in 2006. Accordingly, please advise as to which edition the DOJ wishes contractors to use.

Section C.10.4 has been corrected to show 5th edition. Also see Government Response # 95.

Yes

92 C.11.1 and C.12.6

Personnel Security Investigations. Paragraph C.11.1 on pages 27-28 states “… the Government will be responsible for conducting the investigation and the cost of the investigation.” Paragraph C.12.6 on page 41 states “The Contractor shall obtain such clearances at contractor expense ….” These statements appear to be contradictory. Please clarify the circumstances under which the contractor must bear the expense of a personnel security investigation.

Expenses associated with clearances obtained through DSS are the responsibilty of the Contractor.

No

93 C.16.3

Please clarify the requirement for contractor uniforms because during the 12/1 MMW&R site visits, we observed that many employees were wearing casual business attire (and not contractor uniforms).

Contractor uniforms are required at all FFP locations. No

94 Attachment 1 Please advise as to whether the V Street location and the LOC/MRU location are OSHA compliant.

Yes No

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0002.

95 Attachment 14

The Wage Determination cited for use in the Solicitation is even-numbered (Number 2005-2104, Revision 10, Dated 05/26/2009), which indicates that the health and welfare must be applied to all hours worked, both regular time and overtime. This differs from the odd-numbered Wage Determination under which the current contract is operating under (i.e., Number 2005-2103, Revision 8, Dated 05/26/2009) which requires that the health and welfare benefit be paid on the regular hours worked only. The use of the even numbered Wage Determination will result in additional costs to the Department of Justice. Please furnish an odd-numbered Wage Determination to be used for the basis of building the bidder's offer. We believe the correct WD is 2005- 2103 Revision 8 dated 05/26/09.

Section J Attachment 14 has been revised to reflect WD is 2005- 2103 Revision 8 dated 05/26/09.

Yes

96 Pricing

For CLIN 0002, please clarify if offerors should include the vehicle as part of the loaded rate for any of the driver related categories?

Offerors may include any anticipated vehicle costs as a loaded rate associated with driver related labor categories. Labor rates inclusive of any vehicle burdens shall be segregated to show breakdown of the individual labor rate. Sufficient detail shall be provided in the Offerors backup pricing (Business Proposal) to validate the loaded labor rate listed in the pricing model.

No

97 G.4.F

Concerning monthly invoice submission, please verify that the invoice should mirror the format displayed in the RFP’s pricing spreadsheet. If not, please provide the level of detail, including any required supporting documentation, e.g., copies of timesheets. If possible, please also furnish a sanitized invoice sample for review.

An Excel template of the invoice will be provided after award.

The invoice includes, but is not limited to, the name, rate, location, CLIN, Hours and montly total for each contractor. The backup documentation includes a copy of all timesheets and any additional backup for ODCs.

No

98 N/A

Will all contract employees have access to government computers in order to access contractor’s timekeeping portal? If not, does the government provide data lines and allow contractor-owned computers, i.e., kiosk, into government buildings for this task?

The Government will provide computers and internet access to perform functions of contract only and will not be provided for overhead functions. Historically, timekeeping activities have been completed via paper submissions (which require the customer's verification of hours worked).

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0002.

99 N/A Does the government provide office space for the contractor’s overall Program Manager and support for ongoing contract operations?

Yes, office space is provided. No

100 Attachment 3

In the post 9-11 era, sourcing for positions requiring Secret and Top Secret clearances has become increasingly more challenging. Since compensation premiums are often required to hire and retain such individuals, it’s recommended that the government consider a separate set of priced labor categories for personnel requiring Secret and/or Top Secret clearances.

No changes will be made to the pricing structure. No

101 Attachment 15 Please verify that the positions and labor categories displayed in Attachment 15 are inclusive of any and all CLIN 0002 support currently being provided.

Labor categories have been provided in Section B.2.E. No

102 L.13.2.4

Section L.13.2.4 states in pertinent part that “For the prospective Contract Director and Deputy Contract Director(s), offerors shall submit the completed security forms with their proposal.”

The language has been deleted. Yes

103 L.13.2.4

We understand the Government’s need to ensure that the proposed Contract Director and Deputy Contract Director(s) are ready to begin work immediately upon contract award. As such, we plan to propose many key personnel, who already hold necessary clearances;

however, the L.13.2.4 requirement above to provide this information prior to contract award is viewed as being highly unusual and extraordinary. We have discussed this requirement with prospective key personnel, who have expressed serious concerns regarding the confidentially and protection of personal identifiable information (PII). Further, the confidentially and PII concern appears to be supported by Chapter 2-202 of the National Industrial Security Program Operating Manual (NISPOM) revised February 2006.

JPAS reports will be accepted as confirmation of clearance information for proposed key personnel, please delete all SSN's when providing this information.

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0002.

104 L.13.2.4

Based on the foregoing, please consider allowing offerors to provide evidence from the JPAS system that proposed candidates for the CD and DCD(s) positions currently hold the required clearance. Additionally, information about the granting agency and the date of the most current investigation can be furnished.

JPAS reports will be accepted as confirmation of clearance information for proposed key personnel, please delete all SSN's when providing this information.

No

105 C.10.4.1 and C.12.6

Is the Contract Director the single individual with overall responsibility for managing Contractor performance, and serving as the principal point of contact with the Government, as stated in RFP Section C.10.4.1? Or are there multiple Contract Directors, as implied in RFP Section C.12.6, and in Attachment 3, and stated in the answer to Question 11 in the Questions and Answers released December 4, 2009?

If there are multiple Contract Directors, is it appropriate for the Offeror to propose one of the CDs a senior, who “has overall responsibility for managing Contractor performance of all work required and functions set forth in this Statement of Work, and serves as the principal contact point for the Contractor with the Government” as described in C.10.4.1?

Overall contract management is FFP and at the discretion of the offeror.

No

106 Attachment 3 What is the current labor hour level of effort for warehouse operations

Hourly estimates have been provided for warehouse IDIQ postions in Attachment 3.

No

The request for resumes for approximately 20 key personnel with clearances appears to favor the incumbent as on most SCA contracts the incumbent staff remains with the succeeding contractor, In addition.

proposing companies cannot clear new hires with out a contract with a DD 254 to support them. Assuming the proposing organization is cleared for Top Secret will DOJ reduce the number of key personnel resumes required?

No reductions will be made to the required Key Personnel. Also see Government Response # 45.

No

108 C.6 Will DOJ provide the current level of effort for Task 3 Copy and Related Services C.6?

The Copy and Related Services requirement is IDIQ and the estimated hours have already been provided.

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0002.

109 C.12.6 Considering the FBI referenced in the table on page 40 of 135 has 41 management analysts listed will DOJ delineate how many are level I, II, III and IV?

Estimated hours for each category have been provided in Attachment 3.

No

110 Attachment 18

Under Question 20 of your Questions and Answers released December 4, 2009, RFP section L.13.2.2, the Government responds that a Pre-Screening Plan will be Attachment 18. The government provided Attachments numbered up to 17 did they leave off Attachment 18 or do you expect the Contractor to write Attachment 18?

Attachment 18 shall be provided by the Offeror. No

111 N/A

A comment was made during the tour of the Landover Operations Center that contractors are used for large moves. Are the contractors being referred to in this comment, an outside service or the contractor awarded under this RFP?

DOJ currently has a contract with another Vendor that provides support for large scale move requirements. This RFP/contract will have some small scale move requirements which will be ordered on an IDIQ basis.

No

112 N/A Will overtime be billable for night moves and other work requested by the government?

Moves will be requested on an IDIQ bases and may include billable overtime.

No

113 N/A Is there currently a collective bargaining agreement (CBA) in place for this contract?

No No

114 N/A What hours must the drivers in the motor pool need to be available?

The IDIQ drivers in the motorpool are schedule on an eight-hour shift, between the hours of 7:00 am and 7:00 pm.

No

115 N/A

In section C.10.4.25; there is a reference made to contractor-furnished motor vehicles and government furnished motor vehicles. Please clarify.

This Section C.10.4.25 - Driver has been corrected to show Government-furnished motor vehicles.

Yes

116 N/A Is there a detailed GFE list for all equipment and vehicles provided in this contract?

There is no Government Furnished Equipment list. No

117 N/A Will the government provide ID badges to the contract staff?

Yes, Government ID's will be provided. No

118 C.11.2

Contractor Facility - Aren’t the facilities Government facilities?

All tasks to be completed in support of this requirement shall be completed at Government Facilities. However this RFP has an applicable DD 254 which requires that the Coontractor have a cleared "Contractor Facilty".

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0002.

119 C.4.5

Reference: C.4.5 Express Ship Dispatch Service - How many outgoing Federal Express packages are processed by the contractor in this area each year? Is the contractor currently responsible for FedEx costs in this area or are they charged via a government account?

The Express Ship Dispatch Service weekly estimated volume is 2,000 pieces. Costs are charged via Government account.

No

120 C.4.6

Reference C.4.6 Correspondence Processing Services - Please provide more information about the correspondence tracking system. Is this government or contractor provided software? If it is government provided, please provide the name and version level of the package in use. If it is contractor provided, please provide summary information about throughput storage, reporting, and operational requirements as well as the volume and type of data will be migrated to the contractor’s resource.

The correspondece tracking system is GFE. The software used is Intranet Quorum version 3.

No

121 C.4.6

Reference C.4.6 Correspondence Processing Services - Is the contractor responsible for updating form letters or does the government provide the updated form letters for use by the contractor?

The form letters and any updates are provided by the Government.

No

122 C.4.5

Reference C.4.5 Task Two Warehousing and Moving Services - What sort of inventory system, if any, is currently in place and is this system contractor or government provided? If it is government provided, please provide the name and version level of the package in use, the type information and number of items stored, and storage volume. If the system is contractor provided, please provide information about operational and reporting requirements.

The Offeror is reminded that this task is for an IDIQ requirement.

The Government will maintian the inventory system for the warehouse.

No

123 C.4.5

Reference C.4.5 Task Two – Warehouse and Moving Services - How many moves were conducted in FY 2009? How many of these moves were intra-building?

This is an IDIQ requirement, therefore no additional information will be provided.

No

124 C.5.4 Reference C.5.4 Materials Dispatch - How many packages were processed in FY 2009?

The Materials Dispatch requirement is IDIQ, therefore no additional information will be provided.

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0002.

125 C.6.

Reference C.6.Task Three - Does an automated copy management system presently exist? If so, please provide the system name, version, and operational requirements. If it is contractor provided, please provide information about the operational and processing requirements that DOJ has established for it along with information about the quantity and type of data that will be migrated to the contractor.

The Copy and Related Services is IDIQ, therefore no additional information will be provided.

No

126 C.6.1.1

Reference C.6.1.1– copy and Related Services, Copy Documents - How many copy impressions were made in FY 2009? How many documents were copied? What locations require copy services?

The Copy and Related Services is IDIQ, therefore no additional information will be provided.

No

127 C.6.1.5 Reference C.6.1.5 - If copying equipment is government provided, maintenance service paid for via the contract or directly by the government?

The Copy and Related Services is an IDIQ (Labor Hour) requirement, any equipment required is GFE. Maintenance service will be paid for directly by the Government.

No

128 C.7

Reference C.7 Task Four Other Administrative Services

– Please provide name and version number for the Word Perfect, Word, and Email systems supporting this effort?

Word Perfect 12, MS Word 2003, Outlook 2003. No

129 C.9.2

Reference: C.9.2 Basic Reports – Please provide information about how many copies of reports are required (by report type). Are these reports to be provided in hard copy, electronic form, or a combination of both (if requirements differ from one type of report to another, please identify submission format requirements by type)?

Reports must be provided to the COTR and Alternate COTR electronically (via e-mail) in the increments stated in Section C.9.2.

No

130 C.10.4.21

Reference C.10.4.21 Financial Specialist II – To what purchasing activities does this position requirement refer?

The Financial Specialist categories will provide data entry and analysis of financial data. This labor category will not be authorizing purchases on behalf of the Government.

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0002.

131 C.13

Reference C.13 Hours of Operation – Please provide more information about the nature of 24 hour and seven day coverage. Is this level of coverage routinely provided? If not, for how many days was 24 hour coverage required in FY 2009, for which labor categories, and for how many hours per category? How many weeks required 7 day per week services required, for which labor categories, and for how many hours per category? This information is required for competitive costing under both firm fixed price and time and materials scenarios?

The Government will provide historical OT data for Fiscal Year 2009 by category. Section J has been update to add Attachment 19 "OT data for Fiscal Year 2009".

Yes

132 C.13.2 Reference C.13.2 Extended Service Hours (Overtime) – Please provide an estimate of overtime hours required by labor category?

The Government will provide historical OT data for Fiscal Year 2009 by category.

Yes

133 F.8.A

F.8.A Performance Assessment Application of Deductions for Non-Performance and Award Term Incentive - Will the government make allowances for mail runs not completed on time as result of circumstances beyond the control of the Contractor (for example, government or street closures, inclement weather, or lack of unloading point accessibility)?

Yes, exceptions will be made with the approval of the COTR. No

134 C.14 How is the transition period billed? The transition period can be billed in arrears utilizing the effective date of the contract which is identified as 15 Calendar days after receipt of Notification of Award.

No

RESERVED

136 Attachment 12 Section J, Attachment 12 6 – Use of Gasoline Credit Cards - How is vehicle maintenance that exceeds $50 to be procured?

The COTR will have to be notified. No

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0002.

137 C.4.2.A

C.4.2.A Inbound Mail Processing - Section C.4.2.A sets requirements for USPS Mail pickup at 4 AM, 6 AM, 9 AM and 12 PM. Section J, Attachment 5.A.1 and 5.A.3 identifies Standard Operating Procedures for inbound USPS Mail to be picked up from the USPS Distribution Center a minimum of four times between 12 AM and 7

AM.

During the Offsite Mail Facility site visit, the COTR informed our group that there were only two pickups from the USPS and that mail was not available from the USPS Distribution Center prior to 7 AM. Please clarify the procedures necessary to meet the DOJ requirements for processing of Incoming USPS Mail at the Offsite Mail Facility?

See the Government Response # 77 above. No

138 C.4.2.C, D and E

C.4.2.C, D and E – This section points to Section J, Attachment 4 - to detail the primary sort of non-accountable mail, mail addresses at DOJ and Mail Room locations for manual secondary sorts. This information is critical for creation of the most effective personnel and vehicle solution to meet the Mail Services RFP requirements but is being withheld until the contract is awarded. Will the DOJ provide Attachment 4 to bidders in order to provide a competitive solution?

Attachment 4 has been provided as part of Amendment 0001. No

139 C.4.3.A

C.4.3.A – Reference Section J, Attachment 4 regarding the interoffice mail sorting process - Will the DOJ provide this information to bidders in order to understand the process? Please provide an estimate of the average number of daily interoffice mail pieces sorted and delivered under this service?

The monthly estimate for interofice mail is 24,000 pieces. No

140 C.4.4.F

C.4.4.F – This reference states that the reader logs the mail into a data collection system. Is that system provided by the government or by the vendor? If it is provided by the vendor, what system is currently in use for this process?

The data collection system is Government Furnished Equipment.

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0002.

141 C.4.6 C.4.6 Please provide the daily average number of items handled through the Correspondence Processing Service.

The monthly volume is approximately 16,000 pieces. No

142 C.6 and Attachment 11

C.6 and Attachment 11, refers to “Copy and Related Services” – Please provide the current volumes of jobs and pages, and the models and age of the current equipment, by shop?

The Copy and Related Services is an IDIQ requirement, therefore historical data will not be provided.

No

143 Attachment 12

Attachment 12, referring to the “Motor Pool” – Are the vehicles provided by the Government? Is there a requirement for insurance (other than that referred to in H17)?

The motorpool is an IDIQ requirement and vehicles are GFE. No

144 C.11.4

C.11.4 – This section states that the contractor is responsible for ensuring security of all data transmitted internally and between the Contractor and its subcontractors. Will the DOJ provide data connectivity (i.e. Internet access) for the contractor at DOJ sites or must the contractor provide T1 or similar access lines?

The Contractor is responsible for ensuring the security of all data transmitted via the Contractor's internal network. It is expected that in the event it is necessary for the Contractor to distribute sensitive or higher classification communication that the Contractor will utilize the appropriate procedures as required by

DSS.

No

145 C.13.1

C.13.1 – This section states that “both the Mail Operations, Warehousing and Moving Services Operations MAY require 24 hours per day staffing levels” and that “Additionally, Mail Operations may require as much as seven (7) day coverage...” Is 24 hour/7 day coverage for Mail Operations a requirement of the RFP, or is this coverage only necessary for peak processing and handling requirements or during natural or national emergencies? Would additional staffing for these staffing levels be acquired under the IDIQ portion of the contract or as a part of the extended service hours as identified in Section C.13.2?

Regarding 24 hour/seven day coverage, see Government Response # 131. Yes, any additional requests not specified in the SOW as FFP, will be considered IDIQ.

No

146 C.16.2

C.16.2 - This question relates to x-ray equipment. Must there be a redundant on-site solution for x-ray of inbound mail and parcels? Are the existing AS&E MicroDose machines owned by the Government and are they utilized for backup if the vendor equipment is not operable?

The Contractor is responsible for providing the services as outlined in the SOW. Also see Government Response # 43.

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0002.

RESERVED

148 C.16.3

This section relates to contractor provided items.

Please identify if there is a preferred cellular/wireless provider at DOJ and who that vendor may be?

DOJ does not have a preferred wireless provider. No

149 C.4.4

Will the Vendor be responsible for providing the negative pressure air hoods at the Offsite Mail Facility as well as the hood located at the LOC as specified in section C.4.4?

No, the negative pressure air hoods are GFE. Also see Section C.4.4.B.

No

150 C.16.5

C.16.5 – This section relates to the electronic computer operated mail sorter and encoding system. Please identify:

a. The current location of the mail sorter.

b. The make and model of the current mail sorter.

c. The number of designated sort pockets on the current mail sorter.

d. What level of automation is outbound mail sorted to?

3-Digit or 5-digit?

No additional information will be provided. No

151 C.17.3.2

C.17.3.2 – This section states that the Government will provide use of all telephone lines, limited to official Government business only. Will the Government also provide data and Internet access necessary for the Contractor to complete the services under the contract?

Yes, the Government will provided internet access in locations where it is required.

No

152 Section I

Part II Section I Contract Clauses Page 86 of 135 is regarding Promoting Excess Food Donation to Nonprofit Organizations FAR 52.226-6 – This section references the safe handling and distribution of excess food and its delivery to non profit organizations. Will the contract vendor be responsible for delivery of excess food under the tasks assigned under this RFP?

There is no requirement for delivery of food relative to the tasks of this RFP. However, FAR 52.226-6 is a required clause.

Question No. RFP Section Contractor's Question Government Response RFP Changed

Government Responses which require a change to the RFP will be reflected in Amendment 0002.

153 L.8

L.8 – Site Visit FAR 52.237-1. Will the DOJ provide additional site visits for all FFP locations in order for vendors to determine the most effective and cost efficient solution in response to the RFP?

No additional site visits will be scheduled. No

154 C.17

C.17 Government Furnished Property - Will the government provide items necessary for the moving, sorting of mail, and workstations at all manned locations such as:

a. Pallet jacks at the Offsite Mail Location?

b. Mail Furniture (sorting cubes/pigeon holes) and sorting tables?

c. Workstations (desks or worktables)?

d. Mail boxes?

e. Anti-fatigue mats where personnel are standing at equipment or at workstations?

f. Bomb-proof containers where potentially hazardous items may be found?

g. Hazardous material step cans where potentially hazardous items may be found?

h. Eyewash stations at the Offsite Mail and LOC?

i. Shower/decontamination stations at the Offsite Mail and LOC?

The Government will not provide sorting equipment, however the following office workstations and other applicable items will be

GFE.

a. Pallet jacks at the Offsite Mail Location - GFE

b. Mail Furniture - Contractor Furnished

c. Workstations (desks or worktables) - GFE

d. Mail boxes - Not Applicable

e. Anti-fatigue mats where personnel are standing at equipment or at workstations - Contractor Furnished

f. Bomb-proof containers where potentially hazardous items may be found? Contractor Furnished

g. Hazardous material step cans where potentially hazardous items may be found - GFE

h. Eyewash stations at the Offsite Mail and LOC - GFE

i. Shower/decontamination stations at the Offsite Mail and LOC - Contractor Furnished

Q&A Set 3