Industry_Q As_(Additional).pdf

Request for Quotation DJJI-16-RFP-0902, Administrative Services for ENRD

Additional Vendor Questions and DOJ Responses, December 15, 2015 Page 1

No.

Vendor Question

DOJ Response

1 Do the forty staff indicated in the Government’s December 8th response to Question #11 constitute the total staff supporting the current administrative service requirements for the DOJ ENRD RFP?

Question 11 asked for the current staffing, and the answer reflects the number of contractors working as of that date. That number is still accurate.

2 The RFP lists five General Supervisors in H.8. But the pricing table only lists four General Supervisors. Please clarify. If the quantity of General Supervisors has been reduced, please state which one was removed.

The pricing table includes five General Supervisors – four are included in the Washington, DC worksheet (CLINs 1001 through 1004), and the fifth is included in the Denver worksheet (CLIN 2101).

3 The Government’s response to Question #11 lists eight Copy/Scan Clerks.

The pricing table lists ten Copy/Scan Clerks. Is this quantity correct? If so, please state where the two additional Copy/Scan clerks are located?

Question 11 asked for the current staffing, and the answer reflects the number of contractors working as of that date. The Attachment (1) pricing table includes estimated staffing requirements for both Washington, DC and Denver.

4 The Government’s response to Question #11 lists one Docketing Clerk. The pricing table lists three Docketing Clerks. Is this quantity correct? If so, please state where the additional two Docketing Clerks are located?

See response to Question #3.

5 The Government’s response to Question #11 shows fifteen File Clerks. The Pricing table shows twelve File Clerks. Is this quantity correct? If so, please state at which location(s) the file clerks were reduced and by how many.

See response to Question #3.

Additional Vendor Questions and DOJ Responses, December 15, 2015 Page 2

In the response to Question #18, the Government states, “the contractor should propose whatever equipment it deems necessary for all mail, messenger, and fax services. In the response to Question #37, however, the Government states “each mailroom has one fax machine for sending and receiving faxes that is provided by the government.”

Questions:

(a) For the mail and messenger, where in the pricing tables are we to place this expense? There does not appear to be a CLIN to place it.

(b) For fax services, please reconcile the apparent conflict between the answers to the two questions (#18 says the contractor provides the fax machines, and #37 says it is GFE)

(c) Are the fax machines listed mentioned in Question #37 the only required fax machines? If not, what others are required?

If any fax machines are contractor supplied, where in the pricing tables are we to place this expense? There does not appear to be a CLIN to place it.

(a) These expenses should be rolled into the fully loaded fixed rates proposed for CLINs 1201 through 1209.

(b) All fax machines are provided by the Government.

(c) Yes.

Additional Vendor Questions and DOJ Responses, December 15, 2015 Page 3

In the response to Question #18, the Government states “the contractor should propose whatever equipment it deems necessary for all mail, messenger, and fax services. In the response to Question #31, however, the Government states “Mail is metered by the JMD mail facility or by ENRD employees using mail metering machines located within PHB.”

Questions:

(a) Response #31 could be interpreted to mean that the mail meters are GFE, yet Response 18 could imply the mail meters are contractor supplied. Please clarify.

(b) If the mail meters are contractor supplied, please itemize which locations use mail meters and what equipment make and model is currently in use. If a location does not use a mail meter, but managing postage is still the responsibility of the contractor, please explain the method in which postage is obtained (e.g.

printed out, purchased from USPS, etc.)

(c) For mail metering equipment that is contractor supplied, where in the pricing tables are we to place this expense?

The equipment the contractor should propose should be based on the tasks listed in the solicitation. There is no requirement in the solicitation for the contractor to provide “mail metering”, so vendors should not be proposing equipment for that activity.

In response to Question #26, the Government states “The Denver field office receives between 20-30 pieces of mail each day” as well as “On average we have only 5-7 messenger requests per month”.

Is mail scanning support required in the Denver Field Office? Is special messenger support required for the Denver Field Office?

We have included mail scanning as a task for the Denver office but have not yet implemented it. It is there should we decide to utilize it in the future. There is no special messenger service needed in Denver.

In response to Question #35, the Government states “the contractor is responsible for providing the scanning equipment”.

Where in the pricing tables are we to place this equipment expense?

There does not appear to be a CLIN to place it.

It should be included in the “Other Direct Costs” CLIN 1701.

10 Regarding the Attachment (1) Pricing Tables, Washington tab, CLINS x-1210 – x-1215, are the Government’s annual estimated quantities of one

(1) for each CLIN a true estimate or should the offeror provide their our own estimates, or will this rate be our proposed rate per occurrence?

This will be the fixed rate per occurrence.

Additional Vendor Questions and DOJ Responses, December 15, 2015 Page 4

11 ODCs are excluded from the small business subcontracting plan calculations currently per the FAR. The only CLINs labeled as ODCs in this pricing table, however, are 1701 Miscellaneous and 1702 Travel, while other non-personnel related costs (CLINs 12xx-16xx) for items like copier leases are listed as separate CLINs outside of the ODC section.

Is it the intention of the ENRD for contractors to have to treat the purchase of items like copier leases (any CLIN outside of 1701 and 1702 that are non-personnel related) as Subcontractor/Vendor purchases or can these be considered ODCs?

These are to be priced separately as provided for in the Attachment (1) pricing table and not considered to be ODCs.