Industry_Q As_(Additional)_(Jan05).pdf

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

Additional Vendor Questions and DOJ Responses, January 5, 2016 Page 1

No.

Vendor Question

DOJ Response

1 Section C.3.1.2.(f) states “Providing at least one high quality color copier, a map copier, and tape binding equipment for each facility.” Section C.7.3.2 lists the required equipment to be provided at the MAIN Building Copy Center. There is no requirement in MAIN for a map copier. Should an engineering/map copier be included in MAIN as well as PHB and Denver Copy Center’s?

Map copiers are only required for Denver and PHB.

2 Section C.3.1.2.(e)(1) states “For the PHB Copy Center…In addition, the Contractor shall provide a high quality color copier, an oversize map copier/scanner capable of handling documents 36” wide or larger, with tape binding capability.” Was the requirement for tape binding capability cited in error and should have read -- ", and tape binding capability rather than ‘with’?

Yes, the requirement should have read, “…and tape binding capability” rather than “with tape binding capability.”

3 The CLIN Pricing Tables provided for "Annual Est. Page Qty" for Copy Center copiers for black/white pages on black/white equipment and black/white and color pages on color equipment do not appear to use values derived from Attachment 6 (data from January through September 2015), e.g. Attachment 1 reports 410,000 annual pages needed for the estimated 5 black/white high volume Copy Center copiers in the DC area.

However, data provided by Attachment 6 would place the estimated pages needed for these DC area Copy Center black/white copies closer to a value of 1,604,000 pages. Were the page values provided in the CLIN Pricing Tables correctly derived? Should the Contractor use page values provided in the CLIN Pricing Tables or use estimates calculated from data provided by the Government in Attachment 6?

We have the same concerns for needed page data provided for the Denver copy center. Are these annual needed page values accurate?

Attachment (1) of the solicitation will be amended to provide updated estimated page quantities for the Washington, DC and Denver copy center copiers. Attachment (6) deals only with convenience copiers and has no relation to the estimated quantities listed for copy center equipment.

4 Required color page data provided in CLIN Pricing Tables for San Francisco, and Seattle does not separate black/white copies produced on color equipment from color copies. Can the government provide separate black/white and color data for each color copier? If not, request the government provide guidance?

How was needed page data provided in the CLIN Pricing Tables for Sacramento, San Francisco, and Seattle convenience copiers derived?

The provided values for these copiers appear to under report the number of required pages if estimated from Attachment 6. It appears the Government provided needed pages based on only 9 months of data as reported in Attachment 6.

Only San Francisco requires a color convenience copier. The total number of black and white pages in FY15 was approximately 19,700; the total number of color pages in FY15 was approximately 11,500.

Attachment (1) of the solicitation will be amended to provide updated estimated page quantities for the Sacramento, San Francisco, and Seattle convenience copiers.

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

Additional Vendor Questions and DOJ Responses, January 5, 2016 Page 2

No.

Vendor Question

DOJ Response

5 How was the value provided in Amendment 0004 of 2,565,000 pages for convenience copiers in the Washington DC area derived? This value does not match the estimated value needed on an annual basis from data provided in Attachment 6, i.e. this value based on data provided in Attachment 6 should be closer to 3.3 million pages. Should the Contractor use the value provided in Amendment 0004 or use an estimate calculated from data provided by the Government in Attachment 6?

Section L.3.1.4(b) of the solicitation will be amended to state that the sum of the total annual estimated page quantities for the twenty-six (26) Washington, DC convenience copiers must total 3,256,500 pages.

6 Amendment 0004 provided a revised Pricing Table (Attachment (1));

however, CLIN 1500 does not include a column for quantity. We know that the Table states “(insert more rows if necessary)”; however, the Amendment implies that you want like copiers grouped together rather than listed separately. If the Offeror is providing multiple convenience copies of the same make and model, should the Offeror add another 21 sets of CLINS to describe each Convenience Copier or will DOJ modify the pricing table include a column to input quantity?

The quantity of each type of convenience copier proposed by the offeror for the CLIN 1500 Series should be included in Column “I” of the Attachment (1) pricing table. If the offeror is proposing several copiers of the same make and model, it should include the total number of that particular make and model in a single CLIN.

7 Amendment 0004 states “… two (2) convenience copiers each must be proposed for both the CLIN 2500 Series and CLIN 3500 Series).” Attachment (1) of Amendment 0004, the Pricing Table, the Sacramento worksheet, CLIN 3500 lists 3 convenience copiers. Given the discrepancy where the verbiage in the Amendment says there should be 2 but the Pricing Table lists 3, please clarify if CLIN 3500 should contain 2 or 3 Convenience Copiers. If it should only be 2, please revise the Pricing Table accordingly and redistribute.

CLIN 3500 should contain three (3) convenience copiers – one each for Sacramento, San Francisco, and Seattle.