Industry_Q As.pdf

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

Vendor Questions and DOJ Responses, December 8, 2015 Page 1

No.

RFQ

Section

Vendor Question

DOJ Response

1 General What is the contract value? The contract value will be determined at contract award.

2 General Is the incumbent eligible to bid on this opportunity? Yes.

3 General What is the current contract period? The current contract runs through March 31, 2016 and will be extended, as necessary, to accommodate the re-compete and transition to the new contract.

4 General Are all existing employees full-time? Yes.

5 General How many employees currently work on the existing contract? 40.

6 General Would the government consider extending the proposal due date to January 15, 2016?

The due date for proposals will be extended to January 12, 2016.

7 General Due to the Federal Electronic Records, “By 2019, Federal agencies will manage all permanent electronic records in an electronic format By December 31,2019, all permanent electronic records in Federal agencies will be managed electronically to the fullest extent possible for eventual transfer and accessioning by NARA in an electronic format. By December 31, 2013, each agency will develop and begin to implement plans to achieve this transition. Agencies should also consider the benefits of digitizing permanent records created in hard-copy format or other analog formats (e.g., microfiche, microfilm, analog video, analog audio).” How does the government expect that this contract would be impacted by this Federal Mandate?

ENRD is currently working with the Department’s Office of Records Management Policy to transition the Division’s paper-based management of records to an electronic records management format per President Obama’s November 28, 2011 Memorandum. Contractor personnel on the existing contract are part of this effort and we expect contractor support to continue under the new contract. ENRD has been scanning incoming mail and saving the resulting PDFs to our document management system, as well as downloading and saving electronically filed court documents for almost a decade. This means that a large volume of our litigation case files are already in electronic format. We do have legacy case files that will need to be transitioned and I expect the bulk of this work to occur under the new contract not only because of the Presidential mandate but also because of our anticipated move to a new building in 2019/2020 where we will have significantly less space.

8 General Would the Government be willing to provide tours of the facilities in the Washington, DC metropolitan area and Denver for those interested?

No, the Government has already provided all relevant information via its descriptions of the facilities and photographs.

9 General How many subcontractors are currently providing services under the incumbent prime contractor?

The Government cannot answer that question.

10 General Is it the responsibility of the contractor to price out basic office equipment items such as paper, pens, paperclips, binders, staplers, markers, toner, etc., needed to staff all locations throughout ENRD?

Basic office supplies will be provided by the government at all Government locations.

Vendor Questions and DOJ Responses, December 8, 2015 Page 2

11 B.3 What is the current labor mix with respect to labor categories and office locations?

PHB: One (1) Project Manager; Three (3) General Supervisors; One (1) Sr.

copy/scan clerk; One (1) docketing clerk; Two (2) image coders; Three (3) mail/fax/supply clerks; Six (6) copy/scan clerks; One (1) Sr. file clerk; Ten

(10) file clerks; Two (2) couriers.

MAIN: One (1) Copy/scan clerk.

Warehouse: One (1) General Supervisor; file clerks 3; courier 1. Denver:

General Supervisor 1; copy/scan clerk 1; file clerks 2.

12 Section C Is the Government open to altering current attorney and staff work processes to leverage technology, bring efficiencies, and reduce costs for the services under this requirement?

Yes.

13 C.1.2(b) ENRD utilizes virtual servers running under VMWare ESX which also run Windows Server 2008 or 2012. Can a Linux server be installed within the JCON environment?

This option may be possible but the justification would need to be extensively reviewed prior to approval. OIT would prefer to operate Windows-based servers and not introduce alternate operating systems into our environment. All DOJ Component networks are scanned 24/7 to detect any devices that are in need of patches or are exposed to any vulnerabilities. Adding non-Windows servers would require additional resources as well as introduce additional complexity. If a Linux server is required, this risk will be identified in the design review.

14 C.1.2(b) Does the Open Text eDOCS DM also serve as the Case Management System (CMS)? If not, what CMS does ENRD use?

eDOCS DM does not function as the CMS within ENRD. The current CMS is a home-grown, web-based system that was built from an older instance of Compinfo LawPack. Lawpack was retired but the CMS system retained the SQL database back-end. A new web-based interface was developed as a replacement of the LawPack client, and this is what is used for case management within ENRD.

15 C.1.2(f) This section states that software proposed by the contractor will be evaluated by ENRD’s OIT. Does this evaluation process apply to software required to support reproduction equipment in the high volume copy centers, such as graphics, editing, and bates labelling software? Please describe the evaluation process and expected duration.

The evaluation process includes reviewing all proposed software. The evaluation process is more of a review to make sure that the proposed software is compatible with our current network and applications and identify any possible conflicts. OIT will also ensure that the proposed applications do not duplicate functionality that may already be in use within ENRD or within DOJ as part of an existing enterprise software license. The OIT portion of the evaluation is not expected to take very long as it’s mainly a validation process versus a functionality/feature review.

Vendor Questions and DOJ Responses, December 8, 2015 Page 3

16 C.3.1.2(b) The RFP lists “channel binding” as an included service. Please provide a more precise description of this type of bindery.

The channel binding reference is inadvertent and should be ignored. The three types of binding used in the copy center are tape binding (provided by the contractor), GBC binding (equipment and supplies provided by the Government) and spiral binding (equipment and supplies provided by the Government).

17 C.3.1.2(e),(f), and (g)

When do the current copier equipment leases expire? The current copier equipment is provided by the current contractor and is not part of a lease.

18 C.3.1.1 Can the Government provide a comprehensive list of equipment to be provided for all mail, messenger, and fax services?

No. the contractor should propose whatever equipment it deems necessary for all mail, messenger, and fax services.

19 C.5.1 Please provide the current level of effort (i.e., the number of full-time equivalents) by task area.

Please see the response to Question #11.

20 C.5.3.3(a) Will there be a specific sign-in / sign-out form for all government employees to use for after-hours user to document each time someone utilizes the file and mail/fax facilities for accountability?

Yes. Sign-out sheets are provided by the contractor (see C.9.1(c)).

21 C.6 C.7 C.8 C.9

C.10

More detailed monthly workload statistics are necessary for Offerors to accurately determine the level of effort required. Please provide:

• Quantity of incoming mail received from FedEx, UPS, etc.

• Quantity of internal mail delivered

• Number of mass mailings

• Number of special messenger runs

• Number of ECF documents processed

• Number of incoming and outgoing fax transmissions

• Number of incoming fax transmissions scanned

• Number of blowback requests

• Number of graphics requests

• Number of supply requests

• Number of new records entered into the records management tracking system

• Number of file requests received for:

o Active files o Inactive/closed files (warehouse) o Closed files (FRC)

• Number of closed files processed

• Number of new cases opened (docketing)

• Number of cases updated (docketing)

• Number of cases closed (docketing)

The following statistics are available for FY15:

Incoming mail processed/delivered – 23,812 pieces (volume has continued to drop for the past 3 years).

Mail scanned – 9,507 pieces (down from 11,000 in FY14)

New files created – 16,143 Files requested – 8,615 Files sent to the FRC – 3,494 Documents interfiled within case files – 65,383

Scan requests – 483 (up from 298 in FY14) E-Court filings processed – 35,366

Copy requests – 984 (down from 1,338 in FY14) Graphics requests – 158 Blowback requests – 1,457 (1,447,620 pages printed)

Vendor Questions and DOJ Responses, December 8, 2015 Page 4

22 C.6.1(b) Would the Government please provide 2015 year-to-date volumes for each service under this task?

Please see response to Question #21.

23 C.6.1(c)(1) and C.6.6

Will the Government provide parking spaces for couriers on their routes?

Parking is provided in Landover for the Dedicated Courier. No parking, other than temporary loading dock parking, is provided for the inter-building couriers.

24 C.6.1(c)(3) Does this apply to case mail or all mail? This applies to all incoming mail.

25 C.6.1(c)(5) Can the Government provide industry with the exact number of times over the course of the current contract that mail/packages could not be picked up and/or delivered within the routes and/or time schedules of the regularly scheduled inter-building mail runs, requiring the contractor to provide a special messenger service?

As a general rule, pickups and deliveries have consistently been made on time over the life of the contract. The only exceptions have occurred as the result of road closures due to protests, security issues, or JMD delays x-raying the mail at the Landover warehouse.

26 C.6.3 Mail volume is provided only for incoming mail picked up at USPS post office boxes for the DC location. Can DOJ provide volumes for other pick up locations? Also, how many courier packages per day are there on average?

The Denver field office receives between 20 – 30 pieces of USPS mail each day.

The ability to send and receive large amounts of information digitally has resulted in a significant drop in the number of special messenger/courier requests. On average we have only 5-7 messenger requests per month.

27 C.6.3.1(a)(1) and (2)

Would the Government provide industry with the exact times that pick-up is required from USPS mail from the Post Office boxes once in the morning and once in the afternoon?

What are the exact times that the contractor shall pick-up USPS and inter-office mail from the satellite JMD mail facility each time the courier is at the MAIN Building (5 times per day)?

See Attachment (4), of the solicitation for a copy of the current mail pickup/delivery schedule.

28 C.6.3.2 What time each morning does the field office receive the single delivery of USPS mail?

C.6.3.2 incorrectly refers to the Denver mail delivery as occurring in the “morning”. C.6.6.3 correctly specifies that mail is picked up from the Denver mail box at 2:00 pm each day.

29 C.6.3.3 and C.6.3.4

Is the contractor responsible for outgoing mail postage? If so, is this billable to the Government as an Other Direct Cost?

No.

30 C.6.3.4 How many mass mailings are requested per year on average? This is a fairly rare occurrence that is determined by the status of litigation. At most it happens once or twice a year.

Vendor Questions and DOJ Responses, December 8, 2015 Page 5

31 C.6.3.4(a) & (b) 1) Does the Government utilize permit mail or is it all metered?

2) Does the Government utilize OMAS or CAPS government accounting systems for postage?

3) Does the Government require the mail be prepared according to bulk mailing standards to receive bulk mail discounts for mass mailings? If so, will the Government provide the discount and level of sortation?

4) Are the Government mailing lists for mass mailings verified against CASS (Coding Accuracy Support System)?

Mail is metered by the JMD mail facility or by ENRD employees using mail metering machines located within PHB. While the Contractor may be asked to assist in stuffing envelopes or addressing envelopes for mass mailings, they are not responsible for postage, cost tracking or the accuracy of address information.

32 C.6.4(a) Attachment (3) is the “ENRD Location Matrix”. Will the Government provide the map of the pick-up/delivery locations?

No map is available. The Government has already provided addresses of each location.

33 C.6.4(b)(3) Does the Government currently use a specific tool and/or technology to track deliveries and verify that couriers are making their rounds on schedule?

The contractor has provided and uses an automated tool to track deliveries.

34 C.6.6.3(e) Please confirm that the third sentence of this paragraph should read “The Contractor shall log-in all packages and immediately deliver them to the appropriate LSA within each Section.”

Confirmed.

35 C.6.8 Will the Government provide the mailroom scanning hardware, or is the Contractor responsible for providing it?

The contractor is responsible for providing the scanning equipment.

36 C.6.8 C.6.9.2 C.7.2.2

C.7.2.3(a)(2)(C) C.7.4(g)

C.9.5

Each of these sections references “performance credits in Section F of the contract.” Section F does not mention performance credits. Please clarify.

References to “performance credits” will be removed. The contractor will be required to redo any unacceptable work at no additional cost to the Government.

37 C.6.10 Can the Government please provide the number, make, and model of fax devices, or devices faxes are received on and sent from, for each facility under this task?

Each mailroom has one fax machine for sending and receiving faxes that is provided by the Government. The current fax machines are Canon Laser Clear 710s.

Vendor Questions and DOJ Responses, December 8, 2015 Page 6

38 C.6.11(e) Would the Government provide industry with the total number of ENRD’s staff above the 300 referenced in this section?

If the service was expanded to all Sections and all field offices it would include approximately 125 additional staff. Please note that volume also depends on the status of existing litigation (e.g., inactive cases generate fewer filings than active cases).

39 C.7.1.1 C.7.1.2 C.7.1.3

In addition to the referenced copiers, do the Copy Centers currently use any other document scanning hardware and/or software? If so, will this hardware and/or software be available to the new contractor, or will the new contractor need to provide it?

All scanning hardware and software used in the copy centers belongs to the incumbent contractor and won’t be available to the new contractor.

Each vendor must provide their own scanning equipment.

40 C.7.2.1 Can the contractor provide alternate equipment and/or software for scanning services under this task?

Yes.

41 C.7.2.1(b)(5) and

C.7.2.2(e)

Can the Government please provide information regarding how many of these management reports, awards programs, brochures, and graphics are produced per year on average?

Specific statistics are not available. Management reports are generally done yearly in the November/December timeframe. Awards and other types of programs are needed two or three times a year based on events.

Brochures and general graphics requests occur weekly.

42 C.7.2.2(d)(3)(A) This paragraph states that documents are to be scanned to a CD.

What equipment is used to burn images to the CD, and who provides the equipment and media for this process?

The computers and software (Roxio) used to burn images to CD are provided by the Government.

43 C.7.2.2(e)(1) The solicitation states that alterations or enhancements may be required by the Copy Center in order to improve a presentation of an exhibit. Please identify any software or other tools used in this process and identify who will provide these resources.

Examples of alterations and enhancements would include the ability to crop, resize or mask data on the presentation. Exhibits are also mounted on foam core and laminated to make them look more professional. The contractor will be responsible for providing the software necessary to manipulate the images. The Government will provide the laminating equipment, the foam core for mounting oversize documents, and the special cutting equipment.

44 C.7.3 When will the new contractor be required to have all of required equipment in place and operational?

Will the Government ensure that the incumbent contractor works with the awardee on a schedule of replacement of said equipment to ensure that ENRD is provided the required level of service at all times.

All required equipment must be in place and operational at all locations by the end of the contract transition period, which will be two (2) months from the date of contract award.

Vendor Questions and DOJ Responses, December 8, 2015 Page 7

45 C.7.3.1 Are the high speed copiers, oversize engineering/map copier, and color copiers Government-owned or contractor-owned at all locations for

ENRD?

If the equipment is being provided by the contractor for all ENRD locations, must the contractor provide pricing for all equipment and locations?

All copiers are contractor-owned at all locations.

Yes.

46 C.7.3.1(2) & C.7.3.3(2)

Please confirm that there is no requirement for color engineering/map copying in these locations.

The solicitation will be amended to have minimum requirements in both sections read “color copies” instead of “black and white copies”.

47 C.9.1(b) & (c) In (b) the proposal states that the mailroom is accessible outside of business hours to the DOJ staff who will manually sign out documents that they remove. This is reiterated in (c) which further states: “If upon inspection of a File Room at the beginning of the day, the Contractor believes files have been removed but not signed out, or if the File Room has not been left in good condition by the Government staff that used the facility after hours, the Contractor shall notify the COR.”

What is the frequency of the files being removed but not signed out?

What is the frequency of which file rooms have not been left in good condition? Please define “good condition.”

Specific statistics are not available but the problem is fairly infrequent.

The contractor should be familiar enough with each file facility and its work area to recognize if things have been rearranged, changed or removed (e.g. a shelf that was full on Friday is only half full on Monday morning).

“Good condition” means the file facility has been left in a neat and orderly manner. If files were used after hours, they have been put back on the shelves or placed on a cart for re-shelving vs left sitting on the floor or strewn about a work table.

48 C.9.1(f) What is the specified time period? How many files meet this criterion per month?

The time period is based on a number of factors including space availability within the file room, quantity of incoming active files, and the status of litigation. Generally the Government Records Manager works with the General Supervisor for Records Services to schedule this activity. The quantity of files varies month to month.

49 C.9.2(c) Regarding converting records to electronic format, what services will be expected of the contractor as it assists in the conversion process?

What is the expected volume of conversions?

The contractor will assist with the conversion of paper records to electronic format in multiple areas of the contract. The mailroom personnel will scan incoming paper mail and faxes to electronic format and save them to the ENRD employee’s document management system.

The mail room also downloads electronic court documents and saves those to the document management system thereby alleviating the need for paper copies. The file room staff have desktop scanners (provided by the Government) so that they can scan incoming paper documents (individual documents/low volume) to electronic format. The copy centers will be expected to handle the bulk of the scanning as well as providing scanning prep services. Volume is unknown.

Vendor Questions and DOJ Responses, December 8, 2015 Page 8

50 C.9.5(a) What is the overall expected weekly volume of file requests? What is the expected volume per request conduit? What is the relative volume of requests by location, active file room, offsite warehouse, and Federal Record Center?

Please see the response to Question #21. Stats by location are not available.

51 C.9.5.2 What is the expected volume of inactive and closed files by location? Volume varies greatly depending on the status of litigation and the type of case. In FY15, 12,884 files were processed for closed cases with the largest volume occurring at PHB.

52 F.4 What services and under what conditions does the Government anticipate task work to be performed at the Contractor’s site?

Should the contractor propose both Government and Contractor site rates and, if so, how should these rates be shown in the pricing tables?

Is the Project Manager expected to be at the Government site or the Contractor’s site?

1) On the current contract the vendor provides only overflow copy/scan services at their own site. The off-site facility has only been used sporadically when there were special projects that exceeded the capacity of the existing copy centers or the work required specialized equipment not available in the ENRD copy centers. The need for additional off-site facilities will depend on when ENRD is moved to their new location and what space we have available for contractor services at that location. At the moment, it does not appear ENRD will move to the new building until 2019.

2) For the present time, the contractor should propose only one set of rates. If ENRD’s potential move toward the latter part of the contract necessitates a greater dependency on off-site facilities, a second set of off-site rates will be negotiated.

3) The Project Manager is expected to be where the bulk of the work is being performed.

53 F.5.2(5) This section states that SF-295’s are due quarterly. Typically these are submitted twice a year in April and October into eSRS IAW FAR 52.219-9. In eSRS, SF294’s are called Individual Subcontracting Reports (ISR) and 295’s are Summary Subcontracting Reports (SSR).

Will we be reporting into eSRS using the ISR’s and SSR’s or will we submit 294’s and 295’s separately to the COR and Contracting Officer?

Are we required to do both? Are SF295’s, which are a summary report, expected to be submitted quarterly or should this be semi-annually as required in accordance with 52.219-9?

The solicitation will be amended to require semi-annual submittals of the SF-294s and annual submittals of the SF-295s. The contractor shall submit both reports into eSRS.

54 F.5.2.5(4) Please confirm that Forestville is the same location as Landover in the solicitation.

This is a typo. It should say “Landover” rather than “Forestville”.

Vendor Questions and DOJ Responses, December 8, 2015 Page 9

55 H.4.4 Please confirm that the paragraphs referenced in this section should be “H.3.1 through H.3.4”?

The paragraphs referenced in this section should be “H.4.1 through H.4.3”.

56 H.8 Personnel Responsibilities and Qualification for Key Personnel seem to be omitted from the solicitation. Please provide the responsibilities and minimum requirements for each of the six Key positions. If this information has been provided already (and mistakenly overlooked on our end), please provide the reference and page number(s).

Amendment (16) has been added to the solicitation. Amendment (16) provides responsibilities and qualifications for the Project Manager and General Supervisors.

57 H.8 Is there a designated number of key personnel per location and if so, which key personnel are required for each location?

Please see the response to Question #11.

58 H.8(b) Please clarify that upon award the Government will then approve the contractor’s proposed key personnel within thirty (30) days. Normally, the Government approves the contractor’s proposed key personnel as part of the award process.

The contractor’s proposed key personnel will be approved at contract award. The 30-day window referenced in this section refers to any proposed replacements of key personnel during the life of the contract and requires the contractor to provide the Government written notice at least thirty days in advance of the proposed replacement.

59 H.12(d)(2) Will the Government provide the appraised unit price of each piece of Government property?

No.

60 L.3(b) When using Microsoft Word, the printer that the computer is connecting to can affect formatting and pagination. To ensure formatting and pagination remains as intended, is it acceptable to submit our electronic Technical volume as an Adobe PDF file instead of Microsoft Word?

No, please ensure that the electronic Technical volume is submitted in Microsoft Word. The page limitations referenced in the solicitation apply to the written proposals.

61 L.3(d) Please define “appropriate” when referring to left margins. Left margins must be at least 1 inch.

62 L.3(d) Would the Government allow the use of a type size smaller than 10 point in graphics?

No.

63 L.3(e) The page limitation table states that resumes are excluded from the page limitation. Are the letters of commitment part of the resume page count? If not, are they excluded from the proposal page count?

Would the Government exclude the Cover Page and Table of Contents from the page limitation, as well?

Letters of commitment are excluded from the proposal page limitations.

The cover page and table of contents are also excluded from the page limitations.

64 L.3.1.2(a) Can the Government confirm our assumption that the Small Business Subcontracting Plan goals shall target 42% for labor services to be performed on the effort?

The 42% refers to the percentage of total subcontracted dollars that should be targeted for small business concerns.

Vendor Questions and DOJ Responses, December 8, 2015 Page 10

65 L.3.1.2 and L.3.2.4

Section L.3.1.2 (b) defines First-Tier Subcontractors as subcontracts valued at more than $10 million cumulative over the life of the contract.

Section L.3.2.4 (b) seeks three past performance references for subcontractors with an expected portion of the work in the aggregate amount of $1 million.

Did the Government mean for the subcontract value to be dissimilar in these instances? Please clarify as it impacts which team members need to provide past performance references.

Yes, the dollar figure in each referenced section is correct. Section L.3.1.2 and Section L.3.2.4 deal with different areas and require different dollar values.

66 L.3.1.2 In the note below the table in (a) it says the following:

“Note: Orders placed by both the prime contractor and all first-tier subcontractors will count towards achieving the goals set forth above.”

In Section (b), it identifies first-tier subcontractors as those that will have a subcontract of $10M or more.

1) This procurement is an IDIQ vehicle with no guarantees above $50,000 made by the government (see section B.2, page 1) plus M.3 (b), p123 states that the government does not guarantee that the pricing table reflects what will be ordered. As such, how are we to place any dollar threshold on a subcontractor?

2) With a ceiling of $30,000,000 (see section B.2, page 1), if all of the ceiling value was committed and we are to use this as the basis for determination of first-tier subcontractors, the only subcontractors that would count as first-tier would be if we chose to subcontract 33% of the entire contract to a single company ($10M divided by $30M). This is not a workable strategy for small business concerns and precludes other teaming arrangements. Did the government intend to set a $1M threshold instead of $10M to be consistent with the threshold for Past Performance (see L.3.2.4 (b), page 117? Please clarify.

We recommend that the definition of a first-tier subcontractor be replaced with the “intention to subcontract at least 10% of the work share of any resultant task orders”.

1) While the language in Section M.3(b) does not guarantee that the quantities provided in Attachment (1) will be ordered during the term of the contract, those estimated quantities are a good approximation of what the Government currently anticipates ordering.

2) The Government meant to have a $10 million threshold for first-tier subcontractors and a $1 million threshold for past performance references. You are not required to have a first-tier contractor in your proposal.

67 L.3.1.2(a) Please confirm that a small business concern is not required to submit a small business subcontracting plan.

Confirmed.

68 L.3.1.3(2) This section requires the contractor’s most current certified balance sheet and income statement. Does “certified” pertain to outside CPA firm certified financial statements or “certified” by an officer of the company?

“Certified” refers to an outside accounting firm.

Vendor Questions and DOJ Responses, December 8, 2015 Page 11

69 L.3.1.4(b) Section C.7.3.4 states, “The Contractor shall provide, install and maintain thirty-one (31) new convenience copiers for ENRD.” Also, the Pricing Tables in Attachment 1 show 26 convenience copiers for CLIN 1500, 2 convenience copiers for CLIN 2500 Series and 3 convenience copiers for CLIN 3500 Series. Please confirm that the contractor should bid three (3) convenience copiers for CLIN 3500 Series (Sacramento, San Francisco and Seattle).

Confirmed.

70 L.3.2.1(a) The proposal instructions state that the technical volume shall be “absent of any cost or pricing information” but also asks offerors to “explicitly state whether the offeror qualifies as a Hubzone…and, if yes, whether it is waiving the price evaluation adjustment.” Please clarify.

Simply stating whether or not a contractor qualifies as a HUBZone and is waiving the price evaluation adjustment does not require the contractor to provide any cost or pricing data.

71 L.3.2.2(b) Will the letters of commitment need to include the annual salary agreed upon?

No.

72 L.3.2.3(b) Is the Government looking for a technical solution that integrates with IPRO and Relativity? Is there currently a management system that will require integration with the existing systems?

No to both questions.

73 L.3.2.3(e) This paragraph requires the contractor to address issues with the possibility of Division employees being moved from PHB or workspaces being reconfigured.

1) Will performance standards be adjusted during any adjustment or in-progress reconfiguration period?

2) Should a new location be created that requires additional courier, relocation, or other services be supplied, will the government provide contract modifications or additional task orders to cover the incremental effort?

1) Performance standards will be adjusted to meet any change in the requirement brought about by the relocation of the service or staff.

2) Yes. Necessary adjustments will be made in coordination with the contractor.

74 L.3.2.4(a) Are team members or subcontractor past performances allowed to be included in the five called out in the requirement or are all of the past performances required to be from the prime only?

Five past performance references should be from the prime contractor.

Three past performance references must be provided for any subcontractor anticipated to perform work in the aggregate amount of $1,000,000.

75 L.3.2.4(a) Would the Government consider reducing the number of required past performance references to three (3)?

Vendor Questions and DOJ Responses, December 8, 2015 Page 12

76 L.3.2.4(b) Please clarify if the $1,000,000 aggregate called out in the solicitation is an annual amount or the total amount for the base period and all option periods.

Total amount for the base period and all option periods.

77 L.5 Please confirm that proposal responses can be hand delivered to R.

Steven Frate at the address below?

2CON Building, Suite 8E.115 145 N Street, NE Washington, DC 20530

Confirmed

78 M.2.1(d) Is the reference to “interpretation services” incorrect? Yes. It should read “administrative support services”.

79 Attachment (1) How is the contractor to include any transition costs? The contractor should include any transition costs on a separate Excel spreadsheet and provide it in its Business Proposal.

80 Attachment (1) The pricing template shows that Sacramento, San Francisco, and Seattle must be priced. However, there are no hours listed to indicate that there is any actual work being performed in these locations.

Please explain whether or not these locations are being staffed by the contractor.

These three locations will not be staffed by the contractor. Pricing for Sacramento, San Francisco, and Seattle will only include a single convenience copier at each location.

81 Attachment (6) What time period is the listed volume for? If not recent, can the Government provide 2015 to date?

Attachment (6) has been amended to provide statistics for all copiers for the time period from January 2015 through September 2015.

82 Attachment (7) How does the Government intend to calculate percentage error rates in order to determine non-compliance in Attachment (7)?

Calculations will be based on periodic monitoring by the COR or designee, random samplings of work product, personal observations, use of the 3rd party quality control vendor, and complaints received from customers.

83 Attachment (10) Can the Government provide copy center volumes for 2015 year to date?

Please see the response to Question #81.

84 Attachment (10) Would the Government provide industry with the following feedback on the shape, condition, and age of all of the existing equipment listed in Attachment (10)?

Are there any other locations that the new awardee will be responsible for in terms of providing any equipment such as in Attachment (10) that are not listed in the solicitation?

The equipment is approximately five years old and fully functional.

Vendor Questions and DOJ Responses, December 8, 2015 Page 13

85 Attachment (11) Will the Government please define “personal mail”? Personal mail includes anything that does not relate to DOJ litigation or official ENRD activities or might contain personally identifiable information. For example, the contractor should not open mail from a bank or credit card company.