Industry Questions DJJK-09-RFP-0585 Amendment 3.xls
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- ENRD Service Center Support Federal contract opportunity
- Solicitation number
- DJJK-09-RFP-0585
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This file list all questions with answers. NOTE Column B of this file has been sorted from A to Z meaning questions are not in numerical order rather the questions are sorted by Section number (A - Z) of the solicitation. The last column will indicate if the solicitation was changed as a result of the question by either a yes or a no .
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Sheet1
| No. | RFP Section | Vendor Question | Government Response | RFP Changed |
| 89 | Att # 17 | There are more recent wage determinations; we request you incorporate the most recent wage determinations for both Washington, DC and Denver. | See Revised Wage Determinations for all areas. Attachment # 17 has been updated | yes |
| 189 | Att # 17 | DOL Wage Determinations Is the contractor required to pay its staff the minimum hourly wage shown in this attachment? | For all non-exempt employees the minimum hourly wage must be paid. | no |
| 87 | Att # 19 | Reference Attachment 19; why are estimated hours shown @ 1920? If all absent personnel are required to be replaced when out on vacation, sick, etc…. wouldn’t that requirement end up that the contractor will be billing the government 2000 hours for each full time equivalent? | C.12.5 and F.6 have been revised | yes |
| 156 | Att # 19 | In Attachment 19, there are rows reserved for Excess Copy Charges, per page. Instructions say that numbers in the Pricing Table Cost Model (Attachment No. 19) should only be given to two decimal places. Most per-page charges are below $.01 per page. Should these charges be rounded up to $.01 or should more detail be added for just this category of price? | L.4.3(a)(3) and Attachment # 19 has been revised to reflect four decimal points for Excess Copy Charges | yes |
| 131 | Att # 19 and Att # 6 | Attachment #19 Denver lists 2 convenience copiers however Section J, Attachment 6 lists 3 convenience copiers. Please clarify the correct number. | Denver requires 2 convenience copiers. The additional copier in Attachment 6 reflects a copier that has since been removed from the current contract. | yes |
| 82 | Att # 2 | Reference Attachment #2, Government Owned Property Report, Copier Inventory for PHB, Main and Off Site -- there are a total of 47 copiers listed, please clarify – are the copiers listed on this attachment going to be removed and replaced with the 31 convenience copiers and the 12 copy center copiers that are requested in section C.3.8? | Yes, in accordance with negotiated and approved transition plan. | no |
| 136 | Att # 2 | Section J, Attachment #2 provides an inventory list of Government Owned Property. The list includes copiers that are included in Attachment #19 as contractor furnished. Please clarify the Government’s requirements. | The copiers included in Attachment 2 are there in error. | no |
| 106 | Att # 6 | Line item 41 on Attachment 6, Convenience Only tab, there is no volume for the Denver IR6000. Is this what the asterisk is referencing? Are we replacing that unit? | No. This is a copier that has already been removed from the existing contract and is no longer needed. Attachment # 6 has been revised. | yes |
| 107 | Att # 6 | Attachment 6, Copy Centers Only Tab. Please confirm the November 2007 meter read for the Canon CLC3900, S/N MRQ00599. Is it correct that there were more than 1 million copies that month? | The meter read is incorrect. It should actually be 20,623. | yes |
| 125 | Att # 6 | Section J, Attachment #6 refers to a Canon IR6000 in Denver with no actual usage. Should a replacement for this copier be proposed? | No. | no |
| 126 | Att # 6 | Section J, Attachment #6 shows a Canon IR8500 in PHB 8613-A with a large spike in November of 1.162 million pages. This is 1.14 million pages greater than any other month. Please clarify if this number is correct and if so, describe why the spike occurred. | See Revised Attachment # 6. | yes |
| 127 | Att # 6 | Section J, Attachment #6 shows a color copier CLC3900 in PHB8515 with a click count in November of 1.133 million pages. Attachment #19 shows an annual excess charge of 30,000 clicks. Please clarify. | The meter read for the color copier in Attachment #6 is incorrect. It should actually be 20,623. See revised Attachment 6. | yes |
| 128 | Att # 6 | Section J, Attachment #6 shows a Canon IR5000 in PHB3729 with a monthly average of 7794. This reflects dividing the total clicks by 9 instead of 12. Would the government please clarify if the monthly average is correct or should it be 5846 (Yearly clicks of 70150/12). The division by 9 occurs in several other areas. | It should be divided by 12 months. See revised Attachment 6. | yes |
| 129 | Att # 6 | Section J, Attachment #6 final column heading is yearly average. Please confirm that this is actually the monthly average. | This total should be a monthly average. | yes |
| 151 | Att # 6 | On Attachment 6 and Attachment 12, under the Copy Center Copiers, Model CLC3900 Serial Number MRQ00599 reports a click rate of 1,113,556 for November, even though the second highest click rate for that copier is just over 52,000 copies. Is this number correct? | No. The number listed is a typo. It should actually be 20,623. | yes |
| 152 | Att # 6 | On Attachment 6, under the Convenience Copiers, Model CAN IR8500 Serial Number MNE02974 reports a click rate of 1,162,230 for November, even though the second highest click rate for that copier is just over 20,000 copies. Furthermore, this number is above the maximum number of clicks that the scanner could generate in a working month. What is the correct number? | No. This number is a typo. The correct number is 18,098. See revised Attachment 6. | yes |
| 73 | Att # 6 & C.8.3.6 | Please clarify the number of convenience copiers required. Item C.8.3.6 specifies a total of 31 but types 1-6 total 32. Also, there are only 28 copiers on Section J Attachment 6. | DOJ requires a total of 31 convenience copiers. Section C.8.3.6.3.3 should have specified 8 copiers not 9. The copiers listed on Attachment 6 represent the equipment currently being used and not what is being requested on the new contract. | yes |
| 74 | Att # 6 & C.8.3.6 | On Section J, Attachment 6, could you explain the difference between the IR6000 ED, the IR6000IR, and the IR6000 EE? | The initials at the end of a model number (i.e., ED, EE) stand for the equipment locations within the building. For example, “EE” indicates the copier is being used within the Environmental Enforcement Section. | no |
| 25 | Att 17 | Are the Wage Determinations the most recent versions: | The most updated versions are: WD # 2005-2103 is Rev 7, dated 03/16/2009 and WD # 2005-2081 is Rev 6, dated 09/19/2008. Utilize these versions when preparing your proposals. Updated versions are provided via Amendment 3. | yes |
| 121 | Att 18 and 19 | Attachments 18 and 19 list different CLINs for the labor Categories. Please clarify. | Cell K9 on the Denver Tab should be 3,840 hours and not 1,920. Please note that mail, scanning and copy clerks are listed all on one line. See revised Attachment 19, Attachment 18 remains unchanged. | yes |
| 122 | Att 18 and 19 | Also Attachment 18 shows a level of effort of 6 people for the Denver operations but Attachment 19 shows hours that add up to 5 people. What is the level of effort for the Denver operations? | Six employees. Attachment # 19 has been updated. | yes |
| 19 | Att 2 | Section J, Attachment 2 contains a listing of 46 copiers as government owned; are these copiers remaining on the contract as shown for the future effort? Who will maintain these copiers? 28 of these copiers appear to be on the same list for attachment #6 which we believe are copiers that will be replaced? Please clarify. | The copiers on Attachment 2 are owned by the current Contractor and should not have been included in the list. All of these copiers will be replaced by the winning bidder. | no |
| 20 | Att 2 | On the same government owned listing referenced in Question #19 above, bar code readers/scanners were noticed; are these used for the records management tracking (i.e. on records boxes)? Will supplies such as labels be provided by the government? If these are not used in tracking the records; what are these used for? | The scanners are used for tracking bar coded file folders as noted in Section C.10.4.5.3. Labels are provided by the Government. | no |
| 27 | Att 2 | In Attachment 2 to the solicitation the listing of GFE contains a large number of copiers. Are these to be made available to the successful offeror? | The copiers on Attachment 2 are owned by the current Contractor and should not have been included in the list. All of these copiers will be replaced by the winning bidder. | no |
| 1 | B.1 | Paragraph B.1, last sentence states “Because the continuing…..Transition Plan provided by the contractor in accordance with Section L.5.3.4 of the solicitation.” L.5.3.4 does not exist. Please clarify? | The correct cross reference in Paragraph B.1 should be to Section L.5.2 (e) Transition Plan. Note F.1 contains the same incorrect reference which has been changed. Lastly, L.5.2 lists (a) (b) (c) and skips (d). This was an oversight and subparagraph numbering shall remain unchanged. | yes |
| 139 | C.1.1 and Att # 1 | Section C.1.1, lists the following locations to which services may have to be provided: As part of the contract, some support services may also be provided to the Division’s field offices in Denver, Sacramento, San Francisco, Anchorage and Seattle (See Location Matrix in Section J, Attachment 1) The Location Matrix referenced only lists PHB, RFK and Denver. Please clarify. | As the contract will be an IDIQ type, Section C.1.1 lists ALL of the locations, within ENRD, that may require services at some point in the future. The Location Matrix in Section J, Attachment 1 lists the locations that will have specific services at the start of the new contact. | no |
| 79 | C.1.2 | What is your current network protocol and network operating system? | See Section C.1.2 for a complete description of ENRD’s network operating system. | no |
| 181 | C.10.1.3.3 | To what extent is the contractor held responsible for missing or misfiled folders if unsupervised access is allowed? | When the loss or damage is caused by Government personnel, the Contractor’s primary responsibility is to report the perceived incident to the Government immediately. When the loss or damage is caused by Contractor personnel, the Contractor shall be held liable. | no |
| 48 | C.10.1.3.3.6 | If upon inspection of a file room at the beginning of the day, the Contractor believes file have been removed, but not signed out, or if the file room was not left in good condition by the government staff that used the facility after hours, the Contractor shall notify the COTR. Based upon this probable situation that files have been removed without update of the sign-out log, what is the expected notification time to the COTR and what is the expected turnaround time for the COTR’s response? | The Contractor should notify the COTR as soon the problem is noticed. COTR will respond when available. | no |
| 182 | C.10.1.4 | Are there daily volumes for all active and inactive records requests, files and refiles, destruction, boxes to/from warehouse. | No additional volume/statistical information will be provided. Monthly statistics are provided in the Solicitation. | no |
| 183 | C.10.1.4 | Has a recent inventory audit been done at each active and offsite storage center? | Yes. | no |
| 49 | C.10.2.10.3 | While document-level indexing is often done by ENRD support staff, the Contractor may be called on to assist if a section is short-staffed or if the volume of documents to be indexed is large. Please identify the various Records Management positions comprised by the ENRD support staff? | The Division has a Records Manager and a File Clerk in Washington, DC and a part-time Records Manager in Denver. Within the litigating sections there are Litigation Support Assistants who, among other things, do document level indexing as requested by their attorneys. | no |
| 52 | C.10.3.1.1.1 | Documents brought to the walk-up service windows or received via the inter-office mail will be placed in the file rooms “ IN “ box. The Contractor shall then sort the materials by DJ number and inter-file them into the appropriate folder. Will highly sensitive documents (such as Privacy Act, FOIA, etc.,) be separated or packaged for the DJ folder development? | Documents are always accompanied by File Designation Sheets. Any sensitivity should be noted on the Sheets. The contractor will not come in contact with classified or grand jury documents. | no |
| 56 | C.10.3.2.1 | Over the course of litigation, some portion of the case files may become ‘inactive’ even while the case itself remains ‘active’. A file is considered inactive if it is no longer accessed by the file owner on a regular basis and cannot accommodate any additional documents. Rather than continuing to store files that are not being used in the active file rooms, the Contractor shall transfer inactive files to an off-site file warehouse. Does the ENRD – Records Schedule identify both the “permanent” and “temporary” files? | Yes. | no |
| 57 | C.10.3.2.1 | Do these file categories (permanent or temporary) have separate retention and disposition instructions? | Yes. | no |
| 58 | C.10.4.2 | In order for case managers/docket clerks to assign a document a DJ number and create a new file, they must first review the initiating document to determine the subject matter of the case, statutes involved, and the violations being alleged. Using this information, the can determine the appropriate DJ number and assign it to the case. Each litigating component maintains their own set of approved DJ numbers. Since the Division’s Case Management System (CMS) assigns DJ case numbers automatically, are the pre-approved litigating component DJ’s generated in chronological order within the CMS? | DJ Numbers are always generated in numeric order within the specific series for a given group. For example Indian Resource Section Indian Claims Commission cases will be numbered 90-2-20-456, 90-2-20-457, 90-2-20-458. | no |
| 59 | C.10.4.3 | The case managers/docket clerks then verify, in the CMS that the case has not already been assigned a DJ number and once verified, they enter the required case information into the case tracking system and generates a Case Initiation Worksheet (CIW). Could the various litigating components prepare these worksheets, beforehand to reduce the process of assigned DJ numbers? | No. | no |
| 60 | C.10.5.2.3 | ENRD staff can request files electronically through the Records Management tracking system or via E-mail. E-mail requests are generally sent to a central “File Request” account for the Washington, DC staff and the Denver Field Office. Does the E-mail system work with the ENRD – Records Management Tracking System for requesting electronic files? | The E-mail system and the Records Management Tracking System are not currently linked although this could potentially be done in the future. Currently either E-mail or the records tracking system may be used to request files but they are two separate systems. | no |
| 61 | C.10.5.2.6.1 | The shipped file should be marked “ Copy” on the front cover of the file folder. These copies are not listed in the Records Management Database and do not have a bar-code. The copies will be destroyed when no longer needed. What method is used to destroy copies of requested files from other cities under the ENRD? | They are shredded. | no |
| 71 | C.12.1.1 & C.12.5.1 | Paragraph C.12.1.1 states that all contractor personnel are expected to work full-time. Paragraph C.12.5.1 states… ”In the event of either absences or resignations of any Contractor staff, the Contractor shall provide fully qualified, experienced, security cleared, and trained alternates to serve as substitutes.” We understand that we are responsible to provide qualified and trained personnel over the life of the contract and that employee training will be a continual process, but the government has provided no room for the contractor to provide trained, cleared alternates in the case of employee absence. ENRD has a wealth of work procedures that require training before an employee can work independently. Should an employee be absent for any reason, the contractor will have no ability to produce a “trained, cleared” employee unless the employee is hired, full-time, and trained for their position. Additionally, we have a contract with DOJ and the clearance process is generally taking about four months. We are concerned that these conflicting constraints will make it nearly impossible to comply with all contract requirements. We would appreciate if the government could speak plainly to this issue with full consideration for any contractor’s ability to acquire labor, provide training, and obtain security clearances. As it stands, the RFP strongly encourages the contractor to set aside some positions as part-time in order to maintain a flexible staff – a solution we do not favor. | It is NOT the Government's intent to have every hour of absence backed up by an replacement employee. It is the Government's intent, consistent with L.5.2(a), for offerors to propose how they intend to handle employee absentism while at the same time ensuring the required level of service is maintained. C.12.5.1 has been revised. | yes |
| 16 | C.12.1.2 | There are a few different references regarding the transition phase (page 100 - 45 days, page 113 - 60 days, page 2 - 60 days); please confirm whether the transition phase is 45 or 60 days from the date of award | The transition phase will be between 45 – 60 days, beginning when the contract is awarded. See Revised C.12.1.2. | yes |
| 70 | C.12.1.2 | Paragraph C.12.1.2 refers to “fixed monthly priced CLINs” in reference to level of effort (labor). Paragraph B.1 describes this contract as being mixed task orders of many contract types under the ID/IQ, including FFP, labor-hour, T&M. The government can understand that we might price a FFP item differently than a T&M item to cover accepted risks. Attachment 19 (Pricing) seems to reflect a pure Time & Materials contract, as does much of the language throughout paragraph F.6 and F.4. If any CLINs, and especially labor CLINs, are to be firm-fixed price, it may impact our pricing. Since it is apparently undefined, we believe it is the government’s responsibility to stipulate the contract terms of each CLIN. | Section C.12.1.2 has been corrected. | yes |
| 92 | C.12.1.2 | Para C.12.1.2 states, “The Contractor may not reduce any level of effort, particularly for the fixed monthly price CLINs, without the consent of the Contracting Officer. “ All the CLINS appear to be for hourly billing rates. Are there CLINs missing from Attachment 19? | C.12.1.2 has been revised. All labor is hourly, however, the copier CLINs are monthly | yes |
| 113 | C.12.2.1 | Resume shall include All past employment positions, dates and names of one or more references including address and telephone numbers where available. Is this this information required for every position held by the candidate? We cannot always comply with this and limit the resume to two pages. | The table falling under L.3.2(i) is revised to eliminate the page limitation for resumes. | yes |
| 114 | C.12.2.1 | Names and telephone of all COTRs of Federal contracts on which proposed individual worked. Is this this information required for every position held by the candidate? We cannot always comply with this and limit the resume to two pages. | Yes. The table falling under L.3.2(i) is revised to eliminate the page limitation for resumes. | yes |
| 115 | C.12.2.1 | If our candidate is working as a subcontractor on a government contract, do you wish us to provide the COTR for the prime contractor? | Yes. | no |
| 143 | C.12.2.1 | Are resumes for all staff being proposed required or just those of the Key Personnel? If resumes for all staff are required, does each resume need to include the names and telephone numbers of all COTR’s of Federal contracts on which the proposed individual has worked? This would be difficult for some of the non-exempt staff to easily provide. | Resumes are only required for Key Personnel. | no |
| 4 | C.12.2.2 | “Offerors shall provide letters of commitment from any individuals offered as contract employees who are not employed by the offeror at the time of proposal submission.” Does this apply to the entire 46 employees or does it apply only to the Key Employees? It if applies to the entire 46 employees, does it mean you need the names of the 46 employees and possibly 46 commitment letters? Please clarify? | The letters of commitment referenced are meant to apply only to key employees, not all employees. | no |
| 33 | C.12.4 and H.10 | The key labor category titles for the first 3 General Supervisors in Section C.12.4 are different than the 3 titles in Section H.10 – please clarify? | The 3 General Supervisors are: General Supervisor for Copy/Scan Services; General Supervisor for Records Management Services; General Supervisor for Mail/Fax Services. See Revised C.12.4 | yes |
| 91 | C.12.6 | ERND states that a high school diploma is required. Many federal agencies mail centers in the DC area do not have a requirement for a high school diploma for mail center contracts. Does the ERND require the mail and scanning clerks to have a high school diploma if their employer can demonstrate their ability to provide all the services required at or above contract requirements? For example. individuals with disabilities, many of them without diplomas, may have certificates from special education programs. | If the contractor can demonstrate significant, relevant experience the Government may waive the diploma requirement. C.12.6 has been revised. | yes |
| 184 | C.12.6 | Are the qualifications listed the minimum required, or is work experience allowed to compensate for certain educational requirements? | Key Personnel must meet the stated minimum requirements for both responsibility and qualifications. If the Contractor can demonstrate significant, relevant experience for the remaining categories the Government may waive the education requirement. See Revised C.12.6 | yes |
| 117 | C.14.2.1 | C.14.2.1 states “By the end of the transition period, all contractor personnel must be thoroughly trained in and knowledgeable of their respective assigned tasks.” Assuming some of the current contractor’s personnel will be transitioned to the new contractor, will these personnel be available for demonstrations and training during the transition period? | Yes. | no |
| 2 | C.2 and F.6.5 | Can you please give us an estimated minimum number of vehicles the contractor needs to acquire to satisfy the requirements of the contract? | The Government expects each offeror to propose the number of vehicles necessary to perform the SOW functions. | no |
| 35 | C.2.1.4.3 | The Contractor shall be required to track all tasks and, in some cases, manage and update Government supplied computer tracking systems. What type of tracking system will be utilized under this contract? | The tracking systems to be used, whether DOJ provided or Contractor provided, are identified within the Solicitation. For example, see C.8.2.5.3.2 and C.9.1.9.1. | no |
| 36 | C.2.1.4.3 | Do these tracking systems inter-relate with other systems and services under the ENRD? | No. Each tracking system is separate. | no |
| 37 | C.3.1.2.4 | Does the E-mailing of PDFs to Division attorney’s follow a bi-hourly schedule as stated under Section C.3.1.2.4? | Offerors should propose a solution that provides the best value to the Government. | no |
| 39 | C.3.1.3.4 | Providing graphics support for trials and various Division functions. Using an oversize color scanner and printer provided by ENRD, the Contractor will print and mount demonstrative exhibits on foam core and generate banners and posters. The Contractor will be trained on the equipment at the beginning of the contract. Does the contractor determine the delivery schedule or method under the graphics support to the ENRD clients? | The delivery schedule is specified by the requestor at the time the work is submitted to the copy center. | no |
| 124 | C.3.1.3.8 | Section C.8.3.6.3.1 and Section C.3.1.3.8 provide requirements for 32 copiers but Section C.8.3.6.2 and Section C.8.3.6.4.2 refer to 31 copiers. Please clarify the requirements. | ENRD requires 31 convenience copiers. Section C.8.3.6.3.3 should read EIGHT Type Two copiers rather than 9. | yes |
| 13 | C.3.1.3.9 | Reference page 12, section C.3.1.3.9 - it states that we will provide maintenance for ALL copy equipment used within the division. Is this pertaining to only those copiers we will be providing under the terms of this contract or are there other copiers in use that are government owned that will remain in use? If there are other copiers we will need to provide maintenance for, please furnish a list of the equipment. | Maintenance pertains to only copy equipment provided under the terms of contract - not any other copier. | no |
| 41 | C.3.1.5.3 | Maintaining litigation case files in accordance with the records management procedures and standards prescribed by the Department of Justice and the National Archives and Records Administration. NARA suggests that all Federal agencies have at least annual record schedules reviews. When was the last review conducted on ENRD record schedules? | Copies of ENRD’s NARA approved records schedules will be provided at the beginning of the contract. | no |
| 44 | C.3.1.5.4 | Retrieving and delivering files to DOJ personnel upon request. Does this activity include requesting ENRD - files/records (inactive) from NARA that have met their retention instructions? | No. Files that have met their retention limits are now NARA property and can no longer be recalled. | no |
| 45 | C.3.1.5.6 | Archiving closed case files on the automated Records Management System (RMS) provided by the government. Does this archiving of ‘closed’ case files include transfers of previous records to the FRC? | See Section C.10.7.6. | no |
| 46 | C.3.1.5.7 | Coordinating transportation of files between Government sites and the Federal Record Center. Do the ENRD – Records Supervisors/Senior File Clerks from the satellite sites validate the transfer of records (collectively) based on their approved file schedules? | Records are never transferred from any ENRD location without DOJ approval. | no |
| 47 | C.4.1 | The purpose of having such diverse tasks under one contract is to facilitate coordination and integration of the various administrative services through centralized facilities and management. Contractor staff working on this project shall be cross-trained and capable of working in any of the five service areas listed. What areas are staff currently crossed trained? Is the cross-training among the contractor staff/personnel on-going? | No additional information shall be made available. | no |
| 172 | C.4.10.5.5 | In Washington, D.C., the ‘a man with a van’ shall be stationed out of the Records Management Warehouse located at 8050 Cryden Way, Forestville, MD. Are there daily volumes for the number of runs this dedicated courier makes between Forestville and PHB? | No additional volume/statistical information will be provided. Monthly statistics are provided in the Solicitation. | no |
| 84 | C.4.8.3 & C.3.8 | Reference Section C.4.8.3 – states the contractor shall be responsible for maintenance on all of ENRD’s “32” convenience copiers; section C.3.8 call for 31 convenience copiers; please clarify. | Section C.4.8.3 does not exist. However, consistent with other questions related to 32 versus 31 convenience copiers, 31 is the number of copiers necessary for ENRD at time of award. | no |
| 163 | C.5.1 | Hours of Operation are not 24 hours. Is contractor expected to have staff on call 24 hours a day? | While these facilities are open 24 hours, they are only staffed during normal business hours. | no |
| 14 | C.5.1.6 | Can you furnish any historical data regarding the number of hours of supplemental support services that have been required over the last 12 month period? | "Supplemental support services" has been deleted. This term was used in error and has been deleted. | no |
| 95 | C.6.1.4.1 | On solicitation page 18 of 173, paragraph C.6.1.4.1. states that service hours will be from 7:00 a.m. to 7:00 p.m. However, the Schedule J, Attachment 4, indicates 2nd courier is still picking up mail after 7:00, with the last pickup from Madison Place Courts at 7:25. Please address this discrepancy. | The specified hours are 7:00 a.m. to 7:30 p.m. | no |
| 169 | C.6.10.2 | ENRD employs two types of special couriers. The first is a special on-call messenger delivery service for use by the various litigating components. The second is a dedicated ‘a man with a van’ to be used by contract personnel to transport copy jobs between buildings, case files to/from the Federal Record Center, and to make emergency supply pick-ups. Is this service to be provided by contractor’s staff, or may it be subcontracted to messenger services provider? | Offerors may subcontract both functions or act as the prime. | no |
| 170 | C.6.10.4.3.2 | Incoming special messenger deliveries shall be made to the Package Desk. The JMD mail staff that operates the Package Desk will be responsible for delivering the package to the designated addressee. Are there daily volumes for incoming special messenger deliveries? | No additional volume/statistical information will be provided. Monthly statistics are provided in the Solicitation. | no |
| 171 | C.6.10.4.3.2 | Is the receiving & package tracking process automated? Is the automation owned by DOJ -ENRD or vendor? | An automated system is currently used. The system is owned by the contractor. | no |
| 96 | C.6.10.5 | Dedicated Courier Service Overview did not provide any information regarding estimated trips per month between the warehouse and FRC/ENRD offices, and pickup/delivering of documents from law firms and client agencies doing business with ENRD. Can the government provide any estimates regarding the number and destination of dedicated courier runs made on a monthly basis? | The Dedicated Courier does not work on any set schedule. This labor category goes where needed/as needed | no |
| 93 | C.6.2.6 and Att # 8 | The central mail facility is located at 3370 V Street, NE. Can Section J Attachment #8 be amended to include this location? | See revised Attachment 8. | yes |
| 15 | C.6.3.1.4 | Tracking accountable mail: Is an automated/computerized system currently in use for this function? If so, is this government owned and will the successful Offeror be using this same system or will the successful Offeror be required to furnish its' own system? | The Government used the current contractor's automated tracking system. The successful vendor will need to provide its own tracking system. | no |
| 165 | C.6.3.1.4.1 | Are signatures required at time of delivery to designated recipient? | Offerors are welcome to propose any procedures they believe will improve contract services. See C.7.1.6.1 related signature requirements for faxes. | no |
| 166 | C.6.3.1.4.1 | Is inbound logging manual or automated? If automated, please provide name of system? Is this owned by DOJ - ENRD or vendor? | The Contract requires that incoming accountable mail be tracked but does not specify either manual or automated systems. Offerors should propose a solution that provides the best value to the Government. An automated system currently exists but is considered proprietary information. The system is owned by the incumbent contractor. | no |
| 90 | C.6.3.3 | The RFP references outgoing mail volumes and pick ups. During site visit, no mail metering equipment was observed. Does the ENRD mail operations in Washington DC or Denver meter the outgoing mail? If so, does the government or the contractor provide the metering equipment? Does ENRD cover the cost of the postage? | Mail metering is not a part of this contract. ENRD personnel either meter their own mail or send it to the JMD mail facility for processing. | no |
| 98 | C.6.5.2 | The first inter-building mail run of the day begins with the courier picking up incoming USPS mail from post office boxes at two downtown Post Offices. According to Section J Attachment #4 (the Inter-Building mail schedule) at 7:45 AM the 1st courier is to deliver the Congressional Quarterly to LPS. Which schedule is correct? | Attachment 4 was provided as a sample of a typical schedule. The delivery of the Congressional Quarterly is no longer required. | no |
| 167 | C.6.7.5 | Incorrectly Addressed Mail - As part of the sorting process, the Contractor shall research all incompletely or incorrectly addressed incoming mail for delivery to the correct ENRD employee and/or office. Are there daily volumes for incorrectly addressed mail? | No. | no |
| 168 | C.6.9.1 | Are there daily volumes for docketing services? | Currently docketing is only being done on a test basis and as such statistics are not available. | no |
| 173 | C.8.1.3 | Will contractor assume any existing leases or is all equipment listed to be refreshed? | All copiers must be replaced. | no |
| 159 | C.8.2.1 | Paragraph C.8.2.1 (within Managing High Volume Copy Centers) states that copy center requests can be from ’10 pages or over 100 boxes.’ Is there an average size? | No. | no |
| 99 | C.8.2.3 & C.8.3.5 | The solicitation references copy jobs that are stapled, hole-punched, folded, and saddle-stitched. However, the specifications in Section C.8.3.5, Equipment for ENRD Copy Centers, do not include any finishing requirements. Please clarify. | See Section C.8.3.5 for a list of the minimum specification for copiers/scanners. Offerors should propose a solution that provides the best value to the Government. | no |
| 160 | C.8.2.4.2.1 | (Binding) – Tape binding states up to 125 pages. Copier specifications state over 125 pages. Please clarify. | Section C.8.2.4.2.1 will be revised to state that tape binding equipment must be capable of binding a minimum of 125 pages. | yes |
| 101 | C.8.2.4.3.1 | In Section C.8.2.4.3.1, a high capacity hole punch is referenced. Please specify the different types of punching that can be performed with this device. | The Government hole-punch can punch one, two or three holes. | no |
| 102 | C.8.2.4.5 | Document Scanning, page 54. Will the bar coded scanning slip sheets be provided by the Government? | Yes. | no |
| 137 | C.8.2.4.5.2.2 | Section C.8.2.4.5.2.2 states that document determination will always be at the physical level, however, the example provided is a “logical level”. Please clarify the Government’s requirement for document determination. | The unitization is at the physical level. Each document within the described grouping is treated like a stand-alone document without regard for the relationship between documents. | no |
| 40 | C.8.2.4.6.3.1 | Will the ENRD supply the additional graphics software, applications, and the necessary tools to maintain this section within the copy center? | See Section C.8.2.4.6.3.1. | no |
| 103 | C.8.2.5.2 | Receiving Work Requests. Will the government provide a copy of the current Request Form? | Yes the Government will provide a copy of the current form at contract award. | no |
| 32 | C.8.2.5.3.6 | Page 50. In the first sentence/2nd line – is “can” suppose to read “cannot”? | No | no |
| 104 | C.8.2.5.7 | “Copier center services are Critical Tasks and must be accomplished with 99% accuracy.” Does this apply to current equipment, not proposed by the winning vendor? If so, will you provide the maintenance history of this Copy Center Equipment? | The 99% specification does apply to the current equipment. A maintenance history for the current equipment will not be provided because this equipment is being replaced. | no |
| 83 | C.8.3 | Does the government want to own this equipment at the end of the contract term? | No. | no |
| 147 | C.8.3 | Will the Government be providing a list of what Types of Convenience Copiers (Type One through Type Six as defined in C.8.3.6.3.2 (Type One) -C.8.3.6.3.7 (Type Six) are to be installed in the locations in C.8.3.6.2 (Copier Locations)? | The Government will identify the appropriate copier locations prior to installation. | no |
| 77 | C.8.3.2 | Since wide format scanning is somewhat specialized with specialized software, is AES 256 bit encryption mandatory on this unit or Is something else acceptable? | Encryption is not necessary. This wide format scanner is Government Furnished Property. | no |
| 134 | C.8.3.2 | Section C.8.3.2 refers to AES Encryption. Is the contractor required to provide this technology upon award? | No. Section C.8.3.2 states that encryption is one of the parameters the contactor may consider when proposing copiers for this solicitation but encryption is not required. | no |
| 135 | C.8.3.2 | Section C.8.3.2. Is the contractor required to provide software upgrades over the life of this contract? | Like encryption, software upgrades are something the Contractor should consider when proposing equipment. | no |
| 75 | C.8.3.4.2 | Reference C.8.3.4.2: Will you be using AutoCad or a similar software on the engineering/map copier? If so do you layer your documents and do you use or need CDM? | Autocad is not being used on the engineering copier. | no |
| 78 | C.8.3.5 | Some of your existing copiers have finishers that provide stapling. Is stapling a requirement on any of the new copiers? | See Section C.8.3.5 for a list of minimum requirements. Offerors should propose a solution that provides the best value to the Government. | no |
| 132 | C.8.3.5.4 | Section C.8.3.5.4 lists “up to 4” high speed copiers for the PHB. Section J, Attachment 12 shows 7 high speed copiers. Please clarify. | Attachment 12 reflects copiers that were on the existing contract. Based on the new technology, the specification has been decreased. | no |
| 174 | C.8.3.5.4 and C.8.3.5.5 and C.8.3.5.6 | What % of copy work by department is considered ‘rush’ and what is the turnaround required on ‘rush’ jobs – 30 minutes, one hour, etc.? | The Government does not track this data. See Section C.8.2.5.3.5 for prioritization on copy jobs. | no |
| 175 | C.8.3.5.4 and C.8.3.5.5 and C.8.3.5.6 | Copy volumes are for 2007. Is 2008 available? | For proposal purposes, data from 2008 is comparable to the 2007 statistics provided. | no |
| 176 | C.8.3.5.4 and C.8.3.5.5 and C.8.3.5.6 | Does DOJ – ENRD currently use Copy Job Submission Technology? If yes, is it DOJ owned or vendor provided? | No. | no |
| 177 | C.8.3.5.4 and C.8.3.5.5 and C.8.3.5.6 | Currently DOJ stocks a large amount of tabs, has there been exploration of production equipment that produces tabs inline? Would this be of interest? | Offerors should propose a solution that provides the best value to the Government. | no |
| 178 | C.8.3.5.4 and C.8.3.5.5 and C.8.3.5.6 | Is there any asset tracking currently deployed for fleet copier management, etc? | Since the copiers do not belong to the Government, the Government has no need to track them. | no |
| 179 | C.8.3.5.4 and C.8.3.5.5 and C.8.3.5.6 | Is ENRD using any cost recovery technology? If yes, vendor provided or ENRD owned? If no, is this of interest to ENRD? | Offerors should propose a solution that provides the best value to the Government. | no |
| 133 | C.8.3.6 | Section C.8.3.6 Convenience Copiers and Section C.8.3.6.3 do not include any machine finisher requirements. Would the Government please provide those requirements, if any? | See Section C.8.3.5 for the list of minimum copier requirements. Offerors should propose a solution that provides the best value to the Government. | no |
| 8 | C.8.3.6.1 and Att. 6 | Paragraph C.8.3.6.1 states that the contractor shall provide, install and maintain a total of 31 new Convenience Copiers for ENRD. Paragraph C.8.1.2, 2nd bullet also states that the contractor shall select and install copier equipment for each Copy Center. However, Attachment 6 lists 31 Convenience Copiers and 12 Copiers at the three Copy Centers. | The purpose of Attachment # 6 was to help potential bidders understand the types of convenience copiers currently in use so they could accurately respond to the convenience copier options required in Section C.8.3.6.3 through C.8.3.6.6. The Section C references cited in the question are correct. | no |
| 130 | C.8.3.6.2 and Att # 19 | Section C.8.3.6.2 does not include a requirement for a convenience copier in Seattle, WA. Attachment #19 refers to Seattle, WA metro area pricing for convenience copier. Please clarify. | At this time no convenience copier is needed in Seattle. A copier may be required in the future. | no |
| 105 | C.8.3.6.3.3 | In Section C.3.1.3.8, page 12, it is stated that the Contractor shall provide, ENRD with a total of 32 convenience copiers for use throughout the Division. In section C.8.3.6.1 of the solicitation, the contractor is requested to install 31 new convenience copiers. This same paragraph refers the reader to Attachment 6 for a list of the existing equipment. In that Attachment, the Tab titled Convenience Copiers shows 31 lines of copy statistics. However, the last two lines show one piece of equipment with separate readings for color copies versus black and white. Further confusing this spreadsheet is that lines 18 through 24 have been hidden. Section C.8.3.6.3.1 of the Solicitation “reflect, for the most part, a one for one replacement of existing black and white copy/scan equipment”; however, C.8.3.6.3.2.-C.8.3.6.3.7 lists 32 units among the six types. Please clarify. | Lines 18 through 24 are not relevant to Attachment 6. The intention of Attachment # 6 was to create a snapshot of current equipment to provide industry with historical information about the copiers ENRD is using. ENRD requires 31 convenience copiers. Section C.8.3.6.3.3 should read EIGHT Type Two copiers rather than 9. | no |
| 148 | C.8.3.6.3.3 | Referencing C.8.3.6.2 (Copier Locations) lists 31 convenience copiers, but the sum of the copiers listed in C.8.3.6.3.2 (Type One) -C.8.3.6.3.7 (Type Six) is 32 copiers. Which Copier Type should have 1 copier removed from C.8.3.6.3? | Section C.8.3.6.3.3 should read 8 Type Two copiers rather than 9. | yes |
| 144 | C.8.3.6.6.3 | Section C.8.3.6.6.3 For MAIN, PHB and the Denver Field Office, the Contractor shall decide which copiers should be black and white and which should be color based on location and copy /scan volume. Should the contractor submit a bid for 11 color copiers inclusive of the requirements for Option A and Option B or for just the 11 color copiers? | Each option is exclusive. As specified in Section L.5.3 of the Solicitation, “the Offeror shall provide a written plan for each option.” | no |
| 149 | C.8.3.6.6.3 | Under Option C, which Types and what quantities of each Type of B/W Copiers (Type One through Type Six as defined in C.8.3.6.3.2-C.8.3.6.3.7) are to be replaced by the 11 color copiers? | Section C.8.3.6.6.3 states that, “For MAIN, PHB and the Denver Field Office, the Contractor shall decide which copiers should be black and white and which should be color based on location and copy/scan volume.” | no |
| 120 | C.8.4.2 | Section C.8.4.2 requires the vendor to provide copier maintenance “at contract award”. Will this include the currently installed equipment? | No. The winning Offeror does not have to provide maintenance on the equipment being removed. | no |
| 153 | C.8.4.3.3.3 | “The manufacturer’s service technician must respond within 4 hours of the service call regardless of the problem with the machine.” Does this response time dictate how quickly a service technician must be on site, or how quickly they must return the service call? | The four hour time frame reflects the amount of time the technician has to arrive on site. | no |
| 108 | C.8.4.4 | “Copier maintenance is a Critical Task and must be accomplished with 99% accuracy.” What is the extent of the contractor’s responsibility for 99% accuracy for government-owned equipment that has remained in place after award? | The only Government-Owned copier equipment is the wide format color scanner. The Contractor’s only responsibility is to request maintenance in a timely manner. | no |
| 180 | C.9.1.4 | How many people are currently dedicated to the ENRD supply center or does the requester ring a bell or in another way let the Mail Center know service is needed? | As indicated in C.9.1.4 there is one clerk. | no |
| 109 | C12.2.1 | The Solicitation states “Each resume shall include all past employment positions, dates, and names of one or more references including addresses and telephone numbers where available. Resumes shall also include the names and telephone numbers of all Contracting Officer's Technical Representatives of Federal contracts on which the proposed individual has worked.” In some cases our candidates do not have that information readily available or the COTR has retired. In other cases, the candidate may have held government contractor positions more than ten years ago. How do we respond in these situations? | Offerors should provide as much information as possible and so indicate where required information could not be obtained. | no |
| 29 | C14.2.1 | The Government states that at the end of the Government provided training, the Contractor must demonstrate a proficiency in all of the tasks and performance standards required under this contract. How does the Government intend the Contractor to demonstrate proficiency? | The Contractor will be deemed “proficient” if they can accurately perform the specified contract services using the tools and equipment provided by the Government. | no |
| 17 | F.5.3.1/2 | Reference page 115 & 116 sections F.5.3.1 & F.5.3.2; The contractor will update the existing procedure manual; the step by step procedures for all activities described under sections C.6.0 - C.10 shall include an index directing users…. Is this an additional manual (different than the procedures manual) that the contractor is to develop? | This refers to the existing procedure manual. | no |
| 157 | F.5.4.1(2) | Can the Government confirm that the statistics required by F.5.4.1(2) (within Mail/Messenger Services Reporting Requirements) can be obtained from the Hummingbird DM system? | The Hummingbird DM system will not provide the statistical information required in F.5.4.1. | no |
| 158 | F.5.8.1(1) | Can the Government confirm that the statistics required by F.5.8.1 (Records Management Reporting Requirements) #1 and #3 can be obtained by the RMS and the ECF systems, respectively? | The Records Management Tracking System can be used for the statistics specified in item 1 but not for the ECF information required in item 3. | no |
| 185 | F.6.1.3 | Performance credits will be assessed by the COTR and shall be deducted from the Contractor's invoice. Disagreements concerning the application of the credits shall be resolved by the Administrative Contracting Officer. What criteria are used to determine the amount of performance credits? | See Section J, Attachment 3 and Revised F.6 | yes |
| 66 | F.6.2 | Regarding paragraph F.6.2, the RFP stipulates 1,920 hours for a full-time employee, yet this paragraph states, “If a Contractor employee is not available for work during the scheduled service period for any reason, the Contractor shall provide fully-trained replacement with the proper security clearances to perform the duties and assignments of the absent employee.” 1,920 hours provides for 10 Holidays and 10 days Paid Time Off. | Section B.2 (c) states “the quantities identified for each Contract Line Item Number (CLIN) in the Pricing Table ..are estimates for evaluation purposes only and will be used to calculate the total price of each offeror’s proposal and will not be included in the final contract." Section F.6 has been revised. | yes |
| 67 | F.6.2 | Are hours “missed” only when an employee exceeds their Paid Time Off (PTO) accrual? | Section F.6 has been revised. | yes |
| 69 | F.6.2 | Is it the government’s intent that the Contractor is to supply a consistent level of effort (no employee absences whatsoever) even when providing paid time off (as required under the SCA)? If so, we believe the pricing should be changed to reflect 2,000 hours for a full time equivalent. | Section F.6 has been revised. | yes |
| 68 | F.6.2.1 | Please define “Scheduled Service Period”. | Section F.6 has been revised. | yes |
| 9 | General | Is the Government removing (phasing-out) these existing copiers at contract start date? | The removal of existing copiers will be the responsibility of Pitney Bowes. The installation of the new equipment will be the responsibility of the winning vendor. A transition period will be needed to phase-out all existing copiers and install the new equipment required under this solicitation. | no |
| 10 | General | Is the contractor required to provide and install its own 31 Convenience Copiers and 12 Copy Center Copiers by contract start date? | Yes, in accordance with negotiated and approved transition plan. | no |
| 11 | General | Is any of the copiers required to be a Color Copier, if so which ones? | See Sections C.8.3.5 and C.8.3.6.6 which specifically discuss color copiers. | no |
| 12 | General | Reference page 9 of the RFP there is mention of a government computerized tracking system used to track all tasks, what system is currently in use? | The reference on page 9 is an overview advising the Contractor they will be required to track all tasks using either Government furnished systems or their own. There is no one system used to track all tasks. The RFP identifies the tracking systems provided by the Government and those the Contractor must provide. | no |
| 21 | General | We understand copy paper will be supplied by the government; will all binding supplies be supplied by the government as well? | No. The Government will only provide binding supplies for the units they have supplied. Supplies for equipment provided by the Contractor must be provided by the Contractor. See Section C.8.3.4. | no |
| 22 | General | Please clarify the number of copiers you want the contractor to furnish - 4 for PHB copy center / 1 or 2 for each satellite / 32 convenience copiers; are you looking for the contractor to recommend whether 1 or 2 should be utilized at each of the satellite centers? | See Section C.8.3.5.2. | no |
| 24 | General | If a prime contractor is a small business, can the small business prime get points for utilizing small businesses as part of the Small Business Subcontracting Plan? | A small business submitting their bid as a prime will receive 5 points under Small Business Participation. | no |
| 30 | General | If we hire incumbent employees it is anticipated that they will have current security clearances and DOJ badges. Will we have to submit any of the paperwork required to obtain a new security clearance or DOJ badge for these individuals? | No. If the employee has a clearance and a DOJ badge, no action is required until the employee is up for re-investigation. | no |
| 31 | General | Do you need finishing/stapling? Any specs for scanner # of pages/capacity. Paper sources i.e. number of trays? | See Section C.8.3.5 for a list of the minimum specification for copiers/scanners. Offerors should propose a solution that provides the best value to the Government. | no |
| 34 | General | B. 3.1 (TRAVEL) Any long distance travel shall be approved five days in advance by the COTR. Does the same rules apply to emergency travel, due to unforeseen conditions or incidents at the DFO sites? | Yes. The Government must approve all travel arrangements. | no |
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