RFP_DJM-17-A32-R-0006_Questions_and_Responses.pdf

QUESTION

NUMBER

VENDOR QUESTION

GOVERNMENT RESPONSE

1 Attachment 3 5.5

Regarding Proposal Content; when referring to attachments, are attachments included in the proposal page limitation? Is the government referring to the required attachments for the proposal?

The required attachments are excluded from the Volume 1 Technical Proposal and

Volume III Business Proposal's 15 page limits, see section 6.1 and 8.1. There is no page limit for Volume II Past Performance, see section 7.1.

2 Attachment 3 5.5 Para 5.5 does not mention including NAICS code. Does the government want the NAICS code(s) included here

No, the NAICS is not required.

3 Attachment 3 5.5

Can the government clarify if attachments are included in the overall page count for each portion of the proposal? "The Offeror’s technical proposal shall not exceed 15 double-sided pages in length and include the Compliance Matrix, product specifications, discussion of the Offeror’s capability to meets the non- product specification requirements of the SOW, and required attachments. Title pages, Executive Summaries (to include company’s mission statement), and attachments are excluded from the 15-page limit"

The required attachments are excluded from the Volume 1 Technical Proposal and

Volume III Business Proposal's 15 page limits, see section 6.1 and 8.1. There is no page limit for Volume II Past Performance, see section 7.1.

4 Attachment 3 6.2 b Regarding order of the proposal; it seems that the Compliance Matrix does not correlate to the Compliance Worksheet? Would government please clarify the relationship of these articles?

Instances to the Compliance Worksheet refers to Attachment 5 Product Specification and Compliance Worksheet .

5 Attachment 3 6.2 e.e Calls for a sample DELAY REPORT – does the government have a template it prefers? P 25 of SOW seems to infer it’s just an email.

There is no template. The Contractor is expected to provide a technically acceptable means of notifying the Government of an expected delay that is within the terms of the

SOW.

6 Attachment 3 7 Will the government accept non US contracts in its consideration of past performance?

Yes.

7 Attachment 3 7.1

The Government seems to require that the vendor reference respond to the distributed surveys no later than the closing date of the solicitation. What if these responses are tardy? Will the government consider extending the time frame for receipt of Performance Questionnaires?

If the reference responses are not received by the proposal deadline the Government will contact any entities identified on the 6(A) Past Performance Information Briefs ;

however, the Government will move forward and conduct a timely past performance evaluation with or without a response by the referenced entities.

8 RFP, Attachment 3 Addendum to FAR 52.212-1, §6.1, ¶1 The Offeror’s technical proposal (Volume I) shall not exceed 15 double-sided pages. This seems to contradict §5.5. Please clarify if the requirement is single- or double-sided

See revised section 5.5, "Technical, Volume (I) ‐ Not to Exceed (NTE) 15 double‐sided pages…"

9 RFP, Attachment 3 A.2, Addendum to FAR 52.212-1, §5.1 states "Additionally, provide one (2) CD-ROM containing all volumes." Please clarify the requirement

See revised section 5.1, "Additionally, provide one (1) CD‐ROM containing all volumes:"

10 RFP, Attachment 3 Addendum to FAR 52.212-1, §5.5, Business Proposal, ¶c states "c. Completed Attachment 2 – Pricing Table in both hard and soft copy." Please clarify if a CD with Attachment 2 needs to be with the Business Proposal. §5.1 indicates a CD "containing all volumes."

See section 5.4 (4) "All digital copies of the proposals (Volume I, II, and III) shall be submitted on CD‐ROM. The CD‐ROMs shall include a copy of the proposal, cover to cover as submitted in hardcopy, incorporated into a single digital file. The CD‐ROMs shall also include individual soft copy digital files of the required completed RFP attachments."

11 RFP, Attachment 3 Addendum to FAR 52.212-1, §5.4, ¶4 states "digital copies of the proposals (Volume I, II, and III) shall be submitted on CD-ROM. The CD‐ROMs shall include a copy of the proposal, cover to cover as submitted in hardcopy." The reference to plural CDs indicates that you desire a CD with each volume which is inconsistent with §5.1 which calls for a single CD

"containing all volume." Please clarify the CD requirements.

See revised section 5.4(4), "All digital copies of the proposals (Volume I, II, and III) shall be submitted on CD‐ROM. The CD‐ROM shall include a copy of the proposal, cover to cover as submitted in hardcopy, incorporated into a single digital file. The CD‐ROM shall also include individual soft copy digital files of the required completed RFP attachments."

12 RFP, Attachment 3 Addendum to FAR 52.212-1, §5.5, Business Proposal, ¶b requires inclusion of SF1449 pages 4-8 but does not mention SF1449 pages 1-2 (completed and signed). Please advise if including these in the Business Proposal in Section b is acceptable.

Section 8.2 details the requirement to sign and complete the SF1449. However, for clarification purposes, Section 5.5, Business Proposal, Volume (III) is revised to read, "Signed SF1449 pages 1 through 2 and completed pages 4 through 8 ‐ Schedule."

13 RFP §3, Contract Clauses, 52.212-5

52.225-1, Buy American--Supplies (May 2014) applies (BAA).

It is likely that the manufacturing cost of the end product subjec to BAA will be higher than the manufacturing cost of the end product subject to FAR 52.225-5, Trade Agreement Act (TAA) Would the Government consider removing clause 52.225-1 and inserting clause 52.225-5?

No. FAR 52.225‐1 is a required clause and this acquisition does not meet any of the exceptions detailed at FAR 25.103. Further, because this is a Small Business Set‐Aside, the acquisition is exempt from FAR 25.4, from which FAR 52.225‐5 is prescribed.

14 RFP

§3, Contract Clauses, FAR 52.219-14

Limitations on Subcontracting

Can a Small Business, as prime contractor, subcontract supplies to an Other Than Small Business Concern manufacturer if the Small Business prime performs work for at least 50% of the cost of contract performance, not including the cost of materials?

Per FAR 52.219‐14, the Small Business must perform at least 50 percent of the cost of manufacturing the supplies, not including the cost of materials. This is a supply contract and, as such, the emphasis is on cost of manufacturing the supplies, not percentage of work performed as is customary with service contracts.

15 RFP STANDARD FORM 1449, Block 10

We recommend that the Government reconsider the 100% Small Business Set Aside (SBSA), in favor of Unrestricted acquisition of the Supplies, for a variety of reasons. (i) By eliminating Large Business prime contractors, the Government is limiting competition and thereby limiting the Government's ability to receive best market pricing that the overall X-ray Screening Equipment OEM base can offer, along with their quality of products (machine reliability, availability, maintainability). An award under 100% SBSA would be detrimental to the public interest (e.g., payment of more than a fair market price) with substantially higher performance risk; (ii) Large Business prime contractors prepare Small Business Subcontracting Plans that benefit numerous Small Businesses in the performance of Government contracts. As a result of our execution of our Small Business Subcontracting Plan we have been able to achieve 54% of total contract dollars being subcontracted to Small Businesses, negating the need for a SBSA; and (iii) as the prime contractor on the current USMS X-Ray Screening System contract, we have invested in specific technology to customize our products to meet USMS needs.

By identifying this current procurement as a SBSA, the Government will not be able to have access to procurement of current X-ray screening systems and, therefore, will have to deal with a mixed fleet of products with higher sustainment costs.

Per DOJ Policy this requirement will remain set‐aside for small businesses.

CONTRACT SECTION

16 RFP STANDARD FORM 1449, Block 8 The due date is stated in Block 8 of SF1449 as 7/03/2017.

With the upcoming July 4th Holiday, we request a two-week extension, to 7/17/2017.

The Government intends to extend this solicitation close date.

17 RFP, Attachment 3 Addendum to 52.212-1, 7.0 VOLUME II –

PAST PERFORMANCE

Offeror should provide at least three (3) references for past or current contracts (Federal, State, local government and commercial) for efforts similar to the Government’s requirement. Do all the references need to be related to contrac efforts of the Small Business prime contractor, or can past performance references of subcontractors be included?

Past performance references are accepted for entities whose performance is relevant to the proposed offer, to include proposed subcontract partners. The burden to provide context for the relevancy of provided performance information lies with the

Offeror, as stated in Attachment 3 section 7.1, "Offerors should submit a sufficient amount of Past Performance information to ensure the Government can more clearly form a whole picture when developing a confidence rating." This information should be provided on the Attachment 6(A) Past Performance Information Brief.

18 RFP

§5, A.2 Addendum to FAR 52.212-1, ¶52.204-8 Annual Representations and Certifications

The RFI DJM-17-RFI-SCN-0001 was issued for Market Research and planning purposes only under NAICS code 561621; however, the RFP has changed the NAICS Code to 334511. Was there a separate RFI that indicated that this change would provide fair and open competition? What was the basis to release the RFP under a different NAICS code from the RFI that would help the Contracting Officer make the determination that there was a reasonable expectation of obtaining offers from two or more responsible Small Business concerns who could be competitive in terms of market prices, product quality, delivery, and maintenance services under the new RFP NAICS Code?

This requirement has historically been procured under NAICS code 334511.

19 SOW A.3.2

Regarding disposals, does have the ability to forecast multiple locations with disposals. Perhaps per annum, by quarter or month?

No

20 SOW A.2.2.2

Software; Can the government further define or state minimums for "pre-wired for IT networking capability?

At the time of installation the X‐ray machine shall be capable of connecting to a network and working remotely. The method to accomplish this will be defined by the contractor.

21 SOW A.2.1

In the interest of expanding the competitive field, ) will the Government accept offerings that are within 5% of the specified x-ray machine (height, weight) dimensions ? b) will the Government accept offerings that are within 5% of the specified x-ray machine Imaging and Technical Specification

No

22 SOW A.2.1.1

Regarding dimensions; could the government explain the scenario or concern of the X-Ray system without conveyors

Size requirements for the x‐ray units are in place due to prior and current courthouse space limitations regarding delivery and installation.

23 SOW A.2.2.1

As it relates to System Refresh, Upgrade, and Technology Infusion, can the clarify "satisfy increased state processing requirement"?

Contractor is encouraged to propose enhancements to be more efficient when processing orders.

24 SOW A.2.1.6

Does the government require Remote Operation for both types of units, Lobby and Mailroom operations?

Yes

25 SOW A.2.1.5

In the interest of expanding the competitive field, will the Government accept offerings of x-ray machines with signals from fewer than all four top corners of the units if the signals are, nevertheless viewable by the operator while the unit is in use.

No

26 SOW A.3.2

Given that quantities are unknown, can bidders price the Disposal cost on a per-unit basis?

No

27 SOW A.5.1.2

We understand that “All warranty repairs shall be completed within 24 hours (CONUS) or 72 hours (OCONUS) of Government notification.” Is this an AVERAGE of 24 hours

No

28 SOW C.1

We understand that the “Contractor shall provide all resources, and materials necessary to facilitate the USMS with X-Ray Units including installation / removal, training and reporting.”

Please be specific about the USMS’s specific anticipated needs for the “variety of reports, coordinate equipment logistics for installation and removals and provide equipment performance metrics.”

The USMS has identified their specific anticipated needs in the Statement of Work.

How the Contractor chooses to administer reports, coordinate equipment installations, removals and provide performance metrics must be determined by the Contractor and demonstrated in their proposal.

29 SOW C.1

As this is pertinent to providing the government the best value please advise on the specifics of the contract (specific locations) “to include over 400 Courthouses located in over 800 buildings within all 50 states and U.S. territories.”

See the attached spreadsheet listing CONUS and OCONUS courthouse locations. Be advised that the list of locations does change based on new buildings and closures.

30 RFP, Attachment 1, SOW §A.2.1 Physical Requirements, ¶A2.1.6 Shall be capable of remote operations up to 50 feet from the X-ray unit. Is 32 feet acceptable?

No

31 RFP, Attachment 1, SOW §A.2.1 Physical Requirements, ¶A2.1.9

The Contractor shall also have an IR presence sensor for applications where the X-ray unit is operated remotely up to 50 feet away. Either feature shall be configurable (carts or stands are unacceptable). What is the IR sensor mounted to for remote installations? If there is no consistent mounting, this could involve a site-by-site development effort. Please provide details.

The determination of where and how the remote IR sensor will be mounted shall be made by the Contractor.

32 RFP, Attachment 1, SOW §A.2.3 Operation/ Functionality Requirements, ¶A2.3.2.1.3.6.3 Ability to adjust each of these features. We interpret this as requiring gray scale. Please confirm or clarify

Yes

PRODUCT

SPECIFICATION

COMPLIANCE

WORKSHEET

Product Specifications 1. and 2.

A height requirement of 51 inches and 58 inches has been placed on the lobby size X-ray unit and loading dock/mailroom X-ray unit, respectively. In the current contract, height is not an evaluated factor. Will the Government consider eliminating the height requirement?

No

34 RFP, Attachment 1, SOW §A.2.2 System Software Requirements, ¶A2.2.6 All user ID passwords should not expire or lock out if entered incorrectly any number of items. Would the government accept a default lockout after ten (10) unsuccessful tries?

No