Questions and Answers (complete).pdf
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- Solicitation number
- FA700025Q0065
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This document is a comprehensive Questions and Answers (Q&A) file for Solicitation Number FA700025Q0065, covering the USAFA 50th Anniversary Book Production project. The Q&A addresses 54 detailed questions about the book production requirements, including specifications for book design, printing, copyright, author credits, and project logistics. Key details include a requirement to produce 2,000 hardbound books celebrating women's 50-year history at the United States Air Force Academy, with color photographs throughout the book, and a strict one-year performance period. The solicitation is a 100% small business set-aside under NAICS code 513130 with a size standard of 1,000 employees. Vendors must submit quotes by June 13, 2025, at 3:00 p.m., with graphic design samples preferred, and must follow specific requirements such as using Chicago Manual style, selecting images in conjunction with the command historian, and transferring copyright to the government per DFARS clause 252.227-7020. The book will chronicle women's admission to USAFA in 1975, the first graduating class in 1980, and notable female graduates' contributions to national security through the present day.
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QUESTIONS AND ANSWERS
RFQ FA700025Q0065
USAFA 50th Anniversary Book Production
1. In addition to the commissioned 2000 books delivered to USAFA for this project, would you consider a traditional publishing agreement for this book? (Such an agreement would allow us to resell the book in retail channels and sublicense the subsidiary rights, paying USAFA a royalty on sales.)
Answer: No, USAFA does not wish to enter into a traditional publishing agreement.
2. Who owns the copyright in the completed book?
Answer: USAFA owns the copyright in the completed book per DFARS clause 252.227- 7020.
3. Can we submit co-authors vs one lead author?
Answer: Yes, you may submit co-authors for this requirement.
4. Will author(s) receive named credit on the front cover?
Answer: Yes, authors will receive named credit on the front cover.
5. Our first choice for printing the books is with one of our USA print manufacturers, but if needed, is it acceptable for us to print the books in Canada or India? Our understanding is that either would comply with the appropriate FARs, but we also want to follow the USAFA’s preferences.
Answer: Yes, it is acceptable to print the books in Canada or India; however, please refer to the definitions at DFARS 225.003 for “domestic end product” and a list of “qualifying countries.” (https://www.acquisition.gov/dfars/part-225-foreign-acquisition)
It is USAFA’s preference/intent to acquire only domestic end products per the Buy American Statute (41 USC Chapter 83), except as provided in FAR 25.103. Foreign offers will be evaluated per DFARS 225.502 when comparing domestic and foreign offers. This requirement includes commercial products; therefore, the manufacturing country of origin will determine if the quoted product is foreign or domestic.
RFQ FA700025Q0065 has been amended to include the provision at DFARS 252.225-7000, Buy American—Balance of Payments Program Certificate, and the clause at DFARS 252.225-7001, Buy American and Balance of Payments Program.
The Buy American – Balance of Payments Program Certificate (DFARS 252.225-7000) has been added as Attachment 3 and must be completed/submitted with the quote.
https://www.acquisition.gov/dfars/part-225-foreign-acquisition
Q&A - FA700025Q0065
6. The request notes a page count of approximately 200 pages. Our recommendation is 224 pages (7 even press signatures). Will you accept this page count?
Answer: Yes, the Government will accept 224 pages. The suggested page count is only approximate, not firm.
7. For the hardcover book specifications, are there any requirements regarding:
- sewn or glued binding: glued
- headbands/footbands: No requirement
- stamped or printed case: Stamped if dust jacket
- dustjacket: preferred, but case wrap or case laminate/lithocase is okay
- paper weight and opacity: For paper weight, a higher quality and higher weight (no less than 120gsm) as found in coffee table type books. For Opacity: a thicker paper, colored paper, or coated paper.
8. If awarded this project, will we be able to publicly communicate being selected as publisher of the book at the start of the project? Would our communications need prior approval by
USAFA?
Answer: Yes, the awardee can publicly communicate being selected as publisher of the book.
The awardee is not permitted to imply government endorsement of their products or services.
If uncertain, the awardee should seek prior coordination with the contracting officer.
9. Can we submit a timeline with a suggested start date, keeping the rest of the deadlines from that start date (vs award date) so we can confirm resources for the project? (For example, the availability of potential lead authors in June or July is different from availability with a project start of late August).
Answer: Yes, you may submit a suggested start date and timeline. Note: the period of performance cannot exceed one year.
10. Is there room for flexibility on the project timeline? Our experience solicits 18–24 months for a book of this length.
Answer: No, the period of performance cannot exceed one year when funded with annual appropriations per the Antideficiency Act. USAFA will celebrate the arrival of women at the Academy next summer; therefore, only limited flexibilities may be available, but not much.
11. Will USAFA pay for travel expenses?
Answer: This is a firm-fixed-price purchase order. Any costs associated with travel should be factored into the applicable contract line-item(s). Do not include a separate line-item for travel expenses.
12. Is there any incumbent/recompete or this is a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past.
Answer: There is no incumbent. This is a brand-new requirement.
13. Will USAFA provide any existing materials (interviews, historical text, photo archives), or is original research and writing entirely the contractor’s responsibility?
Answer: Yes. Author(s) will have access to the Command History Office and the official histories of the Academy, Academy Special Collections, Defense Visual Information Distribution Service (DVIDS) for images, and arrangements can be made for interviews.
Please refer to the PWS.
14. Is there a designated point of contact at USAFA for content approvals throughout the creative and production process?
Answer: Yes. This information will be provided upon award of the purchase order.
15. Are there any intermediate deadlines (e.g. draft manuscript, first proof, print-ready files) that we should be aware of?
Answer: Yes. Please refer to the Performance Work Statement.
16. Will the writer or agency receive author or editorial credit within the publication?
Answer: Yes, you may credit the writer and/or agency within the publication.
17. Is there an approved or preferred printer the Academy recommends, or should full production and vendor management be handled by the contractor?
Answer: Full production and vendor management shall be handled by the awardee. Please refer to the PWS.
18. Are there past publications we may review for format or tone reference?
Answer: There are past publications that may be reviewed in the Command History Office.
19. The PWS mentions approximately 175 photographs. Will these images be provided by USAFA in their final format, complete with captions and credits, or will the contractor be responsible for selecting the images, writing the captions, and obtaining the necessary permissions?
Answer: The Vendor will be responsible for selecting images from a variety of sources in conjunction with the command historian. Many photos can be found in the USAFA special collections or on DVIDS.
20. Will this be paid per the four line items, or can we request another payment arrangement, i.e.
monthly installments?
Answer: The Government will pay per the four contract line-items as each deliverable is met, invoiced, and accepted by the Government.
21. What is sample that should be submitted… entire book as a writing sample, chapter or something else?
Answer: Please refer to the Technical Criteria section of the combined synopsis/solicitation for page limitations.
22. How many site visits to Colorado are required to view original materials? Is there remote access to such materials?
Answer: There is no remote access to original materials. The number of site visits to Colorado is at the discretion of the vendor.
23. Is travel required for any of the interviews or are remote interviews permitted or encouraged? Will correct contact information for each interviewee be provided?
Answer: Remote interviews are permitted and encouraged. The Government will provide correct contact information for interviewees.
24. Is embossing on the cover required? If so, what are the specifics of the embossing?
Answer: Embossing on the cover is not required.
25. What kind of cloth is desired? Linen, velvet or other material?
Answer: The requirement owner has no firm request.
26. What paper quality in the book is desired? Different for photo section than other sections?
Answer: Coated stock (glossy or matte) will be accepted. Please see the response to question 7.
27. Is there a photo section or throughout book?
Answer: Throughout the book.
28. Are photos in color or black and white?
Answer: Color photos are preferred.
29. Can you provide more information on how you would like the e-book Portal to be set up online for this project?
Answer: An e-book portal is not required.
30. How will the E portal work through the Air Force link for viewing?
Answer: An e-book portal is not required.
31. Will the contractor set this portal up for the Air Force?
Answer: An e-book portal is not required.
32. Will the e-book portal be cost-free for readers?
Answer: An e-book portal is not required.
33. Since this will be a combo invoice, should we launch the e-portal and make a hard copy of the printing Delivery available concurrently with the launch for both?
Answer: An e-book portal is not required.
34. Can the Government clarify specific acceptance criteria for final deliverables under CLIN 0004 (e.g., approved PDF layout, cover packaging, unit testing)?
Answer: Please refer to the Performance Work Statement
35. Is there a required formatting standard (e.g., AP Style, Chicago Manual) for outlines, design, and manuscript deliverables under CLIN 0001-0003?
Answer: Chicago Manual is preferred, with endnotes in the back of the completed manuscript.
36. Are there specific print specifications required (e.g., paper weight, binding type, cover finish) beyond the PWS Attachment 1 quality standards?
Answer: Some discretion is left to the publisher but see the answer to Question 7.
37. Does USAFA require proofs of lead time for printing and design phases before full delivery under CLIN 0004?
Answer: Yes, as outline in the PWS.
38. Can the Government provide a delivery schedule (e.g., delivery dates/milestones) for each CLIN, particularly for manuscript proofs (CLIN 0003) and finished books (CLIN 0004)?
Answer: Please refer to the Service Summary Table in the Performance Work Statement.
39. Are interim reviews or approval gates required (e.g., outline at 30 days, proofs at 60 days)?
Answer: Please refer to the Service Summary Table in the Performance Work Statement
40. Does the Government expect separate invoices per CLIN, or will a single consolidated invoice for all completed items be acceptable?
Answer: The Government will accept a single consolidated invoice for all completed items.
41. Are any specific payment triggers required (e.g., delivery acceptance vs. invoice date) for each CLIN?
Answer: The Government must accept the product/service of each CLIN as complete before approving an invoice for payment by Defense Finance and Accounting Service (DFAS).
42. Under FOB Destination, can the Government define any documentation required upon delivery (e.g. signed delivery receipts, inspection reports)?
Answer: The vendor shall include the contract number on all shipments. Additionally, please see the Explanation of Delivery Terms and Contractor responsibilities at FAR 47.303-6:
47.303-6 F.o.b. destination. | Acquisition.GOV
43. Will partial deliveries be accepted, or is a single delivery of 2,000 books required?
Answer: Partial deliveries will be accepted.
44. Does the solicitation require the contractor to transfer copyright to the Government for written and visual materials?
Answer: Yes. Please refer to DFARS clause 252.227-7020
45. Are there any licensing or usage restrictions for photographs and artwork contained in the book?
Answer: No. All photos used will be government photos in the Public Domain with no copyright.
46. Does the Government have any specific security/encryption requirements for the PDF files (e.g., watermarking, e-pub accessibility)?
Answer: No
47. Are there any data retention requirements for manuscript and proof files post-delivery?
Answer: No
48. Who is the designated Contracting Officer's Representative (COR) for technical and quality oversight?
Answer: This information will be provided upon award https://www.acquisition.gov/far/47.303-6
49. Will the Government host any kickoff, review, or status meetings (virtual or in-person)? If so, how many and at what intervals?
Answer: Yes, virtual meetings; TBD with the vendor after award.
50. Attachment 1- Section 1.3: Is travel required to obtain research source materials?
Answer: Yes
51. Attachment 1- Section 1.3.3: Will all interviews be conducted remotely online or by phone?
Answer: This is at the vendor’s discretion.
52. Combined Synopsis_Solicitation - Section Quotation Preparation Instructions, b, i.)
Descriptive Literature: Could you clarify if you are looking for graphic design samples of work previously produced to be submitted with proposals?
Answer: It is preferred to have graphic design samples submitted with the quote.
53. Can you clarify the contract documentation requirements for FAR 52.212-3.
Answer: Vendors are required to submit annual Representations and Certifications in their System for Award Management (SAM) profile at https://sam.gov/SAM/ under the “Reps and Certs (FAR/DFARS) section. If the information in paragraphs c through u of this provision are already current and completed online (in SAM), you do not need to submit them separately. Instead fill in the blank at paragraph b and submit only paragraph b with your quote. (See Attachment 4 of the solicitation amendment.)
If paragraphs c through u are not complete at SAM.gov, you must complete and submit them with your quote.
Please coordinate with your company’s SAM representative to ensure you’ve met all requirements of the RFQ prior to submitting your quote.
54. Will the Government consider an extension of the submission deadline?
Answer: No, the Government does not intend to further extend the deadline past June 27, 2025, 2:00 p.m. Mountain Daylight Time.
https://sam.gov/SAM/
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