Draft RFQ Response July 17.pdf

Draft RFQ Responses

July 16, 2012

1. Question: Where is Appendix D?

As stated in the posted document “Draft Managed Services RFQ Released for Public Comment” and on page 18 of the Draft RFQ:

The data elements the Ordering Activity must incorporate into their RFQ are described in

Appendix D, Ordering Activity Inventory State, Functional Area III elements, and

Functional Area IV elements.* The government is soliciting feedback pre-RFQ on the minimum level of detail required to be included with an RFQ when an agency has conducted an internal assessment.

Appendix D does not exist. We are asking for input from Industry on the what information an agency would be required to collect and make available to a contractor in order for the contractor to be able to quote a firm-fixed cost per image price for the agency’s existing assets. Appendix D represents the risk variables within an agency’s fleet that would need to be addressed in the fleet inventory.

“Fleet inventory” means a detailed description of the agency’s imaging fleet assets, but does not include cost information.

2. Question: How will FA III and FAIV impact FA 1 current BPA awards? Will FA I potentially be omitted?

Answer: The government does not anticipate Functional Area I being omitted. The purpose of

Functional Area I is the provision of overall analytical and assessment services which include vendor-neutral procurement recommendations. Functional Area I contractors awarded a

Functional Area III or IV BPA will not be able to offer their clients Functional Area II equipment. They will, however, continue to be able to offer vendor-neutral procurement recommendations.

3. Question: Do you have to have an FA I or FA II BPA to have an FA III or IV BPA?

Answer: No

4. Question: The Draft RFQ/SOW states inkjet printers, laser printers, and copiers, Please clarify these (inkjet) will not be inclusive to FAIV

Answer: The contractor may submit a quote to manage inkjet printers.

Contractors will be telling the government what existing assets they can agree to service, and those assets will be divided according to the definition of printer-based and copier-based design.

The government recognizes that inkjet printer designs may present additional risk to the contractor. If particular device designs are considered “high risk”, because, for example, they are not normally connected to the agency network or by design, they are not cost effective to manage, the contractor will have the option of either not submitting an offer or submitting a

“high risk” price offer.

5. Question: Why is the government including A-3 and A-4 based devices in FA-III, but only including printer based devices in FA-IV, which is designed for small businesses? Why not allow small business set asides be used for A-3 and A-4 devices?

Answer: A-3 and A-4 platforms are both included within the definitions of Copier-Based and

Printer-Based designs.

6. Question: What is the definition of Rules Based Printing?

Answer: Our general understanding of “rules based printing” is that it refers to software that establishes printing rules at the job level that enable an organization to reduce costs. We are not specifying the term “rules based printing”.

7. Question: What is the definition of user-mapping?

Answer: For the purposes of this RFQ, user-mapping refers to information regarding end users who are able to print to networked devices from their workstation. Ordering Activities will control the confidentiality of user to device information at their discretion.

8. Question: Who gets penalized for not meeting the performance metrics – the contractor or subcontractor responsible for the negative actions?

Answer: If a contractor has entered into sub-contracting agreements to meet the requirements of the contractor’s prime contract, all performance requirements negotiated between the contractor and the government are the responsibility of the prime contractor.

9. Question: Is there a guarantee our incentive program will not be affected by the performance of other service provider’s performance?

Answer: All performance-based agreements will be negotiated between the Ordering Activity and prime contractor. If the prime contractor does not feel a certain performance metric is within their control at the time the Order is solicited, the contractor may choose not to offer.

10. Question: For devices not under our management, we should not be held to MEL standard or have our incentives for cost reductions impacted by separate contractors.

Answer: An FA III or IV contractor may offer optional call routing as part of an enhanced service offering for devices not under their management. Contractors will not be held to MEL standards for devices not under their management. Contractors will be held to performance standards that address the implementation of call routing, if offered.

11.Question: When equipment is leased, i.e. printers, there are restriction(sic) on a non-contractor servicing a contractor’s equipment. How does GSA plan to resolve this issue?

Answer: If a BPA holder does not have sufficient underlying privileges to provide service due to supply chain restrictions then they will not be capable performing under the terms and conditions of their BPA.

12. Question: Will the contractor be responsible for replacing devices at no cost?

Answer: The RFQ states that the contractor will work with the ordering activity to plan for device replacement, if recommended. As stated in the ‘Maintenance and Repair Services” section of the SOW, If a device" cannot be restored to its fully operational condition, the Contractor shall work with the ordering activity, at no additional cost, to “identify” a substitute device.

The government cannot guarantee that the contractor will never be responsible for replacing devices at no cost under their management given the specific circumstances of their Order and performance.

13. Question: Does the restriction on lease termination apply to maintenance contracts and extended warranties FA IV also?

Answer: The lease termination restriction applies to both the equipment lease and the associated maintenance and consumables agreement on the leased equipment.

14. Question: How does GSA intend to monitor agencies that terminate existing leases not reaching full-term and enter into new leasing arrangements?

Answer: GSA is setting service restrictions for use of the BPA. Contractors who enter into

Agreements with GSA are agreeing to abide the terms and conditions of their contracts.

Contractors found not to be in compliance with their Agreements may have their agreements discontinued.

15. Question: In the real world, if agencies own copier-based devices from various manufacturers and wish to include them in the MPS program under FA-III, would the government accept a teaming arrangement between the GSA contractor of the copier-based device and the MPS FA-III contractor even though the manufacturer is not awarded a BPA under

FA-III?

Answer: No, teaming agreements will be limited to functional area BPA holders. Sub-contracting arrangements are not limited.

16. Page 1, First Generation began on September 16, 2011---not 2012.

Noted

17. Question: Are both single function and multi-function devices that meet the government’s definition of “Printer-based design” included in FA IV?

Answer: Yes

18. Question: Is Option 2, Sample Inventory Conducted, a vendor “billable” service and/or a unique Phase 1, competing RFQ?

Answer: Option 2 is not a billable service. The sample inventory creation would occur during the solicitation process.

19. Question: The contractor will develop a business plan that includes an assessment of the current costs to manage the existing environment and proposed cost reductions given the implementation of the contractor’s managed services plan. It has been our experience that ordering agencies do not and will not provide current costs needed to prepare a business plan.

What level of cost information will be provided by the Ordering Agencies and how will GSA mandate or manage this compliance from the Ordering Agencies?

Answer: GSA cannot mandate that Ordering Activities provide procurement information. The contractor should be prepared to work with the Ordering Activity to address their specific procurement needs and to model the data using assumptive analysis techniques.

20. Question: If vendor is awarded an ordering agency’s FA III or FA IV contract and through optimization services of said contract make new device recommendations, does the Ordering

Agency have to submit a new competing RFQ under FSSI BPA FA II for new devices needed to optimize/expand the fleet?

Answer: The contractor may recommend sale of its devices under its FA II BPA. If the Ordering

Activity elects to limit sources all procedures in FAR Part 8.405-6, Limiting Sources, must be followed.

21.Question: Will Staples be included?

Answer: The contractor’s underlying Schedule contract will determine whether or not the contractor is able to provide staples if requested.

22. Question: As recommended by manufacturer specifications, the Contractor shall provide annual service orders at no charge to the Government. The annual service orders are a preventive maintenance service provided to ensure devices are maintained in good working condition. Such preventive maintenance shall be in accordance with the manufacturer's recommendations and shall be equal to maintenance provided to commercial customers for comparable devices.

Manufacturer’s specifications do not necessarily require annual Preventative Maintenance. Most manufacturers require PMs at specific page volume duty cycles and not at annual intervals.

Adding annual PMs where not necessary will add to the overall cost to the government. Or, does the government want to have annual scheduled PMs as a cost option?

Answer: The word annual is removed.

23. Question: If a “device" cannot be restored to its fully operational condition, the Contractor shall work with the ordering activity to identify a substitute device that can be operational no longer than eight (8) business days after the service response, at no additional cost to the

Government. Is the government stating that it will be the awarded contractor’s responsibility for the total cost of a substitute or replacement device when the Ordering Agency’s existing device cannot be repaired or restored?

Answer: No. The language is changed to “identify a recommendation for a replacement device”.

24. Question: All ordering activities may not have a need for Call Routing Services. Call

Routing as a standard included service for both FA III and IV will increase costs to all ordering agencies that may not need this service. We suggest making this a per device routing cost based on the total number of devices an ordering agency would need these services on.

Answer: The pricing instructions already ask for a separate line item quote for call routing services.

25. Question: What is the rationale to allow small business to participate in Functional Area III?

Answer: There are no business size restrictions on Functional Area III. Any contractor with the capability of performing under Functional Area III may submit an offer. Functional Area III requires the contractor to have an authorization to provide service from the Original Equipment

Manufacturer for equipment they are proposing to service. Awards will be limited and made competitively.

26. Question: Page 1, First Generation began on September 16, 2011---not 2012.

Answer: Noted

27. Question: Page 2, Will FA-III allow for managed services of “Production Equipment”, 100

PPM or greater---not currently offered under FA-II? Also, will FA-III allow for the managed services of specialty copier, i.e. Wide-Format Copier/Printer?

Answer: Contractors may propose to manage any equipment for which they are capable of providing service, for equipment handling paper up to 11x17 in size.

28. Question: Page 3, Service Restrictions, How does GSA intend to monitor agencies that terminate existing leases not reaching full-term and enter into new leasing arrangements?

Answer: GSA is setting service restrictions for use of the BPA. Contractors who enter into

Agreements with GSA are agreeing to abide by the terms and conditions of their contracts.

Contractors found not to be in compliance with their Agreements may have their agreements discontinued.

29. Question: Page 3, Service Restrictions, How does GSA intend to monitor whether or not an agency has complied with the ordering instructions for conducting a fleet inventory (Page 17)?

Answer: If an agency has not followed options 1, 2, or 3 outlined in the Ordering Instructions a contractor may not offer to perform services. Contractors may notify GSA.

30. Question: Pages 3, Can a BPA holder create a teaming arrangement or agreement with a

FSSI BPA holder or non-FSSI BPA holder to meet the native, non-native requirements for FA-

III?

Answer: Teaming agreements will be limited to BPA holders within the Offeror’s functional area.

31. Question: If a contractor is authorized to resell/lease new equipment but the equipment has to be serviced by the OEM is it possible to have the OEM (non-FSSI BPA holder) supply the equipment managed services?

Answer: The non-FSSI BPA would represent a sub-contract to the FSSI BPA holder in the above scenario.

32.Question: Pages 3, Can a small business create a teaming arrangement or team agreement with a large business to meet the requirements of FA-IV?

Answer: Teaming arrangements are limited to BPA holders within an Offeror’s functional area, and functional area IV is a small business set aside. A small business could sub-contract with a large business to meet the requirements of FA IV.

33. Question: When equipment is leased, i.e. printers, there are restrictions on a non-contractor servicing a contractor’s equipment. How does GSA plan to resolve this issue?

Answer: Contractors will not be able to manage equipment under existing leases under their FA

III or IV BPA. GSA has resolved the issue by giving contractors the option of offering call routing services under their BPAs.

34. Question: Page 4, what are the other factors that will be considered in awarding a BPA?

Answer: Per the public notice issued June 15, we are soliciting feedback.

35. Question: Page 11 and 12 there is a reference to a program where the contractor will receive a cut of the cost savings? What if the agency rejects the vendor’s recommendations? How will the contractor get paid for their services?

Answer: Page 11 and 12 of the RFQ provided sample performance-based agreements. Any actual performance-based agreements will be negotiated between the ordering activity and contractor.

36. Question: If an agency procures FA-2 adding new equipment and FA-3 procuring print managed services will the IFF by 2% for FA-2 and 2% for FA-3 resulting in a total of 4%.

Answer: Industrial Funding Fees will not be reduced for contractors performing under two FSSI agreements. If program costs are recovered from sales GSA reserves the right to reduce IFF in the future. The IFF for each Order under FA II or III will be 2% of the total value of each Order.

37. Question: Page 12 - Just in time inventory may work for vendors managing native equipment, however, that incumbent vendor may have not control on delivery of a competitor consumables.

Answer: Noted

38. Question: Page 15 - Optional Call Routing Services - requires a contractor offer services where a contractor would be required to route service calls to other contractor’s (sic) that hold maintenance contracts. Can you explain further and what would happen if a contractor refuses or is not equipped to participate in this service?

Answer: Optional call routing services should be offered, however, there will be no obligation for the contractor to provide the services if the incumbent service providers refuse to participate in service.

39. Question: It is anticipated that most contractors will not be able to provide reporting on Non-connected devices outside of how many cartridges delivered, number of service calls etc. What exception can a contractor take in providing this service?

Answer: Contractors may choose not to Offer services for an RFQ that includes non-connected devices.

40. Question: Contractors have found, through experience in the commercial market space, it is difficult or near impossible to handle "unmanaged/unconnected" devices. One possible solution is to move away from a Cost-Per-Copy to a Flat Rate Monthly Fee Program. Has GSA FSSI and

Federal agencies given more thought on how best to handle this issue?

Answer: A flat rate monthly fee may be converted to a cost per image with a minimum number of images per month.

41. Question: What is the Geographic Coverage for FA-III and FA-IV---the same as Generation I

FSSI?

Answer: Yes

42.Question: The terms and conditions of the proposed MPS plans for FA-III and FA-IV provide for equipment and refreshment when it is deemed that these new devices would result in either improved efficiency or cost savings. As indicated in the draft RFQ, the MPS vendor would need to offer these new devices under their FA-II BPA. If the MPS vendor is contracting with an agency under FA-III or FA-IV, the lack of a BPA under FA-TI (sic) would create a huge disadvantage and be a negative incentive to offer new devices to the agency being serviced under the MPS BPA. Would GSA consider opening up FA-II to GSA contractors that now have SIN

51-500 for MPS? This would allow them to offer the full complement of services and new equipment to agencies using FA-III and FA-IV BPAs.

Answer: Noted and being considered.

43. Question: Will the government allow for economic price adjustment to MPS contractors when the ordering activity upgrades part of its fleet with products that can be only supported with OEM supplies when generics are not yet available?

Answer: Any new product offerings must be added to the contractor’s FA III or IV BPA and evaluated.

44. Question: Why is the government including A-3 and A-4 based devices in FA-III, but only including printer based devices in FA-IV, which is designed for small businesses? Why not allow small business set asides be used for A-3 and A-4 devices?

Answer: FA IV is not limited to A4 devices only, rather it is limited to printer-based devices, as defined in the “Scope of Services” section of the RFQ.

45. Question: Will the government accept a "blended rate" for non-networked devices that task order agencies wish to place under an MPS contract? FYI, most DCA solutions will only read total meter counts of local printers, while not braking (sic) down black and color separately.. For example, if a work station printer did 2,000 impressions per month, 50% color and 50% black, then an average blended rate would be computed by taking the color impressions times the rate of $ .10 and the black impressions time the rate of $ .01, a blended rate of $ .055 would apply in this example.

Answer: At the BPA level, contractors should submit pricing accordance with the “Cost Per

Impression Price Classification Table”. At the task order level, the ordering activity will decide as to whether or not a blended rate, using the FSSI BPA’s as the pricing construct, will be accepted.

Blended rates may be appropriate in situations such as the above.

46. Question: If the contractor delivers toner based on 93% of toner used, and the user replaces the toner before the machine alert is activated indicating "no toner", what economic price adjustments would be available to the contractor for the wasted toner?

Answer: Decisions regarding toner replacement levels and economic price adjustments for discarded, unused toner will be addressed by the ordering activity at the task order level.

47. Question: Throughout the RFQ draft there is performance based examples and text that may be included at the task order level.

• Example: Business Plan Deliverable (page 7)

• Example Task: Cost and performance Optimization (page 10) customer satisfaction.

• Example: Basic Ordering Activity Service Level Agreement (page 11)

Given the language presented we assume the costs/methods/process/deliverables for performance-based requirements at the task order level will not be required for, or documented, at the BPA level response. Is this correct? What, if any, narrative is required at the

BPA level for task level performance measures.

Answer: Contractors should be prepared to respond to performance-based requirements at the task order level. Performance based requirements can be based on the standard SLA outlined at the BPA level, or they can be tailored to meet the specific need of the ordering activity.

48. Question: Functional Areas Table (page 3)

Does FA III ‘unrestricted’ small business set aside mean that an ordering activity can choose to include a set aside or not at its discretion?

Answer: At the BPA level, there are no restrictions on the competition for awards under

Functional Area III of the RFQ. Dependent upon the socio-economic classifications of the eventual Functional Area III awardees, ordering activities may or may not be able to limit

Functional Area III competition based on socio-economic preferences.

49. Question:. Service Restrictions (page 3)

The language states that small business may compete for both III and IV. Can a small business win and hold both FA III and IV?

Answer: Small businesses can receive both an FA III or FA IV BPA award, provided that they meet all of the requirements for the management for printer-based and copier-based services, including the definition of “native” devices.

50. Question: Deliverable: Fleet Expansion

Can a BPA III or IV holder sell devices to the ordering activity without holding a BPA II either through OEM channel or reseller agreements; or through a third party who have appropriate credentials (Schedules, BPAs etc.)?

Answer: Functional Area III and IV BPA holders who have Functional Area II BPAs may make device sale recommendations to agencies. The purpose of limiting device sale recommendations to Functional Area II BPA holders is to ensure that the total cost of ownership of devices has been evaluated and is commensurate with the Functional Area II pricing objectives.

51. Question: Annual Service Orders (page 14)

Is this to be an onsite visit for every device or be done through automated means such as useful life and repair/maintenance analysis for normal wear and tear? If this requirement at the BPA level includes an annual onsite visit for every device it could become cost prohibitive for the vendor.

Answer: The word annual is removed. The service orders, including preventative maintenance, shall be provided as stipulated by the manufacturer’s recommendations. If there are no recommendations or requirements for annual service orders established by the manufacturer, the contractor shall provide its own means for annual service orders/preventative.

52. Question: Sixteen Hour Repair (page 14)

Is this for major metropolitan locations or all locations regardless of ‘remote’ status?

Answer: Unless otherwise specified at the task order level, this requirement will apply to all devices that are included in a Functional Area III/IV order.

53.Question: Deliverable: Traditional Dispatching of Service Technicians (page 14): Six hour requirement. Is this for major metropolitan locations or all locations regardless of ‘remote’ status?

Answer: Unless otherwise specified at the task order level, this requirement will apply to all devices that are included in a Functional Area III/IV order.

54. Question: Enhanced Ordering Activity Service Level Agreement (page 15)

Are optional call routing services the same as a vendor supplied help desk service? If not, can you explain the difference? Is the requirement that the prime vendor is to supply this and not a third party?

Answer: When providing optional call routing services, the FA III/IV BPA holder will be responsible for receiving service calls on devices managed by another contractor, and in turn notifying that contractor that the service call has been placed. No additional work will be required of the contractor under an optional call routing solution. The contractor may provide these services in any business arrangement that is acceptable to the ordering activity, provided it has been identified at the BPA level.

55.Question: Follow-on: Or does this mean that the vendor assumes management of all OEM support/maintenance agreements? Will the task order provide all information about existing agreements by device counts and volume, with OEMs and suppliers so that it can be priced appropriately? How do you suggest a vendor propose a BPA fixed price flat rate without knowing the ordering activity’s specifics?

Answer: As stated previously, the FA III/IV BPA holder providing optional call routing services will be responsible for receiving service calls on devices managed by another contractor, and in turn notifying that contractor that the service call has been placed. No additional work will be required of the FA III/IV contractor. As stated in the RFQ, the ordering activity will be responsible for identifying all devices for which the FSSI BPA contractor will be providing call routing services. All contact information and necessary device identifiers such as device ID’s and serial numbers must be provided to enable successful interaction between the FSSI BPA holder and the existing service provider. Contractors should price these services in accordance with the

“Cost Per Impression Classification Table” outlined in the RFQ as well as the underlying GSA

MAS 36 contract.

56. Question: Management Reports; Optimization; Subject Matter Consulting/strategy/advice

How are labor components related to basic and enhanced MPS data analysis and required reporting as well as optional analysis and reporting to be priced at the BPA level?

- Priced by hours by labor category and rate per deliverable as separate line items?

Without having concrete ordering activity data it is difficult to price this except to list estimates, scenarios and examples.

- Translated into per device rate, by device volume ranges, and reported as a separate line item?

- Translated into CPI (cannot be done without volume estimates)?

- Integrated into overall CPI (cannot be done without volume estimates)?

Answer: Contractors should price these services in accordance with the “Cost Per Impression

Classification Table” outlined in the RFQ, as well as the underlying GSA MAS 36 contract.

57. Question: Tables 1 and 3

What are the definitions of the column headings in Tables 1 & 3? Can you expand upon the supplied narrative on page 17 to include examples?

Answer: Table 1 Definitions:

OEM Native Copier Based - See “Service Restrictions” and “Scope of Services”sections of the

RFQ for definitions of “Native” and “Copier Based”

Consumable Supplies and Wear and Tear Components - See “Basic Ordering Activity Service

Level Agreement” section of the RFQ

Pooled Discount - Additional discounts that will be offered by the contractor based on page volumes at the task order level. The contractor can be established a tiered discounting system based on volume thresholds

Basic Managed Service - See “Basic Ordering Activity Service Level Agreement” section of the

RFQ

Enhanced Service IAW BPA SLA - Service Level Agreements that may be customized at the ordering activity level.

Answer Table 3 Definitions:

Printer Based Design:See “Scope of Services”sections of the RFQ for definition“Printer Based”

Consumable Supplies and Wear and Tear Components - See “Basic Ordering Activity Service

Level Agreement” section of the RFQ

Pooled Discount - Additional discounts that will be offered by the contractor based on page volumes at the task order level. The contractor can be established a tiered discounting system based on volume thresholds

Basic Managed Service - See “Basic Ordering Activity Service Level Agreement” section of the

RFQ

Enhanced Service IAW BPA SLA - Service Level Agreements that may be customized at the ordering activity level.

58. Question: Table 4.0 Coordinating Services (page 17)

Explain firm-fixed flat rate. Are you expecting a rate by device (aggregate blended rates are extremely difficult and impossible to quote in some situations).

Answer: Table 4.0 asks for a price quote based on the contractor’s underlying Schedule contract.

The word “flat” is not in the RFQ. The RFQ asks for a “firm-fixed rate”. The word is “firm” is removed. The rate is not intended to be directly associated with the cost per image quoted for devices in Tables 2.0 and 3.0.

BPA Pricing Other than CPI for basic and enhanced MPS services (tables 1, 3, and 4) what other areas require BPA level price submission such as: customer satisfaction, disposal services, asset tagging, management reports (right sizing/optimization etc).

At the BPA level, the basic Service Level Agreement has been pre-determined and defined in this RFQ document. Ordering activities may make adjustments to the SLA at the order level. In order to account for those potential adjustments, the contractors can identify (and price) additional “risk constraints” that may be subject to incorporation into a Functional Area III or IV order, and have a direct impact on price.

59.Question FA III and IV Marketing and Awareness

Do you have an awareness campaign in mind to help communicate and educate ordering activities? Can vendors help shape the program and/or participate?

Answer: Specific awareness campaigns for Functional Areas III and IV have not yet been established. As is the case with Functional Area I and II, BPA holders will be encouraged to promote the use of this vehicle and highlight the value-adds that are inherent with its use.

60. Page 2 – Both the Printer Based Design and Copier Based Design descriptions should each contemplate the Government’s needs for A3 and A4 platforms. As currently described, only the

Printer Based Design includes an understanding that there will be a need for both A3 and A4. We recommend that the Government also update its description under Copier Based Design to include both A3 and A4 platform devices. So that when a Government agency chooses to seek services only under the Copier Based Design category it can seek services for both A3 and A4 platform devices, when the ordering Activity has both A3 and A4 devices.

Answer: The government intends to allow devices with A3 and A4 platforms under both the

Printer Based and Copier Based Design categories.

61. Page 3 – Service Restrictions – Bullet Two:

● Equipment which the contractor is authorized to sell/lease new, on GSA Schedule, or can provide proof that authorization was in effect at the time the device was sold/leased to the ordering activity at the task order level (for devices no longer sold on schedule). At the

BPA level, contractors who are non-OEM contractors must provide letters of authorization for brands of equipment for which they plan to service. OEM’s must provide letters of authorization for devices they plan to service other than those device which they manufacturer.

Comments: the plain reading of this provision will unduly limit competition. The declaration that contractor’s can only support those devices that it sold “at the time the device was sold/leased to the ordering activity” is not germane to the primary point of can the contractor demonstrate to the satisfaction of the Government that it can satisfactorily perform service for the device(s).

Furthermore, those Contractor’s who specialize in the subcontracting of service support to service suppliers who do have the necessary proof of authorization would be excluded from consideration. This provision as written, in essence will allow the OEM to determine who the

Government may consider for service vs. the Government declaring its standard for service and allowing contractor’s the opportunity to demonstrate its ability to meet the defined standards and receiving its consideration.

Answer: The statement, “at the time the device was sold/leased to the Ordering Activity” is removed. The contractor will be required to sufficiently demonstrate that they have authorization from the Original Equipment Manufacturer to either service or sell equipment, and must demonstrate capability to perform every portion of the Statement of Work. There is no prohibition on contractor teaming agreements.

62 . Page 7 – Remote monitoring services – Our experiences with the collection software used by different contractors to obtain data from OEM devices indicates that the ability to discover devices on the network will vary greatly amongst industry providers. Currently, the Statement of

Work is focused on the high level of collecting information, but is silent in regards to identifying or indicating a standard of effectiveness. I.e., Software tools that can collect and identify a small percentage of network devices are not distinguished between those that can collect a higher percentage. The facts are the issues associated with the wide variety of OEM devices owned by most federal agencies will mean that industry does not have software collection tools that will be effective at collecting 100% of the information on its population of devices. Therefore, the standard of effectiveness should be an element that allows the ordering activity to discriminate between contractors. We would also like to point out that the uniqueness of the network enterprise of each Federal Agency makes it impossible for contractors to represent a factual and accurate percentage of the devices their software tools can discover. Therefore, the Government should include in its analysis and/or RFQ process a sample area in which a Contractor’s tools can be evaluated on the Government’s network to ascertain their degree of effectiveness for the ordering activity to use.

Answer: This should be evaluated at the Order level

63. Page 10 – “The contractor shall conduct meter reads for every individual device deployed in an Order/Task Order”. Task orders will likely include both network and non-network devices.

The Government should qualify this statement to mean that the contract will collect data from the devices that are accessible to the software collection tools being deployed.

Answer:The contractor must have a plan to manage non-networked devices. There are environments that do not allow networked devices within the federal government.

64. Page 13 – Credit (MEL) The principle behind the performance standards and associated credit for non performance is sound. However, the position taken by the Government to

“unilaterally take credit against the monthly billing” is problematic. The unilateral position is contrary to the normal and customary business/accounting practices for revenue recognition.

When the Government is due a credit, the credit should be properly administered by the contractor vs. the Government simply declaring its assessment and taking the credit.

Answer: If the government is due funds from the contractor, the credit will be properly administered by the contractor. The right to the funds due the government is unilateral. The government will not agree to negotiate credit due.

65. It appears in some of the paragraphs of the RFQ that the requirements under Functional

Area III, including the Statement of Work of the requirement of a Vendor to service competitor’s

Copier/MFD Products. Other sections imply a manufacturer would service its own brand only.This is not clear. If it is a requirement to service competitive brands, we feel it will be an issue.Unlike Printers where parts and repairs are easily made by nationwide service organizations,Copier/MFD manufacturers restrict their sales to authorized factory trained

Dealers. Most or allGroup 36 Vendors will not be able to comply with this requirement.

Answer: See “Service Restrictions” section of the RFQ. Management of copier based devices will be limited to “Native” devices.

66. Also under Service Restrictions, there is a statement that BPA holders may not respond to an RFQ that is not in compliance with instructions for a fleet inventory. It is not clear why the

Vendors need to determine if the agency is not in compliance. If other Vendors make an offer and one does not, that one can be excluded from selection.

Answer: At the BPA level, agencies will receive education on compiling fleet inventories to be used at the order level. The statement is made in the RFQ to inform contractors that they have the right not to respond to an RFQ if they feel that the ordering activity has not properly compiled their inventory.

67. The top of page 2 discusses the requirement to provide service solutions and replacement of devices that may be for competitor company leased equipment. It is not clear what is expected in this regard or if it is possible for Vendors to comply.

Answer: See “Fleet Expansion” section of the RFQ for further information on the incorporation of new devices into an ordering activity’s fleet. There is no requirement for the management of

“non-native” devices in the RFQ.

68. With regard to DCA security and acceptance of such solution during the procurement process, it is not clear there will be sufficient time to get clearance prior to the due date of any solicitation.

Answer: Specific security and acceptance processes will be defined by the ordering activity at the task order level. Any concerns regarding task order solicitation time frames must be addressed with the ordering activity.

69. With regard to the provision of customized reports described under Fleet Management, it is not clear if the customization requirements may be requested and required after an award. It should be clarified that any such requirements are known at the time an offer is made. Is this interpretation correct? If so, we feel it will be an issue.

Answer: Customized reports may be requested by the ordering activity at the task order level. It is expected that any customizations will be outlined during the RFQ process for the task order.

Any changes/customizations that are requested during the performance of an order will follow the normal procedures for incorporating changes into an existing order.

70. Is the intent for Functional Area III to allow non-small businesses to provide Managed Print

Services for Government owned and contractor owned assets for all three of the following scenarios; 1) printer based assets only, 2) copier based assets only, or 3) mixed copier and printer based assets?

Answer: There are no socio-economic restrictions placed on FA III.

71. Is it the intent of this RFQ to create a contracting vehicle that an Agency can utilize

Functional Area III agreements and issue an unrestricted solicitation for printer based only (non-mixed) Managed Print Services, resulting in the ability of a non-small business being eligible to compete for printer based only Managed Print Services requirements?

72. Reference: Page 16 – Cost per impression price classification table

Question: This area is very confusing as to what the government is looking for vendors to provide. First the government only references native devices (vendor’s own) and not non-native devices. Is this the government’s intention? Please explain.

Answer: For copier based devices, contractors can only provide managed services for “Native” devices. Managed services can be provided for native and non-native printer based devices.

73. Reference: Page 5: “3) solicit managed services under a two-phased approach. A price for gathering fleet inventory information will be quoted in phase I option 3. In phase II the ceiling prices for existing devices will not exceed prices awarded under the FSSI BPA. Further information may be found in the Ordering Activity Instructions section.”

Question: We interpret that this implies a combined solicitation for a vendor to provide both assessment and implementation services assuming the procuring agency does not deem any organizational conflicts of interest. Is this a correct interpretation? If not, please clarify.

Answer: Option 3 contemplates a two phased approach consisting of a combination of assessment and implementation services within the same order. Assessment will be performed on a fixed price OR firm-fixed labor hour rate basis during phase I. The management of existing devices will be performed in phase II.

It will be the responsibility of the ordering activity to address all potential COI issues, however, the government believes that the “organizational conflict of interest” is not relevant to the two phased assessment and management task.

74. 5. Reference: Page 8, Internal remote monitoring:

Question: For sites where there will be an internal monitoring configuration, we believe that some agencies would be well served to optionally have on-site vendor staff. This implementation places the burden of ordering supplies for all managed devices in the entire entity on a potentially a single government employee. If that person goes on vacation for a week or to training or is out of the office for a few hours, then supplies may not get ordered or service calls placed, etc. The agency may want the option of having the vendor provide the management function in this scenario. Will the government simply incorporate an option for onsite labor in the procurement?

Answer: There is no language or requirement within the RFQ that would prevent the contractor from offering on-site support at the BPA-level.

75. Reference: page 16, Low risk/High risk asset classification

Question: We are not sure what the government is trying to accomplish with this. We are unclear on:“Quotations are being requested from Schedule 36, SIN 51-500, Managed Print

Services, and SIN 51-501, Fleet Assessment.” Does this imply that the response to this

RFI/RFP must mirror a vendor’s SIN 51-500 offering? What if a vendor wants to offer additional services not currently listed on their 51-500 offer? Is this a problem?

Answer: The Special Item Numbers being solicited are under consideration. GSA will consider additional input from Industry on the topic. The intention at present is to solicit offers from SIN

51-500.

76. “Identify the price for all native models to be managed at the Basic Service Level defined in the Statement of Work”.

Question: Just to clarify, is the government asking for the cost to manage our own native devices?

Answer: See “Scope of Services” section of the RFQ for the definition of “Native”.

77. We are very unclear about the government’s intentions with respect to pricing in particular with respect to the tables on page 5 and page 16/17:

Question:. On page 5, Basic Managed Print Services for existing devices includes Cost and

Optimization, Consumable Supplies Replenishment and Maintenance and Repair. On the pricing page on page 16, vendors are being asked to price Consumables supplies and wear and tear parts per image separately from Basic Managed Services which are supposed to include the aforementioned items. We are unclear what the government is asking for here. Are we supposed to be pricing out a subset of Basic Managed service in column 2 and the Basic Managed service in its entirety in column 4? Please clarify.

Answer: Correct. Contractors are required to price out each of the components that make up

Functional Area III and IV managed services: consumable supplies and wear and tear components, basic SLA services, and enhanced SLA services.

78. The table on page 16 seems to imply that we are supposed to price for the manufacturer’s native devices with a per click price for consumables, supplies, wear & tear in column 2. We believe that vendors have priced their own device costs on the currently awarded FSSI BPA.

We do not understand the government’s intention here.

Answer: Table 1.0 on page 16 requires contractors to price out the management of native devices that are owned by the Government. The “Fleet Expansion” section of the RFQ, which involves the FSSI contractor’s introduction of new devices into the fleet, address the inclusion of FA II.

79. On page 17, the government is asking under table 3.0 for a proposed product line in column one of the table. Is the vendor able to define the product line as broadly or narrowly as they choose?

Answer: The contractor should identify the product line in a manner that will allow the

Government to identify every device that falls under the product line identified by the contractor.

80. We are unclear what the government’s intention are with respect to alignment of the current

51-500 offering and this FSSI RFI. Is it the government’s intention to allow vendors to continue to offer their existing 51-500 offerings on schedule 36 in addition to the FSSI BPA? Does the government intend to have any alignment between a vendor’s offering on the FSSI BPA and their schedule 36 offer?

Answer: Yes, BPA holders will still be able to offer their services under the Schedule 36 MPS

Special Item Number.

As stated in the “Cost Per Impression Price Classification Table” section of the RFQ, Price quotations for the management of device under Functional Area III should follow the following format. Quotations are being requested from Schedule 36, SIN 51-500, Managed Print Services.

Contractors should submit a cost per impression rate calculated from their underlying awarded

Schedule prices. All offers must include the underlying Schedule contract from the relevant SIN and a rationale for how the cost per impression price was converted from Schedule. Offerors that do not clearly demonstrate how the awarded Schedule price was converted into a cost per impression BPA ceiling price will be deemed non-responsive and may be excluded from consideration for award without further discussions.

81. Is there a specific format the government is looking for in terms of the final response to the draft RFQ? If so, please elaborate.

82. Will GSA elaborate on the definition of “remote location” as stated in the text below on pg 2 of 18? We would like to establish a mileage metric from a major metropolitan area. Ex. 50 miles.

The definition of remote location will impact services response and resolution and in many cases will impact services pricing.

Answer: The reference to “remote location” is this context has no direct definition in terms of mileage to or from a specific location. Such designations will be defined at the task order level between the ordering activity and the contractor.

83. In reference to the text below on page 14 of 18: will GSA consider allowing a replacement device to remain in place if the replacement is the same make and model as the device requiring repair? “If a device" cannot be restored to its fully operational condition, the Contractor shall work with the ordering activity to identify a substitute device that can be operational no longer than eight (8) business days after the service response, at no additional cost to the Government.”

Answer: As stated above, the contractor will work with the ordering activity to identify a substitute device that can be operational no longer than eight (8) business days after the service response, at no additional cost to the Government. Decisions regarding the details of specific replacement devices will be made at the task order level.

84. In reference to text below on page 16: will GSA consider the need for all devices on a PPI pricing plan to be networked and capable of remote meter reads.

“Assume the following conditions in the low risk environment.

* GSA is soliciting input during the Pre-RFQ phase on variables impacting risk levels.

Question: Devices either are connected to a network or are capable of being connected”

Answer: In addition to providing managed services for networked devices within an ordering activity environment, it is the intent of this RFQ to establish service solutions for non-networked devices as well. The Government understands that coverage for these types of devices may come at increased prices.