Industry Questions and Answers H9821025RE001.pdf

H9821025RE001 Questions Government Response

Would DHRA consider proposals from contractors who are ISO9001:2015 compliant, but not formally audited by an external party?

Yes, DHRA will consider proposals from contractors who are ISO 9001:2015 compliant as long as their self-assessment ensures they deliver a consistent level of service and manage risks by improving their decision-making for company policies, processes and procedures based on ISO requirements.

If not, would DHRA consider proposals from contractors who have committed to obtaining ISO certification prior to award?

N/A. DHRA updated from "certification" to "compliant" and will consider proposals from contractors who attest to self-assessment of compliance prior to award.

Will there be a site visit? No, there will not be a site visit. Performance location is vendor site.

In its Government Request for Information (RFI) market research dated 1 Jun 2024, which vendor participated and promptly responded to, the Government indicated that it would solicit DMDC Cardstock Warehousing and Logistics Support opportunity under NAICS 541512 (Computer Systems Design Services) with a size standard of $34M; however, the released solicitation of 24 Oct 2024 annotates the NAICS code to be 541614 (Process, Physical Distribution and Logistics Consulting Services) with a size standard of $20M.

Our office did not post an RFI. We selected the NAICS that is the best fit for the requirement. Nothing about this requirement fits under computer systems design services.

Vendor is requesting the government to reconsider this change and revert to the original NAICS code of 541512, for the following reasons:a. Size Standard: The size standard for NAICS 541512 is $34 million, which allows more small businesses, including vendor to participate.· In contrast, the size standard for NAICS 541614 is only $20 million, which restricts SPS's ability to compete due to size limitations. · In contrast, the size standard for NAICS 541614 is only $20 million, which restricts vendor's ability to compete due to size limitations. · Additionally, competing under NAICS 541512 facilitates and encourages increased participation from small businesses, which fosters a more competitive environment. b. Preparation and Investment: To support the Government’s RFI, vendor formed a Teaming Agreement-based contract team and committed considerable resources to prepare for the competition, based on the initial indication that the solicitation would be under NAICS 541512.

Declined, we are using the NAICS that fits the requirement. Our office never contemplated using a different NAICS to allow specific vendors to compete.

4.1.1 states that the Contractor shall provide a warehouse storage facility that is International Organization for Standardization (ISO) 9001-2015 certified. Can the Government clarify if the organization or the facility should be ISO certified? Is this certification required prior to award or can this certification be achieved after award?

Only the facility must be ISO 9001:2015 compliant. The PWS has been updated to clarify that the facility must be compliant only; certification is not required.

4.2.2 Are consumable pallets stackable? Do the consumables need special controls such that a separate cage is required?

There is no requirement to use stackable pallets so the assumption is, they will not be delivered in stackable pallets. However, this would not preclude the contractor to transfer the consumables to their own stackable pallets. The unused consumables do need additional controls. However, it is possible that used consumables (ribbons and transfer film) may be mailed to the warehouse inadvertently. These used consumables contain PII and would need protection, until destroyed.

4.2.2 states “The Contractor shall maintain at least six (6) months of supply of consumables to support the daily shipping requirements.” Does the Government anticipate that the initial set of consumables will be greater than the 6-month supply such that the contractor will distribute consumables drawing from a supply greater than the 6 month minimum (i.e. 9 months’ worth of supply)?

The government does not anticipate a supply in excess of 6 months.

4.2.4- “The Contractor shall provide a Daily Cardstock and Consumable Order Report (Attachment K) to DMDC upon request to facilitate the required approvals including the current inventory on-hand at the support center of individual cards/tokens brands and types. The Daily Cardstock and Consumable Order Report captures all orders emailed/faxed to the support center/DMDC.” Can the Government clarify the term “support center”?

"Support center" and "warehouse" are used interchangeably by the DMDC. For clarity, the PWS has been updated to replace all references of "support center" with "warehouse".

4.3.2 What application/technology serves as the Government’s Inventory Logistics System/Portal? What application is used for the scanning software? Does the scanning software allow for a report to be printed of scanned cards? Does the scanning software integrate with ILS for the scanning of cardstock and consumables?

The government is currently using a proprietary system developed by HID located on the DoD network. The contractor will be given a government furbished computer for remote access. The scanning software generates a flat file that may be printed if necessary.

Typically the flat file is forwarded to the government via email and does not require a local printed copy. The scanning software is stand alone and does not integrate with ILS due to several other necessary steps needed before ILS is updated. The scanning software is used for returned cardstock only, not consumables.

4.3.2 states “For all shipments, the Contractor shall manage cardstock inventory by card type, card vendor, and stack identification (ID) number via the Inventory Logistics System (ILS) which is used to track cardstock and consumables for inventory and shipments.” Do all shipments include shipments from vendors to RAPIDS sites? Will this contract be provided an inventory to enter into ILS or will the card vendor enter data into ILS?

The contractor will only be required to manage a small amount of cardstock, typically less than 80k cards. The card manufacturers will ship the cards to the contractor and the manufacturer will have already recorded in ILP (portal). When an emergency order is requested, the contractor will transfer the cards to the RAPIDS site via ILP to manage the inventory.

4.3.2 “For all shipments, the Contractor shall manage cardstock inventory by card type, card vendor, and stack identification (ID) number via the Inventory Logistics System (ILS) which is used to track cardstock and consumables for inventory and shipments.” Will this inventory be scanned into ILS by the contractor or is it entered manually?

Returned cardstock will be scanned manually via a contactless/contact card reader and the reason for return will be recorded. The government is in the process of creating an optical reader version for cards that are not scannable by the reader.

4.3.2 How many “stacks” of CAC cards come in a box. Can the Government identify the weight of the box of CAC cards?

Each box contains one stack of 100 cards. Approximately 1.2 lbs.

4.3.6 Does each RAPIDS site have a SPO?

Each site has two Site Security Managers (SSMs) that manage the site. The site may have several Varied Officials (VOs) that issue the cards. Service Project Officers (SPOs) are at the agency level that manage the SSMs. A SPO may be one or more personnel depending on the size of the agency.

4.3.9 Other than NSA shipments, are there any situation where suppliers packing material would not be suitable?

Shipments of unissued cardstock to RAPIDS sites has shipping requirements as detailed in the appendices and Verified Officials Information System (VOIS), which will be provided after contract award.

4.4.1 states “The Contractor shall utilize a single, centralized electronic shipping solution to coordinate and account for all shipping activities.” Section 4.6 identifies NGDS2, GHS2, and USPS as shipping services each with a separate portal for their respective services. FACTS, GFM and other Government portals also provide shipping solutions. Can the Government clarify the intent of a single shipping solution when 3 different shipping solutions have been prescribed?

The PWS has been updated to change the verbiage from "single, centralized electronic shipping solution" to "Shipping and Tracking Tool". The Government requires the contractor to have a real-time automated shipment tool that can meet the requirements of PWS section 4.4 (i.e. - generate reports) for use by authorized government personnel to coordinate/communicate shipping information with the contractor. Separately, the Government requires shipping accounts to be created utilizing the 3 shipping vehicles in order to generate labels/postage to fulfill the shipping requirements.

4.4.1 states “The Contractor shall utilize a single, centralized electronic shipping solution to coordinate and account for all shipping activities.” Does this statement include updating ILS for all shipments of material within the DoD Identity Credential Management Program regardless of where the shipment originates?

The PWS has been updated to change the verbiage from "single, centralized electronic shipping solution" to "Shipping and Tracking Tool". The Government requires the contractor to have a real-time automated shipment tool that can meet the requirements of PWS section 4.4 (i.e. - generate reports) for use by authorized government personnel to coordinate/communicate shipping information with the contractor. Separately, the Government requires shipping accounts to be created utilizing the 3 shipping vehicles in order to generate labels/postage to fulfill the shipping requirements. The contractor is only required to update the ILS for the shipments it is responsible for. For example, card manufacturers will update the ILS when they ship cards to the warehouse.

4.5.1 Can the Government clarify the term Central Issuance Facility? Is this different that the term “support center”?

The Central Issuance Facility is located at DMDC in Seaside, California and is used to mass produce cardstock for delivery to military academies and bootcamps. It is not a support center.

4.5.2.1 references historical data in Attachment C but there is no historical data in Attachment C. Can the Government please provide the referenced historical data?

The above table provides historical shipment information. More information will be provided after award. PWS section 4.5.2 provides additional details about shipping requirements.

4.5.2.8 Can the Government confirm that there are 30,000 shipments annually to 3rd party contractor for testing?

Shipments of failed cards are typically made monthly (or upon request) to the third- party contractor for testing and analysis. Approximately 30,000 failed cards are shipped annually.

4.7.1 Lists RAPIDS return at 125,000 cards per month, yet PWS 4.5.2.6 identifies 345,000 cards shipped to NSA/CMC each month. Will the contractor be receiving cards that will be sent to NSA from locations other than RAPIDS sites? Are the 125,000 per month from RAPIDS only?

Approximately 175,000 cards are currently returned from RAPIDS sites monthly.

Additionally, there are circumstances where other cards are returned from the Government Printing Office (GPO), Central Issuance Facility (CIF), individual customers in the field, etc.

To account for all returned cards, the approximate amount of cards sent to NSA are 200,000 monthly.

Reference GFP Attachment, non-serially managed items tab. Are the quantities on hand per month or items received per month? Are these numbers aligned with the quantities identified in the PWS?

The quantities in the GFP attachment are estimates of inventory on-hand and are in constant fluctuation.

4.7.3.2 Will the Government allocate multiple (more than 4) CAC readers to accommodate the number of personnel required to scan 345,000 returned cardstock per month?

The government can provide more than four card readers (if necessary) to manage the approximately 200,000 (updated PWS quantity) cards each month.

4.7.3.4 states “All cardstock delivered to the warehouse must be processed within 30 days to ensure ILS/ILP records are at most 30 days out of date. The scanned files are used to update the ILS to account for all returned cardstock and to ensure the cards are terminated in ILP to remove them from the RAPIDS site inventory.” Questions: How will the scanned files result in an update to ILS? Is this a manual or automated process? Is this the responsibility of the contractor? Does this process occur after CMC has returned Attachment H?

When cards are returned, they are typically sorted by reason for returned then scanned using a card reader and the reason for returned code entered. It is a manual process. The scanning software generates a flat file of data that is sent to DMDC and processed before the ILP is updated to DMDC staff. This process occurs before cards are sorted to either send to 3rd party for testing or CMC for destruction.

4.8.3 Is there a receipt document from the 3rd party vendor that is completed such that cardstock can be processed in accordance with 4.7.3.4?

The software that scans and creates a data flat file will be delivered via email to DMDC. the email can be used as the receipt.

Will the Government supply printers or is that the contractor responsibility?

Printers have not been provided as GFE in the past, but the Government is open to discussion about providing printers after award.

The Government included the WD for Kansas as part of the solicitation. If the offeror intends to use another location for the warehouse, should the local WD for that location apply?

The current location is unknown and will not be known until prior to award. The WD for the incumbent was provided as a placeholder. The WD for the awardee will be attached to the award document.

Are there standard operating procedures in existence today for PWS activities such as standard shipment of consumables, use of the ILS/ILP, use of scanning software, shipping to 3rd party card failure vendor, and label request and distribution processes?

SOP's will be provided by the Government via the VOIS, training, and applicable user guides. The label request and distribution process will be the responsibility of the contractor in coordination with the Government after award.

PWS Page 2, Section 4.1.1, Could the Government provide information on approximately how many cardstock is on each pallet?

Each pallet sent to NSA/CMC for destruction contains approximately 65,000 cards.

PWS Page 2, Section 4.1.1 - 4.2.2, in paragraph 4.1.1 it states "...and approximately 50 pallets of consumables." In Paragraph 4.2.2 it states "4.2.2 The Contractor shall maintain at least six (6) months of supply of consumables to support the daily shipping requirements." Is the 50 pallets in paragraph 4.1.1 the 6 month supply or will the contractor maintain the 50 pallets, plus 6 months of consumables?

The 50 pallets are for the six month supply of consumables.

PWS Page 5, Section 4.4.1, Is the Shipping Solution a new requirement and if it is not a new requirement what is the current shipping solution?

The Shipping Solution is a new requirement. The PWS has been updated to rename it "Real-time Automated Shipment Tool".

PWS Page 5, Section 4.4.1, Many shipping solutions are Cloud Based. Does the government have a requirement for what Impact Level the cloud based technology has? The Government does not have a requirement for cloud based shipping solution.

PWS Page 6, Paragraph 4.5.2.1 States "Attachment C – “Cardstock and Consumables Shipping Report” is provided to show a year of historical data to provide information as to prior frequencies and size of shipments for both cardstock and consumables shipments. This attachment is provided for statistical analysis to show past frequencies and size of shipments." However, attachment C does not have any data in the attachment.

Can the government please provide the historical data and/or a minimum staffing plan?

The above table provides historical shipment information. More information will be provided after award. PWS section 4.5.2 provides additional details about shipping requirements.

PWS 6, Paragraph 4.4.3 states "DMDC shall approve the recommended shipping solution prior to implementation." When the offer/solicitation is accepted does the that constitute approval of the shipping solution? If there is secondary approval process for the shipping solution it would require a change to pricing based on the final system approval, which would be after the solicitation has been accepted. Can the government please clarify how any changes required after the solicitation is awarded will be handled?

The acceptable proposal chosen for award will constitute approval of the Shipment Tool (see revised PWS language) if the contractor verifies/demonstrates that the proposed tool meets all the requirements of PWS section 4.4. The Government does not anticipate a secondary review of the Shipment Tool.

Reference Section 11.0 of the PWS, page 22: are contractors required to own the facility? Many warehouses are operated in leased space, so the requirement to own the building could limit competition.

Contractors are not required to own the facility. The PWS has been updated accordingly.

Reference Section 4.1.1 of the PWS, page 2: this inventory list is helpful; can you advise how many cardstock are held on one pallet? This helps determine space requirements.

Approximately 65,000 cards per pallet (based on 345,000 per 5 pallets).

What is the current contract value? Total contract value is $2,307,116.16 for 5 years and 6 months period of performance.

Who is the incumbent? Transtecs Corporation How many full-time and part-time employees are currently on the contract? There are 9 full-time employees on the current contract. No part-time employees.

Is the contract fully staffed? Yes, the current contract is fully staffed. However, the requirement has increased in scope.

Is the scope of the current contract the same as the new solicitation? No, the scope of the current contract is not the same as the new solicitation. The scope of the new requirement includes handling more types of cardstock, a shipping solution, and added the handling of shipments/postage.

Is there an electronic inventory management system that is currently being utilized? If so, what is the system name?

The HID Inventory Logistics Portal/System (only used by DoD).

Is there a font size and type requirement, including narrative and table requirements? Arial Font Size 12 for Narrative and Arial Font Size 9 for tables and charts.

For the pricing volume, does the government simply want a price per CLIN, or should we provide any pricing detail or basis of estimate?

For the pricing volume, the Contractor shall provide the unit price and total price for each CLIN. No additional information is required for the pricing volume. However, please note Subfactor 3 - Staffing Plan which includes the proposed labor categories, experience and skill levels, labor hours, and a crosswalk to the PWS requirements. As well as a rationale for the selection of labor categories, skill mix and distribution of hours among PWS tasks and the offerors approach to maintaining full staffing for the duration of the contract.

Reminder: No pricing or cost shall be included in the technical volume.

Is there specific information and format the government is requesting in the customer experience section?

The Government is requesting details of prior experience performing the work as described in the PWS. Details of prior experience handling projects with large volumes of shipping will be considered of value to the Government. No specific format is required.

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