Coupons_2017_Amendment_0002.docx

Combined Synopsis/Solicitation Notice Coupon Clearinghouse Services (Coupon Redemption) HDEC05-17-R-0003 Amendment 0002

The questions and answers below were provided via email to the Defense Commissary Agency in regards to the combined synopsis/solicitation for coupon clearinghouse services, HDEC05-17-R-0003. Some vendors provided similar questions to one another. For questions that this was the case, DeCA chose the most detailed one and provided it below with an answer. There are still a couple of remaining questions not answered below that will be provided on an amendment that will be posted on Tuesday, May 9, 2017. Per Amendment 0001, the due date for questions has been extended to Wednesday May 10, 2017 by 1:00PM EDST. At this time, there is no extension on the due date for the overall quote. Quotes are still to be submitted to DeCA by Monday, May 15, 2017 by 1:00PM EDST.

Questions and Answers:

Question 1. (In regards to 4.6 in the Statement of Work) Is the contractor responsible for honoring DeCA’s numbers even if the contractor calculates a different number?

Answer 1. Please omit the verbiage in 4.6 in the Statement of Work and replace it with “Any deviation in the government audit and the contractor count of coupon quantity and/or face value, which exceeds plus or minus one percent will be reported to DeCA. DeCA reserves the right to either accept the contractor's count/face value or investigate the deviation prior to processing. DeCA will be allowed 2 business days to respond to the contractor as to which option they will take. If the contractor's deviation is within the one percent, the contractor's quantities and face values will be used for that batch of coupons.”

Question 2. (In regards to 3.7 in the Statement of Work) If there is a disputed amount between the contractor and a manufacturer concerning the receipt of the invoice or the value of the invoice, what is owed to DeCA?

Answer 2. The clearinghouse contractor determined amount is what is owed to DeCA regardless of any dispute with the manufacturer.

Question 3. (In regards to 5.4.4 in the Statement of Work) The Statement of Work indicates that the contractor will accumulate missorted coupons until they reach $500. Is this a requirement or can the missorted coupons be reprocessed sooner?

Answer 3. Please omit the verbiage in the Statement of work involving the $500 threshold. The Statement of Work has been changed to say that the contractor will forward missorted coupons weekly to the manufacturers, regardless of the total dollar amount.

Question 4. (Follow-on to question 24 in Amendment 0001) Please provide the invalid coupon count for the last 12 months.

Answer 4. Records have shown that over the last 7 months there have been 1,853 invalid coupons

Question 5. What is the manufacturer revenue with special shipping and handling fees along with postage fees?

Answer 5. The quoter is welcomed to submit a Freedom of Information Act (FOIA) request for this information. The DeCA FOIA request may be located at www.commissaries.com under the “News & Info” tab and then under “FOIA.”

Question 6. How did the Defense Commissary Agency come to their 75 million annual coupon estimate?

Answer 6. DeCA’s initial 75 million annual coupon estimate was derived from previous contract estimates. Upon further research and a decreasing trend of coupon usage, DeCA has decided to decrease its yearly estimates to 65 million coupons. This new total is included on the revised Quote Sheet. Please fill out this revised quote sheet as part of your submission.