Attachment_A_-_Questions_and_Answers.pdf

Questions and Answers Attachment A – HSBP1015R0022 A0001

Questions and Answers

These questions have been received by U.S. Customs and Border Protection (CBP) from various vendors. The questions and CBP’s responses are listed below. In cases where similar questions have been asked, those questions may be consolidated into a single question and response.

Questions related to the Request for Proposals (RFP)

1. The RFP states in section III.20 that vendors must meet or exceed all technical requirements to be considered. However, later in the same section (under Submission Requirements->Technical

Volume->Subpart 2 – Executive Summary and Table of Contents) it states that the vendor may specify exceptions to the clauses or statement of work. How can these statements be compatible?

The language regarding exceptions should be removed. Vendors need only acknowledge and accept the solicitation requirements.

2. The RFP states in part (c) of section II.22 3052.204-71 Contractor Employee Access that

“Contractor employees working on this contract must complete…” What constitutes a contractor employee working on this contract and when does it apply?

A contractor employee working on this contract is one that works directly on the hardware or software.

The application begins at time of award.

3. The RFP states in section II.26 Changes in Technology part (c) that vendors will be responsible for support services for technology enhancements. Does this mean the vendor’s own enhancements or those of other vendors?

Vendors are only responsible for services supporting their own equipment enhancements.

4. The purpose of section II.26 Changes in Technology part (d) is unclear. Will vendors be expected to provide training for third party technologies? How can these costs be captured or quantified?

Vendors are not responsible to provide training or support for third party technologies. Costs under this clause are contingent on future events and may never occur. In the event that changes under this clause are required, they will be bid and quoted when a discrete need arises.

5. The RFP includes the Buy American Act (FAR 52.225-1). FAR 52.225-1(c) indicates that offerors may obtain a list from the Contracting Officer regarding foreign articles that will treated as domestic for purposes of this contract. Is there such a list?

There is no list for this acquisition.

6. The RFP submission requirements limit the size of the technical volume to thirty (30) pages. Given the complexity of the requirement, could this be increased?

The maximum length is extended to forty (40) pages. However, bear in mind that past performance information should also be included (see question 8, below).

7. Should we assume that CBP will review an offeror’s past contract performance with CBP (if applicable) and therefore CBP should not be used as one of the required references?

No. Please select the three most appropriate past performance examples irrespective of source. If the best conforming examples are with CBP, then use those.

8. The RFP submission requirements list the second volume as “Price and Past Performance” but the

Past Performance is also listed as subpart 5 to the technical volume. Where should past performance be placed?

The Past Performance information should be placed in the technical volume as subpart 5. Volume 2 should have Past Performance removed from its name.

9. For other than small businesses, where should the small business subcontracting plan be placed

(per FAR 52.219-9 Alt II)?

Please submit subcontracting plans as an attachment to the price volume.

10. The RFP requests electronic submission. What is the largest file size that can be sent through e-mail?

The CBP system will accept total e-mail sizes of up to 10MB. This includes the entire e-mail (text and attachments). Therefore, if vendor attachments are near the 10MB limit, it is recommended that files be broken into smaller sections. Vendors may use multiple e-mails to submit documents, but all e-mails must be received by the closing date and time to be considered.

Questions related to the Statement of Work (SOW)

11. Section 2.3 of the SOW references DHS-CBP N.25 Standard Messaging Protocol (b) and CBP

Interface Control Document (c)? Do these apply to machine communication or IT communications on company platforms?

This is for communication of images and data between the system and CBP networks.

12. Section 3.2.1, requirement 8, states that the Driver video display shall be viewable on the scan side of the cab. Please clarify what is meant by “viewable on the scan side of the cab”.

The display must be viewable by both the driver and the system operator.

13. Section 3.2.2, requirement 2, states that the system shall provide governed speed control of no greater than 3 miles per hour (MPH) with a 2 MPH objective. Does CBP prefer a single governed speed control or is the objective for dual governed speed control (2 and 3 MPH)?

CBP does not require dual governed speed control.

14. Section 3.2.2, requirement 13, states that the system shall be capable of scanning conveyances one hundred twenty feet (120’) in length. Requirement 17 in the same section states that a system shall be capable of scanning five (5) to ten (10) targets with up to ten feet (10’) spacing.

Taken together this could require a scanning length of one thousand three hundred feet (1,300’).

Is this correct?

Yes, essentially. Ten units of one hundred twenty feet (120’) with ten feet (10’) of spacing could bring the total scan length to one thousand two hundred ninety feet (1,290’). (There would not be spacing behind the last target).

15. Section 3.2.2, requirement 16, states that the system shall have a minimum ground clearance of 6 inches, with an objective of 10 inches “adjustable”. Please clarify what is meant by adjustable.

Does this refer to the boom?

The minimum height refers to the entire system (vehicle, source, and boom). The chassis must meet the minimum ground clearance standard, but does not need to be adjustable.

16. Section 3.2.2, requirement 23, states that the system must be equipped with a key-lockable

Docking Station for an OIT approved laptop. What are the specifications on an OIT approved laptop?

The laptops specifications have not been finalized, however they will be compatible with a standard Dell

Toughbook docking station.

17. Section 3.2.2, requirements 20 through 22, mention criteria based on the slowest selectable speed. Are there also criteria for the fastest selectable speed (3 MPH for mobile, and 10 MPH stationary?)

No, these criteria are for the slowest selectable speed only.

18. In Section 3.5.3, is there a requirement regarding the frequency of vehicle refueling during normal operations in the calculation of uptime/availability?

No, refueling time is not considered down time.

19. In Section 3.5.5, will the calculations for Ao and Customer Wait Time exclude third party vendor delays?

No.

20. In section 3.5.6 of the SOW, Service Calls and Work Orders, there is a requirement to submit Work

Completion Forms and other applicable documents within twenty-four (24) hours. Could this be extended to forty-eight (48) hours?

This requirement must remain twenty-four (24) hours.

21. Sections 3.5.7 and 3.5.8 (Preventative and Corrective Maintenance) both state that the contractors shall provide (among other things) transportation. Does CBP expect the contractor to provide transportation of necessary items to the site for maintenance, or transportation of the unit to a third party if necessary for maintenance?

Vendors are expected to provide transportation. This would include, if necessary, transportation to a third party location.

22. Section 3.6.1 of the SOW, Engineering Services, states that the vendor will provide engineering services beyond those required to design, build, and maintain the equipment. Should vendors price this in the proposal, and if so, how?

Vendors need not price this in the proposal. These services, if they are ever required, will be bid and quoted as an order once the requirement is known.

23. Section 3.13, Enterprise Architecture (EA) Compliance, states that development of data assets, information exchanges, and data standards will comply with the DHS Enterprise Data

Management Policy MD 103-01. All data-related artifacts will be developed and validated according to DHS Data Management Architectural Guidelines. What is defined as “data asset”?

How can vendors obtain the DHS Policy Management MD 103-01 and the DHS Data Management

Architectural Guidelines? Does EA apply to commercial items?

DHS MD 103-01 is a publicly available document. A copy of that document has also been attached to this amendment package. For non-developmental items, there is no validation issue. To the extent that the proposed items are non-development the clauses should be seen as evidence of CBP’s overall desire for EA compliance.

Commercial items should have open data exchange (API) or be based on a standardized data format.

The Data Management Architectural Guidelines are used internally at CBP. Vendors will not need this information for proposal purposes.

24. Section 3.16 of the SOW, Engineering Services, states that the scanners must comply with §508 accessibility standards unless exempt. Is this exempt?

This procurement is exempt from §508 requirements.

General Questions

25. Would CBP consider extending the RFP closing date?

Yes. The RFP closing date is extended to June 29, 2015 at 4:30 pm ET.

26. Can vendors ask additional questions?

Yes. Please submit all questions by Wednesday June 17, 2015 at 4:30 pm ET.