Q A_Outbound_Mail_Operations.pdf

QUESTIONS & ANSWERS

OUTBOUND MAIL OPERATIONS

Solicitation Number HSFE70-15-R-0034

1. Page No / Paragraph No: Page E-2 / Cover Page Instructions Statement/Material Being Questioned: Title of proposal (Inbound Mail Operation Services) Question: We presume the title is supposed to be 'Outbound Mail Operation Services'?

That is correct. All references to ‘Inbound Mail Operations Services’ are actually ‘Outbound Mail Operations Services’. This has been corrected via Amendment 0001.

2. Page No / Paragraph No: Page E-5/ Factor 1: Technical

Approach/Adequacy/Understanding. Question: Throughout the RFP there are references (highlighted in yellow) to "Inbound Mail" functions. Can we be sure this is the correct RFP? Will it be appropriate to just substitute the word "Outbound" wherever the word "Inbound" appears?

All references to ‘Inbound Mail Operations Services’ are actually ‘Outbound Mail Operations Services’. This has been corrected via Amendment 0001.

3. Does FEMA or the Vendor bear the cost of employee clearances?

Contractor personnel go through the FEMA Security process. FEMA bears the cost of this process. Note: The Government shall not be responsible for any costs associated with HSPD-12 fingerprinting/eQIP security requirements listed herein, which includes but is not limited to the following costs: airfare, per diem, rental cars, lodging, police/sheriff department administrative fees, etc.

4. Are there requirements to print documents in Accessible formats (i.e. Braille, Large Font, other languages, etc.)?

At the present time, some letters are printed in Spanish.

5. Can contractor replace the 2of5 and OMR barcodes with higher integrity 2D barcodes?

FEMA will consider contractor technologies.

6. Are there any requirements for inserting either a business reply or courtesy reply envelope (BRE/CRE) into any of the documents that are printed and mailed?

Not at this time; this would be considered a type of insert.

7. For Records Management, is there a retention period for production files?

No however FEMA may request files to be retained for “X” period of time.

8. Are any document composition services required?

Correspondence to be printed is accessed via PDF files; with FEMA approval contractor may add additional formatting to work with their print process.

9. Are there any color printing requirements?

No

10. How many different versions of mailing envelopes are there?

Presently there are three: #10, #11, and 9x12 flat.

11. Are there any special handling requirements (pulls, etc.)? If so, what is the nature of these requirements?

Yes, as required. To stop a letter from entering the mail stream.

12. Are there any e-delivery services required as part of the overall solution?

13. Can presort services be outsourced to the contractor's vendor?

Yes, meeting all security requirements.

14. What portion of mail requires outbound tracking and what level of tracking is required?

Regular first class letters do not require tracking once entering the US mail stream. If additional tracking is required, this would be considered Signature Required Mail-out.

15. Can we extend the deadline?

16. Will the solution be onsite or offsite, or a combination of both?

The solution will be at the contractor facility.

17. What is NEMIS Mail Management system?

System used by FEMA for the overall management of print letter correspondence. It allows the FEMA and their print vendor to select and print letters based on various filters and search criteria.

18. What exactly does this system provide?

Allows users to view the various letter correspondence statuses as a snapshot of where letters are in workflow. Allows users to search and filter FEMA letter correspondence.

Allows users to select, batch and print letters. Allows users to view the history of letter from generation through printing and mailing.

19. What is the print language that is provided from system (PDF, PCL, PS, AFP)?

Generated print file format is PDF.

20. How is electronic presentment performed?

The letters are created in RTF format and then converted to PDF.

21. Should this be an offering from the print provider?

See above question and answer.

22. Any color needs?

23. Is there a daily average volume that can be used to determine true production needs?

No, dependent on disaster activity.

24. What is the average daily envelope volume?

Dependent on disaster activity.

25. What would be accessed in the FEMA system?

Mail Utility Module - this system is used for the overall management of print letter correspondence.

26. How many different/ physical jobs daily?

FEMA does not differentiate jobs per the SOW, just the final output.

27. Does it matter how sortation for mail discount is performed if end result is the same or better?

With limited information from the question, initial answer is no.

28. What is the quantity by envelope type (number of #10, #11, 9x12)?

Contractor must be able to store no less than 1,500,000 government provided envelopes (#10 and/or #11), and 500,000 9x12 envelopes.

29. Is there a requirement to track mail piece through the postal service?

Regular first class letters do not require tracking once entering the US mail stream. If additional tracking is required, this would be considered Signature Required Mail-out.

30. Are all of the letters under this contract printed in black and white only?

Yes

31. Does FEMA have a preference toward either printing with toner based technology or printing with ink jet technology?

Print documents in compliance with industry standard for contrast and readability.

32. Can the prime use past performance of a subcontractor?

No. Past Performance is meant for whom you have or have had a contract with and received payment for services.

33. Does the contractor need to receive an Authority to Operate (ATO) from DHS?

34. If multiple small business concerns submit responses to the solicitation, will the acquisition become a small business set-aside?

35. E-1, "Instructions for Preparation of Volumes": 100 pages are permitted, with a page defined as a sheet of paper. Does this allow for 200 images (100 pages duplex printed)?

Please follow the instructions as stated.

36. E-2, "Title of Proposal" Should the title be "Outbound Mail Operations"?

37. E-5, "Factor 1" of Volume I : This item references "Inbound Mail Operations" twice.

Should this be "Outbound Mail Operations"?

38. E-6, "Factor 4" of Volume I : For the implementation, has DHS paid incumbent contractor for programs and/or applications development that will be provided to new contractor?

This is a FEMA requirement rather than a DHS requirement. No.

39. SOW, 6. Contractor Requirements, Page 3 of 27, Bullet 1. To save money for DHS on costs associated with CASS using MLOCR equipment, would DHS permit CASS certification by programmatic means?

This is a FEMA requirement rather than a DHS requirement. This would require approval and coordination with FEMA.

40. SOW, 6. Contractor Requirements, Page 3 of 27, Bullet 2. Are all images printed in black ink only?

41. SOW, 6. Contractor Requirements, Page 3 of 27, Bullet 3. To save money for DHS on costs associated with mail postage metering, would DHS allow use of an USPS OMAS Permit Account?

This is a FEMA requirement rather than a DHS requirement. This would require approval and coordination with FEMA.

42. SOW, 6. Contractor Requirements, Page 3 of 27, Bullet 5. Would DHS provide historical statistics on accountable mail pieces?

This is a FEMA requirement rather than a DHS requirement. Volume of mail pieces are disaster dependent.

43. SOW, 7. Performance Standards, Page 6 of 27, Timeliness, Bullet 1: Are letters placed through NEMIS queue for the Contractor placed there at various times throughout the day or are letters provided at a specific time each day?

Letters enter print queue throughout the day.

44. SOW, 8. Contract Requirements, 8.4, Page 8 of 27, Timeliness, Bullet 3: Would DHS provide a test sample of letter(s) displaying the locations of the 2 of 5 barcode and OMR scan marks?

This is a FEMA requirement rather than a DHS requirement. FEMA will provide test letters/samples as needed.

45. SOW, 8. Contract Requirements, 8.4, Page 8 of 27, H, S, S and D Services, Bullet 3: In order for contractors to read and understand barcode logic and OMR scan marks, would DHS provide technical specifications since it is requiring use of its supplied barcodes/OMR? Understanding the logic will be necessary for equipment setup to ensure 100% accuracy, unless contractor is permitted to "overlay" its own inserting barcode.

This is a FEMA requirement rather than a DHS requirement. FEMA will provide contractor technical specifications.

46. SOW, 8. Contract Requirements, 8.4, Page 8 of 27, H, S, S and D Services, under

"Contractor IT shall:" After contractor HW is approved by FEMA's IT Cyber Security, will the Data connections to the FEMA Network remain at the contractor site? If YES, who will be responsible for maintenance (upgrades, troubleshooting, and repairs) of the device?

This is a FEMA requirement rather than a DHS requirement. If we are talking about the circuit, whoever the vendor contracts the dedicated circuit from should provide for maintenance.

47. Attachment D - Past Performance Questionnaire: Are Past Performance Questionnaires to be submitted directly to DHS from the evaluator or submitted as a part of the response?

The Past Performance Questionnaires are to be submitted directly to FEMA at Oneko.Dunbar@fema.dhs.gov from the evaluator.

mailto:Oneko.Dunbar@fema.dhs.gov

48. Attachment C - Pricing Template: In the pricing template, there is mention of travel.

Would DHS provide expected travel requirements of contractor?

Historically travel has not been a requirement of this contract, however if contractor travel is needed on occasion, FEMA considers that part of Other Direct Costs and additional travel reimbursement will not be provided.

49. General Accounting Question: Will this contract require ICS reporting as a cost contract or is it an actual firm-fixed price contract?

This will be an IDIQ type of contract with task orders issued on a firm-fixed or cost reimbursable basis.

50. Are all outgoing mail pieces expected to be metered? Is FEMA open to alternative solutions (indicia envelopes for example) for simplicity and cost savings?

Yes. Alternative solutions may be considered.

51. Can FEMA describe the Applicant Guide (size, volumes, thickness, make-up, etc.)?

Booklet containing 33 pages; 8 ½” x 11” x 1/8”

52. When asked to monitor print format and mail insertion for quality, will we have access to data to properly format and add our quality measures (2D for example) or will the forms be locked and unable to be edited?

FEMA will consider contractor quality measures.

53. Insertion stations that read 2 of 5 and OMR barcodes are also capable of reading 2D and that is preferred. Would FEMA be willing to change technologies and allow us to apply them based on our technologies?

FEMA will consider contractor technologies.