BHH_RIID_Questions_and_Answers_(8April2014).pdf

Basic Handheld RIID RFP Questions & Answers - HSHQDC-14-R-00032 April 8, 2014

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Section Paragraph Question Answer

1 6 3.5 0004B Training Does train-the-trainer instruction include training for Technical Maintenance training or only Operator/User training?

No. Train-the-trainer instruction does not include Technical Maintenance Training, just operator/user training.

2 18 8.9 All in 8.9 Please describe how the requirements of Section 8.9 Information Security Requirements apply to this program. In particular, please provide the following clarifications:

1st paragraph: Please provide the Government program security requirements and applicable program documentation.

2nd paragraph: Please define the applicable information security policies and securities controls with which contractor products and services must comply.

This clause is relevant to products and services required in this contract as sensitive information is present and communicated by parties in all phases of the acquisition of the Basic Handheld Radioisotope Identification Device

(RIID).

The Government is responsible for security categorization of program information. Such categorization aids the program manager in determining necessary safeguards/controls which will protect the interests of the Government and the Contractor which might be present in such data.

Sensitive information under the program might include one or more categories— including For Official Use Only (FOUO), Protected Critical Infrastructure Information (PCII), Sensitive Security Information (SSI), and information subject to other constraints.

DHS MD 11042.1 establishes the responsibilities of DHS employees, detailees, contractors, consultants, and others to whom access is granted.

Per DHS MD 11042.1, Contractors and Consultants will execute a non-disclosure agreement as a condition of access to such information.

This clause complements clause HSAR 3052.209-73 Limitation of Future Contracting (Jun 2006) of the RFP which requires the Contractor protect sensitive data from unauthorized use and disclosure.

This clause applies to the RIID acquisition as Contractor systems and Contractor-delivered products and services are to safeguard sensitive information. For example, DHS information security policy requires that

a) contactors and others working on behalf of DHS are required “to follow appropriate set(s) of

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Section Paragraph Question Answer rules of behavior.”

b) [i]f the solicitation includes purchase of a commercial off-the-shelf (COTS) application or if the system being developed has a COTS element, the security aspects of the COTS product must be considered.

Information sensitivity may require COTS products to protect information at rest within the product, prevent unauthorized use of product, log and audit use of the product, encrypt information sent wirelessly from the product.

3 18 -

8.10 Please describe how the requirements

specified in Section 8.10 Enterprise Architecture Requirements are applicable for the products and services required in this contract.

For purposes of the RIID RFP, fulfillment of TRM and DRM requirements are demonstrated through fulfillment of requirements already noted in HSHQDC- 14-R-0032 Attachment 1, Statement of Requirements.

The BRM and SRM are not directly relevant to RIID delivery and are included for completeness when addressing enterprise architecture considerations and concerns.

The TRM and DRM are relevant as they address and promote enterprise discoverability, interoperability and compatibility, and cost-effectiveness.

The TRM incorporates products and standards. Such standards might address specific technical performance or methods and means for interoperable interconnection.

This clause is relevant to products and services required in this contract as DNDO must foreseeable produce or have produced evidence of product and service fulfillment of requirements present and documented in HSHQDC-14-R-0032 Attachment 1, Statement of Requirements.

Such evidence is foreseeably applicable for validation of architecture alignment and compliance with the DHS and Component architectures.

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Section Paragraph Question Answer

The Government will determine the need for such Contractor documentation and technical services to support fulfillment of architecture governance-related requirements not met by previously produced evidence.

4 55 and

12.1 and

(10) and Tab H: Past Performance

Section 12.1 paragraph (10) states that past performance information include contracts for the “same or similar” items. Section 13 of the RFP is inconsistent with section 12.1 because it omits the phrase "same or similar items" and instead replaces it with a narrower, restrictive statement that past performance be limited to items that are the "same" as those items being proposed. In order to provide relevant past performance information, would you please correct section 13 to be consistent with section 12.1 so both sections read "same or similar items."

Without this change, Offeror’s who are proposing new or next generation technology will be unable to cite relevant past performance information for COTS programs of similar size, scope, and complexity that is needed to establish the company’s past performance credentials or may have to propose older technology whose performance can be demonstrated by looking at past performance of the same items.”

Section 13 of the RFP will be updated to be stay consistent with Section 12.1. The RFP will state “same or similar” items.

5 60 12.4 Will the government please grant a one-week extension to allow offerors sufficient time to produce a responsive proposal?

No. We provided Industry with our draft requirements in January and there have been minor changes. We believe 5 weeks is a sufficient amount of time for a commercial item.

6 60 12.4 1st paragraph For the email submission of proposals, is there a maximum size of attachments that the Government’s firewall will allow. Will the Government please specify the file formats that are acceptable (e.g., .zip, .doc, .pdf, etc.)?

The maximum size of attachments that the Government will allow in one email is 50MB. A separate email may be sent should the attachments total over 50 MB.

The Government will accept .zip, .doc, .docx, .xls, .xlsx, and .pdf files.

7 60 12.4 1st paragraph Due to the many gigabytes of data contained in the Replay Tool, please confirm that it is not to be included in the email submission of the proposal, but should be provided on a CD with the hard copy submission of the proposal.

The Algorithm Replay Tool can be submitted electronically and/or with the hard copies of the proposal.

8 63 12.7 (a) Can the Government please provide Please contact the Contracting Officer at

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Section Paragraph Question Answer points of contact the four listed companies to coordinate the execution of non-disclosure agreements? Also, the phone number listed for ManTech rings busy. Please provide an alternate number.

lori.lawson@hq.dhs.gov for additional POC information.

9 63 12.7 (b) Please define where in the proposal the Offerors should include copies of the signed agreements.

The copies do not have to be contained within the proposal; they just need to be submitted along with the proposal. A separate document is acceptable.

10 68 13 1 and 2 Please define “intermediate” level maintenance as used in the following instructions:

“1. Preventative Maintenance: provide all services, supplies, spare parts, packaging, transportation, and shipment of items necessary to check the operation and complete the scheduled maintenance tasks at both the intermediate and Original Equipment Manufacturer (OEM) levels for each system.”

“2. Corrective Maintenance: provide all required services, supervision, labor, parts, supplies, packaging, transportation, and shipment at the intermediate level, as well as to satisfy a Request for Service at the OEM level.”

Please define intermediate.

“Intermediate” refers to a Government Intermediate Repair Facility that conducts Tier 1 and Tier 2 -level maintenance (including component/board replacement, testing and calibration) to bring the unit back to functional condition.

RFP Attachment 1 – Basic Handheld RIID System Requirements 11 3 Group 1 BHH-OR-01 Please clarify these requirements. They specify an exposure rate and speed, but not distance. At what distance, or within what range of distances, will this requirement be evaluated?

The distance will be based upon the source strength and calculated net of background. It is anticipated, but not guaranteed, the range will be fall between

1.22 m ± .61 m.

12 4 Group 1 BHH-OR-02 Please clarify this requirement. This requirement implies relative motion of source/detector, but no range of distances is specified. At what distance, or within what range of distances, will this requirement be evaluated?

The distance will be based upon the source strength and calculated net of background. It is anticipated, but not guaranteed, the range will be fall between

1.22 m ± .61 m.

13 5 Group 1 BHH-OR-06a Given that BHH-OR-06a is a High Priority ID requirement and the false alarm requirement (BHH-OR-07) is a Standard Requirement, is it a correct statement that alarming for radionuclides in Appendix 1 – Table 1 is desired even if the false alarm rates are high?

It is desired that a device satisfy both requirements (i.e. OR-06 and OR-07).

Poor performance, i.e., inaccurate identification or listing non-present isotopes, will reduce the score of any device. For BHH-OR-06a, it is most important that the device identify the radionuclides listed in Appendix 1- Table 1 if and when they are present.

mailto:lori.lawson@hq.dhs.gov

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Section Paragraph Question Answer

14 6 Group 1 BHH-OR-06b The spectra for Cs-131 and I-125 are not distinguishable with this class of instrument. How will IDs be scored relative to this requirement and BHH- OR-07 when the instrument is exposed to only one of these radionuclides?

When presented with either radionuclide, identification of both will be permitted for OR-06b, but the correct ID is required. If a non-present radionuclide is reported that will be accounted for against

OR-07.

15 6 Group 1 BHH-OR-06b The definition of “Correct identification” for this requirement (as well as BHH-OR-06a and BHH-OR- 06c) seems to indicate that identifying radionuclides at a very low confidence is desirable. Is this a correct interpretation of these requirements?

It is desired that a device satisfy both requirements (OR-06 and OR-07). BHH- OR-06 requires a device to correctly identify the present radionuclide. BHH- OR-07 specifies that system shall not display false identifications. The two requirements will be evaluated separately (i.e., if a device correctly IDs the present radionuclide listed in OR-06, but it IDs additional non-present radionuclides too, the device will technically pass OR-06, but it will not pass OR-07 and therefore be scored as a weakness against OR-07).

16 8 Group 1 BHH-FR-06-01 Will all identification-related requirements be evaluated using a vendor-specified ID time in accordance with ANSI N42.34-2006, Section 6.1?

If so, must the test results submitted with proposals use this single vendor-specified ID time?

Yes, as long as it is less than 2 minutes.

The requirement states that the device shall identify present radionuclides within 2 minutes of time (in accordance with ANSI N42.34-2006) from the initiation of spectrum collection. In the explanation of this requirement, the vendor should specify their device’s optimal spectrum acquisition time as long as it's less than 2 minutes. The vendor-specified time will be used for test purposes. Please note that this requirement includes spectrum acquisition time AND the time it takes to process and display an identification. It is up to the vendor to indicate how submitted test results apply.

17 9 Group 1 BHH-FR-06-06 How will the three non-NORM radionuclides be chosen for this test?

Will any preference be given to SNMs or other high-priority or operationally relevant radionuclide combinations?

This will be determined in the test plan and will not be disclosed.

18 10 Group 1 BHH-OR-08 Can “Hydrogen Neutron Capture” be displayed as “Hydrogen Activation”?

Display name has not been prescribed in this requirement. That would be acceptable.

19 11 Group 1 BHH-FR-09-02 Please confirm that the intent of this requirement is to allow a user, in restricted mode, to change the defined usage category of a particular library radionuclide… for example, changing “I-131” from Medical to Industrial or “U-235” from Special Nuclear Material to NORM.

Yes, that is correct.

20 12 Group 1 BHH-FR-10-04 Why is the Maritime maximum dose rate This is a requirement of the maritime

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Section Paragraph Question Answer requirement higher than the General Purpose requirement (BHH-FR-10-03)?

environment.

21 13 Group 1 BHH-OR-13 Is transmitting the DNDO-defined ICD1/2 file combination considered satisfactory with respect to this requirement?

ICD1/ICD2 is outdated. Data format should be per ANSI 42.42-2012 as stated in the requirement as that is needed for component system compatibility.

22 15 Group 1 BHH-FR-13-02 Is transmitting the DNDO-defined ICD1/2 file combination considered satisfactory with respect to this requirement?

ICD1/ICD2 is outdated. Data format should be per ANSI 42.42-2012 as stated in the requirement as that is needed for component system compatibility.

23 16 Group 1 BHH-FR-13-06 Given that the threshold for this requirement specifies “such as…”, is it satisfactory to provide a vendor-selected subset of ANSI N42.42-2012 data elements in lieu of the specified A-E data elements?

In the operational environment, it is required that an operator be able to relay the device’s reported alarm data to a reachback analyst over the phone. The data required should essentially be the data elements as listed in the ANSI 42.42 section referenced in OR-13. The elements listed in A-E are suggested elements to support this requirement;

however it isn't the end-all list to be required.

24 17 Group 1 BHH-FR-14-01 Please clarify whether existing ICD1/ICD2 file pairs are an acceptable substitute for this requirement and others in this document where ANSI N42.42- 2012 is specified.

ICD1/ICD2 is outdated. Data format should be per ANSI 42.42-2012 as stated in the requirement as that is needed for component system compatibility.

25 20 Group 2 BHH-OR-22 Is periodic depot-level or field recalibration considered “scheduled maintenance”?

Yes.

26 21 Group 2 BHH-FR-23-01 Can an external or temporarily attached calibration source be used to satisfy this requirement?

The device is required to maintain calibration in the field. As long as regular, scheduled calibration is not needed, the requirement is satisfied.

27 27 Group 2 BHH-OR-35 Is it correct that there is no requirement for the General Purpose system to be readable by a user wearing polarized sunglasses?

Yes.

28 33 Table 4 Is it acceptable for Plutonium-238 to be categorized as “SNM” for display purposes?

As the end note to Table 4 clarifies, “SNM-Related” is the desired Category name for screen display, but a similar designation is also acceptable. For Pu- 238, "SNM" is an acceptable alternative.

29 4 Group 1 BHH-OR-02 “System shall detect neutrons”. This is unclear how to calculate the neutron flux they specified.

Is this incident flux on the surface of neutron detector? Or it might flux emitted from the source in proximity of the instrument? They have to specify the point where this flux should be calculated. Why are you not staying with just ANSI requirement for neutron

Yes, the incident flux is calculated to be on the surface of the detector.

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Section Paragraph Question Answer detection?

30 Index

Card at Pre-

Proposal Conf.

Warranty and maintenance support is required at CONUS & OCONUS locations; Can DNDO please specify OCONUS locations? Understanding the OCONUS locations, outside the US, will help us develop a responsive maintenance solution.

OCONUS refers to those areas outside of the contiguous 48 states: Hawaii, Alaska, Puerto Rico, and other U.S. territories.

31 Index Card at

Pre- Proposal

Conf.

While the hand held RIID solicitation clearly defines the basic system requirements, how important and influential are other benefits in the solicitation process? While the hand held RIID solicitation clearly defines the basic system requirements, how important and influential are other benefits in the solicitation process?

-Smaller, discrete package size?

-Higher resolution of detector?

-Non-Helium 3 neutron detection material?

-Lower Price of device?

DHS has indicated what the basic handheld RIID requirements are and a decision will be made based on best value to the Government.

32 Index Card at

Pre- Proposal

Conf.

The suitability Table in Attachment 1 states “The system shall have a long service life”. The threshold is 5 years and objective 15 years. Please clarify if the government intends on issuing service maintenance contracts at the end of the 5 year contract period of performance.

This will be at the discretion of the components.

33 Index Card at

Pre- Proposal

Conf.

In light of Windows XP no longer being supported, has DNDO considered requiring only Windows 7 or later operating system capability?

No.

34 Index Card at

Pre- Proposal

Conf.

Please clarify the number of awards anticipated. Page 5 of the RFP seems to indicate one non-maritime and one maritime only. If more than one award, what will be the decision process to split the award?

DHS anticipates no more than 2 awards.

If one device can satisfy both the general purpose and maritime requirements, DHS may pursue this path. Decision will be based on best value.

35 Verbal at Pre-

Proposal Conf.

Would DNDO be willing and able to facilitate getting NDA’s in place?

Support contractors could influence the outcome of the award.

No, but we will facilitate getting the appropriate contact information from the contractors.

36 Verbal at Pre-

Proposal Conf.

Will signing NDA’s with the contractors be required for all future procurements?

Yes.

37 Verbal at Pre-

Proposal

If a company has multiple contracts with DNDO, can they sign the NDA once?

No, they must be signed with each individual procurement effort.

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Section Paragraph Question Answer

Conf.

38 Verbal at

Pre- Proposal

Conf.

Will the government provide sample NDAs that exist with their current contractors?

No, but the vendors can reference the sample NDA that is on the DHS website.