LCFDL15R4000_Serials_QuestionsB.docx

LCFDL15R4000 Serials Questions & Answers

1. Question: Under Section B.1 the solicitation indicates that the task orders issued will be firm and fixed. I hope that all parties involved understand that we must be given maximum time to respond to pricing requests due to the publisher demands for information. Requests for online access are predominately customized pricing. In a time sensitive environment, those titles we cannot get pricing for, will by nature be marked “must order direct”, even though we can get them but cannot get pricing in a timely fashion.

How is that to be dealt with?

Answer: For online publications that require customized pricing, FEDLINK will be providing the requested information on the RFQ. Vendors may request additional time to respond to RFQ’s if necessary – however, please note that fulfillment rate will be an evaluation factor.

2. Question:

Some conflicting language or language that requires further clarification:

Section C.3.1.1(n). Publisher’s Prices. The Vendor shall supply on demand publishers invoices or other documentation acceptable to the Customer and Contracting Officer (CO) to verify subscription costs charged to the Government. The Vendor shall automatically notify Customers and the Contracting Officer of any serial title price increase of 8% or more.

When is this notification expected? How does this impact the firm, fixed pricing model?

Answer: The notification is expected as soon as possible. If the prices change, the vendor must request a change in price and provide back-up documentation to support the request. The CO will review the request and if approved, a modification to the Order will be issued with the new price.

3. Question:

Section C.3.1.1(o). Continuations or “Bill Later” Items. Initial pre-order price quotes will contain estimates of costs for “bill later” items. In subsequent years, estimates of such continuations will be included on renewal lists to ensure funding availability is maintained. The Vendor shall supply to the Customer and the CO, upon request and at no charge, a listing by title showing “bill later” titles billed versus those not yet billed.

How does this impact the firm, fixed pricing model?

Answer: If the prices change, the vendor must request a change in price and provide back-up documentation to support the request. The CO will review the request and if approved, a modification to the Order will be issued with the new price.

4. Question: C.3.1.2.6 Rush Orders.

How is the order issued? Does this mean that rush orders will be given delivery order information immediately? Credit card payment? How does this impact the firm, fixed price environment? Firm and fixed at time of order? What if it is custom pricing… does the customer supply the publisher invoice?

Answer: As stated in the RFP section C.3.1.2.6, when the Customer has a need for a rush order, the Customer will notify the COR and CO, who will issue the order to the Vendor by telephone, email or fax requesting a rush order. This means that the customer will verify that funding is available to pay for the rush order and the CO will authorize it by email followed by a delivery order modification to increase funding as required.

5. Question: C.3.1.2.7 Costs In Excess of Established Option year pricing.

This does not seem to support the firm, fixed pricing environment. Are you saying that when we send renewals they do not have to be firm, fixed price or they do have to be firm, fixed but we have to let you know if there are price increases before order or pricing redone when customer makes changes?

Answer: As stated in the RFP section C.3.1.2.7, if the cost of the renewal list titles exceeds the established option year pricing, the Vendor must notify the Customer and CO within three working days of discovery and provide supporting documentation on all price and availability changes. After review of the price changes by the CO, the Contracting Officer and Customer will direct the Vendor to either:

a) Stop the order process until the Customer provides modified instructions for all titles not yet ordered, or

b) Continue placing orders for all titles except those found to exceed the most recently quoted price.

After receiving instructions from the Contracting Officer and Customer, the Vendor has five working days to place the modified orders. The CO will authorize it by email followed by a delivery order modification to increase funding as required.

6. Question:

For item L.2.3 Financial Data, we are asked to provide a Letter of Credit in the amount of $2M from our financial institution or other comparable instrument.

Would a performance bond in the amount of $2M be sufficient, and is the $2M the final amount or will there be a need to increase the amount of the bond?

Answer: A Letter of Credit or Performance Bond is not required, and the final amount is $2 million. We have revised the RFP sections L.2.3 and L.3.1(h) and H.7 with the following language:

Offerors shall provide evidence of financial capability to fulfill the terms of this LC/FEDLINK contract.

The offeror shall submit a demonstration of sufficient equity, Letter of Credit, Line of Credit or other comparable instrument in the amount of 2 Million Dollars. The offeror shall further demonstrate sufficient equity and/or credit lines to guarantee prepayment to publishers. The availability of equity and/or credit lines to cover debts incurred in fulfilling all obligations under this contract shall be certified to the LC Contracting Officer prior to the award of the contract and annually thereafter. An authorized certifying officer of the offeror must sign and date all financial or other certification documents.

7. Question:

Due to the nature of the government’s inspection process, can the original and two copies to be sent by FedEx overnight or must it be USPS Priority Mail Express? Can this arrive prior to July 27, 2015?

Answer: Offerors may use any overnight express delivery. And, yes, the proposals may arrive before the July 27, 2015 deadline. NOTE: An electronic copy of the proposal must also be submitted prior to deadline to fedlinkcontracts@loc.gov, with a cc to the Contract Specialist, Melissa Blaschke at mebl@loc.gov and to the Contracting Officer, Janet Mata-Hitz at jmata@loc.gov. The subject line should state “Proposal for Serials RFP number LCFDL15R4000.”

8. Question:

Regarding our reps and certs for the RFP. If we are currently registered under SAM with our reps and certs is it ok for us to note that on the RFP? Or do we still need to fill out section K? Your document states ORCA but we no longer use ORCA.

Answer: We have updated the FAR Clause 52.212-3, which no longer includes reference to ORCA.

9. Question: Under the new solicitation/amendment … can you please clarify what you mean by submit certification of the publisher’s actual title list price? Do we as the vendors certify our quotes stating that prices are actual title list?

Answer: In response to a Request for Quote (RFQ), vendors shall provide the publisher’s prices for the titles they propose to fulfill and submit vendor certification of the publisher’s actual title list price.

10. Note: In response to a vendor’s concern regarding the submission of their financial information, the Library assures that a vendor’s confidential financial information submitted in response to the Serials solicitation LCFDLR4000, is considered nonpublic, proprietary and confidential. The Library shall (i) only use the financial information for the purpose of evaluating the vendor’s proposal (ii) keep the financial information strictly confidential, and (iii) only disclose the financial information to those employees or advisors within the Library to whom disclosure is needed in order to evaluate the vendor’s proposal.

Any information that a vendor is submitting that it considers confidential or proprietary the vendor shall mark as such.