030ADV21D0052 - Questions and Answers.pdf

Solicitation 030ADV21D0051, Attachment 3: Questions and Answers

Section One: Travel Expenses

1. Question: What is the "Limit established in individual task orders" under this IDIQ for travel expenses?

Answer: Before each Task Order is issued, the Contractor shall provide a price quote for that visit’s travel expenses. That quote shall be analyzed for price reasonableness, and if found to be reasonable, shall be included as a firm fixed price amount on that Task Order.

That amount shall be that Task Order’s limit for travel. Each Task Order may therefore have different travel limits. Travel may be analyzed in accordance with the federal travel regulations. Proposed travel expenses for a task order found to be unreasonable will be declined.

2. Question: Is the price to be entered on the last line below Attachment 1 Price List, CLIN

14: "estimate of travel costs for the year of performance"?

Answer: The travel line on the price list is just for the initial evaluation of the proposal pricing. This is an estimate only. The estimate each offeror provides for the first year of performance shall be extended across all five years of performance and added to the unit prices the offeror also proposes in Price List CLINs 1-14. The travel estimates are solely to establish a total evaluated price during the solicitation/evaluation phase of the competition. These are not necessarily identical to the actual travel costs your business may occur at the time an order is placed, but do need to be in line with travel expenses your business would require for actual performance (travel may be analyzed in accordance with the federal travel regulations.). Please see the answer to #1 above for information on how each order shall have its travel expenses obligated.

3. Question: Is travel where I should incorporate the administration and overhead costs relating to this contract?

Answer: Overhead and administration costs must be built into the unit price of each machine. Each machine’s unit price shall be fully burdened with the exception of travel.

4. Question: C-3.2 to C-3.7: "Additional visits may be required by Task order" How is the travel cost computed since the cost of the travel would differ somewhat from an annual maintenance visit that typically lasts a week or more.

Answer: If you are required to make a return trip, a second travel estimate would need to be provided and added onto the Task Order.

5. Question: Page 4, Section B.4. Travel Pricing. Does this section mean that the Library will reimburse for travel over and above the rate for service of the equipment? Or is travel by service techs an unreimbursed expense?

Answer: Travel costs will be reimbursable separately and should not be included in the service cost per machine. Please see all Travel questions above for more details.

Section Two: Parts

6. Question: In C-2 Scope, "repair and preventative maintenance;" can you define "repair?"

Answer: Repair would be defined as: fixing broken parts, electrical systems or other problems that cause the machine not to function or to function poorly (such as:

preventing playback or rewinding, endangering film collections, or affecting viewing quality), and would include restoring the machine to optimal working condition, to the best of the contractor’s ability. Due to the age of some machines, an inability to find replacement parts or a contractor’s opinion that a repair would cause more harm than good would render a machine unrepairable. If the machines are unrepairable, in those circumstances the contractor would not be responsible for repairing them. If significantly above-average time and materials would be required to a restore a machine to full functionality, a discussion with the COR and Contracting Officer can determine whether this work can occur outside the scope of this contract.

7. Question: C-3.2 Please clarify some language:

Language Requiring Clarification #1: "Assess Image quality" should read, "Assess and maximize image quality including focus, brightness and flicker.”

Answer: We have corrected bullet 7 in C.3.2. to read: “Assess and maximize image quality, correcting brightness, focus, flicker or other issues, as necessary.”

Language Requiring Clarification #2: "Potential repair of broken machine". Is major overhaul type repair work included in this section?

Answer: Major rebuilding or overhauling of machines is not contemplated under this contract. If major overhauling or rebuilding is required, a discussion with the COR and

Contracting Officer can determine whether this work can occur outside the scope of this contract. See answers above.

8. Question: C-3.5 the fixed price shall be inclusive of all "Routine Parts" -- What do you consider routine parts?

Answer: Routine Parts are those items routinely needed and included in the cost per unit

(example: belts, screws, lamps, oil etc). In accordance in the proposal submission instructions, the offerors are to provide their standard/routine parts list for these machines and include them in the unit price for each machine. The Library shall not pay separately for each Routine Part required to maintain these machines at operational capacity. The

Government shall evaluate each offeror’s parts list to determine which offeror, from a technical perspective, can provide a more robust parts list for the routine maintenance and repair. Anything not on this proposed list, or any special or highly unique parts required to fix these machines if broken, may potentially be considered a separate contracting action to be discussed with the COR and Contracting Officer.

9. Question: Page 6, Section .3.5. Parts. Is it possible to modify this section so that parts are not included?

Answer: Routine Parts are those items routinely needed and included in the cost per unit

(example: belts, screws, lamps, oil etc). In accordance in the proposal submission instructions, the offerors are to provide their standard/routine parts list for these machines and include them in the unit price for each machine. The Library shall not pay separately for each Routine Part required to maintain these machines at operational capacity. The

Government shall evaluate each offeror’s parts list to determine which offeror, from a technical perspective, can provide a more robust parts list for the routine maintenance and repair. Anything not on this proposed list, or any special or highly unique parts required to fix these machines if broken, may potentially be considered a separate contracting action to be discussed with the COR and Contracting Officer.

Section Three, Solicitation Rules and Documents

10. Question: Section F (top) Clause 52.242.15 Stop work order (Aug 1989) "Can you explain further"?

Answer: All FAR clauses can be found in full at the following website:

https://www.acquisition.gov/browse/index/far

For this particular clause, the purpose to stop work performance on the contract should an issue arise (such a lapse in funding, major disasters occurring, or other issues that could potentially cause work to be ceased).

11. Question: B-2 Maximum and minimum amounts are stated as $25,000 min and

$500,000. Can the minimum amount be obligated only in the last year of a 5 year contract, with no task orders issued in the first 4 years?

Answer: The minimum amount of $25,000 shall be awarded at the same time as the

IDIQ for the first year. After the first order, there is no guarantee that the Library shall place further orders. However, the Library does anticipate to issue at least one order per year, but is not required to do so.

12. Question: Do we fill out the Offerer blocks on pages 1 and 2 of Document Number

030ADV21D0051 for submission of our bid? Or are these blocks on pages 1 and 2 to be filled out by the winner of the bid?

Answer: Yes, please include page one with your proposal, after filling out blocks 30a, b, and c. Nothing is required on page 2 for your proposal.

13. Question: Page 23 Foreign End Products Please explain how the Line Item Sections on Page 23 are to be filled out. Do we list Steenbeck, KEM and Intercine in the Line

Item No. boxes? Are these the line items in Attachment 1?

https://www.acquisition.gov/browse/index/far

Answer: Offerors do not need to fill out the clause in Section K if your business is registered in SAM. In addition, your business is not eligible for a federal award unless your company is registered at www.sam.gov by the time of award. Assistance for this process can be found at https://sam.gov/SAM/# as well as the Federal Service Desk at:

https://www.fsd.gov/gsafsd_sp/?id=gsa_landing http://www.sam.gov/ https://sam.gov/SAM/ https://www.fsd.gov/gsafsd_sp/?id=gsa_landing