QUESTION and RESPONSES.pdf

QUESTION RESPONSE

1. In the SOW, it states there are 4 total production copiers (Xerox) currently at MCRDPI COMMSTRAT. Do the new copiers need to be Xerox? Or can they be any brand name as long as they meet the specs and requirements in the

SOW?

Copiers can be any brand as long as they meet the provided specs and requirements in the SOW.

2. In section B of the solicitation under ITEM NO 0001 and QUANTITY, are you requesting 36 (Thirty-Six) B&W production copiers and server

FFP?

The request is for a total of three B&W production copiers and server. The 36 is months of leased service per year – i.e. 3 copiers x 12 months equals 36.

3. In section B of the solicitation under ITEM NO 0002 and QUANTITY, are you requesting 12 (Twelve) Color production copier and server FFP?

The request is one color copier and server for 12 months.

4. Leasing Terms and Conditions – Please confirm that offerors may provide terms and conditions around the lease in their response? These terms and conditions would be standard types of terms (similar to those on GSA SIN 5324200)?

Yes.

5. The CLIN’s outlined in the SF document do not include maintenance clins. Would you like that bundled into the hardware CLIN level or should they be priced on a separate line?

Yes, it should be bundled into the hardware CLIN level.

6. Meter Reads: Can the government provide the meter usage readings for their current contract? This will help assist us in determining the flat rate maintenance needs based on usage reports.

As the current lease contract does not require meter readings, we are unable to provide this information.

7. Wage Determination: We are requesting that Wage Determination be removed as break/fix maintenance is exempt from labor reporting, SCA, and WD per FAR 52.222-51 (Exemption from Application of the Service Contract Labor Standards).

Will be removed.

8. Would you consider a response from an SDVOSB that has prior contracts with other COMMSTRAT programs (Twentynine Palms, MCI West, Miramar, Yuma, Barstow)?

Yes.

9. If a lease is requested, can you confirm which type of lease you are looking to utilize (capital or

We are looking for an operating lease.

operating lease)? Capital meaning you will own the equipment upon final payment, and Operating meaning at the end of the lease term, we can provide a FMV price to purchase the equipment at that time, return the equipment, or extend the lease?

10. Black & White Production Devices:

a. The three (3) B&W production copiers must offer an external controller print server…and DVD-ROM/DVD-RW… New Fiery Controllers for ALL manufacturers no longer include DVD Optical Drives. In the interest of fair and open competition and market availability, will the Government remove the requirement for DVD-ROM/DVD-RW capabilities?

b. Production copiers must be able to output 125 or more pages per minute. Three of the four industry manufacturers of Production machines all offer B&W production machines with speeds of 110-120 with only one being 125 ppm. Will the government update this requirement to 110PPM or 120PPM+/- 10ppm?

c. Production copiers must be able to process stock sizes via trays and or bypass feed, ranging from (8.5 inch X 11 inch 16 lb.

bond) up to (13 inch X 19.2 inch, 140 lb.

bond). 13” x 19.2” media is rarely used on B&W printers. Will the Government change the size requirement to “13 inch X 18 inch”?

d. Production copiers must offer high-capacity stacker option that stacks up to 4,000 sheets...Individual specifications will vary depending upon manufacturer. Will the government update this requirement to up to 3,500 sheets?

e. The requirement specifies that inline thermal tape binding is a requirement. This specification is only available from one manufacturer and is rarely utilized with the advancement of inline booklet makers.

Further, adding tape binding precludes the ability to add a booklet maker with face trim and square edge for those systems where it is available. In the interest of fair and open competition and market availability, will the

A. If the printer has USB drives permanently installed, this would suffice in place of a

DVD-ROM/DVD-RW.

B. Yes. We can concede to machines being able to print 110 ppm as the minimum threshold for printing.

C. Yes. The maximum size requirement can be adjusted to 13X18.

D. Yes. The minimum threshold for a stacker can be adjusted to 3,500.

E. Yes. We can remove the thermal tape binding requirement.

Government remove the requirement for inline thermal binding?

11. Color Production Devices:

a. The one color production copier must offer an external controller print server…and DVD- ROM/DVD-RW… New Fiery Controllers for ALL manufacturers no longer include DVD Optical. In the interest of fair and open competition and market availability, will the Government remove the requirement for DVD- ROM/DVD-RW capabilities?

b. Production copier must be able to output 70 or more pages per minute. Output speeds with similar production devices vary widely from different manufacturers. In the interest of fair and open competition and market availability, will the Government change the output requirement to “65 or more pages per minute OR 70 ppm plus or minus +/- 5?

c. Production copiers must offer high-capacity stacker option that stacks up to 4,000 sheets...Individual specifications will vary depending upon manufacturer. In the interest of fair and open competition and market availability, will the Government change the stack capacity to “up to 3,500 sheets”?

A. If the printer has USB drives permanently installed, this would suffice in place of a

DVD-ROM/DVD-RW.

B. No. The minimum threshold for printing would be 110 PPM.

C. Yes. The minimum threshold for a stacker can be adjusted to 3,500.

12. Box 28:

Q: Is the government requesting signature of the RFP document (SF1449) as part of our proposal, or is it to be signed as part of contract execution?

Signature is required.

13. 4.0 PRODUCTION REQUIREMENTS. Black and white production requirements:

Q: The current Print Server platforms no longer feature a DVD-ROM/DVD-RW drive due to advances in technology. Will the government remove the requirement for a DVD-ROM/DVD- RW drive?

A. If the printer has USB drives permanently installed, this would suffice in place of a DVD-

ROM/DVD-RW.

14. Black and White Production Requirements. Item G.

Q: The existing equipment does not have high capacity stackers, however, it does have high capacity feeders that meet the specifications given. Will the government modify the requirement to specify feeder rather than stacker?

A. Yes. If the printer has the capacity to hold a minimum of 3,500 sheets.

15. Black and White Production Requirements. Item I.

Q: Internal thermal binding is no longer available with the type of equipment requested, nor is it included on the existing equipment. Will the government remove the requirement for internal thermal tape binding.

Yes. We can remove the thermal tape binding requirement

16. 4.0 PRODUCTION REQUIREMENTS. Color production requirements:

Q: The current Print Server platforms no longer feature a DVD-ROM/DVD-RW drive due to advances in technology. Will the government remove the requirement for a DVD-ROM/DVD- RW drive?

A. If the printer has USB drives permanently installed, this would suffice in place of a DVD-

ROM/DVD-RW.

17. Color Production Requirements. Item E.

Q: The existing equipment does not have a high capacity stacker, however, it does have a high capacity feeder that meet the specifications given. Will the government modify the requirement to specify feeder rather than stacker?

A. Yes. If the printer has the capacity to hold a minimum of 3,500 sheets.

18. 5.0 MAINTENANCE AND SERVICE CONTRACT

REQUIREMENTS. Item K.

Q: What is the governments expectation of maintenance reporting? All parts and maintenance are included as part of the contract so no additional cost would be incurred by the government. Providing a resource to provide the reports would incur additional cost to the government.

All leased machines shall come with normal service and maintenance. Repairs from normal wear and tear or defect of the machine shall be performed by the vendor and as part of the lease at vendor expense.

19. DELIVERY, INSTALLATION AND TRAINING

Q: Can the government elaborate on what is meant by ‘Replace In Place’? Will the government be requesting a staggered installation process, or that all units be replaced at the same time?

On the same day as the current machines are removed, no later than the next day shall the new machines be installed. All machines shall be installed on the same day.

20. K. Maintenance/Service Requirements: On site response times are not to exceed four (4) working hours after notification Q: Because Beaufort, SC is remote area it is not always possible to have a technician onsite within 4 working hours. Can the government modify the requirement to not exceed eight (8) working hours after notification?

A. Yes. The work request for repair can be modified to (8) business hours after notification.

21. K. Maintenance/Service Requirements: Seventy-five percent (75%) full operational readiness.

In the event a seventy-five percent (75%) full operational readiness, is not maintained on any individual copier during a full monthly cycle, due to equipment failure for any consecutive five (5) day period, a contract modification and government rebate should be annotated and issued on the invoice at the end of the monthly cycle, and following immediate actions should be taken by the vendor:

Q: Uptime is typically measured at the monthly fleet level rather than on a per device basis. Will the government modify the requirement to measure uptime on a per fleet, per month basis?

This requirement is a critical function of the base operations, therefore, if more than one machine is down for more than 24 hours, than the vendor shall provide a backup machine to handle the printing requirements until we are back at to at least 75% operational readiness.

22. K. Maintenance/Service Requirements: Replacement equipment.

Q: Replacement equipment, frequently known as hot-swap equipment, is common with larger fleets of office equipment can be moved relatively easily and makes sense with fleets of 100+ units. Production equipment to serve in a hot-swap capacity cannot be provided. Will the government remove the requirement for replacement equipment?

A. No. If equipment is unable to be repaired in an adequate timeframe, the vendor would be required to provide replacement equipment as printing is necessary for the unit’s training mission.

23. I wanted to reach out to you about the bid you have posted on SAM.gov. is this bid only for Xerox devices or are you open to competitive products since this isn’t a sole source bid? Your SOW has this line under the general requirements which is why we are asking “We require that the production B&W copiers be of the same make and model. This will ensure that our Reproduction specialists are able to maintain continuity and an efficient streamlined workflow.”

No, the bid is not only for Xerox devices. The requirement is that the B&W copier be the same make and model as the Color printers.