NAMA-15-Q-0024_Amendment_001_Questions_and_Answers_Final.doc

1. CONTRACT ID CODE

PAGE OF PAGES

amendment of solicitation/modification of contract

ATTN: James Philiposian (Contractor Support)

8601 Adelphi Road - Room 3340

College Park, MD 20740

9B. DATED (SEE ITEM 11)

07/20/2015

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

CODE

FACILITY CODE

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

[ X ]The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers Error! Reference source not found. [ ] is extended, [X] Error! Reference source not found.is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing Items 8 and 15, and returning __01__ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

a. this change order is issued pursuant to: (Specify authority) the changes set forth in item 14 are made in the contract order no. in item 10a.

b. the above numbered contract/order is modified to reflect the administrative changes (such as changes in paying office, appropriation date, etc.) set forth in item 14, pursuant to the authority of far 43.103(b).

c. this supplemental agreement is entered into pursuant to authority of:

d. other (Specify type of modification and authority)

E. IMPORTANT: Contractor [ ] Error! Reference source not found.is not, Error! Reference source not found. [ ] is required to sign this document and return 0 copies to the issuing office.

14. description of amendment/modification (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

Solicitation: NAMA-15-Q-0024, Presidential Libraries Visitor Services System is hereby amended as follows:

1. See Attachment 1, Contractor Questions and Answers below.

2. Correct Attachment 1, Schedule of Prices by renumbering paragraph a(iii), Travel to paragraph a(iv), Travel.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

(Signature of person authorized to sign)

(Signature of Contracting Officer)

NSN 7540-01-152-8070

PREVIOUS EDITION UNUSABLE

30-105

STANDARD FORM 30 (Rev. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

ATTACHMENT 1

CONTRACTOR QUESTIONS AND ANSWERS

Question 1a: Will there be one instance of the [SOFTWARE BRAND NAME REDACTED] database used across all of the Libraries and Museums? b. Or will each Library and Museum have their own [SOFTWARE BRAND NAME REDACTED]?

Answer 1a: No. b: NARA requires that each Presidential Library and Museum will have their own instance. See Attachment 2, Performance Work Statement (PWS), paragraph 6.1, Sales.

RFQ Change: NONE.

Question 2: If each Library and Museum have their own [SOFTWARE BRAND NAME REDACTED] can you tell me how many in total?

Answer 2: A “Library and Museum” refers to a single institution. Therefore, there are 13 total.

RFQ Change: In Attachment 2, PWS delete paragraph 1.1 and replace with the following:

“1.1 The National Archives and Records Administration (NARA) serves American democracy by safeguarding and preserving the records of our Government, ensuring that people can discover, use, and learn from this heritage. NARA, as part of its mission, through its Office of Presidential Libraries (LP), administers the Presidential Library system, which is currently, composed of 13 Presidential Libraries and Museums (referenced throughout as either Presidential Library(ies) and Museum(s) or Presidential Library(ies)). A Presidential Library is added following the end of an Administration. Presidential Libraries are not libraries in the usual sense. They are archives and museums, bringing together in one place the documents and artifacts of a President and his administration and presenting them to the public for study and discussion without regard for political considerations or affiliations.”

Question 3: What is the timeframe for launch of all sites?

Answer 3: The Visitor Services System shall be fully deployed and operational at all 13 Presidential Libraries and Museums by June 30, 2016.

RFQ Change: In Attachment 2, PWS delete paragraph 8.1.1 and replace it with the following:

“The Contractor shall perform all services necessary to configure, install, and deploy the system, sequentially, at each Presidential Library and Museum. The COTS software must be installed, integrated and optimized with system servers/cloud environment and NARA’s IT architecture. Deployment and go-live for all 13 Presidential Libraries and Museums must be completed by no later than, June 30, 2016.”

Question 4a: Is their one sign off for all [SOFTWARE BRAND NAME REDACTED] b. or will we treat this as 14 plus separate entities?

Answer 4a: No. b. Each of the 13 Presidential Libraries and Museums are considered a separate deployment, which is reflected in the quantities in Enclosure 1, Contract Line Item Number (CLIN)s 0002, 0003, 0004, 0005, 0008 and 0009. See question 2.

RFQ Change: NONE Question 5a: Is this a follow-on requirement? b. If so, could you please provide the incumbent contract number for this opportunity?

Answer 5a: No. b. Not applicable.

RFQ Change: NONE Question 6: If not, is this a new requirement?

Answer 6: Yes.

RFQ Change: NONE Question 7: How many total salespoints will be needed at each Library? Workstations viewing reports only should not be counted.

Answer 7: NARA has not determined how many sales points would be needed at each library. See PWS paragraph 7.6.3.

RFQ Change: NONE Question 8: How many access control (scanning of a piece of media to make sure it’s valid) points are desired at each library?

Answer 8: Between one and two per Presidential Library and Museum.

RFQ Change: In Attachment 2, PWS delete paragraph 7.6.3 and replace it with the following:

“7.6.3 The Contractor shall collaboratively assess the needs of each library with NARA for on-site hardware and market research in order to recommend hardware for each facility, including, but not limited to, ticket printers, bar code and QR code scanners, credit card readers, customer-prompted credit card interface (e.g. pin pads for chip-and-pin cards), touch screen monitors, kiosks, mouses, and computers. At a minimum, NARA expects between one and two access points for scanning and validating tickets per Presidential Library and Museum.”

Question 9: Can you please expand on the meaning of CLIN# 0005 Onsite Hardware Needs Assessment and Bill of Materials?

Answer 9: Yes. See Attachment 1, Schedule of Prices, paragraph 1a (iii) and Attachment 2, PWS, paragraphs 7.6.3, 7.6.5, and 13.2.

RFQ Change: NONE

Question 10: Are you looking for an analysis of existing equipment and a list of recommended hardware to purchase?

Answer 10: Yes. See Attachment 1, Schedule of Prices, CLIN 0005 and Attachment 2, PWS paragraphs 7.6.3, 7.6.5, and 13.2.

RFQ Change: NONE

Question 11: There are 13 sites and would imagine 13 individual web sites and corresponding web stores. a. Do you plan to combine all 13 sites into a single web store b. or have 13 separately branded stores?

Answer 11a. No. b. Yes, there shall be 13 separately branded online ticketing web interfaces. See Attachment 2, PWS paragraphs 6.1.2, 6.4.3 and 6.8.5.

RFQ Change: NONE Question 12a: …Does NARA plan to build and maintain your own web stores [NARA INTERPRETS THIS TO MEAN ONLINE TICKETING INTERFACE] b. or are you looking for the vendor to provide these web stores [NARA INTERPRETS THIS TO MEAN ONLINE TICKETING INTERFACE]?

Answer 12a: No. b. Yes. See Attachment 2, PWS paragraphs 6.1.2, 6.4.3 and 6.8.5.

RFQ Change: NONE

Question 13: I did not see the number of POS stations by library or the number of concurrent users needed by site. What equipment is in place today by site? Specifically:

PC make and model, RAM?

Receipt printers

Cash drawers

Customer display boards needed?

What wedge scanners are used? Make and model We anticipate all Vista equipment and peripheral equipment will work fine with our solution, but will need detailed equipment matrix to verify.

Answer 13: NARA is including PWS Appendix 10 in this amendment to address this question.

RFQ Change: In Attachment 2, PWS delete paragraph 12.0, Government Furnished Information and replace with the following:

“12.0

GOVERNMENT FURNISHED INFORMATION (GFI)

The following documents are hereby provided to the Contractor as GFI, the appendices are provided outside of this:

PWS

Appendix 1

PWS

Appendix 2

PWS

Appendix 3 Configuration Management Plan (CMP).

This is a template for a Configuration Management Plan (CMP) document to establish the technical direction, administrative direction and surveillance for the management of configuration items (i.e., software, hardware, and documentation) associated with the VSS system that are to be placed under configuration control.

PWS

Appendix 3 Configuration Item List (CIL)

PWS

Appendix 4

PWS

Appendix 5

PWS

Appendix 6

PWS

Appendix 7

PWS

Appendix 8

PWS

Appendix 9

Question 14: [Attachment 2, Performance Work Statement] Section 2.2: There is reference to scheduling personnel. Are you looking for staff scheduling software for this or understanding the time slots where the staff has been assigned based upon registrations?

Answer 14: NARA expects the Contractor to submit a quotation with a solution that would fulfill the requirements in Attachment 2, PWS paragraphs 6.5.5 and 6.5.7.

RFQ Change: NONE

Question 15: [Attachment 2, Performance Work Statement] Section 6.1 Sales platforms: Specifically kiosks. a. Do you have any kiosks in place today? b. If so, make and model?

Answer 15a: No. b. Not Applicable.

RFQ Change: NONE Question 16: It appears all 13 sites will need at least 1 kiosk. a. Any require more? b. If so, what details?

Answer 16a: NARA does not necessarily know how many kiosks will be required at each Presidential Library and Museum at this time. See questions 8, 9, 10, and 15 b. NARA cannot provide those details at this time.

RFQ Change: In Attachment 2, PWS delete paragraph 7.6.1 and replace it with the following:

“7.6.1 The Contractor shall install and configure the admissions desk hardware and kiosks for each Presidential Library and Museum, based on the conclusions of the assessment required in PWS paragraph 7.6.3. The Contractor shall configure the hardware in a way that promotes efficient and timely transactions including ticket printing, receipt generation, printing forms, and recording responses to certain questions (e.g., “how did you hear about us,” country of origin, zip code).”

Question 17a: Are the kiosks indoor or outdoor? b. Are they covered for sunlight, weather, etc.?

Answer 17a: Indoor. b. Not applicable.

RFQ Change: NONE

Question 18: The defined placement and utilities are critical to the cost of installing kiosks. Do you have more detail we can use?

Answer 18: NARA does not have those details at this time. See Attachment 2, Performance Work Statement, paragraphs 7.6.3 and 7.6.4.

RFQ Change: In Attachment 2, PWS delete paragraph 7.6.4 and replace with the following:

“7.6.4 NARA does not have wireless connectivity at each of the Presidential Library and Museums. Therefore, the onsite hardware must be able to support wired Local Area Network (LAN) connections for all system devices needing access. Placement of hardware is dependent on available space, location of LAN connections, and electrical power outlets.”

Question 19: [Attachment 2, Performance Work Statement] Section 8.4.2.2 Training manual becomes the property of the Government. We are OK with this as long as the IP (intellectual Property) does not.

Answer 19: See Attachment 6, FAR Clauses, section 5, FAR 52.252-2, Clauses Incorporated by Reference (Feb.1998), paragraph a. FAR 52.227-14, Rights in Data -- General (May 2014).

RFQ Change: NONE Question 20: There is no mention of Retail, Food & Beverage, or Membership / season passes. Are these excluded from the project scope?

Answer 20: Retail and Food & Beverage are excluded from the project scope. However, see Attachment 2, PWS paragraphs 6.1.3 and 6.1.4 regarding add-on items with ticket purchases and membership discounts.

RFQ Change: NONE

Question 21: Please clarify the term Commercially Available Off the Shelf Solution – are you only accepting fully developed systems? [REDACTED]

Answer 21: See Federal Acquisition Regulations (FAR) Subpart 2.101, Definitions. The VSS shall be a fully-developed system with tools to customize each Presidential Library’s instance. See Attachment 2, PWS paragraphs 3.2 and 4.2 and questions 1, 2, and 4.

RFQ Change: NONE Question 22: Is there any opportunity for solutions that would be custom developed under this RFQ?

Answer 22: No.

Question 23: Are you willing to accept a partial solution proposal? Would you accept a solution that was narrower in scope (admissions ticketing only) and provided a road map for further development.

Answer 23: No.

Question 24: Would you accept a cost proposal that allowed for phasing of the project and a more flexible development plan and costing model based on further detailed evaluation of individual library needs as it pertains to event ticketing, room and human resource planning, data migration, etc…Specific aspects of the system are rolled out in 1 or 2 controlled environments as a beta (or earlier) step in the system development lifecycle?

Answer 24: Yes. See Attachment 2, PWS paragraph 8.1.1 and question 3.

Question 25: Would NARA consider solutions that would charge Library Museum customers a transaction or convenience fee for online ticket purchases? The convenience fee could substantially reduce both the upfront and ongoing cost of the system.

Answer 25: No.

RFQ Change: NONE Question 26: Will all 13 libraries use this system in its entirety or will some libraries only utilize certain parts of the system?

Answer 26: All Libraries shall have the capability to use the entire system.

Question 27: Who, beyond NARA should have access to the proposed system?

Answer 27: The system shall provide user access for internal users and for customers as detailed in Attachment 2, PWS.

RFQ Change: NONE Question 28: Is there any thought to providing access to customer information beyond NARA staff (i.e. Foundations) for marketing purposes?

Answer 28: Sharing customer information beyond NARA staff (i.e. Foundations) is a policy decision that will be made outside of the VSS project.

Question 29: In an integrated solution that includes online admission sales, how should personally identifiable information (PII) be treated? More specifically, should this information be available for record keeping, reporting and customer service related purpose.

Answer 29: See Attachment 2, PWS 7.4.3 and Attachment 5, Section 11: Security of Systems Handling and Protection of Personally Identifiable Information. Information required for use as identified in Attachment 2, PWS paragraphs 6.5.4, 6.6 and 6.9.

Question 30a: Would NARA prefer to defer upfront costs of development over the first 12 months b. or would it be more beneficial as a one-time capital expense with lesser support and licensing fees?

Answer 30a: No. b. NARA has budgeted FY2015 funding for the upfront cost of the development over the first 12 months as a capital expense.

Question 31: Please provide clarification on the following items from the Schedule of Prices. Do either of these include the hardware?

NTE

Answer 31: See questions 8, 9, 10, 13 and 15.

Question 32: Data migration – How will the legacy data get delivered to our team for migration?

Answer 32: NARA will provide a .BAK file on encrypted external media.

RFQ Change: In Attachment 2, PWS section 13.0, Government Furnished Equipment add the following after paragraph 13.4

“13.5 The Government will provide encrypted external media containing a .BAK file with the legacy data for migration.”

Question 33a: Will the [legacy] data contain personally identifiable information (PII) b. or will it only be ticket information?

Answer 33a: Yes. b. No.

Question 34a: What type of additional support does NARA expect us to provide support for internal users with disabilities? b. Can you please provide some examples?

Answer 34a: See Attachment 13, Government Product Accessibility Template, Subpart D -- Information, Documentation, and Support. b. See http://www.access-board.gov/ for more information.

Question 35…would NARA be willing to consider Computer Based Training through a Learning Management System (LMS) instead of on-site training? This would allow for a more effective training schedule, with testing and certification. Our LMS system can also provide continued education with scheduled training intervals and completion requirements.

Answer 35: Yes.

RFQ Change:

1) In Attachment 1, Schedule of Prices delete CLIN 0009 description and replace with the following:

“First-Time Internal User Training—Onsite at Deployment or Online”;

2) In Attachment 2, PWS delete paragraph 8.4.1 and replace it with the following:

“The Contractor shall provide first-time internal user training on the full system at each Presidential Library and Museum in person or online. Additionally, the Contractor shall make refresher / new user training available online for internal users, throughout the term of the contract.”; and

3) In Attachment 4, Performance Requirements Summary delete the Performance Standard in (RS-10) Training PWS paragraph 8.4 and replace it with the following:

“The Contractor must provide complete and accurate training materials in a timely manner. Training provided must be complete, accurate, and tailored for the audience. The training must be delivered in a manner to ensure the audience understands and can utilize the system with little to no further guidance. Training materials must be kept updated and available on demand.”

Question 36: System continuity plan – In order to insure uninterrupted access to the Visitor Services System as well as the ability to process payments, [REDACTED] would recommend a failover strategy for internet access at each location. Would the internet redundancy hardware and services fall under the scope of this project?

Answer 36: Internet redundancy and service at the entry point for each Presidential Library and Museum is provided by the local internet service provider and is outside the scope of this contract. See Attachment 2, PWS, paragraph 7.5 for NARA’s requirements for system availability on the Contractor’s side.