Amendment_2_-_Q_and_A_Q6QT0107C0000.pdf

Q6QT0107C0000 Questions and Answers

Q1. See Amendment 1.

A1. See Amendment 1.

Q2. The Solicitation number is: “Q6QT0107C0000” per the FBO.GOV site, but the instructions say to reference “RFP Q6QT0107C01000”. Which is the correct RFP number for this solicitation?

A2. The correct solicitation no. is Q6QT0107C0000. The typographical error has been corrected in the attachment “VITA ETSA Q6QT0107C0000 amendment 2.”

Q3. There does not appear to be a “SOLICITATION, OFFER AND AWARD” form to include with this solicitation. Is one required?

Q3. The SF1449 has been included with amendment 2 to the solicitation. However, pricing must be submitted via attachment 2 – pricing proposal.

Q4. Is the correct due date 07/20/2015 at 7:00 AM? (not 7:00 pm)?

A4. The correct due date and time is 07/20/2015 at 7:00 AM EDT. The time is correct as written.

Q5. On the pricing proposal, 4.1.1 Description states price for 9,000 perpetual software licenses, but QTY column is for “1”. Should we provide a price for 9,000 or for 1 license?

A5. Note that the unit is one lot. One lot includes 9,000 perpetual software licenses in the base period and 8,000 perpetual software licenses in each option period. Please provide a price for the entire lot.

Q6. On the pricing proposal, 4.1.4.2 Qty for CD/DVD is “1”. How many sites for CD/DVD service should we provide?

A6. A CD/DVD should be provided for every license proposed. See amendment 2 – attachment 2 – pricing proposal for clarity, 4.1.4, 2. Each licensee should receive a CD/DVD version of the software. See A5 for description of “1 lot.”

Q7. On the pricing proposal, 4.5.3 How many user guides should we price?

A7. A user guide should be provided for every license proposed. Each licensee should receive a printed user guide to accompany the software. See A5 for description of “1 lot.”

Q8. On the pricing proposal, 4.1.4.4 How many versions of the software should we provide?

A8. One Final Desktop Version of software including all updates for the tax year should be provided for every license proposed. See amendment 2 – attachment 2 – pricing proposal for clarity, 4.1.4, 4. See A5 for description of “1 lot.”

Q9. On the pricing proposal, 4.1.5 Assuming 4,000 is the correct quantity to quote?

A9. The quantity is 1 - 4,000. This represents the maximum number of additional licenses above the minimum the IRS would purchase. Note that the unit is “Each.” The quantity of 4,000 is the correct quantity to quote for price evaluation purposes.

Q10. On the pricing proposal, 4.1.5 “Optional Perpetual Software licenses/User Guides in increments of 1-4,000” - Is this asking for the electronic version of the User Guide for the software licenses provided in 4.1.1?

A10. Pricing should be included for 4,000 optional perpetual software licenses, printed user guides, and CD/DVDs per license for price evaluation purposes. However, this quantity is above the minimum guarantee and will be purchased if needed in increments of 1 up to 4,000.

Q11. 4.1.1 At these sites, volunteers either prepare tax returns for taxpayers, or assist taxpayers with self-preparation. Not all volunteer sites have internet access. The contractor must provide a method for the software to function as a Web-Based Version, Self-Preparer Web-Based Version, and a Desktop Version.

Is the Self Assist on site or off site? Describe the locations where the tax preparer would utilize Self Assist.

A11. The self-preparer web-based version would be used at a VITA site (on site).

Section 2.1.1 on page 2 of the solicitation describes VITA sites.

“All tax preparation is performed by a certified volunteer with the taxpayer present or taxpayer self-prepared with the assistance of a certified volunteer. [Not pertinent to the question.]

VITA sites are located at neighborhood community centers, libraries, churches, shopping malls and other locations that are convenient to the taxpayer, to include a supplemental program for taxpayers living abroad or near U.S. embassies overseas.

Internet accessibility is to be determined by location.”

Q12. 4.1.1 - Data Collection\Return – Is it Input or is it to be completed by the taxpayer?

As the assist is completed at the VITA location, how do you foresee the taxpayer interacting with the VITA volunteer?

A12. VITA volunteers are available at each site if needed to assist taxpayers who are self-preparing their return. There may be no interaction between the taxpayer and the VITA volunteer during self-preparation. However, a VITA volunteer may sit down with the self-preparing taxpayer to answer questions or if they need assistance in completing the tax return.

Q13. 4.1.2.1 - Functionality of the Self Preparer Version to return errors and acknowledgements to the taxpayer via electronic notification. Errors\Notification – What type of errors and notification are expected to be returned to the taxpayer and in what time frame?

A13. See attachment 5, item 19. Acknowledgements include receipt, acceptance, and rejection of a return by the IRS. See attachment 7 which indicates applicable publications such as Publication 1345 which includes defined timeframes and descriptions of notifications. See page 30 of Publication 1345.

Q14. Section 4.1 (C) Please clarify if the “self-preparer web based version if licensed separately” is required to be an approved Taxpayer Online software as “online provider” is defined by the IRS in Publication 3112.

A14. Yes based on the information in Publication 3112. See amendment 2 to attachment 7 which includes the additional applicable publication.

Q15. Section 4.1.2 (10) Please describe the scenario and what type of taxpayer documents are being uploaded to the different user at a different location.

A15. An example of such a scenario may include: a tax return is prepared on a desk top using the desktop version of the software but that desktop does not have internet connection, i.e. the capability to transmit the return. An internet connection is required for transmission to the IRS. The return would have to be securely uploaded to another computer with internet connection to allow for transmission.

Q16. Section 4.1.2 (13) Is the requirement that a quality reviewer has to review all self-prepared returns prior to the taxpayer electronically filing the return, or is the requirement for a quality reviewer to have the option to review a self-prepared return prior to the taxpayer electronically filing the return?

A16. No, a quality reviewer does not have to review all self-prepared returns prior to the taxpayer electronically filing the return. Yes, an option for a quality reviewer to have the ability to review a self-prepared return prior to the taxpayer electronically filing the return is the requirement. The features required do not necessarily involve the reviewer role.

Q17. 4.1.2 – Item #8, Functionality of the Versions to support the indirect transmission of e-filed federal, applicable state, and local tax returns. Can you please clarify what is meant by indirect transmission?

A17. See attachment 4 – Glossary for the definition of indirect transmission.

Q18. 4.1.12- Item #17, Process for which the Contractor can authenticate the EFIN of every transmission to the authorized licensee of the software. Is there a set process or procedure that should be used for this authentication?

A18. Please propose a process to execute this requirement that is in line with industry best practices. Publications 1345 requires that software publishers ensure against unauthorized use of EFINS.

Q19. 4.1.3 – Item #33, Capability to disable any feature that offers the taxpayers a debit card. Can you clarify where and when this particular debit card process is being used?

A19. Although many commercial tax software products offer the ability to obtain a refund in the form of a debit card, the VITA/TCE program does not allow this feature as an option. If the software that you are proposing allows this type of transaction for a tax refund dispersion option, the feature must have the ability to be disabled. The purpose of deactivating the feature is for fraud prevention.

Q20. 4.4, Can you provide monthly help desk request totals by month for the previous year?

A20. During the previous filing season, help desk calls averaged 8,000 calls per month.

Post filing season calls averaged 1,000 calls per month.

Q21. Solicitation Instructions, The instructions indicate to email the proposal. There is also a mailing address given to send the software. Please confirm if only the software should be mailed or if a hard copy of the proposal should be mailed in addition to email.

A21. The software is the only portion of the proposal that must be mailed. A hard copy of the proposal need not be submitted in addition to the electronic copy.

Q22. Attachment 1-Roles and Responsibilities, Can you please elaborate on what is meant by “Return Templates” that should be available to the Administrator and Template Manager?

A22. A template manager and return templates are defined in Publication 3189. See Page 34.