IndustryQuestions-Answers-26QE006 Vehicle_Toll_Mgmt.xlsx
XLSX spreadsheet 24 KB Posted
- Attached to
- Vehicle Toll Management Services
- Solicitation number
- S5121A26QE006
- Issued by
-
Defense Contract Management Agency
About this file
This is a Questions and Answers document responding to vendor inquiries regarding a Vehicle Toll Management Services solicitation (S5121A26QE006) issued by the Defense Contract Management Agency (DCMA).
The solicitation is a follow-on to an incumbent contract expiring August 31, 2026, with approximately two weeks required between award and performance start date. The contractor must manage and pay tolls for DCMA vehicles using a combination of transponder-based and plate-based systems across multiple toll authorities. Key deliverables include: replacement of all existing transponders (approximately 249 units in the base year), monthly toll management services with all associated labor and customer support, payment of toll violations upfront with subsequent reimbursement, and provision of a web-based account management portal accessible to a minimum of two government users. The contractor shall pay toll authorities upfront and submit receipts for reimbursement via Wide Area WorkFlow (WAWF), with monthly statements listing toll transactions as supporting documentation. Pricing is structured through multiple CLINs: NTE CLINs for Toll Authority Fees (CLIN 0001) and Violation Toll Fees (CLIN 0002) as pass-through costs; firm-fixed pricing for Toll Transponders Equipment (CLIN 0003); and firm-fixed pricing for monthly Toll Management Services (CLIN 0004), with corresponding option period CLINs for four additional years. The contract will be awarded on a Lowest Price Technically Acceptable basis. Additional requirements include 24-hour turnaround for vehicle updates, initial customer support response within 10 business days via phone or email, monthly reporting by toll authority and location with transaction-level data, and replacement hardware costs billed under actual CLINs rather than absorbed in the management fee. The evaluation will monitor 80% funding notifications at the CLIN level, and offerors should not quote pricing for the NTE CLINs.
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Industry Questions
| VEHICLE TOLL MANAGEMENT SERVICES | ||
| Defense Contract Management Agency (DCMA) | ||
| Industry Questions/Answers - S5121A26QE006 | ||
| July 6, 2026 | ||
| Q# | QUESTIONS/COMMENTS | GOVERNMENT RESPONSE |
| 1 | Is there any incumbent/recompete or this is a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past. | 1. The prior contract expires 8/31/2026; vendors are eligible to submit offers for the follow-on effort. |
| 2 | Regarding Technical Evaluation Factor 1, Sub-factor 3 & 5 (Page 27): For the Not-To-Exceed (NTE) line items - specifically CLIN 0001 (Toll Authority Fees) and CLIN 0002 (Violation Toll Fees) - could the government clarify the exact invoicing cadence and reimbursement mechanism? (pp. 3,27) Will the contractor be required to pay the toll authorities upfront and submit monthly receipts for direct cost reimbursement via Wide Area WorkFlow (WAWF)? (p. 18). | 2. See PWS, paragraph 5. Specific Tasks. The Contractor shall provide services for the management and payment of tolls traversed by DCMA vehicles. The contractor will pay toll authorities upfront using contractor payment system and submit receipts for reimbursement via WAWF. |
| 3 | Regarding CLIN 0003 (Toll Transponders Equipment): The table references 249 transponders. (p. 3) If a device is lost or structurally damaged by an active DCMA user, will the replacement hardware cost be billed under the Option Line Item actuals, or is the contractor expected to absorb hardware replacement insurance within the base management fee (CLIN 0004)? (p. 3) | 3. No, costs will be billed under CLIN 0003 for the base year and clin 1003, 2003, 3003, or 4003 depending on the period of performance. |
| 4 | Is there an incumbent contractor currently providing these services? If yes, can DCMA provide the incumbent name, current contract number, current pricing, and current performance challenges, if any? | 4. See Government Response # 1. |
| 5 | How is DCMA managing tolls today across the listed vehicles and locations? Is the current model transponder-based, plate-based, authority-specific, or a combination? | 5. Currently under contract and in combination of transponder-based and plate-based. |
| 6 | Will the contractor be expected to replace all existing transponders at transition, or may existing devices/accounts be transferred where permitted by the toll authority? | 6. Yes contractor will need to provide replacements for all existing transponders. |
| 7 | The PWS states the fleet listing and quantity are subject to change. Can the Government provide historical annual changes in vehicle count, locations, transponder count, and license plates? | 7. Historically, less than 10 devices for new locations. |
| 8 | Does the Government require a single interoperable device solution, or is it acceptable to use multiple toll authority accounts/devices to achieve full coverage? | 8. DCMA does not require a single interoperable device solution. Multiple toll authority accounts/devices are acceptable. |
| 9 | For toll facilities that do not accept transponders or rely on license plate tolling, should those transactions be managed under the same service and included in monthly billing/reporting? | 9. Yes. |
| 10 | Should offerors include shipping directly to each fleet location, to a centralized DCMA location, or to the COR/TPOC for redistribution? | 10. Shipping should be direct to each fleet location. |
| 11 | For lost, damaged, or reassigned transponders, what approval process should be followed before issuing replacements or billing replacement costs? | 11. Any request received for lost, damaged, or reassigned transponders will require COR approval. |
| 12 | Will the contractor be responsible for paying all violations upfront and then billing DCMA, or should violations be reviewed/approved by the COR before payment? | 12. Yes, the contractor needs to pay for all violations. DCMA will then notify the contractor to challenge any violations with the appropriate toll authority. |
| 13 | Should the contractor dispute toll violations when the contractor determines the violation was erroneous, duplicate, or caused by toll authority processing issues? | 13. See Government's Response to #12. |
| 14 | Can DCMA clarify how contractor-caused versus driver-caused violations will be determined? | 14. There will be no contractor-caused violations as only DCMA personnel will be operating vehicles subject to violations. |
| 15 | Are there required timeframes for paying toll authority invoices or violations to avoid penalties? | 15. The toll authority sets the timeframes for payment. |
| 16 | Should the 80% funding/estimated quantity notification requirement be monitored at the total contract level, by CLIN, by period of performance, or by toll category? | 16. By CLIN. |
| 17 | Can DCMA confirm that offerors should not enter pricing for the Toll Authority Fees and Violation Toll Fees CLINs marked "NTE CLIN - Do Not Quote," and should only price the transponder/equipment and toll management CLINs? | 17. Confirmed. |
| 18 | Will actual toll authority fees and violation fees be reimbursed as pass-through costs under the NTE CLINs? | 18. Yes. |
| 19 | Should the monthly toll management price include all labor, account management, customer support, reporting, billing administration, and system access costs? | 19. Yes. |
| 20 | Should the unit price for transponders include device cost, activation, setup, account registration, shipping, and any toll-authority-specific fees? | 20. Yes. |
| 21 | Several option CLIN descriptions appear to repeat "Option Period 1" across multiple years. Can DCMA confirm that CLINs 1001-1004, 2001-2004, 3001-3004 and 4001-4004 correspond to Option Years 1 through 4 respectively? | 21. The RFQ has been updated to reflect the following: CLINs 1001-1004 are for Option Period 1, CLINs 2001-2004 are for Option Period 2, CLINs 3001-3004 are for Option Period 3 and CLINs 4001-4004 are for Option Period 4. |
| 22 | Can DCMA provide sample report formats or required data fields for the monthly status report, monthly spending reports by state, toll data by vehicle, toll usage report, and utilization/billing report? | 22. Report formats need to include at a minimum, the toll authority and location, transponder ID, vehicle plate, date and time, duration (miles), cost and any other pertinent data. |
| 23 | How many government users will require access to the contractor's web-based account management portal? | 23. A minimum of two. |
| 24 | Does DCMA require different portal permission levels, such as view-only, approver, billing reviewer, administrator, or reporting-only access? | 24. No. |
| 25 | For each toll transaction, what minimum data fields are required? For example: vehicle plate, transponder ID, toll authority, toll location, data/time, amount, fee type, violation status, and billing period. | 25. See Government's Response #22. |
| 26 | May offerors also provide reports via secure portal download, Excel, CSV, or API export in addition to Word or PDF? | 26. Yes. |
| 27 | What supporting documentation must accompany monthly invoices in WAWF, and should it reconcile directly to the monthly utilization/billing report? | 27. The monthly statement listing the toll transactions. |
| 28 | Who are the expected users for customer support: fleet managers, vehicle drivers, COR/TPOC, regional administrators, or all of the above? | 28. The COR. |
| 29 | What support channels are required: phone, email, portal ticketing, chat, or all of these? | 29. Phone or email. |
| 30 | Can DCMA provide historical or estimated monthly volumes for support inquiries, transponder requests, vehicle updates, violation reviews, and billing questions? | 30. Support inquires, transponder requests, violation reviews and billing questions less than 10 per month. Vehicle updates will depend on the interface with contractor system, estimate 30 per month. |
| 31 | Are there required response and resolution SLAs for customer support inquiries, transponder requests, billing questions, and violation issues? | 31. Initial response within 10 business days. |
| 32 | Is after-hours emergency support required for lost/stolen transponders, toll violations, or urgent account issues? | 32. No. |
| 33 | What is the expected implementation timeline between award and the performance state date? | 33. Approximately two weeks from award. |
| 34 | When will DCMA provide the complete license plate list referenced in the PWS, and in what format? | 34. At time of award. |
| 35 | Does DCMA expect all accounts and transponders to be active by day one of the period of performance? | 35. Approximately within two weeks from award. |
| 36 | Will DCMA facilitate transfer of account history, toll authority accounts, outstanding balances, or device inventory from the incumbent/current process? | 36. No. |
| 37 | What is the required turnaround time for adding a new vehicle, removing a vehicle, reassigning a transponder, or updating a licence plate? | 37. Approximately 24 hours. |
| 38 | Should the Accessibility Conformance Report using VPAT 2.1 or later be submitted with the initial technical proposal, or only upon request before award? | 38. Upon request. |
| 39 | Will DCMA test only the web portal, or also reports, invoices, forms, and other electronic content? | 39. Web portal. |
| 40 | What specific cybersecurity, encryption, identity management, or data retention requirements apply to the contractor's portal and toll transaction data beyond the clauses already included in the solicitation? | 40. None. |
| 41 | Will vehicle plate numbers, driver information, user contact information, or billing data be considered sensitive information requiring specific handling, storage, or destruction procedures? | 41. Data is not considered sensitive information. |
| 42 | Are resumes, screenshots, sample reports, Section 508 ACRs, or system diagrams included in the technical proposal page limit? | 42. Resumes are not required. All other screenshots, sample reports, Section 508 ACRs, or system diagrams are included in the technical proposal page limit. |
| 43 | If an offeror uses subcontractors for toll authority integrations, transponder fulfillment, customer support, or portal technology, must subcontractors be identified in the technical proposal? | 43. Yes. |
| 44 | Can DCMA confirm that this procurement will be awarded on a Lowest Price Technically Acceptable basis and that no trandeoff evaluation will be used? | 44. Confirmed. |
| 45 | The evaluation section appears to reference the "Price and Schedule Sheet" with inconsistent attachment numbering. Can DCMA confirm the correct attachment number/name for the pricing worksheet? | 45. The Price and Schedule Sheet is the spreadsheet listed at Attachment 3. |
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