Q A as of July 1.pdf

Contractor Questions/Agency Responses for SA4705-11-R-0080

As of July 1, 2011

1. Section 1.1 Indicates that 45% of the 337 devices will be ordered in the first 5 months of the award.

For inventory planning purposes could you provide a breakdown of the units by volume band?

Answer: Below are the estimates for this period. However, these are as of this date and are subject to change.

Quantity Band 44 Band 8 15 Band 9 29 Band 10 17 Band 11 07 Band 12 01 Band 13

2. Sections 1.3 and 10.1 have conflicting conditions. 1.3 states at DLA discretion may use government owned equipment. Section 10.1 states government owned equipment will not be used. Please clarify.

Answer: Section 1.3 exists to explain that DLA Document Services may not purchase everything that is listed on this IDIQ. Some new equipment may be purchased to fit within an existing system, and must therefore, be able to be installed and fully compatible with this existing equipment. Section 1.3 requires that the Contractor ensure successful compatibility. Section 10.1, however, is provided to ensure that contractors do not incorporate their knowledge of existing government owned system equipment within their price proposals; i.e., quoting a system price with the use of an existing Government scanner, rather than including the price of a new contractor scanner.

3. Can you confirm acquisition method for the equipment? Lease or purchase.

Answer: Purchase only

4. Section 3.3, Critical machines. Can you identify the locations of the 20 critical machines that will require 4 hour response time?

Answer: The exact location of critical machines is not stagnant. The designation of critical is based on the requirements within any given Document Services location. As the needs of the war fighter are unpredictable, the devices designated as critical are also unpredictable. As indicated in the Statement of Work, it is estimated that no more than 20 of the devices will be designated as critical at any given point. These will be identified on the delivery/task orders and tracked by the COR.

5. Section 5.1 Testing. Will we need to provide 1 machine from each band for testing purposes? Upon successful completion of testing, can the test units be used to fill task orders?

Answer: If the software used in multiple bands is the same, then 1 machine per usage band may not be required. Example, same front end and controller used for bands 8 &9, then both bands would not require devices to be tested. Yes, the COR would consider using tested equipment to be placed at a location for use.

6. Section 1.5 indicates Dell Brand name or equal. On page 12 of the solicitation there is a reference to a Brand Name justification attachment with is justification for Dell Brand computers. Please Clarify.

Answer: The requirement is Dell or equivalent. Page 12 of Solicitation will be amended to remove the indication that there is an attachment number seven (7) to the document, as it is no longer required.

7. Does your current solicitation require that bidder provide printers as well as workstations?

Answer: Yes.

8. Will you allow any flexibility in your pricing model to allow different scenarios for distinguishing products from services, such as installation, etc.?

Answer: No changes will be made to the current pricing model regarding items like “installation”.

Installation would be expected to be included in the purchase price.

9. For the Service Desk operations, do you require the use of a specific “ticketing” tool? If so, what tool?

Answer: We do not. DLA Document Service is not seeking a process management tool to be provided by and managed by the contractor. This is not to be confused with the COTS MIS product being sought, which is essentially a production tracking tool.

10. Please describe a typical process flow, i.e., how is a ticket initiated, and what actions are expected of the Service Desk agents?

Answer: N/A. Answer to question 13 negates the need for an answer here.

11. How are tickets received by the Service Desk, e.g., via phone, email, and/or chat?

Answer: N/A. Answer to question 13 negates the need for an answer here.

12. What is your preferred method for initiating Install/Move/Add/Change (IMAC) tickets?

Answer: N/A. Answer to question 13 negates the need for an answer here.

13. Please indicate your monthly contact volumes by ticket type.

Answer: N/A. Answer to question 13 negates the need for an answer here.

14. Please indicate your average handle times for each ticket type.

Answer: N/A. Answer to question 13 negates the need for an answer here.

15. What are the hours of operation of the Service Desk?

Answer: N/A. Answer to question 13 negates the need for an answer here.

16. Are there any Service Level Agreement (SLA) requirements for the Service Desk?

Answer: N/A. Answer to question 13 negates the need for an answer here.

17. Do you have an expected percentage of First Contact Resolution (FCR) for total incidents?

Answer: N/A. Answer to question 13 negates the need for an answer here.

18. Please provide information on the call distribution/arrival pattern for the Service Desk.

Answer: N/A. Answer to question 13 negates the need for an answer here.

19. Who are the users calling in to the Service Desk, i.e., end users or technical staff?

Answer: N/A. Answer to question 13 negates the need for an answer here.

20. Do you expect Service Desk agents to make follow-up calls on tickets, following incident resolution?

Answer: N/A. Answer to question 13 negates the need for an answer here.

21. Do you have any particular security or citizenship requirements for on-site personnel at non-cleared DLA facilities?

Answer: Due to the security requirements of the military installations and federal buildings where Document Service production shops are located, contractors will need to provide personnel who have obtained either U.S. citizenship or the proper resident alien documentation that will grant them building or installation entry.

22. Do you require any particular citizenship for service desk personnel for this program?

Answer: N/A. Answer to question 13 negates the need for an answer here.

23. Must the Service Desk be located in the U.S., or may we consider other countries/regions?

Answer: N/A. Answer to question 13 negates the need for an answer here.

24. What languages must be supported by the Service Desk?

Answer: N/A. Answer to question 13 negates the need for an answer here.

25. Given the RFP instructions for proposal format and content, how should vendors include information such as responses to the Statement of Work, responses to the Terms and Conditions, descriptions of distinctive features and capabilities, etc.?

Answer: Contractors can offer any additional information that they’d like. This information may or may not be viewed by the evaluation team. What is asked for, to be evaluated as acceptable or unacceptable, is detailed in the Evaluation Factors for Award section of the solicitation, and the SOW is answered through the use of attachment 1a. Likewise, every tab of attachment 1a has an additional space at the bottom for contractor comments/information.

26. Page 5, FAR 52.219-4: Since the HUBZone price evaluation preference does not apply to orders under Indefinite Delivery contracts, can you clarify whether/how that preference will be applied to offers received under this solicitation?

Answer: If applicable, the price evaluation factor will be applied during the initial evaluations.

27. Page 3, SOW Section 1.6 indicates a requirement for Document Management Software to be included as part of the offer. Additional information is provided in Attachment 1a- Equipment Specification Requirements (10Jun11).xls on the Instructions tab and Document Software Tab that indicates <enter proposed software solution>. Section B – Schedule of Supplies – Service (10Jun11).xls Instructions Tab provides a '* Note that for the pricing of Image manipulation software (Ref E-7) in the basic contract, the estimated quantities are only for vendors to establish prices, but for price analysis, the Government will cost average the five prices and apply that price to the total purchase quantity for the five years (Est. Qty 182).

a. Can you clarify the government’s intention regarding Document Management Software to include a single manufacturer’s software license for image manipulation that supports document creation, manipulation, repurposing and PDF output?

Answer: Yes. The Government seeks a single, contractor proposed, document software solution. This is a change from the “draft” solicitation that was originally issued. The instructions tab pricing calculation “*Note” was inadvertently left in Section B instructions – Schedule of Supplies/Services when the official solicitation was posted. It has now been removed.

b. Is the requirement defined as including an industry suite of software (Adobe Acrobat Pro, Adobe Creative Suite Standard 5, Enfocus PitStop Pro, Quite Imposing) that was included in the Draft Solicitation and omitted from the formal Solicitation at single unit bundled price for inclusion?

Answer: Contractors are to offer a single document software solution, and not a suite compilation as described in the above referenced ‘b’ question.

28. Attachment 1a- Equipment Specification Requirements (10Jun11).xls indicates for Usage Bands 10- 13, a High Capacity Stitchery (minimum 150 sheets) requirement.

a. The requirement as stated is restrictive for several Industry manufacturers; can this requirement of 150-sheets be relaxed to a minimum of 100 sheets?

Answer: Requirement will be changed to read “up to 100 sheets.”

29. Attachment 1a- Equipment Specification Requirements (10Jun11).xls indicates Flat Bed Scanner requirements with specifications on a particular OEM’s product.

a. Is it the government’s intent for the contractor to provide this OEM’s brand name flat bed scanner?

Answer: An OEM scanner is not being suggested. The specifications merely represent the minimums that are acceptable, and are drawn from the market research of the scanning devices of three different manufacturers.

b. Could the duty cycle of 15,000 scans per day be relaxed to 2,500 scans per day to o offer an equal model?

Answer: Requirement will remain at a 15,000 scans per day. (per John P.)

30. Section B – Schedule of Supplies – Service (10Jun11).xls omits a separate line entry to support maintenance costs associated to removable hard drives for Usage Bands 8 thru 13 requirements.

a. Can a separate line entry be included to capture maintenance for removable hard drives for products offered in these Usage Bands?

Answer: Service maintenance for work done to the removable hard drives, as well as PC/Workstations, is to be factored into the purchase price.

31. SOW- DLA Document Services requires offerors to propose a flatbed scanner to be used for processing paper documents. Is the requirement under Section B- Line 117 for scanners to be separate (non-attached production scanner)?

Answer: The pricing sought in line 117 is the monthly maintenance cost, if applicable, for the document scanner. Line 79 is where the purchase price of the “stand alone” document scanner is sought.

32. In reviewing flat bed scanners on the market, the lowest dpi currently marketed is 100 dpi minimum.

If the dpi range is 100 dpi to 600 dpi adjustable in1 dpi increments as stated, is this acceptable?

Answer: Yes. 50-600 dpi range changed to read 100-600 dpi on scanner specification.