SP7000-21-R-1001-0001 Attachment 5 - Question and Comment Responses.pdf

SP7000‐21‐R‐1001‐0001

ATTACHMENT 5

QUESTION AND COMMENT RESPONSES

Document Description Page # Section/ Paragraph Question/ Comment Answer Will this solicitation for MFDs be for multiple locations throughout the US and US Territories? The geographic scope includes the 50 United States, District of Columbia, Guam, and

Puerto Rico.

If so, will we be allowed to bid on MFDs for Guam only, or must we bid for all locations? To be considered for award, vendors must bid on all locations and cannot bid on Guam only.

Is this solicitation UNRESTRICTED or is it a Small Business Set‐Aside? This solicitation is unrestricted. Vendors of any business size may participate.

SP7000‐21‐R‐1001

Combined Synopsis‐ Solicitation

Type of contract N/A N/A Is GSA a requirement or Open Market? Is this opportunity under a GSA contract; will the GSA terms and conditions apply?

This is an open market requirement.

Will DLA please release Attachment 8 (QASP)? If there is no QASP, will DLA please remove this from the Combined Synopsis document? If DLA does release a QASP will DLA please allow vendors a chance to ask questions around it?

DLA will remove the QASP attachment from the combined synopsis solicitation. The QASP will be provided to the awardees after award.

SP7000‐21‐R‐1001

Combined Synopsis‐ Solicitation

Important Dates: 2 Response Date: No later than January 25, 2021

Please confirm the response due date and time is February 18, 2021 4:00pm Eastern. The date for the Government to respond to vendor submitted questions is no later than January 25, 2021. The proposals are due to the Government by February 18, 2021 at 4:00 pm Eastern.

SP7000‐21‐R‐1001

Attachment 1 ‐ Performance Work Statement

(PWS)

IV. DELIVERY AND INSTALLATION B. 1 7 As options, the Contractor shall, at the same unit price, provide up to twenty percent (20%) more co‐terminus leased devices than set forth at each CLIN of a delivery order; provided that DLA exercises and issues its options, if at all, prior to the end of the 24th month following the effective date of that original delivery order.

Contracts are based on 60 month term pricing. If the customer would like a shorter term lease during the contracts period of performance will the vendor be able to price the shorter term lease at the time the task order is requested?

All tasks orders issued off this IDIQ will be up to 60 month leases. Proposed pricing shall be based on an up to 60 month lease. In accordance with FAR 52.217‐6, "Delivery of the added items shall continue at the same rate as the like items called for under the contract..." If devices are added prior to the 24th month of the up to 60 month lease, they shall be added at the same unit price as the corresponding CLIN on the task order.

The added devices shall be conterminous with the originally ordered devices

SP7000‐21‐R‐1001

Attachment 1 PWS and SP7000‐ 21‐R‐1001 Attachment 2 – CLIN Structure

"As options, the Contractor shall, at the same unit price, provide up to twenty percent (20%) more co‐terminus leased devices than set forth at each CLIN of a delivery order; provided that DLA exercises and issues its options, if at all, prior to the end of the 24th month following the effective date of that original delivery order."

7 Section IV. Delivery and Installation, B, #1

CLINs with a Monthly Unit pricing, as defined in column I of the spreadsheet have a single box in column M for Unit Pricing. We respectfully ask for a formula to define Unit Price for terms shorter than 60 months?

All tasks orders issued under this IDIQ will be for up to 60 month leases. Any devices added during the first 24 months of the TO lease term shall be conterminous with the originally ordered devices. All tasks orders issued off this IDIQ will be up to 60 month leases. Proposed pricing shall be based on an up to 60 month lease. In accordance with FAR 52.217‐6, "Delivery of the added items shall continue at the same rate as the like items called for under the contract..." If devices are added prior to the 24th month of the up to 60 month lease, they shall be added at the same unit price as the corresponding CLIN on the task order. The added devices shall be conterminous with the originally ordered devices.

Combined Synopsis Solicitation

In accordance with FAR 52.217‐6, Option for Increased Quantity, the Contracting Officer reserves the right to increase the quantity of equipment and services at the awarded unit prices listed for each Contract Line Item Number (CLIN) of each task order, not to exceed 20% quantity per CLIN rounded up, over the first 48 months of the period of performance for each task order

1 5th paragraph Does this mean that the vendor needs to offer the same 60 month lease price even though DLA may exercise this option to increase the quantity as late as month 48? Thus the vendor would only be able to collect 12 months worth of payments, although it provided pricing under the assumption that it could collect 60 months' worth. This would cause the vendor to lose money on those machines with increased quantities ordered late in the contracts term. Is this DLA's intention?

The vendor will need to provide the same pricing for the entire 60 month lease even if the government exercises the option to increase quantity during any point of the first 24 months. In accordance with FAR 52.217‐6, "Delivery of the added items shall continue at the same rate as the like items called for under the contract..."

*Page 1 of the combined synopsis solicitation will be revised to state that devices will be added over the 24 months instead of over 48 months.

SP7000‐21‐R‐1001

Attachment 1 ‐ Performance Work Statement

(PWS)

IV. DELIVERY AND INSTALLATION 7 Section B Page 7 PWS: B. Options to Order Additional Quantities of Devices: 1. As options, the Contractor shall, at the same unit price, provide up to twenty percent (20%) more co‐terminus leased devices than set forth at each CLIN of a delivery order; provided that DLA exercises and issues its options, if at all, prior to the end of the 24th month following the effective date of that original delivery order. Question: Will DLA allow prorated pricing for units delivered in months 2‐24?

No. Proposed pricing shall be based on an up to 60 month lease. In accordance with FAR 52.217‐6, "Delivery of the added items shall continue at the same rate as the like items called for under the contract..." If devices are added prior to the 24th month of the up to 60 month lease, they shall be added at the same unit price as the corresponding CLIN on the task order. The added devices shall be conterminous with the originally ordered devices.

QUESTION AND COMMENT RESPONSES

Document Description Page # Section/ Paragraph Question/ Comment Answer Combined Synopsis Solicitation

The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced

6 Factors for Award What does the word "option prices" specifically refer to here? Is this referring to CLINs 0086 through 0103 and CLINs 0128 through 0139? Or is it referring to something else? Can you give an example of what this would look like? If it is determined a vendor's option prices are imbalanced will their proposal be automatically disqualified?

"Option prices" is not referred to in Attachment 2. They are referenced as optional pre‐ configurations for the different typees of devices. CLINS 0086‐0103, CLINS 0128‐0139, and CLINS 0165‐0176 are not options. These CLINs are an "add on" for devices being ordered if the requirement is for devices to be pre‐configured. For this requirement, devices added in accordance with FAR 52.217‐6 will be priced the same as the like CLIN on the task order and not priced separately. For options years in accordance with FAR 52.217‐9, the monthly unit prices remain the same throughout the term of the task order.

SP7000‐21‐R‐1001

Attachment 1 ‐ Performance Work Statement

(PWS)

I. OVERVIEW A 1 The Defense Logistics Agency (DLA) seeks to enter into multiple award Indefinite Delivery Indefinite Quantity (IDIQ) contracts with a total estimated maximum of up to $702.2 Million for the up to 60 month lease of A3, A4 and production level Multifunctional Devices (MFDs), accessories and office document devices (hereafter collectively referred to as “devices”) within the 50 United States, District of Columbia, Guam, and Puerto Rico along with services associated with the leased devices.

Specific details are found in sections II and III.

Will each task order be a 60 month period of performance regardless as to when the task is released?

Each task order is an up to a 60 month lease regardless of when the task order is issued.

Up to 60‐month task orders will be issued under the resulting contracts. The options will be exercised at the end of each fiscal year. For example, if the up to 60‐month period of performance on a task order is July 1, 2021 – June 30, 2026, the base and option years would be as follows:

Base Period: July 1, 2021 – September 30, 2021 Option Year 1: October 1, 2021 – September 30, 2022 Option Year 2: October 1, 2022 – September 30, 2023 Option Year 3: October 1, 2023 – September 30, 2024 Option Year 4: October 1, 2024 – September 30, 2025 Option Year 5: October 1, 2025 – June 30, 2026

SP7000‐21‐R‐1001

Combined Synopsis‐ Solicitation

Contractual question 38 As opposed to an equipment rental, the cost of an equipment lease payment varies by the months in service. Will the government allow competitive vendor responses that vary by months for any equipment in service less than 60‐months (i.e. under FAR 52.204‐22 on page 38 of the solicitation)?

All tasks orders issued under this IDIQ will be for up to 60 month leases. Unit prices established during the reverse auction are firm‐fixed price for the duration of the period of performance.

SP7000‐21‐R‐1001

Attachment 1 ‐ Performance Work Statement

(PWS)

IV. DELIVERY AND INSTALLATION 7 Section B Is the government looking for an equipment rental with the same amount charged each month, or a more competitive (lower cost) equipment lease based upon the months the equipment is in service?

All tasks orders issued under this IDIQ will be for up to 60 month leases. Unit prices established during the reverse auction are firm‐fixed price for the duration of the period of performance.

SP7000‐21‐R‐1001

Combined Synopsis‐ Solicitation

Solicitation Closing Date: February 18, 2021 2 Important Dates Due to the size and complexity of the RFQ we respectfully request a two week extension. At this time, we do not anticipate extending the solicitation past the current close date of February 18, 2021 at 4:00 pm Eastern.

Combined Synopsis Solicitation

Redacted Technical copy 3 Part 2 ‐ Tech Requirements, Letter A

The RFP states that the redacted proposal should be "without company logo, identifying marks, and names". Please clarify if that means subcontractor names used in the proposal should also be redacted.

Yes, please redact the subcontractors information.

QUESTION AND COMMENT RESPONSES

Document Description Page # Section/ Paragraph Question/ Comment Answer Attachment 4 Overall question All All Should offerors submit Attachment 4 as Part 5 of the proposal response, since Attachment 4 contains FAR 52.212‐3 Representations and Certifications?

Vendors must fill out and submit Attachment 4. FAR 52.212‐3 is included in Attachment

4. The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (v)) of this provision. Part 5 of the proposal is satisfied by completing Attachment 4.

The Comment in the margin 3 Comment in the margin A comment is found on page 3 of Attachment 4 dated August 15, 2019. Please confirm offerors can ignore it.

The comment has been removed from Attachment 4 and the revised Attachment is incorporated

Combined Synopsis Solicitation

Defense Logistics Agency (DLA) intends to establish multiple award Indefinite Delivery Indefinite Quantity (IDIQ) contracts with a 60‐months ordering period and follow‐on Task Orders for up to 60 months for leases of A3, A4, and production level Multi‐functional devices (MFDs), accessories and office document devices.

1 60‐month leases Will the government allow the vendor to include termination ceiling charges in the event the government desires to terminate a delivery order for convenience prior to the 60 months?

Termination Ceiling Charges will not be incorporated at the IDIQ nor task order level as they are NOT guaranteed charges that will be paid to the vendor. Terminations will be processed per 52.212‐4(l). FAR 52.212‐4(l) states "subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination."

N/A General Question on lease termination N/A N/A There is no mention in the PWS of lease termination for convenience charges and how lease terminations will be handled and if vendors will be able to assess and get paid for termination for convenience charges. Historically, DLA has not paid termination for convenience charges even though contracts have been terminated for convenience. Please confirm it is DLA's intention to omit lease termination for convenience language in the current RFP.

Terminations will be processed per 52.212‐4(l). FAR 52.212‐4(l) states "subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination."

PWS Cancellations N/A N/A Will DLA be funding cancellations for convenience ? Terminations will be processed per 52.212‐4(l). FAR 52.212‐4(l) states "subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination."

PWS Claims N/A N/A Will the government agree to a termination ceiling charge applicable for terminations other than cause and appropriations, i.e. for the convenience of the government? Will the Govt explain their process for responding to vendors claims for early terminations when they are processed under "Cancellation for Convenience"?

Termination Ceiling Charges will not be incorporated at the IDIQ nor task order level as they are NOT guaranteed charges that will be paid to the vendor. Terminations will be processed per 52.212‐4(l). FAR 52.212‐4(l) states "subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination."

Combined Synopsis Solicitation

Technical and past performance, when combined, will not be weighted. The Lowest Price Technically Acceptable (LPTA) source selection process will be utilized.

6 Factors for Award Can you expand further upon the sentence "Technical and past performance, when combined, will not be weighted?" This contradicts Pg 6 on the Synopsis which discusses evaluation factors.

Was this sentence intended to mean the Technical and Past Performance have equal weighting?

As in they are acceptable or unacceptable?

Technical and past performance are both rated on an acceptable or unacceptable basis.

They are not weighted more than price. The IDIQs will be awarded based on lowest price technically acceptable (LPTA).

Combined Synopsis Solicitation

Therefore, the offeror shall be determined to have unknown past perform mance. In the context of acceptability/unacceptability, “unknown” shall be considered “acceptable.”

7 B. Past Performance Is it DLA's intention to allow vendors who do not submit any past performance references to automatically receive an acceptable past performance rating? This could encourage vendors to not submit any past performance references in order to automatically receive an acceptable rating. Furthermore, it could result in unqualified vendors ‐‐ with no history of managing significant volumes ‐‐ being awarded an IDIQ, jeopardizing DLA's ability to serve its customers effectively. We recommend removing this paragraph from the RFP: "Note: In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance (see FAR 15.305 (a)(2)(iv)). Therefore, the offeror shall be determined to have unknown past performance. In the context of acceptability/unacceptability, “unknown” shall be considered “acceptable.”

Past performance is only one of the factors for award and is not weighted in the evaluation process. The IDIQs will be based on the lowest price technically acceptable.

In addition to the opportunity to submit past performance references, past performance will be reviewed in System for Award Management (SAM), the Federal Awardee Performance and Integrity Information System (FAPIIS), and the Past Performance Information Retrieval System (PPIRS) repositories in accordance with FAR 9.104‐6(a), to determine contractor responsibility prior to making any award as stated in the Combined Synopsis/Solicitation Page 4, Instruction to Offerors, Section 3.

QUESTION AND COMMENT RESPONSES

Document Description Page # Section/ Paragraph Question/ Comment Answer Combined Synopsis Solicitation

_X_ (12) (i) 52.219‐4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Mar 2020) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a).

14 List of Clauses Clause (12) is checked, indicating that all non HUBZone companies will have 10% added to their evaluation price effectively giving HUBZone companies a 10% discount on price evaluation. Was it DLA's intention to give HUBZone companies a specific price evaluation advantage? We request that this clause be unchecked in order to provide a fair price evaluation to all companies and increase competition for the government and ensure the government receives the lowest pricing possible. This clause was not checked on the previous DLA IDIQ.

Any terms and conditions of the previous requirement do not apply to this current new requirement. FAR 52.219‐4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns was included in error. The clause will be removed with this amendment.

Combined Synopsis Solicitation

_X_ (12) (I) 52.219‐4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Mar 2020) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a).

14 List of Clauses How will DLA determine if a vendor is a HUBzone company? There are some vendors that incorrectly claim HUBzone status but are not actually HUBzone according to SAM.Gov. We recommend that DLA require that HUBzone certification be determined only by SAM.Gov.

All vendors size status including HUBzone will be verified by checking SAM.Gov.

N/A The previous contract included Clause 52.211‐11 – Liquidated Damages ‐‐ Supplies, Services, or Research and Development (full text listed below) will not go into effect until 30 days after the required delivery date (RDD) listed on the BPA order. In the interim (From the RDD to 30 days after RDD), or until the required device is delivered and installed in accordance with the BPA order terms and conditions, the contractor shall provide a temporary A4 device, which will provide the customer with copying, printing and scanning capabilities. If by day 31 (after the RDD), the required device has not been delivered and installed in accordance with the BPA order terms and conditions (excluding the RDD), the contractor will be subject to liquidated damages in accordance with clause 52.211‐ 11. The contractor will be fully responsible for providing all service/maintenance and supplies for the temporary A4 device, at no cost to the government and for the entire duration that the temporary A4 device resides with the end user. Payments for the required device specified in the BPA order will not commence until the required device is delivered and installed in accordance with the BPA order terms and conditions (excluding the RDD). The temporary A4 device shall be removed on the day that the required device is installed. Note: Hard‐drive removal requirements apply to the temporary A4 device.

N/A N/A The previous contract included FAR 52.211‐11 ‐ Liquidated Damages, which meant that if a contractor delivered machines late, they would pay a penalty of $7.10 per day per machine after the expected delivery date. This has not been included on the current PWS/Clauses. Is it DLA's intention to not include this clause? If so, there would be no penalty for late deliveries. How will DLA enforce contractual delivery deadlines?

FAR 52.211‐11 is not part of this requirement. Late deliveries will be handled on a case by case basis and details surrounding the late delivery will be taken into consideration.

N/A General Question N/A N/A Will DLA allow the invoicing of machines on a pro‐rated or partial month basis? Ie: If a machine is delivered in the middle of a month, can the vendor invoice DLA and will DLA pay for half the monthly lease amount?

No, invoices can only be submitted and paid on a monthly basis.

N/A General Question N/A N/A If a machine is delivered 2 months late on a 60 month lease, will the POP ending date be moved back 2 months so the lease term is still 60 months?

This will be determined on a case by case basis depending on the situation surrounding the delay

Combined Synopsis Solicitation

(1) The contracting officer may use reverse auction as the pricing technique during discussions to receive the final offered prices from each offeror.

36 L09 Reverse Auction (OCT 2016)

Please confirm that all task orders on the IDIQ will be awarded via a reverse auction process in which vendors may need to offer additional price discounts off of the established IDIQ prices determined by Attachment 2. Please confirm all task orders will be procured via a Reverse Auction process with all vendors on the IDIQ/functional area participating. Does DLA plan to notify vendors in the Reverse Auction announcement whether it is an expedited order?

Task orders will be procured via Reverse Auction process with all vendors that have been awarded an IDIQ for that functional area. All vendors in the assigned functional area will be invited to participate in the reverse auction. DLA will send off a kickoff email for all reverse auctions, even if it is an expedited order.

Combined Synopsis Solicitation

By submitting a proposal in response to the solicitation, offerors agree to participate in the reverse auction and that their prices may be disclosed, including to other offerors, during the reverse auction.

36 L09 Reverse Auction (OCT 2016)

Please confirm that any pricing information provided by vendors may be shared with all other vendors as is being done on the current IDIQ and that at the end of each auction, an unsuccessful offerer notice is sent out to all vendors detailing who the winning vendor was and what price they won the auction at.

The overall pricing and pricing per CLIN for the winning vendor will be sent out to all vendors who participated in the reverse auction after the contract has been awarded.

N/A General Question N/A N/A On the current IDIQ, vendors are required to be authorized resellers and authorized service providers for the OEM equipment being offered. We did not see that same language in the current IDIQ RFP. Is it DLA's intention to allow vendors who propose equipment for which they are not authorized resellers and are not authorized service providers?

Yes, all non manufacture vendors are required to be authorized resellers and authorized service providers for OEM equipment. This requirement is being added to the Instruction to Offerors with this amendment. The Letter of Supply shall be unedited and the original from the OEM.

QUESTION AND COMMENT RESPONSES

Document Description Page # Section/ Paragraph Question/ Comment Answer N/A N/A N/A N/A On the previous IDIQ it was required that vendors obtain a letter of supply in order to prove the vendor can actually obtain OEM machines/supplies and had the backing and support of the OEM whose products they were offering. There is no such language in the current RFQ documents. Is this DLA's intention? We recommend requiring a manufacturer letter of supply be required in order to ensure that vendors are able to procure all the necessary machines and supplies and have the full support of the OEM whose products they are offering

Yes, all non manufacture vendors are required to be authorized resellers and authorized service providers for OEM equipment. This requirement is being added to the Instruction to Offerors with this amendment. The Letter of Supply shall be unedited and the original from the OEM.

PWS Attachment

Up to 100 machines, 30 days after receipt of order (ARO) 7 IV. Delivery and Installation

Please confirm that a machine order of 99 machines would only have 30 days to deliver, install, and connect to the end user's network and provide end user training.

The delivery timeframe for devices being delivered in the United States is 30 days after receipt of order for up to 100 devices. However, 45 days after receipt of the order will be permitted for devices being delivered to Alaska, Hawaii, Puerto Rico, and Guam and all Functional Area 2 (Production) devices up to 100 devices.

PWS Attachment

45 days ARO shall be permitted for Alaska, Hawaii, Puerto Rico, and Guam

7 IV. Delivery and Installation

Will vendors be required to able to deliver and support machines to all of Alaska, Guam and Puerto Rico for both SIPR and NIPR devices in order to be eligible to bid on this IDIQ?

Vendors will need to be able to deliver to all locations listed on the RFP including Alaska, Guam, and Puerto Rico for both SIPR and NIPR devices.

PWS Attachment

Delivery and Installation of Ordered Devices 6 IV. Delivery and Installation

In order to meet delivery POP dates, it is crucial to start obtaining accurate delivery addresses and POCs at the time the DLA reps are initiating conversations with the customer. Will the government confirm that addresses provided upon award will be verified and accurate?

DLA verifies delivery schedules for accuracy prior to providing to the vendor at the task order level. In the event a change to the delivery schedule needs to occur after award, but before delivery, the updated delivery schedule must be provided from Contracting.

Delivery and Installation of Ordered Devices 6 IV. Delivery and Installation

Once a vendor finds out they have won the auction, will the government allow the winning vendor to begin contacting all POCs listed on the delivery schedule and confirm that the correct delivery address is listed? Currently, DLA contracting does not allow vendors to contact the POCs until an executed award is issued which can take up to a week thus delaying the confirmation process by a week.

Complete delivery schedule will be provided with the award. At a minimum, the vendor will have at least the number of days to deliver in accordance with delivery chart in the

PWS.

Performance Work Statement

IV. Delivery and Installation 6 & 7 IV. A.1 ‐ Maximum Number of Calendar Days to Complete Delivery & Installation

Will this requirement apply only if the information provided is accurate and correct? DLA verifies delivery schedules for accuracy prior to providing to the vendor at the task order level. In the event a change to the delivery schedule needs to occur after award, but before delivery, the updated delivery schedule must be provided from Contracting.

Performance Work Statement

III. Functional Areas and Volume Band Specifications 4 & 5 Functional Area 1 Optional Accessories/Services for A3&A4 Devices ‐ On site Key Operator for A3 MFD & Onsite Technician for A4 MFD

Please explain how Reverse Auctions will be held for Onsite Key Operator and Onsite Technician requirements. Will they be part of the overall price, or awarded to the awarded vendor of that equipment Reverse Auction? Will the location of the onsite required be provided by DLA prior to the reverse auction?

They will be part of the overall price. The location details will be provided prior to the reverse auction.

PWS Attachment

General Question N/A N/A Please confirm that vendors need to be able to provide SIPR machines in order to be eligible for an IDIQ award.

SIPR machines are part of the requirement and must be provided in both functional areas in order to be considered for the award.

PWS Attachment

B. Removal of Government‐Owned Printers and Devices 12 IX. Device Removal Who will provide vendors with the authorization to remove equipment? Is it the DLA representative or the end user representative?

Information regarding removal of government owned printer and devices will be detailed at the task order level. DLA Contracting will authorize removal of equipment via a task order or modification.

PWS Attachment

VI. Maintenance 9 V1.A. 6; Cleared Classified Technicians

Will DLA be notifying vendors of this requirement during the Reverse Auction phase? Otherwise DLA would have to clear large numbers of technicians for all vendors.

If special clearance levels for installation access are required, it will be specified with documentation provided in the kickoff email (specific details of requirement including location, quantities and device list, and time of reverse auction) for the reverse auction.

Attachment 2 CLIN Structure

Functional Area 1 & 2 FA1; 0118

FA2; 0157

Firmware/Software Updated by Contractor for

A4 MFD

Would DLA consider changing this to an hourly rate? CLINs 0118 and 0157 will remain firm fixed price CLINs.

Attachment 2 CLIN 0077, 0078, 0120, 0121 Onsite Key Operator and Onsite Technician for A3 and A4 MFDs

1 Pricing Please confirm that these CLINs are a per month price for an onsite tech regardless of machine count for any area inside CONUS and OCONUS, not a price per machine per month for an onsite tech.

CLINs 0077, 0078, 0120, and 0121 are per month pricing for an onsite key operator and an onsite technician for A3 and A4 MFDs for locations in the 50 United States, District of Columbia, Guam, and Puerto Rico.

Attachment 2 Cell 1 Pricing Please confirm that pricing for CLINs 002, 003, and 004 are for the base machine + a 2/3 hole punch, base machine + booklet maker, base machine + 2/3 hole punch and booklet maker. This will ensure there is no alternative interpretation that CLIN 0002 is the price only for the booklet maker.

CLIN 0002 is for a base machine and 2/3 hole punch.

CLIN 0003 is for a base machine and booklet maker.

CLIN 0004 is for a base machine, 2/3 hole punch, and booklet maker.

Attachment 2 Cell 1 Pricing Please confirm that the evaluated price for FA1 will be what is automatically calculated in cell M142

The evaluated price is automatically calculated in Cell M142 for the overall total for FA1 and Cell M183 for FA2.

Combined Synopsis Solicitation

Subcontracting 3 2 / bullet #6 Can you detail how a subcontracting plan would be managed and enforced? What is to prevent a large business from submitting a subcontracting plan in its proposal but then opting not to follow through post award?

The Contracting Officer will review the vendor's subcontracting plan annually.

Additionally, in accordance with FAR 52.219‐9(l), the Contractor shall submit reports in the Electronic Subcontracting Reporting System (eSRS) semi annually.

QUESTION AND COMMENT RESPONSES

Document Description Page # Section/ Paragraph Question/ Comment Answer

SP7000‐21‐R‐1001

Combined Synopsis‐ Solicitation

Instructions to Offerors Page 4 FAR 52.212‐1, Section 2 Please confirm Offeror's Commercial Small Business Subcontracting Plan will be accepted per FAR 52.219‐9(g).

Yes, DLA will accept a commercial subcontracting plan.

SP7000‐21‐R‐1001

Combined Synopsis‐ Solicitation

Contract Clauses Pag 10 DFAR 252.225‐7001 Please consider removal of this clause, per FAR 25.103(e), a supplier of information technology that is a commercial item is exempt from the requirements of this clause.

DFARS 252.225‐7001 will remain in the RFP. FAR 25.103(e) applies to information technology. This requirement is not considered information technology.

SP7000‐21‐R‐1001

Combined Synopsis‐ Solicitation

Contract Clauses Page 16 FAR 52.222‐51 and

FAR 52.222‐53.

Please consider including FAR 52.222‐51 and FAR 52.222‐53, Exemptions to the Service Contract Act or consider designating this opportunity as being exempt from the Service Contract Act.

These two clauses do not apply to the requirement and will not be included in the RFP.

In accordance with FAR 22.1003‐4(c)(iii), SCA does not apply.

SP7000‐21‐R‐1001

Combined Synopsis‐ Solicitation

Contract Clauses Page 18 FAR 52.217‐9 FAR 52.217‐9 Option to Extend theTerm of the Contract, paragraph (a) states the Government must provide written notice within 5 days provided a preliminary written notice of its intent to extend is at last 5 days before the contract expires. Please consider increasing the notification time to 30 days.

The notice of intent to extend the order will remain at at least 5 days before the contract expires. In general, the notification is sent in advance of 5 days before the contract term.

SP7000‐21‐R‐1001

Combined Synopsis‐ Solicitation

Is there a file size limit for emailed submissions? And, Are Zipped files acceptable? Zipped files are acceptable. Additionally, responses to the RFP can be submitted through DoD SAFE (Secure Access File Exchange) at https://safe.apps.mil/. In order to use DoD SAFE, a drop‐off request must be obtained from DLA Contracting.

SP7000‐21‐R‐1001

Attachment 2 – CLIN Structure

"Removal of Government Owned Equipment" NA Cells C82 & C124 We respectfully request that the description in cell H82 for CLIN FA1‐RGOE be modified to read “Removal of A3 Government Owned Equipment” and the description for CLINE FA2‐RGOE in cell C124 be modified to read “Removal of A4 Government Owned Equipment” so that it is clear what device type is to be removed.

CLIN 0080 (Cell H82), CLIN 0122 (Cell H124), and CLIN 0159 (Cell H165) have all been updated to reflect the type of device to be removed. The updated CLIN List will be incorporated with this amendment.

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Attachment 1 ‐ Performance Work Statement

(PWS)

DEVICES AND CONFIGURATIONS 2 Section D (volume bands 7‐9) / Question: If a vendor does not have production devices, will they be disqualified?

Vendors must quote all CLINS in the functional area to be considered for award for that functional area. A vendor may quote all CLINs in FA1 and no CLINs in FA2 and still be considered for award under FA1.

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Attachment 1 ‐ Performance Work Statement

(PWS)

Functional Area 1 5 Onsite Technician for A4

MFD

Since the cost of labor varies by location, will you consider removing this requirement and adding it for individual solicitations against the awarded contract(s) (on a case by case basis)?

The requirement for Onsite Technician for A4 will remain on the RFP. Pricing at the task order level may be changed during the reverse auction process, but may not be higher than the established IDIQ price.

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Attachment 1 ‐ Performance Work Statement

(PWS)

Functional Area 1 5 Onsite Key Operator for

A4 MFD

Since the cost of labor varies by location, will you consider removing this requirement and adding it for individual solicitations against the awarded contract(s) (on a case by case basis)?

The requirement for Onsite Key Operator for A4 will remain on the RFP. Pricing at the task order level may be changed during the reverse auction process, but may not be higher than the established IDIQ price.

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Attachment 1 ‐ Performance Work Statement

(PWS)

Functional Area 1 4 Onsite Key Operator for

A3 MFD

Since the cost of labor varies by location, will you consider removing this requirement and adding it for individual solicitations against the awarded contract(s) (on a case by case basis)?

The requirement for Onsite Key Operator for A3 will remain on the RFP. Pricing at the task order level may be changed during the reverse auction process, but may not be higher than the established IDIQ price.

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Attachment 1 ‐ Performance Work Statement

(PWS)

Functional Area 1 4 Onsite Technician for A3

MFD

Since the cost of labor varies by location, will you consider removing this requirement and adding it for individual solicitations against the awarded contract(s) (on a case by case basis)?

The requirement for Onsite Technician for A3 will remain on the RFP. Pricing at the task order level may be changed during the reverse auction process, but may not be higher than the established IDIQ price.

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Combined Synopsis‐ Solicitation

Contractual question FAR 52.229‐1 is was drafted for use with IDIQ contracts and can allow more aggressive equipment pricing and more competition among equipment vendors. Will DLA agree to include this clause or follow its provisions to pay or simply prove exemption from taxes?

FAR 52.229‐1 does not apply to this requirement and will not be included.

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Combined Synopsis‐ Solicitation

Contractual question Might DLA agree to a non‐substitution clause in the contract to allow more competitive term pricing for this contract?

The government will not include a non‐substitution clause for this requirement.

QUESTION AND COMMENT RESPONSES

Document Description Page # Section/ Paragraph Question/ Comment Answer Combined Synopsis Solicitation

Functional areas 2 2 Will any task order solicitations include both FA1 and FA2 content, or will FA1 and FA2 content be solicited separately?

Task order solicitations will not included both FA1 and FA2.

PWS Contractor firmware update 1 A.11. & XIV. A Will the Government consider allowing pricing of CLINs 86‐103 as an hourly rate rather than as a firm fixed price? Depending upon the location, specific configuration requirements, etc. the level of effort will vary significantly.

CLINs 0086‐0103 will remain firm fixed price CLINs. Pricing at the task order level may be changed during the reverse auction process, but may not be higher than the established IDIQ price.

PWS Functional Areas 3 III Per Section A, Request the Govt create separate functional area for A3 and A4? No, the government is not creating separate functional areas for A3 and A4.

PWS Length of Lease N/A N/A Will all leases be 60 months? All task orders issued under these IDIQs will be up to 60 month leases.

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‐ Entire RFP

General N/A Questions Considering the size of the RFP, will DLA please allow for a 2nd round of questions after the answers to the first round are provided?

There will only be one round of questions.

PWS Co‐terminous Additions 7 IV. B As options, the Contractor shall, at the same unit price, provide up to twenty percent (20%) more co‐terminus leased devices than set forth at each CLIN of a delivery order…

Adding coterminous equipment is by far the biggest risk to vendors in this solicitation. It is critical to get accurate historical information on how much and how often conterminous equipment was added to past contracts. Will the Government please provide how often (what percentage of total contracts) equipment was added, the percentage of equipment that was added to that specific contract (how much of the 20% cap was added as conterminous leases), and what month during the term were those additions modified into the contract? Or as an alternative, would the government consider removing this option from the SOW?

The Government understands this risk. Previously, the option to add devices was at a higher percentage and over a longer portion of the lease term. To mitigate contractor risk, this requirement has reduced the percent increase and allows for a shorter add term. FAR 52.17‐6 remains part of the requirement.

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Attachment 1 ‐ Performance Work Statement

(PWS)

Shall be capable of integration with print on‐demand solution (e.g., equivalent to “Follow Me,” “Follow You,” “Push” or “Pull” printing) that shall allow end‐users to release print output on any device on the network.

3 II. DEVICES AND

CONFIGURATIONS,

Section E 6 B

Are you looking for the vendor to connect to an existing DLA “Follow Me,” “Follow You,” “Push” or “Pull” printing solution or just be able to offer one when the task order requires it?

Maybe, depending if customer is currently untilizing this; if not, no. All FA1 devices must be capable of integrating with “Follow Me,” “Follow You,” “Push” or “Pull” printing technology. DLA's managed print solution is on a separate contract. No solution would be required for this contract, only devices with this capability.

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Attachment 1 ‐ Performance Work Statement

(PWS)

In the case of devices cleared for CLASSIFIED material, the Contractor’s repair technicians shall have a Department of Defense (DOD) security clearance equal to or higher than the classification of the device and be able to provide verification when requested.

9 Section VI. MAINTENANCE A. Service #6

Will the Government sponsor a technician for DoD security clearance? No. XVIII.C. ‐ The Contractor shall be responsible for any and all fees associated with the application process and/or enrollment to access any installation or facility.

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Attachment 1 ‐ Performance Work Statement

(PWS)

Provide relocation services for device moves that are outside of the 50‐mile radius outlined in the chart below:

These device relocations shall be available as a separate option.Relocations in Miles 51 – 150, 151–250, 251–350, More than 350

10 Section VII. DEVICE

RELOCATION A #3

Will you consider relocations on case by case basis. Cost will vary from city by city. In addition, to determine anything over 350 miles + is to broad and open ended to price accurately.

The VAST majority of relocations will be less than 50 miles. These CLINs were added to allow customers to know the costs upfront when deciding whether or not to consider long‐distance relocations.

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Attachment 1 ‐ Performance Work Statement

(PWS)

Scan via Autostore 25 Appendix #5 – NMCI

TESTING CHECKLIST

In the actual PWS there are no actual autostore requirements stated nor a CLIN line item. Please remove scan via autostore from Appendix #5 checklist.

Appendix 5 is provided by the Navy and can not be changed. Autostore requirement is scan to network folder in a PDF Format.

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Attachment 1 ‐ Performance Work Statement

(PWS)

If this is a multi‐function device, is it currently compatible with the certified NMCI Autostore Express Scan to File Solution Version 5.0? Does it utilize user authentication or FTP to communicate to Autostore Express? If this is a multi‐ function device what version of Firmware and Drivers does this device require for it to function with NMCI Autostore Express Scan to File:

26 Appendix #6 Device Manufacturer Questionnaire CLIN x049 Network Hardware Certification HP – NMCI Enterprise Engineering

In the actual PWS there are no actual autostore requirements stated nor a CLIN line item. Please remove scan via autostore from Appendix #6.

Appendix 6 is provided by the Navy and can not be changed. Autostore requirement is scan to network folder in a PDF Format.

QUESTION AND COMMENT RESPONSES

Document Description Page # Section/ Paragraph Question/ Comment Answer

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Attachment 1 ‐ Performance Work Statement

(PWS)

XIX. GENERAL CONDITIONS A, C 18 The Contractor shall comply with the Section 508 accessibility requirements. By submission of its offer, the Contractor affirms that its Electronic Information Technology (EIT) supplies and services are accessible as outlined in the law, the standard, and FAR Subpart 39.2. The Contractor shall submit the completed Voluntary Product Accessible Template (VPAT®) document (Appendix #7) with their proposal.

Will the Federal Government accept equipment VPAT's in lieu of Appendix #7? Yes, if the VPAT is version 2.4 or newer.

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ATTACHMENT 1

All devices shall have a secure scanning functionality that complies with Federal Information Processing Standard (FIPS) 140‐2 encryption (will be replaced by 140‐ FY22).

2 II/ E. 4 Is the Government accepting any secure scanning solution as long as it complies with FIPS 140‐2 encryption?

As stated in section II.E.6, All devces shall have secure scanning functionality with routing and full integration to standard network infrastructure destinations, which include: Scan‐to‐Email, Scan‐to‐Folder, Scan‐to‐Network, Scan‐to‐Server and Scan‐to‐PC.

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ATTACHMENT 1

Shall be capable of integration with print on‐demand solution (e.g., equivalent to “Follow Me,” “Follow You,” “Push” or “Pull” printing) that shall allow end‐users to release print output on any device on the network.

3 II/ E. 6 b Could the Government provide details as to the location and number of devices per location for devices that would need to be configured for "Follow Me" type printing? Are there any low bandwidth/Network links that should be considered for this solution? If so, what are the link speeds per location?

No. This will not be known until individual task orders are received.

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ATTACHMENT 1

Shall have secure scanning functionality with routing and full integration to standard network infrastructure destinations, which include: Scan‐to‐Email, Scan‐to‐Folder, Scan‐to‐Network, Scan‐to‐Server and Scan‐to‐PC. Scanned documents shall be made available as a TIFF, JPEG and as a PDF file format. The default scan resolution shall be 300 x 300 DPI. The default scan output file type shall be PDF.

Devices shall have Optical Character Recognition (OCR) in order to process and produce text‐searchable documents to the scan destination. Note: Full integration does not mean scanning to proprietary back‐end content, document or records management systems to support customized indexing or metadata requirements.

3 II/ E. 6 c Is the Government expecting the vendor to include a scanning solution in the bid response that meets the requirements listed in the description or work with an existing scanning solution?

Yes it is expected that devices shall have a native CAC scanning solution, which include:

Scan‐to‐Email, Scan‐to‐Folder, Scan‐to‐Network, Scan‐to‐Server and Scan‐to‐PC.

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ATTACHMENT 1

Installation shall be defined as device is fully operational as ordered, to include network connectivity and scanning, if required. The Contractor shall provide onsite technical and system analyst support and appropriate digital cards/products to successfully connect devices to DLA customers’ networks.

7 IV/ A 2 The Government states in on Page 2, II/ E. 4 that all devices shall have secure scanning functionality. Are there devices that would not need scanning capability? If so, this would change the configuration of devices so we would need a list of devices that would not need secure scanning.

All devices shall be capable of scanning.

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ATTACHMENT 1

Follow me Printing 3 6 b Do all systems have to be configured with Follow me printing? Need locations, how many systems for licenses

No, they need to be capable of integrating with Follow Me printing.

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ATTACHMENT 1

Ont site people 4 Service for A3 devices Onsite operator and tech for what locations Specific locations are not known until task orders are placed. Must be available in all areas covered in the PWS (50 United States, DC, Puerto Rico and Guam)

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ATTACHMENT 1

PWS 6 Will you remove 12 x 18 from black and white or reduce to one tray No. Capability of printing 12" x 18" and multiple paper trays are requirements for all Functional Area 2 (Production‐level) devices.

QUESTION AND COMMENT RESPONSES

Document Description Page # Section/ Paragraph Question/ Comment Answer

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ATTACHMENT 1

PWS 6 Will you reduce color requirement speed to 90 ppm No.

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ATTACHMENT 1

Scan 25 NCMI Explain Auto Store scanning requirement or remove Autostore requirement is scan to network folder in a PDF Format.

PWS Devices and Configuration 1 II / 4 Please confirm that no A4 device is to be a table top. Configurations on the PWS attachment #1 show the devices configured with two trays only (page 5 of 43). For A4 devices a cabinet or cart would need to be added to make a floor model.

II.A.4 ‐ All devices shall meet the following requirements: Free‐standing with casters/wheels (or cabinets provided as needed). No devices shall be configured for table‐top use.

PWS Preconfigured Devices 14 XIV Letter A The PWS states, "As options, prior to delivery, the Contractor shall preconfigure devices to meet CAC functionality and DISA STIG requirements such that they connect to and properly function on networks with no, or minimal, IT support." Since this is an LPTA contract and the cost of preconfiguring devices in this manner is significant, we recommend the government make it a requirement of the PWS, and not just an option to it.

This option is for customers that require a complete "plug and play" device, meaning they will supply ALL configuration requirements with the task order so the device will have all functionality immediately upon delivery.