Attachment 8 - Government Rd 1 Answers (08.08.2022).pdf

SP7000-22-R-1002-0001 Attachment 8 - Government Rd 1 Answers Page 1 of 6

Document Description Page # Section/ Paragraph Question/ Comment Government Answers

SP7000-22-R-

1002 : Combined Synopsis/Solicitati on

2. Requirement Description

1 The Defense Logistics Agency (DLA) seeks to enter into a Multiple award Indefinite Delivery Indefinite Quantity (IDIQ) contracts with a maximum program ceiling of $46 Million for the up to 60-month lease of A3 Multifunctional Devices (MFDs), accessories and office document devices (hereafter collectively referred to as “devices”) Outside the Contiguous United States (OCONUS)

– JAPAN.

The PWS explains that DLA seeks to enter into Multiple award IDIQ contracts with a maximum program ceiling of $37 Million for up to 60 months. Which is correct ceiling amount for this RFP?

PWS is updated to reflect $46M.

SP7000-22-R-

1002 : Combined Synopsis/Solicitati on

FAR 52.212-1 -

Addendum Proposal Submission Part-IV Pricing

5 Please include a copy of the SF1449 –

CONTINUATION SHEET

with the Contract Line Item (CLIN) Unit Prices and, for evaluation purposes, the Total Prices filled in (Supplies and/or Services and Prices and/or Costs).

Will the SF1449 format be provided? A SF1449 will not be provided with the RFP because IAW FAR 12.603(b) the SF1449 is not issued for the solicitation. Vendor pricing shall be submitted on Attachment 3 - CLIN Structure (03082022) as stated in the solicitation's page 5, Part IV Pricing.

PWS II. DEVICES AND

CONFIGURATIONS

2 C-2 All devices with removable hard drives shall have a locking mechanism to secure the hard drive.

Is "locking mechanism" understandable that it is met by overwrite option? No, a physical locking mechanism shall be required for SIPR devices with removable hard drives.

PWS IV. DELIVERY AND

INSTALLATION

4 A-1 Delivery and Installation of ordered devices shall be in accordance with (IAW) the timeframes outlined in the chart below:

How many calendar dates shall contractors be allowed to take for the case of :

- Separated into 3 orders with 100 devices each on the same effective date

(POP).

Shall contractors take 60 days for total 300 devices, or 30 days only?

Delivery dates are per the amount of devices per order and not an aggregation of devices that are awarded on multiple orders per month.

In the example provided the delivery date for the three orders is 30 days.

SP7000-22-R-1002-0001 Attachment 8 - Government Rd 1 Answers Page 2 of 6

PWS VI. MAINTENANCE 6 A-3

The Contractor shall provide English speaking service technician support Monday through Friday from 8:00 a.m. – 4:30 p.m.

local time, with the exception of the following Federal holidays:

Is the technical support on the local holidays (Japanese National Holidays and Business Holidays*) required?

*Business Holidays : Between Dec 30 and Jan 3 It has a major impact on the labor cost.

Yes, technical support is required on the Japanese national holidays and business holidays. The only exception are the Federal holidays listed in the PWS.

PWS VII. DEVICE

RELOCATION

8 A-6 Upon completion, obtain customer signature on the Removal/Relocation Report contained within Appendix #2 and the MFD Hard Drive Removal Record (Appendix #3) if applicable.

We do understand that contractors will be required without exception to remove HDD before removal/relocation and install HDD after relocation once contractors received VB DR51/151/251/351. Is our understanding correct, or VB HD will come together when it's required?

This section ends with "if applicable." It shall be up to the command to determine if the hard drive shall be removed before relocating. For example, if moving from one room to another room in the same building removing the hard drive will not be necessary, but if relocating the device from one command to another command 40 miles away the hard drive will likely be required to be removed.

PWS IX. DEVICE

REMOVAL

8 A-3 Prior to device removal, remove all hard drives and surrender them to DLA (or its assignee). Upon completion of the hard drive removal, the Contractor shall obtain the required signatures on both the Removal/Relocation Report (Appendix #2) and the MFD Hard Drive Removal Record (Appendix #3). After the hard drive has been removed, ALL classification stickers shall be removed prior to device removal/disposal.

We usually are requested by Customer POC to hand over the removed HDD to their IT section in charge. We suppose Equipment Management Solutions Hard Drive Removal Record(Appendix #3) requires contractors that removed HDD will be required to return to DLA instead of Customer's IT. Will contractors be required to hand over this format to Customer POC with removed HDD and ask them to send the HDD to DLA?

The contractor shall remove the HDD and leave with the customer.

Then send a copy of the signed Appendix 3 to DLA. (hardcopy or digital)

PWS X. REPORTS 9 B-2

Response Time Report shall be submitted to the COR and the Contracting Officer.

Will the designated format be provided by DLA? No specific format required as long as all required information is provided as outlined in the PWS.

PWS X. REPORTS 9 B-3

Device Downtime Report shall be submitted to the

COR.

Will the designated format be provided by DLA? No specific format required as long as all required information is provided as specified in the PWS.

SP7000-22-R-1002-0001 Attachment 8 - Government Rd 1 Answers Page 3 of 6

PWS X. REPORTS 9 B-4

Device Uptime Report shall be submitted to the COR and the Contracting Officer.

Will the designated format be provided by DLA? No specific format required as long as all required information is provided as specified in the PWS.

PWS XIV. TESTING 12 F

Delivery coordination shall take place within five (5) business days of contract award.

Our device(s) for the testing will be exported from Japan. Hence, it will definitely take more than 5 business days for making the custom clearance procedures. Will the foreign national contractors be allowed any exceptions?

Only initial coordination needs to begin within 5 business days of contract award meaning the vendors need to contact the MFD Configuration Manager within this time period. The MFD Configuration Mananger's phone number has been added to the updated PWS (and zipe code for lab has been corrected).

PWS XV. SUPPLY

CHAIN RISK

MANAGEMENT

13 A As part of its proposal, the Contractor shall provide written documentation demonstrating how the integrity and security of all equipment, components thereof, repair parts and consumables it will provide and/or use in performing this contract will meet the standards set forth in National Institute of Standards and Technology (NIST) Special Publication 800- 61.

We suppose that "NIST SP800-61 Computer Security Incident Handling Guide" in the clause might be "NIST SP800-161 Supply Chain Risk Management Practices for Federal Information Systems and Organizations". Is our understanding correct?

PWS updated to "SP 800-161 Rev. 1 Cybersecurity Supply Chain Risk Management Practices for Systems and Organizations"

SP7000-22-R-

General 1 Is there a possibility that multiple vendors will receive the award and multiple vendors will deliver the equipment?

The Government anticipates awarding Multiple Indefinite Delivery Indefinite Quantity (IDIQ) firm fixed price contracts to the up-to five (5) vendors that submit the Lowest Priced Technically Acceptable (LPTA) Proposals, subject to network testing and approval.

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022)

Over view 1 I-A Is maximum program ceiling $46 Million or $37 Million? PWS is updated to reflect $46M.

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022) paper. 1 Ⅱ-A-4 Please let us know the minimum and maximum paper thickness values. As stated in PWS paragraph II (A) (4) the device shall accommode 20 lb bond paper, which, according to industry standards, has a caliper thickness of 0.004 inches. Maximum paper thickness is not specified.

Note: "bond" was added to the PWS in paragraph II (A) (4) for clarification.

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022) paper. 1 Ⅱ-A-4 Is it acceptable even if recycled resources are 30% or less? The end user may choose to operate the device using paper stock that contains no recycled materials, however, as stated in PWS paragraph II

(A) (4) the device shall operate properly when loaded with 30% recycled paper stock.

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022) desktop and server operating systems.

1 Ⅱ-A-8 What the version and revision of the OS? Is the language of OS English? This contract is for devices that will be utilized by US Military and Government employees and therefore the language of the OS shall be in English. The version/revision may vary from customer to customer.

SP7000-22-R-1002-0001 Attachment 8 - Government Rd 1 Answers Page 4 of 6

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022) document management memory.

1 Ⅱ-A-9 What does " document management memory" mean? Primary volatile memory storage (system RAM). The PWS has been updated with this verbiage at paragraph II (A) (9).

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022)

Provide all subsequent updates along with installation instructions to DLA.

1 Ⅱ-A-11 There are cases in which it is not possible to provide some of the information, but is it acceptable?

Devices must be provided at the latest available update level from the manufacturer and provide all future updates with instructions for the term of the contract.

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022) the power plug part number

1 Ⅱ-A-12 What is the power plug part number required for? PWS is updated to remove the power plug part number requirement.

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022) external surge protector

1 Ⅱ-A-13 Japanese equipments don't have any internal surge protectors. Is it acceptable or not acceptable because it is required item?

DLA requires external surge supressors for each device delivered.

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022)

“Draft” quality 2 Ⅱ-A-15 What does "draft quality" mean? Draft mode was used to show the user what the print job would look like (while saving some ink/toner) before printing the final copy. Generally 150 DPI or less and low resolution graphics. Sometimes referred to as toner saver mode.

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022)

Secret Internet Protocol Router Network (SIPRNet).

2 Ⅱ-C-2 Please describe the Secret Internet Protocol Router Network (SIPRNet) specifications.

DoD Standards for SIPRNet can be found in the following publications:

Department of Defense Instruction (DODI) 8520.03, Homeland Security Presidential Directive (HSPD)12, Policy for a Common Identification Standard for Federal Employees and Contractors, and Federal Information Processing Standards (FIPS) 201. This has been added to the PWS paragraph II (C) (2).

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022) removable hard drive

2 Ⅱ-C-2 What does a "removable hard drive" mean? The hard drive can easily be removed/reinserted by the end user to be stored in a secure location. The removable hard drive will have a locking mechanism to prevent tampering.

Since the HDD is built into the main unit, it cannot be removed by local users, is acceptable if an engineer removes and hands over it?

If a SIPR designated device, devices shall be offered with the option for user removable hard drive; for non-SIPR designated devices, removal of the hard drive by the engineer is acceptable prior to device removal.

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022)

CAC 2 Ⅱ-C-6 Please tell us the specifications of CAC. DoD Standards for CAC can be found in the following publications:

Department of Defense Instruction (DODI) 8520.02, Homeland Security Presidential Directive (HSPD)12, Policy for a Common Identification Standard for Federal Employees and Contractors, and Federal Information Processing Standards (FIPS) 201. This has been added to the PWS paragraph II (C) (6).

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022)

All devices shall: 2 Ⅱ-C-6-b Will that current/supposed solutions be realized in CAC? Or do you need an original CAC solution?

CAC/PIV is required for network authentication. must be able to lock down all functions (Print, Scan, Fax, Copy) pending sucessful CAC/PIV login.

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022)

Scan-to-Network, Scan-to-Server and Scan-to-PC.

3 Ⅱ-C-6 What is Scan-to-Network, Scan-to-Server and Scan-to-PC? Scan to Network, Server and PC are locations the MFD is expected to be able to digitally send scanned documents via network telecommunications and local system BUS (typically via USB).

SP7000-22-R-1002-0001 Attachment 8 - Government Rd 1 Answers Page 5 of 6

+Performance+W ork+Statement+(7- 11-2022)

VOLUME BAND

SPECIFICATIONS

4 Ⅲ-A What is the Face Trim? When folding pages while making a booklet, the edges opposite of the fold will be uneven on the "face." A booklet maker with face trim capability would evenly trim that edge.

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022)

The Contractor shall provide English-speaking personnel at the toll-free number(s) provided.

5 Ⅳ-A-7 Is it acceptable to handle via e-mails, on weekdays, from 9:00 to 17:00?

Also is it acceptable not national holidays in U.S. but holidays in Japan?

No, this is not acceptable.

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022) online training, in English

5 Ⅴ-A-１ Is ZOOM or Microsoft Teams available for online training? Each customer has different media and remote training or access capabilities. This must be coordinated with the customer.

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022) online training, in English

5 Ⅴ-F Regarding web-based training, is an end user able to You Tube or any other general video sites?

Each customer has different media and remote training or access capabilities. This must be coordinated with the customer.

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022) work stoppage situations

6 Ⅵ-A-4 Efforts should be made to respond within two hours, but what will be happen if we couldn't meet your request.

The response times listed in PWS paragraph VI(4)(a) & (b) are requirements that the contractor shall comply with and any missed response times, that are the direct result of the contractor, might result in the contracting officer requesting remedies from the contractor.

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022) device relocations 7 Ⅶ-A How many units have been relocated in the past five years under the current contract?

The relocation data requested is not tracked so it's not known by the Government.

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022)

Support shall be provided for network configurations based on agency hardware/software

10 Ⅻ-C What specific specifications should be supported? These specifications are unknown at this time as they are based on requirements of the Customer. The Customer shall be identified at the task order level.

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022) https://cyber.mil/. 10 XIII-A Please send PDF document because it cannot be accessed. URL updated to https://public.cyber.mil/stigs/downloads in PWS paragraph XIII (A).

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022)

NETWORK

SECURITY

11 XIII.-G Please tell us the Smart Card specifications. For example, Felica, MyFare and NFC.

Resources for this can be found at: https://www.cac.mil/Common- Access-Card/Developer-Resources/ This URL has been added to the PWS in paragraph XIII (G).

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022)

NETWORK

SECURITY

11 XIII.-H What is "CAC/SIPR token authentication"? DoD PKI Standards for CAC/SIPR authentication can be found in the following publications: Department of Defense Instruction (DODI) 8520.03, HSPD-12, Policy for a Common Identification Standard for Federal Employees and Contractors, and Federal Information Processing Standards (FIPS) 201. This has been updated in the PWS paragraph XIII (I) (5).

Attachment+1+- +Performance+W ork+Statement+(7- 11-2022)

TESTING 12 XIV. -F Is it acceptable to deliver an evaluation device to a instructed place in Japan not New Cumberland?

Test lab and DLA Technicians are all located in New Cumberland, Pennsylvania, USA. Delivery must be made to Pennsylvania and in accordance with the PWS.

https://cyber.mil/

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+Performance+W ork+Statement+(7- 11-2022)

SUPPLY CHAIN

RISK

MANAGEMENT

13 XV. -A Is it acceptable if we don't include a documentation that our products meet the standard of NIST becase the products are made in Japan so they meet JIS and other Japanese general standards but not NIST?

Contractors shall comply with the requirements set forth in PWS paragraph XV and the documentation stated in paragraph XV(A) is mandatory and shall be supplied at time of proposal submission.

Attachment+3+- +CLIN+Structure+ (03082022)

その他 How can we know the end meter for each month? The service technician can obtain meter readings during service calls or contact the customer as needed. Meter readings can be requested when customers order supplies as well.

Attachment+3+- +CLIN+Structure+ (03082022)

Unit Price Does "Unit Price" include device, maintenance, staple, toner, and clicks up to the number in the cell D and E?

Unit Price shall include device, maintenance, and consumables as described in PWS paragraph VI (B).

Attachment+3+- +CLIN+Structure+ (03082022)

Unit Price What will be happen if local user use more than Estimated Monthly Impressions?

End users are not charged for overages as these are only estimated impressions. If it is documented that the device is always exceeding this estimate, month after month, please bring this to the KOs attention to discuss possilby adding an additional device or swapping to a higher volume band in that location.

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