Amendment 0002 - Attachment 9 - Questions and Comments ANSWERS.xlsx
XLSX spreadsheet 15 KB Posted
- Attached to
- UP TO 60 MONTH LEASE OF 152 MULTI-FUNCTIONAL DEVICES (MFDS) FOR HEADQUARTERS ARMY MATERIAL COMMAND (HQ AMC)
- Solicitation number
- SP7000-25-Q-0005
- Issued by
-
Defense Logistics Agency
About this file
This document is an Amendment 0002 containing a comprehensive Q&A document for Solicitation SP7000-25-Q-0005, addressing detailed questions about a multi-functional device (MFD) lease contract for Headquarters Army Material Command (HQ AMC). The solicitation involves leasing 152 color MFDs across three locations: 144 devices at Redstone Arsenal, AL, 2 devices at Anniston Army Depot, AL, and 6 devices at the Pentagon, with a planned lease duration of up to 60 months. Key contract requirements include providing on-site technicians with DoD Secret security clearance, full-service maintenance, consumable supplies (excluding paper), end-user training, device relocation, and network security capabilities.
The amendment clarifies several critical contract details, including that all devices will be multi-functional and color, with a target award date of September 1, 2025, and a contract start date of November 1, 2025. The contract does not require a 5-year OEM warranty since it is a lease, and vendors are not required to have CMMC Level 1 certification. Onsite technicians must be authorized and knowledgeable about the devices, with backup technicians able to report within two hours of notification. The contractor is responsible for providing OEM consumable supplies, and the government's IT administrators will manage user access and determine unauthorized usage.
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Sheet1
| SP7000-25-Q-0005 | QUESTIONS AND COMMENTS | Page 1 of 1 | |||
| Document | Description | Page # | Section/ Paragraph | Question/ Comment | ANSWERS |
| Attachment 5 - Performance Work Statement (PWS) | 1 | II. Devices and Configurations, Paragraph A.2. | Do all A4 devices need to be multi-functional? This could potentially pose a security risk for any A4 machines that are required to be SIPR. Please clarify which A4 machines are Multi-function and single function. | Yes, all A-4 devices need to be multi-functional | |
| Attachment 5 - Performance Work Statement (PWS) | 7 | VI. Maintenance, Paragraph A.2. | To clarify, does the dedicated, on-site technician with a DoD security clearance also need to be OEM certified on all provided devices? | Onsite technician should be authorized and have knowledge base of devices they are working on. | |
| Attachment 5 - Performance Work Statement (PWS) | 7 | VI. Maintenance, Paragraph A.2. | In reference to this requirement: “the backup tech shall report to building 4400 within two (2) hours of that notification”, how would the government like the vendor to prove that any backup cleared technicians are within two (2) hours of AMC? | Government will be notified by customer if any backup does not show up within 2 hours. Government will reach out to vendor for clarification/explanation. | |
| Attachment 5 - Performance Work Statement (PWS) | 10 | VII. Device Relocations, Paragraph A.1. | In order to ensure efficiency and lower costs, will the vendor need to have an available, local means of providing relocations and hot swaps as needed? | As long as relocations meet the PWS stipulations, this is not a requirement. | |
| Attachment 5 - Performance Work Statement (PWS) | 13-14 | XIII. Network Security | Is the vendor required to be CMMC Level 1 certified? | Vendor is NOT required to have CMMC Level 1 certification. | |
| Attachment 5 - Performance Work Statement (PWS) | 4 | IV. Delivery of Ordered Devices, Paragraph A. 3. | Due to the expected start date of Nov. 1, 2025, is there an expected award date determined? | Target award date is 9/1/2025. However, we are aming to award it as soon as the reverse auction is completed. | |
| Attachment 5 - Performance Work Statement (PWS) | 2 | II. Devices and Configurations, Paragraph A.16. | To clarify, will a 5-Year OEM warranty be required for all devices at all three locations? | This is a lease not purchase, 5 year OEM warranty not required. However, devices will be upkept/maintained for the duration of the contract. |
HQAMC RFQ PWS v25.1 Security Clearance 7 Section #2. The Contractor is required to provide one (1) onsite technician with a DoD Secret security clearance to service all leased devices at Redstone Arsenal in buildings 4400 and 3534. The contractor shall also provide one (1) backup onsite technician with a DoD Secret security clearance to cover scheduled days off (vacation/medical appointments). In the event that the primary onsite tech is unable to report for duty due to illness or other emergency, the backup tech shall report to building 4400 within two (2)
| hours of that notification. | Will DLA sponsor the on-site technician for the Secret security clearance or will the vendor and technician already need to have secret security clearance? | This will be coordinated between DLA Document Services and the customer. | ||
| HQAMC RFQ PWS v25.2 | Facility Clearance | 16 | Section XVII. FACILITY CLEARANCE, CONTRACTOR PERSONNEL SECURITY CLEARANCES, AND REQUIREMENTS TO |
ACCESS INSTALLATIONS
A. The provisions in Section XIX apply to the Contractor and all entities and people it may employ to assist it perform the contract.
B. Facility Clearance (FCL) Will DLA also sponsor the contractor for the Facility Clearance or will they need to be in possession to participate? This will be coordinated between DLA Document Services and the customer.
| Delivery Schedule | Model Authorization | Does the pentagon have a specific approved model list you can share? | The devices will not be on the Pentagon network. | ||
| All | SIPR Requirement | Multiple | Multiple | Recommend adding a requirement that offerors proposing on SIPR MFD CLINs must hold a Facility Security Clearance (FCL) at the appropriate level prior to award. This aligns with FAR 4.403, DFARS 252.204-7000, and NISPOM guidance, which state that access to classified information—such as SIPRNet-connected configurations—requires a cleared facility. The PWS references SIPR MFD support for PKI tokens, removable encrypted drives, and RMF accreditation, suggesting sensitive configuration handling that would trigger FCL prerequisites. Ensuring that SIPR-capable devices are handled, installed, and supported only by cleared contractors strengthens supply chain integrity and aligns with broader DoD security standards. | No changes will be made to PWS |
| PWS | Backup Onsite Technician | 3 | VI. A. 2. | If there is any expectation of a second full-time or on-call on-site technician (especially one with a DoD clearance), recommend explicitly adding this to the contract via a separate CLIN or as a priced option. On-call availability from a cleared technician requires full employment and sponsorship, which carries real labor cost and FCL / FSO Administration implications. (As one administrative example, any international travel by a cleared indivdual must reported and briefed before and after the travel.) | Additional CLIN will NOT be added for additional onsite tech. Price accordingly. |
| All | Onsite Technician Requirement | Multiple | Multiple | Recommend adding a requirement that any contractor responsible for providing on-site technicians with Secret clearances must hold an active Facility Security Clearance (FCL) at time of award. Per FAR 4.403 and 32 CFR 117 (NISPOM Rule), only FCL-holding contractors can sponsor employees for DoD security clearances. The PWS requires a full-time on-site technician with Secret clearance (Section 6.1.4), which implies sponsorship responsibility falls to the contractor. Without an FCL, this would not be legally feasible. Including an FCL requirement would ensure compliance with federal security policy and prevent award to ineligible vendors. | No changes will be made to PWS. Onsite technician will be escorted until FCL is in place. |
| Attachment 5 - Performance Work Statement (PWS).pdf | Overview | 1 | I.C | Who is responsible for paying for toner, ink, drums, and other consumables? Are these expected to be included in the monthly lease price or billed separately or Government provided? How will be this be accounted for in case of excessive usage? | The Contractor shall provide OEM consumable supplies (including staples) necessary for the operation of the devices. Paper is excluded as a consumable supply. Costs should be factored in the monthly lease prices. If excessive usage is suspected, provide appropriate documentation to contracting officer for possible adjustments. |
| Attachment 5 - Performance Work Statement (PWS).pdf | Devices and Configurations | 2 | II.A.14 | Can the Government clarify if the "update installation" is part of the initial installation or done later (say few months after) the devices are installed and in operation? | Devices should be delivered with most current firmware available. This optional CLIN has been removed from PWS. |
| Attachment 5 - Performance Work Statement (PWS).pdf | Devices and Configurations | 3 | II.E.5 | Can the Government clarify who will be managing the authorized user list and what will be the process to determine unauthorized user access and usage? | Customer's IT administrators will be responsible for determining user access/usage. |
| Attachment 5 - Performance Work Statement (PWS).pdf | Specifications | 4 | III.A | Are all the printers required in this solicitation monochrome (B&W) or color? Please confirm. | All devices will be color |
| Attachment 5 - Performance Work Statement (PWS).pdf | Training | 6 | V.C.3 | How will Government determine and accept responsibility in case of inadvertent damage to the equipment by untrained End User while attempting to repair the device for minor issues such as paper jam or basic function such as installing consumables? | Claims for customer damage should be submitted to the contracting officer for action. |
| Attachment 5 - Performance Work Statement (PWS).pdf | Maintenance / Service | 7 | VI.A.4 | Will the Government be providing SIPR laptop to Primary and Backup Technicians? | Government will not issue SIPR laptop to technicians. However, access will be provided on an as-needed basis. |
| Attachment 5 - Performance Work Statement (PWS).pdf | Maintenance / Service | 7 | VI.A.2 | Will the Government accept third-party subcontractor technicians (e.g., via OEM distributor) if security clearance and performance are assured? | Yes, proof of clearance must be provided by vendor to government. |
| Attachment 5 - Performance Work Statement (PWS).pdf | Maintenance / Consumable Supplies | 9 | VI.B.2 & VI.B.4 | For expensive items such as Toners, how is the contractor assured that Toners are used to the fullest capacity and are not excessively reordered if the original Toners are replaced without furnishing the used toner cartridges, especially since large number of devices will be used in multiple places by large number of users? | Claims for suspected excessive toner usage should be submitted to the contracting officer for action. |
| Attachment 5 - Performance Work Statement (PWS).pdf | Maintenance / Service | 8-9 | VI.A.17 | For six (6) devices located at the Pentagon and two (2) devices located at Anniston Army Depot, are the technicians required to have Security Clearance? | Yes, please reference VI.A.17.E |
| Attachment 5 - Performance Work Statement (PWS).pdf | Device Relocation | 10 | VII.A | Is the Government's requirement that the worst case for <5- miles Device Relocation Service is 152 devices x average 1 relocation per device x 5 years = 760 unique relocations? Does the Government have any historical data to share with the Contractor to provide a reasonable estimate? | Most devices are currently in same building. Historical data is not available, however relocations are generally minimal. |
SP7000-21-R-1001 Attachment 6 - Question and Comment Form Page &P of &N
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