SP7000-26-RFI-1003 Question and Comment Form Responses.xlsx
XLSX spreadsheet 36 KB Posted
- Solicitation number
- SP7000-26-RFI-1003
- Issued by
-
Defense Logistics Agency
About this file
This file contains a Question and Answer (Q&A) document presenting responses to industry comments and questions submitted during the RFI phase for DLA's SP7000-26-RFI-1003 solicitation for Multi-Functional Device (MFD) leasing services. The document reflects clarifications and determinations made by the Defense Logistics Agency regarding the draft Performance Work Statement (PWS) and proposed contract structure for the upcoming Multiple Award Indefinite Delivery Indefinite Quantity (MA IDIQ) procurement.
Key determinations from the Q&A include: external surge protector requirements have been updated and no longer required for all devices; in-person software updates will be offered as a separate optional CLIN; hibernation power consumption definitions have been clarified; FIPS 140-3 encryption requirements will be strictly enforced with no transition allowance for FIPS 140-2 modules; removable hard drives for classified devices remain mandatory; contractors may propose multiple OEM solutions per Functional Area but only one MFD per individual CLIN; proposals are not required to address all Functional Areas but must provide pricing for all CLINs within chosen functional areas; up to six awards are anticipated per Functional Area; option exercise periods for additional device quantities remain at 24 months at the same unit price; toner cartridge delivery requirements remain unchanged; device relocation costs remain contractor responsibility; facility clearance sponsorship will be provided by DLA but contractors must obtain and maintain their own FCL with associated costs; personnel security clearances and CAC card costs are contractor responsibility; facility clearance is required and cannot be subcontracted; removal of devices must occur within 45 calendar days of contract expiration with 30 days for high-priority devices; and the solicitation will be unrestricted to all business sizes with no small business set-asides. The Government declined most requests to modify requirements related to toner delivery logistics, paper tray specifications, device relocation procedures, and pricing structure options.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment 1 - Draft PWS.pdf | ||
| Attachment 2 - Question and Comment Form.xlsx | XLSX spreadsheet | |
| SP7000-26-RFI-1003.docx | DOCX document | |
| Attachment 1 - Draft PWS.pdf |
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| Document Title | Description | Page # | Section/ Paragraph | Question/ Comment | Response |
| Attachment 1 Draft PWS | II.DEVICES AND CONFIGURATIONS | 2 | II.A.15 | Requirement II.A.15 states "Equipped with an external surge protector to protect all electronic components. The external surgeprotector shall be provided in addition to any internal surge protectors. External surge protectors shall have a minimum five (5) year manufacturer’s warranty that covers:" |
| The requirement for external surge protection included in Devices and Configurations, item A.15 is normally associated with office equipment and not production equipment (volume bands 7-9). Will the government please remove the requirement for external surge protection for higher voltage production equipment? | The requirement has been updated in Section II.A.15.a-b of the PWS. | ||||
| Attachment 1 Draft PWS | II.DEVICES AND CONFIGURATIONS | 2 | II.B | Requirement II.B states that, in addition to all requirements in section II.A, all A3 and A4 devices shall be delivered with one full set of starter (or standard yield) toner cartridges installed and an additional full set of standard yield toner cartridges. |
| Given the amount of POC and address changes that occur on every award, will the Government change this to be a bulk shipment of supplies sent to the main POC at period of performance? This will alleviate shipment of toners being lost in the mail due to incorrect POCs and addresses. For OEMs, equipment and supplies do not ship from the same location, which can cause unnecessary shipment to incorrect addresses. | No, the requirement stated in section II.B of the PWS meets the minimum needs of the government and will remain as stated in the PWS. | |||||
| Attachment 1 Draft PWS | In-Person Updates | 2 | II.A.13 | Section II.13 requires the contractor to install updates in person as a one time option. Would DLA consider this be included and priced as a separate CLIN? | This is a separate, optional CLIN. | |
| Attachment 1 Draft PWS | External Surge Protectors | 2 | II.A.15 | Section II.15 requires an external surge protector be provided on all devices. Would DLA change this requirement to only apply to those devices that do NOT include an internal surge protector? | This requirement has been updated in Section II.A.15 of the PWS. | |
| Attachment 1 Draft PWS | Toner Cartridges | 2 | II.B | Section 11.B requires devices to be delivered with one full set of starter toner cartridges installed and an additional full set of standard yield toner cartridges. Since toner cartridges have varying page yields, will DLA include the required page yield per CLIN for the initial toner needs required per device upon installation? This would allow for more accurate price comparison. | No, DLA will not include a cartridge’s required page yield per CLIN because the contractor is responsible for keeping its leased MFDs operational to all PWS standards, to include providing consumable supplies such as toner | |
| Attachment 1 Draft PWS | Automatically go into hibernation after an hour of inactivity | 2 | 17 | Is there any definition of “hibernation” power consumption? | The requirement has been updated in Section II.A.17.a of the PWS. | |
| Attachment 1 Draft PWS | As an option, the Contractor shall install updates, in person (not remotely), while ensuring each device maintains all functionality from prior to the upgrade. | 2 | II. DEVICES AND CONFIGURATIONS, A.13 | Given the optional nature of the requirement stating, ‘As an option, the Contractor shall install updates, in person (not remotely), while ensuring each device maintains all functionality from prior to the upgrade,’ will the Government create a separate, optional CLIN for this one-time, in-person update service to allow DLA to procure it as needed? | Yes, this will be a separate, optional CLIN. | |
| Attachment 1 Draft PWS | Equipped with an external surge protector to protect all electronic components. The external surge protector shall be provided in addition to any internal surge protectors. External surge protectors shall have a minimum five (5) year manufacturer’s warranty | 2 | II. DEVICES AND CONFIGURATIONS, A.15 | Given that the contractor’s MFDs are equipped with sophisticated internal surge protectors that meet DoD and other U.S. Federal requirements, and that surge protectors are often removed by the Government after installation, would the Government consider removing the external surge protector requirement from the base equipment CLIN and instead establishing it as a separate, optional CLIN? Offering this as a seperate CLIN would allow DLA to procure surge protectors only when needed, resulting in potential cost savings. | A separate CLIN will not be added for a surge protector. |
The PWS shall be amended in section II.A.15.
| Attachment 1 Draft PWS | In addition to all requirements in section II.A, all A3 and A4 devices shall be delivered with one full set of starter (or standard yield) toner cartridges installed and an additional full set of standard yield toner cartridges. | 2 | II. DEVICES AND CONFIGURATIONS, B. | To support the Government’s operational objectives while reducing cost and potential logistical challenges (e.g., ensuring toner arrives with and remains matched to the correct device), would DLA consider eliminating the requirement for the additional toner set? | No, the requirement stated in section II.B of the PWS meets the minimum needs of the government and will remain as stated in the PWS. |
| Attachment 1 Draft PWS | In addition to all requirements in section II.A, all A3 and A4 devices shall be delivered with one full set of starter (or standard yield) toner cartridges installed and an additional full set of standard yield toner cartridges. | 3 | II. DEVICES AND CONFIGURATIONS, B. | If DLA is not open to removing the requirement for the additional full set of standard yield toner cartridges, would they consider designating a centralized Government point of contact (POC) or receiving location at each site to accept and manage toner shipments separately from hardware delivery; or requiring additional toner sets only for a defined percentage of devices of the same model type delivered to a single address or location? Additionally, would the Government consider providing a separate CLIN so the contractor can provide a price for the second set of toner cartridges? | |
| No, the requirement stated in section II.B of the PWS meets the minimum needs of the government and will remain as stated in the PWS. No additional changes or CLINs shall be provided for the toner requirements. | |||||
| Attachment 1 Draft PWS | Section II.F.1.d states " Encryption shall meet a minimum of FIPS 140-3 Software Cryptography". Section II.F.5.c states" Shall have secure scanning functionality that complies with Federal Information Processing Standard (FIPS) 140-2 or 140-3 encryption with routing and full integration to standard network infrastructure destinations..." | 3 | II. DEVICES AND CONFIGURATIONS, F.1.d, and F.5.c | Given that NIST’s transition schedule allows FIPS 140-2 validated modules to remain in use until September 21, 2026, will DLA consider accepting FIPS 140-2 validated modules for new requirements during this transition period to maintain alignment with NIST policy and prevent delays in capability deployment? | No changes will be made in section II.F.1.d. and section II.F.5.c shall be changed to only allow FIPS 140-3. |
| Attachment 1 Draft PWS | All CLASSIFIED designated A3 and A4 devices shall include an external, removable hard drive. A removable hard drive is a hard drive the DLA Customer may promptly/easily remove and reinsert into an external hard drive chassis on the device on a recurring basis. All devices with removable hard drives shall have a locking mechanism with a key to secure the hard drive. | 3 | II. DEVICES AND CONFIGURATIONS, F.2 | Would the Government consider modifying this requirement to state that an external, removable hard drive will be made available for locations that specifically request or require this? The removable hard drive adds significant cost, and many SIPR locations do not require or desire this feature. Allowing it as a location-specific option would reduce overall cost to DLA while still supporting sites that have the operational need. | No, the requirement stated in section II.F.2 of the PWS meets the minimum needs of the government and will remain as stated in the PWS. |
| Attachment 1 Draft PWS | Functional Areas | 4 | III | Will Offerors be required to bid on all Functional Areas (FA's) to be compliant? We recommend allowing Offerors to choose which FA's they want to bid on. | No, a proposal is not required to address on all Functional Areas. However, a proposal must provide pricing for CLINs in the functional area to be considered for award for that functional area. |
| Attachment 1 Draft PWS | Functional Areas | 4 | III | Will award be based on the individual Functional Areas and is there a limit to the anticipated number of awards in each Functional Area? | Yes, proposals will be evaluated individually for each FA. Example: Proposer may submit proposals for FA1, FA2, and FA3, but each FA proposal will be evaluated for award individually. However, if the proposer is selected for multiple FA's, only one contract will be executed to cover the multiple FA's. The anticipated number of awards is up to six awards per each FA. |
| Attachment 1 Draft PWS | Paper trays | 4 | III.E VB-1A3NM & VB-1A3SM | Would the Government change capabilities of the first Two (2) Adjustable Paper Trays? |
*Only one of the adjustable trays must be up to 11”x17”. Example of how this requirement could be written:
One (1) Bypass Tray (100 Sheet Minimum) – Up to 11” x 17” Two (2) Adjustable Paper Trays (500 Sheet Minimum/Tray – Between 8.5 x 11” & 11”x17” ***
| *** One (1) Adjustable Paper Tray must hold 11” x 17” | No, the requirement stated in section III.E of the PWS meets the minimum needs of the government and will remain as stated in the PWS. | |||||
| Attachment 1 Draft PWS | Devices and Configurations | 4 | Section II, F.5.b | Please provide the list of DISA-approved print on-demand solutions. Please confirm whether the cost of licensing is to be included and if not, whether an optional CLIN will be added to the solicitation. | A list of solutions for the customer's network, if required, will be provided at time of award as each individual customer's DISA-provided network enterprise software is determined by the customer, separate from this contract. | |
| Attachment 1 Draft PWS | Functional Areas and Volume Band Specifications | 4 | Section III - Functional Areas and Volume Band Specifications | Can a vendor that is authorized for multiple OEMs offer more than one OEM solution for each Functional Area? This will provide the Government with the most flexibility to maximize the value and benefit of this contract vehicle. | A proposer can propose MFDs from multiple OEMs within each Functional Area. However, only one (1) MFD be proposed at the individual CLIN level. | |
| Attachment 1 Draft PWS | Paper trays | 5 | III.E VB-3A3NM, VB-3A3SM, VB-3A3NC, VB-3A3SC | Request DLA review the amount of 11x17 required across the board. Amount of 11x17 paper capacity requested are not in line with actual print matrix across the Government. |
Example of how this requirement could be written:
One (1) Bypass Tray (100 Sheet Minimum) – Up to 11” x 17” Two (2) Adjustable Paper Trays (500 Sheet Minimum/Tray) – Between 8.5 x 11” & 11”x17” *** Two (2) Adjustable Paper Trays (500 Sheet Minimum/Tray) – Between 8.5 x 11” & 11”x17” ***
| *** One (1) Adjustable Paper Tray must hold 11” x 17” | No, the requirement stated in section II.E of the PWS meets the minimum needs of the government and will remain as stated in the PWS. | ||||
| Attachment 1 Draft PWS | Paper trays | 5 | III.E VB-4A3NM, VB-4A3SM, VB-4A3NC, VB-4A3SC, VB-5A3NM, VB-5A3SM | Would the Government change capabilities of the first Two (2) Adjustable Paper Trays? |
*Only one of the adjustable trays must be up to 11”x17”.
Example of how this requirement could be written:
One (1) Bypass Tray (100 Sheet Minimum) – Up to 11” x 17” Two (2) Adjustable Paper Trays (500 Sheet Minimum/Tray – Between 8.5 x 11” & 11”x17” *** One (1) High-Capacity Tray (2,000 Sheet Minimum) – 8.5 x 11”
| *** One (1) Adjustable Paper Tray must hold 11” x 17” | No, the requirement stated in section II.E of the PWS meets the minimum needs of the government and will remain as stated in the PWS. | |||||
| Attachment 1 Draft PWS | Functional Areas and Volume Band Specifications | 6 | Section III | Will DLA accept a 100ppm monochrome model for Functional Area 3/4 production equipment? | A 100ppm monochrome model can be proposed for a Volume Band 7 device. This is NOT acceptable for a Volume Band 8 device. | |
| Attachment 1 Draft PWS | Delivery or Ordered Devices | 7 | IV | We recommend that DLA add terms in this section that allows for deliveries/installation completed from the 1st to the 15th day of the month to be invoiced for this same month. | ||
| For example, devices installed on May 10th will have a start date of May 1st, and devices installed on May 20th, will have a start date of June 1st. | No, the requirement stated in sections IV and XI of the PWS meets the minimum needs of the government and will remain as stated in the PWS. | |||||
| Attachment 1 Draft PWS | IV. DELIVERY OF ORDERED DEVICES | 8 | IV.A.7.d | Requirement IV.A.7.d requires additional set of toner cartridges to be left with the device. |
| Given the amount of POC and address changes that occur on every award, will the Government change this to be a bulk shipment of supplies sent to the main POC at period of performance? This will alleviate shipment of toners being lost in the mail due to incorrect POCs and addresses. For OEMs, equipment and supplies do not ship from the same location, which can cause unnecessary shipment to incorrect addresses. | No, the requirement stated in section IV.A.7.d of the PWS meets the minimum needs of the government and will remain as stated in the PWS. | |||||
| Attachment 1 Draft PWS | 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. | 9 | IV. DELIVERY OF ORDERED DEVICES, 15 | Would the Government consider modifying the option exercise period to ‘prior to the end of the 12th month following the effective date of the original delivery order’? Given current market volatility, requesting vendors to hold pricing for 24 months presents significant challenges and may result in higher initial pricing to offset that risk. Reducing the option period to 12 months would promote more accurate and competitive pricing for DLA. | No, the requirement stated in section IV.A.15 of the PWS meets the minimum needs of the government and will remain as stated in the PWS. | |
| Attachment 1 Draft PWS | IV. DELIVERY OF ORDERED DEVICES | 9 | IV.15 | Requirement IV.15 states that the contractor has the option to order, at the same price, up to 20% more co-terminius leased devices for up to 24 months. Could you please modify the requirement to state that the order would be available at the same price provided it is ordered prior to the end of the 12th month? This will allow DLA to increase its cost to the Government in option periods and give DLA the best 60-month price at the time of award. | No, the requirement stated in section IV.A.15 of the PWS meets the minimum needs of the government and will remain as stated in the PWS. | |
| Attachment 1 Draft PWS | Options to Order | 9 | IV.15 | Will DLA consider limiting the Options to Order period to 12 months following the effective date of the original delivery order? This may allow Offerors to provide more favorable pricing. | No, the requirement stated in section IV.A.15 of the PWS meets the minimum needs of the government and will remain as stated in the PWS. | |
| Attachment 1 Draft PWS | Training | 9 | V.F | Would DLA consider allowing the URL for follow-up training be added to the Quick Reference Desk Guide included with each device in lieu of providing this on the device label? | No, the requirement stated in section V.F of the PWS meets the minimum needs of the government and will remain as stated in the PWS. A sticker is required because the Guide may become separated from the device. | |
| Attachment 1 Draft PWS | Delivery of Ordered Devices | 9 | A. 15. Options to Order Additional Quantities of Devices | Would it be possible to allow for a coterminous lease schedule to be provided with escalation of monthly prices by date added? | No, additional devices shall be offered at the same unit price at time of order award. | |
| Attachment 1 Draft PWS | Maintenance | 10 | IV.A.1 | Typically uptime is reported monthly, not weekly. Will DLA change this to monthly to align with standard commercial practices? | No, the requirement stated in section VI.A.1 of the PWS meets the minimum needs of the government and will remain as stated in the PWS. This was changed to weekly for a consistent 5 day period/week versus a month that has varying lengths. | |
| Attachment 1 Draft PWS | if a device is determined to be non-repairable . . . The contracting officer reserves the right to deem a device as non-repairable. | 11 | VI. MAINTENANCE A.9 | Would the Government consider revising the requirement to state that ‘the contracting officer and contractor will work together to deem a device as non-repairable after reasonable repair efforts have been made’? This collaborative approach would help ensure that both parties have a clear, mutual understanding of the device’s condition and that all reasonable repair options have been considered prior to replacement. | The requirement has been updated in Section VI.A.9 of the PWS | |
| Attachment 1 Draft PWS | VI. MAINTENANCE | 11 | VI.A.9 | Requirement VI.A.9 states that if a device is determined to be non-repairable, the contracting officer reserves the right to deem a device as non-repairable. Could you please revise to state the contracting officer and contractor will work together to deem a device as non-repairable, after reasonable repair efforts have been made? | The requirement has been updated in Section VI.A.9 of the PWS | |
| Attachment 1 Draft PWS | Consumables Consumption and Controls | 11 | VI-B-4 | What mechanisms, if any, are in place (or could be implemented) to prevent over-ordering, hoarding, or misuse of consumables (such as ordering toner for one device and using it in another)? | None. Each contractor should monitor device usage. Any suspected overuse should be brought the KO's attention for each particular task order. | |
| Attachment 1 Draft PWS | Consumables Consumption and Controls | 11 | VI-B-4 | If a device is rated for a certain monthly volume (e.g., 2,000 pages), is there any contractual or system-based limit on how many consumables can be ordered for that device within a given period? | Each contractor should monitor device usage. Any suspected overuse should be brought the KO's attention for each particular task order. | |
| Attachment 1 Draft PWS | Consumables Consumption and Controls | 11 | VI-B-4 | What authority and responsibility will the vendor have to monitor, track, regulate, or flag consumables usage? | It is expected that contractors will monitor usage of consumable provided for each device. | |
| Attachment 1 Draft PWS | Consumables Consumption and Controls | 11 | VI-B-4 | What reporting will DLA provide to the vendor regarding monitoring, tracking, regulating, and flagging consumables usage? | None. | |
| Attachment 1 Draft PWS | Services and Support Responsibilities | 11 | VI-A | What is the SLA for working with other teams to troubleshoot physical or networking issues that may arise? | There are no Service Level Agreements in place for this contract. All Contractors shall respond within the timelines listed in this section of the PWS | |
| Attachment 1 Draft PWS | VII. DEVICE RELOCATION | 13 | VII.B 1, 2 & 3 | Requirements VII.B 1, 2 & 3 state that all costs associated with rehoming shall be borne by the contractor. |
1. Does this requirement include the cost of a replacement disk drive?
2. When a device is moved from SIPR to NIPR, is it the expectation of the Government that the contractor will be responsible solely for the replacement of the hard disk drive?
3. Will the Government provide the percentage of SIPR devices that will be moved to another location throughout the term of the contract? This will impact the cost to the Government during the bid process.
4. Will the Government provide the percentage of SIPR devices that will be moved down to a NIPR throughout the term of the contract? This will impact the cost to the Government during the bid process.
5. Can DLA be more specific in this requirement and state if this is for equipment that needs to be rehomed after a period of performance date or rehomed if the Government refuses the equipment before the period of performance? (This has been happening frequently over the term of the current contract, which causes signficant investment by the vendors that cannot be recouped from the Government.)
This requirement will only increase the cost of every device and therefore vendors will have to assume that this is needed on every device.
1. Yes.
2. Rehomed SIPR devices should not be re-designated as NIPR devices because the costs of the CLINs are different and cannot be changed mid-contract.
3. No, this is an unknown quantity.
4. Rehomed SIPR devices should not be re-designated as NIPR devices because the costs of the CLINs are different and cannot be changed mid-contract.
5. Rehomed devices are handled on a case by case basis, as most of these occurances are unique.
| Attachment 1 Draft PWS | Requirements VII.B 1, 2 & 3 state that all costs associated with rehoming shall be borne by the contractor. | 13 | VII. DEVICE RELOCATION B.1, 2 & 3 | When a device is moved from SIPR to NIPR, is it the Government’s expectation that the Contractor will be responsible for replacing the hard disk drive, device mainboard, and memory modules? Clarification is requested to confirm whether these components are considered Government-furnished, Government-directed replacements, or Contractor-funded actions. | Rehomed SIPR devices should not be re-designated as NIPR devices because the costs of the CLINs are different and cannot be changed mid-contract. |
| Attachment 1 Draft PWS | Requirements VII.B 1, 2 & 3 state that all costs associated with rehoming shall be borne by the contractor. | 13-15 | VII. DEVICE RELOCATION B.1, 2 & 5 | Can the Government clarify whether this section applies to devices re-homed after the start of the Period of Performance (PoP) or to devices re-homed prior to acceptance or refusal of equipment by the Government? Clear definition of the timing will ensure accurate cost allocation and logistical planning. | Rehomed devices are handled on a case by case basis, as most of these occurances are unique. Section VII.B.3 outlines various scenarios and expectations. |
| Attachment 1 Draft PWS | Requirements VII.B 1 states that all costs associated with rehoming shall be borne by the contractor. | 13 | VII. DEVICE RELOCATION B.1 | Will the Government add replacement of the hard disk drive, device mainboard, and memory modules as a CLIN for the Government to order when an MFD needs to be rehomed? This will allow DLA to charge for this service. | |
| No, the requirement stated in section VII.B.1 of the PWS meets the minimum needs of the government and will remain as stated in the PWS. A CLIN will not be added for this. | |||||
| Attachment 1 Draft PWS | Devices not yet delivered to an initial DLA Customer shall not incur any delivery/relocation fees | 13 | VII. DEVICE RELOCATION B.3 | The requirement states that devices not yet delivered to an initial DLA customer shall not incur any delivery or relocation fees. Upon award, it is our understanding that DLA will have identified and confirmed with the designated POC that they will accept the device(s). In the event the POC changes or the declines the device(s) after shipment, would the Government consider adding a seperate CLIN to cover any restocking or re-home costs incurred? Alternatively, would DLA consider having the end user organization bear these costs, since the change would be outside the Contractor's control? | No, the requirement stated in section VII.B.3 of the PWS meets the minimum needs of the government and will remain as stated in the PWS. A CLIN will not be added for this. The end-user is already having to agree to accept a possibly used device when a new one was expected. Asking them to pay an additional fee is not reasonable. |
| Attachment 1 Draft PWS | Remove all devices and associated supplies within forty-five (45) calendar days of contract expiration or receipt of a modification signed by the KO. DLA may identify devices that are high priority which shall be picked up within thirty (30) calendar days of contract expiration. | 13-14 | IX. DEVICE REMOVAL, A., 2. | Given the potential for large-scale removals involving hundreds or thousands of devices across multiple geographic locations, meeting these timeframes will depend heavily on timely and accurate government-furnished information (e.g., valid site POCs, access instructions, and coordination support). To ensure accountability and realistic execution, would DLA consider extending the standard removal timeframe (ie to 60-90 days) for large volume removals or multi-location efforts? | DLA will analyze whether a revision to removal timeframes is feasible. The final determination will be addressed in the solicitation. |
| Attachment 1 Draft PWS | Remove all devices and associated supplies within forty-five (45) calendar days of contract expiration or receipt of a modification signed by the KO. DLA may identify devices that are high priority which shall be picked up within thirty (30) calendar days of contract expiration. | 13-15 | IX. DEVICE REMOVAL, A., 2. | The draft requirement states that all devices and associated supplies must be removed within forty-five (45) calendar days of contract expiration or receipt of a modification signed by the KO, and that high-priority devices shall be picked up within thirty (30) calendar days. If the Government or customer does not provide the correct points of contact (POCs), locations, or if the customer is non-responsive or refuses pickup, would the contractor be permitted to continue billing for the device(s) during that period, as the equipment remains deployed and available for use? | No. After expiration or termination, billing for devices is not applicable. |
| Attachment 1 Draft PWS | Remove all devices and associated supplies within forty-five (45) calendar days of contract expiration or receipt of a modification signed by the KO. DLA may identify devices that are high priority which shall be picked up within thirty (30) calendar days of contract expiration. | 13-15 | IX. DEVICE REMOVAL | Given the potential for large-scale removals involving hundreds or thousands of devices across multiple geographic locations, meeting these timeframes will depend heavily on timely and accurate government-furnished information (e.g., valid site POCs, access instructions, and coordination support). To ensure accountability and realistic execution, would DLA also consider validating and providing customer POC information and device location 30-60 days prior to the contract expiration to prevent failed retrieval attempts? | DLA strives to maintain up-to-date contact information, but it is also the contractor's responsibility to keep accurate records in terms of device location. |
| Attachment 1 Draft PWS | Requirements VII.B 1, 2 & 3 state that all costs associated with rehoming shall be borne by the contractor. | 14 | VII. DEVICE RELOCATION B.1, 2 & 4 | Will the Government provide an estimated percentage or quantity of SIPR-designated devices anticipated to be re-homed during the contract period? This information is necessary to accurately assess potential cost and resource impacts associated with sanitization and hardware replacement requirements. | DLA expects less than 5% of SIPR-designated devices to be rehomed. |
| Attachment 1 Draft PWS | X. REPORTS | 14 | X.B 1 | Requirement X.B.1 states that, upon request, the contractor shall provide usage reports within five (5) business days. Will DLA remove the requirement for Usage Reports in cases where the Government does not include a CLIN for onsite support. Or, will DLA please revise this requirement to state when Network Management Tools are available? Collecting accurate usage data is only feasible through one of two methods: (1) A physical person dedicated to the task (not a technician unless DLA funds a dedicated resource), or (2) Software that reports usage directly to vendors. Without any contractor presonnel on-site, the Commands would have to provide the usage reports. | No, the requirement stated in section X.B.1 of the PWS meets the minimum needs of the government and will remain as stated in the PWS. |
| Attachment 1 Draft PWS | Within 90 days of contract award, the Contractor shall obtain and maintain a favorable FCL at, or above, the Secret level. | 20 | XVIII. FACILITY CLEARANCE, B., 1. | Can the Government clarify whether it intends to sponsor awardees for the Facility Clearance (FCL) requirement, so that this requirement does not inadvertently limit competition and all qualified offerors may participate on an equal footing? | Yes, the government intends to sponsor contract awardees for the FCL. However, after award any contractor without an FCL must obtain a favorable FCL prior to being awarded any task orders. |
| Attachment 1 Draft PWS | Facility Clearance | 20 | XVIII. B. | Will the government please confirm that, for an awarded Contractor without a facility clearance, the government will sponsor them for an FCL? | Yes, the government intends to sponsor contract awardees for the FCL. However, after award any contractor without an FCL must obtain a favorable FCL prior to being awarded any task orders. |
| Attachment 1 Draft PWS | Facility Clearance | 20 | XVIII. B. | Can a Contractor without a facility clearance subcontract any work needing a facility clerance to a subcontractor with a facility clearance? | No. The contractor shall obtain/maintain its own favorable FCL. |
| Attachment 1 Draft PWS | Facility Clearance | 20-21 | Section XVIII | Will the costs of obtaining FCL and individual personnel secret level clearance be covered by the contractor or DLA? Individual clearance at the secret level for every technician that touches an MFD can be difficult to maintain, given the remote placement of many MFDs on this contract, both CONUS and OCONUS. There are no instances where installing, servicing, or training on MFDs involve any data more sensitive than basic CUI, such as DNS, network addresses, and domain controller host names. Please consider amending or removing this requirement, as technicians can always be escorted. | The Contractor shall be responsible for any and all fees associated with the application process and/or enrollment to access any installation or facility. |
| Attachment 1 Draft PWS | Facility Clearance (FCL) | 20 | XVIII, Section B | To increase competition in offering DLA this service would the Government remove the Facility Clearance (FCL) requirement listed in Section XVIII.B? | DLA Intelligence has determined that an FCL shall be required for this contract. |
| Attachment 1 Draft PWS | Within 90 days of contract award, the Contractor shall obtain and maintain a favorable FCL at, or above, the Secret level. | 21 | XVIII. FACILITY CLEARANCE, C., 3. | Please clarify whether DLA requires the prime contractor itself to hold the Facility Clearance (FCL), or if a subcontractor performing the classified portion of the effort may hold the required FCL on behalf of the team. | The contractor shall obtain/maintain its own favorable FCL |
| Attachment 1 Draft PWS | For devices cleared for classified material, the Contractor’s repair technicians shall have a DOD security clearance equal to or higher than the classification of the device and shall provide verification when requested. | 21 | XVIII. FACILITY CLEARANCE, B., 1. | Please confirm whether DLA intends to sponsor the contractor’s repair technicians for the required personnel security clearances. | Sponsoring the repair technicians is the Contractor's responsibility. |
| Attachment 1 Draft PWS | CAC Procedures | 22 | Section XX | Will the costs of issuing CAC cards be covered by the contractor or DLA? | This is a contractor responsibility, to include associated travel costs. |
| Attachment 1 Draft PWS | N/A | N/A | N/A | Will DLA limit solicitations to single end user agencies/customers instead of compiling multiple into a single solication and award? Soliciting by individual agency/customer will enable vendors to provide specific end-user tailored solutions that are more competitively priced with a superior level of service rather than being spread across multiple agencies/customers who may have differing needs, preferences, or requirements. | No, the requirement stated in the PWS meets the minimum needs of the government and will remain as stated in the PWS. |
| Attachment 2 - Draft CLIN Structure | Production Level Devices | Entire Spreadsheet | Entire Spreadsheet | Can we provide multiple device options for a CLIN? | No, only one device option can be proposed for each CLIN. |
| Attachment 2 - Draft CLIN Structure | On site Key Operator and Technician | N/A | CLIN 39 & 40 | Can the Government please provide anticipated location(s) for the on site personnel? | Unfortunately this is unknown at this time. It is up to DLA's customer as to whether or not they want to provide funding for the convenience of having an on-site tech or key operator. There is an extremely small percentage of commands that request on-site personnel. |
| Attachment 2 - Draft CLIN Structure | Column Header | N/A | N/A | Just to clarify in your CLIN structure is the column "Unit Price" all inclusive monthly lease + maintenance price? | Yes. |
| Attachment 2 - Draft CLIN Structure | Paper Trays | N/A | N/A | Would the Government consider changing the “Description” for Function Areas 1 and 2 to reflect the following; (1) Paper Tray [500 Sheet Minimum/Tray up to 8.5”x11”] and (1) Adjustable Paper Tray [500 Sheet Minimum/Tray] up to 11”x17”]? | No, the requirement stated in section III.E of the PWS meets the minimum needs of the government and will remain as stated in the PWS. |
| Attachment 2 - Draft CLIN Structure | Quoting Functional Areas | N/A | N/A | Would the government accept offers for select Functional areas or is the government only looking for contractors to respond to all functional areas? | A proposal is not required to address all Functional Areas. However, a proposal must provide pricing for all CLINS in the functional area to be considered for award for that functional area |
| SP7000-26-RFI-1003 | Request for Information | 1 | 1st para, Bullet 3 | Regarding Small Business concerns and to foster competition that would benefit the DLA, will the solicitation be issued as a set-aside in the form of, or in combination with, 8(a), HUBZone, or ISBEE? | No, the solicitation will be unrestricted. Vendors of any business size may participate. |
| SP7000-26-RFI-1003 | Submission Requirements | 2 | 1 | Would it be possible to add an additional 10 pages to the proposal length requirement to make it a maximum of 20 pages? | The number of pages for the proposal length requirement will be updated under the submission requirements in the solicitation. |
| SP7000-26-RFI-1003 | Deadline Extension | 2 | 9 | Could the deadline be extended by 10 days to december 12th to account for the holidays? | The deadline will be extended under the submission requirements in the RFI document. |
| N/A | Reverse Auction | N/A | N/A | Does the government have an estimate of the reverse auctions that may be issued as a resultant of this contract | As of December 4, 2025, there were approximately 233 reverse auctions conducted for PRTNR in calendar year 2025 |
| N/A | Forecasting | N/A | GENERAL | Would the government consider providing forecast information for upcoming auctions and anticipated needs? Access to this information would help vendors better plan inventory levels, manage logistics, and respond efficiently to task order opportunities. | At this time, DLA is unable to provide any forecast information. |
| N/A | Extension | N/A | GENERAL | Will the Government consider incorporating a contractual provision allowing for a six-month extension period, at the customer’s discretion, to accommodate customers who wish to continue device usage beyond the initial period of performance? This would also aid in transition-out and equipment removal activities. | FAR 52.217-8 (The option to extend) will be incorporated at the IDIQ level, but it is exercised at the discretion of DLA and not the end user. |
| N/A | Leasing | N/A | GENERAL | The prior PRTNR contract did not include terms or conditions related to third-party or OEM leasing arrangements, such as termination ceiling charges or external lease obligations. Can DLA confirm whether the forthcoming PRTNR IDIQ will maintain this approach? | |
| 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."
Attachment 3 - Question and Comment Form
File details come from the government source that posted it. Updated .