DRAP_Q A.docx

Social Security Administration – Request for Proposal: SSA-RFP-14-1012, Digital Recording Hardware, Software, Customization, Installations, and Support Services.

RFP Questions and Answers: Questions received are in black, and SSA’s response is in red.

Government supplied Computers / Existing Electronic Equipment:

1. What are the brand, model and specifications of the government computers being used now?

The Contractor will not be required to maintain or replace government computers.

a. Permanent For the permanent solutions, a standard desktop pc with a standard cd burner and usb connections will be provided.

b. Mobile #1 A laptop with a standard cd burner and usb connections will be supplied with every mobile solution

c. Mobile #2 A laptop with a standard cd burner and usb connections will be supplied with every mobile solution

2. If needed to be replaced in the future what are the new brand, model and Specifications?

As stated in section 2.15.1 of the SOW, up to 30 units will be given to support replacements of parts and replacements as a whole where needed. If parts are no longer available, then SSA shall be contacted to see if more are available, otherwise standard parts like microphones, phone taps, and wires should be replaced with compatible replacements. If other customized parts are faulty, then an upgrade of that site to the contractor’s new solution shall be considered.

3. What government owned electronic equipment (See RFP attachments) does the SSA want use and not purchase new under this new program?

The only government owned equipment to be used with the new system will be the PC and laptops required to run any software.

Recording Software:

1. Does SSA want to record (capture) separate video channels along with the 8 channels of audio recordings?

No video recording will be performed. However, the audio from the video teleconferencing system will be recorded.

2. If so –How many video channels are required?

Video recording is not required.

3. What video must be recorded?

Video recording is not required.

4. Are the 8 separate audio channels, video, bookmarks (time / date annotations) and operator typed notes required to be recorded to one single storage file?

Only for the non-proprietary file, which during playback does not require the ability to listen to the channels separately. For the standard files, as stated in section 2.1 of the SOW, the files for a particular hearing shall be stored in its own folder.

5. Recording software upgrades to individual licenses are not specified in year 1 / year 2 / year 3 / year 4. How does SSA want to handle / purchase / address software upgrades in these years?

Purchasing upgrades shall be performed as required to continue work based on environmental changes. SSA does not envision a timeframe of purchasing an upgrade to obtain new functionality.

Maintenance of current Salient Characteristics of Existing Contractor- Provided Hardware – Certain existing contractor hardware products & solutions are discontinued or will only work with FTR recording software. How is the awarded contractor to supply or keep current the stated provisions below? Such as the ES935/ML Audio-Technica Microphones & base, Motu Traveler Firewire Mixer, and the fact that the DSP mixer Antex/FTR DMX8 must work with the FTR recording system … Maintenance will rely on the 30 units to be stored at the contractor location. If parts cannot be replaced using the surplus, or SSA cannot provide additional parts to add to the surplus, then upgrading that site to the contractors new solution will be considered.

Maintenance of Existing Solution The contractor shall:

· Provide repair and replacement support for hardware used by the agency’s existing recording solution. See attachments, inventory and current solution components.

· Maintain a surplus of up to 30 government furnished recording units.

· Return system to service within two business days of notification of a need for repair as requested by the COTR or through the agency’s helpdesk.

· For locations outside of the continental United States, the return to service timeline is 5 business days from receipt of repair request.

Section 508 Compliance – Dragon Naturally Speaking Professional voice recognition software (version 10) -

1. Exactly how does the SSA want digital recording software to interact or function with Dragon Naturally Speaking Professional voice recognition software (version 10)?

The proposed system must allow someone using assistive technologies to perform operator functions stated in sections 2.1 and 2.2 of the SOW. Administrative functions will not require support for assistive technologies.

Installations – What are the required time frames or time limits to install fully configured units Permanent or Mobile for individual locations?

Once ordered, timeframe for notice of install, and completion time are stated in section 2.8, 2.9, and 2.10 of the SOW. As for a national rollout plan, a proposed plan is being requested based on the current inventory and capabilities of the contractor proposing it.

1. Base Year - 36 units

2. Option Year 1 – 2105 units

3. Option Year 2 – 130 units

4. Option Year 3 – 130 units

5. Option Year 4 - 130 units