Responses to Vendor Questions 22-Sep-11.xls

XLS spreadsheet 29 KB Posted Sep 22, 2011

Attached to: DVD Replication & Distribution IDIQ
Solicitation number: TIB-2011-RFP-0086
Issued by: Federal Retirement Thrift Investment Board

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FRTIB Responses to vendor questions 22-Sep-11.

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Other files

File	Type	Posted
Attachment1-SectionCPWS Amend 01 02 22-Sep-11.doc	DOC document	Sep 22, 2011
RFP - TIB-2011-RFP-0086 Amend 01 02 22-Sep-11.doc	DOC document	Sep 22, 2011
DVD Cover-Mailer.pdf	PDF	Sep 22, 2011
RFP - TIB-2011-RFP-0086.pdf	PDF	Sep 16, 2011
Attachment1-SectionCPWS.pdf	PDF	Sep 16, 2011
SF-1449.PDF	PDF	Sep 16, 2011

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Sheet1

DVD Replication and Distribution ID/IQ Solicitation TIB-2011-RFP-0086 - Questions and Answers Posted 22-Sep-11
	Question	FRTIB Answer	Changes to Solicitation?
1	What are the sleeve specifications?	The cover/mailer is expected to be printed using 4-color process with bleeds on 12-point SBS stock with a varnish. The flat sheet size of the mailer is 22 and 1/4" x 7 and 5/8". The mailer should be printed as a 4-panel product and should be scored on the folds. The fourth panel should have a die-cut tab that will be glued to the third panel to create a pocket for the DVD. The finished size shall be 7 and 3/4" x 5 and 1/2". The FRTIB will inform the vendor as soon as possible if and when the dimensions or other aspects of the design change.	This info has been added to the IDIQ PWS 1.2.10. If there are changes in the future, the PWS will be modified.
2	DVD's are Bulk, and will be inserted into mailers? Will they be sent out individually or in lots?	DVDs sent to targeted participants (e.g., quarterly mailings) must be mailed individually. DVDs sent to the FRTIB will be mailed in bulk. Eventually, we will look into mailing the DVDs to other Federal agencies. In this case, DVDs would be mailed individually or in bulk as needed.	The following has been added to PWS 1.2.20. "DVDs sent to targeted participants (e.g., quarterly mailings) must be mailed individually. DVDs sent to the FRTIB will be mailed in bulk."
3	Who is the incumbent? Is there an order history available?	There is no incumbent or order history.	No.
4	The contract title uses the phrase “duplicate and distribute DVDs”, as the contract requires use of a glass master, discs produced would be produced by the process known in the trade as replication. Should this be noted in the response?	Although the title states "duplicate" the FRITB is requesting "replication" of DVDs. Each DVD should be created from the glass master.	The word "duplicate" has been replaced with "replicate."
5	Can you provide a diagram, die layout, or sample of the requested cover?	The sample is attached in this 2nd Amendment.	Sample posted.
6	At Attachment 1, 1.2.19, the solicitation requires use of ANY available postage discounts. Package redesign can achieve more favorable postage discounts. Should we address this in our proposal?	At this time, we are not looking to redesign the current package. However, we may explore this option in the future.	No.
7	Would postal discounts be included in the evaluation?	No. Postage costs and Other Direct Costs (CLINs 0002, 0003 etc…) are not going to be evaluated.	No.
8	Is there a sample word document/excel sheet for section L-7? This section makes reference to several technical questions that need to be submitted. In addition, do we need to retype Attachment 1 of section L in a word document format as stated in L-5.3? Same thing with Volume II – do we need to retype Section B in excel/word format or is Section B available in word document format?	There is no sample word document/excel sheet for L-7. You may copy information from the PWS and Soliciation into a MS Word or Excel document if desired. For section B, you can retype of the info or write your pricing into section B CLINs, scan, and send via email.	No.
9	Many of our recent work has been done as a subcontractor to a larger printer through the GPO. Can we submit those jacket numbers on the PPI sheet?	You can submit any past performance effort that is recent and relevant in accordance with the solicitation.	No.
10	Section 1.2.8 says a max of 35,000 discs per quarter yet section B, CLIN 0001 references an est qty of 350,000	350,000 is the maximum quantity that may be needed for the first year. This includes the initial replication (Task Order 0001) of 100,000 DVDs and associated mailings as well as replication and mailing of DVDs on a quarterly basis. There may be other periodic targeted mailings in the year but the total for year 1 will not exceed 350,000. The max for the other years is 250,000, which includes not only the quarterly mailings, but also other periodic targeted mailings that may occur throughout the year.	No.
11	Has this solicitation been awarded previously? If so, what was the solicitation number?	No, this solicitation has not been awarded previously.	No.
12	Section 1.2.7 & 1.2.11 discuss shrink wrap and mail labels. Our solution would seal the DVD in the mailer and we would address directly on the cover. We would not shrink wrap or require a label. Please confirm if this is acceptable.	This is generally not acceptable for two reasons. (1) The current cover is dark blue, so an address will not print clearly. (2) The placement of the DVD in the die cut is likely not conducive to many other methods of sealing (such as the use of wafer seals because the design would require 3 wafer seals mailing). However, we would be willing to explore an alternative packaging option if it does not require the cover to be redesigned, and it does not increase the risk that DVDs will slip out of the package or be damaged in the mail. Keep in mind, if the FRTIB determines that the proposed method of sealing the DVD is inadequate, the proposal may be deemed unacceptable and ineligible for award.	See answer to 15 below.
13	Section 1.2.5 notes that the DVD's must be created at the time of the task order. Does this mean the information on the DVD will change periodically or can we create the annual quantity of DVD's in advance and fulfill the task orders from existing stock.	Significant program changes require the DVD to be revised. Therefore, the DVD may be updated at different points over the course of the contract. FRTIB will notify the vendor when this change is taking place. Once a new DVD is created, the vendor can then replicate the DVD in advance and fulfill the task orders from that stock. Because an exact quantity will not be available for each task order in advance of issuing the order, an estimated quantity (provided by the FRTIB) will need to be replicated. This will likely result in a small excess amount of DVDs that will need to be stored after a mailing and used in a subsequent mailing.	no.
14	There were few specifications regarding the cover. we would like to propose a cover that is a finished size of 5.25 X 9 that will self sealed complete package. Will this be acceptable?	The cover cannot be changed at this point. However, we may consider redesigning the cover at some point in the future.	no.
15	Section 1.2.11 states that the vendor will need to shrink-wrap the DVDs. Is another packaging option acceptable if it is available at a lower price?	We would be willing to explore an alternative packaging option if it does not require the cover to be redesigned, and it does not increase the risk that the DVDs will be damaged in the mail. See the answer to question 12 above.	Note: Other methods of sealing the DVDs may be used; however, the cover may not be redesigned, and the packaging shall not increase the risk that the DVDs are damaged in the mail. Any packaging or changes to packaging must be approved by the COTR prior to production.
16	How many times over the past couple of years have changes been made to the DVD? When a change is made, will the vendor need to create a new glass master?	The DVD has been revised twice in the past few years. We plan to update it next year (2012). When the DVD is revised, the vendor will need to create a new glass master.	This language has been added to PWS Section 1.2.5.

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File details come from the government source that posted it. Updated Nov 14, 2017.