Replacement Notification System

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the solicitation for the ATF's FedRAMP Moderate software-as-a-service (SaaS) cloud-operated mass notification system replacement.

• Notification Volume: The system anticipates approximately 16,000 SMS messages, 15,000 emails per month. Push notification volume is currently unknown but may share allocation with SMS/MMS. The employee notification database will have approximately 10,000 contacts, and the Federal Firearms Licensee (FFL) database will have approximately 90,000 contacts.

• FFL Database Users: The 90,000 FFL contacts are individuals who can receive notifications. They do not need system access to manipulate their data. The FFL database is a new addition for notification purposes, with contacts being exported from the Firearms Licensing System.

• Employee Database: For government employee notifications, a mix of CSV uploads and existing contacts is used. The current system maintains about 500 contacts, but the new system will accommodate an upload of approximately 10,000 government employees and interagency partners.

• Pricing Structure: Bidders must include a pricing structure for all services. If not proposing a fixed-price for unlimited notifications, any excess notification costs must be clearly identified. Option year pricing should be included in a separate spreadsheet, with price escalations incorporated. Costs for program/project management, QASP reporting, and ATO updates should be included in the bid, likely within the base CLIN or setup fees.

• FedRAMP Requirement: The solicitation requires FedRAMP certification at a minimum of the Moderate level. The system is a SaaS requirement in the vendor's hosted environment.

• The Agency does not intend to extend the proposal deadline further, even with the release of these Q&A responses.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the "Replacement Notification System" solicitation (DJA-26-ASOD-PR-0271).

• Question #1 (Notification Volume): The government anticipates approximately 16,000 SMS messages, 15,000 emails, and an unknown number of push notifications per month. The employee notification database has ~10,000 contacts, and the Federal Firearms Licensee database has ~90,000 contacts. Bidders are advised to include a pricing structure for all services, with any excess notification costs clearly identified if not proposing a fixed-price for unlimited notifications.
• Question #2 (FedRAMP Requirements): The solicitation requires the successful bidder to have FedRAMP Moderate certification for civilian Federal agencies. While the vendor offering a solution through Prevail notes their CMMC2 compliance and DoD compliance, the government emphasizes that FedRAMP certification is a minimum requirement for this solicitation, designed for a different environment than defense use.

These clarifications provide specific volume estimates for notification services and reiterate the mandatory FedRAMP Moderate certification requirement, which bidders must address in their proposals.

Solicitation / RFP / RFQ

This document is a combined synopsis/solicitation for commercial services, issued as a Request for Quote (RFQ) by the Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF). It serves as the sole solicitation for a replacement requirement for a FedRAMP Moderate software-as-a-service (SaaS) cloud-operated mass notification system. This system will be used by ATF and the Department of Justice for law enforcement, regulatory, and emergency management activities, enabling instantaneous text, email, and voice messaging, including life-safety critical notifications.

• A cloud-operated mass notification system compliant with FedRAMP Moderate standards.

• Ability to send instantaneous text, email, and voice messages to federal personnel, interagency partners, and Federal Firearms Licensees.

• Capability to send push notifications without prior contact registration.

• The system must be reliable and capable of handling messages with life-safety implications.

• Contract Type: Firm-Fixed-Price (FFP).

• Period of Performance: Base year plus four option periods (May 22, 2026 – May 21, 2031).

• Anticipated Award Date: May 22, 2026.

• Set Aside: Total Small Business Set-Aside.

• NAICS Code: 541519 (Small business size standard: $34 million).

• Product or Service Code: DH10.

• Quote Submission Deadline: May 21, 2026, by 12:00 PM EST.

• Questions Deadline: May 20, 2026, by 12:00 PM EST.

• Quotes must be submitted electronically via email to David.Berger@atf.gov and Nya.Houston@atf.gov, referencing Solicitation #DJA-26-ASOD-PR-0271.

• Quotes must be submitted in two parts: technical and pricing, clearly labeled.

• Evaluation Criteria: Award will be made using the lowest price, technically acceptable source selection process. Evaluation will be based on:

  1. Technical factor meeting the requirement.
  2. Pricing.

• This acquisition is a total small business set-aside.

• Offerors must be actively registered with the System for Award Management (SAM).

• Offerors must have a current profile in the Online Representations and Certifications (SAM.gov).

• The solicitation incorporates provisions and clauses by reference; full text is available at www.acquisition.gov.

• Vendors must use the attached Performance Work Statement (PWS) and Quality Assurance Surveillance Plan (QASP) to form their quote.

• Attachment A – Pricing Table must be completed and returned.

• Required Deliver Date (RDD): Acceptance will be 7 Days after award.

• Place of Performance: ATF The National Coordination Center, Washington, D.C., 20226.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (DJA-26-ASOD-PR-0271) for a replacement FedRAMP Moderate software-as-a-service (SaaS) cloud-operated mass notification system for the Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF) and the Department of Justice. The system must enable authorized personnel to send text, email, and voice messages instantaneously, including those with life-safety implications, to ATF personnel, interagency partners, and Federal Firearms Licensees. It must support push notifications without prior registration.

• A FedRAMP Moderate SaaS cloud-operated mass notification system.

• Capability to send text, email, and voice messages.

• Support for push notifications without prior registration.

• Compliance with ATF guidelines, security requirements, and federal regulations.

• Adherence to various FAR and Justice Acquisition Regulation (JAR) clauses, including those related to DEI, telecommunications equipment, responsibility matters, and data privacy.

• This procurement is a total small business set-aside.

• It will be a single-award Firm-Fixed-Price (FFP) contract.

• Period of Performance (POP): One Base Year, May 15, 2026 – May 14, 2031.

• Required Delivery Date (RDD): Acceptance will be 7 Days after award.

• Place of Performance: ATF The National Coordination Center, Washington, D.C.

• Questions Due: May 11, 2026, by 12:00 PM EST.

• Quotes Due: May 13, 2026, by 12:00 PM EST.

• Quotes must be submitted via email to David.Berger@atf.gov and Nya.Houston@atf.gov, referencing Solicitation #DJA-26-ASOD-PR-0271.

• Quotes must be submitted in two parts: technical and pricing.

• Evaluation: Award will be made using the lowest price, technically acceptable source selection process.

  • Factor 1: Technical Acceptability: Evaluation to determine if the quote meets RFQ requirements.
  • Factor 2: Price: Evaluation based on the offeror's price for CLIN in total.

• Total small business set-aside.

• Vendors must be actively registered with the System for Awards Management (SAM).

• Vendors shall use the attached Performance Work Statement (PWS) to form their quote.

• Attachment A provides a pricing table for vendors to complete.

• NAICS Code: 541519

• PSC Code: DH10

Questions & Answers / Clarifications

This document provides answers to vendor questions regarding the solicitation DJA-26-ASOD-PR-0271 for the ATF Mass Notification System.

• Contract Type: The Performance Work Statement (PWS) is different due to cloud service requirements in a FedRAMP environment, but it is a replacement of existing services, not a brand-new contract.
• Previous Contract Number: The outgoing contract number is 15A00022PAQA00161 on Mod 4. The government does not plan to exercise the remaining option year.
• Quote Submission Extension: The government has granted a short extension to the quote submission deadline for RFQ DJA-26-ASOD-PR-0271.

This Q&A clarifies the nature of the contract and confirms an extension to the submission deadline, which bidders should note for their proposal preparation.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Quality Assurance Surveillance Plan (QASP) outlines the procedures and guidelines for the ATF Emergency Support Section to monitor contractor performance and ensure required performance standards or service levels for the ATF Mass Notification System are achieved.

• The QASP details systematic methods for monitoring performance and identifying required documentation.

• It defines roles and responsibilities of the Integrated Project Team (IPT), performance objectives, and methodologies for monitoring and evaluating contractor performance.

• The plan focuses on a performance-based approach, emphasizing results rather than strict compliance with processes, allowing contractor flexibility.

• The contractor is responsible for overall work quality through their Quality Control (QC) program.

• Performance standards and quality levels are detailed in the PWS and Attachment 1 (Performance Requirements Summary).

• Meeting required service or performance levels results in payment; exceeding them may earn incentives or award fees.

• Failure to meet levels will result in deductions.

• Acceptable Quality Levels (AQLs) are structured to provide negative incentives for shortfalls, with 100% performance required for critical activities like life-safety notifications.

• Surveillance methods include random monitoring and periodic inspections by the COR.

• Customer feedback is a key indicator, with mechanisms for formal surveys and handling customer complaints.

• The Survey Period is TBD, proposed as Base plus 4 Option Years.

• The contractor must develop and implement a performance management system.

• The government representative (COR) will monitor performance and review reports.

• Monthly reports summarizing QA surveillance results will be prepared.

• Reviews and resolutions between the COR and contractor are outlined, including potential contract modifications for changes to service levels or metrics.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for a replacement of an existing emergency notification system for the Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF). The new system, a FedRAMP Moderate software-as-a-service (SaaS) cloud solution, aims to provide urgent and focused emergency and routine notifications for law enforcement, regulatory, and emergency management activities.

• Procure a cloud-based mass notification system to replace the current system, which will be end-of-life by December 31, 2025. The new system should be operational by May 1, 2025.

• The system must allow authorized personnel to send text, email, and voice messages instantaneously to ATF personnel, interagency law enforcement partners, and Federal Firearms Licensees.

• The system must be capable of sending push notifications without prior registration.

• Support for multiple communication modes including Landline, Cell phone (recorded voice or text-to-speech), SMS Text, MMS Text, E-mail, VoIP, and Social media.

• Robust database management with at least two distinct databases for ATF Employee data and Federal Firearms Licensee data.

• User management capabilities including customized rosters, rule-based notification delivery, and a secure web portal for user self-registration and contact management.

• Mobile application for public use with registration and notification setting management.

• Intuitive message creation and delivery, with capabilities for prioritizing messages, recording live voice, text-to-speech translation, scenario creation, and two-way polling.

• Integration with social media platforms (Facebook, Twitter) and the FEMA Integrated Public Alert and Warning System (IPAWS).

• GIS mapping interface for designating notification areas, including circles, predefined geographic areas, user-defined polygons, and imported images.

• Real-time monitoring and comprehensive reporting on message delivery, recipient responses, and historical data.

• The system must be FedRAMP Moderate certified or above.

• Must meet or exceed "public safety grade" security and reliability standards.

• Must be fully Section 508 compliant and ADA compliant.

• Technical support must be available 24/7/365.

• Initial training must be provided at no additional cost.

• Contract period: Base year plus four option years (total of five years).

• Place of Performance: National Coordination Center.

• Vendor must have experience with multiple Federal, state, and local government contracts and operate within a FedRAMP approved data center.

• The system must be capable of authenticating users via government-provided Personal Identity Verification (PIV) credentials.

• The system must be able to handle at least 75 simultaneous users without performance degradation.

• Proposers must describe their pricing structure, including any options.

• Contractor personnel will require ATF background investigations and security clearances.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (DJA-26-ASOD-PR-0271) for a replacement mass notification system for the Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF). The system must be a FedRAMP Moderate software-as-a-service (SaaS) cloud-operated solution capable of sending text, email, and voice messages instantly, including those with life-safety implications. It will be used for law enforcement, regulatory, and emergency management activities by ATF and the Department of Justice. The system must also support sending push notifications without prior registration.

• Software-as-a-Service (SaaS) cloud-operated mass notification system.

• Capability to send text, email, and voice messages.

• Ability to send push notifications without prior registration.

• FedRAMP Moderate compliance.

• Support for law enforcement, regulatory, and emergency management activities.

• Contract Type: Total small business set-aside, single-award Firm-Fixed-Price (FFP).

• Period of Performance: One Base Year, with potential for option years.

• Place of Performance: ATF The National Coordination Center, 99 New York Avenue, NE, Suite 2N-584, Washington, D.C., 20226. Support may be located within the United States.

• Required Delivery Date (RDD): Acceptance will be 7 Days after award.

• Period of Performance (POP): May 15, 2026 – May 14, 2031 (for Base Year).

• Submission Method: Email to David.Berger@atf.gov and Nya.Houston@atf.gov.

• Submission Deadline: 2:30 PM EST on May 12, 2026.

• Quotes must be submitted in two parts: technical and pricing, clearly labeled.

• Evaluation Factors: Lowest price, technically acceptable source selection process.

  • Factor 1: Technical Acceptability (meets RFQ requirements).
  • Factor 2: Price.

• Questions Deadline: 12:00 PM EST on May 11, 2026, submitted in writing via email to David.Berger@atf.gov.

• Total small business set-aside.

• NAICS Code: 541519

• PSC Code: DH10

• Vendors must use the attached Performance Work Statement (PWS) to form their quote.

• Attachment A includes a Pricing Table with CLINs for base licensing, add-on licensing, setup fees, and message units, including unexercised options.

• Offerors must be registered in the System for Award Management (SAM).

• Various FAR and JAR clauses are included, covering topics such as covered telecommunications equipment, responsibility matters, confidentiality, and security requirements.