Screening Information Request (SIR) for the Strategic Sourcing for the Acquisition of Various Supplies and Equipment (SAVES)

Questions & Answers / Clarifications

This document contains questions and answers related to the SAVES HWSW solicitation, providing clarifications on various sections and attachments.

• ISO 9001 Certification: Offerors must provide their own ISO 9001:2015 certification; parent company or manufacturer certifications are not acceptable. Small businesses may provide proof of the certification process being underway, with completion required within 12 months of award.
• OEM Authorization: Offerors must demonstrate OEM authorized reseller relationships (5 for Small Business, 10 for Unrestricted). Letters of Authorization (LOAs) must come directly from the OEM and be current as of the proposal submission date. Generic LOAs from distributors are not acceptable.
• Pricing Model (Attachment 2): The pricing worksheet is for evaluation purposes and is not all-inclusive. Offerors must propose prices for all items listed. Several questions address specific product part numbers, End-of-Life (EOL) products, and OEM discrepancies (HPE vs. HPI), with many resulting in amended SIRs or updated attachments.
• Past Performance: Examples must be recent (within 3 years of solicitation issuance) and relevant. Both completed and ongoing contracts are acceptable. Prime contractors must provide at least one prime contract example; subcontractors' experience is considered but must demonstrate meaningful involvement.
• Evaluation Approach: Awards will be made using a Lowest Price Technically Acceptable (LPTA) approach.

Numerous clarifications and amendments have been issued, particularly concerning Attachment 2 (Pricing Model), OEM requirements, and past performance documentation. Offerors must refer to the amended SIR documents for the most current requirements.

Form / Attachment / Pricing Sheet

This document, "Attachment 2B - Unrestricted Price Model Evaluation Worksheet," is an Excel spreadsheet provided for vendors to input their proposed pricing for the opportunity. It serves as a historical representation of the FAA's hardware and software requirements and is used for evaluation purposes under the IDIQ contract.

• Vendor Name: Field to be completed by the offeror.
• CLIN Structure: Provided by the FAA in Column A, including OEM, part number, description, and quantity (Columns B-F).
• Pricing Input (Yellow Highlighted Fields):
  • Columns G-J: Offerors must input MSRP, Contract Vehicle, Contract Vehicle Unit Price (excluding fees), and Proposed Unit Price.
  • Columns L-AC: Offerors must enter an escalation rate for Years 2 through 10.
• Evaluation: The Government will evaluate the total price indicated in Column AD, Row 114.

Offerors within the Unrestricted Business Pool must complete the yellow-highlighted fields in the "Price Evaluation Unrestricted" tab. This includes providing proposed unit prices and escalation rates. The government will evaluate the total price submitted. Offerors are advised that proposed prices may be utilized within the first six months of contract award, so pricing must be reasonable and balanced.

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

This Statement of Work (SOW) outlines the requirements for the Strategic Sourcing for the Acquisition of Various Equipment and Supplies (SAVES) Information Technology (IT) Commercial Products for the Department of Transportation (DOT), administered by the FAA Offices of Acquisition and Business Services (ACQ) and Information and Technology Services (AIT).

The SAVES contract covers a wide range of IT products and services, including:

• Software, network infrastructure components (servers, switches, storage arrays, network devices).
• Personal computing devices (workstations, laptops, tablets, thin clients, notebooks).
• Computer peripherals and accessories.
• Audio/visual equipment.
• Miscellaneous IT equipment.
• Cloud-based services.
• Product-based services directly related to the offered products.
• Facilitation of IT asset acquisition, deployment, and maintenance, including asset recovery/disposition and warehousing.

This SOW explicitly excludes non-COTS software, software development, web development, software operations and maintenance (O&M), and alterations to physical sites.

• Categories: The SOW defines categories for:
  • Personal Computing Devices (Category 1 & 2)
  • Servers, Storage Systems, Network Devices (Category 1 & 2)
  • Telecommunications, Video, Audio/Visual Equipment (Category 1 & 2)
  • Software License, Subscriptions, & Maintenance Agreements (Category 1 & 2)
  • Print and Imaging Devices (Category 3)
  • Product-Based Services (Category 4)
• Contract Line Item Numbers (CLINs): Specific CLINs are established for new hardware/software, annual renewals, multi-function devices, and product-based services.
• Warranties and Maintenance: Standard commercial warranties are required, with options for extended warranties and maintenance agreements. Advance replacement is required for defective computing devices.
• Product-Based Services: Include system configuration, integration, physical site analysis, installations, equipment maintenance, training, and engineering.
• IT Standards and Compliance: Products must comply with FAA IT Standards, including IPv6 capability, TLS 1.3 compliance, Section 508 of the Rehabilitation Act, and specific configuration management requirements.
• Regulatory Compliance: Adherence to various federal regulations and standards, including cybersecurity, PIV, Energy Star, and FedRAMP for cloud services.

Not explicitly defined in this SOW, but services are performed as requested on individual delivery orders.

• Primary Representative: Contractor must appoint a primary representative to work with the FAA.
• Asset Tagging: Agency-approved barcode labels are required.
• Supply Chain Risk Management (SCRM): Subject to Federal SCRM policies and NIST standards.
• Rebate Program: A 0.5% rebate on hardware and software purchases is required.
• Reporting: Weekly Asset Identification (AI) Reports and Monthly Activity Reports (MAR) are required.
• Technology Refreshment: FAA will conduct technology refreshment processes.
• ISO 9001 Certification: Contractor must maintain current ISO 9001 certification.

Form / Attachment / Pricing Sheet

This document is Attachment 4, a Past Performance Information Sheet, which bidders must complete for each contract vehicle they submit as part of their proposal. It requires detailed information about past performance to assess the bidder's capability and experience relevant to the solicitation (SIR 697DCK-25-R-00302).

• Offeror Information: Company Name, CAGE Code, UEI Number.
• Contract Vehicle Details: Program/Contract Name, Contracting Agency, Contract Number, Contract Type, Period of Performance, Awarded Value (Total and Annual), Number and Value of Orders within 12 months.
• Proposed Role: Prime or Subcontractor for the SAVES HW/SW Contract.
• Effort Description: Brief description of the awarded effort.
• Customer Points of Contact: Program Manager/COR and Contracting Officer details.
• Performance Narrative: Detailed discussion on relevance to the SIR's SOW Sections C06-16, OEM coverage, and relationships.
• Quality Assessment: Discussion on Quality of Supplies/Service, Timeliness, Customer Satisfaction, Business Relations, and Cost Management as per SIR Sections L.11.2.2.1(a)ii – vii.

Completing this form accurately and thoroughly is crucial for demonstrating past performance, a key evaluation factor. Bidders must provide specific details and narratives that directly address the requirements outlined in the solicitation, particularly concerning SOW sections and performance metrics. Failure to provide comprehensive information may impact the evaluation of their proposal. The form also requires bidders to note any organizational changes in the last 3 years that might affect the relevance of the submitted effort.

Form / Attachment / Pricing Sheet

This document, "Attachment 2A - Small Business Price Model Evaluation Worksheet," is an Excel spreadsheet provided for vendors to input their proposed pricing for the IDIQ contract. It serves as a historical representation of FAA requirements and is not exhaustive of all hardware and software needs.

• Instructions and Assumptions: Vendors must use the "Price Evaluation Small" tab to enter pricing. All yellow-highlighted fields in the "Price Evaluation" tab require completion.
• CLIN Structure: The spreadsheet outlines the CLIN structure, OEM, part number, description, and quantity for each item.
• Pricing Input: Offerors must input the MSRP, Contract Vehicle, Contract Vehicle Unit Price (excluding fees), and Proposed Unit Price in the designated yellow-highlighted columns (G through J).
• Escalation Rates: Offerors are required to enter escalation rates for Years 2 through 10 in the yellow-highlighted fields (Columns L through AC).
• Protected Fields: Column F (Quantity) is protected and must remain locked.

This worksheet is critical for small business pool offerors to submit their pricing proposals. The government will evaluate the total price indicated in Column AD, Row 91. Offerors must ensure their proposed pricing is reasonable and balanced, as the FAA reserves the right to utilize proposed prices within the first six months of contract award. Failure to complete all required yellow-highlighted fields may impact the evaluation.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire provided by the Federal Aviation Administration (FAA) for the SAVES requirement (SIR # 697DCK-25-R-00302). It is intended to gather feedback on a contractor's performance on a previous contract.

Part One provides instructions for completing the questionnaire, including guidelines for responses and submission.

Part Two is the questionnaire itself, which includes fields to identify the contractor, contract details, and the proposed role in the SAVES HWSW Contract. It also includes a rating scale (Excellent, Good, Satisfactory, Marginal, Unsatisfactory, N/A) with definitions for evaluating contractor performance.

The questionnaire is divided into sections covering:

• Quality of Service
• Timeliness of Performance
• Customer Satisfaction
• Customer Service Relations and Effective Management of Assets
• Ability to Manage Cost

It requests narrative explanations for ratings below 'Satisfactory'.

Offerors who are asked to complete this questionnaire will use it to provide feedback on their past performance. The FAA uses this information as part of the evaluation process for the SAVES requirement. Bidders should ensure they accurately and thoroughly complete this form as it directly impacts the evaluation of their past performance.

Amendment / Modification

• The proposal due date has been extended from September 18, 2025, at 1700 ET to September 30, 2025, at 1700 ET.

• A subsequent amendment will be issued to address questions received and to provide updated attachments.

• The due date for proposal submission is affected.

• The deadline for proposal submissions has been extended to September 30, 2025, at 1700 ET.

Form / Attachment / Pricing Sheet

This document is a Contract Data Requirements List (CDRL) and Data Item Description (DID) for an "Asset Identification Report." It specifies the requirements for contractors to provide a detailed electronic report of all personal property assets procured by the Federal Aviation Administration (FAA). This report serves as a Bill of Materials (BOM), property manifest, or Serialized Assembly Record (SAR), using unique asset identifiers (e.g., barcode labels) to track assets throughout their lifecycle.

• Data Item Number: APM-400
• Title: Asset Identification Contract Data Requirements List and Data Item Description
• Subtitle: SOW & Contract Clause
• Description: Details the electronic report of personal property assets, including systems, subsystems, and lowest replaceable units (LRUs).
• Format: Electronic media (MS Excel, CSV, RTF, or ASCII text).
• Required Fields: Includes Asset Identifier, National Stock Number (if applicable), Description/Noun Nomenclature, Manufacturer, Manufacturer Part Number, Manufacturer CAGE Code, Manufacturer Serial Number, Unit Cost, Unit of Measure, FAA Configuration Identification, FAA Contract Number, FAA Purchase Order Number, Field Spare status, Test Equipment status, Parent Asset Identifier (if applicable), Warranty Expiration, Year Manufactured, and Ship/Deliver To information.

Bidders must understand the specific data elements required for the Asset Identification Report. This document dictates the format and content of the deliverable, which is crucial for asset tracking and management by the FAA. Contractors will need to ensure their systems and processes can capture and report this information accurately and in the specified electronic format. The report is required for each equipment delivery before Initial Operating Capability (IOC) and upon delivery of additional equipment or wholesale changes to the system hardware baseline.

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

This Statement of Work (SOW) outlines the requirements for the Strategic Sourcing for the Acquisition of Various Equipment and Supplies (SAVES) Information Technology (IT) Commercial Products. The primary goal is to provide the Federal Aviation Administration (FAA) with a simplified process for obtaining commonly used IT products and services at volume-based prices, while maintaining or improving quality and service levels.

This DOT-wide strategic sourcing contract covers a range of IT hardware and software products, including:

• Personal Computing Devices (workstations, laptops, tablets, thin clients, notebooks)
• Network Infrastructure Components (servers, switches, storage arrays, network devices)
• Telecommunications, Video, and Audio/Visual Equipment
• Computer Peripherals and Accessories
• Multi-functional Devices (printers, plotters, scanners)
• Software licenses, subscriptions, and maintenance agreements
• Cloud-based services

The scope also includes product-based services directly related to the offered products, such as:

• System Configuration and Integration
• Physical Site Analysis
• Installations
• Equipment Maintenance
• Training
• Engineering
• Asset Tagging
• Warehousing (for consolidated purchases)

This SOW explicitly excludes non-COTS software, software development, web development, software operations and maintenance (O&M), and physical site alterations (e.g., wiring, construction).

• Contractors must comply with FAA IT Standards and configuration management requirements.

• Products must meet specific technical requirements (e.g., IPv6 capability, TLS 1.3 compliance, Energy Star qualification).

• ISO 9001:2015 certification is required.

• Specific performance metrics are detailed within various sections, including warranty terms (minimum 3 years for computing devices), delivery timelines, and reporting requirements (e.g., weekly Asset Identification Reports, monthly Activity Reports).

• The contract is administered by the FAA Offices of Acquisition and Business Services (ACQ) and Information and Technology Services (AIT).

• Specific place of performance will be determined at the individual delivery order level.

• Contractors must appoint a primary representative to liaise with the Contracting Officer (CO) and Contracting Officer's Representative (COR).

• Compliance with Federal Information Security and Privacy Program & Policy, Federal Information Technology Acquisition Reform Act (FITARA), and cybersecurity directives (e.g., Executive Order 14028) is mandatory.

• Supply Chain Risk Management (SCRM) policies must be followed.

• A SAVES IT HW/SW rebate program of 0.5% is required.

• Contractors must provide OEM extended maintenance and honor manufacturer warranties.

• All IT systems procured after September 1, 2005, must meet Federal PIV identification and authentication standards.

• Products must be capable of operating native IPv6.

• Software must adhere to FedRAMP compliance requirements for cloud services.

Form / Attachment / Pricing Sheet

This document, "Attachment 2 - Price Evaluation Worksheet," provides a structured template for vendors to submit pricing information for the SAVES (System for Acquisition, Visibility, and Execution) opportunity. It serves as a historical representation of FAA requirements and is crucial for the evaluation of IDIQ contract proposals.

• CLIN Structure: Pre-defined CLINs are provided in Column A, along with OEM, part number, description, and quantity (Columns B-E).
• Vendor Input: Offerors are restricted to entering information only in Columns F through I.
• Required Fields for Offerors:
  • Column G: MSRP
  • Column H: Contract Vehicle (e.g., Commercial, GSA FSS, NASA SEWP)
  • Column I: Contract Vehicle Unit Price (excluding fee), entered to two decimal places.
• Evaluation Column: Column J, "Total Evaluated Price," will be automatically calculated by the government based on the provided CLINs and offeror pricing.

This worksheet is essential for proposal preparation. Vendors must accurately populate Columns F through I as instructed. The government will use the "Total Evaluated Price" in Column J for evaluation purposes. Offerors are cautioned that proposed pricing must be reasonable and balanced, as the FAA reserves the right to utilize these prices within the first six months of contract award, even if the intent is to compete at the delivery order level.

Form / Attachment / Pricing Sheet

This Excel file, "Attachment 6__Schedule B CLIN_OEM List_20250605.xlsx", serves as a critical attachment detailing Contract Line Item Numbers (CLINs), categories, sub-categories, item descriptions, and Original Equipment Manufacturer (OEM) lists relevant to Schedule B of the contract. It is intended for bidders to reference for understanding specific hardware and software requirements, including maintenance and support.

• CLINs and Categories: Outlines various categories such as NEW HW/SW, ANNUAL HW/SW, Multi-Function Devices, and APPROVAL: HW/SW requirements.
• Item Descriptions: Provides specific details for items including Personal Computing Devices, Software licenses, Enterprise License Agreements, hardware asset tags, installation services, and warranty services.
• OEM Lists: Contains extensive lists of approved or potential OEMs for both Hardware (HW) and Software (SW) components.
• Prohibited Items: Explicitly lists items that are not permitted for purchase, such as non-COTS software, software development, web development services, software operations and maintenance (O&M) services, and Level of Effort (LOE) support services.
• Summary Sheets: Includes "Summary" and "DetailedSummary" sheets with counts of products by category and OEM.
• Date: The filename indicates the list is current as of June 5, 2025.

This document is essential for bidders to understand the specific types of hardware and software that can be procured, along with associated services and any restrictions. Bidders must review this attachment to ensure their proposed solutions align with government requirements, to understand OEM-specific stipulations, and to develop accurate pricing. The detailed OEM lists and product counts are crucial for compliance and proposal development.

Form / Attachment / Pricing Sheet

This document is Attachment 4, a Past Performance Information Sheet, which bidders must complete for each contract vehicle they submit as part of their proposal. It is designed to gather detailed information about the bidder's past performance on relevant contracts.

• Offeror Information: Company/Division Name, CAGE Code, UEI Number.
• Contract Vehicle Details: Program/Contract Vehicle Name, Contracting Agency, Contract Number, Contract Type, Period of Performance, Contract Awarded Value (total and annual), number and value of orders within 12 months of proposal.
• Proposed Role: Bidder's role (Prime or Subcontractor) on the SAVES HW/SW Contract.
• Effort Description: Brief description of the awarded effort.
• Customer Points of Contact: Program Manager/COR and Contracting Officer contact details.
• Narrative Sections (F-G): Detailed discussion on:
  • Relevance of the past work to the SIR requirements, specifically addressing SOW Sections C06-16 and OEM coverage.
  • Quality of Supplies/Service, Timeliness of Performance, Customer Satisfaction, Business Relations/Integrity/Effective Management, and Ability to Manage/Control Cost, as required by SIR Sections L.11.2.2.1(b)(ii)-(vii).

Bidders must use this form to document their past performance. The narrative sections require specific details linking past contract work to the current SIR's requirements and evaluating performance against key criteria. Adherence to the page limitations (3 pages per example) and SIR Section L.10.1 is crucial. Failure to provide this information may impact the evaluation of the proposal.

Form / Attachment / Pricing Sheet

This document, "Attachment 3 - OEM Authorization Relationship.xlsx", provides instructions and a template for vendors to detail their relationships with Original Equipment Manufacturers (OEMs). It is intended for evaluation purposes related to the IDIQ contract, SIR #697DCK-25-R-00302.

• Instructions: Vendors must complete the "OEM Relationship" tab according to Section L.11.2.1 (b) of the solicitation.
• OEMs Requiring Coverage: Column A lists specific OEMs for whom coverage information is required.
• Authorization Level: Columns B and C require vendors to indicate their level of authorized reseller status (all or a subset of products) for each OEM.
• Letter of Authorization (LOA): Column D requires the attachment number of the LOA to the proposal.
• OEM Point of Contact (POC): Columns E, F, and G require the name, email, and phone number of the OEM POC.
• Definitions: Clarifies what constitutes an "Authorized reseller."
• DropdownList Sheet: Provides a list of OEMs and associated contract vehicles, likely for reference.

This attachment is crucial for bidders to demonstrate their authorized reseller status with key OEMs relevant to the opportunity. Failure to complete this worksheet accurately and in accordance with the instructions may impact proposal evaluation, as it is explicitly tied to Section M (evaluation) and Section L (submission requirements).

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet template for Questions and Answers (Q&A) related to a solicitation. It is designed to guide bidders in submitting questions and to provide a structured format for the government's responses.

• Question Number: A unique identifier for each question.
• Reference SIR Section: The specific section of the Solicitation/Information/Request (SIR) that the question pertains to.
• Reference SIR Subsection and Paragraph Number: A more granular reference within the SIR.
• Quote Specific SIR language in question: A direct quote from the SIR that is the subject of the question.
• Question: The bidder's specific question.
• Suggested resolution (if applicable): A space for a proposed solution or clarification, if the bidder has one.

This template is crucial for bidders to effectively submit their questions regarding the solicitation. Using this format ensures clarity and helps the government provide precise answers, thereby reducing ambiguity and aiding bidders in preparing accurate and compliant proposals. It standardizes the Q&A process, making it easier for all parties to track and understand the clarifications provided.

Form / Attachment / Pricing Sheet

This document, "Statement of Work Appendix 1a: Contract Management Deliverables," outlines the specific reports and data submissions required from vendors as part of contract management. It details the format, content, and submission deadlines for various reports.

• General Information: Applies to all reports, including vendor data submission requirements, report formatting (Excel, text-only, no special formatting), and common rejection reasons (formatting and data issues).
• Report Types and Due Dates:
  • Asset Identification (AI) Report: Due weekly by Monday, 11:59 am ET.
  • Monthly Activity Report (MAR): Due by the 10th of each month, 11:59 am ET.
  • SAVES IT HW/SW REBATE (Admin Fee) Report: Due quarterly.
• Specific Report Details:
  • Asset Identification (AI) Report: Weekly report for asset identification data, used for tracking assets. Includes specific columns and formats for software and hardware purchases.
  • Monthly Activity Report (MAR): Monthly report detailing sales, product, and performance data. Composed of an Excel workbook with multiple tabs.
  • SAVES IT HW/SW REBATE PROGRAM Report (Admin Fee): Quarterly report detailing collected rebates (0.5% of hardware/software purchases).
• Rejection and Revision Procedures: Outlines reasons for report rejection and the process for resubmitting revised reports.

This appendix is critical for vendors to understand their ongoing reporting obligations under the contract. It specifies the exact data, format, and timing required for various reports, which directly impacts contract compliance and performance evaluation. Bidders must pay close attention to the detailed column requirements and submission deadlines for each report type to ensure successful contract execution.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire provided by the Federal Aviation Administration (FAA) as part of the SAVES requirement (SIR # 697DCK-25-R-00302). It is used to gather feedback on a contractor's performance on a previous contract.

The questionnaire is divided into two parts:

• Part One: Instructions - Provides guidelines for completing the questionnaire, including how to submit it, acceptable response formats, and the need for narrative explanations for ratings below 'Satisfactory'. It also requests comments on other similar programs/contracts with the Offeror.
• Part Two: Questionnaire - Includes fields to identify the contractor being evaluated, contract details, the respondent's information, and a rating scale (Excellent, Good, Satisfactory, Marginal, Unsatisfactory, N/A) with definitions. The questionnaire itself covers:
  • Quality of Service
  • Timeliness of Performance
  • Customer Satisfaction
  • Customer Service Relations and Effective Management of Assets
  • Ability to Manage Cost

This questionnaire is used by the FAA to assess the past performance of offerors. Bidders should understand that their performance on previous contracts, as evaluated through this questionnaire, will be a factor in the current acquisition. The feedback provided by previous customers is crucial for the government's evaluation process.