Industry Questions and Answers (A01).xlsx
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- Solicitation number
- 12-1NTS-25-R-0003
About this file
This file is an Industry Questions and Answers document for a USDA Agricultural Marketing Service solicitation (Solicitation Number: 12-1NTS-25-R-0003) for Vessel Loading and Unloading Observation (VLUO) Services. The solicitation seeks a single contractor to perform third-party cargo observation services for both domestic (CONUS) and international (OCONUS) locations, covering cargo loading, discharge surveys, draft surveys, and delivery surveys for food assistance programs. Key details include a firm-fixed price contract structure, proposal due date of September 15, 2025 at 4:30 PM CST, and an intended contract award date of October 1, 2025, with a base performance period from October 1, 2025 to September 30, 2026.
The document covers 41 industry questions addressing critical aspects such as performance locations (including over 40 countries like Afghanistan, Colombia, Ethiopia), observation requirements (one observer per ship hold), pricing expectations (all-inclusive rates), and contract specifics. OCONUS locations will primarily utilize the Port of Djibouti, with observations required for containerized, bulk, and breakbulk commodities. The government emphasizes that offerors must submit proposals covering all listed performance locations, with rates to include all associated costs. Task orders will be issued on a firm-fixed price basis with a not-to-exceed amount, and the government reserves the right to potentially make multiple awards despite intending a single award.
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Questions
| Question # | Date | Question | Government Response |
| 1 | 9/2/25 | Confirm Offer Due Date | The Government has extended the due date in Amendment 01 to 9/15/2025 at 4:30pm CST. |
| 2 | 9/2/25 | I see the contract award is from October 1st therefore I clearly understand awards are required by September 10th | The Government intends to Award the Contract award on or about 10/01/2025 |
The Government has extended the due date in Amendment 01 to 9/15/2025 at 4:30pm CST.
| 3 | 9/2/25 | Rate scheduled KC-337 related to OCONUS | Yes, The Government can confirm this is related to OCONUS. |
| 4 | 9/2/25 | Is there a format for CONUS - Vessel Loading Observation Price rate Sheet or is this format to be decided by the Offeror | This rate sheet has been attached in SAM.gov under Amendment 01 |
| 5 | 9/2/25 | Do you have the current wage determination for an Observer ? | No, The Government does not currently have the current wage determination for an observer. The wage for the observers is determined by the offeror via the Department of Labor |
| 6 | 9/2/25 | Will those inspections be conducted only in states that have a maritime operation, including all the ports on the Gulf of America (formerly the Gulf of Mexico), Atlantic Ocean, and Pacific Ocean? | The form KC-362 lists all approved CONUS port locations and terminals that the Contractor will be responsible for servicing. This form and revisions will be located at: https://www.ams.usda.gov/sites/default/files/media/KC0362.pdf |
| 7 | 9/2/25 | It's said that inside the CONUS and outside of the CONUS. Can you send me the ports that will need this service in the continental United States and outside the CONUS? | The Government intends to provide capability CONUS - Currently, the form KC-362 lists all approved port locations and terminals that the Contractor will be responsible for servicing. This form and revisions will be located at: https://www.ams.usda.gov/sites/default/files/media/KC0362.pdf |
OCONUS - Most inland east African countries utilize the Port of Djibouti. The exact port for every country mentioned is not guaranteed at this time. Afghanistan, Algeria, Bangladesh, Burkina Faso, Burundi, C. African Rep., Cameroon, Chad, Colombia, Democratic Republic of Congo, Republic. of Congo, Djibouti, Ecuador, El Salvador, Ethiopia, Ghana, Guatemala, Haiti, Honduras, Ivory Coast, Kenya, Liberia, Madagascar, Malawi, Mauritania, Mozambique, Nepal, Niger, Nigeria, Pakistan, Rwanda, Senegal, Sierra Leone, Somalia, Sri Lanka, Sudan, Syria, Tanzania, Uganda, West Bank Gaza, Yemen, Zimbabwe, and Republic of South Africa.
8 9/2/25 The closing date is October 10, 2025, but the end of the question is September 2, 2025. Can you extend the end date of the question so we can read and interpret this project very clearly? The Government has extended the due date in Amendment 01 to 9/15/2025 at 4:30pm CST.
The Government does not anticipate extending the proposal.
| 9 | 9/2/25 | Can you send me a copy of the Survey information form so I can read it and understand what you want on it? | All forms are attached in SAM.gov. |
| 10 | 9/2/25 | Can you pass me the name of the previous Contractor who had this project in the past 5 years? | This a new award there currently no incumbents to support this effort. |
| 11 | 9/2/25 | Can you send me the Price the previous contractor quoted for the whole project, or the Solicitation for the past 5 years? | This a new award there currently no incumbents to support this effort. |
| 12 | 9/1/25 | Please kindly advise, if it possible to focus on particular region such as, Cameroon, chad or central Africa regions | The Government intends that the offeror must submit a proposal that includes all places of performance listed in the solicitation. |
| 13 | 9/2/25 | The period of performance states that the base year begins October 1, 2025 and ends January 31, 2026. This seems to be in error, can the government clarify the expected period of performance with consideration that the proposal response is due Oct 10 on sam.gov. | The Government intends the period of performance for the base year to begin on or about October 1, 2025, and ends September 30, 2026. |
| 14 | 9/2/25 | The government currently is issuing the resultant IDIQ contract as a Firm Fixed Price (FFP). Can the government confirm the FFP refers to the firm rates set over the course of the contract which will be applied based on the level of effort at the task order level. | Firm Fixed Price refers to the pricing submitted by the offeror with their proposal for the entire life of the contract broken down per option period. |
| 15 | 9/2/25 | The government states that Task Orders will be issued on a FFP with a Not-To-Exceed (NTE) amount. In other sections, it only references the contracts will be awarded on a NTE basis. Can the government clarify the format in which task orders are released and if both apply, what will be included in the FFP vs NTE contract scope/pricing. | Firm Fixed Price refers to the actual agreed upon cost to the government based on the pricing submitted by the offeror in their proposal. The not-to-exceed establishes a maximum limit or cap on a payment, cost, or quantity, ensuring that it does not go beyond a specified value, often used in contracts to control budgets and provide a ceiling for services or goods. |
| 16 | 9/2/25 | Oral task orders are not preferred, but necessary occasionally to expedite service. Can the government clarify the process and timeline by which oral task orders are received in writing post oral issuance. | The Government intends to provide procedures at the task order level |
| 17 | 9/2/25 | As there are a number of holds on Breakbulk-Conventional Loaded conveyances, can the government confirm that it is the intention is for the contractor to deploy a single personnel for each hold on a surveyed ship? If so, in our experience this an excessive and costly expense to the government as multiple holds can be covered by one observer. | The Government intends to ensure smooth operation with accurate reports, the requirement for 1 observer per hold and 1 on the ground is required. |
| 18 | 9/2/25 | Can the government clarify the location and attach these documents/template as there is no Appendix 1/3 listed. KC 43/44 are as separate attachments and the WBSCM template is not included within the solicitation files currently. | The forms needed have been attached in SAM.gov. |
CONUS - Currently, the form KC-362 lists all approved port locations and terminals that the Contractor will be responsible for servicing. This form and revisions will be located at: https://www.ams.usda.gov/sites/default/files/media/KC0362.pdf
OCONUS - Most inland east African countries utilize the Port of Djibouti. The exact port for every country mentioned is not guaranteed at this time. Afghanistan, Algeria, Bangladesh, Burkina Faso, Burundi, C. African Rep., Cameroon, Chad, Colombia, Democratic Republic of Congo, Republic. of Congo, Djibouti, Ecuador, El Salvador, Ethiopia, Ghana, Guatemala, Haiti, Honduras, Ivory Coast, Kenya, Liberia, Madagascar, Malawi, Mauritania, Mozambique, Nepal, Niger, Nigeria, Pakistan, Rwanda, Senegal, Sierra Leone, Somalia, Sri Lanka, Sudan, Syria, Tanzania, Uganda, West Bank Gaza, Yemen, Zimbabwe, and Republic of South Africa.
| 19 | 9/2/25 | What are the extent of the changes that will be made to the contractor's submitted invoices? | Changes or corrections to deliverables are only needed when information has been misunderstood or is missing when compared to the Task Order. |
| 20 | 9/2/25 | Can the government confirm if this is intended to be a single award or open to multiple awardees. Section 52.216-27 Single or Multiple Awards (OCT 1995) also indicates that multiple sources may be awarded on the task order level. | The government intends for it to be a single award but reserves the right for multiple award. |
| 21 | 9/2/25 | How does the government intend for these ancillary services to be priced as there is no space within the current KC-337 or pricing structure to propose pricing for these services? | There are not any ancillary services for the OCONUS services (KC-337). |
| 22 | 9/2/25 | How does the government intend for offerors to price these additional services? Are task orders going to be issued with the same requirements and pricing for the primary services? | The offeror is to provide the government with their cost for performing these additional services. Rates/pricing should be all inclusive. |
Yes, the task orders will be issued for the requirements and will use the pricing submitted by the offeror and agreed upon by the government.
| 23 | 9/2/25 | What, if any, is the anticipated Government FurnishedMaterial for this contract? | The Government does not intend to provide Government furnished material. |
| 24 | 9/2/25 | If this list is intended to be what documents are attached to the solicitation, can the government please attach the Past Performance Questionnaire template as it currently seems to be absent. | The Past Performance Questionnaire has been attached in SAM.gov under Amendment 01 |
| 25 | 9/2/25 | Can the government clarify which attachment/format is required when completing the CONUS " Vessel Loading Observation Price Rate Sheet". This is not the title of a current table or document included in the solicitation. | This rate sheet has been attached in SAM.gov under Amendment 01 |
| 26 | 9/2/25 | Can the government please identify the historical observation task order quantities/frequencies and Metric Tons (MT) covered under the incumbent contract and any estimated future orders under this resultant contract? This information is preferred for offerors to provide accurate pricing for its proposal. | This a new award there currently is no historical data. |
| 27 | 9/2/25 | Please confirm that this is the final language intended for the solicitation release. There seems to be placeholder narrative in place for the section and requirements. | The Government has included the final language under Amendment 01. |
| 28 | 9/2/25 | Clarifying if the 3 instances of the attached KC-0041 should be renamed to their respective Titles. KC-0041/43/44 | The KC-41, KC-43, and KC-44 have all been attached in SAM.gov under Amendment 01. |
| 29 | 9/2/25 | Please confirm if resumes can be submitted as an Appendix not subject to the 10 page limitation for all other offer components. | Yes, under the Contractor Capacity section it states that the resumes for the key personnel should be no longer than 2 pages. |
| 30 | 9/2/25 | Please confirm if offerors can submit copies of certifications, such as ISO, outside of the 10 page limitation for all other offer components. | Yes, the Government intends for the offeror to submit copies of certifications outside of the 10-page requirement addressing the other compnents of the offer in accordance with the PWS. |
| 31 | 9/2/25 | This date and time for the due date of offers contradicts that listed on sam.gov. Please confirm that the final due date is October 10, 2025. If the intended due date is September 10, this is insufficient time for offerors to review and price the requirements as listed considering the global scope of the program and clarifications needed. | The Government has extended the due date in Amendment 01 to 9/15/2025 at 4:30pm CST. |
| 32 | 9/2/25 | Please confirm that the liquidated damages to be paid are .33% of the task order value and not the value of the IDIQ. | Yes, the liquidated damages to be paid are .33% of the task order value. |
| 33 | 9/2/25 | Attachment D.5 - Schedule of Deductions is not currently attached. Can the government clarify if there is a missing attachment or if the liquidated damages under FAR 52.243-1 are the intended deduction. | This section has been updated in Amendment 01 of the solicitation. There is not a missing attachment and the liquidate damages will be in accordance to FAR 52.211-11 which is included in the solicitation. |
| 34 | 9/2/25 | Can the government clarify if these listed items are deliverables as they seem to be scope of work actions to complete? In addition can the government update the table to have the correct numbering tiers as it is unclear at the moment on some items. | The only deliverables needed are reports and invoices. |
| 35 | 9/2/25 | The Quality Control Plan is not currently listed as a separate item to submit within the solicitation instructions. Is this intended to be submitted within the Technical Volume and if so is it subject to the 10 page limitation? If required, we recommend allowing it as an appendix outside of the page limitation requirements. | The Quality Assurance Surveillance Plan has been added as a required separate attachment in the proposals under Amendment 01. |
| 36 | 9/2/25 | This statement seems to indicate that there are additional individual country blanket contracts for inland deliveries. Can the government clarify if these inland delivery contracts are intended to be separate task orders for the offeror or contracted by USDA under separate company contracts? | The Government Intends that the task orders will indicate the type of delivery. |
| 37 | 9/2/25 | With USDA's currently open ended final ports and inland delivery destinations covered by this solicitation, will there be an opportunity to propose costs in addition to the rates as identified on the KC-337 for country and/or inland travel? If all theoretical costs including travel are intended to be rolled into the KC-337 rates proposed at this time, the government risks very high costs to compensate. Ex. A mock task order to observe at a port in Sudan with a final destination survey in Niger is currently to be priced under the same rate as one with a final destination in Sudan as currently "Rates must include cost to perform surveys at both the discharge and delivery locations." | The Government intends that the rates/pricing should be all inclusive for each individual country. |
| 38 | 9/2/25 | Based on the questions period covering a holiday weekend, the scope of this requirement, and the clarifications requested, we would like to know if the government would accept a question deadline extension or the submission of a second round of questions after USDA's response on 09/05/2025. | The Government does not intend to extend the deadline for questions. |
| 39 | 9/2/25 | Does USDA anticipate any CONUS observation at the listed U.S. Intermodal Plants and Bridges in addition to ports and terminals? | U.S. Intermodal Plants do not require CONUS observations. |
CONUS - Currently, the form KC-362 lists all approved port locations and terminals that the Contractor will be responsible for servicing. This form and revisions will be located at: https://www.ams.usda.gov/sites/default/files/media/KC0362.pdf
OCONUS - Most inland east African countries utilize the Port of Djibouti. The exact port for every country mentioned is not guaranteed at this time. Afghanistan, Algeria, Bangladesh, Burkina Faso, Burundi, C. African Rep., Cameroon, Chad, Colombia, Democratic Republic of Congo, Republic. of Congo, Djibouti, Ecuador, El Salvador, Ethiopia, Ghana, Guatemala, Haiti, Honduras, Ivory Coast, Kenya, Liberia, Madagascar, Malawi, Mauritania, Mozambique, Nepal, Niger, Nigeria, Pakistan, Rwanda, Senegal, Sierra Leone, Somalia, Sri Lanka, Sudan, Syria, Tanzania, Uganda, West Bank Gaza, Yemen, Zimbabwe, and Republic of South Africa.
| 40 | 9/2/25 | Is there specific microbiological, chemical, and fit for human consumption testing required or is the offeror to propose this within their proposal? If so, in what format shall offerors submit their rates for these services as it is not listed within the current pricing proposal structure? | The Government intends for the offeror to provide its own format. |
| 41 | 9/2/25 | This requirement is for "contract holders" to complete the past performance rating form and email to the contracting officer. This is in conflict with the sam.gov listing that states: "Past performance ratings should be submitted directly to the Contract Officer from a third party". Please clarify which is the case. In addition, can the government please provide the referenced past performance form? | The Government has updated this statement under Amendment 01. |
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