A00001 Questions and Answers.xlsx
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- Attached to
- FNS Storage and Distribution Services Federal contract opportunity
- Solicitation number
- 12-3198-25-R-0010
About this file
This is a Questions and Answers document containing 88 questions related to solicitation 12-3198-25-R-0010 for FNS Storage and Distribution Services. Key details from the Q&A include: the requirement is for storage and distribution of dry, refrigerated, and frozen food products with an estimated 90,000 pallets annually nationwide and approximately 270 inbound trucks monthly. The contract will be awarded as an IDIQ with hybrid task orders (firm-fixed price, time and materials, and labor hour) for two zones, with no single contractor able to win both zones.
Notable clarifications include: contractors must provide sufficient storage capacity based on volumes in Attachment T; reviewed financial statements are acceptable with CEO/CFO attestation; a $10M performance bond is required; no floor-loaded deliveries are currently required though capability is needed; contractor must use their own IT equipment and integrate with WBSCM; and delivery appointments must be scheduled with recipients. The contract includes a one-year base period plus four one-year options. Questions were due January 28, 2025, with award anticipated "as soon as possible" per the terms and conditions.
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Question List
| Solicitation Number: 12-3198-25-R-0010 , FNS Storage & Distribution Services | |
| Question and Answers |
| Question # | RFQ Part & Section Reference | RFQ Page# | Question | Answer | ||
| 1 | Is there an estimate that can be provided on the total number of pounds/cases/pallets of dry, refrigerated, and frozen products that would be stored at any given time? | That information is contained in Attachment T | ||||
| 2 | Do we need to have a certain amount of space dedicated for storage to even be considered for this contract? If so, what amount of dry, refrigerated, and frozen is required? | Attachment T contains anticipated storage volume ranges. Contractors must possess enough space to accomodate those volumes. | ||||
| 3 | How many inbound and outbound deliveries are expected each week or month? | Inbound and outbound deliveries will depend on zone awarded. An average of 270 trucks will be received monthly for nationwide service. | ||||
| 4 | How many days before the base period of performance will the contract winner be notified that they have been selected as the contract winner? | Anticipated awards will be made and annouced as soon as possible in accordance with the solicitation terms and conditions period of performance. | ||||
| 5 | On attachment J, Pricing schedule, can you describe the difference between column Q, route of service and column V, amount? | |||||
| a. My interpretation is that these two values would be the same. I’m not sure what “route of service” means. | Column Q is rate per mile for that route. Column V equals column Q times column P. | |||||
| 6 | On attachment J, Pricing schedule, would you like the prices entered in a per hundred weight or a price per pallet? | |||||
| a. If we enter a price per truck and the truck is not full the government would spend more money than necessary on freight, we can provide lower costs by only charging the government for the portion of the truck that is utilized. | Column Q is rate per mile for that route. Column V equals column Q times column P | |||||
| 7 | Tailgate delivered loads. Can you share which ship to locations require tailgate loads? | |||||
| a. The tailgate loads require special equipment with a lift gate, this equipment has a premium associated with it and we will need to include the premium for those ship to locations. | Currently only a few locations require tailgating service. The requirement will vary as receipient locations change through the life of the contract. | |||||
| 8 | Do you want the fuel surcharge included in price on attachment J, pricing schedule in column V “amount base period” on the contractor transport pricing tab? | |||||
| a. Or do you prefer we provide pricing WITHOUT the fuel surcharge any only list the fuel surcharge per mile on the contractor summary pricing tab? | See CLIN 012 remarks in row 5 of Attachment J, scroll down in formula bar. "Fuel Surcharge uses the total practical miles from the Contractor TL Transportation Price Sheet and the "US On-Highway Diesel Fuel Prices (dollars per gallon)..." | |||||
| 9 | On page 11 of the solicitation, section B.12 Obliteration of Markings: can you please clarify that the USDA requires a “salvage by” sticker on each box? | Use of a salvage sticker on all cases and inner packages is one of the accetable means to ensure damaged or disposed USDA Foods are not diverted from authorized use. | ||||
| 10 | If products arrive from the vendor to the warehouse with mixed “best if used by” dates, will the contractor be required to separate each date onto different storage pallets? Additionally, will the Government authorize extra handling fees for this separation? | Yes. A unique lot number shall be established for product with manufacture dates greater than 30 days apart within the same truck. Contractor shall not mix lots under a lot number. | ||||
| 11 | Attachment E requires Audited Financial Statements. If an offeror does not have Audited Financial Statements will that be considered non-responsive? | In accordance with the solicitation terms and conditions, Attachment E is listed as FDPIR Factsheet not requiring audited financial statements. | ||||
| 12 | Can an Offeror provide Reviewed Financial Statements instead of Audited Financial Statements | |||||
| if they do not have the latter? | Reviewed Financial Statements are acceptable, with CEO/CFO of the company attesting to the accuracy of the statements. | |||||
| 13 | If the Offeror is unable to provide Audited Financial Statements, will this be considered a failure to comply with the instructions, rendering the proposal non-responsive and leading the Government to disregard it? | Reviewed Financial Statements are acceptable, with CEO/CFO of the company attesting to the accuracy of the statements. | ||||
| 14 | There is a requirement for a performance-based surety bond to be secured by the Contractor in the amount of $10,000,000.00 in the event of severe performance, however, since these types of bonds are typically associated with construction contracts, we want to confirm that this remains a requirement? | It does remain as a requirement. | ||||
| 15 | There is a requirement for tailgating loads to agencies, but these agencies are not identified in the | |||||
| solicitation and will be determined after the award. Will the Government authorize a price adjustment for locations that require tailgating loads post award? | Recipeint agencies and their needs change periodically. There is a small number of sites that periodically need tailgate assistance. | |||||
| 16 | How will the Government-provided laptops be utilized by Contractor Key Personnel in the performance of this contract? | There is no Government issued IT equipment. Awarded contractor(s) must use their own IT resources. | ||||
| 17 | The numbering for Incentives and Penalties does not match the numbering in the performance work standards. Will the Government modify either document to ensure they align appropriately? | Attachment X- Incentives and Penalties has been amended to remove numbering. | ||||
| 18 | The pricing Excel sheet does not have space for the Offeror to provide detailed costs to support the price. Should the Offeror provide a separate worksheet for this data? | Please follow the solicitation terms and conditions Part E, Volume II: Business Proposal. | ||||
| 19 | Is the 6 months' supply of inventory maximum 19,841.40 pallets for dry storage for Zone 1? | See attachment T | ||||
| 20 | Is the 6 months' supply of inventory maximum 2,096.4 pallets for cooler storage for Zone 1? | See attachment T | ||||
| 21 | Is the 6 months' supply of inventory maximum 1,163.4 pallets for freezer storage for Zone 1? | See attachment T | ||||
| 22 | Is the 6 months' supply of inventory maximum 10,456.8 pallets for dry storage for Zone 2? | See attachment T | ||||
| 23 | Is the 6 months' supply of inventory maximum 1,899.6 pallets for cooler storage for Zone 2 | See attachment T | ||||
| 24 | Is the 6 months' supply of inventory maximum 1,651.2 pallets for freezer storage for Zone 2? | See attachment T | ||||
| 25 | Confirm that the storage CLINs 0004, 0006, and 0008 apply when the number of pallets is above the amounts listed as Minimum(s) in Attachment T for the respective temperature category? | CLINs, 004, 006 & 008 are during Surge periods only and apply only to the volumes when over the maximum. | ||||
| 26 | Is pinwheeling pallets for deliveries not accepted? | No. Contractor will not pinwheel. | ||||
| 27 | Sec 10.0 = Receipt of Commodities – “95% of IB deliveries received in their delivery window.” Is the contractor required to report to the CO when vendors/carriers wait until near the end of the delivery window to schedule multiple loads to an already full schedule? | The Contractor shall provide USDA with access to |
all scheduled inbound appointments (in a format and mechanism approved by USDA).
| 28 | What is the size limits in terms of megabytes for submitting proposals? | A single email should be able to send all three volumes, with a limit of 10MB. | ||
| 29 | Should all three volumes of the offeror’s proposal be submitted within one email submission | All three volumes should be submitted in accordance with the solictation terms and conditions. | ||
| 30 | Are we permitted to subcontract the frozen and refrigerated products under the small business clause, | |||
| while storing the dry products in our own facilities? | The Government is unsure what is being asked in this question with no reference to an actual clause number/title. | |||
| 31 | If we subcontract the frozen and refrigerated products, what is the maximum mileage range in Ohio | |||
| within which we can sublease that inventory? | There is no state-specific mileage range. | |||
| 32 | Can you provide details on how much freight, if any, will be floor-loaded? | Currently zero. However, it is typical industry practice for Ready to Eat Cereal to be floor loaded. If the current requirements should change in the future, USDA needs the awarded warehouse to have the ability to accept these loads. There would be approximately 3 months advance notice if this were to change. USDA receives on average 20 trucks of cereal a month for nationwide service. | ||
| 33 | After pricing is submitted and proper channels are followed, can we schedule a call to review the | |||
| opportunity in greater detail? | In accordcance with the Solicitation terms and conditions Part E.5 Proposal Instructions, no phone calls will be accepted. | |||
| 34 | If awarded the business, given the volume, would the USDA execute a Letter of Intent (LOI) to | |||
| enable us to establish a facility by September? | The signed contract should be sufficient to execute any leases needed. | |||
| 35 | Do all pallets arrive as single SKUs, and is the inventory stored on standard pallets? | |||
| Additionally, could you confirm the standard pallet height? | All inbound loads are full trucks of the same SKU. | |||
| 36 | For Contractor Truckload (TL) Transportation Prices, we see the USDA Est. of Avg Monthly Truckload is based on 38,500 lbs per truck. Is this based on an average pallet weight? If so, is there an estimated weight per pallet that can be provided? | Average full truck weight. Every order is unique and every mixed pallet will be unique. | ||
| 37 | During transport, are the pallets stackable? | This would depend on the outbound shipment. Stacking requirements vary by product and order composition. | ||
| 38 | What specifically will trigger the government's use of the performance bond? | Severe performance issues (at FNS' disrection) cited in the PWS | ||
| 39 | Do offerors have the opportunity to ask questions past 1/28/25 in the event that additional questions come up? | In accordance with the solicitation terms and conditions, Part E.5, all questions concerning the solicitation should be submitted no later than January 28, 2025. No additional questions will be considered beyond the questions due timeframe. | ||
| 40 | Does USDA plan on having a question review session (teleconference with all offerors) similar to past RFPs? | There will be no question review session for the solicitation. | ||
| 41 | Attachment G refers to TEFAP program as well as PWS Attachment Y references TEFAP as part of this RFP. | |||
| Please confirm if TEFAP is part of RFP or only FDPIR & CSFP? | Please refer back to the solicitation terms and conditions as a whole to include: FDPIR, CSFP, and TEFAP requirements as applicable. | |||
| 42 | What % of quantity for both products can be double stacked, by zone if possible? | See Attachments R and S, column E. Stacking instructions may vary by supplying Vendor so inbound loads will have to be verified before being put into storage. | ||
| 43 | If a contractor describes a warehouse location for services in its Proposal and wins one of the IDIQ task order contracts, can the contractor provide services for FNS out of a different warehouse location or only out of the warehouse location set forth in its Proposal? | Rates are provided by warehouse location and miles to recipients. The proposal would need to include pricing for all locations in the zone(s) being proposed. | ||
| 44 | p. 46 of solicitation– TYPE – I assume that FNS is merely listing examples of types of contracts. But, | |||
| is it possible that FNS is seeking contractors to describe examples of experience with each type of contract listed? | Please refer back to the solicitation terms and conditions instructions that specify what is required as part of an Offeror's proposal response. | |||
| 45 | p. 54 of solicitation– Will Price be evaluated for “cost realism” in addition to “cost reasonableness” | |||
| since FNS states that prices will be evaluated “to determine whether they reflect an understanding of the Government tasks?” | In accordance with the solicitation terms and conditions, the Government will evaluate the Offeror’s proposal to determine if the proposed price is fair and reasonable. | |||
| 46 | Can you confirm case picking activity for both FDPIR & CSFP and by zone? | Orders vary month to month by recieving agency. See Attachments L and U for order samples. | ||
| 47 | Can you confirm standard dimensions of pallets and identify commodities expected to be higher | |||
| than the standard including dimensions? | Standard number 2, 4-way, reversible flush stringer pallets are used. Each material has its own ti-hi and stacking varies by Vendor. | |||
| 48 | Confirm estimated inventory turns for both FDPIR & CSFP? | Inventory turn varies by program and product. A truckload of some materials may last its full shelf life or a year. For other materials, multiple trucks are consumed each month. | ||
| 49 | Attachment C, are the Representations and Certifications the ones set forth in the U.S. | |||
| General Services Administration’s System for Award Management (“SAM”)? Do the Conflict of Interest submission need to be in accordance with Federal Acquisition Regulation (FAR) 9.5, and how does the Statements of Offerors differs from the information set forth in SAM? | In accordance with the solicitation terms and conditions, Attachment C is listed as USDA Foods Available List for SCFP FY 2025 not Representations and Certifications. The Government is not sure what is being asked in this question. | |||
| 50 | What are the expected annual inventory holdings (i.e. pallets)? | Ordering volumes vary by year based on program caseload assignments. Estimated total inbound pallets nationwide across all three temp classes is 90,000 annually. | ||
| 51 | Can you confirm if USDA is considering awarding the contract to one single offeror or multiple offerors? | |||
| E.g. can 1 offeror win both Zone 1 and Zone 2 contracts? | In accordance with the solicitation terms and conditions Part E, Offerors may submit proposals for (1) either Zone 1 or Zone 2; or (2) both Zone 1 and Zone 2, but no single Offeror may receive more than one IDIQ contract pursuant to this solicitation. No one Offeror may be awarded both Zone 1 and Zone 2 IDIQs. | |||
| 52 | Confirm if floor loading will be applicable for either FDPIR or CSFP and estimated % | |||
| of floor loaded volume? | No products are currently floor loaded. Ready to Eat Cereal has historically been the only product received on slip sheets. Current contracts require it to be palletized. If this changes, USDA would have at least 3 months notice of the impending change before receiving the product. | |||
| 53 | When is the award expected to be finalized? | An anticipated award is to be made in accordance with the solicitation terms and conditions Part B. | ||
| 54 | Once the award is finalized and a task order (TO) is issued, will FNS negotiate with the offeror with | |||
| respect to the task order (TO) proposal? | In accordance with the solicitation terms and conditions, the Offeror's proposal shall, therefore, contain the Offeror's best terms from a price and technical standpoint. A proposal is presumed to represent the Offeror's best efforts in response to this solicitation. | |||
| 55 | Will USDA consider having a separate case pick rate, not bundled with the overall handling rate? | Not at this time. | ||
| 56 | In reference to PERSONNEL AND CERTIFICATION REQUIREMENTS – Background Check on page 29 of attachment K, and the requirements for Volume III – Attachment C - National Criminal Background Checks: | |||
| o Can you please clarify what needs to be provided here? Is it copies of all associates who will be completing work content for the FNS programs? Or just an overview of the offerors background check process? | As part of the Homeland Security Presidential Directive (HSPD) 12, Homeland Security Presidential Directive |
12: Policy for a Common Identification Standard for Federal Employees and Contractors, each [Contractor/Sub�Contractor] may be required to obtain a Government PIV and therefore would be required to provide identity documentation, as set forth in the Form (I-9), and the validity of the documentation is certified by at least three other checks incorporated into the ID-Proofing process.
a) Contractor shall comply with the personal identity verification (PIV) policies and procedures established by the Department of Agriculture (USDA) Directives 4620-002 series - Common Identification Standard for U.S. Department of Agriculture Employees and Contractors
| 57 | For the Volume III Past Performance evaluation factor, can any number of the ‘3 relevant projects’ | |||
| with detailed descriptions include past projects done specifically for USDA / FNS? | Yes, USDA/FNS past projects may be included as part of an Offeror's response. | |||
| 58 | Will USDA provide API documentation or integration guides to support onboarding with the | |||
| WBSCM system? | Yes, WBSCM will provide WBSCM EDI Specifications to support onboarding | |||
| 59 | Will contractors have access to a sandbox testing environment to validate system functionality | |||
| prior to full deployment (UAT)? | WBSCM has a test environment and will support a full cycle of testing prior to deployment. | |||
| 60 | In the event of technical challenges during WBSCM integration, will USDA provide a dedicated IT contact (e.g., Developer, Full Stack.NET) or support team for resolution? | Yes, WBSCM will provide dedicated staff to support onboarding. | ||
| 61 | Are there specific technical certifications or prerequisites that contractor IT systems must meet to | |||
| ensure compatibility with WBSCM? | Vendors must negotiate an Interconnection Security Agreement(ISA) with USDA to allow system interaction. This document defines the security and operations in place between the organizations to ensure successful interactions. | |||
| 62 | Does USDA define "on-time" delivery as strict adherence to the scheduled appointment time, or is flexibility allowed for deliveries made the same day or within an hour of the scheduled time? | Order must arrive on the negotiated delivery date that is set in the schedule, unless a change to that schedule is agreed upon by both the receiving agency and the warehouse. When appointments are made any deviation for that agreed upon time must be communicated to the the recipient, as well as USDA if it will not arrive the same day. | ||
| 63 | If recipient agencies are unable to accommodate delivery at the scheduled time (e.g., due to holidays or staff shortages), how will such delays be factored into the contractor’s on-time performance metrics? | Recipeients should only be ordering for the negotiated delivery dates if they are able to receive delivery. If there is a conflict they should be contacting the warehouse for a new delivery date before the ordering window closes. This new date is what is used for determining ontime performance. | ||
| 64 | Will there be any flexibility in delivery metrics for extreme weather, natural disasters, or mechanical breakdowns? Can USDA define what is considered controllable versus uncontrollable delays? | Typically weather and acts of God are considered excusable delays. USDA expect timely notification to USDA and recipient agencies if/when this occurs. | ||
| 65 | Is there a dispute resolution mechanism for contested on-time delivery evaluations? How is it documented? | The signed & dated BOL by the recipeint is proof of the delivery. They also enter Goods Reciepts in WBSCM that are compared to the regular/negotiated delivery date at the time of invoice review. If there are an discrepacnices they are reviewed at that time. | ||
| 66 | Deliveries: Are these by appointment or by window? If appointment, how long are these appointments? | |||
| (LTL will be hard to hold to appointment schedule.) | LTL should be limited. When scheduling the appointment recipeint agency the time or time window will be determined. | |||
| 67 | If fulfilling an emergency delivery disrupts pre-scheduled deliveries, how will the contractor’s on-time performance metrics be evaluated for the disrupted deliveries? | Typically maintaining on time deliveires is the priority. If other instruction is given by USDA, it would not negatively impact the contractors on time performance. | ||
| 68 | What priority is given to emergency deliveries versus regularly scheduled deliveries? Should contractors | |||
| assume USDA will provide guidance on prioritization? | USDA would provide guidance on prioritization on a case by case basis. | |||
| 69 | Will USDA allow adjustments to delivery schedules in advance to mitigate disruptions caused by emergency deliveries? |
o Does the 24-hour window include recipient acceptance, or is it limited to the shipment leaving the contractor's facility?
| o If recipient agencies are unable to receive the delivery within 24 hours, will the contractor be held accountable? | 24 hour window refers to the Contractor picking and shipping the product. Shipment would be contingent on the haul time and the recipeints ability to receive. Typically in an emergency situation they are in immediate need of the food and are waiting on the delivery. | |||
| 70 | Are penalties or adjustments applicable if a delivery is delayed due to unforeseen circumstances | |||
| (e.g., weather, recipient readiness)? | Typically weather and acts of God are considered excusable delays. USDA expect timely notification to USDA and recipient agencies if/when this occurs. If a recipent causes the delay, USDA would need to have timely notification from the Contractor to determine if penalties/fees would be applicable or covered. | |||
| 71 | Will USDA provide a standardized template for QA/QC reporting, or should contractors propose their own format for approval during onboarding? | Contractor should propose. | ||
| 72 | The solicitation mentions random inspections. Will USDA provide advance notice (e.g., 24-48 hours) for | |||
| these inspections? | Inspections may not be scheduled. However, auditing that interrupts order fulfillment may be scheduled in advance. | |||
| 73 | If discrepancies are found during inspections, what is the expected timeframe for resolution, and how does it impact performance metrics? | Generally, USDA requires discrepancies to be resolved within 3-5 business days. During a standard audit, the team will discuss if additional time is permitted or indicate the response time in the report. | ||
| 74 | Beyond the flat-rate penalties detailed in Attachment X, are there financial incentives or performance | |||
| recognitions for exceeding the 98% on-time delivery standard or achieving exceptional QA/QC compliance? | No. | |||
| 75 | Does USDA recognize contractors for exceeding performance standards through CPARS ratings or other | |||
| mechanisms? | Yes. | |||
| 76 | Would USDA consider awarding performance-based bonuses or additional contract options for exemplary performance? | The requirement will be awarded as an Indefinite Delivery/Indefinite Quantity (IDIQ) Contract Type with Hybrid Task Order Contract Types to include the following: firm-fixed price (FFP), time and materials (T&M), and/or Labor Hour (LH). | ||
| 77 | What is the average number of cases per pallet? | Cases per pallet vary on the product and package type. | ||
| 78 | Are these always full pallet outbounds and not case picks? Pricing in Attachment J suggests pallet-in/pallet-out only, but much of the data is in cases. | Pallet in/out is the cost for handling each pallet as it arrives and throughout its storage on site. Pallet stroage is for each pallet on the floor. Out bound loads depend on recipient orders. Most orders are not in full pallet quanitites and will need to have pallets built to fullfill the order. | ||
| 79 | What is the minimum order quantity per consignee? | Not currently applicable. | ||
| 80 | For floor-loaded containers, how many cases fit into a container? | Depends on the material code. | ||
| 81 | What percentage of inbound trailers are floor-loaded? Is this percentage consistent across all three modes | |||
| (ambient, refrigerated, frozen)? | Currently zero. | |||
| 82 | For floor-loaded containers, what are the expectations for palletization? | Slip sheeter should be used to put all floor loaded product onto a pallet for adequate storage. It should be stacked only as high as the respective product would allow for safe handling and transportation of the product and in a way that would limit additional handling. | ||
| 83 | For mixed orders, can frozen items be fulfilled from a different warehouse? Do they need to arrive the same day and time as ambient or temperature-controlled freight? | Historically, an order has one appoitnment time and all products should arrive together. If a Contractor wants to suggest another business model that would lower risk to the Government, not unduly inconvience delivery locations, and/or and provide cost savings, a Contractor may do so. | ||
| 84 | Are there region-specific insurance requirements (e.g., higher liability coverage for rural or high-risk zones) | |||
| beyond the general liability and $10 million performance bond requirements? | No. | |||
| 85 | Are there additional insurance considerations for hazardous materials or high-security areas, such as refrigerated or frozen storage zones? | No. | ||
| 86 | In the event of a delayed award, how will USDA ensure contractors have sufficient time to complete | |||
| pre-operational tasks, such as WBSCM integration and securing leased warehouse space? | In the event of a delay, the milestones and timeline will be updated with the successful Contractor(s) bilaterally. | |||
| 87 | Will USDA issue formal contract modifications to address any impacts of delayed awards or unforeseen | |||
| circumstances? | In the event of a delay, the milestones and timeline will be updated with the successful Contractor(s) bilaterally. | |||
| 88 | Are there any additional clarifications or expectations USDA has regarding contractor responsibilities | |||
| that are not explicitly stated in the solicitation or attachments? | No, there are none, at this time. |
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