12444526Q0008 Questions w Answers.pdf

I was wondering what type of trailer is required to haul the seedlings from JW tourney nursery to the national forests in michigan, wisconsin and minnesota?

Found in the SOW:

Trailer Specifications/Conditions:

The seedlings must be transported in refrigerated trailers with the capability of maintaining constant internal temperatures between 33 to 37 degrees Fahrenheit. Refrigerated trailers must operate within this temperature range prior to loading seedlings, during the entire transportation route, and maintained until all the seedlings have been unloaded.

The trailers must be a full 53’ long refrigerated trailer, capable of hauling up to 800,000 seedlings per load in bags/boxes. One heavy-duty bag/box holds between 100 to 1,000 seedlings, depending on species and seedling size class. Seedlings are typically packed in either paper bags: 32”x33”x10”, or cardboard boxes: 27”x17.5”x11”. Average weight per bag/box typically varies from 30 to 60 pounds. Total weight of seedlings per truckload will not exceed 42,000 pounds.

In addition, trailers must not have been previously used to transport chemicals or other hazardous substances that would contaminate the seedlings and must be free of debris from previous shipments.

I wanted to ask if you could please share the schedule of pickup from last year for reference on scheduling for trucks/trips etc.

FY2025

Is this a new RFQ or what this previously awarded contract? Could you share the contract number if this was previously awarded.

12444625P0013 (FY25)

Will the facility be requesting 2 trailers per pickup location? (one for onsite and one for transport) We need one trailer for delivery, and one trailer left at the Nursery so we can pack the next trailer for delivery, keeping the driver wait time down. The empty trailer being packed may or may not be going to the previous location.

What was the average utilization by the facility for refrigeration running on the dropped trailer on the previous contract? Depending on the availability of the empty trailer, as soon as the trailer is full, the cooling system is turned on, until the next pickup. At times it is same day, but can also be overnight. On rare occasion it might be over a weekend.

The contract states from March to November 15th with the majority of the truckloads taking place April to June.

1. Could you please clarify an example for me?

a. If we pick-up and do two drops (one at deer river and then one at black duck it would include:

i. Stop to pickup trailer at nursery (that was loaded overnight)

ii. Drive to drop

iii. Wait for 2-3 hours unloading

iv. Drive to Next drop

v. Wait 2-3 hours for unloading

vi. Return trailer to Nursery (next day or next scheduled shipment)

Attempts are made to have sequential drop-offs based on geography and load capacity.

When possible, multiple drops are made with no return to Nursery until the trailer is empty.

2. With the facility stating that an additional tractor/trailer would be needed could you please clarify if this is per nursery?

a. If one Tractor and 2 trailers are onsite per nursery pickup location

b. It would then equal 2 tractors and 3 trailers per nursery pickup location (correct?)

Additional drop trailers are for the Nursery for loading the next pickup, based on the scheduled deliveries. Some Forest Locations have limited cooler space and may need additional time to empty trailer. Or they may want to have the trailer parked in a remote area which does not have electricity and has a large planting contract.

For Estimated drop points

3. Please clarify schedule per route:

a. Chippewa-NF

b. Truck load 1A will be nursery to deer river then black duck

c. Wait 2-4 days

d. Truckload 1B will be nursery to deer river and walker

e. Wait 2-4 days ETC.

f. Superior NF

g. Truckload 2A will be nursery to laurentain , sand lake, laCroix, kawishiwi

h. Wait 5-7 days

i. Truckload 2B commences

Dependent on the number of trailers/drivers available, trailers will be loaded and available for continuous deliveries throughout the 2-3 week period. This is also dependent on planting contract status, and available cooler space at the various sites. Weather conditions can also delay cooler space and affiliated contract work.

Please confirm that both nurseries could send shipments at the same (concurrently) to each other so multiple drivers would be needed within 24 hours? JW Toumey Nursery will be only shipping out stock to the other Forests. Attempts are made at Shipment Locations to be timed by JW Toumey so not to overfill coolers at the planting location.

For Base year you stated there are additional 7 drop points that will not be on option years- Could you please delineate which routes that are estimated to be dropped at this time? All locations should have deliveries, but this year we are making up for deliveries not made last year. Please refer to Schedule of Item 2026-2030.

Please confirm if this is expected to be completed within the "0800 – 1630 local time for the drops (i.e. the same 24 hours for 1 drop vs 4 drops).

Most Forests (and JW Toumey Nursery) work between these hours. This enables the drop locations to have employees on site to offload stock. If there are delays, we can work with the drop location and the driver to see what can be accommodated.

Please confirm that if time is extended for load/unload process, the vendor will not be dinged on contract performance should it exceed a 24-hour turnaround time. Scheduled pickups and deliveries are typically made to accommodate the 24hr turnaround. Any delays by the accepting Forest or delivery Driver should be discussed with JW Toumey to determine cause.

Do you have an estimated fuel usage (contractor supplied) for previous contract year if a trailer was left at the facility to facilitate overnight loading. Does the facility turn the refrigeration off on the trailers, or do they leave them running all the time?

No estimated Fuel usage is available by our previous contractors. We are typically instructed how to turn on the refrigeration once the trailer is fully packed. Refrigeration will run the entire time stock is in the trailer. Current weather conditions can modify how hard the refrigeration will run.

There is a current discrepancy between the line items and literature- Would a supplemental pricing amendment be accepted for any deviations. The schedule compared to the (most truck loads will occur within 2 weeks of each other vs between April to June (majority)) Makes this confusing. We would be happy to meet to ask these questions regarding the contract if you are available.

The schedule is based on current weather and ground conditions at JW Toumey. Delays could happen due to weather (unexpected heavy snow/rain) either at the Nursery or the delivery location. We attempt to have deliveries made Monday through Friday, but weekend deliveries may be decided on a case-by-case basis due to planting contracts and other unplanned delays. And further discussion could be given at JW Toumey Nursery.

Can you confirm the cargo insurance requirements for Notice ID: 12444526Q0008

No specified requirement

Attachment 7 – Subcontractor/Teaming Partner Consent Form:

The RFQ references an Attachment 7 (Subcontractor/Teaming Partner Consent Form) under the Past Performance section; however, this attachment does not appear to be posted with the solicitation. Could the Government please confirm whether Attachment 7 exists and, if so, provide the document?

Disregard the Attachment 7 reference. “A sample Subcontracting/Teaming Partner Consent Form is provided as Attachment 7 to the solicitation.” No example is included.

Required Submission Attachments:

For proposal compliance, could the Government please confirm whether the following represents the complete and correct list of all attachments and documents required to be submitted with the quote?

1. Experience Questionnaire (Attachment 3)

2. Pricing Submission (Attachment 2 – Schedule of Items)

3. Signed SF-18

4. Technical / Capability Narrative

5. Any other required certifications, representations, or forms referenced in the RFQ - Including confirmation whether Attachment 7 – Subcontractor/Teaming Partner Consent Form is required, as it is referenced but not included in the posted solicitation package (see question #1 above).

Correct, except for attachment 7