Questions_and_Answers_for_the_moth_transport_sol_12-4-17.docx

Questions and Answers for the NOW Moth Transport solicitation Posted December 4, 2017 Q: Can you please advice if there is an existing performance contract? If so, what is the contract number and dollar value?

A: This exact requirement has not been performed before. But, we had a similar requirement for Pink Bollworm Moth shipments. That contract number was: AG-6395-C-13-0087.

Q: Can we ship using dedicated trucks?

A: No. Trucks are not an option. The moths need to be returned to a cold room within 5 hours or less.

Q: From the time the shipment is picked up, do we have five hours to get it to the airport in Bakersfield?

A: You have five hours, from the time the shipment is dropped off by APHIS at the Phoenix air cargo facility, to get the moths to the Bakersfield airport cargo or baggage area (where they will be picked up by our cooperators) Q: What is the average time this would be dropped at the facility? Which flight time works best for you. We’ll need the box 2 hours before flight departure A: I will leave that decision up to you but I would refer you to the last paragraph of the SOW:

“The preferred flight times will be between 08:00 and Noon, so that flights will coincide with prep work necessary by USDA staff before moths are shipped. Return flight times for empty shipping boxes are flexible as long as contractor meets 3-day return requirement, above.”

Q: If the first flight is cancelled, and assuming we’d be successful getting freight onto the next flight, the window would stretch to approximately 7.5 hours minimum. Recognizing the criticality of the 5 hour window, how would we handle the freight if there is a problem with the first flight? Process steps would be - Return freight, or send on 2nd flight?

A: The solicitation Statement of Work states that “If flights are cancelled or delayed, the moth shipment is to go on the next earliest flight”. When this happens, APHIS must be informed, because:

1) If we’ve already dropped the shipment off at the freight terminal, we probably need to come back and change out the synthetic ice sticks,

2) if we haven’t brought the shipment over yet, we need to keep it in our cooler rather than taking it to sit out in the heat at air freight from mid-morning until the evening flight, and

3) We need to contact the receiving party and let them know of the schedule change, so they can re-route their personnel accordingly.

Q: Currently, the only known method of getting from Phoenix to Bakersfield is via a single airline. Looking out into the future months from now, or even a couple of years from now, one thing is constant, and that is airlines are always adjusting schedules to maximize their fill rate and profit. What happens if that airline drops one or more of the flights at some point, and either there is no service then, or the remaining service can’t be completed within the 5 hour window? How do we handle that contractually?

A: If there are no flights, the contract will be terminated. It seems extremely unlikely that all direct flights between Phoenix and Bakersfield will be eliminated but I can draft language to include in the contract to cover that possibility.

Q: Will there be a Meeting or Teleconference upon contract award, to provide initial introductions and align all stakeholders?

A: Yes, we will have a kickoff meeting once the contract is awarded to make introductions and answer initial questions.

Q: Based on the transit time, when will the awardee be notified that the shipment is ready? The Awardee will need to be on site waiting for the cargo to be ready to ensure the cargo is safe and the required timeline is attained.

A: The cargo will be delivered to the Phoenix airport 1 ½ hours before flight time.

Q: There is only one flight in your preferred flight list from PHX to BFL. Will this be the most utilized flight?

A: This is for you to determine. Your proposal must meet the requirements of the SOW preferred flight times.

Q: How far in advance would be receiving the anticipated shipping schedule? I ask as our prep work would be easier handled if we had a week, or even a full day or two notice of a shipment A: Our shipments should be quite stable week to week, month to month. If we have a routine-schedule change, it’ll be communicated days or weeks in advance. If something goes sideways on a given day, that will be communicated as soon as possible, but it would necessarily be unexpected. If there’s a change, it would be to eliminate a box or shipment, not normally to add one. It’s conceivable that if we dropped a box (or shipment) one day, we may add it on the following day. We don’t expect that to happen much at all.

Q: Along that line, for any weekend shipments, how far in advance would we know about them? As we are an M-F firm, the prep work would take place prior to end of day on a typical week.

A: We expect that weekend shipments will be normal and routine, every weekend.

Q: On the empty units being returned to Phoenix, we’re assuming they are not “knockdowns” but some sort of bin w/lid. Therefore we’re assuming dimensions remain the same on return. If it does change, please advise A: Returns are empty, not knockdowns. Thus, same dimensions.

Q: The solicitation states that there could be “up” to two (2) shipments per day. It is important to know the total quantity of boxes per year as it will determine the accuracy of pricing.

A: This is a test pilot program for these moths and so there are still uncertainties. The estimates in the Statement of Work are the best estimates we have at this point.

Q: How was the estimated total of lbs per option year determined if each actual box weight is 48 lbs?

A: This is a test pilot program for these moths and so there are still uncertainties. The estimates in the Statement of Work are the best estimates we have at this point.

Q: Could you let us know how many shipments total per year not including government holidays and weekends?

A: This is a test pilot program for these moths and so there are still uncertainties. The estimates in the Statement of Work are the best estimates we have at this point.

Q: Could you confirm if pricing is from airport Phoenix, AZ to airport Bakersfield, CA only? Or do we have to include in our price pickup at origin and deliver at destination? If so what are the addresses?

A: Your pricing only needs to cover airport to airport. Delivery of cargo will be made by APHIS to Phoenix airport and our cooperators will pick up cargo at Bakersfield airport.