B3 Question and Answers.docx

Question and Answers

1. Will all the cotton bags from each pickup destination be unloaded only at the final location, or will it vary trip by trip? We would like to ensure our cargo can support the weight of all the bags.

a. Section C.3, third bullet – “drop off/unload ALL sacks at the classifying office”

i. On very rare occasions we may request that sacks be delivered to another classifying office due to the regular classifying office being shut down or other issues that arise. This would be a change to the route that would be discussed with the contractor prior to directing any changes and a mod would be completed in writing. Otherwise all sacks are unloaded at the classifying office listed in the route details.

2. Could you provide information on the awarded incumbent, including the total miles and the total awarded amount?

a. While these services have been completed in the past for USDA, the routes themselves have changed. These contracts allow for various pick-up points to be added or removed in a given year under the contract based on harvest season and current requirements. Also, the rate per mile is considered proprietary information and cannot be disclosed. All of the previous Sample hauling contracts were as follows with the amount obligated in the FY23/24 Season:

i. 12474019D0007 Florence Northern Route 2 – Comer Phelps $105,293.37

ii. 12474020C0002 Macon Route 1B – Annie Christine $106,080.00

iii. 12474020C0003 Macon Route 1A – Annie Christine $83,880.00

iv. 12474020D0002 Rayville Route 1 – Comer Phelps $50,996.40

v. 12474021C0001 Florence Southern Route – Comer Phelps $101,948.38

vi. 12474022C0001 Macon Route 3 – Annie Christine $130,560.00

vii. 12474022C0002 Macon Route 2 – Annie Christine $102,000.00

viii. 12474022C0003 Macon Route 4 – Comer Phelps $131,037.93

ix. 12474022C0005 Rayville Route 2 – Comer Phelps $22,792.77

x. 12474022C0006 Dumas Routes – Comer Phelps $0.00

xi. 12474022C0007 Memphis Routes – Comer Phelps $290,110.66

xii. 12474022C0008 Memphis Route 5 – Gerald Moody $149,653.68

xiii. 12474022C0011 Corpus Routes – Comer Phelps $167,584.56

xiv. 12474022C0012 Corpus Route 4 – R L Burks Hauling $112,278.15

xv. 12474022C0013 Visalia North Valley – Mustin Pipeline $75,978.00

xvi. 12474022C0014 Visalia Central Valley – Mustin Pipeline $43,650.00

xvii. 12474022C0015 Abilene Kansas Route – Comer Phelps $112,552.93

xviii. 12474022C0016 Abilene Routes – R L Burks Hauling $173,124.60

xix. 12474023C0001 Lubbock Routes 1&2 – Meers Enterprises $28,350.90

xx. 12474023C0002 Lubbock Routes 3&4 – Meers Enterprises $113,929.20

xxi. 12474023C0003 Lamesa Routes – Meers Enterprises $108,519.53

xxii. 12474023C0005 Florence Northern Route 1 – Michael Duke $170,625.00

3. Since the majority, if not all, of the locations typically don't have docks, are lift-gates required?

a. Up to how the contractor wants to run the route. We do not require it, and they can be used if that is what the contractor wants to use

4. Is this contract intended for the use of 26' box trucks with lift-gates?

a. We do not direct the contractor on what to use, but the trucks must obviously be large enough to handle the sacks on the route. Also, should be noted that tractor/trailer combos often will find it difficult to get close to the gin doors and therefore if semis with 50’ plus trailers would have to walk further with the sacks at some locations.

5. Do drivers need to both load and unload at every location?

a. This is addressed in the solicitation. Please read the entire solicitation.

6. Could you provide clarification on interpreting the Routes documentation? For example, in E.1.2 Abilene Route 1 (Kansas Route), Pickup Points. Are these a potential stop-off points enroute, or do drivers need to visit each location for every haul in that order?

a. Every gin listed is a potential pickup location each year depending on cotton growing season.

7. Where is the delivery location noted in the Routes documents?

a. USDA Classifying office listed.

8. Are deliveries typically listed as the last row in the Routes documentation? For instance, for E.1.2 Abilene Route 1 (Kansas Route), would the delivery be at Gin #50459 - Next Generation Gin in Pratt, KS?

a. Pick up at gins, drop off at classifying office.

9. Are all routes round-trips? How do the round-trips work in practice? For example, in E.1.2 Abilene Route 1 (Kansas Route), does the driver start at the Classifying Office, pick up from various locations listed in a sheet, deliver to Next Generation Gin, and then return to the starting point? Or do they revisit each pickup stop on the return journey?

a. Drivers do not need to start at the classifying office. Start at the closest pick up location to the contractor. End at classifying office.

10. Regarding E.1.0 Lamesa Route, we see 33 individual locations. Does the driver visit each stop per haul, starting at Punkin Center Gin, picking up at the other 31 locations, delivering to location #33 - USDA Lamesa Classifying Office, and then returning to the origin point?

a. Start at the closest pick up location to the contractor and end at the classifying office.

11. If we are awarded the contract, we plan to hire subcontractors. Will we need to list all subcontractors before the contract becomes effective and have you listed as certificate holders to their insurance, or can we list them as we go?

a. Need a list of the subs you intend to use, but they are not listed in the contract so the list could change throughout the contract. Insurance is required before work can begin, but is not required with submission of quote if you do not already have the required insurance.

12. Is there a minimum number of routes we need to bid on, or will the entire contract be awarded to a single solicitor?

a. Please read the Notes page, bullet (3)(a)(ii)(2).

13. What is the length of the cotton season for planning purposes?

a. The season start depends on area/route. Some will start as early as aug/sept, others will start oct timeframe. Most will run through December for sure and sometimes as late as February. Each route varies depending on a lot of factors that we do not control (weather, how much cotton is planted, which gins are operating).

14. Do you have an idea how many trucks will be required for this contract? Considering utilizing semi/trailer (53')

a. Semi/trailers will find it difficult to get close to some of the gins and would have to walk further with the sacks. That doesn’t mean that they could not be used, just that they are not the most efficient for the contractor. But if priced right and the contractor has high technical expertise and past performance, they could still be considered best value. But walking 100yds with 50lb sacks takes a lot longer than walking 5-10 yds.

15. Will the sacks be on pallets or will the drivers have to load on pallets prior to loading the trailers/trucks?

a. Please review the solicitation. no pallets.

16. Payment to contract based on the attached is with USDA via IPP, is correct?

a. Yes, contractor will have to invoice in IPP and the department of treasury makes an electronic deposit into the bank account on record.

17. I was wondering is there any way I can conduct a site visit.

a. If you want to drive the route, you can do that, addresses are there for you. we do not arrange inside visits and this would not provide any additional information necessary to provide a quote.

18. Is it possible to send out a map of the each route for Cotton Sample Hauling RFQ Part 2 - 18 Routes

a. You can use any mapping software to make a map. Since we do not dictate where the contractor starts, we are not providing a map.

19. The routes will be ran everyday meaning Monday - Sunday?

a. Yes.

20. Do the routes go in a specific order? I do see they are numbered will that be the order the contractor will follow daily for the route?

a. No, but we will ask the contractor to provide their desired route based on the gins in operation, we will verify that the route takes the most direct route possible.

21. When the contract is awarded out to a business, does payment for the services for the contract come up front at the award, or it will be the business's responsibility to invoice for payment after the contract begins? For example, the Contractor will begin completing the contract and would bill/invoice each month after services are completed for that month?

a. No get paid based on miles driven. Yes contractor must submit an invoice to get paid. All of this is in the solicitation. please see section C.8, C.9, and C.10.

22. If the bid is accepted by USDA, lets say for example the agreed amount is $1.5 million, that is simply the agreed upon ceiling of the contract and the Contractor would invoice each month based on the hours ran?

a. It is not a bid, it is a quote. This falls under FAR Part 13. Ceiling is already stated in the contract clauses. I encourage reading the entire solicitation package, every PDF and every page of every PDF.

23. With the process of bidding, the Contractor is expected to submit a bid to you for the number of hours and mileage estimated for each ordering period, correct? And would do that for each route that the Contractor would like to bid on correct?

a. It is not a bid, it is a quote. Please see section B.1. need mileage rate. No hourly. You do not estimate the number of miles. Just provide a mileage rate. Read the entire solicitation, it is very clear how and what to submit.

24. I noticed that the estimated mileage is not listed in the Macon routes. Would you provide those for me?

a. Please see updated Macon Attachments with daily and seasonal estimated mileage

25. I see a total of 18 lanes. I just wanted confirm that for that since each lane has multiple pickups are we expected to hit all pickups on same load or can each location have it's own truck depending number of pickups per day?

a. Each route will require 1 to 2 trucks for all pickups and dropping off at classifying office.

26. Do you need to be USDA certified to bid on this contract?

a. No. In order to limit to a qualified contractor, we would have to set this up as a qualified requirements under FAR Part 9.

27. any chance do you know the estimated weight of each sack of cotton?

a. This is in the solicitation, Section C.3.2.

28.