B3 Question and Answers Updated.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. Are there specific handling procedures required for loading/unloading at locations without loading docks?

a. Sacks shall be handled in such a manner as to ensure that they are not damaged and that the id tag is not separated from each cotton sample in the sack. Cotton must remain in the sacks.

29. What are the expected delivery windows or time frames for each route each day?

a. This can be worked out with the gins and the USDA Classifying office where the sacks are being delivered, but it is typically expected that the routes will be run during normal business hours. Gins must be open in order to pick up sacks.

30. Are there any specific requirements for the vehicles (e.g., age, size, etc.) beyond the need for enclosed trailers?

a. Must be able to hold the estimated daily sacks.

31. Is detention pay available if delays exceed a certain threshold?

a. No, there are no delays. Loading and unloading are the responsibility of the contractor. As long as you arrive when the gins are open, you will be able to get in and grab the sacks.

32. For the longer routes (e.g., Abilene 1 & 2, Florence 2, Memphis 5), are there any restrictions on breaking up the route across multiple days or using to reduce driver hours?

a. The contractor awarded the route can run the route how they see fit provided that they are running the route in the most direct way possible so as to avoid excessive mileage. Routes must be run daily unless otherwise stated during peak season.

33. How much notice will be provided of the exact start and end dates for service each season?

a. See Section C.4.1 of the PDF “B4 12639524Q0195 RFQ”

34. What is the claims process and carrier liability for any lost or damaged sacks?

a. Damaged sacks (cotton) will be charged to the contractor and deducted from their invoice unless it is a large claim that will be processed through the contractor’s insurance. Each sample represents a bail of cotton that is owned by a farmer. There is a loss of revenue to the USDA in the classifying fee and there is a loss of value to the farmer due to a lack of classification of their bail of cotton.

35. Are there any special security or access requirements for the drivers or vehicles at the offices?

a. If an access card is required to gain entrance to a facility, one will be provided to the drivers. This is rare at a gin but can be common at the USDA Classifying facility.

36. I am seeking clarification on the anticipated start date for the route associated with this solicitation. Could you please provide any details or expected timelines for the start date of this project?

a. Each route will have a start date based on when cotton is harvested in that area and when the cotton gins start operating. Typically this happens in August at the earliest and October at the latest. Most routes start September/ October, but some routes fall outside that timeframe. See Section C.4.1 for notice information.

37. Do you know by chance what is the average hours per day a driver works hauling the cotton?

a. We do not estimate the number of hours that it will take a contractor to run a route. If we estimate low, we will receive requests to adjust labor rates based on our estimated time being low. If we are high, we will get higher quotes and there will be no ability to adjust the labor rate lower. This is a task that the contractor must do to the best of their ability. Take the route, add an estimated time for loading and unloading sacks at each stop. Add the time it will take on average to drive the route. Then calculate your labor rate per mile based on the total miles driven and the cost you have based on the estimated time you calculated it will take.

38. I noticed that on Macon route 2, 3, and 4 it doesn't state that we have to have 2 trucks during peak season. Is that correct?

a. If it says it must be run using 2 trucks, then it must be run with 2 trucks. If it doesn’t say anything, it is up to the contractor to decide how to run the route as long as cotton is picked up and dropped off in accordance with the requirements of the contract.

39. On the routes that do require 2. The statement reads "route will require two trucks OR trailers during peak season". Does that mean that you can have either or?

a. I cannot interpret this for you. “Or” is a very common word that has a clear meaning.

40. Do the Macon facilities operate on the weekends? What are their hours of operation?

a. Read all PDFs attached to the solicitation. (Specifically section C.4.2 of PDF labeled “B3 12639524Q0195 RFQ”)

41. In section C.3 TASKS It states that "return empty sacks to the gins/warehouses". When does this task happen?

a. As needed. Drivers will be provided empty sacks from the classifying office after they have dropped off full sacks and will hand them out to the gins as needed. This is done while running the route and picking up full sacks. No special trip will be needed.

42. What time can the contractor make the first pick up? - What is the latest time for the contractor to drop off the load?

a. There is no set time. This varies from gin to gin and drivers/contractors can work with the gins as to what will work. For planning purposes assume at the onset that you would operate between the hours of 6am and 6pm. Durning peak season, many of the gins will be operating 24/7 but that doesn’t mean they want drivers picking up at 2am.

43. What is the expectation for the season?

a. The information that is in the solicitation is what I have to provide.

44. Will these transports take place 7 days/wk?

a. This is clearly stated in the solicitation.

45. What are the USDA’s expectations for returning the sacks? Can they be returned business days after drop off?

a. Already answered in previous question.

46. What are the insurance coverage requirements for this RFQ?

a. This is clearly stated in the solicitation

47. Will the area director provide confirmation of transports daily or in advance (prior to day of)? i.e. one gin doesn’t have a pickup - when will this be communicated?

a. Communication is covered in the solicitation. changes throughout the season (moving from beginning season pick ups, to peak season pick ups, to end of season pick ups) will be communicated as the season changes and will be in advance to driving the route.

48. Will area directors have advanced notice of scheduling (i.e. routes for the current week)?

a. Yes and communication is outlined in the solicitation.

49. The total rate per mile is where you calculate overhead, profit, etc. The labor rate per (m)ile is where you can you calculate how much to pay the drivers?

a. Yes labor is just the direct cost of your labor. This should include your payroll taxes for the driver(s), fringe benefits, and pay, but not HR or Accounting department or management costs. If an adjustment is requested, we will do our due diligence to make sure we are only adjusting based on actual costs and the change in the WD.