B3 Q and A.docx

Q&A for 12639524Q0261

1. Can you confirm what type of trailer is required for transporting the cotton bales? Specifically, is an open flatbed trailer acceptable, or would an enclosed trailer be necessary?

a. Cotton should be protected from weather to maintain quality while in transit. You can tell us how you intend to transport the bales. We are not dictating the how.

2. Could you provide the dimensions of the cotton bales? Additionally, do you have any pictures available that you could share with us?

a. https://www.cotton.org/tech/bale/bale-description.cfm

3. Am I correct in understanding that the contractor is responsible for providing the necessary equipment and personnel to lift and load/unload the cotton bales onto the truck?

a. Yes

4. If the contractor is indeed responsible for providing the equipment, we would need to determine whether a forklift or a tractor with an attachment is required. Could you clarify if the bales will be located in a warehouse on a concrete floor or outside on dirt/grass?

a. Inside concrete

5. could you clarify the estimated number of bales expected to be transported this season? The quantity listed on the SF1449 is 1,150, but the “Service” section of the RFQ states 2,300.

a. SF1449 states the amount that I have been provided funding for at this time. Statement of Work states the estimated total quantity for the season (2,300). Additional funding will be made available as the season progresses and we know better how many bales will be required to be moved.

6. What are the dimensions of a bale?

a. See link above.

7. Will there be a forklift available on-site to load the truck at the pickup location?

a. SOW states that contractor must provide all labor, tools, and equipment…

8. Will there be a forklift available at the drop-off destination for unloading?

a. Warehouse may have a forklift/tow motor for unloading. This is a 3rd party warehouse and USDA does not guarantee the situation at the warehouse. Plan for both as it is the responsibility of the contractor to ensure that the cotton is unloaded.

9. What are the dimensions of the cotton bale or will it be on a pallet

a. See above

10. Is this a weekly pickup or a daily pickup

a. As needed, but will be daily during peak season. The previous contractor would come by and load his trailer twice a day during peak and then haul the trailer to the warehouse when it was full. We do not dictate the how, just what we need done.

11. What is the pallet count per day.

a. Bales are not on pallets. See SOW or answer above for quantity of bales

12. What equipment is required outside of the truck and trailer?

a. We do not dictate how the work is done, you tell us how you will do it.

13. What typically is a good way to “bid” per bale amount?

a. We do not tell the contractor how to calculate their QUOTE, just that we must have the quote as a per bale format so that we are evaluating quotes of the same format

14. I noticed the last company who won the contract got it for 37, 500, was that for each month or the year?

a. That was the total for the season. Contract has a year period of performance (POP), but the season is typically 3-4 months peak and a month or two off peak.

15. Is there an incumbent on this or is this a brand new project? if yes, could you please provide us with their award number

a. That information is in the solicitation (page titled “solicitation notes”)

16. Could you please specify the number of deliveries expected per day? Understanding the daily delivery requirements will help us better plan our resources and ensure timely and efficient service

a. As needed, but typically during peak we could have 20 plus bales per day.

17. The RFQ mentions "multiple destinations" and "performance at multiple locations." Could you provide more details on the different pickup and delivery locations for this contract?

a. Same pickup location, same delivery location

i. “The U. S. Department of Agriculture requires pick up of baled cotton from the Classing Office at 3545 Twin River Blvd., Corpus Christi, Texas, and delivery of bales to specified compress and warehouse located at 1141 Heinsohn Road, Corpus Christi, Texas 78406.”

18. Are there specific testing laboratories or other sites we must know beyond the initial addresses provided?

a. No, information about USDA C&T is just background information.

19. We are considering a rate of $XX per mile for our services. Does this rate align with the USDA’s expectations for this contract?

a. The solicitation specifies how we want the work quoted.

20. While the document mentions a performance period from August 21, 2024, to August 20, 2025, are there any specific dates or milestones we should plan for?

a. The cotton season typically starts sometime in July or Aug and runs until we are done classifying cotton, typically 3-4 months peak with a month or two of off peak. varies year to year due to many factors including weather, amount planted by farmers, ect.

21. Can we work with subcontractors on this solicitation?

a. Yes, but you need to tell us how you will run the route and ensure that work is performed as we require it.

22. What will be the absolute minimum amount of bells shipped per day?

a. Solicitation states 10 to 20, although you do not need to deliver that many if you want to store them in your onsite trailer until trailer is full. You tell us how you will complete the work.

23. Do you have pictures of the cotton Bales?

a. Google image of 500lb bale of cotton. You can also click the link referencing the bale size/dimensions.

24. As a small business with no direct past performance in cotton bale hauling, is it still possible for me to apply for this solicitation?

a. Yes.

25. Could you please provide information or direct me to the document that outlines the previous pricing per bale?

a. Individual quotes for items are considered proprietary to the contractor and we do not provide that information. Just the total of the contract value is public information and required to be shared.

26. Could you clarify whether this amount was for the entire year or just a quarterly figure?

a. Entire year/season

27. I have several partners and would like to know if it is permissible to subcontract part of the work if I win the prime bid.

a. Yes, but we do not need to train new drivers daily on how to gain access to the facilities and where to go. If you subcontract, you must detail that in your submission and we want the same driver(s) throughout the POP

28. we know the cotton bale weighs 500 lbs per bale. What are the dimensions such as height & width?

a. Answered above

29. can these be stacked on top of each other?

a. Yes, but must be secure during transport

30. What time (type?) of equipment can these bales be loaded on too? flatbeds only, box trucks?

a. You tell us. We do not dictate the how, only what we need done.

31. Can a contractor make multiple trips a day?

a. If need be

32. Will the baled cotton need to be covered or tarped?

a. If on open trailer yes, and you should tell us how you plan to transport.

33. Can invoicing be done after every delivery or does all invoices have to be invoiced at the end of each month?

a. No, we do not process payments daily. At most we will process invoices twice a month but typically monthly.

34. Will there be any equipment onsite to load and unload the trucks?

a. Answered above

35. Will the driver receive POD (proof of delivery) upon delivery?

a. No, they will be given a sheet detailing what they are hauling from the classifying office to the warehouse and they will provide that sheet to the warehouse.

36. Will there be a specific point of contact for invoicing?

a. Yes, and that POC will be included in the contract when awarded

37. Can you please provide the dimensions of each cotton bale?

a. Answered above

38. Is the material on pallets? If so, please provide the dimensions.

a. No, dimensions are in link above

39. Will the pick up site be loading the truck or is it the expectation that the driver loads the truck

a. This is clearly detailed in the solicitation.

40. The solicitation specifies that the contractor is responsible for loading the bales, but it doesn't mention whether they are also required to handle the unloading. Could you clarify if unloading should be handled as well?

a. As stated in another question, warehouse is 3rd party and we do not control their conditions. It is the responsibility of the contractor to ensure that the bails are unloaded, but I would assume they will control the bail at some point since it is their warehouse and they will want bales stacked in a particular order/way.

41. Do you have an estimated maximum number of bales per week during the season?

a. Stated in the solicitation (2,300)

42. Do you have an estimated maximum number of bales per trip/day during the season?

a. The contractor in the past left his trailer on site and loaded it daily and hauled only when full. Trips are as needed we can only store 10-20 bales as the solicitation states

43. What are the dimensions of the bales?

a. Link provide above

44. Is this appropriate for an asset based broker to bid on?

a. Brokers can submit a quote, but USDA will want to see that the same driver(s) are picking up/hauling. We have had issues in the past with drivers not showing up and we cannot stop classifying because the bails are not moved off the loading dock. we have also had issues with new drivers not knowing where to go or what we need and we do not have time to train new drivers every day/week. We will terminate for cause if that happens