Q_A__Food_Delivery___Courier_Services_-Amend_0002_0002.pdf

Solicitation No.

140A2326Q0010 Amend: 0002

Project Title Food Delivery and Courier Service, HES Page 1 of 5

**IMPORTANT** READ the attach scope of work and the solicitation -Instructions to the offerors and ALL Amendments. All solicitation update is found on SAM.gov.

Questions & Answers (Q&A):

1. The SOW mentions recurring issues with USPS delivery to the contractor address.

Could you please clarify: What specifically caused these delivery failures (e.g., addressing, access restrictions, carrier limitations)?

Answer: Packages that are deemed too big or heavy using USPS does not get delivered because all mail and packages come down on mules. If they can't strap it to the mules, it doesn't come down to the canyon.

2. Whether alternative carriers are recommended or preferred?

Answer: FED EX and UPS will not deliver to Supai? See SOW 1.0 Background.

3. Any additional instructions to ensure consistent package delivery?

Answer: Suggestion to always have a tracking number or way to verify delivery

4. Storage & Food Handling Requirements, Could you please confirm: Whether specific temperature-controlled storage (refrigerators, freezers, insulated coolers) is required before sling loading?

Answer: Yes, frozen items need to remain frozen and cold items need to stay cold.

-See 2.1.3 Temperature Control

5. Maximum recommended holding times prior to helicopter transport?

Answer: This depends on the vendor, as vendor is providing communication /coordination with helicopter provider. As vendor should have knowledge of holding times prior to helicopter transport. -See 2.1 Food Delivery and Location

6. Any USDA/FDA-compliant packaging expectations?

Answer: Yes, compliant with food temperature control for food.

7. Does the Government require a specific type of vehicle for the Red Barn to Hilltop transport (SUV, pickup truck, or cargo van)?

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Answer: Type of vehicle would depend on the temperature-controlled food container per vendor.

8. Are items such as dollies, insulated transport totes, rolling carts, or freezer chests specifically required or recommended?

Answer: No special equipment is required, however, depending on the size/capacity of the temperature-controlled food container.

9. Any restrictions for transporting frozen/refrigerated goods during the ground leg?

Answer: Recommend staying with items until they are enroute via sling. We've experienced multiple loss using the drop-off and leave method.

10. We understand the helicopter sling load may be limited to approximately 900 lbs. For proper load planning, could you clarify:

Answer: The weekly food weight and combine loads were based on tribally approved helicopter.

11. The typical weekly weight of food from Sysco at Red Barn?

Answer: Food delivery- it is always under 900 lbs. However based on the weight of the food containers, this may or may not exceed 900 lbs.

12. The percentage breakdown of frozen, refrigerated, and dry goods

Answer: This varies but usually a third of each item is ordered

13. Can food and courier packages be combined in a single sling load, or if they must be separated due to safety, weight distribution, or handling requirements?

Answer: They can be combined in one load pending they are within the maximum 900 lbs. based on the tribes approved helicopter carrier. Defer to the tribally approved helicopter carrier. Recommend food delivery first, if weight exceeds limit per sling.

14. The SOW states labor is limited to 20 hours per week, and some tasks involve handling significant food volume and weight. Could you please clarify. Whether the Government expects the contractor to provide one primary worker, or if multiple personnel are recommended or required for safe loading, unloading, and preparation.

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Food Delivery and Courier Service, HES Page 3 of 5

Answer: Typically, each box of food is no more than 50lbs per box. On average, each week, HES has 10-15 boxes delivered from Sysco. This totals approximately 750lbs of food boxes. The government has historically used one person to do this work, lifting one box at a time. A contractor can choose to use more people, but the 20hour per week is the maximum amount allowed. Manpower will depend on whether the individual can safely lift 50lbs at a time. Courier services, these are amazon orders, supplies, etc.

15. Whether there is a recommended minimum manpower level for handling heavier food loads or larger weekly orders.

Answer: The government does not recommend a minimum manpower level. This is determined by the contractor. The 20hours per week is the maximum amount authorized, regardless of how many people it takes to complete the job.

16. If the Government will accept a one-person operation as long as all safety and timing requirements are met.

Answer: Yes, the government will accept a one-person operation as long as all safety, timing and coordination requirements are met and the maximum of 20 hours per week, is followed.

-see price schedule, vendor is to stay with the estimated hours per week.

17. To handle pickup at the Red Barn for Groceries, Does Sysco have a point of contact for this route already to share with us?

Answer: Yes, Jennifer Marshall is the HES point of contact from Sysco, for this route and delivery. She can be contacted at jennifer.marshall@sysco.com.

18. Can you please share what the coordinates or address to Red Barn, Hilltop Helipad and school Helipad?

Answer:

Hualapai Hilltop: Load and unload at Hualapai Hilltop Helipad.

Hualapai Hilltop Helipad - Airwest Helicopters - Google Maps

Red Barn: Red Barn is on the left hand side coming from Kingman on Indian Rd. 18, a mile from Hilltop.

31144 Indian Rd 18 - Google Maps

Havasupai Helicopter Landing Site: Helicopter Landing Site - Google Maps mailto:jennifer.marshall@sysco.com https://www.google.com/maps/place/Hualapai+Hilltop+Helipad+-+Airwest+Helicopters/@36.159677,-112.7093675,17z/data=!4m14!1m7!3m6!1s0x80ccb41b809ff565:0x6dab1e121e3e6bea!2sHualapai+Hilltop!8m2!3d36.159677!4d-112.7093675!16s%2Fm%2F0h3lxhh!3m5!1s0x80ccb41c1d641a45:0xc8ab1888586266a1!8m2!3d36.157637!4d-112.709905!16s%2Fg%2F11bzzztxtr!5m1!1e4?authuser=1&entry=ttu&g_ep=EgoyMDI1MTIwNy4wIKXMDSoASAFQAw%3D%3D https://www.google.com/maps/place/31144+Indian+Rd+18,+Supai,+AZ+86435/@36.1100942,-112.6929148,94m/data=!3m1!1e3!4m14!1m7!3m6!1s0x80ccb41b809ff565:0x6dab1e121e3e6bea!2sHualapai+Hilltop!8m2!3d36.159677!4d-112.7093675!16s%2Fm%2F0h3lxhh!3m5!1s0x80ccb5eb69cf6497:0xb29b9a31727acca0!8m2!3d36.1101465!4d-112.6929277!16s%2Fg%2F11s4whyswz!5m1!1e4?authuser=1&entry=ttu&g_ep=EgoyMDI1MTIwNy4wIKXMDSoASAFQAw%3D%3D https://www.google.com/maps/place/Helicopter+Landing+Site/@36.2365994,-112.6888791,889m/data=!3m1!1e3!4m14!1m7!3m6!1s0x80ccb24056c65fa9:0x34b6c02c7a6c1f06!2sThe+Havasupai+Tribal+Cafe!8m2!3d36.2365994!4d-112.6888791!16s%2Fg%2F11bz_2tbvj!3m5!1s0x80ccb24102b09ffd:0x73ea7ceea4024d94!8m2!3d36.2363535!4d-112.688736!16s%2Fg%2F11gg9m440r?authuser=1&entry=ttu&g_ep=EgoyMDI1MTIwNy4wIKXMDSoASAFQAw%3D%3D

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Map site from Red Barn to Hilltop Helipad:

Hualapai Hilltop Helipad - Airwest Helicopters to 31144 Indian Rd 18, Supai, AZ 86435 - Google Maps

19. Food delivery include foods or does it include liquid items too?

Answer: Yes, it can include liquids, like juice, milk, eggs, etc.

20. For liquids, provide examples of items that need to stay frozen or refrigerated?

Answer: Examples of items that need to stay frozen or refrigerated are juice, milk, and eggs, all of which need to be refrigerated.

21. Provide best estimate, dimensions of refrigerated or frozen food and/or liquid? For proper storage containers.

Answer: No recommendation. Vendor can choose to use containers as long as it meets the specifications and requirements of the contract.

22. Can you confirm whether the contractor is required to provide the helicopter sling service.

Answer: Yes, the contractor shall coordinate with the tribally approved carrier-helicopter sling operator, see scope of work 2.1 d-Final Delivery to HES and 2.1.4-Sling https://www.google.com/maps/dir/Hualapai+Hilltop+Helipad+-+Airwest+Helicopters/31144+Indian+Rd+18,+Supai,+AZ+86435/@36.1367731,-112.6990476,13.5z/data=!4m13!4m12!1m5!1m1!1s0x80ccb41c1d641a45:0xc8ab1888586266a1!2m2!1d-112.709905!2d36.157637!1m5!1m1!1s0x80ccb5eb69cf6497:0xb29b9a31727acca0!2m2!1d-112.6929277!2d36.1101465!5m1!1e4?authuser=1&entry=ttu&g_ep=EgoyMDI1MTIwNy4wIKXMDSoASAFQAw%3D%3D https://www.google.com/maps/dir/Hualapai+Hilltop+Helipad+-+Airwest+Helicopters/31144+Indian+Rd+18,+Supai,+AZ+86435/@36.1367731,-112.6990476,13.5z/data=!4m13!4m12!1m5!1m1!1s0x80ccb41c1d641a45:0xc8ab1888586266a1!2m2!1d-112.709905!2d36.157637!1m5!1m1!1s0x80ccb5eb69cf6497:0xb29b9a31727acca0!2m2!1d-112.6929277!2d36.1101465!5m1!1e4?authuser=1&entry=ttu&g_ep=EgoyMDI1MTIwNy4wIKXMDSoASAFQAw%3D%3D

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Operations. Regarding pricing, see Solicitation: 3. Pricing Summary and FAR 52.212-1 Instructions to Offerors #15 Price Volume.

23. The helicopter sling operations are provided by the Government or the Havasupai Tribe, with the Contractor responsible only for loading, coordination, delivery logs, and confirmation?

Answer: The contractor is responsible for end-to-end services from arranging pick-up, to coordinating delivery with the Helicopter vendor and Havasupai Tribe, to verifying delivery with the school. This includes paying for all costs including the sling with the Helicopter operators and Tribe. Contractors must contact the Havasupai Tribe for the approved helicopter provider and rates. See attach scope of work for contractor’s responsibilities.

End.