Questions and Answers 19AQMMA20R0171.pdf

SBU - CONTRACTING AND ACQUISITIONS

WASHINGTON METRO – PACK/CRATE AND STORAGE

19AQMM20R0171

QUESTIONS AND ANSWERS

August 7, 2020

Answers to questions are provided in red text.

1. In filling out the excel pricing spreadsheet I notice that on attachment B1 export rates line item 015 for continued storage seems to add each year and multiply by 12 thereby making the cumulative add each year after the base year. Was this by design?

Answer: Section J Attachment B1 Export and Storage. Yes, this was by design to capture the accurate cost of storage over the life of the contract.

Amendment required: No

2. What is considered small business for purposes of this solicitation?

Answer: Certified small business under NAICS code: 484210, verified through the

System for Award Management (SAM), and the U.S. Small Business Administration

Dynamic Small Business Search profile.

3. On page 7 of the BPA, the line item summary for Line Item No. 001-005 reflects the date of 12/13/2013. Can this be amended to the expected delivery dates? See A0001.

4. (C-003) Regarding Overflow Boxes, please clarify if wooden crates are now a requirement for overflow sofas, or if sofa cartons are still allowed as referred to in

Section D-002.

Answer: Upholstered Pieces. The requirement for items such as sofas (upholstered / oversized items) that will not fit in liftvan for export is expected to be wrapped and placed into wooden crate that fits the size of the sofa and/or oversized item.

Amendment required: Yes, See A0001, Section D-002 Upholstered Pieces

5. (C-004, K.) Regarding the Firearm Safety course:

A) Please clarify if this course will be administered by DOS, or if this is something the packing company will need to procure from an outside party.

Answer: Section C-004, K. Training Center / Program / Controlled Storage Training requirement. DOS will not offer or administer the Firearm Safety course, the packing company will need to procure from a licensed company that offers firearm safety courses.

Amendment required: No

B) If an outside party will be necessary, are there any requirements that need to be fulfilled?

Answer: Section C-004, K. Training Center / Program / Controlled Storage Training requirement. Firearm Safety course must include firearm safety storage, how to safely clear a firearm and the basics for handling a firearm safely. Program must supply a Certificate of Completion.

Amendment required: Yes, See A0001.

6. (C-005, B.) Regarding Pianos and Organs, please clarify the requirement for moth repellents placed near the felts.

Answer: Section C-005, B Storage Method. Pianos / Organs have felt pads on the key hammers and are susceptible to bug infestation. Moth repellants are a precautionary measure.

Amendment required: No

7. (C-005, B.) Regarding Motorcycles, as the requirement for full breathable cover is new to this RFP, please verify that clean moving blankets will satisfy this requirement.

Answer: Section C-005, B. Storage Method. Clean moving blankets will not satisfy the requirement. All motorcycle placed into storage must have a full breathable cover placed on motorcycle during the life of the storage.

Amendment required: No

8. (C-005, C.) Regarding the requirement that moth repellents be replenished for piano/organ felts, if the packing company is to wrap the piano/organ in 60-pound kraft paper as described in C-005, B., is the packing company expected to unwrap/rewrap these pieces every 6-months to satisfy this requirement?

Answer: Section C-005, C. Preservation of Items in Storage. Pianos / Organs will not be required for moth repellant replenishment.

Amendment required: Yes, See A0001 Section C-005.C

9. (C-006, C.) Regarding Vault storage, as much of these requirements are new to this

RFP, please clarify/confirm:

A)“high value items exceeding $1,000 (such as. Firearms) regardless of value”.

Answer: Section C-006, C. Vault Storage. Authorized Vault storage will consist of items of high value exceeding $1000, and all firearms regardless of value.

B) Whether our current method of vault storage is acceptable under the new requirements for construction.

Answer: Section C-006, C. Vault Storage. Questions are anonymous we cannot comment on a public forum of your current method, please follow BPA/Contract requirements.

C)(1) Whether Motion Detection is required inside vault storage or inside the area surrounding vault storage.

Answer: Section C-006, C. Vault Storage. Motion Detection is required inside the vault storage.

10. (C-010, B.) Regarding the requirement to reschedule weather-delayed services within two working days, please advise the procedures should the said weather event extend longer than the 2-day requirement.

Answer: Section C-010, B. Adverse Weather Conditions. It is understood that if the weather event extends past the 2 day requirement then the rescheduling requirement will also extend.

Amendment required: No

11. (C-010, D.) Regarding the new requirement for packing company personnel to wear shoe protection (booties), please expound on this requirement.

A)At any given time during the pack-out or delivery of a shipment, crew members will be entering and exiting the residence. Will they be required to remove and reapply the booties every time this occurs?

Answer: Section C-010, D. Protection and Damage to Customer’s Effects and/or

Residence. The requirement states “personnel must wear shoe protection (booties) when entering the home to survey home and prepare for packing / delivery services. “

B)We consider this requirement to a potential safety hazard for our personnel, i.e.

when carrying heavy/oversized items up/down flights of stairs.

Answer: Section C-010, D. Protection and Damage to Customer’s Effects and/or

Residence. See answer on 11, A. above.

12. (C-010, E.) We are unsure of the meaning of this section and kindly request clarification.

Answer: Section C-010, E. Export Packing of Household Effects and Unaccompanied

Air Baggage. The section is a summary of expected services for Export Household

Effects and Unaccompanied Air Baggage.

Amendment required: No

13. (C-010, I.15.) We request the distinction that the packing company is not responsible for assembling any new, still-in-box items, to include, but not limited to, furniture, exercise equipment, etc.

Answer: Section C-010, I.15. Services included in the rate. This service does exclude new in box furniture or exercise equipment.

Amendment required: Yes, See A0001. C-010, I.15

14. (D-001, …Bric-a-Brac) Based on experience with former DOS Inspectors, we have been fined for not separately wrapping items such as, but not limited to, boxes of plastic baggies, tin foil, bags of tea, spice containers, etc. We would appreciate further distinction regarding these situations.

Answer: Section D-002, Crockery, Lamp Base, Clocks, Jardinieres, Statuary, Vases, and Bric-a-Brac. Best commercial practices would apply. Items such as plastic baggies, tin foil, bags of tea, and some spice containers that are not fragile will not be required to be individually wrapped.

Amendment required: No

15. (D-001, Firearms) We request clarification if firearms are to be individually placed in one carton – one carton per piece?

Answer: Section D-002, Firearms. Each Firearm must be packed individually in a carton.

Amendment required: No

16. (D-011, Determination of Weights) We request that language be added to include the authorized use of forklift scales, authorized in C-004, L., in the determination of weight.

Answer: Section D-011, Determination of Weights. Authorized / Certified Scales as cited in Section C-004, L. is acceptable for determination of weights.

Amendment required: Yes, See A0001.

17. (E-001) Given the added language of COR designated representatives to be the customer or their authorized representative, we request further clarification the statements, “…designated representative(s) may inspect the packing company facility(s)…” and, “…designated representatives with free and reasonable access to its facility(s)”.

Answer: Section E-001 Inspection/Audit of Facilities and Operations. The COR will utilize representatives from A/LM/OPS/TM that are qualified to perform facility inspections. A customer or their authorized representative would only be intended for their shipment / personal effects.

Amendment required: No

18. (F-007, FLSA Reporting and Service Contract Act Staffing Report(s)) Regarding the

FLSA and SCA reporting requirements, upon further investigation and contained within https://www.dol.gov/agencies/whd/government-contracts/service-contracts/faq, which states the SCA does not apply to: 3) contracts for the carriage of freight or personnel by vessel, airplane, bus, truck, express, railway line, or oil or gas pipeline where published tariff rates are in effect, is this truly necessary requirement for this BPA? Answer: Yes, this is a requirement for the BPA, and the FLSA applies to this BPA.

Amendment required: No

19. (H-007) It has been common practice in the transportation and van line industries to use a combination of W2 and 1099 owner/operator contract employees to provide the flexibility to match a crew’s experience and fulfill the increased demand for moving services. Under section H-007 Subcontracting - are a combination of employees and

1099 employees permitted to continue to provide pick up and packing services at residences? Answer: No, only prime contractor employees are to provide on-site pickup and packing services utilized at residences.

20. (L-001, L.7) “The technical proposal shall address Factors 1, 2, 3 and 4 listed below…” yet there are 5 factors listed below. See A0001.

21. Attachment I, A02b, Section C.1b. Can DoS please define the term "proper equipment" for the TSP to be evaluated on and who would make this determination?

Answer: Section J, Attachment I AQL Deduct Table for Packout or Deliveries.

Violation ID A02b, Proper equipment to perform services was not dispatched to jobsite, the proper equipment is defined in Section C-002 Company Vehicle / Truck

Specifications. The determination would be made by the customer, DOS representative, and/or COR based on the shipment details and required services.

Amendment required: Yes, See A0001 Attachment I.

22. Attachment I, A14, Section C.10d. Can DoS please define the phrase "jobsite not prepped and protected to perform services" for the TSP to be evaluated on and who would make this determination? Are the processed described in Section C.10d the only requirements or are specific protective materials required?

Answer: Section C-010, D Protection and Damage to Customer’s Effects and/or

Residence. Packing companies will be evaluated from requirements in Section C-010, D, During the packing and delivery, the high traffic areas such as hallways, stairways and foyers shall be protected while any services are being performed. The specific protective material provided at jobsite shall be based on best commercial practices for the safety of the crew, and homeowner/customer

Amendment required: Yes, See A0001 Section C-010 D.

23. Attachment I, A29, Section D.7. Can DoS please state at what point in the HHE/CSN

Export process is this to be required and subject to inspection? Estimated Lift vans are sent to jobsite to be used, but the actual number of filled lift vans is not known until they are loaded/returned to the warehouse. Markings are not placed upon the lift vans until weighed. Will this only apply to lift vans subject to release for forwarding?

Would the fine be per lift van or per shipment?

Answer: Section J, Attachment I AQL Deduct Table for Packout or Deliveries.

Section D-007 Container Marking. Markings are subject to liftvans ready for release for forwarding and the violation is per shipment not liftvan.

Amendment required: No

24. Attachment I, A37. Is DoS requiring every shipment be reweighed at time of receipt?

Does this apply all shipments as the receiving TSP can capture gross weight unless

DoS is now requiring the TSP to reweigh the empty/debris?

Answer: Section J, Attachment I AQL Deduct Table for Packout or Deliveries.

Section C-014, Inbound Shipments. The requirement is to reweigh all inbound shipments at the time of receipt to capture the gross weight.

Amendment required: Yes, See A0001, Section J, Attachment I.

25. Attachment J, B40a, Section C.4c. Can DoS please provide the definition of "water tight" or "showing signs of leaking"? Could you advise who determines whether these conditions have been met or violated? Contracted TSPs are providing full valuation coverage at the rate of $8.50 times the shipment weight and would be responsible for any water damage occurring in their facility as well as coverage for all customers goods in their care so it would not be prudent to operate with a leaky roof so this is confusing.

Answer: Section J, Attachment J AQL Deduct Table for Warehouse. Watertight roof shall not allow water to pass through, shall be impermeable. Signs of a leaking roof would include dripping from roof or standing water inside facility. The determination would be made by the DOS representative, and/or COR based on conditions found.

Amendment required: No

26. Attachment J, B49a, Section C.4l. Are the scale requirements for this AQL those defined under Section C-001 part L or are there other requirements?

Answer: Section J, Attachment J AQL Deduct Table for Warehouse. Section C-004, L. Scales. Yes, the scale requirements are in Section C-004, L. Scales.

Amendment required: No

27. Attachment J, B76, Section C.9. The requirements state an electronic locator system is required for POVs but does not define what that should be. Is there a specific electronic POV locator system required? Can the same locator system be used for all other warehouse items including the POVs?

Answer: Attachment J AQL Deduct Table for Warehouse. Violation ID B76 & B77 the locator system is required for all DOS storage lots.

Amendment required: Yes, See A0001, Section J, Attachment J.

28. B-008. Is DoS expecting to award 10 contractors up to $6.5 million annually in commercial services (not including any revenues for existing services? Answer: The

$6.5 million purchase limitation refers to the limit for one single purchase under the applicable BPA, such as one single BPA call, GBL, Packing Authorization, or Work

Order. Section B-008 is not the overall limitation of the BPA ceiling or total award value.

Amendment required: No

29. M.9. Please advise how many years of claims data is being requested for this response.

Answer: Section M.9 Technical Evaluation Factors Factor II Corporate Experience D.

Corporate Performance and Claims Processing. Please provide claims data within the last 3 years.

Amendment required: Yes, See A0001 Section M.9

30. B-008. Will the contractor be responsible for tracking annual contract revenue and reporting to DoS if it is reaching maximum award or will that be DoS responsibility?

Answer: Both contractor and DoS are to track the ceiling limits of section B-006 and single purchase limit in section B-008.

Amendment required: No

31. C-001-K. Which firearms certification is required, is there a specific training program

DoS is wanting employees to be trained it?

Answer: Section C-004, K. Training Center / Program / Controlled Storage Training requirement. Packing company must procure a licensed company that offers firearm safety courses. Firearm Safety course must include firearm safety storage, how to safely clear a firearm and the basics for handling a firearm safely. Program must supply a Certificate of Completion.

Amendment required: Yes, See A0001.

32. Clins 2231B and 2231G. Will shipments needing to be moved in "shorty" lift vans be clearly identified on DoS assignments?

Answer: Section J Attachment B.1 Export and Storage. The requirements are included in each CLIN and each work order will have the CLIN for authorized services.

Amendment required: No

33. Pricing. Can DoS provide the average shipment weight for each HHE, UAB, and

Perm Storage shipment type for the past two years?

Answer: Average HHE shipment weight is 3300 pounds, UAB shipment weight 350 pounds, Perm Storage shipment weight 4800 pounds.

Amendment required: No

34. H-011. Please confirm a performance/bid bond is not required to be submitted with the proposal. Answer: Not required.

35. C-001-E. Does DoS require contractors to use a specific inventory software or just one which meets the described data requirements?

Answer: DOS does not require a specific software.

Amendment required: No

36. C-007 and Section J Attachment E. Can DoS provide the source/basis for the specific dimenions defined in this requirement? Are these dimensions approximate, the minimum, or the exact requirment? Will a TSP be disqualified if its vehicle storage is not to these exact dimensions but meets all other requirements?

Answer: Section J Attachment E Vehicle Storage Parking Standards. During the market research the specific dimensions were determined to be best suitable for routine maintenance to be performed, inspections and receiving / releasing vehicle from/to storage. The dimensions are the minimum requirement. A TSP for POV services will be disqualified as this is a requirement for POV storage.

Amendment required: No

37. C-007 and Section J Attachment E. Will DoS authorize vehicles to be stored on racks to increase the capacity the TSP can manage? Are there any specific minimum equipment requirements or standards to be met?

Answer: Section J Attachment E Vehicle Storage Parking Standards. DOS will authorize vehicles to be stored on vehicle parking lifts meeting the capacity specifications of the vehicle being stored on parking lift.

Amendment required: Yes, See A0001, Section J, Attachment E.

38. C-007 Requirements for POV Storage. Can DoS please define what the approved fleet management system (FMS) is? It is stated it must be a fully electronic software application, which application is DoS requiring or preferring? Is there a specific version required?

Answer: DOS does not require a specific software.

Amendment required: No

39. C-001 Section D. Along with onsite, virtual, and telephonic pre-move survey methods, are AI-driven survey platforms permissible?

Answer: DOS is not aware of any AI-driven survey platforms.

Amendment required: No

40. C-001 Section D. ‘Timely communication for any changes [to the scheduled pre-move survey] is required’. Please define ‘timely communication’.

Answer: Timely communication for Pre-Move Survey is defined in Section F-007

ILMS System reporting “within 24hours of occurrence:

Amendment required: No

41. L.7. As the contractor's proposal is to be submitted electronically could you please confirm: The Technical Proposal - Volume 1 defined on page 75 is to be the first email submission? The Pricing Proposal - Volume II defined on page 75 is to be the second email submission? The Technical Proposal email submission shall include

Factors 1, 2, 3, and 4; what about Tab A - Business Management Questionaire and

Factor 5 - Past Performance? See A0001.

42. L.7. As the contractor's proposal is to be submitted electronically could you please confirm: The Technical Proposal - Volume 1 defined on page 75 is to be the first email submission? The Pricing Proposal - Volumen II defined on page 75 is to be the second email submission? The Pricing Proposal email submission shall include only pricing; what about Tabs A, B, C, and D? Are we to include these items? Should each tab be a different file/attachment? Example; Attachment 1 - Tab A, Attachment

2 - Tab B, Attachment 3 - Tab C, and then 4 separate Excel file attachments for pricing? Answer: The order of which Volume I and Volume II are emailed to the

Department is at the discretion of the offeror. Price Proposal tabs A through C do not have to be separate attachments, that is at the discretion of the offeror. Tab D is to be the completed Attachment B(s) that the offeror wishes to be considered for each corresponding award pool.

Amendment required: No

43. L. Can sample reports/graphs be submitted/included under Factors 2, 3, and 4 for reference? Would these be included in the page count? Answer: They would be included in the page count.

Amendment required: No

44. L.7. Is the the page limit of 60 pages the total of all pages for Factors 1, 2, 3, and 4 combined? Should we be including Factor 5? Does this add to the one printed page per sheet of paper total or to be included within the 60 one page only total? See

A0001.

45. B-003. Are the minimum required services blend of all services or are each of them required. Example: required to service 15,000 lbs. HHE, 25,000 lbs. storage-in, and release of 20,000 lbs for a total of $60,000 lbs. the same day or rather up to 15,000 lbs. HHE or 25,000 lbs. storage-in, or release of 20,000 lbs. per day?

Answer: Section B-003 Offeror’s Guaranteed Capability. Each daily minimum is a standalone requirement and not blended together.

46. B-003. Is DoS requiring the contractor to service/maintain 3,000,000 lbs. continued storage, 10,000 lbs. of controlled storage, 6,000 lbs. of vaulted storage, 1,000 lbs. of cold storage, and 109 POVs or simply to have the capacity to service/maintain this volume?

Answer: Section B-003 Offeror’s Guaranteed Capability. Required to have the capacity to maintain and service volume as stated.

Amendment required: No

47. C-001-B. Are the required minimum crew number inclusive of total weight of the shipments serviced per day or per shipment. Example: 450 lbs. UAB + 2,500 lbs.

HHE would be a total of 3 people servicing not 2 people for the UAB and 2-3 people for the HHE correct?

Answer: Section C-001 B Personnel. The minimum crew members is inclusive of the total weight of the shipments serviced per day per customer.

Amendment required: No

48. What is the anticipated award date for this contract? Answer: November-December

2020, but subject to change. Intended period of performance start date is January 1, 2021, but subject to change.

Amendment required: No

49. M.7, Factor III, Part A. What are the time frames for each of required training classes and will there be required reporting to DoS? If so will it be quarterly or annually?

Answer:,Section M.9 Technical Evaluation Factors, Factor III Part A Quality Control

Staff Training. DOS does not require specific timeframes for training. Packing companies are required to have training for all personnel performing services for

DOS as cited in Section C-004, K. Training Center / Program.

Amendment required: No

50. (Reference is RFP Page No. 8, B-003 “Maximum Packing Company Capability”): in this paragraph it is stated that the company will report the maximum number of DOS

UAB, HHE shipments they can handle; will this only be established post-award or will bidder/buyer establish that at time of bidding and contract award?

Answer: Section B-003 Offeror’s Guaranteed Capability. This will be established post-award, as it would depend on a Packing Company’s ranking in a BPA award pool.

51. (Reference RFP Page No. 8, CLIN 2509B): this CLIN discussed 3,000,000 LBS - is this 3 Million figure-factored annually or life of contract (5 years)?

Answer: Section B-003 Offeror’s Guaranteed Capability. The 3,000,000 is factored for the life of contract.

Amendment required: No

52. Will the Contracting Authority permit a qualified bidder to propose a “forward looking” operation where the bidder is proposing to expand current operational capacity subsequent to actual award? Answer: Contractor should be proposing based on their current operation, capability, and capacity to meet the RFP and subsequent

BPA requirements, and minimum capability. The current operation must be sufficient for the Government to determine that the contractor can meet the BPA requirements if awarded a position in a BPA award pool. Any “forward looking” operational matters should only be considered if the contractor were to receive an influx of high volume orders or allocations after award and during BPA performance.

Amendment required: No

53. Concerning POVs, please confirm that a qualified bidder is not required to submit a bid proposal for any of the POV CLIN/requirements? Answer: If the offeror does not want to be considered for the POV award pool, then they do not have to submit pricing or a technical proposal for the POV CLINs and POV requirements.

Amendment required: No

54. Award Pools: please confirm that a bidder not submitting a bid for any of the POV

CLINs will still qualify for at least one of the Award Pools? Answer: It is up to the offeror to decide which BPA award pool they wish to propose on and be considered.

Amendment required: No

55. Contract mobilization period: please confirm the mobilization, or on boarding timeline for the new contract by stating the exact date the (PoP) Period of

Performance would begin? Answer: See answer to Question 48. The onboarding timeline cannot be confirmed at this time, it is dependent on when BPA award will be made, and estimated to be 30 days from notice of award.

Amendment required: No

56. Are upright wardrobes approved for HHE shipments?

Answer: Section D-002 Requirements for Packing of Household (HHE) and Personal

Effects, Linen, Clothing, Draperies and Like Items. Upright wardrobes are not approved.

57. When an AQL is given, does the contractor have the opportunity to rebuttal the AQL?

Answer: AQL reports that are issued have a 15 day response time to accept or provide a rebuttal for the AQL and provide any documentation necessary for the rebuttal before a final notice is issued.

Amendment required: No

58. How does COVID-19 effect the requirement on on-site surveys?

Answer: they are handled on a case by case basis at this time.

Amendment required: No

59. Will DOS provide ILMS training?

Answer: Section H-020 DOS/Packing Company Furnished/Installed Equipment.

ILMS training will be provided within 30 days of the contract award, Training attendance is mandatory for all key personnel.

Amendment required: No

60. If there is a need for 3rd party service such as crating/ hoisting. Will approval need to be from your office? If not approved will it become the responsibility of the shipper at their expense?

Answer: Section D-002 Requirements for Packing of Household (HHE) and Personal

Effects, Special Servicing. Approval is required please see cited Section D-002

Special Servicing.

Amendment required: No

61. If inbound shipments are billed at the gross weight. How do we calculate the net weight since SIT are billed at the net weight?

Answer: The net weight taken to calculate SIT is the net weight reported from origin.

Amendment required: No

62. Will DOS provide a storage expiration date on inbound shipments?

Answer: DOS will provide the storage expiration for inbound shipments.

Amendment required: No

63. Are there any minimums on any CLINs? Answer: There are no minimums awarded per CLIN but award pool minimums are based on what position a contractor is listed in their award pool. See Section H-017.

64. Will there ever be time where we would have to access a shipment without the shipper / inspector?

Answer: DOS does not authorize access to any shipment without DOS representation.

Amendment required: No

65. Is a moped/Vespa/ Scooter/ Motorcycle considered a POV?

Answer: DOS does not consider a Moped / Vespa / Scooter or Motorcycle a POV.

Amendment required: No

66. Are all motorcycles required to be in motorcycle crates?

Answer: Motorcycle crates are required for all export shipments and not for storage.

Amendment required: No

67. How would we know if there are any height restrictions on any shipments? Will your office provide a list of any Post that have height restrictions?

Answer: DOS provides height restrictions and post requirements on work orders issued to the Packing Company.

Amendment required: No

68. Will we be penalized for not accepting shipments over the 50-mile radius?

Answer: Companies will not be penalized for not accepting shipments outside of the

50- mile radius.

Amendment required: No

69. Will DOS councilors have the authorizes weight on shipments?

Answer: DOS counselors will provide the authorized weights.

Amendment required: No

70. Does a HHE via Air shipment have to be packed in triwalls? If not are the items to be loaded in half crates or does the item need to be corrugated with cardboard then waterproofed and banded?

Answer: HHE via air does not have to be packed in Tri-Walls. If the shipment occupies an entire wooden crate approved by the International Air Transport

Association (IATA) and can be accommodated by aircraft servicing the post, the contour-type "IATA 5" container shall be used.

Amendment required: No

71. On any shipments being accessed. Do we receive proper notification on when scheduling with the warehouse?

Answer: Proper notification from DOS representative will be sent for scheduling access.

Amendment required: No

72. On storage pickups, if the shipper opts not to have their items moth flaked, would we will be responsible for receiving a written notification from shipper? Would we be required to send this to your office or just have it on file?

Answer: At any time a customer is requesting to opt-out of a contract requirement you must contact BLIO immediately.

Amendment required: No

73. As caulking is a requirement, does DOS have any specific guidance on preventing caulking leaking on the ground at the shippers residence when it is 100 degrees outside and the caulking is liquid (as it is required to caulk the lift vans on site)?

Answer: Majority of caulking is completed at facility prior to services at jobsite, the issue of caulking required at jobsite on the door and has never been brought to DOS as an issue, and therefore we have no feedback at this time.

Amendment required: No

74. Insurance requirements (RFP p. 46 H -011): Bidder must have the $8.50 per lbs based on the actual weigh of the goods that remain in storage?

Amendment required: Yes, see A0001, Section H-011 HHE Insurance Requirement

75. Subcontracting (P 45 H 007 Subcontracting P) Pick up and pack out are sub-contractors are not allowed. Can use a sub-contractor for delivery services?

Answer: Yes, with prior approval in accordance with Section H-007. That is a subcontractor eligible function.

Amendment required: No

76. Regarding Carpenter P 85 C 4 & 5. Contractor has a carpenter onsite that has 2 years’ experience. Are we able to sub-contract a carpenter for this requirement as needed? Answer: Yes, with prior approval in accordance with Section H-007. That is a subcontractor eligible function.

77. Accessorial Fees: if rates are to be all inclusive, what is the purpose of the

Accessorial Form?

Answer: Accessorial Form are for services that require special servicing as state in D-

002 Requirements for Packing of Household (HHE) and Personal Effects, Special

Servicing.

Amendment required: No

78. Regarding RFP Page No. 39 Annual Moisture Mapping: please further discuss/explain this process & requirement.

Answer: Moisture Mapping is a service offered from a certified indoor environmentalist to indicate excessive moisture and humidity within a building environment or its structure.

Amendment required: Yes, See A0001, Section C-004 D.

79. Pricing Instructions: please provide or confirm any additional guidance concerning the approach & methodology that DOS has employed to develop the pricing format.

Is this method meant to be a price sampling approach?

Answer: CLIN quantities are based off of historical annual volume amounts for the overall program, with projected year over year adjustments.

Amendment required: No

80. Section B personnel, On UAB deliveries, is 1 person acceptable for deliveries?

Answer: C-001 Performance of Services B. Personnel. The packing company is required to have a minimum of two (2) crew members on jobsite at all times while performing services.

Amendment required: No

81. B. Personnel, pg. 10, For jobs allocated for over a day period, is the crew size requirement over the length of the job or per day?

Answer: The minimum crew size is required for the duration of the services scheduled based on the weight of the shipment.

Amendment required: No

82. C-004, E. Insect and Rodent Control. This section includes language about rodent control, does this apply to moth control as well?

Answer: The Insect and Rodent control applies to all insects and rodents.

83. I. Security Alarm Requirements. Will door contact alarm system be adequate instead of motion detectors?

Answer: All contract requirements are expected to be met and no substitutions will be accepted.

Amendment required: No

84. Section K - Representations, Certifications, and Other Statements of Offerors or

Respondents. Please provide an explanation of what is required to submit for this section? Are we to complete and submit Section 52.204-8 Annual Representations and Certifications (Mar 2020). Answer: See provision FAR 52.207-7 and application of FAR provision 52.204-8(d). If Reps and Certs are not current as to what is listed in sam.gov, then the offeror must submit updated information in 52.204-8 and then update their sam.gov Reps and Cert prior to award being issued.

Amendment required: No

85. FACTOR 2 – Corporate Experience / Section D. Corporate Performance and Claims

Processing /. For the claim processing data, how many years shall we include?

Answer: See answer to Question 29.

86. Factor 3 – Management Control System- Section D. Please explain the intent of

Section D Subcontracting Plan of the Proposal Content (p. 78 of 89). Should offeror answer this requirement from the perspective of the offeror’s business as a whole or from the perspective of offeror’s work performed only on this BPA? If the latter, the

BPA restricts subcontracting at section H-007 but allows upon prior written approval.

Should the offeror assume that the subcontractors proposed in the Subcontracting

Plan will be approved? Answer: Large Business offerors submitting a Subcontracting

Plan should be submitting a plan under the assumption that it will be approved in accordance with Section H-007, after BPA award. The subcontracting plan applies to work directly related to BPA requirements/services, please see section H-007 (3) which gives large business wide latitude in meeting subcontracting goals and utilization.

Amendment required: No

87. Factor 3 – Management Control System- Section D. Are the Subcontracting Goal percentages based on offeror’s revenue? If not, what is the percentage based on? If the Subcontracting plan is based on the services performed under this BPA, what revenue should offeror use to base its Subcontracting Plan where the volume is unknown until after award ranking? Answer: Percentage of revenue. The offeror may use a total revenue based on the value they propose per award pool, or total estimated revenue they project for a performance year.

88. Factor 3 – Management Control System- Section D. For the Subcontracting Goals at page 78 of 89, are the SDB, SWB, HUBZone Firms and SDVO goals in addition to the overall SB goal of 38% meaning the total Small Business Subcontracting plan is

54%? Or are each of these categories a subset and therefore inclusive of the overall

38%? Answer: Subset and inclusive of overall 38%.

Amendment required: No

89. Factor 3 – Management Control System- Section D. Can a subcontractor who qualifies for multiple Small Business classifications be used more than once to satisfy the Subcontracting Goals? For example, if the Offeror’s plan is to use a subcontractor that is both SWB and a HUBZone Firm, does that satisfy both of those subcontracting requirements as well as 8% of the required 38%? Answer: A subcontractor who is certified as both a SWB and HUBZone Firm and is utilized for 5% of revenue would satisfy both the required 5% SWB and 3% HUBZone utilization threshold, but because they are being utilized for 5% of revenue; they would still only count as 5 of the 38% goal in total small business set-aside requirement.

Amendment required: No

90. Factor 5 – Past Performance. Is it required to provide the same past performance writeups as the individuals selected to submit the questionnaire or can the writeups be different past performances? Answer: Past Performance may be from a current or past contract effort that is the same or similar in scope to this requirement.

Amendment required: No

91. H. Special Contract Requirements / Section H-011. To what services of the BPA does

DOS expect Aircraft Public and Passenger Liability to apply?

See A0001 Section H-011.

92. H. Special Contract Requirements / Section H-011. To what services of the BPA does

DOS expect Vessel Liability to apply?

See A0001 Section H-011.

93. Will the pricing for the new contract be applied to our current contract starting with the effective date of the new contract or will the pricing for the current contract continue with Option year 4 pricing? How will the current storage amount factor into the evaluation process when awarding the contract? The current methodology could penalize existing contractors and be more favorable towards new bidders.

Answer: No current storage volume held by current BPA holders is factored into the evaluation of that particular company for the new award. An incumbent BPA holder who is awarded a follow-on BPA in the same award pool as their current BPA, may retain their current storage, but the newly awarded BPA rates for applicable storage

CLINs will apply to current storage volume on the date that the new BPA award takes effect.

Amendment required: No

94. Attachment B1-B4: Is there an error in the Attachment B pricing spread sheet calculations? The calculation on the CUMULATIVE PRICE SPREADSHEET tab for many of the continuous storage t-codes multiplies QTY * Unit Price * 12 to calculate the BASE amount. That calculation overstates those t-codes because it treats the storage like it all was received on the first day of the first month of the year so you get a full 12 months of storage revenue. The overstatement continues in each subsequent option year. Please review. Examples are t-code 2509B, 2509K, 2509HY, 2509D, 2509E, and 2509F.

Answer: DOS does not confirm an error in the Attachment B spreadsheet calculations. DOS is calculating the max value potential for the BPA for those

CLINs. See answer to Question 1.

Amendment required: No

95. Electrical Vehicles – we are currently servicing gas and Hybrid cars in our car warehouse. The new contract details requirements for electric cars that include having an electric vehicle charging station on site. Will we be required to bid on electric cars in the new contract? If so, will a 120 volt charger suffice?

Answer: Companies will be required to service all POV requirements for gas, Hybrid and Electric to bid on the POV storage. The vehicle charging stations must meet

Local / State building code for electrical supply to the direct current to charge a traction battery.

Amendment required: No

96. Moth Repellents – the contract details that moth repellents need to be replaced every

6 months. Will that also be required with sofa’s being stored in sealed wooden sofa boxes?

Answer: The replenishment requirement is for upholstered items in the racking and not for sealed wooden sofa boxes.

Amendment required: No

97. Moisture Mapping – We currently have gauges that measure the humidity in all of our warehouses. We monitor those daily. Is that sufficient to meet the environmental requirements in the new contract? If not, can we get more details on moisture mapping requirements?

Answer: Moisture Mapping is a service offered from a certified indoor environmentalist to indicate excessive moisture and humidity within a building environment or its structure. All contract requirements are expected to be met and no substitutions will be accepted.

Amendment required: No

98. Metal Seals – we currently use plastic seals that require the customer signatures on all our lift vans. Is this sufficient or are metal seals required going forward?

Answer: Section D-009 Container Seals, “Serial Numbered seal” All contract requirements are expected to be met and no substitutions will be accepted.

Amendment required: Yes, See A0001, Section D-009.

99. Do you want offeror’s to include the, B-003 Offeror’s Guaranteed Capability statement, minimum and maximum capabilities? Answer: The Offeror must submit verification and enough information to confirm it meets or exceeds the minimum contractor capability requirements in Section B-003.

Amendment required: No

100. Do you want the complete Section K (pg.’s 63 – 72) from the RFP in Volume ll Tab

B, or only the pages that have areas to be filled in (pg.’s 64,66,67,68,69,70, and71)?

Answer: Complete Section K to be submitted in Volume II Tab B. Please note answer to question 84.

Amendment required: No

101.You state that you want the submissions sooner rather than later and only two emails

Volume I and Volume II. What if there is an amendment or change to the RFP that takes place after a submission that would require the offeror to email additional info?

Answer: If an offer is received before the proposal receipt deadline, and an amendment is issued prior to the proposal receipt deadline, then the offeror may resubmit their proposal, prior to the deadline, to take into account the amendment.

Amendment required: No

102. Is there a requirement for a bid bond for this solicitation? Answer: No.

Amendment required: No

103. Attachment Z - Can we list the Department of State as a reference as it is listed in the bidder instructions? Bidder Instructions – the document list State Department as an example of a past performance reference. Are current contractors permitted to list the State Department as a past performance reference or if the bidder serves under another DOS contact like the DOS ITGBL program. Answer: Yes.

104. Cold Storage. Please provide the projected amount of cold storage a company should expect to receive in contract year one.

Answer: The projected amount of cold storage is cited in Section J Attachment B2

Controlled storage. See also Section H-017.

Amendment required: No

105. Firearms safety training required. We have multiple veterans on staff who handle our firearms. Does a DD2-14 showing honorable discharged from the military satisfy the requirement of a firearms safety course? Would a concealed carry permit also meet the requirement?

Answer: The DD2-14 will not satisfy the firearm safety course requirement. A concealed carry permit would satisfy the firearm safety course requirement.

Amendment required: No

106. Basis of Weight/crew size (also referenced on page 11). Can the number of crewmembers per pound change based on the number of days allotted for a job?

Example: 7500 lbs. to pack/load over two days. Rather than sending a crew of 4-6 people, would sending a crew of three people each day suffice?

Answer: The minimum crew size is required for the duration of the services scheduled based on the weight of the shipment.

Amendment required: No

107. Determination of Weights. Can an on-site truck scale be used to obtain weights for perm storage shipments, or is the expectation that each storage vault and any loose items be weighed individually?

Answer: Section D-011 Basis of Weight, the requirement is for the vaults and loose items to be weighed individually.

Amendment required: No

108. Can a storage system utilizing 20’ containers be used for DOS perm storage?

Weights would be obtained on calibrated truck scales.

Answer: Not under the requirements of the BPAs that result from the award of RFP

19AQMM20R0171.

109. Please clarify the statement on page 32 “A separate weight ticket for each container is required”. Example: If a PERM Storage, shipment is packed/loaded into 5 storage vaults, can a company turn in an export style weight ticket with the tare/gross weights of each vault combined on the same ticket showing the total tare/gross/net weights of the shipment, or would 5 separate weight tickets be required?

Answer: Section D-011 Basis of Weight, Determination of Weights. Will adjust to allow a separate line item per container on a weight ticket is required.

Amendment required: Yes, See A0001, D-011.

110. POV Storage. Does the Department of State have a projection of how many POV’s each of the 4 vendors would bring into storage during the first year of the contract?

Answer: The projected amounted of POV storage is cited in Section J Attachment B4

POV

Amendment required: No

111. Attachments B1 – B4 Minimum weights. Please confirm the minimum weights to be billed for each: UAB, HHE, PERM, and Controlled Storage.

Answer: DOS does not have minimum billable weights.

Amendment required: No

112. Section D Preparation of Articles. Can glass filament tape be used to band triwall cartons?

Answer: Section D-001 Preparation of Unaccompanied Air Baggage (UAB) for

Shipment, Preparation of Articles. No Glass Filament tape can be used to band tri-walls. All contract requirements are expected to be met and no substitutions will be accepted.

Amendment required: No

113. D-005 Container Closure Sealing and Reinforcement. Please specify if the caulking goes on the inside seam, or the outside seam.

Answer: Section D-005 Container Closure Sealing and Reinforcement. All caulking is applied to the inside joints / seams.

Amendment required: No

114. D-006 Lining and Banding. Do we no longer have to use 1 ¼ “ banding material on wooden shipping containers

Answer: Section D-006 Lining and Banding of All Shipping Containers. Contract requires a minimum of ¾ of an inch width steel banding.

115. D-009 Container Seals. Can adhesive Government security seals be used on lift vans, or is it going to be metal seals only? Can you provide a picture of the metal seals the Dept. of State will require for use?

Answer: Section D-009 Container Seals, “Serial Numbered seal” Metal Serial

Numbered seals required. All contract requirements are expected to be met and no substitutions will be accepted.

Amendment required: Yes, See A0001, Section D-009.

116. The New annual environmental requirements testing requirements on page 15 are listing as annual moisture mapping. Please clarify the requirements and/or standards that are to be using for this testing and the duration period of testing devices.

Answer: Moisture Mapping is a service offered from a certified indoor environmentalist to indicate excessive moisture and humidity within a building environment or its structure. All contract requirements are expected to be met and no substitutions will be accepted.

Amendment required: No

117. Nuts, Bolts, and Screws. Can a parts box be utilized instead of attaching a parts bag to the item?

Answer: Section C-001 Performance of Services, E. Inventory, Overflow. Section D-

002 Requirements for Packing Household (HHE) and Personal Effects. DOS requires

Nuts, Bolts, Screws and small hardware to be placed in parts bag and attached to master item. DOS has had several instances when items were sent to post at a later date and parts were not sent due to being segregated in separate parts box.

Amendment required: No

118. Will the new contract rates adjust and apply for all current storage with existing contract companies that retain the contract? Answer: Yes, if an incumbent contractor is awarded a BPA in the same award pool that they currently are in, the new BPA rates would go into effect at the start of the new BPA, for all applicable existing storage.

Amendment required: No

119. Reference Section B-006 Total Estimated Value. We understand that the total estimated value of the total procurement takes into account existing storage volume.

Do you have an estimate of the value of the procurement without the existing storage included?

Answer: $128 Million estimated

Amendment required: No

120. Reference Section C-003 Containers and Materials (pg. 14) states that

“Prefabricated motorcycle crate for the surface shipment must be soundly constructed of non-coniferous wood or plywood.” Section D-002 Requirements for Packing of

Household (HHE) and Personal Effects (pg. 28) states: “Motorcycle. Motorcycles are to be crated with prefabricated motorcycle carton as in provision.” This sentence is incomplete.

Please clarify. Do you want motorcycles prepared for shipment in fiberboard cartons or wooden crates, or are both acceptable?

Answer: Section D-002 Requirements for Packing Household (HHE) and Personal

Effects. Prefabricated motorcycle crate is required as cited in C-003. Fiberboard cartons are not authorized.

Amendment required: Yes, See A0001, Section D-002.

121. Reference Section C-005 Storage Area- Methods and Requirements, Storage

Method (pg. 18) 6th paragraph states:

“Motorcycles are to be drained of gas. Oil remains in engine. Gas tank, carburetor, control cables lubed. Drain radiator. Disconnect battery. Put cap on positive terminal.

Key goes to packing company and is to be kept in the customer’s shipment file. Key is to returned in bag fastened to handlebar. Motorcycle remains in upright position with nothing touching or pressing on it. Requires full breathable cover and stored in a separate area of the facility. Servicing as indicated above is customer’s responsibility prior to acceptance by packing company. Items will be identified as required in

Section C.5b.”

We have two questions- The requirement states that the servicing is the customer’s responsibility. Does this include providing the “full breathable cover” prior to our acceptance? If the requirement is that we provide a full breathable cover for stored motorcycles, may we use a customer-provided cover?

Answer: Section C-005 Storage Area, Methods and Requirements. The customer is not required to provide a full breathable cover, this is a requirement for the packing company. If the customer voluntarily provides a full breathable cover, it may be utilized while in storage and marked on the inventory as a personal effects line item with notes it is installed on motorcycle.

Amendment required: No

122. Reference Section C004 D Environmental Requirements (pg. 15) the section states:

“Annual moisture mapping for all facility(s) approved for services must be performed during the months of May through September and sent to the COR; all recommendations must be completed within ninety (90) days of report by a Certified

Indoor Environmentalist (CIE) and Member of The Institute of Inspection, Cleaning and Restoration Certification (IICRC).

The certification for Certified Indoor…