Solicitation_19EG3018Q0008_Q&As_final.pdf

U S Department of State | Packing and Crating 1

UNITED STATES EMBASSY

CAIRO, EGYPT

Solicitation No. 19EG3018Q0008 for Packing and Crating

Question 1: Where do we send out questions?

Your questions and your offer should be sent to CairoContracts@state.gov.

Question 2: What is 1.2 Packing of Unaccompanied Air Baggage (UAB)?

1.2 Services include: Packing, transportation from owner's residence in greater Cairo, delivery to Cairo International airport and customs clearance as mentioned under Scope of Service page 28.

Question 3: What is 1.3 Air freight official outgoing and what is the difference between 1.3 and 1.2?

1.3 Service includes: Packing of official effects, transportation from an Embassy facility, delivery to Cairo International airport and customs clearance. 1.2 Refers to UABs and 1.3 refers to Official Shipments as mentioned under Scope of Service page 28.

Question 4: What is 1.1 Packing of House Hold Effects (HHE)?

1.1 Services include: Packing, transportation from owner's residence in greater Cairo, delivery to a designated port and customs clearance. Service also includes fumigation or heat treatment of empty lift vans as mentioned under Scope of Service page 28.

Question 5: What is 1.5 Loose‐Pack Services (Local move)?

1.5. Service to include: Loose pack of personal and official effects, transportation from an embassy facility or residence and delivery to a designated location within greater Cairo and unpacking as mentioned under Scope of Service page 28.

Question 6: What if the Local Move is not in Cairo?

In this case Items 1.5.1 and 4.3.2 will apply.

Question 7: In which circumstances will 4.3.1 be applicable?

4.3.1 Will be applied for transportation services within greater Cairo limits.

Question 8: What services are included in item 2.1 Unpacking of House Hold Effects (HHE)?

2.1.1. Service to include: Custom clearance at port of entry, transportation and delivery to owner's residence in greater Cairo and unpacking as mentioned under Scope of Service page 28.

2.1.2. Same as 2.1.1. except for the Custom clearance will be done the US Government.

Question 9: Where are payment terms?

Payment terms are NET 30 as mentioned under clause 52.232‐33 page 55.

Question 10: What is a minimum per Task Order?

The minimum per task order is $10 as mentioned under clause 52.216‐19 page 61.

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Question 11: How are imported vehicles cleared?

Embassy provides you with the Ministry of Foreign Affairs clearance paperwork enabling you to customs clear the vehicle.

Question 12: Does the Embassy require any extra security while transporting their commodity?

No; however contractor assumes full responsibility of carriage while Embassy UAB, HHE, POVs, GOVs, or General Cargo is in their possession.

Question 13: Are the Incoming / Outgoing vehicles driven or carried on a Flatbed?

We use both methods.

Question 14: Who does licensing in Cairo to Incoming vehicles?

If the Customs clearance is assigned to the Contractor, licensing will also be the responsibility of the contractor and it is included in 5.1.2 page 29.

Question 15: What is Base Year?

The Base Year is the first year of the contract starting from the date of award. The Total Base Year referenced on pages 8 and 21 is the Total of all items in the Base Year period.

Question 16: How will incoming lift vans be handled, in the past they used to be deducted from the contractor dues?

All lift vans will be returned to the Embassy.

Question 17: How is storage calculated?

(Rate x Total Volume x Total Number of Days)

‐ Billing for a shipment: Storage rate/CBM/ Day * the volume of the shipment in CBM * number of storage days (i.e. 0.01 USD * 15 CBM * 10 days= USD 1.50).

‐ For submitting the bid: Storage rate/CBM/ Day * estimated annual units 41000. (i.e. USD 0.01 * 41000 units= USD 410)

Question 18: How many contractors does the Embassy anticipate to award? And how will the task be distributed among the awarded contractors?

The government will ideally award between three to five contracts under this solicitation. The distribution of the task orders will be based on the Government's best interests.

Question 19: Is there any shipment’s component that require a special crate?

Yes; all special crates need to be approved by the Embassy prior to construction.

Question 20: What is the difference between HHE and Official outgoing shipment?

Classification is based on the commodity of the item; Household Effects (HHE) are the personal property of Embassy officials and members of their family (see page 27) while Official shipments are the property of the U.S. Government.

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Question 21: Does shipment include Heavy Equipment?

Yes.

Question 22: Do you need shipment Insurance?

As per page 32, the Contractor accepts full responsibility for any and all losses and/or damage, from the time such cargo is received into the hands of the Contractor until it is released into the custody of the Government as evidenced by a signed receipt. The Contractor further agrees that in any instance involving loss or damage to the Government cargo, where the Contractor fails to exercise reasonable diligence, the Contractor shall assume full responsibility for such losses or damage including payment of claims for such losses or damage.

In addition, please see additional Insurance requirements on page 25.

Question 23: What about Insurance in Embassy Favor?

Please refer to the page 25 under Insurance.

Question 24: What rate should we provide since in page 26 there is a list of different geographical areas?

Your rate should include any port of exit. All ports will have the same rate. The vast majority of shipments arrive and depart from the Port of Alexandria.

Question 25: What type of previous business data do you need noting that we have disclosure clauses?

With respect to list of clients required on page 69, we ideally need the contact information, volume or value of contract, location, and date/s performed. If an element is covered by a non‐disclosure clause or privacy regulation, please provide a brief explanation. We need sufficient information to evaluate prior performance.

Question 26: Can we subcontract?

Subcontracting is permitted as per the solicitation. However, the U.S. GOVERNMENT must approve and accept all contractor employees as per page 24.

Question 27: Should we send the offer by email?

Yes all offers should be submitted by email to CairoContracts@state.gov and the samples should be mailed to the below Embassy’s address:

U.S. Embassy Cairo 8 Kamal El‐Din Salah Garden City Cairo, Egypt Attn: Procurement

Question 28: Will be any changes in the prices if for instant fuel price increase? Will this be considered as force majeure and we can move our pricing accordingly?

No price changes are permitted; our contract is firm fixed and you will have to build such business risks into your offers.

Question 29: On page 6, the unit of measure is per 1 LBS. Just asking if there any possible to be by Kg and CBM instead for easy and accurate calculation?

Yes, the unit of measure is 1 lb. and it cannot be changed.

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Question 30: On page 8, handling incoming vehicle: what do you mean by “flatbed tow truck”?

A truck specialized in transporting vehicles by tilting the flatbed to enable the vehicle to be driven or pulled on top of the truck and is also equipped to latch the vehicle on top of the truck while transporting it.

Question 31: On page 34, Weight limitation, Please advise the max acceptable weight per container and do you mean wooden container or the regular one?

Maximum weight per container is according to the terms and conditions of the carrier. The Weight limitation on page 34 is for the maximum entitlement a U.S. Diplomat can pack and ship and this maximum weight will be identified in each work order.

Question 32: On page 51, Container Specification, Shall we see pics or real wooden container do you already use so we can provide the same specification and conditions?

Specifications and dimensions should be as attachment 3 on page 51.

Question 33: For the orders/jobs apart from the containers, it must specify min amount, i.e. Job might turn to be 1 Lb. for example?

There is no minimum weight. Please see clause 52.216‐19 Order Limitations page 61.

Question 34: For different Inland transportation rates can’t be the same?

Transportation is integrated as part of the services as stated per “Scope of Service” on page 28 and rates should be calculated accordingly. For transportation service only, Line item 4.3.2 will be applied (Transportation Rate * weight of shipments in Lbs. * 100 Km. i.e. USD 0.01 x 1500 Lbs. x 1.2 Cairo / Bani Suef

= USD 18).

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Question 35: For the Packing service of the HHE & that of the embassy is it to our option to do the packing at client site or to move to our warehouse & do it there?

Packing, weighing and loading into Wooden Lift vans or Tri‐walls has to be done at the packing site for official, HHE & UAB shipments

Question 36: Do we have to complete the solicitation all required services, or can we choose some services to quote for?

Yes, otherwise your offer will be disqualified.