Questions and Answers Letter .pdf

RFP No. 19GE5022R0044– Amendment 0002 Questions and Answers (Q&A)

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Warehouse Outsourcing Services

Questions and Answers (Q&A)

RPSO has received the following questions (Q) and is hereby providing the following answers (A).

1. Q: The Contractor will be reimbursed for DBA only to the extent the contractor provides documentary proof that DBA has been paid and only to the extent quoted in Attachment 2 – Pricing.

This means the USG will reimburse the amount we pay to DBA insurance brokers for our yearly DBA insurance?

A: Correct, the Government will reimburse the contractor for DBA costs upon documentary providing proof that DBA has been paid and only to the maximum extend quoted under CLIN DBA in Attachment 2 – Pricing.

i.e., if the invoice for paid DBA provided by the contractor is $5,000.00 but the quoted price of its offer is $4,000.00; the government will reimburse a maximum of $4,000.00 to the contractor. $4,000.00 will be the maximum cost the contractor is entitled to claim for DBA concept as per cost proposal.

2. Q: The SOW mentions that minimum height is 10 meters but above Introduction does not mention a minimum height, will be 10 meters the minimum height? If possible, can this be modified to 8 meters? Due to the type of cargo to be stored 8 meters is more than enough based on our experience?

A: Yes, the minimum can be 8 meters high.

3. Q: Page 6 of SOW, C 2.5 - In reference to the appliance maintenance, could you please share info about the most common type of repairs needed and the frequency of these services?

A: There are 6 activities involved on the appliance repair:

a) Maintenance and repair of the appliances in stock to ensure adequate levels to provide services.

b) Identifies appliances in stock for disposal. Shall the contractor identify any damages, this shall be notified to the COR. In coordination with COR, reviews stock and determines appliances for disposal based on the cost to repair (+75% acquisition cost) and end of life cycle (+6years).

c) Response to corrective maintenance. Repairs conducted in residences or in contractor warehouse to include range, refrigerator, washer, and dryer & non-critical appliances:

microwave, water dispenser, transformers, and dehumidifier.

Critical appliances repair under 24hrs and Non-critical appliances repair under 72hrs.

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Warehouse Outsourcing Services

d) Contractor needs to document all repair activity on Form DS585.

(This form can be found in internet or requested to the COR upon award)

e) Generates an “Appliances Survey” (condition of appliances and recommendation) on for all make ready moves as instructed by

COR.

f) Installation and maintenance of appliances during the make ready moves. Appliances are checked and ready for use when delivered and installed in the residences.

4. Q: I asked the previous POC if this SOW is actually being performed and if so what is the contract number.

A: This is a new requirement. RPSO does not have any information on previous contracts, nor is that information relevant for this procurement request.

5. Does the 2,500 sf are total storage capacity utilizing a rack system or it refers to physical space or the warehouse?

A: As stated on C.1.1, the minimum required is 2,500 square meters, and it refers to the total space of the warehouse, which include but not limited to:

storage, picking area, disposal area, loading and receiving area, and office space.

6. Q: What is the average number of containers that are expected to receive per week/month?

A: In reference to “C.2.2.1 Receiving Operations”:

a) FCL (Full Container Load): an average of 3-5 shipments over a calendar year, with 2 of them up to 15x40HC containers per shipment. This number is for reference purposes only. Number could vary based on other factors.

b) LCL (Less Container Load): an average of 5-7 local deliveries from vendors per month. This number is for reference purposes only. Number could vary based on other factors.

7. Q: Is the Contractor responsible for customs clearance related to the container’s importation?

A: No, as stated on “C.2.2.1 Receiving Operations” the Contractor is only responsible for the reception, identification, and proper storage of cargo.

8. Q: Do furniture and other items will come fully assembled or does the Contractor will be required to do so?

A: Less than 5% of the items will require minor assembly.

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Warehouse Outsourcing Services

9. Q: Do you have a historical data of cargo shipped in the past with dimensions H x W x L / Weight?

A: No, all items stored are standard size/dimensions household furniture and appliances. Imported household furniture does not come palletized.

10. Q: Could you please provide what will be the maximum (estimated) dimension / weight for the expecting furniture so we can plan on proper loading equipment like but not limited to forklift, pallet jacks, cherry pickers, etc.

A: Individual pieces of Household furniture and appliances does not exceed

250kg per piece.

11. Q: Can we visit de current location to have a better understanding of how the operation is being managed?

A: No plan to visit the current warehouse. The current location is Coop. Las

Vertientes Calle 6 Mz. J Lt. 2 Villa el Salvador with a total of 4272 pieces of household furniture.

12. Q: In the scenario that containers are not released on time by Customs Officials, who will be accountable for delays?

A: A: No, as stated on “C.2.2.1 Receiving Operations” the Contractor is only responsible for the reception, identification and proper storage of cargo and is expected to meet the performance standards.

13. Q: Do the diplomatic personnel’s houses are within the 20KM range from the

U.S. Embassy? This is for fuel consumption and delivery time estimates planning purposes.

A: Yes, services are expected but not limited to the following areas:

Miraflores, Barranco, San Isidro, Santiago de Surco and La Molina.

14. Q: Does Department of State have a historical data for repairs performed?

A: Repairs, corrective and preventive maintenance are provided on a regular basis in residences and stock at warehouse location and must meet the expected lifecycle of each appliance and household furniture.

15. Q: 11. Is the delivery schedule from Monday to Friday 0800-1700 or does the

Government expect the Contractor to deliver cargo on weekends?

a. This is to calculate overtime for employees?

A: As stated on C.2.5 “Appliances maintenance and repair”, emergency replacements are expected to be completed within 24 hours, which includes holidays and weekends.

Historical data shows 3-4 emergency services per month, not necessarily on holidays or weekends but could change based on demand

16. Q: General: Please share the Lima delivery addresses or coverage area?

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Warehouse Outsourcing Services

A: Services are expected but not limited to the following areas: Miraflores, Barranco, San Isidro, Santiago de Surco and La Molina.

17. Q: General: Is it possible to share historical data (vehicle, date, address, type of service, # floor, etc)

A: Services include routine and emergency maintenance requests based on maintenance needs of the residences located at Miraflores, Barranco, San

Isidro, Santiago de Surco and La Molina.

Historical data shows an average of 3-4 emergency services per month, including holidays or weekends but could vary based on demand.

18. Q: General: How many persons do we need to load / unload?

A: Is up to the Contractor to determine based on the SOW.

19. Q: General: What time will the US Embassy will send the delivery orders?

A: RPSO intends to award a firm-fixed price IDIQ contract for a base year and 4 optional years. The government will issue annual tasks or delivery orders in order to fund the contract. Offerors shall refer to the terms to the terms and conditions set forth in the solicitation for further information on ordering conditions.

If the question refers to the statement of work / number of deliveries the successful vendor shall prepare/do from the warehouse to the government locations, these will be on need basis - vendors shall refer to the SOW.

20. Q: General: Maximum value per delivery?

A: On C.1.1 “General” the moving services refers to the moving of all USG assets to the facility of the winning bidder. The Contractor shall be responsible and liable for the transportation of the goods.

21. Q: General: Who will provide the insurance for the local transportation?

A: The Contractor shall be responsible and liable for the transportation of the goods.

22. Q: General: How many urgent and express services are required per month?

A: Historical data shows emergency appliances services are required every month but not necessarily on holidays or weekends. This could vary based on other factors.

23. Q: General: How many returns occurs per month (%) on average?

A: As stated on C.1.5 “Duties and responsibilities”, warehouse services are to be performed on a daily basis.

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Warehouse Outsourcing Services

24. Q: General: Does the DOS/Embassy have delivery procedures and reject procedures?

A: Yes, the US Government has SOPs that reflect the application of current regulation 14FAM410. The COR will provide proper instructions upon contract award.

25. Q: Attachment 3 Past Performance (“Contact Information Sheet / Experience

Listing”): Please confirm the exact submission instructions for the past performance references.

A: Per Section 3 – Solicitation Provisions, Past performance information, shall include: recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information).

Information shall be completed using Attachment 3 – Contract Information sheet / Experience Listing. A minimum of 3 and a maximum 5 contracts is required. One listing must be completed per each contract.

26. Q: Attachment 1 SOW Page No. 1 / C.1.1: Please confirm that the facility may provide services to other clients at any time, but should only have an exclusive use, dedicated area for the FAP contract?

a. Please further explain/discuss this clause: “Contractor employees shall be onsite for contractual duties and not for other business purposes”

A: As stated on C.2.1 “Warehouse storage”, section “b” and “e”, designated storage and loading area must be secured for U.S. Embassy only.

The inventory and maintenance of USG FAP items is the responsibility of the contractor including loss and damage. The requirement is to provide 2,500

SQM of segregated warehouse space exclusive to the USG.

The contractor can have other operations adjacent or in the same warehouse space for other uses as long as they are clearly and physically delineated from the USG Property. The USG property at any point will not be co-mingled with other property. If other operations are located adjacent to the USG spaces, they will not compromise the condition nor create an environment that is detrimental and can damage or affect the quality of the USG property nor hinder the maintenance and inventory activities required by the contract.

27. Q: Attachment 1 SOW Page No. 6 C.2.5 / C.2.6: Please advise if there is a specific

DoS/FAM guideline or standard that covers this specific requisite/services?

A: C.2.5) For maintenance and repair: 14 FAM 412.4-1 & 14 FAH-1 H-220 and C.2.6) For inventory: 14 FAM 416. Forms can be required to the COR upon contract award.

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Warehouse Outsourcing Services

28. Q: 652.232-70 – Payment Schedule and Invoice Submission (Fixed-Price): Will billing be conducted through the Syncada system or direct billing, locally, to the

GSO/U.S. Embassy?

a. How will billing work & what is the actual Billing frequency?

A: The billing will NOT be conducted through the Syncada system.

The successful contractor shall submit invoices to the COR for approval and afterwards to the designated billing office US Embassy Lima Financial

Management Center via email at LimaBilling@state.gov with the Contract

Number. For further information on payment and invoice submission, vendors shall refer to the RFP document.

The billing for this contract is to be conducted monthly.

29. Q: Business Size Standard: Please confirm that this contract is not a Set Aside (it is not indicated on the SF1449)?

A: This contract is Unrestricted, NOT a Set Aside. The contract is competed under full and open competition.

30. Q: C.2.2.2 Standard Warehouse Services: Is delivery + installation services only required for the appliances? Is delivery + installation required for furniture?

A: C.2.2.2 refers to warehouse services at Contractors facility prior delivery.

Installation of appliances are included in C.2.5 “Appliances maintenance and repairs”.

31. Q: C.2.2.2 Standard Warehouse Services: If delivery + installation is required, will you provide an estimate of the average distance of the residences from the

U.S. Embassy location in Lima?

32. A: Services are expected but not limited to the following areas: Miraflores, Barranco, San Isidro, Santiago de Surco and La Molina.

33. Q: Attachment 2 – Pricing Sample Re. CLIN 001 - “Base Year: Fully operational outsourced furniture and appliance inventory warehouse to include personnel as described in Section I Subsection IV Statement of Work”: There is no CLIN for the cleaning, maintenance, delivery & installation services. Do you expect all of the services costs to be factored into the monthly all-inclusive cost.

A: Please refer to the attachment #2 provided with Amendment 0001.

CLIN 0002, 1002, 2002, 3002 and 4002 includes SUBCLINS A to J for the offerors to clearly display maintenance costs and other costs.

Shall the vendor consider that more SUBCLINS are necessary, vendor can introduce them.

Offerors shall note that the total cost stated under CLIN 0002, 1002, 2002, 3002 and 4002 shall be the summary of the costs under SUBCLINS accordingly.

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34. Q: Attachment 2 – Pricing Sample Re. CLIN 002 “Move furniture to warehouse

(if applicable)”: CLIN 002. Does this requirement include the transfer of current inventory from the current FAP warehouse? Please information that will help in determining a cost factor (i.e. actual location or distance etc.)

a. Will a Site Visit to the current warehouse be possible prior to bid proposal submission?

A: Yes, the Contractor shall transfer assets to their warehouse, being responsible and liable for the transportation of the goods.

The government will not provide any visit in advance to the current warehouse. The current warehouse location is: Coop. Las Vertientes Calle 6

Mz. J Lt. 2 Villa el Salvador with a total of 4272 pieces of household furniture.

35. Q: GSO Staff: Will the Embassy/GSO Team expect any workspace or desk at the

FAP warehouse?

a. Will any Embassy staff be based or work within the FAP warehouse at any time (outside of spot visits, inventory work or disposal sales)?

A: No, USG Employees will not be based within the FAP warehouse, or work other than for inventory, disposals, tagging during receiving and spot-checks.

36. Q: Clearance / Security Clearance: Please confirm that no additional security clearance(s) are requirement for Contractor staff for this contract?

A: As stated on C.1.2 “Personnel” and C.2.1 “Warehouse storage”, the

Contractor shall ensure adequate staff to perform services in compliance with laws and regulations.

37. Q: C1.1 WORK REQUIREMENTS / General: What kind of document archives?

A: Non-sensitive to be disposed (burned) by another contractor.

38. Q: C1.1 WORK REQUIREMENTS / General: What kind of assets? Please provide specific examples.

A: 85% on household furniture and appliances, 10% on Welcome Kits and

%5 others in relation to the US. Embassy business.

39. Q: C1.2 WORK REQUIREMENTS / Personnel: The Project Manager is required for the entire contract duration or only for the implementation?

A: Entire duration of the contract.

the contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment.

The contractor shall notify the Contracting Officer Representative within 15 calendar days after the occurrence of any of these events.

Offerors shall refer to Key personnel requirements under section V.3. for further information.

40. Q: C1.4 WORK REQUIREMENTS / Duties and Responsibilities: How often are the urgent requests? What kind of request are them?

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Warehouse Outsourcing Services

A: Urgent requests refer to expedite services mention on the C.2 “Type of services”.

41. Q: C2.1 TYPES OF SERVICES / Warehouse storage: How many docks are required as minimum?

A: Two, one for loading and one unloading.

42. Q: C2.1 TYPES OF SERVICES / Warehouse storage: Can you share the dimensions of the products we will storage?

A: All items stored are standard size/dimensions household furniture and appliances.

43. Q: C2.1 TYPES OF SERVICES / Warehouse storage: What is the inventory value we have to consider for insurance?

A: Two million dollars (US$ 2,000,000.00).

44. Q: C2.3 TYPES OF SERVICES / Warehouse operations: How far in advance an inbound is scheduled?

A: In reference to “C.2.2.1 Receiving Operations”:

a) FCL: an average of 3-5 (20 or 40 foot container) shipments over a calendar year. This could vary based on other factors. This number is for reference purposes only. This number could vary based on other factors.

b) LCL: an average of 5-7 (20 or 40 foot container) shipments per month. This number is for reference purposes only. This number could vary based on other factors.

45. Q: C2.3 TYPES OF SERVICES / Hard furniture maintenance and repair: What kind of repair is usually required?

A: Hard furniture requires from minor to extensive repair, while not exceeding repair cost of 75% from the acquisition cost.

46. Q: Attachment 2 Pricing Sample: We recognize that there are now 6-CLINs with

10-subset CLINs under CLIN 002 & the unit quantity is set as “monthly” over a

12-month period. Is the bidder expected to assume a lump sum or average number of occurrences per month for CLINs 002A-002J?

A: Vendors shall provide a monthly breakdown of the costs for the Sub-CLIN items 002A-002J.

Offerors shall note that the total cost stated under CLIN 0002, 1002, 2002, 3002 and 4002 shall be the summary of the costs under SUBCLINS A to J accordingly.

47. What practical pricing guidance can you provide for CLINs 002A-002J?

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A: Please provide monthly estimates based on the projected frequency of services requested, the types of services offered, the inventory of items provided, the physical location of residences and other relevant factors.

All prices shall be indicated monthly except those for DBA concept and the one-time moving cost which only takes place under the base year (these costs shall be quoted annually, or lot as indicated in attachment 2)

If there are other CLINs that are not covered, please indicate in detail in your proposal.

Additionally, vendors may refer to answers in questions 33 and 46

48. Q: Does DHS will consider a warehouse located at Lurín, which is located within the 18 miles away from the Embassy and avoid all the heavy traffic in the city of

Peru?

A: All bids must meet with location requirements in C.1.1. “General”, which refers to not more than 20 km from the US Embassy, in located at Encalada

Avenue Block 17, Santiago de Surco, Lima – Peru.

49. Q: PWS-C.2.2.1 Receiving Operations “Dismantle and unpack shipping containers”: Please confirm this only requires the unloading of 20’ or 40’ shipping containers and not the offloading from a trailer chassis, nor dismantling the steel shipping containers themselves.

A: It is expected from the Contractor to comply with requirements mentioned on C.2.2.1 from both FCL and LCL, from containers or any type of transport with USG goods delivered to the warehouse.

50. Q: PWS-C.2.2.1 Receiving Operations: Please confirm maximum weight of items to unload so forklift can be adequately determined.

A: Individual pieces of Household furniture and appliances does not exceed

250kg per piece.

51. Q: PWS-C.2.2.1 Receiving Operations “proper disposal of shipping containers”:

Please specify that these are internal shipping containers and not the 20’ or 40’ metal shipping containers themselves

A: Disposal mention on C.2.2.1. refers to internal shipping containers, boxes, crates, and other type of packaging containing USG goods.

52. Q: PWS-C.2.2.1 Receiving Operations: How many loads of 40’, 20’ or LCL’s can the facility expect to off-load weekly?

In reference to “C.2.2.1 Receiving Operations”:

a) FCL: an average of 3-5 shipments over a calendar year, consisting of 20 or 40 foot containers per shipment. Contract shall be able to receive up to 10 containers a week. This number is for reference purposes only. This number could vary based on other factors.

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Warehouse Outsourcing Services

b) LCL: an average of 5-7 local deliveries from vendors per month.

This number is for reference purposes only. This number could vary based on other factors.

53. Q: C.2.2.2 Standard Warehouse Services “Contractor must support GSO Staff to scan items”: Will scanning and IT related equipment be Government Furnished or is Contractor responsible for it. If Contractor is responsible what is the

Integrated Logistics Management System the equipment must be compatible with?

A: The Contractor shall facilitate and allow USG Employees to scan and inventory the items, including regular spot checks by having the items ready, easily accessible and available.

It is not the Contractor’s responsibility to scan nor manage the inventory on Integrated Logistics Management System (ILMS).

54. Q: C.2.3 Hard furniture maintenance and repair: How many furniture repairs per week or month does the Government estimate will be made based on historical data?

A: The repairs will be based upon the identification of damaged furniture, and it is expected from the Contractor to meet the performance standard from C.2.3 “Hard furniture maintenance and repair”.

55. Q: C.2.3 Hard furniture maintenance and repair: Will all materials and consumables be provided by the Government for repair and maintenance of furniture to include: fasteners, fabric, light bulbs, other potential components?

A: No, as stated on C.1.1 and EXHIBIT A, it’s expected the Contractor to provide all equipment, materials, supplies, and clothing required to perform the standard and temporary additional services as specified in this contract.

56. Q: C.2.4 Soft furniture maintenance and repair “Notify the COR 90-days in advance when par stock levels need replenishment”: Will the Government provide

Contractor with adequate stock-level and lead-time information so advance notice can be given?

A: Yes, the current stock complies with DoS standards. COR will work closely with Project Manager from the Contractor to ensure information is shared for replenishment and deliveries.

57. Q: C.2.5 Appliance maintenance and repair “Appliance repairs should be conducted in residences when feasible”: Please list all types, makes and models of appliances that it is Contractor’s responsibility to maintain.

A: A list of current appliances under the FAP Program are listed on

EXHIBIT B. The following makes are from appliances in stock but will not be limited to: Frigidaire (refrigerator, washer, dryer and range), Whirpool

(washer, dryer and range), Mabe (washer and dryer), LG (refrigerator), Panasonic (microwave), Miray (dehumidifier and microwave) and Bonavista

(water dispenser).

58. Q: C.2.5 Appliance maintenance and repair “If an appliance requires extensive repair, remove existing appliance to off premise site for repairs and replace with

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Warehouse Outsourcing Services a functional appliance in the residence”: What is the standard or will the

Government determine when a repair is “extensive” or if the item is irreparable and should just be replaced?

A: Extensive repairs refers to medium to major maintenances, in coordination between the COR and the Contractor a determination to replacement will be made on a case by case scenario.

59. Q: C.2.5 Appliance maintenance and repair “Contractor shall install and uninstall appliances during the make ready.”: How many “make ready” visits are there on a weekly or monthly basis?

A: There are between 65 and 75 make ready moves per year, with 80% of them on the transfer season from June to September each year. This number is provided for reference purposes only. This number could vary based on other factors.

60. Q: C.2.7 Property Disposal & Auctions “Move designated items from the warehouse to sale display areas.” Where is the sale display area located (address) and how many furniture items are normally moved quarterly for this disposition?

A: Display areas must be within the Contractors’ warehouse, which can be palletized and on racks. US Embassy usually has one auction per quarter.

61. Q: Attachment 2-Pricing Sample-Base Year CLIN 2 “Move furniture to warehouse (if applicable)” Where is the furniture currently located and how many

40’ container loads are estimated?

A: Current warehouse is in Villa El Salvador with an estimated move of 25 containers of 40’.

62. Q: Form W-14 Confirm the W-14 does not apply if Contractor is a U.S. based company?

A: Foreign offerors must provide Form W-14. Further instructions for submission of Form W-14 were provided with Amendment 0001. Moreover, the vendor may refer to following links for further information.

https://www.irs.gov/businesses/international-businesses/united-states-income-tax-treaties-a-to-z https://www.irs.gov/businesses/international-businesses/armenia-tax-treaty-documents https://www.irs.gov/site-index-search?search=W14&field_pup_historical_1=1&field_pup_historical=1

63. Q: Where can we find Exhibit A and Exhibit B?

A: offerors will find both exhibits under attachment 1 – Statement of WOR

(SOW)

https://www.irs.gov/businesses/international-businesses/united-states-income-tax-treaties-a-to-z https://www.irs.gov/businesses/international-businesses/united-states-income-tax-treaties-a-to-z https://www.irs.gov/businesses/international-businesses/armenia-tax-treaty-documents https://www.irs.gov/businesses/international-businesses/armenia-tax-treaty-documents https://www.irs.gov/site-index-search?search=W14&field_pup_historical_1=1&field_pup_historical=1 https://www.irs.gov/site-index-search?search=W14&field_pup_historical_1=1&field_pup_historical=1