Qs-and-As 1st Set.pdf

January 17, 2023

First Set of Questions-and-Answers (Qs&As)

Request for Quotations No. 19JA8023Q0002

Warehouse Operations Services for U.S. Embassy Tokyo

Question 1:

“We understand this is Acquisition is Unrestricted and open to US registered companies. With that, reviewing page 16, para 1.2.7.3, will SOFA Status be authorized?”

Answer 1:

The Contractor shall comply with the requirements stated in subsection 1.2.7.3 on page 16 of the RFQ. Also, the Contractor shall comply with DOSAR 652.242-73 AUTHORIZATION AND PERFORMANCE stated under SECTION 2 on page 40 of the RFQ. This contract is not relevant to U.S. Forces SOFA.

Question 2:

“Is there an incumbent contractor and if so what is the contractor's name? If there is a current contract and if so what is the contract's total value?”

Answer 2:

Yes, the incumbent is Igarashi Transportation Co., Ltd. The grand total of the current contract is ¥110,206,000 JPY including

Indefinite Delivery/Indefinite Quantity (IDIQ) services. However, there have been changes in the standard services as well as removing the IDIQ services. Therefore, each quoter shall carefully review the new requirements set forth within the Request for Quotations.

Question 3:

“We could not attend the site due to conflicts with the date and time are there meeting minutes, or a sign-in sheet available?”

Answer 3:

The Pre-quotation conference minutes document has been posted in

SAM.gov website.

Embassy of the United States of America

Tokyo, Japan

Question 4:

“1.2.1.2 Personnel - May an alternate Project Manager be designated to allow the Project Manager to have leave or perform other responsibilities that may require the Project Manager to leave the facility?”

Answer 4

The solicitation does include a requirement of an alternate PM. If the offeror chooses to include an alternate PM, the alternate will not be considered during the evaluation in Section 4.

Question 5:

“1.2.1.2 Personnel - How many base passes can be issued for the performance of this contract? Especially during the peak season, it may be necessary to bring in additional personnel from our other nearby offices to assist.”

Answer 5:

The U.S. Embassy will coordinate with the Military Base for obtaining required access for limited contract personnel. See Amendment No.

0002.

Question 6:

“1.2.2.1 (1) Unloading (c) - What is the average amount of time it takes to accomplish one in-turn handling? In other words, how many trucks, and their sizes, deliver to the warehouse for one in-turn handling?”

Answer 6:

The U.S. Government does not track this information thus there are no metrics to share. It is the Contractor’s responsibility for determining how long it will take and how many trucks are required.

Question 7:

“1.2.2.1 (2) Loading (b) - What is the average amount of time it takes to accomplish one out-turn handling? In other words, how many trucks, and their sizes, deliver to the warehouse for one out-turn handling?”

Answer 7:

The U.S. Government does not track this information thus there are no metrics to share. It is the Contractor’s responsibility for determining how long it will take and how many trucks are required.

Question 8:

“1.2.2.1 (3) Storing and Organizing (a)- According to Attachment 3:

"Government Furnished Property, Equipment and materials", packing and wrapping materials are not provided by the Government. Will these materials be provided?”

Answer 8:

No, the U.S. Government will not provide packing and wrapping materials. The Contractor shall provide materials.

Question 9:

“1.2.2.1 (3) Storing and Organizing (c) - What is the average amount of time it takes to accomplish one of these work orders? In other words, how many items are packed/wrapped in one work order?”

Answer 9:

Please see subsection 1.2.2.1(3)(b).

Question 10:

“1.2.2.1 (1) Unloading (a) – In some of the pictures that we took of the warehouses there are signage designating areas of the warehouse for specific use. Is it possible to change/update the signage for clarification? In what way is signage allowed to be displayed in the warehouse so that we are able to prepare our strategic plan for

Warehouse Operations services (3.1.2 (e)(6) accordingly?”

Answer 10:

The solicitation does not include a requirement to update/change signage.

Question 11:

“1.2.2 Duties and Responsibilities (5)(e) - What does safeguarding from damage or theft include? Is this in regard to safe handling and ensuring entry ways are properly secured?”

Answer 11:

Yes, this is in regards to damage and theft.

Question 12:

“1.2.2.1 (4) Annual Inventory Assistance (b) – Is the barcode scanning system something the Contractor will be using or is the Contractor required to only use their own means of inventory as referenced in

1.2.2.6?”

Answer 12:

No. The U.S. Government scanning system will be used only by the

U.S. Government Embassy employees. See Amendment No. 0002.

Question 13:

“1.2.2.1 (5) Sale Assistance (d) - To what extent is the Contractor required to clean items? Will the GSO staff coordinate with the

Contractor to determine what items cannot be cleaned?”

Answer 13:

Paragraph (d) under subsection 1.2.2.1 (5) Sale Assistance is deleted. See Amendment No. 0002.

Question 14:

“1.2.2.1 (6) Disposal Assistance (b) - What is the disposal location so that we can better plan for cost? If an exact location cannot be given, please provide the distance from Yokohama ND to the disposal location.”

Answer 14:

Paragraph (b) under subsection 1.2.2.1 (6) Disposal Assistance is deleted. See Amendment No. 0002.

Question 15:

“1.2.2.2 Summer Peak Season - Are these usually 1 per day? Is it possible that all five could happen on the same day?

How often do warehouse staff work beyond normal hours (1.2.2.9) during the peak season?

Are the 3 provided forklifts enough for the peak season, or will it require us to bring in additional lifts?”

Answer 15:

Answer 15-1: Regarding the number of in and out-turns, 1.2.2.2(1) and

(2) is up to FIVE per week. Volume could be any combination of FIVE per week.

Answer 15-2: Regarding work beyond normal duty hours, that is determined by the Contractor in order to meet the requirements of the solicitation.

Answer 15-3: Regarding the number of forklifts, the solicitation does not require the Contractor to provide forklifts.

Question 16:

“1.2.2.5 Reports - As it is not clearly stated anywhere else, the

Contractor will perform in-turn and out-turn duties without the supervision of the COR or other Government representative?

Also, scanning and managing of items as they arrive and depart the warehouse is not accomplished at the time of arrival/departure.

Instead, is the management of items confirmed during the Annual

Inventory?”

Answer 16:

Yes, the Contactor shall be responsible for day-to-day operations at the warehouse, and handle tasks are required without supervision by

Embassy personnel. The U.S. Government staff will be present at the warehouse to receive new supplies arriving at the warehouse and need

Contractor’s assistance. Please see subsection 1.2.2.5 Reports and

1.2.10 DELIVERABLES.

Scanning in-turn, out-turn is not required. However, maintaining in-turn, out-turn inventory is required to minimize discrepancies during warehouse annual inventory. This inventory can be managed in and excel spreadsheet or other Contractor preferred tracking systems.

Question 17:

“1.2.2.6 Monthly Inventory - To confirm, supplies and inventory, is in reference to the goods, furniture, appliances, etc., being stored in the warehouses? Can the inventory be kept electronically in a warehouse management application and the report be supplied in MS

Excel format?”

Answer 17-1: Yes.

Answer 17-2: Yes.

Question 18:

“1.2.2.7 Written Records – Can these reports also be kept electronically in a warehouse management application and printed upon request, in order to save on supplies and space for keeping such reports in the office?”

Answer 18:

See Amendment 0002.

Question 19:

“1.2.2.10 Work Order – What is the usual time frame for issuance of

Work Orders? i.e. How many days before the work is to be performed is the Work Order issued?”

Answer 19:

Work orders are usually submitted 2-3 days in advance. However, for urgent requests, items will be issued out of the warehouse in advance and work order will follow later. See Amendment No. 0002.

Question 20:

“1.2.2.12 Order Control and Tracking System – Can this system be an electronic system apart of the warehouse management application?”

Answer 20: Yes

Question 21:

“1.2.6 GOVERNMENT FURNISHED PROPERTY/EQUIPMENT? - Is the Contractor responsible for the cost of fuel used to operate Government provided forklifts?”

Answer 21:

All U.S. Government furnished forklifts are electric and no fuel required.

Question 22:

“DOSAR 652.237-72 Observance of Holidays (d) - Does "or similar reasons" also include closure due to COVID constraints or other such events?”

Answer 22:

Yes, the COR will notify the Contractor during any such events, including COVID constraints or any other changes to holiday schedule, early closures observed by the U.S. Embassy.

Question 23:

“Attachment 2 - Is this reference to the trucks needed for disposal in

Section 1.2.2.1 (6)? If so, this section reads as though it is expected that the Contractor will subcontract this task to another company who will provide the trucks and means of disposal and the

Contractor will coordinate.

If not, is there some other task that requires the Contractor to provide vehicles? If so, what is the size of truck that has been commonly used in performance of the daily duty of this contract? Also, is the type of truck WING or FLATBED?”

Answer 23:

No. The Contractor does not require to provide trucks. Attachment 2 is amended to revise the paragraph 2. See Amendment 0002.

Question 24:

“Are all supplies to perform these duties provided as expendable supplies or does the Contractor need to provide them?”

Answer 24:

See paragraph 1 of Attachment 2 – Contractor Furnished Equipment and

Materials.

Question 25:

“How many parking spaces do the Contractor employees for parking personal vehicles and how far from the facilities are they?”

Answer 25:

No personal vehicles are allowed.

Question 26:

“To confirm, there are no industrial waste, hazardous waste, or other such substances stored in the facilities requirement additional licensing and training for management?”

Answer 26:

No. They are not included in the solicitation.

Question 27:

“With the holiday season coming, there are not many regular working days left between now and the offer due date, 10 Jan 2023. With US and

Japanese holidays combined, there are at most 10 working days. Is it possible that the offer due date will be extended to allow potential offerors to prepare an appropriately competitive offer?”

Answer 27:

See Amendment 0001 posted in the SAM.gov for proposal due date extension.

Question 28:

“1.2.1.2 Personnel - As an image, do you feel that you have one supervisor plus two staff members at all times after the 12th month?

If the warehouse work is not during the peak summer period (1 June -

31 October), is it possible to have a small number of staff?”

Answer 28:

Section 1, paragraph 1.2.1.2 requires the Contractor to have one project manager and two staff members on site at all times.

Question 29:

“(1) How urgent are the orders and requirements from the Embassy?

(2) Depending on the situation, I would like to have trucks, transport arrangements, etc. within 3-4 days. Is there a grace period before the date of the work order and the date the work is to be carried out?”

Answer 29-1:

See Amendment 0002 for revised 1.2.2.10 of the solicitation for urgent request requirements.

Answer 29-2:

There is no need for Contractor to provide trucks on site since the

U.S. Government trucks can be used for all movements. See Answer 23 above.

Question 30:

“Do all project managers and staff need to be able to drive a forklift truck? (There appear to be three forklifts on site.)”

Answer 30:

Please refer to the second paragraph of subsection 1.2.1.2 Personnel.

Question 31:

“Do all project managers and staff need to speak and understand

English?”

Answer 31:

Please refer to the paragraph four of subsection 1.2.1.2 Personnel.

Question 32:

“1.2.2 DUTIES AND RESPONSBILITIES (5) Sales Assistance (h) Estimated workload states: Sale is conducted on average two to three times a year, with 100 to 300 sales non-expendable property items.

We would like to know when this is conducted (i.e. in which months throughout the year).”

Answer 32:

The sales take place after the busy turn over season in summer. See

Amendment 0002.

Question 33:

“1.2.2 DUTIES AND RESPONSBILITIES (6) Disposal Assistance - With regard to the collection and transport of waste products, will this be an operating route on public roads? When handing over waste to a waste disposal site designated by the US Government, is it sufficient to carry out photography of the relevant items? Is there a letter to the contractor issued by the waste disposal site? Does the contractor need to apply for a permit or notify the Japanese law on industrial waste collection and transport and disposal business in collecting and transporting waste? If cotracor does not hold these permits and licences, is it acceptable to use a contractor?”

Answer 33:

No to all questions. See Amendment 0002.

Question 34:

“Are there any services for deliveries to consulates in Hokkaido, Nagoya, Osaka and Okinawa other than the embassy in Tokyo?

Are these outside the scope of this quotation?”

Answer 34:

No, these services are not included in the solicitation.

–End of First Set of Qs&As-