Q&A_-_Hospitality_Kits.pdf

Questions & Answers

Hospitality Kits Solicitation No. 19MX53-18-Q-0003

SECTION 1. ATTACHMENT 5 - How to Obtain a DUNS Number and register to

SAM PAGE NUMBER 4

SENTENCE: NOTE: it is very important that each company/entity register with their fiscal company name and address in DUNS, NCAGE as well as in SAM and without misspelling/typos. The information must match and be exactly the same on all registrations, if not, the process will take a minimum of four months.

Q – QUESTION: Currently XX has a DUNS Number, however the instructions from the link provided to get the NCAGE says that the validation timeframe for this code is up to 10 labor days and then use that code to get the SAM registration. What could we do if we do not receive the validation of the code before the deadline to present the quotation for the hospitality kits?

A – Please submit in your proposal, proof or evidence that the NCAGE, DUNS or SAM registration is in process.

SECTION 1. BLOCK 23. UNIT PRICES PAGE NUMBER 5. PARAGRAPH 3. BASE

PERIOD PRICES. CHART 3.1. Hospitality Kits

The budgets that XX makes for the Welcome Kit services it´s really standard according the kitchen accessories, dishware/glassware, cleaning kit, towels and appliance; however the sets of bedding are determined by the exact number of beds placed at the officer´s residence and even the price change also because of the size of the bed either if it´s queen or twin. Because of this, the chart above presents a complication to set a unique price for combinations such as “3-4” in the space for “Family size (Number of people)” since the price cannot be the same for a family of 3 which would need 1 Queen Size + 1 Twin Size sets while a family of 4 would need 1 Queen

Size + 2 Twin Size sets.

Q – QUESTION: How could we adjust this criteria in order to match the information requested?

Below attached the antecedent from last year provided by the Embassy to make budgets.

A – Please disregard previous figure above and refer to Amendment A002.

Background: It's indicated in the Performance statement that around 100 to 170 families (of different sizes) rotate each year. To better picture your relocation operation process, we need to understand if the number of families moving in and out of the country are processed in a temporary house / unit that lacks the hospitality kits (HK).

Q – what is the average number of families that use a temporary house without HK? Is this equal to the rotation number above (all)?

A – It is not equal to the rotation number above. The number of families that are assigned a house without a Hospitality Kit is very low.

Q – What is the current mode of operation, in other words, is the HK service contract currently being performed by (organic or a service company)?

A – It is currently being performed by various service companies.

Q – Are all arrivals and departures processed in and out of the country, placed in temporary housing facilities, or do they also stay in hotels?

A – Not applicable.

Q – If personnel stay at temporary housing units, do they have the basic furniture, but not the

HK?

A – Not applicable.

Q – Will all the HK be used by personnel rotating in and out of the country only, or also by personnel assigned on Temporary Duty Assigned (TDY)?

A – The Hospitality Kits will be used for families transitioning in and out of Mexico City and for personnel assigned on Temporary Duty Assigned.

Q – During the summer, the Department of Defense experiences the peak rotation of personnel.

Assuming DOS is equal, what is the peak rotation during the summer?

A – The exact number of rotation of personnel is unpredictable.

Q – do we need to register our business with the Mexican government? we will be providing services to DOS

A – Please refer Section 2, Contract Clauses, under DOSAR Clause 652.242-7 Authorization

And Performance (Aug 1999).

Q – Can proposals be delivered electronically if we are not physically in the country at this time?

A – Please refer to Section 3, Solicitation Provisions, subsection 1., Submission of Offers, under

“Notes”. No Electronic proposals or offers will be accepted. However, you may send your proposal via regular mail. The proposal must be sent via regular mail on or before the deadline

(time and date).

SECTION 1. PAGE NUMBER: 17 PARAGRAPH 3.5. Rescheduling of Pick-up and

Deliveries

SENTENCE: The Contractor may only reschedule a pick-up or delivery twice per month. The

Contractor shall notify the COR to reschedule the service at least seventy-two (72) hours prior to the day requested.

SECTION 1. PAGE NUMBER: 17-18 PARAGRAPH 3.6. Apartment Conditions for Deliveries.

SENTENCE: Apartments are sometimes occupied; either by families or by make-ready technicians involved in painting/cleaning the apartment in preparation for an arriving family.

The Contractor shall make every effort to work in a cooperative fashion with these individuals.

Q – QUESTION: The request for quotation considers different aspects about urgent services and unpredictable changes, however, I would like to ask what is the procedure as a contractor in case a Welcome/Departure kit could not be placed or removed at site? Is it considered a charge for late cancellation when the contractor is ready to deliver or pickup but it cannot be done for reasons out of our control?

Here some examples from experience:

- The key of the residence do not open the door because the lock was changed or it´s the wrong key and we can´t have access.

- The size of the beds do not match with the request of bedding and we have to return for a set that matches.

- The officer could not receive our personnel to remove a kit because a last minute emergency:

family situation, work, doctor´s appointment, and such.

A – Please refer to Amendment A002.