19N15018Q0001_QUESTIONS_AND_ANSWERS.pdf

Solicitation for Mail and Pouch Service Deliveries 19N15018Q0001

QUESTIONS AND ANSWERS

All participants were advised of the amendment posted on FedBiz relating to the change of closing date. The new closing date is March 12, 2018 (3:00pm)

Q: Is this a re-award or a new contract? If it is a re-award, can you please provide some information on the incumbent?

A: This will be a new contract award to the lowest- priced and technically acceptable contractor. The current service provider is:

Sifax Shipping Company (Nig) Limited 54 Warehouse Road Apapa – Lagos

Total 2-year contract was N67,200,000.00 ($187,186.63)

Q: Kindly clarify the scope of work under this Request for Quotation. There appears to be a mismatch between the Pricing Template in Section 1.3 of the RFQ and some Sections of the RFQ. We have pasted below and color marked in Yellow relevant aspects of the RFQ for your reference.

Whereas Section 1.4.7 of the RFQ indicates as follows: “Pouches are primarily destined to the United States, the U.S. American Embassy in Abuja or any other U.S. Mission around the world.’’

And

Section 1.4.8 of the RFQ also states as follows: “The contractor shall clear all incoming and process outgoing diplomatic mail and pouches, including the effecting of necessary transportation between designated points. The contractor shall accept full responsibility for any and all losses and/or damage, from the time such pouch is received into the hands of the contractor until it is released into the custody of the US Government as evidenced by a signed receipt.

A. This contract solicitation is primarily a local transportation and handling charges.

Example given : Pick-up from U.S. Consulate and deliver to the door of the aircraft and Pick-up from aircraft door and deliver to the U.S. Consulate.

Packages can be addressed anywhere in the world but your responsibility would be to conduct the associated pick-up and delivery service using local transportation and processes.

B. Q:Who is liable for damages on the shipment transport to and fro

A: The contractor is liable from the time of pick-up of shipment from the U.S. Consulate to the delivery to the airlines. Contractor shall sign an acknowledgement receipt of the shipments to certify the condition of the shipment at the point of pick-up and delivery. It is recommended that the contractor collect some documentation giving the condition of the shipment upon arrival from the airline.

Q: Does the contractor cover addresses on the letter or shipments?

A: No, only local transportation applies to and from the airport in Lagos, Nigeria. The contractor is also responsible for clearing and delivery of shipments.

Q: Please clarify the following:

1. Based on Section 1.4.7 as marked above, do the contractor’s responsibilities include transportation from Lagos airport, receipt at destination airport, and delivery to addressed destination of all outgoing mails and pouches to other US embassies around the world, including Abuja Nigeria, and Washington? Or are all outgoing mails and pouches to be transported and delivered only via Washington, (in which case, transportation arrangement would only cover between Lagos and Washington?)

2. If the former is true, it is not fully reflected in the Pricing Template as expressed in the Tables under Section 1.3 of the RFQ (only Washington appears to be covered).

3. Section 1.4.8 seems to indicate that the Contractor's responsibilities extend also to safe handling and delivery of the mails and Pouches to the US Government as to be evidenced in a signed receipt from an authorized representative of the US government. Does that mean that the contractor will be responsible for receiving and clearing the pouches upon arrival at the destination airport (Washington alone or Washington and other parts of the world) and delivering to a US Government representative as in the addressed pouches, whether in Washington, Abuja, or any other part of the world? In other words, does the scope include receiving, clearing, and delivery with signed receipt to a US Government representative whether in Washington or elsewhere?

4. If the above is true, it is not properly reflected on the pricing Template in Section

1.3 of the RFQ. Please clarify to ensure clear understanding of the scope of work.

A: Only local transportation within Lagos applies under this solicitation. You are not required for the transportation to Washington D.C., or other locations addressed on packages. Local transportation is for to/from Consulate and airport for airline handling.

Note that shipments can be addressed to any part of the world. Liability stops at the airline door and U.S. Consulate door.

Price table reflects transportation for both incoming and outgoing base on the number of trip and weight. Clearing and handling charges are also indicated in the pricing table as item No. 7 to 9.

Your company will not be authorized travel to Washington, D.C. or other locations.

Packages are to be delivered and collected from the airline. Example given: We have a contract with Lufthansa to deliver pouches to Lagos. Contractor would go to the Lufthansa airline to collect and begin clearance processes for subsequent delivery to the U.S. Consulate.

Q: The solicitation indicated that the contractor will be responsible for safe delivery of items from when it is received at the Lagos Consulate office until it is received and signed of by a US Government representative at the destination. What exactly is the scope of work? Does that mean that the scope extends beyond the Lagos airport during transportation by an airline and if so, does it also include receiving and clearing the items at the airport in Washington? Does it also include other consulate offices other than Washington and Lagos? Does it also include delivery to a US Government Representative beyond the airport in Washington or destination elsewhere?

A: Local transport only – your company would not be required to travel to the U.S. or other locations.

Q: The contract is an IDIQ. A minimum of 50 trips and a maximum of 350 trips have been defined as the contract. What is the definition of a trip in this solicitation? Is from the Consulate office in VI Lagos to the airport in Lagos a trip? And is from the airport in Lagos to the consulate office in VI Lagos another trip? If so, how would you define from the airport in Lagos to the airport in Washington or any other destination, if inclusive in the scope?

A: A trip is from the airport to the Consulate or from the Consulate to the airport. See newly posted amendment to clarify this point.

Q: What specification of insurance is required for the mails and pouches, during transportation from and to the Lagos Consulate office? Would this also be required during air transportation between Lagos and the destination (Washington and any others)?

A: Insurance should cover liabilities associated to loss, theft or damage. The amount of coverage is best determined in consultation with your insurance provider.

Q: The required storage for items, must it be at the airport in Lagos? Can it alternatively be in a secured location around Ikeja and environ?

A: There is no requirement to have storage in the airport but safe and secure storage is required within Lagos.

Q: The solicitation indicated that the security of package once received from you at the Consulate Office in Lagos is the responsibility of the vendor until handed over and signed for by a US Government agent. Does it imply that the service includes picking up at the Washington airport by the Vendor representative and delivered to the US Government representative outside the airport in Washington? In order words, where does the vendor's responsibility stop? Is it when the vendor hands off the items to the airline in Lagos or does it extend until the items are picked up and cleared through at the airport in Washington and does it extend up to when items are delivered to the US Government representative at an office in Washington? If so, what address is the hand over going to take place?

A: No, the packages are received by your company from the U.S. Consulate in Lagos to be processed through Customs in order to hand over to the airline in the Lagos airport.

Your responsibility starts and stops in Lagos.

Q: What are the criteria for selection?

A: Lowest price technically acceptable, past performance and references (See section 4).

Q: How many trips are we expected to make from the Consulate to the airport?

A: One trip or more in a week or as need arises. Your company would be advised prior (usually a minimum of 24-hours) to arrival in the airport that a pouch/mail packages are ready for collection from the airline and delivered to the Consulate. Notices are given in advance of expected shipment or delivery from the airport.

Q: Do you need to have 2 ton vehicle to be acceptable under this contract?

A: You are required to provide the appropriate vehicle to support the service. The Consulate will provide the weight or quantity of boxes that are to be shipped or collected via the airport. Your company must determine the appropriate vehicle to use.

Q: What is the maximum weight?

A: There are weight limits in the Pricing section (1.3).

Q: What if the customer complaints exceed two times?

A: Actions are normally a cure notice issued by the Contracting Officer to take corrective action up to termination.

Q: Do we need to provide the vehicle and personnel information to the Consulate for each trip? Or can this be a dedicated team with vehicle?

A: Yes, this is required to secure your access to the Consulate. Having a dedicated team to support the service may be ideal in that it simplifies the process.

Q: How do we receive alert for incoming and outgoing shipments?

A: The Consulate will alert you of every incoming and outgoing shipment within a 24-hour period or when given notification. There will be some lapses in communications and this would be a reason for the contractor to check periodically with the airlines to confirm packages/shipment is in the airport for collection. Notices to the contractor will be given as soon as and when information is available.

Q: Any commencement date of this contract?

A: No confirmed award date. Once proposals are received, they are evaluated through a technical review panel. Some awards are made without negotiations based on initial proposals others may require clarification on one piece of information not provided in the proposal. It is difficult to determine an exact award date. This could take between 30 to 60 days from the close of bid.

Q: Can you tell us why the current provider, SIFAX Group will no longer have the contract or what they may have done to handle the contract further?

A: The current provider’s performance will not be disclosed.

Q: Can the contractor offer airline service if there are other options for airlines to be used for the Consulate shipments?

A: No, the decision of the airlines to be used is from our head office in Washington.

Q: Are we to quote in U.S. Dollars on Nigerian Naira?

A: Nigeria companies should quote in local currency while offshore contractor should quote in U.S. dollar.

Q: At dollar value should be used to purchase insurance to cover the shipment?

A: Insurance is to cover your liabilities from the Consulate to the door of aircraft which may include any damage/loss or theft. It is recommended that you consult with the insurance provider for recommendations.

Q: What if there’s increase in airport charges during this contract duration?

A: This is a fixed price contract with no price adjustments after contract award.

Q: What is the extent of contractor’s liability?

A: You assume full responsibility of every shipment upon receipt from the Consulate to the airport and from the airport to the Consulate.