FAQ_Pre-Proposal_Conference_November_13_2018_IDIQ_CONTRACT_AWARD_FOR_VEHICLE_RENTAL_WITH_AND_WITHOUT_DRIVERS.pdf

U.S. Embassy Bern – Solicitation RFQ 19SZ2319Q0003 –

IDIQ CONTRACT AWARD FOR VEHICLE RENTAL WITH AND WITHOUT DRIVERS

Frequently Asked Questions Pre-Proposal Conference – November 13, 2018 The information contained within these questions and answers is provided for informational purposes and under no circumstances shall it be construed to change any terms and conditions or requirements within the solicitation.

1. Will the Embassy return vehicles without driver rentals fully fueled?

The Contractor’s firm-fixed rates shall include the vehicles, drivers, all direct costs such as: petrol, salaries, benefits and per diem costs, taxes, insurance premiums, materials and equipment, (e.g.

communication equipment such as cell phones with hands-free module), maintenance and repair costs, transition and/or start-up costs (if any), indirect costs, administrative overhead and profit.

2. How many hours of service are included in the daily price?

Vehicle prices are to be provided on 8 hour flat rates inclusive all mileage and 8 Chauffeur working hours. Overtime hours are those worked in excess of the flat rate of 8 hours.

Please refer to page 5, 3. Prices, paragraph b, of the solicitation.

3. Are costs for overtime the same for every vehicle type?

Yes.

Overtime costs are the same for all vehicle types. Please refer to page 12, CLIN 0022, of the solicitation.

4. Does the U.S. Government anticipate a need to rent large trucks during the year except for the World Economic Forum (WEF) in Davos?

Quoted prices are for the full length of the contract. All listed vehicle types can be ordered at any time during the year.

IDIQ CONTRACT AWARD FOR VEHICLE RENTAL WITH AND WITHOUT DRIVERS

Frequently Asked Questions

5. Does the U.S. Government have any software for the vehicles that the future

Contractor would be required to use?

The Contractor shall provide two-way communication equipment (such as radios, cellular phones, or pagers; not vehicle phones) which shall be required to be carried by the driver at all times during their working shift at no extra cost to the United States Government.

The Contractor shall provide training for all drivers in areas such as operating procedures and communication equipment/systems. (e.g. fixed or mobile GPS systems).

Please refer to page 44, 6. Communication Equipment, of the solicitation.

6. Do offerors need to provide the names of the drivers with the submission of their proposals?

No.

As part of the initial proposal, the Contractor shall submit and include in the proposal a written guaranty that the Contractor can provide up to 200 licensed drivers and vehicles and up to 8 dispatchers at any given point. Contactors should provide proof of past large events and past performances, including list of past drivers and dispatchers.

Contractors should include in their proposals the maximum number of drivers the company can provide for a single event.

Please refer to page 46, paragraph g, of the solicitation.

7. Will the drivers be subject to a background check?

The Government may run background checks on all proposed Contractor employees.

The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

Please refer to page 46, paragraph h, of the solicitation.

IDIQ CONTRACT AWARD FOR VEHICLE RENTAL WITH AND WITHOUT DRIVERS

Frequently Asked Questions

8. Are dispatchers included in the pricing? Does the U.S. Government require somebody from the offeror’s operation in Davos during the World Economic

Forum?

The cost of dispatcher(s) should be included in the daily rate.

Upon request, the Contractor shall provide dispatchers for direct movements of drivers and vehicles commensurate to the size of the delegation. Dispatchers should speak fluent English and be available to staff for a 24 hour operation, if necessary. During specific VIP events, the Contractor will be required to provide their own on-site space for drivers and dispatchers to work and wait.

Please refer to page 47, paragraph m, of the solicitation.

9. Are hotel/lodging costs included in the daily rate?

The cost shall incl. the vehicles, drivers (including overnight costs, if applicable), all managerial costs, administrative costs, communication equipment (i.e. cell phones only with hands-free module), and all vehicle operation expenses, including but not limited to fuel, oil, all other maintenance and insurance of such vehicles and the drivers and all other costs that are necessary to accomplish all work required by this contract.

A minimum of 8 hrs. should be regular working hours, before OT will occur. Time to/from start/end locations should be included in the daily vehicle rate.

10. Is the Contractor only liable for tickets/fines for cars with drivers?

The Contractor shall be liable for all tickets that occur in road traffic, this includes but is not limited to speeding tickets and parking tickets.

Please refer to page 38, paragraph 3.8, of the solicitation.

IDIQ CONTRACT AWARD FOR VEHICLE RENTAL WITH AND WITHOUT DRIVERS

Frequently Asked Questions

11. Does the U.S. Government prefer U.S. vendor references?

The requirements for the proposal are:

List of clients over the past three [3] years, demonstrating prior experience with relevant past performance information and references (provide dates of contracts, places of performance, value of contracts, contact names, telephone and fax numbers and email addresses). If the offeror has not performed comparable services in Switzerland then the offeror shall provide its international experience. Offerors are advised that the past performance information requested above may be discussed with the client’s contact person.

Please refer to page 70, paragraph A.2., of the solicitation.

12. What documentation should an offeror provide in order to prove financial capability?

The Government will determine Contractor responsibility by analyzing whether the successful offeror complies with the requirements of FAR 9.1, including:

• Adequate financial resources or the ability to obtain them.

Examples of adequate documentation include tax returns, financial statements or bank statements.

Please refer to page 75, paragraph d, of the solicitation.

13. What is the minimum amount of time between placing a task order and the start date of the vehicles?

There is no specified minimum. Please refer to page 39, 5. Transmission of Delivery Orders, of the solicitation:

a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from date of award through base period or option periods if exercised.

b) Delivery orders may be sent by mail, courier or electronic means such as e-mail. E-mail is the normal method.

IDIQ CONTRACT AWARD FOR VEHICLE RENTAL WITH AND WITHOUT DRIVERS

Frequently Asked Questions

14. Does the SAM Registration have to be completed before November 23, 2018?

Per FAR 52.204-7 System for Award Management, Alternate I (Oct 2018).

As prescribed in 4.1105(a)(2), substitute the following paragraph (b)(1) for paragraph (b)(1) of the basic provision:

(b)(1) An Offeror is required to be registered in SAM as soon as possible. If registration is not possible when submitting an offer or quotation, the awardee shall be registered in SAM in accordance with the requirements of clause 52.204-13, System for Award Management Maintenance.

If an Offeror is not fully registered by the time of proposal submission, Embassy Bern requests the Offeror’s DUNS number and a print screen of the Offeror’s current SAM registration progress (https://www.sam.gov/SAM/).

For requirements over $30,000 and vendors that do business in an amount greater than $30,000 over the period of one year with the U.S. Government, the U.S. Government requires the company to have a real DUNS number (www.dnb.com) and to be registered in the SAM database (System for Award Management; https://www.sam.gov/SAM/).

The contract cannot be awarded until the future Contractor is registered in the SAM database and has a real DUNS number.

15. How much did the U.S. Government spend for the vehicle procurements at the World Economic Forum in Davos over the past several years?

All contracts above the micro-purchase threshold are reported in the Federal Procurement Data System (FPDS) at FPDS.gov - U.S. Embassy Bern.

The Federal Procurement Data System is a single source for U.S. government-wide procurement data. All reports are open to public and show how U.S. taxpayer money is used and spent.

16. For the 3 hour transfers, is it possible to quote in km instead of hours? Are there specific zones for the transfers?

Cost should include up to 3 hours of service in Switzerland. Please refer to page 10, CLIN 0014B, of the solicitation.

The U.S. Embassy will not assign a specific zone or kilometer value.

http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/04.htm#P629_77532 https://www.sam.gov/SAM/ http://www.dnb.com/ https://www.sam.gov/SAM/ https://www.fpds.gov/ezsearch/search.do?indexName=awardfull&templateName=1.5.1&s=FPDS.GOV&q=embassy+bern

IDIQ CONTRACT AWARD FOR VEHICLE RENTAL WITH AND WITHOUT DRIVERS

Frequently Asked Questions

17. Can Contractors charge the U.S. Government for additional expenses due to the time it takes to get badges for vehicles or drivers?

No. Please refer to page 47:

j) Accreditation for VIP Events If the event organizer requires drivers and vehicles to be registered and badged before the start of the event, the Contractor shall ensure all permissions are received before the first shift of the drivers start at no additional cost to the USG.

18. In which parts of Switzerland has the U.S. Government needed contracted vehicles for events held in the past?

The Contractor shall provide passenger and equipment transportation services; vehicle rental, chauffeur and dispatch for logistical services on a Switzerland wide basis with possible border crossings.

19. Can offerors ask the current Contractor about pre-booked hotel rooms for their drivers during the World Economic Forum (WEF) in Davos?

No.

The Contractor shall provide passenger and equipment transportation services; vehicle rental, chauffeur and dispatch for logistical services on a Switzerland wide basis with possible border crossings. Services shall include planning, administration and dissemination of all vehicles during the contract period as per instructions of individual task orders and in accordance with Section – Description/Specifications/Work Statement and the Exhibits of this contract. The period covered by this contract is addressed in Section 2.

IDIQ CONTRACT AWARD FOR VEHICLE RENTAL WITH AND WITHOUT DRIVERS

Frequently Asked Questions

20. Will the contract be awarded to multiple vendors?

No.

The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable quotation at the lowest price. We intend to award a contract/purchase order based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

21. What does the Embassy expect from the Project Manager?

The Project Manager shall be responsible for managing the Contractor’s work under this contract, including delegating requests to drivers along with any instruction required and ensuring a smooth and effective operation. In case of major events the Project Manager needs to be present at site during business hours and available 24/7 to the Embassy Authorized Service Requestors operating at a specific location. An ideal Project Manager will be responsive and solve problems independently.

22. Where should vehicles without drivers be delivered?

Except for any limitations on quantities in the Order Limitations clause or in the Schedule, there is no limit on the number of orders that may be issued. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations.

23. Does this Contract include armored vehicles?

No, this Contract does not include armored vehicles.

24. Would the Embassy consider amending the solicitation to separate out prices for:

- Hotels?

- Transit time?

- Zone prices?

- Badging?

After careful consideration, we have decided to leave the price matrix as it appears in the solicitation.