Minutes_of_Meeting__and_Questions_&_Answers_-_19TC1018R0008.pdf

Request for Proposal number 19TC1018R0008 – Shipping and Packing services Pre-Proposal Conference by Prospective Offerors

Minutes of Meeting

Date: August 15, 2018 Time: 09:00 – 10:15 a.m.

Venue: Multipurpose Room, U.S. Embassy Abu Dhabi

Panel: David Haskett – General Services Officer & Contracting Officer (CO) Heather M Smith – General Services Officer & Contracting Officer (CO) Jacob John – Procurement Supervisor

Shaju Ahamed – Shipping and Customs Assistant (Contracting Officer’s Representative (COR) Salam Mohiden – Shipping Clerk

Attendees: 19 representatives from 11 companies:

- Inchcape Shipping services

- Delight International Movers

- E-Movers LLC

- Emirates Logistics LLC

- Consolidated Shipping Services

- National Shipping Gulf Agency Co.

- Abu Dhabi Environment Protection Technology

- SAL Forwarding

- NAI Logistics B.V.

- Interem Relocations

Introduction:

David Haskett welcomed all offerors, explained the purpose of meeting and introduced the Embassy panel followed by the introduction of the offerors. Sign-in sheet was distributed to all the offerors.

Note to Offerors:

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. If any answer does address a change in the solicitation, it will reference an Amendment.

Overview:

David Haskett, the Contracting Officer (CO) explained the purpose of this contract which is outlined in SF-1449 in block 20.

David mentioned that this a single award contract for a Base year with four one-year options to renew with no Economic Price Adjustment (EPA).

Jacob John, the procurement Supervisor explained the solicitation provisions outlined in Section 3 and the Evaluation factors required in Section 4.

Jacob explained that the offerors should provide pricing for a base year and all the option years in Arab Emirates Dirhams (AED). He also added that the offerors should forecast the inflation for the next years of local market and submit their pricing

Minutes of Meeting Page 2 of 10 Shipping and packing services – 19TC1018R0008 accordingly. He also emphasized that the pricing cannot be modified once the contract is awarded as there is no “Economic Price Adjustment” (EPA) clause added to the contract and it is a firm-fixed price contract. Without pricing for all years, the proposal would be considered “incomplete”.

David explained that the U.S. Government has zero tolerance in regards to Trafficking in Persons. Hence, they should submit their housing and recruitment plans along with the proposals in compliance with FAR Clause 52.222-50 – Combatting Trafficking in Persons.

Jacob added that housing plan is required only if labor/staff accommodation is provided by employer. If housing allowance is provided, then that must be mentioned in the proposal. Offerors must include the lease contract of the staff accommodation and the details of labor/staff. Jacob informed the offerors that such accommodation would be inspected prior to awarding the contract; and subsequently inspect twice a year after the award is made. Recruitment plan must include how the recruitment is done in your company and identify the workers are recruited through an agent and so.

David informed the offerors that an estimated cost of Defense Base Act (DBA) insurance premium should be submitted along with the proposal for all years. He explained that DBA is an insurance that is similar to “Workmen’s Compensation Plan” (WCP). WCP is required by local labor law and indeed a requirement to have a business set-up here in the UAE; whereas the DBA is a requirement of US Government. Jacob also added that a list of approved DBA insurance providers will be sent to all the offerors along with the meeting minutes of the pre-proposal conference. Once the contract is awarded, the contractor will then reach out to the insurance company mentioning the contract number and number of people planned to work under this contract. The insurance company will then provide the actual cost. The contactor then pays the premium charges and obtains the insurance policy/certificate and the original receipt. These two documents (receipt and the policy) will then be submitted to the Embassy for reimbursement. Without this DBA cost, the proposal would be considered “incomplete”.

David informed the offerors that that their bids should clearly identify pricing without VAT-Value Added Tax. VAT would be added to the invoices, in accordance with Federal Tax Authority (FTA) guidance. The Embassy submits this for reimbursement to FTA.

Jacob emphasized that offerors should submit their Price and their Technical proposals separately, in separate envelopes, each with one original and two copies. This ensures the separate Technical Evaluation Panel is not aware of pricing when they review these documents.

Jacob added that the evaluation will be in two stages, i.e. ‘Technical’ and ‘commercial’.

Technical includes; the past performance, financial capability, trade license, proof of adequate staff, warehouse facility etc.

Shaju explained the performance factors as listed in the work statement, scope of work, packing / unpacking services, freight handling, storage services, inbound / outbound cargo handling, vehicle handling, transportation, local moves, and insurance and permits.

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Shaju also provided additional information on packing specification and responsibilities, storage area / warehouse requirements, contractor liability for loss of and/or damage to household goods.

Shaju informed that contractor must have a full-fledged household storage facility and fully functional office within Abu Dhabi.

Shaju informed offerors that all shipments shall depart from Abu Dhabi Port / Abu Dhabi Airport.

David informed the offerors that a solicitation amendment will be issued to include the clarifications to the scope of work, and any change to the bid submission date.

David informed the offerors that all technical and contractual questions must be e-mailed to Abu Dhabi Contracts at AbuDhabiContracts@state.gov no later than 4pm (local time) on Thursday, August 16, 2018.

Jacob mentioned that the RFP closing date provided on the solicitation is 5 pm on August 29, 2018. Depending on the timing of issuance of this Minutes of Meeting documents, the Contracting Officer may extend the Request for Proposal (RFP) closing date by issuance of a SF-30 Modification form.

The pre-proposal conference adjourned at 10:15 am.

The questions as submitted by the offerors and the answers from the Contracting Office are on the following pages.

mailto:AbuDhabiContracts@state.gov

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Questions and Answers from the pre-proposal conference:

The following table reflects questions as raised by prospective offerors. Our answers are based on our review of the contract and any relevant guidance or regulations.

Number

Question as submitted by bidder Answer from Contracting Office

1. Can the Contracting Office provide a soft copy of the solicitation?

Soft copy of the solicitation is available in WWW.FBO.gov

2. Licensing Requirements:

If our subcontractor(s) / teaming partner(s) has all the required licenses to perform the various duties on the solicitation, will it cover the Licensing Requirement under the solicitation?

No.

Contractor should not use subcontractors or teaming partners under this contract.

Refer to Section 2, Contract Clauses, 52-203-6.

3. Storage Limitations:

Is it mandatory to have the warehouse storage locations within Abu Dhabi or can we have it within

UAE?

Yes.

It is mandatory to have the storage locations within Abu Dhabi.

4. Exemptions:

Though the inbound cargo doesn’t necessarily include any item / product / cargo that might be taxed or has custom duties, but if so will the Government provide Tax / Customs Exemption documentation for us to be able to process it or should we include this in our pricing?

US Embassy Abu Dhabi will provide all necessary duty/tax exemption documents.

http://www.fbo.gov/

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5. Please clarify Scope of work to be considered under the term packing of

HHE is Pre move survey, packing service as per the specification given, container transportation to port, export customs clearance?

• Conducting Pre-pack survey

• Cost of packing material

• Packing and wrapping as per post specification.

• Special packing / Crating for fragile items at site (glass/ marble tops, piano, tv, antiques etc.)

• Weighing packages at site

• Loading and off-loading packages and crates

• Transportation from residence to warehouse and then to seaport / airport

• Crating HHE shipment as per post specification

• Waterproofing as per post specification

• Stuffing shipping containers

• Marking, preparation of inventory and issuance of weight certificate.

Export customs clearance is not included and shall be billed as a separate line item.

Refer to Attachment 1, item 2. and Attachment 1, item 4.

6. Can we bill all receipted charges such as THC, Bill of Entry, OBL charges and ocean freight at actual for outbound services.

Yes.

THC, Bill of Entry, OBL charges and ocean freight shall be billed at actual cost for outbound shipments.

Refer to Section 1, item 3 – Pricing

7. Please clarify scope of work under the term unpacking of HHE includes all services such as import custom clearance, container transportation to delivery site, shuttle service where container cannot be placed, unloading, unpacking and fixing of normal furniture.

• Transportation from airport/ seaport / storage facility to site

• De-stuffing container

• Loading and off-loading services

• Unwrapping effects as per post specification

• Set-up and re-assembly of furniture

• Removal of empty boxes, lift vans and debris

• Return of empty container

Refer to Attachment 1, item 2.

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8. Can we bill all receipted charges for inbound shipments such as THC, Bill of Entry, DPA, TLUC etc. against actual receipts.

Yes, you shall bill all receipted shipping line / port charges such as THC, BOE, DPA, TLUC against original receipts.

Refer to Section 1, item 3.

9. Since the rates to be submitted for packing and unpacking is per KG basis, our invoicing would be based on the weight certificate issues by an authorized weighing scale (net/gross) or it will be based on the actual weight taken (and signed by client) during packing or unpacking at site in front of customer. It was advised in pre proposal meeting that we should carry the weighing scale to site and weigh in front of client.

Contractor must use a certificated portable weighing scale for weighing individual packages at site and bill US Embassy as per the actual weight taken at the site.

Refer to Attachment 1, item 2.

10. Should we approach COR for Waiver certificate when the shipment is booked through foreign flag carriers?

Yes, contractor must obtain a waiver certificate from COR prior to book the shipment on foreign flag carriers.

Refer to Section 1, item 7.

11. Usually ocean freight is booked through freight forwarders and in such case freight invoice will be issued by freight forwarders/shipping agent.

Is it acceptable or it must be an invoice from shipping line directly?

No direct invoice from shipping line to US Embassy is not required but contractor must provide freight forwarder’s original invoice as supporting document to process freight payment.

Refer to Section 1, item 3.

12. 10 ton Trucks used for transportation is mandatorily owned by movers or can it be hired based on requirements?

Contractor may use hired truck under this contract.

13. Links and options for DBA insurance. https://www.dol.gov/owcp/dlhwc/lscarrier.htm

Refer to Section 3.A.

14. With reference to the DBA Insurance, would it be possible to share the link.

Is it compulsory to select one of the listed vendor?

https://www.dol.gov/owcp/dlhwc/lscarrier.htm

Refer to Section 3.A.

Vendors listed under the link above are the authorized sources.

https://www.dol.gov/owcp/dlhwc/lscarrier.htm https://www.dol.gov/owcp/dlhwc/lscarrier.htm

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15. Would cost for DBA insurance be reimbursed by government?

Once the contract is awarded, the contractor will then reach out to the insurance company mentioning the contract number and number of people would work under this contract.

The insurance company will then provide the actual cost. The contactor then pays the premium charges and obtains the insurance policy/certificate and the original receipt.

These two documents (receipt and the policy) will then be submitted to the Embassy for reimbursement.

16. Can our Public / Third party liability insurance is considered as

Comprehensive general liability insurance?

No, contractor, at its own expense, shall provide and maintain a separate comprehensive general liability insurance once the contract is awarded.

Refer to Section 1, item 11.

17. Would cost for comprehensive general liability insurance is reimbursed by government?

Insurance will be purchased by the Contractor. Government will reimburse only DBA insurance paid by the contractor upon presentation of original invoice and insurance certificate.

Refer to Section 1.3 – Pricing and Section 1.7

- Invoices and Payment; refer also to FAR 52.228-4 and 52.228-5.

18. Is handy-man service included in unpacking?

No.

Handy-man service is not included in unpacking and it’s not part of this contract.

19. Will an US Government representative be present when deliver general effects cargo?

Yes.

There will be an US Government representative to receive the general effects cargo delivery.

20. Do we need to arrange forklift for loading / off-loading cargo.

Yes.

It is contractor’s responsibility to arrange forklift for loading and off-loading cargo, and cost must be included in your pricing for packing and unpacking services.

21. Can we deliver household goods at site as loose packages?

No.

Household goods must be delivered at site in wooden crates and should be un-crated in the presence of the customer or US Government representative.

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22. Will US Government provide any insurance coverage for personal effects or general effects cargos?

No.

US Government will not provide any insurance coverage for shipments.

23. A. Packing Services

1. Will assume this is by SEA as the quantity is very large for AIR - 25,000 kg (net). If converted, it is approx. 150

CBM

2. Will cost based on gross weight of AIR – 5000 kg

3. Will cost based on 500 kg / 3 CBM of personal effects

1. Packing of HHE: HHE stands for household effects and mode of shipping is sea. HHE unpacking price must be quoted per Net KG.

2. Yes. UAB unpacking price must be quoted per gross KG.

3. Packing of General effects must be quoted per Net KG.

Refer to Section 1, item 3 - Pricing

24. B. Unpacking Services

1. Will assume this is by SEA as the quantity is very large for AIR - 40,000 kg (net). If converted, it is approx. 240

CBM

2. Will cost based on gross weight of AIR – 5000 kg

3. Will cost based on 5000 kg / 30 CBM of personal effects

1. Yes. HHE will be receiving by sea and unpacking price must be quoted per Net KG.

2. Yes. Price for unpacking of UAB should be quoted per gross KG.

3. Price for unpacking of general effects must be quoted per Net KG.

Refer to Section 1, item 3 - Pricing

25. Clear on the Storage Service Refer to Attachment 1, items 12, 13 and 14

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26. D. Local Freight Handling – I understood this is the transportation between residence and port and also the terminal handling charge. Please confirm.

1. Embassy / Khalifa Port – please clarify if the shipment needs to be cleared/arrive/dispatch in Khalifa Port as our best POE is Jebel Ali.

Our import/export rates is also as per Jebel Ali.

i. Container Cargo – please clarify what is UNIT - is this 20 (quantity) shipments?

ii. General Cargo – cleared. 25 CBM

iii. Vehicles – please clarify what is UNIT – is this 35 (quantity) CARS?

2. Embassy / Abu Dhabi Airport – please clarify if the shipment needs to be cleared/arrive/dispatch in Abu Dhabi Airport as our best APOE is Dubai (DXB).

3. i. Container Cargo – please clarify what is UNIT

ii. General Cargo – cleared.

25 CBM

Yes. Local freight handling is transportation between residence and port but terminal handling charge is not included in this scope.

Refer to Section 1, item 3 – Pricing.

1. All air and sea shipments must be arrived / cleared / dispatched through Abu Dhabi Port or Abu Dhabi Airport.

Refer to Section 1, item 3

i. Unit means “per container”

iii. Unit means “per vehicle”

2. All air and sea shipments must be arrived / cleared / dispatched through Abu Dhabi Port or Abu Dhabi Airport.

Refer to Section 1, item 3

3. i. Unit means “per container”

27. E. Stuffing / De-Stuffing services

i. 20ft Container – Please clarify what is UNIT. Is this 10 shipments?

ii. 40ft container – Please clarify what is UNIT. Is this 10 shipments?

Unit means “per container”

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28. F. Inbound / Outbound Cargo Handling

i. Inbound documentation and customs clearance – Please clarify what is EACH. Is this 40 shipments?

ii. Outbound documentation and customs clearance – Please clarify what is EACH. Is this 30 shipments?

Each means “per container”, regardless of its size or volume of cargo.

29. G. Outbound Vehicle Handling

i. Block and brace – Please clarify what is UNIT. Is this 15

CARS?

ii. Export documentation and customs clearance - Please clarify what is unit. Is this 15 CARS?

Unit means “per vehicle”

30. H. Inbound Vehicle Handling Please clarify what is UNIT. Is this

20 CARS

Unit means “per vehicle”

31. J. Local Move within Abu Dhabi – Please clarify what is EACH on the unit of measurement.

Each means “per Move”

END OF QUESTIONS AND ANSWERS.