Questions and Answers.pdf

RFP 19TC1024R0002

Inbound & Outbound Pouch Services

Questions from prospective bidders and Answers from Embassy:

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

Questions as submitted by offerors

Answers from the Contracting Office

1. What is there in the bags? Is it papers only?

Packages contain goods and papers

2. How far the Embassy is from the Airport?

Approximately 30 kms.

3. Why do we need to provide at least two persons for each delivery?

Bags are heavy and when shifting from vehicle to the mail room, we need contractor representative to monitor other bags in the vehicle.

4. What airlines will be used and how frequent do we expect an inbound shipment?

The used airline is the contractor decision. Embassy won’t be involved in choosing the airlines. Embassy has an average of 18 incoming bags weekly, and it may be arriving in maximum in 3 shipments

5. When do we get the notification if an inbound shipment is expected (please specify if we have 24 or 48 hours)?

You will receive notification when the items are dispatched from USA (1-5 days before arrival at AUH). You will also receive notification upon arrival at AUH.

6. Based on our understanding of the RFQ document, provider is expected to pick up the shipment from an airport- will this be in DXB airport?

Shipment will be picked up only from Abu Dhabi Airport.

7. Please advise if there will be any instance that palletized shipments will be inbounded or all will be in bags? This will help us plan the kind of vehicle to deploy

All will be only in bags, no palletized will be done or required.

8. Will there be any requirement for same day delivery?

No

9. Aside from the pass that is required by the US Embassy, are there other documents required from UPS vehicle and/or driver

The awarded contractor will coordinate with the Embassy and will advise the details of the vehicles for delivery and pick up the shipments, and clearance from our security office will be obtained for those vehicles only.

Meeting Minutes Page 2 of 2 Solicitation 19TC1024R0002-Inbound and Outbound Pouch Services

Number

Questions as submitted by offerors

Answers from the Contracting Office to be able to pick up or deliver the inbound cargo?

10. Is there a delivery time slot at the US Embassy in AUH or it can be anytime?

It will be specific times agreed on between the awarded contractor and the Mai Room in the Embassy.

11. Are we allowed to use non branded UPS vehicle for the inbound services?

Yes, contractor is allowed to use any closed vehicle (cleared by our security office) as long as it is closed vehicle and has a lock, Embassy do not require branded UPS vehicles for the inbound pouch services.

12. Does the Pouch will be packed in wooden boxes?

All the pouches will be in bags only.

13. Do you need the vehicle than transfer the mail to install cameras on it?

No, as those vehicles will deliver the diplomatic pouch to the embassy. So, no cameras on the vehicle are allowed.

14. The solicitation offers minimum order and multiple awards.

Could you please clarify that the minimum order is sharing with contractors, if awarded to multiple companies

Government will guarantee minimum order to each award.

(end of Qs & As).