2.4.1_Sol_A1_QA_20150488.pdf

SOLICITATION QUESTIONS & ANSWERS (Q&A)

RFQ Notice ID 20150488

OFO San Francisco Courier Services As of 07/10/2025

Q1: What level of background investigation is required for courier personnel (e.g., Public Trust, Secret clearance, or basic background check)? What is the process for obtaining access badges and vetting for new drivers? Are background checks or additional documentation required for backup or substitute drivers?

A1: See Applicable Clause I.24, HSAR 3052.204-71 CONTRACTOR EMPLOYEE ACCESS, paragraph (c), and Statement of Work (SOW) section E.2.

Q2: What is the timeline for personnel vetting approval, and can work begin with interim approvals pending full clearance?

A2: There is no specific timeline for vetting approval. Work may potentially begin pending full clearance; further information will be provided after award.

Q3: Are there specific insurance requirements and minimum coverage amounts for general liability, vehicle, and cargo insurance? Are there specific vehicle or liability insurance minimums required for this contract?

A3: Pursuant to Federal Acquisition Regulation (FAR) 28.306, the Government is not concerned with the contractor’s insurance coverage due to the contract being a firm-fixed-price contract.

Q4: What constitutes "Federal contract information" in the context of this courier service, and are there specific handling procedures required?

A4: Federal contract information means information, not intended for public release, that is provided by or generated for the Government under this contract to develop or deliver the required service to the Government. This may include but is not limited to the contract itself, contractor quotation information (e.g., pricing and any proprietary information), etc. See FAR 52.204-21 for all requirements pertaining to the basic safeguarding of covered contract information.

Q5: Do courier personnel need to be U.S. citizens, or are permanent residents acceptable?

A5: It is acceptable for courier personnel to be U.S. lawful permanent residents.

Q6: Are there designated parking areas at each CBP facility, or should contractors plan for commercial parking costs? Are there designated loading/unloading zones at each facility? Are there any parking or vehicle restrictions at the sites?

A6: There are designated stopping/parking areas at each facility which will be provided to the contractor for use at no cost. Further details of these areas at each facility will be provided after award.

Q7: What are the procedures during severe weather conditions, federal building closures, or emergency situations?

A7: See Applicable Clause I.24, HOLIDAYS AND ADMINISTRATIVE LEAVE (OCT 2021).

Q8: Are there specific protocols for handling classified or sensitive materials, or are all items considered routine administrative materials?

A8: Classified materials are NOT involved under the performance of this contract. The contract involves the transport of Government supplies, personal protective equipment (PPE), and parcels for which the contractor shall use general commercial standards of care that effectuate the safe and timely delivery of all items being transported.

Q9: What happens if a facility is temporarily closed or inaccessible during scheduled delivery times?

A9: See Applicable Clause I.24, HOLIDAYS AND ADMINISTRATIVE LEAVE (OCT 2021).

Q10: Are there specific vehicle requirements beyond "Van or SUV" (e.g., cargo capacity, age restrictions, government markings)? How many cubic feet of storage are required for transportation, and what is the maximum size and quantity of items to be transported daily?

A10: There are no specific vehicle requirements beyond what is stated in SOW section E.6.

Vehicles must be large enough to regularly transport 30 to 50 items which are each normally hand carriable and weighing no more than 50 pounds each (pursuant to SOW section B).

Q11: What tracking or reporting systems are required for deliveries (e.g., delivery confirmations, GPS tracking, electronic logs)?

A11: There are no specific tracking or reporting systems required for delivery. The contractor shall use general commercial standards of care that prevent any loss or damage of items and that effectuates the safe/timely delivery of all items being transported.

Q12: Are there any restrictions on vehicle modifications or equipment installations for security purposes?

A12: No.

Q13: What documentation is required for each delivery (signatures, photos, delivery receipts)? Is a scan, signature, or other proof of delivery required at each stop?

A13: From time to time (e.g., once a month) a bill of lading will be included with an item being picked up for transport. The contractor will be responsible for obtaining a signature on the bill of lading from a CBP employee at the delivery location for tracking purposes. Besides these infrequent occurrences, there is no specific documentation required for each delivery. The contractor shall use general commercial standards of care that prevent any loss or damage of items and that effectuates the safe/timely delivery of all items being transported.

Q14: Are there opportunities for contract extensions beyond the initial 12-month period?

A14: No, this solicitation does not include option periods.

Q15: What are the payment terms and typical payment timeline for monthly invoices? What are the invoicing procedures for this contract?

A15: See Applicable Clause I.18, ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS - INVOICE PROCESSING PLATFORM. The payment timeline will be pursuant to the requirements of the Prompt Payment Act.

Q16: Are there performance metrics or KPIs that will be monitored throughout the contract period?

A16: There are no specific performance metrics or KPIs applicable. The contractor shall comply with all SOW requirements throughout the life of the contract.

Q17: What constitutes acceptable backup courier arrangements in case of primary courier unavailability?

A17: See SOW section E.1. “Sufficient” means enough couriers so that all requirements of the SOW are able to be performed in the case that the primary courier is unable to perform.

Q18: Should pricing include estimated fuel costs, or are fuel surcharges acceptable?

A18: Quoters shall submit a firm-fixed-price quote. Monthly pricing shall be provided for the 12-month period of performance as well as an aggregate total annual price. Details shall be included supporting the price for all required deliverables. Pricing shall include all applicable fees, surcharges, etc.; any charges/costs presented after contract award shall not be considered/acceptable.

Q19: Are there any preferences for local San Francisco Bay Area businesses in the evaluation process?

A19: No.

Q20: What weight should be given to past performance versus pricing in the LPTA evaluation?

A20: There is no “weight” involved in the evaluation criteria. See Applicable Provision II.14, FAR

52.212-2 EVALUATION -- COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES.

Q21: Are subcontracting arrangements acceptable, or must all services be performed by the prime contractor?

A21: Subcontracting is acceptable.

Q22: What are the standard operating hours for each facility, and are there any access restrictions?

A22: Contractor access for pickups at stop one of route one is available no earlier than 8:00 AM.

In accordance with the SOW, arrival at the last stop (i.e., stop 4) of Route Two shall be no later than 3:30 PM. Any specific location access restrictions will be provided after award.

Q23: Are there special entry procedures or security protocols for each location? Are there any facility-specific check-in procedures drivers should be aware of?

A23: There are at least two stops (such as SFO Airport and the FedEx Facility) in which the driver will have to call ahead via telephone. All other special entry procedures and/or security protocols will be provided for each location after award.

Q24: Will CBP provide facility contact information and emergency contact numbers for each stop?

A24: Yes, all contact information will be provided at award.

Q25: What are the typical dimensions and types of items handled per route?

A25: See SOW section B.

Q26: Are there ever items exceeding 50 lbs, or requiring special handling?

A26: It is very infrequent that items will exceed 50 pounds. From time to time, there are items (e.g., cases of bottled water) that may exceed 50 lbs.

Q27: Who provides the mail totes, bins, or PPE for transported items? Please clarify if the government will require the vendor to provide equipment (coolers, totes, locks, and temperature logs).

A27: In the infrequent occurrence that a tote or bin is involved with transport of items, it will be provided by the Government. The contractor is not required to provide coolers, totes, locks, and temperature logs.

Q28: Are there any clearance or registration requirements for the vehicles themselves, or is clearance only required for personnel?

A28: Some stops may require a parking pass or other type of vehicle credential. These details, passes/credentials, etc. will be provided to the awardee after award.

Q29: How should items be handled if the recipient is unavailable?

A29: Attendants/technicians will always be available for the courier stops required. Further details for the points of contact will be provided after award.

Q30: Are there any ongoing COVID-19 or health/safety protocols?

A30: No.

Q31: Will the government provide any tools, materials, or systems (e.g., logs, scanning devices, or building access credentials) for courier personnel?

Q31: No Government Furnished Equipment (GFE) will be provided.

Q32: How are route modifications or additional stops communicated?

A32: There will be no route modifications and/or additional stops added without an advance formal bilateral modification to the contract between the contractor and the Contracting Officer.

Q33: What is the required notification time if a backup driver is needed due to illness or emergency?

A33: See SOW section E.1. “Sufficient” means enough couriers so that all requirements of the SOW are able to be performed in the case that the primary courier is unable to perform. The logistics involving the provision of backup drivers is the responsibility of the contractor.

Q34: How should we report delays or unexpected incidents (such as traffic, vehicle breakdowns, or other disruptions)? Is there a preferred protocol or point of contact for such events?

A34: See SOW section E.3.

Q35: When does the government anticipate issuing the award notice?

A35: Award is anticipated within 30 days after the close of the solicitation.

Q36: Is there an incumbent for these services or is this a brand new project? If there is an incumbent, what is the contract number and dollar amount? What was the cost of the final full option year of the previous contract? What is the estimated monthly contract value range for budgeting purposes?

A36: There is an incumbent performing services similar to those required under the solicitation’s SOW.

Additional contractor information such as name, contract number, and dollar amount will not be disclosed. Quoter’s are responsible for formulating their own quotations based on the requirements of the current solicitation and SOW provided.

Q37: How many drivers/vehicles are currently used to service the current contract? What is the vehicle size currently servicing this location?

A37: This information will not be provided. Quoter’s are responsible for formulating their own quotations based on the requirements of the current solicitation and SOW provided.

Q38: What is the weekly, monthly, or annual estimated trip volume for as-needed trips in total, and/or as-needed trips per contract location, if any?

A38: See SOW section C.1.