SF30 36C24822Q0509 0002 Consolidated Warehouse Services 4 Sep 2022.pdf

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0002 673-23-1-418-0001

36C248

Department of Veterans Affairs Network Contracting Office 8 (NCO 8) VA Caribbean HCS (Admin Bldg) #10 Calle Casia Suite #4M440 San Juan PR 00921-3201

36C248

Department of Veterans Affairs Network Contracting Office 8 (NCO 8) VA Caribbean HCS (Admin Bldg) #10 Calle Casia Suite #4M440 San Juan PR 00921-3201

To all Offerors/Bidders

36C24822Q0509

09-04-2022

X

X X

The purpose of this amendment is to provide responses for questions received for Request for Quote 36C24822Q0509, Consolidated Warehouse Services at the Port of Jacksonville in support of VA Caribbean Healthcare System (VACHS). In addition a revised Performance Work Statement (PWS) and other documents are provided along with this amendment. See continuation page for further details.

36C24822Q0509 Amendment 0002

a. Amendment 0002 to Request for Quote (RFQ) 36C24822Q0509, Consolidated Warehouse Services at the Port of Jacksonville, Florida in support of VA Caribbean Healthcare System is issued to provide responses for the following questions:

Q.1 Section 3.1 States 50,000 SKU annually, 50 shipments per day, 130 pallets weekly and Exhibit 1 lists examples of inventory items. There is a broad range of items that would have varying sizes. In order to determine the necessary building square footage can the Contracting Office provide more details of these items (size/weight) and what percentage each represents from the total?

A1. Every pallet represents approximately, 40in wide and 48in long and the height will be no greater than 100 in. The approximately weight ranges from 100 pounds to 2500 pounds.

Q2. Price Schedule - The pricing requests a lump sum for the distribution center and all activities. Will the Contracting Office consider separate pricing for the facility and for the services?

A2. The government is requesting an all-inclusive service for Consolidated Warehouse Services. As part of the services, the contractor needs (but not limited to) a warehouse space, labor, supervision, equipment, material, insurance, and all necessary to perform the requested services. Therefore, the pricing schedule will remain as a single line item per period. The contractor shall ensure that all cost elements are included in the line item (per period).

Q3. Contractor is to provide outbound shipping. Is the contractor responsible for shipping costs? If so, would the Contracting Office provide more details such as a) shipment weights, b) consignee/destination, c) number of shipments per day, week, month, or annually, and d) priority of shipping – air vs. ocean and requested transit times?

A3. No, the shipping cost will be covered by government. However, the contractor will be responsible for the details of the shipment including weight, destination, and consignee. Daily shipments will be via ocean. The government will determine the priority of the shipment.

Q4. Will the Government extend the submission date of this proposal?

A4. The RFQ closing date and time is extended through September 15, 2022 at 10:00 am (Puerto Rico local time). Contractors are encouraged to keep monitoring the Contract Opportunities website for updates to the solicitation, since direct notifications via email will not be sent to contractors.

Q5. Is this a new requirement or a re-compete of an existing contract? If there is an incumbent, who is it and what is the contract number? What is the current contract value?

A5. This is a new requirement.

Q6. Does the recompete/new contract add or subtract any significant requirements?

A6. This is a new requirement.

Q7. How many contractor personnel are on the current contract?

A7. This is a new requirement.

Q8. Will there be an opportunity for an industry day to see the current location and types of items being stored?

A8. This is a new requirement.

Q9. Does the Government have an assessment of how many personnel are required for this contract?

A9. This is a performance-based acquisition. In this type of acquisition, the requirement is structured around the results to be achieved as opposed to how the work is to be performed. Federal Acquisition Regulation (FAR) Clause 52.222-42, Statement of Equivalent Rates for Federal Hires, which is part of this solicitation, identifies several employee classes that the government considered when preparing this requirement.

However, the employee classes listed in this clause is provided only as a guidance/reference and are not mandatory or required. Your company is responsible for conducting a thorough analysis of the Performance Work Statement (PWS) to determine which classes of employees are required and the number of employees needed.

Q10. What is the overall warehouse square footage required for this effort (including storage, staging, receiving and office space)?

A10. As indicated in Answer #9, this is a performance-based acquisition.

Q11. What is the maximum number of pallets a contractor should be prepared to have on hand at any given time?

A11. Per PWS Paragraph 3.1, the government expects to receive and process an average of 130 pallets on a weekly basis. The PWS is updated to indicate that there may be a variance on the number of weekly pallets by +/- 10%. PWS Paragraph 3.6 indicates that the VA Cargo will not be hold on contractor’s facility for over 14 calendar days.

Q12. Can VA explain outbound shipping requirements/procedures?

A12. The onsite government personnel will be required to complete all required documents by VA Transportation and/or ocean freighter. Contractor employees will be required to support the onsite government personnel by providing information such as items to be shipped, quantity, weight, pallet size, etc. In addition, contractor personnel will be required to pack and mark the shipment to comply with contract, ocean carrier, and/or TG-90-1 specifications. Contractor shall refer to TG-90-1 Part III, Chapter 1, Shipments for further details. In addition, as indicated in the PWS, the contractor will be required to load and secure the container until it departs the contractor’s warehouse.

The government will pay and bear all charges incurred with the ocean freighter. The contractor is responsible for following all PWS specifications. TG-90-1 Part III, Chapter 1, Shipments, provides a complete description/guidance for outbound shipping requirements/procedures.

Q13. What roles and responsibilities will the VA employees onsite have and what relationship should the contractor expect with them?

A13. PWS Paragraph 3.3 address the responsibilities that onsite VA Employees will have under this requirement. In addition, onsite government employees may serve as the Contracting Officer’s Representative (COR) and/or alternate COR under this requirement. However, at the discretion of the government, VA employees may be subject to additional duties not listed in the PWS.

In terms of relationship, this requirement is defined as a non-personal services contract (see PWS Paragraphs 1.0, 2.1, and 6.1). No employer-employee relationship, as defined in FAR 37.104(c)(1) will exist under the resulting contract.

Q14. In paragraph 2.1, the solicitation states, "The Contractor shall make available competent personnel trained and capable of dealing with minor personnel injuries." Is the Government mandating specific medical training, and if so, what training?

A14. No, the government is not mandating any specific medical training. This is a standard language included in our PWS to ensure that contractor’s employees can deal with minor injuries, if any, in the workplace.

Q15. In paragraph 2.3.4, the solicitation discusses Key Personnel. Besides the On-Site Supervisor, does the Government believe there are/should be other Key Personnel?

A15. As indicated in the response to question 9, this is a performance-based acquisition.

It’s up to the contractor to determine the number of employees needed, to include the number of supervisors, team leader, etc.

Q16. In paragraph 2.3.5.2, the solicitation states, "The contractor personnel must possess the required Occupational Safety and Health Administration (OSHA) training and certifications to provide the services requested in this PWS." Can the Government list the required OSHA training and certifications required for the PWS?

A16. As indicated in the response to question 9, this is a performance-based acquisition.

The contractor is responsible for identifying and complying with all applicable federal, state, and local laws and regulations, to include those for health and safety.

Q17. In paragraph 2.7.3, the solicitation states, “Facility shall also have (unarmed) individual 24/7 monitored alarm access…” – is this requirement for an actual unarmed security guard, or does a commercial security system provider (such as ADT) that is capable of alerting the site supervisor via phone/email and alerting the authorities meet the requirement? (this requirement is also mentioned in 3.6.11).

A17. As indicated in PWS Paragraphs 2.7.3 and 3.6.11, the facility shall have several security features: fire alarms and suppression systems and CCTV surveillance cameras recording 24 hours/7 days a week. In addition, the contractor shall provide onsite unarmed guards 24 hours/7 days a week.

Q18. In paragraph 2.9.1, the solicitation states, "“Flu Shot” is mandatory for all VHA employees and contractors as per VHA Directive 1192.0." Is this in addition to the COVID vaccine?

A18. The Flu Shot is highly recommended but not mandatory since the contractor will not be performing at a government site.

Q19. In paragraphs 2.10.2 & 2.10.2.1, the solicitation identifies a "COVID-19 Screening Tool." Will the Government provide the contractor this tool or identify where to get it?

A19. The COVID-19 Screening Tool can be found at https://www.va.gov/covid19screen/. However, as indicated in PWS Paragraph 2.10, the steps/items listed in 2.10.1 through 2.10.4 are highly recommended but not mandatory since the services will not be performed in a government facility.

Q20. Section 3.1 states that production materials are received on pallets, cartons, skids and as rolls. Is there a material list of items currently being stored or a list of typical items? This will allow the contractor to better plan how to set up the warehouse and the type and quantity of material handling equipment needed as well as establish the level of effort required.

A20. PWS Technical Exhibit 1 includes a list of materials/items to be delivered. This list is non-inclusive, but it identifies the most common items/shipments that will be received at the contractor’s warehouse. In addition, the contractor may receive Hazardous Materials Classes 4, 5, 6, 8 and 9, as defined in 49 CFR 172.101 and 173.

PWS is updated as follows:

a. To remove “blood” from paragraph 3.6.9. Contractor will not be receiving, warehousing, and/or dispatching blood.

b. To add new paragraph 6.6.9.1 to the PWS.

c. 49 CFR Subchapter C, Hazardous Materials Regulations is added to PWS paragraph 6.3, Applicable Directives and Publications.

Q21. In paragraph 3.3, the solicitation states, “...and schedule the shipping in coordination with VA Transportation office, among other tasks." Are the VA personnel on site at the contractor warehouse part of the VA Transportation Office?

A21. No, the onsite personnel will not belong to VA Transportation Office. Rather, the onsite personnel will be attached to VA Caribbean Healthcare System (VACHS) Logistics Division. VACHS onsite personnel and contractor will be working/coordinating with VA Transportation Office for the shipments.

Q22. In paragraph 3.4, the solicitation states, “VA Medical/Surgical Supplies/equipment shall be segregated by a cage or other defining material for quick identification purposes." Does the Government expect this to be physically segregated or will electronic segregation (via an IMS) be sufficient? Does VISN 8 material need to be segregated only by VA/non-VA material or within VISN 8 material as well?

A22. It’s up to the contractor to determine if the segregation will be done physically or electronically. However, contractors are reminded that once the shipments arrive to their warehouse, they need to comply with PWS paragraph 3.6.

Q23. Section 3.6 states “The Contractor shall provide Receipt, Inventory, Integration, and Delivery support using multiple asset management processes and systems, as required.” What systems will the government require integration with? Will the contractor's warehouse management system need to integrate with any VA asset management systems?

A23. No system integration is/will be required. Contractor will not have access to the government inventory system.

Q24. Can/will the Government provide a typical monthly or annual (by month) schedule of inbound/outbound shipments, so the contractor better understands the throughput of the warehouse?

A24. Around 100 containers in a yearly.

Q25. Will the VA Shipping containers be offloaded at the contractor site on ground level, or will they be on a trailer frame and able to be dropped at a dock height dock door for the 14-day loading period?

A25. The container(s) will remain in their trailer frame(s). Each container will remain at the loading dock(s) for up to 14 days.

Q26. What size shipping containers will be used?

A26. As required, the sizes can vary between 20 feet to 53 feet containers.

Q27. Will the containers be climate controlled (reefer) containers? If yes, will the contractor need to or be responsible for providing any type of connection (such as shore power) or monitoring of the reefer system while at the warehouse location? If yes, will the contractor be responsible for a reefer mechanic monitoring? If yes, will the contractor be responsible for installation of climate probes for reefer travel monitoring?

A27. No, contractor will not be required to provide shore power for the containers.

Q28. Section 3.6 states that the contractor shall provide and maintain material handling equipment to load/unload efficiently from/to the truck/transportation vehicles (no government equipment provided).” Will the truck/transportation vehicles be government provided?

A28. The contractor is responsible for providing the services listed in the PWS.

Contractor will not be responsible for providing truck/transportation vehicles, other than the equipment required/needed for offloading/loading the containers (i.e. forklift, hand trucks, order pickers, etc.). The truck/transportation vehicles will be provided by the carriers delivering the shipments to the contractor’s site and by the ocean carriers.

Q29. In paragraph 3.6.6.1, the solicitation states, "The Contractor shall regularly inspect and maintain stored VA items in accordance with manufacturers’ requirements." Beyond good standard storage requirements, will the Government be storing in the contractor warehouse items requiring more extensive maintenance? Will the Government be storing medical machines/systems that will require specialized maintenance? If so, what medical machines/systems will be stored? What company produces them? Do they have training/certification courses?

A29. No, the intent of this requirement is to have transition/consolidation point.

Nonetheless, the contractor shall ensure that at all times the warehouse have the appropriate temperature control (see PWS paragraph 3.4).

Q30. In paragraph 3.9, the solicitation states, "The contractor may be required to manage hazardous materials such as, but not limited to, blood, batteries, oxygen, toxic, and/or flammable materials, etc." Can/will the Government provide an estimate of the volume of each of the following to be stored in the contractor warehouse: blood and other biological materials, batteries, oxygen/gases, flammable materials and other toxic materials?

A30. Quantities cannot be determined at this time.

Q31. Will the contractor be responsible for any of the shipping processes once the container leaves the dock door?

A31. No, once the shipment leaves the contractor’s site, the contractor will not be responsible for the shipment nor any other process.

Q32. Does the government take possession of the shipment when the container leaves the contractor’s dock, or when the container arrives at the destination facility in San Juan, PR?

A32. The government will complete a receiving report and take possession at the contractor’s site. However, the contractor will be responsible for securing such items and have at all times a Warehouse Operators Legal Liability Insurance in accordance with PWS 2.8.1. The contractor will not be responsible for the shipments/items once the ocean freighter picks up the containers.

Q33. Will the government establish the ship dates from Jacksonville to PR, or will the contractor be responsible for establishing the ship dates?

A33. The government will determine the shipment priorities. The container(s) shall not be at the contractor’s site for more than 14 days. Once a container is full the ocean freighter will pick up the container. Contractor will be responsible for assisting/supporting onsite government employees in this task.

Q34. Will the government require the contractor to keep or maintain any emergency/safety stock or overage of items, or will all items received be shipped out on the next available outbound container?

A34. No stock should be stored at the contractor’s site and all cargo shall be shipped at the next available outbound container. The intent of this service is to be a transition point and not an actual storage warehouse.

Q35. If the government will require safety stock or storage of items, what items are stored for emergency/safety stock?

A35. No safety stock will be required under this requirement.

Q36. Will the government require the contractor to be IMDG certified? If yes, are there specific extensions required?

A36. No IMDG certification is required.

Q37. Will the contractor be responsible for per diem, drayage or other related costs on the container should the dock time go past the 14 days?

A37. The contractor will not be required for per diem, drayage or other related costs.

The government will be responsible for these costs.

Q38. Does the government require a minimum certification for all employees or managers, other than the stated HAZMAT training, such as OSHA 10, OSHA 30, OSHA 300, CPR, and AED certifications?

A38. In accordance with PWS paragraph 2.4, the contractor and its subcontractors, if any, shall comply with Public Law 91-596, Occupational Safety and Health Act (OSHA).

In addition, the contractor shall comply with 29 CFR 1910, Occupational Safety and Health Standards, 29 CFR 1926, Safety and Health Regulations for Construction, and all other applicable federal, state, and local requirements for protecting the safety of the contractor's employees, building occupants and the environment. All applicable standards of the OSHA shall be followed when working in accordance with this project.

In addition, PWS paragraph 2.4.3 indicates that each contractor employee (material handler) shall be trained, tested, and certified in correct methods of receiving, storing, and/or transportation of hazardous materials as outlined in 49 CFR 172, and 177, and 29 CFR 1910.1200. Contractor shall refer to TG-90-1 Chapter 4, Safety for further information and/or details.

Q39. In paragraph 3.10, the solicitation states, "During emergencies, the contractor may be tasked to support the VACHS." Can/will the Government provide a general idea of how often emergencies occur during the course of a year?

A39. VACHS has dealt with emergencies such as Hurricanes Irma and Maria, 2019-20 Puerto Rico Earthquakes, and COVID-19 Pandemic. Contractor shall be prepared at all times to provide additional support. Additional support is defined as a considerably increase in shipments, extended work hours, etc. Per PWS paragraph 3.6.10, any changes to this contract due to emergencies will be negotiated on a case-by-case basis.

Therefore, contractors are advised not to price emergencies at this time.

Q40. Does the current contractor have metrics that they manage their warehouse against? If not, does the Government have a set of metrics they expect to see in the Management and other plans in the response to this solicitation?

A40. This is a new requirement. The contractor shall follow the performance threshold listed in the PWS paragraph 4.0, Performance Requirement Summary (PRS) Matrix.

Q41. In paragraph 3.10, the solicitation states, "The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items."

Who identifies the 'contractor service requirements?" Who determines what the "Performance Objectives" are? If the "Performance Objectives" are the "Performance Requirements" listed in paragraph 4.2, will the Government work with the contractor to provide more specificity to the 'Performance Objectives/ Requirements?"

A41. The Performance Requirement Summary (PRS) prepared by government identifies the High-Level Objectives of the PWS and their standards with associated incentives or remedies. In simple terms, the PRS identifies the critical elements of the PWS, their respective acceptable level, how the government will perform the surveillance of this task, and what are the remedies if the acceptable quality level is not met. As for the management and other plans, they shall be aligned with the PWS, PRS, and all other applicable documents and shall meet or exceed the minimum acceptable level.

Q42. In Evaluation Procedures on page 24 of Attachment C, the solicitation states that under Factor 2, Past Performance, the subfactors of Timeliness, Quality, Safety, and Customer Satisfaction will be considered. How will the Government assess these subfactors? Will it use CPARS? What if there are no CPARS reports? Will it use Past Performance Questionnaires (PPQs)? Is there a template the Government expects for the listing of Past Performance?

A42. As indicated in the Attachment C, Addendum to FAR 52.212-1, Evaluation Procedures and Award paragraph 2.2.1, the prospective quoters shall submit three (3) references of past or current contract performance. References may include Federal, State, Local Government, and/or private sector. References shall include: company name, telephone number, point of contact, e-mail address, contract amount, and performance period. Then, the government may contact the references listed or use other acceptable methods such as CPARS records, Contracting Officer previous experience with the contractor, if any, etc.

As indicated in paragraph 2.2.4, in the case of a quoter without a record of relevant past performance or for whom information on past performance is not available, quoter will not be evaluated favorably or unfavorably on past performance.

Q43. In paragraph 2.4.3 (Health & Safety Plan), page 4, the solicitation states, "Contractor shall refer to TG-90-1 Chapter 4, Safety for further information and/or details." This reference is also cited in paragraph 3.9 (HAZMAT), page 11. We cannot get access to this guide. Will the Government provide this guide prior to the submission of the response? Or will the Government work with the contractor afterward to ensure we meet the specifications of this requirement? Will our inability to get access to this guide be factored into the evaluation?

A43. A copy of the TG-90-1, Materiel Handlers Training Guide is uploaded along with this amendment. As a matter of clarification, Safety is discussed in Part 1, Chapter 4 of the TG-90-1

Q44. In paragraph 3.6, the solicitation states, “In the event that there is not enough cargo to fulfill a full container, the VA Cargo will not be hold at the contractor’s facility for over 14 calendar days.” Can the Government explain what this means operationally?

Does this mean that the warehouse will completely turnover every 14 Days? If so, how much space does the Government expect to need for the warehouse? What if the cargo is approaching the 14-day cut-off? Does the Government come back and retrieve it?

A44. Operationally, this is defined as containers belonging to the ocean carriers shall not be more that 14 days at the contractor’s site. The containers will be pick up by the ocean carriers, even if they are not fully loaded.

Q45. In Attachment B (Price Schedule), it states –

“POP Begin: 04-01-2023 (Projected) “POP End: 03-31-2024 (Projected)”

In the Solicitation Notice cover sheet, it states, “The contract period of performance is expected to be from April 1, 2023 (or up to six months from the date of award)…” Can the Government advise the purpose of the extended period of performance start date (i.e., is this extra time from award to start date to be utilized as a phase-in period or some other purpose)? VSS finds that in the current commercial leasing market that identifying and holding a commercial property for six months is very difficult.

A45. The six-month period is a projected time in case the contractor needs time to prepare the facility (as per indicated in the PWS and any other applicable document), secure all required equipment, materials, supplies, contract personnel, etc. As indicated in the evaluation factors, this is a not to exceed period. The contractor will be responsible for indicating in their technical quote the warehouse availability date. The government will conduct a comparative evaluation of all quotes in accordance with FAR 13.106-2(b)(3). A quote that indicates a sooner availability date, may receive a favorable evaluation in this area (nonetheless, contractors are advised that the final rating will be based on all the evaluation factors listed on the Attachment C, Addendum to FAR 52.212-1, paragraph 2.0.

Q46. In response to solicitation: 36C24822Q0509, we are in the process of meeting with various lessors to identify and secure warehouse space to meet one of the core requirements of providing the facility. Is there a mileage radius the warehouse must be within the Port of Jacksonville, Florida?

A46. As indicated in the PWS paragraph 3.1, the warehouse facility shall be located at/or within 50 radius miles of the Port of Jacksonville, Florida.

b. A copy of the “Materiel Handlers Training Guide” TG-90-1 is uploaded along with this amendment.

c. A revised Performance Work Statement (PWS) is uploaded along with this amendment.

PWS uploaded with the original solicitation is rescinded.

d. Contractors are reminded to follow all the Evaluation Procedures and Award listed in the Addendum to FAR 52.212-1, Instructions to Offerors—Commercial Products and Commercial Services. This addendum can be found in Attachment C, Clauses and Provisions.

e. Contractors are reminded that all amendments need to be acknowledged in the quote package.

f. Wage Determination 2015-4539 Revision 19, dated July 6, 2022 is incorporated into this RFQ.

This revision can be found at https://sam.gov/wage-determination/2015-4539/19. Revision 17, which was incorporated with the original solicitation, is rescinded.

g. The RFQ closing date is September 23, 2022 at 10:00 AM (Puerto Rico local time).

h. All other terms and conditions remain unchanged.

See attached document: TG-90-1_VATrainingGuide_MaterielHandlersTrainingGuide.

See attached document: PWS 36C24822Q0509 Consolidated Warehouse Services 4 Sep 2022.

See attached document: S02 Attachment D Wage Determination RFQ 36C24822Q0509 Consolidated Warehouse Services 4 Sep 2022 (Revised).