Questions 7200AA20R00013 Amendment 2.pdf

7200AA20R00013 Q&A

AMENDMENT 2

RFP 7200AA20R00013 is hereby amended/clarified as follows:

• All proposals must be submitted via email ONLY to the email addresses provided in

Section L by the due date and time indicated.

• Past performance should be included with the Technical Proposal as an annex.

Offerors will not be provided a form.

• The following items should be included as an annex to the Technical Proposal and will not count toward the 15 page limit:

o Cover letter or one page executive summary, limited to one page only.

o Key Personnel CV’s, limited to two pages per person o Key Personnel Letters of Commitment o Copies of ISO Certifications; freight forwarding and or customs brokerage licenses o Export and cross-border process flow charts limited to one page each; any supplemental warehouse photographs the offeror chooses to include, limited to two pages only.

o Past Performance

• Offerors may provide a proposal on only one warehouse location or both. Each warehouse proposal must be submitted separately. Technical and Business proposals must be submitted separately for each warehouse location following the email instructions in Section L .

• Pricing CLIN entry and Pricing Scenario spreadsheet has been updated to correct a formula error in the Horn of Africa tab and CLIN numbers identified in Pricing

Scenario tabs. Attachment J.1 Pricing Template is replaced by Attachment J.1 Pricing

Template Amend 2. Offerors should ensure they are using this revised spreadsheet when submitting offers.

• A table has been added at the end of this Q&A identifying destinations by country released from each warehouse for FY 18 and FY19.

QUESTIONS

1. Q: Can USAID confirm the amount of goods in metric tons that will require contractor support from the Djibouti hub to the various (potential) spokes in the region(s)?

A: The Djibouti warehouse loaded out a total of 56,000 tons of commodity in Fiscal Year

19, and 36,000 tons in FY18. These numbers fluctuate based on emergency responses.

2. Q: Are contractors responsible for trucking to other countries such as Kenya, South Sudan, etc?

A: Implementing partners typically pick up loaded commodity from the warehouse when cargo is trucked overland. USAID may have a need in the future for the contractor to perform cross-border trucking. Contractors are expected to understand all local and destination requirements and coordinate closely with USAID’s Implementing Partners to ensure smooth cargo flow.

3. Q: When will the contract ceiling for both locations be provided?

A: As stated in the solicitation, the contract ceiling is TBD. The ceiling is established based on pricing and anticipated services over the performance period of the contract.

4. Q: What is the percentage of palletized cargo versus non-palletized cargo?

A: In FY 2019, fourteen percent of cargo received at the warehouses was palletized.

Vegetable oil and specialized nutritious food products are the only food commodities currently shipped as palletized cargo. Other packaged food commodities are generally not palletized. Currently 20% of cargo is palletized, subject to change based on Program requirements.

5. Q: What is the breakdown of bulk vs containerized cargo?

A: Historically, approximately 60 percent of cargo, mainly sorghum, is shipped in bulk to USAID’s global prepositioning warehouses, bagged at the port, and released as bagged cargo in containers. The figures are subject to change due to programmatic responses. Export cargo is primarily containerized.

6. Q: What is the monthly in and out and flow of commodity?

A: Without guarantee, on average, 7,582 MT are received at USAID’s global warehouses in any given month. This, however, varies from month to month as stock is rotated out of the warehouse and replenished. The outflow is roughly equal over the course of the year.

Arrival Month Djibouti MT Durban MT Total MT

JANUARY 1,799 280 2,079

FEBRUARY 12,408 1,000 13,408

MARCH 1,977 5,000 6,977

APRIL 4,151 453 4,604

MAY 3,370 3,735 7,105

JUNE 14,343 4,968 19,311

JULY 1,160 2,637 3,797

AUGUST 3,955 7,042 10,997

SEPTEMBER 4,482 1,080 5,562

OCTOBER 2,608 550 3,158

NOVEMBER 6,033 5,250 11,283

DECEMBER 1,985 720 2,705

7. Q: Is there a forecast for volume over the next three years?

A: USAID anticipates that 330,000 tons of commodity will be pre-positioned over the next three years, subject to the Program’s emergency responses. The volume procured heavily depends on the program’s emergency responses and funding.

8. Q: Djibouti: Is there a historic average over the past 4-5 years requiring storage?

A: Approximately 20,000 tons per month with higher peaks up to 30,000 tons.

9. Q: Durban: We assume you are importing under section 405.4. Would the service provider need to apply for the ITAC permits?

A: As stated in the solicitation, contractors are responsible for navigating and following all local country requirements.

10. Q: How does USAID transfer information between systems? EDI? Data loaders such as excel?

A: USAID currently manages and tracks commodity inventory via batch uploads of excel documents and manual data entry into USAID's Humanitarian Inventory Management

System (HIMS). This system has not yet been implemented in the warehouses (see

Section C).

11. Q: Will USAID revise the major contractor threshold from 51% to 20%

A: No.

12. Q: Can USAID amend or remove the language in section H2 referring to a Chief of Party?

A: Delete the term Chief of Party and insert Overall Project Manager.

13. Q: Can offerors use a font size smaller than 12 pt for graphics, textboxes, tables, and charts providing it is still legible?

A: Yes; however, no smaller than 8 pt

14. Q: Can payment by USAID be made in the country where the service is provided or does it have to be made in the US? What are the payment terms?

A: See Sections G5, G6, and G8.

15. Q: Bulk storage – Does FAS mean Free Alongside Vessel? Does it mean we have to arrange loading bulk or bags to the truck?

A: FAS means Free Alongside Vessel. Refer to Section C in the solicitation. Commodity is not stored in bulk form in the warehouses.

16. Q: Can we store other commodities in the warehouse along with USAID cargo?

A: Yes; however, please refer to section C in the solicitation as well as all applicable links and attachments.

17. Q: Can we submit a proposal for more than one location?

A: As stated in the solicitation, alternative proposals will not be accepted. Offerors may propose a different location instead of Djibouti or Durban. USAID has a preference for the port of Djibouti for the Horn of Africa Region, and Durban, South Africa for the

Southern Africa Region as stated in the Solicitation.

18. Q: For airfreight, what is the scope of services?

A: As stated in Section C, Airfreight is currently extremely limited. The scope of services is defined in Sections B and C.

19. Q: Can USAID award the contract to more than one service provider per location?

A: As stated in the solicitation, USAID anticipates awarding up to two firm fixed unit type contracts: One in the Horn of Africa, and one in Southern/Central Africa.

20. Q: Who are the incumbent contractors and what is the established ceiling?

A: BMMI is the incumbent in Djibouti. Bollore Logistics is the incumbent in Durban.

The ceiling is established based on anticipated services required and pricing.

21. Q: K.8 – 52.225-20 What is this? Do we assume humanitarian cargo is not restricted?

A: This is a required FAR Clause. Please carefully review FAR 52.225-20.

22. Q: Typically, how much procurement of and storage of bags, pallets, boxes, ties etc. takes place?

A: A sufficient quantity (approximately 1-2% of total units) of empty bags and cartons are procured and shipped by USAID with commodities to maintain stock for reconstituting damaged commodities and are replenished on an as-needed basis.

Procurement by the warehouse contractor is on an emergency basis only and very limited.

23. Q: Was there a Best and Final offer last time?

A: This question is procurement sensitive.

24. Q: Do you have the split between 20 and 40 foot containers?

A: 40’ containers are rarely used at the present time. Super Cereal Plus is shipped in 40’ containers; however, the Program’s goal is to divert this cargo before it lands in the warehouse.

25. Q: How much NFI’s have been historically stored in the warehouses?

A: No NFI’s have historically been stored in the overseas Title II pre-positioning warehouses.

26. Q: Durban: Who is the importer of record?

A: USAID is the importer of record, c/o the warehouse contractor.

27. Q: In the pricing schedule there is not any separate line for documentation charges, clearance charges, port charges, rental or purchase of handling equipment etc. Should those charges be included in the storage rate per metric ton or billed as actual to USAID?

A: Please refer to section B in the solicitation which states certain charges are pass-through charges at cost with evidence of paid invoices. It is assumed that any capital costs such as Rental or purchase of handling equipment should be included in the fixed price.

28. Q: Has a stop work order ever been issued?

A: Per Section F1 in the solicitation, a stop work order may be issued in accordance with

FAR 52-242-15 during the performance of this contract if deemed necessary by the

Contracting Officer.

29. Q: What is the average dwell time of cargo in the warehouse?

A: The average dwell time is 2-3 months after arrival. The Program’s goal is to turn cargo within 90 days after arrival.

30. Q: Is the start date of October 1 flexible due to the COVID19 virus?

A: Presently USAID anticipates a period of performance beginning October 1 as stated in the solicitation. Should this change due to the fluid situation with COVID19, offerors and/or potential awardee(s) will be notified.

31. Q: What does “CF” mean in the attachment entitled “FY18-

19+PREPO+MTs+as+percent+of+total+called+forward+posting+(2)”? Are these numbers accurate?

A: CF stands for Call Forward which is the Program’s terminology for commodities procured. The numbers represent total volume procured. As stated in Section C, some cargo may be diverted directly to an Implementing Partner and not land in the warehouse.

32. Q: What is the required temperature for climate controlled commodities? What are the anticipated needs?

A: In order to maintain twenty-four months of shelf life of Ready-to-Use Foods (RUFs), products need to be stored in temperatures that do not exceed 30°C at 75% relative humidity. On average, USAID stores very few RUFs in a given year. If temperature control is needed, 30-days notice will be given to allow the contractor to find appropriate space.

33. Q: Will there be a phase-in period? Does the incumbent have inventory that needs to be transferred to the new contractor?

A: Typically there is a phase in period. The goal of the Program is to program out as much current inventory as possible by the end of the contract. Transfer of inventory is possible.

34. Q: Should each Southern Africa CLIN be populated?

A: All CLINs should be populated where the offeror chooses to make a proposal. See sections B, L, and M. Exception: CLIN 10b for Djibouti is required only if applicable as stated. As stated in Section L, the CLINs used in the pricing scenario represent CLINs generally used the most during the performance of the contract.

35. Q: How we can transpose a metric ton in pallets?

A: This question is not clear as worded. Generally, a pallet of food commodities contains

1.2 net metric tons.

36. Q: How will we receive 30 days notice? Will we receive an ASN?

A: USAID will notify the contractor as stated in section C. Currently, USAID’s freight forwarder sends documentation, shipping notifications, and shipment tracking information to the warehouse contractor.

37. Q: Are there VAT exemption letters in place for Durban?

A: No. USAID does not currently pay VAT on commodity stored based on cargo being held in bonded facilities.

38. Q: Is it possible to have commodity dimensions and weight? How will each lot be labelled?

A: Please review the following link as provided in section C: https://www.usaid.gov/food-assistance/resources/food-aid-product-info

PRICING

39. Q: Can USAID clarify whether the pricing scenarios are based on actuals anticipated or is this just for evaluation purposes to establish a ceiling?

A: Please review Section L8.2 and M. As stated in Section L, the scenarios are only for illustrative purposes and do not depict actual inbound and/or outbound tonnages, or actual storage time for one commodity. The pricing scenario is for evaluation purposes.

40. Q: Djibouti: For CLINs 9 through 14 and CLIN 21, could USAID please specify whether the

Unit of Measure is gross or net metric tons?

A: The unit of measure is gross metric tons. Offerors should assume the scenario tonnage is expressed in gross metric tons.

41. Q: Djibouti: For CLINs 10 & 11 it is possible for contractors to propose multiple

(primary/alternate free zones); therefore are contractors permitted to propose multiple facilities in multiple free zones?

A: Yes about:blank about:blank

42. Q: Djibouti: Would USAID require a harmonized CLIN for CLINs 1-8, 8/14,12/13 based on different free zones if multiple free zones are offered?

A: Yes

43. Q: Djibouti: For CLINs 19 & 20, could USAID please confirm whether both CLINs can be applied for reconstitution of palletized cargo if, for example, several cartons need to be reconstituted from a pallet?

A: CLIN 19 applies for single bags or cartons that arrive loose, unpalletized. CLIN 20 applies for cargo that arrives palletized.

44. Q: Would USAID consider two separate CLINs for fumigation – one for pest management reactive/required (i.e. fumigation of infested commodity and /or upon export to be invoiced per metric ton) and another CLIN for Pest Management Prevention (i.e. sampling, isolating infestation, fogging, spraying) to be invoiced monthly based on quantity stored?

A: No.

45. Q: Djibouti: Would USAID consider adding a CLIN for customs clearance per TEU or truck to recover the contractor’s customs clearance costs?

A: No.

46. Q: Would USAID consider adding a CLIN for export management administration?

A: No.

47. Q: Djibouti: Would USAID consider adding a CLIN for yard operations per TEU for container staging or considering this as a pass through?

A: No.

48. Q: Would USAID consider a CLIN for drayage for NFI’s on a per TEU and FEU basis?

A: No.

49. Q: Would USAID consider providing cargo dimensions (length/width/height and weight per pallet) and photographs for NFI’s so that offerors can assess storage requirements? Are there any specific requirements as to stacking/storage for these NFI’s?

A: NFI’s are generally shrink wrapped and palletized. Most pallets can be stacked up to

2 high. Pallets are generally 40” X 48” X 50” or 42” X 48” X 83”. Pallets typically do not exceed 1,300lbs. Palletized commodities typically consist of rolls of Plastic Sheeting, or cartons of Hygiene Kits, Kitchen Sets, bales of blankets, or stacked water buckets. Some

NFI’s are packaged in crates (i.e. generators, water treatment units, water tanks). NFI’s have not been stored in the warehouse previously.

50. Q: Djibouti: For NFI’s it is assumed that CLIN 4 applies for both bales on pallets and cartons on pallets and that CLIN 8 applies to UTV’s. Can USAID confirm this assumption?

A: For the Horn of Africa, CLIN 4 applies to pallets or crates containing either cartons or bales of NFI commodities. CLIN 8 applies to UTV’s.

51. Q: For NFI’s could USAID please confirm whether CLIN 4 or CLIN 8 applies for “loose crates that can be stored on pallets?”

A: These are commodities that arrive crated and can be stored on pallets. CLIN 4 is applicable.

52. Q: For NFI’s, if cargo arrives which requires palletization where should contractors account for this cost?

A: If this requirement is needed, it will be reimbursed at cost with approval by the

Contracting Officer. There is currently no anticipated need to build pallets for NFI’s.

SEE TABLES ON FOLLOWING PAGE

WAREHOUSE RELEASES BY COUNTRY DURBAN*

COUNTRY FY 18 TONNAGE FY19 TONNAGE

BURUNDI 490 3040

CENTRAL AFRICAN

REPUBLIC

1300 1799

CAMEROON 170 1740

CHAD 3780 3160

DRC 2495 6375

REP OF CONGO 290 360

ETHIOPIA 3220 1448

KENYA 1270 0

MADAGASCAR 2310 410

MALAWI 0 230

NIGER 550 0

NIGERIA 3220 0

SOMALIA 7810 0

SOUTH SUDAN 2889 50

ZIMBABWE 680 6530

WAREHOUSE RELEASES BY COUNTRY DJIBOUTI*

COUNTRY FY 18 TONNAGE FY19 TONNAGE

CENTRAL AFRICAN

REPUBLIC

790 0

CHAD 930 0

REP OF CONGO 0 50

ETHIOPIA 6681 17370

KENYA 8180 1770

MADAGASCAR 196 0

NIGERIA 560 0

SOMALIA 3320 1266

SOUTH SUDAN 9690 14196

*The above tables represent when USAID released the cargo to an Implementing Partner.

Actual outbound movement varies and may cross fiscal years.