Miami Warehouse RFP QandA.pdf

Questions:

1. Can the warehouse be located in Pompano Beach FL?

a. (Pablo) Not ideal since inbound/outbound international cargo would have to be transported to the Port of Miami, Port Everglades or Miami Airport. Hence, Pompano Beach FL location would increase the ground transportation distance substantially.

2. Who is the incumbent?

a. Ceva Logistics

3. What is the current contract number?

a. 7200AA20C00006

4. Any changes to the current contract scope of work?

a. Scope of work as describe in the solicitation

5. Can the government please clarify the 10 page limit for the technical proposal on page 28? What is not included in the page limits as several items are required to submit (such as resumes). Can the government please clearly state what is not included in the 10 page limit and/or consider increasing the proposal size for the technical approach?

a. The 10 pages is consisting of the technical proposal excluding resume and attachment explicitly requested such as past performance form

6. What is the quantity of SKUs to be handled?

a. Approximately 30-40 unique SKUs

7. What is the quantity of pallets received per month?

a. There are no averages per month since USAID/BHA operates in disaster response (outbound pallets) and replenishment (inbound pallets). Hence, there are years with very slow movement and others where stock is almost depleted.

Usually, there’s an approximate 500-1,000 pallets movement per year.

8. Do your products arrive palletized or loose cartons

a. Both with the majority palletized

9. How many orders per month?

a. See answer 7.a

10. How many pallets per average order?

a. See answer 7.a

11. What is the number of inventory turns per year?

a. Once or twice.

12. What is the average quantity of pallets to be stored each month?

a. Between 2.000 - 3.000 pallets.

13. Do pallets arrive with one SKU# per pallet or Mixed?

a. Pallets arrive with one SKU#. USAID/BHA rarely operates with mixed pallets.

14. Can your pallets be double stacked?

a. Yes, some commodities can be double stacked while transporting. However, USAID/BHA prefers that items in stock are not double stacked.

15. How are the orders going to be received?

a. Orders are received via sea or air in Miami and transported via ground, containerized to warehouse location.

16. To submit a proposal, Is it mandatory to have the capacity to store 6,000 pallets, or can it be less?

a. Capacity to at least accommodate 4,000 pallets.

17. J.3 – must our customers fill out the Performance Rating Form? ( companies that contracted our services?)

a. Yes

18.The chart in the RFP section B.4 Price Schedule has different requests and qtys than the excel pricing sheet. They are shown below. Which one is the correct one to use for bid pricing information?

i. daily regular storage rate per standard pallet - Estimated 2500 (B.4) vs 6000 per month (excel): 2,500

ii. daily regular storage rate per oversized pallet - estimated 500 (B.4) vs 800 per month (excel): 500

iii. daily temp-controlled storage rate - estimated 20 pallets (B.4) vs 800 per month (excel): 20

iv. handling receipt of commodities door to floor - 25 (B.4) vs 50 times per year (excel): 25

v. handling re-delivery of commodities floor to door - 25 (B.4) vs 50 times per year (excel): 25

vi. delivery of commodities to/from miami international airport - 25 times (B.4) then on sheet is says delivery of commodities to/from Dubai international airport 50 times per year (excel): 25

vii. delivery of commodities to/from Port Everglades 25 (B.4) vs 50 times per year (excel): 25

a. Please see corrected pricing sheet:

19.Question 1: Does the potential warehouse need "dock-level" warehouse-bay/docking doors or "street" level doors for loading? If so, is there a minimum amount of doors needed to meet the solicitation requirements?

a. Preferably dock-level warehouse-bay/docking doors 20.Question 2: Is the earliest date for move-in/contract commencement 01 January 2025?

a. Yes.

21.VEHICLES AND EQUIPMENT MAINTENANCE: Is there a list of vehicles or eqpt that you could share and what would be the scope of work of these items?

a. List of vehicles is not available. However, USAID/BHA does not anticipate storing more than 10 vehicles if necessary. Currently, “vehicles” in stock are three mobile water treatment units.

22.Part 1 section B , regarding the Daily regular storage rates.Can this be quoted Monthly or Bi-weekly?

a. Preferably monthly.

23. In case of award, could you kindly provide expected start date?

a. January 1st, 2025.

24.Section C.3 discusses that this requirement is to establish a contract for warehousing and logistics services in Miami. However, the paragraph below it states a need for space in the International Humanitarian City (IHC), which is in Dubai (from my understanding). Can you clarify if there is also a requirement in Dubai or was this an error?

a. This was an error- the need for space is in Miami, FL, USA

25.Are the employee biographical data sheets required to be filled out for all current proposed employees on this contract or is thisthe example of what will be required should we win the contract? If required, what if we haven't hired/decided on the best candidate for these positions?

a. Please fill the biodata sheets for key employees identified for your proposal.

26.Concerning the above, are you looking for these sheets to also be filled out for the Key Personnel whose resumes we are already including as part of the bid package?

a. Yes 27.Should additional charges not listed in the J1 form, such as crating and repackaging, be recorded as additional expenses, similar to those explained for vehicle maintenance costs? Or should they be included within the budget that we need to submit in the J1 form?

a. Yes, you can include additional line items

28. In the J1 form, there is a point mentioning 'delivery of commodity to/from Dubai

International Airport.' Could you clarify what this item refers to? Does it involve delivering the cargo to Miami Airport or to Dubai Airport?

a. This was an error- the need for space is in Miami, FL, USA

29. -Can a "3PL services warehouse" (rent by the pallet type of storage warehouse) be utilized instead of leasing a warehouse space?

a. The proposal must comply with

52.215-22 Limitations on Pass-Through Charges-Identification of Subcontract Effort.

30. Please provide clarification with respect to the International Humanitarian City (IHC) requirement (RFP, C.3, pg. 5). Is the expectation that the contractor managed facility in Miami establish space within the IHC in Dubai to receive commodities for distribution?

a. This was an error- the need for space is in Miami, FL, USA

31. Is it acceptable for an Offerer to meet the Minimum Threshold Requirement (MTR) provided (M.3, Factor 1, page 31) via a subcontractor (for either warehousing or emergency international transporation), provided that the Offerer otherwise meets the MTR (and complies with provisions noted in H.2 and H.3, page 20).

a.

32. Please clarify the requested additional facility (RFP Section C, Warehouse Operations,

pg. 7) and the remote warehouse defined in RFP Item G (Additional Warehouse, pg. 8).

a. The remote facility will not be a standing requirement and may or may not be needed

33. Is it correct to interpret these as two separate facilities in addition to the primary facility?

a. Yes

34. Please provide insight into desired handling of expired items that may remain in the warehouse control.

a. USAID/BHA will coordinate with the warehouse provider for the proper disposal of expired items. USAID/BHA does not anticipate storing goods with sensitive expiration dates.

35. Section B, Page 6: Is a sample report format available for review? What is the preferred transmission method to send the report to USAID?

a. Report must contain inventory details and its related charges as per the contract agreement. Report format can be done in Excel or accessed through the contractor's ERP system.

36. Which (if any) of the cargo can be double stacked? (Page 6 looks like it says any, but I want to make sure I'm reading it right)

a. See answer 14.

37. RFP, pg. 10, Job Duties, Warehouse Manager: The bullet point regarding daily emails of in/out movements is well received; however, would USAID be ameniable to automation of this function?

a. Automation is accepted. However, the contractor should be available for any additional communications.

38. RFP, C.3: Would USAID require the Offerer to schedule international transport, and if so, are there pre-approved/preferred carriers secure cargo insurance separate and distint from the marine cargo insurance offered by the appropriate NVOCC or freight forwarder selected for international transport? Would the Offerer be asked to schedule sea transport?

a. No

39. "C.3 OBJECTIVES" (page 5) of the document "2024 USAID Miami Warehouse

Solicitation.pdf" for Notice ID 7200AA24R00087, which states:

The warehouse location should be within the International Humanitarian City (IHC) as a major logistics hub for humanitarian actors and due to favorable customs requirements and proximity to partners. According to the IHC, “any registered company can request space within the IHC. Space could be requested during or after registration, admitting that the space is needed for conducting the declared activities.

The IHC is located in Dubai, UAE. Does this requirement refer to being a member of the IHC (https://dubaihumanitarian.ae/become-a-member/), or to renting warehouse space in the IHC?

https://dubaihumanitarian.ae/become-a-member/

a. This was an error- the need for space is in Miami, FL, USA

LATE QUESTIONS:

1. Can the warehouse be located in Central Florida? Our address is 1801 Bradford Ave, Leesburg, FL 34748.

a. The RFP location is for Miami due to its strategic location for international transport mechanisms in disaster responses. Unfortunately, Leesburg does not provide the same conditions.

2. Will the Government provide an SF 1449 to complete and submit with the proposal?

a. Yes

3. Would the Government confirm that the Employee Biographical Data Sheets are required to be submitted with the proposal as an Annex to the Price Proposal? Further, the J.2 form provided is dated 2010. Will the Government provide the most recent copy of this form, which has an expiration date of Nov 2024?

a. Yes, Employee Biographical Data Sheets are required to be submitted. An updated form will be included with the release of this Q&A document

4. Would the Government please clarify to what "452.216-72 Evaluation" refers?

a. Please reference FAR 52.212-2

5. Would the Government please confirm that no price data should be entered for "custom service fees" in Attachment J.1 since C.4.C of the solicitation states that "any customs charges and fees will be invoiced or billed to the Government at cost"?

a. USAID/bHA will pay for all customs charges and invoices incurred by US authorities if needed in addition to customs clearance charges made by the contractor if those services are utilized.

6. Are employee biodata sheets required with proposal submission?

a. Yes

7. Is the contractor required to have an approved CAS system?

a. No

8. Regarding “Management, administration, and overhead expenses shall be included in our monthly invoice”: How is this to be calculated considering the warehouse is a multi-shared environment? What evidence will need to be provided for cost reimbursement?

a. Per the solicitation, management, administration and overhead expenses shall be included in your monthly (i.e per pallet) invoice

9. Is this new or existing work?

a. This is an existing requirement

10. Who is the incumbent contractor?

a. Ceva Logistics

11. What is the contract number?

a. 7200AA20C00006