Questions with Answers_Cold Chain Transportation Final 12 Nov.pdf

Question/ Response to RFP 75A50325R00001 Transportation and Logistics Readiness Service

Date Questions Submitted: _11/8/2024_____________ Date of response release: __11/14/2024__

Question

Vendor Inquiry Identify Applicable Section of the RFP

Identify Applicable RFP Page Number

RESPONSE

1 I am hoping to confirm if there is a current vendor performing similar services that are listed within the Sam notice or if this is the first iteration of these services? If there is, could you kindly provide me with the current contract # and vendor?

N/A N/A This is a new requirement. There is no incumbent or current contractor.

2 Just wanted to confirm the pick-up and delivery locations, if you could at least provide either zip codes or city and state. I was unable to locate them on the Solicitation.

C-1 Background Page 1 The Successful offeror will be given the specific pickup and delivery locations at the kick-off meeting (post-award). See question #4.

3 What is the size requirement for the Storage Containers?

C-6 Page 6 The containers size requirement will be the responsibility of the vendor to determine, once you receive the number of pallets you can determine the containers sizes you will use, with the approval of transportation.

4 What territories in the “South Pacific”? Is that American Samoa? Guam and the Mariana Islands?

It would also be helpful to have more information on exactly where the concentration of SNS activity would be for CONUS sites? Considering the reefer requirements, driver requirements, etc. combined with the short time requirements, we believe so but would like to have your confirmation.

ii. Also, it states that the SNS has stored products within the US at multiple locations. What does “within the US” mean? CONUS? So will the contractor be responsible for transporting SNS materials from CONUS storage to these overseas locations? I would doubt it, since the NAICS code

1. Section C (SOW)

a. Para. C-1: the geographic scope for the contract (based on the SNS) is contained in this paragraph, as “48 Contiguous United States, and its OCONUS states of

Alaska and Hawaii, the District of Columbia and U.S.

territories in the Caribbean, and in the South Pacific.”

Section C-1 Background describes the mission of the SNS. The contractor shall not be responsible for shipping to locations outside of the Continental U.S. The concentration of SNS activity will be for CONUS sites. The locations are:

DFW, TX area, SLC, UT, Memphis TN, SNS will be re-establishing a site within 300 sq miles of the United State Capital in Washington DC (the tri-state area). If needed a shipment can go anywhere within the continental U.S. Within the US means stored at the locations listed above in bold blue.

484230 is for Trucking Long Distance, but this needs clarification please.

5 Comment- this sounds like we will have no liability limitation. Will the SNS “medical supplies” include blood plasma? Can the CO give us some additional information on the values we will be talking about (we may need to get additional insurance cover depending on the answer).

Para. C-12: regarding cargo liability, it states, “Any damages or losses due to failure in maintaining the required temperature will be the responsibility of the transportation provider.”

There is no blood plasma. The Government anticipates product values between 20 million to 100 million dollars. The value will be given to the successful offeror upon notification of shipment. Proof of insurance will be presented prior to pick-up.

In accordance with FAR 28.301, the Contractor shall provide loss prevention and insurance on product equal to the replacement cost and payable to the United States Federal Government. The clause at FAR 52.228-7, Insurance--Liability to Third Persons, is incorporated in the contract.

6 Can you please specify

SECTION I- CONTRACT

CLAUSES (L.1): HHSAR

clauses.

Page 19 The link to the HHSAR clauses are in the solicitation.

HHS Acquisition Regulations (HHSAR) | HHS.gov

7 2. SECTION M.1, para(b)- this is the first paragraph of the SECTION M.1, but there is no para (a). - there is no explanation of the relative importance of the non-price factors (Factors 1 through 4). Also, there seems to be a typo or missing text in the following sentence (my highlight): “Price is the least important of five (5) evaluation factors with factors 1- being significantly more important than price.” Could you kindly clarify?

2. SECTION M.1, para(b)

SECTION M.1, para(b)should read (para (a) and para (c) should read para (b).

(a) The following factors shall be used to evaluate offers:

Factor 1 – Technical Capability & Management Approach

Subfactor 1: Key Personnel

Factor 2 – Similar Experience

Factor 3 – Quality Control Plan

Factor 4 - Past Performance

Factor 5 – Price

The Technical Evaluation factors in the relative order are in https://www.hhs.gov/grants-contracts/contracts/contract-policies-regulations/hhsar/index.html https://www.hhs.gov/grants-contracts/contracts/contract-policies-regulations/hhsar/index.html descending order of importance:

(i) Technical Capability and Management Approach; (ii) (iii) Similar Experience; Quality Control Plan, (iv) Past Performance and (v) Price.

Technical and past performance, when combined, are significantly more important than cost or price.

8 SECTION M.2: besides the time difference (Factor 2 goes back 10 years, and Factor 4 goes back 3 years), what is the difference between Factors 2 (Similar Experience) and Factor 4 (Past Performance). Can you please clarify? How does this align with the FAR?

If the offeror submits the same contract for both factors, and the government has adverse PP information on this contract, does it affect the contractor’s scores on both Factors 2 and 4? We are trying to understand how this would work.

SECTION M.2 Evaluation under an experience factor is distinct from its evaluation of an offeror’s past performance.

The similar experience factor focuses on the degree to which an offeror has actually performed similar work, whereas the past performance factor focuses on the quality of the work performed. Offerors without a record of relevant past performance “may not be evaluated favorably or unfavorably on past performance (i.e. they should receive a “neutral” rating). FAR 15.305(a)(2)(iv).

However, a lack of experience may be rated as “unacceptable,” depending on the degree of conformity to the solicitation. If you submit multiple offers, be sure that each one fully conforms to the requirements of the solicitation.

9 Is there any potential volume indication? N/A No. Upon notification is when volume is provided to the vendor.

10 Would a control tower be required to monitor/report, etc.

N/A No, only regular vendor tracking.

SNS may add a GPS tracker to pallets on the shipment. Vendor will provide an email ever 2 hours for updates or upon request and at delivery.

Question

Vendor Inquiry Identify Applicable Section of RFP

Identify Applicable RFP Page Number

RESPONSE

11 Please clarify the frequency of shipments within the given timeframe of December 1, 2024, to November 2025? Are these shipments expected to occur on a daily, weekly, or monthly basis?

Additionally, will the work be continuous throughout this period, or are there planned breaks?

B.3 Page 4 This shipment will only be move if there is an emergency or only upon request.

12 We would greatly appreciate the opportunity to submit a formal proposal for transportation services that could benefit your operations. In order to understand your specific needs and to prepare a comprehensive proposal, we would like to request the following information:

1. Transportation Requirements

a. Volume of goods to be transported (weekly/monthly/yearly)

b. Freight types (e.g., general cargo, temperature-sensitive, hazardous, oversized, etc.)

c. Any special handling or delivery requirements

2. Service Area

a. Primary shipping routes (regional, national, or international)

b. Delivery timeframes or deadlines

3. Current Challenges

a. Existing transportation issues or pain points that we may help address

4. Preferred Communication and Reporting

N/A N/A 1a. See #11. Volume will be provided at the time of movement.

Product will only move during an emergency.

1b. Frozen Vaccine shipments product non-hazardous, temperature sensitive, and controlled. Nothing oversized and in compliance with DOT regulations on transportation of frozen product.

1c. No special handle or requirement at delivery.

2a. National, during emergencies only, when needed.

2b. Delivery time frame will be provided once shipments are requested at specified locations.

Upon notification shipment shall be delivered within 24, not to exceed 48 hours.

3a. Existing issue is that SNS does not have a current transportation vendor that can respond in 24-48 hours. The SNS is in the process of establishing a transportation vendor that can respond to needs within 24-48 hours.

a. Desired reporting frequency and format for shipments, delivery statuses, etc.

5. Budget Considerations

a. An outline of your budget, if possible, to help us propose the most cost-effective solution.

4a. Reporting format from the COR or the COR designated POC will be given to the successful offeror at the Kick-off meeting. Delivery status will be a Proof of Delivery (POD), and a final temperature print-out showing all product remain in temp range during movement.

5a. An outline of SNS budget is not necessary. The vendor shall only provide us what it will take for you (the vendor) to perform the Statement of Work (SOW).

13 Are you requesting the carrier to provide only the transportation and logistics services of the refrigerated units, or to provide the actual refrigerated units and their transportation?

B.2 Page 2 Carrier will provide both transportation and shipping containers once shipments are requested or if we have to move from warehouse to warehouse.

14 What are the subcontracting opportunities? L.5 Page 34 Subcontracting will be the responsibility of the Prime Contractor.

15 What are the pick-up locations for my trucks? C.1 Page 4 Four areas within the US DFW, TX area, SLC, UT, Memphis, TN area, and reestablishing a location within 300 sq miles of the nation’s capital (tri-state area).

16 How much product or what is the number of pallets we are moving per year?

D.3 Page 10 Pallets will be dictated by need, which is unknown.

17 What are the approximate Lot sizes? D.2 Page 10 The number at the warehouse (WH) locations will be approximately 1,860 at each WH, with the following temp ranges: 48x40x50 to allow clearance for the pallet in the locator.

Refrigerated; Frozen; & Ultra Frozen

Number of pallet 2°C to 8°C- 249 pallets

Number of pallets -20°C to -15°C; & -211 pallets

Number of pallets -70 & -80°C 4-5 pallets worth in the freezers.

18 Is There a Maximum Allowable Load Size or Any Restrictions on the Number of Containers Per Vehicle?

C-4 Page 5 The only restriction will be is not to double stack any of these loads.

19 What is the expected frequency of emergency vs.

non- emergency deliveries?

Section B Page 3 This is undeterminable and cannot be decided. However, Acts of GOD or Manmade disasters can/may determine an emergency.

20 When do we need to sign the NDA, pre or post-award?

H.4 Page 17 The Successful offeror will sign the NDA at the kick-off meeting (post-award)

21 We are a Service-Disabled Veteran-Owned Small Business and we're interested in the project:

75A50325R00001, we have capacity in 48 states with reefer equipment, however I was unable to find which locations is this solicitation required.

D.3 Page 10 See question #4.