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ATTACHMENT 2 – OFFEROR QUESTIONS
Event 106 Intrastate Outbound Freight Delivery Instructions:
DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.
ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.
The following instructions must be followed when submitting questions using the question format on the following page.
1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.
1. Enter the ITN section number that the question is for in the “ITN Section” field (column 2). If the question is a general question not related to a specific ITN section, enter “General” in column 2. If the question is in regard to a State Term and Condition or a Special Term and Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment 1”) in the “ITN Section” (column 2), and the attachment page number in the “ITN page” field (column 3).
1. Do not enter text in the “Response” field (column 5). This is for the State’s use only.
1. Once completed, this form is to be e-mailed per the instructions in the ITN. The e-mail subject line is to state the ITN number followed by “Questions.” DO NOT SUBMIT QUESTIONS VIA IPRO.
Event 106 Intrastate Outbound Freight Delivery
| Question |
| ITN Section |
| ITN Page |
| Question |
| Response |
| 6.1 |
| Can freight that is to be delivered to the state and contract stores be mixed with other products that are going to be delivered to those same stores on the same truck? |
| The ISLD is open to this depending on circumstances i.e., . This can be addressed during negotiations. |
| 7.1.1 |
| Can exceptions only be reported daily to save clerical time which reduces overhead? |
| Yes |
| 9 |
| If reviewing income statements what is the allowable profit threshold for the contractor? And is that profit or margin |
| This will be an opportunity to assess whether the freight volumes have exceeded projections and are delivering economies of scale and related savings that might be shared with the ISLD. |
| 10.1 |
| Will the bill of lading contain a packing list or invoice to help with check-in discrepancies? |
| Each delivery includes a Master Bill of Landing with store order details and a final delivery acknowledgement and discrepancy notification form (2 copies) to be signed at time of delivery by the store and delivery driver. Finalized itemized freight invoice is sent electronically to stores and can be printed at store to verify order at time of delivery. |
| 2 |
| Are the pallet and box percentages based on what was shipped from the warehouse or from the store back to the warehouse? |
| The percentage which will be expected to be returned to ISLD will be based off of what was shipped from the warehouse. |
| 1.1.2 |
| Is the average load shipment per day available by district? |
Please see attachment of Weekly Shipping schedule.
| ITN states “ISLD prefers to avoid floor loading.” Could you please elaborate what ISLD’s concern is with floor loading? |
| ISLD prefers pallet loads vs floor loading to eliminate operation inefficiencies with the current outbound structure. Current Floor loading creates a bottleneck in the loading outbound trailers and backs up available staging area for completed pending load out, wasted resources by stamping each case with each store number and higher mis-picks/mis-delivered goods due to co-mingled good from multiple orders. ISLD is open to either outbound structure if concerns can be mitigated, but our preference is by the pallet. This topic may be negotiated during the negotiation process. |
| ITN states “Nothing other than that which is loaded at ISLD’s warehouse shall be transported outbound on the Contractor’s equipment.” Could you please elaborate what ISLD’s concern is with consolidating shipments with other products? |
| Non palletized outbound deliveries from the ISLD warehouse consolidated with other shipments may increase mis-picks/mis-deliveries. ISLD is open to discussing consolidated shipments and approval by ISLD would be required. |
| What times of the day are ISLD orders ready for loading? What percentage of the ISLD loads are on-time, ready within one hour of schedule? |
| ISLD starts picking orders at 6:00am and are ready to start loading by 8:00am. There are only seven (7) stores that are picked and delivered the same day. All of these stores will be ready on time barring any issues with staffing. All of the other stores are delivered the following day. |
| Could you please provide the address for Stores 261 and 348? Are these stores still in operation? |
| These stores are no longer in operation. |
| Current Freight Schedule, holidays. Could you provide a list of the holidays that could potentially affect the schedule? On which holidays is the warehouse closed? On which holidays are the Retail Stores closed for deliveries? |
| THE STATE STORES ARE CLOSED ON THE FOLLOWING HOLIDAYS: THANKSGIVING, CHRISTMAS, MEMORIAL DAY, EASTER, NEW YEAR’S DAY |
THE CONTRACT STORES ARE CLOSED ON THE FOLLOWING HOLIDAYS: THANKSGIVING, CHRISTMAS, AND MEMORIAL DAY.
THE WAREHOUSE is closed on the following holidays: New Year’s, MLK, President’s, Memorial, Juneteenth, Independence, Labor, Columbus, Veterans, Thanksgiving and Christmas Days. *If holiday falls on a Saturday (holiday observation falls on Friday), if holiday falls on Sunday (holiday observation falls on Monday)
| Could you please provide average Case and Weight information for Stores 261 and 348? If annual data is not available, an estimate of weekly averages would be fine. |
| Stores 261 and 348 are both closed Contract Stores. They are no longer in operation. |
| Would the State be willing to share its current weekly Load schedule, e.g., the different loads and which Store deliveries are on them? |
| Please see attachment Weekly Shipping Schedule and ISLD Order and Delivery schedule. |
| Are there any concerns with transporting in other states over the interstate, e.g., I-84 to Tri-Cities, then to north Idaho? |
| No |
| Could we please see a sample of the labels ISLD warehouse applies to product as it is prepared for shipment? |
| Please see attachment ISLD shipping labels. We only label our repack cases with the M Tote label and our full case pallets with the Pallet ID label. We do not label individual cases. |
| How are shorts, mispicks, and damages reported? What financial responsibility does the Contractor bear for these, and how is it calculated? |
| Missing or Damage product is agreed to by Driver and Store personnel. Store personnel communicate losses to ISLD Accounting and Contractor is billed for damages/losses. Contractor is responsible for losses (product missing or damaged) at time of delivery. The contractor is expected to deliver an accurate number of pieces per the BOL. Mis-picks should not be a concern for the contractor. Financial loss is calculated based on retail value of missing or damaged product. |
| What Warehouse Management System is the ISLD warehouse using? |
| ISLD utilizes a WMS called ‘Warehouse Librarian’. We are currently on Version 10. Warehouse Librarian is supported/installed by Intek Integrations/Ascent Warehouse Logistics and uses a Pervasive SQL database. |
| Will there be any electronic data sent regarding stops and number of cases to allow us to prepare manifests? If so, could you provide some information about the system and format currently being used? |
| We currently send by fax and email the ISLD Detail Route report which lists the stores on the route along with total weight and cases. This information is before picking and does not reflect anything added or cut from the order. Please see attachment ISLD Detail Route Report. |
| How often are delivery times reset, assuming they are moved within business hours? We are seeing opportunities to consolidate loads, but some of the delivery days and times would need to be changed. |
| Majority of the delivery schedule days and delivery windows are typically reviewed and reset yearly during the renewal evaluation period. All other permanent adjustments outside the renewal evaluation period must be communicated and agreed to by both ISLD and the transportation partner in advance of implementing the changes into the delivery schedule. Any temporary adjustments must be communicated and agreed to by both ISLD and the transportation partner in advance of implementing the changes into the delivery schedule. |
| There are opportunities to deliver stops on Saturdays or Sundays to achieve better utilization of equipment. Would some Idaho Liquor Stores be in a position to start receiving deliveries over the weekend starting July 2024? |
| The ISLD is not opposed to having these discussions or implementing delivery schedules that mutually benefit both parties. |
| Was the pre-proposal Q&A on September 14 recorded? We would like to view it if it’s available. |
| No |
| ITN states “ISLD prefers to avoid floor loading.” Could you please elaborate what ISLD’s concern is with floor loading? *Same as question #7 |
| ISLD prefers pallet loads vs floor loading to eliminate operation inefficiencies with the current outbound structure. Floor loading creates a bottleneck in the loading outbound trailers and backs up available staging area for completed pending load out, wasted resources by stamping each case with each store number and higher mis-picks/mis-delivered goods due to co-mingled good from multiple orders. ISLD is open to either outbound structure if concerns can be mitigated, but our preference is by the pallet. This topic may be negotiated during the negotiation process. |
| 3 |
| Can we receive Current Freight Schedule with Monday for Tuesday/Wednesday included on the spreadsheet. |
| Please see attachment ISLD Order and Delivery schedule. |
| 1 – 4 |
| Missing case and weight information for stores; #185, #197, #295, #393 |
| 185 is closed; 197 is closed; 295 is the North Fork Store located at 2047-2049 Casey Rd, North Fork, ID 83466 and has no orders so far this year; 393 is Schweitzer Mountain Resort in Sandpoint (seasonal) and has no orders so far this year. |
| 26 |
| Is $1,000,000 cargo value negotiable? |
| Preliminarily, yes. This is an item that we are open to negotiate. |
| 30 |
| Is weekly invoicing acceptable? |
| Yes |
| 35 |
| Can an Excel file with the current delivery schedule be provided? |
| Please see attachment ISLD Order and Delivery schedule. |
| 35 |
| Can delivery days/time windows be adjusted (provided they are still 2 hrs.) to allow for route optimization? |
| Yes. Delivery schedule days and delivery windows are typically reviewed and reset yearly during the renewal evaluation period. All other permanent adjustments outside the renewal evaluation period must be communicated and agreed to by both ISLD and the transportation partner in advance of implementing the changes into the delivery schedule. Any temporary adjustments must be communicated and agreed to by the ISLD and the transportation partner before implementing the changes into the delivery schedule. |
| Should we assume all trailers need liftgates, pallet jacks and roll doors? |
| Yes, none of our stores have dock doors, dock plates, or pallet jacks. The product is hand-trucked into the store. |
| What method and what frequency are outbound orders sent to the transportation partner? |
| This information is faxed and emailed every morning using the ISLD Detail Route Report. |
| What method and what frequency are inbound orders or returns sent to the transportation partner? |
| We typically do not want freight coming back to the warehouse. If there is a need for anything such as furniture to be brought to the warehouse it has to be coordinated with the store, carrier, and warehouse logistics. |
| 32 |
| Appendix A, Desired outcomes, delivery efficiency |
| 17 |
| Can we re-optimize the network periodically to make sure we are running as efficiently as possible? |
| Yes, in collaboration with ISLD. Advanced written approval would be necessary. |
| 33 |
| Appendix A, Desired outcomes, order accuracy |
| 17 |
| Does ISLD prepare the delivery paperwork, or will this task be performed by the transportation partner? |
| ISLD prepares and provides delivery paperwork for all store orders. Each delivery includes a Master Bill of Landing with store order details and a final delivery acknowledgement and discrepancy notification form (2 copies) to be signed at time of delivery by the store and delivery driver. Finalized itemized freight invoice is sent electronically to stores and can be printed at store to verify order at time of delivery. |
| 34 |
| Appendix A, Desired outcomes, minimal loss |
| 17 |
| How do you define minimal loss, is there a specific KPI? |
| Specific KPIs will be included as part of the negotiation process. |
| 18 |
| Is the transportation partner required to make delivery appointments? |
| Retail stores expect the delivery within the 2-hour window. The drivers/ last store usually sends a text/call but not required. A courtesy call is usually asked if the driver is running late. |
| 18 |
| Is the transportation partner responsible for loading trailers? If so, will they be operating ISLD forklifts? |
| Palletized loads would be loaded by ISLD. Floor loading arrangement would be addressed through the negotiation process. |
| 18 |
| Is there space for contractor employee(s) to office onsite at ISLD location(s)? |
| Yes, ISLD and the transportation partner would discuss needs and find adequate space on-site. The current carrier has room designated in the warehouse for their staff and supplies. |
| 18 |
| Can contractor support activity with qualified carrier partners if necessary? This would only be for temporary needs. We would scale the fleet up or down for long term ISLD business needs. |
| Yes. |
| 19 |
| Are there plug-ins located on property should we park power on-site? |
| If access to power is necessary, it can be addressed during negotiation. |
| 30 |
| Why no FSC until after 3 months? |
| In order to simplify implementation of a new billing process and related payable system, the ISLD wishes to mitigate accounting complexities in the early stages of implementing the new contract. |
| 30 |
| What MPG should we use for the pricing template? |
| ISLD advises that offeror use their best estimate for MPG. ISLD believes offerors have superior insights on their expected MPG. |
| What percentage of the shipments or stops are floor loaded? Can you provide specific store profiles? |
| We currently floor load 32 stores during the week. This can be found in the attachments Weekly Shipping Schedule and ISLD Order and Delivery schedule. |
| 43 |
| Appendix C, 12.1 / Pricing Template |
| 30 |
| Is the fuel strategy negotiable? |
| Yes. ISLD is open to any strategy that optimizes fuel efficiency and cost. |
| Are there space/height constraints at any delivery locations that wouldn’t allow a 48’ or 53’, 13’ 6” high trailer to be used? |
| Yes, Currently transportation partner uses 35’ or smaller trailers for deliveries. Most of our stores are not able to accommodate anything larger than a 35’ trailer. |
| 45 |
| Appendix E |
| 33 |
| Can stores from separate zones be on the same truck/route? |
| Yes |
| 46 |
| Appendix E |
| 33 |
| Can our trucks (more specifically, the product) cross state lines while in transit if it allows for a faster or more accessible route? (for example in winter months) |
| Yes |
| 4 / 45 |
| 25 stores appear to average less than 400 lbs. per week. With minimum delivery at 400 lbs, do these stores receive less frequently & only when they've accumulated 400 lbs worth of orders? |
| Yes, retail and contract stores are both required to meet the 400 lbs. per week minimum for delivery. If a location is unable to meet the 400 lb. minimum weight requirement, the location would wait to order until it met the 400 lb. minimum. |
| 45 |
| 4 stores are missing from the 12-Mo volume data (#s 185, 197, 295, 393). What do we assume for cases & weight at these stores? |
| 185 is closed; 197 is closed; 295 is the North Fork Store located at 2047-2049 Casey Rd, North Fork, ID 83466 and has no orders so far this year; 393 is Schweitzer Mountain Resort in Sandpoint (seasonal) and has no orders so far this year. |
| 4 stores do not appear on the schedule (#s 185, 241, 265, 367). Are these stores still active? |
| 185 is closed; 241 is a “distillery contract store” - Warfield Distillery located at 280 N Main St, Ketchum, ID 83340. They averaged 9 cases & 180 lbs. per order in 2022 (6 total orders) and have only placed one order in 2023 (3 cases/110 lbs); 265 is closed; 367 is Up North Distillery located at 846 N. Boulder Court |
Post Falls, Idaho 83854. They have averaged 32 cases and 695 lbs. per delivery over the last two years.
| Should we assume a standard unload duration per delivery (say 15 minutes), or scale up the unloading duration based on weight? |
| On average, 1 guy can move 12 pallets into a store down a ramp in an hour. There are approximately 50 cases of product on a pallet. |
| 19 |
| Does all return material (pallets, boxes, etc), with the exception of returned alcohol, need brought back immediately? For example, can returns be held at stores in favor of inbound backhauls? |
| Boxes and pallets do not need to be returned to the warehouse immediately. However, the stores typically do not have extra storage areas in the backroom to hold them. It is acceptable for the carrier to hold them at a depot before returning them to the Boise Warehouse. |
| It was mentioned that 3 stores are able to accept full pallets into their building. Please specify which 3 stores. |
| Even though several stores have doors wide enough to accept pallets into their buildings, the stores do not have the equipment today to move pallets. The bulk of our products are stored behind the shelving in stacks. A separate document is being provided with more detail for each location and how they receive freight into their store today. |
| Each month, ISLD will determine the average fuel price per gallon for the previous month using the Energy Information Administration Weekly Report. How is this average calculated? |
| Price will not be calculated, per se. Average monthly price as published by www.eia.gov for Rocky Mountain No. 2 Diesel will be the base price per gallon utilized for a given month. |
| Can you provide an estimated cost of re-procurement if the contract is terminated? |
| No, not at this time. This is an element of a remedial measure triggered by an applicable Contractor termination and is subject to actual calculation at that time. |
| 55 |
| Diamond Line Direct E-mail |
The instructions say the preference is for all product to leave on pallets. Are state employees wrapping the pallets and loading the trailers and the carriers will pull the trailers out and provide empties?
Yes
Direct E-mail
Is the requirement to bid the entire state?
Yes
Direct E-mail
| Is the Cost proposal sheet what we fill out, and if so, how do we get to the actual hundred weight price? |
| Yes, completing the cost proposal will satisfy all necessary pricing components. Price/hundred weight bid is not required. |