Attachment J _ DPH Answers to Supplier Questi.pdf

Revised 02/11/11 SPD-SPR004

Supplier Q & A Template

RFX Number: 40500-DPH0000235 RFX Title: Custom Freight Services

Requesting State Entity: Georgia Department of Public Health

Date: 10/21/2024

Issuing Officer: Joshua Martin RFX Initially Posted to Internet:

10/01/2024 eMail Address:

Joshua.martin2@dph.ga.gov

The purpose of this document is to provide answers to supplier questions.

Please see Questions and Answers included herein.

Note: This document is intended for informational purposes only. Any changes to the RFX must occur through a published addendum (or through publication of a new version of the RFX in Team Georgia Marketplace™). If multiple Q & A documents are posted, the most recent Q & A shall govern in the event of a conflict.

QUESTIONS AND ANSWERS

# Questions Referenced RFX Section

Answers

1. 1

How many vendors are being awarded as the TSP to manage these shipments?

Attachment A:

6.7 Selection &

Award

“The primary intent of this eRFP is to identify a single source (responsible and responsive supplier receiving the highest Total Combined Score) to provide all of the needed goods and/or services;

however, the State Entity reserves the right to make an additional contract award to the next best ranked supplier as a secondary (back-up) source of supply.”

2. 2

How far in advance will the vendor be notified in reference to pick up, deliveries and truck size need?

Attachment C:

Some deliveries may be scheduled one day and up to one week in advance. The schedule request will include pick up details, deliveries and truck size needed.

NOTE: Advance scheduling will not occur during emergency declarations and supplier will be expected to adhere to the two- hour acknowledgment/pickup window.

3. 3 Will the driver have to assist with loading and unloading?

Attachment C:

Statement of Work

“Yes, the driver will have to assist with loading and unloading.

Section

Answers

4. 4

Can you provide the routes and or main pick-up hub location?

We cannot provide specific routes. The main pickup will occur from zip code 30152, but this does not exclude the possibility of additional pickup locations throughout the state of Georgia.

5. Will there be a standard commodity weight, or will it differ per pick up?

Attachment F Cost Worksheet

Commodity weight will differ per pick-up.

6. In reference to my first question, if multiple vendors are being awarded. Can we submit based on certain transportation size vehicles, as box trucks and or courier car vehicles?

Statement of Work

Section 2: A

Average shipments are less than 5 pallets. Average of 10 shipments per week to multiple locations. Bid must be for entire scope of contract. Submit based on the average shipment.

7.

What is the start date of this contract term?

The start date of this contract is upon execution.

8. Do you have the previous bid tabulation or solicitation number?

There is no previous solicitation.

9. What was the previous bid award for this contract?

There is no previous solicitation.

10. Is security clearance required for this contract?

Statement of Work

Section 6

No, however, we will follow the rules and regulations as established by the US DOT. See FMCSA Regulations and Interpretations – Title 49 CFR Parts 300-

11. What's the minimum amount of vehicles for this contract?

Attachment C:

Statement of Work

Section 2: A&E

There is no minimum required number of vehicles for this contract,

12. What is the expected/projected average volume of freight to be moved per trip? Are the est 10x/ week single or multi deliveries per trip

Attachment C:

Statement of Work

Section 2: A

Average shipments are less than 5 pallets. Average of 10 shipments per week to multiple locations. Single stop trips are more common, however, multi stop trips are allowed with prior approval by DPH.

Section

Answers

13. How is freight typically packed (i.e loose boxes, palletized and is there any loose equipment?

Palletized boxes or equipment. Larger or mobile items will be shipped non-palletized and need to be secured with straps and padding during transport.

14. Per the statement of work, only white glove delivery was detailed, are there other delivery types and are drivers required to unload to dock or inside?

Attachment C:

Statement of Work

Custom Freight deliveries may require dock and others direct delivery dependent on the shipped product.

15. For white glove delivery what type of assembly and setup is required, for what type items?

Basic assembly that does not require specialized training. (Example: attaching ventilator unit to rolling stand using four thumb screws.)

16. For the required supplier tracking and reporting what format is required

PDF or EXCEL files for reports with signed bills of lading required for all deliveries.

17. With 24/7 availability what is the required response time for supplier to be able to pick up?

Attachment C:

Statement of Work

Request for shipping quotes should be acknowledged within two hours. Pickup should occur within two hours of approved rate unless otherwise instructed/requested.

18. Is there any advance scheduling for pick-up and delivery?

Yes, some deliveries can be scheduled one day and up to one week in advance.

NOTE: Advance scheduling will not occur during emergency declarations and supplier will be expected to adhere to the two-hour acknowledgment/pickup window.

19. Can supplier use leased vehicles?

Yes

20. How do you want unit cost for white glove delivery without details of f requirements to unload/unpack/setup

Provide for basic assembly that does not require specialized training. (Example:

attaching ventilator unit to rolling stand using four thumb screws).

21. What was the previous pricing? There is no previous award.

22. Is this the same size and scope as the previous contract?

There is no previous award.

23. Who is the incumbent?

No previous incumbent.

24. What is the contract number?

The contract number will be given at time of award.

Section

Answers

25. What is the total value of the contract?

This is undetermined depending on the program needs and scope of the project i.e. declared state of emergency.

26. What is the, is there a full pick-up address?

This information cannot be disclosed until contract award.

27. What is the, is there a full delivery address?

Deliveries will occur at various locations throughout Georgia.

28. What is the value of the order?

This is undetermined depending on the program needs and scope of the project i.e. declared state of emergency.

29. Are the items crated, boxed, blanket wrapped or unpacked?

Average shipments are less than 5 pallets. Larger or mobile items will be shipped non-palletized and need to be secured with straps and padding during transport.

30. Do you have an inventory list along with the dimension and weight?

No, the Department does not have an inventory list. Inventory will include palletized boxes or equipment. Larger or mobile items will be shipped non-palletized and need to be secured with straps and padding during transport.

31. Do you expect Hazmat certifications to be necessary for

Yes, Hazmat certifications will be necessary for this contract.

32. Is there a specific commodity that will be transported consistently?

No, there is not a specific commodity that will be transported consistently

33. What is the address of the pickup location? Will it be consistent throughout the contract? How far is the pick-up location from the City of Atlanta?

This information cannot be disclosed until contract award, however, main pick up is near zip code 30152 but this does not exclude the possibility of additional pickup locations throughout the state of Georgia.

34. Can you tell me if this contract was awarded previously and if so, what was the award amount?

No previous contract awarded.

35. In the scenario it stated 32 degrees Fahrenheit shipments will these have temperature-controlled packaging ?

Not all temperature-controlled items will be shipped using cold-chain equipment and will require refrigerated transport.

36. Are the docks for pickup/delivery dock height? will there be a need for a lift gate, or any special equipment?

No, not all docks for pickup/delivery are dock height. Some locations will require liftgate equipment.

Section

Answers

37. Can you provide an estimate of the highest weight and the farthest distance? Attachment C:

Statement of Work

Delivery locations will be generally within 500 miles, but contract scope requires ability to deliver any distance.

Shipments can exceed 24 pallets and weigh over 10000lbs total weight.

38. After the award is given what time frame will the contractor have before first pickup?

Upon completion of contract terms and signatures, Contractor may begin services if a delivery is needed.

39. Is there any procurement data on previous awardees?

No previous award.

40. Are we allowed to bid only on the LTL portion or must bid be for both LTL and FTL?

Bid must be for entire scope of contract.

41. Can we bid only on the inside the state of Georgia and not bid on outside state of Georgia.

42. What is the estimated budget for this RFP?

This is undetermined depending on the program needs and scope of the project i.e. declared state of emergency.

43. What is the current total daily delivery volume being transported daily

Attachment C:

Statement of Work

Section 2: A

“Transportation of approximately ten (10) or more White Glove/Custom Freight services per week.”

44. Do you have any sort of historical data that will show times of day and locations of delivery?

We do not have collected historical data to show times of day and locations of delivery, the contract scope requires 24/7 availability.

45. Do you know what percentage of shipments will require tractor trailer, any historical data on this?

We do not have collected data for the percentage of shipments requiring tractor trailer, but the contract scope requires capability to be met.

46. Will dry ice be provided for temperature-controlled items?

How will items be packed and given to carrier?

Temperature controlled items generally will require specialized equipment and be a drop-off and return shipment. If dry ice transport occurs, DPH will pack those items, and carrier will only be moving a sealed package.

47. Is carrier responsible to dispose of packaging after white glove delivery?

Yes, the carrier is responsible for disposal of packaging for white glove deliveries.

48. Do you expect Hazmat certifications to be necessary for

Yes, Hazmat certifications will be necessary for this contract.

Section

Answers

49. Is there a specific commodity that will be transported consistently

The most common commodity is medical supplies.

50. What is the address of the pickup location? Will it be consistent throughout the contract? How far is the pick-up location from the City of Atlanta?

Specific information cannot be disclosed until contract award, however, main pick up is near zip code 30152 but this does not exclude the possibility of additional pickup locations throughout the state of Georgia.

51. Can you tell me if this contract was awarded previously and if so, what was the award amount?

52. Are you able to provide address to the Public Health Warehouse pickup location?

This information cannot be disclosed until contract award, however, main pick up is near zip code 30152 but this does not exclude the possibility of additional pickup locations throughout the state of Georgia.

53. What type of trucks are needed for the scope of work?

Attachment D:

Line 12

Types of trucks needed are in accordance with the average shipments of less than five (5) pallets, truck size will be dependent upon each shipment to include tractor trailers, box trucks, sprinter vans, courier vehicles with dock height gates, lift gates, cargo management (to include but not limited to: straps, padding, cargo bars, nets), and pallet jacks for deliveries (if needed). Please note, under Declared Emergencies shipments can exceed 24 pallets and weigh over 10,000 lbs. total weight.

54. How many trucks will be needed?

Attachment C:

Statement of Work

Section 2: A

According to the average shipments of less than five (5) pallets, truck size and number of trucks will be dependent upon each shipment. Please note, under Declared Emergencies shipments will increase, and shipment size will increase.

55. What tracking system was used by the previous incumbent?

56. Who was the previous incumbent?

57. What was the previous-awarded amount for this contract?

58. What issues, if any, arose from the previous contract?

Section

Answers

59. How many specialized equipment are you looking for in each category of tractor trailer, box truck, and sprinter van?

There is not a stated minimum required number of vehicles for this contract.

60. What is the minimum number that DPH is looking for in support of the warehouse shipment?

There is not a stated minimum required number of vehicles for this contract.

61. In order for me to quote sharply I would like to know what the lanes are that we are bidding on!

All lines.

62. What does the unpacking and assembly process look like?

Provide for basic assembly that does not require specialized training. (Example:

attaching ventilator unit to rolling stand using four thumb screws). Removal of any boxes, packing material, etc.

63. What window do we have to unpack/assemble once the freight is delivered?

Unpack and assembly should begin immediately, if needed, a return trip for assembly/unpack will not be required

64. What is a typical pickup site?

There is no “typical” site. Sites can include a warehouse, healthcare facilities, government buildings, partner agency facilities, and product vendors.

65. Could you describe your biggest order of goods?

Average shipments are less than 5 pallets. However, this number may greatly increase during emergency declarations.

66. What is a typical delivery site?

There is no “typical” site. Sites can include, but not limited to, healthcare facilities, government buildings, partner agency facilities, and product vendors

67. Will the contract be awarded to multiple companies?

Attachment A:

6.7 Selection &

Award

“The primary intent of this eRFP is to identify a single source (responsible and responsive supplier receiving the highest Total Combined Score) to provide all of the needed goods and/or services;

however, the State Entity reserves the right to make an additional contract award to the next best ranked supplier as a secondary (back-up) source of supply.”

68. How many routes are included in this proposal?

Single stop trips are more common, however, multi stop trips are allowed with prior approval by DPH.

69. Is there a standard schedule established for deliveries?

There is no standard schedule established for deliveries.

Section

Answers

70. Are special rates available for off-schedule pickups and deliveries?

Attachment F:

Cost Worksheet

Rates are set in accordance with your firm’s bid.

71. What was the awards for the last contract

72. Is there a minimum amount of freight service that will be provided per week

Attachment C:

Statement of Work

Section 2: A

There are no minimums guaranteed under this contract, however, the Department estimates transportation of approximately ten (10) or more White Glove/Custom Freight services per week.”

73. What is the commodity?

Mainly medical equipment and supplies.

However, commodity may differ per pick-up.

74. Is there a specific tracking portal (TMS) or device you prefer?

There are no requirements for a specific tracking portal.

75. How much notice is generally given for same day service? Attachment C:

Statement of Work

Contract scope requires 24/7 availability with a two-hour acknowledgment/pickup window.

76. Does this mean maintaining and managing custom clearance and documentation via twic or another option?

Yes, TWIC is acceptable and compliance with any State of Georgia requirements

77. Does transparent billing practices refer to our terms and conditions?

Transparent billing includes providing clear, accurate, and easily understandable billing statements.

78. How much and what type of insurance is required?

. Please refer to Attachment A: Section

3.1 for required Insurance.