Dry Ice_Consolidated RFIs_FINAL.pdf

Request for Information

1. Is there any incumbent/recompete or this is a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past?

a. Yes, this requirement is a recompete. The prior contract was awarded to Capitol Carbonic Corporation under award number FA286020P0024.

2. Can you clarify the expected frequency and volume range of surge orders beyond the weekly 4,000 lbs?

a. We typically receive 1–2 surge orders per quarter, each adding 2,000–5,000 lbs to the standard weekly 4,000 lbs. Notice is generally provided 2–3 weeks in advance, allowing us to expedite the required volume. An additional optional CLIN will be added to cover up to 50,000 lbs annually for surge or emergency deliveries and will only be activated if needed.

3. Is there a forecast or estimate for the number of surge orders expected monthly?

a. There is no fixed monthly forecast for surge orders, as they are driven by operational needs. However, as noted above, we typically provide 2–3 weeks’ notice to allow for timely fulfillment.

4. Are subcontractors permitted to make deliveries directly, or must all deliveries come from the prime contractor?

a. Subcontractors may make deliveries on behalf of the prime contractor;

however, the prime contractor remains fully responsible for ensuring all performance, compliance, and security requirements outlined in the PWS are met. Any subcontractor used must be properly coordinated and approved under the terms of the contract.

5. Will subcontractor personnel be eligible for base access, or must access be coordinated through the prime contractor?

a. Subcontractor personnel may be eligible for base access, but all access requests must be submitted and coordinated through the prime contractor in accordance with the installation's security and access control procedures.

The government will not coordinate directly with subcontractors for base entry.

6. How many containers are required to be exchanged each week, and are they government-furnished or contractor-furnished?

a. The required container count is not fixed; however, all containers must be contractor-furnished and exchanged weekly with each delivery. The number of containers should be suƯicient to safely hold the required 4,000 lbs of dry ice, preserve product integrity, and comply with DOT 49 CFR regulations for dry ice (UN1845), and fit within the designated 300-square-foot storage area.

7. Who will be the oƯicial government point of contact for delivery receipt and sign-oƯ at Building 1900?

a. The government point of contact for delivery receipt/sign-oƯ will be announced upon contract award.

8. Can deliveries be split across multiple drop-oƯs on Wednesday if needed to meet the total 4,000 lbs?

a. No, split deliveries will not be accepted. The contractor must be able to consistently fulfill the full 4,000 lbs in a single delivery each Wednesday as part of the recurring weekly requirement.

9. Is there a preferred format for submitting digital invoices and delivery logs?

a. In accordance with DFARS 252.232-7003, Electronic Submission of Payment

Requests and Receiving Reports, and DFARS 252.232-7006, Wide Area WorkFlow (WAWF) Payment Instructions, all invoices and receiving reports must be submitted electronically via the WAWF system. Detailed submission instructions, including the applicable DODAACs and point of contact information, will be provided to the successful oƯeror upon contract award.

10. Will performance evaluations be conducted periodically during the contract term?

a. Since this requirement is being acquired as a commodity, it is not subject to the formal Contractor Performance Assessment Reporting System (CPARS) evaluation typically required for service contracts. However, the Government will monitor performance throughout the period of performance to ensure compliance with the Performance Work Statement (PWS). Any deficiencies will be addressed in accordance with the Remedies for Non-Compliance section of the PWS and may result in corrective action or contractual remedies, as necessary.

11. Is there an incumbent performing this contract currently, and if so, who?

a. Yes, this requirement is currently performed under contract FA286020P0024 by Capitol Carbonic Corporation. This information is publicly available on SAM.gov..

12. Are 50lb blocks the only acceptable size and also who is the incumbent of this contract?

a. Only 50 lb blocks of dry ice will be accepted for flight operations due to critical performance and safety requirements. Given the sustained cooling demands during service, undersized blocks fail to meet operational standards and may compromise the integrity of temperature-sensitive supplies. To ensure consistency and minimize risk, the use of smaller blocks is not permitted.

b. Capitol Carbonic Corporation.

13. What is the Current Contract # for this same requirement and who is the current supplier?

a. The prior contract was awarded to Capitol Carbonic Corporation under award number FA286020P0024..

14. Emergency Delivery Requirements: How does the GOV anticipate handling costs for Emergency/Same Day/OƯ Schedule delivery requests as there are real world costs on the vendor to accomplish this task? Will the GOV add a CLIN for Emergency Delivery or does the GOV intend on utilizing Purchase card if/when an emergency/same day/oƯ schedule delivery is required? *It’s common to have a CLIN for Emergency/Same Day/OƯ schedule when the PWS specifies a delivery day (in this case deliveries on Wednesdays). Per the Combined Synopsis/Solicitation, “the vendor must provide dry ice in 50-pound blocks (minimum 99.5% CO₂, insulated/ individually wrapped) delivered weekly (4,000 lbs every Wednesday between 0730-1630) and as-needed in variable quantities to designated points at JBA. Delivery response time must be within 24 hours, with same-day capability for surges.”

a. To date, we have not had to pursue emergency, same-day, or oƯ-schedule deliveries; however, to accommodate potential future needs, an optional additional CLIN will be incorporated to cover up to 50,000 lbs annually for surge or emergency deliveries, which will be activated only if such requirements arise.

15. Insurance: How is the GOV going to validate that oƯerors are properly insured for NAICS 325120– the actual requirement for this work to comply with the RFQ as there is no mention of insurance requirement which is standard in RFQs for NAICS 325120? How do oƯerors confirm to the GOV that they have the correct type of Liability Insurance, and does this need to be aƯirmed at the time of bid submission (if not, an awarded firm could be turned down or not be able to aƯord this coverage in the amounts the GOV requires, respective to NAICS 325120)?*This is important because there are very few underwriters that will insure small businesses for the distribution of compressed gases and why confirmation of the applicable NAICS is being requested (not just a dollar threshold), in accordance with paragraph (a) of FAR 52.228-5 – Insurance Work on a Government Installation.

a. This requirement is being acquired as a commodity supply. There is no specific insurance requirement included in the solicitation as there is only a small amount of work required on the Government installation; however, contractors are expected to comply with all applicable federal, state, and local laws regarding commercial liability and transportation of hazardous materials, including compliance with 49 CFR regulations for dry ice

(UN1845).

16. In the solicitation the SOW states ", the vendor must provide dry ice in 50-pound blocks (minimum 99.5% CO₂, insulated/ individually wrapped) delivered weekly (4,000 lbs. every Wednesday between 0730-1630) and as-needed in variable quantities to designated points at JBA. Delivery response time must be within 24 hours, with same-day capability for surges. With this contract being FFP, will vendor receive additional payment for as-needed delivery, giving same-day capabilities?

a. Historically there has not been a need for emergency, same-day, or oƯ-schedule deliveries to date. However, to account for potential future needs, an optional CLIN will be included to cover up to 50,000 lbs annually for surge or emergency deliveries. This CLIN will only be activated if such requirements arise.

17. OƯloading and Storage Conditions: Please describe the on-site oƯloading conditions at the delivery location. Are there any specific procedures or limitations that should be considered during delivery?

a. Deliveries will be made to the designated loading dock on the north side of Building 1900. The area is level, paved, and accessible to standard delivery vehicles. Because access is controlled, the contractor must provide notice of their delivery schedule to ensure an escort is available upon arrival. All drivers must present valid identification and comply with base access protocols.

18. Storage Capacity and Constraints: What is the approximate size of the available storage area? Are there any space restrictions that would limit the number or size of insulated bins that can be accommodated?

a. The facility has approximately 300 square feet of designated dry ice storage.

Multiple insulated bins can be accommodated; however, stacking is prohibited to maintain proper airflow and safety. Bins must be spaced to allow for inspection and easy access.

19. Material Handling Equipment (MHE): Will the Government provide any material handling equipment (e.g., pallet jack or forklift), or will the contractor be required to supply their own?

a. The U.S. Government will provide and operate all Government-owned material handling equipment (e.g., pallet jacks, forklifts) when required.

Contractors are not permitted to operate Government MHE under any circumstances and may only operate their own contractor-furnished equipment.

20. If contractor-furnished Material Handling Equipment is utilized, what type of equipment has historically been used (e.g., pallet jack, forklift)?

a. Historically, contractors have used manual pallet jacks and electric forklifts.

21. If such equipment is needed, would the contractor be permitted to leave it on-site for recurring use, or would it need to be brought each time?

a. Contractors will not be permitted to leave material handling equipment on-site. This policy is in place to mitigate the risk of loss, damage, or unauthorized use of equipment—both Government-owned and contractor-furnished. All necessary equipment must be brought in and removed with each delivery.

22. Insulated Storage Containers: Will the Government be providing the insulated bins for dry ice storage, or is the contractor responsible for supplying them?

a. Contractor-furnished MHE may not be stored on-site. To prevent loss, damage, or unauthorized use, all contractor-owned equipment must be brought in for each delivery and removed upon completion.

23. Can the blocks be separated by plastic to prevent sticking together or do they have to come individually wrapped?

a. Only individually wrapped blocks will be accepted.