Amendment 1 RFQ FA301622U0050 27 June 2022.pdf

Amendment 1 27 June 2022

502d Contracting Squadron Request for Quote (RFQ) FA301622U0050

Bulk Delivery of Hay, Feed and Supplements for the Caisson Equine Herd Joint Base San Antonio (JBSA) – Lackland, TX

The purpose of this amendment is to provide the Government response to contractor questions and extend the Request for Quote due date as noted below. Contractor questions are in black. Government responses are in blue.

1. If the Delivery Order is placed for more than one "CLIN/good", are those goods required to be delivered in one delivery or can they arrive in separate deliveries?

For example, is it acceptable for hay and shavings to be delivered separately?

GOVERNMENT RESPONSE: The Government would prefer the most direct route, however the contractor may propose an alternate route and provide appropriate justification for Government consideration. NOTE: Market research has revealed local vendors that can provide feed, supplements and bedding.

2. Can you provide a drawing or dimensions of the off-loading area for properly pricing of the type of transport vehicle? Is there adequate room for a large transport vehicle to back up to the off-loading area? Can you please provide specifications on the largest transport vehicle allowable into the off-loading area?

CAISSON RESPONSE: The off-loading area is a commercial loading dock to a Government warehouse. Measurements are attached (Attachment 1).

3. Can you please provide a drawing or dimensions of the off-loading area to clarify the distance of travel from the transporter to the final storage area the contractor will be responsible for stacking the product?

CAISSON RESPONSE: The total distance of travel from the loading dock to the furthest point in the storage facility is approximately 70 feet of unencumbered smooth warehouse flooring. There are no lips and no thresholds to cross, and the width of the loading door and inner gate is at least 10 feet.

4. Can you please provide any special stacking/storage procedures for the products the contractor will be delivering? Will the product be stacked on existing product, level ground, pallets or any other special instructions we should be aware of?

CAISSON RESPONSE: The product will be stacked on level ground. New product will never be stacked on existing product, product is rotated using a “first-in-first-out” method. Hay and bedding are required to be palletized. All other items do not require palletization.

5. Is there a time (for example under an hour) or number of personnel restriction for each delivery?

CAISSON RESPONSE: There is no restriction on the number of delivery personnel.

Delivery time could range 2-3 hours depending upon number of delivery personnel, load size and palletization.

6. What type of delivery schedule is requested and what quantity is requested for these deliveries?

GOVERNMENT RESPONSE: The delivery schedule is “as needed” as per the Statement of Need. The Government anticipates quarterly orders, depending on how much rainfall, grass growth and how much the horses graze. There are minimum and maximum order quantities per each item. They are listed in Attachment 2 of the Request for Quote.

7. Is equipment allowed to stay on site during the duration of the contract for unloading purposes?

GOVERNMENT RESPONSE: The Government is not authorized to store or assume responsibility for contractor provided equipment. Reference paragraph 1.1 DESCRIPTION OF SUPPLIES in RFQ FA301622U0050. Contractor is responsible for providing all contract performance equipment.

8. Is a loading dock available?

GOVERNMENT RESPONSE: Yes, with dimensions quantified in question 2 above (Attachment 1 to this Amendment).

9. If quantities warrant pallets, are we able to store feed on site when delivered. Or will supplies need to be unpacked and placed in a room?

GOVERNMENT RESPONSE: Supplies (hay/bedding) must be delivered on pallets.

All other feed items that the contractor chooses to palletize do not need to be unpacked.

10. What will the contractor be responsible for after the unload of the delivery truck?

GOVERNMENT RESPONSE: Removal of any trash generated during the unload, including wrappings or empty pallets.

11. In regards to the Timothy hay, are you willing to accept 3 string bales (weight approx. 100 lbs)?

GOVERNMENT RESPONSE: Due to the possibility of transport of bales by human power, we would prefer not to have 100-lbs bales. However, if the delivery is of 100-lbs bales, the Government will evaluate for Best Value.

12. What is the interval of loads for the hay? How much can we take at one time, versus staggering the loads? Is there enough storage for the winter months (trucking rates differ)?

GOVERNMENT RESPONSE: We store approximately 10 weeks of Coastal Hay, depending on the season (consumption rates differ). Until we know our consumption rates on the Timothy Hay, we can’t accurately forecast the interval for orders. There is currently storage for approximately 20 pallets of HAY in our storage area, with an additional space for 10 more pallets of HAY on a raised platform which necessitates an electric pallet jack with lift capabilities. NOTE: This is in addition to dedicated space for approximately 10 pallets of bedding.

13. Is medium flake shavings with fines (better absorption) an option? Is there a preference on kind of wood (assuming no cedar)? Our Pacific NW area uses white pine and spruce mix, but would need to find another source if that does not work.

The samples I have acquired tend to be on the larger flake size, but are labeled medium. I'm wondering what the tolerance for flake size is. With these kinds of quantities I want to be sure I am getting the right size.

GOVERNMENT RESPONSE: Medium flakes are preferred, but larger sized medium flakes will meet the needs. The flakes we currently source are pine, a white pine and spruce mix would be acceptable. The tolerance for the flake size is a little more forgiving.

14. With such volatility in the commodity futures and short supply of raw ingredients, is there any possibility of a cost plus estimating format? It worries me to lock in a price four years from now, only to have our current economic situation continue to worsen with the trend of supplies. Currently, none of our hay growers are willing to contract a price more than two years.

GOVERNMENT RESPONSE: A firm-fixed price contract is mandatory for this acquisition to meet this requirement.

15. Request for Quote due date has changed as follows:

Document Extended Due Date

Quotes shall be submitted in the following volumes:

• Volume I – Brand Name (or Equal) and nutritional specifications of all proposed equine items.

• Volume II – Delivery Confirmation, Contractor Information and Bid Schedule (Pricing) (Attachment 2 of the RFQ)

• Written acknowledgement of this amendment will be required with the RFQ submission.

11 July 2022 10:00 am CT

Note: Due to time limitations, no further questions can be accepted by the Government for this acquisition.

ATTACHMENT

Attachment 1 Commercial Loading Dock Picture/Dimensions

ARNORTH Caisson Warehouse POC: SFC John Ford, Platoon Sergeant

Key Dimensions

• 40’ from the loading dock to the edge of the roadway

• 60’ from the loading dock to the far side of the roadway

• ~38” loading dock height

• 40’ loading dock width with poles and chain removed

• ~25’ overhead clearance at loading dock

• 20’ from the loading dock to the overhead door

• 50’ from overhead door to furthest storage area

• Loading area is completely flat from the dock to the furthest storage area with no lips and no thresholds

• Roadway is generally flat from loading dock to wall

JUN 22

Attachment 1 Amendment 1 RFQ FA301622U0050