Draft Solicitation QA_Responses (Sanitized Version).xlsx
XLSX spreadsheet 28 KB Posted
- Solicitation number
- FA520921R0009
About this file
This draft solicitation seeks industry feedback on commercial trucking services in Japan. The 374th Contracting Squadron plans to issue a formal solicitation and is releasing this draft for review and comment. The draft outlines five families of transportation—general trucking, temperature controlled, oversized/overweight, air suspension, and ISO container trucking. It includes questions on preferred exhibit formats, oral presentation requirements, clarification on the CLIN structure, evaluation criteria for the formal solicitation, and delivery requirements in the anticipated PWS. Industry is asked to submit any questions or comments on the draft solicitation by the response deadline to help shape the formal release. Pricing and technical approaches may be tailored to creative solutions.
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Other files
| File | Type | Posted |
|---|---|---|
| Master Route List - General Trucking.XLSX | XLSX spreadsheet | |
| Master Route List - Temperature Controlled Trucking.XLSX | XLSX spreadsheet | |
| Master Route List - Oversized Overweight Trucking.XLSX | XLSX spreadsheet | |
| Master Route List - Air Suspension Trucking.XLSX | XLSX spreadsheet | |
| Master Route List - ISO Container Trucking.XLSX | XLSX spreadsheet | |
| Exhibit AM - Long Range Oversized Overweight Trucking.pdf | ||
| Commercial Trucking Solution Contract_PWS_510202124936.pdf | ||
| Exhibit AA - Short Range General Trucking.pdf | ||
| DRAFT Solicitation - FA520921R0009.pdf |
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Sheet1
| List of questions for CTSC contract draft | ||||||||
| As of June 28, 2021 | ||||||||
| No. | Document | Page. | Items. | Sentence | Question | Answer | ||
| 1) | Standard Form 1449 | 1 page | 8. | 6/30/2021, 4:30pm | Are you planning to have real due date on this date? | No. Official due date will accompany formal solicitation issuance. | ||
| 2) | Standard Form 1449 | 5 page | 0007~0012AA | Supplies or Services Prices/Cost | ||||
| exhibit AG, AH, AI for Temperature-Controlled Trucking | Supplies or Services Prices/Cost (page 3~17) ,will you have breakdown by transportation family, point to point pricing per unit/ton, distance tables and others, will be set in page 26~67? | The Government's intent is to produce group pricing for similar services. Grouped CLINs within families will have exhibits attached that list out all applicable point-to-point routes for the grouping. | ||||||
| 3) | Standard Form 1449 | 69 page | (5) | (5) Offerors shall submit proposals in response to this solicitation in English, unless otherwise permitted by the solicitation, and in U.S. dollars, unless the provision at FAR 52.225-17, Evaluation of Foreign Currency Offers, is included in the solicitation. | Do we need to offer the prices in U.S. dollars for this contract? |
Also, would like to know if all awardee need to register in SYNCADA account for payment, if so the percentage for bank charge.
We prefer to bid in Japanese yen, not to take a current exchange rate risks.
If U.S. dollars is mandatory and there is extra banking fee for contractor,
| would like to know the details to consider reflecting those extra cost in each prices. | Offerors are permitted to offer prices in Yen. Awardees will be required to obtain a SYNCADA account for payment. | ||||||
| 4) | Standard Form 1449 | 69 page | (c) | (c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 180 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation. | Is this meaning the award will be informed in 6 months? Or different meanings? | ||
| Sorry could not understand. | The purpose of this statement is to allow sufficient time to evaluate all offerors. It is probable that the evaluation takes less than 180 days though. | ||||||
| 5) | Standard Form 1449 | 75 page | (b) | PART II -- PRICE PROPOSAL | |||
| (b)…..If an offeror intends to submit pricing on one CLIN within a family of transportation, they must provide pricing on all CLINs within that family. | It says clearly …. however we would like to reconfirm if we could bid partly within a family of transportation by area. | Partial Bids are acceptable however, pricing must be provided for all CLINs within the families. In order to maintain flexibility, the Government reserves the right to award individual CLINs within families. | |||||
| 6) | Standard Form 1449 | 75 page | II | PART II -- PRICE PROPOSAL | We have a clear understanding of the CLIN structure. |
We would like to confirm however whether DG/ammunition transportation is part of the bid. DG/ammunition is listed in the pricing list but NOT under “Family of Transportation” [please reference page 27 PDF, Part II, section (i)]
| DG/ammunition describes the content not the family of transportation. The families of transportation is as follows: 1) General Trucking 2) Temperature controlled Trucking (Reefer) 3) Oversized/Overweight Trucking on Lowbed Semitrailers 4) Air Suspension Trucking (Air-Ride) 5) ISO Container Trucking | |||||
| 7) | Standard Form 1449 | 78 page | (d) | BASIS FOR CONTRACT AWARD |
The following statement: “Award will be made to the lowest priced offer(s) of each TEP or the offeror who proposed the lowest offers for both TEPs”
| We assume that “each TEP” would be referencing each family of transportation but the reference to “both TEPs” is not understood. Could this be referencing the “two-part computation” noted in (d) (iii). | The formal solicitation will be revised to clarify. | |||||
| 8) | Standard Form 1449 | 78 page | (A) | Technical Factors: Minimum daily trucking capacity (by family of transportation): | ||
| General Trucking (<10 Tons) - 10 van/wing-type trucks per day/10 flatbed trucks per day | a.Usually, a ‘/’ means ‘or’. We should take this as either, or, or combined, correct? |
b.Could we place a bid with only preparing 10 wing-type trucks for this contract?
| c.Are we required to have the minimum number of trucks ready for use every day? For instance, if we receive 6 orders on Monday that will take two or more days, is it enough to have 4 trucks ready for the Tuesday? Or, are we supposed to have 10 for the next day as well? | The formal solicitation will be revised to clarify. The General Trucking technical requirement is to generally have a minimum trucking capacity of 10 van or wing type trucks AND 10 flatbed trucks available on any given day other orders considered. | |||||||
| 9) | Standard Form 1449 | 78-80 page | (A) | Technical Factors | Looking at the inequality signs in under (d) (i) (A)Technical Factors, there is an ambiguous use of the inequality symbols. For example: where do 4 Ton trucks fit in for Temperature-controlled Trucking? | The formal solicitation will be revised to clarify. | ||
| 10) | Standard Form 1449 | 78 page | (A) | Technical Factors: Minimum daily trucking capacity (by family of transportation): |
Temperature-controlled Trucking (<4 Tons) - 5 trucks per day
| Temperature-controlled Trucking (<10 Tons, >4 Tons) - 5 trucks per day | Can we understand "Minimum daily trucking capacity by family of transportation" as total of all CLIN by family per day? | |||||
| (Total of order per day made by Ordering Officers) | The minimum trucking capacity is applicable to all CLINS within a family of transportation without duplication. For example if an offeror proposed 5 Trucks as their minimum Oversized Overweight Trucking capacity for <20Ton trucks, those 5 trucks per day would be split across all <20 Ton truck CLINs, not duplicated for each route grouping. | |||||
| 11) | Standard Form 1449 | 78-80 page | General Questions Regarding Evaluation Factors | a. According to the CTSC Industry Day last year, there are many 4t vehicle jobs. The contract states that at times a larger truck can be used if necessary. Is there a circumstance when the ordering officer will require a specific size, such as, the job must be done using a 4t? |
b. We submit the next week’s capacity report each week. At what point can we use those resources for other tasks and still be considered that we are providing the minimum?
i. It is not clear in the PWS if we will be required to perform according to the capacity report which we send out each week. Is the capacity report a guarantee that we will have trucks available as stated?
| ii. We send the report and have set aside the use of 10 trucks for general trucking. On Friday, we don’t receive any orders from this contract so over the weekend we setup other jobs for a two of those trucks to be used for. Then, on Monday, we get a call for the following day for 10 short range orders, but we can only provide 8 due to having sent out two for other jobs. Does this affect our average? | a. Generally, there is flexibility with utilizing a larger truck size however, acceptance is dependent upon the specific ordering officer. b. The minimum trucking capacity technical requirement is for evaluation purposes only not day to day contract administration. The Government's intention is to create enough capability across all awardees to allow for variations in actual capability during contract performance.The capacity reports will be utilized as an aid to ordering officers to work with all future awardees to meet their mission requirements. | |||||||
| 12) | Standard Form 1449 | All | General Opinions Regarding Standard form 1449 | The structure of the outline seems to be off. (d)->(i)(A)->(ii)(B)->(iii)->(e)->(f) | The formal solicitation will ensure consistency. | |||
| 13) | PWS | 14 page | 3.2.1.1 | 3.2.1.1 One Business Day Advanced Notification |
Notice of at least one (1) working day preceding the day service is required is necessary for General, Sensitive, and Dangerous Freight, excluding:
- transport to and from Hokkaido
- intra-prefectural transport under the jurisdiction of one Prefectural Public Safety Commission Could not find the time deadline on this part, which current contract has as 14:00pm.
We request earnestly to have the same or earlier time for short distance (up to 100km), and two business day advanced notification for Medium/Long range to fill customer's request.
| We can be flexible for urgent request after the deadline. | PWS will be updated to include ordering deadline. The Government does not currently anticipate a change in advanced notification requirements however offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including different advanced notification terms. | ||||||
| 14) | PWS | 14 page | 3.2.1 | Advanced Notification | PWS 3.2.1 Advanced Notification contains some ambiguity related to intra-prefectural and inter-prefectural transport. Below is our assumed understanding, both for what is written and what we think it is trying to say. |
1Day As written: Transportation of General, Sensitive, and Dangerous freight. Not including Hokkaido or transport in the same prefecture.
Assumed Understanding: Transportation of General, Sensitive, and Dangerous freight in the same prefecture. Not including Hokkaido.
3Day As written: Transportation of Hazardous freight in the same prefecture. Not to include Hokkaido.
Assumed Understanding: Transportation of Hazardous freight in the same prefecture. Not to include Hokkaido.
4Days As written: Transportation of freight between prefectures. General and Sensitive freight only to and from Hokkaido.
Assumed Understanding: Transportation of freight between prefectures.General and Sensitive freight only to and from Hokkaido.
10Days Transportation of Hazardous and Dangerous freight, as well as Sensitive freight with explosives to and from Hokkaido.
Assumed Understanding: Transportation of Hazardous and Dangerous freight, as well as Sensitive freight with explosives to and from Hokkaido.
| The formal solicitation will further clarify advanced notification requirements. | ||||||
| 15) | PWS | 14 page | 3.2.2 | 3.2.2 Cancellation | ||
| Cancellation charges shall be applied when service is scheduled and the requirement is cancelled, rescheduled or postponed on the day of the performance, whether or not the Contractors truck has been placed at the freight loading point. | If you could setup different cancellation definitions for Short, Medium and Long Range transportation. |
*Short range -- if order placed by 1400pm a day before loading day, apply cancellation if order is cancelled after 16:00pm a day before.
| *Medium and Long range -- not only the same day the service is scheduled but a day before loading day. | The Government does not currently anticipate a change in advanced notification requirements however offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including differing cancellation terms. | |||||
| 16) | PWS | 15 page | 3.3.3 | 3.3.3 Demurrage | ||
| If through no fault of the Contractor, transport is not dispatched or discharged and released after the allowable loading time has expired, the Contractor shall be entitled to demurrage for detention of transport beyond the allowable time allotted to the Government. | We would like to know if allowable loading time = free time. | |||||
| The definition for free time will be set? | Free time is defined within PWS para 3.3.2, "Loading and Unloading Time" | |||||
| 17) | PWS | 16 page | 4.1 | 4.1 Security | ||
| Installation Base Passes: For access to US Installations, the US Government will issue all required Gate Passes/Vehicle Passes to Contractor personnel at no cost to the Contractor. | We have a concern about Atsugi installation base pass. |
Seems the driver apply Atsugi pass for the first time, need to be escorted for first six months.
If awardee need new driver to commence new contract and did not have 6 month in advance, can we get customer's support for every day operation?
| or awardee offer the transition plan to start after six months plus few weeks...? | The Government will ensure all awardees are provided appropriate post-award support in order to minimize difficulties associated installation access. | |||||
| 18) | PWS | 18 page | 4.12 | 4.12 Special Requirements for Container Transportation | ||
| When transporting containers, the Contractor may be required to transport filled or empty containers from origin point to destination point and return the filled or empty container to the origin point as designated by the ordering officer. The Government will maintain liability for costs until the container chassis is detached from a truck-tractor at loading or unloading points, as required by the ordering officer. | PWS 4.12 covers special requirements for container transport. The wording seems like a single order may require the delivery and the return of a container. Does this mean that the order will contain two line items, one for the delivery and one for the return? Or would there be two separate orders issued in this case? | Either situation may occur depending on the particular ordering officer. | ||||
| 19) | PWS | 20 page | 5 | 5 Deliverables |
| A001 is for a Quarterly Service Report. It shows a quantity of 2. Is this a mistake? | The formal solicitation will be revised to clarify. | |||||||
| 20) | - | - | - | Orders (General) | Are the orders usually a “one-way” task? | |||
| a. Are we given different orders to transport goods on the way back or are the orders one-way in general? | Generally "one-way" tasks. | |||||||
| 21) | - | - | - | Price Schedule (In general) | a. Will the rest of the exhibits be available before the final contract comes out to confirm their content and format? | |||
| b. CLIN 0001 states that short range transport for general trucking is from 0 km to 52 km. Exhibit AA shows distances up to 55 km. | Updated exhibits will be sent and posted to the draft solicitation positing. The formal solicitation will be reviewed to ensure consistency in distances. | |||||||
| 22) | - | - | - | Capacity (In general) | Considering the location of our fleet for this contract, are there requirements for certain task orders for our fleet to be positioned in specific locations? From day to day, we will have different availability at each location. When providing a capacity report, does it need to have the USFJ base where those vehicles are available? | A standard capacity report is in development however, awardees will be permitted to provide more specific detail including location specific availability. The capacity report will not replace the ability for ordering officers to work together and collaborate with awardees to understand actual capacity prior to placing orders. | ||
| 23) | - | - | - | Bidding (In general) | a. Will historical data be provided to normalize the estimated amounts shown in the price schedule? If this data is separated by CLIN it would be most helpful, but whatever data you can provide would be appreciated. We can extrapolate needed data from whatever format or type is available. | |||
| b. Do you have an idea of when performance would begin? Even a guestimate would be helpful. | Historical data will be provided. The Government anticipates performance to begin Late Summer/Early Fall 2021. | |||||||
| 24) | - | - | - | Transportation (In general) | a. In case of a long-distance order, what is the common time frame given from pickup to delivery? Will there be a case where we are required to deliver in extremely short amount of time? | |||
| Awardees will only be obligated to fulfill orders if the orders conform to the terms and conditions of the contract. This includes conformance with the advanced notification requirements within the PWS. The government may still request delivery in an extremely short amount of time however, the awardee has the ability to decline the order if the order does not conform with the advanced notification standards. | ||||||||
| 25) | - | - | - | Transportation- Container Transport | The Price Schedule includes line items for loaning of container chassis but does not mention loaning of containers. Also, the PWS does not mention loaning of containers. Thus, is it safe to assume that all containers will be government owned containers? | Correct. The Contractor is only responsible for furnishing the container chassis. | ||
| 26) | - | - | - | Preference on exhibit format | Company A: We prefer to fill in the pricing in the form which showing from/to point to point, distance, truck size, year total estimate work volume, and the exhibit by distance for non point to point route same as the present contract. |
Company B: Exhibit AM format is preferred. This allows for easier comparisons and finding of routes.
| Company C: The pricing breakdown is too general, e.g. there is a significant price difference for the distance range listed on Item 0006 on the pricing sheet thus we request for 374th CONS to break this down into smaller distance segments. | The Government has revised the exhibit structure to be a manipulatable document to benefit offerors in analysis and proposal development. With respect to our prescribed grouping, Offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including alternative line items. The Government's intention behind its CLIN grouping strategy is to normalize price experience for similiar routes and services. | ||||||
| 27) | - | - | - | Oral Presentation format and content | Company A: Roughly understood the instructions for Oral Presentation stated in Standard Form 1449. |
Company C:
a.We believe one week notice for is too short given the scope of the presentation, I believe 2 week advance notice will provide ample time for capability check and presentation preparation.
b. How far in advance are the agents required to submit base pass application if the agent would like to conduct in-person presentation to 374th CONS.
| The Government will maintain flexibility with offerors when scheduling oral presentations. Once a oral presentation time and date is scheduled, the Government will begin to work with the respective offerors to coordinate base passes if necessary. | |||||||
| 28) | - | - | - | Oral Presentation Intent Notification | Even though we understood the instructions for Oral Presentation stated in Standard Form 1449, | ||
| would like to confirm if Oral Presentation is necessary, company's offer will not be accepted without. | If an offeror wishes to not complete an oral presentation they must submit a techincal proposal in accordance with the solicitation. |
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