Question_and_Answers__4.pdf

1. The attachment 2 of subject solicitation for price proposal does not have provision to quote for below mentioned charges:

Incidental charges CLIN's (0019, 1019, 2019, 3019, 4019, and 5019) 2)The estimated price for the DBA CLINs (0020, 1020, 2020, 3020, 4020, and 5020)

Is there any specific format as per which we need to quote for aforementioned CLIN's?

Answer: There is no required format for submitting the estimated costs of the incidental charges or DBA CLINs. We would prefer them to be submitted as part of section B.

2. What is the daily amount of time that each vehicle can be used for?

Answer: There is no specified daily amount of time in which the vehicles will be in use. The vehicles will be in the US Government's possession and can be used at any time.

3. What is the downtime for each vehicle to allow for maintenance?

Answer: The Government does not specify a downtime requirement to allow for maintenance. That said, in accordance with PWS para. 4.5. a loaner vehicle must be provided if the primary vehicle is out of service 24 hours.

4. Are we exempt from excise duty when the vehicles arrive in Country?

Answer: The vehicles must be provided in accordance with UAE/local regulations. The USG does not provide an exemption for UAE taxes.

5. Do local taxes and duties apply to this Synopsis/solicitation FA5706-14-R-0029?

Answer: The proposed CLIN prices should be inclusive of all costs.

6. Reference: Amendment A00003, Question & Answer #13.

Question: Would the Government please confirm the monthly vehicle prices shall include all contractor labor costs, both direct and indirect?

Answer: Yes, the monthly vehicle price shall be inclusive of all maintenance and labor costs.

7. Reference: Amendment A00003, Question & Answer #13.

Question: Would the Government please confirm that that it may reject or that it reserves the right to reject, any proposal that is evaluated to be unrealistic from a price standpoint.

Answer: In accordance with Section M, paragraph 6.1.2., the Government reserves the right to remove from the competitive range any offeror whose price doesn’t reflect its understanding of the contract requirements or the risk inherent in the offeror’s approach.

8. Transmission: In the contract it is mentioned that

"All vehicles must have an automatic transmission unless a specific requirement exists for a standard transmission. The Government reserves the right to accept a vehicle with a standard transmission when suitable evidence is provided that no automatic transmissions are available to meet the requirement."

Question: Some of the commercial vehicles (like Buses) may come with automatic transmissions but may not be normally available in this region or with our supplier, in this case can we offer a manual transmission?

Answer: In accordance with PWS para. 3.8.5.: The Government reserves the right to accept a vehicle with a standard transmission when suitable evidence is provided that no automatic transmissions are available to meet the requirement.

9. In the Excel, that we received, we can see Toyota Camry, Nissan Altima, Kia Cerato and Chevrolet Epica, the cars mentioned are 2.0 and above.

Should I use this as my benchmark?

In the Q&A its mentioned - "The Government does not specify an engine size/type to meet the requirements. Any vehicle that meets the specifications of the “Vehicle Nomenclature” in Attachment 1 will suffice regardless of engine size. In the attachment 1 its just mentioned "SEDAN, COMPACT, 4

PASSENGER ."

So can we offer 1.5 - 1.8 Liter Engines like Nissan Sunny? Or do you have any minimum acceptable size of the Engine?

Answer: Engine size does not matter.

10. If we are to get the award, we would be requiring user’s documents (colored copies of passport, visa + driving license) must be provided as it mandatory to be uploaded on AUH Police system. Also, in case of accident damage, the user’s documents must be attached to the police report prior to submitting for repair/insurance claim.

Could you advise how is it currently being handled?

Answer: This issue is handled on a case-by-case basis if there is an accident but the Government doesn’t provide the company any passport, visa, driving license data up-front.

11. Reference: 3.1. Schedule of Delivery. The Contractor shall provide a schedule of delivery for all vehicles under this contract no later than five (5) days after receiving notification of award of a task order. Once the delivery plan is approved by the Contracting Officer or the COR, the Contractor shall coordinate vehicle deliveries with the COR and the Contracting Officer. A joint inspection between the Contractor and the COR will be performed upon delivery of vehicles prior to acceptance of any vehicle to determine vehicle acceptance or rejection. For accountability, delivery receipts and/or rejection receipts will be accomplished to account for vehicle condition, acceptance, or rejection.

Question: I understand that we will have to provide you with a delivery schedule of all vehicles within 5 days of award.

My question to you is do you’ll have anything in mind as to what vehicles are on priority or what sort of schedule is acceptable by you.

Answer:

- Priority will be special type vehicles or large trucks--ambulances, buses, large trucks (3/4 ton and 1 ton) and flatbed trucks

- Second priority will be 4x4 Compact SUVs and other vehicles as advised

- Third priority would be older fleet vehicles (if identified) or all remaining vehicles

- We would like to have the turn over completed within a month.

12. Reference: 3.3. Delivery. Once all vehicles are delivered in accordance with the contractor phase-in schedule the Contractor shall fulfill vehicle requirements for 10 or fewer vehicles within 30 days and requirements for more than 10 vehicles within 60 days. The Government reserves the right to modify not more than 10% of the required vehicle types per month. For example, the Government may change the requirement for 30 two-door 4x2 pickup trucks to 30 four-door sedans. The Contractor has the same amount of time established within the parameters of para. 3.1 to deliver the newly required vehicles.

The Government also reserves the right to permanently return vehicles to the contractor without replacement provided the Government notifies the Contractor at least 14 days’ prior to turn in. The contractor will make the appropriate adjustments to the monthly billing and inventory quantity on the date the Contractor accepts a returned vehicle.

The Contractor shall deliver vehicles only on the date/time specified by the Contracting Officer or COR to building 401 of ADAB. If the vehicle is delivered on any other date the Government may choose not to accept the vehicle and is not responsible for paying any additional rent. The Contractor shall make every effort to deliver vehicles during normal business hours of 8:00 AM to 5:00 PM local time unless otherwise requested by the Contracting Officer or COR.

Question: As per understanding after the delivery of al 323 vehicles, these 10 or fewer or more than 10 vehicles you are talking about pertains to extra vehicles that may come up in the future. Please confirm if I’m correct.

Answer:

- These can be a modification of the contract to replace 1x vehicle type with 1x vehicle type. It also includes the possibility of increasing the fleet by additional vehicles as you have stated or could be a to turn in vehicles permanently, as they may no longer be required by the Government.

13. Please find below the information on the new law that has come out pertaining to the 15 seater vehicles.

http://gulfnews.com/news/gulf/uae/traffic-transport/nine-passenger-limit-on-minibuses-on-the-cards- 1.577570#

Answer: Based on the article, it would appear that they are more apt to make it mandatory that you can only carry the number of passengers that seatbelts are available for, at which point there should be no issue. If the law does change to keep them from being easily registered the Government reserves the right to downsize to a smaller vehicle.

http://gulfnews.com/news/gulf/uae/traffic-transport/nine-passenger-limit-on-minibuses-on-the-cards-1.577570 http://gulfnews.com/news/gulf/uae/traffic-transport/nine-passenger-limit-on-minibuses-on-the-cards-1.577570

14. We are an International Group Firm mainly working under the US Government Contracts for Afghanistan projects with current active oversea offices in Dubai and USA while in UAE we are a registered free zone company with general trading commercial license from the Government of UAE that have both interest and potential to bid over this contract of Vehicle Lease Services, should we have to submit our proposal based on our UAE commercial business license or we can submit on any of our business licenses from overseas too?

Answer: In order to operate on Al Dhafra Air Base, the contractor must have a UAE commercial business license. As such, the Government recommends submitting based on the UAE commercial business license.

15. What is the minimum period of leasing/rental for each unit of vehicles by the Government unless the vehicle will be subject for towing to off site for unscheduled maintenance and repairs?

Answer: The Government does not specify a minimum period of time it will lease each vehicle.

16. Are these vehicles will be used only for inside the Al Dhafra Air Base or outside the base too? If outside the base too then how the contractor will get paid back for the SALIK Tolls by the Government?

Answer: The leased vehicles will be driven both off-base and on-base. Charges for SALIK tolls will be charged to the incidental charges CLIN in accordance with PWS para. 8.2.

17. How the Government will pay the contractor under this contract? What is the net payment due by the Government after submission of monthly invoice?

Answer: Para. 8.1 of the PWS specifies how the contractor will be paid. The contractor will submit an invoice each month for the lease vehicles and a separate invoice for incidental charges.

18. This contract is planned to be for one base year and four other option years plus 6 months extended period; is the option years will be continued with same awarded contractor based on the pricing the awarded contractor provide to this initial bid or option will years will be subject to competition again?

Answer: There is no obligation by the Government to exercise the options. Should the Government decide to exercise the Option year, the prices established with the contractor at award will be used.

19. Reference: Amendment A00003, Question & Answer #11 and Amendment A00002, Question & Answer #19.

Question: Is there any Government-furnished property available for no-cost contractor use, other than the 16’x25’ hardened facility, electricity and a restroom with water?

Answer: The following GFP will be provided: 1x maintenance stall (roughly 16’x25’), a storage area for fluids (approximately 4’x4’), electricity, and a restroom with water.

In regards to maintenance stall, there are 3 alternatives. The contractor and COR will work out the best one location prior to starting work. Regardless, all 3 alternatives measure roughly the same

(16’x25’).

20. Based on Q & A # 6 reference to Price realism how come USG can prorate the monthly price to arise to a daily Price? Prorated daily price for monthly contract is not the same as daily price. Will USG have separate price options for daily and weekly ?

Answer: Please refer to PWS paragraph 8.1.5., which states “Rent stated in monthly terms shall be prorated on the basis of 1/30th of the monthly rate for each day the vehicle is in the Government’s possession.”

The Government reserves the right to conduct price realism in order to assess whether an offeror’s price reflects its understanding of the contract requirements or the risk inherent in an offeror’s approach.

21. Need more clarity on Vehicle type, make and model s as the present fleet (Ref. VAL_MAKE- MODEL-YEAR_lookup ) shows vehicles from year 2007. As per UAE law vehicles above 3 years old cannot be used for rental services and cannot be registered under car rental license. Vehicle Models does not match as per current SOW especially 15 pax Van.

Answer: As stated in A00001:

“Attachment 4 - VAL Make/Model/Year Lookup Table is only provided as a reference for potential offerors. The table specifies the management code for each vehicle type required and the make/model/year that is used to fill the current vacancy. This is simply for informational purposes to inform offerors what might fill the vacancy, but the offeror must ensure current PWS requirements are adhered to. Some of the vehicles filling the current vacancy may not be adequate to meet the standards of this PWS.”

22. As per UAE law only company which is registered as car Rental Company can perform the lease rental services. Will a company without proper local rental license be considered for Award?

Answer: In order to perform the contract, the contractor must be able provide lease vehicles to the US Government in accordance with UAE/local law.

23. Could you clarify on what basis the price realism analysis will be performed?

Answer: The Government reserves the right to conduct price realism in order to assess whether an offeror’s price reflects its understanding of the contract requirements or the risk inherent in an offeror’s approach.

24. Due to unavailability Mobilization CLIN it is expected that Base Year pricing could be substantial higher than the option years. Will the USG consider providing a separate CLIN to accommodate Mobilization and Demobilization requirements?

Answer: No

25. Since no separate CLIN has been provided for Mobilization / De-mobilization, what is the allowable percentage of variation from Base year to other option years to ensure the prices are balanced and realistic?

Answer: The Government does not specify an allowable percentage of variation between the base year and option years.

26. What is the minimum guarantee quantity of vehicles that the Government will award for period of performance for the Base year? Can we expect plus or minus 30% of the estimated quantity of 323 to perform for a period of 12 months. This data is an important factor in pricing and also to be on the same field as the incumbent who has the historical data.

The only guarantee the Government makes is that the minimum total order will be AED 8,902,500 in accordance with Section B.

27. In the event of cancellation of the awarded contract without any task order, in what way will the Government compensate for the expenses incurred during mobilization? And what will be the maximum amount?

Answer: The Government’s minimum order is AED 8,902,500 in accordance with Section B.

28. Prime Contractor without registered License in UAE can be eligible for award?

Answer: In order to perform the contract, the contractor must be able provide lease vehicles to the US Government in accordance with UAE/local law.

29. Will you provide adequate time for Ambulance delivery as its a custom built and requires more than 120 days to deliver it to Dubai by the manufacturer?

Answer: The Government does not require a custom built ambulance. The .pdf attachment provided is simply an example of a an acceptable ambulance. Please see PWS changes for clarity regarding the ambulance requirement.

30. (Ref: Sol. pg. 51 of 100, section B, #5 & Sol. pg. 91., Sol. pgs. 3-50) Question: In the Solicitation is mentions pricing only in (AED) Dirhams throughout, but the CLINs all mention “..Dollars Obligated..$..”, do the contractors change all the CLINS to “..AED Dirhams Obligated..” or convert to USD or place Dirhams after $? please clarify.

Answer: Please submit all pricing information in AED (Dirhams).

31. Question: What is level of variation acceptable in vehicle specs and capacities, particularly GVW.

Answer: In accordance with Section M, para. 6.2.3.1.2. “The offeror provides supportable details that all specifications of the proposed fleet meets or exceeds the technical requirements provided for by the PWS and CLIN descriptions.

32. Question: If supplier provides specifications of vehicles against each vehicle type required in the tender and is declared winner, does this mean that government has accepted the specifications provided in the tender response?

Answer: In accordance with Section M, the Government will only award the contract to an offeror who proposes vehicles that meet or exceed the technical requirements provided for by the PWS and CLIN descriptions.

33. (Ref: Attachment 1, M/C B265 Stake and Platform Truck). Question: Can the vehicle have a GVW of more than 10,000 lbs? or exactly 10,000 lbs?, is there a variance or range for this?

Answer: More than 10,000 GVW would be defined as “meeting or exceeding” the Government’s technical requirements. Less than 10,000 GVW would not meet the Government’s technical requirements.

34. The Ambulance requires certifications from American agencies for this the lead time is given only 60days - Is this fair ? It appears that the bid is being structured for the existing guy to perform this contract.

Answer: The Government does not require the referenced certifications. The .pdf attachment is an example of a type II ambulance. The PWS has been revised for clarity to offerors.

35. In UAE only the registered car rental companies would be permitted to rent the cars , that being the case - currently General trading companies are being awarded to perform the contracts -- What if someone from the UAE Govt ban the general trading company for violating the object clause.

Answer: In order to perform the contract, the contractor must be able to provide leased vehicles to the US Government in accordance with UAE/local law.

36. According to the UAE law only cars that are not more than 3 years old can be rented, But the existing contactor has been using vehicles more than 5 years. If the RTA is checking then for sure the vehicles will be seized.

Answer: In order to perform the contract, the contractor must be able to provide leased vehicles to the US Government in accordance with UAE/local law.

37. You have mentioned about the Pro Rata rates would be applicable if it is used less than 30 days - How is it fair ? There should be a minimum period say 6 months it is running and then u decide to call it off after the 193 days, then for the 13 days you can pay pro rate. But if you take the vehicle for the base year and return the car with in 6 days - Then how is it fair for you to pay the pro rata basis?

Answer: The Government’s minimum total order amount is AED 8,902,500 in accordance with Section B.

38. If the contract is been awarded and then we do all the mobilisation in terms of manpower and the required infrastructure to perform this contract , but late the task order is not being issued , Then the what would be the compensation paid for the awardee ?? It is critical because based on the award if things are mobilised and the task order is not being issued - What would be the minimum compensation be paid ?

Answer: The Government’s minimum total amount is AED 8,902,500 in accordance with Section B.

39. What are the chances that this bid will not be cancelled or postponed ? - Such cancellations or postponements favours only the existing contractor to enjoy the exorbitant prices & draining the tax payer money . the current contractor is enjoying for more than the allowed period of performance of the bridge contracts.

Answer: The proposal due date has been pushed back to 23 Nov 13 at 1600 Abu Dhabi time. No additional extension, cancelation, postponement is anticipated.

40. Most of the examples for the cars given under the CLIN is completely misleading and diverting the bidder.

Answer: The examples given were for informational purposes only. The offeror must ensure that proposed vehicles meet or exceed the minimum specifications set forth in the Performance Work Statement.

41. You have mentioned that the evaluation as LPTA - Lowest Price Technically acceptable - That being the case What do you mean by Technically acceptable ??? Because the current contractor is not technically acceptable - So this time is Price or technical or both ?

Answer: Section M stipulates how the offeror will be evaluated.

42. We strongly feel the solicitation is not being fair in terms of the ambulances, prorate prices, licences

- with in how days after this questions and asnwers we can do a pre bid protest ?

Answer: Please refer to FAR Part 33.

43. After the Q &A with in how many days is the bid date to be closed ? There should be reasonable time frame after the Q & - according to FAR

Answer: The proposal due date has been pushed back to 23 November 2013 at 1600. The Government has determined this to be a reasonable amount of time.

44. 8.1.5 Rent stated in monthly terms shall be prorated on the basis of 1/30th of the monthly rate for each day the vehicles is in the Government Possession. With the US Government maintaining the right to prorate their monthly price, in what way will the contractor be compensated for losses on monthly paid expenses (calculated for 30 days), such as: insurance fees, administration, etc.? All these fees are paid upfront and if the Government reduces the period of performance below 30 days we cannot apply the same with our insurance company and other subcontractors by prorating the cost 1/30th.

Henceforth, we will receive a loss. How can the Government compensate such losses?

Answer: The Government’s minimum total amount is AED 8,902,500 in accordance with Section B.

45. Upon award of the contract each participant will be required to remain compliant for execution of task orders. In reference to Section B Par. Minimum/Maximum it states. “For the purpose of this contract the “minimum” will be AED 8,902,500 for the term of the contract.” Is the government intending to account for the above criteria items using this minimum contract value statement if no task orders are issued throughout the life of the contract?

Answer: The Government’s total minimum order amount of AED 8,902,500 in accordance with Section B.

45. From the manufacturers of ambulances in the United States, it is a minimum turnaround period of 100 days to have an ambulance delivered to the UAE due to prerequisite manufacturer certifications (KKK and AMD). Therefore, how does the US Government require contractors to deliver custom built ambulances within the 60 day period? This shows undue advantages to the incumbent, as well as, any other companies that possibly knew about this contract prior to release of solicitation.

Answer: The Government does not intend to require a specific ambulance. Please see updated PWS for clarity regarding the required specifications.

46. Vehicles type shown in spreadsheet VAL _MAKE-MODEL-YEAR_LOOKUP does not match the requirement the attachment 1 of the PWS.

a. Example: 15 Pax Van B192 signifies Ford E350 or GMC Savana or Chevy Express, not Toyota Hiace, as the size of the engine and seating comfort doesn’t match the requirement. 15 American soldiers will not sufficiently be accommodated by the Toyota Hiace for it is far too small and the engine capacity will not match B192.

Answer As stated in A00001:

“Attachment 4 - VAL Make/Model/Year Lookup Table is only provided as a reference for potential offerors. The table specifies the management code for each vehicle type required and the make/model/year that is used to fill the current vacancy. This is simply for informational purposes to inform offerors what might fill the vacancy, but the offeror must ensure current PWS requirements are adhered to. Some of the vehicles filling the current vacancy may not be adequate to meet the standards of this PWS.”

47. By UAE Law a car rental contracts can be performed by a Car Rental licensed company. By Sub-contracting to a local car rental licensed company will we be eligible for award?

Answer: In order to perform the contract, the contractor must be able to lease vehicles to the US Government in accordance with UAE/local law.

48. Will the Government also consider providing pricing options for daily, weekly pricing?

Answer: No.

49. Is the current contractor providing a Type-III Ambulance with the required KKK and AMD

Certification?

Answer: This question is not pertinent to the current solicitation.

How does the Government require new Contractors to deliver these ambulances within a 60 day period, if the manufacturer can only fabricate and ship the ambulances in a minimum of 105 days/ 90-120 days?

Answer: The Government does not require a specific manufacturer. The .pdf attachment provided is simply an example of an acceptable ambulance. Please see PWS changes for clarity regarding the ambulance requirement.

50. According to UAE law a car rental service can be performed only by a licensed car rental company. If the subcontractor holds a valid car rental license, will the Primary Contractor be considered for award on this bid proposal?

Answer: In order to perform the contract, the contractor must be able to provide leased vehicles to the US Government in accordance with UAE/local law.

51. In your Q & A provided with Amendment A0003, Question 9. requests for a Current Contract Value, which the Government provides an answer of $3.7M for 1 year.

What is the quantity of vehicles that the value of $3.7M for 1 year is based on? (As the current requirement for this solicitation are 323 vehicles)

Answer: This question is not pertinent to the current solicitation.

52. Does the Government intend to pay for Traffic tickets on leased vehicles in its possession during the performance of this contract?

Answer: At the end of a contract term, or at some other time when the contractor must re-license a vehicle with the host nation, if such vehicle is encumbered with a traffic ticket incurred by a USG employee-driver, the contractor may request reimbursement for payment of the required “re-licensing fee.”

53. So, if the Government wants shorter time frames for leasing - will the Government be supplying different pricing schedules for these shorter periods of time ?

Answer: Please refer to PWS paragraph 8.1.5., which states “Rent stated in monthly terms shall be prorated on the basis of 1/30th of the monthly rate for each day the vehicle is in the Government’s possession.”

54. Will the government be providing requests for quotations for 12 month periods, 6 month periods, Monthly, weekly and daily?

Answer: No.

55. If the Government are going to supply an RFQ that more accurately reflects the length of times the vehicle will be leased for at a minimum – then what will the evaluation criteria be ?

Answer: Please refer to Section M of the Solicitation for evaluation criteria.

56. The delivery time for the ambulances from the United States is not realistic. Will you consider increasing this to 180 days?

Answer: Ambulances must be available at contract award as required by the Government.

57. Will the Government consider a minimum of no less than 12 months for this Ambulance ?

Answer: On initial award, it is anticipated the Government will order the ambulances for the duration of the base period. The Government’s minimum total is AED 8,902,500 in accordance with Section B.

58. Question 1 – Is the current contractor providing a Type-III Ambulance with the required KKK and AMD Certification? Please describe the certifications currently being used by the incumbent contractor in terms of Type III, KKK or AMD certifications.

Answer: This question is not pertinent to the current solicitation.

59. Will you consider increasing this phase in time due to these vehicles being custom made?

Answer: The Government requires contract performance to begin as specified in the solicitation.

60. According to UAE law a car rental service can be performed only by a Licensed car rental company.

If the subcontractor holds a valid car rental license, will the Primary Contractor be able to participate and perform on this contract?

Answer: In order to perform the contract, the contractor must be able to lease vehicles to the US Government in accordance with UAE/local law.

61. Will a teaming partner of the Prime that holds the UAE General Trading License be allowed to bid on this contract?

Answer: In order to perform the contract, the contractor must be able to lease vehicles to the US Government in accordance with UAE/local law.

62. According to UAE law, a General Trading License Company doesn’t have the activity rating to lease cars, so cannot perform a car rental business.

Question 9 Can the Prime Contractor team with a vehicle rental company to satisfy this requirement ?

Answer: Yes, there is nothing in the solicitation that prevents a partnership arrangement

63. If a company is awarded – will the government abide by the minimum order being AED 8.9 Million for the term of the contract ?

Answer: Yes, the Government’s minimum order is AED 8,902,500 in accordance with Section B.

64. In your Q & Answers provided with Amendment A0003, Question 9. Requests for a Current Contract Value, which the Government provides an answer of $3.7M for 1 year.

What is the quantity of vehicles that the value of $3.7M for 1 year is based on?

Answer: This question is not pertinent to the current solicitation.

65. What is the basis on which the Government intends to conduct a price realism analysis?

Answer: The Government reserves the right to do so in order to assess whether an offeror’s price reflects its understanding of the contract requirements or the risk inherent in an offeror’s approach.

This information is contained in Section M para. 6.1.2.

66. Will the Government give an explanation of what the evaluation criteria actually is, its precedent order, and its weighted value more clearly than this arbitrary price realism?

Answer: In accordance with Section M, the Government is evaluating offerors on a Lowest Price Technically Acceptable with Acceptable Past Performance basis.

67. Question 13: Does the Government intend to pay for Traffic tickets on leased vehicles in its possession during the performance of this contract?

Answer: At the end of a contract term, or at some other time when the contractor must re-license a vehicle with the host nation, if such vehicle is encumbered with a traffic ticket incurred by a USG employee-driver, the contractor may request reimbursement for payment of the required “re-licensing fee.”

68. What proof does the Government want regarding the tickets?

Answer: In accordance with PWS para. 7.7, the contractor must provide a report each month containing:

(1) The total number of traffic violations, fines, or local government fee requests received for vehicles leased under this contract.

(2) The vehicle make, model, license number and time/date/reason the violation was assessed.

69. Will the Government maintain a driver’s log of who is using the vehicles by date and time?

Answer: This information is not pertinent to the solicitation.