FINAL QUESTIONS AND ANSWERS.docx
DOCX document 22 KB Posted
- Attached to
- Inbound Pouch Services
- Solicitation number
- 19SP5025Q0005
- Issued by
-
Department of State US Embassy Madrid
About this file
This is a Questions and Answers document for solicitation 19SP5025Q0005 regarding inbound diplomatic pouch services for the US Embassy in Madrid, Spain. The Q&A clarifies key operational requirements and procedures for handling diplomatic pouches.
The document addresses critical aspects including: customs clearance exemptions for diplomatic pouches, coordination requirements with Spanish government agencies, authorization procedures for pouch collection (requiring annual Embassy authorization letters and approved personnel lists), handling fees (all costs must be included in Embassy invoices), and transportation requirements (dedicated vehicles required with no sharing of transport with other goods, but no special security escort or armored vehicles needed). The Q&A supports the broader solicitation which seeks a contractor to provide transportation, handling, and documentation services for approximately 45 inbound unclassified diplomatic shipments per year, with service hours from 08:30-17:30 Monday through Friday.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment 1 - Prices.xlsx | XLSX spreadsheet | |
| Invitation letter.pdf | ||
| RFQ No. 19SP5025Q0005 - INBOUND POUCH SERVICES.pdf |
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QUESTIONS AND ANSWERS
| Question #1: | What is the applicable Incoterm for O/D? For imports, do we only need to handle customs clearance at Barajas and delivery? |
| Answer #1: | Diplomatic pouches are exempt from customs clearance; the import agent is responsible for preparing and submitting all necessary documentation for customs clearance exemption purposes. |
| Question #2: | Definition and requirements of the contractor's intermediation between the Government of the United States of America and AENA & Guardia Civil (it is necessary to know what procedures are required upon the pouch's arrival at Barajas airport). |
| Answer #2: | The handling company/agent must be able to provide these services through their contacts with various Spanish Government Agencies. |
| Question #3: | For import shipments, since it is a diplomatic pouch, Customs only allows this type of shipment to be collected by Embassy personnel and/or persons accredited and authorized by the Embassy to collect it on their behalf. Who and how is this currently being done? |
| Answer #3: | Normally, once the handling company/agent notifies us that we can collect the diplomatic pouch, the Embassy sends its own personnel to make the collection. Each year, the Embassy provides the handling company with a letter authorizing them to act on behalf of the Embassy, along with a list of Embassy personnel authorized to collect diplomatic pouches. |
| Question #4: | For import shipments, the originating Embassy will use a forwarder of their choice. When the contractor proceeds to collect that shipment at Barajas airport, each forwarder charges different handover fees, which are not included in the agreed prices and which the contractor will charge at cost. Is this correct? |
| Answer #4: | The handling company must cover all costs associated with the shipment, which will later be included in the invoice issued to the Embassy. |
| Question #5: | For the collection of diplomatic pouches, is an exclusive vehicle required, dedicated only to the transportation of these pouches, or can a route vehicle with more clients be used? |
| Answer #5: | For security reasons, diplomatic pouches cannot share transportation with any other goods. |
| Question #6: | Are there any additional security requirements needed, such as an escort or an armored vehicle? |
| Answer #6: | No, the only requirement is that it be dedicated transportation. |
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