HDEC05-17-R-0003_Amendment_0001.docx

Combined Synopsis/Solicitation Notice Coupon Clearinghouse Services (Coupon Redemption) HDEC05-17-R-0003 Amendment 0001

The questions and answers below were provided via email to the Defense Commissary Agency in regards to the combined synopsis/solicitation for coupon clearinghouse services, HDEC05-17-R-0003. Some vendors provided similar questions to one another. For questions that this was the case, DeCA chose the most detailed one and provided it below with an answer. There are still a couple of remaining questions not answered below that will be provided on an amendment that will be posted on Monday, May 8, 2017. As a result of new information, the due date for questions has been extended to Wednesday May 10, 2017 by 1:00PM EDST. At this time, there is no extension on the due date for the overall quote. Quotes are still to be submitted to DeCA by Monday, May 15, 2017 by 1:00PM EDST.

Questions and Answers:

Question 1. (In regards to 9.6c in the Statement of Work) If a file is rejected, it is not always possible to resend under the original file name. Will DeCA allow for a modified file name?

Answer 1. No. DeCA needs to retain the original file name for audit purposes.

Question 2. (In regards to 9.11 in the Statement of Work) Is the Job Control Number and the Job Number the same?

Answer 2. Yes, both the Job Control Number and the Job Number are the same.

Question 3. (In reference to page 27 in the combined synopsis/solicitation) If nothing is listed, does DeCA understand that the item is not applicable to the Quoter?

Answer 3. Yes, if nothing is listed DeCA understands that the item is not applicable to the Quoter.

Question 4. (In reference to page 33) What is the definition of “simplified acquisition threshold”?

Answer 4. As defined by Far 2.101-Definitions “Simplified acquisition threshold” means $150,000, except for—

(1) Acquisitions of supplies or services that, as determined by the head of the agency, are to be used to support a contingency operation or to facilitate defense against or recovery from nuclear, biological, chemical, or radiological attack (41 U.S.C. 1903), the term means--

(i) $750,000 for any contract to be awarded and performed, or purchase to be made, inside the United States; and

(ii) $1.5 million for any contract to be awarded and performed, or purchase to be made, outside the United States; and

(2) Acquisitions of supplies or services that, as determined by the head of the agency, are to be used to support a humanitarian or peacekeeping operation (10 U.S.C. 2302), the term means $300,000 for any contract to be awarded and performed, or purchase to be made, outside the United States.

Question 5. (In reference to 2.14 in the Statement of Work) What is the transmittal number?

Answer 5. The transmittal number is the Commissary’s DODAAC (Department of Defense Activity Address Code – e.g. HQCSKH for the Fort Rucker Commissary). The next following 3 digits are sequentially assigned by our business system.

Question 6. (In reference to the 2.14 in the Statement of Work) Does DeCA provide an overall document that summarizes each DeCA Transmittal Form from each commissary for the accounting week in which coupons are shipped?

Answer 6. Transmittals are included in each coupon shipment. The number of shipments each week vary by commissary. Each commissary must send at least one shipment per week (Sunday-Saturday). Additional shipments from a commissary are required if the total coupon face value, since the last shipment, exceeds $20,000.00.

Question 7. (In reference to 2.3 in the Statement of Work) Please provide more details on the transmittal number for each form. Is there a store number associated with each commissary?

Answer 7. Each Transmittal indicates the commissary name and DODAAC (unique to each commissary), the number and dollar value of coupons by day, and a signature. In lieu of using a “store number”, DeCA uses a DODAAC.

Question 8. (In Reference to 3.1 in the Statement of Work) Could DeCA provide an example of the DeCA Transmittal Form?

Answer 8. A copy of a transmittal form is attached with this amendment.

Question 9. (In reference to 3.7 in the Statement of Work) Over the last 6 years, how many disputes concerning the shipments between the contractor and manufacturer have occurred and how many times did the contractor request a claim? Also, what values were disputed?

Answer 9. DeCA has no record of any disputes concerning the shipments between the contractor and manufacturer over the last 6 years.

Question 10. (In reference to 4.4 in the Statement of Work) If there is a lost shipment, does the contractor owe DeCA for the face value and handling?

Answer 10. Once coupons are received by the contractor and are subsequently lost, the contractor will owe DeCA for the face value and handling fees.

Question 11. (In reference to 4.6 in the Statement of Work) If there is a negative variance greater than 1% does the contractor owe DeCA for the face value and handling difference for the disputed face value and handling fees?

Answer 11. SOW will be edited for clarification. Contractor is not responsible for any coupons not received from the commissaries.

Question 12. (In reference to 3.8 and 4.4 in the Statement of Work) How many lost shipments were there in the last 5 years where insurance claims were filed and what were the values associated with those insurance claims?

Answer 12. In the last 5 years DeCA has never received an insurance claim for a lost shipment on the contractor’s behalf.

Question 13. (In reference to 3.11 in the Statement of Work) Does reporting need to be sent via facsimile or are there other electronic methods that are acceptable?

Answer 13. Other electronic methods are acceptable. This section of the SOW will be edited to reflect that.

Question 14. (In reference to 4.2 in the Statement of Work) What are the DIBS transmittals? Is this the claimed amount for all commissary activities for the week totaling all Transmittal Forms for a particular accounting week?

Answer 14. Please see answers to Questions 6 and 7.

Question 15. (In reference to 4.3 in the Statement of Work) Please describe all freight carriers used by DeCA and the subsequent shipping terms.

Answer 15. Shipments of coupons are sent to the contractor via UPS 2 day Air and Next Day Air. USPS Shipments are provided via USPS Priority. DeCA reserves the right to use other couriers using a comparable delivery methodology.

Question 16. (In reference to 4.3 in the Statement of Work) How many commissaries cannot send shipments via a trackable means for proof of delivery?

Answer 16. All commissaries can send shipments with trackable means for a proof of delivery.

Question 17. (In reference to 4.4 in the Statement of Work) Is the missing shipment notification is based on the DIBS Transmittal? Is there anything DeCA can provide that indicates the average shipping time frame for each commissary?

Answer 17. Yes, the missing shipment notification is based on DIBS Transmittals. Shipping time within the Continental United States is up to 4 days and shipments outside of the Continental United States is up to a month.

Question 18. (In reference to 4.5 in the Statement of Work) What happens if DeCA is unable to obtain proof of delivery for a missing shipment? Is the contractor still liable?

Answer 18. Contractor is not liable if the proof of delivery is not available.

Question 19. (In reference to 4.6 in the Statement of Work) How often does the Government audit the commissary shipments before sending?

Answer 19. The Commissary’s shipments are audited twice per month.

Question 20. (In reference to 4.6 in the Statement of Work) How many times over the last 6 years were their losses to DeCA greater than one percent and a deduction was made? What were the dollar amounts deducted during this time frame?

Answer 20. DeCA has no record of any losses over the last 6 years.

Question 21. (In reference to 7.1 in the Statement of Work) Please specify what you mean by 24 hours. Is this 24 hours from the time the bank receives it or from the time the contractor receives it?

Answer 21. This is within 24 hours of the time received by the contractor.

Question 22. (In reference to 8.3 in the Statement of Work) What is a “dbf” file?

Answer 22. A “dbf” file is a database file (e.g. Microsoft Access)

Question 23. For the DeCA request the contractor enters invoice information into a third-party website, WAWF, and provide a report for a proof services. Can DeCA please provide additional details of the receiving report?

Answer 23. Once a contractor obtains access to Wide Area Workflow (WAWF), there are many trainings provided within the website on how to submit an invoice. DeCA contracting personnel may provide assistance regarding WAWF if needed. Essentially, the contractor inputs their invoice into WAWF and a DeCA technician retrieves it, verifies it, and accepts it if the invoice is correct. If the invoice is incorrect, it may be rejected. The WAWF invoice also gets sent to DFAS where it is also reviewed for compliance with the contract. Once both DeCA and DFAS approve the invoice, it is scheduled for payment.

Question 24. Please provide the most recent 12 months of manufacturer paper and paperless coupon volume along with any invalid coupon count volume.

Answer 24. Please see below:

Last 12 Month’s Volume-Paper: 57,966,777 Last 12 Month’s Volume-Paperless: 1,991,559 Last 12 Month’s Volume-Invalid Coupons: still being researched. May be included in Amendment 0002.

Question 25. Is there a requirement for the processor to pay a fee to WAWF?

Answer 25. WAWF is free for all users. There are no fees involved.

Question 26. Does DeCA anticipate a decline in paper volume over the next 5 years of the contract?

Answer 26. Yes, as a result of trend analysis, DeCA does anticipate a decline in paper volume over the next 5 years.

Question 27. Does DeCA deduct unpaid invoice amounts from manufacturers?

Answers 27. No, DeCA does not currently deduct unpaid invoices amount from manufacturers.

Question 28. Is the amount that is invoiced to the manufacturers for postage and special shipping and handling fees already predetermined by DeCA?

Answers 28. No, there is not a predetermined amount. The verbiage within the combined synopsis solicitation involving $5.00 per thousand was erroneously included. Please omit this verbiage.

*DeCA has recognized that over time the estimated totals for this requirement has decreased significantly from what was originally anticipated (75,000,000 coupons). Amendment 0002 provided on Monday May 8, 2017 will have a new quote sheet with the newly anticipated coupon estimated volume.