Attachment C-Q and A Bulk Delivery Services 5.16.25.pdf

Bulk Delivery Services

Q’s & A’s

Q1: Is there a current incumbent contract for the BULK DELIVERY HQC00225RE001 requirement or is this a new requirement?

A1: This is a new requirement.

Q2: How much time would we have for set up/transition once its awarded? How soon would the orders start coming in?

A2: The Contractor will have 30 calendar days to set up once contract is awarded. The start date for receiving delivery orders for the 17 active locations will be the first day of the period of performance date which will be provided in the award. That date will be no earlier than 30 calendar days after the award date.

Q3: The solicitation references a “Past Performance Data Form” on page 18 but this form does not seem to be attached within the solicitation zip file or separately as an attachment. Can the Government provide a copy of this attachment?

A3: DeCA will no longer provide this form. See update in Amendment 0002 page # 18 for updated guidance.

Q4: Can the Government confirm this solicitation will result in either a single or multiple award contract?

If the Government intends to make multiple awards under this solicitation can the Government confirm the ordering procedures?

A4: Solicitation # HQC00225RE001 will result in a single award.

Q5: On page 15 of the solicitation, the Government indicates that offers must be submitted via the solicitation module of the Procurement Integrated Enterprise Environment however, after searching for the solicitation within this module it does not appear in the search. Can the Government confirm that the solicitation is listed within the PIEE and if not, when will it be available?

A5: As of May 7, 2025, solicitation # HQC00225RE001 is uploaded within Procurement Integrated Enterprise Environment (PIEE).

Q6: What are the 17 starting origin commissaries?

A6: See Pricing Sheet for commissary locations notated as “Active”.

Q7: What are the delivery points to be expected from these commissaries?

A7: Delivery Points will vary based on order requirements. Delivery points will be located within 30-mile radius of the order origination commissary location.

Q8: Is the estimated truckload volume, currently set at 2,160 LTL Shipments per year for 5 years, referencing only the 17 locations or total amount at all locations?

A8: This is an estimate of LTL shipments per year for 170 Commissary locations. Pg. 3, see Supplies or Services & Prices.

Q9: Is the request to be made allowing for additional fees over the estimated amount/optional time increase?

A9: This question is unclear. DeCA will pay per price per event whether above or below estimate.

Q10: Will the API documentation or technical guide for Freshop® be provided, or should we reach out to the vendor directly for that?

A10: The Contractor should reach out to NCR for any questions on the Freshop® software. NCR Point of Contact (POC's): Pedro.Ortez@ncrvoyix.com and Raffieu.Jalloh@ncrvoyix.com.

Q11: Is there a sandbox or test environment we can use during the 30-day integration period?

A11: The Contractor must ask NCR regarding testing. See Question #10.

Q12: What kind of authentication does the API require (e.g., API key, OAuth, etc.)?

A12: NCR will clarify the means for authentication.

Q13: Can you confirm the key data points we need to send and receive — like order confirmations, delivery status, and final delivery details?

A13: See solicitation “Statement of Work” page 7.

Q14: Is there a specific requirement for how quickly delivery updates need to hit the system (i.e., near real-time)?

A14: As stated in the solicitation, once the order has been placed in Freshop, the Contractor will receive and send contemporaneous order details and notifications, accordingly. See Contractor Responsibilities, 3.4.2.

Q15: Will someone from DeCA or Freshop be available during the setup window if any technical questions come up?

A15: Yes, depending on the question, DeCA may be able to assist. The Contractor should reach out to NCR for any questions on the Freshop® software. NCR Point of Contact (POC's):

Pedro.Ortez@ncrvoyix.com and Raffieu.Jalloh@ncrvoyix.com.

Q16: If DeCA switches away from Freshop in the future, will we be given notice and new specs to adapt?

A16: Yes

Q17: The solicitation references Attachment A – Solicitation Pricing Sheet but no attachment was included in the zip solicitation file released on 4-29-2025. Can the Government provide a copy of this attachment?

A17: The Attachment A – Solicitation Pricing Sheet is available with Amendment 001 on SAM.gov and Procurement Integrated Enterprise Environment (PIEE) as of May 7, 2025.

Q18: Within the solicitation and statement of work the Government requires offerors to interface through API connections to DeCA’s eCommerce application Freshop(r) within a 30-day integration period prior to the commencement of contract performance. In order to ensure success within the Government’s timeline and to answer the required technical questions under Volume II related to integration and interfacing could the Government provide the following series of technical documents to assist offerors with technical API end to end interfacing.

* Endpoints list

* Request/response schemas

* Authentication method

* Data/field mapping schematic

* Testing environment information and testing requirements (i.e. unit, functional, regression, integration, user acceptance, etc.)

* Any additional technical documents that the Government believe would assist offerors with successful interface and integration

A18: Technical information, documentation and requirements, to assist offerors with technical API end to end interfacing, the Contractor should reach out to NCR for any questions on the Freshop® software. NCR Point of Contact (POC's): Pedro.Ortez@ncrvoyix.com and Raffieu.Jalloh@ncrvoyix.com.

Inquiries related to integration and interfacing to assist offerors with technical API end to end interfacing is also available at: https://docs.freshop.com/api/v2/#overview

Q19: Will dry, refrigerated, and frozen items be comingled in the same load?

A19: The Contractor shall ensure that all mixed loads are properly secured and kept separated per their applicable temperature-controlled environments.

Q20: Is there a specific pre-cool temperature required for our trucks prior to pick-up?

A20: While there is no specific pre-cool temperature specified in the solicitation, the Contractor shall maintain a temperature-controlled environment for dry, chilled and frozen items from the time the order is picked up at the commissary through completion of the delivery. Temperature control must comply with all applicable FDA Food Code and food safety requirements from the point of pick-up at the commissary to final delivery.

Q21: Is invoicing based on a single truckload, regardless of whether only 3 or 4 pallets are being picked up? Can you provide details if the ‘value of delivery’ is freight charges or the value of the cargo?

A21: Yes. Prices are based on a per-truck delivery rate, regardless of whether the truck is full or only contains 3 or 4 pallets. Invoicing reflects the freight charge per delivery, not the value of the cargo. Invoices and receiving reports must be submitted electronically through the Wide Area Workflow (WAWF) system, as required by DFARS 252.232-7003. Please see page 12 of the solicitation for additional invoicing instructions.

Q22: Please consider this an official request that this solicitation be set-aside for Service-Disabled Veteran-Owned Small Business. If the solicitation is set aside, our plan is to submit a formal response.

A22: See solicitation page # 1, block 10

Q23: Can the Government provide the specific guidelines or regulations referenced in the SOW related to the FDA Food Code?

A23: Yes. In accordance with the Statement of Work, the Contractor is responsible for understanding and complying with all relevant FDA regulations. For more information, see the FDA’s FSMA guidance at: https://www.fda.gov/FSMA

Q24: Can the Government confirm if the volumes submitted in the Pricing sheet amendment will have multiple stops/deliveries per order? If so can the Government estimate how many stops will be required per order?

A24: Each event (order) will have one delivery location.

Q25: Can the Government provide examples of equipment types they would expect the offeror to transport local deliveries? Or would they allow the offeror to determine the equipment type based on orders received?

A25: The Government does not specify equipment types. The offeror may determine appropriate equipment based on the order’s contents (dry, chill, or frozen), provided all deliveries meet the requirements in SOW sections 3.3.2 and 3.5.1. Delivery includes pick-up, transport, and drop-off of the grocery products. See Statement of Work (SOW) Sections 3.3.2, 3.5.1

Q26: Can the Government confirm if destinations will be residential areas, other Government agencies on/near and installation or something else?

A26: Destinations may include government offices or other designated delivery points within 30 miles of the commissary. Some locations may be off the installation and not require base access.

Q27: Can the Government confirm if all orders require refrigerated services? The pricing sheet provided does not offer separate options or accessorials for a dry vs. refrigerated service so should offerors price based on all refrigerated orders?

A27: No. Per Statement of Work (SOW) Section 3.3, “the Contractor shall provide a vehicle appropriate for the size and product type of each delivery order.”

Q28: Will the Government be amending the pricing sheet to allow for pricing of accessorial services such as lift gates, stop offs, handling, etc.?

A28: No. The Government will not amend the pricing sheet. The Contractor is responsible for including all costs associated with accessorial services (e.g., lift gates, stop-offs, handling) in their proposed per-delivery pricing.

Q29: Would the Government consider adding an adjustable fuel surcharge to reflect 5-year pricing for each order?

A29: Fuel Price Adjustments will be authorized based on the average price of diesel fuel per gallon for the previous six-month period. Adjustments may be made up or down when the difference exceeds 10%. In accordance with FAR 52.216-4 Economic Price Adjustment.

Q30: Can the Government confirm that the volumes listed in the pricing sheet are notional or does the Government expect 7 orders per commissary per month?

A30: Per pricing sheet, “estimated” events per month.

Q31: Would I need to bid on all of the pick-up and delivery points listed on the Excel sheet or would I be allowed to bid on specific facilities?

A31: Pricing is to be provided for all commissary location listed on the pricing sheet.

Q32: How many times per week would an order need to be picked up from the same location per week?

Example: Fort Stewart in GA, or Fort Benning? And where would these orders be delivered to? Are there dedicated routes from one facility to another?

A32: At this time, there are no fixed pickup frequencies other than the estimates provided. Events may vary based on customer demand. The Contractor will pick up from the commissaries listed on the pricing sheet and deliver to locations within a 30-mile radius of the same commissary. The delivery locations may vary based on customer demand.

Q33: Will a standard 53 ft. dry van trailer and 53 ft. reefer trailer be acceptable for use on this contract?

All of our trailers have swing doors.

A33: Yes, as long as all contract terms and conditions are met.

Q34: Will the pickup and drop-off locations consistently be accessible and suitable for a full-sized semi-truck and trailer?

A34: The Contractor is responsible for assessing the accessibility for a full-sized semi-truck and trailer at the pick-up and drop-off locations.

Q35: Are delivery expectations limited to one truck per location per day, or should we be prepared to dispatch multiple trucks to a location on the same day?

A35: Each Event is less than full truckload. There could be more than one Event in a single day.

Q36: Will all delivery orders be issued evenly across the 17 commissary locations, or should we anticipate a higher concentration at certain locations?

A36: Some commissaries may have more frequent events and higher delivery volume based on local demand. Offerors should anticipate variation in order frequency by location. See SOW section 3.5 for additional context.

Q37: Will compensation be provided if a scheduled delivery is canceled with short notice or after the driver has arrived?

A37: The phrase “short notice” is not defined. DeCA would compensate the Contractor if the driver arrives to the Commissary in accordance with the order notification, and the Commissary provided no prior cancellation notice to the Contractor.

Q38: Are fuel surcharges permitted under this contract structure, or must s be built into the flat per-event rate?

A38: On pg. 17, ADDENDUM TO FAR 52.212-1 INSTRUCTIONS TO OFFERORS: Price shall include all anticipated costs for services (e.g., profit, transportation, labor, overhead, etc.).

Fuel Price Adjustments will be authorized based on the average price of diesel fuel per gallon for the previous six-month period. Adjustments may be made up or down when the difference exceeds 10%. In accordance with FAR 52.216-4 Economic Price Adjustment.

Q39: When submitting our bid, should we include built-in costs for potential issues such as detention time, product rejection and return, or dispatched trucks not being used? Or will there be a separate process to account for these costs post-award?

A39: Yes, offerors should include all anticipated costs—including those related to detention time, rejected product returns, and truck non-utilization—in their proposed pricing. The Government does not intend to separately compensate for these occurrences post-award. See Statement of Work (SOW) Section 2 and Addendum to FAR 52.212-1, paragraph (b)(6), for full pricing guidance.

Q40: We are an asset-based carrier company — is the government seeking carriers only for this contract, or is brokering some of the loads to local independent contractors permitted under the contract terms?

A40: Subcontracting is allowed but the Contractor retains responsibility for contract performance and compliance. Kindly reference Addendum to FAR 52.212-1 Instructions to Offerors— Commercial Products and Commercial Services (Sep 2023) paragraph (k)(2) additional information.

Q41: The example references a rate of $500 per delivery service event for Fort Gregg-Adams with three deliveries per week, equating to 156 events annually. However, the total cost is stated as $26,000, which appears inconsistent with the stated rate and frequency.

Could you kindly confirm whether the intended total should be $78,000 (i.e., 156 × $500), or if there's an alternative pricing methodology we should follow?

A41: Yes, estimated example total price $78,000.

Q42: Regarding fuel, would you prefer we submit pricing using an all-in format, or should we break it out with a separate Fuel Surcharge (FSC)?

A42: Yes, offerors should include all anticipated costs—including those related to fuel surcharge— in their proposed pricing. See Statement of Work (SOW) Section 2 and Addendum to FAR 52.212- 1, paragraph (b)(6) for pricing guidance.

Fuel Price Adjustments will be authorized based on the average price of diesel fuel per gallon for the previous six-month period. Adjustments may be made up or down when the difference exceeds 10%. In accordance with FAR 52.216-4 Economic Price Adjustment.