QA (Courier Services RAF Lakenheath).docx

Q&A V2 09/02/2025

1. I just wanted to ask if there is an incumbent contract or contractor associated to the requirement. If any, please provide the contractor's name and contract number.

Current contract number: FA558721P0002 Contractors name: 3H Couriers

2. Is the Proposals due date no later than August 22, 2025 or August 29, 2025?

August 29th 2025 FOLLOW-UP: Proposals deadline has been extended and will be due September 12th 2025

3. We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?

See answer 1

4. Can I just check when the final CQ submission date is please?

See answer 2

5. There is mention of other items. Would this be equipment and if so is there a maximum size? This will bare impact on the size of vehicle required.

Maximum size of equipment or supplies would be the size of a triwall 48x40x36 inches.

6. There is no mention of Passenger transportation. Can you confirm the taskings do not include the transportation of persons?

no passenger transportation is needed for this requirement

7. Is there a Permittable Operating Distance for the locations detailed as NHS or Private Hospitals?

The max distance will be RAF Menwithhill which is 200 miles from RAF Lakenheath. These services are not needed often but do occur.

8. Can you confirm if any of the cargo being transferred will require the vehicle to be ADR certified? (we assume the volumes requiring ADR will be either under threshold or only require placards at most) Volume of cargo being transferred are typically under the threshold needed for an ADR for vehicle however it may be required for some transfers.

9. Are the times of operation stipulated taking into consideration the potential need to travel between Lakenheath and Colindale Hospital (London) and or other Private Hospitals? Routine deliveries need to be completed NLT 1630 to RAF location. The courier can adjust their start time as long as they meet the required delivery timeline.

FOLLOWUP: So do the runs down to London or the Private Hospitals also need to take place between 14:00 and 16:30? Or is it possible to collect samples etc from Lakenheath or Mildenhall earlier in the day for transit to locations further away like London or Menwith Hill?

Early pickup is possible. Please arrange it with the warehouse department. Information will be provided after the contract is awarded.

10. Does the sufficiently packaged statement include any items that require refrigeration?

There will be items that require refrigeration/temperature sensitive handling.

11. Should the alterations substantial, will there be an opportunity to submit a REA.

REA’s are addressed as they are filed not prior to any submissions or before award is made.

12. Is it correct that the contractor staff will be required to hold IATA accreditation?

Yes

FOLLOW UP: We understand the ADR driver element but with IATA being transportation by air, unless the contractor is expected to act as a certifier, we are unsure where the IATA element comes into play? Are you able to elaborate.

No, the contractor staff will not require IATA accreditation.

13. Will the contractor have access to the Air Force ADR and or IATA classes?

No

14. Can you confirm if we will be paid on actual miles done or the fixed volume referenced?

Actual mileage will be billed monthly.

15. Can you please confirm who will be responsible for the cost of fuel?

The contractor will be responsible for fuel.

16. What is the response time for the 24 hour call out?

1-hour FOLLOW UP: Is this 1 hour to be at Lakenheath or Mildenhall from the time of the call?

Yes

17. Do you have historical statistics for locations served and call outs requested?

RAF Alconbury & Croughton are served every day. London is serviced once per week.

FOLLOW-UP: Is this supposed to read Lakenheath and Mildenhall served daily, and London served once per week?

We do not have a regular schedule for London. London is an “as needed” location. The vendor will most likely go to Lakenheath Mildenhall around three to four times per week depending on the needs of the government.

18. Is there a current operator and if so will TUPE apply to current staff?

While the US Government recognizes the relevance of the UK TUPE regulations and the availability of related information to companies, the responsibility to provide TUPE information rests solely with the transferor (i.e., the incumbent contractor.) Accordingly, the US Government is not responsible for any associated TUPE liabilities, to include indemnification, that may transpire between contractors

FOLLOW-UP: Do you have a contact POC for the incumbent contractor in order that we can contact them for TUPE data? A google search of 3H Couriers in Brandon brings up a taxi company.

This will be provided to the awardee upon conclusion of the solicitation evaluation.

19. Would it be acceptable to appoint Management from other contract as POC's?

Because this contract will be based on miles rendered, all management costs will be considered overhead and at vendors discretion.

20. Will the Government provide items in ready-to-transport packaging, or is the contractor expected to supply overpacks/transport boxes? If so, please confirm specifications.

The packages will already be boxed up and ready to be delivered & if the courier does not have a cooler the government will provide one.

21. Will the Government provide ADR-compliant specimen overpacks, or must the contractor procure them? Additionally, is there an estimated volume of specimens transported weekly/monthly?

Yes, 5-10 monthly.

22. Could the Government clarify the expected response time standard for urgent, out-of-hours courier requests?

Expected to pick up from the requesting facility within 1 hour and delivered immediately thereafter.

23. Will detailed route/location information be provided during the 30-day orientation period, or must the contractor source this independently?

The contractor will source this independently, but the information can be given by the government if needed.

24. Is it acceptable to use multiple vehicles based on availability during the on-call service?(Multiple vehicles may be used.

Yes.

25. Section 2.4 requires documentation to validate certification to transport items identified in paragraph 1.2. Could the Government clarify which specific certifications are required (e.g., ADR training for clinical specimens, medical courier licensing, etc.)? Our subcontractors have general NHS medical courier capability, but we seek confirmation whether ADR certification is mandatory.

The ADR is not mandatory.

26. PWS Section 2.6 (Service Delivery Summary) outlines thresholds such as ‘no more than 3 validated complaints per year’ and ‘no more than 3 discrepancies per year.’ Could the Government please clarify how a ‘validated complaint’ and ‘discrepancy’ will be defined and measured? Additionally, could you confirm the expected response time standard for urgent/on-call services to ensure compliance?

Expected response/pickup time should be 1 hour for urgent & within 24 hours for on call services.

27. Please confirm whether the contractor is expected to provide only 2.5 hours of daily service (1400–1630), or whether additional availability is required beyond that period for routine or ad-hoc runs.

It is as needed not a window of service.

28. Could the Government clarify whether a Government-provided courier app/system will be used for recording collections, or should the contractor propose their own Proof of Delivery/tracking system?

Both are Preferred.

29. Will the Government provide a courier app for collections, or should the contractor propose its own POD/tracking solution?

The contractor should propose their own tracking solution.

30. Could the Government define the expected response time (Service Level Agreement) for urgent courier requests (e.g., 30 mins, 2 hours)?

Urgent picked up within 1 hour.

31. Please confirm whether the Government will provide ADR-compliant specimen overpacks (Packing Instruction P650), or if the contractor must procure these. Could you also provide an estimated weekly/monthly specimen transport volume?

As needed bases.

32. Will the Government provide HazMat authorization forms and SDS templates, or is the contractor responsible for initiating this with Bioenvironmental Engineering?

We can provide Haz authorization or SDS when requested.

33. The PWS references eCMRA. Could you confirm if this system is still current, or has it been replaced by SPOT-ES or another platform?

eCMRA was discontinued in June 2020. The new system is SPOT-ES and Sam.gov