03.31.11 - Preproposal Conference Record.pdf

31 March 2011

RECORD OF PRE-PROPOSAL CONFERENCE

SOLICITATION NO. HTC711-11-R-W001, OVERPACKING & TRANSPORTATION OF

PERISHABLES

1. A preproposal conference for solicitation HTC711-11-R-W001, Overpacking & Transportation of Perishables was held at 2:00 PM on Thursday, 31 March 2011 in Rockwell Hall at Scott AFB, IL. The conference was provided to potential offerors and interested parties for the purpose of outlining the requirements in the solicitation and answering questions. A list of attendees is included as an attachment to this document.

2. Jason Logsdon opened the conference and proceeded to brief the information presented in the powerpoint slideshow. The following were significant pieces of information presented:

A. Offeror must be a Civil Reserve Air Fleet (CRAF) participant and maintain CRAF status for the duration of the contract.

B. Overpacking facility must be within 20 miles of San Francisco, CA.

C. The Service Contract Act (SCA) is applicable and the specific requirements for compliance are identified in FAR 52.222-41.

D. Offerors are permitted to submit up to four past performance references. These references shall be the same as the four references that submit past performance survey.

E. The deadline for accepting past performance surveys is 15 April. The proposal due date is 18

April.

F. Potential offerors were advised to read and understand the solicitation in its entirety. FAR

52.212-1, 52.212-2, and the addendums provide the specific information on what is to be submitted in the proposal and how the Government will evaluate the information.

G. The unit prices proposed by offerors in Attachment 1, Price Schedule, shall be all-inclusive rates.

3. The following were questions received during the conference:

Q.1. Are offerors required to provide their Taxpayer Identification Number (TIN) in Part I, the Business Proposal section?

A.1. This question was generated because of an inconsistency between the presentation slide which suggested that offerors submit their TIN while the solicitation documents does not state this requirement.

(NOTE: This inconsistency has been removed from the slides posted to FedBizOpps to prevent further confusion). To answer the question, no, offerors are not required to provide their TIN in their proposal.

Offerors should make sure their information, including their TIN, is current and correct in the Central Contractor Registration (CCR).

Q.2. Is the CRAF requirement for the base year only?

A.2. No, the CRAF requirement is for the duration of the contract.

Q.3. Is a late delivery considered a cold-chain failure?

A.3. No. A cold-chain failure is defined in PWS paragraphs 3.5.1 and its subparagraphs. A late delivery will be factored into the provider’s on-time delivery of shipments for which the performance threshold is 95% on-time identified in the Service Delivery Summary.

Q.4. When is a delivery considered late?

A.4. A delivery is considered late if delivery occurs after the stated delivery window provided in the schedule.

Q.5. Previous questions have been submitted regarding the transit times for some Guam and Korea deliveries. Has the Government given any consideration to changing these transit times?

A.5. The Government previously revised some of the transit times for shipments to Guam and Korea.

The revised transit times are reflected in the delivery schedule in the Performance Work Statement’s delivery schedule provided with the official solicitation.

Q.6. With fluctuating fuel prices, will the Government consider revising the terms of the solicitation to change the EPA adjustment and include a fuel surchage mechanism?

A.6. The Government reviewed this request. However, this contract will not incorporate a fuel surchage.

4. This concluded the Q&A session. The conference ended at 3:00 PM.

ATTACHED:

List of Attendees

ATTACHMENT – LIST OF ATTENDEES

Name Organization Jason Logsdon USTRANSCOM TCAQ-CI Brecker Martin Atlas Gail Nakamura Able Freight Services Ted Pendleton National Air Cargo Michael McVeigh McEll Services Dave Ellison McEll Services Rob Cranston UPS Tom Kerner UPS Lynda Ciaruffoli USTRANSCOM TCAQ-CI Jim Haggerty FedEx Julie Caputo FedEx Paul Gregg Commodity Forwarders Inc.

Robert McQueston Delta Ken Jones Panalpina Mary Berggren AMCS Jim Dineen AMCS Jackie Stepka USTRANSCOM TCAQ-CI