TDS_Market_Research_Q A _4_Apr_14.pdf

Total Delivery Services (TDS) Market Research Questions and Answers

Q.1.

PWS para: 1.1.8.2 Size Weight Limitations Please consider removing individual packages cannot exceed 300 lbs. in dimensional weight, as it would be difficult for contractors to regulate and for customers to adhere.

A.1.

Elimination of the 300 lb. dimensional limitation would widen the scope beyond what is intended for this contract. As the requirement is spelled out in the PWS, shippers have fair notice of the requirement to comply with this limitation.

Q.2.

1.1.11.1 Shipping systems

It is imperative shippers provide connection necessary for contractor's shipping systems. We suggest the following:

The contractor shall provide a shipping system (hardware and software) to accounts averaging 25 or more contract shipments with the contractor each week at no additional cost to the Government, when requested by the shipper. If the contractor provides a shipping system to commercial customer using a lesser number of shipments, the lesser number shall be used. The contractor shall have 30 days to provide shipping systems after a qualified shipper makes a request. This requirement includes delivery, maintenance installation/set‐up, and initial training required on the system. The shipper must provide a secure communication channel in which the shipping device can communicate to the carrier. The communication channel must be a high‐speed connection using DSL, cable, or fiber optic (FiOS) providers. Shippers may also connect the shipping hardware to their existing network in order to manage communications to and from the shipping device. In the event that the shipping device is connected through an existing military network, the shipper is obligated to secure the hardware using his or her own network security rules and guidelines. Shipper may install any necessary security or anti‐ virus software on the hardware to preserve the integrity of the military network. Shipper will be responsible to perform security scans, implementing required windows updates, and security patches.

A.2.

Incorporated as recommended.

Q.3.

1.1.13.3 Ordering

Customers should be advised that additional carrier or Government required U.S. export paperwork might be required to accompany the shipment.

A.3.

Incorporated as recommended.

Q.4.

1.1.16.1 Invoicing/Billing/Payment

Request consideration for OCONUS customers to pay in other currencies. This has been a frequent request under the current contract.

A.4.

Syncada accounts are initially set up for payment in U.S. dollars; allowing shippers to change to foreign currency would result in undue/overwhelming workload on U.S. Bank, DFAS, and Services’ TPPS agencies.

Q.5.

1.1.16.2 Suggest USTC include language that this contract does not support WAWF.

A.5.

As this contract also supports non‐DoD customers, the contract requires the flexibility to accommodate use of their existing payment systems which historically has included WAWF.

Q.6.

1.1.17 Suggest requirement read that the contractor shall provide either a toll free telephone service or an e‐ mail address for WWX issues.

A.6.

Customers require the flexibility to determine how they can contact the carrier based on limitations within their location (e.g. Forward Operating Bases).

Q.7.

1.2.2.1 Basic Services

Suggest changing the weight limit to 300 lbs. for all services

A.7.

The threshold of 150 lbs for domestic services is a strategic decision of the command to ensure sufficient AMC channel utilization, among other factors.

Q.8.

1.2.2.4 Delivery Commitment Guarantee

Request industry standard, which is credit/refund must be requested by the shipper within 15 days of invoice date or 15 days from ship date.

A.8.

Will maintain the 30 day requirement set in the PWS to allow high volume shipping locations (DLA, large aerial ports, and OCONUS locations) sufficient time to determine late deliveries.

Q.9.

1.2.3 Domestic Accessorial Services

Request that carriers be allowed to assess all accessorial charged commercially to WWX6. Attached is a listing of accessorials for consideration.

A.9.

All commercial accessorials were reviewed and taken into consideration in the development of the standardized accessorial listing included in Attachment 2, CLIN Matrix. If additional accessorials are requested throughout the period of performance, they will be considered by the Contracting Officer.

Q.10.

1.2.13 Ordering

We recommend current BPA verbiage pertaining to the issuance of POs be incorporated ‐ “no further purchase order documents, call order, delivery order, task order or blanket purchase agreements, etc.

are required.”

A.10.

Incorporated as recommended.

Q.11.

4.1.1 Administrative Service Charge

Current monthly SI files are “snapshots” of current activity. Actual payments by the government may vary due to service and billing adjustments. For example, the data on a report published in January may vary if the same information is pulled in March. It will not be the most efficient way to determine ASC fees several months in the future. Auditing detailed shipment data will be difficult due to the high number of transactions. This could potentially result in an inaccurate ASC payment. ASC check request approval time. Combining Domestic and International ASC fees into one payment will dramatically increase the check amount. This will require additional layers of approval, which could potentially delay the payment. We will need up to 60 days to ensure the additional approvals.

A.11.

Incorporated 60 days as recommended.

Q.12.

Definitions, Appendix 6.1 Letter/Pack – request that definition state weight limits may apply as in carrier’s commercial service guide.

A.12.

Incorporated as recommended.

Q.13.

Appendix 6.5 IGC Data Feed Requirements. Contractor should be required to report the TCN only if provided by shipper.

A.13.

Clarified Appendix 6.5, paragraph 9.a. to state, “(if provided by shipper)” after TCN.

Q.14.

The EDI transmission is a real time pre‐audited transmission; hence, shipper provided data is transmitted, not invoiced data. Invoicing occurs after the Proof of Delivery and is not in a format that can be captured by EDI. Therefore, EDI feed should be in pounds or kilos to reflect information provided by shipper.

A.14.

Incorporated “(K for Kilograms)” in paragraph 9.d. of Appendix 6.5

Q.15.

Attachment 2 CLIN Matrix. Request special lanes for Israel and other countries, as follows:

Oman Djibouti Australia (Darwin) Turkey: Incirlik and Malatya Greece: Souda Portugal: Azores island Israel Ethiopia

A.15.

Incorporated lanes for each country as recommended.

Q.16.

Request the following changes to Appendix 6.6, TDS Theaters:

Region A ‐‐‐ Remove Netherland Antilles Add ‐‐‐ Anguilla, Bonaire, British Virgin Islands, Cayman Islands, Curacao, Dominica, Guadeloupe, Montserrat, St Barthelemy, St Kitts & Nevis, St Maarten/Saint Maarten, St Martin, St Vincent, Turks & Caicos Region B ‐‐‐ Add French Guiana Region C ‐‐‐ Add Andorra, Faeroe Island Region D ‐‐‐ Change Serbia‐Montenegro to Serbia, Add Greenland, Montenegro Region F ‐‐‐ Add Bhutan, Maldives, Palestine Authority Region G ‐‐‐ Change Ivory Coast to Cote d’Ivoire, Add Algeria, Congo, Liberia, Libya, Reunion Island, Tonga Region H ‐‐‐ Add Hong Kong, Macau, Mongolia Region I ‐‐‐ Change Papa New Guinea to Papua New Guinea, Add Cook Islands, French Polynesia, New Caledonia, Samoa, Timor‐Leste, Vanuatu, Wallis & Futuna

A.16.

Incorporated requested changes to TDS Theaters.

Q.17.

1.1.2.7.2.1 Delivery Guarantee

Can you differentiate the requirement for third party payment notes and e‐bill function. For example, in Syncada we do notes but not e‐bill. Commercially, e‐bill is available for credit requests.

A.17.

EBills may be used as a supplement to charges made on original invoices. For example, an Ebill may be used as either a Charge Buyer (which results in a credit to Carrier) or Charge Seller (which results as a credit to GOV). Typically it is used for supplemental charges, refunds, and changes to an original invoice within the system.

The notes feature is used to communicate actions between Buyer and Seller and can be used for information which helps in solve the Final payment settled action. Basically a communication tool electronically vs telecon to resolve pricing. All notes are maintained electronically as a part of the record.

Q.18.

4.2 Contractor Reports

We realize the reports are a valuable tool and needed as soon as possible, but would USTC consider staggering the due date for reports to lessen the burden of compiling multiple Governmental reports with the same deadline?

A.18.

The detail report requirements for each service segment (i.e. international and domestic) have been consolidated, and only one report is due on the 19th of each month for the previous month’s activity.

Based on internal reporting deadlines, we cannot extend the date any further.

Q.19.

1.1.13.3 Ordering

Customers should be advised that additional carrier or Government required U.S. export paperwork might be required to accompany the CBL. This also applies to domestic small and freight (above 150 lbs.) shipments.

A.19.

See response to Q.3.

Q.20.

Appendix 6.2 High Volume Shipping Locations Should DLA Bahrain be added as a HVSL?

A.20.

At this time, DLA Bahrain does not qualify as an HVSL based on volume.

Q.21.

I’d like to expand the language related to Customs Clearance Processes, Fees and Accessorials within the contract. In general, the transportation rate we quote is door to door, customs cleared. We’ve had issues where special permits are required for DoD shipments, a formal entry is required which incurs additional fees, or a formal Customs clearance process or additional fees are based upon the value of the commodity. These are commodity and value dynamic and can’t readily be built into a transportation rate structure.

A.21.

USTRANSCOM will work with the carrier and internally to try to improve the vetting of new customs fees supported by appropriate documentation.

Q.22.

There are a couple of fields in the monthly report that could easily be eliminated:

‐ Theater_name ‐ Region

A.22.

These two fields have been made “N/A”. The Government will monitor the impact of this designation for additional consideration of complete removal.

Q.23.

1.1.2.5. Attempted Delivery

Request reattempts be made in accordance with the carrier’s commercial practice.

A.23.

Based on customer requirements, consignor’s need a standard of three attempts. With the diversity of shippers, we require the need to standardize terms and conditions as a matter of best value.

Q.24.

1.1.2.6. Refusal by Consignee

Request verbiage be included stating returns will be made at the payer’s expense.

A.24.

Incorporated as recommended.

Q.25.

1.1.2.7.2.1. Delivery Guarantee

Request the option of notes or e‐bill TPPS functions.

A.25.

Incorporated as recommended.

Q.26.

1.1.2.9. Addressing your package

Note telephone numbers are requested for international shipments

A.26.

Incorporated as recommended.

Q.27.

1.1.10.3. Adjustment of Shipment Weights

Please define ‘persons.’

A.27.

Revised 1.1.13.3. to specify “customers” instead of “persons”.

Q.28.

1.1.19. Customs

Please include inaccurate paperwork may result in duties/taxes, which will have to be disputed following carrier’s procedures.

A.28.

Incorporated as recommended.

Q.29.

1.2.12.1. Commercial Forms and Procedures

Please add additional documentation may be required – as with international shipments. For example, when using Government Bills of Lading.

A.29.

The PWS does not make reference to additional documentation being required under the international segment (i.e. PWS paragraph 1.1.12).

Q.30.

1.1.14. Damage or Loss

Please include declared value or replacement value/insurance.

A.30.

Replacement insurance is not offered to shippers as part of this contract.

Q.31.

Including multiple accessorials on one line of the detail report will be problematic given the anticipated volume.

A.31.

Reports were previously consolidated to streamline the reporting requirement applicable to all carriers.

Q. 32.

Confirming USTRANSCOM requests for report totals, which can be incorporated, but may not be desired by USTRANSCOM analyst.

A.32.

In terms of Appendix 6.11, Semi‐Annual Report of Sales and Revenue, report totals are auto‐populated based on a pre‐established formula. The Detail Report (Appendix 6.3) does not have a requirement for report totals.

Q.33.

Attachment 2 CLIN Matrix Expected volumes are missing. Will additional volumes be provided?

A.33.

The volumes currently in the spreadsheet are the final version that will be provided. Certain “Estimated Volume” columns are blank as we do not have access to the historical shipment information, nor do we have an accurate estimate of future shipment volume.

Q.34.

Would USTRANSCOM consider removing low volume routes (see below) to improve efficiencies?

X001BF‐Iraq to CONUS

X001CZ‐S. Korea to Germany

X001DD‐Turkey to

X001CT‐Kuwait to

X001DK‐Australia to Japan

X001DT‐Kuwait to Japan

X001CP‐Belgium to

X001EA‐Japan to S. Africa

X001EF‐Camp Marmal to

CONUS

X001CH‐FOB Fenty to

CONUS

X001CV‐Portugal to

X001EB‐S. Africa to Japan

A.34 SLINs X001EA and X001EB will be removed. All other lanes are being maintained to ensure that there is lateral capability.

Q.35.

International Transit Times Should transit times be calculated in calendar or business days?

A.35.

Business days. As indicated in Appendix 6.3, Field Seq 46, pick‐up day, weekends, holidays, and authorized delays are not counted as transit time.

Q.36.

Tab X003‐X004 International Accessorials Row 77 appears to be a duplicate of Row 76.

A.36.

Removed as recommended.

Q.37.

Declared valued assessorial should have a minimum.

A.37.

Created minimum charge as reflected by orange block within Attachment 2, CLIN Matrix.

Q.38.

Request a handling fee/CLIN for unforeseen fees or circumstances to protect the carrier from loss.

A.38.

Risks such as unforeseen fees or circumstances should be built in to offerors’ proposed all‐inclusive rate per pound.

Q.39.

Request additional CLINs for Saturday pickup/delivery for packages 151‐300 lbs. This weight range falls under a different service, which is priced differently. Please reference current WWX accessorial.

A.39.

Incorporated “Saturday pick‐up and delivery” accessorials as recommended.

Q.40.

Domestic Services Tabs Request that domestic tab services be renamed Next Day Early Morning Next Day Morning, Next Day Afternoon, 2nd Business Day, 3rd Business Day etc. to avoid use of intellectual property.

A.40.

The titles of the tabs/CLINs were derived based on the need to identify the difference between domestic or international, coupled with the time deadline for delivery.

Q.41.

Please provide the historical FY13 spend of DOMEX and WWX‐5.

A.42.

DOMEX: $82M; WWX: $87M

Q.43.

Recommend the opportunity for a carrier to charge the following accessorials: oversize, large Package surcharge and overmax.

A.43.

Added large package surcharge as recommended. Any fees anticipated associated with Overmax shall be reflected in the 151‐300 lb rate.

Q.44.

What are the estimated volumes based off of?

A.44.

The estimated volume data in the CLIN Matrix is based on FY13 data (1 Oct 12‐30 Sep 13). Volumes estimates were also calculated based on certain assumptions (e.g. drawdown in theater).

Q.45.

Will USTC provide an excel spreadsheet that allows the carriers to fill in one LVSL rate and based on the High Volume Shipping Location Discount percentage, the HVSL spreadsheet can populate accordingly based on this percentage? Is it AQ’s plan to provide that spreadsheet as part of the final RFP?

A.45.

Yes, the final Attachment 2, CLIN Matrix will incorporate this function to auto populate the HVSL rates based on the offeror’s proposed percentage.

Q.46.

Can you add a clarification on Small Package ‐ Aggregate and Large Package ‐ Aggregate?

A.46.

This contract does not incorporate small/large package size categories for aggregate shipments.

Q.47.

Cyber Security – Will USTC be deleting section 5 of Information Assurance and replace it with DFARS252.204‐7012 Safeguarding of Unclassified Controlled Technical Information? If the intention is not to replace this section, can you specify the types of information the government will be transmitting to contractors that are considered DOD non‐public information?

A.47.

USTC has incorporated clause 252.204‐7012 in the solicitation, and we will maintain Paragraph 5, Information Assurance in the PWS. Examples of information considered DOD non‐public information includes, but is not limited to, shipment frequencies, volumes, schedules, and types of cargo.

Q.48.

1.1.2.6 – Refusal by consignee – Would USTC consider adding language that states “per the carriers terms and conditions in their rate and service guide” ?

A.48.

Incorporated language stating returns will be made at the consignor’s expense to accommodate commercial practice.

Q.49.

1.1.2.7.1 – GSR – Would USTC consider adding language that states “per the carriers terms and conditions in their rate and service guide” ?

A.49.

Please see response to question Q.8.

Q.50.

FMS or Foreign Military Sales – Who is responsible for the clearance at Sofa and Non‐Sofa countries?

Non‐SOFA Countries: Is the US Embassy responsible to clear? Who is liable for the fees related to the exoneration process? Is all program supported by appointed brokers selected by the US Embassy?

SOFA Countries: Host nation requirement not aligned with DTR. Brokers process implemented by US Embassy that is putting a constraint on door to door requirement.

A.50.

The solicitation requires the carriers to facilitate all clearances. It does not delineate SOFA and non‐ SOFA countries’ clearance procedures.

Q.51.

Attachment 2 CLIN Matrix/Appendix 6.6 TDS Theaters There are countries in the CLIN Matrix that do not appear in Appendix 6.6 TDS Theaters such as Israel, Kyrgyzstan, Oman, Ethiopia, and Djibouti.

A.51.

These countries were pulled out of Appendix 6.6 TDS Theaters based to higher cost to operate;

therefore, they are shown as separate SLINs in the CLIN Matrix.

Additional Questions as of 27 Mar 2014

Q.52.

When will Industry Day be held?

A.52.

As this is a mature requirement, we do not anticiapte hosting an industry day, as this is typical for new requirements when the market is undetermined. If there are specific questions, offerors can submit them to the Contracting Officer for review and posting to all interested parties.

Q.53.

Question 4 from Market Research Questions and Answers Mandating USD is not realistic. Request that the currency be determined between the requestor and the carrier.

A.53.

Incorporated as recommended.

Q.54.

Question 35 from Market Research Questions and Answers On past Contracts, the carrier has been able to either enter an HVSL % and have the sheets be auto populated or fill it in themselves. Request this option be continued. An auto populated rate sheet may be accurate based upon rounding and it is imperative that the carrier be able to invoice the rate that is quoted.

A.54.

A formula has been input into Attachment 2, CLIN Matrix to auto‐populate the HVSL % discount.

Offerors are also permitted to manually input rates to account for rounding.

Q.55.

Question 40 from Market Research Questions and Answers In DOMEX, the delivery time was not mandated, the carriers delivered based upon their service guide delivery commitments for a specific zip code; mandating a delivery time is an unrealistic expectation.

Express carriers are not in the position to develop a new service to meet the needs of the Government.

Request the CLINs be labeled a generic time/day Next Day Early Morning, Next Day Morning, etc. and allow the carrier to use their existing network and published delivery times.

A.55.

Added the following language in PWS para 1.2.2.1: “For next‐day service, delivery is by 0800 (CLINs X005 and X010), 1030 (CLINs X006 and X011), and 1500 (CLINs X007 and X012) to most areas. Delivery to rural areas within each service level will be in accordance with each carrier’s commercial service guide.”

Q.56.

Request 1.2.11 mirror the language in 1.1.11. Specifically, The shipper must provide a secure communication channel in which the shipping device can communicate to the carrier. The communication channel must be a high‐speed connection using DSL, cable, or fiber optic (FiOS) providers. Shippers may also connect the shipping hardware to their existing network in order to manage communications to and from the shipping device. In the event that the shipping device is connected through an existing military network, the shipper is obligated to secure the hardware using his or her own network security rules and guidelines. Shipper may install any necessary security or anti‐ virus software on the hardware to preserve the integrity of the military network. Shipper will be responsible to perform security scans, implementing required windows updates, and security patches.

A.56.

Incorporated as recommended.

Q.57.

Request 1.2.13 mirror the language in 1.1.13.3 specifically 1.1.13.2. Selection of contractors/carriers to support Defense Transportation System requirements will utilize a best value approach based on determining factors such as quality of service, past performance, cost/price, claims experience, ability to perform service within stated requirements, and carrier commitment of transportation assets to readiness support. Under the best value approach, cost is not the only factor in carrier selection. Past performance factors include, but are not limited to, on‐time pickup and delivery percentage, lost or damaged cargo percentage, number of claims, and provider availability. Service factors include, but are not limited to, carrier ability to respond, routing, and ability to provide in transit visibility and commitment of transportation assets to readiness support.

A.57.

Incorporated as recommended.

Q.58.

Request 1.2.2.3 mirror 1.1.2.5 especially regarding The cost of any further disposition, or additional deliveries requested by the shipper, will be the responsibility of the shipper.

A.58.

Incorporated as recommended.

Q.59.

1.2.14. Damage or Loss.

The Warsaw Convention liability of $9.07 per lb. would apply to international shipments. What is the carrier’s liability for domestic shipments if declared value is not offered? If declared value is not offered and a shipper claims it by mistake and the package is damaged, what are the consequences? Is the carrier liable?

A.60.

Will require domestic shipments’ damage/loss be handled in accordance with respective carrier commercial guides. Revised paragraph 1.2.14. “Damage or Loss” to: “The contractor is liable for damage and loss in accordance with their Commercial Shipping Guide. All damaged shipments remain the property of the US Government.”

Q.61 Service Delivery Summary Please explain Deliver within Contractor‐stated transit time and Delivered within required service level standard transit time.

A.61 Within the international segment (PWS para 1.1.1), offerors are permitted to propose their own unique transit times; performance will be evaluated based on the offeror’s ability to meet the transit times 95% of the time. For the domestic segment (PWS para 1.2.1), offerors must adhere to the service level standards specified in the contract (i.e. next day 0800, next day 1030, next day 1500, second day and third day); performance will be evaluated based on the offeror’s ability to meet the service level standards 95% of the time.

Q.62

4.2.4 Additional Documentation: Commercially, this is not provided to other parties outside of the immediate shipper. Having a master list of all account numbers is not a fraud prevention or cyber security best practice. A mutually agreed upon data field list could be provided, though it should not include the account number.

A.62 The account information requested will be reviewed by personnel in the shipper’s chain of command.

This requirement has been requested by the Services as it will prevent the build‐up of inactive accounts, and provide the Government a clearer picture of active accounts, thus facilitating Transportation Officer management of shipping accounts on their respective installations.

Q.63

1.1.13.1 Request mirror 1.2.13 No further purchase order documents, call order, delivery order, task order or blanket purchase agreements, etc. are required during the ordering process.

Suggested language to address Call Orders: Although not required, if a Call Order is needed for internal purposes (to set up the Line Of Accounting, allocate the funding, etc.) and to have the Call Order number appear on the carrier’s invoices, then please refer to Appendix 6.12 Call Order Format. Please note TDS Carriers are not required to agree to terms or conditions beyond those agreed to in the TDS Contract. A sample document is attached.

A.63 Call Orders are not applicable to Indefinite Delivery Indefinite Quantity (IDIQ) contract – they are utilized under Blanket Purchase Agreements (BPA’s) (e.g. DOMEX). Will include the following language in both

1.1.13.1 and 1.2.13.1: “No further purchase order documents, delivery order, task order or blanket purchase agreements, etc. are required during the ordering process.”