HTC711-15-R-R004_All_Q_ _A's.pdf

Solicitation HTC711-15-R-R004 28 July 2015

Answers highlighted yellow have been revised or are new.

Question 1: Within solicitation HTC71115RR004 PWS on page 53, one of the round robin sites is to Naval Air Station, Atlanta, GA and also required pricing with expected volume of 104 runs per year. I am confused since this Naval Air Station has been closed since 2009 as part of BRAC. There is a Naval Operational Support Center Atlanta which is just a Navy Reserve Center but no Naval Air Station. Could you please clarify the requirement for round robin service to NAS, Atlanta, GA?

Answer 1: Yes, the Naval Air Station closed. Nevertheless, the Navy Reserve Center is in need of the round robin requirement.

Additional Input: Round Robin service is required for Depot Level Repairable pickups from the Defense Distribution Depot in Warner Robins, Georgia along with Repair and Return service from outlying Military entities and can include Albany, Georgia.

Question 2: My question is in regards to formatting of the proposal. I believe that you want 1 original hardcopy in a 3 ring binder with tabs separating each of the 4 ‘parts’, and 3 copies of the same, plus a CD-ROM containing each of the four parts. It says this is the RFP, but then it lists the four parts and says that it wants 1 original and 3 copies and a CD-ROM for each part. My question is which is it?

4 binders (1 original and 3 copies with a CD-ROM)

Or

16, 3-Ring binders (4 for each Part with 4 CD-ROMs

Here is what it says in the RFP on page 24.

(1) General Information:

(i) Offerors are required to submit proposals in accordance with the instructions provided below, by the due date. Offerors shall submit hard copy proposals, as well as a soft copy on CD ROM which includes all parts of the proposal. The pricing proposal included on the CD ROM shall be in Microsoft Excel format with a .xlsx file extension. Each hard copy proposal shall be separately bound in a three-ring loose leaf binder. Within each binder, tabs should be placed to separate each individual “Part” of the proposal. Staples shall not be used. A cover sheet shall be provided with each binder, clearly marked as original, copy number 1, 2, or 3; RFP number; and offeror's name. The same identifying data shall be placed on the spine of each binder to facilitate rapid accountability when placed on a shelf in a vertical position.

(A) Part I – Business Proposal (Submit one original plus three hard copies and one CD ROM soft copy), no page limitation

(B) Part II – Technical (Submit one original plus three hard copies and one CD ROM soft copy), Shall not exceed 50 pages.

(C) Part III – Past Performance (Submit one original plus three hard copies and one CD ROM soft copy), Shall not exceed 4 pages.

(D) Part IV – Pricing Proposal (Submit one original hard copy and three CD ROM soft copies), no page limitation.

Answer 2: The Government will amend the Solicitation, 52.212-1 Instructions to Offerors, to clarify a total of 4 binders and 1 CD-ROM are to be submitted. The original and each of the three copies are to be in a separate 3 ring binder. Each binder shall include a complete proposal with tabs separating each of the 4 ‘parts’ (Business, Technical, Past Performance, and Pricing). In addition, the 1 CD-ROM shall include a complete softcopy of the proposal (Parts I- IV).

Question 3: Will there be any exceptions/considerations allowed for customs delays, if any, encountered at the US/Canadian border? ( Reference in General, Section RFP Attachment 1)

Answer 3: No, all paperwork should be in order at the time of pick up. Any exceptions for delays beyond the control of the driver will be considered on a case-by-case basis.

Question 4: For shipments that are picked up with no PUD, will the transit time clock start at pickup or once the PUD is generated? (Reference PWS 1.3.2.1.2. Section Attachment 1)

Answer 4: Transit time starts at the time of pickup.

Question 5: For the Past Performance Questionnaire. The requirement is limited to (4) efforts or contracts. How should those be broken down, for example would 2 from the prime contractor and 2 from the major subcontractor be acceptable?

Answer 5: The breakdown of submissions is a business decision to be made by the offeror.

Question 6: Paragraph 1.3.2.1.2.1. states “The Contractor is responsible for the quantity of packages, not the quantity within the package”. Paragraph 1.3.2.3.1. further states the Contractor shall ensure the shipper packages all assets with the minimum packaging necessary for safe transport to ensure no damage to material during transit, including two layers of bubble wrap or equivalent materials. Bubble wrap or equivalent materials are generally used for cushioning inside the package, if the contractor is not responsible for material inside the box, how are we to know if there is adequate bubble wrap or equivalent materials?

Answer 6: The Service provider will be required to assess packed material based on its knowledge of what is acceptable for safe travel over the road.

Additional input: The origin pickup location is responsible for the packaging of material including the inner protection of items in containers and/or boxes. The contractor will be responsible for accessing packed material without opening any containers or boxes, identify any discrepancies and ensure material is safe for over the road transportation.

Question 7: Paragraph 1.3.2.1.2 says RDO/RFI pick up sites are scheduled on a daily basis, prescheduled by the ATAC office (in the form of a Pick Up Directive (PUD), or by the ATAC Dispatch.

A. What is the ATAC office and ATAC Dispatch office?

Answer 7A: The ATAC office is the Administrative portion of Hub San Diego staffed by Government personnel. The ATAC Dispatch Office is a segment of that function.

B. How do they differ?

Answer 7B: One is a subset of the other

C. Where are these offices located?

Answer 7C: At the Hub in San Diego.

Question 8: The paragraph states that the ATAC office will generate an electronic PUD, how will the ATAC dispatch office notify the carrier?

Answer 8: The carrier will be notified via eRMS or e-mail.

Additional input: The ATAC dispatch office will send an email for any Pickup Directives (PUD) it generates.

Question 9: Paragraph 1.3.2.1.2 states the ATAC dispatch function will move RDO/RFI material in accordance with the Weapons System Support repair contracts. Is there anything that the ATAC transportation contactor will need to know about the Weapons System Support repair contracts?

Answer 9: Revised: In some cases, delivery coordination may be required, otherwise, the contractor need only make the delivery.

Question 10: Also in paragraph 1.3.2.1.2 it states the carrier will identify material with a DOC ID of A2, A4, A5. Will these 1348’s associated with these DOC ID also have a project code of Z17 or is the project code Z17 only on shipments with a DOC ID of A2A.

Answer 10: All RDOs and RFIs, will have project code of ZI7 in record position 57 through 59 of the DD1348.

Question 11: Attachment 3, Past Performance Survey, is protected and will not allow the offeror to insert the company’s pertinent information. Will the government provide in MicroSoft Word format?

Answer 11: The Government will provide a word document version.

Question 12: Shoud contractors assume the instructions received from the ATAC office and/or ATAC Dispatch office to the HUBS is provided to the contractor electornically? If not, what other means can a contractor experct to receive orders?

Answer 12: Yes, the carrier will be notified via eRMS or e-mail.

Question 13: Can this data also be transmitted from the eRMS computers to the carrier’s shipping system?

Answer 13: No, the data will not go directly into the carriers shipping system.

Question14: For shipments that do move by air within the lower 48, will these be priced by spot bid as allowed per sec 1.3.1.5.3 since zone to zone pricing is based on surface movement? ( Reference PWS 1.3.1.5, & 1.3.2.3.8, Section Attachment 1 & 4 All, Pgs 6-7, 28)

Answer 14: Air shipments above 150 pounds will be priced on a spot bid and are extremely rare. Shipments below 150 pounds and below will be moved via other DoD small parcels contracts.

Question 15: It was stated in the Q&A from the Draft RFP that 9% of the (non-Hawaii) shipments move by air. What was the average weight of these shipments and what regions did they move from and to? (Reference PWS 1.3.1.5 & 1.3.2.3.8, Section Attachment 1 & 4 All, Pgs 6-7. 28)

Answer 15: Air shipment invoice data is provided in the spreadsheet titled “CONUS Air Shipments.” These are commercial air shipments that were performed from the beginning of FY15 to date. All shipments in this category were air shipped to meet a designated required delivery date. Note, one invoice does not equal one shipment.

Question 16: Is the time allowed for consolidation in addition to the transit time allowance?

(Reference 1.3.2.4, Attachment 1, pg 11-13)

Answer 16: Yes. For example, a routine shipment normally has a 13 day timeframe; six working days for consolidation plus 7 days for delivery (PWS paras 1.3.2.4.5 and 1.3.2.8). A carcass express shipment has 1 working day for consolidation plus 4 days for delivery.

Local shipments within 70 mile range will not have a consolidation period; only a 1 day transit time per PWS table para 1.3.2.8.

Question 17: The weights listed are, to the pound, the exact same weights listed in 2010 RFP, Attachment 2, through the number of shipments have changed. Thus, it seems unlikely that these shipment weights are current. Carriers bid with the expectation that the info provided by the US government is accurate and up to date. Can we get the more accurate tonnage for years 2010 through current? (Reference Shipping Weight Categories, tonnage listed in the Attachment 4, “Pricing Template”, Section Attachment 4)

Answer 17: The total estimated shipment weights have remained consistent since 2010 because ATAC has continued to move the same parts. With no anticipated change in type of cargo being moved, the total estimated weight was not revised. However the estimated number of shipments have slightly increased in the past 5 years.

Question 18: What percentage of the overall tonnage moves between the 6 main locations listed: San Diego, Norfolk, Bremerton/Puget Sound, Jacksonville, Cherry Point, and Beaufort? (Reference Shipping Weight Categories, tonnage listed in the Attachment 4, “Pricing Template, Section Attachment 4)

Answer 18: Approximatley, 34% of the tonnage originates from the nodes and locations on the east coast to the Hub at Norfolk, VA. Approximatley, 66% of the tonnage originates from the nodes and locations on the west coast to the Hub at San Diego, CA.

Question 19: Can you estimate what percentage of the shipments and/or tonnage moves as “Expedite”? (Reference Shipping Weight Categories, tonnage listed in the Attachment 4, “Pricing Template, Section Attachment 4)

Answer 19: Historically, approximately 3 % of the total number of shipments move as “Expedite” (aka Carcass Express). However, this is subject to change based upon the Government’s needs.

Question 20: Alaska is included in the PWS as a possible origin/destination, but there is no from/to Region 10 (Alaska) pricing fields in the “Pricing Template”. Please consider adding. (Reference Shipping Weight Categories, tonnage listed in the Attachment 4, “Pricing Template, Section Attachment 4)

Answer 20: After further consideration, Alaska has been removed from the PWS.

Question 21: Will the contractor be allowed to stage empty 53’ trailers at the Hub? At the Node?

Answer 21: The contractor will be able to stage no more than two 53’ trailers at the Hub sites. Staging is not allowed at the Node locations.

Question 22: Will the government allow a site visit at a hub and/or node? Also will the government provide a demonstration on the use of the eRMS.

Answer 22: A site visit will not be provided as each site is configured differently. The ATAC Business Rules and ATAC Process Flow are being provided for additional information.

Question 23: Can the government provide the past 7 years historical data for air freight shipments to include the following: description of packaging (boxes/cartons/crates/pallets), dims weight, and carrier(s) for each route of specific service levels of transit time required? (Reference Draft RFP Solicitation)

Answer 23: Air shipment data is provided in the spreadsheet titled “CONUS Air Shipments.” The Government is unable to provide the detailed package descriptions as it is not available in a report. The subcontracted carriers used for the current contract will not be provided.

Question 24: Can the government confirm if the pricing proposal should be FULLY BURDENED RATE? (Reference Solicitation Document)

Answer 24: Proposed rates should be fully burdened with the exception of the listed accessorials, local runs (within 70 miles), and Round Robin routes which are flat rates. The local runs and Round Robin route rates should include fuel.

Question 25: What is the primary Freight Class of these shipments?(Reference pricing sheet)

Answer 25: The Freight Class is 11790 general aircraft parts.

Question 26: Should contractors assume the instructions received from the ATAC office and/or ATAC Dispatch office to the HUBS is provided to the contractor electronically? If not, what other means can a contractor expect to receive orders?

Answer 26: Yes, the instructions are provided electronically via email.

Question 27: Can this data also be transmitted from the eRMS computers to the carrier’s shipping system?

Answer 27: No, the data will not go directly into the carriers shipping system. Refer to appendixes D & F.

Question 28: The pricing template provided as LTL will these be part of the consolidations? In other words, does the history shown reflect shipments after consolidation?? Or before as single orders.

Answer 28: Shipments are presented as both individual and consolidated moves.

Individual shipments would be reflected as material picked up within a local area pickup.

The material then can be consolidated at a Hub for further transport.

Question 29: Can the CO provide the percentage of the tender for instance: 35% Less- Than-Truckload shipments and 65% Truckload shipments be confirmed? If so, would the Truckloads being quoted only be the Round Robbin moves?

Answer 29: The percentages listed are correct based on historical data. Round Robin rates are included in the 65%.

Question 30: Can the CO provide at a minimum the Origin/Destination pairs for the shipments over 2,001 pounds so we and our carriers can identify where the shipments would be moving to/from?

Answer 30: The Government is providing six months of shipment data with this posting.

Question 31: For consolidations, we assume they are to one destination and not multi stops? Please clarify (Reference PWS para 1.3.2.4 & 1.3.2.4.2, Pg 11-12)

Answer 31: No, they are not limited to one destination, but possibly more within the same region.

Question 32: Will the government allow the winning contractor to set up EDI feeds from eRMS to the contractors commercial TMS for the following data fields:

For Pickup Directives in eRMS:

a. Manifiest Number

b. Lead TCN/GBL

c. Carrier Tracking NR

d. SCAC Code

e. Pickup UIC

f. Pickup RIC

g. Pickup Address

h. Pickup Phone

i. Pickup email

j. Document Number

k. Priority

l. Weight

m. Cube

n. Dimensions

o. Schedule Pickup Date

p. Exp Ind

q. Haz Ind

r. Nomenclature

Answer 32: No, the Government retrieves contractors Proof Of Shipment/Proof of Delivery information from the contractors web portal in the file format cited in Appendix D.

Question 33: Is it possible to get an idea of the schedule or expectation of these round robin runs? (PWs para 1.3.2.1.10, pg 11)

Answer 33: The round robin runs are cited in appendix E and are listed as Repair and Return Sites. It is typical of these sites to require twice a week pickup and delivery.

Question 34: Para 1.3.2.2.1 of the PWS states “Material that does not need additional packing and has already been screened (DOCID BC2, BQD, BEI, BMD, A5_ (Appendix C)) should be sent to shipment preparation. Material that requires additional packaging or crating should be sent to packing, and material not screened (DOCID BC1 or left blank) should be placed in 'On Hand Received' for later screening by the resident government agent.” This seems in conflict with Para 1.3.2.3.1 “The Contractor shall examine all cargo and reject any items or shipping material if packed in an inadequate or unsafe manner.”

Our interpretation of all of section 1.3.2.3 is that when items are screened by the driver during local pickup an item would be refused by the driver if not properly prepared for shipment. However, para 1.3.2.2.1 indicates that items at the hubs when screened would be sent to a government section at the hub for “additional packaging and crating” possibly meaning the local pickup driver is to pick up all ATAC eligible items, (no matter of packaging) and return them to the hub for screening and proper packaging for shipment.

Can you clarify this for the San Diego and Norfolk hubs as well as all nodes?

Answer 34: Material that is collected by the Contractor will be refused if material is unsafe for transport or unprotected with adequate packaging for transport. If a triwall of freight or a Multiuse container (MUC) is collected the driver is only accountable for the number of assets matching the number of documents on the pickup directive or manifest. Once a triwall or MUC is received at a Node or Hub with a BC1 Doc Identifier it will be turned over to the Government personnel for screening and packaging. If the entire pickup is in a triwall or MUC and labeled with a Doc Identifier of BC-2, BQD,BEI etc., it will be retained by the Contractor for further possible consolidation with other outbound shipments to help achieve truckload weights and rates.

Question 35: Is the data transferred from the eRMS to the contractor’s tracking website entered manually or via an automatic interface? If the data is transferred electronically, how is it transmitted, in what format?

Answer 35: No, the contractor is responsible for maintaining and updating tracking information from their web portal or web services for all shipments. The contractor shall provide a URL that points to the contractor’s web portal which contains the tracking details and can be accessed without requiring a userid or password. The URL will be configured in eRMS as a hyperlink. eRMS is made available to the contractor to retrieve Pick Up

Directives and post Proof of Shipment/Deliver (POS/POD) when necessary. POS/POD information will otherwise be accomplished by EDI where the Government will retrieve the data from the contractors web site as outlined in the PWS Appendices F and D.

Question 36: The contractor is required to pickup, consolidate, and deliver freight to the nodes. Is there space at the nodes for the contractor to consolidate shipments?

Answer 36: The Contractor is not required to consolidate freight at the node sites;

Government personnel are responsible for consolidation at the node locations.

Question 37: Will the Contracting Office consider an extension to the proposal deadline?

This would allow ample time for more detail on the breakdown of the current data and have better pricing applied to the offer?

Answer 37: Amendment 1 was posted to FedBizOps on 10 June 2015. Amendment 2 solicitation new due date for questions to be submitted by 13 July 2015 at 5:00 pm CST.

The new proposal due date/time has been extended until 22 July 2015 at 2:00 pm CST

Question 38: There are still pending questions in order to be able to price the proposal accurately and interested bidders are still waiting for answers, effectively, we will not be able to review them all at in a timely manner as we continue to wait answers. Without a doubt, because of these delay in answers and taking into account the complexity of the procurement, an extension is necessary. Unless the answers themselves require further clarification, then changing the proposal submission date to 30th of June should give offerors sufficient time to adjust their respective proposals?

Answer 38: Amendment 1 was posted to FedBizOps on 10 June 2015. Amendment 2 solicitation new due date for questions to be submitted by 13 July 2015 at 5:00 pm CST.

The new proposal due date/time has been extended until 22 July 2015 at 2:00 pm CST.

Question 39: Please explain the rationale that distinguishes the Release Value of shipments weighing under 15,000 pounds and shipments 15,000 and over. Reference PWS paragraph

3.9.2 and 3.9.3

Answer 39: The PWS has been revised to reflect langauge very similar to language published in the Military Freight Traffic Unified Rules Publication-1.

Question 39A: Based on the above PWS Paragraphs it is conceivable to have two different shipments of the same high value commodity where one shipment could weigh 2000 pounds and one could weigh 15,000 pounds. If both shipments were destroyed, the release value of the 2000 shipment is $50,000 (2000 X $25) and the release value of the 15,000 pound shipment is $37,000(15,000 X $2.50). What is the reasoning for the disparities between the release values?

Answer 39A: The PWS has been revised to reflect language very similar to language published in the Military Freight Traffic Unified Rules Publication-1.

Question 40: Can we see know all the interested bidder?

Answer 40: No.

Question 41: Please clarify as the rates are to be FULLY BURDEN, not including office space and furniture in accordance with PWS, so if now we have to provide on-site office facility furniture, it is additional expense that we need to address?

(This questions references previous question and answer posted dated 5-28-1015, Appendix I, GFP/Equipment Listing, based on this, we are to assume no office GFP will be provided to support the succesful offeror at the Norfolk Hub? Why does the San Diego Hub provide office space and furniture and Norfolk HUB does not)?

Answer 41: Space is provided at both Hubs. The Government Furnished Equipment for each Hub is provided in the PWS. Offerors must determine whether the equipment and space provided is sufficient based upon their approach to performing the requirements of the PWS.

Question 42: Industry Day will there be one? It would be most beneficial to Navy ATAC and Bidders if there were an industry day giving us a chance to speak with the incumbents, see the facility in which we will be staffing, and have a chance to see how the daily services are presently being handled.

Answer 42: No, a site visit will not be provided as each site is configured differently. The ATAC Business Rules and ATAC Process Flow are being provided for additional information.

Question 43: Are we restricted to only using DOD approved transportation providers? If so, what is the procedure for the transporter to be approved on the DOD list? ( Reference PWS para 1.3.3.9, Pg 19)

Answer 43: Yes, we only use DoD approved transportation providers. All providers who are not DoD approved must contact ATAC San Diego for instructions.

Question 44: In responding to this bid solicitation; we understand the 4 parts as stated;

where should FAR responses go- examples: Page 13- FAR Clause 52.222-50 Multiple references to contractor requirements; Page 20- FAR 252.243-7002 paragraph (b) showing a name and title for certification of support.

Answer 44: All documents requiring signature or completion by the offeror are to be submitted as part of the Business Proposal.

Question 45: May offerors submit their Quality Control Plan as a separate Part (i.e.volume) from their Technical Proposal? If so, would one original plus three hard copies and one CD ROM soft copy suffice? (Reference PWS para 1.3.1.2 within Attachment 1, Page 5, para 1)

Answer 45: The Quality Control Plan is to be submitted as part of the technical volume, but may be provided as a stand-alone document or appendix to the technical volume.

Question 46: Please confirm Total Estimated Weight for this section specific to Weight Category 500-1999. It appears to be out of synch with accompanying weight categories within the same region as well as surrounding regions. ( Reference Pricing Section Region 4 to Region 1 within Attachment 4, Base year 1 and 2, Cell E125).

Answer 46: The Government is providing six months of shipment data with this posting.

See attachment Shipment Report Analysis-Six Months.

Additional Input: Referencing the Pricing Section, Attachment 4 - Region 4 to Region 1, has been corrected to 183,693 as weight.

Question 47: Based on the RFP, it appears that the Fuel Surcharge will not apply to the local pickups or the round-robins. Given that, the pricing would be fixed for the 5 year duration of the contract and not be adjust for any changes in market. Is this correct? ( Pg 72-73)

Answer 47: No. Local pickup and round robin rates are subject to the GII adjustments listed in the solicitation.

Question 48: Can you provide the freight class of the freight that will be moving and/or data including shipment counts, dimensions, weights from shipments over the past year?

This is information is vital to be able to determine accurate costs.

Answer 48: The Freight Class for the preponderance of the shipments is 11790 general aircraft parts. The Government is providing six months of shipment data with this posting.

Question 49: For air, local pickup/deliveries, and round robin pricing, how will there be an adjustment for fuel over the period of the contract if the fuel cost is included in the fixed price?

Answer 49: Local pickup and round robin rates are subject to the GII adjustments listed in the solicitation. Air shipments are rare and will be placed on a spot bid basis.

Question 50: Ref the PWS 1.3.2.8.1.1 p. 14 Transit Times What does "cleared daily from AMC terminal" mean. Is the cargo available to the contractor, daily? Or is it customs cleared?

Answer 50: All cargo will be picked up from the Air Mobility Command terminal at Travis AFB, CA and Norfolk NAS, VA on a daily basis. The items do not require customs clearance.

Question 51: Please provide a historical annual requirement for engine moves. Due to the significant cost of moving engines, the solicitation doesn't offer an ability for the contractor to price separately.

Answer 51: For FY 14, ATAC moved 1,151 engines and engine modules throughout CONUS (not including Hawaii and Alaska). We are anticipating an increase in volume by approximately 150 more engines and modules for FY16.

Question 52: You make mention of contractor help at the node sites. Is there a requirement to provide contract labor at the nodes? If so which nodes would be included in that requirement? (REF PWS 1.2.2 and 1.3.2.1.11)

Answer 52: Contractor support is not required at the nodes.

Question 53: The following is an excerpt from page 24 of the eRMS user manual:

Shipment Manager is the newest module of eRMS which improves the process of creating/tracking shipments for eRMS processed items, including Classified Shipments. It is connected to the FedEx, UPS, Pilot, DHL, Miramar (CONUS only), DB Schenker and NAC commercial carrier systems. We are currently phasing in Miramar Transportation (MIRG) (via Pilot) as a carrier for CONUS Shipments. Shipment Manager is available to any user who possesses a valid eRMS user account. Shipment Manager uses ATAC transportation account numbers (which is coordinated with ATAC San Diego).

Benefits of using Shipment Manager:

• The direct integration of eRMS manifest data and commercial carrier systems will eliminate issues associated with the manual transfer of eRMS data into the separate commercial carrier systems and provide the commercial carrier AWB (and other required documentation) automatically.

• Automatic posting of Proof of Shipment - All shipments processed via Shipment Manager will provide automatic POS posting based on information received through our commercial carrier system integration.

• Automatic posting of Proof of Delivery - All shipments processed via Shipment Manager will provide automatic POD posting based on information received through our commercial carrier system integration.

• Centralized visibility of tracking information - Shipment Manager provides visibility of the status of the shipment tracking no matter what carrier is used.

Will the successful bidder be allowed the same level of integration as the current contract holder (Miramar)?

Answer 53: Yes

Question 54: Could you please provide specific volume going to/from Alaska, and where does this originate from going into Alaska, and where is freight from Alaska destined to.

(Ref PWS para 1.2.1)

Answer 54: After further consideration, Alaska has been removed from the PWS.

Question 55: What are all Node site addresses. (Ref 1.2.2)

Answer 55: See below addresses:

HAWAII:

ATAC Node Pearl Harbor 1025 Quincy Ave Bldg 479 Dept 430 Pearl Harbor HI 96960

NORTHWEST:

NAVSUP FLC PUGET SOUND ATAC

BLDG 1030, FARRAGUT AVE

BREMERTON WA 98314-5000

NAVSUP FLC EVERETT

2000 WEST MARINE VIEW

EVERETT, WA 98201

EAST COAST:

NAVSUP FLC Jacksonville ATAC

BLDG 110, DOOR 29

YORKTOWN AVE

JACKSONVILLE, FL 32215-5000

NAVSUP FLC JAX DET ATAC Mayport

BLDG 1520 MAYPORT NAVAL STATION

MAYPORT FL 32228-5000

Question 56: In order to meet the original bid submission deadline - all 4 of my past performance surveys have been submitted - without the word format - since we did not have it. I have received your acknowledgments to put in my bid.

Am I understanding now that I must go back to these sources and require them to submit again or can the documents already received be acceptable without detriment to my bid ?

Answer 56: No you do not have to resubmit anything.

Question 57: What volumes have historically been shipped by Cost-reimbursable contractors? (Ref 1.2.3)

Answer 57: None. This was not a requirement under the previous contract.

Question 58: Can you provide a list of all UICs that originated or shipped under the ATAC contract in the last year, with addresses?

Answer 58: See spreadsheet titled “FY14 Pickup and Delivery Locations.

Question 59: Please provide a copy all reports submitted in the last 6 months of the existing contract. (Ref 1.3.11)

Answer 59: The Government is providing six months of shipment data with this posting.

Question 60: When does the CO file a claim for a missing POD, and how have claims been satisfied. (Ref1.3.1.1.1.2)

Answer 60: ATAC dispatch office or the Contracting Officer Representative will notify the contractor of a claim.

Question 61: How often has the CO made a determination allowing DOD cost-reimbursable Contractors to utilize the services under this contract? (1.3.1.4.1)

Answer 61: None. This was not a requirement under the previous contract

Question 62: Please confirm the definition of a shipment. Is it based on shipment origin and destination (1.3.1.5.2) or consolidation of all items picked up with 70 miles or a hub/node and/or delivered within a 70 mile radius of a hub/node (and how does multi day consolidation affect shipment definition)? (para 1.3.1.5.2)

Answer 62: PWS Paragraph 1.3.1.5.2. will be revised. A shipment is any move to a single destination. Multi day consolidation allows for maximizing weight break levels to achieve most cost effective rates under the contract.

Question 63: Will the contractor be using Government supplied software and hardware to determine whether an item should be excluded from the program? (Ref 1.3.2.1.1)

a. If materials are accepted in error, how and where should the contractor return the shipment to the government

Answer 63: Excluded items are cited within the PWS. If accepted in error material will be delivered to the nearest Hub for turn over back to government

Question 64: How do you define an electronic copy of the document, and how do you expect this electronic record to be signed? (Ref 1.3.2.1.2.1)

Answer 64: The contractor will need to save a copy of all DD1348’s that are signed, stamped and dated and have an electronic image that can be forwarded to the customer via email.

Question 65: How should the contractor determine which pieces not to accept if the volume of items exceed the quantity cited on the DD1348? (Ref 1.3.2.1.2).

Answer 65: The Contractor should accept all material that has associated documentation.

Question 66: When items are picked up within the 70 mile radius, how will the contractor determine whether the item is for POT, Direct, or to ATAC? How will the consolidation apply for these pickups? How is a chargeable shipment defined? How is the contractor notified, and by what time, of a pick up at an on-call site? (Ref 1.3.2.1.3)

Answer 66: The information will be printed on the 1348 or Manifest. The Contractor can work directly with the customer to schedule times. The Contractor will be notified via phone call or email by the requiring activity. The contractor and the requiring activity will workout a schedule based on the requring activities requirements and operational commitments i.e. For example, If a ship request a pickup prior to going out to sea they can arrang a schedule time with the contractor that is best for the ship.

Question 67: Are the round robin routes the same as repair and return sites? If not, what are the repair and return sites? The first three routes are not indicated as on call or daily pick up or other. What is the expected frequency for these routes? (Ref 1.3.2.1.4 per appendix E)

Answer 67: The repair and return sites are identified in the second table of Appendix E.

Appendix E has been updated to reflect the expected frequencies.

Question 68: Are DRMO shipments charged independently from other ATAC shipment, consolidations or other pickups/deliveries within the 70 miles radius? (Ref 1.3.2.1.8)

a. If DRMO rejects any material, is the return delivery also a chargeable shipment?

b. What is the volume of DRMO shipments, and to what points?

Answer 68: No.

Answer 68(a): The Government coordinates the shipment with DRMO prior to the shipment request so material will not be rejected. Contractor does not move DRMO material except from San Diego or Norfolk Hubs. The ATAC Hubs will schedule these moves once the Government determines a truck load of freight is on hand. These are charged as local area pickup or delivery rates.

Answer 68(b): Volume is unknown since DRMO moves are considered as local area pickup or delivery type moves. DRMO material is only moved from the Hubs.

Question 69: If more than one 53' van is required for local service, is the contractor allowed to charge for each additional van utilized? How is capacity of the van determined, i.e., if a van is making pick up and deliveries in an area of the 70 mile radius, and time does not allow it to perform all required services (as opposed to space), is it allowable to charge for the second vehicle?

a. If a 28' truck is utilized, and a second 28' truck is needed, is this a chargeable event?

b. If a flatbed is sometimes required, is this a chargeable event?

Answer 69: Yes.

Answer 69(a): Local area pickups should be based on a daily rate for a 53’ trailer.

Answer 69(b): A flatbed is not considered specialized equipment therefore normal rates apply.

Question 70: At which locations is the contractor required to have personnel? (PWS 1.3.2.11)

Answer 70: Only at the hubs -- San Diego and Norfolk.

Question 71: The PWS states a manifest lists documents. This paragraph says receipts will be on a one for one basis. Does the receipt of items into ERMS distinguish between in inbound shipment on a manifest verses individual document receipt?( 1.3.2.2).

a. What is the requirement for entry into Erms when multiple assets are packaged in one box (container or pallet)?

Answer 71: Yes, eRMS does distinguish the difference. The individual document will have the final destination address, however, it will still go through the transshipment process and the contractor will be able to consolidate the items and ship to destination. See PWS Appendix F, Carrier ERMS Processing Requirements.

Answer 71(a): Each individual document is required to have its own receipt and scanned into ERMS. If ten assets are on a pallet or inside of a container all ten items require a receipt posting in ERMS. The contractor can post each receipt DD-1348, or post the receipt by manifest number and all the items listed in the manifest will be updated automatically.

Question 72: Does freight originating on deferent days, but consolidated together, need to be charged as one shipment? In these instances, is it possible that items can be separated from the original eRMS shipping manifest?(1.3.2.4.1)

Answer 72: No, manifested material must remain intact until proof of delivery. A shipment is charged when material is moved from point A to point B.

Question 73: In your example, where might the 1348 for an item from Seattle be destined?

Would there be a chargeable shipment from Seattle to San Diego? And then a new document created to move the asset from San Diego to Zone 2? Or would the original document show the destination as a Zone 2 location? If so, how should the contractor bill for the movement from Seattle to San Diego?(1.3.2.4.2)

Answer 73: If item is designated as a direct manifest it will move to final destination as a single charged move. If material moves to San Diego for reconsolidation then the move from Seattle to San Diego is one charge and the move of the reconsolidated material to final destination is a separate charge.

Question 74: If the contractor utilized TDS contracted carriers, would the contractor pay the negotiated government rate or would the TDS carrier bill the government directly? If the contractor pays the TDS carrier directly, can the contractor pass on the actual TDS carrier rate? (1.3.2.4.4)

Answer 74: The PWS has been revised. When a shipment weighs less than 150 pounds and cannot be consolidated with other shipments while still meeting the required delivery date, the Government may direct the shipment to be moved via the Total Delivery Services (TDS) contracted carriers. The contractor’s role will be to simply enter the shipment details into the ordering system of the TDS contractor identified by the Government. The TDS carrier will bill the government directly.

Question 75: What is the basis for evaluation of consolidations? (Ref 1.3.2.4.5)

Answer 75: Consolidation is establishing the best weight break category based on destination to allow for full truckloads.

Question 76: If the contractor must close the shipping manifest daily, and must delivery all shipments be made intact as on the manifest, how can the contractor consolidate items over more than one day? (Ref 1.3.2.5.1)

a. If the manifest is used in lieu of each DD1348-1A, how can the contractor be responsible for an individual document, since only the manifest is signed?

Answer 76: The Contactor can consolidate material over a parameter number of days then create the manifest when ready to schedule a shipment. ERMS allows documents to be added to a manifest, see PWS Appendix F Carrier ERMS Processing Requirements, (documents ready to ship).

Answer 76(a): DD1348-1A are required for each asset/document on a manifest. Per PWS 1.3.2.1.2.1, Contractor shall perform a piece count and validate with the manifest count and when verified, sign the manifest provided by the shipper for each document which will provide a signature proof of receipt (POR) to customer directly.

Question 77: Are transit times based on the final shipping manifest date (if an item is consolidated with freight picked up on a later date, and moved from the original Erms shipping manifest) or the date a specific item is initially manifested. (1.3.2.8.1.1).

Answer 77: Times are based on date of proof of shipment from government to contractor.

Question 78: The last sentence is not complete. Specifically, what should follow “The Government may require” (1.3.4)

Answer 78: The PWS has been revised to remove the partial sentence.

Question 79: Is the contractor required to provide in transit tracking by eRMS manifest reference, or by specific TCN number listed on the manifest.(1.3.4.1)

Answer 79: By manifest number.

Question 80: How many contractor personnel are currently utilized at each Hub and node.(3.7)

Answer 80: Each offeror must determine the number of personnel required at each Hub in order to satisfy the requirements of the PWS.

Question 81: Are all the sites listed in Appendix E either Hubs or Nodes? If not, which are which?

Answer 81: No. San Diego and Norfolk are the only hubs. The other sites listed in Appendix E are Nodes and associated pickup locations, but is not an all inclusive list.

Question 82: Please list all pick up locations with the 70 mile radius for each site in Appendix E. What frequency are assets picked up from each site?

Answer 82: Pickup locations are listed, the frequency is based on Pick Up Directives provided to the carrier and can be coordinated by the contractor and the local customers.

Question 83: Regarding Appendix F and G, there are many eRMS screen details. Can the contractor download and update eRMS information electronically(including manifests, POR, POS, POT, Error Correction, Carrier tracking information, etc), or must this entry be done via the eRMS interface? The only specified electronic update in Appendix G is for POD information.

Answer 83: All transactions should be done using e-rms interface.

Question 84: Regarding Appendix I, can Contractor use the data collected from the government furnished scanners for direct transfer into Contactor’s software systems? If Contractor opts for other equipment to be used at government sites, can this equipment be stored on site?

Answer 84: Yes, contractor can capture data from provided equipment or the contractor can opt for the use of their own equipment as long as data feeds remain uncorrupted.

Question 85: Regarding Appendix M, this is assumed to be used by other Contractor’s looking to utilize ATAC transportation services. How many Contractors currently use this service, where are they located and what are the shipment profiles for these contractors?

Answer 85: Yes. None. This was not a requirement under the previous contract.

Question 86: In our best-known knowledge, every ATAC solicitation over the last 25 years has included one or more site visits, in part because of the unique requirements under this RFP. Will a site visit be arranged prior to the submission of responses for this RFP? If not, why is this felt not to be necessary now when it always was prior?

Answer 86: A site visit is not scheduled but additional information has been provided to give insight to offerors.

Question 87: Can the government provide the past 1 year or 6 months of historical data for LTL, FTL, and air freight shipments to include the following: description of packaging (boxes/cartons/crates/pallets), dims, weight, and carrier(s) for each route, weight break of each service level required? (Ref RFP Solicitation)

Answer 87: No.

Question 88: Can the government provide the specific positions required at each locations;

San Diego, CA and Norfolk, VA? (Ref RFP Solicitation Document)

Answer 88: Each offeror must determine the number of personnel required at each Hub in order to satisfy the requirements of the PWS.

Question 89: Can the government confirm if the Air Freight portion in the pricing table should exclude or include fuel surcharge and accessorial?

Answer 89: Air rates should be all inclusive as there is no separate fuel surcharge for air shipments.

Question 90: Can the government verify that the offeror is required to price only the Base year 1 and 2 and that the government will calculate the prices for Option years 1-3 and the six month extension as stated? Therefore, is it the governments expectation that CLINs 1001, 2001, 3001 and 4001 of the 1449 will be submitted without pricing from the offferor? ( Ref 1449, P27 para B and C)

Answer 90: Yes, offerors are to only provide pricing for Base Years 1 and 2. The Government will calculate the rates for the options years as described in the solicitation.

Question 91: Please define what is mean by Carcass Express.( Ref Attachment 1,-PWS, Section1.1.1 Background)

Answer 91: Per PWS Appendix B, Carcass Express is defined as: A Depot Level Repairable that is not ready for issue and has limited availability in the supply pipeline. These items shall be expedited. May also be referred to as Carcass Constrained.

Question 92: Will the US government provide a Power of Attorney to the ATAC III contractor to allow the contractor to file for customs entry for shipments from Canada?(Ref Attachment1-PWS, Secttio8n 1.3.2, Task Area 2 Transportation Services)

Answer 92: The Government will provide a Power of Attorney if needed to elimiate customs delay unless instructed otherwise by the Navy Office of Counsel.

Question 93: If the ATAC III contractor utilized DOD Total Delivery Services contracted carriers, are the TDS carriers billing the US government directly for its services, or will the TDS carriers bill the ATAC III contractor?(Ref Attachment 1- PWS, Section 1.3.2.4.4 DOD Total Delivery Services)

Answer 93: See Response to question #74

Question 94: Does the government anticipate allowing complete EDI between the contractor’s systems and the eRMS shipment manager system? Doing so will minimize data input errors and reduce labor costs. (Ref Attachment 1-PWS, Section 1.3.4 Information Technology)

Answer 94: Yes, the Government anticpates the contractor to have EDI capability.

Question 95: Due to the extension granted by you for the RFP response, is there an adjustment in the timetable for transition and implementation for the incoming contrator?

( Ref PWS 3.10 Start of Contract Transition)

Answer 95: Yes.

Question 96: Should a government shipper decide to declare and establish a cargo liability for an amount greater than $50,000 and $150,000 respectively, how will the contractor be informed of such valuation and subsequent coverage?

Answer 96: The PWS will be revised to remove the requirement for additional liability amounts.

Question 97: Amendment 02, published a spreadsheet with shipment analysis. The heading on the spreadsheet was titled Location/product, Weight Level, Numbers of shipments and Total Weight. Can the government provide the specific addresses to the locations cited on the spreadsheet? From the information provided, It is impossible to determine the exact address for some of these locations.

Answer 97: See spreadsheet titled “FY14 Pickup and Delivery Locations.

Question 98: Are these locations in the spreadsheet pickup points or delivery locations?

If these are pickup locations, will the government provide delivery locations and vice versa.

Answer 98: The locations in the Shipment Report Analysis spreadsheet represent the pick up points. The Government provided estimated shipment volumes between regions in the Pricing Template.

Question 99: The heading on the spreadsheet is location/product. There is no product information on the spreadsheet. Will the government provide information on the product being shipped? Along with the shipment weight, number of shipments will the government provide the National Stock Number or the federal stock class of the items, plus the dimension of the each item being shipped?

Answer 99: The spreadsheet heading is referring to the product category such as RDO, not a specific product (i.e., engine). The products shipped under this contract vary as identified in the PWS. The Government provided estimated shipment volumes between regions in the Pricing Template. The NSN will not be provided for each item being shipping however, the majority of parts being moved are aircraft parts.

Question 100: What are the 4 Letter codes beside each location? Can the government provide the definition of these codes?

Answer 100: The four letter code identfies the Transportation Account Code associated with that particular shipment. Shippers may use a specific TAC for a particular product category.

Question 101: Please confirm or clarify responses to questions #12,#13,#32, #53, #83, and #94. Based on these responses, we have assumed the following:

a. Government expects to pull data from contractor’s system

b. We can expect to receive emails of PUDs/Manifests

c. We will have the same level of manual access to eRMS Shipment Manager ( but no system-to-system interaction, just manual re-typing of data)

Answer 101(a): Yes.

101(b): Yes.

101(c): Yes, eRMS transfers the shipment data to eRMS SM, including manifest number etc, and also posts POS to eRMS and is all automated. There is no retyping, if any data needs to be entered all documents are barcoded and can be scanned into any system.

Question 102: This is in regards to Q&A #46. Can the Government provide the city-pair data for the provided data?

Answer 102: The Government provided estimated shipment volumes between regions in the Pricing Template.

Question 103: For the Weight Level data for 2000lbs-UP, we are assuming that the majority of these shipments are comprised of multiple items per shipment (e.g. multiple pallets/shipment) vs single, heavy individual items (e.g. engine). Please confirm.

Answer 103: Yes, that is correct

Question 104: In regards to air shipments to and from Hawaii, does ATAC define oversized shipments as per PWS 1.2.4? Commercially, the rule of thumb for air shipments are those exceeding 119” in length, 84” in width, or 63” in height are considered oversized. ( Reference PWS 1.2.4)

Answer 104: For the purpose of excluding overdimensional air shipments from this contract, overdimensional air shipments are those that exceed 396 in length, 125 inches in width and/or exceeds 63 inches in height. However, the contractor may be required to provide justification for air shipments over 119 inches in length, by 84 inches in width, and 63 inches in height, but less than 396 inches in length, 125 inches in width and 63 inches in height.

Question 105: Are there allowances for positional weight for oversized shipments similar to what is applied in CAT A II (4100 lbs. per position)?(Reference PWS 1.2.4)

Answer 105: No.

Question 106: In response to Q&A #69, Please confirm that the contractor can bill ATAC at the quoted daily rate (for each extra…