Q&As_DRAFT_RFP__2.pdf

Q# Topic RFP #2 Document &

Para Context / Questions Answers

1 RFP 52.212-3

Please confirm these should be located in the Business Volume?

IAW FAR 52.212-1, Instructions to Offerors -- Commercial Items, Offerors are to submit the requirements of FAR 52.212-3 Offerors Representations and Certifications --Commercial Items, electronically via www.sam.gov. Therefore, there is no additional requirement for paper submission of the offerors representations and certifications in Volume I -Business Proposal.

2 RFP 52-212-1

Currently the past performance volume is 20 pages inclusive of the consent letters. We hereby request that you remove the consent letters from the page count so that there is enough space to be able to write the references to all of the requirements and evaluation criteria.

The Government has revised the language to exclude the consent letter from the page count.

3 Transition Appendix A Will TRANSCOM define which locations comprise the first 25% of the implementation blocks or will the prime be able to select/establish these?

The Prime will select and establish the locations and implementation plan. The 25% is the minimum transition threshold.

4 DPM Phase-In Appendix A, 3.1 For DPM shipments, what is the pricing and invoicing process after transfer?

All requirements under GHC will be priced and invoiced IAW, Attachment 2, Pricing Rate Table and PWS, Appendix F, Ordering, Invoicing & Payment Procedures. DPM under GHC will not mirror DPM in the current DP3 program.

Weight Estimate Accuracy Report

Appendix B, B.11

Current issues with weight estimates are driven by service members providing inaccurate figures or simply saying that their shipment is whatever their weight entitlement.

Holding an entity to a restriction of 10% difference is unrealistic.

Weight estimates should be provided by the Contractor, utilizing industry standards in determining them. One option could be a pre-move survey. This requirement is in line with 49 CFR section 375.405(8) and the Federal Motor Carrier Safety Administration (FMCSA) commercial standards.

6 U.S. Flag Compliance Appendix B, B.8

If USTC has made the decision to turn this over to a single source why are you looking to track the transportation costs from ocean carriers. Today a rate is filed by a TSP and either accepted or refused by USTC. Efficiencies of the TSP can lead to profits, but efficiencies gained or contracts might be held against a single source.

PWS, Appendix B, para B.10 has been revised to remove "transportation costs" from the report requirement.

7 Claims Appendix E, 11.1

How can the government legally terminate storage, and then 60 days later undo that action? When the government-paid storage is terminated, from a legal perspective that means that the contractor and the government no longer have legal responsibility for the shipment, and it has become a commercial storage lot between the warehouse and the property owner. The warehouse must then take legal steps to handle that shipment under local requirements, as it no longer is an interstate shipment. Once that transfer of responsibility has occurred, there is not a legal basis under the local Uniform Commercial Code to claw it back.

This language has been removed from Appendix E.

8 Claims Appendix E, 20.3 Why is the time period for locating missing items reduced to 30 days from delivery, when the timeframe for filing a claim of processing a claim longer?

Tracer actions and warehouse searches should be completed within 30 days. Processes such as obtaining repair estimates estimates may take longer especially during peak season.

9 Claims Appendix E, 9.1

The requirements don’t identify what is to occur when mold or mildew are identified prior to packing of shipment. Most companies will not move a shipment to a location for inspection, they will stop loading due to the risk of contamination of other shipments within trailer or possibility of future contamination.

PWS will be modified to specify that the contractor shall notify the customer, the servicing Military Claims Officer (MCO), and the responsible OO who will authorize the appropriate testing if mold is suspected. The contractor is responsible for arranging for all testing and/or mitigation.

10 EPA Calculation Appendix G

BAF is not specifically mentioned or included in Appendix G - EPA language, nor is BAF specifically included in the EPA example calculation. Can the Government please explain in detail how changes in ocean bunker fuel are accounted for in the EPA calculation?

Ocean bunker fuel is accounted for in Deep Sea Foreign Transportation of Freight. Deep Sea Foreign Transportation of Freight is 22% of the EPA outlined in PWS, Appendix G.

11 EPA Calculation Appendix G Fuel price for per shipments weighing up to 5000 lbs appears to be incorrect, please confirm the draft includes one too many leading zeros?

There was a clerical error and it has been corrected.

12 EPA Calculation Appendix G

The FSC formula in Appendix G is drastically different than the current formula for FSC. We did some samples using current and future calculations and found an 80% reduction in fuel costs with the new formula. An 80% reduction in fuel for drivers will impact their decision on which business lines they haul. Was the impact on drivers for this decrease in FSC considered?

The fuel adjustment process was restructured to more closely compensate the driver for the actual amount paid for fuel.

13 EPA Appendix G USTRANSCOM contracts traditionally have a currency adjustment. This appears to be an oversight. Will it be added in? If not, how will the contractor be compensated?

No, this contract will not have a currency adjustment. The contractor will be compensated by the applicable dollar price contained in Attachment 2, Pricing Rate Table.

14 Fuel Rate Adjustments Appendix G, 2 Is FRA applicable for Alaska and Hawaii as it is in the current environment?

No. FRA for all locations under GHC will be in accordance with PWS, Appendix G, EPA Schedule, which is different than the current environment.

15 Fuel Rate Adjustments Appendix G, 2b Rand McNally Mileage Guide 2019 should be Rand McNally Mileage Guide Version 19.

Appendix G was updated with Rand McNally Mileage Guide Version 19.

16 Fuel Rate Adjustments Appendix G, 2e Is FRA applicable for delivery into/out of storage? If so, what is the date used to determine the billable FRA amount?

The FRA will be applied on miles which are based on the origin zip 3 to the destination zip 3. NTS sites are considered origin and destination points when applicable. The date used to determine the billable FRA is included in Para G.2.5. of PWS Appendix G.

17 Data Elements Appendix H How are the data elements to be provided to the government?

The contractor shall provide an electronic and/or hard copy document(s) as appropriate via systems integration. Reference PWS Para 1.2.2.2.

18 Data Elements Appendix H, Attachment, Tab 4

Are all data elements required for every request? For example, not all elements are relevant to SIT.

No and PWS, Appendix H was updated to clarify the requirement.

19 Data Elements Appendix H, Attachment, Tab 4

Which of the elements on Tab 4 need to be updated by the Contractor following shipment completion?

PWS, Appendix H was revised for clarity. Tab - 1 now lists all standard documentation elements and Tab 4 - Excessive Costs, includes the required documentation . The contractor will be required to support their excess cost determination (e.g.

unauthorized location, multiple lots, over weight entitlement.)

20 Data Elements Appendix H, Attachment, Tab 4, Row

Under crating requests, how is information for multiple crates submitted?

Information will be submitted for each crate requested through the Prime's system to flow into MilMove for approval.

21 Data Elements Attachment 10, Historical Data

On GHC RFI data requests, are the crating numbers reflecting the number of shipments with crates, or the total number of individual crates for the reporting periods?

The total number of individual crates for the reporting period.

22 Pricing Attachment 2 What mileage will be used on Alaska shipments if CWT/Mile format applies to this market

The origin and destination Zip3s will be used to calculate the mileage when the per cwt per mile format applies.

23 Pricing Attachment 2 - Pricing Rate Table

If the contractor may invoice and be paid for services already performed for a cancelled pickup, will the Government compensate for services already performed for a cancelled delivery? This is primarily a need for storage shipments that have already been prepped for delivery.

The contractor is authorized to invoice for services performed as stated in the task order (as modified), provided the contractor performed IAW the PWS scheduling and delivery requirements.

24 Invoicing Attachment 2 - Pricing Rate Table

How is the contractor to price special solicitation or One Time Only shipments for locations not listed in Attachment 2, Tab 3e?

Reference Attachments 2a and 2b. The Government has defined all countries and territories which are contained in either a standard or non-standard (Tab 3e) rate area using a world map.

Therefore, all locations are covered in the Pricing Rate Table and offerors should price accordingly.

25 Pricing Attachment 2 - Pricing Rate Table

What are the two points to be used to calculate shuttle mileage? Per the answer to question 112, one point is the residence. Is the second point the point at which the shuttle is loaded or the point at which the shuttle was picked up/rented.

Shuttling is now priced as a single rate per cwt based on 1 of 4 origin and/or destinateion service areas and is no longer based on mileage.

26 Pricing Attachment 2 - Pricing Rate Table

Will the government consider allowing bidders to provide a separate price for accessorials? Without this, contractors will have to add costs to every order versus only applicable orders.

No. The only accessorials that will be priced separately are the ones identified in tab 5a of Attachment 2, Pricing Rate Table.

27 Pricing Attachment 2 - Pricing Rate Table, Alaska

We noticed Alaska (Zone 1-4) was previously part of OCONUS pricing tabs under the first draft, and in the latest draft, Alaska was consolidated under a single line item, and now part of Domestic tabs. Is this accurate, and why was this changed? Since there may be a water component between Alaska and Seattle to include Kodiak and there’s no ocean related tab on the domestic pricing template, it doesn’t fit the domestic pricing model.

Yes, this is accurate. The pricing table was updated to match how it is done today.

28 Pricing Attachment 2 - Pricing Rate Table, NTS Packing Calculation

How will the transportation provider be compensated for NTS Unpacking services? NTS Unpacking is not included in the Pricing Rate Table calculation.

NTS unpacking upon delivery is a destination unpack. Domestic unpack, which includes NTS unpack, is priced on tab 2c of Attachment 2, Pricing Rate Table.

29 Pricing Attachment 2 - Pricing Rate Table, Other Calculations Tab

Shuttle and Crating costs differ greatly from country to country. Will the government publish a cost per country?

No, the Government will not post cost data.

30 Pricing Attachment 2 - Pricing Rate Table, Tab 3d

HHG and UB are not specified in the international pricing template for SIT rates. Does one set of SIT rates apply to both HHG and UB?

Yes, one set of SIT rates applies to both HHG nad UB.

31 Pricing Attachment 2 - Pricing Rate Table, Tab 3d

Rates are solicited for Delivery out of SIT 50 miles and under on a per CWT basis, and over 50 miles on a per CWT per mile basis. For shipments delivering over 50 miles, does the per CWT rate for 50 miles and under apply PLUS the over 50 miles per CWT per mile rate? Or should the over 50 miles per CWT per mile rate include the total miles (the first 50 miles plus the additional miles)?

The over 50 miles per CWT per mile rate includes the total miles.

Example: if you are going 60 miles, you will get the over 50 mile rate for all 60 miles.

32 Pricing Attachment 2 - Pricing Rate Table, Tab 5a

External crates (i.e. ATV's, riding lawnmowers, motorcycles, hot tubs) can be more expensive than $1,000.

Does this total crating limit apply only to internal crating costs?

The $1,000 crating limit applies to external crating. The following language was added to Attachment 2, Pricing Rate Table: Items that can stand alone (such as motorcycles with more than two wheels, ATVs, jet ski with trailer, trailers, etc.) are limited to a maximum of $1,000.00 per crate.

33 Pricing Attachment 2 - Pricing Rate Table, Tabs 3b, 3c, 3d

Rates are solicited for Saudi Arabia but currently only 2 agents have access to the base and we are told the Saudi Arabian Ministry of Defense will not issue base passes to any other companies. The 2 agents with base access negotiated rates with USMTM and are paid locally in Riyadh. How will Riyadh be handled under GHC?

The GHC contractor will be responsible for global end to end relocation services and will therefore be required to establish relationships with subcontractors capable of securing performance for all service areas.

34 Data Elements Attachment 2, 1a, Row

There is a reference to Item Code 210A/B/C, which are 400NG item codes. Will these item codes continue to be used?

No. Reference has been removed.

35 Pricing Attachment 2, 1a, Row

Within SIT Pickup/Delivery it states "Linehaul charges will be based on the mileage between the origin pickup address and the destination delivery address. " Why is linehaul defined within section on SIT Pickup/Delivery?

Sentence referenced has been removed.

36 Pricing Attachment 2, 1a, Row

"Linehaul charges will be based on the mileage between the origin pickup address and the destination delivery address." This may contradict the answer to question 92 where it stated the points are defined on the task order.

Sentence referenced has been removed.

37 Data Elements Attachment 2, 1a, Row 12/14

Why is item code 210A the only option for origin delivery into SIT?

Reference to 210A has been removed.

38 Data Elements Attachment 2, 1a, Row 12/14

There is a reference to (0-30 miles), while all other references have been changed to 50 miles. Is this correct?

The reference to 0-30 miles has been removed.

39 Data Elements Attachment 2, 1a, Row

Why does Destination Full Unpack only state non-peak ("all non-peak season unpacking costs ")? Is there a difference between peak and non-peak?

Refeence to "non-peak season" has been removed.

40 Data Elements Attachment 2, 1a, Row

SIT Pickup / Delivery >50 Miles (per cwt per mile) section refers to current program domestic 400NG items codes (210 A/B/C) within an international pricing section.

Is this correct?

Reference to 400NG item codes has been removed.

41 Data Elements Attachment 2, 1a, Row 4 Does the weight used to determine fuel surcharge include MOTO or BOTO if present on the shipment?

FSC is applied to MOTO and BOTO shipments that are moved under the GHC contract

42 Pricing Attachment 2, 1a, Row 4

It is stated to use Rand McNally for specific distance based items (for example shuttles). How would you calculate those mileages when they are within the same Zip3, since Rand only calculates from Zip3 to Zip3?

Reference Attachment 2, Pricing Rate Table, Tab 2b.

"Application of SIT delivery in / out is governed by the Rand McNally Mileage Guide 19 unless move is within the same Zip3, at which point distance measurements will be determined by DTOD standards."

43 Data Elements Attachment 2, 1a, Row

It appears "5c - Price Escalation Discount" is incorrectly labeled. Should it be 5b?

Yes, it should be 5b. Change has been made.

44 Data Elements Attachment 2, 5a In paragraph 2 and 3 "all external crating" is referenced.

Why are external crates specified rather than all crates?

The $1,000 crating limit applies to external crating. The following language was added to Attachment 2, Pricing Rate Table: Items that can stand alone (such as motorcycles with more than two wheels, ATVs, jet ski with trailer, trailers, etc.) are limited to a maximum of $1,000.00 per crate.

45 Data Elements Attachment 2, 5a

Is the $1000 crating limit intended to be applied per shipment or per crate? There are several instances where a shipment may have more than one crate, and often times, those crates, especially if for larger items, such as a motorcycle, will be at or exceed $1000 per crate alone.

The $1,000 crating limit applies to external crating. The following language was added to Attachment 2, Pricing Rate Table: Items that can stand alone (such as motorcycles with more than two wheels, ATVs, jet ski with trailer, trailers, etc.) are limited to a maximum of $1,000.00 per crate.

46 Pricing Attachment 2, 5a "domestic shuttle service for UB will be subject to a 3 cwt (300 lb.) minimum when shuttle service is applied and charged." Should reference to "domestic" be removed?

Yes, the refrence to domestic has been removed.

47 Data Elements Attachment 2, Guide to Pricing Template Tab, Row 8

There is a reference to a 1c tab, but there is not a tab 1c. Reference to 1c tab has been removed.

48 Pricing Attachment 2, Tab 3a, b, c

Please clarify whether or not the international ocean freight is to be included in the shipping/linehaul price or to be billed separately to the government?

Ocean freight will not be billed separately.

49 Pricing Attachment 2, Tab 4a Given the seperation of shipment management services from counseling services please clarify that when each charge will apply for the various transaction types.

PWS Appendix F, Orders, Invoicing and Payment Instructions clarifies the procedures for invoicing for each service provided, to include shipment management and counseling services.

50 RFP--SB

Attachment 8 - Small Business Subcontracting Plan

Please clarify the sample goal and how the percentages are allotted. Currently the subcontracting to large and small businesses only adds up to 90%. The other small business subsets (SDB, WOSB, etc.) are included in the small business goal. Should the Small Business goal be 40% in the example. It is misleading as currently written and conflicts with the methodology used by the Government in other procurements.

To answer the question regarding the sample, the total Small Business Goal is 40%. Of that 40%, 30% is to any small business and then the additional 10% could come from other various small business programs (i.e. Section 8a, HUBZone, women owned, service disabled veteran owned).

51 RFP - POP

CLIN 0001 and Ordering Clause

The ordering clause on p. 52 indicates that orders may be issued beginning January 1, 2020, but CLIN 001 on p.37 indicates the base year POP begins on October 1, 2020.

Please clarify when the contractor will begin receiving orders.

These values have been updated to reflect an expected 15 Apr 2020 award date. The Government may issue orders for Transition Services starting 1 May 2020. The Government may begin issuing orders for household goods moves starting 1 February 2021.

52 Pricing Draft Industry Questions

- Q102

Answer indicated that pricing guide was updated to remove references to radius, however the term is used in numerous places in Attachment 2 - Price Rate Table. We suggest removing all references to radius if intent is highway miles.

All references to radius have now been removed.

53 Weights Draft Industry Questions

- Q178/Q180

Q180 states that contractor can update weights if there is a new item, but Q178 states that the contractor is responsible for weight exceeding the 10% even if a member adds an item after the pre-move survey. Which is correct? It appears there is a contradiction between the answers to these 2 questions.

The contractor is responsible for providing accurate weight estimates. However, an item identified as a new item that was not part of the original estimate will not count toward the 10%.

54 Weights Draft Industry Questions

- Q179

Please clarify the deadline for providing final weight estimates to the government that would be used to limit costs that are above 10%. If the estimates are provided only on the monthly report, there will be times when the weight estimate is submitted after the shipment is completed.

The PWS will be modified to clarify the estimated weight must be provided to the government and customer prior to pickup

55 Billing Draft Industry Questions

- Q194

In the current environment, invoices may be submitted daily, or even multiple times per day. What is the rationale for limiting invoice submission to bi-weekly?

This requirement has been revised and the contractor is authorized to invoice upon completion of the services performed.

Reference PWS, Appendix F.

56 Pricing Draft Industry Questions

- Q98

What is the effective date to be used to determine applicable rates for invoicing purposes? For example, in the current DOD HHG program, dates used to determine which tariff cycle or peak/non-peak are not the actual shipment pickup dates, but the originally requested pickup dates at the time the shipment is awarded.

Rates will be effective in accordance with the Period of Performance reflected on the task order.

RFP - Liquidated Damages

FAR 52.211-11

How were the claims liquidation rates determined? When would liquidated damages be applicable under this program? If a member isn't happy with the settlement and goes to MCO, MCO finds the settlement fair, is there still a settlement fee charged to contractor?

The liquidated damages rates were determined based on information obtained in an internal Government study.

Liquidated damages IAW FAR 52.211-11 will be applied in instances where the contractor failed to adjudicate a claim under the contract by their own negligence or service failure. If an MCO finds the transferred claim was not transferred because of the contractor's own negligence or service failure, liquidated damages will not be assesssed.

58 RFP FAR 52.212-1

Answer to question #64 indicates that RFP Addendum to

FAR 52.212-1, INSTRUCTIONS TO OFFERORS,

COMMERCIAL ITEMS General Information (D) was revised, but the text does not reflect the revision. Please confirm that use of smaller point Times New Roman for tables, figures, and diagrams is acceptable as long as it is readable.

The language was updated.

59 RFP FAR 52.212-1

Question #65 asked "Are 11x17 foldouts allowed for large graphics and tables? Do they count as one page or two?"

The answer indicated the RFP was updated, but the text does not reflect a revision/answer to the question. Please advise whether 11x17 fold-outs are allowed and, if so, whether they count as one or two pages.

52.212-1 Instructions to Offerors has been updated to state that proposals shall be submitted on 81/2 x 11 inch paper. Therefore 11 x 17 foldouts are not permitted.

60 RFP

Foreign Currency Exchange

Foreign currency is not specifically listed in the Appendix G - EPA language. Further, there does not appear to be any indices listed in the EPA that address any OCONUS costs, which would include foreign exchange. Can you please explain in detail how changes in foreign exchange are accounted for in the EPA calculations? Without a clear understanding of the calculation, offerors will be forced to account for currency fluctuations in their TEP, increasing the cost to the Government over the term of the contract.

As example, over the past ten years the US dollar has fluctuated 30% against the Euro.

There will be no currency adjustment on this contract.

61 Pricing General

Can the selected Move Manager charge the DoD based on the submitted rates and pay their supplier/subcontract an amount potentially lower than the rates submitted? In other words, allow the Move Manager to earn a commission or spread for the services they are performing instead of the carrier under this delivery model.

The GHC contractor is contractually bound by the fixed prices in Attachment 2, Pricing Rate Table. The terms of the prime contractor's subcontracting agreements are its own business decisions.

62 Performance Bond General Will there be a requirement for performance bonds in the GHC contract when it is a current requirement under Tender of Service agreements?

No.

63 SCA General Comment

Does the required wage change every time the truck passes through a new jurisdiction? If the required wage is based on the origin of the shipment, what if the truck includes multiple shipments with different origins?

Please contact the Department of Labor for answers to how the Service Contract Act applies.

64 Claims General Question Please provide the DPS data to support the current program claims experience (frequency, severity, settlement time) by shipment type for CY 2017 & 2018?

That information is not something the Government is able to provide due to how claims filing and settlements occurs.

Pre-solicitation Conference

General Question Please confirm there will be a RFP meeting at Scott Air Force Base before or just after the official RFP is released? If so is there an estimated date for this meeting?

The Government will conduct a Pre-Proposal conference on 28 August 2019 from 8:00am – 4:30pm at the Drury Inn & Suites located at 1118 Central Park Drive O'Fallon, IL 62269.

66 USC Language PWS

I believe that the reference to “USTRANSCOM’s ocean contracts” is specifically referencing the Universal Service Contract 08 or 09? I am not sure which is the contract currently in place. Are there any other ocean contracts available for use under the GHC? I ask this since “contracts” (plural) is used.

The reference to USC has been removed.

67 USC Language PWS Is the current USC and the rates associated with it publicly available?

The reference to USC has been removed.

68 USC Language PWS

If those rates a not public information, how can a bidder make educated rate determinations since the future contractor will be considered an authorized USC user? A bidder will need to know what ALL aspects of the ocean transportation and associated services (accessorials) are included in the contract and….at what rates.

The reference to USC has been removed.

69 USC Language PWS

If an entity that is an approved contractor under the current USC and is a potential bidder on the GHC, don’t they have a significant advantage over other bidders that are not privy to the USC rates?

The reference to USC has been removed.

70 USC Language PWS

Is USC 08 or 09 currently in effect? When rates change in the USC will the GHC contractor be able to adjust their rates accordingly as they will have no control over the rates contained in the USC…..unless they are also a bidder on that contract as well???

The reference to USC has been removed.

71 IT PWS

Per IT System requirements for the GHC are included in the draft RFP, Attachment 1, PWS, please advise exactly which systems will require integration with contractor system?

While the specific IT system has not been named, the requisite IT requirements have been identified in order for an offeror to provide a proposal.

72 IT PWS

Please advise point of contact for above systems or incumbent contractor which maintains the system, so potential bidders may gather the technical specifications of said system and determine costs associated with required integration.

While the specific IT system has not been named, the requisite IT requirements have been identified in order for an offeror to provide a proposal.

73 IT PWS - IT System Is there an Interface Control Document and will one be provided for each system the contractor is required to integrate with?

Not at this time.

74 Pricing PWS, 1.1

Please explain the difference in scope between Shipment Management Services vs Counseling Services. The PWS

1.1 Scope of Work describes both management and

counselling within the one paragraph. Furthermore Attachment 2 tab ‘Mgmt, Coun Trans calc’ shows that Shipment mgt volume mirrors Counseling Services yet 2 different fee amounts are asked for suggesting 2 different scopes/requirements. Please explain the difference and when or if one covers another?

Shipment Management Services includes all services required of the GHC contractor to manage a household goods shipment except for Counseling Services and Transition. Counseling Services includes all services outlined in Attachment 1, Performance Work Statement, paragraphs 1.2.5.2 and 1.2.5.2.1.

Defense Personal Property Program (DP3) Performance History

PWS, 1.2.1.3.1

Will there be a list of entities that have been disqualified or revoked from the DP3 program, to include SIT/NTS facilities along with SCAC’s, within the last 3 years be listed so that bidders will have common knowledge about who they cannot use? What are the ground rules for disqualification/revoke status? If a company that currently has a SCAC and a facility providing SIT/NTS services and their SCAC is revoked for falling below the current MPS model would they be able to be used as a subcontractor for the contractor under this contract?

A list of entities that have been disqualified or revoked will be provided. The contractor shall ensure no entity that has been disqualified or revoked from DP3 within 3 years of move execution date is utilized for work performed under this contract.

Small Business Utilization

PWS, 1.2.1.3.2

The section states: “Only the amount not further subcontracted down can be applied and reported at each tier.” Please clarify how this works and provide an example. Is the intent that if at least 40% of the contract value gets to a small business at some point then the vendor is compliant?

As long as 40% of the contract dollars are subcontracted to small business at one of the first three tiers, the contractor will have met his requirement. For example, a total of $100 was spent on a move. The prime contractor did $20.00 worth of work and then subcontracted $80 worth of work to a large business. That large business then did $40 worth of work and then subcontracted $40 worth of work to a small business. That small business did $20 worth of work and then subcontracted $20 worth of work to another small business. The total amount of dollars subcontracted to small business at the first three tiers was $40 of the $100, which meets the 40% requirement.

77 IT PWS, 1.2.2

Confirm that the IT System will be owned by the contractor and is not being developed for DOD only.

The contractor's IT system will be owned by the contractor. The contractor's IT system will interface with a Government managed IT system.

Payment Request Integration

PWS, 1.2.2.2

What is the minimum shipment information required to determine cost per PWS, 1.2.2.2?

Origin, Destination, Miles, Weight, Mode, accessorials, standard costing information

Payment Request Integration

PWS, 1.2.2.2 How is access to weight tickets to be provided?

Accesss will be facilitated via systems integration. Reference PWS Para 1.2.2.2.

80 NTS Shipments PWS, 1.2.5.2.2

Since NTS has been removed from this solicitation, should packing reference and coordinating with the government to determine the warehouse location be removed from this section?

While NTS has been removed from the solicitation, an NTS warehouse could still be an origin from which the GHC contractor will pick up a shipment or a destination where the GHC contractor will deliver a shipment. As such, it will be the responsibility of the GHC contractor to pack, prepare, and move shipments to and from the NTS contractor.

81 Scheduling PWS, 1.2.5.3

How do you invoice for shipment changes made prior to delivery? For example: Shipment is booked to move from Jacksonville to Seattle and it is diverted to Fayetteville.

Does the contractor still invoice Jacksonville to Seattle?

PWS para 1.2.5.3.4. was added and speaks to Diversions, Terminations, Reshipment. 1.2.5.3.4. Diversions (D)/Terminations (T)/Reshipment (R). The contractor shall process all D/T/R based on the location of the shipment when notified, and will invoice IAW PWS, Appendix F, for services completed. Subsequent movement of the shipment(s) will be made in the most cost-effective manner based on the date and location of the shipment when the order modification was received. Appendix F

82 Counseling PWS, 1.2.5.3.1 The DRFP uses the word “days” in the column titled Counseling Provided Within. Please confirm "days" refers to Government Business Days (GBDs)?

The term "days" throughout the RFP refers to Government Buisiness Days.

83 Installation Scheduling PWS, 1.2.5.3.4

Based on DoD Manual 5200.08 VOLUME 3 each installation commander has the ability to change guidelines without notice to any entity attempting to gain access to an installation. Some of these changes are not published and result in delays that can’t be avoided. Will any relief be given to the contractor/subcontractor when this occurs?

No, it is the responsibility of the prime to be familiar with access requirements

84 Documentation PWS, 1.2.5.4 What documentation would support weight estimates? Weight estimates may be written and/or electronic.

85 Weights PWS, 1.2.5.4.1

If contractor is unable to properly perform an accurate pre-move survey due to no fault of their own, will they have an opportunity to update estimated weights if actual is more than 10% above estimates?

The contractor is responsible for accurate weight estimates. If unable to complete the requiremet the contractor should contact the COR for guidance

86 Weights PWS, 1.2.5.4.1

The 110% weight allowance language was taken directly from §375.403 of Federal Motor Carrier Safety Administration (FMCSA) but is only one line item within the regulation. The other clarifying requirements outlined in the Motor Carrier guidance were ignored. It allows for when the customer has tendered additional goods not identified in the original survey for a new survey to be done. It also allows the hauler not to service the shipment if a new survey and estimate is not agreed to betweeen the shipper and them. Why is the Contractor’s services constrained to only one, specific condition when it is not part of current industry best practices?

The contractor is responsible for providing accurate weight estimates. This requirement is in line with 49 CFR section 375.405(8) and the Federal Motor Carrier Safety Administration (FMCSA) commercial standards. The contractor will only be able to update weight estimates before shipment pickup date and only if an item is identified as a new item not part of the original estimate.

87 Weights and Inventory PWS, 1.2.6.1 Will there be the possibility of using the 7lbs per cu ft if there aren’t portable scales available to weigh the items at time of packing?

PWS will be modified to allow for cubic weight for Professional Books, Papers & Equipment (PBP&E) when portable scales are not available.

88 Weights PWS, 1.2.6.10 How will the contractor know when a request is made to perform a reweigh?

The Ordering officer will submit the request via the IT interface.

89 Weights PWS, 1.2.6.10 How are reweigh requests submitted? The Ordering officer will submit the request via the IT interface

90 International Shipments PWS, 1.2.6.11 Please clarify that air freight companies that operate under either the Fly America Act or Open Skies Agreement will not require a waiver.

The contractor will be extected to perform lawfully and in accordance with any Act that applies.

91 Pre-Approval PWS, 1.2.6.3 How is the pre-approval documented and/or recorded so that it is available for the billing process?

The task order will be modified and authorization for crating and/or shuttles will be documented in the task order (as modified).

Government Pre- Approval

PWS, 1.2.6.3

Will DOD consider utilizing best commercial practice of a dollar amount threshold for preapprovals such as anything under $1000 can be approved by the contractor and above $1000 needs to be approved by the origin/destination Ordering Officer? DOD can add crating and shuttle cost information to the monthly Finance/Billing report to monitor performance.

No, PWS para 1.2.6.4. requires pre-appproval for crating and storage regardless of the dollar value.

93 Shuttles PWS, 1.2.6.3.2

Shuttles are required to be approved by the Ordering Officer. However, under the current program, GSA will audit prior payments for approved shuttles and will deny them unless proof that a shuttle was necessary can be provided. Will GSA still be reviewing shuttle payments made under this contract? If so, what proof that a shuttle was required will the contractor be required to make available?

A task order from an Ordering Officer and a certified invoice from a Contracting Officer's Representative will be the documentation required during any audit.

94 Restricted Items PWS, 1.2.6.4

Please confirm that Shipment Preparation for NTS is incorrectly placed as a sub-header in the PWS under Restricted Items (1.2.6.4.1). We believe Shipment Preparation for NTS should appear as a 4th level header in the PWS.

Shipment preparation has been updated to PWS Paragraph 1.2.6.5

95 NTS Shipments PWS, 1.2.6.4.1 With the removal of NTS from the GHC are these items left in by mistake or is there some intent to have specific instructions for NTS shipments?

While NTS has been removed from the solicitation, an NTS warehouse could still be an origin from which the GHC contractor will pick up a shipment or a destination where the GHC contractor will deliver a shipment. As such, it will be the responsibility of the GHC contractor to pack, prepare, and move shipments to and from the NTS contractor.

96 Firearms PWS, 1.2.6.4.1.6.

What is the policy for firearms being transported or stored in a customer's gun safe?

Transportation of firearms must comply with all applicable local, state, federal, and foreign country laws. The contractor will be responsible for operating lawfully when performing all requirements globally.

97 Mobile Homes/Boats

PWS, 1.2.6.5.9 &

1.2.6.5.10

Please provide this specific shipment details for all boat and mobile homes over the last 5 years?

This information has already been provided on FBO in the historical shipments.

98 Weights PWS, 1.2.6.9 Please define what is needed on a "certified" weight tickets as some certified scales are unmanned.

IAW 49 CFR 375.519...weight tickets must contain complete name and location of scale; date of each weighing; tare, gross, or net weights; company or carrier identification of the vehicle; last name of individual shipper as it appears on bill of lading; carrier's shipment registration or bill of lading number and signature of the weigh master.

99 Weights PWS, 1.2.6.9 What is the shipment identification number referenced in this section?

Language has been updated to state "task order number."

100 Customer Satisfaction PWS, 1.2.7.1 Will Contractor have full access to results of Governments Surveys in real time in order to quickly take appropriate actions?

No, the survey results will be provided on a monthly basis.

101 Hardship Expenses PWS, 1.2.7.1.5 What are specific examples of allowable hardship expenses?

Allowable hardship expenses will be determined by the CO on a case by case basis. Example A service failure by the contractor that forces the customer to self procure and the costs are not fully recoverable under the PPM program.

102 Hardship Expenses PWS, 1.2.7.1.5 What are the submission requirements for hardship expenses?

Suggested answer: The contractor and COR should agree upon the substantiating documentation necessary to establish hardship expenses.

103 Hardship Expenses PWS, 1.2.7.1.5 What is the timeline that the contractor is required to review and provide payment to the customer?

PWS will be modified to clairify. The contractor shall pay, deny, or make an offer on all claims valued at $1000 or less within 30 days of receipt of the claim and of all other claims within 60 days of receipt.

104 Hardship Expenses PWS, 1.2.7.1.5 What is the arbitration process should a contractor disagree with the hardship request?

Contractor would submit the dispute to the CO.

105 Hardship Expenses PWS, 1.2.7.1.5

New Hardship Expenses: can you provide examples of what would be out of pocket expenses incurred which are determined unavoidable/unrecoverable that a CO might approve?

Hardship expenses will be evaluated on a case by case basis.

106 Hardship Expenses PWS, 1.2.7.1.5

What options will the contractor have to dispute a hardship expense if the inconvenience claim has been settled based on the requirements outlined in 1.2.7.4 which are based on the JTR per diem rate per day. Is there any examples of situations where this would apply?

Contractor would submit the dispute to the CO.

107 Invoicing PWS, 1.2.7.2

In current environment for DPS DOD invoices, the TSP submits invoices directly to the Third Party Payment System, Syncada. Per this section of the PWS, it appears that the contractor will submit payment requests to the government who in turn will submit to the Third-Party Payment System. Is this correct, or will the contractor still submit invoices to Syncada directly?

PWS Appendix F, Ordering, Invoicing and Payment Procedures provides clarification to the invoicing process. The GHC contractor will not send invoices directly to Syncada. Reference para F.3.

108 Invoicing PWS, 1.2.7.2

The referenced paragraph states that a fee is required to participate in the US Bank Freight TPPS. What is the fee currently? Please confirm the fee will be renegotiated given there will be a single payee for US BANK, vs 1000’s under the current system.

The TPPS payment processing fee is fixed at 1.63% for the duration of the TPPS contract which is 1 March 2020 - 31 December 2024.

109 Invoicing PWS, 1.2.7.2

If the contractor can provide an alternative, significantly more cost-effective payment system that interfaces with the government-managed system, providing the same invoice audit capability, would the government be willing to consider this alternative.

At this time, the Government intends on using TPPS.

Alternatives will be evaluated on a case by case basis.

110 Invoicing PWS, 1.2.7.2.1 How does the Contractor provide documentation with the EDI invoice? In the current environment, we are unable to remit documents with the EDI. Will this change?

It will not be necessary for the contractor to submit documents via EDI.

111 Invoicing PWS, 1.2.7.2.2 Will the sub-contractor payment report be added to Appendix B, and what data will be required on the report?

Yes, the Subcontractor Payments report has been added to Appendix B. The Subcontractor Payment report shall include a monthly cumulative summary of the total dollar amount awarded to subcontractors for performance of the services identified in the PWS. The report shall also include a cumulative summary of the Small Business Utilization requirements in PWS 1.2.1.3.2.

112 Invoicing PWS, 1.2.7.3 Will the contractor's invoices to the government be transmitted via EDI? If so, will the EDI spec utilized be the EDI 859 or the EDI 210?

No. Invoices shall be submitted in accordance with PWS Appendix F, Payment and Invoicing.

113 Invoicing PWS, 1.2.7.3 Can you clarify what is required by "all necessary documentation" to support the contractor's invoices to the government?

PWS, Appendix F, Ordering, Invoicing & Payment Procedures further defines the requirement. Refrence, para F.3.1. Service Document Package.

114 Storage PWS, 1.2.8.7 Please clarify how SIT eligibility is calculated. Instead of "The contractor’s period of SIT eligibility", should it be "The member’s period of SIT eligibility"?

The contractors eligibility to invoice for SIT begins on the FADD, and ends by the 5th working day (excluding Saturday, Sunday and holidays) after the requested delivery date(s) from storage or the actual delivery date, whichever is earlier

115 SIT Extension PWS, 1.2.8.8.2 What is required to support SIT extension during billing?

The contractor shall prepare and submit a written request to the OO for each storage lot with a storage extension entitlement.

Upon receipt of an approved request/authorization to extend a customer’s storage period, the contractor shall prepare a supplemental service order and shall process it IAW the DTR, Part IV. The contractor shall also annotate the supplemental service order to reflect the storage period extension.

116 SIT Extension PWS, 1.2.8.8.2 Will shipments releasing out of NTS be approved for SIT extension of the service members entitlement, if customer requires SIT?

If the customer is authorized SIT on delivery out of SIT the TOO will issue a service order

Conversion to Commercial Account

PWS, 1.2.8.8.3

Is delivery out of storage if the shipment had converted to members expense billable? If so, how?

If the customer is authorized delivery out of storage the TOO will issue an new service order

Service Delivery Summary

PWS, 2.1 & 1.2.7.1

Please provide the market research and industry analysis data regarding the customer satisfaction metric and counseling metric.

All data pertaining to this procurement has been posted or will be posted with the RFP.

119 J6--cyber security PWS, 4.1.1

Please clarify the 1 August 2019 due date for NIST SP 800-171 compliance as set forth on this page. Award is anticipated to be January 1, 2020. The award date plus 10 months would be October 2020.

Language has been updated to state the first day orders may be issued as detailed in clause 52.216-18 Ordering

120 J6--cyber security PWS, 4.2 Clarify when the Self-Assessment and Plan of Action are due.

Language has been updated to state the first day orders may be issued as detailed in clause 52.216-18 Ordering

121 Billing/Funding Q&A In Q&A number 196 its clear that RMC will provide funding but when we asked about Interest being charged in 197 , answer is no as funding will be provided.

The contractor is expected to provide the funding for all third-party expenses/shipments. However, interest cannot be charged.

The funding being provided on each task order is to allow payment for services per move rather than at end of month biling.

122 NTS Shipments Requirements

How will customers with NTS in addition to other shipment types be handled? Does the contractor book the HHG move and then turn them over to the Government to book the NTS?

The contractor will receive a task order which will include all services required, including authorized shipment types. In the event there is a NTS shipment ordered, the contractor is responsible for the shipment throughout, with delivery of the shipment at the NTS warehouse vice the member's residence.

123 Prompt Payment RFP

There are no protections stated that would allow protection of subcontractors on payment from contractor- Prompt Payment Act. Will this be instituted so that the service to service members isn’t disrupted?

The prompt payment of services to subcontractors is incumbent on the prime contractor to ensure that service is not disrupted.

124 Responsibilities RFP

Overall lack of clarity on what the governments responsibilities will be vs contractor. Will this by explained in detail prior to the solicitation window?

Without this information it makes it difficult to determine how to build a bid that encompasses all functions that they will be responsible for.

Contractors are responsible for all functions that are listed in the RFP, Attachments, and Appendices.

125 RFP RFP General What is the duration of the contract?

The contract has a 9 month transition included in the 3-year, 9 month base period, 2-one year option periods, the possibility of 2-one year award terms, and a third-one year option for phase out operations. (Potential for 8 years and 9 months unless extended IAW FAR 52.217-8, then it would be 9 years, 3 months).

126 RFP

RFP, Page 23, FAR 52.216-19

Please reevaluate the dollar figures inserted for the order limitations. Read as a whole, the inserted dollar figures render the provision meaningless in that there are essentially no order limitations.

The order limitation for both a single item as well as a combination of items has been changed to $10,000,000.00. The cost of Transition may be ordered on one order.

127 RFP RFP, Page 3 Please define that length of time for each CLIN? And their associated time periods. Does option 3 occur before or after award terms 1 and 2.

The length of time for each CLIN is defined in the Delivery Information section of the RFP. Should Award Terms 1 and 2 be awarded, Option Period 3 will occur after.

128 RFP

RFP, Page 42, General Information

We are unable to locate any information regarding the time period provided offerors to prepare their offers following final request for proposals. How long will the proposal preparation period be? Given the size of the contract, the complexity of the performance work statement, the technical approach and past performance proposal requirements, the pricing requirements, and the added requirement for offerors to prepare for an orals presentation, we request the Government provide a minimum of 60 days for offeror proposal preparation.

Offerors will be given 45 days.

129 SB Participation RFP, Page 43 The small business target goals total 42% versus the 40% identified in the PWS on page 3.

The Small Business target goals list in the RFP are not meant to add up to the 40% specified in the PWS. The goals listed in the RFP are a minimum of what must be met at Tier 1 subcontracting to be compliant for Small Business participation goals. The 40% reference in the PWS is the additional Government requirement that must be met at Tier 1, Tier 2, or Tier 3.

130 Proposal Instructions RFP, Page 44 Sub-factor 2 has only two PWS references – 1.2.1.3.2 and Attachment 10. Are there any other PWS references which apply to Sub-factor B?

Sub-factor 2 relates to how the Offeror will manage capacity and subcontractors throughout contract performance. The first area references specifically pre-move and physcal move sections of the PWS to ensure the Offeror can meet the Government's requirements during peak and non-peak seasons. The RFP has been updated to include these sections of the PWS.

131 RFP RFP, Page 44 Sub-factor 1: Claims Management and Reporting has no PWS cross-reference. Please supply a PWS cross-reference.

RFP has been updated. Regarding claims, sub-factor 1 now states "Claims adjudication, customer payout options, and how transfer of claims to the Military Claims Office (MCO) will be minimized (1.2.7.2.1. – 1.2.7.2.4)".

132 Proposal Instructtions RFP, Page 45 Sub-factor 3 has only two specific…