2022.03.28 NGDS2 - RFP Q&A Round 2 - Amd 0002.pdf

# Reference Question Answer

15 PWS Para 2.20.3 Prepayment or the collection of charges from the consignee is prohibited. Carriers need the flexibility to generate COD's for potential Duty and Taxes when they apply

2.20.3 Will remain as written.

Solicitation page 37 of 59 - Sub Factor 1 - For those Offerors proposing on Optional International Delivery Services, the offeror shall propose all inclusive cost-per-pound rates for all weight increments and lanes in Attachment 2a, International Profile 6 and 7 Pricing; tab 4-Optional Rates.

Attachment 2a has a tab 4 - Reserved (Old Optional rates) which is blank. The solicitation unclear in that the government is allowing for alternate optional rates not covered in Profil 6 or 7, maybe a different international service level as an example. However the tab says "OLD" optional rates.

Can the government please clarify if and what this tab is to be used for and confirm "old" is a typo and should be removed.

See Amendment 0002 which removes this language regarding optional international pricing from the solicitation.

Appendix 6.10 - 6.10.3.9 Shipment Data Elements - Refer to the table on page 6

Package Length Dimension – “Required”. As the Government knows, dimensions are not always provided by the shipper at the time of shipping. Should the government update this to state “When Available” vs “Required”.

See Amendment 0002 which revises Appendix 6.10 to state "Required, when available".

Appendix 6.10 - 6.10.3.9 Shipment Data Elements - Refer to the table on page 6

Package Height Dimension – “Required”. As the Government knows, dimensions are not always provided by the shipper at the time of shipping. Should the government update this to state “When Available” vs “Required”.

See Amendment 0002 which revises Appendix 6.10 to state "Required, when available".

19 Appendix 6.10 - 6.10.3.9 Shipment Data Elements - Refer to the table on page 6

Package Width Dimension – “Required”. As the Government knows, dimensions are not always provided by the shipper at the time of shipping. Should the government update this to state “When Available” vs “Required”.

See Amendment 0002 which revises Appendix 6.10 to state "Required, when available".

Appendix 6.10 - 6.10.4.9 Accessorial Codes Reference Elements – Page 12

Is this required to be included in the submission with Volume III – Technical Capability – Reporting Dictionary?

Yes.

21 6.10.4.9 Accessorial Codes Reference Elements – Page 12 Does 2b meet this requirement? If not, can the Government explain what is needed? Yes.

Appendix 6.10 - 6.10.4.16. Customer Hierarchy Records Reference Elements. In accordance with para 2.24.4 of Attachment 1 - PWS, the contractor shall provide customer details (e.g., point of contact, address, phone number etc.)

Associated with a shipper Account Number. Not all information outlined is available for every shipper.

Should the Government add “When Available” after the customer detail and before ()? No, Appendix 6.10 paragraph 6.10.4.16 remains as written.

PWS, para 2.24.6 - Account Information Report - Not all information outlined is available for every shipper.

Should the Government add “Carrier will provide all data relating to the required headers when available.”

See Amendment 0002, which removes Date of Last Payment and Past Due Balance from PWS Paragraph 2.24.6.

2.7. Undeliverable Shipments - "The Contractor may only

charge the service type and rate applicable to the original shipment or less if a lower return service is more cost effective." The PWS does not distinguish between Domestic and International returns.

As the government knows, import rates are different than export rates. We are requesting the government allow the applicable import rate to apply on an international return vs the export rate.

See Amendment 0002, which revises PWS Paragraph 2.7.

NGDS-2 Q&A Round 2 - Question Submission Dates 10 March 2022 - 28 March 2022

6.10.2 Monthly Transaction Data Feed Requirements - The

dictionary also needs to include an entity relationship diagram that identifies primary/foreign keys used to define relationships among the transaction and reference data sets

Can the Government explain what is meant by "entity relationship diagram that identifies primary/foreign keys used to define relationships among the transaction and reference data sets"?

An entity relationship diagram (ERD) is an abstract data model that defines a data structure for implementation within a relational database. Each entity (i.e., table) within the diagram contains a primary key (i.e., one or more combined attributes/table columns) used to identify each unique record within the table. A foreign key is a set of attributes/columns that refers to the primary key of another table. These keys establish relationships among data sets within an entity relationship diagram. For example, the “Destination ZIP Code” column is the primary key for a “Destination ZIP Code” reference table where each unique record is identified by a single, unique ZIP code. This entity/table can be linked to the “Destination ZIP Code” column (the foreign key) within a “Shipment Unit” transaction table.

These keys are used to define the relationship between these two tables. An ERD is used by the Government to help properly implement carrier-supplied data sets within a database management system (DBMS).

6.10.4.15 The Contractor shall provide the capability to

determine the contracted Delivery Commitment Timestamp to measure performance. If the government is to calculate the Delivery Commitment Timestamp, the Contractor shall provide supporting reference data used to make this calculation. This would potentially include postal code mappings, performance matrixes, package types, service levels, and other information to support domestic transit time calculations and performance assessment. Any record that cannot be accessed will be considered late.

This should state "When Available" as it is incumbent upon the customer to provide timely Package Level Detail.

The paragraph will remain as written; it is the Contractor's responsibility to provide supporting reference data used for the calculation.

General (Fuel). Given the uncertainty of current world events and the dramatic affect on Fuel, carriers will be forced to propose rates that accommodate a much higher future fuel cost because the government is not allowing a Fuel Surcharge NGDS II. A more fair and equitable approach for both the carrier and the government would be to allow for the carriers to charge their commercial fuel surcharge so not to disadvantage the government through the life of this agreement.

Would the government reconsider adding a Fuel Surcharge to NGDS II which can be billed to the package transaction level and is variable based on global oil prices?

The Government will not allow fuel surcharges.

General (Fuel)

Based on global conditions especially fuel, would the government allow carriers to offer the government a lower rate anytime prior to the next approved annual escalation period?

The pricing structure will remain as written.

29 Appendix 6.3 NGDS Shipper Profiles

Carriers may have solutions to the requirements under Appendix 6.3, Shipper Profiles, that are only available on a contractual basis with the carrier. That is a commercial customer would not be able to order the solution from the Carrier’s Service Guide but could contract with the carrier for the solution. To help promote maximum contractor participation and avoid restrictions on competition, would USTRANSCOM consider allowing proposals for auxiliary contracts to address shipper specific requirements identified in Appendix 6.3, Shipper Profiles?

The Government will not allow auxiliary NGDS-2 contracts with individual shippers that are outside the scope of the NGDS contract.

Requirements outside the scope of the NGDS contract may be worked between the shipper and service provider and will not be part of NGDS.

30 NGDS Shipper Profile – Attachment 2C There appears to be conditional formatting applied that highlights certain cells in all tabs See Amendment 0002, which removes conditional formatting from the affected pricing spreadsheets.

PWS 2.32 , 2.32.1, 2.32.2, 2.32.3 General Vendor Threat Mitigation – As previously provided in our RFI responses (NGDS II QA for USTC September 29, 2021 - line 78-83 cell F), the proposed NGDS II PWS language is not in line with commercial practices and cannot be supported. We provided extensive rational on how the challenges implementing this clause not to mention costly.

To help promote maximum contractor participation and avoid restrictions on competition, consistent with FAR policies and principles, would USTRANSCOM consider removing 2.32 clauses from NGDS II?

No. The language will remain as written.

Regarding the General Vendor Threat Mitigation requirements in Section 2.321 of the PWS, in prior years, contractors have engaged with TRANSCOM on foreign entity vetting requirement and expressed concern that such requirements underestimate the size and complexity of contractor networks, are inconsistent with standard commercial practices and FAR Part 12 principles, could be inconsistent with international law, and generally impose significant burdens without providing commensurate benefits relative to contractor standard vetting practices. If helpful, we would be glad to provide the detailed memorandum UPS submitted to TRANSCOM in September 2018. Based on our previous engagement with TRANSCOM, we understood that TRANSCOM appreciated contractor concerns and agreed not to include such requirements in its contracts as the.

To help promote maximum contractor participation and avoid restrictions on competition, consistent with FAR policies and principles, would USTRANSCOM consider removing 2.32 clauses from NGDS II?

No. The language will remain as written.

2.31, 2.31.1, 2.31.2 - History has proven that audits conducted by the GSA have been error-proned. They have been unable to consistently interpret shipment data and package lifecycles correctly. Nevertheless, when a Notice of Overcharge (NOC) is issued by GSA, the full burden of proof to substantiate the charge falls fully on the contractor. To dispute an NOC, contractors are required to provide package-level details, rate charts and fully explain how to derive the amount in dispute using the supporting details for every NOC. This information was shared with USTRANSCOM who in turn engaged the GSA. The costs and burden that contractors have on protesting invalid NOCs are substantial. As such, we ask that the proposed Post Payment Audit language in section 2.31 of the PWS be replaced with the current language which is below:

Would the government consider using the current NGDS Post Payment language in NGDS II? The post payment audit language will remain as written.

General/Definitions

Please define USA? The government has defined CONUS and OCONUS and are we to assume USA is 50 states (+AK / HI)? This is important for not only pricing but also international time in transit.

See Amendment 0002, Appendix 6.1 has been revised to include "United States of America (USA)" in the definitions and acronyms.

35 Attachment 2a Int’l Profiles, Tabs, 2,3 & 6

Profile 6 & 7, and transit time table, depicts USA and does not separate Alaska and Hawaii from mainland US. With the significant difference in cost & transit times from CONUS vs Alaska & Hawaii, will the government consider separating the Alaska and Hawaii out for individual rate in profile 6 & 7, as well as transit time proposals?

No. The requirement will remain as written.

Attachment 2b, Tab 3 & 1 – Instructions tab & Solicitation document, pg. 23. Tab 3-Offerors shall propose the percentage escalation that shall apply across all rates and accessorials. If no escalation is proposed, the Offeror shall insert zero (0%).

Can you confirm that the escalation rates for FY28-FY30 need to be provided in the current RFP response?

Yes. Carriers are to propose escalation rates for each year of the base period (FY22 - FY26) and each year of the option period (FY27-FY30).

Instructions tab & Solicitation document, pg 23 - "Such request shall be submitted by 1 April 2027, and must contain rationale supporting the request for new rates, such as industry-related events, world events, or economic conditions."

There appears to be a date error in the rate and refresh section of the solicitation. Rates for FY27 and escalation factors for FY28-FY30 will need to be submitted by 1 April 2027. Should this read 1 April 2026?

See Amendment 0002, The solicitation has been revised to state:

"Rates for FY27 and escalation factors for FY28-FY30 will need to be submitted by 1 April 2026"

38 PWS 2.24.5 Holiday and Weekend Report How will the government address the addition of holidays that are declared by a foreign government with little to no notice, i.e.1-2 days prior to taking effect? These impromptu holiday announcements cannot be forecasted.

See PWS Para 2.24.5. Any new holiday officially declared/designated by a country’s government after the Contractor’s due date will be added to the report at the Contractor’s request

39 PWS 2.24.5 Holiday and Weekend Report Will potential carriers be allowed to update their holiday and weekend report after a holiday has occurred for impromptu holidays?

Yes. See PWS Para 2.24.5. Any new holiday officially declared/designated by a country’s government after the Contractor’s due date will be added to the report at the Contractor's request"

40 PWS 2.24.5 Holiday and Weekend Report How are potential carriers to address holidays, such as Ramadan, when the finite dates are not known in advance.

PWS 2.24.5 allows the contractor to update their list accordingly.

41 PWS 2.26 Proof of Delivery When a residential delivery occurs, recipients are not always present. How will the government account for proof of delivery to residential locations since gathering such a signature will not be possible.

See PWS para 2.26. Signatures are optional unless the shipper requests and pays for the signature accessorial

42 PWS 2.26 Proof of Delivery For locations that only allow touchless delivery due to any number of reasons (security, health, etc.), how can the contractor comply with providing a proof of delivery when a signature image is not available?

The contractor is not responsible for obtaining and displaying a signature when the recipient implements a touchless delivery.

43 PWS 2.18.8 Damaged or Lost Shipment Liability

As outlined in prior communication in the RFI, the carrier does not have the information available to generate/start a tracer on a missing parcel. Per the carriers tariffs it is up to the customer to start the process as more information than just the tracking number and name and address will be required. This is not information available at anytime to the carrier making this requirement impossible.

Would the government please review updating this requirement to meet the carriers standard terms and conditions of initiating a tracer?

See Amendment 0002. PWS 2.18.8 has been removed from the PWS.

44 Solicitation Based on the review of the requirements contained within NGDS-2 and pending response to questions posed, will the Government extend the submission date for all 4 volumes by 7 days to ensure sufficient time to review?

See Amendment 0002. Volume III, Technical Capability, shall be submitted no later than Monday, 4 April 2022 at 4:00 PM CDT.

Volume IV, Pricing, shall be submitted no later than Monday, 4 April 2022 at 4:00 PM CDT

45 Attachment 6 - Small Business Proposal

Because of the nature of our business we cannot isolate a specific supplier and trace it back to this particular contract, therefore we can only report indirect diverse/small spend. How can we accurately reflect the indirect spend allocated back in the “Small Business Participation Commitment” form? By stating the total subcontracting dollars per proposed small business concern we would be inflating the actual numbers allocated to this contract

It is an offeror’s business decision on what information to include in their technical proposal.

There are multiple tools to utilize for searching for a specific supplier to support a particular requirement or North American Industry Classification System (NAICS) code. A firm can use the Small Business Administration’s (SBA’s) Dynamic Small Business Search at https://web.sba.gov/pro-net/search/dsp_dsbs.cfm SBA has another system called SBA Subcontracting Network (SubNet) which allows Industry to do Sources Sought notifications or review a Business Directory. It is a bridge to gap businesses seeking Small Businesses and Small Businesses seeking contracting opportunities. This can be accomplished at https://eweb1.sba.gov/subnet/client/dsp_Landing.cfm Finally, the Association of Procurement Technical Assistance Centers (PTACs) were formed to help small business concerns understand the Federal Government’s contracting process. The PTAC may be an organization to assist in the collaboration of subcontracting relationships. The website is https://www.aptac-us.org/

Solicitation

Would the government please provide answers to the outstanding questions as they impact responding to the solicitation. Specifically question 26 and 31 would be appreciated. Thank you

Q&A Responses have been provided in conjunction with Amendment 0002.