Questions and Answers_Round 2.pdf

QUESTION

DATE RECEIVED PROSPECTIVE VENDOR'S QUESTION DATE OF REPLY GOVERNMENT'S RESPONSE AMEND RFP?

1 6-Apr-25

In reference to the requirement outlined in Attachment 5, Technical Worksheet, Question 3c of the solicitation, requesting a signed authorization letter from the Saudi Arabia Port Authority, dated within 30 days of proposal submission, granting authority to work at the specified ports.

In the Kingdom of Saudi Arabia, the Ministry of Transport governs all port operations through the Saudi Ports Authority (Mawani), and does not issue separate letters of authorization for companies to operate at the ports. Instead, the Ministry issues official licenses, which are considered the sole legal instrument required for access and operations at all Saudi ports.

Our designated sub-agency holds valid and current licenses issued by the appropriate Saudi authorities that authorize them to conduct stevedoring and terminal services at all ports listed in the Performance Work Statement (PWS) Section 6.4.3. These licenses are accepted by port authorities as sufficient documentation for port operations. We will attach a copy of this license with our proposal.

Given the above, we respectfully request that the licensing documentation provided by our designated sub-agency be accepted in lieu of the authorization letter referenced in Section 3c, in alignment with the established practices and policies of the Saudi government.

24-Apr-25 Documentation listing a named subcontractor that is authorized to operate at the PWS locations will satisfy this requirement.

No

SOLICITATION Q&A LOG - Round 2 HTC71125RR008 Saudi Arabia S&RTS

UPDATED: 24 April 2025

In reference to Question No. 1 of Q&A Round 1, please clarify the following:

Given that ports in the Kingdom of Saudi Arabia are regulated by the Ministry and tariffs are established under national decree, each port has different tariffs. How does the government expect the agent to navigate this issue without non-conformity to the Ministry's regulations? Additionally, VAT and other taxes need to be filed individually for each port. Could you provide guidance in the PWS on how to manage these requirements effectively?

The governing bodies for each emirate in Saudi Arabia are as follows:

• Riyadh: Emirate of Riyadh Province

• Dammam: Emirate of the Eastern Province

• Dhahran: Emirate of the Eastern Province

• Yanbu: Emirate of Madinah Province

• Jeddah: Emirate of Makkah Province Key seaports and airports in Saudi Arabia include:

• Seaports:

• Jeddah Islamic Port

• King Abdulaziz Port (Dammam)

• Yanbu Commercial Port

• Jubail Commercial Port

• Jizan Port

• Airports:

• King Khalid International Airport (Riyadh)

• King Abdulaziz International Airport (Jeddah)

• King Fahd International Airport (Dammam)

• Prince Mohammad bin Abdulaziz International Airport (Medina)

• Abha International Airport

• Military Bases:

• King Abdulaziz Air Base (Dhahran)

• King Khalid Air Base (Khamis Mushait)

• King Faisal Air Base (Tabuk)

• King Fahad Air Base (Taif)

• King Saud Air Base (Hafar al-Batin)

Navigating the different tariffs and ensuring compliance with the Ministry's regulations, as well as managing VAT and other taxes for each port, can be complex. Clear guidelines in the PWS and support from the government would be essential to manage these requirements effectively and to ensure compliance with KSA tax regulations.

2 9-Apr-25 24-Apr-25

While each seaport has its own tariff structure in place, the PWS is designed to offer one streamlined price for each service. Pricing should be determined based on the requirement to operate at any of the locations listed in paragraph 6.1 of the PWS. Currently, operations conducted at inland locations (including airports) are primarily limited to inland transportation, MHE to facilitate loading/discharging inland transportation assets, and customs processes to enable cargo to enter/exit airports (if required). The contractor needs to complete all VAT (tax) requirements in accordance with KSA tax laws. It is assumed that all potential offerors (or authorized subcontractors) with a business license to operate in the country can comply with all KSA laws, including tax laws. The US Government will provide cargo import/export/transit tax exemption documents (DJOC and MOFA) to the contractor prior to the ordered service execution date to facilitate the free movement of cargo.

No

3 14-Apr-25 Provide clarification on CLIN 195 of the SOR, the rate for force protection. Do we need to quote per TEU or per 40 ft. container?

24-Apr-25 The container security wall CLIN should be based on 20 ft. (TEU) containers. This will ensure that the CLIN aligns with the most restrictive requirement outlined in PWS paragraph 6.2.3.1, Container Security Wall.

Yes, Amended

PWS

4 16-Apr-24 Is it possible to provide historical cargo volume data (by commodity type and location) for the past 3 years to help scale our equipment and labor appropriately?

24-Apr-25

The data provided is based on both peacetime and contingency timeframes, so it should be assumed that any future volume estimates are heavily subject to the nature of military operations in an uncertain operating environment. The data below generally required MHE, inland transportation, and customs clearance processes. Vessel loading/discharge operations were conducted on a smaller scale, and were limited to Yanbu Commercial Port, King Fahd Industrial Port, and Jeddah Islamic Port.

- 100,000 breakbulk pieces (Pick Up/Delivery locations include Prince Sultan AB, Yanbu Airport, Jeddah Airport, King Fahd Industrial Port, Yanbu Commercial Port, LSA Jenkins at Yanbu, Jeddah Islamic Port, Jizan Naval Base, and sites located in Riyadh)

- 3,200 containers (20’ – TEU, both explosive and nonexplosive) (Pick Up/Delivery locations include Prince Sultan AB, Yanbu Airport, LSA Jenkins at Yanbu, Jeddah Airport, King Fahd Industrial Port, Jeddah Islamic Port, and sites located in Riyadh)

- 400 rolling stock (light, medium, and heavy) (Pick Up/Delivery locations include Prince Sultan AB, LSA Jenkins at Yanbu, King Fahd Industrial Port, Jeddah Islamic Port)

No

5 16-Apr-24 Can you clarify the expected split between containerized, breakbulk, and vehicle cargo volumes? 24-Apr-25

The data provided is based on both peacetime and contingency timeframes, so it should be assumed that any future volume estimates are heavily subject to the nature of military operations in an uncertain operating environment. The data below generally required MHE, inland transportation, and customs clearance processes. Vessel loading/discharge operations were conducted on a smaller scale, and were limited to Yanbu Commercial Port, King Fahd Industrial Port, and Jeddah Islamic Port.

- 100,000 breakbulk pieces (Pick Up/Delivery locations include Prince Sultan AB, Yanbu Airport, Jeddah Airport, King Fahd Industrial Port, Yanbu Commercial Port, LSA Jenkins at Yanbu, Jeddah Islamic Port, Jizan Naval Base, and sites located in Riyadh)

- 3,200 containers (20’ – TEU, both explosive and nonexplosive) (Pick Up/Delivery locations include Prince Sultan AB, Yanbu Airport, LSA Jenkins at Yanbu, Jeddah Airport, King Fahd Industrial Port, Jeddah Islamic Port, and sites located in Riyadh)

- 400 rolling stock (light, medium, and heavy) (Pick Up/Delivery locations include Prince Sultan AB, LSA Jenkins at Yanbu, King Fahd Industrial Port, Jeddah Islamic Port)

No

6 16-Apr-24 What is the expected turnaround time for TO validation and invoice processing after submission? 24-Apr-25

The expected turnaround time is contingent upon on how the TO is structured (mission timeline, weekly TO, monthly TO). Contractors should expect TOs to be issued primarily on a mission basis, so the turnaround time is expected to be NLT 7 calendar days after the completion of the mission. The invoicing timeline is outlined in the PWS but is ultimately up to the contractor to complete once a final TO is received from the ordering officer. Payment should be expected NLT 30 days from the receipt of a valid invoice.

No

7 16-Apr-24 How will changes to task orders (e.g., scope expansion or cancellations) be communicated and approved? 24-Apr-25 All changes to the TO will be communicated between the Ordering Officer(s) and the designated contractor representative.

No

8 16-Apr-24 Can the USG clarify how frequently the Schedule of Rates (SOR) can be updated or revised to reflect changes in local KSA labor or equipment costs?

24-Apr-25 If the contractor has substantiation that a baseline charge imposed upon them by the host nation has changed, they should communicate that change to the COR and Contracting Officer to determine if a SOR change is required.

No

9 16-Apr-24 For equipment not listed in Schedule 4 of the SOR, will the government accept pricing at proposal submission, or only upon COR approval during performance?

24-Apr-25

All requirements not listed in the SOR should be discussed with the COR during the planning phase to ensure that:

1. The additional equipment/service is required and cannot be supported using a CLIN.

2. The OOP equipment/service is approved at the appropriate level (COR or Contracting Officer).

3. The OOP equipment/service price is agreed to before performing the service.

4. After the fact OOP charges are generally not acceptable.

No

10 16-Apr-24 Will the Contractor be granted access to JTMS and APACS to ensure proper clearances and for forecasting purpose?

24-Apr-25 The contractor should NOT expect to receive access to any US military/government systems that require a Common Access Card (CAC) or Token.

11 16-Apr-24 Are there any government-provided support packages (e.g., emergency fuel or transport) for essential services during declared emergencies if the host nation is unable to support?

24-Apr-25 The contractor should NOT expect any US government provided equipment or services for this contract unless it’s listed in the PWS and ordered on a Task Order. At this time, there are generally no forecasted US government support packages associated with or expected to be associated with this contract.

No

12 16-Apr-24 Are any specific materials or equipment restricted from entering Saudi port zones under local law (e.g., fuel storage, crane types)?

24-Apr-25 This prohibition is determined by port officials at individual ports, and the awarded contractor will be expected to possess this knowledge as the technical expert.

No

13 16-Apr-24

Could you please clarify if the ammunition shipments being brought into Saudi Arabia will be delivered via seaports or airports, and if they will be routed directly to military airbases? Additionally, will the USG facilitate contact with the Saudi Ministry of Defense to ensure proper declaration and approval for these critical weapon and ammunition shipments?

24-Apr-25

Ammunition handling services are conducted at seaports, and the potential exists for inland transportation of ammunition from airports and other inland locations listed in the PWS. Delivery locations are generally limited to locations listed in the PWS but are subject to operational requirements. All ammunition handling and movement approvals are completed by the Diriyah Joint Operations Center (DJOC). No cargo handling operations are authorized to be conducted until that approval and coordination is received by the contractor.

The 831st Transportation Battalion has a Forward Strategic Transportation Officer in Riyadh to facilitate the host nation approval process.

No

14 16-Apr-24 Does the USG require cold, ambient storage, or a yard storage? If cold storage is required, what specific temperature range should be maintained?

24-Apr-25

Storage requirements will vary from Task Order to Task Order, but should be expected to include:

1. Open storage with no weather protection.

2. Covered storage (direct sunlight protection).

3. Reefer container type (or temperature-controlled warehouse) storage conditions for frozen and chilled cargo will vary. Generally frozen and chilled shipments will contain food or other items that require specific temperature control ranges to avoid spoilage or other dangerous conditions. Since the cargo being received is undefined at this time, a definitive answer is not possible. All shipping and handling documents that outline temperature control requirements would be given to the contractor during the planning phase of operations.

Round 2