R2 Questions and Answers_Qatar.pdf

QUESTION #

DATE

RECEIVED

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

1 11-Feb-25 Can the USG please clarify which DFARS clause should replace DFARS 252.247-7002, or should the reference to include this specific DFARS clause be removed from the Instructions to Offerors? Thank you.

13-Feb-25

The USG has amended the Request for Proposal by removing DFARS 252.247-7002 from the ADDENDUM to FAR 52.212-1

INSTRUCTION TO OFFERORS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (MAR 2023), beginning on pg.

35.

Yes

2 19-Feb-25 Is the Contract duration is 5 years, or is it for 1 base year (2025 to 2026) with option to extend up to 5 years?

24-Feb-25 The Contract is for a 5-year base period, with an option to extend services by six months.

No

3 19-Feb-25 Daily working hours / Work timings (Manhours). – Please advise your requirement, or do we follow the local Port regulations for 3 shifts of 8 hrs each?

24-Feb-25

Contractors should follow host nation rules and port tariffs to determine labor requirements. Currently, local labor law outlines 48 hours per week and 8-hours per day as the work standard in the State of Qatar.

No

4 19-Feb-25 Job location – Is it limited to only Hamad Port? There is also Mesaieed Port where USG shipments are also being handled

24-Feb-25 This contract is for the Port of Hamad, in the State of Qatar (PWS 1.2)

No

5 19-Feb-25 Are we expected to handle any operations at the base in AUAB or CAS or any other location as part of this project? Please advise?

24-Feb-25 Yes, as outlined in 6.1 of the PWS: “…inland locations such as Al Udeid Air Base (AUAB) and Camp As Sayliyah (CAS) located in the country of Qatar…”

No

6 19-Feb-25 Please advise number of working days per week (Manhours) 24-Feb-25

Contracted services shall include the capability to work multiple vessel(s) and vessel decks simultaneously, at all port(s) located in Qatar, and in conjunction with operations at each terminal as described in this PWS’s Area of Responsibility (AOR) 24-hours a day, seven (7) days per week, and 365 days per year (see section 6 for port location).

No

7 19-Feb-25 Do you have any indication of the expected number of workdays per month? Additionally, how many vessels per month are anticipated to require services?

24-Feb-25

Contractors should anticipate at least 2 days per week/8 days per month. Vessels per month are determined by real world requirements and are subject to substantial fluctuations. Vessels supported can be as few as 1 per quarter during peacetime, and as many as 4 per month during periods of expanded operations.

No

8 19-Feb-25 Regarding the following roles (Skilled Labor, Clerk, Supervision), could you confirm whether they are required only on holidays and shift basis?

Additionally, is there a requirement for a manager?

24-Feb-25

The SOR should also include a base hourly rate for Mechanic/Gearman and Checker-Tallyman. Personnel in those labor categories will be required during normal shifts, as well as holiday periods. The base hourly rate for Managers is not required since that function is already included as part of the contract, with no additional charge to the Government for those services. A consideration for that service during holiday periods is factored into the SOR.

Yes

9 20-Feb-25 In the SOR, Skilled Labor, Clerk, and Supervisor rates are required only under “Holiday rate”, however a base rate is not specified. Please clarify if these are required.

24-Feb-25

The SOR should also include a base hourly rate for Mechanic/Gearman and Checker-Tallyman. Personnel in those labor categories will be required during normal shifts, as well as holiday periods.

Yes

10 20-Feb-25

We note that the commodity rates for RORO load/discharge do not specify that it is RORO “driven by contractor personnel” as seen in other SRTS contracts. Please confirm if the contractor will be able to charge these commodity rates even if military personnel drive the vehicle.

24-Feb-25

No, the Contractor will only be compensated the commodity for what is handled/driven by the Contractor; however, when/if military drivers are used, the Contractor may receive commodity 1A1a/1A2a for lashing only.

No

11 20-Feb-25 If the contractor cannot charge the commodity rates when cargo is driven by military personnel, where are all discharge/loading costs for vehicles driven by military personnel to be included?

24-Feb-25

No, the Contractor will only be compensated the commodity for what is handled/driven by the Contractor; however, when/if military drivers are used, the Contractor may receive commodity 1A1a/1A2a for lashing only.

No

12 20-Feb-25 For inland transportation line items, what is the final destination? If final destination is not known, what is the expected travel distance?

24-Feb-25

Per PWS 6.7, inland transportation is defined as the onward movement of cargo that involves transporting cargo from origin to final destinations or trans-shipment point(s) designated up to 100 kilometers of port of origin for further movement by means of inland conveyance (i.e., line haul tractor/trailers).

No

13 20-Feb-25 For the Fire Truck and Ambulance Line items, are these to be daily rates or hourly rates?

24-Feb-25 Per each (EA) per vehicle.

No

14 20-Feb-25 PWS 4.1.2.3 states crane rental shall be an OOP expense, however rates are quested for mobile cranes in rows 154-157. Please clarify.

24-Feb-25 Yes, rates are requested and will be paid as an OOP.

No

15 21-Feb-25

In 6.7 of PWS Inland Transportation is defined as the onward movement of cargo that involves transporting cargo from origin to final destinations or trans-shipment point(s) designated up to 100 kilometers of port of origin for further movement by means of inland conveyance (i.e., line haul tractor/trailers).

24-Feb-25 Yes. No

16 21-Feb-25

In 6.8.2 of PWS Transportation of USG Cargo to Origin Ports. The Contractor may be requested to provide inland transportation assets to transport/pick up DTS sponsored/booked cargo to/from trans-shipment point(s) sites or from other destinations designated within 50 kilometers of origin seaports within Qatar.

24-Feb-25 PWS 6.8.2 shall read as 100 kilometers of origin seaports within Qatar.

Yes

17 21-Feb-25

4.5.5 Inland Transportation Rates ordered on a trip basis under Schedule 9 includes how many hours for loading and un-loading?

24-Feb-25 In general, an estimated 2-4 hours. No

18 22-Feb-25 Who is incumbent contractor for this contract? What is present award valued of this contact for 12 months?

24-Feb-25 The prior contract is HTC711-20-D-R048. No

19 23-Feb-25

As per below specifications, 60000 lbs CBM is around 31 CBM and 25000 lbs is around 13 CBM, however if more than 32 CBM or 13 cbm please confirm the approximate CBM we can consider for rate calculation as port will charge stevedores/THC charges/storage as per freight ton whichever is higher.

24-Feb-25

Commodities are divided up into there weight classes: 0 to 25,000 lbs, 25,001 to 60,000 lbs, 60,000 lbs and over. The heaviest vehicle that may be expected its up to 150,000 lbs. No

20 23-Feb-25

TEMPORARY OR PORTABLE OFFICE SPACE 160SQFT INTERIOR

SPACE – Subject to port approval only, in this case should we need to include rental charges in this RFQ or leave it blank.

24-Feb-25 Please include rental charges. Do not leave any line items blank. No

21 23-Feb-25 TELEPHONE - LANDLINE : Not available in Hamad port can we include rate as mobile phone with calling facility.

24-Feb-25 Landline (telephone services) has been determined to be available. No

SOLICITATION Q&A LOG

HTC71125RR012 Qatar S&RTS

UPDATED: 24 February 2025

22 23-Feb-25

MOBILE CRANE, 160 LT - CAPACITY & MOBILE CRANE, 250 LT –

CAPACITY – Please note port having maximum 140 Ton crane and port doesn’t have the more than 140 ton for the operation. If required more than 140 ton can we use from third party or can we arrange multi crane lifting/tandem pricing subject to approval

24-Feb-25 Yes, 3PL services are authorized; however, will require COR approval prior to renting.

No

23 23-Feb-25 Customs Broker Clearance Fees : Please advise what is the minimum and maximum units per B/L.

24-Feb-25 This will be per shipment. No

24 23-Feb-25 Is it mandatory to fill all columns for certain services for example Fire Truck/Ambulance etc or can we leave it blank for services which is not under our control and is directly under Government.

24-Feb-25 Please include a value. Do not leave any line items blank. No

25 23-Feb-25 Can the USG clarify whether contractors must have their own Facility Security Officer (FSO), or should incidents be reported to USG-appointed officials?

24-Feb-25

Yes, it is recommended. This individual will be considered a part of Contractor staff. The Contractor shall report immediately to the COR any incident resulting in damage, caused to any USG cargo, commercial trucks, vessel, or the seaport by the Contractor or their personnel.

No

26 23-Feb-25 If they should be reported to USG-appointed officials, how and when will the appropriate officials and their contact details be provided to contractors?

24-Feb-25 Upon contract award. No

27 23-Feb-25 Can the USG clarify whether there are different reporting procedures for minor versus major incidents?

24-Feb-25 Reporting will be completed per PWS 3.5. No

28 23-Feb-25 If a minor accident does not impact operations, does it still require the same reporting timeline?

24-Feb-25 Yes, if there is not a disruption of work. No

29 23-Feb-25 Can the USG confirm whether inspections must be conducted by a certified safety officer, or if internal company personnel may conduct inspections?

24-Feb-25 Inspections are the responsibility of the Contractor. No

30 23-Feb-25 If an internal company office may conduct inspections, what documentation is required of contractors?

24-Feb-25 Will be determined at contract award and all documentation shall be approved by the local unit for use.

No

31 23-Feb-25 Can the USG confirm whether port charges related to customs clearance processing, which is mandatory under Qatari law, are included under 'similar charges' that will not be reimbursed?

24-Feb-25 Confirmed, the USG will not pay any charges for which it may be exempt from. No

32 23-Feb-25 Can the USG confirm whether OOP expenses require prior written approval from the COR or if reimbursement will be granted for all documented expenses incurred?

24-Feb-25 OOP expenses will require written authorization from the Contracting Officer.

No

33 23-Feb-25 Can the USG confirm whether additional surcharges apply if port authorities impose new fees during the contract period?

24-Feb-25 The USG will not pay any charges/fees for which it may be exempt.

No

34 23-Feb-25 Can the USG confirm whether local labor laws supersede these overtime definitions and if contractors will be reimbursed for locally mandated wage differentials?

24-Feb-25

Per PWS 4.10, overtime is defined as work being performed past established normal workday/shift, regardless of shift, unless further defined by local labor agreements or current Labor Laws then they shall apply.

No

35 23-Feb-25 Can the USG please clarify which regulations take precedence over the PWS and under what conditions?

24-Feb-25 Port tariffs, customs laws, and regulations.

No

36 23-Feb-25 Can the USG clarify whether inspections will be scheduled or unannounced?

24-Feb-25 Per PWS 4.19.4, the USG will randomly provide inspections with or without notice to the Contractor.

No

37 23-Feb-25 If unannounced, what provisions exist for securing sensitive contractor operations?

24-Feb-25 The USG will abide by non-disclosure, just as the Contractor has to comply.

No

38 23-Feb-25 Can the USG provide clarification on what constitutes a 'US contingency' or "state of emergency" and whether a formal declaration by the USG is required to operate under such situations?

24-Feb-25 Military operations either designated by the Secretary of Defense as a contingency operation or becomes a contingency operation as a matter of law (Title 10, United States Code, Section 101[a] [13])

No

39 23-Feb-25

Trident E&P LLC currently holds an active contract award (SP700024P0116) for the provisioning of MFDs in Qatar. The contract was awarded in November of 2024 and should be active at the time of the Qatar S&RTS contract award. As there is an active government contract to provide exactly this type of equipment should it not also be used to meet this requirement for the Qatar S&RTS misson?

24-Feb-25 TCAQ can not comment on the status/activity on another USG Contract.

No

40 23-Feb-25 Can the USG confirm whether delays caused by port authority operations, weather, or other uncontrollable factors will be excluded from contractor penalties?

24-Feb-25 Delays caused by port authority operations, weather, or other uncontrollable factors, verified by the COR, will not be subject to penalties.

No

41 23-Feb-25 Can the USG confirm if the minimum productivity levels in Table 3 apply to all ports, including those that may have different local regulations or operational constraints?

24-Feb-25 The USG confirms the minimum productivity levels apply to all work done under this contract.

No

42 23-Feb-25 Can the USG confirm what recourse a contractor has if the invoice certification process exceeds seven business days, leading to potential delays in payment under the Prompt Payment Act (31 U.S.C. 3903)?

24-Feb-25

Recommend to immediately contact the Contract Officer, as the USG will make ever effort to process invoices and pay the Contractor within 30 days of completed task orders. No

43 23-Feb-25

Can the USG please clarify whether the requirement ‘for continuity of operations for up to 30 days or until normal operations can be resumed’ means that the continuity plan should cover a maximum of 30 days even if the crisis extends beyond that period, or if the plan should continue until normal operations are fully resumed regardless of whether that period exceeds 30 days?

24-Feb-25

Yes, the minimum would be 30 days. However, the Contractor may expect up to 180 days.

No

44 23-Feb-25 Can the USG confirm if there are specific timelines within which inspections must be completed after service delivery, to prevent undue delay in contractor invoicing?

24-Feb-25

All invoices shall be rendered in English in the currency designated on the associated contract and shall be provided not later than 30 days after receipt of the final order. The Contractor shall provide all invoice documents for port handling charges along with associated substantiating documentation to the designated COR or ACOR for each port location. The Contracting Officer’s Representative (COR) designated to support each port location shall certify all invoices for payment. The Contractor shall provide invoice substantiating documentation (Tally sheets, vendor receipts) to the OO to support the invoice certification process and for their retention purposes. The COR will complete the invoice certification process within seven (7) business days of receipt of the invoice from the Contractor.

No

45 23-Feb-25 Can the USG confirm whether non-cost modifications, such as administrative changes, require formal contract amendments?

24-Feb-25 Yes, non-cost modifications will require formal contract modifications.

No

46 23-Feb-25 Can the USG clarify whether modifications required due to regulatory changes in Qatar will be considered for equitable adjustments?

24-Feb-25 Economic price adjustments will not be added for this firm-fixed-price requirement.

No

47 23-Feb-25 Can the USG confirm whether contractors must first exhaust internal USG dispute resolution procedures before filing claims under the Contract Disputes Act?

24-Feb-25 Claims shall adhere to the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference.

No

48 23-Feb-25 Can the USG clarify if extended force majeure events, such as regional conflicts or trade embargoes, will qualify for contract modifications?

24-Feb-25 Contract modifications will be considered. No

49 23-Feb-25 Can the USG clarify whether risk of loss transfers to the Government upon acceptance, rather than merely upon delivery?

24-Feb-25 Upon formal acceptance. No

50 23-Feb-25 Can the USG confirm that the proceedures required under FAR 49.402-3 will be followed should a decision to terminate the contract for cause be made?

24-Feb-25 Yes, the USG will follow the FAR/DFARS guidance. No

51 23-Feb-25 Can the USG confirm whether this limitation of liability applies to operational delays caused by defective government-furnished equipment?

24-Feb-25 Government-furnished equipment will not be provided. No

52 23-Feb-25 Can the USG clarify how conflicts between solicitation attachments (e.g., PWS, Schedule of Rates, and Evaluation Criteria) should be resolved under this order of precedence?

24-Feb-25 Any conflicts should be demonstrated to the USG, in which clarifications shall be made to resolve any conflicting information.

No

53 23-Feb-25 Can the USG confirm whether a minor deviation from a PWS requirement could still be deemed technically acceptable if it provides equivalent or superior performance?

24-Feb-25 Technical Evaluations shall provide responses that provide complete detail to all aspects of the questions and PWS references.

Failure to do so can result in an "unacceptable" rating.

No

54 23-Feb-25

Especially in light of the fact that the USG is not requiring bidders to prove their ability to perform these services through the inclusion of past performance citations - which would clearly demonstrate a bidder's experience, quality, and abilty to price these service correctly - should teh SUG not also evaluate the lowest priced TEP per FAR 15.404-1 (d) to ensure the offered price is realistic for the services being offered?

24-Feb-25 The USG will determine Offeror's proposed prices are balanced prior to award being made. Please refer to 52.212-2(d)(3) of the

RFP.

No

55 23-Feb-25 Can the USG clarify whether an Offeror whose pricing is considered unbalanced will be given an opportunity to justify its pricing, in accordance with FAR 15.404-1(g)?

24-Feb-25 An evaluation notice (EN) may be issued for unbalanced pricing;

however, the USG can make award without discussions.

No

56 23-Feb-25 If a determination to enter into discussions is made, can the USG clarify whether offerors will be notified of deficiencies before elimination from the competitive range?

24-Feb-25 If the determination is made to enter into discussions, a competitive range will be established IAW FAR 15.306(c).

No

57 23-Feb-25

The requirement to submit screening results to the 831st Transportation Bn. for vetting by the 595th Trans. Brigade S-2 (Kuwait) implies a specific security clearance process, but no timeline or criteria for "investigative and clearance requirements" are provided. Can the USG clarify the expected turnaround time for vetting approval and the specific clearance standards (e.g., U.S. security clearance levels, Qatari vetting procedures) to be met?

24-Feb-25

The screening process shall be determined at the contract post-award meeting with the 831st to determine timelines for the requirement.

No

58 23-Feb-25

The PWS references "U.S. Government guidelines" for screening but does not specify which guidelines apply (e.g., DoD, FAR, or Qatar-specific regulations). Can the USG identify the exact guidelines or standards (e.g., publication number, version) to be used for personnel screening?

24-Feb-25

The screening process shall be determined at the contract post-award meeting with the 831st to determine timelines for the requirement. No

59 23-Feb-25

The criteria for determining "unsafe practices" or "possible" harm are not explicitly defined, potentially leading to subjective interpretation. Can the USG clarify the specific safety standards or thresholds (e.g., OSHA, Qatari regulations, or DoD-specific metrics) that trigger a safety stop?

24-Feb-25 All safety standards will be of consideration and the USG will have the discretion and right to reserve a "safety stop".

No

60 23-Feb-25

It is unclear whether "all VAT fees" includes those incurred by subcontractors or only the prime contractor’s direct costs. Can the USG confirm whether the contractor is responsible for paying and seeking reimbursement for subcontractor VAT fees?

24-Feb-25

Per PWS 4.1.4, only services and/or equipment identified by current Qatari laws and regulations will be subject to VAT charges. The Contractor shall be responsible for paying all VAT fees on behalf of the USG. The USG will reimburse the Contractor VAT fees. Reimbursement will be based on actual costs and must include a supporting receipt specifically identifying the VAT fees paid against services rendered. The Contractor shall separate VAT fees as a separate line item on all applicable invoices with no additional administrative fees applicable for the VAT contract line item. Compensation shall be IAW cost reimbursement per (OOP expense).

No

61 23-Feb-25

The term "additional physical security measures" is vague, and compensation is noted as "OOP expense, extra labor manhours, and/or provided through applicable port tariff," which introduces uncertainty. Can the USG specify examples of expected measures (e.g., armed guards, barriers) and clarify which compensation method applies in each scenario?

24-Feb-25

Per PWS 6.2.2, physical security includes measures that are designed to deny unauthorized access to facilities, equipment, and resources and to protect personnel and property from damage or harm shall include but not limited to containers for walls or storage, concrete barriers, fencing, locks, or contracted security personnel. Compensation for additional security shall be at OOP expense, extra labor manhours at established rates in the SOR, and/or provided through applicable port tariff.

No

62 23-Feb-25

The size requirement ("large enough") is unspecified, and no volume or capacity metrics are provided. Can the USG clarify the minimum square footage or cubic capacity required for each warehouse type (dry, refrigerated, frozen), as this lack of detail impacts facility cost estimation and pricing?

24-Feb-25

The approximate amount of space (SqMt/SqFt) and warehouse configuration shall be determined by the COR at the planning brief.

Per PWS 6.4.3.1, the warehouse space shall include the following requirements:

• Warehouse space shall be accessible by the USG 24 hours a day, 7 days a week, for the entire duration of use.

• Warehouse space shall be dry and protected from all weather conditions.

• Warehouse space shall have lockable doors that are sufficiently large enough to facilitate entry and exit of large vehicles or helicopters.

• Warehouse space shall be separated and protected from other commercial operations or foot traffic

• Warehouse space shall have adequate indoor lighting that illuminates the entire work area.

• Warehouse space shall include loading docks for trucks or railcars.

• Warehouse space shall have a refrigerated area for wet storage of perishable items.

• Warehouse space shall include frozen or cold storage space.

No

63 23-Feb-25 The pre Solicitation had a due date of 4 March 2025. The Solicitation has a due date of 4 March 2025. My interpretation is that a Request for Proposal will follow. Is this correct or is a full proposal due on 4 March 2025?

24-Feb-25 Yes, full proposals are due on 04 March 2025 by 0800 CST. No