Amendment 0003 Attachment 01 N4033924QD008 - Response to Clarifications.pdf

Questions & Clarifications Response

Is there a current incumbent performing these services? If so, who is the incumbent contractor?

Yes. If you need to search for contract data or specific contracts, please go to FPDS.gov and use the ezSearch tool.

2 How many personnel are currently employed under the existing contract?

This information is proprietary to the current contractor.

3 Are all personnel required to be U.S. citizens? No.

Will there be a transition period between the current and the new contract? If so, how long will it be?

Yes. 15 days. Estimated date of award is 05 Sept 2024, contract starts on 20 Sept 2024

Security clearance: Are there any specific security clearance requirements for personnel working on this contract? No.

If the company is not classified as a “small Business Concern” can they act as a sub-contractor to a Small Business Concern based out of the UAE?

Yes. There are no restrictions for contractors that are NOT categorized as small business concern to be a subcontractor of a small business concern.

Yes. This requirement is 100% set aside for Small Business concerns. Definition of Small Business concern per FAR Part 2.

Small business concern—

(1) Means a concern, including its affiliates, that is independently owned and operated, not dominant in its field of operation, and qualified as a small business under the criteria and size standards in 13 CFR part 121 (see 19.102).

(2) Affiliates, as used in this definition, means business concerns, one of whom directly or indirectly controls or has the power to control the others, or a third party or parties control or have the power to control the others. In determining whether affiliation exists, consideration is given to all appropriate factors including common ownership, common management, and contractual relationships. SBA determines affiliation based on the factors set forth at 13 CFR 121.103.

https://www.acquisition.gov/far/subpart-19.3 FAR Subpart 19.3 - Determination of Small Business Size and Status for Small Business Programs https://www.sba.gov/federal-contracting/contracting-guide/size-standards#:~:text=Qualifying%20as%20small%20is%20one,of%20small%20business%20size%20standards https://www.sba.gov/sites/default/files/2023-04/AFFILIATION%20GUIDE_Updated%203- 2023_508%20%283%29.pdf How does SBA define the term “small business concern”?

In order to be considered a small business, a concern must first satisfy the definition of a “business concern.”

A “business concern” is an entity that is:

1. organized for profit,

2. has a place of business located in the United States, and

3. operates primarily within the United States or makes a significant contribution to the U.S. economy through payment of taxes or use of American products, materials, or labor. A firm must satisfy all three elements of that definition to be considered a “business concern.” A nonprofit organization is not a business concern. Once a firm qualifies as a “business concern/” it must then determine whether it is “small” by selecting the applicable NAICS code and calculating whether it satisfies the size standard assigned to that code.

There are severe criminal penalties for knowingly misrepresenting the size of a business for a federal contract. The penalties are defined in 13 CFR 121.108(Link is external).

*As part of responsibility, we will verify the offeror's Small Business status in SAM (Reps and Certs).

Confirm that responses will ONLY be accepted by a company classified as a “Small Business Concern”

To assist in our market research and proposal development, I would greatly appreciate if you could provide the name of the current incumbent contractor for this work. If possible, could you also share any publicly available information about the incumbent's performance or the current contract value? If you need to search for contract data or specific contracts, please go to FPDS.gov and use the ezSearch tool.

We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services.If not brand new, could you please provide the current / previous contract number?

Not a new contract. If you need to search for contract data or specific contracts, please go to FPDS.gov and use the ezSearch tool.

10 Do you have a CAD drawing or layout of the facility available? Sent as attachment labelled "Shed 57 warehouse layout"

Is there any data available for facility capacity in terms of total pallet locations and/or current capacity utilization? Shed 57 has the capability to hold 500 wooden pallets of cargo, totaling 500,000 pounds.

Is there a current warehouse management system (WMS) or inventory management system in place? If so, what is the name of the system(s)?

The system used to manifest the cargo is called Automated Manifest System Tactical (AMSTAC). The system, laptop, and equipment is managed my NAVSUP WSS.

What material handling equipment is currently in use at the facility? Will any still be there for the performance of this contract?

The current number of Material handling equipment that is contractor provided is proprietary information.

Plastic wrap machine, Navy owned and managed by CTF53/FLS; Cargo scale, Navy owned and managed by CTF53/FLS; Packing materials, Navy owned and managed by CTF53/FLS

In Appendix E there is historical cargo data by trucks and container weight inbound and outbound, is there any data regarding total items? Pieces: 9,359; Weight: 905,478 lbs

Is there any data available for the cargo mix? Like average or range of weights and dimensions?

Dimensions can range from a 1 pound item to an item weighting 10K, 20 ft long

16 Is there an FTE requirement or estimate for this solicitation? No.

Appendix B-1 notates consumable items the Government will provide. For clarification, is the awarded contractor required to procure and supply pallets for storage and outbound shipments? No. CTF53/FLS will provide the packing supplies and storage requirements.

18 What is the incumbent contract/solicitation number?

If you need to search for contract data or specific contracts, please go to FPDS.gov and use the ezSearch tool.

What is the total number of employees employed under the current incumbent contract? see answer to question 2

What are the total number of forklift operators currently working under this program? This information is proprietary to the current contractor.

21 What are the total number of Hazmat specialists working under programs?

See answer to question 40. One hazmat specialist (FLS personnel). Not required from contractor.

What are the total number of assistants currently working under this program? see answer to question 2

23 How many forklifts are currently operational under this contract? This information is proprietary to the current contractor.

24 What are the sizes and capacities of the forklifts? This information is proprietary to the current contractor.

Regarding logistics, do we handle port clearance and transportation to the warehouse, or is another contractor or government entity responsible?

This is a different contract.

26 Under this program, is the contractor responsible for unloading the vessel?

No. The cargo will be offloaded from the vessel to the pier by the vessel’s crew. You will then received the cargo from the pier or from a truck if the cargo is coming from outside of the Jebel Ali base.

Under this contract, is there any local shipping involved (to other US military bases in the UAE), or is the contractor solely responsible for logistics operations and warehouse management for the US Navy in Jabel Ali Shed 57? Contractor solely responsible for cargo operations and warehouse management in Jebel Ali Shed 57.

28 What is the current incumbent contract number?

If you need to search for contract data or specific contracts, please go to FPDS.gov and use the ezSearch tool.

If the contract volume of cargo increases in the next few months, will the government modify the contract to add more personnel and additional funding?

The contract will be Firm Fixed Price. The PWS requirement is to provide support services to manage and operate trans-shipment and warehouse facility at Shed 57. The contractor shall provide all management, supervision, personnel, operating materials, and supplies, material handling equipment (MHE) to include fuel and maintenance actions for MHE, office furniture and equipment, janitorial services, and any other items and services that are not Government-Furnished and necessary to accomplish the PWS. The contractor shall perform the services required to meet all mission requirements during normal working hours from 0800 Hour through 1600 Hour daily, Sunday through Thursday from 20 September 2024 – 19 September 2025 and all option years if exercised. Appendix E is for information only.

30 What type of system is being used to maintain the warehouse inventory? see answer to question 12

Pier services: Is it permissible to use forklifts to transport cargo to Quay 9, or are we required to use trucks for movement within the facility?

Forklifts can be driven on the pier. FLS will assist with getting pier access badges for the personnel.

Is a JAFZA visa required for all staff members, or will a standard Dubai visa suffice? JAFZA visa is required for all staff.

This solicitation does not include Form SF 1449. Could you provide that so we can sign and return it with our proposal?

In accordance with FAR 12.603(b), SF1449 is not used for issuing the solicitation since this is combined synopsis/solicitation. Please disregard any reference of quote submittal by using SF 1449 or SF 30. There will be no SF 1449 or SF 30 to be filled since this is a combined synopsis/solicitation. Contractors may submit their quote in any format but will attach the required submittals as mentioned in the notice.

Attachment 3 does not contain a breakdown for CLINs. Should we provide our own format for this breakdown, or will the government supply a template for us to use? Please use the format provided under Attachment 3. The intent is to award a Firm fixed price contract.

Based on your past experience kindly advise the optimal number of forklifts and their lifting capacity to perform the required services. see answer to question 20

Based on your past experience kindly advise the optimal number of workforce/labor to perform the required services. see answer to question 2

During the bidders conference it was mentioned that the heaviest cargo in the past year was approximately 40,000 lbs. Please advise do we need to provide heavy crane at all the time during the contract in the US Navy warehouse facility or we will be allowed to provide the same on case by case basis. Crane requirement is the responsibility of the vessel/command

In the solicitation documents it is mentioned that Office Space will be provided to the contractor. Can you please advise the approximately size of the office space? Share office space with FLS personel – 40x8 ft; Breakroom – 15x8 ft

Form 1449 and form 30 are not found in the solicitations. Could you please assist with this?

In accordance with FAR 12.603(b), SF1449 is not used for issuing the solicitation since this is combined synopsis/solicitation .Please disregard any reference of quote submittal by using SF 1449 or SF 30. There will be no SF 1449 or SF 30 to be filled since this is a combined synopsis/solicitation. Contractors may submit their quote in any format but will attach the required submittals as mentioned in the notice.

During the pre proposal conference, we were informed that the contractor is required to move the HAZMAT Waste to and from the shed/ship and the HAZMAT area located near the shed 57 and the US Navy Environmental team takes over. Kindly revert should we include the HAZMAT qualified personnel in this bid?

HAZMAT qualified personnel not required. US Navy provides annual training.

41 Is there any minimum or maximum staff that is required to be considered?

There is no minimum or maximum staff that is required to be considered.

The contract specifies a fixed number of overtime hours(400 hrs per year).

How are the additional hours paid for if it goes beyond 400 hrs?

Contractors shall incorporate the overtime in their quotes based on the estimated number of overtime hours per year. The COR and the contractor will monitor this. If in case, it is near to being exceeded, the contractor shall advise the Contracting office and file a request for equitable adjustment/claim for any potential additional overtime hours. Contractor cannot work additional overtime hours in excess of the 400 overtime hours included in the contract until authorized by the Contracting Officer.

If “Pallets” or any other consumable items are not specifically listed in Appendix B1 as being provided by USN, it typically means that the contractor is responsible for providing them. In this case, should the pricing include the cost of pallets? Also, are pallet handlers required to be considered? See revised Appendix B-1 in the atttached PWS

Is there any exact number of forklifts and their capacity that is required to be considered? see answer to question 20

Warehouse Construction (Shed Number 57, Quay 9): Could you provide an overview of the construction plan for the specified warehouse? We’d like to understand the layout and design. see answer to question 10

Transportation Inclusion: Is transportation part of the scope of work?

Should we factor it into our services? If yes, do we need to make the arrangement for transportation? No, cargo transportation not in this scope of work.

Freight and Documentation: Are we required to handle freight movements and provide documentation for shipments to both Fujairah and Bahrain?

Required to load and unload trucks, as well as provide the driver with the manifest(s) documentation.

Inventory Control: During inventory checks, should we focus on statistical quantities based on the number of packages, or do we need to verify the quantity within each package (e.g., bolts and nuts within a carton)?

Inventory is not part of the scope of the job. Manifesting each package and separating them based on military command/unit.

Service Hours: Can our service availability be limited to specific hours (e.g., 9 AM to 6 PM), or is 24-hour availability necessary?

Normal working hours are 0800-1600, however it could become a 24 hr operation depending on the mission at hand. The FLS OIC and Chief will coordinate the schedule to accommodate everyone.

Product Range (HAZMAT): Could you specify the types of products being handled, especially hazardous materials (HAZMAT)? This information will guide disposal arrangements, especially if items are routed through Dubai rather than directly to Bahrain.

The only HAZMAT being utilized by the contractors will be spray paint to mark pallets of cargo and lubricant oil to lube the forks of the forklift if the forks need to be shifted. Any other HAZMAT in the warehouse will be incoming/departing cargo for the vessels. If disposal is required (HAZWASTE), CTF53/FLS will make the arrangements with NAVFAC Environmental.

We need to understand the Form to be filled up by us to submit our offer

“SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES” (copy attached) SF 1449 see answer to question 33

Will trucking be required outside of Jebal Ali Port? If so, where will the trucks be going and in what quantities?

Not a requirement for this contract.

53 Is the contractor responsible for procuring the commercial land transportation options or are there existing platforms. No

Does the contractor break down the pallets and containers (break seals) or are they received and then shipped out in their entirety?

Cargo on the pallets are to be sorted, then repalletized per vessel/command. Containers received from commercial shippers will be opened onsite by transporter and pallets removed to be sorted.

55 Will Pallets and wooden boxes be provided for packaging? Yes

56 Will off site storage facilities be required/? If so what size No requirement

57 How many line items does the location store on average?

This facility is more of a transiting warehouse. We can range from 10 pallets of material to 500 pallets depending on the current mission.

Are Stevedoring operations required for loading and offloading vessels or is this handled by the USN Handled by the husbanding agent and ship’s crew

59 Can the USG provide current headcount supporting this mission?

see answer to question 2

60 Is the prime required to hold a Secret or Top Secret Clearance? No clearance required. Only Jebel Ali base access required, which involves a criminal records check

Are both PM and DPM required to be AN, if so what level of clearance is required? Is a NACI required for these positions? See answer 3 and 5

If there is a deviation of 10% of the workload history will an adjustment be considered? Example the containers and tonnage increase at a different time of the year than expressed in the historical data? There’s deviations all the time depending on the mission. Our workload is based on the activity that is occurring within the 5th Fleet. See Answers 29 and 63.

Is the lump sum quote to be based on the data from last year provided in the solicitation?

The PWS requirement is to provide support services to manage and operate trans-shipment and warehouse facility at Shed 57. The contractor shall provide all management, supervision, personnel, operating materials, and supplies, material handling equipment (MHE) to include fuel and maintenance actions for MHE, office furniture and equipment, janitorial services, and any other items and services that are not Government- Furnished and necessary to accomplish the PWS. The contractor shall perform the services required to meet all mission requirements during normal working hours from 0800 Hour through 1600 Hour daily, Sunday through Thursday from 20 September 2024 – 19 September 2025 and all option years if exercised. Appendix E is for information only.

Regarding this effort, will Government Furnished Equipment listed in Appendix B-2 be required to be processed through the GFP Module in

PIEE?

Yes. GFE will be processed through PIEE GFP Module

We would like to know the total area which the contractor is assigned to manage including Shed 57 and Quay 9 Areas. 16,000 sq ft

We would like to know whether the Forklift is available or if we have to provide it. see answer to question 13 and 20

If the Forklift is to be provided by the Contractor, how many and what is the tonnage? see answer to questions 13 and 20

We could not find the SF 1449 document in the combined synopsis, kindly provide.

In accordance with FAR 12.603(b), SF1449 is not used for issuing the solicitation since this is combined synopsis/solicitation .Please disregard any reference of quote submittal by using SF 1449 or SF 30. There will be no SF 1449 or SF 30 to be filled since this is a combined synopsis/solicitation. Contractors may submit their quote in any format but will attach the required submittals as mentioned in the notice.

69 The existing equipment & tool list. This information is proprietary to the current contractor.

We would like to clarify that below listed services are not the scope of contractor.

1. Customs clearance and related services

a. Documentation Preparation: Ensuring all necessary paperwork, such as invoices, packing lists, and bills of lading. Not the responsibility of the contractor

b. Customs Brokerage Not a responsibility of the contractor

c. Customs Duty Calculation: Determining the correct duties and taxes payable on imported goods.

Not a responsibility of the contractor

d. Compliance and Regulatory Requirements: Ensuring adherence to all import/export regulations, including obtaining necessary licenses, permits, and certifications.

Not a responsibility of the contractor

e. Classification of Goods: Proper classification of goods under the Harmonized System (HS) code, which determines the tariff rates and duty charges. Not a responsibility of the contractor f.Consultation Services: Offering guidance and advice on best practices for customs procedures and compliance. Not a responsibility of the contractor

g. Inspection Coordination: Arranging for and managing inspections required by customs authorities. Not a responsibility of the contractor

PWS 4.5 HAZWASTE - During the pre-proposal conference, it was mentioned that hazardous materials (HAZMAT) need to be shifted to another warehouse within the same compound. The requirement as per PWS 4.5 is the ultimate responsibility for transferring the processed and staged HAZMAT/HAZWASTE to either the NSA Bahrain Environmental Office or local disposal contractors. The materials can be transferred to local contractors who are certified and equipped to handle and dispose of hazardous materials and waste according to local and international regulations. But we need the details to price it.

If HAZWASTE is transferred to a local disposal contractor, you are not responsible to transfer it to them. This is the responsibility of the base environment office.

Is Client or contractor responsible for transporting goods to and fro from these locations Quay 9 berths 57-60, Jebel Ali Free Zone Seaport; Al Minhad Airbase; Fujairah International Airport; and Fujairah Seaport as well as potentially other airports/Air bases and seaports within the UAE?

Contractor responsible for loading and unloading trucks, and delivering cargo to vessels at USN Base Jebel Ali.

Total number of manpower required

See answer 41. There is no exact number of manpower required. Submit a quotation that will support what is required in the PWS.

We have reviewed the appendices listing the tools, materials, and equipment that the U.S. Government will furnish at no cost to the contractor. We noticed the Pallets, handlers. cranes for instance are not listed in the appendices which means such items must be provided by the contractor at no cost to the USG. We would appreciate clarification on the tools, materials, and equipment that the contractor is expected to provide:

a. Contractor-Provided List: Is there a detailed list available that identifies the tools, materials, and equipment the contractor must provide based on current and past execution of the same contract? This information is proprietary to the current contractor.

b. Historical Data: Can we access any historical data or records from previous contracts that outline the typical contractor-provided items?

This information is proprietary to the current contractor.

c. Additional Requirements: Are there any additional requirements or guidelines for the contractor-provided tools, materials, and equipment that we should be aware of? for instance make/model/specs/year of manufacture/country of origin etc. No We need to understand the scope of Maintenance Work that the contractor is responsible for, particularly in relation to repairing damages such as holes in the walls, cracks on the ground, and other similar issues. Could you please clarify the following:

a. Scope of Maintenance Responsibilities: Is the contractor responsible for upkeeping and performing maintenance works for damages like holes in walls, cracks on the ground, and other structural repairs? No. Building maintenance is not the responsibility of the contractor.

b. Coverage and Limitations: Are there specific guidelines or limitations on the extent of maintenance and repair work the contractor is expected to handle?

Contractor responsible for their managed equipment (CFM) only. If Navy owned equipment (GFM) is down, contractor needs to notify FLS.

c. Reporting and Approval: What is the process for reporting and obtaining approval for repairs that are beyond routine

Contractor responsible to maintain their equipment (CFM). All other GFM equipment will be the responsibility of CTF53/FLS.

To ensure accurate cost estimations, Could you please provide the following information:

a. Maximum Weight: please confirm the maximum weight of a single piece of cargo that will need to be handled at the warehouse? 8,000 pounds

b. Frequency: How frequently will we be handling cargo at this maximum weight?

Bi-weekly

c. Weight Variations: please confirm any common variations or ranges in cargo weights we should be aware of?

Dimensions can range from a 1 pound item to an item weighting 10K, 20 ft long

Does the USN dictate the number of staff that must be employed during the performance year ? No.

PER PWS // 9. Personnel requirement // 9.2 Forklift Operator: "The contractor will provide forklift operators that shall be duly trained and licensed as forklift drivers in accordance with UAE and Dubai transportation laws for forklift operation. The average weight per pallets/cargo is 800 lbs": Q: to Calculate DC accuratly and to provide the forklift operators (if awarded) who meet the minimum requirements, we need the following information about the forklifts: number of Forkllifts needed to be in operation during the performance year, the Type of Forklift, Weight Capacity, Lift Height, Forklift Manufacturer/ Model and fnally any special attachments (e.g., clamps, rotators) that might require additional skills/certification.

Please see PWS paragraph 2.1

PER PWS // hours of ops : 10.2.2 "The contractor may be expected to work up to 400 overtime hours during non-regular working hours per performance year, and shall base their proposal price on 400 hours."

please clarify on the following: see answer 42

a. Based on this article, is the the 400-ovetime hours man hours or shift hours ? to elaborate the question: 10 people working for 10 hour on a holiday = 100 man hours. So, if it is man hour calculation then 400 - 100 (holiday worked) = 300 hour remianing for the performance year. Please confirm. Manhours

b. If/when the client requires overtime hours that exceed the contractual limit (exceeding 400hr per performance year) what is the mechanism to address this situation? see answer 42

Per PWS // 4. Trans-shipment Facility Operations // 4.5 The contractor shall receive, process, and stage used Hazardous Material (HAZMAT)/Hazardous Waste (HAZWASTE) from U.S. ships for transfer to Naval Support Activity (NSA) Bahrain Environmental Office or the local disposal contractors. Q: Specifically, we would like to understand:

a. Cost Responsibility: Who is responsible for covering the costs associated with the handling, storage, and disposal of hazmat waste generated from ships?

US Navy

b. Support and Resources:Will the U.S. government provide any support or resources to manage these materials, or should these costs be included in our proposal? Contractor will only transport HAZWASTE from one location to the next on Jebel Ali base

Per the PWS, the Base Year starts 20 September 2024. Per pre-proposal Conference day held on 15th July at shed 57, the intended award date is 5th Sept which makes the current transition Period of 15 days from award date.

a. Can the transition period to start the Period of Performance (POP) be extended by up to 30-45 days. The transition involves several critical steps, including coordination with our HR, medical examinations, and visa processing, and other processes each of which requires significant time and effort. Based on previous experiences and current processing times, we estimate that a minimum of 30 days will be needed to complete these steps thoroughly. We believe that granting this extension will facilitate a seamless transition, minimizing disruptions to ongoing operations and maintaining productivity levels.

No.

Per the PWS, 2.4 The contractor shall be responsible for providing all equipment and materials including consumables and tooling unless otherwise noted in Part II – Appendices. Q: for the consumables and tooling furnished by the USG, we kindly request clarification on the following:

a. Limitations on Quantities: Are there any specific limitations on the quantities of consumables materials and equipment that will be provided per performance year?

Consumables to be provided by the USN. See revised Appendix B-1 of PWS

b. Allocation Details: Could you provide details on how these quantities are allocated and distributed over the performance period?

As needed

c. Additional Provisions: Are there any conditions or constraints we should be aware of regarding the usage or replenishment of these materials and equipment? Conduct a quarterly check of the supplies and inform the FLS staff of the requirement

PART II APPENDICES // APPENDIX A, Q: we can't reach pages for forms DD Form 1384 and DD Form 1385. Can you provide forms or links with direct access to Forms named in this section? Forms will be attached and labelled as DD 1384 and DD 1385 accordingly

Under the Freedom of Information Act would it be possible to obtain the previous contract award to include pricing. Please let me know what documentation I need to fill out to get this information.

If you need to search for contract data or specific contracts, please go to FPDS.gov and use the ezSearch tool.

If possible, could you also share any publicly available information about the incumbent's performance or the current contract value?

If you need to search for contract data or specific contracts, please go to FPDS.gov and use the ezSearch tool.