Questions and Answers 11R0012.pdf

Questions & Answers Solicitation for customs clearance and shipping services for the U.S. Embassy Baghdad, Iraq

S-IZ100-11-R-0012

Rev 0

Question 1: Could you guide me on the expected size of warehouse/ storage capacity required?

Answer: No warehouse storage will be required. The solicitation will be amended to reflect this.

Question 2: Please advise on the expected location of the warehouse?

Answer: We have no preference on the location.

Question 3: We have customs clearance representation in all the ports, do you require customs clearance representation in the Airports?

Answer: Yes, at the Baghdad International Airport, Basra and Erbil. However, we have no preference on the office locations as long as they can clear shipments.

Question 4: At what port of entry are the vehicles likely to arrive for registration?

Answer: UmQaser, Safwan and Tribil.

Question 5 : Will the contract be ordered through task orders within one year or this solicitation will be awarded as a contract for one year?

Answer: The contract an indefinite delivery/indefinite quantity type contract for one year with one option year. Delivery Orders will be placed under the contract.

Question 6 : Is the performance of the contract task orders will be within Iraq only?

Answer: Orders will be placed in Iraq. Performance will take place as stated in Section C.1.1.

Question 7: The goods taxes and customs clearance expenses are reimbursed if it is available?

Answer: The USG is exempt for all duties, taxes and other levies.

Question 8: Will the US Embassy provide the contractor with the customs exemption letter for each shipment or not, in other words, will each shipment will be exempt from taxes and customs duty?

Answer: Yes.

Question 9: What is the minimum number of storage buildings will be constructed, the area of each building, the location of the constructed storage buildings?

Answer: N/A.

Question 10: Is it allowed for the contractor to set up a man camp inside the US Embassy?

Answer: No.

Question 11: How many days will be given for the contractor to complete the construction and design of the storage buildings?

Answer: N/A.

Question 12: In reference to the price list section B.5.1 item# 3, you need from us to make an estimate cost for the customs clearance, but you have mentioned in section C. 21 (CUSTOMS

CLEARANCE OF EFFECTS) the U.S. Embassy are exempt from taxes and customs duty.

Please clarify?

Answer: Section B is pricing schedule the contractor will charge for services. C.21 request that the contractor is thoroughly familiar with the local laws and procedures, and the duty free clearance process.

Question 13: What do you mean by customs clearance in item no. 9? Is it for shipment customs clearance? If so, what is the difference between item no. 3 & 9?

Answer: 3 is for custom clearance of regular shipments and 9 is to clear vehicles and acquire diplomatic tags and registration. The processes are different.

Question 14: In reference to item no. 9 in the price list, please clarify if the contract will be required to provide 300 trucks with various sizes (1, 5, and 10 ton) to be stand by for any call by the customer?

Answer: The numbers in that column are only estimated quantities per line item.

Question 15: Will the cost of construction for the storage buildings be at the contractor’ expenses or can we include this cost in our proposal?

Answer: All expenses relating to storage facilities are the sole responsibility of the contractor.

Question 16: Section B.5 - Rates for trucking can be variable depending on the security conditions for a specific point even if the actual mileage is the same. How does the Embassy wish for us to address the possibility of security escorts being required on routes from time to time or are all cargoes to be released only when security escorts are no longer needed? What does the estimated quantity column refer to?

Answer: The quantity is the Embassy’s estimate for the line item. The contractor is expected to know the requirements for handling shipments, and should build in all associated cost.

Question 17: Section C.4.1.4 (bullet point 2) - The DOS does not approve crating of TV & furniture. What item are you referring to by “The Contractor shall crate them”?

Answer: Should state “the contractor should crate these items” and, the items are per the bullet.

Question 18: Section C.13.2 - Please define parameters of climate control storage.

Answer: As stated in the paragraph. To protect effects/property from weather, temperature changes, humidity, bugs... They should be in line with the American National Standards Institute

(ANSI) guidelines or the local standards, whichever one is stricter.

Question 19: Section C.15.2 - Will the Embassy accept an emailed copy of “The Warehouse

Receipt”?

Answer: Yes, but originals must be mailed per the contract requirement.

Question 20: Section C.16 (last sentence of the paragraph) - Who is the cognizant fire insurance rating organization?

Answer: The contractor will provide insurance in accordance to local requirements.

The Embassy Fire Marshall will determe the sufficiency or adequacy of a fire-fighting water supply and the responsiveness of a fire department to protect a facility

Question 21: Page 14 of 67 - What Iraqi authority certifies scales?

Answer: The Embassy is not sure if that exist here but we will check with the local authorities and post the answer at a later date.

Question 22: Section C.21 - The Scope of work requires the clearance of cargoes with no storage fees or truck demurrage; however, the Iraqi government controls the clearance timelines and security dictates the movement of cargoes, therefore storage and demurrage are uncontrollable factors in these instances. What documentation will the Embassy require to show proof that the delay is at the hands of the Iraqi government or a result of unsecured routes?

Answer: The contractor is responsible for the customs clearance timeline and, will produce documentation of payment for demurrage and other cost. No expenses will be reimbursed pertaining to the movement of cargos once they are released from customs.

Question 23: Section C.22 - The Scope of work requires the processing for clearance and registration of vehicles to be completed in three weeks from the receipt of the diplomat note.

The ministries will often take longer than that in processing the clearance documents. What documentation will the Embassy require to show proof that the delay is at the hands of the Iraqi government?

Answer: A letter from the Ministry of Foreign Affairs (MFA) certifying the delay will be required.

Question 24: Section D.1 - Reuse of modular containers is not permitted under other DPM contracts, new lift vans and crates are the standard. Is the Embassy advising that we may re-use materials?

Answer: Reusing of containers is permissible for in-country shipping only. Containers may not be reused more than once.

Question 25: Section D.6(f) - Motorcycles – we understand that they are to be considered

“effects” with regard to weight allowances…. But they are “vehicles” and sometimes “hazardous materials” in the eyes of the air/sea carriers and destination customs authorities. Will DOS assume financial responsibility for extra charges incurred as a result of shipping “vehicles” or

“Hazmat” over and above normal costs for shipping non hazmat “effects”?

Answer: USG does not anticipate shipping motorcycles.

Question 26: Section D.6.(g) - Please confirm it applies to motorcycles not any other vehicles.

Question 27: Page 28 of 67 H.4.g - Will the Embassy provide escorts on the NEC for all surveys and packing-delivery requirements?

Answer: The Embassy will provide escorts on the Embassy compound only

Question 28: Section I.11.(c) - Liability $5.00 per pound – Please confirm this applies to goods we packed.

Question 29: Section I.20 - The waiver is only for those workers who are not citizens of the

United States. Will the Embassy accept billing under this contract for DBA insurance associated with US Citizens and residents working on this contract?

Answer: See solicitation clauses:

52.228-4 WORKER’S COMPENSATION AND WAR-HAZARD INSURANCE

OVERSEAS (APR 1984)

652.228-71 WORKER'S COMPENSATION INSURANCE (DEFENSE BASE ACT) -

SERVICES (AUG 1999)

652.228-74 DEFENSE BASE ACT INSURANCE RATES – LIMITATION (JUN 2006)

Question 30: Many companies have adopted a green policy with regard to invoicing in an effort to reduce carbon footprints. Will DOS accept electronic invoices and back up documents?

Question 31: Are all contractors required to secure DBA insurance only from the carrier in the

RFP?

Question 32: Will DOS allow loose loaded shipments if they are shipped in exclusive use FCL steamship containers?

Question 33: What are the anticipated payment terms?

Answer: Net 30 days. Invoices will be handled in accordance with the Prompt Payment Act

(31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at

5 CFR Part 1315.

Question 34: What is the weight of each criteria to be used in making the award:

Price

Technical Acceptability

Responsibility

Answer: See Section M.1.2.

Question 35: Will any of the items shipped require staff to have DoS security Clearances?

Answer: See Section H.1 SECURITY.

Question 36: In order To generate socioeconomic development opportunities to Iraqi Local companies, does DoS approve locally purchased materials for shipping?

Answer: There is no specification in the contract but all packaging materials regardless of origin must meet or exceed the standards for international shipping. Samples of all packing materials must be provided in advance and are subject to the approval of the COR.

Question 34: For warehousing location in Baghdad, does the facility have to be inside the

International Zone, Baghdad Iraq?

Answer: N/A

Question 37: Under section D1, what does DoS constitute a “considerable discount”?

Answer: The reference under D1 is equitable discount and is used in reference to the reuse and repairs of the containers that are considered USG property. In re-using these USG containers the contractor shall give the USG an equitable discount for the necessary “minor repairs” of these containers. This should be with the understanding that if repairs become too costly, then that particular container will no longer be used.

Question 38: Section C.4.1: Reference “supplies for shipment within and from Iraq, Jordan and

Kuwait” – are these locations all within US Embassies or US Embassy or Consulate?

Answer: This will be per the requested location.

Question 39: Can a list of exact locations be provided to the contractor to assist in pricing efforts

Answer: Please see location per section J.7 EXHIBIT F.

Question 40: Would a large villa suffice as a warehouse location? Can sandwich panel warehouse utility be built on to the villa for the processing of weighing, inspecting and packaging?

Answer: N/A Warehousing services will be removed from the solicitation document. See solicitation amendment A-001

Question 41: For logistics tracking devices, would the client prefer to have visibility via web-

‐based system?

Question 42: How often is client expecting to ship vehicles out of Iraq into Kuwait and or

Jordan?

Answer: Approximately 3.

Question 43: In the event that DoS documentation necessary to bring in shipments from border entries into Iraq are not in order (at no fault of contractor), and the contractor must safeguard equipment at the borders till documentation is corrected by the client, how will the client compensate the contractor for storage and additional expenses incurred till cargo is allowed access into or out of Iraq?

Answer: The Embassy will always provide all the documentation necessary from the pertinent

Iraqi government office.

Question 44: The solicitation clearly states that no bonds are required under this contract, yet on page 28 Section H.6 it requires a Certificate of Insurance. What insurance certificate is the COR expecting.

Answer: A liability insurance certificate.

Question 44: 1. In the meeting it was determined that there were carrier owned containers.

Who ever is awarded the contract, it is understood that it is part of the SOW to pick up the goods at port or at border entries. These containers once unpacked at delivery destination, must be returned to the carrier. Pick up and delivery miles are paid under contract. Since the container does not belong to the contractor, but still falls under the responsibility of DoS, is the mileage required to return the container to carrier a billable to DoS?

Question 44: . Can DoS give more direction and or specification for "Liability Insurance". In

Iraq, there are no Liability insurance carriers, and all cargo movements are within Iraq. There are international liability insurance companies that cater to personnel and goods in war zones and conflict regions, but what is the minimum and or maximum coverage required by DoS?

Answer: The average liability is around $25,000.00.

Question 44: DBA Insurance - Pg 51 of 67 states "Please note if a contractor is self-insured they are not required to utilize this contract" (contract references Rutherford International)

In the pre-proposal Conference, Greg's notes state that the direction given during the meeting was that the contractor awarded would have to use Rutherford International). We have DBA insurance approved by DoD, would we have to change providers?

Answer: Please note if a contractor is self-insured they are not required to utilize this contract.

The following link provides a list of contractors approved by the Department of Labor as authorized self-insured employers to provide DBA insurance:

http://www.dol.gov/esa/owcp/dlhwc/lscarrier.htm#authorized%20self-insured%20employers

Contractors not on this list are not self-insured and are required to use the DoS DBA contract, except for the INL Air Wing contract.

http://www.dol.gov/esa/owcp/dlhwc/lscarrier.htm#authorized%20self-insured%20employers