RFQ_19MX9022Q0023_ Pre-Proposal Minutes.pdf

FROM: US Embassy Mexico City – INL Mexico – Contracting Section

TO : All interested parties

DATE: September 12,2022

SUBJECT: Minutes from Pre-Proposal Conference RFQ: 19MX9022Q0023 - Air Transportation for Working Canines

In accordance with Cover Letter issued for RFQ 19MX9022Q0023, the subject conference was virtually conducted at 10:30 am Central Time on September 07,2022.

Participants are listed below:

US Government – INL Section -SGI TCP

a) Mara Granados- Contracting

b) Aaron Cuadra-Contracting

c) Claudia Milian-Logistics

d) Luis Enrique Martinez-Logistics

e) Elvia Randle-Logistics

f) Georgina Medina- K-9 Program

Prospective Contractors

a) Brenda Calderon – Prototipo K-9

b) Kamarah Pasley - Genesis Property Care Solutions

c) Chapman Freeborn- Genesis Property Care Solutions

d) Marcy Benken - Fedharmony

e) Keith Taylor – Fedharmony

f) Dennis Pyott - -Fedhamony

g) Jessica Treviño – All in décor

Questions submitted before Pre – Proposal Conference

• Where are the dogs coming from – where do they need to be picked up?

- Dogs must be picked up at Coast to Coast (C2C) facilities at 690 Meta Ln. New Smyrna

Beach, Florida 32168.

• How many dogs will be transported (estimated) at one time?

- Approximately between 20-30 dogs at one time. It can be less than 20 but no more than 30.

• Will all 89 dogs be picked up at once?

- No, It can be less than 20 but no more than 30 canines.

• We would like to confirm the size of the crates/kennels:

- Size: 40” x 27” x 30” (minimum).

• Do we also have to provide the Lodging services at Florida US for up to 89 canines (If applicable) 89 (what does if applicable mean)

- Lodging at Florida will only be applicable in case the Contractor has already picked up the canines from C2C facilities and the flights planned to transport the dogs are cancelled or delayed over 4 hours. If flights are cancelled, the Contractor must look for the next available flight and provide lodging at/or near the airport, food and water (only if the airline allows it prior to fly), and exercise to the canines until they can board the next flight.

• Will ANAM handle the import process, or the vendor shall complete this process?

- The import process will be done through the INL customs broker, please refer to the RFQ:

“The importation process will be performed by INL designated Customs Agent therefore, the contractor shall get in contact with the designated Customs Agent to coordinate the delivery of the canines within Mexico City airport facilities. Person of contact (POC) name and contact details shall be confirmed by INL Logistics after award.”

• It is required any lodging services for the k9s upon arrival to Mexico City?

- No, lodging services are not required in Mexico City, dogs will be picked up by ANAM upon arrival at CDMX.

Pre Proposal – Questions / Clarifications

Page 5 _ Section 1_ the Schedule _5.0 Delivery and Marking instructions

Delivery of canines must be only in ANAM -AICM – Mexico City

Attachment A:

Page 43- & 44 _ Bullets 4 & 19

One stop flights are acceptable, just the vendor should keep in mind that the dogs should remain in the plane all the time. This means they couldn’t be released in any other airport than CDMX’s International airport. In addition, if the vendor decides to ship the dogs in a charter, this should be a nonstop flight.

Regarding documentation, in both cases: cargo flight and charter, the vendor must provide all the documents included in the 6.18 & 6.19:

6.1 It is expected that the canines clear customs the same arrival day therefore, airline staff should be able to hand over all paperwork to customs broker no matter the day or time of canines arrival. Based on the foregoing, the HAWB must be TELEX RELEASED, so that the customs broker can ask the airline for documents release 24 hours / 7 day a week or they can revalidate HAWB against hard copy, if needed.

6.2 Once the shipment is confirmed, the Contractor shall send a pre-alert email to INL Mexico along with the complete shipping details such as assigned airline, flight number, Estimated Time of Departure (ETD), Estimated Time of Arrival (ETA), and any other relevant shipping paperwork: final MAWB/HAWB, packing list and canines’ documentation.

Page 44_ Bullet 11

It is optional for the awarded vendor to contract insurance for the dogs that will be transported.

However, in case something happens to a dog(s) or a dog dies during transportation, Vendor must replace that dog for a similar one. Vendor must acquire that dog from the same vendor that INL procured it, Coast to Coast Canines with the same training that the missing dog had. If Coast to Coast has a pool of INL selected canines, Vendor can acquire one of those in case that Coast to Coast does not has any canines for INL, Vendor must pay for an INL appointed canine instructor and a veterinarian to select a dog at Coast to Coast. Transportation, exportation, importation, and any other related cost to replace the missing dog, must be covered by the vendor. Dog must be replaced in no longer than three months after the scheduled arrival.