Q A_SAQMMA15R0070.pdf

WASHINGTON METRO – PACK/CRATE AND STORAGE

SAQMMA15R0070

QUESTIONS AND ANSWERS

February 4, 2015

Answers to questions are provided in red text.

1. I am in receipt of the reissued RFP SAQMMA15R0070. I have reviewed it and did not see anything in this RFP in reference to a Bid or a Performance Bond. I just want to be sure that it is not required.

Not Required.

2. I am also wondering if the Performance Questionnaires sent in with the last RFP are in any way still valid or if I should have them sent again. The Department may use the questionnaires received before [for SAQMMA14R0235] as applicable under FAR subpart 42.1501, but resubmitting with the current RFP number is required.

3. Do the Performance Questionnaires provide your office for solicitation

SAQMMA14R0235 need to be resubmitted to your office under solicitation

SAQMMA15R0070? The Department may use the questionnaires received before (for

SAQMMA14R0235) as applicable under FAR subpart 42.1501, but resubmitting with the current RFP number is required.

4. The solicitation has moved from an “IPIQ – Indefinite Delivery Indefinite Quantity” contract to a “BPA – Blanket Purchase Agreement”. How does this change directly impact the awarded contractor compared to how the contractor is currently doing business with Department of State - Transportation? The change to a BPA does not significantly alter how the Department administers its business, or how the current contracts are administered .The only change, from a contractor’s perspective is there will no longer be a guaranteed minimum, other than that there are no changes in the ordering or administering of the contract.

5. How does this change directly impact how the Department of State – Transportation will administer its business with the awarded contractor compared to how it’s administered currently? The Department has decided to pursue a multiple award BPA to account for flexibility in ordering transportation related services due to applicability of both the FAR and transportation orders in compliance with CFR Title 49, Federal Management

Regulations Subchapter D, 102-117 and 102-118, also in terms of requesting discounts in volume orders for long term storage, and flexibility in terminating agreements for poorly performing contractors.

6. H-002 Transition of Services – states “the Government has advised the contractor to transfer…..to a different contractor”. Will a PA [Packing Authorization] be issued to the contractor being discontinued to transfer these shipments or a PA issued to the new contractor to pickup said shipments? A Packer’s authorization will be provided to current packer to release/transfer shipment to newly assigned packer.

7. H-023 states that “Since the implementation of the ITGBL (Door-to-Door) program, awardees should be aware that the Government reserves the right to use the ITGBL method…”. B-003 provides the minimum requirements of the Offeror. Will the ITGBL business booked by the awardee count towards the minimum requirements stated in B-

003? The minimum requirements stated in section B-003 refer to the contractor’s minimum capability to perform the services required. The reference to the ITGBL program exists to inform the contractor that the Government reserves the right to utilize

ITGBL services in lieu of outlined BPA services as required.

8. Will the awardee be expected to commit to the minimum requirements of the contract above and beyond their ITGBL business booked? No. The ITGBL program is separate from services under the BPA.

9. With the above question in mind, B-003 requires the awardee to provide their

MAXIMUM CONTRACTOR CAPABILITY as this will be used by the “allocation program to determine when a contractor is unable to schedule any more work.” Will the allocation program have the capability of measuring what an awardee has booked through the ITGBL program? No. The ITGBL program is separate from services under the BPA.

10. Many wage and labor related items that were present in SAQMMA14R0235 are removed in SAQMMA15R0070. What does this mean for the awarded contractor? See A001 and

Attachment R- Wage Determination.

11. May an awarded contractor’s employee be paid on an IRS Form 1099? It is advised that the use of specific payment IRS forms be verified by the prospective vendor’s accounting services, and the Department of Labor to verify that there is no local labor law or Service

Contract Act violations. Small business contractors are cautioned to maintain the required

50 percent prime contractor performance threshold as required under FAR clause 52.219-

14. Please also see answer to Question 26.

12. Many elements of the rating methodology that were present in SAQMMA14R0235 are removed in SAQMMA15R0070. Will the bidder’s proposal still be scored and ranked from a technical standpoint? Award will be made on a lowest priced technically acceptable basis (LPTA), therefore offerors technical proposals will be evaluated for acceptability and determined acceptable or not acceptable. If so, will scoring of the technical elements of the proposal include the pricing element? No, price will be evaluated separately.

13. F-001 Period of Performance states the BPA will remain in effect for one year and may be extended on a year to year basis. Could Acquisitions extend the base year or an option year at any time before the first 5 years of the contract has elapsed? This is not a multiyear BPA; there is a one year base agreement with up to four option periods exercised on an annual basis at the government’s discretion. With a maximum total period of performance of five years.

14. When option years are exercised, please explain how permanent or controlled storage option year pricing is applied to lots already in permanent or controlled storage under this contract. Please see Attachment V- Section B Pricing Spreadsheet, the spread sheet requires pricing for option years. Incumbent contractor’s with current permanent and controlled storage that are selected for award under the new BPA may charge applicable

BPA rates for items in current storage once the new period of performance begins. The

Government does reserve the right to seek discounts in rates after award for items under the incumbent’s previous contract that are to remain in permanent and controlled storage, see section B-002. Incumbent contractors who are not selected for award that have permanent storage and controlled storage and POVs will be issued transportation orders to transfer such property to one contractor selected for award; or if in the government’s best interest, the incumbent contractor may receive a limited duration sole-source transportation contract to maintain storage of such property.

15. Please consider an item for the contract that would allow pricing to fluctuate annually keeping with contract anniversary (use contractor’s average increase over the 5 year contract exercised possibly) once the 5 year contract has elapsed? Incumbent contractors who are not selected for award that have permanent storage and controlled storage and

POVs will be issued transportation orders to transfer such property to one contractor selected for award; or if in the government’s best interest, the incumbent contractor may receive a limited duration sole-source transportation contract to maintain storage of such property.

16. Assembling the latest RFP I am wondering if you would like us to provide financial and leasing information or if you would just like us to have that information available upon request. Financial information will be required upon request in accordance with FAR clause 52.247-6. Contractor is to provide leasing information as necessary to comply with

Attachment Y.

17. I do not see any requirement for a bid bond in the new solicitation. Is a bid bond required for the new one? Not Required.

18. Our customers have already completed and submitted ‘Past Performance

Questionnaires’. I would like to avoid the inconvenience of everyone having to complete and submit new ones. Do our customers have to complete and submit new ones, or will you accept the ones you already have on file from the cancelled solicitation? The

Department may use the questionnaires received before [for SAQMMA14R0235] as applicable under FAR subpart 42.1501, but resubmitting with the current RFP number is required.

19. Are there any current (incumbent) small business contractors? Can we be provided a list of all active contractors currently being used for this requirement? There are small business incumbent contractors. The incumbent contractors are: Hilldrup Companies, Inc;

Pullen Moving Company, Inc; Suddath Relocation Systems of Maryland, Inc; Victory

Van Corporation; JK Moving & Storage, Inc; Eagle Van Lines, Inc; Security Storage

Company of Washington; Able Moving and Storage, Inc; Paxton Van Lines, Inc.

20. What is the protocol when a customer requests items to be crated yet are not covered within cited crating guidelines? We have found in the past this happens frequently. Under no circumstances will the Department of State fund or authorize crating that deviates from the solicitations crating guidelines.

21. We are a current carrier with the SDDC and all the contractors rates are published publicly. Are the current contractor’s rates available for this requirement, and if so where can they be found? The current IDIQ contract rates for the incumbent contractors are not published as they are proprietary information between the contractor and the Department.

22. In past issued solicitations, there has been a bid bond or bid guarantee required. Is this still a requirement for this solicitation? Not Required.

23. Are there any plans for a pre bid conference to be scheduled? There are no plans for a pre bid conference at this time.

24. What is the anticipated award date of the contract? Prior to May 31, 2015.

25. What is the anticipated start date of the contract? The anticipated start date is June 1, 2015.

26. As long as we can ensure that personnel meet the requirements listed in H022 and we do not subcontract any part of the contract, are we permitted to use independent contractors

(not W-2 employees) in the performance of the contract? Any work to be performed by independent contractors is considered sub-contracting and is subject to the terms and conditions of clauses H-008, H-015, H-022, and C-002.

Please note:

The McNamara-O’Hara Service Contract Act requires contractors and subcontractors performing services on prime contracts in excess of $2,500 to pay service employees in various classes no less than the wage rates and fringe benefits found prevailing in the locality, or the rates (including prospective increases) contained in a predecessor contractor's collective bargaining agreement. The Department of Labor issues wage determinations on a contract-by-contract basis in response to specific requests from contracting agencies. These determinations are incorporated into the contract.

For contracts equal to or less than $2,500, contractors are required to pay the federal minimum wage as provided in Section 6(a)(1) of the Fair Labor Standards Act.

For prime contracts in excess of $100,000, contractors and subcontractors must also, under the provisions of the Contract Work Hours and Safety Standards Act, as amended, pay laborers and mechanics, including guards and watchmen, at least one and one-half times their regular rate of pay for all hours worked over 40 in a workweek. The overtime provisions of the Fair Labor Standards Act may also apply to SCA-covered contracts.

27. Must all personnel assigned to the DOS contract be employees of the contractor? Please refer to the answer to Question 26 and to the terms and conditions of clauses H-008, H-

015, H-022, and C-002.

28. Must all of the contractor’s employees that are assigned to the DOS contract be paid on an IRS form W-2? Please see answer to question 11. Small business contractors are cautioned to adhere to the required 50 percent prime contractor performance threshold as required under FAR clause 52.219-14. Please also see response to Questions 11 and 26.

29. If independent contractors (not w-2 employees) are not allowed, how will the DOS ensure that all awarded contractors stay compliant with this requirement? Government

Inspectors are assigned to pack outs that verify the contract personnel are compliant.

CORs will make periodic inspections of Contractor facilities for compliance, and in accordance with Section E of the solicitation.

30. Did DOS intentionally omit Attachment R – DOL Wage Determination from the solicitation? See A001, Attachment R.

31. Page 8; B004 Purchase limitations – Is $6.5 million the maximum amount any one contractor can achieve throughout the entire contract period? No, see Section B-006.

Section B-004 sets the limitation to the value of an individual order issued under the

BPA.

32. Page 66; (xiv) 52.223-1 Biobased Product Certification – will this contract require the use of USDA-designated items, and if so, please specify these items. The clause is applicable.

Please consult the requirements within the clause FAR 52.223-1 and the USDA reference provided therein. Please also refer to section D-004 Type and Construction of Surface

Shipping Containers.

33. Are the number of pages for the compliance matrix/index included in the count towards the technical page count (L.7, page 76)? Please see answer to question 34.

34. The maximum number of total pages for the technical section is thirty (30) pages (L.7, page 76); please clarify if the maximum would be thirty (30) sheets of paper printed on both sides for a total of sixty (60) pages or fifteen (15 ) sheets of paper printed on both sides for the maximum of thirty (30) pages (L.6, page 76). If the maximum number of pages is thirty (30), can the Motor Vehicle and other equipment inventories be excluded from the page count? 30 sheets of paper printed on both sides, 60 pages total. See A001

35. We were trying to clarify whether or not you will use financial information as a part of the a consideration to rank the offerors /contractors towards the allocation of shipment awards as described in Section H-023. No

36. We wanted to ensure we provide you with complete financial (documents) as well as any ratios to support our financial situation. Will you be reviewing the financial status of bidders using audit tools like Dun and Bradstreet to ensure a company can perform the work outlined in the solicitation? Yes, as part of a potential awardees responsibility determination.

37. Would a bidder who has filed bankruptcy and is in Chapter 11 be graded at same level as blue chip triple AAA rated service company? No, that would affect the prospective contractor’s responsibility determination under FAR Subpart 9.1.

38. In reading over the contract requirements it looks like all of TAB C is limited to 30 pages. As there are five Factors with 21 total separate sections that need to be answered in detail, it would not be possible to answer all sections in only 30 pages as was the case with the initial solicitation? Please see answer to Question 34.

39. Following is a question/clarification for the Requirements for Controlled Storage

Procedures Vault Storage:

Our understanding is that the storage of firearms falls under “Controlled

Storage/Continued Storage – Vaulted 2509E”. The monthly controlled storage rate is based on a rate per cubic foot. Is there a set number of cubic feet that should be considered for each firearm? Or, should we file a rate per firearm, per month? CLIN

2509E rate should be the actual cubic feet of the firearm per month.

Also, the pickup of firearms looks to fall under “Loose Pack in Controlled Storage

2231MC, and is a rate based on CWT. Is there a minimum weight (i.e. 100 lbs.) that we should consider when filing our rates for the pickup/delivery of firearms? There is no minimum amount, 1 unit (EA) is equivalent to 100lbs, and rates are charged based on actual weights as per industry standard. The Department advises that Controlled storage is usually done in conjunction with other HHE services.

40. Can you elaborate on the Department of State’s approach to the solicitation award as a

Blanket Purchase Agreement (BPA) rather than a contract as has been the case in previous solicitations and historically as a contract award? The Department has decided to pursue a multiple award BPA to account for flexibility in ordering transportation related services due to applicability of both the FAR and transportation orders in compliance with CFR Title 49, Federal Management Regulations Subchapter D, 102-117 and 102-118, also in terms of requesting discounts in volume orders for long term storage, and flexibility in terminating agreements for poorly performing contractors.

Consequently, there will no longer be a guaranteed minimum order dollar amount to be issued to each award as required in an IDIQ.

41. Are the distribution percentages the same across the entire contract? For example, can a contractor have 30% of export business and 20% of import business? Please refer to section H-023. There are no set distribution percentages other than one contractor cannot have more than 30% of one type of business.

42. If a shipment is refused by a contractor and offered to another contractor, does that allocation go against the percentage of tonnage to be allocated to the contractor or is it above and beyond what is allocated? There are no set distribution percentages other than one contractor cannot have more than 30% of one type of business.