Attachment_4--Questions_and_Answers_A004.pdf

Questions Answers #1 Question #1: In the list of auto parts (Solicitation Number: SAQMMA15R0183), number 5 lists compressors. Are you looking for complete portable compressor units for mounting in the bed of service trucks?

Answer #1: The part number provides salient specifications for CLIN X012. Any proposed solution shall meet the salient specifications identified.

#2 Question #2a: I have two questions regarding RFP#SAQMMA15R0183. We are a current GSA Contract holder. We have been servicing (selling Automotive Auto

Parts and Accessories) one US Embassy(Kabul, Afghanistan) overseas for the last two years and have recently been selling items to a second Embassy(Monrovia), the last ninety days. These sales have been classified Open Market, but could I use these business transactions and the contacts associated with these transactions as

Past Performance in terms of this RFP?

Answer #2a: Refer to L-023. For Similar Experience and Past Performance, the Contractor can use either federal Government or private sector contracts which are similar in size (dollar value), scope (substantially the same supplies and services) and complexity (degree of difficulty) performed within the past three (3) years, under which the Contractor has delivered Auto Parts, accessories or related supplies.

Question #2b: Could I send the Past Performance Customer Satisfaction Survey to the Purchasing Admin in Amman as well as the purchaser at the US Embassy in

Monrovia?

Answer #2b: Refer to L-023. For Similar Experience and Past Performance, the Contractor shall submit an electronic copy of the Customer Satisfaction Survey for each Past Performance Contract Profile (Attachment B) to the respective customer reference (e.g. Contracting

Officer, Contracting Officer's Representative, or other person with direct knowledge of the offeror's performance), asking them to complete and return the survey by email to HarlowAL@state.gov no later than the due date/time for proposals..

#3 Question #3: I sent you two questions regarding the past performance surveys? I will await your response.

Answer #3: Answers are provided in Amendment 004.

Question #4a: PART SUBSTITIONS

On page 4 of the solicitation, section C-001 Supply Requirements states the following:

“In accordance with FAR 52.211-6, CLINS 0001A through 0015B are Brand Name or Equal items. Brand Name and Required Salient Characteristics for each line item are listed in Attachment A - Key Products and Estimated Quantities Table.”

Then on page 10, section H-001 it states:

Answer #4a: Refer to revised Clause H-001, which has been revised to remove any reference to “this contract”.

The Contractor shall not substitute supplies at the delivery order level without the prior approval of the

Contracting Officer.

For the purposes of Attachment A, specifications of the proposed equipment for each CLIN will be incorporated

“The contractor may not substitute supplies listed on this contract without prior written approval by the Contracting Officer. No other individual is authorized to change part numbers, manufacturers, quantities, delivery dates or other requirements of this contract either verbally or in writing.”

I am not clear on if there is a discrepancy here or not. We are prepared to offer brand name aftermarket items such as Napa Filters or Wagner Brakes in lieu of OEM filters and brakes from General Motors or Ford. We are capable of providing either but the aftermarket brands are less cost and meet or exceed OEM specifications.

Perhaps the section H-001 is intended to address the manufacturer and part number on a given delivery order after award has already been established?

Once we propose an equal, we must stick with the equal and not provide another replacement without approval?

at the IDIQ level and can only be changed via bilateral modification.

Refer to Line Item 001 on page 2 of the RFP for guidance on proposing items not listed in Attachment A.

Question #4b: SHIPPING CHARGES

Block 11 of the contract cover page is unchecked making the contract FOB destination. We currently perform on a similar contract as this for the US Air Force and have over 15 years of experience in performing this type of contract. Due to various weight, size, destination, and ship mode, shipping charges are too difficult to factor into a bid for IDIQ contracts. Will the DOS permit shipping charges as a separate line item?

Answer #4b: Refer to Clause F-001 Delivery

Requirements for guidance on shipping charges as a separate line item. Should the ordering activity request shipment directly to Post, the contractor shall add the charges to the quote. Any additional charge for shipping shall be included as a separate line item when the quote is submitted.

Question #4c: GLOBAL DISCOUNT

There are about 870 different models of vehicles spanning various categories. We can supply fixed discounts for each of the categories like aftermarket, OEM (Ford, Chrylser, GM, Navistar), Tools, Batteries, Tires, Heavy Equipment, etc. A single global discount for all categories is very risky for both contractor and the DOS. The

DOS runs risk of paying higher prices and the contractor risks potential losses, depending on what is ordered during the course of the contract.

To clarify, we can provide a list price for GM, Ford, NAPA Filters, Wagner Brakes, and Caterpillar parts but each have their own list price and applying one single discount for all is just not realisitc. They vary too much in cost for us. We cannot provide any discounts for Caterpillar but can provide over 45% on Aftermarket and around 20% for GM and Ford. How do you apply one single global discount for this mix of parts pricing?

Answer #4c: Clause G-003 has been updated to remove any reference to a Global Discount Schedule.

#4 Question #4d: SHIPMENTS Answer #4d: Shipping requirements will be determined

Are shipments to be made directly to OCONUS locations?

If so, what mode of shipping (air, sea,) and will there be any consolidation or domestic ports that will forward larger shipments from the USA to ultimate destination?

at the Delivery Order level.

Shipping mode and consolidation will be determined at the Delivery Order level.

Question #4e: QUOTING

Page 5, Section F-001 Delivery Requirements states that “Should the ordering activity request shipment directly to Post, the contractor shall add the charges to the quote. Any additional charge for shipping shall be included as a separate line item when the quote is submitted.” After award is made, will there by any additional quoting requirements?

Answer #4e: Refer to Clauses F-001 and G-001 for delivery requirements and ordering procedures.

Additional requirements may be determined at the

Delivery Order level.

Question #4f: QUOTING

Aren’t the prices already established?

Answer #4f: The only established prices are the not-to-exceed unit prices for the items identified in Attachment

A.

For additional information on not-to-exceed unit prices in Attachment A, refer to Provision L-024. Refer to

Clause G-001 for fair opportunity procedures. Refer to

Clause G-003 for information regarding pricing tables.

#5 Question #5:

We’ve haven’t had any contracts with any government agency, so since we won’t be able to submit any past performance history with that in mind, can we submit a history with major accounts we currently hold in its place?

Answer #5: Past performance for private sector contracts are permissible. Refer to Provision L-023. The

Contractor shall describe work performed on three (3) past federal Government or private sector contracts, similar in size (dollar value), scope (substantially the same supplies and services) and complexity (degree of difficulty) within the past three (3) years, under which the Contractor delivered Auto Parts, accessories or related supplies.

Question #6a:

Question one is regarding the pricing structure for the core items. The pricing structure for core items is listed as “Fixed Pricing”. If a price is quoted for one of the items marked as brake pads in the Core Items list. Will all “brake pads” be quoted at that exact price no matter the vehicle application or just the particular part number listed as reference.

The same goes for the oil filters listed, Fuel filters and all the other Core Parts

Answer #6a: Refer to Line Item 001 on page 2 of the

RFP. For the purposes of Attachment A, the government is establishing a not-to-exceed unit price based on an offeror’s technical proposal for a specific

CLIN. If an Offerer quotes a core item identified in

Attachment A, the not-to-exceed price for that specific

CLIN applies at the delivery order level.

listed. If a price is quoted in this RFP for one of those items, will that “fixed price” be awarded and mandated for all those Core products that fit all other vehicle types or just for that particular part number referenced in the example.

Attachment A -- Key Products and Estimated Quantities

Table is not exhaustive of all items that may be delivered under this contract. Unit prices for items not identified in Attachment A will be determined at the delivery order level in accordance with fair opportunity procedures. Refer to Clause G-001 and G-003.

#6 Question #6b:

Secondly, 52.225-1(Buy American-Supplies) is listed for this RFP. I am a GSA contract holder and have to follow multiple restrictions on products from TAA countries. I am not exactly sure from the wording on FAR 52.225-1 but will this allow contractors to offer products from non-TAA countries, IE China and India?

Answer #6b: The Trade Agreements Act does not apply to small business set-asides. See FAR

25.401(a)(1). Accordingly, the Buy America Act requirements are not superseded by the trade agreements and are applicable under FAR 52.225-1. To the extent a foreign end product may be supplied consistent with Buy American Act requirements, no distinction is made between trade agreement countries and other foreign countries.

Question #7a:

Can you supply sample VIN numbers for the vehicles in question?

a. The PART NUMBER’s supplied on some items are incomplete, and need further research. For example:

i. CLIN-0004A. May be just a partial number, or possibly a part number of a manufacture unknown to us.

ii. Same for CLIN-0007A, CLIN-0011A, CLIN-0011B, CLIN-0013A, CLIN-0013B, CLIN-0015a, CLIN-0015B

iii. When supplying “or equal” parts it is always best to LOOK then up fresh (with VIN Number) rather than interchange a competitive manufacture. This is the way we would prefer to address all the items, not just those listed as PARTTAL numbers in 1.a.i/ii

Answer #7a: Sample VINs have been provided in

Attachment A.

#7 Question #7b:

Section F-001 Delivery Requirements. Periodically parts go on National Back-Oder.

This could be caused by manufacture recall or other unpredicted events. Is the any accommodation for that event? How would we handle such an event?

Answer #7b: This will be determined at the Delivery

Order level based on an analysis of specific facts and conditions.

Question #7c:

Gathering CURRENT price sheets and securing Customer Satisfaction Surveys take time. Would you consider an extension on the June 12 th date to submit this bid?

Answer #7c: Amendment 003 extended the RFP due date to July 31, 2015.

#8 Question #8a:

The RFQ does not disclose potential shipping location addresses. Is this information

Answer #8a: Shipping requirements will be determined at the Delivery Order level.

available?

Question #8b: B-004 / 52.216-19

These sections state that the minimum order can be as low as $1.00, but the contractor is not obligated to furnish orders under $1.00. Is the Offeror allowed to counter offer this with a different specified minimum order?

Answer #8b: Clause B-004 has been updated to increase the minimum contract amount to $100.00

Question #8c:

If the Offeror is not allowed to state a different specified minimum order in general, is the Offeror allowed to state an order minimum to which freight can be quoted? For example; orders under $ 100.00 will be quoted freight charges for delivery.

Answer #8c: Refer to Clause F-001. Delivery requirements and additional charges for shipping will be determined at the Delivery Order level.

Question #8d:

If the answer to the above question is No; the contractor is not allowed to state their own terms for minimum orders and how freight charges are to apply, are there any potential situations, other than requests for delivery under 30 days ARO, that the contractor will not be expected to assume the costs for shipping an order. If so, please explain.

Answer #8d: Refer to Clause F-001. Delivery requirements and additional charges for shipping will be determined at the Delivery Order level.

Question #8e:

Can the Offeror state limitations to maximum order, or request a longer ARO per

IDIQ order if it exceeds a specified dollar amount or quantity?

Answer #8e: Specific delivery requirements will be determined at the Delivery Order level.

Question #8f: (b) and (d) 52.216-19

Is the Offeror to fill in the blanks with their intended terms, or is this an item that is

TBD per IDIQ order by the buyer.

Answer #8f: Offeror is not required to fill in the blanks in 52.216-19.

Question #8g: SECTION F-001

"The contractor shall deliver all supplies on each order as one single shipment per order". Does this mean that all orders requiring multiple boxes of product to be shipped, must be palletized?

Answer #8g: Specific delivery requirements will be determined at the Delivery Order level. Refer to D-007 for palletization requirements.

Question #8h: SECTION G-003

Non Core items. It is unclear to what extent "comprehensive" is describing. Should the Offeror use the Vehicles from Attachment A and the "State Dept Auto

Parts List" to identify additional parts that might be replaced during the extent of the contract?

If not, how should the Offeror identify important "non core" parts to include in the comprehensive catalog.

Answer #8h: Refer to revised Clause G-003 and

Provision L-018. Reference to the Comprehensive

Catalog has been removed.

Question #8i: SECTION H-019

In reference to the contractor guarantying replacement parts for the equipment for the extent of the contract. If a situation were to arise with a manufacturer, resulting

Answer #8i: This will be determined at the Delivery

Order level based on an analysis of specific facts and conditions.

in under production and low availability (situations beyond the control of the contractor ) and 180 days notice is not available to give to the Government. Is there any penalty toward the contractor?

Question #8j: ATTACHMENT A

CLIN0004A - The attachment asks for a fuel filter for a 2012 Ford Focus. I have determined that the vehicle does not have a fuel filter that is replaced routinely without replacing the fuel pump assembly. The fuel pump assembly for the vehicle is also included in attachment A under CLIN0007A. Given the above explanation, should the Offeror quote the fuel pump assembly for both CLIN0004A and

CLIN0007A? If no, please explain what the appropriate response should be.

Refer to revised Attachment A. CLIN X007A has been reserved.

Question #8k: ATTACHMENT A

CLIN0006A and CLIN0007B, describes a vehicle; a 2008 Chevrolet CG3300 Van.

I would like verification on the vehicle make and model. I believe it might be a 2008 Chevrolet G3500 instead.

Answer #8k: Reference in Attachment A for

CLIN0006A and CLIN007B has been updated to include: 2008 Chevrolet Express 3500.

Question #8l: ATTACHMENT A

CLIN0015A and CLIN0015B. The extended description of the part is unclear. It says "Wheel Hub/ Bearing" but describes a 1130 Ford Genuine Part Wheel Cover, and states the wheel size. I need clarification. Is this a Hub Bearing, a Hub Cap/

Wheel Cover, and the entire Wheel.

Answer #8l: Refer to the part number and VINs provided in Attachment A. See illustration below.

#8 Question #8m: ATTACHMENT A

Regarding all Vehicles on Attachment A and "State Dept Auto Parts List", will VIN code information be available per vehicle if the contract is awarded? If so, will this be provided by the Orderor at time of order/quote, or will the State Department release this information after notice of award.

Answer #8m: Sample VINs have been provided in

Attachment A. The VIN code information shall be provided in each delivery order.

#9 Question #9a:

Can you clarify the deliver-to destinations for material which might be procured under this solicitation? Is the contractor’s responsibility to deliver to one or more mainland US destinations, or to deliver to various overseas locations?

Answer #9a: CONUS and OCUNUS shipping destinations will be determined at the Delivery Order level.

#9 Question #9b:

Can you clarify the matter of shipping costs? Will resultant orders be FOB destination or FOB origin (in our case, Doylestown, PA 18901)?

Answer #9b: CONUS shipping destinations will be determined at the Delivery Order level. Refer to Clause

F-001.

#10 Question #10:

Salvo has duplicate lines of equal quality, one line could have a substantial cost savings can we bid both lines?

Answer #10: For the purposes of Attachment A, the government is establishing a single not-to-exceed unit price based on an offeror’s technical proposal for a specific CLIN. Offerors shall only propose one item for each CLIN.

#11 Question #11:

We maintain 11 locations around Baltimore and 45 delivery vehicles. We would be able to deliver free of charge to the states of MD, DE, PA, NJ, VA, WV, and DC.

Can we add the freight to shipments outside this area? Or do we need to incorporate freight into the prices listed on Attachment A?

Answer #11: Refer to Clause F-001 and Provision L-

024. Not-to-Exceed price in Attachment A shall include all components listed within the CLIN, warranty, FOB

CONUS destination shipping, and other logistics considerations. Should the ordering activity request shipment directly to Post, the contractor shall add the charges to the quote. Any additional charge for shipping shall be determined at the delivery order level and included as a separate line item.

#12

1. How many contracts do you intend to award?

2. L-024 - For each CLIN the Contractor shall enter a single Not-to-Exceed price, which shall include all components listed within the CLIN, warranty, FOB destination shipping, and other logistics considerations as applicable in order to ensure adherence to the requirements of this solicitation. –

Shipments will only be made to CONUS locations, correct?

3. How many ship to locations? Where?

4. Is there a requirement for a written proposal or simply return the completed attachments.

5. We are a member of several buying groups for auto and heavy duty truck parts all of which have numerous price lists with varying discount structures. How do you recommend we include all of those into our offer since you require a global discount percentage?

6. We have the ability to offer exact OEM parts or aftermarket equivalents for the key products in attachment A. Is there any way we can propose both?

1. Refer to provision M-002. After completing the technical and cost/price evaluations, the

Government will then select the 2-4 lowest price, technically acceptable proposals for award.

2. Provision L-024 has been updated to include the following: For each CLIN the Contractor shall enter a single Not-to-Exceed price, which shall include all components listed within the CLIN, warranty, FOB CONUS destination shipping, and other logistics considerations as applicable in order to ensure adherence to the requirements of this solicitation. Refer to Question 4b for additional information.

3. Shipping requirements and locations will be determined at the task order level.

4. Proposal formatting requirements are defined in

Section L of the RFP.

5. Clause G-003 has been updated to remove any reference to a global discount schedule.

6. No. Offerors shall only propose one item for each CLIN. See answer #10 for additional information.