Minutes_Qs_and_As_RFQ_SES600-17-Q-0008.pdf

Antigua Cuscatlan, May 17, 2017

Pre-Proposal Conference Minutes RFQ SES600-17-Q-0008 - Shipping and Customs Services.

Introduction Ms. Rosa Maria de Valiente, Procurement Supervisor, welcomed all attendees and introduced other Embassy personnel Mr. Rafael Rosales, Shipping and Customs Supervisor, Angel Mejia, Shipping and Customs Exports Assistant, and Ms. Mayra Melara, Contracting Specialist.

Solicitation Package The Embassy explained that this will be an ID/IQ type contract with one Base year and four optional years, and also explained that this is a fixed price contract, no re-negotiation of prices will be considered.

Solicitation provisions and evaluation factors were explained to offerors.

Attendees were reminded of the importance to send questions before May 22, 2017 and that the closing date is June 5, 2017 at 2:00 pm. No late proposals will be received.

Questions The attached questions were asked during the conference and after the conference.

Site-Visit

NIA.

Conclusion The Pre-Proposal Conference concluded and attendees were thanked for their presence and expression of interest in serving the U.S. Government. The meeting was adjourned.

Enclosure, Questions and Answers

Sincerely, Scott McDow Contracting Officer

SAN SALVADOR - RFQ SES600-17-Q-0008

SHIPPING AND CUSTOMS SERVICES

QUESTIONS AND ANSWERS

SECTION 1 - THE SCHEDULE

Question 1 - Point 3 (Page 4) - PRICING, literal a), states that:

Demurrage (container rental) charges in excess of 15 days from the date of delivery at the Central Customs facility in San Bartolo shall be reimbursed on an actual cost basis.

Q. Does this mean that if the shipping company provides just 10 days of free demurrage, the Offeror will absorb the demurrage costs from days 11 to 15?, considering that in import shipment, the shipping company is contracted at origin by a third party. Consider that some shipping companies have a container warranty fee that the offeror has to pay. It is reintegrated after the empty container is returned as long as the container does not have demurrage charges or the demurrage charges have been canceled.

A. The Request for Quotation has been amended to reflect 10 days of demurrage the shipping companies provide.

Question 2 - Page 22 - Point 4 - PACKING SPECIFICATIONS AND RESPONSIBILITIES, states that:

ATTACHMENT 1 - PERFORMANCE WORK STATEMENT CONTINUATION PACKING

AND SHIPPING.

Point 4- PACKING SPECIFICATIONS AND RESPONSIBILITIES, states that:

It is required for the transportation contractor to send all HHE or UAB shipments in new lift vans. Failure to do so will be considered a breach of contract.

Q. Is the US Embassy asking for new lift-van every single time a HHE or UAB shipments is requested?

A. The Request for Quotation has been amended to delete the entire paragraph above.

The new requirement is for structurally sound, clean and neat lift-vans -- new or like new (newly minted) condition -- which can be fully sealed to protect the contents.

Q. Is the US Embassy aware that the use of new lift-van in all HHE or UAB shipments will increase substantially the price when comparing to actual contract prices?

A. The Request for Quotation has been amended to delete the entire paragraph above.

Question 3 Page 27

Point 11 - RECORD KEEPING REQUIREMENTS, states that:

Art Objects: the packer shall list art objects by their specific names, i.e., drum, picture, mask, etc.

The Inventory List shall include the type of material (malachite, wood, metal, etc.) and whether the item is of Salvadoran origin.

Q. In the case of a claim, how will the Offerer be sure about the value of the art obj et?

A. High-value items should be identified by the individual being packed to the Offerer prior to items getting packed. It is the responsibility of the Offerer to set the threshold for high-value items. Typically, this amount is $1,000.00 per item. It is the responsibility of the Offerer to establish requirements for substantiating value, be it by purchase receipt, or statement of value from a commercial art dealer, or curator.

Q. A certified art curator value will exist before the service?

A. See answer above.

Question 4 Page 27

Point 12 - CONTRACTOR RESPONSIBILITIES FOR U.S. GOVERNMENT FURNISHED MATERIALS, states that:

Crates and Containers/Lift Vans: The Contractor shall mark and report to the COR any Government-owned wooden crates, lift vans, or air freight containers that are unsuitable for reuse. The Contractor shall dispose of these items as instructed by the COR.

Q. Please clarify which are considered Government-owned wooden crates, lift vans, or air freight containers.

A- Crates received and available for reuse through incoming shipments.

Q. In which cases can the offerer reuse the wooden crates or lift vans, considering the solicitation ask for new lift-van.

A- As per amended RFQ there is no requirement to provide new lift vans. It will be up to the contractor to utilize their expertise and industry knowledge to determine if a used shipping container is structurally sound, properly lined with a waterproof barrier, and sturdy enough to provide adequate protection to the shipment. The contractor must use their best judgement to use containers appropriately sized for the shipment.

Q . What are the criteria to establish wooden crates, lift vans, or air freight containers that are unsuitable for reuse?

A. The criteria to establish wooden crates, lift vans, or air freight containers that are unsuitable for reuse is when it does not structurally support and protect the contents, does not seal and provide adequate protection, and has previous markings which may lead to confusion as to the destination and owner of the shipment.

Question 5 Page 33

Point 17 - REQUIREMENTS FOR THE DELIVERY AND UNPACKING OF HOUSEHOLD EFFECTS, UNACCOMPANIED AIR BAGGAGE (UAB) AND GENERAL CARGO, states that:

Removal of Debris and Return of Containers: The Contractor shall, upon completion of delivery and unpacking services, remove all trash dunnage, and debris from all shipping vans and containers. The Contractor shall deliver promptly all empty steel vans, and other special-type containers, to the carrier or its authorized local agent. The Contractor shall release steamship containers immediately after unloading, to the local agent of the delivering carrier. In addition, at the option and discretion of the COR, the Contractor shall retain containers owned by the Department of State at the Contractor' s facilities. All other vans and containers, after completion of service, shall be delivered to the Embassy Warehouse (refer to Attachment 1, Article 12) or depository as designated by the COR.

Q. Please clarify which are considered Government-owned containers and which ones will be delivered to Embassy Warehouse.

A. Ownership of containers: In the pack-and-crate method, the shipping container and the packing materials furnished by the contractor become the property of the U.S.

Government. The destination post takes title and control over the shipping containers, cartons, and packing materials after the shipment is delivered and unpacked. Contractor should try to retain incoming containers in good condition for reuse for outgoing shipments. The lift vans utilized should be well-made and designed with a removable door to facilitate reuse, allowing the Contractor to reuse the containers and obtain an appropriate reduction in packing charges by allowing the lift vans to be reused by the Contractor. Shipping containers and packing materials used for shipment of effects by the through bill-of-lading method will remain the property of the carrier or its agent.

Q. If lift-vans are considered Government-owned containers, why the contractor should store them if it will not be able to reuse?

A. Contractor will be able to reuse lift vans that are in acceptable condition when received from incoming shipments.

Q. If the contractor will store the Government-owned lift-vans, a storage fee will be accepted?

A. Contractor will be able to reuse containers/lift-vans that are in acceptable condition and may reuse them for outgoing shipments. Since the Contractor will be receiving these assets for reuse no storage fees will be accepted. Lift-vans which are deemed unfit for reuse will be disposed of by the Contractor.

Question 6 - Page 3 7

ATTACHMENT 2 - PACKING SPECIFICATIONS

Point 1 - CONTAINER SPECIFICATION, literal c, states that:

( c )The modular containers provided by the Government used under this contract are the sole property of the Government, and shall be handled carefully to allow subsequent reuse with minimum repair or refurnishing.

Q. When the offeror will be authorized to reuse the modular container considering this solicitation is asking new lift-van for HHE or UAB shipments?

A. The regular HHE shipments managed under this contract for the US Embassy requires that lift-vans are in an acceptable condition for the purposes expressed within the contract.

Only when there aren't sufficient supplies of lift-vans will the Contractor be expected to provide new containers. As stated previously, like new or newly minted condition is considered to mean the lift-vans are:

A. Structurally sound and able to support the items packed within;

B. Clean and can be sealed to prevent adverse environmental effects to the contents;

C. Are free of excess/old shipping markings and labels which may confuse where the containers are destined, and to whom the contents belong.

New standard triwall boxes (which cannot be reused) apply for all UAB shipments managed under this contract. Lift- vans only apply for HHE shipments since they are made from wood.

Q. This specification allows the offeror to repair or refurnish but in page 22, the solicitation ask for new lift-van.

A- The requirement of new lift vans has been removed from the RFQ

Question 7 Page 3 7

ATTACHMENT 2 - PACKING SPECIFICATIONS

Point 1 - CONTAINER SPECIFICATION, literal d, states that:

( d) When the Government specifies use of a used modular container in export shipment of household effects under this contract, the Contractor shall offer in its invoice and equitable discount from the applicable contract rate. The amount of such discount will vary according to the extent of repair needed, or other conditions of the used containers, and shall be determined on an individual case basis upon mutual appraisal by the Contractor and the COR.

Q. This paragraph mentions the possibility to repair a used modular container. It is not a contradiction to send all HHE or UAB shipments in new lift-vans?

A- Yes it is. See answers in question 6. This paragraph has been deleted.

Q. Clarify the reason why the contractor will provide a discount when repairing a modular container which does not belong to him, if the contractor is spending it resources to do so.

A. Contractor will provide a discounted rate if reusing a container, because the Contractor is not supplying a new container. Any resources expended to bring an unacceptable lift-van into compliance with the requirements of this contract may be charged toward the shipment the li-ft van is used to complete.

Question 8 Page 40

6. SPECIAL HANDLING INSTRUCTIONS, literal c, states that:

Art Objects and Artifacts: The packer shall note the ratio of artwork to Household Effects among the client's effects, and if the ratio appears excessive, the Contractor shall notify the COR.

Q. What will be the ratio to establish a proportion be excessive?

A. Per US regulation, it is up to the contractor to utilize their expertise, judgement and industry knowledge on a case-by-case basis to determine when the ratio seems excessive. The intent is to ensure employees are not exporting in bulk for business purposes or exporting items which may be culturally sensitive or protected by the local government.

Q. It will be based on the quantity, value?

A. See answer above.

Question 9 Page 43

ATTACHMENT 3 - GOVERNMENT FURNISHED PROPERTY, states that:

The Government shall make the following property available to the Contractor as "Government furnished property" for performance under the contract: Crates and Containers/Lift Vans.

Q. If the Government will make available to the Contractor used Lift Vans for the performance of the contract, when the Contractor will be able to use them? Since in Point 4 - PACKING SPECIFICATIONS AND RESPONSIBILITIES (page 22), it is required for the transportation contractor to send all HHE or UAB shipments in new lift-vans.

A- Attachment 3 has been removed from RFQ and lift vans are reusable (please refer to second answer in question 4 ).

Question 10 Page 55

52.247-23 CONTRACTOR LIABILITY FOR LOSS OF AND/OR DAMAGE TO

HOUSEHOLD GOODS (JAN 1991) (DEVIATION), literal c, states that:

The Contractor shall indemnify the owner of the goods at a rate of $8 .50 per pound (or metric equivalent in local currency) based on the total Net Weight."

Q. We understand that currently, all import or export shipments are insured by the government.

This will not be more like this?

A. FAR clause 52.247-23 establishes indemnification at a rate of $8.50 per pound and the Comprehensive General Liability establishes a maximum of $25,000 per occurrence.

Q. Based on the Comprehensive General Liability - Maximum liability when moving HHE from the Warehouse to Residences and vice versa (page 18), is $25,000.00 per occurrence the maximum amount of responsibility for loss of and/or damage to household goods?

A. This insurance requirement is the maximum amount to be paid per occurrence, when moving HHE from the Warehouse to Residences and vice versa.

Question 11 Page 60

SECTION 3 - SOLICITATION PROVISIONS

ADDENDUM TO 52.212-1 Point A: Summary of instructions, literal A 1, states that:

The Offeror shall include Defense Base Act (DBA) insurance premium costs covering employees.

Q. Is this insurance applicable to a Salvadorian company? We have understood that all types of U.S. government contractors - from military to disaster relief, nonprofits, and education -have civilian workers overseas that require specialized protection and support and that the reason of Defense Base Act (DBA) insurance. In this specific case, the offeror does not have any US citizen employee and all Salvadoran employees have social security insurance (ISSS), as required by local law. In addition our employees enjoy a life insurance as an additional benefit.

Contract Defense Base Act coverage with an American Insurance will increase the price when comparing to actual contract prices.

A. This is required insurance for all companies that are going to provide a quote in response to subject RFQ since the country of San Salvador does not have a waiver to exem t coverage for all such services rovided under Defense Base Act"

Question 12 Pages 5, 7, 9, 11 & 13

SECTION 1 - THE SCHEDULE, BASE PERIOD PRICES, literal a, Packing Services.

Q Considering the solicitation asks for new lift-van but mentions the possibility of used lift-van, can the Offeror bid two rates for Packing Services, one using new lift van and another using used lift van?

A. New lift vans are not a requirement as per amendment 001 of the RFQ and offerors should only provide one rate. Offeror should not change the price structure.

Question 13 Page No. 18 - 11. INSURANCE

Q. If all import shipments are insured door to door, why is it necessary to have additional insurance for the transportations from the contractor warehouse to the consignee residence?

A. This section refers to the maximum amount to be paid per occurrence, when moving HHE from the Warehouse to Residences and vice versa

Q. It is indicated that given a report of loss or damage the contractor is required to pay to the consignee. If the shipment is insured, it is the responsibility of the insurance company to pay such claim. As a contractor we want to know if we have to pay immediately or we should have to respect processing time of the insurance company.

A. It is the Insurance Company who pays

Question 14 Page No. 22 - PACKING SPECIFICACTIONS AND RESPONSABILITIES

Q. Under what circumstances it is necessary to use waterproof paper for packing?

A. RFQ has changed the word "waterproof paper" for "acid free paper" and the paper should be used for wrapping and padding all items.

Question 15 Page No. 27 - CONTRACTOR RESPONSIBILITIES FOR U.S. GOVERNMENT

FURNISHED MATERIALS

Q. Please clarify under what circumstances, if any, the govenunent will furnish packing material. And if so, how would the cost of the same be deducted and accounted for.

A. The Government will not provide any packing material per Amendment 001 of the RFQ.

Question 16- Page No. 55 . - 52 .247-23 CONTRACTOR LIABILITY FOR LOSS OF AND/OR

DAMAGE TO HOUSEHOLD GOODS (JAN 1991) (DEVIATION)

Q. Please clarify under what circumstances the contractor is liable to pay $8.50/lb net weight, assuming that all freight/HHG are insured.

A. FAR clause 52.247-23 establishes indemnification at a rate of$8.50 per pound and the Comprehensive General Liability establishes a maximum of $25,000 per occurrence