Packing and Crating Services QA 1.docx

U.S. Embassy Port au Prince:

Q&A for Packing and Crating Services Solicitation

1. Section 1 – The Schedule – Attachment 1 – Freight Handling Is it required to have insurance for the cargo?

The Freight Handling clause stipulates that “The contractor accepts full responsibility for any and all losses and/or damage, from the time such cargo is received into the hands of the contractor until it is released into the custody of the Government as evidenced by a signed receipt. The contractor further agrees that in any instance involving loss or damage to the Government cargo, where the contractor fails to exercise reasonable diligence, the contractor shall assume full responsibility for such losses or damage including payment of claims for such losses or damage.”

2. Section 2 – Contract Clauses Is the contractor liable when vandalism or insurrection occurs?

See Clause 52.247-23 CONTRACTOR LIABILITY FOR LOSS OF AND/OR DAMAGE TO HOUSEHOLD GOODS (JAN 1991) (DEVIATION)

3. Section 1 – The Schedule – Insurance What type of insurance is required for this contract?

The Contractor shall provide and maintain during the entire period of performance of this contract whatever insurance is legally necessary. At a minimum, the contractor shall carry the following:

Comprehensive General Liability Bodily injury $100,000.00

Workers' Compensation and Employer's Liability Workers' Compensation and

4. Section 1 – The Schedule – Pricing Can there be price adjustment?

This contract does not contain any provision for economic price adjustment.

5. Section 1 – The Schedule – Estimated Quantity How did you come up with the estimated quantity?

The estimated quantity is based on the number of anticipated staffing moves.

6. Section 4 – Evaluation Factors Is evaluation based on cost only?

No. The Government intends to award a contract/purchase order resulting from this solicitation to the lowest priced, technically acceptable offeror/quoter who is a responsible contractor. The evaluation process shall include the following: compliance review, technical acceptability, price evaluation, and responsibility determination.

7. Is it the first time you are signing this contract?

No

8. Section 1 – The Schedule – Freight Handling Will the freight be handled from the carrier to the residence or through the warehouse?

Generally, this is done through the contractor’s warehouse

9. Can the contractor drop the contract if it does not fit him/her?

A contractor can always elect to drop a contract but it should be on the basis of mutual (bilateral) agreement. The contractor should check clause 52.237-3 which talks about Continuity of Services (JAN 1991)

10. What do we do with the Government crates?

They have to be secured to be re-used as specified by the Government

11. Does a company charge a fee to keep these lift vans?

No. This is not part of the contract

12. Section 1 – The Schedule - Pricing Is this going to be a multiple award contract?

The Government is contemplating a single award contract. However, we may decide to make more than one award. In such case, the estimated amount of work awarded under task order(s) to any single contractor will be less than the amount shown on the solicitation.

13. Do you intend to put the list of bidders out?

No

14. Section 1 – The Schedule – Attachment 2 – Packing Specifications Do all packages need to be packed / crated?

Yes. Attachment 2 – Packing Specifications provides the standards for packing

15. Section 1 – The Schedule – Attachment 2 – Container Specifications How much do you charge for an old crate / lift van?

The amount 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.

16. What is an average number of moves per year?

We have an average of 50 moves

17. What period is your highest season?

High season is between April and September

18. Can we have 15 moves in one week?

We try not to schedule that many moves in a week. But we may have 2 to 3 moves/pack outs during a one-week period.

19. Does this contract cover local moves from one house to another? How do we charge the packing?

The Embassy Property Unit usually takes care of this type of move. However, if for any reason we have to contract this service out, it will be subject to another agreement with the contractor.

20. Section 1 – The Schedule – Attachment 1 – Warehouse receipt Do you take into consideration the company’s warehouse location and size?

The Warehouse receipt clause talks about the criteria required for the contractor’s warehouse. This facility is subject to the COR’s approval.

21. Section 1 – The Schedule – Attachment 1 – Warehouse Receipt Will a fire extinguisher be acceptable?

The contract calls for fire extinguishers in the contractor’s warehouse facilities.

22. Section 1 – The Schedule – Attachment 1 – Packing Specifications and Responsibilities The contract mentions Port au Prince metropolitan area, is there any limitation? Can we have a map?

The metropolitan area is subdivided into various districts (communes). It includes: Port au Prince, Petionville, Delmas, Carrefour, Tabarre, Cité Soleil, Croix-des-Bouquets.

Port-au-Prince Metropolitan Area - Land Use Map

Land use map from Minustah - January 2010

23. Section 1 – The Schedule – Attachment 1 – Computation of Weights How do you weight a shipment?

The contractor shall designate and the COR shall approve a scale to be used for determination of shipment weights.

24. Section 1 – The Schedule – Attachment 1 – Packing Specifications and Responsibilities Where do we do the crating?

The crating should be done on site. The contractor shall transport packing materials and vans to the designated location ready to perform the services required.

25. Section 1 – The Schedule – Attachment 1 – Definitions What is a COR?

"COR" means the Contracting Officer's Representative, appointed in accordance with Section 2 of this contract

26. Section 2 – Contract Clauses Does the solicitation have Escape / Termination clauses?

FAR 52.212-4 CONTRACT TERMS AND CONDITIONS – COMMERICAL ITEMS (FEB 2012) incorporated by reference into this solicitation provides the language for the termination clauses.

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