Fuel_Delivery_Services_Solicitation_2014_QA.pdf

U.S. Embassy Port au Prince

Q&A for the Fuel Delivery Services Solicitation

1. How many companies attend this visit?

Four (4) companies confirmed their presence but three (3) showed up for the visit.

2. When the contractor’s truck comes with the fuel, what type of management system is in place to handle the delivery? And how do we proceed?

See Clause 52.216-18 and paragraph 3 and 4 of the Schedule of Supplies/Services, Block 20 for our ordering, delivery and quality control procedures. Note that the Embassy will have an American officer and an appointed Receiving clerk at time of delivery to receive the fuel.

3. What is the Embassy’s storage capacity per type of fuel?

The Embassy currently has the following:

80,000 gallons of diesel for Embassy generators

15,000 gallons of diesel for vehicles

16,000 gallons of unleaded fuel for vehicles

4. What is the average daily consumption per type of fuel?

Diesel: 3,800 gallons, Unleaded: 400 gallons

5. What is the weekly frequency of fuel ordering?

The Embassy can order fuel with a weekly delivery of 5 to 30 trucks depending on the capacity of the trucks. They usually range from 1000 to 4000 gallons.

6. As you know, the fuel will be purchased from the oil companies that import it in Haiti and therefore, the quality level will be consistent with the product we receive from them.

Please refer to paragraph 4 of the Schedule of Supplies/Services, Block 20 for our quality control procedures.

7. How do you contact the company for a delivery? Do you require a requisition to be sent to the company?

Please refer to Clause 52.216-18 and paragraph 3 of the Schedule of Supplies/Services, Block

20 for our ordering and delivery procedures.

8. What is the fuel pipe diameter?

Paragraph 3 of the Schedule of Supplies/Services, Block 20 states that the Contractor’s delivery trucks must be equipped with proper hoses and adapters for the 4-inches receiving inlets at the Embassy.

9. How many days should we deliver upon receipt of a delivery order?

Paragraph 3 of the Schedule of Supplies/Services, Block 20 specifies that the contractor shall deliver the fuel by tanker truck within 48 hours of receipt of the delivery orders issued under the contract.

10. How many points of delivery are there?

Please refer to paragraph 3 of the Schedule of Supplies/Services, Block 20.

11. How do we proceed with delivery when it is raining?

Since we cannot open the fuel tanks while it is raining, we will have to wait for the rain to stop.

12. Who is monitoring the contract?

See clause 652.242-70.

13. Are Emergency deliveries included into the contract?

The contract stipulates that the Contracting Officer may issue oral orders that will be confirmed in writing.

14. Do you have an automatic fuel system?

Only for the fuel pump that is stationed by the Motor Pool area but it is not working due to incompatibility with current dispensers.

15. Does anyone understand clearly the definition of a proper invoice?

To constitute a proper invoice, the invoice shall include all the items required by FAR 32.905

Content of invoices. (1) A proper invoice must include the following items (except for interim payments on cost reimbursement contracts for services):

i. Name and address of the contractor.

ii. Invoice date and invoice number. (Contractors should date invoices as close as possible to the date of mailing or transmission.)

iii. Contract number or other authorization for supplies delivered or services performed

(including order number and contract line item number).

iv. Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.

v. Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms). Bill of lading number and weight of shipment will be shown for shipments on Government bills of lading.

vi. Name and address of contractor official to whom payment is to be sent (must be the same as that in the contract or in a proper notice of assignment).

vii. Name (where practicable), title, phone number, and mailing address of person to notify in the event of a defective invoice.

viii. Taxpayer Identification Number (TIN). The contractor must include its TIN on the invoice only if required by agency procedures. (See 4.9 TIN requirements.)

ix. Electronic funds transfer (EFT) banking information.

(A) The contractor must include EFT banking information on the invoice only if required by agency procedures.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the contractor must have submitted correct

EFT banking information in accordance with the applicable solicitation provision (e.g., 52.232-38, Submission of Electronic Funds Transfer

Information with Offer), contract clause (e.g., 52.232-33, Payment by

Electronic Funds Transfer-System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer-Other Than System for Award

Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

x. Any other information or documentation required by the contract (e.g., evidence of shipment).

16. Are the purchases based on a fixed price? Should the vendor submit the quote on a fixed one?

The contract type is a fixed price with economic price adjustment indefinite quantity/indefinite delivery under which may be placed firm fixed-price delivery orders

17. Is there any requirement on the vendor’s trucks?

Vendor’s truck requirements are specified in Paragraph 3 of the Schedule of

Supplies/Services, Block 20.

18. How should we reflect the discounted price?

Pricing tables are provided on Paragraph II of the Schedule of Prices, Block 23

19. Should we provide the driver’s name and license number at deliveries?

Paragraph 3 of the Schedule of Supplies/Services, Block 20 stipulates that any contractor personnel involved with the delivery of the fuel shall comply with Embassy regulations for receiving supplies. The Contracting Officer's Representative (COR) will be responsible for instructing contractor personnel at the time deliveries are made.

20. Do we need any proof of insurance?

See Clause 52.228-4 and 52.228-5

21. Where can we find the SF-1449 form?

You can find it on the Fedbizopps website (www.fbo.gov).

22. What are your payment terms?

Contract clause 52.212-4 sets payment terms to 30 days after the designated billing office receives a proper invoice or 30 days after Government acceptance of the services/supplies, whichever is later.

23. Will our purchase be tax exempt?

Please see the pricing section of Paragraph II of the Schedule of Prices, Block 23 (d)

24. Can we submit our pricing in US dollars?

Please see the pricing section of Paragraph II of the Schedule of Prices, Block 23 (a)

25. Who is the incumbent?

The incumbent is Distributeurs Nationaux S.A. (DINASA) http://www.fbo.gov/