Packing_and_Crating_Services_-_QA.pdf

U.S. Embassy Port au Prince

Q&A for the Packing and Crating Services Solicitation

SHA70015Q0002

The U.S. Embassy Port au Prince organized a pre-proposal conference on Monday, July 20, 2015 at 10:00 a.m. for the above referenced solicitation for packing, freight handling, forwarding, cargo storage, customs clearance and other related services that apply to shipments originating from, consigned to, routed through, and/or moved within the geographic area(s) of Port au

Prince. Three (3) firms participated in this pre-proposal conference: Emballage Adventiste, Concorde Demenagement and United Shipping & Logistics. The questions and answers below are responsive to the inquiries received before and during this meeting. Prospective quoters had an opportunity to submit additional questions to the Embassy regarding this solicitation. The deadline for submission of supplemental questions was July 21, 2015 15:30 local time. The questions should have been submitted to U.S. Embassy via e-mail: Port-au-

PrinceGSOProcurement@state.gov.

1. Who should we address the solicitation to?

In the cover letter, it is stated that “your quotation must be submitted in a sealed envelope marked "Quotation Enclosed" to John A. Marten. Now that Michael E. Brown is our principal Contracting Officer, we would like the package to be sent to him using the same address printed on the SF-1449 form.

2. Can we submit our package with a cover letter?

Yes

3. Can we have a receipt confirmation of the delivered package?

The Embassy employee who will receive the package will be able to date stamp a copy of your cover letter as proof of receipt of your quote.

4. What is the package submission date?

You should submit your package on or before 10:00 A.M. on July 31, 2015.

5. How should we submit the total price of the contract?

You should complete the price table of SECTION 1 - THE SCHEDULE - PRICES BLOCK

23. Tables are provided for the base year plus four (4) option years.

6. Will this contract be awarded to only one company?

mailto:Port-au-PrinceGSOProcurement@state.gov mailto:Port-au-PrinceGSOProcurement@state.gov

See Clause 52.216-27 SINGLE OR MULTIPLE AWARDS (OCT 1995)

7. What are your payment terms?

Clause 52.212-4 provided by reference in the solicitation states the following: “(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of

Management and Budget (OMB) prompt payment regulations at 5 CFR Part 1315. “ It is 30 days after a proper invoice for the amount due is received if a specific payment date is not established by contract.

8. Do we have to comply with all the contract clauses submitted in SECTION 2?

Yes. And for 52.212-5, there is a part where the Contracting Officer has checked the ones that are appropriate for this service contract.

9. Can we subcontract for the vehicles? If yes, should we provide the vehicles specifications?

See Clause 52.203-6 and Addendum to 52.212-1 paragraph A.2 (7)

10. Should we provide the police clearance/check of the employees with our package?

No

11. For the outbound shipments, should we get the shipping containers from the Embassy?

No. You should get them from the shipping line.

12. There is a fee associated with the delivery of the container, who is going to pay this fee?

This is part of Freight Handling/Transportation/Hauling. Please refer to the pricing tables.

13. What shipping company should we use?

See Clause 52.247-63. The Embassy may also suggest a shipping line depending on the destination.

14. For the vehicles that need to be shipped back, will the Embassy transport the vehicle to the packing and crating company?

Paragraph 4 (d) 4.i of SECTION 1 - THE SCHEDULE PRICES BLOCK 23 states the following: “Services to include pickup at the Embassy, police inspection, loading into container, warehouse handling and 30 days storage. Vehicles must be transported in a car carrier.”

15. What if something happens to the vehicle while being transported to the Contractor’s facility?

See Clause 52.247-22.

16. Will the Contractor be required to pick up vehicles from the sea port?

No

17. Do you need a complete/exhaustive list of our clients?

See Addendum to 52.212-1 paragraph A.2 (3)

18. Can we add the US Embassy as a client?

See Addendum to 52.212-1 paragraph A.2 (3)

19. Should we submit all licenses required to do the job?

See Addendum to 52.212-1 paragraph A.2 (5)

20. What about the insurance related to this contract, should we provide a copy?

See Addendum to 52.212-1 paragraph A.2 (6)(d)

21. Will the Embassy pay by check or cash?

See Clause 52.232-33

22. If an offeror is not registered in SAM, will he be selected for award?

Clause 52.204-7 paragraph (b) (1) states the following: “By submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the SAM database prior to award, during performance, and through final payment of any contract, basic agreement, basic ordering agreement, or blanket purchasing agreement resulting from this solicitation.”

23. Do we need to include the SAM’s registration in the proposal?

Clause 52.204-7 paragraph (b) (2) asks the offeror to ”enter, in the block with its name and address on the cover page of its offer, the annotation “DUNS” or “DUNS +4” followed by the

DUNS or DUNS +4 number that identifies the offeror’s name and address exactly as stated in the offer. The DUNS number will be used by the Contracting Officer to verify that the offeror is registered in the SAM database.”

It further states in its paragraph (c): “If the offeror does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one.”

The full text of a clause may be accessed electronically at this/these address(es):

http://acquisition.gov/far/index.html / or http://farsite.hill.af.mil/search.htm.

24. Does a company fail because some points are missing?

http://acquisition.gov/far/index.html http://farsite.hill.af.mil/search.htm

Please see SECTION 4 - EVALUATION FACTORS

25. Can you give us some details regarding the freight handling?

Please see paragraph 6. FREIGHT HANDLING of ATTACHMENT 1 - PERFORMANCE

WORK STATEMENT CONTINUATION

26. Where is your warehouse located?

Our warehouse is located at Blvd 15 Octobre – Tabarre

27. Apparently, it is very difficult to obtain the LCL in Haiti. What do you think?

Some carriers provide this service.

28. After the submission of the package, can we have an idea on the timing of selection?

It will not exceed six (6) months.

29. Is it acceptable a teaming-agreement with an USA based organization which operates in HHE business for the last 40 years?

See SECTION 5 - REPRESENTATIONS AND CERTIFICATIONS

30. Do we have to fill out SECTION 5 - REPRESENTATIONS AND CERTIFICATIONS?

Clause 52.212-3 states the following: “The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) website accessed through http://www.acquisition.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (p) of this provision.”

31. Who is the incumbent?

For now, we do not have a formal contract in place.

32. What is the face value of the last option year of the current contract?

Not applicable

33. Is there any change in the scope of work?

Please see our solicitation for the current scope of work.