Packing__Crating_Questions_and_Answers_Final.docx

PACKING AND CRATING QUESTION & ANSWERS

Question - Prices – can we please use USD - Page 194 M6 FAR 52.225-17 Evaluation of foreign currency offers would seem to indicate that the rates are converted into USD.

Answer – FAR 52.225-17 explains how price evaluations will be conducted if offers are received in multiple currencies. An individual offer must be in one currency, however it could be possible that the offer from vendor A is in KES and the offer from vendor B is in US dollars. You must offer in a currency that is legal for your company to offer, invoice and be paid in.

Question - 5.1.1 Airfreight export – government packed – can the use of a forklift be quoted as and when required or it will make the general cost very high if this has to be built into the cost.

Answer - Quote forklift charges under “other services - description.” We will delete the forklift charges under 5.1.1.

Pages 6, 7, 8 Question - Can the minimum up to 50 kgs be amended to minimum up to 100 kgs. The range between 51-250 is too great to be cost effective for the Embassy.

Answer - It will remain the same since charges are a “unit price per kilo” for all line items with a “kilograms” “unit of issue.”

Page 7 and 8 5.1.2 Question - 1. (ix) Lift/air vans as required - can we provide a separate quote for lift/air vans as and when required as this will make the cost of UAB very expensive if this is included in the same tariff.

Answer - Yes we will delete this charge and include it under “other services - description.”

Question - 2) The contractor’s rates shall include the following costs and services

(i) Pre-pack survey – is it necessary to travel all the way to Kisumu to carry out a PPS for UAB. Answer – This requirement is not necessary we shall delete it from the solicitation.

Page 8, 17 & 18 Question - Can we charge extra for internal crating and handling of grand pianos, heavy safes and the like – page 119 C.4.1.4 and page 133 would indicate that these charges have to be included – if so it will mean the rates will have to be higher to cover such costs.

C.4.1.4 – crating of TV’s and other valuable equipment – can this be charged separately Crating of all mirrors, framed pictures, marble tops – can this be charged separately.

Answer –The contractor shall identify and highlight all items that require special packing (see D.6 and line item “Special Packing and Crating” under “Other Services_Description”) at either the request of the occupant or at the recommendation of the contractor. The contractor shall not perform special packing unless specifically authorized in the firm, fixed-price task order (see B.2).We shall amend the solicitation by adding this wordings to section C.7.2 Pre- shipment survey.

Page 9 and 10 Question - Breakpoints different – can these be changed to Min-500 kgs 501-1000 kgs 1000-2000 kgs 2001-3000 kgs +3000 kgs Answer - No it shall remain as it is. Please note these are “unit price per kilo” line items.

Question - 5.1.3 2 and 5.1.4.2) The contractor’s rates shall include the following costs and service

i) Pre-pack survey

ii) Collection from outside Nairobi Greater area Can we assume Kisumu Answer - yes assume Kisumu and Kericho

Page 13 – Personally owned motor-vehicle exports Question - Delete Jomo Kenyatta Int Airport as vehicles ex JKIA are not containerized and if there is an airfreight option there should be another heading for this or quoted on an ad hoc basis.

Answer - We shall delete the wording Jomo Kenyatta Int Airport

Page 14, 15 Question - Please amend the minimum to 100 kgs and keep the same breakpoints on 5.1.6 and 5.1.7.

Answer - No it shall remain as it is, the prices are “unit price per kilo.”

Question - 5.1.6 Airfreight imports, unaccompanied baggage/Household effects What about deliveries to Kisumu, Kericho etc – transport rates are there for containers, not small shipments. There is no separate schedule of rates for out of town deliveries as there is for airfreight exports.

Answer - Kericho and Kisumu deliveries are ITGBL, if we will require direct deliveries we will ask for quotations. ITGBL and the quotations are outside the scope of this requirement.

Question - 5.1.7 – Airfreight Imports Govt Supplies– please confirm there will be no deliveries to Kisumu, Kericho etc as there is no separate schedule of rates for out of town deliveries as there is for exports.

Answer - Affirmative

Page 15, 17 & 18 Question - 5.1.8 Sea Freight Imports – Government supplies

(iv) Confirm we can quote for fork lift hire as and when required.

Answer - Quote for forklift charges under “other services – description” Question - (v) Empty container return to shipping line – confirm the contents will be offloaded whilst the container is on the truck so that it can be returned on the same truck. All shipping line containers require to be returned to the shipping line’s nominated depot.

Answer - Confirmed Question - Please confirm there will be no deliveries to Kisumu as there is no separate schedule of rates for out of town deliveries as there is for exports.

Answer - Affirmative

5.1.10 POV and Govt motor- vehicle – imports

Question - (v) De-stuffing and empty container return to ship’s agent’s depot – confirm container to be destuffed at Nairobi Agent’s warehouse.

Answer - Yes

Page 23 and subsequent pages relating to the transport of Containers Question - The maximum load for a light 20’ container is gross weight 12.5 tons The maximum load for a heavy 20’ container is gross weight 24 tons The maximum load for a 40’ container is gross weight 24 tons.

Answer - This is in order and that is why we have 20ft container under and over15 tons gross weight

Question - 5.1.13 Miscellaneous charges Can this be changed to Minimum and a flat percentage fee – believe this would be More beneficial to The Embassy.

Answer - No it shall remain as it is.

Question - Import and Export of Pets – this should be removed from the schedule as the Embassy does not pay for these activities.

Answer - No it shall remain as it is because we want to be able to advise our customers.

Question - C.4.1.3 – 48 hours is too short notice – please change to 96 hours Answer - we will change the solicitation to 96.

Question - C.5 Freight handling C.5.1 – the contractor cannot be held liable on inbound shipments for damage/loss if the Shipment has been poorly packed and is received intact.

Answer - Please read the entire paragraph - 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.

Question - C11 Record Keeping requirements C.11.1.1 – can this be in English only Answer - Yes

Page 126 and 127 Question - C.17.1.1 – Please explain how the Govt Bill of Lading will work – does The Embassy book out the shipment and advise which airline/shipping line that should be used Answer - Ignore this. We shall delete the clause.

Page 128 – C18.4 Question – Are liftvans and containers under ITGBL considered our property. Note under ITGBL only new lift vans can be used so these would not be of any use under The ITGBL program. If agent A is given the Embassy contract for Export and Agent B for import, what will Agent B do with the used Liftvans.

Answer - All the liftvans are property of US Government and should be delivered to warehouse unless otherwise directed.

Question - D.1 Container specifications – caulking compound must be used – we have never seen any lift vans with this. When you check Section J Exhibit A – container specifications – this is not mentioned Re-use of modular containers – do not think this would be practical as the timber supports would have to be heat treated and this would be expensive as the crates would need to be dismantled as only the Timber supports can fit in the kiln Answer – The requirement remains as stated.

Question - D.4 PROHIBITED ACTIONS Contractor Employees shall not

a) Attempt to disassemble, assemble or repair electrical appliances or mechanical items. In the case of large items of gym equipment please confirm it is the owner’s responsibility to dismantle such items. Can they be forced to do so to reduce the volume. If owner requests such items be crated who pays for this.

Answer – If the items are not disassembles by the owner, they shall be packed as is.

Questions - D.6 SPECIAL HANDLING

(c) art Objects and Artifacts – what would be considered excessive-

Answer: if the artwork objects and artifacts is more than a quarter ( ¼) of the household effect you need to notify the COR. We shall amend the solicitation.

(e) internal crating of fragile or heavy items – can this be charged separately.

Answer - NO

(f) please clarify what you mean by “For purposes of this contract, MOTORCYCLES are to be considered as HHE” and does this also apply to imports.

Answer – motorcycles are considered as house hold effects and not a vehicle and YES

Question – D.10 PACKING ARTICLES INTO WOODEN LIFT VANS – Currently household effects are loaded at residents.

Contractor’s comments – with El Nino weather rumoured to be on its way – if it is raining heavily for days at a time (happened in 1997/98) can the loose packed items be brought back to contractor’s warehouse for liftvanning under Embassy supervision – exceptional circumstance only.

Answer - We shall deal with acts of God as and when they come.

Question - C.7.2 Reshipment Survey Report – can this be 1 working day after survey.

Answer – We shall amend the solicitation Question - C.8 Changes in date/time of packing – can this be 1 working day before scheduled time/date.

Answer – We shall amend the solicitation

Question - I’m bringing this up again – G2.2 – why do we need to provide a waiver when there are currently No US Flag carriers operating from Kenya – this will only generate more paper at a time when everyone is trying to cut back on paper usage – I believe there is a FAR that restricts unwanted usage of paper.

Answer – The requirement remains as stated.

Question - H.3 Personnel Health Requirements All employees shall be free from communicable diseases. Is this clause legal and will you test the staff – what do you consider communicable ??? HIV/AIDs for example?

Answer - We will rely on the assertion of the company that the employees assigned to the job are free from communicable disease.

Question - H.7 Recruitment of Third Country Nationals for Performance on Department of State Contracts – assume not applicable on this contract.

Answer – The clause remains a part of the contract and may nor may not be applicable depending on each contractor.

question – 52.216-18 (C) – all orders must be in writing.

Answer – Yes, also see B.2

Question - 52.247-23 (a) -3 – Serviced (appliances etc.) by a third person hired by the contractor to perform the servicing. Please advise what you mean by this.

Answer - Means that the contractor shall be liable for the loss of and/or damage to any article damaged by a subcontractor.

Question - 1.21 – should be removed as it is for contractors within The United States.

Answer – We shall delete this clause.

Page 169 and 170 Question - Billing instructions. For audit purposes we have to keep at Bollore original invoices/receipts for Third party payments.

Answer - Request the third parties to provide 2 original copies.

Question - K.10 652.228-70 Defense Base Act – how does this tie into this contract?

Answer – Categories 1 and 2 require the contractor to purchase Defense Base Act insurance.

Question - (4) Evidence that the offeror/quoter can provide the necessary personnel, equipment and financial resources needed to perform the work – do we need to provide audited accounts for the last 5 years or Only if requested?? This seems to contradict Page 190 L.4 FINANCIAL STATEMENT. (Question answered during the Pre-submission meeting on 18th September) Audited accounts are required with the Submission.

Answer – For technical evaluation purposes, the offeror shall provide proof of adequate financial resources to perform the work.

Question - 5.1.11 Subsection (a),(b),(c) and (d) whereby the Unit of issue has been specified only as CBM and we would request if Kilograms is also considered and charged as “Whichever is Greater/Higher.

Answer - The prices shall be stated only in “unit price per cubic meter.” No other pricing will be considered.

Questions - Which currency are we to use for the pricing? KES or USD?

Answer - You must offer in a currency that is legal for your company to offer, invoice and be paid in.

- How do you define Nairobi Greater area? Same for other cities? Number of Km around the city.

Answer - East and Southern by pass ring. We shall define this on solicitation in section B.4

- Generally, LCL shipments are not cleared in ICDE. And should be cleared in Mombasa.

Answer – Offer as stated in the solicitation

Question- What is special parking and crating? Why is parking with Crating? Is it a typo? P49- Answer - This is a typo error.

- Could you advise what the Prior release fee for airfreight and LCL is exactly? P49.

Answer - This is where the Embassy requires shipment to be cleared ahead of tax exemption.

Question - For import of POV, you request for delivery to the US Embassy or within Nairobi greater area on a flat bed. However, the tables request rates exclusive of transport, while we have nowhere a table with transport rates on flat bed. Could you please clarify where the rates for transportation of vehicles on flat bed should appear?

Answer - A table will be added for Transport charges of a POV/GOV on a flatbed from Agents facility to a greater Nairobi Area or from residence to Agents facility.