Courier_services_solicitiation_Questions_&_Answers.docx

Courier services solicitation SKE50017R0002 questions from contractors

The following are the written questions that were received on Dec. 2nd, after the pre-proposal conference which was held don Nov. 29th.

1). Question 1 Upon collecting the Pouches from the appointed airline at JKIA airport, are we supposed to pay the airlines any handover fees? Just need your confirmation if the appointed airline will hand over the Pouches with or without any fee payable to them.

Answer for question 1:

In the current solicitation, please review the pricing schedule which shows the unit of measure as 1kg. The price should include all the charges incurred to enable delivery to US Embassy, if there are any.

2). Question 2 Kindly send an amended document that shows the corrected outbound pouches to show Washington instead of Jomo Kenyatta international airport.

Answer for question 2 The amendment has been done. The outbound pickup will be from the U.S. Embassy to our Pouch facility in Sterling, Virginia.

3). Question 3 Will the embassy accept fixed fuel surcharge or will you accept variable fuel surcharge that vary month over month?

Answer for question 3 The price quoted in the proposal should be a firm fixed price covering all costs applicable in getting the packages to the ultimate destination.

4). Question 4 Will the Bond in force be charged to the embassy?

Answer for question 4 Bond does not apply in diplomatic pouch.

5). Question 5 How long will the embassy take to perfect the documentations once shipment clears under bond?

Answer for question 5 Bond does not apply in diplomatic pouch.

6). Question 6 Who will be responsible to process Pro1B form in case of dutiable diplomatic media?

Answer for question 6 There’s no duty required for diplomatic pouch.

7). Question 7 You mentioned there might be some media going to other locations, and not Washington. Will the embassy accept an addendum of our pricing to reflect all possible locations we serve?

Answer for question 7 Only quote for packages going to our Sterling, Virginia facility as per the amended solicitation. This contract does not cover services going to other locations.

8). Question 8 Does the embassy have a blanket exemption on VAT, or will it be per invoice? If it’s the latter, how long will it take to get the VAT certificates?

Answer for question 8.

The US Embassy will provide a yearly blanket exemption, VAT certificate to the contractor who wins the award.

9). Question 9 What happens if the maximum number of pick up is hit? Will the embassy issue an additional PO?

Answer for question 9.

The maximum number of pouches pick-up per year is 312. This can be found in section II, under the Minimum and Maximum Amounts.

10). Question 10 Will the embassy want us to give a discounted rate, or the market rate, mentioning the discount percentage and the embassy apply the percentage mentioned on the rate?

Answer for question 10.

Each offeror is allowed to submit what they are comfortable with. We cannot suggest what the rates should be.

11). Question 11 Will the embassy allow the currency fluctuations surcharge bearing in mind that most of the outbound business costs are based on USD?

Answer for question 11.

No, the embassy will not allow a currency fluctuation surcharge.

12). Question 12 What will be the permitted increment if the projected volumes fall short by more than 15%? Will the Embassy accept incremental adjustment of the price not more than 10%?

Answer for question 12.

The minimum number of pick-ups of pouches per year is 8, which can be found in Section II, under the minimum and maximum amounts. No incremental adjustment on price will be offered. Instead, the USG will use the contractor’s quoted price.

13). Question 13 We would like to know what is most important for you when you are choosing a courier provider. Do you have any current pain points you would like your appointed courier to address?

Answer for question 13.

We would require that all offerors review the entire solicitation and submit all the required documents.

14). Question 14 As a company bidding for the Courier Services tender SKE500170002, are we required to have the DUNS number and be registered in SAM/COR at this moment?

Answer for question 14.

All contractors are required to have a DUNS number and be registered in SAM as per the USG regulations.

15). Question 15 Will the US Embassy take liability i.e. Insurance for all the consignments or will you require your courier service contractor e.g. contractor to take on the liability i.e. insurance on your behalf.

Answer for question 15.

The pouches are already insured, as such, this is not a requirement.