Q A_for_SOL-OAA-15-000117.pdf

Questions and Answers for SOL-OAA-15-000117

Q1. The weight per biscuit is to be between 5-10 grams, correct? What is the finished size for height and diameter? What is the shape? Round or rectangular?

Answer: As indicated in commodity requirement document (CRD), Part 1, Section E.b, one piece of HEB should weigh between 5 g and 10g and primary packages should contain a net weight of 100-gram biscuits. The shape is not as relevant, although what our main implementing partner (United Nations World Food Program –WFP) is procuring are rectangular-shaped biscuits.

Q2. Nutritional analysis is based on 100g, correct?

Answer: As indicated in Table 1 of CRD, analytical data should be reported on the basis of 100g of finished product.

Q3. Is this product to remain at a shelf life of 24 months fresh, never frozen, at 86 degrees Fahrenheit? Can we produce the product and deliver frozen?

Answer: As indicated in Section 2.2, the product shall have a shelf life of 24 months at 30°C, and it shall retain all commodity specification qualities included in the product CRD for at least 18 months from date of manufacture when, stored dry at ambient temperatures. HEB must be stored under dry, ventilated and hygienic conditions. The product cannot be delivered as a frozen commodity.

Q4. Do you have a volume number you could share with me? I’m estimating around 30MM biscuits, or 2.5MM dozen (how we measure volume)

Answer: Volume can be calculated/estimated using the dimensions in Exhibit A of product CRD for Secondary Markings description.

Q5. It’s my understanding that there are no requirements as to how many biscuits per case?

Answer: Each primary packaging shall contain 10-20 individual biscuits, and cases should be filled accordingly, ensuring carton space optimization, with no predetermined number of individual biscuits per case.

Q6. Confirming our pricing will FOB our facility in Nashville, TN.

Answer: Yes price is FOB manufactures warehouse.

Q7. When will the proposal be awarded and when is the delivery due date?

Answer: Award will be shortly after closing. As stated in the RFP, award decision will include delivery date proposed by Contractor. Contractor will be held to the proposed delivery date once an award decision is made

Q8. Re: Section I.2.1a (Page 10)I.2.1 LIQUIDATED DAMAGES. USAID may claim liquidated damages from the Contractor as following. Charges may be applied if the Contractor does not meet the delivery date.

a. If the Contractor fails to deliver the supplies or perform the services within the time specified in this contract, the Contractor shall, in place of actual damages, pay to the Government liquidated damages of $500 per calendar day of delay.

Question: Is the $500 per calendar day of delay referring to a flat rate for product that is NOT delivered by the specified period? Is there a maximum dollar amount “cap” liquidated damages, i.e. 45 days or $500 x 45 = $22,500? Is there a maximum period USAID is willing to accept delayed delivery, i.e. maximum 45 days? We estimate 300 MT is 16 trucks. Can the supplier deliver 3 to 4 trucks (80 to 100MT) at a time, instead of the entire 300 MT?

Answer: Liquidate damages maybe applied by the government as stated in the RFP. Delivery will be FOB origin. The government will arrange for transportation from manufacture’s warehouse.

Q9. Re: Section I.2.1c (Page 10)c. The Contractor will not be charged with liquidated damages when the delay in delivery or performance is beyond the control and without the fault or negligence of the Contractor as defined in the Default—Fixed-Price Supply and Service clause in this contract.

Question: When the supplier issues a formal “Product Release”, CoA, or a notification that USAID can pick up the loads, is that date considered “delivered.” There could be 2 to 3 weeks of delay for USAID to pick up product, as USAID needs to conduct a “Cargo bid” and to schedule trucks for the pick up.

Answer: When the supplier issues a formal “Product Release”, CoA, or a notification that USAID can pick up, the cargo will be considered delivered for liquidated damages purpose so far as all test has been completed. Official delivery date of the contract will be after cargo is accepted.

Q10. Re: Submission of Proposal On the cover page of the RFP reads, “Therefore, please review the attachment and submit a proposal no later than 1200 PM Eastern Daylight Time (EDT) on, July 17, 2015, to Prince Boateng, via email Pboateng@usaid.gov.

Your quote must contain the information requested in section L of the solicitations as well as the following

⇒ Price for the proposed activity

⇒ Production lead time

⇒ Confirmation of System for Award (“SAM”) Registration”

And in Section L.2 (Page 15) Submission of Proposal reads, “All vendors must submit their technical and price proposals (separate technical and price proposals) on company letter head”.

Question: Besides documents (Price Proposal, Production Lead Time, Confirmation of SAM registration) can be emailed to Prince Boateng, can we also email the Technical Proposal and Past Performance documents? Can we separate the technical and price proposals by sending two separate emails? Or, do we need to send the Price Proposals in a “sealed envelope.”

Answer: Please separate the price proposal from the other proposal. Both must be send via email.

The email must have two attachments (price proposal and combined technical proposal/past performance proposal)

Q11. Re: Units of Product (CLIN) On top of page 19 (Section M.3.5) Production Capacity reads, “Offeror shall provide their rate of production (production schedule) of each type of product offered. The rate of production shall be stated in terms of units of product (CLIN) per seven day work week.”

Question: Please confirm the unit of the product. Is it a 100g pack?

Answer: The unit of product is one (1) net metric tons

Q12. Re: Case and Pallet Configurations Question: Is there a preference for the case (master shipper) height, pallet height and gross weight per pallet?

Answer: Pallet size should be ISO stanagard. Minimum requirement is that pallet must be stackable as stated in the RFP.

Q13. Re: Delivery Period. Question: After the product is awarded, what would be the delivery time period for the product?

Answer: Delivery period will be as proposed by the contractor prior to award.

Q14. Re: Product Age Question: What is the maximum age of the product USAID is willing to accept, i.e. 90 days (3 months), 180 days (6 months)? UNICEF accepts product with at least 75% of the product shelf-life.

Answer: Product cannot be older than 90 days.

Q15. Re: Added Sugar 10 – 19g Attachment J.1 CRD HEB1 Dated May 12, 2015, on page 3 of 13 (Section I.1.E.a Table 1 General Requirements) No. 5 reads “Added Sugar” 10 – 19g. On page 6 of 13 (Section I.1.E.e Table 4 List of Compulsory Tests), No. 6 reads “Sugar (total)” 10.0

– 19.0g/100g.

Question: In Table 4, should it read “Added Sugar instead of Sugar (total)”? Or, should sugar be “sucrose”? There are miscellaneous sugars (lactose, glucose, sucrose) coming from the wheat flour and nonfat milk.

Answer: Caloric load of finished product takes into account total metabolizable sugars, which include intrinsic content of the various form of sugars in raw materials/ingredients and which must be reported on label, to comply with FDA nutrition labeling requirements. Total sugars should be measured as the sum of disaccharides (sucrose, lactose, mannose) and monosaccharides (glucose, galactose and fructose) using the reference method AOAC 920.189 recommended in Table 4 of product CRD.

Q16. Re: Chemical Forms of Micro-Nutrients. Attachment J.1 CRD HEB1 Dated May 12, 2015, on page 4 of 13 (Section I.1.E.c Table 2 Recommended Micronutrient)

Question: Can we use Magnesium Phosphate for the “Magnesium”, and Potassium iodide for the “Iodine”?

Answer: MgP can be used, as long as evidence can be provided indicating suitability both in terms of organoleptic attributes (color and taste) and bioavailability of Magnesium. Potassium iodate is the chemical form recommended for “Iodine” in Table 2 of Product CRD.

Q17. Re: Silica Gel bags and Craft Paper. Attachment J.1 CRD HEB1 Dated May 12, 2015, on page 9 of 13 (Part 2 Section 2.2 Secondary Package) reads “About 15-20 bags of silica gel of at least 1g each should be placed in each container in order to absorb moisture. In addition, craft paper should be laid to all sides of the container.”

Question: The HEB are hermetically/tightly sealed in strong metalized film, the use of silica gel bags is redundant and craft paper is not necessary. If USAID requires, we could add 15 1g silica gel (desiccant) packs, and a food grade plastic liner to each case.

Answer: Silica is a moisture scrubber in general which would help prevent mold growth in the environment, thus 15-20 bags of silica and in addition craft paper should be laid to all sides of the container, as plastic liners are not allowed in some of the recipient countries.

Q18. I noticed there is no mention of shape or size other than each HEB will be between 5 to 10 grams each. These are extremely small pieces compared to the emergency food products we manufacture and pack. Our products typically have 496 calories/100g. We have a 400 Kcal biscuit ration that weighs in at approximately 84 grams and measures approximately 4.75” x 1.35” x 5/8” that is vacuum packed with 5 year shelf life.

Would the weights of 5-10 grams per HEB could be heavier? I also didn’t see anything about vacuum packing the products. Is it ok to vacuum pack the HEB?

Answer: The weight of 5-10 grams is a reference weigh for individual biscuits, based on common tea cookie size in the market. Weights out of this range can be accepted if corresponding rationale is provided. Product are not expected to be vacuum-packed.

Q19. Confirmation of SAM(Registration)? Since we are an Indian company, do we need to register our self on SAM.

Answer: Yes all offerors must register on SAM. SAM registration instructions are simple and are attached to this Q&A.

Q20. The proposal must list the DUN? Can we provide you TIN,PAN, VAT, CST numbers of our company instead of DUN.

Answer: Yes all offerors must provide DUN numbers. It is very easy to aquire a DUNs number.

Please visit:

http://fedgov.dnb.com/webform/displayHomePage.do;jsessionid=81407B1F03F2BDB123DD47 D19158B75F

Q21. Do you require product samples to be submitted?

Answers: Product samples should be submitted upon request from contractors.

Q22. How do they (HEB) normally price out ? Individual packs or metric tons?

Answer: This is a new product for USAID and has not been procured by this office prior to this solicitation. As a result we do not have price information http://fedgov.dnb.com/webform/displayHomePage.do;jsessionid=81407B1F03F2BDB123DD47D19158B75F http://fedgov.dnb.com/webform/displayHomePage.do;jsessionid=81407B1F03F2BDB123DD47D19158B75F

1. Go to www.sam.gov

2. Create a Individual Account and Login

3. Click “Register New Entity” under “Register/Update Entity” on your

“My SAM” page

4. Select your type of Entity

5. Select “Yes” to “Do you wish to bid on contracts?”

6. Complete “Core Data” � Validate your DUNS information

� Enter Business Information (TIN, etc.)

� Enter CAGE code if you have one. If not, one will be assigned to you after your registration is completed. Foreign registrants must enter NCAGE code.

� Enter General Information (business types, organization structure, etc) � Financial Information (Electronic Funds Transfer (EFT )Information)

� Executive Compensation � Proceedings Details

7. Complete “Assertions”

� Goods and Services (NAICS, PSC, etc.)

� Size Metrics

� EDI Information

� Disaster Relief Information

8. Complete “Representations and Certifications”

� FAR Responses

� Architect-Engineer Responses � DFARS Responses

9. Complete “Points of Contact”

10. Your entity registration will become active after 3-5 days when the

IRS validates your TIN information.

Your Entity’s DUNS Number You need a DUNS to register your entity in SAM.

• If you do not have a DUNS number, you can request a DUNS number for free by visiting D&B at http://fedgov.dnb.com/webform

• It takes 1-2 business days to obtain a DUNS.

Your Entity’s Taxpayer Identification Number (TIN)

You need your entity’s Tax ID Number (TIN) and taxpayer name (as it appears on your last tax return). Foreign entities that do not pay employees within the U.S. do not need to provide a TIN.

• A TIN is an Employer Identification Number (EIN) assigned by the

Internal Revenue Service (IRS).

• Sole proprietors may use their Social Security Number (SSN) assigned by the Social Security Administration (SSA) if they do not have a TIN, but please be advised it will not be treated as privacy act data in SAM.

• To obtain an EIN visit:

www.irs.gov/businesses/small/article/0,,id=102767,00.html

• Activating a new EIN with the IRS takes 2-5 weeks.

Steps For Registering Your Entity in SAM Before you register, you need to know the following:

What is an Entity?��� In SAM, your company/business/organization is now referred to as an

“Entity.”

• REGISTERING IN SAM IS FREE.

• If you were registered in CCR, your company’s information is already in SAM. You just need to set up a SAM account. See the

“Migrating Roles” Quick Start Guide.

Quick Start Guide for Entities Interested in Being Eligible for Government Contracts

How to register your entity to be eligible for CONTRACTS in SAM:

Go to Our Website: www.sam.gov

How do I get more information? Take a look at the SAM User Guide.

��� Contact the SAM Help Desk: www.fsd.gov���

Quick Start Guide For New Foreign Registrations

Helpful Information

SAM is the official free, government-operated website – there is NO charge to register or maintain your entity registration record in SAM.

What is an Entity?

In SAM, your company / business / organization is referred to as an “Entity.”

You register your entity to do business with the U.S. Federal government by complet-ing the registration process in SAM.

What do I need to get started?

1. DUNS Number: You need a Data Uni-versal Numbering System (DUNS) number to register your entity in SAM.

DUNS numbers are unique for each physical location you want to register.

2. NATO Commercial and Government

Entity (NCAGE) Code: Foreign entities must obtain a NCAGE code for each

DUNS number they plan to register in

SAM before you start the registration process.

How do I get a DUNS number?

If you do not have one, you can request a DUNS number for free to do business with the U.S. Federal government by visit-ing Dun & Bradstreet (D&B) at http://fedgov.dnb.com/webform

It takes up to 5 business days to obtain an international DUNS number.

How do I get an NCAGE code?

For instructions on obtaining a NCAGE, visit: http://www.dlis.dla.mil/Forms/

Form_AC135.asp Make sure the name and address information you provide to get your NCAGE code is the same as what you used to get your DUNS number.

It takes up to 3 business days to obtain a

NCAGE code.

What about a Taxpayer Identification

Number (TIN)?

You only need a TIN if your entity pays U.S.

taxes. If you are a foreign entity that does not pay taxes in the U.S., do not enter a number in the TIN field during registration.

Steps for Registering

1. Type www.sam.gov in your Internet browser address bar.

2. Create a SAM Individual User Account (be sure to validate your e-mail address to activate the user account), then Login.

3. Select “Register New Entity” under “Register/Update Entity” on your

“My SAM” page.

4. Select your type of Entity, most likely “Business or Organization.” Defi-nitions are in the Content Glossary on the right side of the page.

5. Tell the system why you are registering in SAM. This determines what information you have to provide.

Are you interested in bidding on Federal contracts? If you say

“Yes,” you will complete all four sections in SAM.

Are you just interested in becoming eligible to apply for grants or other Federal financial assistance? If you say “No” to the contracts question and “Yes” to the grants question, you will only have to complete the grant-related information.

6. Complete your registration. On each page, required information that you must provide has a red asterisk (*) next to the name of the field.

Here are a few helpful hints:

On the Business Information page, you will create a Marketing Part-ner Identification Number (MPIN). Write your MPIN down. It is used as a password in other government systems.

If you do not pay U.S. taxes, do not enter a TIN or select a TIN type.

Leave those fields blank.

Only use the NCAGE code you got for your DUNS number. Remem-ber, the name and address information must match on the DUNS and NCAGE records.

Make sure to select “Foreign Owned and Located” on the General

Information page.

As a foreign entity, you do not need to provide Electronic Funds

Transfer (EFT) banking information on the Financial Information page.

If you do choose to provide this electronic banking information, it must be for a U.S. bank: SAM cannot accept foreign banking infor-mation. The remittance name and address are the only manda-tory information for you on this page.

In the “Points of Contact” section, list the names of people in your organization who know about this registration in SAM and why you want to do business with the U.S. Federal government. These are called “Points of Contact” or POCs.

7. Make sure to hit [Submit] after your final review. You will get a Con-gratulations message on the screen. If you do not see this message, you did not submit your registration. What happens next?

Once approved by the IRS (if you entered a TIN) and the Commer-cial and Government Entity (CAGE) system, you will get an email from SAM.gov when your entity registration is active.

Please give yourself plenty of time before your contract or grant appli-cation deadline. Allow up to 10 business days after you submit before your registration is active in SAM, then an additional 24 hours for other systems such as Grants.gov to recognize your information.

For help registering in SAM, contact the supporting Federal Service Desk (FSD) at https://www.fsd.gov/ http://fedgov.dnb.com/webform http://www.dlis.dla.mil/Forms/Form_AC135.asp http://www.dlis.dla.mil/Forms/Form_AC135.asp http://www.sam.gov/ https://www.fsd.gov/

Quick Start Guide for Updating/Renewing Registrations that Were Previously in CCR and Are Now in SAM

How to update or renew your entity record in SAM:

Go to Our Website: www.sam.gov

How do I get more information? Take a look at the SAM User Guide.

Contact the SAM Help Desk: www.fsd.gov��� ���

What is an Entity?��� In SAM, your company/business/organization is now referred to as an “Entity”.

• If you were registered in CCR and ORCA, your organization’s information is already in

SAM. You just need to set up a SAM account and migrate your CCR roles. See the “Migrating Roles” Quick Start Guide.

Requirements for Submitting Your Registration

Federal regulation requires a complete review of your record

• To submit your update, you must review the entire record in one sitting

• Review each page, validating the accuracy of the content, and clicking on “Save and

Confirm” or “Save and Continue” on every screen -- and “Submit” at the end.

• If your registration requires Reps & Certs (formerly ORCA), make sure you select the box certifying to the accuracy of the data on the “Review Reps & Certs” page

Viewing Your Entity Record

How you view your entity record depends on several factors

• If you chose to make your record public, you can view your entity record by going to www.sam.gov and searching for your DUNS number or Entity Name

• If your record is available in the public search, but expired, you can view it by searching for your entity by DUNS number or Entity Name, clicking on the “Inactive” box, and clicking the “Apply Filters” button

• If you opted out of the public search, log into SAM, migrate your roles, and the click on

“Register/Update Entity” and “Complete Registrations” to view your record

3. In the Entity List panel, click on the Entity you want to update/renew

4. Click the Update Entity button in the “Registration Details” Panel

5. Complete Purpose of Registration (You only have to do this once)

6. Validate/Update “Core Data”

� Your DUNS information (if you need to update this information, go to http://fedgov.dnb.com/webform). If you have updated your information with D&B, click the "Refresh D&B Data" button on SAM’s “Verify DUNS Information” page for the updates to appear in SAM.

� Business Information (TIN, etc.)

� IRS Consent Information (optional for foreign registrants) � CAGE/NCAGE code

� General Information (business types, organization structure, etc) � Financial Information (Electronic Funds Transfer (EFT) Information)

� Executive Compensation

� Proceedings Details � Information Opt Out (Select whether to authorize your entity to be displayed in

SAM's public search)

7. Validate/Update “Assertions” (not required to be eligible for Grants only)

� Goods and Services (NAICS, PSC, etc.) – be sure to select a primary NAICS

� Size Metrics

� EDI Information (optional) � Disaster Relief Information (optional)

8. Validate/Update “Representations and Certifications” (not required to be eligible for Grants only)

� FAR Responses

� Architect-Engineer Responses � DFARS Responses

9. Validate/Update “Points of Contact”, including optional POCs. If you no longer wish to have the optional POCs, please delete all data in these fields.

10. If you qualify as a small business, validate/update your information in SBA's

Dynamic Small Business Search (DSBS) or apply for a small business certification on the "SBA Supplemental" page.

11. Note: If your update/renewal requires IRS or CAGE re-validation, it will take 3-5 business days for it to become active and replace your previous registration.

Before you start, you need to know the following:

REGISTERING IN SAM IS FREE���

Steps for Updating/Renewing Your Entity Record in SAM���

1. Go to www.sam.gov and login with your SAM username and password

2. Click “Register/Update Entity” and then “Complete Registrations” (if you started your update earlier, click on “Incomplete Registrations”)

Click Submit!