SOL-OAA-16-000023_Q A.pdf

SOL-OAA-16-000023 / QUESTIONS AND ANSWERS

Q: Section C – III Report: States reports are due within 3 days of inspection. This time line is very narrow as the checking of tally sheet/reports, other field documents and compiling and comprehensive field report can take quite some time. Domestically we typically we set reporting deadline at 5 working days. For overseas offices, we set it at 10 working days. Of course in the case of damages or problems we issue immediate advice. Can you please advise if there is any leeway on this reporting requirement.

A: Solicitation will be amended to 10 working days for overseas reports and five(5) working days for domestic reports.

Q: Is there anything other than what is in this attachment (SOL-OAA-16-000023) we need to know about the Scope of Work (sic).

A: No.

Q: Section L – III Price proposal

Service Hourly rate - Our rates for inspection & sampling, reporting and management services are 3 separate rates. Must this rate encompass all three of these functions or can we submit a fee per function.

A. Please submit an all inclusive rate for all three functions.

Q. Section L – III Price proposal An all-inclusive rate for analysis is very hard to determine unless we know what parameters are involved in the testing. For instance, agri products that suffered water damage may require testing for moisture and mycotoxins whereas product damaged by infestation will require other types of testing. Veg oil may require testing for rancidity. It is virtually impossible to give a one price fits all as it would be of disservice to the USAID as we would have to take into account all testing probabilities and quote this rate. Please advise if we can quote for certain parameters which are atypical analysis for damage.

A. Contractor may quote for certain parameters which are atypical analysis for damage.

Q. Page # 3; Section C.1, Page # 4; Section C.2.1.and Page # 5; Section C.3-1.1 states names of 7 locations including Tema, GHANA and Dakar, SENEGAL.

However, Page # 5; Section C.3-1.4 excludes Tema GHANA and Dakar, SENEGAL.

Please CONFIRM if Tema GHANA and Dakar, SENEGAL are included in this RFP.

A. We currently do not have commodities in Tema, GHANA and Dakar, SENEGAL so inspect, sample and lab analysis and reporting services every 30 days is not required currently. However the government is requesting rates for these locations incase the government open warehouses at these locations.

Q. One of the locations has been written as Tanjung Pelapas, Malayasia. However, we know that there is a Port having Warehousing facilities in Malasia, which is called Port of Tanjung Pelepas. We assume there has been a TYPO in your documents. Please CONFIRM.

A. Tanjung Pelapas, Malaysia is correct.

Q. Page #9: Section G.4 (INVOICES) mentions that Invoice should be submitted through Form SF-1034. Would you be kind enough to send a copy of the Form SF-1034 in Word Format.

A. Form SF1034 is a standard U.S Government form and is available at the GSA web site for download.

http://www.gsa.gov/portal/forms/type/SF

Q. Page # 10; Section H.3. In the Paragraph that mentions RESTRICTED GOODS, it deals with procurement of certain goods and services. This Solicitation only covers Inspection of Warehouse and Survey of Cargo. So, this paragraph is not applicable for this Soliciation(sic).

Please CONFIRM.

A. This is a standard clause. If not applicable, please disregard.

Q. Page # 17; Second Paragraph. This requires submission of a Technical Proposal for production of High Energy Biscuit. Please CONFIRM that this is not applicable for this Solicitation.

A. This is an error and the solicitation will be amended to remove the requirement for a Technical Proposal for High Energy Biscuits.

Q. Page # 18; Section L.2 Part iv-Past Performance - a. Subsection 2. In the NOTE, it recommends offerors to alert the Contacts, about the possibility of USAID contacting them.

However, when we read the Form, we do not see the relevance of this effort. We find that the Form has been designed for USAID to evaluate our Performance directly. We have attached copy of a Form with our NOTES, to clarify our point. ----INSERT FORM WHEN

RECEIVED----

Q. Subsequent to my earlier email, on re-reading the section which deals with Past Performance requirements (Section L - Part IV on page 18), we are not sure exactly what is required.

In the first paragraph under Part IV it says past performance references must be submitted using the Performance Rating Form (Attachment J2) but do we complete part of this Form and include http://www.gsa.gov/portal/forms/type/SF it with our proposal, or, are we supposed to send the Form through to a few of our clients and ask them to complete and email it directly back to yourself and Prince?

A. Past performance references must be submitted using the Form under Attachment J.1 – Performance Rating Form from the contractor references directly to the contracting officer via email (Pboateng@usaid.gov and Ckarpinski@usaid.gov by closing of this solicitation.

Q. Section L.1 - The first paragraph which appears near the top of page 17 (just under point ii) states "Offer shall submit a technical proposal for production of the High Energy Biscuit as described in this solicitation." Is the reference to HEB a typo error or does it apply?

A. This is an error and the solicitation will be amended to remove the requirement for a Technical Proposal for High Energy Biscuits.

Q. Section L.2 - Part III - Price Proposal - In addition to the per Hour and per MT rates for each of the services noted below, would it be possible for us to also include a Minimum Fee for each of the services as we did recently under solicitation SOL-OAA-15-000174? This request is based on past experience over the course of our current contract with USAID whereby labour attendance costs on small outturn tally movements or inspections taking an hour or less have exceeded the revenue charged.

(A) Service Hourly Rate - in addition to the per Hour rate we would like to include a Minimum Fee.

(C) Outturn Tally Inspection - in addition to the per MT rate we would like to include a Minimum Fee.

A. The government will accept a minimum fee for service hourly rate, and outturn tally inspection

Q. Section L.2 - Part IV - Past performance Point 2 asks us to list the relevant information contained in the Contractor Performance Report - Short Form but we could not find this Short Form within the solicitation so do not understand how to respond to this point. Please could you clarify what is required.

A. Performance rating form is on page 21 of the solicitation.

Q. Section L.2 - Part V - Other Required Documents ** What "Other Required Documents" should be included with our response? I could not find a reference to the two asterisks within the solicitation document so unsure what this means or what additional documents are required. Please advice.

A. “Part V -Other Required Documents**” has been removed.

mailto:Pboateng@usaid.gov mailto:Ckarpinski@usaid.gov

Q. According to the provided information, you mention unprocessed and processed packaged and tinned/boxed agricultural goods with specifications as provided in the USAID Commodity Reference Guide. We saw also on your Website that the Office of Food for Peace is currently in the process of updating the Commodities Reference Guide. The website mentions that we should use the Commodities Reference Guide Fact Sheets. However, we see about 40 different commodities with a long list of specifications for each of them. In order to allow us to present a competitive and proper offer, we would like to have most precise information about the required commodities, or at least the commodities that are usually handled by the required countries and the relevant specifications that you would like us to test. We would appreciate also to know the estimated size of the cargoes and the frequency of containerised and bulk shipments in each of the required countries.

A. Commodities include agricultural processed commodities in 50-kg. and 25-kg. bags;

vegetable oil in 4-liter metal cans and/or plastic jugs, packed six to a carton; bulk grains, such as wheat, corn, sorghum, and rice; Ready-to-Use Therapeutic Food and Ready-to-Use Supplemental Food packaged in 92-gram sachets, 150 to a carton; High Energy Biscuits packaged.

The U.S. Government anticipates purchasing more than 100,000 metric tons of packaged and bulk food aid commodities per year to be pre-positioned at overseas warehouse locations. Our historical data shows that approximately half of the overseas tonnage will be diverted to a final destination other than the prepositioned warehouse while in transit. The diverted tonnage will not require warehousing as it will be delivered directly to its final destination.

More information concerning food aid freight solicitations and award results can be obtained from USAID’s ocean transportation bulletin board:

https://forums.info.usaid.gov/index.php?q=forum

Q. Please clarify the contract type: Page 3, Section B.1 states: “This is a firm fixed price contract between USAID and (TBD).” Page 3, Section B.2 states: “The total contract price of this purchase order is $TBD.” However, page 5, Section C.2 states: “This is a labor hour fixed rate contract.”

A. This is a labor-hour contract type.

Q. Please clarify the need to provide Contract Line Item Number (CLIN) hours: Page 5, Section C.2 states: “Contract Line Item Number (CLIN) hours and estimated funding are estimates only and the contractor will be reimbursed for actual hours applied to the performance of this contract.”

https://forums.info.usaid.gov/index.php?q=forum

However, page 18, Section L.2, Part III states: “Vendors must include an itemized quote that is in accordance format below:

Rate Schedule

Inspection, Report Preparation, Management and Administrative Rate

(Labor hour price)

A. Service Hourly Rate $____

B. Lab Analysis of per Sample rate $____

C. Out Turn Tally Inspection Rate $___

A. Page 18, Section L.2 Inspection, Report Preparation, Management and Administrative Rate will serve as the CLINs. Pagragraph below is removed from the solicitation. “The contractor shall inspect food aid commodities and warehouse operations every 30 days, with ad hoc inspections performed as requested by the government. Contract Line Item Number (CLIN) hours and estimated funding are estimates only and the contractor will be reimbursed for actual hours applied to the performance of this contract.”

Q. Please clarify the geographic code for this procurement: Page 3, Section C.1 states:

“The authorized source, origin and nationality for this procurement is USAID geographic code 935.” However, page 10, Section H.3 states: “The authorized source for procurement is Geographic Code 937…”

A. The authorized source for procurement is Geographic Code 935

Q. Please clarify the total number of pages in the RFP: The RFP begins on Page 2. Has page 1 been inadvertently omitted, and, if so, could USAID please provide page 1 to all potential bidders?

A. Total Pages: 22 pages

Q. Please clarify the number of awards to be given: Page 3, Section C.1 states: “The government is interested in one award which covers all region(s) but the government may issue more than one award.” However, page 19, Section M states: “The Government intends to select ONE contractor for award of this effort.” Also, page 19, Section M.1 states: “The source selection process will utilize the Best Value Continuum…for the evaluation of the offerors and the selection of offeror(s) to receive award(s)” implying multiple awards. Finally, Section M.2, letter (e) states: “Multiple Awards. The Government reserves the right to make multiple awards if, after considering the additional administrative costs, it is in the Government’s best interest to do so.”

A. The government intends to make one award but reserve the right to make more than one award.

Q. Please clarify the need for inspection, sample and lab analysis and reporting services every thirty (30) days at warehouse(s) in Tema, Ghana and Dakar, Senegal: Page 5, Section C.3-1, #4 states: “The contractor shall inspect, sample, and provide lab analsysis and reporting services every thirty (30) days for commodities in Durban, South Africa; Djibouti, Djibouti; Tanjung Pelapas, Malaysia; Dubai, UAE; and Houston.”

This list excludes two previously mentioned warehouse(s) locations: Tema, Ghana and Dakar Senegal.

A. We currently do not have commodities in Tema GHANA and Dakar, SENEGAL so inspect, sample and lab analysis and reporting services every 30 days is not required currently. However the government is requesting rates for these location incase the government opens warehouses at these locations.

Q. Please provide a list of the locations for the ad hoc inspections referenced on page 3:

Page 3, Section C.1 states: “During the term of this contract, USAID may also engage the contractor to provide ad hoc services to include but not limited to inspection of emergency relief supplies; inspection of warehouse(s); and other surveying and inspection services for the USAID’s Office of U.S. Foreign Disaster Assistance (USAID/OFDA) in various locations worldwide.”

A. The locations may include Miami, FL, Dubai, UAE and other global location. Due to the nature of emergency responses these locations are not know. The government will request quotes from Contractor when ad hoc services are needed.

Q. Please clarify the number and nature of attachments included in this RFP: Page 16, Section J states: “J.1 – Performance Rating Form.” However, page 18, Section L.2, Part IV states: “Past performance references must be submitted using the Form under Attachment J.2 – Performance Rating Form…” And the attachment itself it titled, “Attachment J2: Performance Rating Form.”

A. Performance Rating Form is attachment 1 and the only attachment to this solicitation.

Q. Please clarify the reference to High Energy Biscuits on page 17: Page 17, Section L.1 states: “Offeror shall submit a technical proposal for production of the High Energy Biscuit as described in this solicitation.”

A. Requirement removed from solicitation

Q. Please remove the key personnel requirement from the technical proposal as no key personnel have been provided.

A. The evaluation of Key Personnel remains unchanged

Q. Please clarify the submission of pricing information: Page 17, Section L.2 states: “All vendors must submit their technical and price proposals (separate technical and price proposals)…” while page 18, Section L.2, Part IV states: “Pricing information shall be included on a single, separate page within the proposal.”

A. The statement “Pricing information shall be included on a single, separate page within the proposal” has been removed. Pricing information shall be included on a single, separate page within the proposal

Q. Please clarify what is included in the page limit included on page 18, Section L.2, Part IV: Page 18, Section L.2, Part IV states: “…Offerors shall submit all proposals electronically written (in English only) no longer than 20 pages.” Does this 20 pages include:

• Cover letter (page 17, Section L.2, Part I)

• Dividers (page 17, Section L.1, “Each section shall be separately divided by a blank page or tab.”)

• Pricing information (page 18, Section L.2, Part IV, “Pricing information shall be included on a single, separate page within the proposal.

A. Page limit is inclusive of the entire proposal. However it excludes the past performance form and other past performance information.

Q. Please provide the “Contractor Performance Report – Short Form” referenced on Page 18: Page 18, Section L.2, Part IV, #2 states: “For each of these contracts, list the relevant information contained in the Contractor Performance Report – Short Form.”

A. Requirement has changed to the following: “For each of these contracts, list the relevant information contained in the Performance Rating Form (Attachment 1).”

Q. Will USAID permit additional annexes? Page 18, Section L.2, Part IV, #1 states: List in an annex to the technical submission up to Three (3) of the most recent and relevant contracts…” May we submit additional annexes to include but not limited to the following information:

• Confirmation of System for Award Management (“SAM”) registration (page 2, cover letter)

• Key and other personnel resumes, bio sketches, and matrices

• Copies of company commodity/warehouse inspection reports and lab analysis reports

A. Copies of company commodity/warehouse inspection reports and lab analysis reports maybe included in annex

Q. Please clarify the service hourly rate requested on page 18: Page 18, Section L.2, Part III, Letter A states: “Service Hourly Rate $_____. An all inclusive hourly rate for inspection(s), sampling, report preparation, and management services. Provide pricing for base period and all option periods. The pricing shall include the warehouse locations listed in this solicitation.” Would USAID like a single rate that will be applied to each of the seven locations or seven separate rates, one for each of the seven locations? Also, how should bidders address escalation over the life of the project. Costs will escalate of the 5 year period which would be included in our rate.

A. Please provide rates for different locations. It is up to the vendor to determine how to or not escalate the rates.

Q. Please clarify the requirement for “Other Required Documents” as referenced on page 18: Page 18, Section L.2, Part V states: Other Required Documents**” Please indicate what other required documents should be submitted in our proposal and in what sections and form.

A. Section removed

Q. Please clarify the technical proposal evaluation criteria: Page 19, Section M.2 states:

Can USAID please provide point weights for the various technical factors listed in Section M.3?

A. Section M.2 addresses basis for award

Q. Will USAID consider a two week extension of the deadline given that the deadline for questions is January 15, 2016: The information provided in your answers is needed to prepare a responsive bid. The short amount of time between submission of questions, and potential response time with answers and the proposal submission deadline on February 3, 2016.

A. Due to programmatic needs the response date can not be change significantly. Due date is now 1000 Eastern Time (ET) on, February 8, 2016