Questions_SOL-OAA-17-000071.pdf

SOL-OAA-17-000071

RESPONSE

1 General Is this a new requirement? If not, can you provide the incumbent name and contract number?

The contract for these services is currently held by Crowley Logistics Inc., Contract # AID-OAA-C-12-00062

2 B.4 Please confirm that the price schedule data should be submitted as a per unit price as listed in the rate description column.

Yes, the price schedule data should be submitted per unit price based on the unit identified in the rate description.

Note that the RFP also ask for a total price for base and option periods using the estimated provided. The means, using the estimated provided, offerors are to provide thier total cost for the base period and option years

3 B.4 Rate template: "25 times per year for each (20ft and 40 ft)". Please confirm if this really applies to "Floor to port" as well as "Floor to Airport" ? So a total of 25+25 = 50 per year?

A unit rate should be provided for each trailer type based on the estimate of 25 deliveries per year from "Floor to Port". A unit rate should be provided for each trailer type based on the estimate of 25 deliveries per year from "Floor to Airport".

4 C.2 "At the time of proposal submission, the Contractor must be able to provide upon request the bonded storage, cold chain storage, food storage, and temporary remote storage if the need arises". Please provide estimated figures and technical specification requirements (temperature minimum / maximum for example).

Bonded storage may be up to 15% of total stock foot print. Cold chain for 2 to 8 °C may be up to 5% of total stock foot print food storage. Room temperature cold chain for 15 to 25 °C may be up to 5% of total stock foot print.

Temporary remote storage may be up to 25% of total stock footprint.

5 C.2 "The nature of USAID/OFDA’s emergency relief work means that any successful Contractor will need to be available for 24/7 operations." Would "on call" solution meet your requirements? Or will you have regular overnight / weekend demand that require the warehouse to fully function 24/7?

Regular overnight and weekend operation is not required. However the warehouse staff shall be able to work overtime as requested, and have an accessible point of contact 24/7 during emergency transport actions.

6 C.4-B Please advise what temperature is required for the "cold chain storage" USAID/OFDA will identify the temperature requirement when cold chain storage is needed. Cold chain storage may be required for pharmaceuticals. The general temperature range for these items is 2 to 8 °C (36 to 46 °F).

7 C.4-B Are pallets to be supplied by the contractor? If so is there a specification the pallets must meet?, i.e. export.

Commodities that require palletization will arrive palletized to the warehouse. The Contractor may be requested to purchase pallets for re-packing/re-constitution. Pallets should be standard four-way 48” x 40” (1.22 m x 1.02 m) EU compliant and full oak heat-treated wooden pallet fumigated as per ISPM 15 standards.

8 C.4-B Will the Government provide racks? The Contractor shall provide the necessary racks for storage of commodities.

9 C.4-B If the Government requires special warehousing services (cold storage, ambient temperature food storage, hazardous material storage, bonded storage), how much additional space would the Government anticipate?

The additional special storage will depend on each request. The Government anticipates no more than 25% of the current storage requirement.

10 C.4-B Will the Government provide data on known upcoming deliveries? How will this information be communicated to the contractor?

Direction will be provided by USAID/OFDA in advance of deliveries.

11 C.4-B How many pallets of bonded products are historically processed annually? There is currently no stock in bond, however, historically roughly 5% has been in bond. The Contractor will need to be able to provide bonded storage to support rapid procurements for emergency responses.

12 C.4-B Current estimated square footage. Throughout 2016, USAID/OFDA had on average 1,200 pallets in stock and occupied approximately 84,000 cubic feet each month in its Miami warehouse. The square footage needed will depend on the Contractor's planned racking system.

13 C.4-C "Any customs charges and fees will be invoiced or billed to the government at cost."

Processing fees will also be charged. Please confirm our understanding is correct?

Yes, processing fees may be billed with substantiating invoices. The Contractor will need to provide processing fee schedule.

14 C.4-C "Facilitating and accommodating government personnel during emergencies and training sessions. This shall include office space for up to four government staff as well as a meeting space for up to 30 people, both accessible on site". Please confirm if the 4 staff will be permanent or on an as-needed basis?

Accommodations for government staff will be on an as-needed basis.

15 C.4-C Will Vehicles be part of the supplies to be warehoused? Yes, vehicles could include armored vehicles, airfield recovery kits (kawasaki mule), or trailers for water treatment units. USAID/OFDA stored 1 vehicle and 4 trailers in 2016, but the requirement may decrease, remain the same or increase for future years.

16 C.4-C How many cars/trucks are to be stored inside and outside? All vehicles are to be stored inside. Please see response to Question 15 for count.

17 C.4-C What percentage of the good will be hazardous and what class these hazardous goods are. There are currently no hazardous items that require storage in the Miami facility. USAID/OFDA will identify the hazardous classification when/if such items need to be purchased.

QUESTION

RESPONSEQUESTION

18 C.4-C Is the six hour time for loading and delivery of a single trailer or multiple trailers? The six hour requirement applies to up to 5 trailers.

19 C.4-C Does the six hour requirement include the time for customs clearances and payment of customs charges?

The transporter for commodity releases and deliveries will in most instances hold primary responsibility for handling customs, however, the Contractor must perform with the knowledge and experience to facilitate a rapid customs clearance process.

20 C.4-C Will the Contractor have to wait for the trailer to be unloaded? Is unloading at the destination part of the six hour requirement?

Yes, unloading of trailers should be completed within the six hour requirement at destination.

21 C.4-C Is the Contractor required to notify destination personnel of a potential delivery? Yes, the Contractor shall coordinate deliveries with the destination point of contact provided by USAID/OFDA.

22 C.4-C Reimbursable for disaster relief supplies was left out of Section B. If it is necessary to procure disaster relief supplies on behalf of USAID, the Contractor will be reimbursed at actual cost.

23 C.4-C How many deliveries were made/received each month over the past year? The number of deliveries will vary from month to month based on the needs of the program. The monthly receipt and dispatches ranged from 0-25 in 2016.

24 C.4-C To determine headcount of employees can you provide how many shipments or receiving daily will occur?

The number of shipments that could occur in a day will vary based on the size of the emergency response. The maximum number of deliveries that occurred in a day during 2016 was 17 trailer loads. The maximum number of containers/trailers received in a day at the warehouse in 2016 was 5.

25 C.4-C If the Government requires special warehousing services (cold storage, ambient temperature food storage, hazardous material storage, bonded storage), how much additional space would the Government anticipate?

The additional special storage will depend on each request. The Government anticipates no more than 25% of the current storage requirement.

26 F.4 What application(s) does the Government currently use for commodity management and reporting?

The platform used for the Electronic Warehouse Inventory Ledger and Action Log is Microsoft Office Suite.

27 F.11 Can you advise the specification for the FUMIGATION if required? USAID/OFDA will identify the requirements for fumigation when/if the need arises. The fumigation required may depend on the type of commodity impacted.

28 K.2 The paragraph implies the solicitation is set aside for small business. Yet, the cover letter states "Full and Open Competition." Can the Government confirm if there is or is not a restriction?

This solicitation is unrestricted.

29 L.1 Given the additional information required of the contractor in this solicitation (as compared to the SOL-OAA-17-000051), can the Government increase the 15-page limitation for all or parts of the response?

The 15 page limitation applies to the Cover Letter, Technical Proposal, and any Exhibits. The requested attachments identified in Section J (J.1, J.2, J.3) can be submitted in addition to the 15 pages.

30 L.1 Section L limits the proposal to 15 pages. Does this include Resumes and Past Performance information?

The 15 page limit does not apply to Resumes, Biographical Data Sheets, or Past Performance Matrices.

31 L.1 Please list all items that are excluded from the page count. Attachments J.1 (Price Schedule), J.2. (Employee Biographical Data Sheets), and J.3 Past Performance Matrices are all excluded for the 15 page limitation.

32 L.2 Section L. Past Performance. Please clarify the forms to be included in Part IV (Past Performance). The RFP references Attachment J.2 but this is the Bio Data sheet. Please clarify if this is the proper form we submit to our references.

The Attachment J.3, Past Performance Matrix on pages 45-46 of solicitation should be completed by your references.

33 L.2 Part IV - Past Performance, Part 1 states "List in an annex to the technical submission up to Three (3) of the most recent and relevant contracts for efforts similar to the work in this request for quotation." Is this annex excluded from the page count?

Yes, the annex related to Past Performance is excluded for the 15 page limitation.

34 L.2 Section L. Can Part I (Cover Letter) and Part II (Technical) be included in the same volume? Yes, the Cover Letter (Part I) can be submitted along with the Technical Proposal (Part II).

RESPONSEQUESTION

35 M.2 Can the contractor have a mixture of warehouses within and outside of a Foreign Trade Zone?

The Contractor should propose storage in one facility within 20 miles from the Miami International Airport. Alternate warehouse locations can be proposed for the additional warehousing services (i.e. cold chain storage, ambient temperature food storage, hazardous material storage (i.e. chlorine), and bonded storage), however, they must be within 5 miles of the primary facility and within 20 miles of the Miami International Airport.

36 J.4 Is the contractor required to transport commodities identified for disposal to the appropriate facility?

The Contractor may be requested to transport commodities identified for disposal, if necessary. The Contractor will be responsible for following all applicable federal and local regulations when making these arrangements.

37 J.4 The Attachment J.4 - Operational Manual appears to be incomplete/incorrect (based on its table of contents and references to annexes). Is a complete and correct version available?

Attachment J.4 Operations Manual is to be used as a reference. This is the latest version that can be shared.

38 J.4 Mechanical Equipment: could we have a sample of stock to be expected? The number of vehicles, generators, motor pumps and water filter seems to be quite high.

USAID/OFDA stored 1 Airfield Recovery Kit (off the road vehicle), 4 trailers (for water treatment units), and 4 motor pumps in 2016, but the requirement may decrease, remain the same or increase for future years.

39 J.4 Hazardous/Dangerous Goods: what type of Haz Mat product are we to expect? Will there require special licenses / segregation for storage?

There may be segregation required. Hazmat items to expect include fuels and chemicals for testing and treating water, i.e. calcium hypochlorite.

40 J.4 Foodstuffs: Do we need to be FDA approved? Other certifications? No FDA approval is not currently required. If a requirement arises to store food commodities the USAID/OFDA will advise if any certifications will be needed.

41 J.4 Please elaborate of page 3 of 14 (Operations Manual), 4th bullet point. Lease vs. Buy. USAID/OFDA will hold title to any supplies or equipment purchased by the Contractor with USG funds.

42 General What are the Government's transition needs (i.e.; transition from the incumbent contractor to the new contractor)? Will the contractor be required to transport existing inventory from the incumbent's facility?

The awarded Contractor may be requested to transport the current inventory to the new facility by the start of the contract date. As the decision has not been made the cost of movement shall not be included in the contractors price proposal

43 General What are the Government's "core" hours during non-surge operations? The "core" hours are 09:00 to 17:00 Monday through Friday, however, the Contractor should have personnel available and the facility accessible 24/7 to support emergency response requests.

44 General The pricing sheet and PWS discusses trailers, but section M also discusses ocean containers.

Must the contractor have the capability to transport containers as well as standard (box) trailers? Is there a need to have a refrigerated trailer?

Yes, the Contractor should have the capability to transport ocean containers as well as standard box trailers. There are currently no needs for a refrigerated trailer.

45 General What is load weight required for each size trailer? The load weight will vary depending on the commodities being transported.

46 Price Does SCA Wage-Determination apply to this contract? If so, which #? SCA Wage Determination does not apply to this contract

Questions