SPE30026R0017 Pre-Proposal Questions and Answers.pdf

SPE30026R0017 Pre-Proposal Questions/Answers

Note: DLA Troop Support received the following questions in response to this solicitation, SPE300-26-R-0017. The responses to these questions are provided for clarification purposes only and do not change portions of the solicitation requirements. In the event of any discrepancy between the answers provided in this amendment and the solicitation documents, the solicitation documents will take precedence.

When converting the Annual demand on the Market Basket tab to Monthly demand, the following items appear to have an AMD of 9 or less. Considering the language on page 90:

a. When the contract starts, are all these items “lead time items” or is the PV expected to bring these items in during ramp up?

b. The language on page 90 mentions “lead time items”. Can DLA elaborate on this? What does that mean for an OCONUS SPV and what will happen to these lead time items if e.g.

the customer needs to move out of AOR due to changed mission requirements?

DLA Troop Support Response: Question references items but does not include items being referred to. Please see pg. 103 of the SOW, Section VII. Inventory and Warehouse Management of the Solicitation.

Tab “Distribution Price Categories”, the following categories mention a different UOM in the description than mentioned in the UOM column (D):

19 OCONUS DRY CO (UOM for EA = 1 CO) EA

DLA Troop Support Response: Changes will be reflected in the SoW and Market Basket.

Distribution Price Categories 39 and 40 state that no additional Distribution Price will be applied.

However, the SOW states that Distribution Price Category 38 may be combined with Categories 39 and/or 40 at the Contracting Officer's discretion. Please confirm that Category 38 is an authorized exception to the prohibition on additional Distribution Prices associated with Categories 39 and 40.

DLA Troop Support Response: SoW will be corrected by removing the following from page 76:

Distribution Price Category 38 may be combined with Distribution Price Categories 39 and/or 40 at the Contracting Officer’s discretion.

Page 65 of SOW states following: “these customers include military or other federally funded customers.” and considering that in the country list there are landlocked countries (without sea ports), is it possible that the vendor, besides ships, will also need to support bases/embassies?

Please clarify if this solicitation is only for ships afloat or also for land bases.

DLA Troop Support Response: This solicitation is for afloat customers.

Page 74 of the SOW states: “(includes the Countries in Zone 1, 2, and 3 for Northern & Southern Europe, Northern Africa, & Western Africa).”. Please confirm that these references the zones in previous solicitations for the European AOR.

DLA Troop Support Response: These are referencing the other current contracts throughout European/Northern & Western Africa AORs.

For Distribution Price Categories 39, 40, 44, and 45, please confirm whether the net case weight used for payment purposes will be calculated using the fluid-ounce conversion methodology described in the solicitation, regardless of actual product weight and regardless of the weight reflected in manufacturers' specifications or as submitted on the 832.

DLA Troop Support Response: The distribution fee is based on net case weight as stated in the category description. Fluid ounces and dry ounces are equal.

Page 98 of the SOW states that the primary mode of transportation should be via Ground Line of Communication (GLOC), but that the Prime Vendor may be required to utilize Sea Line of Communication (SLOC) and switch between GLOC and SLOC at no additional cost to the Government. Please clarify the intent of this requirement. Specifically, is the Offeror expected to include in its offered Distribution Prices all potential costs associated with both GLOC and SLOC transportation methods for affected customers, or will the Government identify the anticipated transportation mode(s) and applicable delivery locations for pricing purposes? Additionally, under what circumstances would the Prime Vendor be directed to switch from GLOC to SLOC during contract performance?

DLA Troop Support Response: The PV will determine and utilize the appropriate method to deliver to customers listed under section “XIII. Customers” on pg. 134-135 of the SoW. For more information on distribution pricing, please see pages 65-66, and 71 of the SoW.

Page 107 of the SOW states that "The Prime Vendor will ensure that employee background checks are up to date." Given that the contract will be performed in multiple countries with varying privacy, employment, and data protection laws, including jurisdictions where the scope, frequency, or availability of employee background checks may be restricted by local law, please clarify the intent of this requirement. Will DLA confirm that compliance with this requirement is limited to the background screening and verification activities that are legally permissible within the applicable country of employment and/or country of performance?

DLA Troop Support Response: The PV must comply with the requirements of the Statement of Work, and must comply with all local laws and regulations, as applicable.

Page 109 of the SOW states that "All Prime Vendor and subcontractor personnel under this contract must abide by General Order Number 1B and other policies which apply to Prime Vendor personnel." Please clarify the applicability of this requirement. Specifically, does compliance with General Order Number 1B apply only to Prime Vendor and subcontractor personnel who are physically present at installations, contingency locations, or other locations where General Order Number 1B is in effect, or does DLA intend this requirement to apply to all contractor personnel supporting the contract regardless of their work location?

DLA Troop Support Response: All Prime Vendor and subcontractor personnel regardless of their work location.

Page 109 of the SOW requires that Prime Vendor personnel be at least twenty-one (21) years of age, not have a criminal record, not have an outstanding warrant, and be medically screened to ensure they are capable of performing their assigned duties. The SOW also recognizes that Prime Vendor personnel are subject to the laws and requirements of the countries in which they operate. Given that contract performance will occur in multiple countries, including jurisdictions where privacy, employment, labor, and data protection laws may restrict an employer's ability to obtain, verify, process, or retain criminal history, warrant status, or medical information, please clarify the intent of this requirement.

Will DLA confirm that compliance with these personnel qualification requirements is limited to the extent permitted by applicable laws and regulations in the country of employment and/or country of performance?

DLA Troop Support Response: The PV must comply with the requirements of the Statement of Work, and must comply with all local laws and regulations, as applicable.

Page 110 of the SOW requires the Prime Vendor to conduct, at a minimum, quarterly visits to customers or customer representatives and to attend scheduled management meetings at customer locations. Given that Zone 4 is for naval vessels operating throughout Europe, Africa, and surrounding waters, please clarify how these requirements are intended to be applied to afloat customers.

Specifically, does DLA expect quarterly visits and management meeting attendance for individual ships, or may these requirements be satisfied through meetings with designated customer representatives, NAVSUP representatives, or other Government-designated points of contact?

Additionally, may such meetings be conducted virtually when mutually agreed upon by the Government and the Prime Vendor? Also can the Prime Vendor conduct such meetings even without the attendance of DLA if schedules do not align?

DLA Troop Support Response: Virtual meetings are acceptable if mutually agreed upon. DLA should be made aware of the meetings but can be conducted without DLA with KO approval.

Page 112 of the SOW states that, prior to commencing contract performance, the Contractor shall obtain a financial disclosure agreement, similar in form and content to OGE Form 450, for each employee assigned to the contract. Please clarify the intent and applicability of this requirement.

Specifically:

Which categories of contractor personnel are considered "assigned to the contract" for purposes of this requirement?

DLA Troop Support Response: All employees supporting contract performance.

Is this requirement intended to apply to all contractor and subcontractor personnel supporting contract performance, including warehouse, transportation, and administrative personnel, or only to personnel occupying positions with procurement, pricing, contracting, or management responsibilities?

DLA Troop Support Response: All employees supporting contract performance.

Is the Contractor required to collect and retain these disclosures internally, or are they to be submitted to the Government upon request?

DLA Troop Support Response: See updated text on pg. 112 of SOW.

To which level does this apply to the sub-contractors?

DLA Troop Support Response: All subcontractor employees assigned to the contract.

SOW Page 132: Please clarify the meaning of the statement, "Military shelf life is not acceptable as acceptable shelf life is in accordance with coded date," as the requirement is unclear.

DLA Troop Support Response: Refer to page 114 of the SoW, section IX. QUALITY CONTROL, QUALITY ASSURANCE AND INSPECTIONS for further clarification on shelf-life.

SOW Page 133: Please clarify the Push Pack requirement. Specifically, please provide definitions and composition requirements for the referenced classifications (Small, Medium, Large / Core, Endurance, Morale / Dry, Frozen). Additionally, please clarify the ordering process, who is authorized to request Push Packs, whether the contractor is required to stock, assemble, store, and/or transport Push Packs, and whether these are preconfigured food packages, MREs, or another type of supply item.

DLA Troop Support Response: If Push Packs are requested by the customer, the Government reserves the right to implement Push Packs in any area of responsibility covered by this solicitation. The KO will make this determination.

As published in SAM, The solicitation is titled "Subsistence Prime Vendor - Ships in Europe, North Africa & West Africa." However, the SOW contains multiple references that appear to contemplate support of land-based customers and locations, including but not limited to:

• Lead-time requirements for "Land Customers & Home Port Ships";

• Requirements for delivery to land-based locations and port locations;

• The statement that "Most locations will require deliveries every other day"; and

• Other provisions that appear to contemplate support of shore-based activities.

Please clarify the intended scope of customer support under the resultant contract. Specifically, is the Prime Vendor expected to support only afloat customers, or both afloat and shore-based Navy customers within the Zone 4 area of responsibility? If shore-based customers are included, please identify the types of activities and locations contemplated under the contract. LOOK at 6,21,40

DLA Troop Support Response: Refer to updated SoW text in “XIII Customers” section.

Page 138 of the SOW: this website appears to be non-reachable. Can DLA please check and advise? http://www.rapidgate.cohttps/fortiorsolutions.com/rapidgate - given the fact that this is for Navy afloat, where will this be applicable?

DLA Troop Support Response: Refer to updated SoW text on page 138.

Page 142 of the SOW states that customers in Remote Locations and Navy Ships may cancel orders up to seventy-two (72) hours prior to the Required Delivery Date (RDD). Offerors note that, for certain destinations within the Zone 4 area of responsibility, transportation transit times may exceed seventy-two (72) hours. As a result, an order could be cancelled after product has been picked, loaded, dispatched, and is already in transit to the customer.

Please clarify how the cancellation policy is intended to apply in situations where transportation has already commenced. Specifically, at what point, if any, does an order become non-cancellable once the Prime Vendor has initiated transportation activities in order to meet the required delivery date?

DLA Troop Support Response: Please refer to Section XIV. Delivery, Title, Orders, and Order Fill Rates, Subsection G. Order Cancellation on pages 142-143 of the SoW for guidance. The cancellation policy will be implemented as stated, regardless of whether transportation has commenced.

SOW Page 149 (Fill Rate Exception Codes – V01): Please confirm the intended calculation methodology for “Monthly item demand exceeds average demand by >300%.” For clarity, please confirm whether the threshold is applied as current demand >300% of historical average demand (i.e., 3 × baseline), and provide a worked example using a baseline of 100 cases/week showing whether V01 applies at 300 cases/week.

DLA Troop Support Response: See pg. 148 of the SoW for AMD calculation. For example: If a product's Average Monthly Demand (AMD) is 50 cases, and in the last 30 days customers ordered 200 cases, the quantity exceeding 300% of AMD (i.e., anything over 150 cases) would be eligible for the V01 exception code.

Additionally, given the solicitation title “Subsistence Prime Vendor – Ships in Europe, North Africa & West Africa,” please clarify whether demand from “Navy Afloat” customers is included or excluded in the AMD and/or V01 threshold calculation, and how any such inclusion or exclusion impacts the determination of the exception.

DLA Troop Support Response: V01 is in the All Customers Except Navy Afloat chart.

Can DLA clarify the process and timeline by which holiday item requirements will be communicated and finalized? Specifically, by what date prior to the applicable holiday will customer requirements be confirmed to ensure the Prime Vendor has sufficient time to procure products, accommodate supplier lead times, transport inventory through the Defense Transportation System (DTS), complete customs clearance (where applicable), and position inventory in the OCONUS warehouse(s) in compliance with the sixty (60) day stocking requirement?

DLA Troop Support Response: Holiday item requirements will be determined to allow enough time to meet SoW requirements. See pg. 90 of the SoW, subsection Q. Holiday Items.

Additionally, if the Prime Vendor procures and positions holiday or seasonal products based on customer-provided requirements and those products are subsequently not ordered by the customer, resulting in product expiration or disposal, will the Government reimburse the Prime Vendor for the associated product acquisition, transportation, inventory holding, and warehousing costs?

DLA Troop Support Response: As stated in the solicitation, “The Government will not reimburse the Prime Vendor for expired or excess inventory during the life of the contract or after the contract has expired.” See pg. 103 subsection A. Warehouse Management.

Page 88 of the SOW discusses beverage dispensing equipment. Is the Prime Vendor responsible for providing, maintaining, or repairing beverage dispensing equipment for vessels that are not homeported within the contract zone?

DLA Troop Support Response: This solicitation is for all afloat customers in the AOR, regardless of homeport location.

Can DLA provide a detailed definition of an "emergency order" and clarify the criteria used to distinguish an emergency order from routine customer requirements? How does the SPV know a specific STORES order is an emergency order?

DLA Troop Support Response: The customer will clarify when placing the order. For more information, please see pg. 143, subsection I. Emergency Orders.

Must emergency orders receive prior approval from the Contracting Officer or Contracting Officer's Representative before being classified as emergency orders under the contract?

DLA Troop Support Response: No. Although, the Solicitation states on page 143, “greater than five (5) “emergency” orders will need to be approved at the Contracting Officers discretion and must be entered into STORES.”

Is the monthly emergency order allowance applied on a per-customer basis i.e. DODDAC or collectively across all customers so “the Navy” within the contract zone?

DLA Troop Support Response: As stated on page 143 of the SoW, “[t]he Prime Vendor will provide a maximum of five (5) such “emergency” orders (excluding mobilization actions) per month per customer at no additional cost to DLA Troop Support or its customers.”

Page 67 of the SOW references inventory transfers between Prime Vendors. Under point three “the new Prime Vendor is required to procure a total of four (4) months of product” but the SOW also references a minimum of three months. These should be the same and so by definition “minimum”, please confirm that it may exceed the stated minimum stock.

DLA Troop Support Response: As stated on page 67 in the SoW, “[i]n accordance with the average demand history for each item, quantities sold to the new Prime Vendor will be a minimum of four (4) months of stock (where available).” Mention of a minimum of three months was not found in the SoW upon further review.

If a U.S. Coast Guard vessel enters the Area of Responsibility (AOR), will support be provided under the Zone 4 contract, or will such requirements be fulfilled through another contracting vehicle?

DLA Troop Support Response: “As previously stated, these customers include military or other federally funded customers. Though the solicitation describes existing customers known to the Contracting Officer at the time of the solicitation’s issuance, other customers, including military, Department of Defense (DoD), or non-DoD, may be added as necessary during the life of any resultant contract.” See pg. 65 of the SoW.

Pages 138-139-140 of the SOW, lead time days for reaching Remote Locations is provided; however, on page 136, and page 86, different lead times based on the type of vessel and its mission is also provided.

Q: Which one shall we consider?

DLA Troop Support Response: Please see Amendment 0002; lead time language was removed from page 86. Refer to page 136-137 for lead times based on vessel/mission.

Q: How can we determine whether a vessel is placing a Routine Order, a Deployment Loadout, or a Topping-Off order?

DLA Troop Support Response: Customers will clarify when placing the orders.

Q: “For Zone 4, dependent upon the specific customers, deliveries shall average 1-3 times per week to each customer”, this doesn’t seem right, probably it is referred to a different AOR? Please confirm.

DLA Troop Support Response: See updated SOW language on pg. 136.

Q: After reviewing the two tables, it appears that those lead times may correspond to a different PV contract, possibly the one for homeported ships (Norfolk or others)?

DLA Troop Support Response: Lead time chart can be found on pages 136-137.

Q: “Marshall & Micronesian Island Barge Customers – 21 days” these are not part of the Europe PV program AOR, but in the Pacific Ocean. Is this table correct?

DLA Troop Support Response: “Marshall & Micronesian Island Barge Customers – 21 days” has been removed from the SoW.

140 of the SOW: D. PICK UP AND RE-DELIVERY Pages 140–141 – Pick-Up, Re-Delivery, and Storage of Customer-Owned Product

Pages 140–141 of the SOW describe the Pick-Up, Re-Delivery, and Storage of Customer-Owned Product process and reference a "Storage of Customer Product Distribution Price." However, the Distribution Price (DP) schedule does not appear to identify a specific DP category applicable to this service.

Can DLA clarify the intended scope and administration of this requirement, including:

a. What types of customer-owned products are expected to be picked up, stored, and re-delivered under this provision, and under what operational scenarios is this service anticipated to be utilized?

DLA Troop Support Response: This will be determined based on the time and nature of request.

b. What Distribution Price category applies to the storage of customer-owned product, and how will the Prime Vendor be reimbursed for storage services, transportation, handling, customs clearance, inventory management, and any other associated costs?

DLA Troop Support Response: DP Categories 27, 28, 29, & 30 all refer to storage.

c. How will storage charges be calculated, approved, and billed through STORES? Is there a standard rate structure, or will pricing vary based on storage requirements such as frozen, chilled, or dry product?

DLA Troop Support Response: DP Categories 27, 28, 29, & 30 all refer to storage.

d. While customer-owned product is stored at the Prime Vendor's warehouse, who bears the risk of loss, damage, spoilage, contamination, theft, temperature excursions, or other inventory-related liabilities?

DLA Troop Support Response: This will vary on a case-by-case basis.

e. Can DLA confirm that all transportation costs associated with the pick-up and re-delivery of customer-owned product, including handling, fuel, customs clearance, and last-mile delivery costs, are fully reimbursable through STORES orders?

DLA Troop Support Response: DLA cannot confirm. Will vary on a case-by-case basis.

f. The SOW notes that there may be customer locations where the Prime Vendor cannot pick up, store, or re-deliver customer-owned product due to base security restrictions or customs limitations. Can DLA provide additional information regarding the locations currently known to have such restrictions?

DLA Troop Support Response: None at this time, however, this may vary due to changing real world restrictions.

g. In situations where local customs regulations prohibit the re-importation of customer-owned products into the Prime Vendor's warehouse or otherwise prevent storage activities, what alternative process is envisioned and how will the Prime Vendor be compensated for any associated costs?

DLA Troop Support Response: This will vary on a case by case basis. The KO will review each scenario to determine the appropriate outcome.

Given that this contract is for the Navy afloat, why are the following land-locked countries included?

Could you please clarify?

DLA Troop Support Response: See updated SOW text on pg. 134.

Q: What is the commander's process for approving or denying access to installations and military piers? How are contractors formally notified of access decisions?

DLA Troop Support Response: This will be at the discretion of the commander.

Q: In the event that access is restricted or denied to contractor personnel or subcontractors, what are the expected procedures to ensure continuity of service under the contract?

DLA Troop Support Response: DLA will provide information appropriate to the situation depending on the scenario and will contact POCs depending on location.

Q: Could you please clarify whether any costs or delays arising from the exercise of Force Protection authority (for example, a truck arrived at destination being sent back to the WH) would be eligible for reimbursement under the contract?

DLA Troop Support Response: Reimbursement may be provided at the discretion of the KO.

This will be decided on a case-by-case basis.

Q: From experience, there could be minor temperature deviations during transport (e.g. short-term fluctuations above the stated thresholds) which may result in customer rejections. Provided product integrity is not compromised fluctuations please confirm that the customer should accept the delivery.

DLA Troop Support Response: The PV is responsible for proper product storage, segregation, and delivery of product in excellent condition. This includes meeting temperature limits stated in SOW.

Q: Is there a specific requirement for validated equipment (e.g. ATP-approved reefer units, calibrated probes, or certified temperature control systems) to demonstrate compliance?

DLA Troop Support Response: The PV is responsible for proper product storage, segregation, and delivery of product in excellent condition. This includes meeting temperature limits stated in SOW.

Q: Could you clarify responsibility allocation in case of temperature excursions occurring due to factors outside the Prime Vendor’s control? e.g. The ship unexpectedly anchored offshore rather than docking pierside, consequently, forced to use a tugboat to receive the pallets, resulting in product exposure to temperature excursions.

DLA Troop Support Response: Items received that are not in the required condition listed in SoW will result in rejection.

Q: What is the expected timeline and communication process for notifying the Prime Vendor of a rejection after delivery has taken place?

DLA Troop Support Response: Please see pages 127-128, section IX. Quality Control, Quality Assurance, and Inspections, subsection H. Rejection Procedures.

Q: Could you clarify what conditions are considered to require special packaging (e.g. distance from pier to vessel, expected transit time, weather conditions, temperature exposure, anchorage duration)?

DLA Troop Support Response: Please see page 134, section XII. Palletization, 10. Barge Deliveries.

Q: What is the expected lead time for the Prime Vendor to receive notification that a delivery will require special packaging?

DLA Troop Support Response: Expected lead time may vary depending on circumstances.

Q: Could you clarify the maximum expected transit time from pier-side location to the anchored vessel for planning appropriate packaging requirements?

DLA Troop Support Response: Transit times will vary depending on circumstances.

Q: Could you please clarify if Price Category 13 (Restocking Price) applies to fresh products with a short shelf life (such as dairy, FFV, and fresh eggs) that cannot be reused? Specifically, we are looking at instances where cancellations occur outside the 72-hour window, but the items have already been purchased due to logistical lead times

DLA Troop Support Response: Restocking Price for Orders Over $10K. (Approved at the Contracting Officer's Discretion) when Orders are not cancelled in accordance with the cancellation policy.

Q: Is there an exception process for Distribution Price Category 13 regarding late cancellations driven by operational requirements, vessel movements, mission changes, or force majeure events—specifically for remote destinations requiring a lead time greater than 72 hours?

DLA Troop Support Response: DP 13 is approved at the Contracting Officer’s Discretion.

Reference: Price Quote Sheet: Question 2: Please explain the section - Identify Zone (Indicate One) under Item Information. What information needs to be in this field? What is the meaning of 1, 2, and 1&2?

DLA Troop Support Response: See updated Attachment 2.

There is a reference to line-item number sequence to be followed for submitting quotes. This sequence is 1-114 whereas we have 101 items in the Market Basket. Are there additional items in the Market Basket?

DLA Troop Support Response: See updated language in Amendment 0002.

Q. The Contracting Officer will make the determination of when the airlifts become regular for a prolonged period after 60 Days or longer based on available information.”: does is means that the KO will assess if an airlift can be considered “regular” only after 60 days of reoccurrence?

DLA Troop Support Response: The Contracting Officer will determine if continuous and regular airlifts will be needed after an observation period of 60 days or longer.

Since this is for Navy afloat all airlifts should be classified as non-regular. Please clarify. Is there a Distribution Price Category for unplanned or non-regular airlifts?

DLA Troop Support Response: DP categories 39,40,44,45 are for regular and emergency airlifts, respectively.

since extended shelf life has been approved by KO and confirmed by a military vet, is it absolutely necessary to receive customer’s approval before shipping? If so, what is the response time required by the customer?

DLA Troop Support Response: Yes, response time will vary depending on circumstances. As stated on page 116 of the SoW, “[t]he Contractor must request customer approval prior to delivering any product that has an extended shelf life.”

since we do not know where the customer is located when placing the order, please confirm that GMT/UTC should be considered.

DLA Troop Support Response: There is a timestamp in STORES. The time zone is based on the PV’s location.

The solicitation includes the US AFRICOM Foreign Vendor Information Sheet (FVIS); however, the requirement to complete and submit this form is not referenced elsewhere in the solicitation, including Sections L, M, or the Statement of Work.

Can DLA clarify:

Whether completion and submission of the FVIS is required as part of the proposal submission;

Whether the FVIS will be evaluated as part of the source selection process;

Whether the FVIS is a post-award administrative requirement applicable only to the apparent successful offeror; and Whether passport or national identification documents for owners and key employees are required at proposal submission or only after award if requested by AFRICOM?

DLA Troop Support Response: This attachment’s sole purpose is if a PV plans to have a warehouse in Africa. N/A if PV does not plan to have a warehouse in Africa.

Q: In the event of a Termination for Convenience under FAR 52.212-4(l), will the Government reimburse non-cancellable supplier commitments, dedicated inventory procured specifically for contract performance, transportation bookings, and other commercially reasonable obligations incurred in good faith to meet contract requirements, where such costs cannot reasonably be mitigated or repurposed by the Contractor?

Q. Can the Government clarify whether unavoidable warehouse lease obligations, dedicated storage costs, and facility demobilization expenses incurred as a direct result of a Termination for Convenience would be considered recoverable "reasonable charges" under this provision?

Q. If inventory has been procured in anticipation of required surge capability or forecasted demand in accordance with contract requirements, but has not yet been delivered to customers at the time of a Termination for Convenience, would such inventory be eligible for reimbursement where the Contractor can demonstrate that procurement was reasonable and contract-driven?

DLA Troop Support Response: This will be determined at the Contracting Officer's discretion in the event of Termination for Convenience under FAR 52.212-4(l).

Q: The solicitation states that offerors without DLA Troop Support SPV performance history may submit other relevant past performance information for evaluation. Considering the high complexity of delivery processes including catalog management, fluctuating inventory management, surge capabilities, compliancy diligence and high level of risks associated with performance; please clarify how the Government will distinguish between:

(a) offerors with demonstrated and successful performance under DLA Troop Support Subsistence Prime Vendor contracts; and

(b) offerors without DLA SPV experience but with other commercial or government food distribution experience.

DLA Troop Support Response: Contracts submitted for past performance will be evaluated in accordance with the evaluation criteria stated on page 176 of the SoW. (Evaluation Criteria:

Section B, Past Performance)

Q: Specifically, will the Government consider the absence of DLA SPV experience as an additional performance risk factor when assessing an offeror's demonstrated capability to perform the unique operational, logistics, contingency, food safety, catalog management, and customer support requirements of this solicitation?

DLA Troop Support Response: As stated in the SoW on page 176: “In establishing what is relevant for past performance, consideration shall be given to those aspects of an offeror’s contract history which provide the most confidence that the offeror will satisfy the current procurement requirements. Those aspects of relevancy include performing as a full line food distributor in contingency operations, annual dollar value, number of line items/SKUs in inventory, and number of customers supported. Contracts that demonstrate most of the relevancy aspects, as described above, may be rated more favorably.”

Q: How will the Government ensure that the evaluation appropriately differentiates between proven performance on comparable DLA SPV contracts and performance on contracts with materially different scopes, complexity, and operational requirements? Specifically, for purposes of past performance evaluation, how will the Government assess relevancy between:

DLA Troop Support Subsistence Prime Vendor contracts;

Other U.S. Government food distribution contracts;

NATO or coalition support contracts;

United Nations food support contracts; and

Commercial food distribution contracts?

Will all such contracts be considered equally relevant, or will differing levels of relevancy be assigned based on similarity to the requirements of this solicitation?

DLA Troop Support Response: As stated in the SoW on page 176, “…aspects of relevancy include performing as a full line food distributor in contingency operations, annual dollar value, number of line items/SKUs in inventory, and number of customers supported.”

The solicitation places significant emphasis on contractor integrity, ethics, responsibility, past performance, and performance risk, including the Contractor Code of Business Ethics and Conduct requirements, past performance evaluation criteria, and the requirement for offerors to disclose affiliates and subsidiaries involved in contract performance.

Please clarify whether, in addition to reviewing SAM exclusions and debarment status, the Government may consider documented integrity, ethics, compliance, procurement-related investigations, administrative findings, or significant performance concerns involving an offeror, its affiliates, subsidiaries, key subcontractors, or proposed teaming partners when assessing responsibility, past performance relevance, and overall performance risk. If so, what sources of information may be considered by the Government in making such assessments?

DLA Troop Support Response: As stated on page 176 of the SoW: “The Government will evaluate the offeror’s record of Past Performance through its written proposal, Government in-house records (if applicable), and the information provided by the points of contact or references designated by the offeror. Government in-house records will be considered more reliable than information provided by other references. Government in-house records include, but are not limited to, Past Performance Information Retrieval System (PPIRS), Contractor Performance Assessment Reporting System (CPARS), information received through the Subsistence Total Order and Receipt Electronic System (STORES), and Customer Surveys.”

Q: Pursuant to FAR 9.104-1, FAR 9.104-3, and the solicitation's evaluation criteria, please clarify how the Government will assess responsibility, capability, and past performance for Joint Ventures, Partnerships, and Teaming Arrangements where the entity possessing the most relevant past performance is not proposed to perform the majority of operational execution under the contract.

Specifically, what evidence will the Government require to demonstrate that the experience, operational controls, management systems, key personnel, and institutional knowledge of the experienced entity will be effectively integrated into and maintained throughout contract performance, and how will the Government evaluate the performance risk associated with reliance on experience that resides primarily outside the entity performing day-to-day contract execution?

Q: Specifically, how will the Government assess the performance risk associated with reliance on the past performance of one partner where another partner will perform significant portions of contract execution?

DLA Troop Support Response: The Government will assess the responsibility of Joint Ventures, Partnerships, and Teaming Arrangements in accordance with FAR 9.104-1 and FAR 9.104-3.

Q: How will the Government evaluate the risk that the partner possessing the relevant experience may not maintain sufficient operational control or involvement in day-to-day execution of the contract?

DLA Troop Support Response: The Government will assess the responsibility of Joint Ventures, Partnerships, and Teaming Arrangements in accordance with FAR 9.104-1 and FAR 9.104-3.

Q: Given that the solicitation includes countries and territories with varying levels of U.S. diplomatic presence, host-nation cooperation, security conditions, import controls, and military access requirements, please clarify how the Government will evaluate an offeror’s demonstrated ability to operate in jurisdictions where U.S. Government access, customs facilitation, SOFA protections, diplomatic notes, or local permissions may be limited, uncertain, or subject to rapid change?

DLA Troop Support Response: Please see Page 174 of the SoW, specifically the Addendum to FAR 52.212-2 Evaluation – Commercial Products and Commercial Services.

Page 68 of SOW: Once the new Prime Vendor and the incumbent Prime Vendor(s) have agreed upon the products that will be purchased per the considerations provided herein, the incumbent Prime Vendor(s) shall deliver those products to the new Prime Vendor’s warehouse facility for inspection and acceptance. A detailed list of all items included in this sale shall be provided to the Contracting Officer to include the product name, stock number, quantity sold, product price, etc.

Given the multinational nature of Zone 4 operations, please clarify whether the Government will evaluate the practicality of proposed warehouse locations in relation to transition requirements, inventory transfers, customer support locations, customs regimes, and continuity of operations.

How will the Government assess the risk of service disruption where a proposed warehouse location may require significant cross-border movement of inventory during contract transition?

DLA Troop Support Response: This will be determined between the incumbent PV and contract awardee.

The solicitation contemplates the potential transfer of inventory between the incumbent Prime Vendor and the successor Prime Vendor during transition.

Please clarify whether offerors may assume the availability of incumbent inventory as part of their transition approach and whether the Government will evaluate the successor Prime Vendor's capability to independently source, procure, position, and maintain required inventory levels in the event that inventory transfer quantities are limited or cannot be mutually agreed upon between the parties.

Will the Government assess the performance risk associated with transition plans that are materially dependent upon the acquisition of incumbent inventory?

DLA Troop Support Response: As stated on page 67 of the SoW: “It is estimated, although not guaranteed, that the incumbent Prime Vendor(s) may remain the principal source of food and non-food supplies for the 180-day implementation phase… The incumbent Prime Vendor(s) may have stocked product available for sale to the new Prime Vendor. If available, the new Prime Vendor is required to procure a total of four (4) months of product, on a per line-item basis, if offered for sale from the incumbent Prime Vendor(s) from its inventory under the previous contract(s).”

Sow page 69 It is the Government’s intent to have all orders placed and delivered under the new contract six (6) months after award, however, the Government reserves the right to phase in customer ordering points when it is in the best interest of the Government.” And; “NOTE: The implementation timeline begins on the contract award date and ends six (6) months thereafter. If a stop work order is issued during the implementation, the Prime Vendor will be required to stop work and will not be able to perform unless the stop work order is rescinded. If the stop work order is rescinded, the Prime Vendor will resume the implementation schedule from the date that the stop work order was issued. The six (6) month implementation period will not re-start from the beginning.”

Q: Given that the incumbent Prime Vendor may remain the principal source of supply for several months after award, please clarify how the Government will evaluate the successor Prime Vendor's ability to independently assume full contract performance should transition timelines be compressed, accelerated, or modified due to operational requirements, protests, stop-work orders, or other unforeseen events.

DLA Troop Support Response: Please refer to page 176 of the SoW, Evaluation Criteria: Section A, Factor III – Implementation and Management Plans.

Q: The solicitation provides that, if a stop work order is issued during implementation and later rescinded, the implementation schedule will resume from the point at which the stop work order was issued and the six-month implementation period will not restart.

Please clarify how the Government intends to address costs incurred by the successor Prime Vendor associated with inventory procurement, warehouse leases, transportation arrangements, personnel hiring, subcontractor commitments, and other implementation activities that may be impacted by an extended stop work period.

DLA Troop Support Response: Please refer to TS16-26 Economic Price Adjustment - Actual Material Costs for Subsistence Product Price Business Model (June 2017), Paragraph (b)(5), which provides that: “The Distribution Price is the only method for the Contractor to bill the Government for all aspects of contract performance other than Product Price, including but not limited to, the performance requirements of this Statement of Work (SOW)…” Please note that awarded Distribution Prices are fixed for each applicable tier period, and only the Product Price component of the Contract Unit Price is subject to adjustment under the EPA language.

Q: In the event that implementation is delayed due to a stop work order, protest action, phased customer transition, or other Government-directed delay, please clarify how the Government will address inventory carrying costs, product shelf-life deterioration, spoilage risk, and other supply chain impacts incurred by the successor Prime Vendor in preparation for contract performance.

Will the Government consider equitable adjustments or other remedies where such costs arise from Government-directed delays outside the control of the contractor?

DLA Troop Support Response: Please refer to TS16-26 Economic Price Adjustment - Actual Material Costs for Subsistence Product Price Business Model (June 2017), Paragraph (b)(5), which provides that: “The Distribution Price is the only method for the Contractor to bill the Government for all aspects of contract performance other than Product Price, including but not limited to, the performance requirements of this Statement of Work (SOW)…” Please note that awarded Distribution Prices are fixed for each applicable tier period, and only the Product Price component of the Contract Unit Price is subject to adjustment under the EPA language.

Please also see the Addendum to FAR 52.212-4 included in the solicitation.

SOW Page 75 Q2: Distribution Price Category 13 is defined as "Restocking Price for Orders Over $10K." However, Section XIV.G. Order Cancellation states that Category 13 applies to orders not cancelled in accordance with the cancellation policy. Please confirm whether late-cancelled orders valued below $10,000 are eligible for any reimbursement of restocking, handling, transportation, customs, or disposal costs, or whether such costs are to be absorbed by the Prime Vendor.

DLA Troop Support Response: DP Category 13 is for Restocking Price for orders over $10k.

SOW page 77. At no time during the life of this resulting contract will additional money be paid for transportation, customs, certificates, etc. The offered Distribution Prices must cover all costs associated with deliveries to any customer in this solicitation.

Q: If the order value is $250.00, how is a prime vendor expected to recover the ancillary costs of transportation, customs, certification etc for locations such as Western Sahara? Will this not inflate the overall distribution fee structure?

DLA Troop Support Response:The Distribution Prices offered must cover all costs associated with deliveries to any customer in this solicitation. It is the responsibility of the PV to factor in remote deliveries into their offered Distribution Price.

SOW Page 87: DLA defines surge as the ability to ramp up quickly to meet increased requirements and support increased demands for a period lasting up to 30 days. There may be occasions, due to military operations or otherwise, where large increases in quantity will be necessary for short periods of time and on short notice. There is rarely sufficient advance notice as to when surges will occur. For this type of scenario, the capability to ramp-up quickly to meet increased requirements is essential. Upon notification of a surge situation, the contractor must be able to support 300% of pre-surge average weekly demand (based on an average of the most recent 52-week period) within 96 hours. If, for example, an item has a pre-surge demand of 100 cases per week, after 96 hours the contractor is expected to be able to support 300 cases per week for 30 days during the surge period.

Q: Given the requirement to support 300% of average weekly demand within 96 hours and sustain such demand for up to 30 days, please confirm whether all costs associated with maintaining surge capacity, including inventory carrying costs, spoilage risk, obsolescence risk, warehouse capacity, transportation readiness, and supplier reservation capacity, are intended to be recovered solely through the Distribution Price regardless of whether a surge event actually occurs.

Q: The solicitation requires support of remote locations, customer additions, emergency orders, contingency operations, private security requirements, and a 300% surge capability within 96 hours. Please clarify whether the Government has established any maximum contractor financial exposure associated with these requirements or whether offerors are expected to absorb all costs necessary to maintain continuous readiness throughout the contract period within the fixed Distribution Price structure.

DLA Troop Support Response: The PV must recover all surge-maintenance costs through standard DPs.

SOW page 93: DLA Troop Support has been advised by USTRANSCOM of the following “Point to Point” delivery time to Southern Europe/North Africa and Western Africa from CONUS averages sixtyfive (65) days depending upon the point of embarkation. These timeframes are estimates and only account for the time the container is picked up at a CONUS Facility and arrives at the Prime Vendors OCONUS warehouse; overall transit time including booking, consolidation, customs clearance and delivery to any OCONUS warehouse is approximately 90-120 days for all areas covered by this solicitation. The Prime Vendor must be aware that delays in excess of these timeframes may occur. The Prime Vendor is solely responsible for maintaining sufficient stock levels in its OCONUS facility(s) to cover any such delays in transport. This may include Airlifts of Not in Stock (NIS) items to be at the Prime Vendor’s expense.

Q: Given the requirement of min 60 days stock requirement in the prime vendors warehouse for goods below 180 days shelf life and based on 90 – 120 days approximate lead time; Please confirm whether the Government's intent is for the Prime Vendor to simultaneously maintain the required operational inventory levels, comply with shelf-life requirements, support potential surge requirements, and bear the full financial risk of transportation delays of any duration, including the cost of inventory write-offs, product obsolescence, and emergency airfreight, without any equitable adjustment or reimbursement mechanism.

DLA Troop Support Response: As stated in the SoW on page 92, “[a]ny Prime Vendor claims for cost relating to delays in transportation or other transportation-related issues, such as loss or damage to goods, will be against the USTRANSCOM contracted carrier, but not the Government. The Government has no liability for late delivery or damage to goods in transit.”

SOW page 95 Q: Please confirm whether the Government intends for the Prime Vendor to bear the full financial risk associated with cargo loss or damage occurring during Government-arranged transportation, including situations where carrier liability is contractually or legally limited below the actual replacement value of the products.

For example, if a container of product is lost at sea, damaged in transit, or otherwise rendered unusable, and the carrier's maximum liability recovery is less than the Prime Vendor's actual product cost, freight, handling, and replacement expenses, will the Government reimburse the unrecovered balance or provide an equitable adjustment?

If not, please confirm that offerors should include contingency pricing for such unrecoverable losses within their Distribution Price proposals.

DLA Troop Support Response: See pages 95-96 of the SoW, Section V. Transportation, Subsection C. INSURANCE/LIABILITY AND CLAIMS.

SOW page 172 Note: An individual manufacturer’s quoted price may expire before your offer expires. Your offer is valid 365 days from the date specified for receipt of offers (initial or revised, whichever is later). Furthermore, the first post award catalog will be established at the award price.

Product prices will only be eligible for change 30 days after the start of the first month of ordering in accordance with the economic price adjustment clause.