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Embassy of the United States of America
Moscow, Russia September 24, 2012 To: Prospective Offerors
Subject: Solicitation for Pouch Services, Questions and Answers
We are sending you additional questions and revisions that were asked at the Preproposal conference on September 18, 2012 and answers provided by the Embassy. Please use this information when preparing your proposals.
If you have additional questions, please let me know.
Sincerely, Karen Heimsoth Contracting Officer
TTI Corp
| What methods for in-country Pouch Delivery are you using now? |
| Pouch is delivered to Moscow by air. The current contractor receives it at the airport, completes the customs formalities, and delivers the pouch to the Embassy by a cargo van or truck. |
| 2 |
| -//- |
| What features, capabilities and performance standards are you looking for? |
Please read the Section B.3 Level of effort of the solicitation, Section C – Work Statement. Section E.3- Quality Assurance Plan, H.2 – Standards of Conduct, and H.H.4 – Lawful Operations.
| 3 |
| -//- |
| Is there an existing contract? Who is incumbent? |
No, the contract does not exist. Currently services are performed under a Blanket Purchase Agreement (BPA), and Logo-Plus Company is a BPA Holder.
| 4 |
| Mr. Alexander Sykorsky, Interdean |
| Can our offer be submitted well before the deadline? |
Yes, the offerors can bring their proposals well before the deadline. The offers will be securely stored in a safe place before the deadline passes.
| 5 |
| -//- |
| How long in advance the Embassy will inform the contractor about the mail arrival/delivery? |
| See Section C.5.1 Currently, we have mail arrival three times a normal work week. We should notify you 48 hours in advance of the scheduled arrival/departure. |
| 6 |
| Ms. Lyudmila Moskvina, AGS Froesch |
| Does “Delivery to Washington” mean that the shipment should arrive at airport Washington DC or it should be delivered somewhere in Washington? |
All outgoing pouches shall be destined to the pre-approved carrier who is shipping to Washington DC. It would be good to coordinate with the incoming flights. Currently, the airline is Lufthansa. You will be responsible for airway bill.
| What is the time frame from Embassy to Washington that we should/have to work in? |
| The mail shall be shipped to Washington, DC on the pre-approved carrier. As stated in the pre-bid solicitation, the mail should be going through Europe. |
| 8 |
| -//- |
| Will this service be required on Saturdays, Sundays, Holidays? |
| Please read the solicitation C.5.4 and C.5.4 |
POUCH SERVICE SCHEDULE.
| 9 |
| -//- |
| The Contractor is hereby prohibited from providing the services specified in this contract through a subcontractor, lease, or other third party arrangement. What about the airfreight? |
| Please read C.1.2. SUBCONTRACT. Once the cargo has gone through customs clearance and is with the airfreight company, they will handle the cargo to the U.S. |
| 10 |
| -//- |
| How frequent imports and exports will take place? (i.e. every day? / twice a week? ) |
It can be from 2 to 5 times a week depending on the amount of mail. Currently it is 3 times a week.
| 11 |
| -//- |
| Please precise the size and weight of shipments (minimum / maximum / average). |
| We expect 5 to 80 bags for each shipment. Each bag can be from 5 to 27 Kg. |
| 12 |
| -//- |
| Please precise value per shipment (minimum / maximum / average). |
| No value is announced. |
| 13 |
| -//- |
| Please precise the validity of airfreight rates. The problem is that the airfreight rates are subject to change anytime. If this is the case will, there be any chance to adjust the airfreight rate? |
| Airfreight is included in the price. Based on Clause 52.215-13, if the airfreight rates increase or decrease, you will notify our office so that we are aware of these changes and can make adjustments. The airway bill will be presented to the Embassy with the invoice. |
| 14 |
| -//- |
| Should we include into our air freight rates the surcharges all be included? Fuel surcharge? Can we adjust the rates in case of any changes? |
| You should include all your expenses related to pick-up, handling, delivery, customs clearance, etc. into the contract rate. No adjustments to the offered rates except airfreight rates will be accepted during the contract term unless as a result of laws enacted by the host Government. |
Interdean
| Should the contractor perform only pick up and delivery services in Russian territory (which means only to pick up from the Embassy and delivery to the airport; and vice versa). Should the contractor perform also air freight to US? |
| Section C: Contractor shall perform pick up and delivery service and booking and payment of outbound airfreight. |
| 16 |
| -//- |
| Are the services to be performed only during business days or weekends (Saturdays, Sundays) are also to be taken into consideration? If yes – how it is better to indicate charges for weekend delivery? |
| The services are expected to be performed during normal business days except for medical shipments which will be expedited.. |
| 17 |
| -//- |
| Is it possible to know weight/amount of one portion of pouch (so to say one time pick-up in average) or at least average amount per day/week/etc in kgs? |
| The possible weight is from 25 to 2,160 Kg. per shipment. The average is around 500 Kg per week. (This is based on the last year’s numbers.) |
| 18 |
| -//- |
| Are both airports to be used – Sheremetyevo and Domodedovo? |
| Yes both airports can be used. It is important to check for diplomatic pouches at these locations. |
| 19 |
| -//- |
| How often we have to perform deliveries to and fro? Twice a week or more often? |
| Please see the answer to question No. 10 |
Major Cargo Service
| At what time is the outgoing pouch expected to arrive to Washington, DC? |
| It will be expected to arrive in Washington, DC within a reasonable timeframe. For example, if you pick up the pouch on Monday, you would be arranging for a Tuesday shipment and it would arrive in 2-3 days in Washington DC. This is the standard practice now. |
| 21 |
| -//- |
| Will the contractor be involved in customs clearance of pouch at the airports of Moscow? |
| Section C.5.1. Yes the contractor will be doing customs clearance of the pouch. |
| 22 |
| -//- |
| If we have to bring the pouch to the airport strictly between 8 till 10 a.m. at what time will you give us the outgoing pouch at U.S. Embassy then? |
| Section C.5.5. Normally outgoing pouch will be picked up from the Embassy by contractor on 8:00-10:00AM. There is no requirement to bring the pouch to the airport strictly between 8:00 and 10:00AM. |
| 23 |
| -//- |
| At what time the incoming pouch is free to be collected from the airport? |
| Section B: The base amount is based on next day delivery. The Embassy would like to know the costs for delivery to U.S. Embassy at 18:00 same day delivery or 21:00 same day delivery. All inbound pouches delivered the next day will arrive at the Embassy no later than 10:00 am the next day. Normally the incoming pouches are available for import customs clearance and picking up 4-5 hours after arrival |
| 24 |
| -//- |
| Should the vehicles be on the balance of the company-contractor? |
| Please read solicitation C.7 |
VEHICLES
| 25 |
| -//- |
| How many vehicles and drivers shall we list? |
| You should list all vehicles and drivers which you plan to utilize under this contract in case of mechanical or other problems. |
| 26 |
| -//- |
| Is it necessary that two persons accompany the shipment according C.1.3.? |
| Yes. The driver and one other person per Section C.1.3. |
| 27 |
| -//- |
| What documents shall we present as the evidences listed in L.1.2.2? |
| You need to submit the information in support of these requirements. Anything that shows that you have the capability to handle this amount of cargo. |
| 28 |
| -//- |
| Will the contract for pouch services be bilingual? |
| No. All U.S. government contracts are in English. |
| 29 |
| -//- |
| What is the normal period for payment under the pouch services contract? |
| Clause 52.232-17: Proper invoices shall be paid within 30 calendar days upon submission of invoice and copy of airway bill or services completed, whichever is later. |
| 30 |
| -//- |
| What documents will the Embassy will issue for shipments in general and to proof the pouch is diplomatic? |
| Power of Attorney and Letter-application to customs point. |
| 31 |
| -//- |
| Will there be a power of attorney or some other document for collection of the pouch from airport? |
| Yes, Power of Attorney and application letter from the Embassy. |
| 32 |
| Bryan Ruskin, TMC |
| Is there currently a vendor fulfilling this requirement for the U.S. Embassy in Moscow, or is this a new requirement? |
| Please see Question No. 3 |
| 33 |
| -//- |
| Can we use our employees in Moscow, who are Russian nationals, to perform the courier service and driving? |
| Section K.10.a.You can use any locally employed personnel on a condition they are professionals, registered in Russia and have permission to work in Russia |
| 34 |
| -//- |
| Can we use rented or leased vehicles, driven by our full time employees, or must we own the vehicles? |
| The solicitation does not require using only owned vehicles. See C.1.3 and C.7 for the condition and functions of the vehicle. |
| 35 |
| -//- |
| Is a special certification or license needed to perform these courier services for the U.S. Embassy, aside from in-country registration and legal compliance? |
| Section L.1.2.2 and Section I.15: Offerors must submit copies of all permits/licenses if they are required by local law. |
| 36 |
| Victoria Chub, IWM |
| How often does the Embassy receive incoming diplomatic pouch (daily, twice a week)? Please, specify if you have any specific days for incoming diplomatic pouch. |
| Please see the answer to question No. 10. This is decided by Washington, DC. |
| 37 |
| -//- |
| How often does the Embassy send outgoing diplomatic pouch (daily, twice a week)? Please, specify if you have any specific days for pick up of outgoing diplomatic pouch. |
| Please see the answer to question No. 10. |
| 38 |
| -//- |
| Do you need contractor’s packing materials (boxes/mail bags) for packing of outgoing pouch? If yes, please, specify the requirements and number of pcs per month. |
| No packing materials are anticipated. |
| 39 |
| -//- |
| Which document can be considered as an evidence for L.1.2.2 in articles (2), (3), (5), (6)? |
| Please see the answer to question No. 27. |
| 40 |
| -//- |
| 1) Please, confirm a scope of services for outgoing pouch: |
pick up at the Embassy in Moscow, delivery to DMD/SVO, export customs formalities, airfreight to Washington DC, import customs formalities, delivery to the Embassy facilities at Washington DC.
Section C.5.1: Pick up at the Embassy in Moscow, delivery to DMD/SVO, export customs formalities, airfreight to Washington DC, import customs formalities, delivery to the Embassy facilities.
| 41 |
| -//- |
| C.1.2 prohibits use of subcontractor: Does it mean that we must have owned airlines and office in Washington DC? Following to the Industry’s standards we subcontract air fright by international airlines and use nominated and certified agent in Washington DC for clearance and delivery. |
| No, this is in reference to the specific duties outlined in the solicitation. The pouch is subcontracted to the commercial carriers that will fly in and out of Moscow. |
Customs clearance and delivery in Washington DC is not required under this contract.
| Please provide the name of the incumbent currently supporting this contract? |
| Please read the answer to question no. 3 |
| 43 |
| -//- |
| Please provide the estimated volume and total gross weight of mail/pouches over the term of this contract, and provide the information by year. |
| Annual weight/volume of import: 70,000 to 185,000 Kg.; export: 25,000 to 42,900 Kg. Shipment weight:25-2,000 Kg. |
| 44 |
| -//- |
| The RFP states that 3rd parties / subcontracts are not allowed under this performance contract. Does common local delivery carriers such as FedEx, DHL, or Pony Express; and common airline carriers apply or are there stipulated requirements for the contractors use of these? If not required, would an exception to this term be proposed for the use of these services? |
| The airline will be pre-approved. |
The contractor shall perform picking up and delivery service and booking and payment of outbound airfreight.
| 45 |
| -//- |
| What percentage of deliveries requires trucks with lift capabilities? |
| Section C.7: Lifts and trucks were never used in the past. If there is a need for a lift than the contractor should be prepared to have one. |
| 46 |
| -//- |
| Under past performance, how many pouches were required to be returned to the Embassy due to host-government officials failing to comply with inspection requirements? |
| There are no records of any returned pouches because of problems with the local customs. |
| 47 |
| -//- |
| Under past performance, how many times were pouches required to be warehoused and at which locations? |
| The Embassy does not have an exact count but pouches have been warehoused at the airport due to problem with the airway bill from Washington, DC or stored overnight at the company’s warehouse for next day delivery. |
| 48 |
| -//- |
| Under C.4 (Supplies and Equipment); is it acceptable for the Contractor to lease additional equipment to ensure proper handling and delivery of services? (additional lifts as required) |
| Section C.4.: The Contractor shall provide all equipment or supplies required for performing under this contract. |
| 49 |
| -//- |
| Is it acceptable to lease commercial warehouse / storage space for use under this project as long as the units meet the specific requirements under the RFP? |
| Yes. |
| 50 |
| -//- |
| Number of “orders” issued over the term of the existing contract? Please provide yearly totals. |
| We expect services to be performed 2-5 work days. Currently the average is 3 days a week. The Embassy estimates maximum 250 inbound trips and maximum 104 outbound trips. |
| 51 |
| -//- |
| At I.9 (Contractors Identification), the RFP states the Contractor personnel may be required to attend meetings with government personnel and the public, etc… |
Should the response proposal include a rate for personnel’s time should they be requested or required to attend such functions? Kg. rates will not cover this service.
No, this clause is applicable but not mandatory. We do not foresee any extended meetings which may cause further expenses. This clause is intended to inform offerors that contractor’s employees must identify themselves as “non-government” employees.
| 52 |
| -//- |
| Are courier services typically requested on weekends and/or holidays? If so, what percentage of time under this contract will services be required on these days? |
| Please see the answer to question No. 10. |
| 53 |
| -//- |
| Is it standard operating procedure that pouch delivery is typically only 2 days per week; or are pouch delivery services typically serviced on any/all days of the week? |
| Please see the answer to question No. 10 |
| 54 |
| Dmitry Degtyarev, TEAM relocations |
| Are we able to use not direct flights from Moscow to Washington and use the connecting flights through European hubs? The transit time in this case will be 1 day due to the time difference between Washington and Moscow. |
The airline and flights will be pre-approved by the U.S. Government.
| 55 |
| Dmitry Kuznetsov, DHL |
| Bearing in mind that the contract is executed on the territory of Russian is it possible to have Russian translation for the local purposes? In this regard is it possible to extend the existing signed contract that we have with US Embassy in Russia for the new business and then if necessary we can incorporate essential T&C from the tender documentation into the existing contract by signing relevant addendum? |
The U.S. Government will sign the contract in English. The contractor may translate this contract in Russian, if needed.
The Government will sign the contract based on the solicitation. No other contracts including previously signed can supersede this solicitation.
Is it crucial to deliver diplomatic pouch to the Airport at 8:00 – 10:00?
Section C.5.5.: No, the pouch shall be picked up from the Embassy at 8:00-10:00AM and delivered to the airport as soon as possible to catch up the next available flight.
“no subcontractors” requirement is not very clear as we use third party handlers in Airport for our charter operations.
The Contractor shall not subcontract any other companies for picking up/unloading mail at the Embassy, transportation of mail to/from the airport, performing customs clearance. The Customs warehouse has their laborers and fee requirements and the airfreight is subcontracted.
| 58 |
| Ekaterina Filukova |
| How we should calculate ‘expedited charge per shipment for same delivery by 18:00 and by 21:00. Should this be an extra charge (added to basic rate per Kg) or a separate charge for this service? |
| This would be a separate charge for this type of service per kilogram. |
| How should we calculate Grand Total Price for inbound shipments (B.5.2, B.6.2)? Should we summarize only basic rates or add also expedited charges for shipment for yearly inbound amounts? |
| The Grand Total Price for inbound shipments should only summarize only basic rates and not the expedited charges. |
Department of State US Embassy Moscow