QUESTIONS_AND_ANSWERS.pdf

QUESTIONS AND ANSWERS

Solicitation Number: SRS500-16-Q-0004

Packing and Shipping Service

1. Is SOL# SRS500-16-Q-0004 replacing SOL# SGE50016R0009.

ANSWER: Yes

2. Could you please kindly clarify if the previously organized solicitation SGE500-16-R-0009 which I have submitted to the US Embassy with deadline 13th of January is cancelled?

ANSWER: Yes

3. In your RFQ dating March 24th 2016 on page 54, Section 3 number A, A.2., (2) it is stated, that the offeror operates an established business with a permanent address and telephone listing in Russia. Is the term “OPERATE” used in the sense that the offeror has to own that business in Russia, or would a contractual partnership with a qualifying agent (eg. detailed agency agreement, meeting the solicitation requirements) be sufficient?

ANSWER: Either the offeror or the partner with a contractual partnership such as a joint venture or subcontractor arrangement shall have a permanent address and telephone listing in Russia. Also, if there is a partnership arrangement the offeror is required to submit copies of the arrangement with their proposal in accordance with Section 3, paragraph A.2 (2) of the solicitation.

4. Can you advise if US Embassy would be using its own broker for the clearance or is the contractor expected to use its own broker?

ANSWER: Per Section 1, Attachment 1, Paragraph 1, the contractor shall provide customs clearance and other related services. Further in the same paragraph, the contractor shall furnish all managerial, administrative, direct labor personnel, materials and transportation that are necessary to accomplish all work required.

5. Is the rate provided expected to cover the dimensional chargeable weight or are you looking for a rate based on only the gross weight of 100 lbs.?

ANSWER: Per Section 1, Paragraphs 4, 4.1, 4.2, 4.3, and 4.4, rates are requested based on specific units of measure, including gross weight. Dimensional chargeable weight is not taken into consideration.

6. (REDACTED) is our U.S. legal entity registered with SAM. However, our Russian legal entity, (REDACTED) (100% owned by (REDACTED)) is located in Moscow and would be handling this contract, if selected. Can you advise if it is feasible to bid as (REDATED) or should the bidder be our Russian legal entity?

ANSWER: Please review Section #2, DOSAR 652.242-73 of the solicitation document, which speaks of what the contactor must warrant in terms of authorization to operate and do business in the country in which this contract will be performed. In addition, Section #3, Paragraph A.2 (5) instructs the offeror on its requirements to obtain all licenses and permits required by local law. Lastly, please reference Section #5, FAR Clause 52.212-3 (P), which provides guidance on all solicitations when there is a requirement to be registered in SAM or a requirement to have a DUNS number in the solicitation.

7. It is requested that you provide us with the following details before we buy the document:

1) List of Items, Schedule of Requirements, Scope of Work, Terms of Reference, Bill of Materials required.

2) Soft Copy of the Tender Document through email.

3) Names of countries that will be eligible to participate in this tender.

4) Information about the Tendering Procedure and Guidelines

5) Estimated Budget for this Purchase

6) Any Extension of Bidding Deadline?

7) Any Addendum or Pre Bid meeting Minutes?

ANSWER TO POINTS 1, 3, 4: Please reference the solicitation document, which is available free of charge.

ANSWER TO POINT 2: The solicitation document is available via FBO and the Embassy’s website.

ANSWER TO POINT 5: Prospective offerors are responsible for completing pricing information requested in the solicitation document. The Embassy will not release its Independent Government Cost Estimate.

ANSWER TO POINTS 6 and 7: Any extensions to the bidding deadline, addendums or pre-bid meeting minutes will be uploaded to FBO, the Embassy’s website, and emailed via BCC to all prospective offers that participated in the pre-proposal conference and/or have informed the Embassy of their interest in this solicitation.

8. Regarding Section #3, A.2(3), is it OK to mention the number of customers over the past three (3) years and specific references to top customers?

ANSWER: Yes. An offeror can list the number of customers and highlight top customers to demonstrate prior experience with relevant past performance. These top customers must confirm places of performance, contract value (can be approximate), contact names, and contact information.

9. Regarding Attachment 1, Paragraph #21 (Quality Assurance and Surveillance PLAN (QASP)), what will happen if more than one (1) customer complaint is received per month?

ANSWER: The Embassy will conduct a review of the contractor’s performance in relation to its QASP per the procedures outlined in Attachment 1, Paragraphs #21 and #22.

10. Regarding Section #1, 1 (Performance Work Statement), in relation to the minimum/maximum guarantees for each year of the contract, is it known how many companies will receive awards; and if so, are the minimum/maximum guarantees prorated depending on the number of awardees?

ANSWER: At this point, it is unknown how many awards the Government will issue. Each awardee will receive the same minimum guaranteed order of $10,000.00.

11. Regarding Section #3, A.2(4), in what form must the offeror provide the requested evidence?

ANSWER: The offeror may provide the requested evidence in any fashion or manner that will leave no doubt regarding the evidence’s authenticity or validity. This may range from official Government of Russia forms to certifications affixed on the offeror’s letterhead.

12. What documents are acceptable to confirm that the proposed personnel have undergone appropriate security/pre-employment security screening?

ANSWER: Section 1, Paragraph 8 outlines the Government Approval and Acceptance of Contractor Employees, including what documents the contractor shall provide the Government to meet this requirement.

13. When will information regarding awards be made available?

ANSWER: As articulated in the solicitation description on FedBizOpps (FBO), services under the solicitation should begin in May 2016. Information regarding awards will be provided in May 2016.

14. Why were there three (3) different solicitation processes for this requirement? Did offerors do something wrong?

ANSWER: The Government determined that the past solicitation processes were not in its best interest. No, offerors did not do anything wrong.

15. Will we have the ability to ask any further questions?

ANSWER: Yes, but no questions will be accepted after Wednesday, April 20, 2016.

16. Regarding Section #5, 52.212-3 Offeror Representations and

Certifications – Commercial Items (FEB 2016), is paragraph

(b) missing?

ANSWER: Paragraph (b) begins with the words “Annual Representations and Certifications”. See page 61, the 16th line from the bottom of the page.

17. Regarding Section #3, A.2(3)(4), in what form must the offeror provide the requested evidence?

ANSWER: The offeror may provide the requested evidence in any fashion or manner that will leave no doubt regarding the evidence’s authenticity or validity. This may range from official Government of Russia forms to certifications affixed on the offeror’s letterhead.

18. Regarding Section #3, A.2(2), in what form must the offeror provide the requested evidence?

ANSWER: The offeror may provide the requested evidence using an official Government of Russia document attesting to the permanent telephone and address of the offeror residing within the Russian Federation. In most instances, a copy of the registration with the Russian Tax Authorities or a copy of the extract from the Unified State Register of Legal Entities in the Russian Federation (EGRUL) will suffice.