Q and A for Industry for W564KV-24-R-0058.pdf

Questions & Answers for W564KV-24-R-0058

1. I couldn't find any mention of deductibles for any vehicle segment in the scope. Could you please clarify if there are any deductibles? Also mention the procedure for applying for the same.

ANSWER: The PWS states that “The lease price shall include full coverage insurance, with a $0 deductible, encompassing all necessary protections as mandated by host nation laws; coverage is for any and all U.S. Government licensed drivers. This coverage shall extend to all associated costs, including but not limited to taxes, licenses, registration fees, and any other requirements stipulated by host nation law. The comprehensive insurance shall include coverage for damages caused to vehicles that will be utilized on paved and unpaved road surfaces.” (PWS 4.7.a) The full coverage insurance provided shall protect the operator(s) of the vehicle against third-party claims. It shall be expansive enough to address various scenarios, ensuring comprehensive protection for the Government's interests. (PWS 4.7.b) The contractor is required to have full coverage insurance for all vehicles.

2. Specified automatic transmission for the 9-passenger van. Is there any possibility of accepting a manual transmission in scenarios where the availability of automatic models is limited?

ANSWER: The PWS currently states in Section 4.2.2 Vehicles Specifications Minimal Required Specifications Table Transmission: Automatic.

However, the Solicitation/Invitation to Offerors will be amended to update the PWS to include the following:

There is a possibility of accepting a manual under certain circumstances and this will be determined at the BPA Call Order level. Circumstance may include:

• Non-availability of automatic models on or around the specified location.

• The customer is willing to accept a manual transmission vehicle.

• The vehicle offered are technically acceptable by the customer during evaluation.

• The circumstances listed above are not limited, and under other circumstances a manual may be accepted.

3. Since automatic transmissions for cargo vans, box trucks, and pickups are less commonly available in the market, could you please consider accepting manual transmissions for these two segments?

ANSWER: The PWS currently states in Section 4.2.2 Vehicles Specifications Minimal Required Specifications Table Transmission: Automatic.

However, the Solicitation/Invitation to Offerors will be amended to update the PWS to include the following:

There is a possibility of accepting a manual under certain circumstances and this will be determined at the BPA Call Order level. Circumstance may include:

• Non-availability of automatic models on or around the specified location.

• The customer is willing to accept a manual transmission vehicle.

• The vehicle offered are technically acceptable by the customer during evaluation.

• The circumstances listed above are not limited, and under other circumstances a manual may be accepted.

4. In the order form, it appears that pricing is requested on a daily basis. Since obtaining monthly rates would be more economical compared to daily rates, is there any possibility of changing this to request monthly rental prices instead?

ANSWER: Daily rates provide the customer flexibility to shorten or increase the period of performance. Daily rates also allow the customer budget appropriately. It is not possible to adjust the requested rates.

5. Could you please specify if there are additional documents, besides the technical proposal, that need to be submitted? We would like to know all the required documents for bid submission. This question has a relevance because of the wording “Price will NOT be requested or evaluated at the BPA level “

ANSWER: Offerors shall submit the requested information in the Memorandum for Prospective Offerors, Technical Proposal: Subfactor 1: Capability and Subfactor 2: Experience.

Offerors shall submit their Commercial and Government Entity (CAGE) Code Offerors shall also complete the fill-ins within the provisions/clauses and send via email as attachments.

You do not have to submit prices at this time. Prices will NOT be requested at the Master BPA level, but rather competed at the Call Order level.

6. If the prospective vendor cannot provide the experience of up to five NTV Rental contracts in the last three years? Does this mean he is not considerable for this agreement?

ANSWER: The Memorandum for Prospective Offeror currently states in paragraph 3 Subfactor 2: Experience, in part, “Offeror shall provide a list of up to five (5) individual contracts (can be either private contracts, with the US Government, or both) with NTV rental services consisting of six (6) to twelve (12) months of service including multiple vehicles and a variety of types as outlined in the PWS. The list of service contracts shall include a variety of EUCOM AOR countries in which the Offeror has provided services. The individual contracts shall consist of a magnitude of at least $10,000 or more; if submitting a local currency equivalent, offeror shall include their rationale for deriving at the stated magnitude.”

However, the Solicitation will be amended to revise Subfactor 2 as follows:

Offeror shall provide a list of up to five (5) individual contracts (can be either private contracts, with the US Government, or both) with NTV rental services consisting of at least three (3) months of service including multiple vehicles and a variety of types as outlined in the PWS.

7. The PWS in 4.7.1. currently says: “The REA, with supporting documentation shall be submitted to the contracting officer within three (3) days of notice of the damage (…)”.

In practice, assessing the damage in the car shop, ordering spare parts, replacement of parts and other labor can take from days to weeks and is beyond contractor’s control. Until the damages are repaired, no invoice for the damage is issued for the insurance provider to refer to.

Can the PWS be changed from 3 days of notice to up to 30 days of notice?

ANSWER: The PWS currently states in Section 4.7.1 Gross Negligence: “The REA, with supporting documentation shall be submitted to the contracting officer within three (3) days of notice of the damage but shall not exceed a period of 30 days after the BPA Call Order’s period of performance has been completed”

However, the Solicitation/Invitation to Offerors will be amended to update the PWS to include the following:

Contractors shall provide an initial notice to the Contracting Officer of their intent to issue an REA within three (3) days of notice of the damage(s). The REA, with supporting documentation shall be submitted to the contracting Officer no later than 45 days after the BPA Call Order’s period of performance has been completed (Deliverable A.010).

8. Can you please specify how much time it takes for the contracting officer to render a determination as to the merits of the REA?

ANSWER: Timeline associated with REAs vary. Our goal is to process REA within 30-60 days.

However, there are several factors that the prevent us from reaching that timeline. We require the customer to conduct an investigation, review of the supporting documentations submitted by the Contractors, ensure funding is available and conduct a legal review. All of this must take place before we can reconcile an REA. Therefore, it’s difficult to put an exact timeline how long it takes to render a determination.

9. Can you please specify if the replacement vehicles shall be delivered to the original place of delivery? If not, will the BPA orders specify up to how many replacement vehicles to be delivered abroad should the contractor price in?

ANSWER: The PWS section 5.6.2 Replacements states: “Replacement vehicles shall be provided for all vehicles that are out of service or exceed 80,000 kilometers.”

It’s difficult to predict how many replacement vehicles will be needed when we issue an order.

The need for replacement will be highly determined by the current state of the vehicle(s) provided.

Vehicles shall be delivered to the original place of delivery at no additional cost. If the customer request delivery at an alternate location, we understand that there may be a cost associated with the transport.

10. The past performance for the BPA requires 6 months of performance. We have several past performances including to the 409th which encompasses numerous vehicles, exceeding the $10,000 threshold in this BPA requirement, but not 6 months in duration. Will these PP still suffice?

ANSWER: The Memorandum for Prospective Offeror currently states in paragraph 3 Subfactor 2: Experience, in part, “Offeror shall provide a list of up to five (5) individual contracts (can be either private contracts, with the US Government, or both) with NTV rental services consisting of six (6) to twelve (12) months of service including multiple vehicles and a variety of types as outlined in the PWS. The list of service contracts shall include a variety of EUCOM AOR countries in which the Offeror has provided services. The individual contracts shall consist of a magnitude of at least $10,000 or more; if submitting a local currency equivalent, offeror shall include their rationale for deriving at the stated magnitude.”

However, the Solicitation will be amended to revise Subfactor 2 as follows:

Offeror shall provide a list of up to five (5) individual contracts (can be either private contracts, with the US Government, or both) with NTV rental services consisting of at least three (3) months of service including multiple vehicles and a variety of types as outlined in the PWS.

11. PWS Section 1.2 Scope: To enable suppliers to thoroughly assess the rental profile required, please provide historical data regarding:

Per country, per year:

Number of rentals Total rental days Number of domestic one-way rentals (returning to a location other than originally delivered) Number of international one-way rentals (returning in a different country than originally rented) Percentage of rentals operating in more than one country Average km driven per month.

Percentage of rentals with damage claims

ANSWER: Unfortunately, we are unable to provide contractual data related to the use of NTVs to private companies. The numbers vary and there is no set number for the information that is being requested in this question.

12. PWS Section 1.2 Scope: Please confirm the EUCOM area of operations excludes service in Moldova, Russia, Belarus, and Ukraine?

ANSWER: The EUCOM area of operations excludes Russia and Belarus. Moldova and Ukraine would be considered as an area of operation.

13. PWS Section 3.3 Drivers: What percentage of Call Orders will require the vendor to provide a driver along with the rented vehicle?

ANSWER: An exact number cannot be provided; however, a very small percentage of our calls require drivers. As of right now, the only country that requires us to have a driver is Georgia.

However, this does not mean that it will not be required in other countries.

14. Section 4.2.2 Vehicle Specifications: Will the government consider offers for manual transmission options if those are the only vehicles available in the requested class?

ANSWER: The PWS currently states in Section 4.2.2 Vehicles Specifications Minimal Required Specifications Table Transmission: Automatic.

However, the Solicitation/Invitation to Offerors will be amended to update the PWS to include the following:

There is a possibility of accepting a manual under certain circumstances and this will be determined at the BPA Call Order level. Circumstance may include:

• Non-availability of automatic models on or around the specified location.

• The customer is willing to accept a manual transmission vehicle.

• The vehicle offered are technically acceptable by the customer during evaluation.

• The circumstances listed above are not limited, and under other circumstances a manual may be accepted.

15. PWS Section 4.3 Vehicle Details: Will right hand drive vehicles be accepted in the United Kingdom?

ANSWER: Yes, right drive vehicles will be accepted if the requirement states that delivery will be in the U.K. If the requirement states delivery is outside of the U,K, but will take place in parts of the U.K, the U.S Government expects left drive vehicles to be delivered. We understand that left drive vehicles in the U.K are rare and may drive up cost. Therefore, the U.S Government will accept what is most economical and meets the customers requirement.

16. PWS Section 4.3 Vehicle Details: Will the government provide the countries in which the vehicle is expected to operate at the time of the Call Order request?

ANSWER: Each requirement will have its own Requirement Specification. The specifications will provide the details of where the vehicles will be operating, unit POCs and delivery locations.

17. PWS Section 5.1 Delivery and Turn in Location: Please confirm that the vendor will have the ability to gain access to military installations if delivery or collection is requested to a secured area?

ANSWER: In most cases, delivery of vehicles will take place outside of a military installation. In cases where delivery is needed on a military installation, the unit POC or COR will provide an escort on and off the military installation. The vendor will not be granted access without an escort.

18. Please confirm that delivery locations will provide parking suitable to stage the vehicles requested.

ANSWER: We cannot confirm that the delivery location will have parking suitable to stage requested vehicles. Each requirement will require delivery at different locations. The staging location is something the vendor can coordinate with the unit POC or COR at the time the Call Order is awarded.

19. Please confirm that any costs associated with base access or parking in the designated delivery area will be outlined in the Call Order request?

ANSWER: We have not encountered any costs associated with base access or parking at delivery areas. If there are costs associated with base access or parking, we recommend finding another delivery location. The costs mentioned above are unallowable under this contract and will not be reimbursed.

20. Memorandum for Prospective Offerors, Subfactor 1.b Capability:

The Government appears to limit this opportunity to only those vendors that are able to comply with “the requirements outlined in the PWS in at least 20 of the countries listed in its offer.”

To further the objective of the BPA (ensuring vehicle availability and competitive pricing at the order level), we respectfully request that the Government consider opening the award to a larger audience (i.e., companies that meet all other requirements, however, are not able to provide services in at least 20 countries). Pursuant to Section 1.2 of the PWS, each call order will specify all applicable information needed for BPA holders to assess their ability to participate so to the extent any BPA holder is unable to meet a particular need, they have the ability to no bid the respective call order.

Please confirm that offers will be accepted for service originating in less than 20 countries.

ANSWER: The Government has limited the opportunity to vendors who are able to provide the specified vehicles in at least 20 of the countries listed in the PWS. If a vendor cannot provide vehicles in at least the 20 countries listed in the PWS, they may not be considered for this opportunity. If you are not considered and not a BPA holder, you will not receive solicitations for requirements under this BPA.