QUESTIONS - ANSWERS - COMMENTS (revised MAR 12).pdf

QUESTIONS / ANSWERS / COMMENTS

1. How many laborers are going to be needed?

The vendor needs to decide this based on the information in the Statement of Work (SOW).

2. Will File Cabinets need to be emptied into cartons?

No, the material needs to stay in the drawers of the cabinet. If the drawers need to be removed to move the cabinet, then is fine as long as the material stays in the drawer.

3. Are Contractors expected to provide tubes for maps, totes, and boxes / cartons?

Yes, as per the SOW, the vendor shall provide all necessary materials.

4. What access will be made available at the West Point / Bethlehem locations?

As per the SOW, the vendor will have access to the loading areas at West Point and Bethlehem. They do not have loading docks, so the vendor will need to provide lift gates to move the material in and out of the truck.

5. What kind of personnel (professional, technical, laborer, etc.) does West Point want for this project?

The vendor needs to decide this based on the SOW.

6. West Point requested this be a “one-time” run with no stops / interchanges in between. Therefore, how many hours are going to be assigned for each person?

The vendor needs to decide this based on the SOW – and – the mileage between the locations.

7. What type of vehicle(s) and / or equipment are going to be needed?

The vendor needs to decide this based on the SOW. The only equipment the library knows they will need is a lift gate to load and unload material. Everything else will be based on what the vendor determines for use.

8. How many packing supplies are going to be needed (boxes, tape, etc.)?

The vendor needs to decide this based on the info in the SOW.

9. Since you are moving from one state to another, should we include lodging expenses?

The vendor needs to decide this based on the info in the SOW. The locations for all sites are listed in the SOW.

However, the work is for a “one-time” run with no stops nor interchanges in between. Therefore, any vendor that chooses to include lodging must do so in a manner that does not go past the “one-time” run between locations as lodging will not be approved for stays at more than one location.

10. How did you calculate the 710 Linear Feet described in the SOW?

- - Linear feet is a standard measure for archival material and books. The estimate is from the total number of feet of shelving the books occupy.

11. Are you measuring the Cumulative Shelving Space?

Yes, the 710 linear feet is the cumulative total of the shelf space.

12. How many book shelves are in the basement?

There are 677 linear feet of books in the basement and 33 linear feet of books on the 1st floor.

13. What is the approximate weight of the books?

The approximate weight of 710 linear feet of book is 21,300 lbs.

(Continued)

14. We've tried to determine the actual number of books, since you've mentioned on the SOW that there are ~710 books. However, the online calculator is converging 710 linear feet to ~ 500 boxes, and that's about 7500 books. Since the spread is huge we would like to get an actual number if possible or an approximate idea of it.

- - The info was already provided on the SOW.

15. The other question was about the size of the maps, so we could know the type and size of the tubes / map boxes that we would need, could you please clarify?

- - Size of Boxes: Books, pamphlets should be boxed with spice down in cartons not exceeding 17” in any dimension (info is already in SOW).

- - Tube should be at least 2Ft (L) x 3Ft (W).

16. Would you need unpacking from the boxes to the shelves in a new location?

- - There is no shelving data in the SOW. Therefore, no.

17. Do you have pictures of the entrance to the basement, to understand how we should handle the heavy pieces?

- - See attached in SAM.gov.

18. Are we limited by time and days to any other location other than the backstage library's one?

- - This info is already in the SOW. SOW states times at locations will be from 08:00 AM to 4:30 PM

(Mon thru Fri).

19. Will the there be a conditions report that will document the conditions of every item?

No there will not. The condition of the boxes and cabinets will be noted for exterior damage but individual items will not be inspected.

20. If one vehicle is being used to transport all goods, will the stop to unload in Bethlehem, PA be considered an interchange?

- - That decision will have to be made by the vendor, not the customer.

21. The SOW says there will be 2 deliveries, one to West Point and the other to Bethlehem. The problem is your SOW says the deliveries from Springfield, MA to both locations are going to be done as a “one-time shipment with no stops in between”. Therefore…

a. How are we (the Vendor) supposed to deliver to each location independently without stopping and delivering at one location – and then - complete deliver at the other location as the final destination?

b. Are we supposed to do 2 separate deliveries on separate days (one-way / one-time trip to each location)? If so, when?

c. Are we supposed to do just one trip with a temporary stop at one location, then finishing it at the final destination?

(Continued)

ANSWER TO 21a, b, and c:

The vendor needs to decide how they will make the trip. They can have 2 trucks loaded at 97 Mayfield and then deliver to the 2 receiving locations. They can load 1 truck and have it deliver to 1 receiving location and then the 2nd receiving location.

However, what the vendor SHALL NOT DO is…

- Do not conduct any part of the delivery with any other delivery (ies) that are not a part of this project.

- Do not leave a vehicle on - nor idle - while the packing or delivery is taking place.

IMPORTANT INFORMATION TO ALL VENDORS

1. Our agency does not accept bids for splitting contracts between vendors. This is strictly a FIRM-FIXED- PRICE Solicitation that has to come from ONE source.

2. Bids that do not provide the specific information listed on the posted notice are considered as “Non- Responsive” and will not considered as potential sources.

3. All vendors must provide their own data and not in “picture” format. It must be in either WORD or PDF – and – it must be complete, not snippets nor snapshots.

4. Signatures on the SF1449 must be either DIGITAL (Common Access Card) – or – Handwritten; not typed nor “painted” using MS paint-writer.

5. Complete information that’s requested regarding your own SAMs registration is mandatory. It cannot be someone else’s info.

6. Your company must also be registered in PIEE / WAWF to participate in this project (that’s why you must also be fully registered in SAMs).

7. Your own company quote document – and – the Standard Form 1449 must be completed and submitted as part of your overall bid.

8. Your own company quote must contain a basic Cost Breakdown of what you plan on charging for and how much for each.

9. Do not submit bids unless you provide a COST BREAKDOWN to go with it.

10. Pictures, snapshots, nor screenshots are allowed as so-called proof or as “capability statements”.

11. Generic statements from Comment Section is not proof of capabilities. Capability Statements will be vetted. Generic statements will cause your bid to be listed as “Non-Responsive”.

12. FAIR WARNING… Do not submit bids that are under the normal industry standard for competition. Your bid must be well within the normal industry standard for it to be considered for competition. We are well aware of the average cost assessments for projects of this nature in our area. Therefore, submitting bids that are really low just for the sake of being selected as the lowest bid could be considered as fraud and will be reported to the Small Business Administration for investigation. Bid fairly and within reason.

Be on the lookout for potentially more questions / answers / comments between MARCH 11 and MARCH 12.