USAID Solicitation TRN-09-004
USAID Title II Food Aid Pre-Position Warehouse and Logistics Services
Amendment No. 2
April 6, 2009
USAID hereby amends solicitation TRN-09-004 as follows:
Questions and answers:
1) Who is currently providing pre-positioning warehousing support to USAID for Title II commodities?
ANSWER: Current warehouse and logistics contractors are Jacintoport International, located in Houston, Texas and Bahrain Maritime & Mercantile International operating in Djibouti.
2) Currently where does USAID Pre-position its Title II commodities? What is the duration of these contracts? What is the value of these awards? What are the option periods on these contracts and will they be exercised?
ANSWER: See answer to Question 1 above. The duration of both contracts include one two-year base period and three one-year option periods. The value of the contracts is based on tonnage inventories and length of storage. The current contracts will remain in place until USAID is ready to commence operations with a new contractor under this solicitation.
3) In the past has USAID obtained warehousing space (outside its current pre-positioning warehouses) for short time intervals? If so where?
ANSWER: There have been exceptional circumstances in the past where USAID has acquired short-term storage of food aid commodities. These have been in various locations around the world.
4) What was the value of past USAID pre-positioning warehouses? Please provide by CLIN?
ANSWER: Storage rates ranged from less than $.50 cents per metric ton to $.0 cents per metric ton. The value of the pre-positioning warehouse operation is often realized in the ancillary services to move commodities in and out of the warehouse.
5) Does the potential offeror have to offer on all locations or can they select the regions where they have geographic strength?
ANSWER: USAID is seeking a single contractor that can provide warehousing and ancillary services to all five regions.
6) When does USAID anticipate it will announce an award under this solicitation?
ANSWER: USAID anticipates that an award will be made within 60 days of the proposal due date.
7) In section B.1 of the solicitation it states "Horn of Africa with a preference for Djibouti," would Kenya be an acceptable location instead of Djibouti?
ANSWER: A large percentage of food aid moves through Djibouti for food aid programs in Ethiopia. The government has a preference for a warehouse located in Djibouti, based upon the services available at this port area, ocean vessel calls, strategic location near food aid destinations and other factors. Djibouti is the gateway to Ethiopia and has worked well in the past. In addition, Djibouti has a new container terminal at Doraleh and we anticipate that container carriers may consider Doraleh a hub for future transshipment purposes. However, the RFP states that we prefer Djibouti, so the government will evaluate all proposals in accordance with the evaluation factors stated in the solicitation.
7) In section B.1 of the solicitation it states, "Horn of Africa with a preference for Djibouti." Would Kenya be an acceptable location instead of Djibouti?
ANSWER: A proposal may offer warehouse locations in Kenya. In each case, your proposal should address the pros and cons of your proposed warehouse location.
8) Since products are to be stored off the floor on pallets, what is the weight of the various bags and cartons to be stored on the pallets? Also, what are the dimensions of the 5 gallon pails / 6 liter tins / plastic jugs so that we may determine how many can fit on a pallet? How high may commodities be stacked on these pallets?
ANSWER: The government has product descriptions and standards for the storage of food aid commodities. These descriptions and standards may be found at http://www.usaid.gov/our_work/humanitarian_assistance/ffp/crg/ . The contractor shall preserve the condition of commodities and shall follow USAID (Food For Peace Commodity Reference Guide) guidelines and best commercial practices in storing and maintaining food commodities. Pallets shall not tear or damage bags or containers.
9) What size/type pallets are to be used?
ANSWER: The contractor shall determine the size and type pallets to be employed in the performance of this contract. Pallets shall not tear or damage bags or containers. The size and type pallets employed by the contractor will be a limiting factor in the handling and stacking of our food aid commodities.
10) Are these products rackable?
ANSWER: All commodities to be shipped under this solicitation are capable of being palletized and are rackable.
11) In section M.5 it mentions "Price - US Region: 84,000 metric tons of bagged/tinned commodities. In the Scope of Work you mention a different annual figure. Which do we use in our price proposal to prepare our estimated price, using the scenario set forth by the government?
ANSWER: For evaluation purposes under this solicitation use the figures and scenario included in part M.5.
12) What is the capacity of the inbound railcars used for the deliveries into the U.S. warehouse?
ANSWER: U.S. railcar capacity when loaded with bagged grain and tinned commodities is approximately 70 metric tons.
13) How much break-bulk commodity is anticipated to be loaded from an F.A.S. position for outbound distribution from the warehouse locations?
ANSWER: Per section M.5 of the solicitation under the pricing scenario 50% of the commodities to be loaded from a F.A.S. position for outbound routing.
14) How many metric tons of food aid commodities fit in an inbound 20' trailer?
ANSWER: Approximately 18 Metric Tons.
15) In section M.5 - Price - Regions 2,3,4,5, (Overseas) CLIN 1 - "Storage in warehouse for 60 days (6,000 metric tons)."- Is this to apply to each region individually or is it to be spread throughout all overseas locations?
ANSWER: The solicitation provides price pages that request pricing for each of the individual five regions. Each proposal shall offer prices for storage in each region. The 6,000 metric ton figure will be applied over all of the overseas regions.
16) Are there temperature controlled requirements within the warehouses? Do climate control requirements include chilled and/or refrigerated storage? ANSWER: A small percentage of commodities may require temperature and environmental control different from those stated in the Commodity Storage Guide and best business practice for standard food aid commodities. There are future potential requirements for temperature controlled space. At this time, the known requirement is for maintaining temperatures, for a small percentage of future commodities, below 80 degrees Fahrenheit.
17) What is the frequency of the inbound containers of food aid to any overseas warehouse location?
ANSWER: The potential frequency of inbound containers may be established through your review of the historical records stated in the solicitation. These are historical records and, whereas the government may make different pre-position decisions in the future, they do represent the most likely frequency of inbound containers to any overseas warehouse location in the future.
18) What would be the maximum number of containers arriving at any overseas warehouse location at any given time?
ANSWER: The maximum number of containers arriving at an overseas location is subject to the commodity orders placed by the government during the term of this contract. The contract does not contain a maximum order quantity, but the probable container maximum will be on the order of about 300 at one time. The historical record of actual procurements and diversions is the best indication of the probable container receipts and re-deliveries to take place at a particular overseas warehouse location. These historical records do not limit the commodity orders and storage that may be placed by the government.
19) For evaluation purposes, the example includes domestic and international volume requirements over a 60 day period. Is the plan to take all cargo through a single port or over multiple locations?
ANSWER: The government will evaluate the solicitation scenario and proposal pricing over multiple locations.
20) The chart on page 60 of the Solicitation - What does the acronym SAC represent?
ANSWER: The acronym SAC represents the South African Consortium. This is a consortium of PVOs/NGOs that distribute food aid commodities in the South Africa Region.
21) Are there specific locations required by Food for Peace where the warehouses are to be located? We understand that Djibouti is a requirement what about the other 4 regions?
ANSWER: The solicitation requires that proposals offer warehouse space and pricing in five regions worldwide. USAID anticipates one warehouse location in the United States U.S. Gulf region; and in the Horn of Africa with preference for Djibouti. Other warehouse locations should be based on historical data of Food for Peace responses to emergency food aid requirements included in this RFP.
22) Who will be responsible for the control, maintenance and disposition of the commodities once they are placed in a warehouse?
ANSWER: The organization (contractor) awarded this warehouse and logistics contract will be responsible for the control, maintenance and disposition (no title is transferred to the contractor) of the food aid commodities from the point of initial receipt from a carrier, through the warehouse storage period, to the point of re-delivery of the commodities to a PVO/NGO carrier or destination point.
23) Is there a minimum requirement for size/capability of vessels accessing the ports at the proposed warehouse locations?
ANSWER: Vessels calling the local port must be of a size, type, gear and schedule to immediately deliver, receive and transport a minimum of 2,000 metric tons of food aid cargo per vessel.
24) Referencing section H.11 d - Submittal of reports to: Regional Financial Management Office, USAID/Kabul, are all reports to be submitted to this office?
ANSWER: The reference to "Kabul" is hereby deleted. The government will provide the contractor with the regional office locations which will collect this foreign tax information.
25) Referencing section H.17 - Licensing Requirements - Please provide more detail as to what services are to be provided by the contractor or their freight forwarding agent?
ANSWER: The US government (Federal Maritime Commission) requires that ocean transportation intermediaries obtain a freight forwarding license to engage in the contracting of ocean freight services in the foreign commerce of the United States. USAID has a licensed freight forwarder who will arrange and document the export ocean transport of our pre-positioned commodities to overseas warehouse locations. The warehouse contractor may be required to act as a freight forwarder in the foreign country where these same ocean transport activities will be performed. If the contractor does not have such a country license then they must be associated with a licensed freight forwarder through a subcontractor or agent relationship to meet the freight forwarding license requirements of the local country.
26) For price evaluations purposes in section M.5 what quantities are to be used when submitting rates and total estimated prices for our proposed Regions 2,3,4,5 (Overseas) warehouses?
ANSWER: The solicitation establishes a scenario of commodity tonnages and handling circumstances which will be evaluated by the government.
27) Is the contractor responsible for the commodities while in transit to/from warehouses? Is the contractor responsible for the commodities at all times while stored in the contract warehouse?
ANSWER: The warehouse and logistics contractor will not be responsible for commodities while they are in transit to and from the warehouse. Initial receipt from a carrier is the point at which the warehouse and logistics contractor take possession and responsibility for the commodities. During the storage phase the warehouse and logistics contractor maintains the condition of our food aid commodities. Upon re-delivery of the commodities at the warehouse door, or to a final destination (as agreed under contract) the warehouse and logistics contractor is no longer responsible for the commodities.
28) Will USAID supply an asset management system to account for and track the food aid commodities, or do you expect the contractor to provide an asset reporting system?
ANSWER: The contractor will propose and make available an asset management system to account for and track the food aid commodities under their control.
29) With respect to the pre-positioning of Title II commodities, will USAID expect the contractor to operate or support the food aid export operations on the East and West coast of the US, as well as the Gulf of Mexico region?
ANSWER: Within the U.S. region, the contractor awarded this pre-position warehouse contract will be responsible for pre-position warehousing and logistics services in the U.S. Gulf region. Other non-pre-position food aid export operations on the east and west coasts of the U.S. will not fall under the performance requirements of this contract.
30) What commodities will require temperature and environmental control and will it be required in all warehouses?
ANSWER: Food for Peace is currently evaluating several food commodities that in the future may require climate control (temperature control of 80 F or below). These commodities presently remain in the investigative stages and if they were to be selected for prepositioning purposes would equate to a very small portion of stored commodities.
31.) In Section C: Scope of Work - "The government shall review, approve and accept in writing, all warehouse(s) proposed by the contractor." When does the Government need the warehouse information for review, will there be a timeline provided by the government for review and approval?
ANSWER: The government shall declare net metric tonnage storage requirements as early as practicable. In most cases notice shall be made 30 to 60 days prior to warehouse and logistics requirement.
32.) In section C it states, "Any charges due to contractor exceeding allowable container free time shall be for the account of the contractor." Is this excluding acts of god/natural disaster? ANSWER: Government contracts recognize the requirement for Force Majeure in circumstances outside of the control of the contractor.
33.) On page 18 section H.3 - Insurance and Services (a) Email address www.rutherfoorrd.com appears to be incorrect. What is the correct address?
ANSWER: The solicitation is correct. The correct web address is: WWW.Rutherfoord.com
34.) According to section L 6.3 "The offeror is required to submit a Program Management and Support Plan responding to the evaluation criteria set forth in Section M as it relates to performance of the tasks outlined in Section C of the Solicitation." Will the government consider all of Factor 1 - Technical Capabilities and Plan of Operations, Program Management and Program Support Plan? What does the government want addressed in the Support Plan?
ANSWER: The government will consider all responses adequately addressing the required elements found in section C - Scope of Work, section L - Pricing and section M - Evaluation when assessing proposals.
35.) On page 42 in section L.4 - Delivery Instructions it states " Proposals submitted in response to this RFP will be received in hard copy only and may be submitted in the following manner: via regular mail, courier service or hand carried. Facsimile or electronic proposals will not be accepted. This appears to be in conflict with: section L.5 (b) page 45, "Each offeror must submit by the deadline an electronic copy, an original and four (4) hard copies of their proposal." What is the proper procedure?
ANSWER: Each offeror must submit by the deadline both an electronic copy, an original and four (4) hard copies of their proposal.
36) What grading format will the technical evaluation committee use when evaluating the proposals?
ANSWER: All evaluations will be performed according to the evaluation factors as listed in section M of the solicitation. Both a technical and price evaluation to be performed for each proposal.
37.) Will the warehouse contractor be required to store "bulk" commodities? Will the warehouse contractor be required to bag any bulk cargo for storage in the warehouse(s)?
ANSWER: Whereas the solicitation contains no requirement for the contractor to store or bag commodities arriving at a port, the solicitation states that, if bulk commodity storage is available at a port, the government may request the contractor to receive and store bulk commodities. These bulk commodities are then to be bagged or re-delivered as directed.
Regarding bagging bulk commodities, as described in section C - Scope of Work - of the solicitation, "If the cargo is discharged at port in bulk: 1) the contractor will receive cargo at the port at the end of the bagging line or as close to the bagging line as possible if trucks are unable to come alongside vessel. USAID will advise the contractor of vessel daily bagging rate without guarantee. Any unreasonable delay caused by contractor's inability to transport commodities from the end of the bagging line or the vessel's f.a.s. position, which results in vessel's claim for detention, will be for the account of the contractor; or 2) (if available) receive and store bulk commodities, to be bagged or re-delivered as directed at a later time.
38.) Are Biographical Data Sheets and letters of intent for the warehouse and ports operations manager(s) for the three non-permanent warehouse locations a requirement under the solicitation?
ANSWER: Biographical information for all proposed Key personnel for all locations shall be included with proposal submittals.
39) In the solicitation it mentions "branding and marking." Is this something typical under USAID solicitations or is this something we would need to specifically address in our pricing proposal?
ANSWER: USAID Branding and marking requirements are to be adhered to per the requirement within section D.2 of the solicitation.
40.) In our response to this solicitation could we provide alternative definitions for the 5 regions with a particular interest in the African region?
ANSWER: Food for Peace requires rates and services based on the regions as defined in the solicitation. These regions are based on historical practices.
41) Is the intent under this solicitation to make a single award or is it possible to have multiple awards based on regions? If it is to be a single award is it unacceptable if all regional locations are not offered in a proposal?
ANSWER: It is anticipated that the government will award one contract under this solicitation.
42) Explain the pricing requirement for the regional warehouse ($ p/MT p/day). Are these requirements for on-call temporary space and pricing? Are the requirements actually sized per the individual regions based on historical volumes to those regions?
ANSWER: All warehousing requirements under this solicitation are based on Food for Peace's estimated past and future needs. The requirements as presented in section M.5 of the solicitation were created for evaluation purposes and may not reflect actual future shipping volumes.
43) Please explain the difference between the historical quantities illustrated in the Statement of Work and those scenario quantities to be applied in our proposal in section M Price evaluation?
ANSWER: In section C of the solicitation the historical quantities provide the offerors an overall understanding of past volumes of pre-positioned commodities shipped by USAID. The figures used in section M of the solicitation provide the offeror a scenario for which all offers are to be evaluated on.
44) In section M.5 on page 56, please clarify the solicitation statement, "CLIN 9,10,11,12, 17 as applicable?" This leaves out CLINS 13 to 16. It appears that it is necessary to propose prices for these CLINs, but that these CLINs (13 to 16) will not be used in the government's price evaluation. Is the pricing to be per net metric ton or per warehouse pallet?
ANSWER: Under section M.5 of the solicitation, a scenario has been created by USAID for evaluation purposes. CLIN 9,10,11,12 and 17 pricing will be used during the price evaluation. The phrase "CLIN 9,10,11,12,17" refers to the applicability of each of those services as they relate to a specific shipment in the evaluation, i.e. CLIN 12 refers to a charge for Fumigation. Prices/rates are required under CLINS 13, 14, 15 and 16 but, due to their unique and infrequent application, these will not be used for evaluation purposes. All pricing to be quoted per net metric tons.
Paul Vicinanzo
Contracting Officer
USAID
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