USAID Preposition Warehouse Inspection Contract Amendment 1 - Questions / Answers
Added: Dec 08, 2010 3:27 pm
From: The United States Agency for International Development Office of Acquisition and Assistance - Transportation Contracting Branch. The United States Agency for International Development hereby invites you to propose warehouse inspection and cargo surveying services for the USAID Food for Peace Preposition Warehouse(s) located in:Durban, South AfricaColombo, Sri LankaMombasa, KenyaDjibouti, DjiboutiLome, TogoLas Palmas, Canary IslandsHouston, TexasThis solicitation is not limited to only the stated locations and may include other potential warehouse locations within the contiguous region(s). Authorized Geographic Code is 935. This is a solicitation for commercial services prepared in accordance with United States Federal Acquisition Regulations (FAR) subpart 12.6, as supplemented with additional information and requirements in this notice. This announcement constitutes the only solicitation; proposals are requested and a separate written solicitation will not be issued. The solicitation number is USAID-FFP-11-000028 and is issued as a Request for Proposals (RFP). This solicitation incorporates Federal Acquisition Regulation provisions and clauses in effect through Federal Acquisition Circular 2005-12. Incorporated by reference are the following clauses:FAR 52.212-1, Instructions to Offerors-Commercial Items; 52.2l2-2, Evaluation-Commercial Items: (Factors Listed within the solicitation)FAR 52.212-3, Offeror Representation and Certifications-Commercial Items - (All offerors are required to include a completed copy of 52.212-3 with their proposal(s) or provide a statement that offeror has completed the annual representations and certifications electronically via the ORCA website at http://orca.bpn.gov. After reviewing the ORCA database information, an offeror verifies by submission of their offer, that the representations and certifications currently posted electronically (FAR 52.212-3 "Offeror Representations and Certifications" - Commercial Items) have been entered or updated within the last 12 months and are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this offer and are incorporated in this offer by reference (see FAR 4.1201) ; FAR 52.212-4, Contract Terms and Conditions-Commercial Items;FAR 52.212-5, Contract Terms and Conditions-Commercial Items Required to Implement Statutes or Executive Orders-Commercial Items. The following clauses in 52.212-5 are checked by the contracting officer: 52.203-3, Gratuities (APR 1984); 52.203-11, Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions (APR 1991); 52.203-12, Limitation of Payments to Influence Certain Federal Transactions (June 2003); 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration (Oct 2003).The following clauses also apply to this acquisition: FAR 52.247-5 Familiarization with Conditions; FAR 52.247-8 Estimated Weights or Quantities Not Guaranteed; FAR 52.247-21 Contractor Liability for Personal Injury and/or Property Damage; FAR 52.249-2 Termination for Convenience of the Government (Fixed Price); FAR 52.249-8 Default (Fixed Price Supply and Service) plus Alternate I. All the above clauses are available on the internet at: WWW.ACQUISITION.GOV. Copies of the clauses are also available from this office. Offerors may offer on one or more of the regions presented. The government is interested in one award which covers all region(s) but the government may issue more than one award.The Contractor is reminded that U.S. Executive Orders and U.S. law prohibitstransactions with, and the provision of resources and support to, individuals andorganizations associated with terrorism. It is the legal responsibility of thecontractor/recipient to ensure compliance with these Executive Orders and laws. Thisprovision must be included in all subcontracts/sub-awards issued under this contract/agreement.This procurement is unrestricted. The North American Industrial Classification System (NAICS) code is 541990, Commodity Inspection Services, with a small business size standard of $6.5 million in annual receipts for the company and its affiliates (See FAR Part 19 definitions). II. STATEMENT OF WORK A. Purpose and BackgroundThe purpose of this solicitation is to obtain food aid commodity and warehouse inspection services in and around the ports of: Durban, South Africa; Colombo, Sri Lanka; Mombasa, Kenya; Djibouti, Djibouti; Lome, Togo; Las Palmas, Canary Islands; Houston, Texas; as well as the ability to extend coverage to other areas within the contiguous region(s). The Government of the United States seeks a licensed contractor able to provide inspection(s), sampling, lab analysis and reporting services, including tally counts, to determine the condition of food aid commodities and the effectiveness of its warehouse services. The United States Agency for International Development (USAID) procures both bulk and packaged food aid commodities for use in its Title II food aid programs. The packaged commodities are transported and delivered to a warehouse facility where they are stored, pending re-delivery to a Private Voluntary Organization (PVO), UN organization or cooperating country government. The purpose of this commodity and warehouse inspection service contract is to ensure that USAID commodities are stored, and remain, in excellent condition until they are re-delivered or shipped from our contracted warehouse facility. Given the inherent nature of food aid commodities, their shelf life and their storage conditions, there is a potential for loss or damage. To address this risk, the U. S. government is seeking to contract with commodity and warehouse inspection company(s) to provide services at the specified USAID warehouse location(s) provided. The contractor will witness and examine the stored commodities, warehouse space(s) and storage techniques utilized at each location. The contractor will document the count and condition of all food aid commodities within the warehouse(s). The contractor will provide a written report to the U.S. Government describing all findings. All inspections performed and reports issued by the contractor will be used by the Government to assure the proper care and storage of the commodities. The inspections are intended to preserve in excellent condition, all food commodities stored for USAID within its preposition warehouses around the world. The performance work statement (below) provides specific government requirements. All commodity and warehouse inspection and reporting services shall be performed with due consideration of the commodity and storage guidelines provided in the USAID Food for Peace Commodities Reference Guide. The Commodities Reference Guide is made an integral part of this contract by reference, and may be found at http://www.usaid.gov/our_work/humanitarian_assistance/ffp/crg/ . This is a labor hour fixed rate contract. The contractor shall inspect commodities and warehouse operations every 30 days, with ad hoc inspections performed as requested by the government. Contract Line Item Number (CLIN) hours and estimated funding are estimates only and the contractor will be reimbursed for actual hours applied to the performance of this contract. The minimum guaranteed order amount for this contract is $1,000. B. Schedule of Services 1. Locations - The USAID warehouse facilities are located in Durban, South Africa; Colombo, Sri Lanka; Mombasa, Kenya; Djibouti, Djibouti; Lome, Togo; Las Palmas, Canary Islands; Houston, Texas. The contractor should be able to provide services to other contiguous region(s) if requested by USAID. (Specifics and contact points will be provided.) 2. Volume - The Contractor shall be responsible for performing all commodity and warehouse inspection(s) and reporting requirements, as requested by USAID for cargoes to be stored in the warehouse location(s) provided in schedule B1. Inspection and reporting requirements may include commodity volumes of from 1 metric ton up to 50,000 metric tons of USAID commodities at any of the listed warehouses. Individual requirements may involve inspection(s) / sampling / lab analysis / tally counts of part of or all commodities, and the witnessing of the reconstitution and repackaging of damaged commodities. 3. Types of Commodities - USAID food aid commodities include unprocessed and processed packaged and tinned/boxed agricultural goods with specifications as provided in the USAID Commodities Reference Guide. The commodities are primarily dry and packaged in 25 or 50 kilogram bags of various materials (with or without internal liners). There will also be certain volumes of vegetable oil, which may be packaged in 4-liter cylindrical tins, 20-liter steel pails, 208-liter steel drums, or plastic containers. C. Performance Work Statement (PWS)1. The contractor shall inspect, sample and provide lab analysis and reporting services every thirty (30) days. The Contractor shall be USAID's Title II food commodity and warehouse inspector in the regions outlined in schedule B1. We are seeking experienced cargo/commodity firms, appropriately licensed and having the requisite knowledge, experience, and staffing to perform the required inspection and reporting work. The objective of this requirement is to confirm that the requisite warehousing facilities are maintaining all USAID commodities within program standards. Inspections serve to verify the effectiveness of warehouse operations, controls and practices to ensure the preservation of all USAID commodities. Lab analysis may be performed via a subcontractor agreement. Outturn inspections and tally reports may be required on an as ordered basis for cargoes to be released for export. 2. Requirements for inspectors -Inspectors shall possess the:- necessary authorities to perform their duties and will be held accountable for actions.- necessary technical qualifications and competencies in pest detection and controls, warehouse operations and commodity fumigation procedures.- necessary inspection facilities, appropriate tools and equipment to satisfactorily perform all functions.- adequate written guidelines (such as provided in USAID warehouse contract(s)) and program requirements, food commodity and storage manuals, rodent prevention information).- necessary objectivity and impartiality to properly oversee individual facilities and operations. The contracted inspector(s) may be required to inspect cargo/commodity lots to assess whether:- compliance is within USAID/USDA standards/ requirements.- proper fumigation techniques are applied for the eradication of specific pests, and proper damage mitigation techniques employed. 3. Vendor(s) are required to provide proper management, supervisory staff, tools, equipment, logistics and personnel to adequately perform thorough warehouse and cargo survey / inspection(s). The vendor must provide the following under this contract: a. A single point of contact for each location, including phone number and e-mail address for immediate access to matters as set forth by the contract. b. Documentation in report form for all commodity inspection(s), lab analysis, tally counts etc., which were authorized by USAID and performed on their behalf. All analysis requested by USAID shall show name of authorizing individual, services performed, follow-up and completion. c. Qualified and experienced warehouse and commodity inspectors at all location(s) as specified by this contract. d. Survey reports to include (digital photos and other technical formats) :i. The quantity of commodity and warehouse space inspected.ii. The location of the commodity within the warehouse.iii. The condition of the commodity, including a complete description of the percentage of commodity in excellent condition; samples acquired for analysis, quantity, type and severity of any damage, loss or infestation, probable cause of damages found (based upon analysis).iv. Condition(s) of the warehouse(s) (both interior and exterior) to include: Overall warehouse cleanliness, organizational techniques (stacking / segregation etc.), proper implementation of fumigation techniques, whether employees appear appropriately trained and follow accepted operational procedures, are generally accepted industry standards for food handling and storage practices being adhered to, are windows and doors properly sealed and screened to prevent pest and other infestation or contamination? Is there evidence of unprotected food, ripped bags, unclean surfaces, damaged equipment, holes in external barriers / roofs, is there adequate lighting and firefighting equipment present throughout the facility(s) (possessing the necessary coverings), is there evidence of past infestation or damaged commodities, has the contractor properly addressed past infrastructure issues, are damaged commodities being properly disposed of, is fumigation being applied sufficiently and where necessary, does the warehouse possess and maintain an accurate and updated inventory / record keeping system and are any other common industry practices that may not being adhered too that could endanger the long term quality of USAID's food commodities. Vendors are required to review all warehouse documentation for accuracy and are to insure all commodities are being stored in excellent condition, free of all pests and contaminants. Inspections must include the monitoring of warehouse commodity recouping efforts and compliance with US Department of Agriculture EOD-110 which can be found at: http://www.fsa.usda.gov/Internet/FSA_File/eod110.pdf. (Where USDA EOD-110 refers to "steamship companies," infer "USAID warehouse contractor.") 4. In the event of any suspected or actual damage, loss or pest infestation, the Contracting Officer or Contracting Officers Technical Representative (COTR) is to be notified immediately in writing. Potential problem areas may include damage to packaging, water damage, evidence of rodents / birds / insects, excess humidity or temperature, the presence of chemical contaminants and any other outside source that could potentially impair the long term quality of the food commodities. 5. Evidence that written notice of any damage, loss or pest infestation was presented to the warehouse operation manger. 6. Observe and provide documentation and evidence for the disposition of any damaged cargo, reconstitution / repackaging / disposal of any commodity (as requested by the USAID). 7. In the event of damaged or pest infested cargo, obtain samples (subject to authorization by the Contracting Officer or COTR) and provide a timely analysis of suspected unfit cargo. 8. Certifications signed by third parties that establish attendance by the Contractor at each inspection. III. REPORTSAll inspection reports and lab analysis shall be submitted to the Contracting Officers Technical Representative listed in the contract. All reports, supporting documentation and photos shall be submitted electronically within 3 days of a completed inspection or lab analysis. IV. Deliverables•A. The Contractor shall acknowledge receipt of any ad hoc task orders within one day of issuance.•B. The Contractor shall liaise with USAID and the warehouse operations manager regarding the inspection service to be provided and the time of the inspection.•C. The contractor may be required to perform inspections and survey at locations other than the stipulated preposition warehouse location(s) and the requirements will be provided by the contracting officer.•D. The Contractor shall provide a separate, written inspection report including supporting documentation (provided in English) for each inspection and/or lab analysis performed. Each report shall contain sufficient detail and documentation to provide the government with a clear understanding of the current commodity and warehouse conditions. All report(s) to be provided in electronic form.•E. Completed reports shall be submitted within three (3) working days of completion of an inspection.•F. The Contractor to ensure timely replies to all inquiries made the Contracting Officer or COTR. V. Rate ScheduleInspection, Report Preparation, Management and Administrative Rate(Labor hour price)A. Service Hourly Rate $B. Lab Analysis of per Sample rate $C. Out Turn Tally Inspection Rate $ VI. Contract TermThis contract is expected to commence January 2011, or as agreed between the parties. The contract shall be effective through 30 September 2012. Up to (3) one year option periods may be declared by the government 30 days prior to the end date of the contract. The government point of contact on all contractual issues and notifications is the contracting officer.VII. Evaluation Criteria for ProposalThe following elements will be evaluated by the government to determine the best value to the government. All proposals shall provide the government with contract rates, calculations and estimates for the following:•A. An all inclusive hourly rate for inspection(s), sampling, report preparation, and management services.•B. An all-inclusive price for a lab analysis and lab report documentation(s). Provide pricing for each period of the contract for a total of five years•C. A total estimated price for a one year period to include each location(s) for the inspection, sampling, out-turn tally survey(s) and reporting service (not including lab analysis) based upon 10,000 mt of commodities and warehouse space inspected 12 times during the year per each warehouse.•D. Technical and managerial resources including key persons, plan of operations, lab analysis resources and past performance as it relates to the storage of food and warehouse inspections. 1. Technical resources - Provide technical staff capabilities and qualifications, including business licenses and certificates. 2. Managerial resources - Provide managerial capabilities and qualifications. 3. Provide plan of operations to indicate understanding of the contract performance requirements and your resources and capabilities to be applied in the performance of the contract. Provide a copy of your company - commodity / warehouse inspection report and lab analysis form. 4. Describe your company - sampling techniques and lab analysis plan, including your relationship with the lab (owned or subcontracted) and the lab's capabilities and standards with regard to food commodity analysis. 5. Past performance information - provide past performance information on your company, the lab facilities used and any subcontractors, including references and current points of contact with phone numbers and email addresses included.Proposals shall include information and documentation sufficient to illustrate your compliance with the above evaluation factors and capability to perform all requirements under this contract. Evaluation and Best Value will be determined by applying a 55 percent weight to the government's technical evaluation and 45 percent weight to the government's price evaluation. VIII. Proposal In preparing your proposal and responding to the above price and technical evaluation factors, Offerors shall submit all proposals electronically written (in English only) no longer than 15 pages. Electronic copies only. Please provide a point of contact for all clarifications and negotiations, including phone and email information. Pricing information shall be included on a single, separate page within the proposal.IX. Date, Time, and Place of Receipt for OffersSubmit clean (all-inclusive) electronic proposal(s) for the above requirement to USAID (Pvicinanzo@usaid.gov , Elong@usaid.gov and Jabood@usaid.gov) by December 22, 2010 by 1400 hours (Eastern Daylight Time - Washington, D.C. local time). Attn: Paul Vicinanzo, M/OAA/T. Late proposals will not be considered except in accordance with FAR and agency provisions. After your proposal is submitted, and during our review of proposals, you may call (202) 567-4644 or (202) 567-4641 to determine the status of the procurement. The government expects to make an award during January 2011.
USAID-FFP-11-000028 US Agency for International Development Washington Office
12/8/10, 3:27 PM