SF-30 19AR2024Q0035-0001.pdf

SBU - CONTRACTING AND ACQUISITIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

PAGE OF PAGES

1 5

2. AMENDMENT/MODIFICATION NO.

3. EFFECTIVE DATE

08/21/2024

4. REQUISITION/PURCHASE REQ. NO.

PR12695494

5. PROJECT NO. (If applicable)

6. ISSUED BY CODE

7. ADMINISTERED BY (If other than Item 6)

CODE

Department of State

American Embassy Buenos Aires Procurement Unit

Av. Colombia 4300

C1425GMN – Buenos Aires, Argentina

8. NAME AND ADDRESS OF CONTRACTOR (NO., street,city,county,State,and ZIP Code)

9a. AMENDMENT OF SOLICITATION NO.

19AR2024Q0035

9b. DATED (SEE ITEM 11)

08/09/2024

10a. MODIFICATION OF CONTRACT/ORDER NO.

10b. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

[ X ] The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

[ ] is extended, [X] is not extended

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing Items 8 and 15, and returning _______ copies of the amendment;(b) By acknowledging receipt of this amendment on each copy of the offer submitted; or(c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers.

FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF

OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b)

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor [ ] is not, [ ] is required to sign this document and return ___ copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment is to:

a) delete Section 1 paragraph II and replace for the following;

b) delete Section 1 paragraph IV and replace for the following.

See continuation pages for further details.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

16A. NAME OF CONTRACTING OFFICER

15B. NAME OF CONTRACTOR/OFFEROR

BY

(Signature of person authorized to sign)

15C.DATE

SIGNED

16B. UNITED STATES OF AMERICA

BY

(Signature of Contracting Officer)

16C.DATE SIGNED

NSN 7540-01-152-8070 Standard Form 30 (revised 10/83) Previous edition unusable Prescribed by GSA FAR (48 CFR) 53.243

a) Delete Section 1 paragraph II and replace for the following;

19AR2024Q0035-0001

Continuation to SF-30, Block 14, Description of Amendment/Modification:

II. PRICING

Item Number

Description

Unit of measure* Unit Price

Est.** daily quantity Est.** quantity of days/year

Total Est.

Amount

01 The provider will retrieve inbound

Diplomatic Mail items

(DPO) from Ezeiza

International Airport on a daily basis, Mondays through

Fridays

Kilogram 350 kilograms per daily shipment

02 The provider will retrieve inbound

Diplomatic Pouch

Items (DPM) from

Ezeiza International

Airport and deliver them to the Embassy at least two times per week and up to three times per week.

Kilogram 150 kilograms per shipment

SUB-TOTAL

IVA (VALUE ADDED TAX)

GRAND TOTAL

*Daily deliveries shall be computed for a minimum of 100 kilograms by the vendor, even if the actual kilograms delivered are less.

*The service will be charged per kilogram delivered to the Embassy (DPO + Diplomatic Pouch), not per

Airway Bill.

* Any payment of fees at the airport related to the clearance of the Diplomatic Mail (such as airway bills) will be made by the provider and billed separately to the Embassy.

**Est. – the estimated quantity is based on the total estimated Government requirements for this period of performance. If more than one award is made, the estimated amount of work awarded under task order(s) to any single Contractor will be less than the amount shown.

The inbound shipments vary in size from 100-400 kg per day in regular weeks but can double around

September-October and in the weeks before Christmas.

All prices in this contract are expressed in U.S dollars. Payments will be made in local currency at the US

Government’s official exchange rate in effect the day an invoice is issued. Please call the Embassy’s

Vouchering Office at 5777-4437 to learn about the US Government’s official exchange rate.

MINIMUM AND MAXIMUM AMOUNTS

During this contract period, the Government shall place orders totaling a minimum of $100. This reflects the contract minimum for this period of performance. The amount of all orders shall not exceed

$200,000.00. This reflects the contract maximum for this period of performance.

b) Delete Section 1 paragraph IV and replace for the following:

IV. PERFORMANCE WORK STATEMENT

The purpose of this firm fixed price purchase order is to receive Diplomatic Mail Transport Service in accordance with the following work statement.

The contract will be for a one-year period from the date of the contract award.

The provider will retrieve inbound Diplomatic Mail items (DPO) and Diplomatic Pouch Items (DPM) from

Ezeiza International Airport daily.

• Standard weeks for DPO and DPM will involve up to five retrievals, Monday through Friday.

• The provider will communicate with airline or cargo carriers or Correo Argentino on a daily basis to determine if a DPO and/or DPM shipment has arrived.

• The provider must check the condition of each Diplomatic Mail bag. If any of the zip ties are broken, the provider must contact the Embassy mailroom and follow up with the proper procedure, including filing a complaint with the corresponding airline

• The clearance process should start as soon as the shipment arrives at the airport.

• Shipments will be comprised of sealed cloth mail bags containing mail and other items.

• The inbound shipments vary in size from 100-400 kg per day in regular weeks but can double around

September-October and in the weeks before Christmas.

The Embassy will provide the necessary documentation to the vendor to retrieve and clear shipments through customs processes including Air Waybills (AWBs) and/or AV-7 Mail shipment documents.

• The provider will arrive at the carrier’s cargo location daily with proper documentation to sort and receive the Diplomatic Mail from the carrier.

• Follow through the required clearance process at customs.

• The provider will use some of the provided documentation to clear the primary customs zone checkpoint.

• Load bags into the provider’s vehicle. The provider may need to assist in Customs clearance with carriers by facilitating paperwork.

• The provider will transport materials to the Embassy or their own storage facility, depending on what the Embassy decides is more convenient at the time.

• Under no circumstances will the transportation vehicle detour to another location once the Diplomatic

Mail items have been loaded. The cargo will be stored safely and securely, protected from third parties and bad weather.

• The clearence process must start as soon as Customs clears the cargo for officialization at Terminal de Cargas Aeroportuarias (TCA). As the provider will know about this arrival since the Embassy’s mailroom personnel will have notified the provider, if this process is delayed, it is up for the provider to request the relevant authority (the airline, Customs, or TCA) for immediate cargo clearance.

• Shipments must be delivered at the Embassy not later than 48 hours upon arrival, unless circumstances outside of the company’s reach delays the clearance process.

• Delivery at the Embassy must be at 10 am. If a delivery cannot be done in time, the provider shall let the Embassy’s DPO office know by calling them to 5777-4700. The Embassy will then decide what the most convenient next step is.

• The van that will enter the Embassy should not contain any parcels addressed to customers other than the Embassy.

The provider will enter the Embassy compound escorted by Embassy staff, unload the Diplomatic Mail bags after crossing the first gate for a security check, and load them back onto the vehicle, which will make its way into the loading dock for a final unloading and delivery to the Embassy Mailroom’s office, using Embassy-provided bins and carts for carrying the cargo. This process might be subject to changes according to regional security office guidelines. Embassy Mailroom staff will provide escort from the entrance of the Embassy compound but will not assist in loading or unloading of bags until delivery to the Mailroom. The provider should provide an appropriate number of workers to unload and deliver shipments to the Mailroom, suggested a minimum of two, and each worker should be fit and able to lift bags of up to 30 kilos.

The provider will ensure that personnel retrieving the Diplomatic Mail items always have appropriate identification and access to the secure cargo area of the airport. The provider will ensure that the transportation vehicles comply with all airport security guidelines, can be used to access the secure cargo area, and will fit into the Embassy dock.

Additional requirements:

• DPO and Pouch items should be delivered on the next business day after their arrival at the airport and clearance by Customs. Multiple shipments should not wait at the airport to be combined unless there are extenuating circumstances.

• The provider’s employees and vehicles must be able to obtain clearance to specific airport areas and

Embassy premises.

• Provider must utilize vehicle that will fit into the Embassy dock. Vehicles entering the dock must not exceed: 7.60 m long, 3.15 m tall, and 2.30 m wide.

• Deliveries must include all cleared bags. If the whole cargo does not fit in a single vehicle is up to the provider to procure the number of vehicles needed to deliver the whole cargo in a single time.

• The provider will be responsible to for all general operating costs, including maintenance of vehicles, fuel, necessary licensing, insurance, parking fees, tolls, driver’s communication charges and any fines incurred.

• Any licenses, insurances and permits required by the Argentinian law must be provided by the contractor.

• In cases when the provider has already retrieved cargo, and subsequent delivery at the Embassy or

Ezeiza is impossible due to force majeure events (weather disturbances, general strikes, etc.), the provider will be responsible for storing the cargo until delivery is possible.

• Billing is calculated by the total weight of deliveries, not per AWB or AV-7 shipment designation.

• Any payment of fees at the airport related to the clearance of the Diplomatic Mail will be made by the provider and billed later to the Embassy providing a copy of the original paid bills.

• Provider’s invoices shall be submitted within 60 days of monthly service completion. The

Government is entitled to reject and not pay the invoices submitted after these 60 days.

Definitions:

• A shipment is a single AWB or AV7.

• A delivery is delivering one or multiple shipments to the Embassy’s Mailroom.

QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the

Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to monitor quality to ensure that contract standards are achieved.

Performance objective Scope of Work

Paragraphs

Performance threshold

Services.

Performs all mail transportation services to the Embassy of the United States of America in Argentina set forth in the scope of work.

All

All required services are performed and no more than one (1) customer complaint is received per month.

1. SURVEILLANCE. The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

2. STANDARD. The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212.4, Contract Terms and Conditions-Commercial Items (May 2001), if any of the services exceed the standard.

3. PROCEDURES.

(a) If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the COR.

(b) The COR will complete appropriate documentation to record the complaint.

(c) If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.

(d) If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

(e) The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

(f) If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint.

(g) The COR will consider complaints as resolved unless notified otherwise by the complainant.

(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the

Inspection clause.]