packing_and_unpacking_solicitation.pdf

December 8, 2017

Dear Prospective Quoter:

SUBJECT: Solicitation Number 19BN1518Q0002 –Packing, Unpacking, Inland Transportation

Services and Freight Handling.

The Embassy of the United States of America invites you to submit a quotation for providing packing, unpacking, inland transportation services and freight handling.

The Embassy of the United States of America invites you to submit a quotation for the packing, unpacking, inland transportation services and freight handling at the Embassy. The Embassy intends to award multiple contracts for these services.

The Embassy intends to conduct a pre-quotation conference at the site, and all prospective offerors who have received a solicitation package will be invited to attend. See Section 3 of the attached Request for Quotations (RFQ).

Your quotation must be submitted in a sealed envelope marked "Quotation Enclosed" on or before 10:00 am local time on January 22, 2018 to the attention of:

General Services Officer

Boulevard de la Marina, 01 BP 2012, Cotonou, Benin CotonouGSOBids@State.gov

No quotation will be accepted after this time. Embassy encourages submission of electronic version to the email address cited above.

For a quotation to be considered, you must also complete and submit the following:

1. SF-1449

2. Section 1 pricing;

3. Section 5, Representations and Certifications;

4. Additional information as required in Section 3.

The successful offeror(s) will be required to have a DUNS number and be registered in

SAM/CCR through the following sites: DUNS – www.dnb.com and SAM/CCR www.sam.gov .

Direct any questions regarding this solicitation to the Contracting Officer Sarah E. Kahnt by letter or by telephone number +229 21-300-650 during regular business hours or by email at

CotonouGSOBids@state.gov .

Sincerely, Sarah E. Kahnt

Contracting Officer mailto:CotonouGSOBids@State.gov http://www.dnb.com/ http://www.sam.gov/ mailto:CotonouGSOBids@state.gov

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

PAGE 1 OF

2. CONTRACT NO.

3. AWARD/EFFECTIVE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19BN1518Q0002

6. SOLICITATION ISSUE DATE

11/13/2017

7. FOR SOLICITATION

INFORMATION CALL

a. NAME

Sarah E. Kahnt

b. TELEPHONE NUMBER(No collect calls)

+229 21 300 650

8. Offer due Date / Local Time

01/22/2018 @ 10:00am

9. ISSUED BY CODE

10. THIS ACQUISITION IS

American Embassy Cotonou

Marina Avenue

01 BP 2012 TP

Cotonou, Republic of Benin

UNRESTRICTED

SET ASIDE: % FOR

SMALL BUSINESS EMERGING SMALL BUSINESS

HUBZONE SMALL BUSINESS SMALL BUSINESS

SERVICE-DISABLED VETERAN OWNED 8(A)

NAICS: SIZE STD:

11. DELIVERY FOR FOB 12. DISCOUNT

TERMS

13a. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

DESTINATION UNLESS BLOCK IS MARKED

SEE SCHEDULE

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO: Code 16. Administered by:

American Embassy Cotonou

Marina Avenue

01 BP 2012

Same as 9.

17.a. CONTRACTOR/OFFEROR CODE FACILITY CODE

18a. PAYMENT WILL BE MADE BY

Financial Management Office

Marina Avenue

Email: COTONOUDBO@STATE.GOV

Cotonou, Benin

17b CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS

CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Packing, Unpacking, Inland transportation and Freight Handling

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN 02__ COPIES TO ISSUING

OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE

IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS

SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _________________ OFFER DATED

_____. YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY

ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED

AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER (Type or Print)

Sarah E. Kahnt

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449

(REV3/2005)PREVIOUS EDITION IS NOT USABLE Computer Generated Prescribed by GSA - FAR (48 CFR) 53.212 mailto:COTONOUDBO@STATE.GOV

TABLE OF CONTENTS

Section 1 - The Schedule

SF1449 cover sheet

Continuation to SF1449, RFQ 19BN1518Q0002, Schedule of Supplies/Services, Block 20

Attachment 1: Scope of Work

Attachment 2: Packing Specifications

Attachment 3: Government Furnished Property

Section 2 - Contract Clauses

Contract Clauses

Addendum to Contract Clauses, FAR and DOSAR clauses not prescribed in Part 12

Section 3 - Solicitation Provisions

Solicitation Provisions

Addendum to Solicitation Provisions - FAR and DOSAR clauses not prescribed in Part 12

Section 4 - Evaluation Factors

Evaluation Factors

Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in Part 12

Section 5 - Representations and Certifications

Representations and Certifications

Addendum to Representations and Certifications - FAR and DOSAR Provisions not Prescribed in Part 12

CONTINUATION TO SF-1449 RFQ 19BN1518Q0002 SECTION 1 - THE SCHEDULE

PRICES, BLOCK 23 INDEFINITE DELIVERY/INDEFINITE QUANTITY CONTRACT

PACKING/UNPACKING/ INLAND TRANSPORTATION SERVICES & FREIGHT

HANLDING

1. PERFORMANCE WORK STATEMENT

For each year of the contract, the American Embassy Cotonou guarantees a minimum order of

Three (03) packing/packout and a maximum order of Eight (08) packing/packout; a minimum of

Ten (10) air/sea shipments and a maximum of Thirty (30) air/sea shipments. The maximum amount of packing/unpacking, inland transportation services and freight handling each year of this contract will not exceed 60 packing/packout/shipments.

TYPE OF CONTRACT

This is a fixed price indefinite-delivery, indefinite-quantity type contract with economic price adjustment. Orders will be placed by firm-fixed price task orders. Individual purchase shall be documented as follows:

Task order: 19BN1518FXXXX

Clearing document (order de transit)

PERIOD OF PERFORMANCE

After contract award and submission of acceptable insurance certificates, the Contracting Officer shall issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten

(10) days from date of contract award unless the Contractor agrees to an earlier date) on which performance shall start.

PRICING

The rates below shall include all direct and indirect costs, insurance (see FAR 52.228-4 and

52.228-5), overhead, and profit. The prices include all expenses and materials required to complete the work.

The currency of this contract is ______________(Offeror to identify currency)

Local company shall offer in local currency.

Packing Services: the unit prices per kilo shall be fully loaded rates, including services, transportation of crate/boxes from residential compounds to the designated warehouses, insurances, DBA insurance, recruitment and similar fees, general and administrative expenses, and profit.

Freight Handling Services (including clearance when necessary): the following definitions shall apply to the pricing tables from 4.B to 4.F:

Administrative Charges: Fees paid for clearing/forwarding agent services (Commission

Transitaire)

Storage: For each shipment/container, include handling, warehousing, and services charged by the airport/port contractors. Include storage fees if applied by the airport or port authorities.

There is no warehousing at the airport or port outbound shipment.

4.A. VALUE ADDED TAX

VALUE ADDED TAX. Value Added Tax (VAT) is not applicable to this contract and shall not be included in the CLIN rates or Invoices because the U.S. Embassy has a tax exemption certificate from the host government.

4.B. BASE PERIOD PRICES

The Contractor shall provide the following categories of services for the base year period of the contract, starting after the Notice to Proceed and continuing for a period of 12 months.

4.B.1.

PACKING SERVICES Estimated

Quantity in

Cubic Meter

Price per

Cubic

Meter

Extended Price

1 Packing HHE 7,200

2 Packing UAB 1,800

3 Unpacking HHE 12,000

4 Unpacking UAB 1,800

5 Removal of debris (cubic meter) 10,000

Total

4.B.2 FREIGHT HANDLING

4.B.2.1 Incoming Sea Shipments

Quantity Container Price

1 Administrative Charges

20’ Container 20

40’ Container 20

2 Storage (cubic meter)

Per each calendar day 100

3 Transport Port / Residence/Embassy

4 Truck and Container Detention (day) 20

4.B.2.2 Outgoing Sea Shipments

1 Administrative Charges

20’ Container 10

40’ Container 10

2 Charges at the Port of Cotonou

3 Transportation Cotonou / Port

4.B.2.3 Incoming Air Shipments Estimated quantity

Price per

Air

Shipment

Extended

Price

1 From 1 – 25 kg

Administrative Charges 40

Storage (cubic meter) 20

Transportation to residence or Embassy 40

2 From 26 – 50 kg

3 From 51 – 75 kg

4 From 76 – 115 kg

Administrative Charges 30

Storage (cubic meter) 10

Transportation to residence or Embassy 30

5 From 116 – 185 kg

Administrative Charges 20

Transportation to residence or Embassy 20

6 From 186 – 230 kg

7 From 231 – 275 kg

Administrative Charges 10

Transportation to residence or Embassy 10

8 From 276 – 320 kg

9 From 321 – 365 kg

10 From 366 – 410 kg

11 From 411 – 455 kg

12 From 456 – 455 kg

13 From 456 – 1,000 kg

4.B.2.4 Outgoing Air Shipments Estimated

Price per

KG

price

Airport Charges – Handling & 10 warehousing

Storage (cubic meter) 10

TOTAL:

*This estimated amount is based on total estimated Government requirements. This means that 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.

4.C. FIRST OPTION YEAR PRICES

The Contractor shall provide the following categories of services for a period of 12 months after the base period.

4.C.1.

Cubic Meter

Price per

Cubic

Meter

Extended Price

1 Packing HHE 7,200

2 Packing UAB 1,800

3 Unpacking HHE 12,000

4.C.2 FREIGHT HANDLING

4.C.2.1 Incoming Sea Shipments

1 Administrative Charges per each calendar day 100

4.C.2.2 Outgoing Sea Shipments

4.C.2.3 Incoming Air Shipments Estimated

Price per

Air

Shipment

4.C.2.4 Outgoing Air Shipments Estimated

Price per

KG

Airport Charges – Handling & warehousing

Storage (cubic meter) 10

4.D. SECOND OPTION YEAR PRICES

the first option year.

4.D.1.

Cubic Meter

Price per

Cubic

Meter

Extended Price

1 Packing HHE 7,200

2 Packing UAB 1,800

3 Unpacking HHE 12,000

4.D.2 FREIGHT HANDLING

4.D.2.1 Incoming Sea Shipments

1 Administrative Charges

Per each calendar day 100

4.D.2.2 Outgoing Sea Shipments

4.D.2.3 Incoming Air Shipments Estimated

Price per

Air

Shipment

4.D.2.4 Outgoing Air Shipments Estimated

Price per

KG

Airport Charges – Handling & warehousing

4.E. THIRD OPTION YEAR PRICES

the second option year.

4.E.1.

Cubic Meter

Price per

Cubic

Meter

Extended Price

1 Packing HHE 7,200

2 Packing UAB 1,800

3 Unpacking HHE 12,000

4.E.2 FREIGHT HANDLING

4.E.2.1 Incoming Sea Shipments

1 Administrative Charges

For each calendar day 100

4.E.2.2 Outgoing Sea Shipments

4.E.2.3 Incoming Air Shipments Estimated

Price per

Air

Shipment

4.E.2.4 Outgoing Air Shipments Estimated

Price per

KG

Airport Charges – Handling & warehousing

Storage (cubic meter) 10

4.F. FOURTH OPTION YEAR PRICES

the third option year.

4.F.1.

Cubic Meter

Price per

Cubic

Meter

Extended

Price

1 Packing HHE 7,200

2 Packing UAB 1,800

3 Unpacking HHE 12,000

4.F.2 FREIGHT HANDLING

4.F.2.1 Incoming Sea Shipments

For each calendar day 100

4.F.2.2 Outgoing Sea Shipments

4.F.2.3 Incoming Air Shipments Estimated

Price per

Air

Shipment

4.F.2.4 Outgoing Air Shipments Estimated

Price per

KG

Airport Charges – Handling & warehousing

Storage (cubic meter) 10

4.G. TOTAL OF ALL YEARS

Base Year Total

Option Year 1 Total

Option Year 2 Total

Option Year 3 Total

Option Year 4 Total

GRAND TOTAL OF BASE YEAR PLUS ALL OPTION YEARS

The Government will not consider any claim for any additional compensation unless it has been authorized by the Government in writing in advance. The Government shall not be responsible for any work performed that is not specifically provided for under this contract or authorized by the Government in writing in advance.

ORDERS

All requests for packing/unpacking or performance of individual jobs under this contract shall be issued via an order placed by the Contracting Officer. This task order will contain the following information:

(a) Name of Contractor,

(b) Contract number

(c) Date of purchase

(d) Purchase number

(e) Name of person placing order

(f) Itemized list of shipment and services furnished

(g) Quantity, unit price, and total price of each item or service, less applicable discounts

Orders may be placed orally initially, but must be followed up in writing within 48 hours via issuance of a task order. Only a Contracting Officer may place an order, either orally or in writing.

If more than one contractor has received an award for these services, the following procedures shall govern the issuance of individual orders. No work shall be performed without an order being issued to the Contractor by the Contracting Officer.

(1) As the need for services arises, the Government will develop a price estimate. If the estimate does not exceed US $3,500, the Government will follow the procedures in paragraph (2) below. If the estimate exceeds US $3,500, the Government will follow the procedures in paragraph (3) below.

Orders not exceeding US $3,500 - The Government will select a contractor for issuance of the order. This decision will be based on the Government's best interests, which may include factors such as estimated price and past performance record.

(3) Orders exceeding US $3,500 - Unless one of the exceptions in paragraph (5), below, applies, the Government will follow one of the following two scenarios:

(a) The Government will request each contractor to perform, AT NO COST TO THE

GOVERNMENT, a pre packing/unpacking survey after which the Contractor will present an estimate to the Government. Whether or not the Contractor is selected for an individual order, the Government shall not be liable for any claim from the Contractor for the costs of performing the pre-packing/unpacking survey. Selection will be based on a combination of estimated price and past performance information; or

(b) If the Contracting Officer can establish which Contractor’s prices will result in the lowest price for the individual order without requesting a pre-shipment survey, the Government will make its award selection based upon the prices set forth in the contract and past performance information gained as a result of contractor performance under this contract.

(4) Regardless of whether the procedures in paragraph (2) or (3) above were followed, selection of contractors shall not be protestable to GAO under Subpart 33.1 of the Federal

Acquisition Regulation, except on the grounds that the order increases the scope, period, or maximum value of the contract. However, the Department of State does have an

Acquisition Ombudsman who will review complaints by contractors to ensure that all contractors are afforded a fair opportunity to be considered for these task orders, pursuant to the procedures for award of task orders established herein.

(5) Exceptions to the procedures in paragraph (3) above:

(a) The agency need for the required services is of such urgency that providing such competitive opportunity would result in unacceptable delays;

(b) The order should be issued on a sole-source basis in the interest of economy and efficiency as a logical follow-on to an order already issued under the contract, provided that all awardees were given a fair opportunity to be considered for the original order.

(c) It is necessary to place an order to satisfy a minimum guarantee.

DELIVERY SCHEDULE

The following items shall be delivered under this contract.

Description Qty Delivery Date Deliver to:

Written Estimate (if required) upon COR request

COR

Inventory List 6 each assigned packing effort Contractor -original Client – one

COR – four

Pre-shipment Survey 1 before each assigned packing effort of household effects

Client

Changes in Date/Time of

Packing

2 two (2) hours before scheduled time/date

Client

Stock Levels Records 1 Throughout period of performance

Non-negotiable Warehouse

Receipt

1 25 calendar days after pickup storage at the GOV facility

COR – original

Notification of Completion of Services

1 immediately upon completion of required services

COR and client

Notice of Availability for

Packing/Unpacking

1 completion of each assigned packing effort

Request for

Packing/Unpacking

1 24 hours after Notice of

Availability

Required Packing/Unpacking

Documentation

1 by date of embarkation

Receipt of Effects and

Unaccompanied Air Baggage

1 upon discovery

Delivery Receipt 1 upon completion of delivery and/or unpacking

COR – copy

Inventory List of Articles

Lost or Damaged in

Packing/Unpacking

3 7 calendar days after delivery of goods

Contractor – original

COR – one

Client – one

Weight Certificate 1 submission with each invoice

Government Identity Cards # issue d returned upon expiration of contract or when an employee leaves contractor service

7. INVOICES AND PAYMENT

(a) Individual invoices shall be submitted for each order, accompanied by the task order and all supporting documents. Invoices shall be submitted in the original with three (3) copies to the

Contracting' Officer's Representative (COR) at the following address (designated payment office only for the purpose of submitting invoices):

Financial Management Office

US Embassy Cotonou

01 BP 2012

Marina Avenue

Cotonou, Benin

Email: COTONOUDBO@STATE.GOV

8. GOVERNMENT APPROVAL AND ACCEPTANCE OF CONTRACTOR

EMPLOYEES.

The Contractor shall subject its personnel to the Government's approval. All employees must pass a suitable investigation conducted by the Contractor, including recommendation(s) from their respective supervisor(s). Also required: (1) a police check covering criminal and/or subversive activities; (2) a check of personal residence, and (3) a credit investigation. The

Contractor shall provide all such investigations in summary form to the COR for review and approval or disapproval. THE CONTRACTOR SHALL NOT USE ANY EMPLOYEES

UNDER THIS CONTRACT WITHOUT GOVERNMENT APPROVAL.

9. KEY PERSONNEL.

The Contractor shall assign to this contract the following key personnel.

Position/Function Name

Project Manager *

The Project Manager shall be fluent in the English language. During the first 90 days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment.

mailto:COTONOUDBO@STATE.GOV

10. PERSONAL INJURY, PROPERTY LOSS OR DAMAGE (LIABILITY)

The Contractor hereby assumes absolute responsibility and liability for any and all personal injuries or death and/or property damage or losses suffered due to negligence of the Contractor's personnel in the performance of the services under this contract.

11. INSURANCE

The Contractor, at its own expense, shall provide and maintain during the entire period of performance of this contract, whatever insurance is legally necessary. The Contractor shall carry during the entire period of performance the following minimum insurance:

Comprehensive General Liability

Bodily injury XOF 2,000,000 per occurrence

Workers' Compensation and Employer's Liability

Workers' Compensation and

Occupational Disease XOF 3,500,000 Statutory, as required by host country law

Employer's Liability _____

12. BONDING OF EMPLOYEES

The Government imposes bonding requirement on this contract. The Contractor shall provide any official bonds required, pay any fees or costs involved or related to equipping of any employees engaged in providing services under this contract, if legally required by the local government or local practice.

13. PERMITS

At no cost to the Government, the Contractor shall obtain all permits, licenses, and appointments required for the prosecution of work. The Contractor shall obtain these permits, licenses, and appointments in compliance with applicable host country laws. The Contractor shall provide evidence of possession or status of application for such permits, licenses, and appointments to the Contracting Officer with its proposal.

ATTACHMENT 1

PERFORMANCE WORK STATEMENT CONTINUATION

PACKING/UNPACKING/ INLAND TRANSPORTATION AND FREIGHT HANDLING

1. GENERAL

The Contractor shall provide services for the United States Mission, in Cotonou Benin. This consists of packing, unpacking, inland transportation and other related services within the geographic area(s) of Cotonou.

The Contractor shall furnish all managerial, administrative, direct labor personnel, materials and transportation that are necessary to accomplish all work required. Contractor employees shall be on site only for performance of contractual duties and not for other business purposes.

Performance requirements for required work are described below.

2. DEFINITIONS

"Article" means one item, piece, or package and contents thereof received by the

Contractor as listed on the inventory. It can be household effects, professional books, papers and equipment, privately-owned vehicles, or general effects included in a shipment.

"Calendar Day" means the twenty-four hour period from midnight-to-midnight.

Saturdays, Sundays, and all holidays are considered calendar days.

"Cargo" means any items consigned to the Contractor under this contract for inbound or outbound shipment, whether consisting of household effects or U.S. Government-owned materials.

"Client" means all United States mission personnel for whom the required services are to be rendered.

"COR" means the Contracting Officer's Representative, appointed in accordance with

Section 2 of this contract/purchase order.

"Cube" means the cubic measure of space occupied by a given article after it has been packaged for shipment.

"Estimator" means the contractor employee who has the responsibility to evaluate and provide calculations of the price of packing work to be undertaken. This employee shall provide all calculations in writing.

"Government" means the Government of the United States of America unless specifically stated otherwise.

"Gross Weight" means the weight of the packed lift van, crate or shipping container, including the articles packed therein and all materials used for wrapping, cushioning, banding, waterproofing, packaging, blocking and bracing the container.

"Household Effects" or “HHE” means those items that are the personal property of

Embassy officials and members of their family, and are therefore to be packed and transported at

U.S. Government expense. This includes furniture, personal effects and consumables that, because of volume and weight, are shipped via surface freight. (Note: See the clause in Section

1, Attachment 2, and paragraph 5 entitled "Prohibited Items" for a listing of items which are not to be packed or transported at U.S. Government expense).

"Inventory" means a contractor-prepared list originated at the time the goods are packed.

Each inventory is to be reviewed and signed by the client then turned over to the Contracting

Officer's Representative.

"Lift Van" means a wooden storage crate.

“Modular Containers” – lift vans that are reduced in size to accommodate a particular shipment.

"Net Weight" means the gross weight of a shipment less its tare weight.

"Ordering Officer" means the Contracting Officer of the U.S. post. If a GBL is used, the ordering officer does not have to be a warranted Contracting Officer.

"Packing" means the activities required to wrap and protect an article, properly place the article in appropriate carton or box, and stow the article and its carton or box in a lift van of sufficient size and constructed in accordance with post specifications; includes obtaining customs clearances and required documentation for shipment, via surface or air as appropriate.

"Packaging" means application or use of protective measures, including appropriate protective wrappings, cushioning and interior containers.

"Professional books, papers, and equipment" means reference material, instruments, tools, and equipment peculiar to technicians, mechanics and members of the professions and special skill areas; specialized, job-related clothing not considered to be normal or usual clothing;

communication equipment used by members in association with their particular specialty; and military and individually owned or specifically issued field clothing and equipment.

"Services" means the services performed, workmanship, and material furnished or used in the performance of the services.

"Storage Pack" means the final result of wrapping and protecting of articles, and then properly placing these articles in appropriate cartons and boxes, and then storing these articles/cartons in storage pallet boxes as loose pack storage.

"Tare Weight" means the weight of an empty shipping container, excluding all materials used for wrapping, cushioning, banding, waterproofing, packaging, blocking and bracing articles within the exterior container.

"Unaccompanied Air Baggage (UAB)" means that portion of the total weight allowance of personal property that the client is permitted to ship via airfreight. UAB typically includes those items required for short-term housekeeping, such as clothing, linen, and kitchen items.

3. GENERAL REQUIREMENTS

Packing of client household effects (HHE) and Government-owned materials for transportation is a highly specialized function. The measure of performance shall be the condition of packed articles upon arrival at their destination. The Contractor must appreciate the importance of family possessions and U.S. Government property and always take the greatest care in handling and packing such articles.

4. PACKING SPECIFICATIONS AND RESPONSIBILITIES

Labor employed to perform services under this contract shall be experienced and competent in the performance of such services. Those employees who perform services at the client’s office or residence shall be neat and in uniform identifying them as employees of the Contractor.

The Contractor agrees to provide complete services for surveying, packing, crating, weighing, and marking of household effects, surface baggage and official Government shipments of commodities including, but not limited to, household effects, office and residential furniture, vehicles, and equipment and supplies for shipment within and from Benin. Such services will be performed on goods located primarily within the metropolitan area in Cotonou, but also other areas of Cotonou – Benin as requested.

The Contractor shall provide all necessary packing and crating material required by this specification and standard industry practice for the services under this contract.

At the request of the Contracting Officer’s Representative (COR), the Contractor shall survey the goods to be packed and furnish the Government with a written estimate of the weight and required number of lift vans or other containers in which to pack the goods to be shipped. The

Contractor shall transport packing materials and vans to the designated location ready to perform the services required on the date and at the same time specified by the COR. The Government shall notify the Contractor 48 hours in advance, unless otherwise mutually agreed. Any services performed outside of normal business hours as may be agreed upon between the parties to this contract shall be for the mutual convenience of the contracting parties and shall create no liability on the part of the Government for overtime or premium pay charges.

The Contractor agrees to provide export packing and related services using the best commercial practices to insure a shipment of the least tare weight and smallest cubic measurement compatible with assurance of transportation to destinations without damage or pilferage to containers or contents. Export packing shall include, but shall not be limited to, the following actions by the Contractor:

Padding, dunnage and packing into cases, barrels or crates of all fragile items.

Wrapping in waterproof paper and padding all items of furniture, television sets and other valuable equipment. The Contractor shall crate these items. The Contractor shall place these items in the lift vans so as to prevent damage or shifting while in transit.

Padding securely all mirrors and framed pictures, marble tops, etc., in crates made to the proper size of good packing grade dry lumber with least tare weight.

All rugs and carpets shall be mothproofed with crating or wrapping without folding.

Packing clothing items, linens, bedding, lampshades and similar items in containers lined with tissue paper, carefully, to prevent excessive wrinkling or folding.

Freezers or refrigerators shall be dry inside and the Contractor shall pad and secure all removable shelving and interior parts to prevent breakage or damage.

Applying tightly and securely adequate steel banding to all wooden cases and containers and to the outside of other appropriate containers that may be used for shipments.

5. INVENTORY SYSTEM

In conjunction with the client or his/her agent, the Contractor shall prepare six copies of an

Inventory List of all articles packed, bearing the signature of the client or his/her agent together with the signature of the Contractor, both certifying to the correctness of the inventory. The

Contractor shall ensure diligence in recording any unusual condition of the goods being packed by the Contractor. The inventory shall list each article. Words such as "HOUSEHOLD

EFFECTS" or other general descriptive terms such as marred, scratched, soiled, worn, torn, gouged, and the like shall be avoided unless they are supplemented with a statement describing the degree and location of the exception. Care in the preparation of the initial inventory will assist in protecting the client of the property and the Contractor in the event of loss and/or damage. Inventory Lists shall specify the name of the client of the goods, the date of shipment and the name of the Contractor, and contain on the form an explanation of the condition symbols and location symbols. The original of the Inventory List will be retained by the Contractor; one copy shall be given to the client or the client's agent; and the remaining copies shall be forwarded to the COR.

FREIGHT HANDLING

The Contractor shall act on behalf of the Government on any selected incoming and outgoing

Government cargo that may be assigned to the Contractor under this contract, including the effecting of necessary transport of Government cargo within Benin country. The Contractor accepts full responsibility for any and all losses and/or damage, from the time such cargo is received into the hands of the Contractor until it is released into the custody of the Government as evidenced by a signed receipt. The Contractor further agrees that in any instance involving loss or damage to the Government cargo, where the Contractor fails to exercise reasonable diligence, the Contractor shall assume full responsibility for such losses or damage including payment of claims for such losses or damage.

The Contractor shall transport all incoming Government cargo handled under the contract from commercial facilities at Cotonou port or airport to the final destination in Cotonou area or elsewhere in Benin including off-loading from the Contractor's vehicle, as specified by the COR unless otherwise directed by the COR in writing to the Contractor.

The Contractor shall pick up from the Government in Cotonou or elsewhere in Benin in time to insure delivery to Cotonou port or airport facilities within hours of the request for pickup. The

Contractor shall not place cargo in any warehouse at Government expense without prior approval of the COR.

7. CONTRACTOR RESPONSIBILITIES

The Contractor is responsible for strict adherence to all instructions and quality requirements stated in this contract and shall provide the appropriate management effort to ensure that all services are performed. Each packing or unpacking team shall have a team leader to supervise the workforce and serve as a liaison with the COR. This designated person shall have supervision as his/her function during the time the Contractor is in the client's facility or residence and when Household Effects, Unaccompanied Baggage, or other cargo is being loaded into lift vans or other shipping containers.

Work Skills and Experience

The Contractor shall ensure that all personnel assigned to this contract possess the skills and experience necessary for accomplishing their individual tasks.

English Language Qualifications

Each Team Leader must possess sufficient ability in reading, writing, speaking and understanding the English language to carry out the duties prescribed herein for the position. The remaining staff must be able to follow simple instructions in English, and must be able to completely understand the instructions of the Team Leader.

The Contractor's employees shall not at any time:

(a) Smoke in the client's facility or residence;

(b) Arrive at the facility or residence under the influence of drugs or alcohol, or even with alcohol on the breath;

(c) Drink alcoholic beverages on the job, even if offered;

(d) Use the client's bathroom or towels without permission;

(e) Engage in prolonged discussion or argument regarding the job;

(f) Perform any work for the client not specified in this contract; or

(g) Request or accept any articles or currency as a gratuity from the client for work performed under this contract.

8. SCHEDULING AND PLANNING SHIPMENT PICKUPS

The COR receives requests from clients for Household Effects pack out dates, and will coordinate the scheduling of shipments with the Contractor. The COR will give the Contractor a completed "Request for Shipment" form which is the notification of scheduling and authority to proceed if "confirmed" is indicated. This form will not be given to the Contractor unless a task order has already been issued by the Contracting Officer. If "tentative" is checked, the

Contractor shall contact the COR for information/instructions.

Pre-shipment Survey

Before the UAB, HHE and cargoes are packed, the Contractor shall, in connection with each instance of household effects services in this contract, make an on-site pre-shipment survey of the items to be shipped and/or stored to determine the approximate net weight of each category.

The survey shall be conducted by an approved estimator. The survey must list the major items of furniture, appliances and equipment which are to be included in the shipment and/or storage lot.

It must also state the number of cartons and crates necessary to properly protect the loose and fragile items. The Contractor shall give a copy of each survey, signed and dated by the estimator, indicating total estimated net weight of both the export shipment and storage lot to the client within working hours: Monday to Thursday from 08:00am to 05:30 pm and Friday from 07:30am to 01:30 pm upon completion of the pre-shipment survey. A pre-shipment survey which deviates more than ten percent, either high or low, in either the export or storage estimates, will be documented by the COR in the Contractor's performance file. A pre-shipment survey will not normally be required for shipments other than household effects shipments.

9. DURATION OF PACKING

The Contractor shall perform all packing and/or pickup of household goods and personal effects on the date beginning and at the time agreed upon between the Contractor and the client or his/her agent. The client shall be any person the COR specifies as the client in the "Request for

Shipment" form authorizing service. All services performed shall be performed on normal workdays and hours as follow: Monday to Thursday from 08:00am to 05:30 pm and Friday from

07:30am to 01:30 pm. Services may only be performed at the residence between 08:00 am to

05:30 pm on normal workdays, or other than normal workdays with the mutual agreement of the parties. This agreement shall create no liability on the part of the Government for overtime or premium pay or other charges to be paid to the Contractor’s employees. If the packing and/or pickup crews will arrive more than two hours later than the scheduled time agreed upon, the

Contractor shall notify both the client and the COR in advance. Authorization for any changes in date and time must be authorized by the COR.

10. WEIGHT

Tare Weight Limitation

Whether for official shipments or for household effects, the tare weight shall not exceed 45% of the net weight of the articles packed. If it appears that the 45% limitation will be exceeded, the

Contractor shall obtain advance approval of the COR before proceeding with the packing. The tare weight and cube of each shipment shall be the minimum that will afford adequate protection to the items being packed. Contractor shall weigh containers before packing in order to calculate net weight.

Shipping Weight

The Contractor will be advised in writing by the COR as to the maximum weight allowance to be shipped and/or stored. The Contractor shall not exceed these weights without the COR's consent.

If the shipment portion exceeds the maximum authorized weight, the COR must be informed.

The Contractor shall remove items specified by the COR at no additional cost to the Government or employee. If a shipment is forwarded which exceeds the maximum weight designated in writing by the COR, the Contractor shall be responsible for all costs on that portion of the shipment which exceeds the maximum weight designated.

11. RECORD KEEPING REQUIREMENTS

Inventory Lists

The Contractor shall prepare a complete, accurate and legible Inventory List in English as the articles are packed. The client will review and sign the list. The original will be retained by the

Contractor; one copy shall be given to the client or the client's agent; and the remaining copies shall be forwarded to the COR immediately after the packing is completed. All exceptions as to the condition of goods listed on the Inventory List must be brought to the client’s attention before goods are removed from the government premises. The Inventory List must be signed by the client and the Contractor's Team Leader, both certifying to the correctness of the Inventory List.

The Inventory List shall show the number and contents of each carton, listed by the correct name in English AND French; the date of shipment; lot number; name of Contractor; container (lift van); and, an explanation of the condition symbols used. The Contractor shall give a copy of the

Inventory List to the client. Care in the preparation of the initial inventory will assist in protecting the owner of the property and the Contractor in the event of loss and/or damage.

When there are two or more shipments, each shipment shall have a separate inventory and lot number. Copies of all Inventory Lists shall be provided to the COR by the Contractor.

The Inventory List shall also indicate by number which cartons are loaded into the respective shipping containers/lift vans.

The client's name shall appear on each sheet of the Inventory List, and the last sheet must also indicate the total number of boxes, total number of shipping crates (lift vans), net, tare and gross weights, with measurements and total cubic measure.

Art Objects

The packer shall list art objects by their specific names, i.e., drum, picture, mask, etc.

The Inventory List shall include the type of material (malachite, wood, metal, etc.) and whether the item is of Benin origin.

12. CONTRACTOR RESPONSIBILITIES FOR U.S. GOVERNMENT FURNISHED

MATERIALS

Packing Material

U.S. Government furnished packing materials (see Attachment 3) is for use in packing shipments only for the U.S. Government under this contract. The Contractor shall be held accountable for all supplies. All supplies not used in the course of a packing job must be returned to storage as the COR directs. The Government may deduct from Contractor invoices the cost of all

Government furnished materials drawn but not used or returned.

Stock Levels

If the COR elects to allow the Contractor to draw and retain stocks of Government furnished packing materials, the Contractor shall maintain records of receipt and issue of such materials, and shall advise the COR when the supply of packing material and cartons reaches a low level, based upon the projected shipping schedule. The Contractor shall notify the COR of low stock levels 30 days in advance of a delivery schedule to allow for delivery of additional materials.

Crates and Containers/Lift Vans

The Contractor shall mark and report to the COR any Government-owned wooden crates, lift vans, or air freight containers that are unsuitable for reuse. The Contractor shall dispose of these items as instructed by the COR.

13. STORAGE AREA REQUIREMENTS

All temporary or permanent storage provided, either for unpacked or packed household effects and unaccompanied air baggage, shall be inside storage buildings and areas that are acceptable to and approved by the COR.

In areas assigned for preparation and storage of household effects and unaccompanied air baggage the Contractor shall prevent pilferage or damage by sunlight, water, or fire. Household effects shall be stored in areas that are dry, well-ventilated, clean, and free from dust, insects and rodents, have adequate fire protection, and are accessible for routine inspection.

The Contractor shall keep aisles, driveways, and entrances free of storage and equipment not being currently handled or operated.

The Contractor shall remove waste or refuse from storage areas or kept in metal containers with tight-fitting metal lids.

Household effects shall be stored on skids, dunnage, pallet bases, elevated platforms, or similar storage aids, maintaining a minimum of two inches of clearance from the floor to the bottom-most portion of the stored goods. The Contractor shall not store property in contact with exterior or interior walls.

14. REQUIREMENTS FOR STORAGE METHODS

The Contractor shall place household effects and unaccompanied air baggage into temporary or permanent storage inside a warehouse on the day of receipt or, in the event of inclement weather, immediately upon receipt.

All loose-packed storage of household effects shall be of the enclosed lift van type. The

Contractor shall obtain the COR’s approval for any exceptions. Lift vans shall have sound walls and tops and shall be fully enclosed to prevent the entry of dust and other contaminants. The

Contractor shall identify all pallet boxes and other boxes and storage containers by affixing to the front of each lift van or container a sign at least 24 centimeters by 15 centimeters in size, type set on poster board material, not hand-printed, with the following legend:

U.S. Embassy Cotonou

(Shipper's Last Name)

(Lot Number)

All letters on each sign described above shall be at least 5 centimeters in height.

The Contractor shall replace moth repellents upholstered articles at least every six months.

The Contractor shall store rugs in fully enclosed rug tubes or rug cartons in rug racks. No more than two rugs are to be stored in each tube or carton. The Contractor shall replenish moth repellents at least every six months.

The Contractor shall establish and maintain a locator system to enable prompt identification and removal of effects in storage.

The Contractor shall store upholstered and overstuffed furniture in special enclosed lift van containers apart from other effects. Upholstered rooms must be fully enclosed areas containing only articles of furniture in loose-pack storage. Walls must have sturdy framing and be covered with a solid sheathing material such as masonite, cellotex, or plywood of a minimum thickness of one-quarter inch sheathing shall be free of holes and tightly joined to prevent the entry of dust and contaminants. Entry doors into such upholstered storage rooms must be kept closed at all times except during periods of actual placement into and/or removal of furniture. Any other type of upholstered storage must be specifically approved by the COR before use.

15. WAREHOUSE RECEIPT

Upon receipt of effects, the Contractor shall prepare a Non-Negotiable Warehouse Receipt. The terms shall be subject to approval by the COR, indicating the American post or other

Government Agency as the depositor. If the Warehouse Receipt contains provisions that differ from items in this contract, or that are not contained in this contract, these provisions in the

Warehouse Receipt shall have no effect against the United States Government unless the United

States Government specifically, in writing, approved each provision at the time the receipt was drafted.

The Warehouse Receipt shall also indicate the name of the owner of the goods, the number of the authorization, the net weight of the storage lot, the number of items deposited, the kind of items and the condition in which they are received. The Contractor shall mail the original of the

Warehouse Receipt to the COR within twenty-five calendar days of the pickup of the storage at the Government facility. If access and segregation and/or partial removal is performed, the

Contractor shall prepare a new Non-Negotiable Warehouse Receipt and submit it as directed above.

Warehouse facilities must be approved by the COR and meet the following criteria:

Storage buildings shall be constructed, with masonry walls and floors, watertight roofs, and maintained in good condition. The building shall be kept dry, clean, well ventilated, free of dampness, free of moths, rats, mice, and insets, and in orderly condition at all times.

Each building used for storage under this contract shall have as the minimum standard for qualification either:

an acceptable automatic fire detection and reporting system, or an acceptable automatic sprinkler system; or

(2) a fire prevention and control plan, posted and maintained in each building; and necessary fire extinguishers and/or approved fire-fighting apparatus available and in good working order at all times.

In addition, each storage facility must be protected by an adequate water supply for fire fighting and a fire department that is responsive twenty-four hours per day. Statements from the cognizant fire insurance rating organization shall be used by the Government as a definitive basis for determining the sufficiency or adequacy of a fire-fighting water supply and the responsiveness of a fire department to protect a facility.

The Contractor shall insure that all installed fire protective systems shall be accredited by the cognizant fire insurance rating organization for insurance rate credit.

16. NOTIFICATION OF COMPLETION OF SERVICES

As soon as the required services for outgoing cargo and unaccompanied air baggage shipments and household effects are completed, the Contractor shall notify the COR and provide the following information:

If a shipment of other than Household Effects:

name and Agency affiliation of employee requesting the shipment, and name and Agency affiliation of employee who owns the effects.

Government Agency packing authorization number;

ultimate destination of shipment;

date of pickup, number of pieces and gross weight of shipment; and

e. Bill of Lading or Air Way Bill number assigned to the shipment.

A U.S. Government Bill of Lading (GBL) will be issued for each shipment by the authorizing

Government Agency. The GBL will either be:

forwarded by the Government directly to the carrier specified to transport the shipment; or forwarded to the Contractor to be surrendered to the carrier or its agent when the shipment is picked up at the Contractor's premises; or forwarded to the Contractor to be surrendered to the carrier or its agent when the shipment is delivered by the Contractor to the carrier or his agent.

The Contractor shall obtain a proper receipt from the carrier or its agent at the time the baggage is delivered to the carrier by the Contractor.

Upon completion of each assigned packing effort, the Contractor shall provide to the COR a

Notice of Availability for Shipment. On this Notice, the Contractor shall report the identity of each completed export packing effort, and whether each was for Household Effects, UAB, or general cargo. The Contractor shall confirm each such notification by submitting to the COR, within twenty-four hours, four copies of the Inventory List, together with a written request for shipping instructions containing the following information:

(a) Name of client and Agency affiliation,

(b) Government Agency packing authorization number,

(c) Ultimate destination of shipment,

(d) One copy of the export inventory properly prepared, and

(e) A packing list itemizing the contents of each shipping container by inventory number; Net, Tare and Gross Weight; and a cubic measurement of each shipping container and total shipment.

Upon receipt of the above information, the COR will furnish to the Contractor, in writing:

for any additional shipment marking information; the necessary shipping data; and a completed and signed U.S. Government Bill of Lading (GBL) for each shipment that the

Contractor has reported ready to ship.

The Contractor shall tender the GBL to the carrier specified to transport the shipment to the port of embarkation. The Contractor shall contact the carrier in sufficient time to load the shipment on the carrier's vehicle in time to have the shipment delivered to the port of embarkation by the delivery date designated in the shipping data furnished by the Government. In addition, the

Contractor shall ensure that all customs procedures have been accomplished, and shall obtain required documentation for all shipments. The Contractor shall notify the COR in writing if and why any shipment cannot be delivered to the port of embarkation by the date specified. Failure to provide this notice before the latest delivery to the pier may subject the Contractor to any liquidated damages to be paid by the Contractor to the carrier.

17. REQUIREMENTS FOR THE DELIVERY AND UNPACKING OF HOUSEHOLD

EFFECTS, UNACCOMPANIED AIR BAGGAGE (UAB) AND GENERAL CARGO

Rece…