19GE5023R0013.pdf

SOLICITATION DOCUMENT

United States Embassy Brussels, Belgium European Logistics Support Office (ELSO)

Consolidated Receiving Point (CRP) Services

SSOOLLIICCIITTAATTIIOONN NNOO.. 1199GGEE55002233RR00001133

Issued by:

American Consulate General Regional Procurement Support Office (RPSO)

Giessener Strasse 30 60435 Frankfurt am Main Germany

19GE5023R0013

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

5. SOLICITATION NUMBER

19GE5023R0013

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

01/11/2023

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Sarah Pfannkuche

b. TELEPHONE NUMBER (No collect calls)

c. EMAIL pfannkuches@State.gov

8. OFFER DUE DATE / LOCAL

TIME

02/14/2023 17:00

CODE FRANK

AMERICAN CONSULATE GENERAL FRANKFURT

GIESSENER STRASSE 30

ATTN: RPSO

60435, FRANKFURT, GERMANY

9. ISSUED BY X UNRESTRICTED OR SET ASIDE: % FOR

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

10. THE ACQUISITION IS

SEE

SCHEDULE

11. DELIVERY FOR FOB DESTINATION

UNLESS BLOCK IS MARKED 0 Days: EUR0.00

0 Days: EUR0.00 0 Days: EUR0.00 0 Days: EUR0.00

12. DISCOUNT TERMS

13a. THIS CONTRACT IS

RATED ORDER UNDER DPAS

(15 CFR 700)

13b. RATING

RFQ IFB X RFP

14. METHOD OF SOLICITATION

ELSO_CODE15. DELIVER TO

EUROPEAN LOGISTICS SUPPORT OFFICE (ELSO)

NOORDERLAAN 147, BUD 12-A, B-2030

ANTWERP, BELGIUM 2030

CODE FRANK16. ADMINISTERED BY

AMERICAN CONSULATE GENERAL FRANKFURT

GIESSENER STRASSE 30

ATTN: RPSO

60435, FRANKFURT, GERMANY

FACILITY

CODE

CODE

Contact UEI:

Telephone No.

17a. CONTRACTOR/

OFFEROR

FRANKCODE18a. PAYMENT WILL BE MADE BY

EUROPEAN LOGISTICS SUPPORT OFFICE (ELSO)

NOORDERLAAN 147, BUD 12-A, B-2030

ATTN: FMC

ANTWERP, BELGIUM 2030

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER SEE ADDENDUM

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS

CHECKED

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/SERVICES

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

21. QUANTITY 22. UNIT 23. UNIT PRICE 24. AMOUNT

See Line Items Section

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

X 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA X 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 ____ 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.

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 THE CONTRACTING OFFICER (TYPE OR PRINT) Nicolas Wilhelm

31c. DATE SIGNED 01/03/2023

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 02/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

CGFS // CGFS

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _________________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

PARTIAL FINAL

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

COMPLETE PARTIAL FINAL

36. PAYMENT 37. CHECK NUMBER

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 02/2012) BACK

Line Item Summary

Solicitation Number:

19GE5023R0013

Contract Number: Title: ELSO CRP Warehouse Services

Date of Solicitation:

01/03/2023

Line Item No.

Description Quantity Unit Unit Price Total Cost

001 BASE

CRP WAREHOUSE SERVICES

Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date (Start to End) Date FOB:

06/01/2023 to 05/31/2024 Destination

Funding Information:

1.00 YR

1001 OY 1

CRP WAREHOUSE SERVICES

Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date (Start to End) Date FOB:

06/01/2024 to 05/31/2025 Destination

Funding Information:

1.00 YR

2001 OY 2

CRP WAREHOUSE SERVICES

Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date (Start to End) Date FOB:

06/01/2025 to 05/31/2026 Destination

Funding Information:

1.00 YR

3001 OY 3

CRP WAREHOUSE SERVICES

Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date (Start to End) Date FOB:

06/01/2026 to 05/31/2027 Destination

Funding Information:

1.00 YR

4001 OY 4

CRP WAREHOUSE SERVICES

Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date (Start to End) Date FOB:

06/01/2027 to 05/31/2028 Destination

Funding Information:

1.00 YR

5001 OY 5

CRP WAREHOUSE SERVICES

Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date (Start to End) Date FOB:

06/01/2028 to 05/31/2029 Destination

Funding Information:

1.00 YR

6001 OY 6

CRP WAREHOUSE SERVICES

Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date (Start to End) Date FOB:

06/01/2029 to 05/31/2030 Destination

Funding Information:

1.00 YR

7001 OY 7

CRP WAREHOUSE SERVICES

Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date (Start to End) Date FOB:

06/01/2030 to 05/31/2031 Destination

Funding Information:

1.00 YR

8001 OY 8

CRP WAREHOUSE SERVICES

Type of Contract Pricing: FFP

1.00 YR

Line Item Summary

Solicitation Number:

19GE5023R0013

Contract Number: Title: ELSO CRP Warehouse Services

Date of Solicitation:

01/03/2023

Line Item No.

Description Quantity Unit Unit Price Total Cost

Doc Ref No:

Delivery Date (Start to End) Date FOB:

06/01/2031 to 05/31/2032 Destination

Funding Information:

9001 OY 9

CRP WAREHOUSE SERVICES

Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date (Start to End) Date FOB:

06/01/2032 to 05/31/2033 Destination

Funding Information:

1.00 YR

9002 SIX (6) MONTH EXT.

CRP WAREHOUSE SERVICES

Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date (Start to End) Date FOB:

06/01/2033 to 12/31/2033 Destination

Funding Information:

1.00 YR

B.1 - DESCRIPTION OF SERVICES

This contract requires the contractor to provide Consolidated Receiving Point (CRP) services in the Antwerp, Belgium Port District, in accordance with the specifications set forth in Section C and Section J of this contract. The Government will issue orders against the contract for specific work to be performed.

The contractor shall provide non-personal services for providing receipt, inspection, inventorying, hazardous material identification, consolidation, deconsolidation, export packing, temporary storage, and delivery to pier and related services connected with the forwarding and receiving of U.S. Government-owned furniture, furnishings, commissary items, supplies, personally owned and government owned vehicles, and equipment required by the Department of State for its Foreign Service Posts, and forwarding/ receiving household effects (HHE) belonging to U.S. Government employees.

For purposes of this contract, the contractor's place of performance must be within the location listed in paragraph Section C.4.1.1.

The contractor shall provide on a fixed unit price basis the following services:

1. 34,168 m2 dedicated warehousing space for general cargo and vehicles;

2. 8,000 m2 dedicated long term storage space for general cargo;

3. Material handling to provide efficient and effective warehouse operations as specified in the contract SOW.

B.2 - TYPE OF CONTRACT

This is an Indefinite-Delivery, Indefinite-Quantity (IDIQ) requirements type contract with Firm Fixed-Price (FFP) Unit Prices for a guaranteed minimum per contract term of:

It is anticipated that each contract term will be fully funded at time of contract award or exercise of the option year respectively.

Per FAR 52.216-22 INDEFINITE QUANTITY (see Section I) the minimum for this indefinite quantity contract shall be any quantity or combination of supplies and services equal to the amount(s) set forth below.

$100.00

The maximum for this indefinite quantity requirements contract (including options) shall be any quantity or combination of supplies and services equal to:

$30,000.000.00.

The quantities for all CLINs represent estimates only and shall be invoiced and reimbursed on an actual use basis up to but not exceeding the funded level. The funded level shall not be exceeded unless the Contracting Officer (CO) authorizes a modification to the contract. If the estimated quantities are not fully utilized during the specific contract term, the Contracting Officer shall have the unilateral right to de-obligate excess funds.

B.3 - PRICING

The firm fixed unit prices shall include all direct costs, such as salaries, fringe benefits, taxes, insurance costs, materials costs, equipment costs, maintenance, repair, administrative overhead, and profit.

[SEE SECTION J - EXHIBIT H FOR PRICE SCHEDULE FOR BASE AND OPTION YEARS]

B.4 - VALUE-ADDED TAX (VAT)

Offerors shall ascertain with local authorities in Belgium on value added tax (VAT) and / or goods and services tax (GST) requirements. VAT and / or GST are normally applicable to contracts with the U.S. Government. If VAT and / or GST are applicable, it shall be identified as a separate line item.

B.5 - DEFENSE BASE ACT (DBA)

DBA insurance may be required in accordance with FAR clauses 52.228-3 and 52.228-4 contained in Section I. Only the countries listed currently on the Department of Labor’s (DOL) Active DBA Waivers are not required to have DBA insurance for Host Country Nationals (HCNs) and Third Country Nationals (TCNs) working overseas. See website for country waivers: https://www.dol.gov/ owcp/dlhwc/dbawaivers/dbawaivers.htm.

DBA Insurance may be obtained from any U.S. Department of Labor (DOL) authorized DBA insurance broker. A list of DOL approved insurance brokers is available at http://www.dol.gov/owcp/dlhwc/lscarrier.htm. DBA insurance cost will be evaluated as part of the total evaluated fixed price and included in the fixed price of the contract.

Belgium is listed on the DOL Active DBA Waiver list and therefore DBA insurance for Host Country Nationals (HCNs) and Third Country Nationals (TCNs), performing under this contract is not required. However, DBA Insurance is required for U.S. citizens or residents or individuals hired in the United States, regardless of citizenship, performing under this contract.

If DBA insurance is applicable, the contractor will be reimbursed for DBA insurance only to the extent the contractor provides documentary proof that DBA insurance has been paid and only to the extent quoted in the CLIN for DBA insurance.

Section C - Descriptions/Specifications/Statement of Work

C.1 - PURPOSE & OBJECTIVES

The main objective of the Consolidated Receiving Report (CRP) is to provide all warehousing service operations required to receive, handle, deliver, and store USG personnel effects, vehicles, supplies, and other items as instructed by the U.S. Department of State (DoS), in accordance with international customs regulations.

C.2 - BACKGROUND

The mission of the Department of State (DoS), European Logistical Support Office (ELSO) in Antwerp, Belgium is to provide storage and transshipment services in support of our Foreign Service Officers (FSO) at various posts worldwide.

ELSO supports several posts and domestic bureaus with temporary storage and staging’s supplies with the ability to rapidly deploy at any given time.

ELSO is both an origin point for shipments from overseas embassies and a through point for those shipments received from the various U.S. based Despatch Agencies for onforwarding to their destinations worldwide. ELSO also returns shipments to the U.S.

and destinations worldwide, employing various means of transportation, including air, sea, truck, or rail. These shipments comprise a variety of types: household effects (HHE), unaccompanied air baggage (UAB), consumables (CNS), both privately owned vehicles (POV) and government owned vehicles (OFV), and supplies.

C.3 - SCOPE OF SERVICES

The European Logistics Support Office (ELSO) has an ongoing requirement to provide warehousing and transportation services for the shipment and storage of household effects (HHE), personally owned vehicles (POV), official vehicles (OFV), supplies, and other special projects for the State Department and other U.S. Government employees serving overseas.

The contract includes receipt and stowing of cargo; exporting packed HHE, supplies, and vehicles into steamship containers; handling of packages for shipment via mail/air mail, marking, banding, blocking, and bracing and when applicable repacking to prevent shifting and movement of cargo; the movement of official and privately owned vehicles and the movement of personal effects and supply shipments. Marking and documentation of shipments for loose HHE, supplies, and vehicles for export is required.

The contractor shall provide all services, materials, supplies, warehouse space, labor, equipment, and supervision to effect services in accordance with the terms and conditions of the contract.

The contractor's responsibility shall include but not be limited to all planning, programming, administration, customs clearance, and all management necessary to assure that operations are conducted in accordance with the contract and all applicable laws, regulations, codes, or directives including the maintenance of accurate and complete records, files and regulations which are necessary to the services being performed. The contractor shall ensure that all work meets or exceeds commercial standards for quality.

Responsibilities shall include management and inventory control for a stock program referred to as the Expedited Logistics Program

(ELP).

The contractor shall be responsible for claim support activities regardless of when damage occurs if in possession of damaged property and directed by ELSO. These activities include but are not limited to coordinating with ELSO and responsible carrier(s), identifying suitable service providers, and acquiring estimates for repair / replacement, acquiring approval for and having damaged property repaired.

The contractor shall advance funds to pay for shipments arriving on a collect basis. The contractor shall pass-through charges without adding surcharges and shall support costs with verifying documentation attached. The contractor shall complete services of advancing payment of miscellaneous fees / charges in conjunction with other service items in this contract. Such fees / charges required by airlines, ocean carriers, freight forwarders, etc., to release freight to the CRP contractor or his authorized agent to complete services provided in this contract shall be added to the invoice as a separate item. These incidental expenses may include, but are not limited to, surface or airway bill fees, customs examination charges, third party hazardous materials processing, airline and steamship documents, handling, and/or demurrage charges, seals, and when applicable storage vaults.

Charges / expenses advanced by the contractor for services of others engaged at the request of ELSO shall be supported with a copy of the invoice or other original paperwork setting forth the charges for services requested and contractor fees. If the amount exceeds $3,000.00 USD, the container must obtain approval from ELSO 48 hours prior to submitting an invoice.

C.4 - GENERAL TASKS & REQUIREMENTS

The following are general tasks and warehousing requirements necessary to support DoS operations:

C.4.1 STORAGE LEASING

The contractor shall provide dedicated warehouse space meeting the minimum standards specified below. The contractor’s selection of warehouse(s) (i.e. location and number of facilities) should be driven principally by a location that provides good economy and efficiency of the activities contained herein.

The warehouse space shall be exclusively used for ELSO shipments and not for any other commercial cargo or contractor's customers.

The contractor shall provide labor and necessary equipment to operate the designated ELSO warehouse space.

The contractor shall ensure the most efficient use of the leased storage space. Premises used for storage shall meet the following minimum standards:

C.4.1.1 LOCATION

The principal place of performance for this contract shall be within a twenty (20) kilometer radius of the Port of Antwerp: Zaha Hadidplein 1, 2030 Antwerpen, Belgium. This includes all freight forwarding entities.

C.4.1.2 WAREHOUSE SIZE

Total size shall meet the combined requirements designated for each of the primary tasks below:

Paragraph Type Unit Notes Total C.4.1.2.a CRP M2 Base 34,168 Storage Paragraph Type Unit Notes Total

c. Transit 8,000

c. LTS 8,000 Subtotal 16,000

d. Racks 1,000 Vehicles Paragraph Type Unit Notes Total

e. Indoor 5,750 f., i. Outdoor 1,000 Subtotal 6,750 Supplies Paragraph Type Unit Notes Total

g. ELP 10,200

h. Hazmat 50

j. Secure 168 Subtotal 10,418 Grand Total 34,168 Overage Paragraph Type Unit Notes Total

b. Storage Expansion Capacity in

5,000 increments 15,000

a. CRP – The contractor shall provide an estimated average total of 34,168 m2 (with a peak total of 50,000 m2), set aside exclusively for the use of the U.S. Government and shall not be comingled with commercial customers.

b. The contractor shall have the capacity to expand in (3) three 5,000-m2 increments if directed by the ELSO. The total expansion space of 15,000m2 may be comingled with commercial customers but only with the explicit authorization and approval by the COR. The height of the warehouse ceiling shall be a minimum of seven (7) meters from the floor measured to the lowest point of the ceiling, e.g. the supporting joists or members, except for as noted below.

c. A section of 8,000 m2 of the total CRP space shall be used to store personal effect shipments long term. This applies to those shipments whose final destination has been determined by ELSO to be ‘long term storage’ (LTS). The storage density of the total weight of these shipments shall equal 714 lbs. per m2 or better. The Government shall not be liable for any additional charges, if the contractor at any time is unable to achieve this density in the used space.

d. 1,000 m2 of that space shall be equipped with racks or other devices (type and configuration to be determined by the contractor) that allows maximum vertical storage. It is strictly forbidden for consignments to be mixed with other cargo or packages stored on behalf of other customers.

e. A section of the total space shall be suitable for storing vehicles. The contractor shall provide an indoor / enclosed, fenced, paved, covered storage area allowing for drainage, suitable for storing up to 250 vehicles (5,750 m2) and expandable up to 350 vehicles. This vehicle area is not subject to the ceiling limits stated above but shall not be comingled with commercial or private customers.

f. The contractor shall provide an enclosed, fenced and paved outdoor storage area allowing for drainage to safely store, principally vehicles an estimated average total of 1,000 m2 expandable to a peak total of 3,000 m2 for the purposes of extended storage outside.

g. The contractor shall also provide a dedicated storage of 10,200 m2 area for the storage of stock or supply to include items in support of the ELP. This space may utilize a warehouse ceiling of a minimum of five (5) meters. This area is accounted for in the total specified above.

h. The contractor shall also provide a dedicated separate storage facility of up to 50 m2 for cargo of a hazardous nature (e.g., requiring explosive, inflammable, or corrosive labeling for international transport). This facility shall be an approved storage area for hazardous material, as defined by the Port of Antwerp Authority.

i. The contractor shall provide an enclosed, fenced and paved outdoor storage area allowing for drainage to safely store eight (8) 40-foot steamship Government- owned containers for the purposes of loading / unloading. This area is accounted for in the total specified above.

j. Outside space shall be provided on an as-needed basis for the temporary storage of secure containers (twenty- or forty-foot containers) in a fenced area under 24 / 7 camera surveillance with security monitoring / storage equipment to be supplied by DoS. The contractor shall provide an area for storage & functionality of equipment provided by DoS including telephone / data connectivity for this purpose.

C.4.1.3 WEIGHT LIMITATIONS

Warehouse space shall be sufficient to accommodate a minimum of 12 million lbs. of gross weights. The contractor shall ensure that the weight scales are properly calibrated in accordance with international standards. The Government shall not be liable for any additional charges, if the contractor at any time is unable to store at least this amount of weight in the leased area.

If storage lots are received in excess of 12 million lbs. of gross weight and the extra weight cannot be accommodated within the leased area, additional space of up may be leased by the Contracting Officer. The facility for these additional increments shall have a ceiling and usable storage space that is at least seven (7) meters from the floor, measured to the lowest point of the ceiling, e.g. the supporting joists or members.

C.4.1.4 FACILTIES

The warehouse(s) shall have a minimum of six (6) loading docks capable of handling 20- and 40-foot containers at one time. It shall also have at least one external gate / entrance large enough for a trailer or 20 or 40 foot or high cube containers loaded on truck to be driven into the warehouse.

Storage facilities shall be constructed with masonry walls and floors; watertight roofs, walls and floors; and maintained in excellent condition. The building shall be kept dry, clean, free of debris, well ventilated, free of dampness (to prevent the occurrence of mildew or other related fungi), free of moths, roaches, rats, mice and other vermin, and in orderly condition at all times. The facilities shall comply with all applicable safety standards set by the city authorities, fire department, Belgian labor regulations and insurance companies.

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

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

- a fire prevention and control plan, posted and maintained in each building; and;

- necessary fire extinguishers and / or fire-fighting apparatus available and in good working order at all times.

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

All installed fire protection systems, fire extinguishers and other fire control equipment shall be accredited by the cognizant fire insurance rating organization for insurance rate credit. Premises shall be maintained at an A1 fire insurance rating and shall be documented to meet the standards as set down by the appropriate authority.

The contractor shall perform inspection and develop documentation of the automatic fire detection and reporting system, or an automatic sprinkler system. The contractor shall perform monthly inspections and develop documentation of fire safety systems compliance. (Fire extinguisher / fire plan / fire / detection equipment).

Smoking shall be strictly prohibited in all areas of the warehouse.

The contractor shall provide internet or ‘Asymmetric digital subscriber line’ (ADSL) and configuration service in support of the security monitoring required herein (see C.4.1.2 j).

C.4.1.5 WAREHOUSE PERSONNEL

The number of warehouse personnel, including the warehouse manager, shall be sufficient to satisfactorily accomplish the services required, in both the slower season and the busier season. The contractor shall be fully responsible for personnel management of all assigned warehouse personnel according to the Belgian labor laws and regulations.

C.4.1.6 CUSTOMS REQUIREMENTS

The facility shall be a fully-fledged Belgium Customs "Bonded" warehouse and shall have a fully licensed customs broker. The contractor is liable for the customs clearance process.

C.4.1.7 SECURITY REQUIREMENTS

The facility shall have adequate and satisfactory security installations, including electronic and camera security surveillance or guard services. ELSO reserves the right to review security camera footage for all shipments related to the contract. All camera footage must be kept on record for three months or 90-days.

C.4.1.8 HAZARDOUS CARGO

No materials of any hazardous nature (e.g., requiring explosive, inflammable, or corrosive labeling for international transport) shall be stored anywhere within the warehouse facility that houses the designated ELSO storage space. These shall be stored in the separate storage facility for dangerous goods.

C.4.1.9 TEMPERATURE

Interior temperature in the storage area shall be maintained above freezing. At no time shall the temperature fall below zero degrees Centigrade.

C.4.1.10 CONTRACTOR LIABILITY

The contractor shall be liable for the payment of demurrage or detention charges which may accrue due to its failure to promptly unload and release carrier equipment, including steamship containers, before the expiration of the free time allowed by the owner or delivery carrier. The contractor shall also be liable for penalties which may accrue due to its failure to meet vessel sailing dates designated by ELSO, provided ELSO has given the contractor all documentation necessary to perform the service.

Payment of demurrage or detention charges which accrue because of the contractor’s failure to promptly unload and release carrier equipment, including steamship containers, before the expiration of the free-of-charge time allowed by the owner or the delivering carrier, or which accrue because of the contractor’s failure to pick up, stow and deliver steamship containers to the ocean carrier for the vessel sailing designated by the U.S. Dispatch Agent, will become the sole responsibility of the contractor, unless detention of such equipment in excess of the free-of-charge time period is specifically authorized in writing by the U.S. Dispatch Agent ELSO or

COR.

The contractor shall be liable for repair or replacement of damaged or lost items in storage as follows:

1. Used Household Goods (HHG) – Personal household goods and effects shall be insured at full replacement value, value to be determined at $8.50 / lbs. for each HHG shipment as determined by the State issued shipment number.

2. Privately Owned Vehicles (POV) – Used POVS stored by contractor under this contract shall be insured at the value for each POV in accord with the values determined by the National Automobile Dealers’ Association (NADA) as of the month the POV was brought into storage, converted to local currency (Euro) plus the cost of rental of a comparable vehicle for the period of time during which the vehicle is unavailable due to loss or damage which occurred while the POV was stored by the contractor;

provided, however, that the cost of rental shall not exceed the value of the POV as determined by the NADA.

3. Official Vehicles (OFV) – New Official vehicles belonging to the US Government which are placed into storage under the contract shall be insured at full replacement value with a limitation of $55,000.00 per OFV.

4. Official Vehicles / High Value – Official vehicles which have a value to the Government greater than $55,000.00 are considered High Value Official Vehicles (HVOFV) and shall be specifically identified by ELSO to the contractor prior to arrival for storage, but not later than 3 business days after storage by the contractor has commenced. ELSO shall inform the contractor in writing of the US-$ value for each HVOFV delivered for storage and, upon receipt of this information, the contractor shall secure supplemental insurance sufficient to cover the full replacement value of the identified HVOFV at the equivalent US-$ value identified by ELSO.

5. Supplies – All supplies delivered to the contractor for storage, unless identified as High Value Supplies (below), shall be insured by the contractor with full replacement value, value to be determined at $8.50 / lbs. for each item lost or damaged while stored under the contract.

6. Supplies / High Value – From time to time, the contractor may receive for storage supply items which ELSO believes have a higher insurable value than the values which would be determined for those items at $8.50 / lbs. For each of such High Value supplies (HVS) ELSO shall notify the contractor within 3 business days of the delivery for storage of the HVS with a written determination by ELSO of the value of the item(s). The contractor upon receipt of this notification shall cause the items to be insured at the equivalent US-$ value as identified by ELSO.

The contractor shall be liable for mis-shipment or misdirection of freight incorrectly labeled or inadvertently shipped to other than the rightful destination, which was the fault of the contractor. The contractor shall be liable for expedited delivery (by air) at the discretion of the COR.

The contractor shall be liable for any or all suits or claims of any character whatsoever, resulting from injuries or damage sustained by any person(s) or property by virtue of performance under this contract by the contractor or his agents.

C.4.2 CRP HANDLING

The following is a description of handling services at the CRP:

C.4.2.1 HANDLING-IN

The contractor shall receive goods for storage during regular working hours Monday through Friday, except local public holidays.

Service includes:

- removing or loading to / from truck, steamship container, or other conveyance;

- verifying number of vans, boxes, etc.;

- noting any exceptions on waybill about condition of goods;

- placing of lots in the warehouse for storage;

- removing lots from storage in warehouse;

- providing daily activity report;

- providing monthly activity report to the CO, COR, and OPS Supervisor;

- providing condition report and tally sheet with weight and actual cubic measurements.

Loading and unloading shall be accomplished under cover, using appropriate equipment such as ramps, forklifts, etc. Goods shall be unloaded or loaded promptly. The maximum permitted time for the discharge of loads shall not exceed four hours per truckload of 63 (sixty-three) cubic meters. Waiting time charged by carriers that is attributable to slower unloading shall be paid by the contractor.

The contractor shall, within reason, accept and discharge or load all consignments arriving prior to the end of the specified regular daily working hours. The U.S. Government shall pay no overtime for contractor labor outside the regular working hours unless prior authorization is given to the contractor. In the event of large consignments arriving at an unreasonably late time, for which the contractor considers there exists a justifiable requirement for labor overtime compensation, the contractor shall immediately request authorization. No compensation for labor overtime shall be made for which the contractor has failed to obtain prior authorization.

When a container is to be loaded with consignments from the warehouse, ELSO or its appointed Agent or freight forwarder will indicate which shipment(s) shall be loaded into the container. The contractor will receive requests for appointments for the placement of container(s) at the warehouse for loading. These requests will originate either from the carrier, designated freight forwarder or ELSO. The contractor shall provide a booking for loading of the container within 24 hours of receipt of request.

C.4.2.2 MEASURING & WEIGHING

Charges for measuring and weighing cargo shall be included as part of the handling charges. Cargo shall be weighed on a calibrated scale in accordance with international standards to allow the issuance of a certified weight certificate. The contractor shall maintain scale calibration certificates and provide copies to the COR as updated.

C.4.2.3 INSPECTION OF CARGO

The contractor shall inspect all inbound cargo and shall at the earliest opportunity, but not to exceed 24 hours, notify ELSO of any exceptions to the piece count and / or the cargo condition. Exception notifications shall be substantiated with digital pictures taken upon receipt of the cargo.

C.4.2.3.1 FUMIGATION PROCEDURES

The contractor shall have fumigation processes set up so that, as required, any wooden item used in packing of cargo meets the necessary requirements of ISPM15 or other applicable regulations for treatment of wood for pests. The procedure shall include drayage of container to authorized fumigation zone, lift-off and lift-on of containers to chassis, space for the fumigation to be done, cost of the fumigation process by competent vendor, including stamping/branding of wood as appropriate and all administrative follow-up and coordination. The rate for this fumigation process shall include prices for twenty- and forty-foot containers, less-than-container load (LCL) cargo, and the appropriate phytosanitary documentation. The entire process for fumigation should take no longer than five business days.

C.4.2.4 HANDLING OUT

The contractor shall provide services for the removal from storage, verification of number of pieces, weighing, marking for advised destination, loading containers or carrier’s vehicle, and conformity with Customs requirements for the lease of bonded goods. Loading shall be done promptly, securely, and with proper equipment during regular business hours. Loading shall be accomplished under cover, using appropriate equipment such as ramps, forklifts, etc. Departing goods shall be loaded within 4 (four) working hours per container and 2 (two) working hours per truck. Waiting time charged by carriers that is attributable to slower unloading shall be paid by the contractor and not reimbursed by the Government.

When container(s) or trucks are to be loaded with consignments from the warehouse, ELSO or its appointed Agent or freight forwarder will indicate which shipment(s) must go into the container(s) or trucks. The contractor will receive requests for appointments for the placement of container(s) at the warehouse for loading. These requests will originate either from the carrier, designated freight forwarder or ELSO. The contractor shall provide a booking for loading of the container(s) within 24 hours of receipt of request.

C.4.2.5 HANDLING OF VEHICLES (POV & OFV)

The contractor shall provide all services or the receipt, storage and loading of vehicles. The contractor shall also digitally photograph each vehicle on all four sides and inside as it enters storage. The contractor shall maintain a database with the digital photos. The contractor shall also provide new photos of the vehicle prior to departure.

C.4.2.5.1 LASHING OF VEHICLES

The contractor shall arrange for the lashing of vehicles in the handling-out process. Services include provision of all lashing materials and labor. Lashing shall be performed per best industry standard, and shall afford adequate protection against damage during shipment from source to destination. The contractor will be liable for damage to vehicles resulting from poor lashing; additional lashing may be required for vehicles containerized for rail or truck transport. Any wooden materials required for lashing shall adhere to ISPM 15 standards.

C.4.2.5.2 VEHICLE FUEL LEVELS

Per CFR 49, paragraph 176.905(a)(2) (or as amended), all vehicles carried as cargo on a vessel shall have fuel tanks that are no more than one quarter (1/4) full. The contractor shall ensure that this requirement is met for all vehicles shipped, or shall be liable for fines or other charges.

C.4.2.5.3 MALFUNCTION

Any required repairs relating to the general operability of any vehicles, whether upon receipt or while under the contractor’s care, shall be coordinated with the COR and shall be performed at direct cost, without profit or overhead. Upon limited occurrences, the contractor may be requested to coordinate the destruction of a vehicle.

C.4.2.5.4 STEAMCLEANING (MOLD CLEANING)

The contractor shall, upon request provide or procure the services to steam clean or provide mold cleaning services for vehicles shipped on behalf of the U.S. Government. This service shall be inclusive of equipment, labor and material charges. These cleaning services shall be provided and charged on a per-vehicle basis.

C.4.3 LOCAL COLLECTION & DELIVERY

Any request received by the contractor for the collection of goods, containers, or vehicles as described below shall be completed within 48 hours of receipt of request. A request may be provided by ELSO or by the steamship lines. If, for any reason, the contractor is unable to collect consignments within this period, the contractor shall immediately report the fact to the COR providing the rationale. The contractor may be responsible for any charges, at the determination of the CO.

1. GENERAL CARGO – The contractor shall arrange for the collection or delivery of general cargo at piers, terminals, or warehouses within both the Left and Right Bank areas of the Port of Antwerp. Services shall include scheduling of pick-up or delivery to ensure that goods shall be loaded / discharged at the date and time set.

2. CONTAINERS – The contractor shall arrange for the collection or delivery of 20 and 40 foot sea containers at piers, terminals, or warehouses within both the Right and Left Bank areas of the Port of Antwerp, as required. Services shall include scheduling of pick-up or delivery to ensure that containers shall be collected / discharged at the date and time set.

3. VEHICLES / CARS – The contractor shall arrange for the collection or delivery of vehicles at piers, terminals, or warehouses within the Right Bank and Left Bank areas of the Port of Antwerp. Services shall include scheduling of pick-up or delivery to ensure that the vehicles shall be collected / delivered at the date and time set.

4. CONTAINER YARD COLLECTION / DELIVERY (CONTAINERS) – If the contractor maintains or uses a container yard, the contractor shall demonstrate that the yard is in a separate location from the CRP facilities and that drayage has actually occurred. Services shall include scheduling of pick-up or delivery to ensure that goods may be loaded / discharged at the date and time set.

C.4.4 LONG-TERM STORAGE VEHICLE PROTECTION PLAN (VPP)

Vehicles that will be in storage for more than three months shall be considered long-term storage unless specifically identified by the CO. The CO may identify vehicles that will be stored for longer than three months but will NOT require the services under a long-term vehicle storage protective plan.

The contractor shall implement a long-term storage procedure to ensure that the vehicles are protected from warehouse dirt and grime and are kept in the original condition upon discharge from the warehouse.

This procedure shall include but is not limited to:

- covering the vehicles with a vehicle cover (monthly);

- uncovering, checking of vehicle fluids (including oil, transmission fluid, radiator fluid, and battery fluid);

- starting and allowing the engine to run for a minimum of thirty minutes;

- charging electric vehicles for thirty minutes, moving the tires to a different position, and recovering the vehicle.

In the event that a vehicle battery is depleted, the contractor shall charge the battery in a manner that the vehicle may be started and the running time performed.

If fluids must be added to perform the running time procedure, the contractor shall first check for possible leakage and then add the required fluid. If a vehicle continues to leak fluids, the contractor shall notify the COR with a recommendation for appropriate repair action for COR approval. As needed, the contractor shall provide fuel for the vehicle to perform the services.

A note shall be made and entered into the file of each vehicle indicating the date on which the monthly service will be performed the monthly Vehicle Protection Plan report shall document the date of service performed for each vehicle. The vehicles shall not be driven off the warehouse area grounds ensuring that the running time procedure is conducted in a safe manner. These procedures may be implemented by the COR any time prior to the three months period.

C.4.5 CUSTOMS ADMINISTRATION CHARGES

The contractor shall be responsible for fulfilling all Customs document requirements (e.g., T-Form, Form 136F) including validation at Customs offices.

C.4.6 HEAVY LIFTING

The contractor shall ensure that the facility for heavy lifts of loaded 20- or 40-foot Containers with a gross weight of up to 35 tons is available upon request. Heavy lift equipment shall be available within 48 hours after receiving such a request.

C.4.7 REMOVAL FROM STORAGE

C.4.7.1 PARTIAL REMOVAL

When separate boxes, vans, or crates, are to be removed from storage, while other goods from the same storage lot will remain in storage, the contractor shall provide services for the removal from storage, verification of the number of pieces, marking for advised destination, loading containers or carrier’s vehicles, and conformity with customs requirements for the release of bonded goods.

Loading shall be completed within the parameters of general Handling-Out requirements (C.4.2.4). Items to be removed shall be identified in advance by the COR, either physically at the storage facility or by reference to markings on the shipping container(s).

Rates for these services shall be biller per 100 lbs. net weight removed. The contractor shall complete such requests within 48 hours of receipt.

C.4.7.2 ACCESS & SEGREGATION

When partial removal from storage involves opening lift vans or crates for removal of specific boxes / items at the direction of the owner, the COR or an authorized representative, the services shall include opening of exterior containers, removal of contents, sorting, preparation of new inventory listing and new bingo sheet(s) of items removed and items remaining, providing new gross and net weights, building new lift vans or crates for the removed items, replacing other items in their shipping lift vans for continuing storage and remarking all lift vans. Rates for these services shall be billed per 100 lbs. net weight removed. The contractor shall complete such requests within 48 hours of receipt.

C.4.8 ELP & STOCK PROGRAMS

The contractor shall be responsible for the segregation, labeling, re-inventory and management of shipments directed by ELSO to be drawn from the ELP inventory and sent as individual shipments to the client post(s).

The contractor shall have an automated inventory system adequate for stock management with frequent turnover and dedicate personnel to become familiar with the catalog of items and requirements in picking and preparing the items for shipment. Personnel shall use the Government agency's warehouse and management system (WMS) to assist in fulfilling orders. Familiarization opportunities will be provided by the Government.

The system shall be capable of rotation of stock, First-in, First-Out and demonstrate accurate accounting through the work-in-process to be shipped.

Random spot checks of the ELP inventory may be made by the COR or ELP Program Manager at any time. The contractor shall perform a comprehensive inventory of the ELP and all stock programs annually. The contractor shall provide the necessary labor and equipment to pull random lots and physically check them for accuracy, as well as assist in reconciling any differences between WMS, any contractor inventory system, and the physical counts.

C.4.9 RE-MARKING REQUIREMENTS

Services may be required for re-marking lift vans, to include obliterating all previous markings and stenciling new ones at ELSO’s direction, and / or re-banding shipping vans for subsequent on forwarding. Specific marking requirements are specified in Section D of the solicitation / contract.

C.5 - REPORTING & RECEIVING REQUIREMENTS

GENERAL REPORTING

All reports shall be in English, including any handwritten comments.

All deliverables / reports summarized in Section F of the contract shall be sent to the email address: elso_reports@state.gov. The reports shall specify in the subject line: Name of report; date. All reports shall be in newest Microsoft Excel format.

All reports and transfer of information shall be submitted to ELSO via email or entered into ILMS, accordingly. The contractor shall deliver daily by email to elso_reports@state.gov any related documentation, source documentation and Bills of Lading in the PDF format, along with the condition report / tally sheet with actual weight and cubic measurements.

The reports shall specify in the subject line: Name of report; date. The contractor shall maintain a hard copy of these submissions and shall send a hard copy to ELSO upon request.

The contractor shall meet with ELSO Operations staff on a scheduled monthly basis to discuss issues of mutual concern regarding the services provided under this contract.

GENERAL RECEIVING

Upon completion of the inspection of the materials received, the contractor will have two (2) options for receiving USG cargo:

1. Connectivity to the Department’s Warehouse Management System (WMS) for direct entry of data into the receiving module, or;

2. The contractor may receive USG cargo in their own in-house system which must have the capability and compatibility to provide an electronic data dump to the Department’s system via EDI in a format prescribed by DoS. Data, format, and transmission requirements for this option will be provided by the COR.

All received cargo shall be entered into the DoS system within twenty-four (24) hours of receipt and the received date shall be the actual date of receipt at the contractor’s facility. All associated paperwork with receipted cargo shall be digitally scanned and attached to the receipt file in the DoS application (using option one (1) above), or digital documentation shall be sent electronically to the Despatch Office (using option two (2) above). All paper documents relating to receipted cargo shall be retained by the contractor for one (1) year after date of receipt, with subsequent disposal timeframes determined by the COR.

C.5.1 DAILY REPORTING

C.5.1.1 RECEIVING REPORT (IMPORT)

There are two (2) reports for receiving for both inbound and outbound cargo. On the ELSO format provide reporting both by shipment and daily summary (see Exhibit A for samples) – Report number, date of report, date of receipt, Contractor's assigned consignment number, incoming or outgoing carrier (ship, rail or truck, Bill of Lading number, container number, number of pieces, description (commodity), weight, cubic dimensions and measurements, marks (owner's name, purchase order number), destination, remarks (shortages, damages) and ELSO assigned file number or shipment number.

C.5.1.2 DEPARTURE REPORT (EXPORT)

List of shipments which departed the warehouse. If the CRP contactor consolidates items for one or more posts or missions into one shipment, he shall prepare the following reports for submission within 24 hours of loading. See sample ‘Departure Report.

If the items consolidated are loaded in their original cartons / boxes / crates directly into a steamship container, the CRP packing list or manifest shall contain the following information:

- a CRP packing list of manifest that lists the number of pieces which were used to consolidate the items (including the dimensions, cube, gross weights of each piece).

- the CRP receipt numbers with corresponding ELSO shipment number

- the steamship container number each lift van is loaded into, and

- the seal number on the steamship container

For shipments departing the CRP by truck, the CRP packing list or manifest shall list the same items as above, but steamship container number and seal number will be replaced by trucking company and truck license numbers.

For items being repacked into a new wooden lift van, the consolidation report shall list the CRP receipt numbers (by number and including the purchase order or requisition number, number of pieces, cube, weight and description) of items per lift van.

The consolidated receiving point (CRP) shall provide its own Personal Computer with modem and internet service used to exchange data with the ELSO office via the internet. This computer shall be able to suit the requirements for authorized user(s) to log-in to ILMS, using a hard token and credentials provided by ELSO. Initial training on ILMS will be provided for key personnel appointed to interact with ELSO. Any subsequent training shall be the responsibility of the contractor. Data entry shall be reviewed and entered into the CRP ELSO interface by Contractor personnel.

C.5.2 MONTHLY REPORTING

C.5.2.1 VEHICLE PROTECTION PLAN REPORT

The contractor shall provide a monthly report of all vehicle's status in the VPP, and the monthly date of service, as applicable.

C.5.2.2 INVENTORY RECONCILIATION REPORT

The contractor shall provide a monthly inventory (of all shipments in transit) report to ELSO on the last day of each month. The report shall be sorted by freight destination, pieces, weight, cube, and date received in the warehouse.