19GE5024R0044.pdf

SOLICITATION DOCUMENT

Logistics and Enterprise Resource Planning (ERP)

Services for Book Program U.S. Embassy Paris, France

SOLICITATION NO. 19GE5024R0044

Issued by:

U.S. Consulate General Regional Procurement Support Office Giessener Strasse 30 60435 Frankfurt am Main Germany

SBU - CONTRACTING AND ACQUISITIONS

19GE5024R0044

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

5. SOLICITATION NUMBER

19GE5024R0044

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

05/28/2024

7. FOR SOLICITATION INFORMATION

CALL:

a. NAME

Patticha Gruenbeck

b. TELEPHONE NUMBER (No collect calls)

c. EMAIL GruenbeckP@state.gov

8. OFFER DUE DATE / LOCAL

TIME

06/28/2024, 15:00

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

12. DISCOUNT TERMS

13a. THIS CONTRACT IS

RATED ORDER UNDER DPAS

(15 CFR 700)

13b. RATING

RFQ IFB X RFP

14. METHOD OF SOLICITATION

CODE15. DELIVER TO CODE OPEAQM16. ADMINISTERED BY

RPSO Frankfurt OPE/AQM/IP/RPSO Frankfurt Office of Acquisition (AQM) Frankfurt

FACILITY

CODE

CODE

Contact UEI:

Telephone No.

17a. CONTRACTOR/

OFFEROR

OPEAQMCODE18a. PAYMENT WILL BE MADE BY

AMERICAN EMBASSY PARIS

2 AVENUE GABRIEL

ATTN: FMO

PARIS, FRANCE 75008

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)

Mikel L. Alderman 31c. DATE SIGNED

05/28/2024

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

Line Item Summary

Solicitation Number:

19GE5024R0044

Contract Number: Title: FRA - Logistics & ERP Services Date of Solicitation:

05/24/2024

Line Item No.

Description Quantity Unit Unit Price Total Cost

001 BASE YEAR:

CLINs 0001-0009 Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 YR

002 FIRST OPTION YEAR:

CLINs 1001-1009 Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 YR

003 SECOND OPTION YEAR:

CLINs 2001-2009 Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 YR

004 THIRD OPTION YEAR:

CLINs 3001-3009 Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 YR

005 FOURTH OPTION YEAR:

CLINs 4001-4009 Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 YR

TABLE OF CONTENTS

Section I - The Schedule

• SF 1449 Cover Sheet

• Continuation to SF-1449, RFP Number 19GE5024R0044, Prices, Block 23

• Continuation to SF-1449, RFP Number 19GE5024R0044, Schedule of Supplies/Services, Block 20 Description/

Specifications/Work Statement

• Attachment 1: W-14 Forms

• Attachment 2: W-14 Instructions

• Attachment 3: Information Regarding Contractor’s Recruitment of Third Country Nationals (TCNs)

• Attachment 4: Price Proposal Breakdown

Section II - Contract Clauses

• Contract Clauses

• Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12

Section III - Solicitation Provisions

• Solicitation Provisions

• Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in Part 12

Section IV - Evaluation Factors

• Evaluation Factors

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

Section V - Representations and Certifications

• Offeror Representations and Certifications

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

SECTION I - THE SCHEDULE

CONTINUATION TO SF-1449

RFP NUMBER 19GE5024R0044

PRICES, BLOCK 23

A. GENERAL

A.1 The purpose of this firm fixed price Indefinite-Delivery Indefinite-Quantity (IDIQ) contract is to provide logistics (warehouse handling, packaging and shipping) and Enterprise Resource Planning (ERP) services for the shipping and management of two

(2) book programs run by the Africa Regional Services (ARS) section of the U.S. Embassy Paris, France, in accordance with the Statement of Work.

A.2 This is an IDIQ type of contract against which task orders may be placed. The quantities set forth in the pricing section are estimates for evaluation purposes only; the Government does not guarantee that such quantities will be ordered. The contract will be for a one-year period from the date of the contract award, with four (4) one-year options.

A.3 The Firm-Fixed Price shall include all materials, equipment, labor, overhead, profit, general liability insurance, and transportation necessary to deliver the required services. No additional sums will be payable on account of any escalation in the cost of materials, equipment, transportation, general liability insurance or labor, or because of the Contractor's failure to properly estimate or accurately predict the cost, or difficulty in achieving the results required by this contract. The contract price will not be adjusted because of fluctuations in currency exchange rates. Changes in the contract price, or time to complete, will be made only for changes made by the Government in the work to be performed, or by delays caused by the Government. Any costs not priced will be considered to be included in the overhead and other indirect costs.

A.4 The general liability policy required of the Contractor shall name “the United States of America” as additional insured. The general liability insurance shall be as required by law or as ordinarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims. The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to Government’s property in Contractor’s custody, any property of the Contractor, its officers, agents, servants, and employees, or any other person, arising from, and incident to, the Contractor's performance of the work detailed herein. The Contractor shall hold harmless and indemnify the Government from any and all claims arising therefrom, except in the instance of gross negligence on the part of the Government. The Contractor shall submit evidence of general liability insurance within 10 calendar days after award.

A.5 Minimum and Maximum Amounts: During life of this contract, the Government shall place orders totaling a minimum of $5,000.00 or local currency equivalent. This reflects the contract minimum for this period of performance. The amount of all orders shall not exceed $4,500,000.00 or local currency equivalent, which reflects the contract maximum.

A.6 Acquisition Method: This is a commercial acquisition as defined in Federal Acquisition Regulation (FAR) 2.101, Definitions, and as describe in FAR part 12, Acquisition of Commercial Products and Commercial Services. Pursuant to FAR 12.102(b), the policies in FAR part 12 are used in conjunction with the policies and procedures for solicitation, evaluation and award prescribed in FAR part 13, Simplified Acquisition Procedures.

B. PRICING

BASE YEAR

A B C D E F CLIN Description Unit Estimate Quantity* Firm-Fixed Unit

Price Amount [D x E]

0001 Supply of French Books under BIF Program

EA 15,000

0002 Supply of Portuguese Books under BIP Program

EA 1,000

0003 Warehouse Handling and Storage of ARS-furnished NH Books, Promotional Items, and BIF/BIP Books

Month 12

0004 Packaging of All Books and Promotional Items

EA 315,000

0005 Shipping of All Books and Promotional Items**

Lot 1

0006 Record Keeping Services (Includes Reports on Sales, Stock Levels and all Development Costs)

Month 12

0007 Four-Day Consultation Services

Service 1

0008 20% Value Added Tax (VAT)

Lot 1

0009 Defense Base Act (DBA) Insurance, if applicable (See Section B.3(c))

Lot 1

Total Firm Fixed-Price (CLINs 0001-0009)

FIRST OPTION YEAR

A B C D E F CLIN Description Unit Estimate Quantity* Firm-Fixed Unit

Price Amount [D x E]

1001 Supply of French Books under BIF Program

EA 15,000

1002 Supply of Portuguese Books under BIP Program

EA 1,000

1003 Warehouse Handling and Storage of ARS-furnished NH Books, Promotional Items, and BIF/BIP Books

Month 12

1004 Packaging of All Books and Promotional Items

EA 315,000

1005 Shipping of All Books and Promotional Items**

Lot 1

1006 Record Keeping Services (Includes Reports on Sales, Stock Levels and all Development Costs)

Month 12

1007 Four-Day Consultation Services

Service 1

1008 20% Value Added Tax (VAT)

Lot 1

1009 Defense Base Act (DBA) Insurance, if applicable (See Section B.3(c))

Lot 1

Total Firm Fixed-Price (CLINs 1001-1009)

SECOND OPTION YEAR

A B C D E F CLIN Description Unit Estimate Quantity* Firm-Fixed Unit

Price Amount [D x E]

2001 Supply of French Books under BIF Program

EA 15,000

2002 Supply of Portuguese Books under BIP Program

EA 1,000

2003 Warehouse Handling and Storage of ARS-furnished NH Books, Promotional Items, and BIF/BIP Books

Month 12

2004 Packaging of All Books and Promotional Items

EA 315,000

2005 Shipping of All Books and Promotional Items**

Lot 1

2006 Record Keeping Services (Includes Reports on Sales, Stock Levels and all Development Costs)

Month 12

2007 Four-Day Consultation Services

Service 1

2008 20% Value Added Tax (VAT)

Lot 1

2009 Defense Base Act (DBA) Insurance, if applicable (See Section B.3(c))

Lot 1

Total Firm Fixed-Price (CLINs 2001-2009)

THIRD OPTION YEAR

A B C D E F CLIN Description Unit Estimate Quantity* Firm-Fixed Unit

Price Amount [D x E]

3001 Supply of French Books under BIF Program

EA 15,000

3002 Supply of Portuguese Books under BIP Program

EA 1,000

3003 Warehouse Handling and Storage of ARS-furnished NH Books, Promotional Items, and BIF/BIP Books

Month 12

3004 Packaging of All Books and Promotional Items

EA 315,000

3005 Shipping of All Books and Promotional Items**

Lot 1

3006 Record Keeping Services (Includes Reports on Sales, Stock Levels and all Development Costs)

Month 12

3007 Four-Day Consultation Services

Service 1

3008 20% Value Added Tax (VAT)

Lot 1

3009 Defense Base Act (DBA) Insurance, if applicable (See Section B.3(c))

Lot 1

Total Firm Fixed-Price (CLINs 3001-3009)

FOURTH OPTION YEAR

A B C D E F CLIN Description Unit Estimate Quantity* Firm-Fixed Unit

Price Amount [D x E]

4001 Supply of French Books under BIF Program

EA 15,000

4002 Supply of Portuguese Books under BIP Program

EA 1,000

4003 Warehouse Handling and Storage of ARS-furnished NH Books, Promotional Items, and BIF/BIP Books

Month 12

4004 Packaging of All Books and Promotional Items

EA 315,000

4005 Shipping of All Books and Promotional Items**

Lot 1

4006 Record Keeping Services (Includes Reports on Sales, Stock Levels and all Development Costs)

Month 12

4007 Four-Day Consultation Services

Service 1

4008 20% Value Added Tax (VAT)

Lot 1

4009 Defense Base Act (DBA) Insurance, if applicable (See Section B.3(c))

Lot 1

Total Firm Fixed-Price (CLINs 4001-4009)

*Estimated quantity for evaluation purposes only. Actual number may be lower or higher than the estimates in the solicitation/ contract.

** The offeror shall use “250,000.00 USD or equivalent” as a plug number for the packaging costs of all book and promotional items the pricing table for the base year and each option year.

STATE CURRENCY: __________________________________

TOTAL CONTRACT PRICE

Total Base Year Total First Option Year Total Second Option Year Total Second Option Year Total Second Option Year Grand Total

B.2 VALUE ADDED TAX (VAT)

If applicable, the Contractor shall be responsible for paying to the appropriate authority the applicable rate of Value Added Tax (VAT). Offerors shall identify the VAT as a separate line item. VAT shall also be a separate cost item on all invoices submitted against task orders under the resulting contract. The Contractor will be reimbursed for VAT only up to the amount listed in each task order and upon presentation of proof that VAT has been paid to the host country government. If the Contractor receives a VAT refund from the host government, he shall repay the refund amount to the U.S. Government.

B.3 DEFENSE BASE ACT (DBA) INSURANCE

(a) The Department of Labor has waived the DBA insurance for the countries in paragraph (b) of this subsection. United States citizens or residents and individuals hired in the United States, regardless of citizenship shall be required to obtain DBA insurance.

Evidence of DBA insurance shall be submitted within 15 days of award. The DBA Insurance shall be obtained from any U.S.

Department of Labor (DOL) authorized DBA insurance broker. A list of DOL-authorized insurance brokers is available at the following address: http://www.dol.gov/owcp/dlhwc/lscarrier.htm. DBA insurance cost will be evaluated as part of the total evaluated firm fixed price and included in the firm fixed price of the task order. The Contractor shall be reimbursed for the cost of DBA insurance only upon providing proof of payment.

(b) The DoL has waived DBA insurance for the following countries of performance under this contract: https://www.dol.gov/owcp/ dlhwc/dbawaivers/dbawaivers.htm:

(c) France 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 for U.S. citizens and individuals hired in the United States (regardless of citizenship) performing under this contract is required.

(d) 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 CLINs 0009, 1009, 2009, 3009 and 4009.

B.4 JAMES ZADROGA 9/11 VICTIMS HEALTH AND COMPENSATION ACT OF 2010 NOTICE

Unless a waiver or exception applies, payments subsequent to this procurement are subject to an excise tax of 2% pursuant to 26 U.S.C. 5000C.

CONTINUATION TO SF-1449,

RFP NUMBER 19GE5024R0044

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C. STATEMENT OF WORK

C.1 INTRODUCTION

The Contractor shall provide logistics services and an Enterprise Resource Planning (ERP) for shipping and managing ARS’s two

(2) book programs, Nouveaux Horizons (NH) and Books in French/Books in Portuguese (BIF/BIP). Services under this contract is a specialized function. The Contractor must be a licensed distributor of books in France and shall have offices and a warehouse in France.

The Contractor shall be responsible for the custody of all materials received for incorporation into the project, including Government furnished materials, upon delivery to the Contractor or to any person for whom it is responsible, including subcontractors.

C.2 NOUVEAUX HORIZONS (NH) BOOK PUBLISHING PROGRAM

Nouveaux Horizons publishes books by American authors in French, sells them to booksellers throughout francophone Africa, the Maghreb, and Haiti, and distributes copies to U.S. embassies in francophone Africa. Nouveaux Horizons publishes about 25 new titles each year targeted to adults and to youth. Adult titles include professional and personal development titles, and about 10 textbooks (not to be increased), NH therefore operates two catalogs: a general catalog and a youth catalog totaling approximately 215 titles. NH total available stock is approximately 225,000 books. NH also provides promotional materials as well as e-books and audio books (not for sale). The Nouveaux Horizons Program consists of:

A. Commercial sales to bookstores in francophone Sub-Saharan Africa, the Maghreb, and Haiti involving:

• Book orders all along the year, from 100 to 10,000 copies and more. Shipment to approximately 70 professional bookstores in 36 destinations (cities) in Sub-Saharan Africa, the Maghreb, and Haiti.

• 160,000 books were shipped commercially in 2023.

B. Distribution to U.S. embassies in francophone Sub-Saharan Africa, the Maghreb, and Haiti involving:

• Book orders all along the year, with peak orders twice a year. 27 recipient missions in Sub-Saharan Africa, the Maghreb, and Haiti.

• 20,000 books shipped in 2023.

C. Occasional shipments to ARS office and to individuals based in France, Europe, and in the U.S

C.2.1 CONTRACTOR REQUIREMENTS FOR LOGISTICS SERVICES

The logistics services that the contractor must provide include the following:

(A) Warehouse Space:

Provide storage space for about 223 000 books representing about 215 titles and about 15 promotional items representing approximately 5,500 units.

(B) Storage Area Requirements:

All temporary or permanent storage provided, either for storage or preparing book order, shall be inside buildings and areas that are acceptable and approved by ARS. In areas assigned for preparation and storage of the goods the Contractor shall prevent pilferage or damage by sunlight, water, or fire. ARS goods shall be stored in areas that are dry, well ventilated, clean, and free from dust, insects, and rodents, have adequate fire protection, and are easily accessible for daily operations.

(C) Incoming Shipments:

• Incoming books and promotional items represent around 135,000 units annually.

• Receive incoming shipments of NH books and promotional items from various suppliers.

• Provide quality control of the goods received and send delivery forms (“bons de livraison”) to NH. The Contractor shall notify ARS immediately if any incoming shipment is received in damaged condition.

• Ensure the stock is updated accordingly in the ERP within 48 hours of delivery.

(D) Receiving, Preparing, and Shipping Book Orders:

• The Contractor shall receive and follow ordering instructions from NH.

• The Contractor shall prepare NH orders within fine (5) business days.

• The Contractor shall issue packing lists (“listes de colisage”) for all orders and provide all appropriate documentation related to shipping through the ERP or a customer portal. Deadline: upon preparation of the orders.

• Shipping of goods: this item is discussed in detail in section C.4.

(E) Inventory:

The Contractor shall schedule and perform stock counts of books twice a year and stock counts of promotional items once a year on storage location.

C.3 BIF/BIP BOOK PROGRAM

Through the BIF/BIP program, ARS distributes French and Portuguese books by American authors to American embassies in francophone and Lusophone Africa, the Maghreb, and Haiti.

Within the BIF/BIP program, ARS’s mission is the following:

• Regular shipment of identical batches of books to embassies.

• Shipment on demand from embassies of specific books.

• Shipping of about 12,000 books per year.

• An average of 240 shipments per year.

• Shipping to 27 recipients in Africa and Haiti.

C.3.1 CONTRACTOR REQUIREMENTS

In order to fulfill BIF/BIP program objectives, the Contractor must be able to perform the following logistics operations:

• Make available catalogs and bibliographic research tools.

• Order books as instructed by ARS from the range of French and Portuguese publishers. The Contractor shall purchase and provide the books at a discounted rate below the normal publisher retail cost.

• Process orders received from ARS within 48 hours.

• Receive ordering instructions on BIF/BIP from ARS.

• Check and store books on a short-term basis.

• Transmit information to ARS relating to order tracking.

• Prepare baskets with estimated amounts, quotes, and orders.

• Issue packing lists and other necessary documents. Once books received, ship orders to posts within five (5) days.

C.4 SHIPPING AND DELIVERY OF BOOKS

The Contractor shall ship all books and promotional items related to the NH and BIF/BIP programs to about 27 countries in Francophone and Lusophone Africa, the Maghreb, and Haiti, and occasionally to France, Europe, and the United States.

C.4.1 GENERAL REQUIREMENTS

1. The Contractor shall provide all necessary packing and crating material required by this specification and standard industry practice The Contractor agrees to provide complete services for surveying, packing, crating, palletizing, weighing, and marking of shipments of books and promotional items.

2. Each package must contain a packing list.

3. Labeling: The Contractor shall mark all boxes to assist in location and identification of the book orders by affixing to the front of each pallet or box a printed sign about 24 centimeters by 15 centimeters in size, with the following information:

• Recipient: U.S. Embassy [insert name of Post]/Bookstore’s name

• Point of Contact (POC)

• Address

• ARS Reference Number

4. When a shipment is delivered to an incorrect address due to incorrect marking by the Contractor, the shipment shall be forwarded with the least possible delay to the correct location by a mode of transportation selected by the COR.

The Contractor shall be held liable for all additional costs incurred by the Government due to incorrect marking by the Contractor, including charges for repacking and rerouting.

5. The Contractor shall provide export packing and related services using the best commercial practices, meaning at the least weight and smallest cubic measurement, and at the lowest available fare in accordance with ARS policy and quality standards.

6. The shipments made by the Contractor shall be made at the lowest available cost that complies with assurance of transportation to destinations without damage or delay.

7. The Contractor shall prepare book orders within five (5) business days (Monday to Friday) of the request.

8. The Contractor shall optimize storage to reduce the number of articles moved, and distance and minimize picking movements. The Contractor shall regroup multiple orders for the same destination or recipients and consolidate at the picking zone.

9. The preparation and shipment of books for time-sensitive events such as but not limited to book fairs or embassies’ programs, shall be the Contractor’s highest priority. Delivery should happen at least 5 days before the start-date of the program or event.

These special requests will be made by ARS well ahead of time and shall create no liability on the part of the Government for overtime or other charges to be paid to the Contractor’s employees. When the Contractor’s fail to exercise reasonable diligence, the Contractor shall assume full responsibility for delays, including payment of penalty fees.

C.4.2 SPECIFIC REQUIREMENTS RELATED TO NH COMMERCIAL SALES

1. On request, the Contractor shall provide NH with quotes for transportation from the Contractor’s place to ports and airports located in France and other Europe-based destinations.

2. On request, the Contractor shall provide quotes from the Contractor’s place to destinations in francophone Africa and Haiti.

3. The Contractor shall ship the books and promotional items via road freight to bookstores carriers in France and Belgium.

4. The Contractor shall provide NH the slip note (“bon émargé) from the bookstores carriers based in France and Belgium.

C.4.3 SPECIFIC REQUIREMENTS RELATED TO NH AND BIF/BIP SHIPPING TO EMBASSIES

1. Ship the books via airfreight or sea-freight to 27 countries (non-exhaustive list) at the lowest available cost that complies with assurance of transportation to destinations without damage or delay. Final selection of shipment rests with the COR.

2. Provide quotes using various means of transportation: package, air freight, and sea freight (“modes de transports variables:

colis, groupage aérien, groupage maritime”). Final selection of shipment rests with the COR.

3. Provide the Air Waybill (AWB) and appropriate documents in advance for any shipments to U.S. Embassies in order to proceed with customs clearance process.

4. Consolidate orders of BIF and NH books each time possible, unless ARS advises otherwise.

C.5 INSURANCE

1. 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 accepts full responsibility for any and all losses and/or damage of ARS goods, from the time such goods are received into the hands of the Contractor until it is released into the custody of U.S. embassies as evidenced by a signed receipt.

2. A parcel is considered as lost, if not delivered within three (3) months after date of shipment. ARS would be able to claim damages for any lost shipment.

C.6 STAFF REQUIREMENTS

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 effectively.

1. The Contractor shall provide staff necessary to ensure the highest quality of service.

2. Staff employed to perform services under this contract shall be experienced and competent in the performance of such services.

3. The Contractor’s logistics and ERP teams shall both have a Manager. The Manager supervises the workforce and serves as Liaison with the Government COR.

4. For Logistics: The Contractor shall assign to this contract the following key persons to the identified position/function:

Position/Function Name* Manager

*To be completed at time of award.

5. For the ERP: The Contractor shall assign to this contract the following key person to the identified position/function:

Position/Function Name* Manager

*To be completed at time of award.

6. The Contractor shall provide qualified substitute personnel for absent employees, when service levels are negatively impacted, as determined by the Government.

7. The Contractor shall provide whatever other staff is necessary to comply with the requirements of this contract.

8. Employment and staffing difficulties shall not be justification for failure to meet established schedules.

C.7 COMMUNICATIONS REQUIREMENTS

1. The Contractor shall provide a customer portal through the ERP where ARS staff can track the status of book orders and delivery status in real time.

2. Contract performance may require contractor staff to attend virtual meetings with ARS staff when needed.

3. The Contractor shall provide logistics support compatible with ARS standard workday: Monday through Friday, 8:30 through 17:30.

4. The Contractor shall provide technical support for the ERP compatible with ARS standard workday: Monday through Friday, 8:30 through 17:30.

5. The Contractor must return ARS’s phone calls within two (2) hours. The Contractor must respond to e-mail requests within one (1) business day.

6. The Contractor shall provide four (4) days of consultation per year at ARS office located in Paris.

7. In the event of external emergencies (such as natural disasters, political disruptions, etc.), the Contractor shall maintain communications and provide alternate solutions to support ARS under this contract.

C.8 PROVISION OF AN ARS DEDICATED ERP-ENTERPRISE RESOURCE PLANNING

C.8.1 GENERAL REQUIREMENTS

The Contractor shall provide an ERP that allows ARS to manage both the NH and BIF/BIP programs to the full range of their operations. The Contractor must be able to perform the following operations:

1. Design or provide an ARS ERP as described below.

2. Separate NH and BIF/BIP functionalities: the NH part of the ERP should contain only NH books and promotional items;

the BIF/BIP part should contain only its related catalog. NH users should have a “read only” access to BIF/BIP catalog, and BIF/BIP users should have a “read only” access to NH catalogs.

3. Integrate ARS ERP to the Contractor’s own database or create a connection between the two so that all operations related to ARS appear on the ERP and ARS has a single place to work from.

4. Provide hotline support for the use of the ERP.

5. Maintain and provide improvements for the ERP. The Contractor shall be able to provide additional developments to the ERP as needed by ARS that are not already listed in the SOW. These additional developments shall not be included in the maintenance prices and the contractor shall provide separate quotes which will become the subject of a separate purchase order if approved by ARS. No additional developments will be provided except following the receipt of a separate purchase order.

6. Provide at no cost minor corrections/improvements that do not involve new developments.

7. During the performance of this contract and beyond, the Contractor undertakes to keep confidential all information related to the activity of Africa Regional Services (ARS) that has been brought to its attention.

8. All the data content necessary for the creation of the ARS ERP and provided under this contract remain the property of Africa Regional Services.

C.8.2 REQUIREMENTS FOR THE ERP

The ERP shall include:

1. A hosted web server where the ERP is set up and only require internet access and a web browser (the ERP can be used anywhere and anytime without requiring client workstation configuration).

2. User profiles and access rights management to ensure only authorized users can access information to which they are entitled.

3. Regular NH and BIF/BIP users of the ERP should be given full administrative rights.

C.8.3 DOMAIN AND SSL CERTIFICATE

The ERP shall be reached at a web address URL. The Contractor shall encrypt communications between users and the web server by setting up an SSL certificate delivered by a certificate authority and accessed via an https://. The purchase of the SSL certificate shall be part of the hosting services of the Contractor.

C.8.4 FUNCTIONALITIES

The ERP shall include functionalities for NH and BIF/BIP that cover a wide range of requirements, broken down per program and modules as explained in A. and B. below:

A. NOUVEAUX HORIZONS BOOK PUBLISHING PROGRAM: 4 MODULES

MODULE NH 1: Editorial And Production - Books, Promotional Items, Vendors, and Lists

• Each book and promotional item include general information and specific information linked to a given print-run or purchase.

• Each print run (for the print book) and each purchase (for the digital book and the promotional items) has an attached financial sheet that includes each step of the production costs.

• Allow throughout the module the possibility for NH users to add, edit, archive, and delete as needed.

Module NH 1.1: Requirements for the Creation of a Database of Books - Including Print Books, E-Books and Audio Books:

• The print book is the master document.

• Allow NH users to create an e-book and/or audio book version from the master document.

• Make it visible on the print book master document whether e-book and audio book versions exist.

• Home page for print books, e-books and audio books should display:

• Titles by alphabetical orders of authors’ names, 100 entries per page.

• “Active titles” only should be on display: titles no longer in print or no longer available in digital versions should be archived.

• Display should include the following columns:

• A tab showing whether the title is available or not available (for example a not yet released title)

• ISBN

• Stock available and physical stock

• Author’s name

• Title in French

• Title in English

• Format (book, e-book or audio book)

• French publisher

• U.S. Publisher

• Series

• On the home page: Create multi-criteria searches (per catalog, per format, per vendor, per series, per NH price, per co-publisher's price, per number of pages, etc.)

• Create an alert when the stock for any given book is down to 300 copies.

Module NH 1.1.a: Print Book (Master Document)

General Information:

• ISBN/EAN

• Format (book, e-book, audio book)

• Include windows to create the e-book and the audio book

• Main author

• Co-authors

• Illustrator

• Age FR

• Age US

• Title FR

• Sub-title FR

• Title US

• Sub-title US

• Agent

• Publisher FR

• Publisher US

• Co-Publisher

• Translator

• Revisor

• Theme

• Sub-theme

• Date of first publication by NH

• Date of publication US

• Distributor

• Binding (paperback, hardcover)

• Language (French, English, Bilingual)

• Publisher’s Contract in PDF or Word document

• General Catalog

• Youth Catalog

• General - Categories

• General - Textbook

• Youth - Categories

• Youth - Series

• Youth - Album

• Summary of the book in French

• Summary of the book in English

• Book cover jpg high resolution format

Specific Information Related to Print-Run:

• Print-run number (first printrun, second printrun, etc.)

• Quantity

• Rights quantity

• Weight

• Format

• Pages

• Cover color

• Inside color

• Date of publication

• Fiscal year

• NH selling price

• NH price for embassies

• Co-publisher's selling price (in Euros and in Dollars)

• Allow possibility for NH users to include Print estimate in PDF or Word format

• For each print run: include financial data representing all production costs (rights, translation, book purchase, editing, printing, and more.). These costs will then automatically appear in the debit budgets (see Module NH 3 below).

Module NH 1.1.b: E-Book

• Follow same architecture than for the print book.

• Relevant information from the master document will automatically appear (author, illustrator, summaries, and book cover, and more).

• Other information related to e-book only will be included (ISBN/EAN, Source of rights, and more.) Allow possibility to go back from the e-book page to the print book (master document).

• Include information related to purchase (1st purchase, 2d purchase, etc.)

• Attach to each purchase financial data representing each step of the production costs (rights, vendor, production, and more). These costs will then automatically appear in the debit budget (see Module NH3 below).

• Take into account that e-books are not for sale.

Module NH 1.1.c: Audio Book

• Follow same architecture than for the print book.

• Relevant information from the master document will automatically appear (author, illustrator, summaries and book cover, and more).

• Allow possibility to go back from the audio book page to the print book (master document).

• Include information related to purchase (1st purchase, 2d purchase, etc.)

• Attach to each purchase financial data representing production costs (rights, vendor, production, and more.) These costs will then automatically appear in the debit budget (see Module NH3 below)

• Take into account that audio books are not for sale.

Module NH 1.2: Requirements for the Creation of a Database and Functionalities of Promotional Items

• Promotional items include such products as pens, notebooks, t-shirts, caps, book displays, etc.

• Create a home page for promotional items which should display:

• List of items by alphabetical order

• Stock available + physical stock

• Vendor

• And more

• Each item should follow the same architecture than books: general information + information linked to purchases + production costs.

• Allow the possibility to include a visual.

• Attach to each purchase production costs that will automatically appear in the debit budget (see Module NH3).

• Promotional items are not for sale. They are included in commercial and embassies’ book orders. But each item must have a value for customs.

• Create an alert when the stock for any given item is down to 100 units.

Module NH 1.3: Requirements for the Creation of a Database for the Range of Vendors

• Create a database for vendors linked to book production including: Rights agency, US publisher, French publisher, Author, Translator, Printer, Manufacturers of e-books, audio books, promotional items, etc.

• The database should include address, email, phone number, points of contacts, and more.

• Allow the users to leave blank non crucial information, according to users’ needs.

• Allow the users to add, edit, archive, and delete as needed.

Module NH 1.4: Requirements for the Creation of Thematic Lists

• Allow users to create and print thematic lists as needed with colored book cover visuals.

• Allow users to create and print lists per format (print book, or e-book or audio book), per catalog (general or youth), and more.

• Allow users to create lists combining the three (3) available formats for each title (print, e-book and audio book) with book summaries in French and English, book cover visual and relevant pictogram for each format.

• Allow the possibility to select whole series and categories as opposed to selecting each book within a series; and allow choice of format (print, e-book or audio book).

• Allow lists to be integrated as a book order into the ERP.

MODULE NH 2: Commercial Bookstores + Embassies’ Operations

• Allow throughout the module the possibility for NH users to add, edit, archive, and delete.

• Allow users to leave blank non-obligatory fields.

Module NH 2.1: Managing Bookstores’ Orders

• Create a database including accounts for bookstores with name, address, telephone, website, discount rate, and more. Note that users should be able to change the discount rate.

• Create a book order form for the general catalog and for the youth catalog based on available stock of print books, including the following information:

• ISBN

• Author’s name

• French title

• French publisher

• Weight

• Year of NH publication

• NH selling price

• And more

• Create the means to automatically integrate the form once filled by the bookstore and approved by NH into the ERP, without NH having to type the order manually. Integrated form becomes a pro-forma invoice.

• Create a system for NH to send the approved commercial order to the Contractor for preparation through the ERP.

• Once prepared, the Contractor sends back to NH the appropriate information including total quantities, boxes, weight, and more.

• NH will then be able to create the final invoice, including shipping fees, insurance, etc. And send it to the bookstore; or

• The Contractor creates and sends to NH the final invoice, complete with shipping fees and insurance.

Module NH 2.2: Managing Embassies’ Orders

• Create a database and accounts for embassies including name, address, country, etc.

• Consider that books shipped to embassies are currently not sold, but free to embassies.

• Create a book order form for the general catalog and for the youth catalog based on available stock of print books, including the following information:

• ISBN

• Author’s name

• French title

• English title

• Year of NH publication

• NH price for embassies (optional)

• NH selling price (optional)

• Co-publisher's selling price (optional)

• Stock available (optional)

• Create the means to automatically integrate the form once filled by the embassy and approved by NH into the ERP, without NH having to type the order manually.

• Create a system for NH to send the approved embassy’s order to contractor for preparation.

• Create final invoice for embassies, complete with information after preparation such as total quantities, weight, etc.

• Create the possibility to use thematic lists as book orders.

• Allow an existing order to be replicated in the ERP.

MODULE NH 3: Budget, Accounting, Finance

Module NH 3.1: Budget

• Create two (2) budgets: budget 1372 (regular budget) + budget 1380 (recycling budget), debit + credit.

• Budgets must be in U.S. dollars and in euros, with exchange rates going both ways (from dollars to euros and euros to dollars.)

• Allow users to enter manually the Paris embassy’s exchange rate.

• The two (2) budgets should run for the length of the fiscal year (from October 1st to September 30th of the following year).

• Budget 1372, Credit: allow users to enter the amounts. Allow negative amounts (as budget can be increased or decreased).

• Budget 1380, Credit: Booksellers’ paid invoices should automatically appear in the credit page of budget 1380 (recycling).

• Budget 1380, credit page: Allow possibility for NH to enter directly amounts received from other sources than bookstores.

Module NH 3.2: Tracking Production Costs

Production costs captured in the financial information attached to print-run/purchase of books and promotional items as defined in Module 1 should appear automatically in debit of the budget selected by NH.

Module NH 3.3: Tracking Bookstores’ Payments

• Bookstores’ invoice payments must be automatically credited to NH budget 1380 (recycling). Information should include:

• Bookstore’s name

• Date of payment

• Proforma invoice number

• Invoice number

• Amount in euros

• Amount in dollars

• Exchange rate (to be entered manually by NH)

• Proforma: allow possibility to include payment (for upfront payments).

• Method of payment (bank transfer, cash, etc.) Reminder dates (five (5) dates).

• And more.

• Allow possibility for NH users to search and print:

• Global amount due from bookstores for a determined period (for a month, a quarter, a year, etc.)

• Global amount of late payments for a determined period.

• Global amount due + late for a determined period.

• Amount per bookstore, for due payments and late payments for determined periods.

• Sort out by ascending/descending due dates.

MODULE NH 4: Stocks and Statistics

• The sorting out order for stock and statistics requests should always be numbered to spot easily the 10 best-selling titles, bookstores, countries, etc.

• The sorting out for book stock, promotional items, sales to bookstores and shipments to embassies should be allowed:

• By alphabetical order of authors (for books) or item names (for promotional items).

• By ascending/descending order of quantities.

Module NH 4.1: Stock of Books and Promotional Items

• Create a status of book stock.

• Sort out by alphabetical order of authors or by ascending/descending order of quantities.

• Create a status of promotional items (no statistics).

Module NH 4.2: Create Statistics for Sales to Bookstores

• Statistics of books sold per country.

• Statistics of books sold per title.

• Statistics of books sold per bookstore.

• Statistics on books sold for one specific title.

Module NH 4.3: Create Statistics for Book Shipments to Embassies

• Statistics of books shipped per country.

• Statistics of books shipped per title.

Module NH 4.4: Create Global Statistics Bookstores + Embassies

• Global statistics per country.

• Global statistics per title.

• Global statistics per fiscal year

B. BIF/BIP PROGRAM: 3 MODULES

MODULE BIF/BIP 1:

Creation of an ERP for “books” for BIF/BIP to include the following information:

• Author’s name

• Title + sub-title in French

• Title + sub-title in English

• Title + sub-title in Portuguese

• ISBN/EAN

• French Publisher

• Portuguese Publisher

• Date of publication for BIF and BIP

• Publisher’s price in Euros and in Dollars

• Language: French, English, Portuguese, bilingual

• Summary of the book in French

• Summary of the book in English

• Themes

• Sub-themes

• Color cover

• Name/number of the list “BIF/BIP” to which the book will be attached.

MODULE BIF/BIP 2:

The ERP shall include the following functionalities:

• Creation and modification of data into the ERP by ARS.

• Production and printing of thematic lists with book color visuals.

• Consultation, multi-criteria searches, sorting out by columns, and display filters.

• Automatic data enrichment taken from the FEL (Fichier Exhaustif du Livre), shopping carts or other resources: when a book is added to the database, a query shall be sent to the FEL, shopping carts or other resources to pre-fill the following fields of the database:

• Title, author, date of publication, French or Portuguese publishers, collection, number of pages, ISBN, EAN, text of presentation by the publisher, front cover, price in euros VAT included.

MODULE BIF/BIP 3: U.S. Embassies Operations for BIF/BIP

• Management of U.S. Embassies and related non-commercial orders to include:

• Creation of embassies’ accounts.

• Creation and tracking of orders and invoices.

• Approval procedures to process orders, keeping track of shipping flow and deliveries.

• Provide statistics on book distribution to embassies per themes, lists, dates, and embassies.

C.9 PROPERTY AND DISCLOSURE OF INFORMATION

• The ERP will hold data that could be sensitive or confidential such as solvency of bookstores and some ARS budget details and the Contractor shall provide specific care to keep this information secure.

• The ARS ERP shall be kept strictly separated from other clients’ ERPs or databases.

• Any information made available to the Contractor by the U.S. Government shall be used only for the purpose of carrying out the provisions of this contract and shall not be divulged or made known in any manner to any person except as may be necessary in the performance of the contract.

• During the performance of this contract and beyond, the Contractor undertakes to keep confidential all information related to the activity of Africa Regional Services (ARS) that has been brought to its attention.

• All the data content necessary for the creation of the ARS ERP and provided under this contract remain the property of Africa Regional Services and of the U.S. Government.

C.10 DEFINITIONS

ARS

BIF

BIP

CLIN

Africa Regional Services Books in French Books in Portuguese Contract Line Item Number

CO

COR

CMR

Contracting Officer Contracting Officer’s Representative Chief of Mission Residence

DBA

DCMR

DOSAR

ERP

FAR

FMO

GOVERNMENT

NH

QTY

SOW

Defense Base Act Deputy Chief of Mission Residence Department of State Acquisition Regulation Enterprise Resource Planning Federal Acquisition Regulation Finance Management Office The Government of the United States, unless otherwise indicated Nouveaux Horizons Quantity Statement of Work

VAT Value Added Tax

D. CONTRACT ADMINISTATIVE REQUIREMENTS AND PROCEDURES

D.1 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to monitor quality to ensure that contract standards are achieved.

Performance Objective Performance Threshold Services:

Performs all Logistics and Enterprise Resource Planning (ERP) Services set forth in the scope of work.

All required services are performed and no more than two (2) customer complaints are received per month.

1. SURVEILLANCE:

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

2. STANDARD:

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

3. PROCEDURES:

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

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

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

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

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

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

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

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

D.2 RESERVED

D.3 LAWS AND REGULATIONS

Without additional expense to the Government, the Contractor shall comply with all laws, codes, ordinances, and regulations required to perform this work. If there is a conflict between the contract and requirements of local law, the Contractor shall promptly advise the Contracting Officer of the conflict and of the Contractor's proposed course of action for resolution by the Contracting Officer.

The Contractor shall comply with all local labor laws, regulations, customs and practices pertaining to labor, safety, and similar matters, unless they are inconsistent with the requirements of this contract.

D.4 INVOICES, REVIEW AND PAYMENT

The Contractor shall submit monthly invoices to the Contracting Officer Representative and the designated billing office at:

ParisFMCDBO1@state.gov.

A proper invoice must include the following information:

• Contractor’s name and bank account information for payments by Electric Funds Transfer (EFT).

• Invoice date and number.

• Contract number and line item number.

• A summary showing a listing of each member with total monthly price the currency the contract has been issued in.