19MX5325R0002-RFP.pdf

RFP 19MX5325R0002 for Packing and Moving Services

TABLE OF CONTENTS

Section 1 - The Schedule

• SF 1449 cover sheet

• Continuation to SF-1449, RFP Number 19MX5325R0002, Prices, Block

• Continuation to SF-1449, RFP Number 19MX5325R0002, Schedule of Supplies/Services, Block 20 Description/Specifications/Work Statement

• Attachments

Section 2 - Contract Clauses

• Contract Clauses

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

Section 3 - Solicitation Provisions

• Solicitation Provisions

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

Section 4 - Evaluation Factors

• Evaluation Factors

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

Section 5 - Representations and Certifications

• Offeror Representations and Certifications

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

SECTION 1 – THE SCHEDULE

CONTINUATION TO SF-1449

RFP NUMBER 19MX5325R0002

PRICES, BLOCK 23

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% PERSUANT TO 26 U.S.C. 5000C.

1.1. SCOPE OF SERVICES

1.1.1. General

The U.S. Embassy in Mexico City, Mexico has a requirement for packing and moving services to relocate Embassy operations to the New Office Building (NOB) located at Presa Angostura 225, Col. Irrigación, Miguel Hidalgo, 11500, Mexico City, Mexico.

Embassy operations are currently conducted at four (4) different locations in Mexico City. Following the completion of construction of the NOB, the equipment, personal effects, and other Embassy property at the current locations shall be moved to the NOB. This includes moving several offices, equipment, workshops, boxes among other items, to Presa Angostura 225, Col. Irrigación, Miguel Hidalgo, 11500, Mexico City, Mexico.

For a complete description of the required services, see section Description/Specifications/Work Statement.

The Contractor shall provide all necessary personnel, supervision, packing materials, moving supplies, equipment and vehicles to efficiently accomplish the U.S. Embassy office move. Services will include planning, pick up and loading of property, transporting to the NOB, delivering property to the designated room(s), and positioning at the new location. In addition, padding and packing/crating of certain items, disassembly of property, moving of bulky and heavy items will be required.

1.1.2. Type of Contract

This is a firm-fixed price type contract.

1.1.3. Types of Services

Moving Services. The Contractor shall provide move planning and moving services as specified in Continuation to SF-1449, Schedule of Supplies/Services, Block 20, Description/Specifications/Work Statement. Performance may be required outside the normal workday to avoid traffic tie-ups, prepare staged materials or meet other schedule requirements.

1.1.4. Period of Performance

It is anticipated that the move will take place during the months of July, August and September, within 91 days, with the end of the period as the end of September. The actual dates of the move will be provided to the Contractor forty-five (45) days before the required start date. The Contractor shall not deliver any packing materials, pack, or begin to move any items until a Purchase Order (PO) has been issued by the Contracting Officer. The PO will not be issued until the Contractor has submitted all required insurance certificates. Once the PO has been issued, the Contractor shall complete the entire move within four (4) months of the start date specified in the PO.

After contract award and submission of acceptable insurance and permits, the Contracting Officer will issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of thirty days) from date of contract award unless the Contractor agrees to an earlier date, on which performance shall begin.

It is anticipated that the bulk of the move will be accomplished in a period of sixty-four (64) days, including nine (9) weekends. In order to minimize the time, the Embassy offices will be closed to the public. However, some packing materials and supplies will be required to be delivered to the Client to at least two (2) different locations up to seven (7) weeks prior to the first scheduled day of packing. Upon award, a more detailed schedule of events will be presented to the Contractor.

1.1.5. Working Days and Hours

The Contractor shall provide its services from 06:00 to 16:00 hours on working days with a one-hour lunch break on a staggered basis. For moves that are specifically noted as occurring on “second shift” working hours from 20:00 to 06:00 hours with a one-hour lunch break on a staggered basis will be observed. For safety reasons, Contractor employees may not work back-to-back first and second shifts.

Employees are expected to start work on time and take their lunch break in the hours previously established unless the process of loading, unloading, or transportation is taking place. It is the Contractor’s responsibility to ensure that working hours do not violate local laws and regulations. Other hours may be approved by the Contracting Officer’s Representative with advanced notice.

This service will require work on weekends and may require work on one or more holidays depending on the actual dates of the move. The Contractor shall not be entitled additional compensation for any work that may occur on weekends or holidays. This is a consideration that the Contractor shall contemplate in the fixed prices established for each CLIN.

A detailed schedule will be provided to the Contractor upon award. Multiple teams and simultaneous packing, loading, moving, unloading, and debris removal operations will be required daily for the majority of the move.

1.1.6. Currency

Prices for this contract are listed in Pesos, Mexican Currency.

1.1.7. Value Added Tax

1.1.7.1 Value Added Tax (VAT) for offers in Pesos, Mexican

currency, is not included in CLIN rates. Instead, it will be priced as a separate Line Item in the contract and on the Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion. Current VAT for Mexico City is 16%.

1.1.7.2 VAT shall not be included in the CLIN rates or Invoices for U.S. firms as this is not applicable to U.S. based vendors.

1.2. PRICING

The Government will pay the Contractor a fixed price upon satisfactory completion of the move.

1.2.1. Prices

The firm-fixed prices established below for each Contract Line-Item Number (CLIN) shall include all direct and indirect costs, insurance (see FAR 52.228-4 and 52.228-5), overhead, profit, equipment, materials, labor (including any premium pay for services require for overtime and holidays), salaries, fringe benefits, and all other expenses or costs for completing the required moving services as specified.

All prices are stated in Pesos, Mexican Currency.

CLIN Description TOTAL CLIN

PRICE:

CLIN 0001 NOB Fit-out CLIN 0002 Fit-out Supply Move CLIN 0003 U.S. Embassy: Location A – Chancery pt.1 CLIN 0004 U.S. Embassy: Location B – Chancery pt.2 CLIN 0005 U.S. Embassy: Location C – (BIO Building) CLIN 0006 U.S. Embassy: Location D – (Benjamin Franklin Library) CLIN 0007 U.S. Embassy: Location E – (APHIS)

CLIN 0008 Other Direct Costs (if applicable) Not to Exceed $ 80,000.00

Sub-Total for Packing and Moving Services:

CLIN 0009 VAT (16%)

Project Total: $

CONTINUATION TO SF-1449

RFP NUMBER 19MX5325R0002

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1.3. GENERAL REQUIREMENTS

The Contractor shall provide Site Protection, Packing/Unpacking, Disassembly/Re-assembly, Shipping/Moving services, and trash/debris removal as required, for the United States Embassy in Mexico City. The services are required for relocating U.S.

Embassy operations and facilities at four (4) different locations in Mexico City and delivered to the New Embassy Compound (NOB) located at Presa Angostura 225, Col. Irrigación, Miguel Hidalgo, 11500, Mexico City, Mexico with some overflow material needed to be delivered to the Warehouse located at Bahia de la Asencion 89, Col. Anzures, Miguel Hidalgo, 11300, Mexico City, Mexico. The Contractor shall furnish all managerial, administrative, direct labor personnel, materials and transportation, as well as adhere to all safety requirements per local law that are necessary to accomplish all required services. Following are the current Embassy locations where moving services may be required:

• U.S. Embassy: Location A – Chancery pt.1 Paseo de la Reforma 305, Colonia Cuauhtémoc, Cuauhtémoc, 06500, Mexico City, Mexico.

Path to Loading dock: 60 inches wide, 83 inches high.

Personnel elevators:

• Elevator door: 42 inches wide, 84 inches high.

• Elevator inside space: 77 inches wide, 86 inches high, 54 inches deep.

• Elevator Maximum Weight: 3,000 lbs.

Freight elevator:

• Elevator door: 42 inches wide, 83 inches high.

• Elevator inside space: 60 inches wide, 101 inches high, 66 inches deep.

• Elevator Maximum Weight: 3,000 lbs.

• U.S. Embassy: Location B – Chancery pt.2 Paseo de la Reforma 305, Colonia Cuauhtémoc, Cuauhtémoc, 06500, CDMX, Mexico.

Path to Loading dock: 60 inches wide, 83 inches high.

Personnel elevators:

• Elevator door: 42 inches wide, 84 inches high.

• Elevator inside space: 77 inches wide, 86 inches high, 54 inches deep.

• Elevator Maximum Weight: 3,000 lbs.

Freight elevator:

• Elevator door: 42 inches wide, 83 inches high.

• Elevator inside space: 60 inches wide, 101 inches high, 66 inches deep.

• Elevator Maximum Weight: 3,000 lbs.

• U.S. Embassy: Location C – (BIO Building) Av. Paseo de la Reforma 265, Colonia Cuauhtémoc, Cuauhtémoc, 06500, Mexico City, Mexico.

Path to Loading dock: 118 inches high.

Freight elevator:

• Elevator door: 37.40 inches x 86.61 inches.

• Elevator weight limit: 840 kg / 1,851 pounds.

Smallest doorway on route to office: 31.88 inches x 78.74 inches.

• U.S. Embassy: Location D – (Benjamin Franklin Library) Liverpool 31, Colonia Juárez, Cuauhtémoc, 06600, Mexico City, Mexico.

• U.S. Embassy: Location E – (APHIS) Sierra Nevada 115, Colonia Lomas de Chapultepec, Miguel Hidalgo, 11000, Mexico City, Mexico.

• U.S. Embassy: New Office Building (NOB)

Presa Angostura 225, Colonia Irrigación, Miguel Hidalgo, 11500, Mexico City, Mexico.

Maximum Garage height: 225cm.

PKG double doors on the A1 level: 82" wide, 92" high.

Post 2 double doors: 62" wide, 87" high.

C1 elevator bank:

• Elevator door: 41" wide, 83" high.

• Elevator inside space: 81" wide, 101" high, 64" deep.

Service elevator door: 47" wide, 82" high.

• U.S. Embassy: Warehouse Bahía de la Ascensión 89, Colonia Anzures, Miguel Hidalgo, 11300, Mexico City, Mexico.

Due to the number of locations and United States Government (USG) security restrictions, the move will be divided into nine (9) separate Contract Line-Item Numbers (CLIN) as stated in sub section 1.2.1. Unless otherwise noted, all Phases of all CLINs are written to be performed during first shift, daytime hours. Please note that specific dates are subject to change as construction progresses.

1.4. DEFINITIONS

"CAA" is defined as Controlled Access Area (see Section 1.5 under Move Items below).

"Calendar Day" is defined as the twenty-four-hour period from midnight to midnight.

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

"Client" is defined as any and all United States mission personnel for whom the required services are to be rendered.

“CLIN” is defined as Contract Line-Item Numbers.

“Computer Workstation” is defined as the sum of the components that make up a usable computer (to include but not limited to: monitor, mouse, keyboard, peripherals, CPU case/chassis, etc.).

“Contractor” is defined as the entity providing the services.

"COR" is defined as the Contracting Officer's Representative

"EOB" is defined as Existing Office Building.

"General Machinery" is defined as printers, typewriters, scanners, Uninterruptible power Supplies (UPS), monitors, computer keyboards, shredders, safes, tools, microwave, fax machine, computers, and any other equipment the COR requires to be moved.

"Government" is defined as the Government of the United States of America, unless specifically stated otherwise.

“GSO” means the General Services Office of the U.S. Embassy.

“In-transit” is defined as any item that is not located at its original location or final destination. This includes items loaded into vehicles at either the originating address or those at the final delivery address that have not been delivered to their final destination.

"Inventory" is defined as a Contractor-prepared list originated at the time the items at each location are prepared for shipment to the NOB.

"NOB" is defined as New Office Building.

"Non-CAA" is defined as non-Controlled Access Area.

“Office Workstation” is defined as a roughly 6’ x 6’ x 6’ cube of office space which may include but is not limited to personal items, general office supplies, books, minor appliances, and files. In more specialized areas such as a facilities workshop, this may include but is not limited to the items listed above along with tools, small appliances, spare parts, supply storage, etc.

“PPE” means personnel protective equipment.

“RSO” is the Regional Security Office of the U.S. Embassy.

“USG” is defined as United States Government.

1.5. MOVE ITEMS

The project requires moving/relocating current Embassy operations to the NOB.

This includes areas such as staff offices, workshops, and other functional spaces (e.g., mailroom, training rooms, health unit, expendables, and storage areas).

Various sections are located in and composed of areas other than offices, such as workshops.

The Contractor shall not be required to pack and unpack furniture being relocated from office buildings/locations, except for certain items will be expressly indicated during walk through. Furthermore, packers shall be required to pack and unpack employee’s work area /office (e.g., CPU, Monitor, Mouse, Keyboard, Cables, etc.).

The Contractor shall be required to follow specific packing instructions when packing CPU, monitor and other electronic items. Employee personal office supplies will be self-packed using pre-delivered supplies from the Contractor.

Contractor will take care to ensure all self-packed items are handled with care to not damage fragile or electronic equipment. All self-packed boxes will be escorted by an employee of the U.S. Embassy.

At the NOB, the Contractor shall place the packed Computer Workstations at the places designated by the COR. The Contractor will be required to unpack the Computer Workstations at the NOB but will not be required to assemble them. All the furniture relocated to the warehouse shall be covered with plastic and shall be placed in the location designated by the COR.

At all locations, as required, the Contractor shall move boxes of files, supplies, records, and other boxed materials, which includes the boxed contents of file cabinets. The contents of file cabinets shall be boxed and unboxed by Embassy employees. Emptied file cabinets will not be moved from their existing locations unless previously designated otherwise. The Contractor shall also be required to move equipment at the various locations, including (but not limited to) printers, scanners, shredders, Uninterruptible Power Supply (UPS) units, portable projectors, projection screens, fax machines, laptops, television sets. Safes and some phones/phone equipment may also be moved.

1.6. THE SITES

1.6.1 CLIN 0001 – NOB Fit-out - includes the following locations:

Locations:

• New Office Building (NOB) - Presa Angostura 225, Colonia Irrigación, Miguel

Hidalgo, 11500, CDMX, Mexico.

• Exisiting Office Building (EOB) - Paseo de la Reforma 305, Colonia

Cuauhtémoc, Cuauhtémoc, 06500 CDMX, Mexico.

This CLIN will be divided into two (2) main Phases.

Phase 1 is estimated to begin on 05/30/2025 and end on 06/03/2025.

Phase 1 requires that that contractor deliver an adequate supply of packing materials to the EOB to allow for pre-packing and staging. A pre-delivery estimate / site survey may be provided/scheduled in advance of delivery.

This Phase does not have CAA moving requirements. Escorts shall be mandatory.

Phase 2 is estimated to begin on 06/13/2025 and end on 06/17/2025.

Phase 2 requires that the contractor prepare the moving areas in both the NOB and EOB to ensure that all areas to include but not limited to, walls, floors, elevators, stairs, furniture, etc. are protected from damage during the move. Debris collection shall be performed continuously throughout this Phase. This Phase does not have CAA moving requirements. Escorts shall be mandatory.

1.6.2 CLIN 0002 – Fit-out Supply Move - includes the fit out of the following location:

Locations:

• New Office Building (NOB) - Presa Angostura 225, Col. Irrigación, Miguel Hidalgo, 11500, CDMX, Mexico

• Exisiting Office Building (EOB) - Paseo de la Reforma 305, Colonia Cuauhtémoc, Cuauhtémoc, 06500, CDMX, Mexico.

CLIN0002 is estimated to begin on 07/21/2025 and end on 07/29/2025. The contractor is required to provide a packing team to provide packing services from 07/21/2025 until 07/27/2025, a moving team to provide moving services from 07/24/2025 until 07/25/2025, and an additional moving team to provide moving services from 07/28/2025 until 07/29/2025. This may include additional deliveries of packing materials as needed. Unpacking services will be required at the final destination in conjunction with moving services. Debris collection shall be performed continuously throughout this Phase. This Phase does not have CAA moving requirements. Escorts shall be mandatory. Additional furniture and miscellaneous items may be required to be delivered to an offsite warehouse at the end of the phase.

1.6.3 CLIN 0003 - U.S. Embassy: Location A – Chancery pt.1 includes moving the following location:

Locations:

• New Office Building (NOB) - Presa Angostura 225, Col. Irrigación, Miguel Hidalgo, 11500, CDMX, Mexico

• Exisiting Office Building (EOB) - Paseo de la Reforma 305, Colonia Cuauhtémoc, Cuauhtémoc, 06500, CDMX, Mexico.

This CLIN will be divided into three (3) main Phases

Phase 1 is estimated to begin on 08/04/2025 and end on 08/08/2025.

Phase 1 requires that that contractor deliver an adequate supply of packing materials to the EOB to allow for pre-packing and staging. A pre-delivery estimate / site survey may be provided/scheduled in advance of delivery.

This Phase does not have CAA moving requirements. Escorts shall be mandatory.

Phase 2 is estimated to begin on 08/17/2024 and end on 08/25/2025. The contractor is required to provide moving services from 07/24/2025 until 07/25/2025. These services will be required during second shift (20:00 to 06:00 hours). This may include additional deliveries of packing materials as needed. Unpacking services will not be required. Debris collection shall be performed continuously throughout this Phase. This Phase does have CAA moving requirements. Scanning of packing materials and equipment will be needed for CAA moving requirements. Escorts shall be mandatory.

Additional furniture and miscellaneous items may be required to be delivered to an offsite warehouse at the end of the phase.

Phase 3 is estimated to begin on 08/19/2025 and end on 08/26/2025. The contractor is required to provide packing services from 08/19/2025 until 08/25/2025 and moving services on 08/26/2025. This may include additional deliveries of packing materials as needed. Unpacking services at the final destination will be required in conjunction with moving services.

Debris collection shall be performed continuously throughout this Phase.

This Phase does have CAA moving requirements. Scanning of packing materials and equipment will be needed for CAA moving requirements.

Escorts shall be mandatory. Additional furniture and miscellaneous items may be required to be delivered to an offsite warehouse at the end of the phase.

1.6.4 CLIN 0004 - U.S. Embassy: Location A – Chancery pt.2 includes

Locations:

• New Office Building (NOB) - Presa Angostura 225, Col. Irrigación, Miguel Hidalgo, 11500, CDMX, Mexico

• Exisiting Office Building (EOB) - Paseo de la Reforma 305 Colonia Cuauhtémoc, Cuauhtémoc, 06500 CDMX

This CLIN will be divided into three (3) main Phases

Phase 1 is estimated to begin on 08/11/2025 and end on 08/15/2025.

Phase 1 requires that the contractor deliver an adequate supply of packing materials to the EOB to allow for pre-packing and staging. A pre-delivery estimate / site survey may be provided/scheduled in advance of delivery.

This Phase does not have CAA moving requirements. Escorts shall be mandatory.

Phase 2 is estimated to begin on 08/20/2024 and end on 09/13/2025. The contractor is required to provide packing services from 08/27/2025 until 09/12/2025 and moving services from 08/27/2025 until 09/13/2025. This may include additional deliveries of packing materials as needed.

Unpacking services at the final destination will be required in conjunction with moving services. Debris collection shall be performed continuously throughout this Phase. This Phase does not have CAA moving requirements.

Escorts shall be mandatory. Additional furniture and miscellaneous items may be required to be delivered to an offsite warehouse at the end of the phase.

Phase 3 is estimated to begin on 09/08/2025 and end on 09/14/2025. The contractor is required to provide moving services on 09/14/2025. This may include additional deliveries of packing materials as needed. Unpacking services will not be required. Debris collection shall be performed continuously throughout this Phase. This Phase does have CAA moving requirements. Scanning of packing materials and equipment will be needed for CAA moving requirements. Escorts shall be mandatory. Additional furniture and miscellaneous items may be required to be delivered to an offsite warehouse at the end of the phase.

1.6.5 CLIN 0005 - U.S. Embassy: Location D – (BIO Building) includes

Hidalgo, 11500, CDMX, Mexico

• BIO Building - Av. Paseo de la Reforma 265, Col Cuauhtémoc, Cuauhtémoc, CDMX 06500

This CLIN will be divided into two (2) main Phases

Phase 1 is estimated to begin on 09/01/2025 and end on 09/05/2025.

Phase 1 requires that that contractor deliver an adequate supply of packing materials to the BIO Building to allow for pre-packing and staging. A pre-delivery estimate / site survey may be provided/scheduled in advance of delivery. The contractor shall also prepare the moving areas in the BIO

Building to ensure that all areas to include but not limited to, walls, floors, elevators, stairs, furniture, etc. are protected from damage during the move. This Phase does not have CAA moving requirements. Escorts shall be mandatory.

Phase 2 is estimated to begin on 09/07/2025 and end on 09/16/2025. The contractor is required to provide packing services from 09/07/2025 until 09/13/2025 and moving services from 09/14/2025 until 09/16/2025. This may include additional deliveries of packing materials as needed.

Unpacking services at the final destination will be required in conjunction with moving services. Debris collection shall be performed continuously throughout this Phase. This Phase does not have CAA moving requirements.

Escorts shall be mandatory. Additional furniture and miscellaneous items

1.6.6 CLIN 0006 - U.S. Embassy: Location E – (Benjamin Franklin Library) includes moving the following location:

Locations:

• New Office Building (NOB) - Presa Angostura 225, Col. Irrigación, Miguel Hidalgo, 11500, CDMX, Mexico

• Benjamin Franklin Library - Liverpool 31, Col. Juarez, Cuauhtemoc, CDMX 06600

This CLIN will be divided into two (2) main Phases

Phase 1 is estimated to begin on 09/01/2025 and end on 09/05/2025.

Phase 1 requires that that contractor deliver an adequate supply of packing materials to the Benjamin Franklin Library to allow for pre-packing and staging. A pre-delivery estimate / site survey may be provided/scheduled in advance of delivery. The contractor shall also prepare the moving areas in the Benjamin Franklin Library to ensure that all areas to include but not limited to, walls, floors, elevators, stairs, furniture, etc. are protected from damage during the move. This Phase does not have CAA moving requirements. Escorts shall be mandatory. Additional furniture and miscellaneous items may be required to be delivered to an offsite warehouse at the end of the phase.

Phase 2 is estimated to begin on 09/10/2025 and end on 09/22/2025. The contractor is required to provide packing services from 09/10/2025 until 09/16/2025 and moving services from 09/17/2025 until 09/19/2025.

Unpacking services at the final destination will be required in conjunction with moving services. Debris collection shall be performed continuously throughout this Phase. This Phase does not have CAA moving requirements.

Escorts shall be mandatory. Additional furniture and miscellaneous items

1.6.7 CLIN 0007 - U.S. Embassy: Location F – (APHIS) includes moving the following location:

Hidalgo, 11500, CDMX, Mexico

• APHIS Building (EOB) - Sierra Nevada 115, Col. Lomas de Chapultepec, Miguel Hidalgo, CDMX 11000

This CLIN will be divided into two (2) main Phases

Phase 1 is estimated to begin on 09/01/2025 and end on 09/05/2025.

Phase 1 requires that that contractor deliver an adequate supply of packing materials to the EOB to allow for pre-packing and staging. A pre-delivery estimate / site survey may be provided/scheduled in advance of delivery.

The contractor shall also prepare the moving areas in the APHIS Building to ensure that all areas to include but not limited to, walls, floors, elevators, stairs, furniture, etc. are protected from damage during the move. This Phase does not have CAA moving requirements. Escorts shall be mandatory. Additional furniture and miscellaneous items may be required to be delivered to an offsite warehouse at the end of the phase.

Phase 2 is estimated to begin on 09/13/2025 and end on 09/22/2025. The contractor is required to provide packing services from 09/13/2025 until 09/19/2025 and moving services from 09/20/2025 until 09/22/2025.

Unpacking services at the final destination will be required in conjunction with moving services. Debris collection shall be performed continuously throughout this Phase. This Phase does not have CAA moving requirements.

Escorts shall be mandatory. Additional furniture and miscellaneous items may be required to be delivered to an offsite warehouse at the end of the phase.

1.7. DUTIES AND RESPONSIBILITIES

1.7.1 Move Plan

The Contractor shall also schedule walk throughs to survey all the locations to determine what other items need to be moved, such as appliances, safes, UPSs and general-purpose containers, communication equipment (e.g., satellite dishes, antennas), exercise equipment, glassware, scales, easels, books, records (documents to be boxed by Embassy employees), pictures, framed maps, fabric, banners, racks, etc.

For each location to be moved, the Contractor agrees to provide complete services for packing/unpacking (as required), preparing boxes, equipment, and other items for proper shipping, transporting the items to the NOB, unloading the items, placing all delivered items to the appropriate locations in the NOB as indicated by the COR, and all debris removal.

Prior to the move, the COR shall schedule walk throughs at all expected worksites for The Contractor to have a better understanding of the building and the logistics required. During the move, the COR or a designee will direct the movers where the items should go. The location for certain items will be designated via marked spaces or nametags.

In an effort to quantify and standardize the volume of items required to be moved, an estimate has been made using each “Office Workstation” to define a finite quantity of office space. It is estimated that 1600 “workstations” in addition to several standalone storage areas will make up the bulk of the move.

Each “Office Workstation" roughly equates to a 6’ x 6’ x 6’ cube of office space. In most standard offices, this may include but is not limited to personal items, general office supplies, books, minor appliances, and files. In more specialized areas such as a facilities workshop, this may include but is not limited to the items listed above along with tools, small appliances, spare parts, supply storage, etc. Generally speaking, this does not include most large furniture, though some exceptions may apply.

Sufficient labor will be required to ensure that an average of 55 Office Workstation equivalents per day are packed, moved, and unpacked each day, and that packing debris is properly removed and disposed. Some areas may require more or less.

1.7.2 Coordinating the Moving of Items

1.7.2.1 Protection of Government Buildings and Property

The Contractor shall use best commercial practices to ensure that all locations where moving services are performed, including the surrounding areas, are protected both internally and externally from any damage resulting from moving operations. The Contractor shall take the necessary precautions (e.g., pads, drop cloths, mats, plywood, etc.) to protect Government facilities and property during the move.

1.7.2.2 Loading/Unloading Areas

Contractors shall use only the loading and unloading areas approved by the COR and Regional Security Office (RSO) as part of the Loading/Unloading Plan which will be provided during the last walk through prior to moving dates. Contractor vehicles shall be parked only in approved areas, and a driver must be always available for each vehicle. The Contractor shall be responsible for obtaining any permits that may be required for the services performed in the loading/unloading areas.

1.7.2.3 Breaks

The expected lunch break for Contractor personnel shall be from 13:00 to 14:00 hours during the first shift, and 01:00 and 02:00 hours during the second shift. Contractor shall make every effort to schedule lunch breaks in a way that does not interrupt or leave unfinished ongoing work related to loading, unloading, or transportation of items being moved. All items in-transit must be delivered to their final destination before breaks may commence. During a lunch break, Contractor personnel shall not be permitted to remain on the premises. Additional breaks need to be coordinated with the project manager and should not be of an excessive nature.

1.7.2.4 Weather and Other Conditions

The Contractor shall take all appropriate measures to protect Embassy property during the entire moving process. This includes protecting items from exposure to inclement weather during loading, unloading, and transport. If open vehicles are used to transport items during periods of rain or expected rain, the Contractor shall use a weatherproof tarpaulin large enough to fully cover the cargo.

1.7.3 Contractor Furnished Equipment, Materials, and Supplies

1.7.3.1 Deliverables

The Contractor shall supply all packing materials required to properly conduct the move including, but not limited to the following: moving boxes, packing paper, bubble wrap, anti-static packaging, tape, containers, dollies, hand carts, padding, and special moving equipment (for heavy or fragile items).

For Contractor-packed items, it is Contractor’s responsibility to determine the appropriate packing for each type of item to be moved. The Contractor may use standard cardboard boxes, plastic boxes, rolling containers, security boxes, etc., in any combination that is determined to be appropriate, and that will prevent damage to the items during transport. In determining the appropriate packaging, the Contractor shall take into consideration what means are available at each location for moving, loading, and unloading packed boxes, containers, etc. (e.g., elevators, stairs, loading docks, etc.). All computer boxes shall be loaded separately from other items to avoid damage during loading, unloading, and transport.

All packing materials and supplies provided shall conform with standard industry practice for packing and moving services. Electronics devices like servers require anti-static packing materials such as bubble, stretch films, or foam.

All moving equipment inside the NOB should be equipped with pneumatic wheels properly rated for the weight of the objects being moved. Where pneumatic wheels are not possible due to the weight of the objects being moved (safes, etc.), soft, non-marking, polyphenolic wheels that are properly rated for the weight of the objects being moved may be used. Adequate moving equipment and PPE shall be supplied by the Contractor to ensure that all Contractor employees remain safe and injury free.

The quantity of packing materials required shall be determined by the Contractor and COR during the walkthrough survey of each section. The Contractor shall deliver boxes and other required packing materials to any of the locations designated by the COR, and on the date(s) and time(s) specified by the COR. The Government shall notify the Contractor at least 48 hours in advance, on when the items are to be delivered.

If the COR determines that the delivery of packing materials and supplies to any of the locations must be made after normal business hours, this shall not be a basis for any additional overtime or premium charges.

It is up to the Contractor to correctly estimate the number of boxes and other packing materials that will be required to move each location.

This is a fixed-price contract, and the Contractor shall provide adequate quantities of boxes, packing materials, and all other resources that are required to carry out the move properly, efficiently, and safely. If the Contractor does not correctly estimate the resources required for the move, the Contractor shall be responsible for providing whatever additional resources might be necessary at no additional cost to the Government. Any unused packing materials shall be returned to the Contractor.

Once the move has been completed and the boxes, containers, and other items used for the move have been unpacked, the COR will specify a date and time for the Contractor to pick up and remove all remaining empty boxes, containers, packing materials and other debris related to the move.

1.7.4 Packing, Marking, Labeling, and Loading

For Contractor-packed items, packing shall be done in accordance with the best commercial practices.

Color-coded tape and labels will be used to designate items as CAA or non-CAA items. Each box or item to be moved will have a unique ID as well as a packing label with the origin and destination of each item on at least two sides. Red packing tape will be used by Embassy staff to identify all CAA or Control items to be moved, and color-coded labels will be used to easily identify all non-CAA items to be moved within the building and offices. The Contractor shall only move furniture, furnishings, and equipment labeled with a "Move" label, and shall follow any special instructions that may appear on the labels. Other items at the locations may have labels, but the Contractor shall only move the items marked with a packing label designated by the Embassy, and red packing tape or color-coded labels. The packing labels are to be supplied by the Embassy.

For any boxes packed by Embassy staff, the Embassy will be responsible for clearly labeling the final location at the NOB where the boxes must be delivered/placed. Every effort shall be made to ensure packing is done to the same commercial standards.

When preparing items for transport, the Contractor shall wrap all articles subject to breakage, denting, scratching, marring, soiling, chafing, or damage with padding or other appropriate materials that will prevent damage to the items. The Contractor shall adhere to the following general guidelines when packing items and/or preparing items for transport:

• Keep packing materials together; do not allow them to become scattered throughout the working area.

• All boxes, containers, and packing materials shall be dry, clean, in sound condition, free of pests and substances that might damage the contents, and of sufficient strength to protect the contents.

• New, disposable packing materials (boxes, containers) shall be used for all packing services. The use of clean, reusable containers is encouraged to the extent practicable, although not mandatory.

• Take special care and handling when packing and moving such items as chinaware, glassware, mirrors, mattresses, box springs, clothing, kitchenware, small electrical appliances, books, and similar items.

• As necessary, disassemble large or bulky items if this can be done without damage to the items. Securely wrap and clearly mark nuts, bolts, screws, or other hardware in plastic or paper, and securely attach the wrapped items to the articles from which they were removed.

• Legs or other articles removed from furniture shall be properly wrapped, bundled together, clearly identified (such as "conference table legs, 6 each"), and listed separately on the Inventory List for the location from where they were moved.

• As part of the pre-packed survey, make a note of any items requiring special handling to ensure that the items are packed, handled, and marked appropriately.

• When all items have been packed and removed from a location, the Contractor shall walk through the location with the COR (or his/her representative) to ensure that all items to be moved to the NOB have been accounted for. Once it has been determined that the Contractor has removed from the premises all items being moved to the NOB, the Contractor shall clean up the premises and remove all debris that remains.

For any fragile items that may be packed by the Contractor, the packing shall be clearly marked to identify that the contents are fragile. The packaging shall also be marked to indicate which side is to be opened to unpack the item(s). Any packages containing glass (mirrors, glassware, etc.) shall be marked to indicate that glass items are enclosed.

The Contractor shall load, pack, and secure items in the trucks or vans in such as a manner as to prevent the items from shifting during transport. Lighter and fragile items (e.g., chinaware, artwork, glassware, etc.) shall not be placed beneath heavier boxes or containers that may cause damage to the items.

For any items packed by the Contractor, the Contractor shall be careful to avoid over packing boxes and containers. Packed boxes and containers with bowed sides or split seams shall not be acceptable (for items packed by Contractor). The Contractor shall be held responsible for damage to self-packed boxes only if proper care and caution is not used in loading, transportation, unloading, or unpacking of said boxes.

1.7.5 Moving Specialized Equipment and Fragile Items

Special handling may be required at the moving locations for any items designated as Specialized Equipment or Fragile Items. This includes, but is not limited to, items as stemware, flag poles, projection screens, framed pictures, artwork, and specialized furniture pieces. For any such items, the following applies: the Contractor shall use all necessary padding, paper, boxes, crates, or other appropriate packing and packing materials to prevent breakage of all specialized equipment and fragile items during packing, transport, and unpacking.

1.7.5.1 Furniture, Household Effects, and Electronic Equipment

For these items, the Contractor shall use all necessary packing materials (e.g., padding, wrapping, boxing, crating, etc. as appropriate) to prevent damage to the items during packing, transport, and unpacking.

Household Effects, include, but are not limited to, kitchenware, dining ware, small appliances, and other personal effects. Electronic Equipment include, but is not limited to computers, monitors, stereos, television sets, DVD players, VCR players, radios, games, clocks, small kitchen appliances (microwave), etc.

1.7.5.2 Appliances

For any appliances to be moved, the Contractor shall pad and stabilize the appliances for transport. All removable shelving and other parts shall be properly stored and packed with the appropriate packing materials.

Appliances include, but are not limited to, washing machines, dryers, freezers, stoves, microwaves, dehumidifiers, air conditioners, refrigerators, shredders, copiers, etc.

1.7.6 Safes

Some locations shall require the moving of safes, ranging in size from one drawer to five drawers. Safes shall be moved under constant escort. Due to their weight, adequate personnel must be used to ensure that their movement is controlled, and that Contractor employee safety is maintained. Where pneumatic wheels are not possible due to the weight of the objects being moved (safes, etc.), soft, non-marking, polyphenolic wheels that are properly rated for the weight of the objects being moved may be used. Adequate moving equipment and PPE shall be supplied by the Contractor to ensure that all Contractor employees remain safe and injury free.

1.7.7 Controlled Access Area (CAA) Items

Certain items (safes, boxes, etc.) at the various locations will be marked with red packing tape to indicate that the items are CAA items. All CAA items will require constant escort and shall never be mixed with items designated as non-CAA items. Scanning of packing materials and equipment will be needed for all CAA moving requirements. All CAA items shall be transported to the NOB separately from non-CAA items. Unloading and moving CAA items at the NOB shall also be done under constant escort. The Contractor shall be required to obtain the approval of the COR for the vehicles to be used for transporting CAA items.

1.7.8 Prohibited Actions

Contractor employees shall not:

a. Attempt to disassemble, assemble, or repair electrical appliances or mechanical items;

b. Disconnect or connect any gas appliances;

c. Touch lamp shade coverings or other items which could suffer stains;

d. Pack irons, kitchenware, or other heavy pieces with chinaware, glassware, or other breakable items;

e. Place pictures or mirrors between layers of bedding or linen;

f. Wrap books, lamp shades, linens or other light-colored items in newspaper, as the newsprint will rub off and stain;

g. Pack cleaning compounds, soap, furniture polish or medicine in the same carton with other items. These items are to be packed together and kept in separate cartons;

h. Place any other items in cartons with lampshades or load any boxes beyond their capacity.

1.7.9 Prohibited Items

Contractors SHALL NOT pack dangerous items such as loaded firearms, ammunitions, explosives, flashbulbs, matches, flammables, acids, paints, or aerosol containers. In addition, Contractors SHALL NOT pack any medication under the control of Health Unit.

1.7.10 Key Personnel

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

Function/position Name

Project Manager ___________________

The Contractor is responsible for strict adherence to all instructions and quality requirements stated in this contract and a designated Project Manager shall ensure that all services are performed. Each packing or unpacking team shall have a team leader to supervise the workforce and serve as a liaison with the COR. This designated person will coordinate regularly with the COR and shall have supervision as his/her function during the time the Contractor is in the Client's facility and when office effects or other cargo is being loaded and unloaded.

English Language Qualifications. The Project Manager must possess sufficient ability in reading, writing, speaking, and understanding the English language to be able to adequately communicate with the COR and other Clients at the various moving locations.

1.7.11 Contractor Employees

1.7.11.1 General

The Contractor shall be responsible for ensuring that all Contractor employees performing any work under the contract are suitable for the type of work performed, and that the Contractor has verified through background checks, police investigations, or other appropriate means that none of the employees performing work under the contract have any past criminal record and/or other subversive activities. Labor employed to perform services under this contract shall be experienced and competent in the performance of the specific tasks to which they are assigned. Contractor employees shall be in good general health and free of any condition that would interfere with the performance of their duties. They shall be free from communicable disease. Each packing or unpacking team shall have a team leader to supervise the workforce and serve as a liaison with the COR.

Additionally, the Government will run background checks on all proposed Contractor employees. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who shall be used on this contract.

1.7.11.2 Standards of Conduct

General. The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to employees as required. The Contractor’s employees who perform services under this contract shall always be in a uniform identifying them as employees. Each Contractor employee is expected to adhere to standards of conduct that reflect credit on themselves, their employer, and the United States Government. The U.S. Embassy reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the U.S.

Embassy.

Neglect of duties shall not be condoned. This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours, and refusing to render assistance or to cooperate in upholding the integrity of the worksite security. Contractor employees shall be on site only for performance of contractual duties and not for other business or personal purposes.

Disorderly conduct, use of abusive or offensive language, quarreling, and intimidation by words, actions or fighting shall not be condoned.

Additionally, Contractor employees shall not participate in disruptive activities which interfere with normal and efficient U.S. Embassy operations.

Intoxication and Narcotics. The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs, or substances that produce similar effects.

Other illegal Actions. The Contractor shall ensure its employees do not engage in destruction or theft of U.S. Embassy official or employee property or engage in other illegal actions.

While performing services under this contract, Contractor employees shall at no time engage in the following activities:

• Smoke in the Client’s facilities;

• Arrive at the facility under the influence of drugs or alcohol, or even with the alcohol on the breath;

• Consume alcoholic beverages on the job, even if offered;

• Engage in prolonged discussions or arguments regarding the job;

• Perform any work for the Client not specified in this contract; or request or accept any articles or gratuity from the Client for work performed under this contract.

Notice to the Government of Labor Disputes. If the Contractor has knowledge of any actual or potential labor disputes that may delay or threaten to delay the timely performance of services under this contract, the Contractor shall immediately provide notice, including all relevant information, to the COR.

1.7.11.3 Licenses

Contractor employees who operate transportation vehicles shall have any required special license such as a driver’s license that will be valid and up to date.

1.7.12 Security

1.7.12.1 Clearances

The names and personally identifiable information (e.g., birthdate, full legal name) of all Contractor personnel must be provided at least two (2) weeks in advance of the moving days. RSO reserves the right to reject contract employees under security grounds at any time.

1.7.12.2 Escorts.

All trucks will require an Embassy escort at all times. For transport of these items, the Contractor shall make provisions (as necessary) for the Embassy escort to travel in the cabin of the truck or van during transport of the items to the NOB. The Contractor shall ensure that team leaders and laborers adhere to all security requirements and directions of the escorts.

1.7.12.3 Access

The Contractor shall use only RSO-approved entry points to the buildings.

Movements within the buildings shall be limited only to performing the scheduled duties at their designated locations. In non-CAA areas, all non-emergency entry/exit doors may be used for access.

1.7.12.4 Personnel

A minimum of two (2) weeks before each phase begins, the Contractor shall provide to the COR a list of all team leaders, laborers, drivers, and any other personnel that will be performing under the contract. Nationals of the following countries cannot be employed under this contract: Cuba, Iran, Libya, Russia, Sudan and North Korea. Access may be revoked at any time due to falsification of the employee data provided, or misconduct on site.

1.7.12.5 Cell Phones, Cameras, and Laptop Computers

Contractor employees may use cell phones in trucks and while outside any building but shall not use a cell phone (e.g., through text message, voice call) while driving at any time, while providing services to the U.S.

Government. Unless authorized in advance by the COR, all cell phones and personal electronic devices are prohibited inside any office buildings. The

Project Manager may be authorized the use of electronic devices by the COR.

Cameras and laptop computers are not authorized on site. Embassy employees designated to be in the Contractor’s vehicles during the transportation of items will control the use of Contractor’s cellphone devices during the move.

1.7.13 Contractor Vehicles

The Contractor shall provide all vehicles (trucks, vans, etc.)…