Packing_Tender_Caracas_Venezuela_2.docx

2018 DOS 1 Standard Tender of Service (STOS)

Standard Tender of Service (STOS) Origin Packing Services

SVE18-T-001

Effective date from October 1, 2018 to September 30, 2019 U.S. Embassy, Caracas Venezuela General Service Office- Contracting/Shipping section

Table of Contents

Exhibits A: 14 FAM Exhibit 611.6 Limitation of Crating Pg. 35 B: Shipment Count by State Pg. 36

Item 9-4 Special Crating Request Item 9-5 Prohibited items in UAB and HHE storage

SECTION 1: GENERAL

ITEM 1-1 TENDER ADMINISTRATION DATA:

Government Technical Monitors (GTMs):

· Jeicko Hernandez Email: HernandezJ2@state.gov

· Eudes Pinto Email: PintoER@state.gov

Overview of Tender Contracting Officer (CO):

· Malenereynee Carr Email: CarrMG@state.gov

Mailing address:

U.S. Embassy Caracas Calle F con Calle Suapure Urb. Colinas De Valle Municipio Baruta Postal Code 1080 Caracas, Venezuela

ITEM 1-2 SCOPE OF THE TENDER OF SERVICE (TOS)

A. GENERAL: This TOS provides terms and conditions for the transportation and all related services within the U.S. Embassy, Caracas Venezuela. All Transportation Service Providers (TSP) used as your agents must have a valid license/membership of the following organizations or must agree to acquire membership within 3 months of being awarded the TOS. Failure to meet the requirement will result in suspension to provide further services to the USG until proof of member ship can be provided.

a. (FIATA) International Federation of Freight Forwarders OR

b. (IAM) International Association of Movers

c. Valid International Transportation License issued by the Local Ministry of Transportation

d. Country Wide Customs licenses from Venezuela Customs

e. Must be in good standing with the Credit Bureau.

f. (RIF) Registro de Información Fiscal

B. PACKER LIABILITY: All property transported under provisions of this TOS (See Section 8) shall be valued at full replacement value. Full replacement value is defined as full cost of repair or replacement of actual value of the property at time of loss or damage. The participant must offer all shipments being released at a base value of $8.50 times the net weight of the surface shipment and gross weight for UAB shipments. All measurements are calculated in pounds.

C. The annual estimated weight under this tender will be provided under separate cover. However this is only an estimate: there may be more or less. This volume is only used as guidance, no guaranteed container loads are given under this Tender of service. It is for information purposes only.

ITEM 1-3 REVISING TOS PROVISIONS AND METHOD OF CANCELING ORIGINAL OR REVISED PAGES

The TOS is revised and reissued by the U.S. Embassy, Caracas Contracting and Shipping General Service Office as necessary. This is done through electronic publication of the changes, the issuance of page revisions (original or revised), or the re-issuance of the document.

ITEM 1-4 UNINTENTIONALLY ACCEPTED TENDER RULE

Tenders that are unintentionally accepted and distributed for use, which are later found not to be in compliance with the TOS, are subject to immediate removal by the tender accepting agency. The carrier will be notified when tenders are removed under these circumstances and will be advised on the basis for their removal. Even though a tender was unintentionally accepted, such tender may be used until the carrier cancels it. The Packer is not authorized to solicit/distribute this tender to unauthorized parties.

ITEM 1-5 LAWFUL PERFORMANCE AND OPERATING AUTHORITY

The Packer agrees to comply fully with the applicable U.S. federal, state and local laws and /or regulations of Caracas, Venezuela and/or appropriate countries as applicable and ordinances bearing on the performance of services specified herein and shall possess the necessary operating authorities required by regulatory agencies. Common transport carriers shall possess the required carrier documentation. The TSP shall provide the transportation of the household effects to and from or between the places where the shipment may move by provisions of this tender.

SECTION 2: PARTICIPATION

ITEM 2-1 GENERAL

Participation in the USG TOS is open to any packer possessing the operating authority and insurance pertaining State/Federal laws and local laws of Caracas, Venezuela.

ITEM 2-2 APPROVAL TO PARTICIPATE

A packer must meet the following requirements to become eligible to participate and perform services under this TOS. The applicable approval documentation with a complete tender package must be mailed to the attention of Jeicko Hernandez or Eudes Pinto. The applicable documents must be express mailed with this Tender to General Service Office-(Shipping and Customs ), U.S Embassy Caracas, Calle F con Calle Suapure Urb. Colinas De Valle Arriba, Municipio Baruta 1080, Caracas, Venezuela.

Questions relating to the approval requirement may be directed to Jeicko Hernandez or Eudes Pinto by e-mail at CaracasCustomsandShipping@state.gov or Malenereynee Carr at CarrMG@state.gov.

A pre-proposal conference to discuss the requirements of this solicitation will be held on August 28 2018 at the Calle F con Calle Suapure Urb. Colinas de Valle Arriba Caracas. Offerors interested in attendance should contact the following individual:

Name: Angela Saborido / Rosa Vasquez

E-mail: CaracasProcurementSection@state.gov

Telephone Number: 58-212- 9078590 / 58-212-9078234

APPROVAL REQUIREMENTS:

· A Valid copy of licenses and memberships of the organizations from item 1-2 A.

· One (1) Signed copy of the Trading Partner Agreement / Letter of Intent (See attachment ITEM 9-2 – Trading Partner Agreement & Letter of Intent).

· Evidence that the transporting companies and the TSP operate an established business with permanent address and telephone numbers requirement within Venezuela.

· List of ten largest clients (by volume) in the past 3 (three) years, demonstrating prior experience with relevant past performance reports. Reference information shall include volume of cargo processed by your firm for this client per year, client contact information (name, positions, phone number, e–mail address and physical address).

· Evidence the offeror has all the licenses and permits required by applicable local law. Names of transporting companies if sub contracted assigned for road freight assignments.

· Certificate of Insurance for goods in transit and insurance whilst within warehouse facilities. If the insurance expires throughout the Tender a renewed proof of insurance should be provided or you will be withdrawn from the TOS.

· The offeror can provide the necessary equipment, personnel and financial resources needed to perform the work requested within this Tender.

· A hardcopy brochure of the organization with history of the company

· Current financial statements as well as the last 3 (three) years financial statements.

· Rates for services provided (attachment 9.3).

· The Customs Broker is Customs compliant.

The TSP shall provide the name, mailing address, telephone number(s) and email addresses of any operations points of contact, which will be responsible for tracing of shipments and advising on the road freight, shipping and delivery information at all times. The U.S Embassy intends to send all documents electronically or via courier service when original documents are required. The TSP is encouraged to supply the U.S. Embassy with a website address that will allow the U. S. Embassy personnel to track and trace shipments by document number or the shipment number.

TSP may only be represented under the name of one company. Multiple solicitations will produce automatic disqualification for all associated companies.

ITEM 2-3 CONTINUED PARTICIPATION

Once a packer has been awarded/accepted to participate under this TOS, continued participation depends upon:

· The TSP showing a willingness and ability to meet the transportation requirements of the U.S. Embassy

· The packer’s continuation of Insurance

This TOS is performance based. Failure to perform agreed services may result in immediate termination of this TOS as determined by the USG Tender Administrator(s) as defined in ITEM 1-1 Tender Administration Data. USG’s expectation of a TSP is to provide consistent and satisfactory work that meets all requirements in this Tender of Service. Performance measures may include but are not limited to:

· Percentage of on-time deliveries

· Percentage of shipments documentation provided in a timely manner

· Percentage of billing improprieties

· Average response time

· Percentage of customer satisfaction reports

SECTION 3: OFFERS OF SERVICE

ITEM 3-1 SUBMISSION OF RATES

TIME OF FILING: A complete rate package as listed on ITEM 2-2 Approval to Participate must be hand delivered or via a reputable small package forwarder (FedEx, DHL etc.) to the reception desk, U.S. Embassy, Caracas Calle F con Calle Suapure Urb. Colinas De Valle Arriba, Municipio Baruta 1080, Caracas, Venezuela for the attention of, General Services Office – (Shipping and Customs) before 17h00 on September 7th, 2018. A complete tender package must be sent in a single mailed document, with all supporting documentation attached. No exceptions after this date and time will be considered.

The rate quote spread sheet (see attachment 9.3) for your rate submission is in Microsoft Excel format. Assessorial charges must all be all-inclusive under the Tender of Service: Terminal handling charges, security fees, documentation and toll gates fees. All Assessorial charges must have supporting documentation. All rates must be quoted in USD for inbound shipments and outbound shipments.

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

1. As the need for services arises, the U.S. Government will develop a price estimate. If the estimate does not exceed US$8,000 the U.S. Government will follow the procedures in paragraph (2) below. If the estimate exceeds US$8,000, the U.S. Government will follow the procedures in paragraph (3) below.

2. Orders not exceeding US$8,000 – The U.S. Government will select a contractor for issuance of the order. This decision will be based on the U.S. Government best interests, which may include factors such as estimated price and past performance record.

3. Orders exceeding US$8,000 – Unless one of the exception in paragraph (5) below applies, the U.S. Government will follow one of the following scenarios:

· The U.S. Government will request each contractor to perform, AT NO COST TO THE U.S.GOVERNMENT, a pre-shipment survey after which the contractor will present an estimate to the U.S. Government.

· Whether or not the contractor is selected for an individual order, the U.S. Government shall not be liable for any claim from the contractor for the costs of performing a pre-shipment survey. Selection will be based on a combination of estimated price and past performance information or;

· If the Contracting Officer can establish which Contractor price will result in the lowest price for the individual order without requesting a pre-shipment survey, the U.S. Government will make its award based upon the prices set forth in the TOS and past performance information gained as a result of contractor performance under previous Tender.

4. The Department of State does have an Acquisition Ombudsman who will review any complaints by contractors to ensure that all contractors are afforded a fair opportunity to be considered for the BOL awards, pursuant to the procedures for award of BOL.

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

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

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

ITEM 3-2 MODIFICATIONS TO TENDER

A TSP (Carrier) may not modify this tender by adding or removing services. Such modifications will render the TSP (Carrier) offer void and subject to termination in conjunction with this TOS by the Tender Administrator(s).

SECTION 4: STATEMENT OF WORK

ITEM 4-1 SCOPE OF WORK

The TOS requirements include but is not limited to non-personal services, providing all necessary labor, materials and facilities for the customs clearance, transportation to and from ports pickup, receipt, weighing, re-weighing, preparation of packing list(s), inventories, or other appropriate documentation, placement into temporary storage, bond store, export packing, delivery, unpacking and all other related services.

Services included in the rate

1. Packing, including use of packing containers and materials from origin.

2. Lift vans may be new wooden or USG approved used lift vans which are in compliance with the ISPM15 Standards.

3. Extra Mileage/Trip Fees.

4. Inside (internal) and outside (external) lift charges.

5. All charges associated with heavy or bulky items to include piano/organ.

6. All charges associated with Motorcycle Crates to include Clip Lock and Snap-Tight Crate.

7. All boxing or crating charges for LCD, LED, Plasma and any flat panel TV.

8. Extra labor, long carry and all charges associated with mini-storage.

9. All charges for shuttle service.

10. All charges for toll gate.

11. All charges associated with assembly/ disassembly of furniture, athletic/ exercise equipment.

12. All charges for uncrating of any type container.

13. All charges associated with servicing grandfather/Cuckoo Clocks and Chandeliers.

14. Unpacking, removal of debris.

15. Place into bond store and storage

1. EXPORT PACK

Unaccompanied Baggage Packed by Packer

Minimum chargeable rate 100 Lbs.

The TOS requirements include but are not limited to picking up unaccompanied baggage, weighing at residence on portable commercial type scales (not bathroom scales) which are calibrated, placing of items into tri-wall containers at residence, and hauling to Packer’s facility including, but not limited to, loading, providing shipping containers, packing, banding, reweighing on certified scale, marking, preparation of standard packing list/inventory.

Notify TSP designated on BOL within established timeframes to pick up the shipment. Effects must be packed in Tri-wall. Tri-walls measuring 5, 10, or 15 CUFT only. Each piece or Tri-wall container must not exceed 200 lbs. Multiple pieces cannot be shrink-wrapped or palletized outside the Tri-wall container. All the effects must fit into the Tri-wall container.

OFFEROR'S PRICE (Please insert on excel rate attachment 9.3)

Export Packing of Effects from Residence/Vendor This Tender requires the complete services for preparing household and personal effects for shipment, including, but not limited to, receiving items delivered to Packer’s facility by vendors and picking up personal effects at owner's residence. These requirements include; preliminary packing; inventory; crating; TV cartons ; providing shipping lift van’s in new wood or approved USG used liftvans; stowing effects into shipping liftvan(s) at the residence; hauling properly stowed shipping container(s) to Packer’s facility; weighing; cubing; banding; stenciling the prescribed marking, to include stenciling the net, tare and gross weights and cubic measurement on the liftvan(s) (These measurements must be stenciled in metric measure with the English equivalents in parenthesis); loading packed shipping liftvans on/in Transportation Service Provider's vehicles and shall pack effects into liftvans conforming to United States Department of Agriculture, Animal and Plant Health Inspection Service (www.aphis.usda.gov) specifications for the destination designated on the Packer’s Authorization.

All wood/plywood container(s) must meet ISPM 15 (USDA/APHIS) requirements, be heat-treated, and bear the IPPC stamp on all sides of the lift van(s). SIZE MAY NOT EXCEED 96"L BY 46"W BY 87"H. PACKER MUST PROVIDE DIMENSIONS, NET/GROSS WEIGHT AND PACKING AUTHORIZATION # TO DESPATCH AGENT BELOW *ONLY AFTER RECEIPT OF PACKING LIST WILL A GBL BE ISSUED.

OFFEROR'S PRICE (Please insert on excel rate attachment 9.3)

HHE by Air Export Packing From Residence/Vendor The Packer shall pack the household and personal effects into Tri-wall containers. If the shipment occupies an entire contour type air container registered, and approved by the International Air Transport Association (IATA), and can be accommodated by aircraft servicing the post, the contour-type "IATA 5" container shall conform to United States Department of Agriculture, Animal and Plant Health Inspection Service (www.aphis.usda.gov) specifications for the destination designated on the Packer’s Authorization. All Wood/plywood container(s) must meet ISPM 15 (USDA/APHIS) requirements be heat-treated and bear the IPPC stamp on all sides of the container(s). Only the GSO shipping may authorize, subsequently approve, or request the use of another container of different size and/or construction of HHE by Air Export Packing.

WHEN SERVICES ARE REQUIRED FOR SHIPMENTS WEIGHING LESS THAN 100 POUNDS, A MINIMUM CHARGE MAY BE ASSESSED ON 100 POUNDS AT THE APPLICABLE RATE.

OFFEROR'S PRICE (Please insert on excel rate attachment 9.3)

Prohibited Actions

TSP employees shall not

· Attempt to disassemble, assemble or repair any electrical appliances or mechanical items.

· Disconnect or connect any gas items.

· Touch lampshade coverings or other items that could suffer stains.

· Place pictures and mirrors between layers of bedding and linen without proper packaging.

· Pack heavy items on top of shoes.

· Wrap books, lampshades linens or other light colored items in newspaper as the newsprint will rub off and stain.

· Pack opened cleaning materials or other foodstuff which has been used.

Prohibited items (refer to attachment 9.5)

Special Crates authorized to be constructed.

The packer must supply the GSO Shipping with a copy of the special request/accessorial form. The authorization must include a description of the items to be crated, whether the items are being exported or placed in storage, if the crate is required for safe transport, or if the employee requested it and the total cost. (See attachment 9-4 14FAM Exhibit 611.6 Limitations). Please include the shipper’s name, Shipment number along with the logistical specialists name on all requests. Crate(s) must conform to United States Department of Agriculture, Animal and Plant Health Inspection Service (www.aphis.usda.gov) specifications for the destination designated on the Packer’s Authorization. All wood/plywood container(s) must meet ISPM 15 (USDA/APHIS) requirements be heat-treated and bear the IPPC stamp on all sides of the container(s). Please use crating/accessorial forms included in this Tender of Service (See attachment 9-4). The Packer must email a copy of the special request/accessorial form prior to the pack out date to CaracasCustomsandShipping@state.gov . Please contact the Tender Administrator(s) as defined in ITEM 1-1 Tender

2. INBOUND SERVICES

Receipt of Incoming Unaccompanied Air Baggage (UAB) Shipments and Release to Government, Owner or Agent Complete services for the receipt of incoming shipments of packed and/or crated Unaccompanied Air Baggage (UAB) include, but are not limited to, loading; weighing; hauling; unloading; unpacking. Furthermore, other required services consist of one time placement of effects, debris removal, and re-weighing (if required). The UAB shipment will be loaded by the Transportation Service Provider’s vehicle, designated by the Government to receive the UAB shipment, at the Packer’s facility or released to the owner or his authorized representative. Only closed trucks or vans shall be utilized to haul UAB.

OFFEROR'S PRICE (Please insert on excel rate attachment 9.3)

Receipt of Inbound, Export Packed, or Crated Effects and Release to Government, Owner or Agent Requirements herein include, but are not limited to the complete services for the Clearance, transportation, receipt, delivery and unpacking of export-packed or crated effects. Including, but not limited to, specifically, receiving effects from the delivering Transportation Service Provider; unloading effects from Transportation Service Provider's vehicle; handling out and removing effects from storage; loading, weighing and hauling effects from Packer’s facilities to owner's residence; and unloading, uncrating, unpacking and placing of effects properly and safely in said residence as directed by the owner or his authorized representative. The Packer shall remove all shipping containers and empty boxes, barrels, crates and debris promptly from the owner's premises. The Packer shall note all damage found while unpacking, and have the owner or his authorized representative certify on the delivery receipt the services performed under this TOS. Reweigh if required.

Temporary Storage of Export Packed Effects Actual Weight Extra cost per month for temporary storage of incoming shipments of inbound household effects (HHE) and Unaccompanied Air Baggage (UAB).

OFFEROR'S PRICE (Please insert on excel rate attachment 9.3)

Extra Pick Up or Delivery

Some employees may have a secondary pack out location. This negotiated code will cover any secondary pickups within 25 kilometer of the primary pack out location. Any pickups exceeding this kilometer will be negotiated on a case by case basis.

OFFEROR’S PRICE (Please insert on excel rate attachment 9.3)

Special Crates authorized to be constructed.

The packer must supply the GSO Shipping with a copy of the special request/accessorial form. The authorization must include a description of the items to be crated, whether the items are being exported or placed in storage, if the crate is required for safe transport, or if the employee requested it and the total cost. (See attachment 9-4 14FAM Exhibit 611.6 Limitations). Please include the shipper’s name, DOS Shipment number along with the Logistical specialists name on all requests. Crate(s) must conform to United States Department of Agriculture, Animal and Plant Health Inspection Service (www.aphis.usda.gov) specifications for the destination designated on the Packer’s Authorization. All wood/plywood container(s) must meet ISPM 15 (USDA/APHIS) requirements be heat-treated and bear the IPPC stamp on all sides of the container(s). Please use crating/accessorial forms included in this Tender of Service (See attachment 9-4). The Packer must email a copy of the special request/accessorial form prior to the pack out date to CaracasCustomsandShipping@state.gov. Please contact the Tender Administrator(s) as defined in ITEM 1-1 Tender

4-2 PERFORMANCE OF SERVICES

1. General

All services ordered under this TOS shall be performed in accordance with the provisions and requirements set forth herein. It is the responsibility of the packer to dispatch the appropriate number of personnel and/or equipment to complete jobs as scheduled. Labor employed to perform services under this Tender shall be experienced and competent in the performance of such services. The crew will have a minimum of one employee that is fluent in the English language who will remain at the job site from commencement to conclusion. Those employees who perform services at the owner's residence shall be neat and in proper uniform identifying them as employees of the Packer; Packer equipment should readily identify the firm performing the Tender services. The Packers shall be subject to U.S. Government approval. All employees must pass a suitable investigation conducted by the TSP, including recommendation(s) from their respective supervisor(s). Also required is a police check covering criminal and /or subversive activities, a check of personal residence, and credit investigation. The TSP shall provide all such investigations in summary form to RSO for review and approval or disapproval. THE TSP SHALL NOT USE ANY EMPLOYEES UNDER THIS TOS THAT HAS NOT BEEN CLEARED. The Packer employees must have in their possession forms of current ID that has a current photo, name, and their signature. Acceptable forms include:

a. A valid driver's license.

b. Photo ID document issued by the Department of home affairs or;

c. Valid passport.

The TSP shall provide key personnel. During the first 90 days of performance, the TSP shall not make any substitutions of key personnel unless the substitution is necessitated by illness, death or termination of employment. The TSP is responsible for strict adherence to all instruction and quality requirements stated in this TOS and shall provide the appropriate management effort to ensure that all services are performed. Each packing or unpacking team shall have a team leader to supervise the workforce and serve as a liaison with the GTMs. This designated person shall have supervision as his/her function during the time the TSP is in the client’s facility or residence and when household effects, Unaccompanied baggage, or other cargo is being loaded into liftvans or shipping containers. The TSP shall ensure that all personnel assigned to this TSP possess the work and skill experience necessary for accomplishing their individual tasks. English language is encouraged to be spoken fluently by at least the team leader of the packing team and be able to carry out duties prescribed herein. A trained packing supervisor shall be onsite for every pack out and delivery to manage and supervise the crew to carry out instructions provided by official BOL and liaise with the USG to resolve all issues. Tools and equipment shall be provided to every assigned delivery and packing team to perform the services under this Tender. Equipment should include but is not limited to knives, hammers, screwdrivers, nails, packing tape, markers, calculators and scale. The TSP employees shall be courteous at all times, arrive promptly with materials, and be clean and neatly dressed. It is required that the packing crew do not smoke within the clients residence, do not arrive under the influence of drugs or alcohol, drink alcoholic beverages whilst on duty or use the clients bathrooms without permission. The packing crew should not engage in prolonged discussions or arguments regarding the assigned duties or request any articles or currency as a gratuity from the client for work performed under this TSP.

2. Export Packing of Household Effects and Unaccompanied Air Baggage

Except as otherwise provided in this TOS, the packer shall perform the required services relating to export packing of household and personal effects on the date and time mutually agreed upon between the Packer and GSO shipping. The owner of the effects shall be any person the authorizing Agency specifies as the owner in the document authorizing service. All services to be performed at the owner's residence shall be performed on normal workdays (Monday through Friday) between the hours of 9:00 a.m. and 4:00 p.m. If the pack-out service cannot be completed by 4:00 p.m. of the scheduled pack-out day, the Packer must notify the U.S Embassy or U.S. Consulate that: the owner has agreed to proceed after 4:00 p.m., OR, the owner or his authorized agent and the Packer have mutually agreed on a date and time to finish the packing service with the final workday not to be more than 48 hours from the originally scheduled day.

If for any reason this schedule cannot be met, the Packer(s) shall notify the owner and the appropriate Transportation Office of the change and the reasons therefore. Any services performed outside normal business days/hours agreed upon between the Packer and the owner of the effects or his authorized representative shall be for the mutual convenience of the parties and shall create no liability on the part of the U.S. Government for overtime or premium pay charges. Employees must be able to assemble furniture. Requests for approval of additional special services not covered by this Tender should be a written request emailed to CaracasCustomsandShipping@state.gov. Packer or Crew Chief must have a working cellphone while performing work at residence.

3. Inaccessible Locations:

The Tender Administrator must, prior to commencement of performance, authorize and approve in writing the removal or placement of property from or to attics, basements, and other locations, and to make property available to the Packer where the location of property and goods to be shipped or delivered is: (1) Not accessible by a permanent stairway (Including ladders of any type), (2) Not adequately lighted, (3) Does not have a flat continuous floor, or (4) Does not allow a person to stand erect, (5) Any area that is deemed unsafe, unhealthy for packers or crewmen.

4. Effects to be Packed/Stowed in Containers/Lift Vans at Residence

All household and personal effects must be packed and stowed into approved shipping containers or lift vans at the owner's residence. The shipping containers must be closed securely before being removed from the owner's residence. When adverse weather could create a potential hazard to the effects, such packing and/or stowing of container or lift vans must be suspended until more favorable weather conditions exist.

Loose loading of personal effects is prohibited. Building materials, live plants including bulbs, Boats, Kayaks, and Canoes of any kind are not authorized.

5. Delivery of Inbound Household Effects and Unaccompanied Air Baggage

Except as otherwise provided in this TOS, the packer shall perform the required services relating to the delivery and unpacking of household and personal effects on the date and at the time mutually agreed upon between the Packer and the owner or the GSO Shipping. All services to be performed at the owner's residence shall be performed on normal workdays (Monday through Friday) between the hours of 9:00 a.m. and 4:00 p.m. If the delivery service cannot be completed by 4:00 p.m. of the scheduled delivery day, the Packer must notify the GSO Shipping that: (1) The owner has agreed to proceed after 4:00 p.m., OR, (2) The owner or his authorized agent and the packer have mutually agreed on a date and time to finish the delivery service with the final workday delivery date not to be more than 48 hours from the originally scheduled day. The packer shall provide a three (3) hour window during which the owner of the goods can expect his household effects and/or unaccompanied air baggage to be delivered.

If for any reason this schedule cannot be met, the Packer shall notify the owner and the GSO Shipping of the change and the reasons therefore. The re-scheduled delivery shall be at the mutual convenience of the parties and shall create no liability on the part of the U.S. Government for overtime or premium pay charges.

6. Adverse Weather Conditions

When services are scheduled and adverse weather conditions could create a potential hazard, such pick-up or delivery of containers or lift vans may be suspended or postponed until more favorable weather conditions exist. The Packer and owner must agree on a new pick-up date and time. The Packer must also inform the GSO Shipping. Re-scheduling of pick-up must be within two (2) working days of the workday previously suspended because of the adverse weather conditions and must not result in any liability on the part of GSO Shipping for overtime or premium pay charges.

7. Protection of Household Effects and Unaccompanied Air Baggage

All articles of household goods and personal effects must be wrapped, crated (prior approval or at owners cost), packaged, packed, or padded properly before the article(s) is/are moved within, or moved from, the residence or premises.

All movements of household and personal effects shall be by a method which shall insure the protection of the effects. The interior of all vehicles and containers used shall be clean and dry and be provided with a sufficient quantity of clean pads, covers, and other protective equipment to insure safe transit and delivery of the effects.

8. Delivery Requirements and Responsibilities

It is the responsibility of the Packer at the time that the arrangements for the delivery of the goods are made to solicit from the owner or his representative all pertinent information regarding the delivery, e.g., whether a piano or any unusually heavy object is in the shipment; whether or not there are any large rugs in the shipment which should be carried into the residence prior to bringing in the furniture; whether the shipment is to be delivered to a high-rise; the distance the goods shall have to be carried/pushed; whether the driveway is steep and/or long, necessitating a shuttle; and number/type of items requiring special handling. At this time, the Packer should explain to the owner of the goods the owner's responsibilities in preparing for the delivery, such as making the necessary arrangements for parking, and reserving the elevator in the event the goods shall be delivered to a high rise, advising the owner that should he decide to do some unpacking on his own, waiver of un-packing must be received in writing by the Packer. The Packer must tell the owner that in the event that the owner or GSO Shipping shall not be able to receive the goods at the time and place agreed upon, the owner or his representative should notify the Packer of this problem no later than the close of business on the day prior to the scheduled delivery.

Failure to do so could result in the owner of the goods paying for second or subsequent attempts to deliver. The owner/agent of the goods shall be furnished with a copy of the Packer’s inbound receiving report upon completion of the delivery.

9. Damage to Owner's Effects and/or Residence

The Packer shall, immediately upon becoming aware of any damage done to an employee's goods or to his residence, notify the GSO Shipping by telephone. This is to be followed by a written report of the same information within twenty-four (24) hours of the incident.

· The floor, stairwells, banisters, and carpeting of the employee’s residence shall be appropriately covered during packing, loading, and/or delivery to prevent damage or soiling.

· Banisters and main entry doors of the employee’s residence shall be appropriately covered with clean protective padding. "Appropriately covered" is defined as substantial protection from scratching, gouging, and/or soiling the floor or carpet of an employee. In case of theft, a written police report must follow within (5) five days of the incident.

10. Commingling of Effects

It shall be the responsibility of the Carrier, at his expense, to have articles of household and personal effects which he inadvertently packed with goods of other than the rightful owner, forwarded to the rightful owner by the quickest means of transportation as selected by the Tender Administrator.

11. Mismarking of Effects

Furthermore, it shall be the responsibility of the Packer to insure that all shipments have been stenciled or marked correctly. When a shipment is forwarded to an incorrect address due to incorrect stenciling or marking by the Packer or his personnel, the shipment shall be forwarded, with the least possible delay, to its rightful owner by a mode of transportation selected by the Tender Administrator. The Packer shall be liable for all costs incurred, including charges for preparation, drayage, and transportation.

12. Delays in Packing

The packing of household and personal effects shall not be delayed pending receipt of articles from vendors, unless specific written approval for such delay has been given by the authorizing Government Agency. Articles received after the packing has been completed shall be packed as a separate shipment within seven (7) working days after their receipt, unless a delay beyond that period has been specifically approved in writing by the authorizing Contracting Officer. Articles located after the shipment has been made available should be packed immediately as a separate shipment and a new packing authorization requested.

13. Completion of Services

It shall be the responsibility of the Packer, at his own expense, to pay any costs for redelivering and storage that results from the Packer’s failure to release to the trucker the items specified on the authorization. The Packer shall be required to complete all services within the time frames specified in [Section 6, DELIVERIES OR PERFORMANCE, and TIME OF DELIVERY]. Those services calling for export-packing of loose-packed effects from storage/vendor or release of export-packed or crated effects from storage for shipment (Including remarking, re-banding, re-coopering and repacking) shall not be deemed complete until computer updates and/or manual reports are finished and packing lists are forwarded to the GSO Shipping

14. Repacking Cost

It shall be the responsibility of the Packer to insure that all shipment containers are built to the size restrictions outlined in the Packer’s Authorization.

When a shipment is forwarded in the wrong size lift van or are not conforming to the USDA guidelines, the Packer will be required to reimburse the DOS for any repacking or additional freight costs incurred. Packer will be responsible for any and all change associated to repack/redeliver of shipment.

15. Prohibited Items

Building materials, Live Plants and bulbs, Light aircrafts, Boats, Kayaks, and Canoes are prohibited. DOS will not authorize the shipment of Light aircrafts, Boats, Kayaks, Canoes, Live Plants or Building Materials. The Boats, Kayaks, Canoes and light aircrafts items are defined as an open craft of a size that can accommodate an individual(s) to sit in it. The TSP must refuse the shipment of Boats, Kayaks, Canoes, Light aircrafts, Building materials or live plants and bulbs. Acceptance of any item listed herewith, the TSP is solely responsible for all handling costs associated with returning the item back to its original pick up location. Coins, currency, valuable papers or jewelry (this must remain in the custody of the client). Any hazardous cargo i.e. flammables, paints, acids etc. should not be packed within HHE or UAB.(see Attachment 9.5) In accordance with Department of Defense (DOD) and United States Coast Guard (USCG) shipments; pre-approval no later than three work days prior to the pack out must be authorized by GSO Shipping for the receipt, handling, shipment of Boats, Kayaks, Canoes. To include a motorcycle, moped, hand glider, golf cart, snowmobile (associated trailer), Ultra-light vehicles (defined in 14 CFR §103 as being single occupant, for recreation or sport purposes, weighing less than 155 pounds if un-powered or less than 254 pounds if powered, having a fuel capacity NTE five gallons, airspeed NTE 55 knots, and power-off stall speed NTE 24 knots), utility trailer, with or without a tilt bed, with a single axle, and an overall length of no more than 12 feet (from rear to trailer hitch), and no wider than 8 feet (outside tire to outside tire), side rails/body no higher than 28 inches (unless detachable) and ramp/gate for the utility trailer no higher than four feet (unless detachable).

16. Motorcycle Crates

The use of prefabricated motorcycle shipping containers (to include Trikes) is mandatory for all DOS/DOD shipments containing a motorcycle. The motorcycle key should remain with the owner and for no reason should the packer take possession of the motorcycle key.

17. Flat Panel TV Cartons (LCD, LED and Plasma)

The use of Flat Panel TV cartons is mandatory for all DOS shipments containing a Flat Panel TV (LCD, LED, and Plasma). (See ITEM 4-1 Scope of Work).

ITEM 4-3 REPORTS

1. Reports for this TOS will be done via email. All weekly status reports, including pre move surveys, must be addressed to the following email address: CaracasCustomsandShipping@state.gov. This report must be sent to GSO shipping within 48 hours from the date of pack out at residence.

2. For shipments that are on hold because of being overweight or awaiting additional items or for other reasons, written notification must be furnished electronically via email to CaracasCustomsandShipping@state.gov.

ITEM 4-4 INVENTORY

1. General Requirements

In conjunction with the owner or his representative, the TSP shall prepare, in triplicate, bearing the signature of the client and the signature of TSP both certifying the correctness of the inventory.

The TSP shall ensure diligence in recording any unusual condition of the goods being packed by the TSP. The inventory shall list each article of furniture, and words such as "Household Goods" or other general descriptive terms such as marred, scratched, soiled worn, torn, gouged and the like shall be avoided unless they are supplemented with a statement describing the degree and location of the exception. Inventory list shall specify the name of the client of the goods, the date of the shipment and the name of the TSP, and contain on the form an explanation of the condition symbols and location symbols. The original of the Inventory list will remain with the TSP, one copy given to the client and the client agent; and a scanned copy will be forwarded to the Logistics specialist and GTM to retain and upload onto internal systems.

All containers such as suitcases, bags, plastic containers, totes, etc., will be indicated as either empty on inventory or the contents will be noted. Rugs which are 2.75 meters by 3.65 meters (9FT x12FT) or larger must be identified on the inventory by color and size.

2. Firearms/Locked cabinets/Safes

Packers are not authorized to accept locked cabinets and other similar safes etc. Items annotating FIREARMS or unauthorized items such as locked containers fall under the same provisions as PBO’s. Firearms are prohibited in UAB and HHE. The TSP shall ensure that packing lists do not include any items listed as “locked gun safe” or any other locked container.

3. Packed by Owner

The packer must ensure that packing lists does not include any items listed as “Packed by Owner (PBO)”, miscellaneous or “contents unknown.” Such descriptions are an immediate flag for close attention by Customs, who could place shipments on hold pending search, which will severely delay delivery. Under no circumstances should the inventory reflect Packed by Owner Cartons (PBO). Closed PBO packed by owner cartons are not acceptable by the TSP. All PBO cartons need to be inspected by the TSP so all packing and contents can be identified therefore all cartons must be left open for inspection by the TSP and liability of the PBO carton accepted by the TSP.

4. Exceptions

All exceptions as to the condition of the goods listed on the inventory must be brought to the attention of the owner or his representative before the goods are received by the Packer. The inventory must be signed by the representative of the packer and the owner or his representative, both certifying to the correctness of the inventory.

5. Inventory Forms

Inventory forms shall specify the name of the owner of the effects, the date the inventory is prepared, the shipment number, the name of the Packer, the container number, and an explanation of the condition symbols used, if applicable. The legible copy of the inventories will be given to the owner or his representative, one copy must be emailed to CaracasCustomsandShipping@state.gov, SUBJECT: Inventory “SHIPMENT NUMBER”, and one legible original of the inventories will be retained by the Packer. All inventories should have detailed descriptions of each line item; absolutely no PBOs should be accepted or annotated on the inventory. Such descriptions are an immediate flag for close attention by Customs. The shipment could be placed on hold pending search, which will severely delay delivery. Should PBOs appear on the inventory, the Packer will be held responsible for all repack charges and any liability associated with it. Care in the preparation of the initial inventory will assist in protecting the owner of the property and the Packer in the event of loss and/or damage. When there are two (2) or more shipments, each shipment must have a separate inventory. Any items which are 'free flow' items should be noted as such on the inventory form. If access and segregation and/or partial removal are performed on the export shipment, the items on the inventory will be lined through.

Weight certificates specifying piece count, dimensions, and cube for each lift van should be emailed to CaracasCustomsandShipping@state.gov Marking Requirements

All cartons must be marked in general terms as to contents, and this general identification of contents must be indicated in the inventory. Each piece must be identified with an inventory number, shipment number, and full name of employee including middle initial if known. These numbers and the employee's name must also be on the outside of each piece after it is wrapped for shipment or storage. No sticker may be placed on finished surfaces of furniture or on the inside of a wrapped item. A record (i.e., packing list) must be made at time of loading for each shipping container listing the contents of each container by inventory number (Bingo Card). Email both to CaracasCustomsandShipping@state.gov

ITEM 4-5 GOVERNMENT/PACKER FURNISHED/INSTALLED EQUIPMENT

1. Facsimile & Scanner Transmission Requirements

The Packer shall install and maintain for the Tender period, at his expense, facsimile transmission scanner and reproduction equipment compatible with that used by the DOS to facilitate the transmission of documents between the Packer’s facilities and GSO Customs and Shipping offices. All reports required under this tender shall be transmitted on this equipment to the DOS.

2. Internet Email Requirements

The Packer shall have and maintain for the Tender period, at his expense, internet email capability for electronic transmission between the Packer and GSO Customs and Shipping office for email, reports, etc., as applicable.

ITEM 4-6 FACILITIES

1. Structural and Cleanliness Warehouse Requirement

Facilities used for the performance of services under this Tender shall be well constructed with watertight roofs, walls and floors, and shall be maintained in good condition. The building must be kept dry, clean, well ventilated, free of dampness (so to prevent the occurrence of mildew or other dampness related fungi), free of moths, roaches, rats, mice and other vermin, and must be kept in an orderly condition at all times. Facilities are subject to Inspections by GSO, Shipping.

2. Sprinkler Requirements/Fire Content Rate

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

a. An acceptable automatic fire detection and reporting system or

b. An acceptable automatic sprinkler system;

In addition, the facility must be protected by an adequate water supply for firefighting and a fire department that is responsive twenty-four hours (24 hrs.) per day. Statements from the cognizant fire insurance rating organization shall be used as a basis for determining the sufficiency or adequacy of a fire fighting water supply and the responsiveness of a fire department to protect a facility.

3. Fire Prevention/Fire Control Plan Requirements

All installed fire protective systems must be accredited by the cognizant fire insurance rating organization for insurance rate credit. A definite fire prevention and control plan shall be posted and maintained in each building and the necessary fire extinguishers and/or approved type of firefighting apparatus shall be available and in good…