24Q0085 RFQ.pdf

SOLICITATION

DOCUMENT

Residential Furniture Rental Program for the U.S. Embassy Brussels, Belgium

Solicitation No: 19BE2024Q0085

Procurement Office U.S. Embassy Brussels Regentlaan 25-27 Boulevard du Régent 1000 Brussels Belgium

U.S. Embassy Brussels 19BE2024Q0085

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV. 02/2012)

PREVIOUS EDITION IS NOT USABLE Computer Generated Prescribed by GSA - FAR (48 CFR) 53.2

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

PR12647924

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19BE2024Q0085

6. SOLICITATION ISSUE DATE

July, 12th 2024

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Michael Abrahams

b. TELEPHONE NUMBER(No collect calls)

0032 2 811 40 00

8. OFFER DUE DATE/ LOCAL

TIME

July, 27th 2024 – 05.00pm

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE:____ % FOR:

Procurement Office, SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

US Embassy Brussels HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

To be submitted electronically to the Contracting Officer to the following email address:

BrusselsBids@state.gov

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

As stated in The Schedule

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY

BruFMCaccountsProc@state.gov U.S. Embassy Brussels Regentlaan 25-27 Boulevard du Régent 1000 Brussels

CODE

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

OFFER

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

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

See scope of work 1 1

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

25. ACCOUNTING AND APPROPRIATION DATA

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

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

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

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____ COPIES TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET

FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT

TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _________________ OFFER DATED ____________.

YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY ADDITIONS OR

CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

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

30b. NAME AND TITLE OF SIGNER (Type or print)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER (Type or print) Andrew Malandrino

31c. DATE SIGNED 07/12/2024

X

X mailto:BruFMCaccountsProc@state.gov

SCOPE OF WORK

1. OVERVIEW

1.1. The United States Government (USG), Department of State (DOS), has a requirement to rent furniture for our residential properties.

1.2. The requirements in this SOW serve as direction to the Contractor for providing the requested items. The Contractor shall perform all services in accordance with international professional standards of skill, care, and diligence adhered to by reputable, international firms and shall conform to generally accepted professional practices.

2. PROJECT DESCRIPTION

2.1. The USG intends to rent furniture for 10 residences. Delivery will be directly at residences throughout the Brussels Capital region and the surrounding areas.

2.2. The Contractor shall be able to rent residential furniture for Government leased residences in the Brussels Capital region and the surrounding areas. All furniture will be supplied in rental and therefore it will remain the property of the contractor during the entire duration of the contract. The Government will NOT purchase any of this furniture but only lease/rent. The Contractor must store enough furniture in stock to fulfill Government orders based on estimated list but not limited to the items provided in Attachment 1 for long term rentals and Attachment 2 to 5 for short-term rentals and Welcome Kits. The contractor will have to be able to deliver the required items in no more than 15 calendar days.

2.3. The Contractor will be responsible for the acquisition, storage, insurance, maintenance, transportation, delivery, pick-up, and installation of all furniture and items leased under this BPA. The prices listed in Attachment 1 to 5 will include line items for transport charges on delivery / pick up of furniture and hoist charges if applicable. The furniture line items should include overhead, profit, packaging, and all local or federal taxes, if applicable. The Contractor will also be responsible for obtaining the necessary parking permits and for paying any parking fees for its vehicles when required by local regulations.

2.4. The Government will be responsible for moving furniture for “make ready works” the residences. (action of preparing a residence for the arrival of a diplomat and his/her family). The Government will use all furniture only for purposes of furnishing leased residences. The Government shall not move any of the rented furniture or permit any of the rented furniture to be moved from the premises in which it was delivered without the Contractor's permission. The Government will not lend any of the rented furniture to any third party or allow any third party to use the rented furniture.

3. NUMBER OF RESIDENCES

The contractor shall furnish all existing residences, i.e., approximately 10 residences in in the Brussels Capital region and the surrounding areas with new / like-new furnishings (free of scratches, marks, signs of use, etc.).

4. FURNITURE DESCRIPTION FOR LONG-TERM RENTAL

4.1. Furniture pieces will be designed for household, quarters, and dormitory use and made from a variety of materials including wood, metal, wood/metal, stone, fabric, and /or glass.

The furniture style must be contemporary, and should be functional with clean, simple, restrained lines; pieces must be made of solid wood and wood finishes should be a natural dark color. Pulls for furniture pieces shall be made of metal. All furniture should have a one (1) year guarantee against defects in manufacture. The Contractor will replace any piece of furniture that is defective at no additional cost to the Government. The Contractor shall submit a price list (Attachment 1) showing the unit cost of all furniture included in this contract to be used as a reference for reimbursement in case inventory reveals shortages or damages other than normal wear and tear.

4.2. Residential dining room items include, but are not limited to, dining tables, china cabinets, buffets, sideboards, servers, corner cupboards, and display cabinets.

4.3. Case goods include, but are not limited to, dressers, chests, nightstands, mirrors, wardrobes, armoires, entertainment units, TV stands/cabinets, bookcases, wall units, table desks, student desks, home office type workstations, file cabinets, and tables.

4.4. Bed items include, but are not limited to, bed frames, headboard and footboard sets, bed rails, bunk beds, wall beds, roll-about and other portable beds, baby cribs, bed sets, bedside stools and benches, underbed storage units, and safety rails. Mattresses and mattress/boxing sets must only be provided with an accompanying bed unit. Bunk beds designed for household use must comply with U.S Standard Consumer Safety specifications for bunk beds and have guardrails and a ladder. Wall beds and cribs must comply with the applicable performance and safety requirements. Mattresses must comply with applicable U.S. flammability requirements.

4.5. Seating items include, but are not limited to, sofas, loveseats, chairs with or without arms, armchairs, stools, benches, swivel chairs, reclining chairs, and patio chairs. Upholstery pieces and components shall meet U.S. flammability test requirements and fabrics should be treated to deter soiling.

4.6. Appliances include, but are not limited to, refrigerators, freezers, washing machines, clothes dryers, portable air conditioning units, and dehumidifiers. All appliances should be EU specifications and compliant with local regulations.

5. WELCOME AND DEPARTURE KITS & SHORT-TERM RENTALS

Upon each employee's arrival / departure, the Government provides a welcome kit to facilitate the move of the diplomats and their families. This Welcome Kit will be a short-term rental provided under 3 possible setups depending on the size of the family. The Contractor must store enough furniture / appliances in stock to fulfill Government orders based on estimated list but not limited to the items provided in Attachment 3, 4 & 5.

The Government might also require short-term rented furniture if the family are waiting for personal items to be delivered, a list but not limited to in Attachment 2 provides items required for short-term renting.

The contractor will perform a onetime swap to remove at no additional cost to the Government, the kit and any required short term rented furniture. The minimum rental period is one week and thereafter continued by whole weeks. There is no minimum or maximum number of short rental items.

The invoice will be issued upon pick-up / return of the items, or monthly, whichever comes first.

6. INVENTORIES OF RENTED FURNITURE

6.1. The Contractor must create a separate inventory file for each residence and the inventory of furniture assigned to the residence must be taken at the time of occupancy of a residence. The Contractor and the occupant will inspect and count the furniture and then sign the inventory, a copy of the signed inventory will be sent to the occupant and the Contracting Officer’s Representative (COR), the point of contact for the contractor, who must also keep a copy in its file.

6.2. The Contractor shall meet with the occupant to inventory and inspect the furniture and the loaner kit within 30 days of the arrival of the occupant and have the inventories signed.

6.3. When a residence is inventoried for an incoming occupant, the occupant must sign and date the following statement on the inventory listing:

"I acknowledge receipt of the property listed in this inventory. Except for normal wear and tear and circumstances beyond my control, I accept financial responsibility for the damage or loss of property caused by me or members of my household. It is understood that the extent of my liability for damaged or lost property will be determined by the General Services Officer."

6.4. When any residence is inventoried for an outgoing occupant, the Contractor must sign and date the following statement on the inventory (if possible, liability for damages exists, the certification must remain unsigned until all problems have been resolved):

"I certify that all items listed in this inventory have been returned in good condition and that any determinations of the General Services Officer have been obeyed. The occupant is hereby relieved of responsibility for the property in this residence."

6.5. If an outgoing occupant's residence reveals shortages or damages other than normal wear and tear, such shortages or damages may be payable by the occupant. The Contractor reports shortages and damages to the COR. The occupant is not relieved of responsibility until the results of the pending survey action have been completed and the COR and the Contractor have accepted responsibility for the results of the inventory and reconciliation.

Employees at all levels may be held financially liable if it is determined that they are responsible for lost or damaged property.

6.6. The contractor will provide a price list of all the items included in the inventory which will be used as a reference if there are shortages or damages payable either by the Government or by the Occupant.

7. INSURANCE

The Contractor shall obtain adequate insurance for damage to, or theft of, material and equipment in insurance coverage for loose transit to the residence or in storage on or off the residences.

7.1. Time for Submission of Evidence of Insurance

7.1.1. The Contractor shall provide evidence of the insurance required under this contract within ten (10) calendar days after a BPA call, failure to timely submit this evidence, in a form acceptable to the Contracting Officer, may result in the rescinding or termination of the BPA call by the Government.

7.1.2. It is possible that the Contracting Officer may elect to issue the Notice to Proceed before receipt of the acceptance of the insurance, issuance of a Notice to Proceed by the Government before receipt of the required insurance certificates or policies shall not be a waiver of the requirement to furnish these documents.

8. TERMS & CONDITIONS

8.1. The Embassy is not obligated to purchase any definite amount under this agreement.

8.2. No single BPA call will exceed USD $20 000.00 or the equivalent in local currency.

8.3. The total amount ordered under this agreement will not exceed USD $200,000.00 or the equivalent in local currency.

8.4. The prices to the Government shall be as low or lower than those charged your most favored customers for comparable quantities under similar terms and conditions, in addition to any discount for prompt payment.

9. MAINTENANCE

The Contractor shall provide maintenance service to all rented furniture during the rental period and, in the event of any damage or deterioration of any of the pieces, will be responsible for repair or, in some cases replace the relevant furniture when necessitated by ordinary wear and tear.

10. DELIVERY TICKETS

All shipments/deliveries shall be accompanied by a delivery ticket or sales slip including the following information:

- Name of supplier

- BPA number

- Date of order

- Purchase number

- Itemized list of supplies or services furnished

- Quantity, unit price, and extension of each item, less applicable discounts

- Date of delivery or shipment

- Name of the authorized employee who placed the order

11. FAR & DOSAR CLAUSES

The FAR and DOSAR clauses attached to this BPA shall apply to all purchases made under this BPA. In the event of an inconsistency between the provisions of this BPA and your invoice, the provisions of the BPA shall take precedence.

12. EARLY TERMINATION OF LONG-TERM RENTALS

The COR will be responsible for announcing the early termination of the rental of the furniture when a resident is leaving post. The recalculation cost will be made based on the 12 months rental period minus the months rented during the period.

13. INVOICES

The Government shall pay the Contractor as full compensation for all work performed and accepted under this BPA with each call being a contract between the Government and the contractor.

Invoice Submission. The Contractor shall submit quarterly invoices in English INCLUDING VAT to the following email address: BruFMCAccountsProc@state.gov, as well as an info copy to the COR. To constitute a proper invoice, the invoice shall include all the items required by FAR 32.905(e).

The Contractor shall show Value Added Tax (VAT) as a separate item on invoices submitted for payment.

To constitute a proper invoice, the invoice shall include all the items required by FAR 32.905(e).

- Contractor's name and mailing address (for payments by checks) or Contractor's name and bank account information (for payments by wire transfers).

- Invoice date.

- Invoice Number.

- U.S. Embassy Contract number.

- The following additional information:

a. Key Type Number;

b. Intervention date;

c. Worksheet, signed by the occupant or the Embassy representative acknowledging that the work has been satisfactorily performed.

- Prompt payment discount if any.

- Name, title, phone number, and address of person to contact regarding invoice problems.

If an invoice does not contain the above information, the Government reserves the right to reject the invoice as improper and return it to the Contractor within 7 calendar days. The Contractor must then submit a proper invoice. The COR will take each summary invoice, furnish the detailed invoice to the appropriate official in that agency. That agency representative will review the detailed invoice and either mark it “inspected and accepted” or advise the COR of the inaccuracies. found. It shall be the COR who will interact with the Contractor on any invoice problems.

Invoices and all related documents MUST include the BPA number 19BE2024A0085 and your telephone number/email address. Please also specify the following:

- The COR Contact at the U.S. Embassy

- Your detailed banking information (Bank’s name, IBAN, BIC/SWIFT code – For U.S.

vendors: the ACH routing, bank account’s number. No wire transfers)

- A unique invoice number

Attention!! No other invoicing address will be accepted:

U.S. Embassy Brussels Regentlaan 25-27 Boulevard du Régent

1000 Brussels

If an invoice does not follow our billing and VAT requirements, the Government reserves the right to reject the invoice as improper and return it to the vendor as soon as it has been verified. The vendor must then submit a proper invoice. Only invoices that are sent by e-mail to the address BruFMCaccountsProc@state.gov are considered payable. Partial payment can be authorized for goods that have been partially received or services that have been partially rendered, after approval by the requesting office.

14. ACCEPTANCE

You are requested to acknowledge acceptance of this BPA, including its terms, conditions, and clauses, by signing and returning a copy to the Contracting Officer

15. COMMENCEMENT OF WORK

After receiving and accepting all required documentation, the Contracting Officer will issue the Contractor a Notice to Proceed. The Contractor shall then prosecute the services commencing and completing deliveries not later than the period established in the agreement.

The first delivery of furniture shall be completed within twenty-one (21) calendar days from the date of first BPA call.

16. SAM REGISTRATION

All contractors must be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submitting an offer pursuant to FAR 52.204-7. Vendors should provide their SAM Unique Entity Identifier (UEI) number with their submission.

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS