Draft_LSS_SOW_for_FBO.pdf

STATEMENT OF WORK

LOGISTICAL SUPPORT SERVICES

A. BACKGROUND

In 2015, the United States Agency for International Development (USAID) became the U.S.

Government Agency to manage the intake and distribution Foreign Excess Personal Property (FEPP). FEPP came from numerous sources including USAID, United States Military, Department of State and others. In 2014, USAID solicited and contracted a US firm to provide Logistical Support Services. At the height of the Logistical operation, the contractor managed up to $10 million in FEPP. This property supported USAID Implementing Partners and programs throughout Afghanistan and saved the US taxpayers millions of dollars. After many years utilizing this FEPP to the fullest extent, USAID Mission has re-evaluated the FEPP inventory taking into consideration the age, property condition, cost for maintaining the property and how the remaining FEPP could be used. After this thorough evaluation, USAID has made a determination to reduce the FEPP inventory up to 90%. This reduction in inventory to an estimated value of under $1 million will require a much leaner logistical statement of work to continue the Logistical Support Services for any future contracts.

The contract will be issued for the collection, storage, inventory, and distribution of property and goods to be used by USAID, USAID’s implementing partners (IPs) (contractors, grantees, and any other organization implementing USAID-funded projects), charity, and other Embassy agencies and affiliated groups.

B. OBJECTIVES

The objective is to provide open-air staging facility, a warehouse capable of receiving, storage, property management systems and re-distributing of property and vehicles. In order to enhance security and reduce costs related to helicopter transportation required for inspections in previous contracts, the logistical support compound must be inside the Green Zone in Kabul, Afghanistan.

C. SCOPE OF WORK

The contractor is required to provide a climate controlled, dust free warehousing facility, open-air staging for property, containers, vehicles and provide property management for the purpose of supporting USAID Afghanistan’s efforts to reutilize/distribute a limited amount of property throughout Afghanistan. USAID requires to efficiently and effectively manage/reutilize property to reduced overall costs to the IPs, which will result in substantial savings to the USG. Transfer of property to host government, charity organizations, as well as disposal of property via destruction, recycling must be considered and included in the proposal.

D. DESCRIPTION OF REQUIREMENTS

1. OPEN-AIR STAGING FACILITY:

The contractor is required to provide a secure open-air staging facility with capacity to receive and distribute property. The facility must meet the following requirements:

(a) Accommodate approximately 10 to 20 mixture of 20-foot and 40-foot containers with additional hard-type paved surface space for vehicle storage (minimum of 20 vehicles) and destruction/disposal area for vehicles. Vehicles that arrive in a running condition must be kept in this same condition, batteries charged, tires with air and fluid at proper levels. The disposal of vehicles must meet the USAID environmental requirements for property disposal.

The size of the warehouse(s) should have capacity of approximately 20,000 cubic meters.

(b) Proper storage provision for office and IT equipment, supplies and materials to be kept orderly on shelves. The stored items must be organized, kept clean, dust-free, and well-lit to facilitate ease access and inspections. Containers must not be used for storage of such supplies and equipment unless measures have been put into place to transform into proper warehouse storage space.

(c) The Climate controlled warehouse(s) mentioned in section 1(a) above should have proper storage such as, shelving, containers, bins, and proper ventilation to control dust and sufficient lighting are required.

(d) Compound controlled access by armed guards, where vehicles are screened with a mirror for potential explosives and passengers are passed through a walk-through metal detector prior to entering the compound. Access by visitors to the compound must be pre-announced and approved by the contractor in advance.

(e) The staging area must be level and covered in a hard type of surface with drainage to prevent, pooling of water, mud and snow that would cause heavy vehicles to get stuck and clear of any vegetation at all security posts lines of sight.

(f) The compound must have a perimeter non-climbable wall that is at least 10 feet high and topped with concertina (razor) wire to prevent easy breach of the wall.

(g) The access road into the facility must be capable of handling large heavy containers without risking damage to containers and trucks, or delay their ingress and egress to the facility. The entrance/yard must have the capability to allow for a 40’ tractor/trailer to gain access and maneuver.

(h) At least one method of emergency egress beside the main entry point must be available in case of emergency. The emergency exit must allow for pedestrians to walk on foot but have controlled access.

2. TRANSPORTATION/ EQUIPMENT HANDLING

Sufficient moving equipment licensed in Afghanistan is required to transport all sizes of property and containers throughout Kabul. Heavy moving equipment is required for loading and unloading of 20-foot and 40-foot containers, both empty and filled to capacity. Forklifts are needed to load and offload shipping pallets and other similar shipping platforms. Cranes maybe required at times for unexpected large property and should be leased on the open market; this should be considered at 6 times per year and 8 hours per day.

3. SECURITY SERVICES

The contractor must take into account the security concerns relevant to both Kabul and the surrounding areas, and provide a safe and secure environment for organizations authorized by USAID to visit. The contractor must have a sufficient 24/7 armed security guard force which adheres to the rules and regulations of Government of the Islamic Republic of Afghanistan (GIRoA) and meets the requirements of the security plan in the contract. The property must be surrounded by a wall to deter unauthorized access and act as an initial barrier for external events.

The property must have a CCTV and lighting systems that cover key entry/exit points, property staging areas and broader interior and exterior points. The CCTV must have the capability of recording on a Digital Video Recorder (DVR) for a minimum of 1 month. A back-up DVR and spare parts are required to prevent a break in monitoring and recording. All security lighting and emergency power systems must have back-up power supply options readily available or automated. Sensitive security material must be inventoried and continuously accounted for (Armored Vehicles/Personal Protective Equipment/Communications/Site Security items etc.).

The contractor must implement an access control program, mitigating unauthorized access to material.

The contractor must provide a detailed security plan, which includes at minimum the guard force total staff number, number of guards on duty for each shift/post, guard posts. The proposal must address issues as self-armed personnel and compliance with all GIRoA registration requirements to carry weapons.

4. LOGISTICS MANAGEMENT

The contractor must operate the facility efficiently and effectively. The operation of the facility must meet the following requirements:

1. A computerized inventory management data system for tracking and accountability of property on site and also incoming and outgoing property that is capable of generating reports that can be electronically transmitted and viewed with software commonly used to track property. The inventory database should include, but not limited to the following; asset item number, asset description, make/model, serial number, asset tag number, condition, description of damages as applicable, photo of asset, storage location and etc.

2. Adequate tools, equipment, and transport vehicles to facilitate pickup, offloading, uploading, and transportation of property from receiving points in greater Kabul to the staging facility.

Logistics staff should be trained and familiar in handling of all types and sizes of inventory.

3. Safe dismantling and destruction of vehicles that takes into consideration USAID and local environmental safe guards for proper disposal.

4. Entry procedures that ensure every person and vehicle are screened and authorized prior to physically entering the facility.

5. The contractor must have adequate staff to meet the requirements of this SOW. Staff working hours must be planned during a 5-day workweek (Sunday-Thursday) and 8-hours per day to avoid overtime.

6. The company awarded the contract must obtain approval to work in Afghanistan within 30 days of the contract award. The contractors guard force must be self-armed with authorization from the GIRoA, must be able to obtain authorization by and access to U.S.

military installations/bases in Afghanistan, and meet the requirements to obtain a Department of Defense Compound Access Card (CAC).

E. REPORTING AND DELIVERABLES

1. QUARTERLY STATUS REPORT: The contractor shall provide a quarterly status report.

The report shall include (1) the number of items received, (2) the number of items distributed, (3) the number of vehicles destroyed and (4) the total number of items on the inventory and total value of property at the time the report is generated.

The report will be submitted in a standard electronic format via email to the Contracting Officer’s Representative (COR) specified by the Contracting Officer (CO) upon issuance of contract. Copies of this report must accompany the monthly invoice submitted for payment.

At the contractor’s option, status reports may be provided on a more frequent basis.

2. DAILY/WEEKLY ACTIVITY REPORT: The weekly activity report shall provide information on security incidences and safety occurrences. The report must be in a standard electronic format via email to the COR.

The COR must be notified immediately of any discrepancies in property listings and condition of property, i.e., property damaged by shipping or not in the condition listed on the shipping documents.

The contractor must report delays in property pickup/distribution and must take prompt actions to remedy the delay.

3. OPERATIONAL MANUAL: The contractor must provide an operational manual within 30 days after contract award that details the following:

• Key variables in the inventory, tracking and disbursement process;

• Description of the quality, performance, and monitoring plan of property. The manual must document property management used to ensure accurate, expedient acceptance and transfer of property from source of origin through staging facility and to organizations authorized by USAID to receive property.

• Safety & Security plan that describes how the contractor meets the requirements of

USAID.

• Types of reporting complying with this SOW

4. TRANSITION & CLOSEOUT PLAN: The contractor must provide a transition and closeout plan 120 days prior to the end of the contract’s period of performance to ensure smooth handover to a successor organization/contractor if applicable.

5. FINAL REPORT: The contractor must provide a final report that at a minimum addresses the following:

• Key achievements: The estimated volume of property transferred to recipients and

“turnaround time” from property pick up and arrival at facility to disbursement.

• Constraints/challenges encountered throughout the contract’s period of performance such as security environment, etc.

• Property/Inventory record: This should indicate the inventory received and re-distributed including the existing inventory to be handed over.