RFQ_Terms.pdf

GSA Northeast and Caribbean Region General Services Administration Global Supply Region 2 Acquisition Center RFQ No: 47QSEA-19-Q-0106 IDIQ BPA Contract Agreement No:____________

This document is a Request for Quotation (RFQ) in order to award a Open Market BPA Office Product contract number NF_________ . NSN included in this RFQ is identified as:

7490-01-477-7789: Laminator Machine UI: EA

All terms and conditions of the awardee’s MAS contract are applicable to the resulting BPA and all clauses contained in the initial contract are incorporated herein. Additional terms and conditions have been specified within the terms and conditions of the BPA. Additionally, offerors will be provided the government’s IPD herewith this RFQ. All Quoted items are subject to review by GSA Region 2 Acquisition Center’s Technical Services Division for specifications and compliancy.

The parties hereby agree to the terms and conditions of this BPA as specified below:

Name and Representative Date Contracting Officer Date

Signature

Northeast Supply Operations Center

U.S. General Services Administration

One World Trade Center, Floor 55

New York, NY 10007 www.gsa.gov

1. Introduction

RFQ number, 47QSEA-19-Q-0106 will result in one award to an MAS vendor for a schedule 75 & 70: office product/ IT Item totaling 1 National Stock Number (NSN). In accordance with FAR 19.502-2(b), only MAS vendors that are considered to be small business concerns will be solicited and may be considered for award. The awarded vendor will receive various notices to deliver throughout the year as supplies are needed for direct delivery to GSA customers within the Continental United States or CONUS, as well as for direct delivery to GSA customers outside the Continental United States or OCONUS. All annual requirements being requested are considered estimates and are not guaranteed.

Note: The resulting BPA is subject to cancellation at the Government's sole convenience.

1.1 Points of Contact for GSA:

Marlon Marshall Daniel Trimboli Contract Specialist Contracting Officer General Services Administration General Services Administration Global Supply Program Global Supply Program Region 2 Acquisition Center Region 2 Acquisition Center Phone: 347-952-5018 Phone: 212-577-8614 Email: marlon.marshall@gsa.gov Email: Daniel.trimboli@gsa,gov

2. Period of Performance

2.1 The period of performance of this BPA is one (1) year with four (4) one (1) year options.

The overall period of performance may not exceed five (5) years, the period of performance of the aforementioned MAS contract.

3. Evaluation Factors:

Following solicitation on www.ebuy.gsa.gov, this RFQ will be awarded based upon an all or none, determination in accordance with FAR Subparts 8.405-1(d) and 8.405-1(f). Past performance will be evaluated including the vendor’s demonstrated ability to deliver within 5 days. The past performance evaluation will be a go/no-go factor. After exclusion of quotes that receive an “unacceptable” rating on past performance, award will be made on lowest price technically acceptable. Quoters will be first evaluated based on their past performance in accordance with the below past performance rating descriptions and will only have their price and delivery evaluated once they meet the below criteria for an “acceptable” or “neutral” rating. Those quoters who are found to have an “unacceptable” rating will not proceed to the price or delivery evaluation and will no longer be considered for award.

mailto:Email:%20marlon.marshall@gsa.gov http://www.ebuy.gsa.gov/

3.1 Past Performance Evaluation

• Past performance will be determined through a review of the System for Award

Management. (SAM.gov) as well at the Federal Awardee Performance and Integrity Information System. (FAPIIS.gov) Reports will be retrieved by each Quoter's DUNS.

Assessment reports covering the previous 3 years from the RFQ closing date, with NAICS Code 423420 will be evaluated. The following PPIRS rated categories will also be reviewed:

oQuality of Product oDelivery Schedule oBusiness Relationship

• If it is determined through the review of the SAM.gov and FAPIIS.gov assessment reports that a quoter has more than two poor and/or unsatisfactory ratings in any of the above mentioned categories within the past 3 years from RFQ closing date, the quoter will be determined non-responsive and the quote, in its entirety, will be removed from evaluation. In circumstances where a quoter does not have any SAM.gov or FAPIIS.gov assessment reports, the Government reserves the right to review vendor past performance through additional methods such as ACO Report Cards and FSS-Online reports. If these methods are not available, the vendor will receive a “neutral” rating.

• For the purpose of past performance evaluation, the following rating descriptions shall be used:

Acceptable: The quoter’s past performance demonstrates that it can meet and/or exceed the delivery schedule. (5 days ARO) The quoter has demonstrated the ability to satisfactorily perform the requirements and specifications described in this RFQ, including the ability to provide all items on the attached items list and the ability to provide OEM, TAA compliant products. SAM.gov, FAPIIS.gov or ACO Report Cards, or FSS-Online reports show that the quoter has less than two unsatisfactory ratings in the past 3 years.

Neutral: In accordance with FAR Part 15.305(a)(2): “In the case of an offeror without a record of relevant past performance information or for whom information on past performance is not available, the offeror may not be evaluated favorably or unfavorably on past performance.” The quoter is not considered to be excellent or poor for any of the evaluation criteria due to a lack of past performance history or reporting. A quoter that is deemed to be neutral cannot be deemed ineligible for award and will proceed to price and delivery evaluation.

Unacceptable: The quoter’s past performance demonstrates that it will be unable to meet the delivery schedule. (5 days ARO) The quote provided fails to demonstrate a satisfactory understanding of the requirements and specifications described in this RFQ in one or more areas. The low level of vendor capability would cause significant concern that there would be a high risk of non-performance or backorders associated with the vendor’s performance. SAM.gov, FAPIIS.gov or ACO Report Cards, or FSS- Online reports show that the quoter has two or more unsatisfactory ratings in the past 3 years.

http://sam.gov/ http://fapiis.gov/ http://sam.gov/ http://fapiis.gov/ http://sam.gov/ http://fapiis.gov/ http://sam.gov/ http://fapiis.gov/ http://performance.sam.gov/ http://fapiis.gov/

3.2 Price Evaluation

• In consideration for the opportunity afforded a successful vendor, GSA’s Acquisition Center requests vendors to further reduce their negotiated MAS contract prices for the BPA. The prices quoted to the Government shall be as low as or lower than those charged to MAS customers for comparable quantities under similar terms and conditions, in addition to any discounts for prompt payment. GSA will not award the BPA to any vendor that quotes prices on any of these NSNs that exceed the vendor’s current MAS pricing.

• The Government requests that vendors propose a single discount from their MAS contract pricing. A single discount may be applied for all CONUS and one for all OCONUS. Please note that the government reserves the right to enter into negotiations and seek additional discounts. Adequate price competition is anticipated in response to this RFQ. Non-certified cost and/or pricing data may be requested for this evaluation but is not required. In the event that there is only one quote received, other than cost and pricing data may be requested.

Vendors must provide a quote for all contract line items in the RFQ, or the quoter will be considered to be non-responsive.

3.3 Delivery Evaluation

• Delivery is required within 5 days ARO (After receipt of Order) for GSA customers within the continental United States (CONUS) and GSA distribution points for customer outside of the continental United States

• Delivery is required within 7 days ARO (After receipt of Order) for GSA customers in Alaska, Hawaii, Puerto Rico and other United States territories

4. Ordering Procedures Notices to Deliver against this order may be placed by one or more of the following methods:

• Electronic Data Interchange (EDI) or written order. Orders will be placed based on customer requirements.

• The BPA resulting from this RFQ will have an order minimum of $0.00.

4.1 Order Status and Delivery

• GSA must have an established integrated process to enhance customer service, measure performance, and have visibility across supply chain activities. Vendor must provide proof of delivery, order tracking information and delivery confirmation status (shipping, tracking and returns) for multiple carriers via secure internet environment (HTML, XML). This would include seamless access to shipping functionality, from the time of order entry to time of delivery with integration into EDI. At a minimum, this must include translation of event data from shippers, event monitoring (with expected and actual transit times), and alert notification.

4.2 Order Items and Pricing

• The firm-fixed prices are not subject to modification during the base period (first 12 months) of the BPA resulting from this RFQ. Unless otherwise specified, all deliveries are to be made FOB destination within 5 days after the receipt of order.

• The discount pricing relationship between the MAS prices and the BPA prices at the time of establishment shall remain the same throughout the life of the BPA.

No price increases will be permitted during the base period of performance. (12 months)

• When the BPA holder receives approval at the MAS level for an Economic Price Adjustment (EPA) for items under the MAS Contract, the vendor shall provide the Contracting Officer with a copy of the MAS EPA modification, along with a spreadsheet containing the item name/number, the new MAS pricing, the established BPA discount, and the resultant new MAS pricing.

• Any price decreases made to the MAS contract shall be immediately effective for this BPA and identified immediately to the MAS Contracting Officer. The MAS Contracting Officer may take up to thirty (30) business days to accept the new decreased prices after all requested information is provided by the vendor. The Government reserves the right, on its own accord, to revise MAS prices downward pursuant to a corresponding MAS EPA where the MAS holder fails to provide a copy of the MAS EPA to the Contracting Officer.

5. Delivery:

FOB

Destination:

CONUS & OCONUS for All Part Numbers/ NSNs

5.1 Free on Board (F.O.B.):

All orders to be delivered to the Continental United States (CONUS), Alaska, Hawaii, Puerto Rico, and U.S. Territories will be shipped F.O.B. Destination in accordance with FAR Clause 52.247-34 F.O.B. Destination (Nov 2001).

5.2 Delivery Schedule and Transportation

5.2.1 Continental United States (CONUS): Delivery time required is 5 Business Days after Receipt of Order (ARO).

5.2.2 Outside of the Continental United States (OCONUS): Delivery time required to GSA distribution centers is 7 Business Days after Receipt of Order

(ARO).

5.2.3 Alaska, Hawaii, Puerto Rico and U.S. Territories: Delivery time required is no later than 7 Business Days after Receipt of Order (ARO) for AK, HI, PR and US territories)

5.2.4 Overseas Shipments & Export Consideration (OCONUS): Orders for overseas activities will be mailed to an APO/FPO address or shipped to a designated state-side location identified on the notices to deliver. Items ordered by Government customers from overseas locations are often routed through military freight processing centers and transportation channels. Special procedures relate to the recognition, packing, labeling, marking, and routing of such shipments. The vendor will be expected to book shipments in DOD’s air clearance and surface manifesting systems (GSA will arrange training as necessary). Personnel performing these tasks must undergo a National Agency Check with Inquiries (NACI) investigation.

Until necessary training can be provided, GSA intends that initially all non-mailable orders for overseas shipment will be routed through a GSA Distribution Center for export marking, packaging and shipment to a military freight processing center. This will be “phased out” once the vendor is able to export directly into the Defense Transportation System once training and adequate transition time has been provided. Vendors shall ship directly to an overseas address if a Government customer has a WorldWide Express account number. For export orders over 800 cubic feet or 10,000 pounds the vendor will contact the designated GSA POC to be identified after award to arrange seavan booking. Packaging for shipments to overseas locations (i.e. where final consignee is OCONUS) must be suitable for export shipping without requiring additional preservation, or packing/packaging.

6. Export Procedures

6.1 General:

• Shipments to GSA DoD overseas customers are shipped using the Defense Transportation System (DTS). Shipments to federal civilian agencies are shipped via the GBL (Government Bill of Lading) method.

• Shipments must be marked in accordance with FED-STD 123H for civilian agencies and MIL-STD 129P for military and Department of Defense Agencies as per GSAM 552.211-73. Marking requirements can be found at:

https://vsc.gsa.gov/Marking Labeling Packaging

• See Attachment B below for additional Marking, Labeling and Packaging Requirements for GSA/ FAS Export Shipments

6.2 Routing instructions: Vendor will comply with routing instructions contained in item 10. SHIP TO/REQUIRED MARKING of the GSA notices to deliver, GSA Form 3186, or EDI/XML. When directed, vendors must register with the GSA VANS (Value Added Network System program management office for electronic transmission of notices to deliver information from GSA to the vendor and for vendor transmission of requests for shipping instructions to a GSA regional transportation office. The appropriate GSA transportation office will determine the method and mode of shipment.

Vendors will comply with the instructions from the GSA regional transportation office.

Vendors are subject to payment of any charges or penalties over what would have been charged had the vendor followed the instructions from the GSA regional transportation office.

https://vsc.gsa.gov/Marking

6.3 General Routing Determination: A Container-Load (CL) shipment is defined as a shipment that is 800 cft in volume or greater and/or 10,000 lbs or greater in weight, or any shipment which will occupy at least half of a standard 20’ dry seavan, when the volume and weight of the container contents are evenly distributed over the floor of the container (for export purposes a seavan is referred to as a “container”).

6.4 DoD DTS export shipments to DoD consignees: Shipping instructions for surface export LCL (Less-than container-Load) shipments will be provided in block 10 of the GSA notice to deliver. Routing information for export air and export Container Load (CL) shipments, and shipments consigned to US Navy vessels, will be provided by a GSA regional transportation office. Vendors will be directed to move LCL surface (water) shipments to a DoD containerization and consolidation point (CCP). The GSA regional transportation office will obtain instructions from the Navy for LCL shipments to Navy vessels, and pass these on to the vendor.

6.5 Civilian agency export shipments: Civilian agency export CL and LCL shipments will be routed and shipped via the GBL method.

6.6 Vendor Shipping Responsibilities: Vendors will not ship a CL shipment to a depot. CL shipments shipped to a depot will be refused and diverted to a temporary safe haven or will be booked directly to a vessel and will be delivered to a water port.

Vendors shipping CL shipments to depots in violation of this rule will be responsible for reshipment charges or any charges over what it would have taken to ship the shipment had the GSA regional office routed the shipment.

6.7 FOB Destination shipments: FOB Destination CL shipments will be booked directly to a vessel and will be routed to a CONUS (Continental United States) seaport port or, in the case of shipments to Canada and areas south of CONUS, to the point at or near the border at which the shipment will exit the CONUS. In the case of Navy shipments to vessels the vendor will be directed to deliver CL or LCL shipments to a designated receipt point.

6.8 Source Loading and/or Container Stuffing: Container stuffing is the loading or placing of items into a seavan for export shipment. Source loading is the stuffing of a container at a vendor’s inland facility. Source loading minimizes the exposure of a shipment to damage through second handling. Source loading maintains vendor liability for damages/shortage to the container contents provided there is no external evidence of damage to the container, the seal is unbroken, or there is a damage report from a carrier that handled the container. Source loading is the express policy of GSA.

Transportation and related FOB Destination charges are the vendor’s responsibility and vendors are responsible for all charges to port in gate (delivery of and transit through the port gate to ocean carriers’ port terminals). Transportation and related charges after port in gate are the responsibility of the overseas customer. Source loading provides stuffing of containers at vendors’ facilities at vendors’ expense and eliminates unnecessary costs to the customer consignee. Stuffing charges are not to be passed on to the customer unless the vendor can prove that a monetary benefit will accrue to the government/customer.

6.9 Container Procurement: In the case of FOB Origin shipments the ocean carrier is responsible for spotting empty containers at vendors’ facilities and transporting loaded containers to a seaport. In the case of FOB Destination shipments the vendor is responsible for following ocean carriers instructions for obtaining an empty container, transporting the empty container to the vendor loading facility, loading (stuffing) the container, and transporting the loaded container to the seaport. All FOB Origin transportation charges are charged to the consignee customer. FOB Destination CONUS inland charges as outlined within this paragraph are the responsibility of the vendor, to and through in gate.

6.10 Rollovers and Advances: GSA CL surface export shipments are booked directly to a vessel. Booking is the reservation of container space aboard a vessel. A Rollover (“roll) is the rebooking of a shipment from a vessel to which booked to an earlier vessel sailing. Vendor is responsible for notifying the GSA regional transportation office NLT 48 hours prior to the vessel cutoff date of any requirement to advance or roll a booking.

Vendors are subject to $250.00 in liquidated damages for failing to notify the GSA regional transportation office of a need to advance or roll a shipment within 24 hours of the vessel/gate cutoff..

6.11 Shipping and customs documents: Upon booking the GSA regional transportation office will furnish the vendor shipping and customs documents.

Vendor will comply with instructions contained therein.

6.12 Special instructions for CENTCOM consigned containers:

Seavan(s) consigned to the Central Command (CENTCOM) area of operations (Afghanistan, Kuwait, Iraq, Qatar, etc.) are required to be fitted with a Radio Frequency Identification (RFID) tag and 72” cable seals and 1/4” bolt seals. Cable and bolt seals must be provided by the vendor, however RFID tags will be provided by GSA. It is imperative that as the container(s) is/are loaded (or as soon as possible thereafter) required information in the SHIPPING INSTRUCTIONS (DRAFT) is provided to the

GSA regional transportation office. Once the GSA regional transportation office receives the required information they will prepare Radio Frequency Identification (RFID) tag(s), custom forms, and the final Sis, (Shipping Instructions) for each container. These will be FedEx’d to vendors before noon next day delivery. Each tag and its documents are unique to that one container, and may not be switched or substituted. Seavan(s) must remain overnight until the RFID tag(s), etc., arrive, therefore when the transportation company calls to deliver the sea van, vendors must alert them that the seavans will be a “Drop & Pick”.

6.13 Packing, Marking, Labeling and Documentation:

Packaging, marking, labeling and documentation shall be in accordance with the requirements in the MAS contract, as well as the below:

6.13.1 PACKING: Packing shall be in accordance with commercial packing requirements.

6.13.2 PACKAGING: Packaging shall be in accordance with the latest edition of ASTM D 3951-98, “Standard Practice for Commercial Packaging” available at www.ASTM.org..

http://www.astm.org/

6.13.3 MARKING/LABELING.

• All unit, intermediate, transport packages and unit loads shall be marked for delivery to Civilian Agencies in accordance with commercial standards. (See attachment A. for a list of data elements required.) An example of a commercial shipping label is included in attachment X.

• All unit, intermediate, transport packages and unit loads shall be marked and labeled for delivery into a GSA distribution facility in accordance with FED-

STD-123.

• All unit, intermediate, transport packages and unit loads shall be marked and labeled for delivery to military activities, including all orders destined for OCONUS, in accordance with the latest version of MIL-STD-129, “Military Marking for Shipment and Storage”.

• MIL-STD-129 requires that a Military Shipping Label (MSL) be affixed to the outside of the shipping container. The label includes requisition number (REQN), priority code (PRI), project code (PRO J), required delivery date (RDD), transportation control number (TCN), etc.. The required data shall be preceded by the abbreviation shown herein. The GSA Contracting Officer must approve any deviation to this label. An example of an MSL is included in attachment X.

• Labels attached to boxes that will be shipped OCONUS shall be a water-resistant grade of paper, and be protected with a clear coating that will not interfere with scanning and reading printed information.

• “Latest version” of FED-STD-123 and MIL-STD-129 is defined as the version in effect on the date of bid submittal. Federal Standards and Military Standards can be accessed on-line via the http://assist.daps.dla.mil/quicksearch.

6.13.4 DOCUMENTATION: The vendor shall produce one of two

different types of shipping documentation: commercial and

FEDSTRIP/MILSTRIP.

• Commercial documentation requirements. A shipping document (packing list) will be produced and provided for all packages for orders designated as commercial. The commercial shipping document will list all items included in the package or box.

http://assist.daps.dla.mil/quicksearch.

• FEDSTRIP/MILSTRIP documentation will be required for all OCONUS shipments. A DD Form 1348 will be provided with these orders.

6.14 Commercial Documentation Requirement:

A shipping document (packing list) will be produced and provided for all packages for orders designated as commercial. The commercial shipping document will list all items included in the package or box.

Attachment 2 is a copy of a commercial shipping document with representative variable data. All variable data will be either transmitted to the contractor on the EDI 850 Notice to Deliver or derived from the contractor’s internal cataloging/product information. The commercial shipping document will be furnished with each shipment. In a one-package shipment the commercial shipment document shall be affixed to the exterior of the package using an adhesive, packing list envelope. Multi-package shipments will be clearly labeled in a manner to reference the commercial shipping document, which shall be affixed to the lead carton. For “multi-packs” (boxes containing more than one type of product) a copy of the commercial documentation shall additionally be included in the box clearly identifying box contents.

7. Status Reports of Orders and Shipment GSAM 552.242-70 (Feb. 2009) The Contractor shall furnish to the Procuring Contracting Officer (PCO) a report covering orders received and shipments made during each calendar month of contract performance. The information required by the Government shall be reported on GSA Form 1678, Status Report of Orders and Shipments, in accordance with instructions on the form. The information required by the GSA Form 1678 may also be submitted in an automated printout form if authorized by the PCO. Alternatively, the required information may be reported by electronic data interchange using ANSI standards. For further information, contact GSA’S Region 2 Global Supply Center, Acquisition Division (QSDJAA) or the points of contact listed in section 1.1. Reports shall be forwarded to the PCO no later than the seventh workday of the succeeding month.

A copy of GSA Form 1678 will be forwarded to the Contractor with the contract.

Additional copies of the form, if needed, may be reproduced by the Contractor.

8. Special Contract Requirements

8.1 System Interface and Integration:

Said vendor must be able to conduct business utilizing a standardized electronic method (either EDI or web portal). All transactions will be submitted to and received by the prime contractor only. Under this BPA, GSA will not conduct electronic transactions with the prime contractor’s subcontractors or dealers.

9. Additional Terms and Conditions The following FAR and GSAM terms and conditions are incorporated into the BPA by reference. The full-text of these terms and conditions may be found on-line at:

www.acquisition.gov

FAR/GSAM Clause Title GSAM 552.211-73 Marking GSAM 552.232-78 Payment Information

Note: For instructions/assistance with proper Packaging, Labeling, and Marking, please visit httpS://VSC.GSA.gov/MarkingLabelingPackaging/ or see Attachment B, below.

• The successful quoter(s) will be provided with a guide to avoiding Frustrated Freight and Standard Operating Procedures for the Vendor Supplier Network after award.

• The successful quoter(s) will be required to provide examples of proper labels to the contracting officer before being approved to begin shipping.

http://www.acquisition.gov/ https://vsc.gsa.gov/MarkingLabelingPackaging/

Figure 1 (Commercial Packing List)

Commercial Packing List (Fig. 1)

The Commercial Packing List data elements:

Order Level Data:

1. GSA Logo (this is not a requirement)

2. Return address:

• GSA Global Supply

• C/O Vendor Name

3. For customer service, call 1-800-525-8027 and select option 2 Customer order number (8 – 10 numeric; number is returned on the 856 transaction set)

4. Document or Requisition Number (14 A/N; returned on the 856 transaction set)

5. Printed Date (format: MM/DD/YYYY)

6. Activity Address code (six A/N; place after Ship To title)

7. Ship To Address:

• Address 1 (35 A/N; all 35 required to be visible)

• Address 2 (35 A/N; all 35 required to be visible)

• Address 3 (35 A/N; all 35 required to be visible)

• City, State, and Zip Code (35 A/N; all 35 required to be visible)

8. Marketing Message (120 A/N; all 120 must be visible, may be blank; bottom of packing slip)

9. Agency Internal code (six A/N; may be blank)

10. Priority code (PRI) (two A/N; default to 06 if blank)

• If this data is passed by the 850, provide it in the packing list.

11. Project Code (PRJ) (three A/N; may be blank)

• If this data is passed by the 850, provide it in the packing list.

12. Required Delivery Date (RDD) (three A/N; may be blank)

• If this data is passed by the 850, provide it in the packing list.

13. Transportation Control Number (TCN) (17 A/N;

may be blank)

• The TCN is optional for domestic orders.

14. Mark-for Data (two lines of 45; all 45, per line, required to be visible)

Line level data:

A. Part Number B. Description C. Quantity Shipped and backordered D. Unit of Issue E. Extended Weight F. Unit Selling Price G. Extended Price H. Extended Order Total

1. Document or Requisition Number

Figure 2 (DD Form 1348)

Issue Release/Receipt Document (DD Form 1348) Packing List (Fig. 2)

Data Elements (DoD Usage):

• Data Identifier Format (ANSI Standard)

• Document Number

Includes Suffix Code when applicable

• National/NATO Stock Number (NSN) or Stock Identification Elements

May reflect NSN, CAGE Code/part number, FSC, etc., as applicable. May also include associated coding, e.g., Type of Pack, USN Special Material Identification Code (SMIC) or USAF Materiel Management Aggregation Code (MMAC)

• Quantity and Unit of Issue Do not include leading zeros

• Routing Identifier Code

• Condition Code

• Unit Price

Configured as 5-digit whole dollars, decimal, and 2-digit cents followed by "USD" indicating U.S. dollars. Do not include leading blanks.

• National Motor Freight Classification Commodity Number

• Data Identifier Format (ANSI Free Text)

• Project Code

• DoD Distribution Code Three-position field must reflect blanks as applicable. Blanks may be located in any position.

• Consignee DoDAAC Reflects ship-to DoDAAC (Block 3)

• Nomenclature

• Required Delivery Date (RDD)

May reflect RDD in DDD format or special codes, e.g., expedited shipment and handling (Code 999), Not Mission Capable Supply (NMCS) (Code N_J, etc.

• Requisition Priority Designator (PD)

• Partial Shipment Indicator

• Supplementary Address

Derived from rp 45-50 of the requisition

Figure 3(Commercial Shipping Label)

Commercial Shipping Label (Fig. 3)

Data Elements:

The dimensions of a commercial shipping label are approximately 4 inches by 6 inches.

The size may vary: one GSA version at 5-1/2 inches by 8 inches allows the incorporation of warehouse processing barcodes.

The following are the data elements that should be included on a commercial shipping label:

" TCN. The Transportation Control Number is a 17 character data element assigned to control and manage every shipment unit throughout the transportation pipeline. The TCN for each shipment is unique and not duplicated. It is critical for forwarding shipments overseas. Data from the 850. 17 digit 3 of 9 barcode, Human Readable Interpretation [HRI] above or below the barcode; above preferred. If vendor splits the order into 2 or more shipments, position 16 is incremented starting at "A" (excluding "1" and "0" if:

-An order of two or more boxes and the boxes are shipped on different days. - An order is filled from more than one physical location.

" FROM. Agreed name for distribution point, (for example, GSA Hardware Distribution Center, etc), followed by actual address and phone number. GSA logo required on the logo or nearby

" DATE. Julian date shipped.

" RDD. Required Delivery Date. From 850.

" POSTAGE DATA. Optional area for placing permit or mail manifesting data.

" SHIP TO/POE. For domestic customers, this may contain the clear-text address of a consolidated receiving activity, or may be blank. For export orders, the 850 will provide the address of the port or containerization activity, which should be suppressed in the event of mail shipment.

" PIECE or PIECES. Zero-filled 5 digit 3 of 9 barcode of the piece number in the shipment of the particular piece to which this label is attached. HRI of piece number is followed by "OF" and number of pieces in this shipment.

" PROJECT Code. Project Code, as furnished in the 850.

" FMS CASE. Last 3 positions of supplemental address code on 850 when 850 requisition number begins with B, D, P, or T.

" TRANSP PRIORITY, TP, or PRIORITY. Transportation Priority. Derived from 850 Priority and RDD, as explained previously.

" POD. Port of Debarkation. Furnished on the 850.

" ULTIMATE CONSIGNEE or MARK FOR. Clear text address of customer receiving the goods; furnished in the 850. Block also contains 6 digit, 3 of 9 barcode of customer's Activity Address Code, also furnished in 850.

• TCMD/SUPPLY INFO. PDF 417 barcode of select transportation data elements, some of which are furnished on the 850, and some of which must be derived by the vendor. Also contains select supply data, all of which will be furnished on the 850 with the possible exception of quantity actually shipped, which will be provided by the vendor.

All other fields shown on the sample are optional, and the fields themselves may be omitted.

Figure 4 (Military Shipping Label)

This may be omitted.

Military Shipping Label (Fig. 4) Data Elements:

The Military Shipping Label (MSL) contains information on the specific customer location.

Unless specifically exempted in the contract, all shippers will apply address marking using a bar coded MSL. This includes shipments to domestic and overseas destinations. The MSL shall contain the following:

" T C N

" Transportation Account Code (TAC)

" Consignor address

" Type of Service/Postage

" Ship to/POE

" Transportation Priority

" Project Code

" Ultimate Consignee/mark for address

" Weight (lbs)

" Required Delivery Date (RDD)

" Cube (ft)

" Piece Number

ADDITIONAL APPLICABLE CLAUSES

D-FSS-462 MAXIMUM WEIGHT PER SHIPPING CONTAINER (MAY

1995)

In no instance shall the weight of a shipping container and its contents exceed 23 kilograms (51 pounds), except when caused by (1) the weight of a single item within the shipping container, (2) a prescribed quantity per pack for an item per shipping container, or (3) a definite weight limitation set forth in the purchase description.

E-FSS-522 INSPECTION AT DESTINATION (MAR 1996)

(a) Inspection by the Government. It is anticipated that the supplies purchased under this contract will be inspected at destination by the Government to ensure conformance with technical requirements as specified herein.

(b) Responsibility for Rejected Supplies. If, after due notice of rejection, the Contractor fails to remove or provide instructions for the removal of rejected supplies pursuant to the Contracting Officer's instructions, the Contractor shall be liable for all costs incurred by the Government in taking such measures as are expedient to avoid unnecessary loss to the Contractor. In addition to any other remedies which may be available under this contract; the supplies may be stored for the Contractor's account or sold to the highest bidder on the open market and the proceeds applied against the accumulated storage and other costs, including the cost of the sale.

(c) Additional Costs for Inspection and Testing. When prior rejection makes re-inspection or retesting necessary, the following charges are applicable. When inspection or testing is performed by or under the direction of GSA, charges will be at the rate of $22.00 per man- hour or fraction thereof if the inspection is at a GSA distribution center; $26.00 per man- hour or fraction thereof, plus travel-costs incurred, if the inspection is at another location; and $26.00 per man-hour or fraction thereof for laboratory testing, except that when a testing facility other than a GSA laboratory performs all or part of the required tests, the Contractor shall be assessed the actual cost incurred by the Government as a result of testing at such facility. When inspection is performed by or under the direction of any agency other than GSA, the charges indicated above may be used, or the agency may assess the actual cost of performing the inspection and testing.

G-FSS-908 PLACEMENT OF ORDERS IF CONTRACTOR FAILS TO

PERFORM (JUN 1996)

(a) Timely delivery in accordance with the terms and conditions of this contract is essential to the accomplishment of the mission of the General Services Administration and the agencies it supports.

(b) GSA may defer the placement of Purchase Orders against this contract at any time when GSA determines, at its sole discretion, that the Contractor has either failed to make progress or becomes delinquent on Purchase Order(s) which have been issued against the contract. The period of deferment shall last until such time as the Government is satisfied that the Contractor is capable of making timely delivery.

(c) During the period of deferment of placement of Purchase Orders, the Government may procure its requirements from a source other than the Contractor.

(d) The Procuring Contracting Officer (PCO) shall notify the Contractor either orally (confirmed in writing) or in writing of any decision to defer placement of Purchase Orders pursuant to this clause.

(e) Any action initiated by the government to acquire contract items from alternate sources pursuant to this clause may continue to completion notwithstanding the fact that the Contractor may no longer be delinquent at the time the procurement transaction with an alternate source is completed.

The Contractor will NOT be held liable for excess costs on those quantities procured elsewhere as a result of the Contractor's failure to perform. However, all in-house orders are subject to all terms including delivery requirements and termination for cause/excess cost provisions. Contractor's prices shall remain the same throughout the term of the contract notwithstanding the fact that some orders may be placed with alternate sources.

NOTE: The rights and remedies of the Government in this clause are in addition to other rights and remedies provided by law or under this contract.

ATTACHMENT A

MARKING GUIDE

Government contracting laws require contracting officers to include the clause at 552.211-73, Marking, in solicitations and contracts for supplies when deliveries may be made to both civilian and military activities and the contract amount is expected to exceed the simplified acquisition threshold. The clause states:

552.211-73 MARKING (FEB 1996) 511.204(b)(1)

(a) General requirements. Interior packages, if any, and exterior shipping containers shall be marked as specified elsewhere in the contract. Additional marking requirements may be specified on purchase orders issued under the contract. If not otherwise specified, interior packages and exterior shipping containers shall be marked in accordance with the following standards.

(1) Deliveries to civilian activities. Supplies shall be marked in accordance with Federal Standard 123, edition in effect on the date of issuance of the solicitation.

(2) Deliveries to military activities. Supplies shall be marked in accordance with Military Standard 129, edition in effect on the date of issuance of the solicitation.

(b) Improperly marked material. When Government inspection and acceptance are at destination, and delivered supplies are not marked in accordance with contract requirements, the Government has the right, without prior notice to the Contractor to perform the required marking, by contract or otherwise, and charge the Contractor, therefore at the rate specified elsewhere in this contract. This right is not exclusive, and is in addition to other rights or remedies provided for in this contract.

Federal Standard 123, Marking for Shipment (Civil Agencies) is now in revision H. Military Standard 129, Military Marking for Shipment and Storage, is now in revision P and Change Notice 4. Both documents establish the requirements for marking unit, intermediate, and exterior (transport/shipping) packages, and unit loads.

These standards require suppliers to correctly mark shipments of supplies at all levels of packaging - including the unit pack, carton, case and pallet. Marking include the application of numbers, letters, labels, tags, symbols, or colors to provide identification and to expedite handling during shipment and storage. The following are some illustrations of how marking should be when contractors ship to both civilian and military agencies:

Marking per FED-STD-123

Markin g for Shipm ent to

(GSA),

and to other civil agencies shall be as shown below in the figures:

• Marking sha l l be or ien ta ted in a pa l le t ized load so tha t i t i s v i s ib le to the handler

• Transport packages and unit loads shall not be marked on the top or bottom of the carton.

• Material regulated by Federal law or regulation shall be marked in accordance with those requirements.

• Labels and tags shall be securely attached to the item or package when the surface will not support the necessary marking.

• The marking order sequence shown is preferred, but not mandatory.

• Each pal let ized or uni t ized load shal l have two labels affixed on adjacent s ides of the load (Para. 4.1 .3) .

• Transport Packages when consolidated into Unit Loads Moving in full Truckload or Carload Shipments containing one NSN shall be marked as a transport package except that consignor and consignee marking is not required on either transport packages or unit loads (Para.4.1.4).

• The shipping label with the consignor and consignee information shall be located on two unit loads closest to the door of the truck or carload shipment (Para.4.1.4)

• Special Marking requirements such as TCN is described in Paragraph 4.3

• P i c t o r i a l m a r k i n g i s d e s c r i b e d i n P a r a g r a p h 4 . 4

• Barcode marking spec i f i ca t ions i s descr ibed in paragraph 4 .5

• Marking shal l be clear , legible, permanent , and in English.

• marking shall be located at least on one side or face of the package.

The preferred side or face is the end panel, but any of the four faces of a carton may each display the complete marking requirements.

Figure 1: Unit and Intermediate marking per Fed-Std-123

Figure 2: Transport package marking per Fed-Std-123

Figure 3: Palletized loads shall have two adjacent shipping labels showing the information below

Marking per MIL-STD-129

UNIT & INTERMEDIATE PACK

With Linear (Code 39) Bar Codes

General marking requirements for unit and intermediate packs are divided into two categories:

# 1 - identification markings are in paragraph 4.1.1 # 2 - bar code markings are in paragraph 4.4.1.1

Placement of the identification markings is described in paragraph 4.3.1. When a barrier bag is used within another unit container, both the bag and the outermost container must be marked.

Placement of the bar code markings is described in paragraph 4.4.2.

Unit containers used as shipping containers should be marked as an exterior container (paragraph 4.1.1).

Figure 4

UNIT & INTERMEDIATE PACK

With 2D (PDF417) Symbol and Unique Item Identifiers

General marking requirements for unit and intermediate packs are divided into two categories:

# 1 - identification markings are in paragraph 4.1.1 # 2 - bar code markings are in paragraph 4.4.1.1 Placement of the identification markings is described in paragraph 4.3.1. When a barrier bag is used within another unit container, both the bag and the outermost container must be marked.

Placement of the bar code markings is described in paragraph 4.4.2.

Unit containers used as shipping containers should be marked as an exterior container (paragraph 4.1.1).

Figure 5

EXTERIOR (SHIPPING)

CONTAINERS With Linear (Code 39) Bar Codes

General marking requirements for exterior containers are divided into three categories:

# 1 - identification markings are in paragraph 4.1.2 # 2 - bar code markings are in paragraph 4.4.1.2 # 3 - address markings are in paragraph 4.2 Placement of the identification markings is described in paragraph 4.3.2. Boxes and crates over ten cubic feet require the identification data markings repeated on the left end (paragraph 4.3.2.1).

Placement of the bar code markings is described in paragraph 4.4.3.

Acceptable bar code formats are illustrated in figure 1 and figure 22. Clothing and textile items require additional markings: shipment number and container number (paragraph 4.1.2.f(3).

Hazardous materials markings are detailed in paragraph 5.5. Ammunition and explosive markings are detailed in paragraph 5.6.

Figure 6

EXTERIOR (SHIPPING) CONTAINERS

With 2D (PDF417) Symbol and Unique Item Identifiers

General marking requirements for exterior containers are divided into three categories:

# 1 - identification markings are in paragraph 4.1.2 # 2 - bar code markings are in paragraph 4.4.1.2 # 3 - address markings are in paragraph 4.2 Placement of the identification markings is described in paragraph 4.3.2. Boxes and crates over ten cubic feet require the identification data markings repeated on the left end (paragraph 4.3.2.1).

Placement of the bar code markings is described in paragraph 4.4.3 .

Acceptable bar code formats are illustrated in figure 1 and figure 22. Clothing and textile items require additional markings: shipment number and container number (paragraph 4.1.2.f.(3).

Hazardous materials markings are detailed in paragraph 5.5. Ammunition and explosive markings are detailed in paragraph 5.6

Figure 7

MILITARY SHIPMENT LABEL

Address Markings on Shipping Containers and Pallet Loads

•Unless specifically exempted in the contract, all shippers will apply address markings using a barcoded Military Shipping Label (MSL). This includes shipments to domestic and overseas destinations.

•The Transportation Control Number, Ultimate Consignee Address Code (D0DAAC), and Piece Number must be bar coded in code 39 linear bar code format.

•The MSL will also include a two-dimensional (2D PDF417) symbol that will contain shipment, line item and TCMD data.

a. Shipment data consists of information entered in-the-clear on the MSL

b. Line item data generally consists of the Document/Requisition Number, NSN, Routing Identifier Code (RIC), Unit of Issue, Quantity, Condition Code and Unit Price.

c. TCMD data is applicable to shipments that move through the Defense Transportation System and has priority over data.

•The recommended size for the MSL is 4 inches by 6 inches.

•The in-the-clear data and code 39 HRI shall be easily human readable. The code 39 bar codes and the 2D (PDF417) bar code symbol shall be easily machine readable (paragraph 4.2.2.3.).

Figure 8

ATTACHMENT B

FEDERAL ACQUISTION SERVICE (FAS)

DISTRIBUTION OPERATIONS VENDOR ADVISORY SERVICE

THE SHIPPING LABEL FOR GLOBAL SUPPLY ORDERS

A major show stopper with FAS orders both export and domestic shipments are not having a properly prepared shipping label. As with small parcel carriers such as Fed Ex, a means of tracking a shipment is the internal control number both "in the clear" and barcoded assigned to your shipping package. The transportation control number (TCN) is the key element in tracking FAS Distribution Operation shipments and must appear on the shipping label with "in the clear text" and barcode information. As with the small parcel carriers control number, the in the clear as well as barcoded TCN number controls these government shipments. Figure 1 illustrates the minimum information needed to ship our customers' orders. To further aid you in preparing the shipping label we will indicate the applicable blocks and information as found on the Order for Supplies or Services Form (GSA Form 3186). We must discuss the performance factors associated with export shipping labels. In fact, the performance factors listed below are requirements that are mandatory for export labels. Many of these factors are requirements for the domestic labels as well. See Mil-Std-129 for distinctions between export and domestic labels.

1. Each individual shipping container must have a shipping label.

2. The recommended size for the label is 4 inches by 6 inches.

3. The quality of the label will be such that labels are suitable for ink printing without feathering or spreading.

4. The label must withstand normal export handling and shipping conditions and remain securely in position.

5. Waterproofing materials such as spar varnish, acrylic coating compound, sealing compound, label adhesive, polyurethane coatings, and pressure-sensitive tape that does not restrict or preclude legibility or readability of the package markings and shall be used as protective coatings on container markings.

6. When lithographing, embossing, or roller coating of markings is authorized, commercial enamels, lacquers, or inks in the color specified shall be used. When stamping or inkjet marking is specified, commercial waterproof and petroleum-resistant inks, in the color specified, must maintain sufficient durability during exposure to field service.

7. Labels shall be of a water-resistant grade of paper, film, fabric, or plastic, coated on one side with water-insoluble, permanent type adhesive. The adhesive shall adhere to metal, plastic, aluminum or fiberboard surfaces under high and low temperatures. Labels shall have a finish suitable for printing and writing on with ink without feathering or spreading.

8. When bar code labels are used on exterior shipping containers, a waterproof, un-tinted/transparent, plastic, protective laminate such as ASTM D 5486, type I, class 2 tapes, or equivalent protection, shall be applied to or shall be inherent to the label.

9. You need to scan the bar code label after any process that may affect the readability of the bar code, such as the application of tape. Identification bar code markings shall not be obscured by application of strapping or tape.

10. The requirements for the Military Shipping Label (MSL) may be found in Mil-Std-129 and Defense Transportation Regulation (DTR) 4500.9 Part II, Chapter 208 and Appendix X. The MSL label and format are preferred by DoD.

INFORMATION AS FOUND ON

THE

ORDER FOR SUPPLIES OR

SERVICES

GSA FORM 3186

FIGURE 1: GSA SHIPPING LABEL

SEE FIGURE 2 BLOCK 10 "TRNSP CNTRL NO"

DON'T FORGET TO BARCODE THE TCN

Linear (Code 39) bar codes

YOUR VENDOR CAGE CODE GOES

HERE SEE BLOCK 10 "TAC" FOR TH/S 4 D/G/T CODE

TYPE OF SERVICE, (for example, FRT LTL, AIR EXPSS, EXPSS MAIL, TGBL UB, DPM HHG)

DATE SHIPPED IS SELF EXPLANTORY — DAY, MONTH, & YEAR

SEE BLOCK 10 FOR THE "RDD"

1 LABEL 1 PIECE INCLUDING A BARCODE BELOW. THE IN THE CLEAR 1 OF 2

TEXT INDICATES THERE ARE TWO PIECES IN YOUR SHIPMENT AND IS NOT

TO BE BARCODED. WEIGHT IS TO THE NEAREST POUND. THE CUBE IS

ROUNDED TO THE NEAREST FEET.

SEE BLOCK 10 FOR COMPLETE ADDRESS

SEE BLOCK 12 FOR THE COMPLETE ADDRESS.

BE SURE TO BARCODE THE DODAAC AS HIGHLIGTED IN FIG. 2

AS WELL AS IN THE CLEAR TEXT.

FIGURE 2: GSA ORDER FOR SUPPLIES OR SERVICES FORM (GLOBAL

SUPPLY)