USAID_RFP_7200AA19R00064_(OFDA-FFP_Miami_Warehouse_and_Logistic_Services).pdf

June 17, 2019 SUBJECT: Request for a Proposal (RFP) REFERENCE: OFDA/FFP Warehousing and Logistics Services in Miami, FL

Dear Vendor:

The United States Government, represented by the U.S. Agency for International Development (USAID) is contemplating the negotiation and award for the Warehousing and Logistics Services in Miami, FL.

Therefore, USAID is seeking proposal from you in response to the attached solicitation.

The resulting Contract will provide Warehousing and Logistics Services in Miami, FL in support of ongoing humanitarian missions globally. Therefore, please review the attachment and submit a proposal no later than 1100 ET Friday, July 19, 2019, to Prince Boateng, via email Pboateng@usaid.gov and Duncan Cohen via email ducohen@ofda.gov.

Your proposal must contain the information requested in this solicitation as well as Confirmation of System for Award (“SAM”) Registration

If there are any questions or concerns, please address them to Duncan Cohen via email ducohen@ofda.gov by 1000 Eastern Time (ET) on, June 30, 2019. This request for proposal in no way obligate USAID to the award of a contract, nor does it commit USAID to pay any costs incurred in the preparation and submission of a quotation.

Respectfully, /s/ Prince Boateng, Contracting/ Agreement Officer U.S. Agency for International Development

OFFICE OF ACQUISITION & ASSISTANCE

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

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

OFFEROR

N/A

Not Applicable

CODE 16. ADMINISTERED BYCODE

X

X

493110

SIZE STANDARD:

% FOR:SET ASIDE:UNRESTRICTED OR7200AA

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

07/19/2019 1100 ET

06/17/2019

Liz Nabasirye (No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBERa. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

7200AA19R00064

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 72 OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

15. DELIVER TO

Washington DC 20523-1000 1300 Pennsylvania Avenue, NW, SA-44 Office of Acquisition & Assistance

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$27.50

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

ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

11.

SEE SCHEDULE

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

USAID M/OAA

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

OFDA/FFP Warehousing and Logistics Services in Miami, FL

The purpose of this solicitation is to procure Warehousing and Logistics Services in Miami, FL in support of ongoing humanitarian missions globally.

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

HEREIN, IS ACCEPTED AS TO ITEMS:

DATED

Prince Boateng

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

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

OFFER

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

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

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT:

REF.

6/17/2019

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 2/2012) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

72 2 of

SECTION A – SOLICITATION/CONTRACT FORM

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES/PRICES

SECTION C – DESCRIPTION / SPECIFICATIONS / STATEMENT OF WORK

SECTION D - PACKAGING AND MARKING

SECTION E - INSPECTION AND ACCEPTANCE

SECTION F - DELIVERIES OR PERFORMANCE

SECTION G - CONTRACT ADMINISTRATION DATA

SECTION H - SPECIAL CONTRACT REQUIREMENTS

PART II - CLAUSES

SECTION I -- CONTRACT CLAUSES

CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND O

THER ATTACHMENTS

SECTION J - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

PART IV REPRESENTATIONS AND INSTRUCTIONS

SECTION K - REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

BIDDERS

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS FOR

PREPARATION OF THE TECHNICAL SUBMISSION

SECTION M – EVALUATION FACTORS FOR AWARD

SECTION A – SOLICITATION/CONTRACT FORM

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES/PRICES

B.1 PURPOSE

The purpose of this contract is to provide warehouse services as described in detail in Section C, the Statement of Work.

B.2 CONTRACT TYPE

The contract type will be firm fixed and reimbursable contract. The maximum contract price of this purchase order is $(TBD). The Government hereby obligates the amount of $(TBD) which will be payable as described in Section G.4 of this Contract.

B.3 CONTRACT CEILING

USAID anticipates incrementally funding these contracts and they shall not exceed the ceiling amount over the five years.

B.4 PRICE SCHEDULE

TBD

If incurred, the following charges will be reimbursed at cost with supporting documentation of incurred and paid charges as these are pass-through charges. These charges include the following, but are not limited to:

CUSTOM SERVICE FEES

VEHICLE MAINTENANCE

FUMIGATION (PER PALLET)

Management, administration and overhead expenses shall be included in your monthly invoice.

Expenses for handling charges shall be at the above rates or similar pro-rated based upon the number of pallets transported per conveyance. Expenses for additional services shall be reimbursed by the government at actual expense. All of the above pricing shall be proposed for each of the potential five years (two base years and three option years) of this contract.

RATE DESCRIPTION BASE

PERIOD

OPTION

YEAR 1

OPTION

YEAR 2

OPTION

YEAR 3

ESTIMA

TE

MONTHLY STORAGE RATE

PER STANDARD PALLET

(40”x48”x50”)

700 pallets per month

MONTHLY STORAGE RATE

PER OVERSIZED PALLET

(42”x48”x83”)

400 pallets per month

MONTHLY BULK STORAGE

RATE PER CUBIC FEET

4,000 cubic feet per month

PALLETIZING LOOSE CARGO

AND SHRINK WRAPPING $ PER

PALLET

CLEANING $ PER PALLET

WAREHOUSE LABOR

OVERTIME WAREHOUSE

LABOR

HANDLING

RECEIPT OF

COMMODITIES,

DOOR TO FLOOR

$ PER 40

FT

TRAILER

$ PER 20

HANDLING RE-

DELIVERY OF

COMMODITIES,

FLOOR TO DOOR

$ PER 40

COMMODITIES TO

MIAMI

INTERNATIONAL

AIRPORT,

FLOOR TO

AIRPORT

$ PER 40

COMMODITIES TO

MIAMI SEA PORT,

FLOOR TO PORT

$ PER 40

END OF SECTION

SECTION C – DESCRIPTION / SPECIFICATIONS / STATEMENT OF WORK

C.1 BACKGROUND

The United States’ emergency response to current deteriorating humanitarian conditions due to natural disasters and complex emergencies around the world requires USAID to immediately dispatch emergency relief commodities worldwide. To ensure availability of commonly requested materials, USAID maintains stockpiles in strategic locations around the world.

This contract is made in accordance with negotiation authority of the U.S. Federal Acquisition Regulation 13.5 – Simplified Procedures for Certain Commercial Items and subpart 12.6, as supplemented with additional information and requirements in this notice. This announcement constitutes the only solicitation; proposals are requested and a separate written solicitation will not be issued.

The authorized source, origin and nationality for this procurement is USAID geographic code 935.

C.2 SCOPE

The purpose of this contract is to have the contractor provide (or lease), manage and operate a warehouse and provide logistics support for the U.S. Government. Storage shall be provided as required to accommodate non-food items (NFIs) and food items in a covered and secure warehouse space using racking and bulk storage appropriate to the nature of the goods. Full logistics services will also be made available by the contractor, including, but not limited to loading, unloading, transport, (re-)packing, labeling, general inspection, fumigation and procurement of ancillary support items. A requirement for bonded storage, cold chain storage, and temporary remote storage are not anticipated but will be made available by contractor if the need arises. The nature of USAID’s emergency relief work means that any successful contractor will need to be available for 24/7 operations.

C.3 OBJECTIVES

The objective of this solicitation is to establish a contract for warehousing and logistics services to enable USAID to preposition humanitarian relief commodities in Miami, Florida for release and transport to air/sea ports for eventual use in emergency relief operations. The warehouse location should be convenient to and within approximately 50 miles from Miami International Airport, Florida (closer distance to MIA is preferred).

C.4 REQUIREMENTS

A. Warehouse management and operational services include facility management, inventory control and reporting, loading and unloading conveyances, commodity handling, transportation, or arranging transportation, to or from the Miami International Airport or other regional airports or ports, third party inspections, and customs clearance on an as-needed basis.

B. The awardee shall have its warehouse management and operations team as well as USAID project manager working on-site and not remotely. The contractor will be expected to hold all appropriate permits and licenses and abide by all national and local laws, to store and transport goods, including hazardous goods. At least 75% of the work must be performed by the primary contractor.

C. Warehouse space shall be allocated to USAID on an as-needed basis. Pallets shall be stored on racks to maximize space in the warehouse. Covered bulk storage on the warehouse floor shall be made available for non-palletized items. As an indication of demand, throughout 2018-2019 USAID had approximately 1000-1200 standard and oversized pallets in stock in addition to approximately 1,700 cubic feet of bulk storage space occupied in its Miami warehouse. Pallets are generally 40” x 48” x 50” or 42” x 48” x 83”. Pallets typically do not exceed 1,300lbs. These figures are provided as an indication only and the contractor will be expected to allocate space to accommodate USAID ’s requirements.

D. Commodities typically stored in the warehouse include, but are not limited to:

Wool/Fleece Blankets (bales on pallets) Hygiene Kits (cartons on pallets) Kitchen Sets (cartons on pallets) Water Treatment Units (loose crates that can be stored on pallet) Water Bladder Kits (loose crates that can be stored on pallet) Settling Tanks (loose crates that can be stored on pallet) Collapsible Water Containers (cartons on pallets) Utility Task Vehicles (UTVs), can be parked between rows) High Energy Biscuits (HEBs) (cartons on pallets) Ready-to-Use-Supplementary-Food (RUSF) (cartons on pallets) Ready-to-Use-Therapeutic-Food (RUTF) (cartons on pallets) Vegetable Oil (containers on pallets Grains (bags on pallets) Flours (bags on pallets) Pulses (bags on pallets)

Most commodities will arrive at the warehouse door already palletized. However, the warehouse shall have the resources available to palletize/wrap/strap commodities if requested or if pallets are damaged on arrival – as directed by USAID.

E. Additional warehousing services may also be requested if the need arises. These services may include cold chain storage, food-grade–certified, ambient temperature storage, hazardous material storage (i.e. chlorine), bonded storage, as well as inspection and disposal of commodities. There is currently no defined requirement for these services, but the contractor shall be able to accommodate such requests on-site or at another nearby facility if requested. The nearby facility shall be approximately 30 miles from the primary facility and approximately 50 miles from the Miami International Airport (closest location preferred).

F. The contractor shall be able to provide additional storage for USAID in remote location if necessary. There is currently no remote storage requirement, but USAID may need temporary storage to support response efforts. The temporary storage may be located domestically or internationally. The parameters of the storage shall be provided if the need arises. These parameters may include the length of time of the storage, the size of the storage facility, location of the storage, and any special needs such as cold chain storage or specific handling equipment. Supporting services such as transport and (re)packing may also be requested.

G. The contractor shall be available 24 hours every day (including weekends and holidays) for management, material handling, personnel and operations, and for disbursement of materials in response to USAID disaster or emergency response operations. Operations may include receiving, palletizing/wrapping/strapping, handling and loading commodities, transportation to local and regional airports, customs clearance, inspections as well as procurement of auxiliary items and services.

H. Warehouse facilities shall be managed and equipped with sufficient forklifts, trucks, scales, wrapping and strapping equipment, and other equipment as is normal and customary in the best commercial warehouse and storage facilities. Facilities will be clean, well-kept, pest and vermin-free, dry, well-lighted, and equipped with firefighting and fire/smoke alarm equipment/capabilities. Management and warehouse facilities shall have telephone, email and fax resources offering immediate communications with the government. Warehouse facilities storing food aid commodities must comply with the requirements detailed in the USAID Expectations for Food Aid Storage and Warehouse Good Management Practices (attached).

The contractor shall be able to obtain access to a minimum of drivers, tractors, and trailers as needed during USAID emergency response operations. The contractor on this task must have 24/7 ability to obtain a licensed driver to assure delivery of commodities when required. All U.S. government property consigned for shipment from the warehouse facility shall be delivered to the required destination within six hours after notification from USAID.

I. Premises must be available to U.S. Government officials or our agents or contractors at any time, 24 hours per day, 7 days a week, for operational and coordination purposes, inspection of goods and/or facilities, or the transport of commodities, with three hour notice.

The warehouse facility shall be able to accommodate some government personnel during emergency and training sections, typically 1-3 days a month. Specifically, the warehouse facility should have available the office space for up to four government staff as well as a meeting space for up to 30 people, both accessible on site. Further, a printer, scanner, projector and photocopier shall be available if needed.

J. The Contractor must promptly notify the Contracting Officer and USAID in writing of any change in ownership or operation of the warehouse or of any change in the capacity, structure, construction, and/or ventilation of the warehouse.

END OF SECTION C

SECTION D - PACKAGING AND MARKING

D.1 N/A

END OF SECTION D

SECTION E - INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation, Number, Title, and Date) in accordance with the clause at FAR “52.252-2 CLAUSES INCORPORATED BY REFERENCE” in Section I of this contract. The full text of a clause may be accessed electronically at this address: www.acquisition.gov/far/

FEDERAL ACQUISITION REGULATIONS (FAR) 48 CFR Chapter 1

NUMBER TITLE DATE

http://www.acquisition.gov/far/

52.246-2 INSPECTION OF SUPPLIES - FIXED-PRICE. (AUG 1996)

52.246-2 INSPECTION OF SUPPLIES - FIXED-PRICE. (AUG 1996)

ALTERNATE I (JUL 1985)

52.246-4 INSPECTION OF SERVICES - FIXED-PRICE. (AUG 1996)

52.246-15 CERTIFICATE OF CONFORMANCE. (APR 1984)

52.246-16 RESPONSIBILITY FOR SUPPLIES. (APR 1984)

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of service, reports, and other required deliverables or outputs shall be subject to the performance standards set forth in Sections C and F.

Inspection of all deliverables required hereunder shall be made by the COR, designated in Section G, who has been delegated the authority to inspect and accept all services, reports, and other required deliverables. Acceptance of services, reports, and other deliverables by the COR shall form the basis for payments to the Contractor.

END OF SECTION E

SECTION F - DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation, Number, Title, and Date) in accordance with the clause at FAR “52.252-2 CLAUSES INCORPORATED BY REFERENCE” in Section I of this contract. The full text of a clause may be accessed electronically at this address: www.acquisition.gov/far/

FEDERAL ACQUISITION REGULATIONS (FAR) 48 CFR Chapter 1

52.242-15 STOP-WORK ORDER (AUG 1989)

F.2 ADDRESS FOR REPORTS

Copies of all reports and other deliverables must be sent to the COR (or if requested, to the CO), as required, specified in Section G.

F.3 KEY PERSONNEL REQUIREMENTS

The Contractor shall provide a project manager to support USAID requirements, billing, and serve as a primary point of communication to USAID. Though the project manager does not need to be dedicated to USAID fully, he/she must be based on-site at least 75% of the time. The project manager is responsible for but not limited to the following:

Communicating contractor’s facility rules and schedules to USAID and informing contractor’s personnel of USAID’s needs.

Ensuring all contract employees adhere to safe work practices in accordance with applicable U.S.

Government and/or other applicable safety guidelines.

Providing support to USAID and other government officials’ visits, tours, and press conferences.

http://www.acquisition.gov/far/

Obtaining quotes, CO/COR approvals, reporting, and billing to USAID.

Project Manager:

High school Diploma or GED Preferred but not required, a Bachelor's Degree in Business with emphasis in Supply Chain

Management, Transportation and Logistics, Sales, Marketing, etc.

Minimum of five years’ experience in transportation, logistics and warehousing operations.

Detailed knowledge of specifications, packaging standards and shipping procedures for all types of cargo, including hazardous cargo Preference for experience specifically in import and export customs clearance; warehouse acquisition, storage and protection of commodities (listed in Section C); managing transport to and from local sea/air ports.

Strong customer service, customer development, or business development experience

The contractor shall employ adequate staff to meet the requirements identified in section C of this solicitation. The warehouse staff shall be able to work overtime as requested, and have an accessible point of contact 24/7 during emergency transport actions.

F.4 DELIVERABLES AND DELIVERABLES SCHEDULE

A. The contractor shall provide online access to USAID real-time inventory accessible at all times along with additional monthly or more frequent reports as requested by USAID. The inventory shall include type of commodity, SKU, quantity, quantity received, quantity dispatched, expiration/best if used by dates, location of commodity in warehouse, shipping document reference numbers, and other relevant information, including cargo loss or damage. The inventory report template for food aid commodities shall be provided by USAID.

B. The Contractor will provide to USAID reports, including pictures, when receiving and dispatching/delivering commodities and their condition at each dispatch or receipt of commodity within 24 hours after the activity is completed or as requested.

C. The contractor shall have all zones and racks clearly identified throughout the warehouse, maintain an accurate floor plan of the warehouse space, indicate on the floor plan the type and quantity of each commodity in any given space, and make the plan available to USAID as requested.

D. The Contractor is responsible for the day-to-day inspection and monitoring of all Contractor and sub-contractor work performed to ensure compliance with contract requirements. The results of all inspections conducted by the Contractor must be documented in periodic reports as directed by USAID and made available to USAID as requested. The reports must include, but not be limited to, clear and concise inspection results, deficiency descriptions, process inspected, and adequate corrective action statements that prevent deficiency recurrence.

E. The Contractor is responsible for completing a Vehicle Preventative Maintenance Checklist monthly for all vehicles located within the warehouse. The preventative maintenance checklist must be filled out and signed by hand by the Warehouse Manager. The vehicle checklist format will be provided by USAID.

F. The Contractor’s Project Manager shall submit detailed invoices electronically on a monthly basis per the contract price schedule to USAID. Once approved by COR, invoices must be submitted to ei@usaid.gov for payment.

mailto:ei@usaid.gov

Report type Frequency

Inventory Report On-line/real-time for review remotely or on site.

Inbound/Receiving Report Within 24 hours by email upon the arrival of the cargo

Outbound/Loading Report Within 24 hours by email upon loading out of the cargo

Damages Report Within 24 hours after arrival of commodity or after damage discovered in warehouse

Inspection Report/Floor Plan Provide regularly and/or as requested by USAID

Vehicle Inspection Report Provide monthly and/or as requested by USAID

Invoice Provide monthly

The Contractor shall ensure all USAID/FFP disaster relief commodity packaging is marked with USAID emblems; either as printed in ink on the packaging material or with adhesive stickers (bearing the USAID logo emblem) affixed to the packaging.

F.6 PERIOD OF PERFORMANCE

The period of performance for this contract is one base period of two (2) years with three (3) one-year option periods. This contract is expected to commence around October 1, 2019, or as agreed between the parties. The contract shall be effective through September 30, 2021 (two year base term). Up to three one-year option periods may be declared by the government 30 days prior to commencement of each option period, or thereafter as agreed by the parties.

F.7 CONTRACTOR RESPONSIBILITY

F.7.1 The Role of Government Personnel and Responsibility for Contract Administration

A. Government quality control personnel are subordinates of the COR and are responsible for inspecting the Contractor’s day-to-day work. The responsibilities of Government quality control program include, but are not limited to, inspecting the work to ensure compliance with the contract requirements; documenting, through written inspection reports, the results of all inspections conducted;

conferring with Contractor representatives regarding any problems encountered in work performance, and generally assisting the COR in meeting contract responsibilities.

B. The Government will use a variety of inspection methods to evaluate the Contractor’s performance, and more than one inspection method may be used. Examples of inspections are:

a. Planned (periodic) surveillance of service work items (daily, weekly, monthly, quarterly, semiannually, or annually).

b. Inspection of service work items.

c. Review of Inventory Data.

d. Scheduled/Unscheduled inspections and audits.

e. Process monitoring.

F.8 RECEIVING, UNLOADING, AND INSPECTION

A. Coordination - The contractor must coordinate with USAID, carriers and/or commodity vendors regarding the shipment, handling and receipt of commodities, in order to assure the efficient transport and receipt of commodities.

B. Receiving, Inspection and Report of Damage – Before unloading the commodity, the contractor will inspect the delivering conveyance for apparent damage either to the conveyance or to the commodities. The contractor shall document the receipt, including pictures and notify USAID of commodity arrival and, if applicable, of damage or shortage in writing, including but not limited to:

1. A broken seal or a seal discrepancy;

2. A shipment which is over, short, damaged, or contains torn bags, boxes or cases; or

3. A shipment with visible insect infestation or other apparent damage.

C. Instructions - Damaged commodities will be handled in accordance with instructions from USAID, at the carrier’s, shipper’s or USAID’s expense.

D. Liability - The Contractor will not be liable to USAID for any damage reported to the carrier and USAID prior to placement of commodity on the warehouse floor. Subsequent to the placement of commodity on the warehouse floor, the Contractor is responsible for the commodities.

F.9 RECEIPTS, STORAGE, AND CONDITION

A. Receipts & Commodities Accepted for Storage – The contractor shall verity the SKU, quantity, weight, dimensions, expiry date, and other relevant commodity data along with relevant documentation.

The Contractor shall ensure that:

1. The quantity received corresponds to the quantity indicated on the transport document.

2. No physical damage has occurred during transport (visual check).

3. The specifications of the goods correspond to what was ordered.

B. Place and Manner of Storage, Lot Identity - The warehouse will store the commodities:

1. Only at a facility approved by USAID. USAID’s food aid commodities shall be stored in a food-grade warehouse in a segregated area

2. Of the same type and purchase order together at all times, so that lot identity is maintained to enable efficient re-delivery.

3. Safely on racks, stacked on pallets (or their equivalent), not directly on the warehouse floor (unless authorized by USAID in writing).

4. Covered bulk storage on the warehouse floor shall be made available for non-palletized items.

5.

Marking - All commodities must be properly labeled utilizing a standard labeling template provided by USAID, typically indicating the Stock Keeping Unit (SKU), type of commodity, date received, date of production, serial/batch/lot numbers, best if used by/expiration date, etc. The Contractor will ensure that all warehouse pallets are clearly labeled on all four sides. The contractor may be required to produce/mark the commodities with USAID logo, as directed by USAID. The contractor shall obtain and have available a USAID logo banner placed next to commodities as instructed by USAID (preferred).

Inspection of Commodity in Stock - The contractor shall routinely inspect USAID’s commodities held in stock to ensure that they are in good condition, are free from infestation and that no corrective measures are required. The Contractor will confirm such notifications in writing to USAID. USAID will perform a number of inspections throughout the year and may request the contractor to contract or accommodate independent third party inspections.

C. Vehicles stored in the warehouse may require local maintenance and the warehouse contractor will arrange suitable transport to and from the local vehicle maintenance facility. Actual expenses required for local vehicle maintenance will be reimbursed by the government.

F.10 TARIFF REQUIREMENTS - TRANSIT TONNAGE - DEMURRAGE

Tariffs - If applicable, the Contractor must observe the carrier's lawful tariffs, rules, regulations, and loading and unloading requirements.

Truck Demurrage - If the Contractor knows or has reason to believe that demurrage charges may be incurred, the Contractor must immediately notify USAID in writing. The warehouse contractor will pay all demurrage charges associated with delivery or re-delivery of commodities; to the extent they bear responsibility for such charges. USAID may request the Contractor to pay demurrage incurred by the Government and bill it to USAID at cost.

F.11 RESPONSIBILITY FOR CONDITION OF WAREHOUSE AND PROTECTION OF

COMMODITIES

The contractor is responsible for securing all government-owned commodities and equipment. The Contractor must maintain the warehouse in a sound, clean condition and in accordance with the standards in this contract, take all commercially reasonable steps to keep it free of insects, rodents, birds, and other conditions which may adversely affect the condition of the commodities or their containers, including but not limited to fumigation.

The Contractor must, in accordance with the standards in this contract, take all commercially reasonable steps to promptly detect any deterioration, insect infestation, rodent damage, mold, or any other condition which may adversely affect the condition of the commodities or their containers. The Contractor will conduct daily inspections of cargo in the warehouse and provide ventilation as needed.

If any of the conditions above are detected, the Contractor must notify USAID by telephone and confirm such notification in writing. Pending receipt of instructions from USAID, the Contractor must take all reasonable steps necessary to protect and preserve the affected commodities or their containers.

In addition, the Contractor must ensure that no other USAID commodities are harmed through storage or handling in the proximity of the affected commodities.

Contractor must fumigate the commodities as necessary or as determined to be necessary by inspection.

The Contractor must promptly notify the Contracting Officer and USAID in writing of any change in ownership or operation of the warehouse or of any change in the capacity, structure, construction, and/or ventilation of the warehouse.

F.12 LOST OR DAMAGED COMMODITIES

A. Liability - The warehouse contractor will be liable to USAID for loss or damage to commodities caused by the Contractor’s failure to discharge promptly and properly the Contractor’s failure to exercise such care in regard to commodities as a reasonable and prudent contractor would exercise under like circumstances.

The contractor will not be liable for damages which could not have been avoided by the exercise of such care including damage resulting from (1) a preexisting commodity condition, (2) a force majeure event, or (3) storage of the commodities beyond the natural deterioration period for the commodity in ideal warehouse conditions. The Contractor will be liable only for the actual amount of any loss in value.

B. Recondition – The Contractor will be given a reasonable opportunity to recondition and restore any lost or damaged commodities to a condition acceptable to USAID before any assessment of liability is made. Contractor must request packaging (i.e. empty bags) for reconditioning as necessary.

C. Inspection of Damaged Commodities – The contractor will maintain the commodities in a sound, undamaged condition and will dispatch/re-deliver the identical commodities when requested by USAID. The contractor may be liable to USAID, at USAID’s discretion, for any loss in value of such commodities from the time of delivery to the warehouse until the commodities are re-delivered to USAID’s recipients.

If USAID determines at any time that any quantity of commodities held by the contractor is damaged or is in unsound condition, USAID may reject such commodities and the contractor will be liable to USAID for the full value of the rejected commodities. The contractor will reimburse USAID an amount equal to the value of the commodities.

D. Upon approval by USAID, the contractor will:

1. Recondition the damaged commodities and restore them to a condition acceptable to USAID.

The contractor will be liable to USAID for any decrease in quantity or quality of such commodities.

2. For the commodities that no longer fit for use, the contractor will be responsible for disposing of such damaged commodities and remit the proceeds of such disposition to USAID except the contractor must pay USAID the difference between the proceeds from such disposition and the value of the commodities received from USAID for storage.

Upon a determination by USAID that any commodities delivered to the contractor by USAID are in good order and are subsequently damaged due to contractor negligence, storage charges with respect to such damaged commodities will cease to accrue for the account of USAID. Storage charges for the account of USAID will resume only upon the date such damaged commodities have been reconditioned or replaced in accordance with the above.

F.13 LOADOUT OF COMMODITIES, TRANSPORT AND DOCUMENTATION

A. Inventory items should be cycled out of the warehouse using the FIFO system (First In/First Out). The outflow of individual types of commodities will be dictated by the USAID based on SKUs, however the project manager must ensure that attention is paid to the oldest items. Commodities of the same type belonging to the same purchase order shall be stocked together at all times.

B. In accordance with dispatching instructions issued by USAID , the Contractor must:

1. Ensure commodities are packed for re-delivery and shipment in a manner that will ensure acceptance by common carriers, maintain excellent condition and safe delivery to destination.

2. Coordinate with the freight forwarder identified by USAID to schedule timely pick up from warehouse or delivery to airport facility, including Homestead and McDill Air Force bases.

The Contractor will be responsible for loading trailers unless specified otherwise by USAID. The Contractor is reminded of the carrier’s opportunity and responsibility to inspect and reject commodities prior to taking receipt.

3. Provide notice of any delays as provided for above. USAID will not assess the warehouse contractor for damages or demurrage if USAID determines that the delay was without the fault of, and beyond the control of, the contractor.

4. The contractor, if requested, shall be responsible for export documentation and for providing a bill of lading for each shipment, as necessary or required.

F.14 ADDITIONAL SERVICES

The contractor may be requested to procure disaster relief supplies (i.e. batteries, flashlights, oil) and equipment or services to support USAID relief operations. Such requests shall be authorized by the USAID Contracting Officer or by COR for amounts under $10,000. The government will reimburse the actual expenses for such procurements.

The contractor shall have the resources and capability to efficiently clear commodities through U.S.

customs and post customs bonds for import and export, as required by the program or requested by the USAID. Any customs charges and fees will be invoiced or billed to the government at cost.

END OF SECTION F

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 AIDAR 752.225-70 SOURCE AND NATIONALITY REQUIREMENTS (FEB 2012)

(a) Except as may be specifically approved by the Contracting Officer, the Contractor must procure all commodities (e.g., equipment, materials, vehicles, supplies) and services (including commodity transportation services) in accordance with the requirements at 22 CFR Part 228 "Rules on Procurement of Commodities and Services Financed by USAID Federal Program Funds." The authorized source for procurement is Geographic Code 937 unless otherwise specified in the schedule of this contract. Guidance on eligibility of specific goods or services may be obtained from the Contracting Officer.

(b) Ineligible goods and services. The Contractor must not procure any of the following goods or services under this contract:

(1) Military equipment

(2) Surveillance equipment

(3) Commodities and services for support of police and other law enforcement activities

(4) Abortion equipment and services

(5) Luxury goods and gambling equipment, or

(6) Weather modification equipment.

(c) Restricted goods. The Contractor must obtain prior written approval of the Contracting Officer or comply with required procedures under an applicable waiver as provided by the Contracting Officer when procuring any of the following goods or services:

(1) Agricultural commodities,

(2) Motor vehicles,

(3) Pharmaceuticals and contraceptive items

(4) Pesticides,

(5) Fertilizer,

(6) Used equipment, or

(7) U.S. government-owned excess property.

If USAID determines that the Contractor has procured any of these specific restricted goods under this contract without the prior written authorization of the Contracting Officer or fails to comply with required procedures under an applicable waiver as provided by the Contracting

Officer, and has received payment for such purposes, the Contracting Officer may require the contractor to refund the entire amount of the purchase.

G.2 ADMINISTRATIVE CONTRACTING OFFICE

The Contract Administration Office responsible for the post-award administration of this contract is:

Office of Acquisition and Assistance, Transportation Division 1300 Pennsylvania Ave, NW SA 44, Room 859 Washington, DC 20523

G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

To assist in fulfilling the Contracting Officer’s responsibilities to ensure compliance with the terms of the contract and for safeguarding the interests of the United States in its relationship with the Contractor, the Contracting Officer will designate a COR from USAID . This individual will be in a unique position to monitor how well the Contractor is progressing toward achieving the contract’s purpose and will be responsible for providing technical liaison between the Contractor and the Contracting Officer, which is a critical role in ensuring good contract performance.

A formal letter by the Contracting Officer shall also be issued to the Contractor. The roles, responsibilities, and authorities of the COR will be clearly set forth in this letter.

G.4 TECHNICAL DIRECTIONS / RELATIONSHIP WITH USAID

(a) Technical Directions is defined to include

1. Written directions to the Contractor which fill in details, suggest possible lines of inquiry, or otherwise facilitate completion of work;

2. Provision of written information to the Contractor which assists in the interpretation of drawings, specifications, or technical portions of the work statement;

3. Review and, where required, provide written approval of technical reports, drawings, specifications, or technical information to be delivered. Technical directions must be in writing, and must be within the scope of work detailed in Section C.

(b) The Contracting Officer, by separate designation letter, authorizes the COR to take any or all action with respect to the following which could lawfully be taken by the Contracting Officer, except any action specifically prohibited by the terms of this Contract:

1. Assure that the Contractor performs the technical requirements of the contract in accordance with the contract terms, conditions, and specifications.

2. Perform, or cause to be performed, inspections necessary in connection with (a) above and require the Contractor to correct all deficiencies; perform acceptance for the Government.

3. Maintain all liaison and direct communications with the Contractor. Written communications with the Contractor and documents must be signed as "Contracting Officer's Representative" with a copy furnished to the Contracting Officer.

4. Issue written interpretations of technical requirements of Government drawings, designs, and specifications.

5. Monitor the Contractor’s production or performance progress and notify the Contractor in writing of deficiencies observed during surveillance, and direct appropriate action to effect correction. Record and report to the Contracting

6. Obtain necessary security clearance and appropriate identification if access to Government facilities is required. If to be provided, ensure that Government furnished property is available when required.

LIMITATIONS: The COR is not empowered to award, agree to, or sign any contract (including delivery or purchase orders) or modifications thereto, or in any way to obligate the payment of money by the Government. The COR may not take any action which may impact on the contract schedule, funds, scope or rate of utilization of Level of Effort (LOE). All contractual agreements, commitments, or modifications which involve prices, quantities, quality, or schedules must be made only by the Contracting Officer.

(c) The COR is required to meet quarterly with the Contractor and the Contracting Officer concerning performance of items delivered under this Contract and any other administration or technical issues.

Telephonic reports may be made if no problems are being experienced. Problem areas should be brought to the immediate attention of the Contracting Officer.

(d) In the separately-issued letter, the CO will designate an alternate COR to act in behalf of the designated COR, in accordance with the terms of the letter.

(e) Contractual Problems: Contractual problems of any nature that may arise during the life of the contract must be handled in conformance with specific public laws and regulations (i.e. Federal Acquisition Regulation (FAR) and Agency for International Development Acquisition Regulation (AIDAR)). The contractor and the COR must bring all contracting problems to the immediate attention of the Contracting Officer. Only the Contracting Officer is authorized to formally resolve such problems. The Contracting Officer will be responsible for resolving legal issues, determining contract scope and interpreting contract terms and conditions. The Contracting Officer is the sole authority authorized to approve changes in any of the requirements under this Contract.

Notwithstanding any clause contained elsewhere in this Contract, the said authority remains solely with the Contracting Officer. These changes include, but will not be limited to, the following areas:

scope of work, price, quantity, technical specifications, delivery schedules, and contract terms and conditions. In the event the Contractor effects any changes at the direction of any other person other than the Contracting Officer, the change will be considered to have been made without authority.

(f) Failure by the Contractor to report to the Administrative Contracting Office, any action by the Government considered to be a change, within the specified number of days contained in FAR 52.243-7 (Notification of Changes), waives the Contractor’s right to any claims for equitable adjustments.

G.5 PAYING OFFICE

The Contractor must submit invoices to the payment office indicated on the cover page of each award.

Generally, this will be the USAID Washington Office/Bureau from which the funds for the contract are provided.

Invoices for USAID Washington/Office/Bureau must be submitted to the payment office at EI@USAID.gov with USAID in copy. Please include the following information in the subject of the email Contractor Name, Award Number, and Invoice Number.

G.6 RESTRICTIONS ON PAYMENT

USAID will not pay for any service (including overtime, weekend, and holiday labor service) not mailto:EI@USAID.gov specifically authorized by this Contract or in writing by USAID. Services not specifically authorized by this Contract will be performed only after USAID determines that such services are required and should be performed.

Nothing in this Contract authorizes or requires payment for services already paid for by USAID or any other third party.

G.7 ACCOUNTING AND APPROPRIATION DATA

(To be provided upon award)

G.8 INVOICING/PAYMENT INSTRUCTIONS

In accordance with FAR 52.232-1, each payment request under this contract shall be submitted monthly and accompanied by an electronic copy of the inventory report, a report of the storage costs for the month with a daily breakdown, inbound and outbound reports along with a daily breakdown of all associated costs, and invoices for all ancillary costs reimbursed at cost accompanied by the exchange rate on the day the invoice is dated. The request shall be sent to the COR and CO.

The Contractor must make payment requests using Standard Form (SF) 1034, Public Voucher for Purchases and Services other than Personal. Copies of the SF 1034 may be obtained from the USAID website at: http://www.usaid.gov/forms/. Payment will be made by the USAID/Office of Financial Management at the address provided above. The contractor shall provide bank information on the SF 1034 in order to receive payments.

END OF SECTION G

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 AIDAR 752.202-1 DEFINITIONS (JAN 1990)

(a) "USAID" shall mean the U.S. Agency for International Development.

(b) "Administrator" shall mean the Administrator or the Deputy Administrator of USAID.

(c) When this contract is with an educational institution "Campus Coordinator" shall mean the representative of the Contractor at the Contractor’s home institution, who shall be responsible for coordinating the activities carried out under the contract.

(d) When this contract is with an educational institution "Campus Personnel" shall mean representatives of the Contractor performing services under the contract at the Contractor’s home institution and shall include the Campus Coordinator.

(e) "Consultant" shall mean any especially well qualified person who is engaged, on a temporary or intermittent basis to advise the Contractor and who is not an officer or employee of the Contractor who performs other duties for the Contractor.

(f) "Contractor employee" shall mean an employee of the Contractor assigned to wok under this contract.

(g) "Cooperating Country or Countries" shall mean the foreign country or countries in or for which services are to be rendered hereunder.

(h) "Cooperating Government" shall mean the government of the Cooperating Country.

(i) "Federal Acquisition Regulations (FAR)", when referred to herein shall include Agency for http://www.usaid.gov/forms/

International Development Acquisition Regulations (AIDAR).

(j) "Government" shall mean the United States Government.

(k) "Mission" shall mean the United States USAID Mission to, or principal USAID office in, the Cooperating Country.

(l) "Mission Director" shall mean the principal officer in the Mission in the Cooperating Country, or his/her designated representative.

H.2 EXECUTIVE ORDER ON TERRORISM FINANCING

The Contractor is reminded that U.S. Executive Orders and U.S. law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. It is the legal responsibility of the Contractor to ensure compliance with these Executive Order and laws.

This provision must be included in all subcontracts/sub-awards issued under this contract.

H.3 PROHIBITION OF ASSISTANCE TO DRUG TRAFFICKERS

USAID reserves the right to terminate this Contract, to demand a refund or take other appropriate measures if the Contractor is found to have been convicted of a narcotics offense or to have been engaged in drug trafficking as defined in 22 CFR Part 140.

H.4 PROHIBITION AGAINST DISCRIMINATION (OCT 2011)

FAR Part 27 and the clauses prescribed in that part prohibit contractors performing in or recruiting from the U.S. from engaging in certain discriminatory practices. USAID is committed to achieving and maintaining a diverse and representative workforce and a workplace free of discrimination. Based on law, Executive Order, and Agency policy, USAID prohibits discrimination in its own workplace on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, disability, age, veteran's status, sexual orientation, genetic information, marital status, parental status, political affiliation, and any other conduct that does not adversely affect the performance of the employee.

USAID does not tolerate any type of harassment, either sexual or nonsexual, of any employee or applicant for employment. Contractors are required to comply with the nondiscrimination requirements of the FAR and in addition, the Agency strongly encourages all its contractors (at all tiers) to develop and enforce comprehensive nondiscrimination policies for their workplaces that include protection on these expanded bases.

END OF SECTION H

PART II - CLAUSES

SECTION I -- CONTRACT CLAUSES

CONTRACT CLAUSES

A.I.D. Acquisition Regulation (48 CFR Chapter 7) Clauses

752.202-1 Definitions JAN 1990 752.211-70 Language And Measurement JUN 1992

752.242-70 Periodic Progress Reports OCT 2007

752.7006 Notices APR 1984

752.7009 Marking JAN 1993

752.7025 Approvals APR 1984

FAR 52.252-2 Clauses Incorporated By Reference (Feb 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es):

https: //www.acquisition.gov/far/index.html

52.203-3 Gratuities Apr 1984

52.203-11 Certification and Disclosure Regarding…