2023 USAID Dubai Warehouse Solicitation AMEND 1.pdf

July 20, 2023

SUBJECT: Request for a Proposal (RFP) 7200AA23R00086 REFERENCE: USAID/BHA Warehousing and Logistics Services in Dubai, UAE.

Dear Vendor:

The United States Government, represented by the U.S. Agency for International Development (USAID), is contemplating the negotiation and award of a contract for warehousing and logistics services in Dubai, UAE. This solicitation is being issued for commercial items pursuant to FAR part(s) 13 and 13.5. The NAICS Code for this procurement is 493110 with Geographic Code 937.

This solicitation utilizes Full and Open Competition with no set asides.

The warehousing and logistics services under the resulting contract will be utilized to support ongoing humanitarian missions globally. Please review the attachment and submit a proposal no later than 1700 Eastern Time (ET) on August 24, 2023, to Lisa Chang and Prince Boateng, via email at Pboateng@usaid.gov and lchang@usaid.gov.

Your proposal must contain the information requested in this solicitation as well as confirmation of System for Award Management (“SAM”) registration at the time of award.

If there are any questions or concerns, please address them to Lisa Chang and Prince Boateng via email at Pboateng@usaid.gov and lchang@usaid.gov, by 1100 ET August 1, 2023. Phone inquiries will not be accepted. This request for proposal in no way obligates 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, Prince Boateng, Senior Contracting/ Agreement Officer U.S. Agency for International Development Office of Acquisition & Assistance mailto:Pboateng@usaid.gov mailto:lchang@usaid.gov mailto:lchang@usaid.gov

SECTION A – SOLICITATION/CONTRACT FORM 1

PART I - THE SCHEDULE 2SECTION B – SUPPLIES OR SERVICES/PRICES

3SECTION C – DESCRIPTION / SPECIFICATIONS / STATEMENT OF WORK

6SECTION D – PACKAGING AND MARKING

11SECTION E – INSPECTION AND ACCEPTANCE

11SECTION F – DELIVERIES OR PERFORMANCE

12SECTION G – CONTRACT ADMINISTRATION DATA

20SECTION H – SPECIAL CONTRACT REQUIREMENTS

PART II - CLAUSES 25SECTION I – CONTRACT CLAUSES

26CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS 33SECTION J - LIST

OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS 33

PART IV REPRESENTATIONS AND INSTRUCTIONS 33SECTION K –

REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF BIDDERS 34SECTION

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

OF THE TECHNICAL SUBMISSION 34SECTION M –EVALUATION FACTORS FOR

AWARD 37

FORM

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES/PRICES

B.1 PURPOSE

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

B.2 CONTRACT TYPE

The total 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 this contract and total funding shall not exceed the ceiling amount over a five-year period of performance.

B.4 PRICE SCHEDULE

Please provide rates as requested in the table below.

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:

VEHICLES AND EQUIPMENT MAINTENANCE

FUMIGATION (PER PALLET)

DISPOSITION OF COMMODITIES

Management, administration and overhead expenses shall be included in your monthly (i.e per pallet) invoice. Expenses for additional services shall be reimbursed by the government on the basis of actual costs incurred. All of the below 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

ESTIMAT

E*

DAILY REGULAR STORAGE RATE PER

STANDARD PALLET (40”x48”x50”)

6000 pallets per month

DAILY BULK STORAGE RATE PER

CUBIC FEET

5,00 cubic feet per month

DAILY REGULAR STORAGE RATE PER

OVERSIZED (42”x48”x83”) PALLET

800 pallets

DAILY TEMPERATURE-CONTROLLED

STORAGE RATE PER STANDARD

PALLET (40”x48”x50”)

800 pallets

DAILY TEMPERATURE-CONTROLLED

STORAGE RATE PER OVERSIZED

(42”x48”x83”) PALLET

100 pallets

PRICE PER PALLETIZATION,,

STRAPPING AND/OR SHRINK

WRAPPING (IF NECESSARY)

$ PER PALLET

10 pallets per month

PRICE FOR RE-LABELLING (1-4 LABELS

PER PALLET, SIZE/COLOR MAY VARY), $

PER PALLET,

20 pallets per month

HANDLING RECEIPT

OF COMMODITIES,

DOOR TO FLOOR

$ PER 40 FT

TRAILER

50 times per year for each (20ft and 40

ft) $ PER 20 FT

HANDLING RE-

DELIVERY OF

COMMODITIES,

FLOOR TO DOOR

(20ft and 40

COMMODITIES

TO/FROM DUBAI

INTERNATIONAL

AIRPORT,

FLOOR TO AIRPORT

(20ft and 40

COMMODITIES

TO/FROM JEBEL ALI

SEA PORT (PORT

EVERGLADES),

FLOOR TO PORT

(20ft and 40

CUSTOM

SERVICE

FEES

Total Price

* An estimate is provided for pricing purposes only. Requirements will vary each month based on the frequency, type, and magnitude of emergency responses, as well as the stock replenishment needs.

END OF SECTION B

SECTION C – DESCRIPTION / SPECIFICATIONS / STATEMENT

OF WORK

C.1 BACKGROUND

The U.S. responds frequently to humanitarian needs due to natural disasters and complex emergencies in various countries around the world. The sudden-onset nature of many of these events requires USAID to immediately dispatch emergency relief commodities anywhere that they are required. To ensure availability of commonly requested materials, USAID maintains stockpiles in strategic locations around the world.

This contract will be made in accordance with the negotiation authority of 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 in response to this solicitation. 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 implement the storage and transport of food- and non-food items (NFIs) acquired and prepositioned by the U.S. Government in the facility managed and operated by the Contractor. Specifically, the Contractor will accommodate NFIs and food items in a covered, clean, and secure warehouse using racking and bulk storage as appropriate based on the nature of the goods and will also provide relevant logistics support.

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. At the time of proposal submission, the Contractor must provide a secure, bonded, ambient, food-grade warehouse. The contractor should also have the capability to secure cold storage, such as vaccines and perishable food commodities. 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 primary objective of this solicitation is to establish a contract for warehousing and logistics services in a Contractor-managed and operated facility that will enable USAID to preposition humanitarian relief commodities in Dubai, UAE for release and transport to air/sea ports for eventual use in emergency relief operations. The warehouse location should be within the International Humanitarian City (IHC) as a major logistics hub for humanitarian actors and due to favorable customs requirements and proximity to partners. According to the IHC, “any registered company can request space within the IHC. Space could be requested during or after registration, admitting that the space is needed for conducting the declared activities.

C.4 REQUIREMENTS

A. Warehouse Overview: The proposal must include the general description of the facility where USAID commodities will be stored, including but not limited to:

a. Location and overall size of the premises, warehousing facility(ies), and adjacent office space; size and capacity of facility(ies), including floor size, number of pallet positions, space for staging, number of loading bays, number of loading doors, etc.

b. Equipment available, including the number/type of forklifts available and used on the floor, containers, trailers, trucks, etc.

c. Staffing capacity, including the number of staff typically working in the warehouse and their positions as well as ability to staff up during surge operations.

d. Security, including protocols, physical infrastructure, personnel, and insurance of commodities.

e. Additional services provided by the warehousing facility with detailed description of those services, including but not limited to cleaning, pest control, etc.

B. Warehouse Management: Warehouse management and operational services sought for this contract include facility management, inventory control and reporting, loading and unloading conveyances, commodity handling, transportation, or arranging transportation, to or from the Airport or Seaport , and customs clearance on an as-needed basis. The Contractor must hold all appropriate permits and licenses and abide by all national and local laws, to store and transport goods, including hazardous goods.

The Contractor shall be responsible for accounting for all of USAID's inventory in the warehouse and shall provide a monthly inventory report including inbound and outbound actions to the Contracting Officer and Contracting Officer’s Representative.

The inventory report template shall be provided by USAID and shall include the type of commodity, quantity, quantity received, quantity dispatched, shipping document reference numbers, and other relevant information, including cargo loss or damage.

The Contractor must have a commodity management and reporting system in place and provide USAID access to the regular reports. In addition, the Contractor shall provide daily, weekly, and/or monthly or daily commodity movement and inventory reports as requested by the government. USAID may have a standard reporting schedule and format that the Contractor is expected to use. USAID is currently developing a Humanitarian Inventory Management System (HIMS) that the Contractor is expected to use for entering all transactions directly into that system. In addition to that report, all issues during the month will be reported. The monthly report shall also contain a layout of the warehouse facility showing storage areas and indicating which commodities are stored in which areas. The Contractor must provide the details of a pre-existing proprietary inventory management system in the offer.

The Contractor shall have the resources and capability to efficiently clear commodities through customs and post customs bonds for import and export, as required by the program or requested by USAID.

Warehouse space shall be allocated to USAID on an as-needed basis. USAID’s stock shall be stored in a segregated area and consolidated together on continuous racks within the Contractor’s facility. All palletized commodities shall be stored on racks to minimize pallet strain. Covered bulk storage on the warehouse floor shall be made available for non-palletized items. No packaged food commodities shall be stored directly on the floor at any time. All packaged food commodities must be stacked on pallets or racking systems. In the event that segregation of commodities is needed due to damages or quality issues, the warehouse should be able to provide an isolation storage facility for affected commodities to prevent spread of the damages to the un-affected commodities.

As an indication of demand, throughout 2022, USAID had on average 1,200 pallets in stock and occupied approximately 84,000 cubic feet of space each month in its Dubai warehouse. Pallets are generally 40” x 48” x 50” or 42” x 48” x 83”. Pallets typically do not exceed 1,300 lbs. These figures are provided as an indication only and the Contractor will be expected to allocate space to accommodate USAID’s requirements with up to a 15% surge in capacity.

The cargo to be managed, handled and stored includes, but is not limited to:

1. High Energy Biscuits

High Energy Biscuits (HEBs) are ready-to-eat meal replacement bars that are high in protein and supplemented with a premix of vitamins and minerals used to promote survival during Phase 1 of an emergency situation. They are designed to be a sole source of high quality food. HEBs have a two-year shelf life at or below 86 degrees Fahrenheit (30°C). They are designed to be used in any climate. Because of their long shelf life in most climates, HEBs will be pre-positioned for efficient distribution at the onset of an emergency. HEBs must be stored under dry, ventilated and hygienic conditions at or below 30°C.

2. Non Food Items NFI commodities typically stored in the warehouse include, but are not limited to High, Medium Thermal and Wool Blankets, Hygiene Materials, Kitchen Sets, Boat Motors, Plastic Tarpaulins and Sheets, Water Treatment Units, Water Bladder Kits,, Aquatabs, Buckets, and Shelter Fixing Kits.

C. Warehouse Operations: Commodities will be delivered to the warehouse on a "door" basis. The warehouse contractor will coordinate with commodity vendors and transport companies on the arrival of trailers at their door, and unloading or loading of trailers.

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. The Contractor shall be responsible for:

a. Operations which may include handling and loading commodities and transportation to local and regional airports to include performance of customs clearances and payment of related (if any) customs charges. Any customs charges and fees will be invoiced or billed to the government at cost.

b. Palletizing, strapping, wrapping, labeling (on 48-inch by 42-inch commercial four-way wooden pallets) of all commodities received, as required. Only one type of commodity shall be placed on each pallet, in a uniform format.

Commodities may not exceed (overlap) the dimensions of the commercial pallets. Commodities will be palletized at a maximum height of 88 inches (including the height of the pallet). Please note: most commodities will arrive at the warehouse door already palletized; however, the warehouse shall have the resources available to palletize commodities, if necessary.

c. Maintaining the commodities stored at the warehouse facility at the direction of USAID, which may include removing, replacing, and disposing of expired or unusable items.

d. Maintaining vehicles, water pumps, generators, and other similar equipment on a regular basis as per direction from USAID which may include starting them, performing maintenance activities in accordance with the manual, driving vehicles, arranging suitable transport to and from the local vehicle maintenance facility, and purchasing and implementing repair services. Actual expenses required for local vehicle maintenance will be reimbursed by the government.

e. Maintain and secure USAID documentation and records including stock cards, reports, chain of custody documentation, and electronic files.

f. Requesting market quotes and potentially procuring 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. The government will reimburse the actual expenses for such procurements.

g. Facilitating and accommodating government personnel during emergencies and training sessions. This shall include office space (with internet facility) 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. The warehouse shall contain restroom facilities to accommodate all genders.

h. Providing additional warehousing services on-site or at another nearby facility if requested. Such services may include cold chain storage, ambient temperature food storage, hazardous material storage (i.e. chlorine), and bonded storage. The nearby facility shall be within 5 miles from the primary facility and Jebel Ali free zone

i. Handling and loading commodities and transportation to local and regional airports to include performance of customs clearances and payment of related (if any) customs charges. Any customs charges and fees will be invoiced or billed to the government at cost.

Warehouse facilities shall be managed and equipped with sufficient forklifts, pallet trucks, scales, strapping equipment, and other equipment as is normal and customary in the best commercial warehouses and storage facilities. Facilities will be clean, well-kept, pest and vermin-free, dry, well-lighted, secured, and equipped with firefighting and fire/smoke alarm equipment/capabilities. The warehouse shall have fans, good ventilation and adequate racking with proper safety measures in place. Management and warehouse facilities shall have telephone, email and fax resources offering immediate communications with the government. The warehouse facility and meeting space shall be clean and presentable to suit press and other USAID-sponsored conferences or events.

D. Warehouse Markings: The Contractor shall post signs on commodity lots indicating the Purchase Order and/or Stock Keeping Unit (SKU), type of commodity, date received, date of production, serial/batch/lot numbers, best if used by/expiration date (if applicable), etc. The Contractor shall also employ a First-In, First-Out (FIFO) inventory re-delivery management system. Per the direction of the BHA logistics staff, the Contractor may be directed to affix the USAID emblem or contract information to each commodity package in accordance with USAID branding guidance. The Contractor shall have all zones and racks clearly identified throughout the warehouse.

The Contractor shall maintain an accurate floor plan of the warehouse space and shall indicate on the floor plan the type and quantity of each commodity in any given space.

This plan shall be submitted with the Contractor’s monthly inventory report. The Contractor shall obtain, have available, and present on the exterior of the warehouse a USAID logo banner as instructed by USAID.

E. Warehouse Security: The Contractor shall be responsible for securing all government-owned commodities and equipment, including physical security (visitor and employee log, guard service, security cameras, locking doors with access controls), as well as ensuring that safety procedures are followed (fire alarm and suppression system, staff safety and security plan, first aid and fire extinguishers, and proper protective equipment for staff). 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 one hour notice.

F. Warehouse Inspections: The Contractor shall be responsible for verifying the receipt of commodities and specifically the following:

a. Verifying the receipt of commodities and, in the event of damage or shortage, notifying the Contracting Officer and Contracting Officer’s Representative.

b. Inspecting the commodities received into the warehouse to ensure the items meet specification at the direction of USAID. Inspections include opening packaging units, verifying the commodity specifications against the provided checklist measuring, weighing, and testing sample(s) of commodities received.

c. Checking out-bound commodities material and equipment to ensure only serviceable items are shipped.

d. Routinely inspecting USAID/BHA commodities held in stock to ensure that they are in good condition, are free from infestation and that no corrective measures are required.

e. Notifying via e-mail (bha.SCM.SupplyLogs@usaid.gov)) when in-bound materials cleared customs, are received, passed inspection, and are safely stored and when out-bound loads are completed.

G. Contract Term: This contract is expected to commence around January 1, 2024, or as agreed between the parties. The contract shall be effective through December 31, 2025 (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. Contract may be terminated for the convenience of the government with 30 days’ notice to the Contractor. The government contact person for all contract notifications, regarding this paragraph, is the USAID Contracting Officer.

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

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

52.246-2 INSPECTION OF SUPPLIES - FIXED-PRICE. (JUL 1985)

ALTERNATE I

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

Representative (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

NUMBER TITLE DATE

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 the necessary number of fully trained personnel to manage, supervise and operate a warehouse for the storage of humanitarian assistance commodities, equipment and vehicles or any other items.

The key personnel that the Contractor must furnish for the performance of the contract are as follows:

Warehouse Manager:

1. High school Diploma or GED.

2. Preferred but not required, a Bachelor's Degree in Business with emphasis in Supply

Chain Management, Transportation and Logistics.

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

4. Familiar with packaging standards and shipping procedures for all types of cargo, including hazardous cargo.

5. Preference for experience specifically in import and export customs clearance;

http://www.acquisition.gov/far/ warehouse acquisition, storage and protection of commodities (listed in Section C);

managing transport to and from local sea/air ports.

6. Strong customer service, customer development, or business development experience

7. Proficient in warehouse management-related software as well as Microsoft Office Suite, including Excel and Word.

The warehouse manager is responsible for the daily operation of the warehouse. The duties of a warehouse manager include, but are not limited to:

▪ Managing the day to day activities of all warehouse personnel.

▪ Ensuring that warehouse stock is properly managed and that safety and security procedures are followed at the warehouse at all times.

▪ Notifying USAID when problems occur with the physical structure of the warehouse, and conducting repairs to the warehouse facility promptly when problems occur.

▪ Reporting all in/out movements directly to USAID via email in real-time, and entering all relevant data in the USAID provided excel tracking file, by the 1st of every month.

▪ Inspecting commodities upon reception, and as requested.

▪ Ensuring that all deployable vehicles and warehouse equipment are properly serviced and ready to use/deploy.

▪ Conducting ongoing and routine maintenance of warehouse equipment and handling equipment.

▪ Ensuring that all documentation for all warehouse operations is maintained in a consistent, organized, easily referenceable, and professional manner.

▪ Types of documentation include:

• All shipping documents relating to the in/outflow of goods.

• All vehicle service check lists and maintenance records.

• Accurate and up-to-date warehouse inventory.

• Routine equipment maintenance records.

▪ Purchasing specialty services and supplies from vendors as directed or approved by

USAID.

▪ Instructing the warehouse employees on the proper methods for handling and processing all commodities.

▪ Keeping the warehouse interior and exterior clean at all times.

▪ Hiring temporary additional labor for surge capacity when needed.

▪ Interfacing directly with trucking companies to schedule and facilitate the movement of storage lots into and out of warehouse.

Project Manager:

1. High school Diploma or GED.

2. Preferred but not required, a Bachelor's Degree in Business with emphasis in Supply

Chain Management, Transportation and Logistics, Sales, Marketing.

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

4. Familiarity with packaging standards and shipping procedures for all types of cargo, including hazardous cargo.

5. 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.

6. Strong customer service, customer development, or business development experience.

The Project Manager is the Contractor’s liaison between USAID and the company owner. The Project Manager is responsible for, but not limited to:

▪ All the Contractor’s personnel work schedules (hours worked, annual leave and sick leave).

▪ Discussing company related business with the Contractor’s personnel and informs them of the needs of USAID.

▪ Ensuring all contract employees adhere to safe work practices in accordance with applicable U.S. Government and/or other applicable safety guidelines.

The personnel specified above are essential to the work being performed hereunder. Prior to replacing any of the specified individuals, the Contractor must immediately notify both the Contracting Officer and COR reasonably in advance and submit written justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program.

No replacement of key personnel will be made by the Contractor without the written consent of the Contracting Officer.

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

The Contractor will provide written reports including, but not limited to inbound receiving reports, damaged or lost commodities reports, outbound shipping reports, inventory accounting and on-demand snapshot of inventory in stock status reports. All reports must reference the commodity type, the assigned stock keeping unit (SKU) number and unit count.

The Contractor will provide USAID reports for receiving, storing and delivering commodities and the condition of the warehouse as requested by USAID/BHA. 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. The contractor shall provide USAID copies of any relevant documents that may be requested from time to time.

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 a monthly inspection report and made available to USAID by the beginning of the following month. 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.

The Contractor will provide inventory report(s) monthly and as requested on warehouse volumes and activities using an electronic warehouse inventory ledger and warehouse inventory action log provided by USAID. The Contractor will also make available reports produced by the Contractor’s warehouse management system available to USAID. 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, however the warehouse manager must also ensure that attention is paid to the oldest items or items approaching best use by date or expiration date. Commodities of the same type belonging to the same purchase order shall be stocked together at all times.

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.

The Contractor shall submit invoices electronically on a monthly basis per the contract price schedule with USAID/BHA in copy.

In addition to these reports, the Contractor will also submit a final contract completion report.

All reports must be in a format that has been approved by USAID/BHA.

Report type Frequency

Inventory Report Provide monthly by the 4th day of each month and/or as requested by USAID/BHA

Inbound/Receiving Report Upon the arrival of the cargo

Outbound/Loading Report Upon loading out of the cargo

Damages Report Provide weekly at a minimum and/or as requested by the USAID/BHA

Inspection Report Provide quarterly and/or as requested by

USAID/BHA

Invoice Provide monthly

Contract Completion Report At conclusion of the contract

Other reports not listed here may be requested on a case-by-case basis.

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.

F.7 CONTRACTOR RESPONSIBILITY

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

A. Government Quality Control: 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. Government Quality Control: 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. 100% inspection of service work items.

c. Review of Inventory Data.

d. Unscheduled inspections.

e. Process monitoring.

f. Scheduled/Unscheduled audits.

g. Random inspection.

h. Sampling inspection.

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.

F.8 RECEIVING, UNLOADING, AND INSPECTION

A. Coordination - The Contractor must coordinate with USAID, and Carriers regarding the shipment, handling and receipt of commodities, in order to assure the efficient transport and receipt of commodities.

B. Inspection and Report of Damage - Before unloading, the Contractor will inspect the delivering conveyance for apparent damage either to the conveyance or to the commodities. The Contractor will immediately notify the carrier and USAID in writing if any visible defect or discrepancy in the commodities exists, 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.

The Contractor will confirm such notifications in writing to USAID/BHA.

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

D. Liability - The Contractor will not be liable to USAID for any damage reported to the carrier and USAID/BHA 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 verify the quantity and quality of the commodities upon arrival, before signing the transport documents for receipt of goods. 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.

4. The commodity packaging has USAID branding.

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

1. Only at a warehouse approved by USAID.

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), no directly on the warehouse floor.

C. Marking - All commodities must be properly labeled utilizing a standard labeling scheme provided by USAID. The Contractor will ensure that all warehouse pallets are clearly labeled on all four sides, label placed in the top right corner. All warehouse labels must contain commodity type, commodity SKU, piece count per carton, carton count per skid, and piece count per skid. USAID may decide to store unbranded commodities at the warehouse that may require branding at the time of dispatch. Upon USAID’s instructions, the Contractor will brand the commodities as needed.

D. Condition and Protection of Commodities - The Contractor will take all commercially reasonable steps necessary to preserve the condition of commodities and will follow good commercial practices in storing and maintaining the commodities.

F.10 TARIFF REQUIREMENTS - TRANSIT TONNAGE - DEMURRAGE

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

B. 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.

F.11 RESPONSIBILITY FOR CONDITION OF WAREHOUSE AND

PROTECTION OF COMMODITIES

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 packaging. 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.

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. Rejection 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.

Upon approval by USAID, the Contractor will:

1. First 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 are 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

A. 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. 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.

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/BHAP. 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 beyond the authorization stated in COR letter. 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 on 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/BHA 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 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…