Route_3_Specifications_-_Lubbock.pdf

SPECIFICATIONS FOR COTTON SAMPLE HAULING SERVICES

LUBBOCK COTTON CLASSING OFFICE

ROUTE 3

C.1 BACKGROUND:

Agricultural Marketing Service (AMS), Cotton and Tobacco Program (CTP), Grading Division (GD), supports the orderly and efficient marketing of U.S. cotton, domestically and internationally, by providing unbiased classification, standardization, market news and oversight of the research and promotion programs.

The USDA, AMS, CTP operates High Volume Instruments (HVI) to electronically classify cotton samples (each approximately 8 ounces) that are taken from full bales (500 pounds) at gin locations and transported to designated testing laboratories operated by the CTP.

Under current testing procedures an individual places samples in designated locations on the HVI to test fiber length, strength, uniformity, micronaire, color and trash content. These instruments are solely relied upon by USDA and the domestic and international cotton industries to provide accurate and timely classification data for the marketing stream. The resulting data is transmitted in real time, as samples are tested, to mainframe computers and made available to owners or agents of the cotton all over the world. CTP is considered the world’s leader in HVI testing and tests virtually every bale of cotton grown in the U.S. each year (approximately 15-18 million samples on average in a typical year) so speed, accuracy and efficiency are key components of the CTP operation in each of its ten testing locations across the Cotton Belt (cotton producing states across the United States).

C.2 SCOPE:

The government requires contractor services for the transporting of sacks of cotton samples from gins and warehouses at points shown in the attached specifications/maps to the U. S. Department of Agriculture, Agricultural Marketing Service, Cotton and Tobacco Program, Lubbock Classing Office, 4316 Ironton Ave, Lubbock, TX 79407. The contractor shall furnish all necessary labor, tools, truck(s) and equipment in accordance with these specifications, general provisions, and all other conditions of this Request for Proposal necessary for transporting of sacks of cotton samples.

C.3 TASKS:

The Contractor is responsible for completing the tasks described below.

C.3.1 PICK-UP AND DELIVERY POINTS:

Contractor shall furnish all necessary labor for loading sacks of cotton samples at pick-up points.

Sacks of cotton samples will be picked up from warehouses and/or gins in the Lubbock Classing Office territory as listed on the route map attached to this specification.

Contractor shall furnish all necessary labor for unloading sacks of cotton samples at delivery point. The sacks of cotton samples will be delivered to the Lubbock Classing Office, Lubbock, TX or to a storage facility close to the classing office as designated by the Area Director. The contractor shall provide all labor for the unloading of sacks as determined by the Area Director.

C.3.2 COTTON SAMPLE SACKS:

The size of the sacks will be approximately 29" by 42". Most sacks will weigh between 20 and 50 pounds when completely filled with cotton samples. The CTP requires licensed sampling agents to place samples in the sacks as tightly as possible in order to maintain sample identity and integrity. Therefore the number of samples within the sacks can vary considerably by pick-up point due to sample size and techniques utilized to roll samples in the sacks. All hauling services for sacks will be at the direction of the local point of contact, Danny Martinez, Area Director, in the Lubbock Classing Office under the direction of the Contracting Officer’s Representative (COR).

C.3.3 RETURN COTTON SAMPLE SACKS:

The contractor may be required to return bundles of empty cotton sample sacks to sampling agents. The empty sacks will be rolled and/or sacked. If the contractor is required to return bundles of empty sacks, the contractor will be paid for each bundle at the same rate as the accepted quotation price. Initial delivery and much of the re-supply of sacks to sampling agents will be handled by Classing Office personnel on their visits to sampling agents.

C.3.4 VERIFICATION OF NUMBER OF SACKS PICKED UP & DELIVERED

A form to be used for the verification of the number of sacks of cotton samples picked up and delivered to the Lubbock Classing Office or storage facility will be furnished to the contractor by the Area Director prior to commencement of this contract. Complete instructions for completing the form will be furnished to the contractor and one copy of each completed form must be attached to the contractor's monthly invoice when submitted for payment.

C.4 PERIOD OF PERFORMANCE:

Sample hauling services are required for the cotton harvest seasons. This time period could vary depending on the location of the services and the duration of the cotton harvest. Based on prior years, the season usually starts on or about October 1 and ends on or about February 15.

However, services will be ordered as needed, and the equipment must be available at any time during the cotton harvest season.

C.4.1 CONTRACTOR NOTIFICATION OF WHEN SERVICES ARE REQUIRED:

The contractor will be notified by phone or in writing by the Area Director of the exact dates to begin the required services. This notification shall be given at least two (2) days in advance of the date of commencement of services. Pick-up service will be initiated upon the request of the Area Director in the Lubbock Classing Office when accumulated volume at listed points is estimated to have reached 50 sacks. This may require services on a less frequent basis than daily at the onset and end of the ginning season. Should the harvest be interrupted by an extended period of inclement weather, making daily pick up/delivery impractical, services may be rescheduled as approved by the Area Director after consultation with the COR. Termination or rescheduling of this service shall also occur when volume at pick-up points has, due to the advanced stage of harvest, decreased to approximately 50 sacks for each time hauling service is provided.

C.4.2 DAILY SERVICS AND PEAK SEASON SCHEDULE:

Upon notification from the Area Director that daily deliveries are required, the contractor shall transport sacks of cotton samples daily, Monday through Friday. However, during the periods of heavy harvesting, service will be required Monday through Sunday and deliveries to the classing office will be required each day. Heavy harvesting will generally take place during a 13 week period approximately from October 15 to January 15. Approximate dates shown may change due to variations of weather, crop conditions, or other factors outside the control of the parties to this contract.

C.5 CONTRACTOR'S LIABILITY:

Extreme care must be exercised in handling sacks of cotton samples. The sacks shall in no case be opened. The contractor shall be responsible for safeguarding all sacks of cotton samples while in his/her possession or care. He/She shall use all reasonable care in the protection of the sacks, and shall be liable to the government for loss or damage to the contents of the sacks. The contractor shall assume full responsibility for all damages or injury to persons or property that may occur in connection with performance of the work. He/She shall take reasonable steps to prevent injury or damage to persons or property in the performance of this contract. He/She shall not commit or permit any act which will interfere with the performance of the duties of the government employees at the shipping or receiving points.

There shall be no use of alcoholic beverages, illegal drugs, or illegal substances by any persons performing pickup, hauling, or delivery of sacks of cotton samples under the terms of this contract.

Weapons shall not be carried on government property or during performance of the contract.

Violation of these prohibitions shall result in termination of the contract.

C.6 EQUIPMENT:

The contractor shall, on request of the Area Director, furnish proof that equipment, vehicles and/or trucks, are reliable and of sufficient capacity in the opinion of the Area Director to fulfill terms of this agreement. If the contractor plans to rent vehicles and/or trucks to perform hauling services, the contractor shall provide the Area Director proof of an agreement that has been established for vehicles and/or trucks between the contractor and a rental company. The contractor shall furnish the Area Director proof of equipment and/or proof of a rental agreement by September 15 of each contracted year. Lack of such proof to the satisfaction of the Area Director and the COR will be sufficient grounds to disqualify contractor or terminate the contract at any time. Vehicles used by the contractor shall be enclosed to protect sacks from adverse weather conditions and from possible loss. Contractor must furnish a contact address and telephone number available for notification of special situations or problems that may occur during workdays prescribed. The contractor must provide the driver(s) of the truck(s) with a cellular phone at all times while picking up sacks on the contract route.

C.7 LICENSES AND INSURANCE

The contractor shall be a commercially licensed and fully insured carrier (to cover replacement of the cargo - cotton samples and sacks) and comply with all applicable state and local ordinances. Prior to written confirmation of the contract award, the contractor shall furnish the Area Director a copy of the insurance certificate. This certificate must be received by the Area Director by September 15 of each contracted year. Failure to provide the insurance certification within the specified time will result in cancellation of the contract.

Contractor shall also provide the Area Director a signed statement from the contractor's insurance company stating that the Area Director will be notified, in writing, by the insurance company of any changes in insurance during the life of this hauling contract within 5 business days of the change. This statement is also required by September 15 of each contracted year.

Failure to comply with this requirement will result in cancellation of the contract.

C.8 INVOICES:

Itemized invoices prepared by the contractor for services rendered must be submitted after the 15th of each month for the period of 1st through the 15th. Another invoice for the period of 16th through the end of each month will be submitted after the last day of the month. The invoices will be sent to the Area Director for review to ensure the accuracy of the invoice prior to payment submittal. The Area Director will verify invoice within three working days of invoice receipt. Any discrepancies will be discussed with the contractor and resolved before invoices are submitted for payment. After the verification by the Area Director, the vendor shall enter the invoice for payment using IPP (Invoice Processing Platform). Each contractor must register with IPP at www.ipp.gov as a vendor prior to submitting invoices for payment.

C.9 PAYMENT TERMS:

Payment for services invoiced shall be made by the government within thirty (30) days of receipt of the invoice by the Area Director. The terms of the Prompt Payment Act are not applicable to invoices submitted under this contract.

C.10 IMPORTANT NOTICE:

The contractor will not accept any instructions issued by any person other than the COR or the Area Director acting within the limits of the delegated authority.

No information other than that which may be contained in an authorized amendment to this contract will be considered as grounds for deviation from any stipulation of this contract or referenced drawings and/or specifications. No modifications will be made to the agreed upon terms of the contract. Offerors should take unknown and uncontrollable variations of the business climate into consideration prior to submitting a proposal. The number of sacks estimated is the best estimate based on current information for the 2017/2018 crop.

Between the time of the advertisement and commencement of services some pick up points may not operate due to crop reductions, yields, and growing conditions while additional ones may be added should favorable production elements exist.

C.11 POINTS OF CONTACT:

Contracting Officer:

Beverly S. Brown USDA, AMS, Cotton and Tobacco Program 100 Riverside Parkway Suite 101 Fredericksburg, Virginia 22406 Email: BeverlyS.Brown@ams.usda.gov Cell: 540-739-9009 Phone: 540-361-1126

Contracting Officer’s Representative:

Ray Scroggins USDA, AMS, Cotton and Tobacco Program 3275 Appling Road Room 2 Memphis, TN 38133 Email: Ray.Scroggins@ams.usda.gov Phone: 901-384-3010

Area Director:

Danny Martinez 4316 Ironton Ave Lubbock, TX 79407 Email: Danny.Martinez@ams.usda.gov Phone: 806-472-7620

C.12 ATTACHMENTS (SEE SECTION E)

The Department of Labor prevailing wage rates for Lubbock, Texas are attached and are hereby incorporated and made a part of this Request for Proposal.

Attached is a list of the pickup points on this route with the estimated (daily or annual) number of sacks for each point, a map showing each pick-up location and the best estimate of total sacks for the route though the total for the route may be more or less for the 2017/2018 season.