Attachment 1 - SOW K9 Equipment States.doc

STATEMENT OF WORK

INL- Counter-Narcotics and Special Investigations

Canine equipment for Guanajuato and Queretaro SSP, Michoacan and Nuevo Leon FGE

1. GENERAL

The Bureau of International Narcotics and Law Enforcement Affairs (INL) leads the Department of State’s anticrime and counter-narcotics efforts. INL’s mission is to minimize the impact of international crime and illegal drugs into the United States, its citizens, and partner nations by providing effective foreign assistance and fostering global cooperation. INL supports our partner nations on stabilization and strengthening of security institutions to build a global security capacity for combating drug trafficking and other transnational crimes such as money laundering and criminal gangs. INL also provides assistance on strengthening of justice sector institutions, which fosters promotion of good governance and respect for human rights.

2. OBJECTIVE

The objective of this SOW is to procure canine equipment for Guanajuato and Querétaro State Secretariat of Public Security (SSP); Michoacán and Nuevo León Attorney’s General Offices (FGE) Canine Units.

3. SCOPE

The scope of work consists of procuring the equipment listed in: APPENDIX A. Technical Specifications and Equipment Distribution. All goods shall be new, must arrive without damages and shall meet or exceed the salient characteristics as detailed. Refurbished, recycled, or used items are not acceptable.

4. DELIVERY PLACE

The items requested must be direct delivered in accordance with contract specifications to the following addresses. Materials and equipment distribution per site is included in APPENDIX A.

SSP Guanajuato Comandancia Regional 7.

Boulevard Juan José Torres Landa No. 5610 Poniente, Col. Periodistas Mexicanos, León Guanajuato, México. CP 37434 SSP Querétaro

Río Tuxpan No. 107, Col. Desarrollo San Pablo, Santiago de Querétaro, Qro. C.P. 76130 FGE Michoacán

Camino de la Pradera S/N

Colonia Emiliano Zapata

Morelia, Mich. C.P. 58148 FGE Nuevo León

Avenida Melchor Ocampo 470 Poniente

Colonia Centro

Monterrey, Nuevo León C.P. 64000

5. PERIOD OF PERFORMANCE

Vendor shall transport, deliver, unload, and inventory all the equipment listed in APPENDIX A 120 calendar days after contract award.

6. REQUIREMENTS

6.1 When submitting its proposal, the vendor must provide color photographs, depicting the items described in the chart in APPENDIX A of this solicitation, and a detailed Delivery Plan, outlining the procedures and strategy that will be used for procuring, transporting and delivering all the required items directly at the end users’ locations.

6.2 Delivery and Logistics: The items being acquired will be donated to the Government of Mexico: Guanajuato and Querétaro State Secretariat of Public Security (SSP); Michoacán and Nuevo León Attorney’s General Offices (FGE) Canine Units. Therefore, a donation process must be completed before delivery of any item. Once the donation process is completed, the Vendor will receive a written authorization from INL Mexico Logistics to deliver the items described in this SOW.

No item can be delivered without previous authorization and coordination with INL Mexico Logistics. Once the Vendor gets written approval, a specific delivery date will be established. If any of the items described in this SOW is ready for delivery before the donation process is completed, Vendor will be responsible of storing the equipment at a safe facility.

Vendor´s personnel must be physically on site at the time of delivery to perform the inventory unless other instructions are provided by INL COR and INL Logistics. Vendor´s personnel must check each of the items described in Appendix A in presence of the end user, to make sure that all the items are delivered and in good condition.

6.3 Importation permits and licenses: The vendor must be aware that if any item is purchased outside of Mexico, at no time or under any circumstance INL Mexico will be involved in the importation process. The contractor must also note that INL Mexico will not provide anyone nor sign documents related to the importation process since INL Mexico is not entitled by the Secretariat of Foreign Affairs (Secretaria de Relaciones Exteriores) to act as an importer of goods to be transferred to the Government of Mexico.

The vendor is solely responsible for clearing customs in Mexico, paying importation taxes and providing all required importation permits and paperwork in compliance with Mexican regulations.

6.3.1 Importation Plan: When submitting its proposal and when applicable, the vendor must include an Importation Plan explaining in detail the actions that will be taken to deliver the requested equipment to the final locations. The vendor must demonstrate a clear understanding of the importation process and the process to obtain the appropriate licenses, permits and certifications to deliver this equipment. The Importation Plan will be considered as an evaluation factor when reviewing vendor’s proposal. No contract will be awarded if the Importation plan is not reviewed and approved by INL Program Management and Logistics.

6.1 Warehouse costs (if applicable): Warehouse costs will only be applicable if after the 120 calendar days established in the Delivery Date section, end users are not ready to receive the equipment. The warehouse line item in the awarded contract, will be issued on a cost reimbursement basis and will have a funded ceiling amount. If applicable, the contractor shall request authorization from INL Mexico prior to utilizing warehouse services.

When submitting its proposal, Contractor shall include the warehouse costs as a separate line item and must include the cost per week of service. Warehouse services shall not exceed a period of 4 weeks.

6.4 Vendor must ensure all items are prepared for safe transportation once confirmation from INL Logistics is received and will be responsible of unloading. Vendor shall consolidate the entire shipment to prevent loss and misdirection. Non partial deliveries are approved. The Vendor upon notification shall replace lost or damaged items during shipment. Any costs or arrangements associated with getting the employees and equipment to the site location must be included in the cost proposal.

6.5 Bill of materials: The Vendor must provide a detailed bill of materials per state and must be emailed to the following address: MexicoCityINLLogistics@state.gov to be verified and ratified by INL Mexico Logistics and INL program management. The list shall include item description, name of manufacturer, model number, serial number (if applicable), delivered quantity, volume and dimensions, unit price, extended price and warranty beginning and expiration date.

All paperwork must be provided at least five calendar days before the equipment is transported and delivered to destination.

6.6 Packing and Marking: One copy of the packing list and commercial invoice must accompany the shipment, attached to the outside of each box/carton/package.

6.7 Inspection and acceptance: Partial invoicing is accepted upon the written approval from the Contracting Officer (CO)/ Contracting Officer Representative (COR). If after the 120 calendar days mentioned in the Delivery Date section, the Vendor is ready to deliver the equipment but has not received authorization from INL Mexico Logistics to proceed due to a delay in the donation process, a virtual or on-site inspection of the items can be performed at the Vendor’s warehouse/facilities, following INL Logistics instructions and procedures for this, and the Vendor can submit a partial invoice for those goods. The payment to the Vendor shall be made following satisfactory inspection and acceptance of products by the Office of INL in Mexico

6.7.1 If a virtual inventory is accepted by the Contracting officer, the Vendor shall have to follow the process and requirements outlined below. A Logistics Specialist from INL Mexico will coordinate with the Vendor to get all this information:

· Photographic evidence (and video if applicable) of all the items being inventoried and of the inventory process.

· If the items are inside boxes, Vendor shall provide photos of the moment where the boxes are opened, when the items are pulled out of the boxes and when the boxes are closed again.

· Photos of the item’s serial number/part number (if applicable), which must match the ones provided in the Bill of Materials.

· Letter of commitment from the Vendor confirming that in the event of any damage to the kennels at the time of delivery and installation, the items will be replaced at no cost to

INL and the Vendor will be responsible of the safeguarding of all the inventoried items until final delivery at the end user’s location. The commitment letter must also include the complete address of the Vendor’s warehouse where the items will be stored.

· The Vendor must submit a draft invoice to the COR, Program Office and INL Logistics after the completion of the inventory of items to be paid for.

Once the equipment is delivered at the end users’ facilities and they confirmed the equipment was completely delivered and with no damage, the Vendor will be able to submit a new invoice for the shipping services.

6.8 COVID PROTOCOLS: All persons involved in the delivery of these items in Mexico must adhere to all COVID-19 safety protocols in effect from the Government of Mexico at the time of delivery.

6.9 Quality Assurance: If end user or INL Mexico officials find an incomplete or defective item they should immediately refrain from receiving it and notify the Vendor. If the Vendor fails to meet the performance standard, the U.S. Government reserves the right to act, including a deduction from any invoice.

6.9.1 Quality Assurance Surveillance Plan: The Vendor’s performance will be rated according to the following quality control plan. The Vendor must implement and adhere to the quality control plan when the project begins and throughout all its period of performance.

TABLE A. Quality Assurance Surveillance Plan

7. DELIVERABLES

Required deliverables are summarized in Table B. All days listed below, refer to calendar days.

TABLE B. Deliverables

7.1 Close-out project documentation: Ten (10) calendar days after all items are delivered the Vendor shall provide complete documentation for all goods delivered per state under this contract. All documentation shall be in English and Spanish language unless otherwise noted. At a minimum, the closeout documentation must include:

a. Original equipment manufacturer documentation,

b. User manuals,

c. Warranty documentation including technical contact information, explanation of warranty coverage and the process to obtain warranty service,

d. Commercial invoice.

7.2 Warranty: Warranty shall be effective for at least 12 months in all items since the moment items are delivered to end user and shall be applicable and serviceable in Mexico. Vendor shall have local representation in Mexico so warranty can be exercised without taking items for exportation/importation from Mexico to any other country. All expenses related with warranty application after donation to end user are vendor´s responsibility. Neither the GOM nor the USG will be involved in the warranty application, it is only vendor´s responsibility.

7.3 A kick-off meeting will be coordinated by INL Mexico with the Vendor via teleconference within 10 business days after contract award. The work outlined in this SOW must begin immediately following the kick-off meeting.

8. VAT RECLAMATION

8.1 The contractor shall follow the invoicing procedures established by INL to allow the US Embassy Mexico to reclaim the IVA/VAT taxes charged. All purchases made in Mexico are subject to Value Added Tax (VAT) and must be paid by the Contractor. VAT, or “IVA” as it is known in Mexico, must be itemized in all invoices. Before the Contractor may impose and collect VAT on its “tax-relief invoices,” the Contractor is required to obtain a VAT Registration Identification Number from the Secretaría de Hacienda y Crédito Público (aka Hacienda). The contractor will provide the necessary invoicing to enable the USG to obtain reimbursement for VAT. This tax relief benefit is extended only to the U.S. Government – not the Contractor – as a diplomatic privilege. The current tax-relief invoicing requirements are outlined in the paragraphs below. Notwithstanding any other provisions of this contract, in the event the Government of Mexico revises the requirements the Contractor shall follow the new requirements as soon as the Contracting Officer (CO) notifies the Contractor in writing of the new requirements.

8.2 The Contractor is responsible for providing the following list of items on every “tax-relief” invoice presented to the U.S. Government for payments associated with the in-country purchases of goods, materials, or services required to perform this contract. Every invoice the Contractor delivers to the U.S. Government must be an original. The failure of the Contractor to follow these procedures will result in the U.S. Government’s inability to secure tax relief on this project will result in reimbursement being denied to the contractor. Invoices for the in-country purchases described above must not include other charges, such as “work completed” or design costs. Such invoices will list separately or collectively the pre-tax price of any supplies or services provided in country. As is required by local authorities, the Contractor will impose the appropriate tax rate against the pre-tax total of the purchases represented on the tax-relief invoice. The Contractor will submit the invoices associated with such purchases as supporting documentation for its in-country payment request. The USG will only compensate the Contractor for the tax amount provided on such invoices. VAT on items such as contractor personnel housing, personal vehicles, utilities, phone charges, per diem, etc. are excluded from reimbursement.

8.3 The contractor’s tax-relief invoices shall provide the following:

· Contractor’s name and address

· Contractor’s Federal Tax Registry Number (RFC) (aka Certificate of Fiscal Identification)

· Photo image of Federal Tax Registry card (aka Certificate of Fiscal Identification) on the invoice

· Invoice number and complete transaction date (month, day, and year). Also needed is the date and place of issue (lugar y fecha de expedición). The two dates must be the same

· Require legal wording that addresses the illegal reproduction of the document. The printing company information must annex the date of printing and official authorization number

· Customer name - “U.S. Embassy Mexico City”

· Embassy current address:

Embajada de los Estados Unidos

Avenida Paseo de la Reforma No 305

Colonia Cuauhtémoc

06500, Mexico D. F.

· U.S. Embassy R.F.C. Number: EEU930201289

· Purchase Order number (número de Orden de Compra).

· Quantity and description of acquired services or merchandise.

· All pricing/totals must be listed in both Mexican Pesos and U.S. Dollars .

· (If applicable) The number and date of customs import documents associated with all sales of imported merchandise.

· Invoice must say “FACTURA.” All invoices (“FACTURAS”) must be presented to the Embassy/ Contracting Officer Representative (COR) as an original. If the invoice in not complete, the final amount to be reimbursed will be reduced by Hacienda.

· The tax-relief invoice must be written in English and Spanish versions and all pricing must be in both Mexican Pesos and US Dollars solely for the purpose of tax relief. This contract is priced and paid only in U.S. dollars.

8.4 The requirements above apply to all supplies and services purchased in Mexico that are provided to the USG as part of this contract. All electronic invoices should be submitted to mexinlinvoices@state.gov.

9. NON-PAYMENT FOR UNAUTHORIZED WORK

No payments will be made for any unauthorized supplies or services nor for any unauthorized changes to the work specified herein. This includes any services performed by the Vendor of its own volition or at the request of an individual other than a duly appointed Contracting Officer (CO). Only a duly appointed CO is authorized to change the specifications, terms and/or conditions of this contract.