Attachment 2 - Work Requirements.docx

WORK REQUIREMENTS

Summary

The U.S. Consulate General Milan seeks an agreement with a qualified company to provide rental furniture for Government of the United States of America (USG) leased/owned residences within the city of Milan.

The service includes rental, assembly, packing, delivery, and pick-up of furniture in configurations that suit a variety of family sizes.

The deliveries will be made to various residential properties around the Milan area.

All furniture and household goods shall be supplied on a rental basis. Therefore, it shall remain the property of the BPA Holder during the entire duration of the agreement.

Scope

All furniture shall be designed for household use and made from a variety of materials, including solid wood, metal, wood/metal, fabric, and/or glass. The furniture style may be classic or modern but should be composed of matching sets. See pictures in Attachment 3 for reference.

The services will include rental, delivery, pick-up and assembly of the furniture. Quantities to be delivered will be based on family size from 2 to 6 people. See Attachment 1 - Pricing List.

Following is the total estimated quantity of furniture sets that may be requested by the Government for the period of performance of this service. If more than one award is made, the estimated amount of work to each BPA holder will be less than the total quantity shown below and Pricing List.

It is estimated that the following quantities of Furniture Kits could be requested for incoming and outgoing families:

· Families of 2: 12 kits

· Families of 4: 15 kits

· Families of 6: 4 kits Estimated total number of Furniture Kits: 31 kits.

The summer period is the pick season for this service and up to 6 kits could be requested simultaneously for this service.

The BPA Holder shall also be responsible for obtaining the necessary access permits (ZTL and Area C) needed to access the city center as well as parking permits and for paying any parking fees for its vehicles when required by the City Hall.

Schedule

Typical timeframe for this delivery service will be Monday through Friday from 8 A.M. to 5 P.M. Minimum rental period guaranteed for each apartment will be one (1) month with weekly-based incremental periods.

Substitutions

All furniture shall have a guarantee against defects in manufacturing. The BPA Holder shall replace any defective pieces of furniture at no additional cost to the USG. Replacements or repairs shall be completed within five (5) working days from the time the Caller notifies the BPA Holder by e-mail/phone.

Damages

At the time of collection of the furniture from the residence, should the owner identify any damage exceeding normal wear and tear and depreciation, the BPA Holder shall be required to properly and objectively document such damage by means of adequate photographic evidence, any relevant video recordings, and a detailed written description of the condition of the item at the time of collection. This documentation shall be prepared without undue delay and retained on file in support of any reimbursement claim or potential dispute.

The BPA Holder shall formally inform the USG, specifying whether the identified damage can be repaired in house without incurring additional costs, or whether the intervention of a qualified third party is required, resulting in additional expenses. In the latter case, the USG shall promptly inform the occupant of the apartment, who shall be held financially responsible for the verified damage, without prejudice to the occupant’s right to review the supporting documentation provided.

The BPA Holder shall provide the occupant with at least two detailed and comparable repair quotations issued by qualified service providers, including a description of the proposed work, the timeframe for completion, and the related costs. The occupant may choose either to pay the amount required for the repair by selecting one of the submitted quotations, or to purchase the damaged item, should this option prove more practical or economically advantageous. Only upon receipt of the occupant’s written confirmation, indicating acceptance of the selected quotation or the decision to purchase the item, may the BPA Holder proceed with the repair or implement the agreed solution.

Tasks

The Consulate will provide a 10-day advance notice to the BPA Holder when requesting a hospitality service. Orders will be placed by the BPA Caller. Requests to the vendor will include family size and a broken–down list of items, whether to provide additional items for children, the time and the location of the delivery/pickup.

Orders can be Per-Kit or Per-Item; the unit prices listed in Attachment 1 will be used for composing the quotation.

The BPA Caller or a designee in GSO/Property will be onsite to receive furniture kit and certify/sign the items delivered were in acceptable condition at the time of the delivery.

Delivery/Pick-up

All deliveries, drop-offs and pick-ups of the goods, or any parts or portions thereof, will be performed exclusively by workmen provided by BPA Holder. The BPA Holder shall be responsible for the provision and removal of all packing materials from the residence after delivery/pick-up.

If an item is found to be broken upon delivery, the Consulate will not receive it. Delivery should be made to the residential unit in the specified time frame.

Upon delivery of the goods, BPA Holder will be responsible for the unpacking, setting up and mounting of all furniture, and for the testing of appliances and electronic devices included in the goods. Any appliances or electronic devices forming part of the goods that fail to work on testing will be replaced by the BPA Holder as soon as reasonably possible.

Inventory of Goods

The BPA Holder shall create a separate inventory file for each residence. At the time of the delivery for an incoming occupant, the BPA Holder shall meet with the BPA Caller or his/her authorized representative to inventory and inspect the furniture and sign the inventories. A new revised inventory shall be produced and signed by both parties at the one-time change.

Copies of the signed inventory shall be sent to the BPA Caller. The BPA Holder shall keep the original in its file.