1.Atch2_PreAwd.Survey.pdf

Attachment 2 to Solicitation FA520918R0004

ATTACHMENT 2

(DTR APPENDIX D (This appendix will not be a part of the contract after award))

PRE-AWARD SURVEY GUIDELINES

A. GENERAL

This regulation, and DD Form 1811, Pre-award Survey of Contractor’s/Carrier’s Facility and

Equipment, DTR Figure D-1, will be used when making pre-award surveys. Portions of the

Federal Acquisition Regulation (FAR) and supplements thereto may be used by the Regional

Program Manager (RPM) for guidance concerning generally accepted standards of capability, capacity and performance. Since it is not feasible to list all the criteria that makes a warehouse and its management satisfactory or unsatisfactory, the decision as to adequacy is a matter of judgment. The primary overall objectives to be considered involve the following questions: Will the warehouse afford proper protection to the property to be stored? Is the company capable of performing the required services properly? The RPM will be satisfied that the warehouse has adequate:

1. Protection from contamination, theft, fire, flood, rain, moisture, windstorm, or other hazards.

The RPM may request the advice and/or opinion of the law enforcement authority in determining the adequacy of a separate storage location for firearms.

2. Storage methods such as proper stacking, ventilation, locator systems, and access for firefighting and inspection.

B. STRUCTURAL REQUIREMENTS

Facilities may be constructed of any modern building material normally used and generally accepted for the construction of warehouses, transportation terminals, and structures used for similar purposes, Materials may include, but are not limited to, brick, block, concrete, and rolled sheet metal, which are the most commonly on-site survey: construction, compliance with local building codes and ordinances, door and window closures, weather tightness, and adequacy of security procedures.

Warehouses rates as "wood-framer" or "pole" buildings, as determined by the Insurance

Services Office or other cognizant fire insurance rating organization, are not acceptable for the storage of personal property due to the extreme fire hazard associated with this type of construction.

C. ENVIRONMENTAL REQUIREMENTS

1. Facilities will be constructed or equipped with adequate devices which will reasonably ensure property will not be exposed to extreme heat, cold, moisture, high humidity, or other environmental conditions which would cause damage such as mold, mildew, and cracking or separation of finished and glued surfaces. Protective measures may include, but are not limited to, insulation, ventilators, ceiling and floor fans, dehumidifiers, and like devices that are intended to control or regulate the environment within a structure. The requirement for such built-in or external devices will be based on a review of the following factors: geographic location of the facility, weather conditions, previous experience, and incidences of damage claims for facilities within the same area which relate to mold, mildew, or articles which have deteriorated as a result of a climatic condition. Each facility will be evaluated on its own merits considering the above factors.

2. Inspecting officials will consult with local police, fire, and building departments when assessing a facility and further information is needed for approval. Warehouses constructed with exposed (bare), uninsulated metal walls and/or ceilings will provide a disinterested third party engineer's environment report certifying that the facility will provide stored Household

Goods (HHG) with protection from extreme heat, cold, moisture, humidity, or other environmental conditions which could produce mold, mildew, and cracking or separation of finished/glued surfaces.

D. INSECT AND RODENT CONTROL

Warehouses will not show evidence of insect and/or rodent infestation. Warehousemen will have an established program , conducted every 30 days, either self-administered or provided by a reputable outside firm, for the control and extermination of insects and rodents, and will include moth control in all areas utilized for the storage of overstuffed furniture (e.g., couches, chairs), rugs, and pianos. Warehousemen will keep records to confirm the existence of the program.

E. HOUSEKEEPING

One of the most important items in warehousing is good housekeeping. Survey personnel will assure there are provisions for the collection and disposal of packing materials, crates, and other similar trash; that excessive dust and dirt are not prevalent; that working supplies are properly located; and that equipment is maintained in a sound and orderly condition.

F. REPAIRS

Warehouses which require major repairs to afford proper protection of property will not be approved. Reinspections will be made only after the RPM has been advised in writing by the

Non-Temporary Storage (NTS) Transportation Service Provider (TSP) or Storage In Transit

(SIT) provider that repairs have been completed.

G. RESPONSIBLE MANAGEMENT AND OPERATION

Inspection records will contain evidence of good management and operational practices. Such evidence may be obtained through visual observation of the facility, equipment, and personnel and from information relating to credit standing and financial stability. Whenever a state or municipality requires a business firm to be licensed to operate a personal property storage warehouse, possession of such license will be verified. The determination that approved

Transportation Services continues to possess good management, financial stability, and operational practices will be accomplished at least annually by the contracting officer.

Additional information with respect to determining the responsibility of prospective NTS TSPs is contained in the FAR, under Qualifications, which may be used by the RPM for guidance and advice.

H. FIRE PREVENTION AND PROTECTION

1. Sprinkler And Fire-detection System

a. All warehouses will have an adequate source of water for fire-fighting purposes and a responsive fire department. Adequacy of the water supply, sufficient water pressure and fire department response will be based upon statements provided by the local/Host Nation (HN) official. Only warehouses equipped with one of the following systems will be approved for storage of DOD shipment.

(1) Fully automatic supervised sprinkler system or United Laboratory (UL)-approved fire suppression system. In the event of fire this system will operate automatically and sound an alarm from a central control point, which will be manned 24-hours a day.

Such a point could be a security post, or the local fire department, or police station. An alarm sounding at a home, at a watchman station, or a system that merely sounds outside the warehouse does not meet the definition of a supervised system.

(2) Fully automatic unsupervised sprinkler system or UL-approved fire suppression system. In the event of fire, this system will be set in operation automatically. Unlike a supervised system, this system will not sound an alarm at a central point.

(3) Supervised detection and reporting system which is activated automatically and which sounds an alarms at a central point manned 24-hours a day, recognized by the local fire department or HN official as adequate. This system is an acceptable alternative when the water pressure level precludes a sprinkler system. However, this system must have an adequate water supply and a responsive department that are deemed acceptable by the SDDC Personal Property Office-Pacific/Europe in coordination with the local

PPSO.

b. Firefighting/evacuation plan will be clearly written and prominently displayed. The fire plan will indicate the configuration of pallets, aisles, working areas, office space, and of wall clearance. Fire extinguishers must be conspicuously located and signs identifying locations must be easily seen and posted.

c. Periodic inspection (semi-annually as a minimum) will be conducted by the PPSOs to verify that the fire detection system in use is properly maintained In Accordance With

(IAW) local requirements.

2. Warehouse Construction And Utilization

a. Warehouse construction and utilization must conform to the more stringent requirements of the host country ordinances and national building codes, or this instruction. Notice will be given to prevention and protection requirements such as minimum clearance above stacks, width of aisles, accessibility to fire aisles, distribution of fire extinguishers, and outside storage of combustible materials.

b. Electrical service wiring, fixtures, etc., will conform to the local/national electrical codes.

c. Roofing must be of a sufficient strength to withstand high winds (typhoon or hurricane force), as specified in the local/national building codes.

d. The warehouse site will be located so as to prevent flooding. If the warehouse is located in an area that is subject to flooding, approval of the contractor's flood proofing plan required in accordance with applicable Japanese laws will be included in the proposal.

3. Fire Extinguishers

Fire extinguishers will be maintained in proper working order and inspected IAW local/national fire standards. Only recognized and approved fire extinguishers will be used. Fire extinguishers must be conspicuously located and signs identifying locations must be easily seen and posted.

4. Fire Prevention/Housekeeping

The following will be verified during the pre-award survey and subsequent semi-annual inspections:

a. Shipments are not exposed to hazardous materials or operations inside or outside the warehouse.

b. "NO Smoking" signs are conspicuously posted in all storage areas and that no smoking restrictions are rigidly enforced. Smoking is prohibited while working inside the warehouse or loading zones. The “NO Smoking" signs will be bilingual or multilingual to meet local requirements.

c. Authorized smoking areas that are located within the warehouse will have proper container-type ashtrays or sand buckets. Metal container-type waste receptacles used for the collection of all smoking materials will have metal lids. No overstuffed furniture or non-fire resistant carpeting will be permitted in a designated smoking area. Break rooms, lunchrooms, and offices must be checked prior to closing each evening to ensure that all smoking materials have been properly disposed.

d. Fire plans will be posted in the warehouse area. They will contain specific instructions on:

(1) How to call local fire department.

(2) How to use emergency fire-fighting equipment.

(3) Location of fire-fighting equipment.

e. Main aisles (generally not less than eight feet) are necessary to provide a means of exit and manual firefighting. All aisles will be kept free of storage and other materials, which could restrict free movement.

f. Fire lanes of sufficient width to permit access for fire-fighting equipment will be maintained around warehouse exterior.

g. Parking areas and driveways approaching the warehouse must be maintained to allow easy access by firefighting personnel.

h. Parking of gasoline and electrical powered Material Handling Equipment (MHE) is not permitted inside the warehouse unless suitable non-hazardous locations, readily accessible to a suitable building exit, are used and such location does not conflict with other local or national fire standards.

i. Parking of gasoline and electrically powered MHE, trucks, tractors, trailers, vans, storage of packing material, pallets, containers and other combustible material on or near loading docks, under awnings, canopies, or within 20-feet of the warehouse is not permitted during non-business hours.

j. Internal combustion driven equipment (e.g., gasoline) will not be repaired, maintained, or stored within the warehouse area. Forklifts and other similar self-propelled MHE with internal combustion engines will be equipped with a mounted fire extinguisher.

k. Power equipment such as sweepers, pallet jacks, and forklifts are operated and/or garaged IAW DOD standards unless local or national host country codes and standards are more rigorous.

l. A five-foot clearance will be maintained between parked equipment (e.g., forklifts) and any combustible material. Aisles and exits for immediate removal of equipment in case of emergency will be kept clear at all times.

m. Storage of any flammable liquids (including paint) inside the warehouse is prohibited. Flammables and combustibles must be stored in a separate locker or locked room that is not exposed to the main warehouse. Liquefied petroleum (e.g., propane, butane, ethane, ethylene, propylene, isobutane, butylene) cannot be stored in the warehouse.

n. Recharging of batteries in the warehouse is prohibited except in a designated area with adequate ventilation to disperse the explosive gases generated. DOD standards or local/HN country safety requirements must be maintained.

o. Oil fired space heaters are not permitted inside the warehouse. Any use of a portable electric heater will be closely monitored. Extension cords/"trouble lights" will not be used in lieu of permanent approved wiring. Approved extension cords can be used with hand-operated power equipment (e.g., drills, saws), but must be unplugged when not in use.

p. Heating, electrical, plumbing, and other systems are serviced at least annually, are maintained in sound condition, and meet all requirements of local/national ordinance codes, whichever is more rigorous.

q. Adequate aisle must be maintained for access to sprinkler controls. There will be no obstructions within 18 inches of sprinkler heads.

r. High fire-hazard type industry or facility (e.g., paint shops) equipment material storage, or trash will be separated from warehouse by firewalls.

s. In the event of fire, smoke, or associated water damage to DOD shipments, the responsible TSP/agent will immediately notify the responsible PPSO.

t. All access windows and doors will provide sufficient protection as to prohibit forced entry. Locking devices will have, as a minimum, a double locking system. The door with the double lock system must be metal, solid wood, or properly reinforced. Equipment and exterior areas will be provided maximum security.

u. A shipment locator system will be maintained. To be effective, recommend records of the shipment locator system be completed in duplicate, that is, identical container identification information should be available in the warehouse proper as well as in the office jacket file/chart. A dual shipment locator system will provide protection should the records in one area be destroyed. Testing of the adequacy of the shipment locator system will be accomplished during semi-annual inspections.

v. All shipments will be containerized and stored on skids, elevated platforms or similar aides which provide a two-inch minimum clearance from the floor to the bottom-most portion of the container and at least a minimum of 18-inches from exterior walls. Further, blocks of storage containers will not exceed 16-feet in any direction without an 18-inch fire lane dividing such blocks from adjacent blocks.

w. Warehouses will be maintained in a clean condition. Litter from work performed in the warehouse will be cleaned up and removed by the end of each workday.

x. Grass, shrubs, and bushes will be maintained so as not to present a fire-exposure hazard within a 50-foot radius of the warehouse. No trash will be burned within 75-feet of the warehouse. Accumulated trash will be stored in covered 55-gallon steel drums or in an acceptable container until disposed of by burning (subject to local laws) or by refuse collection. Failure of the municipal refuse collection system to pick up refuse at the warehouse will not be accepted as an excuse for excessive trash accumulation.

y. Only metal containers with metal lids can be used for trash collection. Trash will be kept outside the warehouse whenever possible. Smoking materials will not be placed in trash containers.

I. SUBCONTRACTING

When it is in the best interest of the government, the RPM may approve subcontracting IAW the provisions of this regulation. Such approval will be confirmed in writing. Guidance contained in the FAR concerning Subcontracting Policies and Procedures may be used by the

RPM to determine if subcontracting is appropriate.

J. EVALUATION OF FLOOD HAZARDS - Reserved

K. OTHER CONSIDERATIONS

1. The contractor facility will be separated from other occupants of a jointly occupied building.

When multiple occupancy of a warehouse exists, there will be separation by a solid wall or partition having a fire resistance rating of not less than one hour. A solid wall is defined as a closed structure from floor to ceiling except that sufficient space may be allowed to permit the operation of a centrally controlled construction may be of no less than 2"X4" framing (wood or metal studs) on no greater than 16-inch centers, fire stopped, covered solidly on both sides with no less than 5/8-inch thick sheetrock, type "X" gypsum board or other similar fire resistant materials, providing for permanent type construction. Local/national material standards will be accepted when they meet or exceed DOD standards. Metal partition does not constitute a firewall.

2. When the contractor facility is adjoined by an occupant engaged in hazardous operation, a judgment by the inspecting official will be made to determine whether or not the hazard is of such a nature that entry or continued participation of the facility in the DOD program should be allowed.

L. CARRIER OR AGENT FACILITY REQUIREMENTS

1. Administrative and Warehouse Personnel. The Contractor’s warehouse will be staffed at all times during normal working hours with personnel capable of participating in a warehouse facility inspection. They must be able to provide the records and information requested by the

KO or COR. They must also be able to perform actions within the warehouse as requested by the inspector (i.e., retrieve and open storage vaults, retrieve and identify items stored in racks, have access to all areas of the warehouse for visible inspection by the inspector, know location and how to operate all warehouse systems).

2. English Speaking and Writing Employee. All Contractors or their agents will have an English speaking and writing employee available at the warehouse facility during the KO or COR inspections.

3. Warehouse Manning. All warehouses must be manned during normal business hours. The

Contractor which has multiple warehouses within the same metropolitan area will have the main warehouse facility staffed during business hours as described in Paragraph L.1. above.

However, the additional local facilities need not be staffed but will be inspected by the TSP for

Carriage or warehouseman every normal business day. A written log sheet detailing the physical inspection will be maintained, dated, and signed by a representative of the Contractor or warehouseman to ensure compliance. The log will be available to the KO/COR inspectors during the inspection of the facilities.

4. A facility must be available for inspection by the KO/COR inspector within 30 minutes of their arrival at the warehouse location. A telephone contact will be provided by the prospective offerors representative or warehouseman to the KO/COR which may be utilized by the

KO/COR inspector to request the opening of the facility for an inspection.

5. The Contractor’s facility will have the size of storing a minimum of 50 containers specified at Price Schedule, Item A010 (and corresponding items if Options are exercised.)

DTR Appendix D, Figure D-1. DD Form 1811, Pre-Award Survey of

Contractor’s/ Carrier’s Facilities and Equipment