Global Inspection Contract - SOW.docx

Statement of Work

Background The purpose of this contract is to provide warehouse inspection, commodity inspection and testing, including inspection of emergency non-food items (NFIs) and facilities where commodities are stored for the United States Department of State (DoS). Presently, the warehouse(s) are located in: Dubai, UAE; Miami, Florida; Accra, Ghana; Subang, Malaysia; and Brisbane, Australia. This contract is not limited to only the stated locations and may include inspections of other potential warehouse locations worldwide, inspection, and laboratory testing of emergency non-food items at manufacturers’ facilities, airports, seaports, DoS partner storage facilities, and distribution locations worldwide.

The United States Department of State’s Office for Disaster Humanitarian Response (DHR) provides NFIs as part of its humanitarian programming. The purpose of this commodity and warehouse inspection service contract is to ensure that DoS commodities are stored and remain in excellent condition until they are re-delivered or shipped from our contracted warehouse facility. DHR’s non-food items (NFIs) are intended to support people affected by rapid onset disasters including earthquakes, volcanic eruptions and floods, as well as slow-onset crises, such as drought and conflict. DHR responds quickly to disasters by coordinating the distribution of emergency relief supplies, including but not limited to plastic sheeting for emergency shelters, hygiene kits, blankets, kitchen sets and water purification equipment and containers. The purpose of commodity and facilities inspection and testing services is to ensure that fabrication, production, operations and packing process are consistent with the commodity specifications, and that DoS commodities are stored and remain in excellent condition until they reach the recipient. In some instances, DHR sets up warehousing services in disaster countries/sites. Ad hoc inspection services may be required to inspect NFIs at arrival in airports or seaports, at temporary storage facilities and/or at distribution sites.

The contractor will witness and examine the stored commodities, warehouse space(s), packaging, and storage techniques utilized at each location. The contractor shall have the capability to provide inspection and testing of the production of specialty and emergency NFIs at manufacturers’ facilities. The contractor shall also have the capability to perform facility audits to ensure regulatory compliance. The purpose of this inspection service is to ensure that specialty NFI production, operations and packing processes are consistent with the DoS commodity specifications, and that DoS commodities are stored and remain in excellent condition until they are delivered or shipped to the recipient. Inspection may also include outturn tally/count of commodities before commodities are loaded in containers. The contractor will provide a written report, with photographic documentation, to the U.S. Government describing all findings. All inspections performed and reports issued by the contractor will be used by the Government to ensure proper care and storage of the commodities.

Scope

1. Locations, Volume, and Schedule of Services Locations - The DoS warehouse facilities are currently located in Dubai, UAE; Miami, Florida; Accra, Ghana; Subang, Malaysia; and Brisbane, Australia. DoS’ current manufacturers are in China, Pakistan, India, and Kenya. The contractor should be able to provide services to other locations worldwide as requested by DoS. Specifics and contact points will be provided along with an ad-hoc request.

Volume - The Contractor shall be responsible for performing all commodity and warehouse inspection(s) and reporting requirements, as requested by DoS for cargoes to be stored in the warehouse location(s) provided above. Inspection and reporting requirements shall include Inventory count of stored commodities to be recorded in unit counts (pallets, boxes, etc.) and by SKU and/or Purchase Order at any of the warehouses. Individual requirements may involve inspection(s) / sampling / lab analysis / tally counts of part of or all commodities in units, measuring weights and dimensions of units and pallets, the witnessing of the reconstitution, repackaging or disposal of damaged commodities.

Types of Commodities –DoS NFIs may include a variety of commodities ranging from plastic sheeting, blankets, water containers, kitchen sets, tarps, water bladders, and shelter kits to medical equipment and vehicles. Most NFI commodities are packaged in boxes, crates, or bales, and typically placed on pallets.

The Contractor shall conduct warehouse and commodity inspection and reporting services every ninety (90) days in Dubai, UAE; Miami, FL; Accra, Ghana; Subang, Malaysia, and Brisbane, Australia. The government may include other warehouse locations or change the frequency of inspection and reporting services. The Contractor may be requested to perform commodity sampling or lab analysis as requested by DoS on an ad hoc basis. As part of warehouse inspections, the contractor may also be requested to witness destruction of commodities, or other verification services to ensure commodities are properly handled in accordance with DoS requirements.

DoS is seeking experienced commodity inspection firms, appropriately licensed and having the requisite knowledge, experience, and staffing to perform the required inspection and reporting work. The objective of this requirement is to confirm that the requisite warehousing facilities are maintaining all DoS commodities within program standards. Inspections serve to verify the effectiveness of warehouse operations, controls and practices to ensure the preservation of all DoS commodities. Lab analysis may be performed via a subcontractor agreement. Outturn inspections and tally reports may be required on an as ordered basis for cargoes to be released for export or for inbound cargo. A Statement of Work (SOW) will be provided clearly describing technical requirements and all services to be performed and delivered for each location if deemed necessary by DoS’ Contracting Officer Representative (COR).

For ad hoc inspection/testing services required by DoS at a manufacturer facility, DoS warehouse, 3rd party warehouse, airport, seaport, or partner facility, individual statement of work (SOW) will be issued to the contractor, clearly describing technical requirements and all services to be performed and delivered, so the full price for the performance of the work can be established when the order is placed. All terms and conditions in this solicitation apply to ad hoc services, unless otherwise indicated.

2. Requirements for Inspectors The contractor must provide a single point of contact for each location, including phone number and e-mail address for immediate access to matters as set forth by the contract.

Inspectors shall possess the:

· Necessary authorities to perform their duties.

· Necessary technical qualifications and competencies in pest detection and controls, warehouse operations and commodity fumigation procedures.

· Necessary inspection facilities, appropriate tools and equipment to satisfactorily perform all functions.

· Necessary objectivity and impartiality to properly oversee individual facilities and operations.

The contracted inspector(s) may be required to inspect cargo/commodity lots to assess whether:

· Calculation of quantity of commodities, unit or pallet weights and dimensions.

· Verification of expiration dates or Best If Used By Dates.

3. Deliverables and Reports

1. The Contractor shall acknowledge receipt of any ad hoc SOWs within one day of issuance.

2. The Contractor shall liaise with DoS and the warehouse operations manager regarding the inspection service to be provided and the time of the inspection. Regular warehouse inspections shall be scheduled in coordination with the warehouse POC and relevant CORs.

3. The Contractor shall provide the timeline and quote if applicable for prospective inspections and laboratory services to DoS for approval within 3 days after receiving the SOW.

4. All inspection reports and lab analyses shall be submitted to the Contracting Officer's Technical Representative listed in the contract. All reports, supporting documentation and photos, shall be submitted electronically in 3-7 working days for domestic and overseas inspections or lab analysis, as per SOW.

5. The Contractor shall provide a separate, written inspection report including supporting documentation (provided in English) for each inspection and/or lab analysis performed. Each report shall contain sufficient detail and documentation to provide the government with a clear understanding of the current commodity and warehouse conditions. All report(s) to be provided in electronic form. All analysis requested by DoS shall show the name of authorizing individual, services performed, follow-up and completion.

Warehouse Inspection reports must contain the following information. SOWs may include requirements for additional information or tests not listed below:

· The location of warehouse space inspected and date of inspection.

· The quantity of commodities (in units and/or other appropriate measure) by commodity purchase order number or SKU.

· The location of the commodity within the warehouse.

· The condition of the commodity, including a complete description of the percentage of commodity in excellent condition; samples acquired for analysis, quantity, type and severity of any damage, loss, probable cause of damages found (based upon analysis).

· The Inspector shall establish a standard checklist to review and address the condition(s) of the warehouse(s) (both interior and exterior) and shall include, but not be limited to:

· Overall warehouse cleanliness, organizational techniques,

· Employees appear appropriately trained and follow accepted operational procedures,

· Generally accepted industry standards for storage practices being adhered to,

· Windows and doors properly sealed and screened to prevent pest and other infestation or contamination, unclean surfaces, damaged equipment, holes in external barriers / roofs,

· Adequate lighting and firefighting equipment present throughout the facility(s) (possessing the necessary coverings), no evidence of past infestation or damaged commodities,

· Contractor has properly addressed past infrastructure issues, damaged commodities being properly disposed of, clean spaces,

· Warehouse possesses and maintains an accurate and updated inventory / record keeping system

· Evidence of any other common industry practices that may not be adhered to that could endanger the long-term quality of DoS’ commodities.

· The Contractor is required to review all warehouse documentation for accuracy to ensure all commodities are being stored in excellent condition, free damage and contaminants.

· In the event of any suspected or actual damage, loss or pest infestation, the Contractor immediately notifies the Contracting Officer or Contracting Officer's Representative (COR) in writing. Potential problem areas may include damage to packaging, water damage, evidence of rodents / birds / insects, excess humidity or temperature, the presence of chemical contaminants and any other outside source that could potentially impair the long-term quality of the DoS commodities.

· Documentation and evidence for the disposition of any damaged cargo, reconstitution / repackaging / disposal of any commodity (as requested by DoS).

· Certifications signed by third parties that establish attendance by the Contractor at each inspection.

4. Testing Parameters and Laboratory Testing The below is intended to provide testing parameters for some NFIs. The below is not a comprehensive list that provides guidance on some commodities most often inspected or sampled currently.

Plastic Sheeting / Blankets / Kitchen Sets Multiple Locations

1. Background The purpose of this contract is to provide Third Party Inspection Services of DoS humanitarian assistance commodities at the manufacturers’ facilities below (subject to change):

2. Sampling and Inspection Quantity to be sampled shall be in accordance with ANSI General Inspection Levels. This includes General 1, 2,3 or special S1, S2, S3, and S4. For every commodity inspected, inspectors shall measure 100% of the component parts against all required technical specifications. For each inspection request, a details Statement of Work will be provided. This document will outline the requested dates, location, sample size, inspection level, and full product specifications.

Sampling is expected to be done at random directly by the Contractor’s personnel at vendor warehouses or other storage locations as specified by DoS. In the interest of time, all testing should be conducted on-site unless adequate testing facilities are unavailable. Sampling must be thorough and representative per lot of production. Testing should be appropriate to determine: (1) quality of item, in compliance with technical specifications, and (2) whether the item and quantity of the item correspond to the specifications stipulated in this Statement of Work. The relevant commodity specifications are provided as appendices to this Statement of Work, as described in Section 4, Testing Specifications. Actual procurement contracts are not available for review.

3. Scope

· General Inspection The terms and general conditions of the inspection are listed below:

1. There shall be no laboratory testing for this inspection. All inspections shall be visual inspections with some measurements to be taken. Inspectors shall use standard instruments for weighing, measuring, and visual inspection on-site. Inspectors are to provide necessary equipment for weighing and measuring. Criteria that would normally require laboratory testing shall be verified through certifications presented by the supplier/manufacturer.

2. Scans of relevant documentation and certifications attesting product integrity, i.e. Fire Resistance, ISO Certification, Certificates of Analysis, shall be taken.

3. If required to be provided by the supplier, Certificates of Analysis shall be reviewed and compared to the technical specifications of the commodities being produced/procured to verify consistency.

4. Inspection visits shall be conducted throughout the below specified intervals. Production schedules will be provided to the Contractor upon award. Each visit requires two inspectors and one day to execute the inspection. See the example below.

5. Inspectors shall test, measure, count, and perform other activities to ensure that each commodity is produced in accordance with the technical specifications and testing requirements found below. This includes verifying that the packaging meets technical specifications and the packing/unpacking instructions are correct.

6. Inspectors shall ensure that the branding complies with the branding section of the technical specifications.

7. During inspection, inspectors shall take digital pictures of exterior packaging and interior contents representative of the commodities inspected.

· Report The Contractor shall:

1. Perform all inspections within the period between xxxxx (TBD). This period may be extended in the event that issues found in the product require additional visits. Actual production schedules will be provided upon award. Some commodities may have a shorter production time than others.

2. Coordinate inspections with the manufacturing company and their warehouse managers regarding the timing and place for conducting the inspections. If commodities are not ready at the time specified for evaluation and inspection, the inspection company must reschedule the inspection with the manufacturer.

3. Keep DoS in copy for all communication with the manufacturing facility, including schedule adjustments.

4. Report any initial issues found within 12 hours of the inspection. This may be done through an informal email or phone call.

5. Submit a final typed (not handwritten) report of findings by email within 48 hours (business days only) of the inspection for each of the inspections listed above that compiles the inspection evaluation analysis, findings, and photos. Pass/fail ratings must be clearly explained with justification provided. Please send inspection reports to a-go-ops-ha@state.gov with an appropriate subject line.

6. The inspection contractor is NOT authorized to share the report results with the manufacturer or to reject the commodities or supplies. The inspection contractor shall retain records of the inspection, and such records shall be kept on file for one year after the original inspection is completed.

7. If the commodities did not pass the inspection, DoS may request the inspection contractor to complete a follow up inspection after the manufacturer corrected the errors.

· Laboratory Testing

1. Background:

DoS requests the support of a Third-Party Inspection Services contractor to provide laboratory testing of humanitarian commodities.

2. Objective:

The purpose of this section is to detail testing requirements for Laboratory Testing of DoS humanitarian assistance commodities at the manufacturer’s facility / DoS’ warehouse or laboratory, respectively. Commodities, testing requirements, or locations are subject to change.

3. Sampling and Inspections:

DoS will establish the number of samples to test. For laboratory inspections, please quote per test of one sample.

4. Scope:

1. Laboratory inspections include the laboratory testing of a number of samples based on the specifications included.

2. Coordinate inspections/laboratory testing with the manufacturing company and their warehouse managers regarding the timing and place for conducting the inspections or samples for laboratory testing. If commodities are not ready at the time specified for evaluation and inspection, the inspection company must reschedule the inspection with the manufacturer.

3. Report any initial issues found within 12 hours of the inspection/laboratory testing. This may be done through an informal email or phone call.

4. Submit a final typed (not handwritten) report of findings by email within 48 hours (business days only) of the inspection for each of the 2 inspections listed above that compiles the inspection evaluation analysis, findings, and photos. Pass/fail ratings must be clearly explained with justification provided.

5. The inspection contractor is NOT authorized to share the report results with the manufacturer or to reject the commodities or supplies. The inspection contractor shall retain records of the inspection, and such records shall be kept on file for one year after the original inspection is completed.

6. If the commodities did not pass the inspection/laboratory testing, DoS may request the inspection contractor to complete a follow up inspection after the manufacturer corrected the errors.

4. Testing Specifications Please refer to the below for the full set of specifications to be verified during the inspections.

4.1 - Testing Specifications – Plastic Sheeting

4.2 - Testing Specifications – Blankets

4.3 - Testing Specifications – Kitchen Sets

4.4 - Testing Specifications – Buckets

4.5 - Testing Specifications – Hygiene Kits

4.6 - Testing Specifications – Shelter Fixing Kits

4.1 Plastic Sheeting

Not required to supply rope.

Reinforced/double-stitching sewing along hemmed edge in 2 parallel lines on either side of the eyelet, to minimize spacing in the folded-over portion (see photo sample below) OR welded by heat sealed edge on all sides OR 2 sides heat sealing and 2 sides double stitching.

Eyelet must be placed within the hemmed edge. For example, if hemmed edge is 30mm total, then eyelet must be placed within this 30mm.

Eyelet inner diameter minimum 13mm - maximum 15mm (a 12mm thick rope must fit). Eyelet grommet's edge is placed minimum 10mm from the outer edge of sheet.

Eyelets placed at 1M intervals +/- 5% along all 4 edges for both 4x6M TPS and 4x60M RPS.

Visual -measure.

Test pieces for tensile and tear tests.

Cut all test pieces parallel to the direction of the fibres, in warp and in weft. The fibres should run from one end to the other end of each test piece.

Visual -measure.

Tear strength at state of origin

Minimum 200N 150N +/-5% under ISO 4674-1B 2003, with a test piece of 200x200mm as described in ISO 4674 annex B.

Visual -measure.

Tensile strength at state of origin

Minimum 750N and 15% to 35% elongation in warp and weft under

ISO 1421-1.

Visual -measure.

UV resistance of the plain sheet, measured as remaining tensile strength after UV exposure

ASTM G53 ISO 1421-1

only one welding allowed, in the middle of the sheet, lengthwise. The tarpaulin tensile strength crosswise at the place of the welding under ISO 1421-1 must be minimum 50% of the original value of the actual product.

Visual -measure.

For 4x60M RPS: 60M net length.

Visual -measure.

Specific weight of the tarpaulin plain sheet.

170g/m² to 190g/m2 under ISO 3801 Visual -measure.

Minimum time to reach large wing external edge: 4minutes (LFS) Presence of FR additives (bromine, antimony) is not permitted Visual -measure.

Colour ISO 105J01 White on both sides of the sheet without fluctuation in colour.

White coating on both sides of sheet per L.a.b Coordinates under ISO 105J01 Minimum L : 82; "a" value between -1.7 and +1.5; "b" value between -4.5 and 0.

Inner black fibres to ensure opacity.

Visual -measure.

DoS prefers to have the instruction sheet printed directly on the plastic sheeting. Acceptable alternatives, in order of preference:

-print separately onto a sticker (A4 size or similar) and glue the sticker (for double reinforcement) onto the plastic sheeting. With this option, gluing the sticker is important, to prevent the sticker from falling off easily. OR -print separately onto a scrap/piece of plastic sheeting and sew into hem (like a tag on a piece of clothing) Contractor may offer alternatives, understanding DoS strongly prefers printing directly on the plastic sheeting.

Before production, Contractor must get DoS approval of the option they will use.

Visual -measure.

Pallets of 4x60M RPS: 10 bales/rolls per pallet is preferred.

Offer shall specify the number of bales/rolls per pallet, for tarps/RPS, depending on order.

Visual -measure.

The material for the FIBC can be the same material as the plastic sheeting (e.g. repurposed scraps).

Visual -measure.

4.2 Blankets

Mechanical conditioning: after opening of the bale, the blanket shall be dry tumbled in a dryer (500l minimum capacity) without any other load for 15 minutes at a temperature of less than 30°C. Then, the blanket shall be conditioned for at least 24 hours by flat lying at ambient conditions (20°C and 65% Relative Humidity).

TOG 2.5 (or 0.25m2.K/W) minimum, rounded to the nearest 0.1, passed on samples picked from compressed bales after 3 consecutive machine washing at 30ºC and one flat drying.

Mechanical conditioning: after opening of the bale, the blanket shall be dry tumbled in a dryer (500l minimum capacity) without any other load for 15 minutes at a temperature of less than 30°C. Then, the blanket shall be conditioned for at least 24 hours by flat lying at ambient conditions (20°C and 65% Relative Humidity).

Visual/manual.

Free from harmful VOC (Volatile Organic Components). Fit for human use.

Visual/manual.

All criteria to be passed on the same sample. (Samples of compressed bales to be prepared with only 5 blankets folded once more than in normal bales, at 60% compression ratio, and to remain compressed for one week minimum before testing).

Visual/manual.

Blankets, High Thermal Fleece Synthetic, 1.5m x 2m 15 pieces (SKU#) Contract #/ Purchase Order # Each bale shall be printed with the information below. Example text (the actual wording will be confirmed at time of award):

Blankets, Medium Thermal Fleece Synthetic, 1.5m x 2m 20 pieces (SKU#) Contract #/ Purchase Order # Visual/manual.

4.3 Kitchen Sets

1. COOKING POT, 7L, 1 PC

Material: Stainless steel required.

2. FRYING PAN, 2.5L, used as lid for the 7L cooking pot, 1 PC Material: Stainless steel required.

3. COOKING POT, 5L, with lid, 1 PC Material: Stainless steel required.

Lid for cooking pot 5 litres, 1 PC

4. BOWL, 1L, 5 PCS

5. PLATE, 0.75L, 5 PCS

6. CUP, 0.3L, 5 PCS

-200 series stainless steel of the appropriate grades for tableware items, or -ISO type 1.4016 (American grade 430), or -ISO type 1.4301 (American grade 304).

For the cookware (cooking pots and pan):

-200 series stainless steels of the appropriate grades for cookware items, or -ISO type 1.4016 (American grade 430), or -ISO type 1.4301 (American grade 304).

Food grade to be certified in conformity with EU regulations n°1935/2004 on materials and articles intended to come into contact with…