PR12254993 02. SOW Furniture RJ Judgeships FE.docx

STATEMENT OF WORK (SOW)

PR NUMBER: PR12254993

TITLE: Furniture for Rural Justice Judgeships REQUESTING OFFICE: INL Justice Program RECIPIENT: Superior Council of the Judiciary

1 BACKGROUND

The INL’s Rule of Law (ROL) division enhances transparency, efficiency, and equity in the criminal justice system. Through the Justice program, it aims to improve the performance of the accusatory criminal system, offering more efficient and effective investigation and prosecution processes to meet citizen demands for justice. Additionally, it strives to promote coordination and strategic actions to improve the judicial response against priority crimes.

Rural Justice Project: To support the “comprehensive rural security and development” pillar of the Counternarcotic Strategy, the Rural Justice Project aims to expand the reach and presence of the criminal justice system in regions affected by organized crime. This includes support to judges, prosecutors, and investigators, with a particular focus on prioritized in the framework of the High-Level Dialogue between the U.S. and Colombia.

The assessment conducted by the ROL Justice Team, in consultation with the Superior Council of the Judiciary, identified the need for furniture and new equipment for judges in the Judicial Circuits covering the prioritized areas. This procurement initiative seeks to provide better conditions for communities to access justice and for judges to adjudicate more efficiently timely. Creating safe and dignified conditions is crucial, as judges are cornerstone figures in the criminal justice system.

This procurement effort is being complemented by technical assistance provided in a three-year INL-funded project that aims to strengthen judicial practices in Norte de Santander, Antioquia, and Nariño.

2 TECHNICAL SPECIFICATIONS (also see attached individual item specifications for additional information)

The system required is a freestanding structure with independent workstations, that do not require fastening to walls or floors. The system to be installed shall be flexible to enable future relocating and/or design redistribution without affecting certain parts or the whole system; respecting its integrity and ensuring the total use of the elements that make up the system.

The project award will acknowledge vendor that are original manufacturer and that guarantee after sale service, future changes, and relocations. If the vendor plans to subcontract any of the items included in the Request for Proposal (RFP), the vendor shall provide in their proposal, details of their subcontractors, including contacts and referrals/recommendations.

The offerors shall provide an exact quotation of which models and items it plans to install. If multiple lines are offered, then separate multiple quotations may be received and reviewed. The vendors shall include in their proposal’s available colors, isometrics, images, or catalogs for the items proposed.

When the offeror does not have items with the exact measurements required, he/she may propose other brands or similar items with measurements that are close to the measurements specified and that adjust to the drawings and fit the end destination appropriately. The change shall be detailed in their proposal. The requesting office has the right to review product samples and manufacturing facilities for any proposed changes in order to determine technical acceptability prior to award.

The vendor shall provide a final drawing of the furniture to provide that shall need to be approved by the COR, before sending it to production.

The contractor who is awarded the contract shall maintain and protect the existing work facilities, walls, ceilings, equipment, floor finish, etc. of the existing facility where the furniture shall be installed. It is pointed out that the cost of any damage to the existing facilities will be borne 100% by the contractor.

The contractor shall furnish all labor, supervision, materials, supplies, tools, equipment, and expertise necessary to perform the delivery and installation of all furniture. The contractor shall work in coordination with the POC designated by the Embassy, Ivan Cruz. The services called for under this statement of work shall be performed in accordance with the terms, conditions, and specifications stated herein until such time as said services are completed to the satisfaction of the Government.

All contractor travel pertaining to this contract shall be in accordance with the Federal Travel Regulations (FTR) and Department of State Standardized Regulations (DSSR) as applicable.

3 DELIVERY (SHIPPING AND HANDLING INSTRUCTIONS)

The time frame for this project is forty-five [45] calendar days after the purchase order [PO] is awarded.

Once the project is awarded, on the initial site visit, where the contractor will verify measurements on site if needed, the materials and finishes will be selected with the US government representative. The Vendor shall indicate in their proposals any modifications to the delivery time required. If the delivery date(s) shall be changed, due to construction or other causes at the fault of the US and deemed acceptable by the Contracting Officer, the US Government may modify the terms of the contract.

The awarded contractor will also be required to attend meetings as deemed necessary by the COR or CO at the US Embassy in Bogota.

POC [point of Contact]. The Contractor shall identify a single point of contact [POC] to provide overall management and supervision during the project’s execution. The single POC will serve as the contractor’s representative to ensure the project’s execution, delivery, and installation of the furniture. The single POC will manage the relationship between the US government, any authorized subcontractors, and vendors or manufacturers. It is necessary to ensure furniture is successfully delivered and installed on time. All pertinent communications should be written or confirmed in writing. The single POC shall attend and participate in necessary progress meetings as deemed by the customer, CO and or COR and write notes pertaining to the meeting[s]. The notes shall be scribed into meeting minutes [via email] with action items clearly defined, with distinct due dates, and distributed to all designated team members.

The vendor shall provide a final drawing of the furniture to provide that shall need to be approval by COR, before sending it to production.

The furniture and delivery places shall be according to the following chart:

Final shipping addresses:

· Caucasia [ Antioquia]: Calle 19A # 11-6.

· Caceres [Antioquia]: Calle 48 # 50-1.

· Tumaco [Nariño]: Calle 1A, entre carreras 1 y 2.

· Medellin [Antioquia]: Carrera 52 # 42 – 73.

· Cucuta [Norte de Santander]: Avenida Gran Colombia, Palacio de Justicia.

Note: Furniture pieces made with metal sheets shall be coated with two coats of paint:

· First coat in electrostatic anticorrosive paint.

· Second coat with electrostatic paint as a finish, color to be selected.

4 PRE-AWARD SITE VISIT

A pre-award site visit for this project will be scheduled. The site visit will be scheduled to allow attendees access to required work locations. The site visit will take place at the following locations and will start at 10:30 a.m. local (Bogota, Colombia) time on July 5, 2024.

Site Locations and dates:

July 5, 2024 - 10:30 a.m.

Cucuta, Norte de Santander: Avenida Gran Colombia, Palacio de Justicia.

July 10, 2024 – 2:00 p.m.

Medellin, Antioquia: Carrera 52 # 42 – 73.

July 12, 2024 – 8:30 a.m.

Caceres, Antioquia: Calle 48 # 50-1.

July 12, 2024 – 11:30 a.m.

Caucasia, Antioquia: Calle 19A # 11-6.

July 18, 2024 – 2:00 p.m.

Tumaco, Nariño: Calle 1A, entre carreras 1 y 2.

*Caucasia and Caceres - Flying via Monteria and then by ground

Attendees must be at the locations entrance at the time mentioned above to complete the required sign-in. A maximum of two (2) representatives per company will be allowed at the site visit. Access to the locations requires prior authorization. Only individuals that have been granted access by INL POC will be allowed at the site visit. Access requests must be submitted no later than 72 hours before the site visit to espitiane@state.gov and cuervodc@state.gov, and must include the following information:

1. Subject Line: Furniture for Rural Justice Judgeships - Site Visit Access Request - Name of Company;

2. Full name of all attendees (not to exceed 2 attendees per company);

3. Copy of government-issued ID for each attendee; and

4. Copy of Colombian labor risk insurance (Administradora de Riesgos Laborales – ARL) Attendees will be required to sign-in utilizing the government-issued identification used to request access. Additionally, the attendee must provide acceptable proof of company affiliation.

The Department of State will not provide any travel or logistical support for this site visit other than what is noted specifically in this solicitation, nor will the offeror be reimbursed for any costs associated with the site visit. Prospective Offerors will only be allowed to inspect the location of work during the scheduled site visit. Prospective Offerors that are unable to attend the scheduled site visit will not be provided another opportunity to inspect the site.

The purpose of the site visit is to allow prospective Offerors an opportunity to inspect the site where services are to be performed and to familiarize themselves with regard to general and local conditions that may affect the cost of contract performance. This will also allow vendors the opportunity to obtain accurate measurements of the space for the proposed furniture installation as drawings/blueprints of the respective sites are not available. Attendance at the site visit is recommended, however, attendance is not a prerequisite for submission of a quotation and will not be considered a factor in the evaluation of quotations.

Any and all questions regarding this solicitation must be submitted in writing to the Contracting Officer as described elsewhere in this solicitation. Questions will not be answered during the site visit. Information provided at this site visit shall not qualify the terms and conditions of the solicitation and specifications. Terms of the solicitation and specifications remain unchanged unless the solicitation is amended in writing. If an amendment is issued, normal procedures relating to the acknowledgment and receipt of solicitation amendments shall apply.

5 WARRANTY

The Furniture, fixtures and all parts delivered and installed shall have a warranty of three [3] year against manufacturing defects and the chairs and its entire component parts a warranty of three [3] year from the date of final acceptance by the US Government. The vendor shall confirm compliance with minimum requested warranty periods.

6 CUSTOMS CLEARANCE AND TAX EXEMPTIONS

The Contractor will not be reimbursed VAT or IVA under this contract by the U. S. Government. The prices set forth in this contract are excluded of all taxes and duties from which the U. S. Government is exempt by virtue of agreement between the U. S. Government and the Government of Colombia.

7 INSPECTION AND ACCEPTANCE

Site Description. The contractor, before beginning preliminary works shall complete a site description with photographs and an account of the actual conditions of the building where the furniture will be installed. This report is for the purpose of documenting the actual status of the area before the furniture installation is performed. This report will be used to compare the site after the work is finished.

Protection of Elements in the Work Area. Areas, equipment, and elements at the work site shall be protected from damage or deterioration. The contractor shall assume the cost of any repair or replacement required because of improper use or carelessness on his part or on the part of his workers. To comply with this item, the contractor shall have a representative at the work site who will supervise the furniture unloading and its transportation to the actual work site areas.

Modifications. Any request to modify design/installation documents or pricing shall be negotiated and approved, in writing, by the Contracting Officer. No performance on a requested Purchase Order modification shall be executed until the modification for the PO has been received by the contractor.

In order to meet the time frame required the Contractor is required to plan an installation schedule which shall be delivered to the COR three [3] business days after the kickoff meeting.

The Contractor shall coordinate all deliveries and installation times with the COR of the project. It is the contractor's responsibility to provide an adequate work force to ensure that the required schedule is met.

The contractor is responsible for its workers’ permits cost and access to the location. The contractor shall submit on time all the necessary documentation, required for the security studies of the proposed labor force.

Issue resolution. Any unexpected conflicts during product installation shall be brought to the COR or CO for resolution.

The successful contractor shall correct [at the contractor’s expense] any installation problems, which are the result of incorrect layouts, insufficient field verification, delivery errors, and damaged product.

Damaged and/or missing product will be replaced by means that will prevent installation delays. Damaged product replacements will be at the selected contractor’s expense. All damaged products shall be removed from the job site immediately.

8 PERIOD OF PERFORMANCE (POP) or ESTIMATED DELIVERY DATE

The time frame for this project is forty-five [45] calendar days after the purchase order is awarded.

9 MEMBERS FOR THE TECHNICAL EVALUATION PANEL

· Emily Yu / Rule of Law Division Deputy Chief

· Daniel Davila / INL Lead COR Advisor

· Adriana Gomez / INL Architect

· Ivan Cruz / INL Architect TEP observer - contractor

· Carolina Cuervo / ROL Project Manager INL POC / TEP observer - contractor

10 EVALUATION FACTORS

Award shall be made based on Best Value using Tradeoffs, price and non-price factors considered.

Technical Evaluation Factors

FACTOR 1 – Technical Proposal and Specifications Offeror’s proposal shall meet or exceed the technical specifications as indicated in the Statement of Work. The proposal shall contain adequate design details, construction, measurements, material and trim details, finish, and any other information necessary for the government to determine compliance with the technical specifications. Catalogues should be included in such proposal. The offeror must also address and explain its technical approach for completing the work in accordance with the Statement of Work.

FACTOR 2 – Experience Offeror’s proposal must clearly demonstrate experience and proven capabilities providing the specified furniture, designing the layout and configurations, and proper on-site installation. Offeror shall include any lessons learned and/or industry best practices.

FACTOR 3 – Delivery Times and Proposed Workplan Offeror’s proposal must include delivery times and projected milestones of completion of the project for each site included in the Statement of Work. In addition, the vendor shall propose a comprehensive Work Plan to include, at a minimum, estimated furniture production and delivery dates, obtaining proper permits and clearances as applicable, estimated assembly timeframes, installation timeframes, and final inspections.

FACTOR 4 – Warranty Offeror’s proposal must clearly state all specific warranty details (what is covered, duration of coverage, instructions and requirements for submitting a claim, etc.). This includes warranties for components, manufacturing defects, and the installation/workmanship.

Past Performance Offeror’s proposal shall include actual past performance of the same or similar requirement (providing freestanding structures and other similar furniture, designing the layout and configurations, proper on-site installation). Offeror to provide 3 examples of such performance completed within the last five (5) years.

Price The Government will evaluate price for award purposes by adding the total price for proposed cost as proposed in the Offerors Cost/Price Proposal.

· The Government reserves the right to reject quotations that are incomplete, non-compliant with the terms of this solicitation, or that are unreasonably high in price.

· The Government will evaluate the proposed delivery timeframe and the technical specifications; The Government will only consider for award those companies that the Government determines have a high likelihood of satisfactorily completing the required items based on the proposal.

· Social Security. All workers and subcontractors who are employed on the project shall be registered with a Social Security System, which includes an E.P.S. (Health Entity) and an A.R.L. (Labor Risk Administration Company), and the Contractor shall be up to date with the respective payments.

· The Contracting Officer may issue an order to other than the contractor with the lowest proposed price.

U.S. DEPARTMENT of STATE

Embajada de los Estados Unidos de América Carrera 45 # 24B- 27 - (+57601) 275.2000 - Bogotá D.C. – Colombia co.usembassy.govSBU - CONTRACTING AND ACQUISITIONS

U.S. DEPARTMENT of STATE

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