PR15758246 SOW R1.docx

EMBASSY OF THE UNITED STATES OF AMERICA

U.S. Department of State Bureau of International Narcotics and Law Enforcement Affairs (INL) Kyiv, Ukraine

STATEMENT OF WORK (SOW)

DATE: December 15, 2025

PR NUMBER:

DESCRIPTION: SPARE PARTS

PROGRAM: EXPLOSIVE ORDNANCE DISPOSAL SPARE PARTS

RECIPIENT: NATIONAL POLICE OF UKRAINE EOD UNITS

1 BACKGROUND

The Bureau of International Narcotics and Law Enforcement Affairs (INL) is an instrumental leader in the development of policies and programs to combat international narcotics and crime. The requirement is to provide spare parts for eight (8) GCS-200 units This acquisition will help equip the partner nation with much needed maintenance spare parts.

2 TECHNICAL SPECIFICATIONS

The offeror is responsible for obtaining all equipment requested directly from the manufacturer, with no aftermarket parts. The offeror is fully responsible for the delivery of safe, fully operational spare parts. The spare parts offered must be for the GCS-200 systems, after market parts will not be accepted.

2.2. SERVICE AND MAINTENANCE

All parts, accessories, service and equipment – if applicable for the above items shall be available in Ukraine and obtainable within reasonable period (1 year minimum)

2.3. APPLICABLE DOCUMENTS

Vendor will demonstrate a valid letter of representation from GCS authorizing sales to the United States Federal Government.

2.4. TRAINING:

Will not be required.

2.5. KNOWLEDGE TRANSFER

Not Applicable

3 DELIVERY (SHIPPING AND HANDLING INSTRUCTIONS)

Delivery shall be made F.O.B. Destination as soon as possible but not later than one hundred and eighty (180) days from the date of contract award and in accordance with the instructions you receive from the Point of Contact (POC) (to be advised on award). FOB delivery shall be made coordinated with COR and Dept of State Freight Forwarder Services(DFS).

This is a technical assistance project so no tax or custom fees are applied (project registration documents will be provided to vendors upon request).

Partial shipments of completed CLINs are authorized under close coordination with the Contracting Officer or the Contracting Officer’s Representative (COR). Once equipment has been properly inventoried, confirmed, palletized by the vendor then DFS will pick up pallets and prepare for shipment into Ukraine.

Improperly marked shipments may be rejected by the Government, and the contractor shall be solely responsible for all costs associated with said deliveries and any required redeliveries. Boxes will be marked with color-specific labels (ex. Green) that properly identifies the end user. The contractor must consult with the Government on proper pallet marking prior to delivery. All deliveries from manufacturers will be consolidated in Stockach, Germany by the vendor.

Examples of box and pallet markings are:

AMERICAN EMBASSY

INL Kyiv – POC Information Order No.

CLIN

Description Box #__ of __ Partner:

Note: Each partner will have its own marking (color label). This information will be issued by COR post award.

PLEASE NOTE:

All orders are ultimately intended for an overseas destination. If the shipment contains wood packaging material, the packing and palletizing must conform to the International Standard for Phytosanitary Measures Publication No. 15: “Guidelines for Regulating Wood Packaging Material in International Trade” (ISPM 15) and have the appropriate markings indicating that the packing materials meet this standard. Any deliveries arriving at our indicated domestic delivery address that do not meet these standards will be rejected and shall be corrected at the contractor’s expense.

3.1. SOLICITATION CONSIDERATIONS

The seller certifies that it is an authorized distributer of the product being sold to the Department of State and that it has the certification/specialized level required by the manufacturer to support both the product sale and product pricing in accordance with applicable manufacturer certification/specialization requirements. Unless otherwise specified, the Seller warrants that the products are 100% new, all accepted manufacture original parts and in their original box (es).

In addition to providing pricing for this solicitation, each Offeror must provide any required, NON-PRICING responses (e.g. technical proposal, representations and certifications, etc.) in a timely manner, received no later than the closing date and time for this solicitation (see Section 1 for due dates information).

All Quotes must be valid for 90 days from the closing date for this solicitation. No exceptions or qualifications. New equipment ONLY, NO grey market or refurbished products. Items must be in original packaging, never used, and not altered in any way. All components/parts of the requested equipment must be manufacturer-approved and may not be compatible, remanufactured, or refurbished component/part. All items must be covered by manufacturer’s warranty and procured through a manufacturer approved distribution channel. Sellers must be able to document their ability to provide items through manufacturer approved distribution channels upon request.

The Seller confirms to have sourced all products submitted in this Quote from manufacturer-approved channels for Federal sales, in accordance with all applicable laws and manufacturer’s current applicable policies at the time of purchase. Seller must be able to support both the product sale and product pricing, in accordance with applicable manufacturer certification / specialization requirements. If software is provided or included, Seller shall, upon request, provide Buyer with a copy of the End User License Agreement. Seller certifies that all software is licensed originally to Buyer as the original licensee authorized to use the software.

Partial shipments are permitted, unless otherwise specified by Contracting Officer at time of contract award.

Pursuant to the Trade Agreements Act (19 U.S.C. 2512(a)) (TAA), Federal acquisitions of supplies may be made only from offerors that will supply products of an eligible country under any of the free trade agreements entered into pursuant to the TAA. An article is considered a product of a country only if it is wholly a product of that country or if it has been, substantially transformed, in that country into a new and different article of commerce with a name, character, or use distinct from that of the original article(s). Note that any item that is a discreet article as it is sold in commerce, regardless of its ultimate function or use, cannot be considered, substantially transformed, and based solely on its integration into IT or other systems

The Contractor and its employees shall exercise the utmost discretion concerning all matters relating to their duties and functions. They shall not communicate to any person any information known to them by reason of their performance of services under this contract, which has not been made public, except in the necessary performance of their duties or upon written authorization of the Contracting Officer.

All documents and records (including photographs) generated during the performance of work under this contract shall be for the sole use and become the exclusive property of the U.S Government. Furthermore, no article, book, pamphlet, email, recording, broadcast, speech television appearance, film or photograph concerning any aspect of work performed under this contract shall be published or disseminated through any media without the prior written authorization of the Contracting Officer. These obligations do no cease upon the expiration or termination of this contract. The Contractor shall include the substance of this provision in all contracts of employment and in all subcontracts hereunder.

4 TYPE OF CONTRACT

This is a Firm-Fixed Price (FFP), single award contract, with the optional quantities. Items outlined under Section 2, shall be brand name of the purchase request. The FFP price shall include all direct and indirect costs, profit, export license, shipping/delivery charges (if any), and any and all insurances. No additional sums will be payable on account of any escalation in the cost of materials, equipment or labor, or because of the Contractor’s failure to properly estimate or accurately predict these prices or difficulty of achieving the results required by this contract. The price will not be subject to adjustment after award nor will be adjusted on account of fluctuations in the currency exchange rates.

5 WARRANTY

To facilitate expeditious return of warranty items and to avoid delays in the warranty process, the offeror shall provide within 30 days of notification of a warranty action the required information to facilitate shipping of warranty items to manufacturer.

The contractor shall offer minimum 1-year hardware warranty in Ukraine.

6 CUSTOMS CLEARANCE AND TAX EXEMPTIONS

If applicable, the U.S. Government will assist the Contractor in obtaining customs clearance and tax exemption certificates from the Government of Ukraine in accordance with the packing, marking, and submission of documents as instructed herein.

6.1. EXPORT LICENSE

The Contractor shall comply with Sections 38-40 of the Arms Export Control Act (AECA) (22 U.S.C. 2778-2780) and the International Traffic in Arms Regulations (ITAR) (22 CFR Parts 120-130) as required, for the prosecution of work under this contract at no additional cost to the Government. Failure to be in compliance with AECA and ITAR by date planned for commencement of contract performance as well as during the entire performance of work under this contract may result in contract termination. Any penalties rendered to the Contractor, as a direct result of being found non-compliance with AECA and ITAR will be the responsibility of the Contractor. For additional information on AECA and ITAR, see http://www.pmddtc.state.gov/.

A clear English language description of Technical Specifications AND Pictures are required with the submission of quote.

7. INSPECTION AND ACCEPTANCE

The equipment shall be delivered to the delivery location mentioned above for inspection and acceptance.

The INL logistics team shall assign and inventory sticker on all non-expendable items, with an assigned INL serial number that facilitates End Use Monitoring if applicable.

INL Kyiv may coordinate an inspection at vendor or OEM location to inspect quality control / quality assurance.

8. PERIOD OF PERFORMANCE (POP)

Performance period for this contract will be no more than 180 days from the date of award. The Contractor shall interpret any reference made to days, as calendar days.

9. EVALUATION FACTORS

See Attached Technical Evaluation Factors Supplemental for additional information.

The following information should be carefully reviewed by any vendor contemplating an offer for this contract:

INL reserves the right to reject a quotation that is technically unacceptable, unreasonably high in price, or missing required information.

To be considered for award, the contractor must be determined by the Contracting Officer to be responsible in accordance with the standards described in FAR 9.104-1.

To be considered for award, the contractor must be registered in SAM (www.sam.gov). Exceptions to this requirement are enumerated in FAR 4.1102.

INL will award the contract to the vendor whose offer or is in compliance with the terms of the RFP to include the technical information required.

The offer conforms to the requirements found within the solicitation and its attachments and provides the necessary information required within its contents.

Responses to requirements include an approach that meets or exceeds minimum requirements.

Submissions must include sufficient detail for effective evaluation and substantiation of stated claims.

Submissions must provide convincing rationale for how requirements will be met.

Responses to requirements do not rephrase or restate the Government’s requirements.

Proposed Work Plan: The Contractor’s proposal should include detailed information about the following:

Logistical aspects: Detail any additional costs that would result due to logistics. At a minimum, the Contractor should explain in detail the following:

· Proposed timeline including time for the drafting of the final report;

· Proposed travel of team members.

· Performance measures: The plan should provide a detailed explanation of methods to be used to ensure that all requirements are met: timeline, costs, objectives, and resources.

Experience: In addition to reviewing individual team member experience, INL will carefully review past performance and experience of the proposed contractor. Please provide at least three examples of previous projects similar to this solicitation. The examples can focus on one or more aspects of this solicitation; however, at a minimum, examples should provide relevant experience for each of the criteria listed within the contractor requirements and deliverables.

10. CONFIDENTIALITY CLAUSE

The Contractor and its employees shall exercise the utmost discretion concerning all matters relating to their duties and functions. They shall not communicate to any person any information known to them by reason of their performance of services under this contract, which has not been made public, except in the necessary performance of their duties or upon written authorization of the Contracting Officer

All documents and records (including photographs) generated during the performance of work under this contract shall be for the sole use and become the exclusive property of the Ukrainian Government. Furthermore, no article, book, pamphlet, email, recording, broadcast, speech television appearance, film or photograph concerning any aspect of work performed under this contract shall be published or disseminated through any media without the prior written authorization of the Contracting Officer. These obligations do not cease upon the expiration or termination of this contract. The Contractor shall include the substance of this provision in all contracts of employment and in all subcontracts hereunder.

11. DOS QUALITY PROCEDURE

The purpose of this procedure is to Document the Quality Process for Receiving, Inspection, Packaging and Shipping Orders for the Department of State (DOS). The quality process plan should include detailed descriptions on receiving, inspection, discrepancy process, labeling, packaging, and shipping orders in coordination with DFS.

Receiving To ensure incoming items are exactly what was ordered. Discrepancies will be reported to COR in an excel format. The goal is to ensure that all items are correct, free of visible damages / scratches, and document the process in a receiving document.

Order Fulfillment This process is integral in preparing proper shipping labels and accountability. During this process, any serial numbers associated with the items will be confirmed.

Labeling and Shipping As inspections are completed, identification of each box with a label is required. Any hazardous materials are noted and further inspection and labeling of such is performed by our freight forwarder. Hazardous materials are then sent separate from non-hazardous materials. The inspected boxes are then placed on a pallet and coordination with COR and DFS will begin.

Quality Once it is decided that an order is ready for shipping, the pallets are wrapped and weighed. Pallets are wrapped in black stretch wrap to conceal the contents. Security tape is then added to the four sides of the wrapped pallet to easily identify if a pallet has been opened or tampered with after it leaves our facility. Pallet count labels are also applied to the exterior (ie. pallet 1 of X). A detailed packing list is created per order that shows which items are on which pallets, thus making it easier to track and identify where items are in a shipment.

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