RFP 19AQMM21R0340.pdf

19AQMM21R0340

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24 & 30

1. REQUISITION NUMBER

5. SOLICITATION NUMBER

19AQMM21R0340

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

09/29/2021

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Stephanie Reid-Smith

b. TELEPHONE NUMBER (No collect calls)

c. EMAIL Reid-SmithSJ@state.gov

8. OFFER DUE DATE / LOCAL

TIME

11/12/2021 03:00:00

CODE LMAQM

OFFICE OF ACQUISITION MANAGEMENT (A/LM/AQM)

PO BOX 9115, ROSSLYN STATION

US DEPARTMENT OF STATE

ARLINGTON, VA 22219

9. ISSUED BY UNRESTRICTED OR X SET ASIDE: % FOR

X SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS: 493110

SIZE STANDARD:

10. THE ACQUISITION IS

SEE

SCHEDULE

11. DELIVERY FOR FOB DESTINATION

UNLESS BLOCK IS MARKED

12. DISCOUNT TERMS

13a. THIS CONTRACT IS

RATED ORDER UNDER DPAS

(15 CFR 700)

13b. RATING

RFQ IFB X RFP

14. METHOD OF SOLICITATION

LMAQMCODE15. DELIVER TO

OFFICE OF ACQUISITION MANAGEMENT (A/LM/AQM)

PO BOX 9115, ROSSLYN STATION

US DEPARTMENT OF STATE

ARLINGTON, VA 22219

CODE16. ADMINISTERED BY

FACILITY

CODE

CODE

Contact Duns Telephone No.

17a. CONTRACTOR/

OFFEROR

CODE18a. PAYMENT WILL BE MADE BY

GLOBAL FINANCIAL SERVICES CENTER, CHARLESTON,

SOUTH CAROLINA

PO BOX 150008; Fax To: 1-866-483-3436

ATTN: OFFICE OF CLAIMS

CHARLESTON, SC 29415-5008

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER SEE ADDENDUM

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS

CHECKED

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/SERVICES

(Use Reverse and/or Attach Additional Sheets as Necessary)

21. QUANTITY 22. UNIT 23. UNIT PRICE 24. AMOUNT

See Line Items Section

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

X 28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN 1 COPIES TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH

OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE

TERMS AND CONDITIONS SPECIFIED.

29. AWARD OF CONTRACT: REF. _____________________________ OFFER

DATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK 5)

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN,

IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF THE CONTRACTING OFFICER (TYPE OR PRINT) Stephanie Reid-Smith

31c. DATE SIGNED 09/29/2021

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 02/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

CGFS : : CGFS

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _________________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

PARTIAL FINAL

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

COMPLETE PARTIAL FINAL

36. PAYMENT 37. CHECK NUMBER

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 02/2012) BACK

Line Item Summary

Solicitation Number:

19AQMM21R0340

Contract Number: Title: Warehouse Rental and Services Brownsville, Texas

Date of Solicitation:

09/29/2021

Line Item No.

Description Quantity Unit Unit Price Total Cost

001 Section 4.4 of SOW – Transportation / Transition in/out – Laredo, Texas to Brownsville, Texas (Cost Reimbursable) Type of Contract Pricing:

Doc Ref No:

Delivery Date FOB:

1.00 LT

002 Rental of Warehouse Facility, with a valid Customs Trade Partnership Against Terrorism (CTPAT) certification: Brownsville, Texas (Firm-Fixed) Type of Contract Pricing:

Doc Ref No:

Delivery Date FOB:

12.00 MO

003 Complete warehousing services in Brownsville, Texas, as outlined in the Statement of Work, to include labor hourly and overtime rates (Firm- Fixed) Type of Contract Pricing:

Doc Ref No:

Delivery Date FOB:

12.00 MO

1001 OPTION YEAR ONE

Rental of Warehouse Facility, with a valid Customs Trade Partnership Against Terrorism (CTPAT) certification:

Brownsville, Texas (Firm-Fixed) Type of Contract Pricing:

Doc Ref No:

Delivery Date FOB:

12.00 MO

1002 OPTION YEAR ONE

Complete warehousing services in Brownsville, Texas, as outlined in the Statement of Work, to include labor hourly and overtime rates (Firm-Fixed) Type of Contract Pricing:

Doc Ref No:

Delivery Date FOB:

12.00 MO

2001 OPTION YEAR TWO

Rental of Warehouse Facility, with a valid Customs Trade Partnership Against Terrorism (CTPAT) certification:

Brownsville, Texas (Firm-Fixed) Type of Contract Pricing:

Doc Ref No:

Delivery Date FOB:

12.00 MO

2002 OPTION YEAR TWO

Complete warehousing services in Brownsville, Texas, as outlined in the Statement of Work, to include labor hourly and overtime rates (Firm-Fixed) Type of Contract Pricing:

Doc Ref No:

Delivery Date FOB:

12.00 MO

3001 OPTION YEAR THREE

Rental of Warehouse Facility, with a valid Customs Trade Partnership Against Terrorism (CTPAT) certification:

Brownsville, Texas (Firm-Fixed) Type of Contract Pricing:

Doc Ref No:

Delivery Date FOB:

12.00 MO

3002 OPTION YEAR THREE

Complete warehousing services in Brownville, Texas, as outlined in the Statement of Work, to include labor hourly and overtime rates (Firm-Fixed) Type of Contract Pricing:

Doc Ref No:

Delivery Date FOB:

12.00 MO

Line Item Summary

Solicitation Number:

19AQMM21R0340

Contract Number: Title: Warehouse Rental and Services Brownsville, Texas

Date of Solicitation:

09/29/2021

Line Item No.

Description Quantity Unit Unit Price Total Cost

4001 OPTION YEAR FOUR

Rental of Warehouse Facility, with a valid Customs Trade Partnership Against Terrorism (CTPAT) certification:

Brownsville, Texas (Firm-Fixed) Type of Contract Pricing:

Doc Ref No:

Delivery Date FOB:

12.00 MO

4002 OPTION YEAR FOUR

Complete warehousing services in Brownville, Texas, as outlined in the Statement of Work, to include labor hourly and overtime rates (Firm-Fixed) Type of Contract Pricing:

Doc Ref No:

Delivery Date FOB:

12.00 MO

52.252-1 - Solicitation Provisions Incorporated by Reference (Feb 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

https://https://www.acquisition.gov/browse/index/far [Insert one or more Internet addresses] (End of provision) Clause Title Fill-ins

52.242-15 Stop-Work Order (Aug 1989)

52.203-3 Gratuities (Apr 1984)

52.212-4 Contract Terms and Conditions-Commercial Items (Oct 2018)

52.215-2 Audit and Records-Negotiation (Jun 2020)

52.216-7 Allowable Cost and Payment (Aug 2018)

52.249-8 Default (Fixed-Price Supply and Service) (Apr 1984)

52.249-6 Alt IV Termination (Cost-Reimbursement) (May 2004) - Alternate IV (Sept 1996)

52.249-2 Alt I Termination for Convenience of the Government (Fixed-Price) (Apr 2012) -

Alternate I (Sept 1996)

52.232-33 Payment by Electronic Funds Transfer-System for Award Management (Oct

2018)

52.232-35 Designation of Office for Government Receipt of Electronic Funds Transfer

Information (Jul 2013)

Clause Title Fill-ins

52.223-6 Drug-Free Workplace (May 2001)

52.224-1 Privacy Act Notification (Apr 1984)

52.224-2 Privacy Act (Apr 1984)

52.228-5 Insurance-Work on a Government Installation (Jan 1997)

52.237-2 Protection of Government Buildings, Equipment, and Vegetation (Apr 1984)

52.237-3 Continuity of Services (Jan 1991)

52.242-13 Bankruptcy (July 1995)

52.244-2 Subcontracts (Jun 2020)

52.249-14 Excusable Delays (Apr 1984)

652.243-70 NOTICES (AUG 1999)

52.245-1 Government Property (Sep 2021)

52.242-14 Suspension of Work (Apr 1984)

52.211-13 Time Extensions (Sept 2000)

52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Dec

2013)

52.233-4 Applicable Law for Breach of Contract Claim (Oct 2004)

52.225-25 Prohibition on Contracting with Entities Engaging in Certain Activities or

Transactions Relating to Iran--Representation and Certifications (Jun 2020)

52.203-11 Certification And Disclosure Regarding Payments To Influence Certain

Federal Transactions (Sept 2007)

52.222-38 Compliance with Veterans' Employment Reporting Requirements (Feb 2016)

52.214-35 Submission of Offers in U.S. Currency (Apr 1991)

52.215-16 Facilities Capital Cost of Money (June 2003)

52.212-1 Instructions to Offerors-Commercial Items (Sep 2021)

52.214-34 Submission of Offers in the English Language (Apr 1991)

52.217-5 Evaluation of Options (July 1990)

B-010 - TYPE OF CONTRACT

This will be a FIRM-FIXED price for warehouse rental, warehouse services, labor hourly and overtime rates; Cost Reimbursable for Transition in/out; single-award contract.

(end of clause)

C-001 - STATEMENT OF WORK

STATEMENT OF WORK FOR

Bureau of International Narcotics and Law Enforcement Affairs U. S. Embassy Mexico City

RENTAL OF A WAREHOUSE FACILITY AND WAREHOUSING SERVICES - BROWNSVILLE, TEXAS

NOTE: This REQUIREMENT is 100% SMALL BUSINESS SET-ASIDE

1. GENERAL

The offeror shall provide the equipment, services, documentation, and all miscellaneous requirements necessary to accomplish the efforts described in this Statement of Work (SOW).

The U. S. Department of State is supporting the Merida Initiative in an ongoing, long-term agreement between the U. S. and Mexican Governments to detect, deter, prevent, and mitigate criminal activity in Mexico and its effects in both Mexico and the United States.

As an important part in the donation process, INL products and cargo need to be stored in a safe, secure, and dedicated warehouse storage facility until items are ready for importation to Mexico.

1.1 Acronyms

INL - Bureau of International Narcotics and Law Enforcement Affairs

SOW – Statement of Work

PO - Purchase Order

COB - Close of business day

COR - Contracting Officer's Representative

USG – U.S. Government

CTPAT - Custom Trade Partnership Against Terrorism

NAICS FOR THIS REQUIREMENT

The North American Industry Classification System (NAICS) code for this acquisition is:

493110 - General Warehousing and Storage

2. BACKGROUND

INL is part of the U. S. Department of State’s multi-faceted response to transnational criminal activity. Dedicated to strengthening criminal justice systems, countering the flow of illegal narcotics, and minimizing transnational crime, INL plays a key role in leading the development and synchronization of U. S. international drug and crime assistance. INL’s technical support is tailored to bolster capacities of partner countries through multilateral, regional, and country-specific programs.

The Merida Initiative, signed in 2008, is an unprecedented partnership between the United States and Mexico to fight organized crime and associated violence while furthering respect for human rights and the rule of law. Under the Merida Initiative, the United States has forged strong partnerships to support Mexico’s efforts toward implementation of criminal justice reforms at the federal and state levels.

In support of the Merida Initiative, the INL section of the American Embassy in Mexico City is requesting to contract with a company to provide warehouse rental/services. The warehouse shall possess a valid CTPAT warehouse certification (Customs Trade Partnership Against Terrorism) in Brownsville, Texas to store mission critical items prior to importing them into Mexico.

The offeror shall consider that a CTPAT Warehouse facility (Customs Trade Partnership Against Terrorism) is a voluntary supply-chain security program led by U. S. Customs and Border Protection (CBP) focused on improving the security of private companies’ supply chains with respect to terrorism. Companies who achieve CTPAT certification must have documented procedures to screen prospective customers for validity, financial soundness, the ability of meeting the contractual security requirements, and the ability to identify and correct security deficiencies as needed.

3. OBJECTIVE

The principal objective of this task is to acquire warehousing services at a dedicated CTPAT warehouse facility in Brownsville, Texas for INL/Mexico. These warehousing services must include receiving, storing, loading, offloading, inventorying, spot-checking, packaging, and properly maintaining of all INL items that either arrive or depart the warehouse facility. This includes providing the necessary equipment and manpower as described in Section 4.1, subsection h), needed to perform adequately and professionally warehousing services outlined in this SOW. The offeror is completely liable for the safeguard of all the property stored during the entire period of performance of this contract.

4. SCOPE OF WORK

NOTE 1: Offerors shall specifically address "each" of the Government's requirements and not simply restate or rephrase the Government's requirements. Offerors shall concisely address how their proposed services will benefit the Government’s requirement, as outlined in this solicitation.

4.1. WAREHOUSE FACILITY

The offeror must provide warehousing services at a dedicated CTPAT warehouse facility located in BROWNSVILLE, TEXAS. The warehouse must consist of space that can safely and securely store INL items before they are imported into Mexico. The warehouse facility must be completely covered and free of leaks or any other operational defects.

The warehouse facility should include a clearly designated space, secured with an operational Closed-Circuit Television (CCTV), an operational alarm system, a secured fenced (already installed) and well-lit outside space or outside yard that can be used for storage of large items, such as vehicles or trailers (see approximate dimensions below). Prior to storing any item outside, the offeror must notify the INL Logistics point of contact for approval to store an item outside.

NOTE 2: If the proposed warehouse does not have an existing fenced yard, the offeror shall have a secured fenced installed no-later-than 10 calendar days after the actual date of contract award.

As a verification and control method and to avoid any misuse of the system itself, the offeror shall make available access of the required CCTV system to the headquarters administrator of this contract and not solely accessible to the personnel assigned to work at the CTPAT warehouse facility in Brownsville, Texas.

It is not required that the CTPAT warehouse facility be completely dedicated to INL only. The warehouse space may be shared with items from other companies. However, if the CTPAT warehouse facility is communal:

- All INL items must be clearly and physically collocated together at all times

- A physical barrier (e.g., delineator posts, bollards, space guards, barricades, etc.) must separate INL items from other customers' items being stored at the facility

Stacking of crates or skids is not permitted under no circumstances at any given time, and crates and skids must be racked using a heavy-duty adjustable racking system (to accommodate different dimensions and weight of equipment / products) already installed on site prior to proposal(s) submission but not later than 10 calendar days after the actual date of contract award. Offerors shall confirm in their proposals that the heavy-duty racking system is adjustable. Should an item(s) be too large and/or awkwardly shaped to properly fit on the adjustable racking system, the offeror must inform INL Logistics upon delivery, INL Logistics will determine appropriate steps to be followed. Should the requirement for a special placement within the warehouse become necessary, the offeror must also obtain prior approval from INL Logistics before the item/equipment is placed or assigned in an alternate location.

Offerors must have an internal and automated accountability system showing the location of all INL delivered and received equipment at any given time (i.e., automated inventory system known as Sortly).

NOTE 3: Offerors are advised that the government WILL conduct a post-proposal site visit of each proposed CTPAT warehouse facility included in offerors’ proposal. This is to ensure all the proposed warehouse facilities follow specifications defined in this statement of work (Please see below specifications).

NOTE 4: Because of the COVID-19 pandemic restrictions, virtual visits may be conducted of the proposed facilities. Once notified, the Offeror shall organize, establish, and provide the required connection to accommodate a complete virtual visit (i.e., Webex, ZOOM, Microsoft Teams, etc.) of the proposed warehouse.

4.2 WAREHOUSE OPERATIONS/SERVICES

As part of the warehousing operation, the offeror must offer a minimum of 13,500 square feet (indoor space), 3,000 square feet (outdoor space), with a maximum of 16,500 square feet, as well as provide storage services for the following:

a) Regular sized and large sized vehicles (approximate dimensions: L 20ft, W 8ft, H 8ft) - Approximately 15 vehicles (on average) will be stored at the facility

b) Medium to large vehicles with x-ray screening systems for oversized cargo (L 26ft, W 10ft, H 10ft) - Approximately five (5) such vehicles (on average) will be stored at the facility

c) Small, medium, large, and irregular sized boxes with approximate dimensions ranging from L 12in, W 11in, H 2in to L 3ft, W 3ft, H 3ft or beyond - the approximate number of boxes required in this category is unknown. Offerors must be prepared to accommodate boxes (all sizes and weights) in this category upon demand.

d) Up to approximately 1,000 skids or crates with approximate dimensions of L 7ft, W 4ft, H 7ft or beyond; approximate weight of boxes (described in paragraph “c”) is up to 40 pounds and crates/ skids between 80 pounds up to one (1) ton.

e) Approximate space required for storage of INL items is on average 3,000 square feet outdoors and 13,500 square feet indoors, these to store approximately 1,000 crates or skids ranging from all the sizes listed above.

f) The offeror is completely liable for the safeguard of all the property stored during the entire period of performance of this contract, from its arrival until its departure the warehouse facility.

g) The offeror must provide loading and offloading services for every truck received and every truck that departs the warehouse.

h) Provide a proposed listing of appropriate equipment that includes but is not limited to standard (5000 lbs.) and overweight (35,000+ lbs.) forklift, propose heavy-duty equipment required to load and offload containers (i.e., 6000 lbs. L=96” x W=77”x H=96” and 6500 lbs. L=96” x W=77”x H=96” / see photo at Appendix D), dolly, ramps, and manpower to unload and load all shipments that arrive at or departs from the CTPAT warehouse in Brownsville, TX, including for storage maneuvers from one location to another within the warehouse.

NOTE 5: The proposed heavy-duty equipment is not only required for loading and unloading containers during the transition in/out phase of the solicitation but may be required for future shipments. If the proposed heavy-duty equipment must be rented, Offerors shall include the rental fee in their cost proposal for the base and all option years (12-months each).

All the above special requirements listed from section 4.1 subsections a) through h) are a part of the total square footage required and the not-to-exceed total of 16,500 square feet for both the indoor and outdoor space.

NOTE 6: Outside yard storage of crates or skids is not permitted unless the expressed written authorization has been provided, 10 calendar days in advance by INL Mexico.

4.3 SPECIFIC REQUIREMENTS

In accordance with USG regulations, the offeror is completely liable for the safeguarding of all property stored during the entire period of performance, and must properly and accurately provide receiving, storing, loading, offloading, inventorying based on the Purchase Order (PO), regular spot-checking, and properly managing of all INL items that either arrive or depart the warehouse facility. This includes:

4.3.1 Reception of goods upon arrival, physical inspection of all incoming goods (piece by piece) and tagging of each arriving item (see Section 6.1 for details). This shall be done according to INL Logistics instructions based on USG regulations, which will be provided to the offeror upon contract award. INL Logistics will provide the tag labels to be used for this purpose. An INL Logistics employee will visit the offeror’s facility to train the offeror’s personnel assigned to work at the Brownsville CTPAT warehouse facility to clarify any arising question.

The offeror must consider that the reception of the goods and the physical inspection of any arriving item must be completed NLT 24 hours after arrival. Just in case the amount and complexity of the arriving items require additional time, INL Logistics will provide a written authorization on a case-by-case basis to extend this POP.

4.3.2 Perform inventory and physical inspection of all inbound deliveries to ensure it matches the corresponding Purchase Order (PO) and packing list. INL Logistics will provide the PO and packing inspection information must be included on the daily warehouse report (see Appendix A for example) and send it to the following electronic address: MexicocityINLlogistics@state.gov.

4.3.3 Loading and unloading for up to 1,000 skids, vehicles, and different sized boxes. These boxes, skids and vehicles may be regular or oversized, as noted in Section 4. The operation of required equipment such as forklifts (standard and/or overweight) and other unloading/loading equipment is required as needed basis. See Section 4.1 subsection h) for approximate dimensions and equipment required to be handled by the personnel assigned to work at the Brownsville CTPAT warehouse facility).

4.3.4 In & Out services (see Section 6.3 for details) for up to 1000 skids, different sized boxes, and vehicles (see Section 4.1 for approximate dimensions).

4.3.5 Designated area for up to 1,000 skids (some potentially oversized), different sized boxes and regular and large sized vehicles (see Section 4.1 for approximate dimensions).

4.3.6 Offeror shall receive INL Purchase Orders (POs) and, through inspection, compare them with goods described in such document. INL Logistics will send the POs to the offeror prior to arrival with supporting documentation as needed. For items received at the warehouse facility that do not match the INL PO, or any missing or damaged item, the offeror must immediately notify INL Logistics of the discrepancy by email and / or telephone call within six (6) hours after arrival as a preliminary notice and 24 up to 48 hours to submit a written missing/damaged report, including photographs after a detailed inspection has been conducted (see Section 6.4 for details).

4.3.7 Offeror will be required to perform pick and pack for some shipments (see Section 6.2 for details).

4.3.8 Offeror must locate a label on the outside of every box and/or pallet to identify the label with the information contained in Appendix B. Using this method, the offeror will provide information to associate every PO with a specific INL program so every INL program is able to determine how many items they have in storage at any given time. The offeror must also store items that share the same outside labels in the same area. All items pertaining to a specific INL program must be stored together in the same area so each INL program can easily determine which stored items pertain to their programs. Preferably, these INL items, as deemed appropriate, will be stored on racks for organizational and safety purposes. An INL Logistics employee will review these procedures in detail with the offeror.

4.3.9 Any vehicle or motorized item received at the warehouse facility must be stored in a safe, secured, and monitored area. This area may consist of an outside space or yard provided it is clearly designated as an INL storage area, secured with a CCTV system, well-lit and fenced.

NOTE 7: If the proposed warehouse does not have an existing fenced yard, the offeror shall have a secured fenced installed no-later-than 10 calendar days after the actual date of contract award.

4.3.10 Once the Custom Broker finalize the “previo” inspection and goods are ready for shipment, the offeror shall tape each outgoing package with the security tape provided by INL Logistics. The offeror is responsible of the correct partition and counting of any outgoing shipment, as per established in the donation folio.

4.3.11 In regard to departing cargo, once all cargo is completely loaded on trucks and ready for departure, the offeror shall place a metal seal (provided by INL Logistics) on every departing truck. Prior to departure, the offeror shall take photographs of each seal and must provide such photos to INL Logistics. The offeror must confirm shipment by email to INL Logistics once any truck departs the warehouse and shall upload the photos into their web application preferably at the time of departure (on the same day of shipment), but no later than 24 hours after shipment.

4.3.12 In reference to transportation service; in case of truck(s) arriving to the warehouse in poor condition (i.e., with leaks, holes, open or uncovered areas) or any other circumstance that could jeopardize the shipment (such as block and bracing not in place), the offeror shall immediately (via telephone and email) report it to INL Logistics, while the truck is present and await INL’s further instructions on how to proceed.

The offeror shall request the Bill of Lading (BOL) document from the driver of the truck upon arrival and compare this document with the information previously provided by INL Logistics. If this information is different, the offeror shall immediately (via telephone and email) report it to INL Logistics, while the truck is present and await INL’s further instructions on how to proceed.

The offeror shall notify INL Logistics of any other issues or concerns that may arise with the transportation service, while the truck is present and await INL’s further instructions on how to proceed.

4.3.13 The offeror shall maintain daily warehouse reports (see Appendix A for example) including photographs of each item and send them to INL Logistics at the following electronic address: MexicocityINLLogistics@state.gov by COB on the same day the items are received.

The offeror must indicate the following information in the daily reports:

- Number of pallets that enter and leave the warehouse

- Number of items tagged according to INL instructions

- Include the above information in an updated inventory

The daily report format will be confirmed and agreed upon by the COR of the contract before the offeror begins using it.

4.3.14 INL property shall be stored in a secure and safe area. The warehouse shall be completely free of leaks or any other operational defects.

4.4 LABOR REQUIREMENTS

Offeror shall provide receiving activities at the Warehouse Facility in Brownsville, TX, Monday through Friday from 8:00 a.m. to 5:00 p.m. (local time), with one hour for lunch.

At a minimum, the offeror shall provide TWO (2) full-time bilingual employees (English and Spanish) to work at the Brownsville CTPAT warehouse facility. The total hours per year/per employee is 2,088 hours.

NOTE 8: This contract does include holidays. If a holiday falls on a weekday, the warehouse shall not be opened, and employees are paid at normal pay rate.

These personnel shall perform all warehouse services required/noted within this Statement of Work. The offeror shall include resumes of potential employees with their proposal submission.

The Offeror's proposal shall include resumes and current certifications showing qualifications of all key personnel showing relevant experience, skills, licenses, and other unique qualifications that demonstrates his/her abilities to manage details described in the Statement of Work. The resume shall detail personnel's specific experience in warehousing services and proven experience in operating the specialized machinery listed in 4.1 subsection h). The offeror must provide immediate availability of proposed personnel and qualifications to enable lowest risk and shortest transition time, which is a key evaluation factor.

4.4.1. OVERTIME HOURS

Overtime hours may be required under this contract. If overtime hours are requested by INL Logistics, the offeror shall request approval for overtime hours in writing and must receive PRIOR approval by the COR (for overtime hours established at contract award) before overtime is performed. Request for overtime above the established contract amount (240 hours per year) SHALL receive PRIOR written approval from the Contracting Officer, BEFORE any overtime hours are performed.

No overtime hours will be paid without the expressed "prior written approval" of the CO/COR.

4.4.2 KEY PERSONNEL - ENTER JOB TITLES AND DESCRIPTION

Warehouse Manager

Responsibilities:

- Maintains receiving, warehousing, and distribution activities by initiating, coordinating, and enforcing operational, and personnel policies and procedures in compliance with the present SOW.

- Complies with federal, state, and local warehousing, and shipping requirements; enforcing adherence to requirements in the SOW; advising management on needed actions.

- Collaborates and communicates with INL Logistics Team, and others involved in the shipment and receipt of goods.

- Safeguards warehouse operations and contents by establishing and monitoring security procedures and protocols.

- Controls inventory levels by conducting physical counts; reconciling with data storage system.

- Manages the shipment and receipt and inspects of all products, materials, and supplies as specified in the present SOW.

- Inspects and verifies incoming goods against POs or other documents, records shortages and rejects damaged goods

- Maintains physical condition of warehouse by planning and implementing new design layouts; inspecting equipment distribution as per established in the SOW.

- Completes warehouse operational requirements following up on work results as outlined in the SOW.

- Maintains warehouse staff job results by coaching, planning, monitoring. This position might serve as the backup of the

Shipping Assistant as required. Therefore, the incumbent must hold a certification in the use of standard and heavy-duty forklift, or other equipment to load, unload, transport and store goods.

- Maintains internal record-keeping systems

- Contributes to team effort by accomplishing related results as needed.

- Provides deliverables as established in the SOW.

Skills and Qualifications:

- Demonstrate Supervision and Safety Management abilities.

- Demonstrate Inventory Control and Reporting Skills.

- Demonstrate Bilingual language in English and Spanish.

- Able to work independently and within a team

- Current Forklift Certification

Education, Experience, and Licensing Requirements:

- At a minimum, five years in logistics, or warehousing experience

Shipping and Receiving Assistant

Responsibilities:

- Manages the shipment and receipt and inspects of all goods, materials, and supplies as outlined in the present SOW.

- Collaborates and communicates with INL Logistics Team, and others involved in the shipment and receipt of goods.

- Tracks, traces, and updates the status of incoming and outgoing shipments.

- Promptly unloads/ loads trucks and deliveries

- Maintains an accurate information of daily moves, scanning inventory, and counting accurately.

- Provides additional backup support for the warehouse manager as required.

- May operate forklift, hand truck or other equipment to load, unload, transport and store goods

- Maintains internal record-keeping systems

- Assembles pallets and crates, packs goods to be shipped and prepares identifying information and shipping instructions as outlined in the present SOW.

- Provides deliverables as established in the SOW.

Skills and Qualifications:

- Demonstrate receiving and stocking abilities

- Demonstrate pulling, packing, and loading abilities

- Demonstrate Bilingual language in English and Spanish.

- Able to work independently and within a team

Education, Experience, and Licensing Requirements:

- At a minimum, two years in logistics, or warehousing experience

Any change to key personnel must be approved in advance/in writing by the CO and COR of the contract. In case of any temporary coverage(s) for any key personnel due to leave or any other situations, the employee(s) to cover key personnel must be preapproved (in advance) in writing by the CO and COR and shall have qualifications at or exceeding the employee being substituted.

4.4.3 RECRUITMENT RETENTION AND TRAINING PLAN

Recruitment/Retention/Training- Offerors shall include a complete personnel recruitment, retention strategies, and staff training plan. Specifically, address how the Offeror plans to recruit and retain positions that may require long lead times to fill. Offerors shall concisely address COVID-19 Pandemic restrictions, discuss capabilities to augment staff to perform duties under expanded workloads, and applicable COVID-19 testing and attestation of vaccination status for domestically based employees.

4.5 TRANSPORTATION / TRANSITION IN AND OUT

The offeror shall be responsible for conducting a 100% inventory with the existing service provider prior to the transfer of any INL Property from the current rented warehouse located in Laredo, Texas and transport items to the new facility located in Brownsville, Texas. The transition period may be a minimal of 14 calendar days but not more than 30 calendar days. To fulfill the entire transfer, the current inventory consists of approximately sixteen 53’ Dry Box trucks and four flat beds. Offerors shall use these totals in the preparation of their technical and costs proposals.

NOTE 9: The current service provider will be responsible for loading maneuvers of INL Property, except for the containers.

The awardee shall load all containers, which requires the use of heavy-duty equipment. The awardee is responsible for ensuring heavy-duty equipment is available during the transition in/out phase.

Under the coordination of INL personnel, the offeror must conduct a complete inventory of all items leaving the current warehouse located in Laredo, TX along with the current warehousing service provider personnel and INL Mexico representatives on site. For such purposes, the offeror shall consider a week (from Monday through Friday) prior to the shipment date confirmed by INL to run and complete the afore mentioned inventory. In addition, the offeror must conduct a second complete inventory upon arrival to the new facility located in Brownsville, TX. The offeror is completely liable for the safeguard of all INL property during the transit from acceptance in Laredo’s warehouse to delivery in Brownsville, TX.

The offeror must ensure that transportation service shall include block & bracing, provide free of leaks units, monitoring and maneuvers for offloading at the arrival to their facilities in Brownsville, TX. Once the shipment arrives to the Brownsville facilities, the offeror shall send the completed inventory report via email to the COR and INL Logistics no later than 15 business days after receiving the complete inventory.

5. DELIVERABLES

NOTE 10: It is the Offeror's responsibility to ensure all notifications/deliverables/reports are received by INL Logistics via confirmation of receipt notice

The offeror is required to provide the following deliverables:

a) Daily warehouse report: example attached as Appendix A. The report format must be approved and confirmed by the COR of the contract. This report shall be sent daily by close of business day / 5:00 p.m. to INL Logistics email address as described in Section 4.2.

b) Weekly warehouse report: this report format shall be developed by the offeror and must be approved by the COR. The report shall be sent to the INL Logistics Email addressMexicocityINLLogistics@state.gov and to the COR of the contract by close of business, 5:00 p.m., every Friday. This report must include a summary of all the activities performed on this contract during the week for warehousing services rendered.

c) Notice of apparent damage or missing item (s) Email: This Email format shall be developed by the offeror and must be approved by the COR. The email shall be sent by the offeror to the INL Logistics Email address MexicocityINLLogistics@state.gov and to the COR on the contract no later than 12 hours after arrival of goods. INL Logistics must acknowledge receipt of notice otherwise, the offeror shall not assume that INL is aware of any damage. In cases where the offeror does not report an incident as requested, the offeror is liable for any damage reported after this period and the offeror shall replace the damaged item(s) at their own expense, also considering the cost for the importation into Mexico, if applicable.

d) Damaged and Missing report: This report shall be developed by the offeror and must be approved by the COR. The report shall be sent to the INL Logistics’ Email address and to the COR on the contract no later than 48 hours after arrival of the goods. INL Logistics must acknowledge receipt of notice otherwise, the offeror shall not assume that INL is aware of any damage. In cases where the offeror does not report an incident as requested, the offeror is liable for any damage reported after this period and the offeror shall replace the damaged item(s) at their own expense, also considering the cost for the importation into Mexico, if applicable.

e) Emergency report: This report format shall be developed by the offeror and must be approved by the COR of the contract. This report shall be sent by the offeror to the INL Logistics email address and to the COR of the contract within six (6) hours of finding the issue that could jeopardize any of INL stored item. INL Logistics must acknowledge receipt of notice otherwise, the offeror shall not assume that INL is aware of any damage. In cases where the offeror does not report an incident as requested, the offeror is liable for any damage reported after this period and the offeror shall replace the damaged item(s) at their own expense, also considering the cost for the importation into Mexico, if applicable.

6. SPECIAL REQUIREMENTS & COMMENTS

6.1 Physical Inspection

The offeror shall conduct a physical inspection by physically opening every box, package, pallet, or similar item to confirm the received item is in good condition and in accordance with the PO’s description and quantity. Counting boxes is NOT an indication of 100% accountability of items; EVERY box SHALL be opened and all items inside each box must be accounted for. If any missing or damage item is reported after the period described in Section 5, Deliverables, the offeror shall be responsible of replacing the damaged item at their own expense.

Additionally, the offeror shall be advised that an independent third-party customs broker service provider will conduct a pre-inspection prior to any shipment departing the warehouse. The purpose of this inspection is to prepare all the required paperwork for the importation process into Mexico and the offeror must allow warehouse access to the third-party customs broker service provider, upon written request. With this, the customs broker will perform regular previo inspections on any item about to be shipped/imported into Mexico, the offeror must consider that such previo inspection at no time or circumstances replaces the physical inspection considered as part of the warehousing activities described in this SOW.

6.2 Pick and Pack Services

The offeror shall provide pick and pack services (as required), when there are POs that are designated to more than one end-user. In those instances, the offeror will be required to separate, re-wrap and re-palletize items into multiple sets based on the number of end-users.

INL Logistics will send an email requesting Pick & Pack services when required, specifying all the information needed for this purpose (i.e., Donation Folio, PO Line item, quantities, and end user (s)).

6.3 In & Out Service

In & Out service refers to items that arrive or depart the warehouse facility and includes unloading and loading maneuvers related to any such items. The offeror must provide all necessary equipment and personnel to properly and safely load, and offload items as established in Section 4.1, subsection h. When loading is required, the offeror will be informed by INL Logistics, with a minimum 24-hour prior notice.

6.4. Cargo Loss or Damage

The offeror is completely liable for the safeguarding of all INL property from arrival to departure. The offeror must report any missing or damaged items that happened under the offeror’s care, custody, and control in the warehouse facility, as described in Section 5, Deliverables.

7. PERFORMANCE REQUIREMENTS & COMMENTS

The Offeror shall provide a primary and alternative customer service point of contact’s information to INL Mexico for the duration of the contract. Reports shall be sent to:MexicoCityINLLogistics@state.gov. In addition, if any urgent matter arises, the offeror shall contact INL Logistics personnel by mobile or landline at any time.

NOTE 9: It is the Offeror's responsibility to ensure all notifications/reports are received by INL Logistics via confirmation of receipt notice

The offeror shall have an internal and automated accountability system showing the location of all INL delivered and received equipment at any given time (i.e., automated inventory system known as Sortly), to properly organize the warehouse and have a sufficient inventory mechanism in place that shall maintain 100% accountability of every item stored/recorded.

As an additional accountability measure, offeror shall provide INL Logistics team web access to their automated inventory system.

Access to their webpage should include all deliveries, acceptance, and storage of INL’s information. This access shall not need installation by way of any plugin into the web browser or any additional software.

8. QUALITY ASSURANCE SURVEILLANCE PLAN

Refer to the following table for specific deliverables, timeline, penalty, and incentive for submission:

Contract #: TBD

Vendor: TBD

Site: BROWNSVILLE, TX

Date: TBD

Performance Measures Desired Outcome Minimum Acceptable

Quality Level

(AQL)

Surveillance Method Penalty/Incentive/ Remedy

Inside and outside facilities in compliance with the security requirements.

Inside facilities: Safe and Secure, completely covered and free of leaks or any other operational defects. Secured with a CCTV and an alarm system.

Delivery of rented facilities with all the security requirements as outlined in section 4.1 of the SOW.

The COR/ GTM, Receiving Assistant or designated INL Personnel shall ensure the requirement is being met by observing that the warehouse is in compliance with the

1% deduction for every calendar day late to correct any deficiency or non-compliance requirement. A maximum of 5% of the yearly contract value will be deducted.

Outside facilities: Fenced space or onside yard.

As required in Section

4.1 of the SOW.

required space and conditions at the post-proposal site visits.

Photos may be requested if a physical inspection is not possible.

Additionally, COR visits at least once a year will be conducted.

GTM and Receiving Assistant will visit the site at least twice per year to confirm the warehouse facilities are still in compliance with the requirement.

Equipment The offeror must provide at least the following equipment: (i.e.) standard and heavy-duty forklift, crane, dolly, ramps.

As required in Section 4.1, subsection h) of the

SOW.

Delivery of required equipment once the contract is awarded

The COR/ GTM and Receiving Assistant shall ensure the requirement is being met by observing the required equipment such as standard and heavy-duty forklift, dolly, crane, ramps provided by the offeror in the warehouse. This will be done at their site visits.

Photos may be requested if a physical inspection is not possible.

COR visits will be at least once a year.

GTM and Receiving Assistant site visits at least twice per year to confirm the required equipment is provided.

1% deduction for every business day late to provide the necessary equipment. A maximum of 5% of the yearly contract value will be deducted.

Staffing

The offeror must provide at least two full time bilingual certified individuals to work at the warehouse As required in Section

4.3 of the SOW.

Qualified two full time certified candidates that demonstrate relevant experience, skills, licenses and other unique qualifications that demonstrate the ability to manage the details described in the SOW.

The Evaluation Technical Panel shall ensure the requirement is being met by reviewing the resumes included as part of the proposals.

Additionally, COR visits at least once a year will be conducted.

GTM and Receiving Assistant site visits at least twice per year to confirm the required staff is provided.

0.3% deduction for every business day late to provide the required personnel. A maximum of 10% of the yearly cost of the vacant position (2088 hours’ times position hourly rate).

Transfer of INL Property.

100% compliance is required for the Transfer of INL Property from

Transfer will take place under INL Logistics coordination within the

INL Logistics personnel shall ensure all the property is transferred

3% deduction for every business day late to transfer the INL property

Laredo to Brownsville

TX.

As required in Section

4.4 of the SOW.

first four weeks once the contract is awarded.

from INL Laredo to INL Brownsville warehouse with no damages and on time.

Physical inspection by INL, Logistics personnel at the current warehouse in Laredo and at the new warehouse in Brownsville.

as required. A maximum of 5% of the yearly contract value will be deducted.

The offeror will be liable for any damage to the INL property or missing item during the transferring.

Perform inventories Perform an inventory in the current rented facilities at Laredo and in Brownsville TX.

As required in section 4.4 of the SOW.

Inventories will take place under INL Logistics coordination.

The first inventory will be done under INL coordination at INL current rented warehouse facility at Laredo, with current contractor’s staff along with the new offeror’s staff.

The second inventory will be done by the offeror no lather that 15 business days after INL property arrive to the new facilities in Brownsville, TX

Physical one-time only inspection by INL Logistics personnel during the first week of the contract.

INL Logistics personnel shall make sure that the offeror performs the complete inventory on time and as per the requirements, in coordination with the current warehousing services provider in Laredo, and once the property arrives to Brownsville’s new facilities.

The inventories will be completed within the first four weeks of the contract.

1% deduction for every provide the required inventory. A maximum of 5% of the yearly contract value will be deducted.

Automated accountability system

Provide an automated and free of bugs/ errors accountability system and includes all approved requirements. As required in Section 4.1 and 7 of the SOW.

Grants access to the automated accountability system to INL Logistics once the second inventory is completed and no later than five weeks once the contract is awarded.

The Evaluation Technical Panel shall ensure the requirement is being met by reviewing the description of the system.

Additionally, INL Logistics personnel shall ensure that this requirement is met by reviewing the automatic inventory and see how it works. Inspection by INL Logistics personnel through the web application at least twice a month.

Site Visits will be performed by the COR at least once a year and by GTM and Receiving Assistant at least twice per year to observe how the system works.

provide the required system or per calendar day that the system is not working. A maximum of 5% of the yearly contract value will be deducted.

Receiving process/ Physical inspection

The offeror’s personnel must receive and inspect any incoming item vs PO specification upon arrival to the warehouse. As part of this process, the offeror will be notified by INL Logistics when tagging is required.

As required in Section

4.2.1 ,4.2.2, 4.2.8 and 6.1 of the SOW.

Perform receiving process once any item arrives to the warehouse.

The offeror must include this information in the daily report. Please see Section 5 of the SOW.

The COR/GTM and Receiving Assistant shall ensure that this requirement is met by conducting visits on site.

COR visits will be at least once a year. GTM and Receiving Assistant site visits will be at least twice per year.

provide the goods reception. A maximum of 5% of the yearly contract value will be deducted.

2% deduction for every business day late to perform the physical inspection as required. A maximum of 5% of the yearly contract value will be deducted.

The offeror will be liable for any missing or damaged item resulting from not…