RFP 19MX53-24-R-0001 for GOV Insurance.pdf

RFP 19MX53-24-R-0001 for GOV Insurance

TABLE OF CONTENTS

Part I – The Schedule

Section A – Solicitation/contract form

• SF 33 cover sheet Section B – Supplies or Services and Prices/Costs Section C – Description/Specifications/Work Statement Section D – Packaging and Marking Section E – Inspection and Acceptance Section F – Deliveries or Performance Section G – Contract Administration Data Section H – Special Contract Requirements

Part II – Contract Clauses

Section I – Contract Clauses

Part III - List of Documents, Exhibits, and Other Attachments

Section J - List of Attachments

Part IV - Representations and Instructions

Section K - Representations, Certifications, and Other Statements of Offerors Section L - Instructions, Conditions, and Notices to Offerors Section M - Evaluation Factors for Award

Part I – The Schedule

Section B Supplies or Services and Prices/Costs

B.1 Scope of Services

The Contractor shall provide insurance coverage and management of the related services for all the U.S. Government-Owned Official armored and unarmored vehicles, trucks and motorcycles currently registered and to be registered by the U.S. Mission Mexico.

B.2 Type of Contract

This is a firm-fixed-price, Indefinite-Delivery Indefinite-Quantity contract with economic price adjustment.

B.3 Level of Effort

The Contractor shall furnish the supplies for the base period of the contract and any option years exercised by the Government at the rates shown in paragraph B.4, Prices/Premiums, below.

The quantities of supplies stated in the Schedule are estimates only and are not guaranteed by this contract. The Government guarantees the acquisition of the Minimum amount as stated in paragraph B.6, Minimum and Maximum Amounts.

JAMES ZADROGA 9/11 VICTIMS HEALTH AND COMPENSATION ACT OF 2010

NOTICE: UNLESS A WAIVER OR EXCEPTION APPLIES, PAYMENTS

SUBSEQUENT TO THIS PROCUREMENT ARE SUBJECT TO AN EXCISE TAX OF

2% PERSUANT TO 26 U.S.C. 5000C.

B.4 Prices/Premiums

Contractor’s premiums shall be all-inclusive to include personnel, administration, management, transportation, labor, materials, insurance (see FAR 52.228-4 and 52.228-5), deductibles, overhead, profit, and any other cost required to provide the services. The coverage is firm-fixed price per vehicle. The fixed prices established below for Government-Owned Vehicle Insurance Coverage and the associated services shall apply to any and all task orders issued under the contract.

B.4.1 Value Added Tax (VAT)

The Contractor shall include VAT as a separate charge on the Invoice and as a separate line item in Section B herein.

B.4.1.1 Offers in U.S. Dollars

Value Added Tax (VAT) for offers in U.S. Dollars (see paragraph B.7.1, Offers and Payment in U.S. Dollars) is not applicable to this contract and shall not be included in the CLIN rates or Invoices.

B.4.1.2 Offers in Mexican Pesos

Value Added Tax (VAT) for offers in Pesos, Mexican currency (see paragraph B.7.2, Offers and Payment in Pesos), is not included in line-item rates.

Instead, it will be priced as a separate amount in the contract and on the Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion.

B.4.2 Premiums - Base Period

The Contractor shall provide the services for the premiums shown below for the Base Period of the contract, starting on the start date in the Notice to Proceed and continuing for a period of 12 months (see Exhibit A – List of Vehicles). The Contractor shall present an annual premium price per type of vehicle in the below tables (B.4.2.1 through B.4.2.3), that multiplied by the estimated quantity of each kind of vehicle shall result in the total estimated annual premium per type of vehicle.

As per paragraph B.7 below, prices are in __________ [Insert Currency].

B.4.2.1 Third Party Liability Insurance – Bodily Injury (“B” Contract Line

Items) to include Legal and Public Assistance (see sections C.2.1, paragraph d, and C.4.4) as well as Road Assistance (see sections C.2.1, paragraph e, and C.2.3.1).

CLIN Description Minimum Coverage

Estimated Quantity of

Vehicles

Annual Premium per

Vehicle

Total Estimated Annual

Premium B001 Sedan $750,000.00 75 $ $

B002 SUV $750,000.00 625 $ $

B003 Trucks and Pick-ups $750,000.00 100 $ $

Sub-Total $ Value Added Tax (VAT) $ Total Annual Premium $

B.4.2.2 Third Party Liability Insurance – Property Damage (“P” Contract

Line Items) to include Legal and Public Assistance (see sections

Estimated Quantity of

Vehicles

Annual Premium per

Vehicle

Total Estimated Annual

Premium P001 Sedan $750,000.00 75 $ $

P002 SUV $750,000.00 625 $ $

P003 Trucks and Pick-ups $750,000.00 100 $ $

Sub-Total $

B.4.2.3 Medical Insurance for Insured Vehicle Passengers and Driver (“M” Contract Line Items) to include Legal and Public Assistance (see sections C.2.1, paragraph d, and C.4.4) as well as Road Assistance (see sections C.2.1, paragraph e, and C.2.3.1).

Estimated Quantity of

Vehicles

Annual Premium per

Vehicle

Total Estimated Annual

Premium M001 Sedan $500,000.00 75 $ $

M002 SUV $500,000.00 625 $ $

M003 Trucks and Pick-ups $500,000.00 100 $ $

Sub-Total $

B.4.2.4 Additional Towing Services (“T” Contract Line Items) as stated in section C.2.3.2.

The Contractor shall present a unit price per type of vehicle in the below table, that multiplied by the estimated amount of each kind of vehicle shall result in the total estimated annual premium per type of vehicle.

CLIN Description Estimated Amount

Unit of Measure Unit Price

Total Estimated Annual

Premium T001 Sedan 2,000 km $ $ T002 SUV 8,000 km $ T003 Trucks and Pick-ups 100 km $ $

Sub-Total $ Value Added Tax (VAT) $

Total Annual Premium $

B.4.2.5 Grand Total for the Base Period (B.4.2.1 + B.4.2.2 + B.4.2.3 +

B.4.2.4):

(Insert Currency)

B.4.3 Premiums – First Option Year

The Contractor shall provide the services for the premiums shown below for the First Option Year of the contract, starting one year after start date in the Notice to Proceed and continuing for a period of 12 months (see Exhibit A – List of Vehicles).

The Contractor shall present an annual premium price per type of vehicle in the below tables (B.4.3.1 through B.4.3.3), that multiplied by the estimated quantity of each kind of vehicle shall result in the total estimated annual premium per type of vehicle.

As per paragraph B.7 below, prices are in __________ [Insert Currency].

B.4.3.1 Third Party Liability Insurance – Bodily Injury (“B” Contract Line

Items) to include Legal and Public Assistance (see sections

Estimated Quantity of

Vehicles

Annual Premium per

Vehicle

Total Estimated Annual

Premium B101 Sedan $750,000.00 75 $ $

B102 SUV $750,000.00 625 $ $

B103 Trucks and Pick-ups $750,000.00 100 $ $

Sub-Total $

B.4.3.2 Third Party Liability Insurance – Property Damage (“P” Contract

Estimated Quantity of

Vehicles

Annual Premium per

Vehicle

Total Estimated Annual

Premium P101 Sedan $750,000.00 75 $ $

P102 SUV $750,000.00 625 $ $

P103 Trucks and Pick-ups $750,000.00 100 $ $

Sub-Total $

B.4.3.3 Medical Insurance for Insured Vehicle Passengers and Driver

Assistance (see sections C.2.1, paragraph d, and C.4.4) as well

Estimated Quantity of

Vehicles

Annual Premium per

Vehicle

Total Estimated Annual

Premium M101 Sedan $500,000.00 75 $ $

M102 SUV $500,000.00 625 $ $

M103 Trucks and Pick-ups $500,000.00 100 $ $

Sub-Total $

B.4.3.4 Additional Towing Services (“T” Contract Line Items) as stated

The Contractor shall present a unit price per type of vehicle in the below

Unit of Measure Unit Price

Total Estimated Annual

Premium T101 Sedan 2,000 km $ $ T102 SUV 8,000 km $ $ T103 Trucks and Pick-ups 100 km $ $

Unit of Measure Unit Price

Total Estimated Annual

Premium Sub-Total $ Value Added Tax (VAT) $

Total Annual Premium $

B.4.3.5 Grand Total for the First Option Year (B.4.3.1 + B.4.3.2 +

B.4.3.3 + B.4.3.4):

B.4.4 Premiums – Second Option Year for the Second Option Year of the contract, starting two years after start date in the Notice to Proceed and continuing for a period of 12 months (see Exhibit A – List of Vehicles).

The Contractor shall present an annual premium price per type of vehicle in the below tables (B.4.4.1 through B.4.4.3), that multiplied by the estimated quantity of each kind of vehicle shall result in the total estimated annual premium per type of vehicle.

As per paragraph B.7 below, prices are in __________ [Insert Currency].

B.4.4.1 Third Party Liability Insurance – Bodily Injury (“B” Contract Line

Items) to include Legal and Public Assistance (see sections

Estimated Quantity of

Vehicles

Annual Premium per

Vehicle

Total Estimated Annual

Premium B201 Sedan $750,000.00 75 $ $

B202 SUV $750,000.00 625 $ $

B203 Trucks and Pick-ups $750,000.00 100 $ $ Sub-Total $

B.4.4.2 Third Party Liability Insurance – Property Damage (“P” Contract

Estimated Quantity of

Vehicles

Annual Premium per

Vehicle

Total Estimated Annual

Premium P201 Sedan $750,000.00 75 $ $

P202 SUV $750,000.00 625 $ $

P203 Trucks and Pick-ups $750,000.00 100 $ $

Sub-Total $

B.4.4.3 Medical Insurance for Insured Vehicle Passengers and Driver

Assistance (see sections C.2.1, paragraph d, and C.4.4) as well

Estimated Quantity of Vehicles

Annual Premium per

Vehicle

Total Estimated

Annual Premium

M201 Sedan $500,000.00 75 $ $

M202 SUV $500,000.00 625 $ $

M203 Trucks and Pick-ups $500,000.00 100 $ $

Sub-Total $

B.4.4.4 Additional Towing Services (“T” Contract Line Items) as stated

The Contractor shall present a unit price per type of vehicle in the below

Unit of Measure Unit Price

Total Estimated Annual

Premium T201 Sedan 2,000 km $ $ T202 SUV 8,000 km $ $ T203 Trucks and Pick-ups 100 km $ $

Sub-Total $ Value Added Tax (VAT) $

Total Annual Premium $

B.4.4.5 Grand Total for the Second Option Year (B.4.4.1 + B.4.4.2 +

B.4.4.3 + B.4.4.4):

B.4.5 Premiums – Third Option Year for the Third Option Year of the contract, starting three years after start date in the Notice to Proceed and continuing for a period of 12 months (see Exhibit A – List of Vehicles).

The Contractor shall present an annual premium price per type of vehicle in the below tables (B.4.5.1 through B.4.5.3), that multiplied by the estimated quantity of each kind of vehicle shall result in the total estimated annual premium per type of vehicle.

As per paragraph B.7 below, prices are in __________ [Insert Currency].

B.4.5.1 Third Party Liability Insurance – Bodily Injury (“B” Contract Line

Items) to include Legal and Public Assistance (see sections

Estimated Quantity of

Vehicles

Annual Premium per

Vehicle

Total Estimated Annual

Premium B301 Sedan $750,000.00 75 $ $

B302 SUV $750,000.00 625 $ $

B303 Trucks and Pick-ups $750,000.00 100 $ $

Sub-Total $

B.4.5.2 Third Party Liability Insurance – Property Damage (“P” Contract

Estimated Quantity of

Vehicles

Annual Premium per

Vehicle

Total Estimated Annual

Premium P301 Sedan $750,000.00 75 $ $

P302 SUV $750,000.00 625 $ $

P303 Trucks and Pick-ups $750,000.00 100 $ $

Sub-Total $

B.4.5.3 Medical Insurance for Insured Vehicle Passengers and Driver

Assistance (see sections C.2.1, paragraph d, and C.4.4) as well

Estimated Quantity of Vehicles

Annual Premium per

Vehicle

Total Estimated

Annual Premium

M301 Sedan $500,000.00 75 $ $

M302 SUV $500,000.00 625 $ $

M303 Trucks and Pick-ups $500,000.00 100 $ $

Sub-Total $

B.4.5.4 Additional Towing Services (“T” Contract Line Items) as stated

The Contractor shall present a unit price per type of vehicle in the below

Unit of Measure Unit Price

Total Estimated Annual

Premium T301 Sedan 2,000 km $ $ T302 SUV 8,000 km $ T303 Trucks and Pick-ups 100 km $ $

Sub-Total $

Unit of Measure Unit Price

Total Estimated Annual

Premium

B.4.5.5 Grand Total for the Third Option Year (B.4.5.1 + B.4.5.2 +

B.4.5.3 + B.4.5.4):

B.4.6 Premiums – Fourth Option Year for the Fourth Option Year of the contract, starting four years after start date in the Notice to Proceed and continuing for a period of 12 months (see Exhibit A – List of Vehicles).

The Contractor shall present an annual premium price per type of vehicle in the below tables (B.4.6.1 through B.4.6.3), that multiplied by the estimated quantity of each kind of vehicle shall result in the total estimated annual premium per type of vehicle.

As per paragraph B.7 below, prices are in __________ [Insert Currency].

B.4.6.1 Third Party Liability Insurance – Bodily Injury (“B” Contract Line

Items) to include Legal and Public Assistance (see sections sections C.2.1, paragraph e, and C.2.3.1)

Estimated Quantity of

Vehicles

Annual Premium per

Vehicle

Total Estimated Annual

Premium B401 Sedan $750,000.00 75 $ $

B402 SUV $750,000.00 625 $ $

B403 Trucks and Pick-ups $750,000.00 100 $ $

Sub-Total $

B.4.6.2 Third Party Liability Insurance – Property Damage (“P” Contract

Estimated Quantity of

Vehicles

Annual Premium per

Vehicle

Total Estimated Annual

Premium P401 Sedan $750,000.00 75 $ $

P402 SUV $750,000.00 625 $ $

P403 Trucks and Pick-ups $750,000.00 100 $ $

Sub-Total $

B.4.6.3 Medical Insurance for Insured Vehicle Passengers and Driver

Assistance (see sections C.2.1, paragraph d, and C.4.4) as well

Estimated Quantity of

Vehicles

Annual Premium per

Vehicle

Total Estimated Annual

Premium M401 Sedan $500,000.00 75 $ $

M402 SUV $500,000.00 625 $ $

M403 Trucks and Pick-ups $500,000.00 100 $ $

Sub-Total $

B.4.6.4 Additional Towing Services (“T” Contract Line Items) as stated

The Contractor shall present a unit price per type of vehicle in the below

Unit of Measure Unit Price

Total Estimated

Annual Premium

T401 Sedan 2,000 km $ $ T402 SUV 8,000 km $ T403 Trucks and Pick-ups 100 km $ $

Sub-Total $ Value Added Tax (VAT) $

Total Annual Premium $

B.4.6.5 Grand Total for the Fourth Option Year (B.4.6.1 + B.4.6.2 +

B.4.6.3 + B.4.6.4):

B.5 Grand Total Price The grand total price for the base year and the four (4) one-year options to extend is:

Base Period $ First Option Year $ Second Option Year $

Third Option Year $ Fourth Option Year $ Grand Total $

B.6 Minimum and Maximum Amounts

For each year of the contract, the U.S. Government will place task orders totaling a minimum of $100.00 U.S. Dollars. This is the contract minimum for each 12-month period of performance. The maximum amount for placement of task orders each year of this Contract will not exceed

$350,000.00 U.S. Dollars. This is the contract maximum for each 12-month period of performance.

B.7 Payment Currency

B.7.1 Offers and Payment in U.S. Dollars.

U.S. firms are eligible to be paid in U.S. dollars. U.S. firms desiring to be paid in U.S. dollars should submit their offer in U.S. dollars. A U.S. firm is defined as a company, which operates as a corporation incorporated under the laws of a State within the United States.

B.7.2 Offers and Payment in Pesos.

Any firm that is not a U.S. firm is a foreign firm. Any firm that does not meet the definition of a U.S. firm shall submit its prices and receive payment in local currency.

B.8 Annual and Partial Premiums

B.8.1 Annual Premiums

Payments shall be made annually, as further addressed in G.2.5. The Total Estimated Annual Premium shall be computed by multiplying the Annual Premium per Vehicle per the number of vehicles for each Period of Performance.

B.8.2 Premiums for Vehicles Added During the Period of Performance

Premiums for vehicles that were not included in the list of vehicles provided at the time of award and added during the period of performance shall be computed on a prorated basis. This proration will be computed as the Annual Premium per Vehicle divided by 365 and multiplied by the number of days requiring insurance coverage.

B.8.3 Premiums for Vehicles Removed During the Period of Performance

Premiums for vehicles that were included in the list of vehicles provided at the time of award and removed afterward during the period of performance shall be paid through the day of cancellation of the Insurance Policy on a prorated basis. This proration will be computed as the Annual Premium per Vehicle divided by 365 and multiplied by the number of days covered under the cancelled Insurance Policy. The remaining days not used from the Period of Performance shall be refunded to the U.S. Government as described in section G.3.

B.9 Administrative Retention Amounts

If the Contractor requests a price adjustment under paragraph B.10 below, the Contractor must present cost experience data that includes the retention amount. For purposes of any economic price adjustment, this retention amount is a fixed amount that is a part of the premium amounts in B.4. This retention amount will not be adjusted for any reason.

B.9.1 Definition

The retention amount is part of the premium and may include, but not be limited to, such costs as overhead and general and administrative costs. It will also include any profit. Essentially, it includes all costs except the actual portion of the premium intended to fund claims paid. Paragraph B.9.2 sets forth the retention amounts per premium paid for each category of premium and for each period of performance.

B.9.2 Retention Amounts per separate premium paid

* NOTE TO OFFEROR - Fill in the fixed retention amounts for each period of performance and for each category of premium. This fixed amount must be expressed in the currency in which the premium amount is proposed. The fixed retention amount shall NOT be expressed in terms of a percentage of the premium.

Period of Performance Bodily Injury Property

Damage

Medical Insurance for

Insured Vehicle

Passengers and Driver

Additional Towing Services

Base Period $ $ $ $ First Option Year $ $ $ $ Second Option Year $ $ $ $

Third Option Year $ $ $ $ Fourth Option Year $ $ $ $

B.10 Economic Price Adjustment

B.10.1 Premium Adjustment by Mutual Agreement

Premiums may be adjusted upward or downward based on the experience rating of the Mission(s) covered by this contract. No adjustment will be allowed during the first 12 months of the contract. After such time, the Contractor or the Government may request an adjustment in premiums on an annual basis. Before any such adjustment is made, the Contractor agrees to provide the Government a balance sheet showing receipts (premiums received), payments (claims paid), the retention amount paid to the Contractor, and the difference between amounts received and paid. The Government reserves the right to have an independent third party review the balance sheet and make recommendations regarding the appropriateness of the requested adjustment. Any adjustment shall be subject to mutual agreement of the parties and shall result in a written modification to the contract. Any failure to reach agreement under this clause shall be subject to the procedures in the Disputes clause.

B.10.2 Premium Adjustment as a result of laws enacted by the host

Government

The rates may also be adjusted during the performance period of the contract as a result of laws enacted by the host Government, if such change in the laws has a direct impact on the cost to the Contractor to perform this contract at the contracted rate. In that event, the Contracting Officer may enter into negotiations with the Contractor to modify the contract to adjust the premium rate. The Contractor agrees to provide all documentation necessary to support any requested adjustment.

Section C Description/Specifications/Work Statement

C.1 General

C.1.1 Requirements

The U.S. Mission Mexico requires vehicle insurance coverage and administrative management of the related services for all U.S. Government- Owned Official armored and unarmored vehicles, trucks and motorcycles currently registered and to be registered by the U.S. Mission Mexico. These include the U.S. Embassy Mexico City and the U.S. Consulates at Ciudad Juarez, Chihuahua; Guadalajara, Jalisco; Hermosillo, Sonora; Matamoros, Tamaulipas; Merida, Yucatan; Monterrey, Nuevo Leon; Nogales, Sonora;

Nuevo Laredo, Tamaulipas; and Tijuana, Baja California; as well as the U.S.

Consular Agencies at Acapulco, Guerrero; Cabo San Lucas, Baja California Sur; Cancun, Quintana Roo; Cozumel, Quintana Roo; Ixtapa Zihuatanejo, Guerrero; Mazatlán, Sinaloa; Oaxaca, Oaxaca; Piedras Negras, Coahuila;

Playa del Carmen, Quintana Roo; Puerto Vallarta, Jalisco; Reynosa, Tamaulipas; San Luis Potosí, San Luis Potosí; and San Miguel de Allende, Guanajuato. This contract is also extended to the locations in the Consular District States enlisted in Exhibit E – Consular Districts in Mexico. The specific coverage under this contract is set forth in Section C and the Attachments in Section J.

C.1.2 Definitions

FMC – Financial Management Center or the paying office.

CO – Contracting Officer of the U.S. Post.

COR – Contracting Officer's Representative, appointed in accordance with Section G of this contract.

Government – The Government of the United States of America unless specifically stated otherwise.

GOV – Government-Owned Vehicle.

GSO – General Services Officer in charge of the General Services Office at Post. This officer is usually the Contracting Officer for this contract.

GTM – Government Technical Monitor, individual designated by the contracting officer to assist the COR in monitoring a contractor’s performance, in accordance with Section G of this contract.

C.2 Basic Insurance Coverage The Contractor shall provide insurance coverage throughout the Mexican Republic for all GOVs listed in Exhibit A and all GOVs added to the Mission Mexico GOV pool during the term of this Contract.

C.2.1 Type of Coverage

This insurance shall include:

Minimum Required

a. Liability Insurance – Property Damage $750,000.00 MXN

b. Liability Insurance – Bodily Injuries to include medical, permanent disability, death and/or funeral expenses

$750,000.00 MXN

c. Medical Expenses for passengers and driver of the insured vehicle $500,000.00 MXN

d. Legal and public assistance, to include but not limited to bond and/or bail to release the driver and vehicle (see Section C.4.4.)

INCLUDED

e. Road Assistance (to include an unlimited number of towing services within 100 kilometers from vehicle location [see C.2.3 below], vehicle locksmith service, tire changes, jump starts, gasoline, mechanic support).

INCLUDED

C.2.2 Coverage Status

The contractor shall provide full and continuous coverage for all the vehicles under this contract, regardless of the status of payment of the respective insurance policies.

C.2.3 Towing Services

C.2.3.1 Road Assistance

Towing under Road Assistance shall include an unlimited number of towing services within 100 kilometers from vehicle location (see C.2.1(e) above).

The U.S. Government may select any location within the 100-kilometer radius.

C.2.3.2 Additional Towing

The U.S. Government may request to tow a vehicle to a different location that exceeds 100 kilometers from accident location when it is in the best interest of the U.S. Government. Additional towing kilometers shall be paid as per the rates specified under paragraphs B.4.2.4, B.4.3.4, B.4.4.4, B.4.5.4, and B.4.6.4, Additional Towing Services (T Contract Line Items).

C.2.4 Deductibles

The U.S. Government shall not pay any deductibles and/or any other additional charges that are not stated in the Contract. This is an all-inclusive Contract; therefore, no additional charges other than those stated herein shall be approved.

C.3 Task Orders

OF-347 (see Exhibit I), issued by the Contracting Officer, as the need arises.

The COR or designated GTM shall be responsible of starting the process to issue task orders to request coverage for one or more vehicles. Each task order shall include a spreadsheet that will clearly state the following information:

• Vehicle(s) License Plate.

• Type of Vehicle.

• Vehicle Description.

• Type and Amount of Coverage.

• Agency.

• Starting and Ending Date of Coverage.

• Annual Premium per Vehicle or Prorated Premium (as applicable).

C.4 Insurance Policies

C.4.1 Coverage Validity

Coverage validity shall start immediately after the Contractor receives a fully approved Task Order or the request to add a new vehicle from the COR or GTM. An e-mail from the COR and/or GTM may be used for an urgent service and will follow with a Task Order the next working day.

C.4.2 Policy Issuance and Delivery

The Contractor shall provide individual/per vehicle insurance policies for all the U.S. Government-owned vehicles listed in Exhibit A within ten (10) calendar days of receiving the corresponding Task Order. Insurance Policies shall be provided in electronic format. Paper format might be required, upon U.S. Government request.

C.4.3 Policies for Modified Task Orders

The Contractor shall provide updated and/or new insurance policies for any additional vehicle requiring coverage within each option year.

C.4.4 Accuracy of Insurance Policies

All vehicle information stated in each policy, including make, model, vehicle identification number, passengers and doors must be correct, accurate and up to date.

C.5 Other Contractor Requirements

C.5.1 Managerial and Administrative Support

The Contractor shall furnish all managerial and administrative support necessary to furnish the insurance under this contract.

C.5.2 Project Manager

C.4.2.1 The Contractor shall designate a Project Manager for the daily administration of this contract, as well as for any urgent requests. This Project Manager shall be the Contractor’s point of contact, shall have delegated authority to lead the project, and shall have close communication and meet with the Contracting Officer’s Representative (COR) as needed.

C.4.2.2 The Project Manager shall be available at all times during the performance period of these services to receive and implement orders or special instructions from the Contracting Officer or Contracting Officer's Representative and ensure a smooth and effective operation.

C.4.2.2 In the event that the Project Manager is absent, an alternate shall serve as a replacement. The alternate shall be familiar with this contract and all cases in progress.

C.4.2.3 If there is a need to replace the Project Manager, the

Contractor shall notify the COR at least five (5) business days prior to any transition. The Contractor’s Project Manager designated under this Contract is:

Project Manager:

Telephone Number(s):

E-mail Address:

C.5.3 Project Manager Requirements

The Project Manager shall have sufficient English language skills to be able to communicate with members of the U.S. Government staff, and the administrative skills required to perform the administrative matters of this contract.

C.5.4 Legal Assistance

C.5.4.1 If, and to the extent, authorized in advance by the United

States Department of Justice and requested by the Contracting Officer, the Contractor shall provide legal services in case of any accidents that are brought into court involving vehicles covered by the Contractor’s policy. This service shall include adjudication and management of every case through final resolution, even if the insurance policy has expired before the time of final resolution. There shall be no additional charge for this service.

C.5.4.2 The Contractor shall inform the Contracting Officer immediately if third parties threaten legal action as a result of inability to settle any accident.

C.5.4.3 The fact that the Embassy enjoys diplomatic immunity shall not in itself be a sufficient reason for refusing to settle any insurance case.

C.5.4.4 The Contractor understands the publicity caused by undue delay may embarrass the United States Government. The Contractor must agree to take proper and discreet action to settle each accident on its merits.

C.6 Reports

C.6.1 Monthly vehicle involved in an accident, whether the case is pending or resolved.

These reports shall comply with Exhibit B requirements. Each report shall cover information for the previous month and all outstanding cases.

C.6.2 Semi-Annual

The Contractor shall submit to the COR a report twice each year of all resolved cases explaining the circumstances and liability of the parties. This report shall cover the preceding six months.

C.6.3 List of Vehicles Covered

The Contractor shall update a complete list of all vehicles covered under this contract.

This list shall include, as a minimum, the following items:

• License Plate Number

• Serial Number and Brief Description of Vehicle

• Agency/Office

• Policy Number

• Type(s) of Coverage and Annual Premium for Each Type of

• Task Order Number

The Contractor shall provide this list within ten (10) business days of being notified by the COR that all the Task Orders required to be issued and approved have been submitted to the Contractor. The Contractor shall update this list within five (5) business days of receiving a new Task Order or a Task Order modification that revises the vehicles to be insured.

C.6.4 List of cancelled policies

The Contractor shall provide this list to the COR twice each year, including the status of the refund for the overpayment to the U.S. Government.

C.7 Changes in Types or Amounts of Coverage Required

C.7.1 Notification to Contractor

The Contracting Officer, through the COR, will notify the Contractor by letter, each time there is a change in the types of coverage for any vehicles covered by the Contract. This letter will request pricing from the Contractor. The Contractor shall have five (5) calendar days to propose premiums.

The Contracting Officer will modify the contract bilaterally within ten (10) business days of the notification, presuming the parties can reach agreement on the premiums. Only the Contracting Officer is authorized to modify the type of insurance coverage under this contract. The Contractor shall not add or remove vehicles or revise the type of coverage for any vehicles under this contract without a proper Contract Modification and a fully approved Task Order.

C.7.2 Contract Modification

The contract modification will include:

• The types or amounts of insurance to be modified.

• Annual premiums and insurance coverage the Contractor shall provide.

• Effective date of Contract Modification.

C.7.3 Task Order Modification

Once the Contract has been modified and fully executed by both parties, the COR will issue New Task Orders or Task Order Modifications. Each task order shall clearly state the information stated in paragraph C.3, Task Orders, above.

C.7.4 Issuance of Policies after a Contract Modification

If any of the contract modifications require changing the coverage, premiums or any other information stated in Insurance Policies. The Contractor is required to provide updated insurance policies of all the vehicles within the period of time previously agreed with the COR.

C.8 Changes in Vehicles Requiring Coverage

The U.S. Government may add or remove vehicles insured under this contract at any time, during the period of performance of this contract.

These additions or removals shall be requested by the COR through a fully approved Task Order or a written authorization from the Contracting Officer.

When a vehicle is added to the Contract, the Contractor is to deliver the policy of the insured vehicle to the COR the same day it is requested, and insurance coverage will begin immediately.

C.8.1 Addition of Vehicles to Coverage

When a vehicle is added to coverage, a task order will be issued for the total annual amount corresponding to the current period of performance.

The Contractor shall issue the policy on the date stated as starting date of coverage and as requested by the COR. This policy will cover the vehicle from the issuance date to the last day of the valid period of performance.

After issuance of the policy, the Contractor shall issue its invoice on a prorated basis for the policy validity period.

Upon confirmation of the total amount to be invoiced, a task order modification will be issued to match the total amount stated in the invoice.

C.8.2 Removal of Vehicles from Coverage

The COR shall notify the Contractor about the potential removal of a vehicle from the coverage list. This removal shall be confirmed through a modified Task Order to cancel the remaining months of the Period of Performance.

When cancellation is required, the Contractor shall refund the overpayment to the U.S. Government within thirty (30) calendar days of receipt of the request as stated in G.3 below.

The COR shall be responsible of monitoring all scheduled refunds until completion.

C.9 Eligible Participating Agencies

The contract covers all agencies and sub-agencies supported by the U.S.

Embassy Mexico City, Mexico, with the exception of those agencies not registered under the Embassy’s ICASS Agreement.

C.10 Quality Control and Quality Assurance

The Contractor, not the U.S. Government, is responsible for management and quality control to meet the terms of the contract. The Contractor shall deliver a Quality Management Plan (QMP) to the Contracting Officer’s Representative (COR) for review within ten (10) business days after award of the contract. The COR must approve these general instructions before issuance. The QMP shall define the procedures to perform Quality Metrics, Quality Checklist, on-site inspections, and Perform Quality Assurance and Quality Control.

The Contractor shall institute an appropriate inspection system including:

a. Develop and maintain checklists of duties to be carried out.

b. Ensure these duties are closely monitored by the foremen staff and skilled workers.

c. Perform inspections at all work locations to determine whether the various services are being performed according to the contract requirements.

Section E Inspection and Acceptance

C.11 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB

1998)

This contract incorporates one or more clauses 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. In addition, the full text of a clause may be accessed electronically at: Acquisition.gov this address is subject to change.

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the Department of State Acquisition website at e-CFR to see the links to the FAR. You may also use an Internet “search engine” (for example, Google, Yahoo or Excite) to obtain the latest location of the most current FAR.

The following Federal Acquisition Regulation clauses are incorporated by reference (48 CFR CH. 1):

CLAUSE TITLE AND DATE

52.246-4 INSPECTION OF SERVICES – FIXED PRICE (AUG 1996)

C.12 Authorized Ordering Officials Those authorized to approve Task Orders under this Contract are as follows:

• The Contracting Officer assigned to the General Services Office at the

U.S. Embassy Mexico City and in the absence thereof, the designated warranted Contracting Officer.

Authorized Ordering Officials shall not sign or issue any Task Order, which exceeds the maximum per contract dollar threshold established for the individual Contracting Officer’s warrant.

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C.13 Signature Limitations Contracting Officers shall not sign commercial contracts, agreements, or any other terms and conditions that are contrary to this Contract, U.S.

Department of State regulations, or any Federal law or policy.

Additionally, the Contracting Officer is not required to provide copies of any kind of identification documents neither in hardcopy nor in electronic format.

C.14 Quality Assurance and Surveillance Plan (QASP) This plan is designed to provide an effective surveillance method to promote effective contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor contractor performance, advise the contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to conduct quality assurance to ensure that contract standards are achieved.

Performance Objective PWS Para Performance Threshold Services.

Provides insurance coverage and services for U.S. Government-owned vehicles listed in Exhibit A as set forth in the scope of work.

C.1 thru C.10

All required services are performed and no more than one (1) customer complaint is received per month.

C.14.1 Surveillance The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

C.14.2 Standard The performance standard is that the U.S. Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.246-4, Inspection of Services – Fixed Price (AUG 1996), if any of the services exceed the standard.

C.14.3 Procedures

a. If any Government personnel observe unacceptable services, either incomplete work or required services not being performed, they should immediately contact the

COR.

b. The COR will complete appropriate documentation to record the complaint.

c. If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.

d. If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available.

The COR shall determine how much time is reasonable.

e. The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

f. If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint.

g. The COR will consider complaints as resolved unless notified otherwise by the complainant.

h. Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

Section D Deliveries or Performance

D.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses 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. In addition, the full text of a clause may be accessed electronically at: Acquisition.gov this address is subject to change.

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the Department of State Acquisition website at e-CFR to see the links to the FAR. You may also use an Internet “search engine” (for example, Google, Yahoo or Excite) to obtain the latest location of the most current FAR.

The following Federal Acquisition Regulation clause(s) is/are incorporated by reference (48 CFR CH. 1):

CLAUSE TITLE AND DATE

52.242-15 STOP WORK ORDER (AUG 1989)

52.242-17 GOVERNMENT DELAY OF WORK (APR 1984)

D.2 Period of Performance

D.2.1 Contract Period of Performance

The performance period of this contract is from the date stated in the Notice to Proceed and continuing for twelve months.

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D.2.2 Option to Extend the Contract

The Government may extend this contract under FAR 52.217-9, “Option to Extend the Term of the Contract” and 52.217-8, “Option to Extend Services”.

D.3 Deliverables

Description Quantity Delivery Date Deliver to:

C.6.3 List of Vehicles Covered 1

Within ten (10) business days after notification that all the Task Orders required have been submitted to the Contractor.

Within five (5) business days of receiving a new Task Order or a Task Order modification that revises the vehicles to be insured.

COR

C.6.1 Monthly Report 1 5th day of each month. COR

C.6.2 Semi-Annual Report 1 5th day of each month. COR

C.10 Quality Management Plan (QMP) 1

With proposal and final version within (10) ten business days after award of the contract.

Proposal and COR

C.7.4 Issuance of Policies As per Exhibit A

Within (10) ten calendar days after award of the contract.

COR

C.8.1 Insurance Policies for Vehicles added during the Period of Performance

1 As requested by the COR COR

D.3.1 Deliverable Addresses

The Contractor shall deliver electronic reports and policies to the electronic address indicated by the Contracting Officer’s Representative.

F.4 Notice To Proceed

At the time of contract award, the Government will also issue a Notice to Proceed. This Notice to Proceed will establish a start date for providing the insurance services required under this contract. The Government will give the Contractor a minimum of ten (10) days to start providing services, unless both parties agree to an earlier start date.

Section E Contract Administration Data

E.1 652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE (COR)

(AUG 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name or position title, to take action for the Contracting Officer under this Contract. Each designee shall be identified as a Contracting Officer’s Representative (COR). Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a warranted Contracting Officer and this authority is delegated in the designation.

(b) The COR for this contract is the GSO, Customs &

Shipping Supervisor.

E.2 Invoicing and Payment

Upon work performed and accepted under this contract, the Contractor shall submit its electronic invoice clearly stating the services provided, as described in the respective Task Order.

E.2.1 Invoice Submission

The Accounts Payable sec�on of the U.S. Embassy has a paperless Voucher processing system known as ILMS VENDOR PORTAL. Please follow the guidelines stated in Exhibit J, to submit a payment request through the VENDOR PORTAL. Paper or emailed invoices are no longer accepted.

Please include the following documents with your payment request:

(a) Original PDF electronic invoice (no scanned copies).

(b) Banking form informa�on (for new vendors, completed and signed).

(c) COR’s Name

E.2.2 Invoice Requirements

To cons�tute a proper invoice, the invoice shall include all the items required by FAR 32.905, as well as the following minimum requirements:

(a) Electronic Invoice;

(b) Contractor’s name and complete legal address;

(c) Contractor’s Tax ID (RFC) and SAM Unique En�ty ID

(d) Date issued;

(e) Issue Invoice as follows:

Embajada de los Estados Unidos de America Paseo de la Reforma No. 305, Colonia Cuauhtémoc, Mexico, D. F., C.P. 06500;

RFC: EEU 930201 289

(f) Period of performance being charged;

(g) Contract number / Task Order Number;

(h) A summary of each services provided as stated in the Task Order. It should include the cost breakdown of each line item.

(i) IVA broken down (if applicable);

(j) Amounts shall be in numbers and spelled out;

(k) Prompt payment discount, if any.

If an invoice does not contain the above informa�on, the United States Government reserves the right to reject the invoice as improper and return it to the Contractor within seven (7) calendars days. The Contractor must then submit a proper invoice.

E.2.3 Invoice Submission Schedule and Instructions

At the beginning of each Period of Performance, the Contractor shall submit one invoice per task order with the total annual cost of the U.S.

Government-owned vehicles to be insured, and according to the spreadsheet attached to each task order. Each invoice shall be submitted within ten (10) calendar days of receiving a fully approved task order and shall state the Annual Premium as stated in paragraphs B.4, Prices/Premiums. A list with the breakdown of the cost of each vehicle included in the invoice shall be attached.

The Contractor shall submit invoices for the policies covering the vehicles added during the period of performance within five (5) calendar days of receiving a fully approved task order. These invoices shall state the amounts computed as per paragraph B.8.2, Premiums for Vehicles Added During the Period of Performance.

E.2.4 Value Added Tax (VAT)

If applicable, the Contractor shall include VAT as a separate charge on the Invoice and as a separate line item in Section B (see B.4.1 Value Added Tax

(VAT)).

E.2.5 Invoice Receipt Confirmation

If the Invoice is correct and accepted, the payment system will provide you with a voucher number within three (3) business days a�er the payment request is submited. If the payment request is incomplete or incorrect, the system will no�fy you of any missing informa�on. Contact the financial vouchering sec�on at the below email if a confirma�on is not received within three (3) business days:

mexfmccustomervoucher@state.gov

E.2.6 Invoice Revision

The COR/GTM will review each summary invoice and approve invoices for payment. It shall be the COR who will interact with the Contractor on any invoice problems.

E.2.7 Payment

Payment shall be made via Electronic Funds Transfer (EFT) within thirty (30) days a�er receipt of the proper Invoice in the currency stated in Sec�on B.4 Prices/Premiums.

The Government will only pay for services already received and accepted, no payments in advance are allowed.

E.2.8 Frequency of Payments

All funds under this contract will be obligated by issuance of task orders, as described in C.3, Task Orders. Each task order will fund a specific period of performance and a number of vehicles. The Contractor may submit invoices on an annual basis for payment to be made thirty (30) calendar days after either: (1) The date of receipt of a proper invoice in the designated payment office, or (2) the insurance policy(ies) on all vehicles are accepted by the U.S. Government, whichever is later.

E.2.9 Prompt Payment

A proper invoice shall comply with the requirements FAR 52.232-25, “Prompt Payment”.

E.2.10 Offers and Payment in U.S. Dollars

U.S. firms are eligible to be paid in U.S. dollars. U.S. firms desiring to be paid in U.S. dollars should submit their offer in U.S. dollars. A U.S. firm is defined as a company, which operates as a corporation incorporated under the laws of a state within the United States.

E.2.11 Offers and Payment in Pesos

Any firm, which is not a U.S. firm, is a foreign firm. Any firm that does not meet the definition of a U.S. firm shall submit its prices and receive payment in local currency (Pesos).

E.3 Credits and Refunds

In the event that premiums have previously been paid for a vehicle subsequently removed from coverage or for a vehicle on which the cost of coverage has been subsequently reduced, all or any part of any resulting overpayment shall, in the sole discretion of the Contracting Officer, be refunded by the Contractor to the U.S. Government by wire transfer.

If a Refund is requested, the COR shall submit to the Contractor the modified Task Order and the Instructions to transfer the refund amounts.

The Contractor will have thirty (30) calendar days to complete the refund upon reception of the modified Task Order and refund instructions. The Contractor shall be responsible for notifying both the COR and the Contracting Officer of the scheduled date of refund transfer so that the U.S.

Government financial office is able to track the transfer.

Section F Special Contract Requirements

F.1 Insurance Policy

The Contractor’s insurance policy is incorporated into this contract as Exhibit C of Section J.

F.1.1 Translation

The Contractor shall include an English translation of the original insurance policy without cost to the Government.

F.2 Permits

Without cost to the Government, the Contractor shall obtain all permits, licenses, and appointments required for the prosecution of work under this Contract. The Contractor shall obtain these permits, licenses, and appointments in compliance with applicable host country laws. Application, justification, fees, and certifications for any licenses required by the host government are entirely the responsibility of the Contractor.

F.3 Standards of Conduct

F.3.1 General

The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance and integrity and shall be responsible for taking such disciplinary action with respect to employees as required. Each Contractor employee is expected to adhere to standards of conduct that reflect credit on themselves, their employer, and the United States Government. The Government reserves the right to direct the Contractor to remove an employee from work on this Contract for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the Government.

F.3.2 Disorderly Conduct

Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned. Also included is participation in disruptive activities that interfere with normal and efficient Government operations.

F.3.3 Intoxicants and Narcotics

The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances that produce similar effects.

F.3.4 Criminal Actions

Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These include but are not limited to the following actions: falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records; unauthorized use of Government property, theft, vandalism, or immoral conduct;

unethical or improper use of official authority or credentials; security violations; and organizing or participating in gambling in any form.

Part II – Contract Clauses

Section G Contract Clauses

G.1 FEDERAL ACQUISITION REGULATION (FAR)(48 CFR CHAPTER

1) CLAUSES

G.1.1 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB

1998)

This contract incorporates one or more clauses 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.