Solicitation_No_SCE20016Q0002_-_Packing_And_Crating_Contract__.docx

Solicitation # SCE20016Q0002 – Packing & Crating Contract – US Embassy Colombo

TABLE OF CONTENTS

Section 1 - The Schedule

· SF1449 cover sheet

· Continuation to SF1449, RFQ SCE20016Q0002

· Schedule of Supplies/Services, Block 20

· Attachment 1: Scope of Work

· Attachment 2: Packing Specifications

· Attachment 3: Government Furnished Property

Section 2 - Contract Clauses

· Contract Clauses

· Addendum to Contract Clauses, FAR and DOSAR clauses not prescribed in Part 12

Section 3 - Solicitation Provisions

· Solicitation Provisions

· Addendum to Solicitation Provisions - FAR and DOSAR clauses not prescribed in Part 12

Section 4 - Evaluation Factors

· Evaluation Factors

· Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in Part 12

Section 5 - Representations and Certifications

· Representations and Certifications

· Addendum to Representations and Certifications - FAR and DOSAR Provisions not Prescribed in Part 12

CONTINUATION TO SF-1449

RFQ SCE20016Q0002

SECTION 1 - THE SCHEDULE

PRICES, BLOCK 23

INDEFINITE DELIVERY/INDEFINITE QUANTITY CONTRACT

SHIPPING/PACKING SERVICES

1 PERFORMANCE WORK STATEMENT

This is a fixed price indefinite-delivery, indefinite-quantity, type contract. Orders will be placed by firm-fixed price type task orders.

For each year of the contract, the U.S. Government guarantees a minimum order of Rs.180,000.00. The maximum amount of shipping/packing services each year of this contract will not exceed Rs.25,000,000.00.

Individual purchases shall be documented as follows:

a). Packing and export of personal effects shipments (Air & Surface Freight) – Request for Shipment – Task Order b). Packing and export of official shipments – Copy of estimate by offeror c). Clearance of inbound shipments (Household Effects, Supplies & Vehicles) – Original shipping documents and original Certificate of Clearance.

2. PERIOD OF PERFORMANCE

After contract award and submission of acceptable insurance certificates, the Contracting Officer shall issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten (10) days from date of contract award unless the Contractor agrees to an earlier date) on which performance shall start.

3. PRICING

The rates below shall include all direct and indirect costs, insurance (see FAR 52.228-4 and 52.228-5), overhead, and profit. The prices include all expenses and materials required to complete the work.

3.A. VALUE ADDED TAX

VALUE ADDED TAX. Value Added Tax (VAT) is not applicable to this contract and shall not be included in the CLIN rates or Invoices because the U.S. Embassy has a tax exemption certificate from the host government.

4. BASE PERIOD PRICES

(a) Packing Services

(b) Unpacking Services

(c) Storage Services

(d) Freight Handling

Transportation between:

(1) Cargo

(ii) Container Cargo 20ft/EA _______ 10 ___________ Port to Iranawila

(vi) HHE General Cargo Lbs (gross) _______ 5,000 ___________ (LCL Cargo) Port to Iranawila

(2) Vehicles

Driven Port to Embassy Each _______ 10 ___________

(3) Customs Clearance

(i) Import by Sea (LCL Cargo) Lbs (gross) _______ 60,000 ___________

(ii) Import by Sea 20Ft/Ea _______ 35 ___________

(iii) Import by Sea 40Ft/Ea _______ 15 ___________

(iv) Vehicles(LCL Cargo) Unit/Ea _______ 05 ___________

(v) Vehicles 20Ft/Ea _______ 03 ___________

(vi) Vehicles 40Ft/Ea _______ _____ ___________

(4) Exports

(i) a) By Air Lbs (gross) _______ 21,000 ___________

(ii) a) By Sea (LCL Cargo) Lbs (gross) _______ 5,000 ___________

b) By Sea (LCL Cargo) to Male, Maldives Lbs(gross) _______ 10,000 ___________

(iii) a) By Sea (Full Container) 20Ft/Ea _______ 08 ___________

b) By Sea (Full Container) to Male, Maldives 20Ft/Ea _______ 02 ___________

(iv) a)By Sea (Full Container) 40Ft/Ea _______ 07 ___________

b) By Sea (Full Container) to Male, Maldives 40Ft/Ea _______ 02 ___________

(v) By Sea (Vehicles) 20Ft/Ea _______ 02 ___________

(e) Cost of fumigating the Empty wooden Containers Lift Vans _______ 60 ___________

TOTAL ___________

*This estimated amount is based on total estimated Government requirements. This means that if more than one award is made, the estimated amount of work awarded under task order(s) to any single contractor will be less than the amount shown.

4. A. FIRST OPTION YEAR PRICES

Option Term: Twelve (12) Months

(a) Packing Services

(2) Packing of UAB Lbs (gross) _______ 42,000 ___________

(b) Unpacking Services

(2) Unpacking of UAB Lbs (gross) _______ 42,000 ___________

(c) Storage Services

(d) Freight Handling

Transportation between:

(5) Cargo

(6) Vehicles

Port to Embassy Each _______ 05 ___________

(7) Customs Clearance

(ii) Import by Sea (LCL Cargo) Lbs (gross) _______ 52,000 ___________

(ii) Import by Sea 20Ft/Ea _______ 35 ___________

(vii) Import by Sea 40Ft/Ea _______ 15 ___________

(viii) Vehicles(LCL Cargo) Unit/Ea _______ 05 ___________

(ix) Vehicles 20Ft/Ea _______ 03 ___________

(x) Vehicles 40Ft/Ea _______ _______ ___________

(8) Exports

(i) (a) By Air Lbs (gross) _______ 42,000 ___________

b) By Air to Male, Maldives Lbs(gross) _______ 5,000 ___________

(ii) a) By Sea (LCL Cargo) Lbs (gross) _______ 5,000 ___________

b) By Sea (LCL Cargo) to Male, Maldives Lbs(gross) _______ 10,000 ___________

(iii) a) By Sea (Full Container) 20Ft/Ea _______ 10 ___________

b) By Sea (Full Container) to Male, Maldives 20Ft/Ea _______ 02 ___________

(iv) a) By Sea (Full Container) 40Ft/Ea _______ 06 ___________

b) By Sea (Full Container to Male, Maldives 40Ft/Ea _______ 02 ___________

(vi) By Sea (Vehicles) 20Ft/Ea _______ 02 ___________

TOTAL ___________

*This estimated amount is based on total estimated Government requirements. This means that if more than one award is made, the estimated amount of work awarded under task order(s) to any single contractor will be less than the amount shown.

4. B. SECOND OPTION YEAR PRICES

Option Term: Twelve (12) Months

(a) Packing Services

(2) Packing of UAB Lbs (gross) _______ 12,000 ___________

(5) Loose Packing (Local transfers) Lbs (gross) _______ 30,000 ___________

(b) Unpacking Services

(2) Unpacking of UAB Lbs (gross) _______ 14,000 ___________

(d) Freight Handling

Transportation between:

(9) Cargo

(ii) Container Cargo 20ft/EA _______ 05 ___________

(10) Vehicles

Port to Embassy Each ______ 07 ___________

(11) Customs Clearance

(i) Import by Sea (LCL Cargo) Lbs (gross) ______ 40,000 ___________

(ii) Import by Sea 20Ft/Ea ______ 20 ___________

(iii) Import by Sea 40Ft/Ea ______ 05 ___________

(iv) Vehicles(LCL Cargo) Unit/Ea ______ 05 ___________

(v) Vehicles 20Ft/Ea ______ 05 ___________

(vi)Vehicles 40Ft/Ea ______ ______ ___________

(vii)Exports

(i) a) By Air Lbs (gross) ______ 11,000 ___________

a. a) By Sea (LCL Cargo) Lbs (gross) ______ 20,000 ___________

b) By Sea (LCL Cargo) to Male, Maldives Lbs (gross) ______ 10,000 ___________

(iii) a) By Sea

(iv) a)By Sea (Full Container) 40Ft/Ea ______ 07 ___________ a)By Sea (Full Container to Male, Maldives 40Ft/Ea ______ 02 ___________

(v) By Sea (Vehicles) 20Ft/Ea ______ 01 ___________

Empty wooden Containers Lift Vans ______ 60 ___________

TOTAL ___________

*This estimated amount is based on total estimated Government requirements. This means that if more than one award is made, the estimated amount of work awarded under task order(s) to any single contractor will be less than the amount shown.

4.C. THIRD OPTION YEAR PRICES

(a) Packing Services

(2) Packing of UAB Lbs (gross) ______ 42,000 ___________

(b) Unpacking Services

(2) Unpacking of UAB Lbs (gross) ______ 42,000 ___________

(d) Freight Handling

Transportation between:

(13) Cargo

(14) Vehicles

Port to Embassy Each ______ 05 ___________

(15) Customs Clearance

(i)Import by Sea (LCL Cargo) Lbs (gross) ______ 50,000 ___________

(ii) Import by Sea 20Ft/Ea ______ 35 ___________

(iii)Import by Sea 40Ft/Ea ______ 15 ___________

(iv) Vehicles(LCL Cargo) Unit/Ea ______ 05 ___________

(v) Vehicles 20Ft/Ea ______ 03 ___________

(vi) Vehicles 40Ft/Ea ______ ______ ___________

(16) Exports

(i) a) By Air Lbs (gross) ______ 42,000 ___________

b) By Air to Male, Maldives Lbs (gross) ______ 5000 ___________

(ii) a) By Sea (LCL Cargo)Lbs (gross) ______ 5,000 ___________

b) By Sea (LCL Cargo) to Male, Maldives Lbs (gross) ______ 10,000 ___________

(iii) a) By Sea (Full Container) 20Ft/Ea ______ 10 ___________

b) By Sea (Full Container) to Male, Maldives 20Ft/Ea ______ 02 ___________

(iv) a) By Sea (Full Container) 40Ft/Ea ______ 06 ___________

b) By Sea (Full Container to Male, Maldives 40Ft/Ea ______ 02 ___________

(v) By Sea (Vehicles) 20Ft/E ______ 02 ___________

Empty wooden Containers Lift Vans ______ 60 ___________

TOTAL ___________

*This estimated amount is based on total estimated Government requirements. This means that if more than one award is made, the estimated amount of work awarded under task order(s) to any single contractor will be less than the amount shown.

4.D. FOURTH OPTION YEAR PRICES

Option Term: Twelve (12) Months

(a) Packing Services

(2) Packing of UAB Lbs (gross) ______ 12,000 ___________

(b) Unpacking Services

(2) Unpacking of UAB Lbs (gross) ______ 14,000 ___________

(d) Freight Handling

Transportation between:

(17) Cargo

(i) Container Cargo 20ft/EA ______ 15 ___________

(18) Vehicles

Port to Embassy _____ ______ 07 ___________

(19) Customs Clearance

(20) Import by Sea (LCL Cargo) Lbs (gross) ______ 40,000 ___________

(ii) Import by Sea 20Ft/Ea ______ 20 ___________

(21) Import by Sea 40Ft/Ea ______ 05 ___________

(22) Vehicles(LCL Cargo) Unit/Ea ______ 05 ___________

(23) Vehicles 20Ft/Ea ______ 02 ___________

(24) Vehicles 40Ft/Ea --- -- --

(25) Exports

(i) a) By Air Lbs (gross) ______ 40,000 ___________

b) By Air to Male, Maldives Lbs (gross) ______ 5,000 ___________

(ii) a) By Sea (LCL Cargo) Lbs (gross) ______ 5,000 ___________

b) By Sea (LCL Cargo) to Male, Maldives Lbs (gross) ______ 10,000 ___________

(iii) a)By Sea

(Full Container) to Male, Maldives 20Ft/Ea ______ 02 ___________

(iv) a)By Sea (Full Container) 40Ft/Ea ______ 06 ___________

b) By Sea (Full Container) to Male, Maldives 20Ft/Ea ______ 02 ___________

(v) By Sea (Vehicles) 20Ft/Ea -- -- ---

Empty wooden Containers Lift Vans ______ 60 ___________

TOTAL ___________

*This estimated amount is based on total estimated Government requirements. This means that if more than one award is made, the estimated amount of work awarded under task order(s) to any single contractor will be less than the amount shown.

The Government will not consider any claim for any additional compensation unless it has been authorized by the Government in writing in advance. The Government shall not be responsible for any work performed that is not specifically provided for under this contract or authorized by the Government in writing in advance.

5. ORDERS

All requests for shipments or performance of individual jobs under this contract shall be issued via an order placed by the Contracting Officer. This task order will contain the following information:

(a) Name of Contractor,

Orders may be placed orally initially, but must be followed up in writing within 48 hours via issuance of a task order. Only a Contracting Officer may place an order, either orally or in writing.

6. DELIVERY SCHEDULE

The following items shall be delivered under this contract.

Written Estimate (if required) upon COR request

COR

COR – four

Client

Client

COR - original

COR and client

COR

Availability

COR

COR

COR

COR - copy

Contractor – original COR – one Client – one

COR

7. INVOICES AND PAYMENT

(a) Individual invoices shall be submitted for each order, accompanied by the task order and the task order number written on the invoice. Invoices shall be submitted in the original with three (3) copies to the Contracting' Officer's Representative (COR) at the following address (designated payment office only for the purpose of submitting invoices):

Submit invoices to;

FMO – Billing American Embassy Colombo 210 Galle Road, Colombo 3

The FMO will log in receipt of the invoice and forward to the COR for review and approval.

(b) An acceptable invoice containing expenditures for international air and sea shipments on foreign flag air carriers or vessels shall include the appropriate certificate or waiver for a U.S. carrier. The Government will disallow expenditures for international air on foreign flag air carriers unless the appropriate certificate or waiver is attached to invoices. The certification used in clause 52.247-63, Preference for U.S.-Flag Air Carriers, satisfies the justification requirement.

8. GOVERNMENT APPROVAL AND ACCEPTANCE OF CONTRACTOR EMPLOYEES.

The Contractor shall subject its personnel to the Government's approval. All employees must pass a suitable investigation conducted by the Contractor, including recommendation(s) from their respective supervisor(s). Also required: (1) a police check covering criminal and/or subversive activities; (2) a check of personal residence, and (3) a credit investigation. The Contractor shall provide all such investigations in summary form to the COR for review and approval or disapproval. THE CONTRACTOR SHALL NOT USE ANY EMPLOYEES UNDER THIS CONTRACT WITHOUT GOVERNMENT APPROVAL.

9. KEY PERSONNEL.

The Contractor shall assign to this contract the following key personnel.

Position/Function Name

Project Manager *

The Project Manager shall be fluent in the English language. During the first 90 days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment.

10. PERSONAL INJURY, PROPERTY LOSS OR DAMAGE (LIABILITY)

The Contractor hereby assumes absolute responsibility and liability for any and all personal injuries or death and/or property damage or losses suffered due to negligence of the Contractor's personnel in the performance of the services under this contract.

11. INSURANCE

The Contractor, at its own expense, shall provide and maintain during the entire period of performance of this contract, whatever insurance is legally necessary. The Contractor shall carry during the entire period of performance the following minimum insurance:

Comprehensive General Liability Bodily injury USD 50,000 per occurrence

Workers' Compensation and Employer's Liability Workers' Compensation and

Employer's Liability USD 100,000

12. BONDING OF EMPLOYEES

The Government imposes bonding requirement on this contract. The Contractor shall provide any official bonds required, pay any fees or costs involved or related to equipping of any employees engaged in providing services under this contract, if legally required by the local government or local practice.

13. PERMITS

At no cost to the Government, the Contractor shall obtain all permits, licenses, and appointments required for the prosecution of work. The Contractor shall obtain these permits, licenses, and appointments in compliance with applicable host country laws. The Contractor shall provide evidence of possession or status of application for such permits, licenses, and appointments to the Contracting Officer with its proposal.

ATTACHMENT 1

PERFORMANCE WORK STATEMENT CONTINUATION

PACKING AND SHIPPING

1. GENERAL

The Contractor shall provide services for the United States Mission, American Embassy Colombo, 210 Galle Road, Colombo 3, Sri Lanka. This consists of packing, freight handling, forwarding, cargo storage, customs clearance and other related services that apply to shipments originating from, consigned to, routed through, and/or moved within the geographic area(s) of Colombo and Iranawila.

The Contractor shall furnish all managerial, administrative, direct labor personnel, materials and transportation that are necessary to accomplish all work required. Contractor employees shall be on site only for performance of contractual duties and not for other business purposes. Performance requirements for required work are described below.

2. DEFINITIONS

"Article" means one item, piece, or package and contents thereof received by the Contractor as listed on the inventory. It can be household effects, professional books, papers and equipment, privately-owned vehicles, or general effects included in a shipment.

"Calendar Day" means the twenty-four hour period from midnight-to-midnight. Saturdays, Sundays, and all holidays are considered calendar days.

"Cargo" means any items consigned to the Contractor under this contract for inbound or outbound shipment, whether consisting of household effects or U.S. Government-owned materials.

"Client" means all United States mission personnel for whom the required services are to be rendered.

"COR" means the Contracting Officer's Representative, appointed in accordance with Section 2 of this contract/purchase order.

"Cube" means the cubic measure of space occupied by a given article after it has been packaged for shipment.

"Estimator" means the contractor employee who has the responsibility to evaluate and provide calculations of the price of packing work to be undertaken. This employee shall provide all calculations in writing.

"Government" means the Government of the United States of America unless specifically stated otherwise.

"Gross Weight" means the weight of the packed lift van, crate or shipping container, including the articles packed therein and all materials used for wrapping, cushioning, banding, waterproofing, packaging, blocking and bracing the container.

"Household Effects" or “HHE” means those items that are the personal property of Embassy officials and members of their family, and are therefore to be packed and transported at U.S. Government expense. This includes furniture, personal effects and consumables that, because of volume and weight, are shipped via surface freight. (Note: See the clause in Section 1, Attachment 2, and paragraph 5 entitled "Prohibited Items" for a listing of items which are not to be packed or transported at U.S. Government expense).

"Inventory" means a contractor-prepared list originated at the time the goods are packed. Each inventory is to be reviewed and signed by the client then turned over to the Contracting Officer's Representative.

"Lift Van" means a wooden storage crate.

“Modular Containers” – lift vans that are reduced in size to accommodate a particular shipment.

"Net Weight" means the gross weight of a shipment less its tare weight.

"Ordering Officer" means the Contracting Officer of the U.S. post. If a GBL is used, the ordering officer does not have to be a warranted Contracting Officer.

"Packing" means the activities required to wrap and protect an article, properly place the article in appropriate carton or box, and stow the article and its carton or box in a lift van of sufficient size and constructed in accordance with post specifications; includes obtaining customs clearances and required documentation for shipment, via surface or air as appropriate.

"Packaging" means application or use of protective measures, including appropriate protective wrappings, cushioning and interior containers.

"Professional books, papers, and equipment" means reference material, instruments, tools, and equipment peculiar to technicians, mechanics and members of the professions and special skill areas; specialized, job-related clothing not considered to be normal or usual clothing; communication equipment used by members in association with their particular specialty; and military and individually owned or specifically issued field clothing and equipment.

"Services" means the services performed, workmanship, and material furnished or used in the performance of the services.

"Storage Pack" means the final result of wrapping and protecting of articles, and then properly placing these articles in appropriate cartons and boxes, and then storing these articles/cartons in storage pallet boxes as loose pack storage.

"Tare Weight" means the weight of an empty shipping container, excluding all materials used for wrapping, cushioning, banding, waterproofing, packaging, blocking and bracing articles within the exterior container.

"Unaccompanied Air Baggage (UAB)" means that portion of the total weight allowance of personal property that the client is permitted to ship via airfreight. UAB typically includes those items required for short-term housekeeping, such as clothing, linen, and kitchen items.

3. GENERAL REQUIREMENTS

Packing of client household effects (HHE) and Government-owned materials for transportation is a highly specialized function. The measure of performance shall be the condition of packed articles upon arrival at their destination. The Contractor must appreciate the importance of family possessions and U.S. Government property and always take the greatest care in handling and packing such articles. No claim for any additional compensation shall be considered unless it has been authorized by the Government in writing in advance. The government shall not be responsible for any work performed that is not specifically provided for under the terms of this contract r authorized by the Government in writing in advance.

4. PACKING SPECIFICATIONS AND RESPONSIBILITIES

Labor employed to perform services under this contract shall be experienced and competent in the performance of such services. Those employees who perform services at the client’s office or residence shall be neat and in uniform identifying them as employees of the Contractor.

The Contractor agrees to provide complete services for surveying, packing, crating, weighing, and marking of household effects, surface baggage and official Government shipments of commodities including, but not limited to, household effects, office and residential furniture, vehicles, and equipment and supplies for shipment within and from Sri Lanka. Such services will be performed on goods located primarily within the Colombo metropolitan area, but also other areas of Sri Lanka as requested.

The Contractor shall provide all necessary packing and crating material required by this specification and standard industry practice for the services under this contract

At the request of the Contracting Officer’s Representative (COR), the Contractor shall survey the goods to be packed and furnish the Government with a written estimate of the weight and required number of lift vans or other containers in which to pack the goods to be shipped. The Contractor shall transport packing materials and vans to the designated location ready to perform the services required on the date and at the same time specified by the COR. The Government shall notify the Contractor 48 hours in advance, unless otherwise mutually agreed. Any services performed outside of normal business hours as may be agreed upon between the parties to this contract shall be for the mutual convenience of the contracting parties and shall create no liability on the part of the Government for overtime or premium pay charges.

The Contractor agrees to provide export packing and related services using the best commercial practices to insure a shipment of the least tare weight and smallest cubic measurement compatible with assurance of transportation to destinations without damage or pilferage to containers or contents. Export packing shall include, but shall not be limited to, the following actions by the Contractor:

· Padding, dunnage and packing into cases, barrels or crates of all fragile items.

· Wrapping in waterproof paper and padding all items of furniture, television sets and other valuable equipment. The Contractor shall crate these items. The Contractor shall place these items in the lift vans so as to prevent damage or shifting while in transit.

· Padding securely all mirrors and framed pictures, marble tops, etc., in crates made to the proper size of good packing grade dry lumber with least tare weight.

· All rugs and carpets shall be mothproofed with crating or wrapping without folding.

· Packing clothing items, linens, bedding, lampshades and similar items in containers lined with tissue paper, carefully, to prevent excessive wrinkling or folding.

· Freezers or refrigerators shall be dry inside and the Contractor shall pad and secure all removable shelving and interior parts to prevent breakage or damage.

· Applying tightly and securely adequate steel banding to all wooden cases and containers and to the outside of other appropriate containers that may be used for shipments.

5. INVENTORY SYSTEM

In conjunction with the client or his/her agent, the Contractor shall prepare six copies of an Inventory List of all articles packed, bearing the signature of the client or his/her agent together with the signature of the Contractor, both certifying to the correctness of the inventory. The Contractor shall ensure diligence in recording any unusual condition of the goods being packed by the Contractor. The inventory shall list each article. Words such as "HOUSEHOLD EFFECTS" or other general descriptive terms such as marred, scratched, soiled, worn, torn, gouged, and the like shall be avoided unless they are supplemented with a statement describing the degree and location of the exception. Care in the preparation of the initial inventory will assist in protecting the client of the property and the Contractor in the event of loss and/or damage. Inventory Lists shall specify the name of the client of the goods, the date of shipment and the name of the Contractor, and contain on the form an explanation of the condition symbols and location symbols. The original of the Inventory List will be retained by the Contractor; one copy shall be given to the client or the client's agent; and the remaining copies shall be forwarded to the COR.

6. FREIGHT HANDLING

The Contractor shall act on behalf of the Government on any selected incoming and outgoing Government cargo that may be assigned to the Contractor under this contract, including the effecting of necessary transport of Government cargo within Sri Lanka. The Contractor accepts full responsibility for any and all losses and/or damage, from the time such cargo is received into the hands of the Contractor until it is released into the custody of the Government as evidenced by a signed receipt. The Contractor further agrees that in any instance involving loss or damage to the Government cargo, where the Contractor fails to exercise reasonable diligence, the Contractor shall assume full responsibility for such losses or damage including payment of claims for such losses or damage.

The Contractor shall transport all incoming Government cargo handled under the contract from commercial facilities at Port of Colombo and from Katunayake Bandaranayake International Airport to the final destination om the Colombo Area or elsewhere om Sri Lanka, including off-loading from the contractor’s vehicle, as specified by the COR unless otherwise directed by the COR in writing to the Contractor.

The Contractor shall pick up from the Government in the Colombo or elsewhere in Sri Lanka in time to time insure delivery to the Port of Colombo or Katunayake Bandaranayake International Airport facilities within 8 hours of the request for pickup. The Contractor shall not place cargo in any warehouse at Government expense without prior approval of the COR.

7. CONTRACTOR RESPONSIBILITIES

The Contractor is responsible for strict adherence to all instructions and quality requirements stated in this contract and shall provide the appropriate management effort to ensure that all services are performed. Each packing or unpacking team shall have a team leader to supervise the workforce and serve as a liaison with the COR. This designated person shall have supervision as his/her function during the time the Contractor is in the client's facility or residence and when Household Effects, Unaccompanied Baggage, or other cargo is being loaded into lift vans or other shipping containers.

Work Skills and Experience The Contractor shall ensure that all personnel assigned to this contract possess the skills and experience necessary for accomplishing their individual tasks.

English Language Qualifications Each Team Leader must possess sufficient ability in reading, writing, speaking and understanding the English language to carry out the duties prescribed herein for the position. The remaining staff must be able to follow simple instructions in English, and must be able to completely understand the instructions of the Team Leader.

The Contractor's employees shall not at any time:

8. SCHEDULING AND PLANNING SHIPMENT PICKUPS

The COR receives requests from clients for Household Effects pack out dates, and will coordinate the scheduling of shipments with the Contractor. The COR will give the Contractor a completed "Request for Shipment" form which is the notification of scheduling and authority to proceed if "confirmed" is indicated. This form will not be given to the Contractor unless a task order has already been issued by the Contracting Officer. If "tentative" is checked, the Contractor shall contact the COR for information/instructions.

Pre-shipment Survey Before the UAB, HHE and cargoes are packed, the Contractor shall, in connection with each instance of household effects services in this contract, make an on-site pre-shipment survey of the items to be shipped and/or stored to determine the approximate net weight of each category. The survey shall be conducted by an approved estimator. The survey must list the major items of furniture, appliances and equipment which are to be included in the shipment and/or storage lot. It must also state the number of cartons and crates necessary to properly protect the loose and fragile items. The Contractor shall give a copy of each survey, signed and dated by the estimator, indicating total estimated net weight of both the export shipment and storage lot to the client within 24 hours upon completion of the pre-shipment survey. A pre-shipment survey which deviates more than ten percent, either high or low, in either the export or storage estimates, will be documented by the COR in the Contractor's performance file. A pre-shipment survey will not normally be required for shipments other than household effects shipments.

9. DURATION OF PACKING

The Contractor shall perform all packing and/or pickup of household goods and personal effects on the date beginning and at the time agreed upon between the Contractor and the client or his/her agent. The client shall be any person the COR specifies as the client in the "Request for Shipment" form authorizing service. All services performed shall be performed on normal workdays between the hours of 08:30 a.m and 06:00 p.m. irrespective of local holidays. Services may only be performed at the residence before 08:30 a.m. or after 06:00 p.m with the mutual agreement of the parties. All services performed in IBB housing in Negombo and Battaramulla shall be performed on Monday through Saturday between the hours of 10:30 a.m. and 05:00 p.m. Services performed at the residence after 05:00 p.m. is with the mutual agreement of the parties. This agreement shall create no liability on the part of the Government for overtime or premium pay or other charges to be paid to the Contractor’s employees. If the packing and/or pickup crews will arrive more than 30 minutes later than the scheduled time agreed upon, the Contractor shall notify both the client and the COR in advance. Authorization for any changes in date and time must be authorized by the COR.

10. WEIGHT

Tare Weight Limitation Whether for official shipments or for household effects, the tare weight shall not exceed 45% of the net weight of the articles packed. If it appears that the 45% limitation will be exceeded, the Contractor shall obtain advance approval of the COR before proceeding with the packing. The tare weight and cube of each shipment shall be the minimum that will afford adequate protection to the items being packed. Contractor shall weigh containers before packing in order to calculate net weight.

Shipping Weight The Contractor will be advised in writing by the COR as to the maximum weight allowance to be shipped and/or stored. The Contractor shall not exceed these weights without the COR's consent. If the shipment portion exceeds the maximum authorized weight, the COR must be informed. The Contractor shall remove items specified by the COR at no additional cost to the Government or employee. If a shipment is forwarded which exceeds the maximum weight designated in writing by the COR, the Contractor shall be responsible for all costs on that portion of the shipment which exceeds the maximum weight designated.

11. RECORD KEEPING REQUIREMENTS

Inventory Lists The Contractor shall prepare a complete, accurate and legible Inventory List in English as the articles are packed. The client will review and sign the list. The original will be retained by the Contractor; one copy shall be given to the client or the client's agent; and the remaining copies shall be forwarded to the COR immediately after the packing is completed. All exceptions as to the condition of goods listed on the Inventory List must be brought to the client’s attention before goods are removed from the government premises. The Inventory List must be signed by the client and the Contractor's Team Leader, both certifying to the correctness of the Inventory List.

The Inventory List shall show the number and contents of each carton, listed by the correct name in English and Sinhala [the date of shipment; lot number; name of Contractor; container (lift van); and, an explanation of the condition symbols used. The Contractor shall give a copy of the Inventory List to the client. Care in the preparation of the initial inventory will assist in protecting the owner of the property and the Contractor in the event of loss and/or damage. When there are two or more shipments, each shipment shall have a separate inventory and lot number. Copies of all Inventory Lists shall be provided to the COR by the Contractor.

The Inventory List shall also indicate by number which cartons are loaded into the respective shipping containers/lift vans.

· The client's name shall appear on each sheet of the Inventory List, and the last sheet must also indicate the total number of boxes, total number of shipping crates (lift vans), net, tare and gross weights, with measurements and total cubic measure.

· Art Objects The packer shall list art objects by their specific names, i.e., drum, picture, mask, etc. The Inventory List shall include the type of material (malachite, wood, metal, etc.) and whether the item is of Sri Lankan origin.

12. CONTRACTOR RESPONSIBILITIES FOR U.S. GOVERNMENT FURNISHED MATERIALS

Reserved

13. STORAGE AREA REQUIREMENTS

All temporary or permanent storage provided, either for unpacked or packed household effects and unaccompanied air baggage, shall be inside storage buildings and areas that are acceptable to and approved by the COR.

In areas assigned for preparation and storage of household effects and unaccompanied air baggage the Contractor shall prevent pilferage or damage by sunlight, water, or fire. Household effects shall be stored in areas that are dry, well-ventilated, clean, and free from dust, insects and rodents, have adequate fire protection, and are accessible for routine inspection.

The Contractor shall keep aisles, driveways, and entrances free of storage and equipment not being currently handled or operated.

The Contractor shall remove waste or refuse from storage areas or kept in metal containers with tight-fitting metal lids.

Household effects shall be stored on skids, dunnage, pallet bases, elevated platforms, or similar storage aids, maintaining a minimum of two inches of clearance from the floor to the bottom-most portion of the stored goods. The Contractor shall not store property in contact with exterior or interior walls.

14. REQUIREMENTS FOR STORAGE METHODS

The Contractor shall place household effects and unaccompanied air baggage into temporary or permanent storage inside a warehouse on the day of receipt or, in the event of inclement weather, immediately upon receipt.

All loose-packed storage of household effects shall be of the enclosed lift van type. The Contractor shall obtain the COR’s approval for any exceptions. Lift vans shall have sound walls and tops and shall be fully enclosed to prevent the entry of dust and other contaminants. The Contractor shall identify all pallet boxes and other boxes and storage containers by affixing to the front of each lift van or container a sign at least 24 centimeters by 15 centimeters in size, type set on poster board material, not hand-printed, with the following legend:

U.S. [insert name of Post] (Shipper's Last Name) (Lot Number)

All letters on each sign described above shall be at least 5 centimeters in height.

The Contractor shall replace moth repellents upholstered articles at least every six months.

The Contractor shall store rugs in fully enclosed rug tubes or rug cartons in rug racks. No more than two rugs are to be stored in each tube or carton. The Contractor shall replenish moth repellents at least every six months.

The Contractor shall establish and maintain a locator system to enable prompt identification and removal of effects in storage.

The Contractor shall store upholstered and overstuffed furniture in special enclosed lift van containers apart from other effects. Upholstered rooms must be fully enclosed areas containing only articles of furniture in loose-pack storage. Walls must have sturdy framing and be covered with a solid sheathing material such as masonite, cellotex, or plywood of a minimum thickness of one-quarter inch sheathing shall be free of holes and tightly joined to prevent the entry of dust and contaminants. Entry doors into such upholstered storage rooms must be kept closed at all times except during periods of actual placement into and/or removal of furniture. Any other type of upholstered storage must be specifically approved by the COR before use.

15. WAREHOUSE RECEIPT

Upon receipt of effects, the Contractor shall prepare a Non-Negotiable Warehouse Receipt. The terms shall be subject to approval by the COR, indicating the American post or other Government Agency as the depositor. If the Warehouse Receipt contains provisions that differ from items in this contract, or that are not contained in this contract, these provisions in the Warehouse Receipt shall have no effect against the United States Government unless the United States Government specifically, in writing, approved each provision at the time the receipt was drafted.

The Warehouse Receipt shall also indicate the name of the owner of the goods, the number of the authorization, the net weight of the storage lot, the number of items deposited, the kind of items and the condition in which they are received. The Contractor shall mail the original of the Warehouse Receipt to the COR within twenty-five calendar days of the pickup of the storage at the Government facility. If access and segregation and/or partial removal is performed, the Contractor shall prepare a new Non-Negotiable Warehouse Receipt and submit it as directed above.

Warehouse facilities must be approved by the COR and meet the following criteria:

(a) Storage buildings shall be constructed, with masonry walls and floors, watertight roofs, and maintained in good condition. The building shall be kept dry, clean, well ventilated, free of dampness, free of moths, rats, mice, and insets, and in orderly condition at all times.

(b) Each building used for storage under this contract shall have as the minimum standard for qualification either:

(1) an acceptable automatic fire detection and reporting system, or an acceptable automatic sprinkler system; or

(2) a fire prevention and control plan, posted and maintained in each building; and necessary fire extinguishers and/or approved fire-fighting apparatus available and in good working order at all times.

In addition, each storage facility must be protected by an adequate water supply for firefighting and a fire department that is responsive twenty-four hours per day. Statements from the cognizant fire insurance rating organization shall be used by the Government as a definitive basis for determining the sufficiency or adequacy of a fire-fighting water supply and the responsiveness of a fire department to protect a facility.

(c) The Contractor shall insure that all installed fire protective systems shall be accredited by the cognizant fire insurance rating organization for insurance rate credit.

16. NOTIFICATION OF COMPLETION OF SERVICES

As soon as the required services for outgoing cargo and unaccompanied air baggage shipments and household effects are completed, the Contractor shall notify the COR and provide the following information:

a. If a shipment of other than Household Effects:

· name and Agency affiliation of employee requesting the shipment, and

· name and Agency affiliation of employee who owns the effects.

b. Government Agency packing authorization number;

c. ultimate destination of shipment;

d. date of pickup, number of pieces and gross weight of shipment; and

e. Bill of Lading or Air Way Bill number assigned to the shipment.

A U.S. Government Bill of Lading (GBL) will be issued for each shipment by the authorizing Government Agency. The GBL will either be:

(1) forwarded by the Government directly to the carrier specified to transport the shipment; or

(2) forwarded to the Contractor to be surrendered to the carrier or its agent when the shipment is picked up at the Contractor's premises; or

(3) forwarded to the Contractor to be surrendered to the carrier or its agent when the shipment is delivered by the Contractor to the carrier or his agent.

The Contractor shall obtain a proper receipt from the carrier or its agent at the time the baggage is delivered to the carrier by the Contractor.

Upon completion of each assigned packing effort, the Contractor shall provide to the COR a Notice of Availability for Shipment. On this Notice, the Contractor shall report the identity of each completed export packing effort, and whether each was for Household Effects, UAB, or general cargo. The Contractor shall confirm each such notification by submitting to the COR, within twenty-four hours, four copies of the Inventory List, together with a written request for shipping instructions containing the following information:

Upon receipt of the above information, the COR will furnish to the Contractor, in writing:

· for any additional shipment marking information; the necessary shipping data; and

· a completed and signed U.S. Government Bill of Lading (GBL) for each shipment that the Contractor has reported ready to ship.

The Contractor shall tender the GBL to the carrier specified to transport the shipment to the port of embarkation. The Contractor shall contact the carrier in sufficient time to load the shipment on the carrier's vehicle in time to have the shipment delivered to the port of embarkation by the delivery date designated…