AMENDMENT_ONE_SCG50015R0003.pdf

August 11, 2015

Dear Prospective Offeror, SUBJECT: Amendment 01 to Solicitation Number SCG50015R002, now titled SCG50015R0003

The Embassy of the United States is issuing this amendment to add information and correct information.

This consists only of a Request for Proposals for packing, freight handling, local 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 service area of Kinshasa in the Democratic Republic of the Congo. This solicitation does not contain components for shipping or freight forwarding.

Please note that this Request for Proposals (RFP) document was issued with an incorrect solicitation number. This has now been corrected to SCG50015R0003, as noted in FedBizOps.

The Embassy intends to conduct a pre-proposal conference. See Section L of the attached Request for Proposals

(RFP) for details.

We have amended the due date for your proposal. Your proposal now must be submitted in a sealed envelope marked as follows by 1700 hours local time on November 2, 2015. No proposal will be considered after this time.

American Embassy Kinshasa

Contracting Officer - SCG50015R0003

498 Avenue Colonel Lukusa

Kinshasa, Democratic Republic of Congo

In order for a proposal to be considered, you must also complete the following:

1. SF-30, the document titled AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

2. SF-33, the document titled SOLICITATION, OFFER AND AWARD

3. Section B, Pricing Schedule

4. Section B, Retention Amounts in B.3 and B.7

5. Section K, Representations and Certifications

6. Additional information as required in Section L

Direct any questions regarding this solicitation to kinshasabid@state.gov. In the subject line of your e-mail, make sure to type SCG50015R0003 Packing/Crating Services and the name of your company.

The U.S. Government intends to award a contract to one or more companies which submit acceptable offers at the lowest price. We intend to award based on initial proposals, without holding discussions, althrough we may hold discussions with companies in the competitive range if there is a need to do so.

Thank you, Buck Tilley

Contracting Officer mailto:kinshasabid@state.gov

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

PAGE OF

PAGES

2. AMENDMENT/MODIFICATION NO.

A001

3. EFFECTIVE DATE

August 11, 2015

4. REQUISITION/PURCHASE REQ.

NO.

5. PROJECT

NO. (If applicable)

6. ISSUED BY CODE

7. ADMINISTERED BY (If other than Item 6)

CODE

American Embassy Kinshasa/ GSO/Procurement Office

498 Avenue Colonnel Lukusa

8. NAME AND ADDRESS OF CONTRACTOR (NO., street,city,county,State,and ZIP Code)

9a. AMENDMENT OF

SOLICITATION NO.

SCG50015R0003

9b. DATED (SEE ITEM 11)

June 13, 2015

10a. MODIFICATION OF

CONTRACT/ORDER NO.

10b. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

[ x ] The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

[x] is extended, [ ] is not extended

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing Items 8 and 15, and returning ___4__ copies of the amendment;(b) By acknowledging receipt of this amendment on each copy of the offer submitted; or(c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers.

FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF

OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN

THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b)

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor [ ] is not, [ ] is required to sign this document and return ___ copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

Offerors must submit their proposal packages by 1700 on November 2, 2015. No proposals which arrive after this time will be considered.

All major changes in the text of the document, with the exception of the pricing charts, are in yellow.

The solicitation number has been corrected to SCG50015R0003

Offerors shall comply with the terms of #11 above. Also include a copy of the acknowledgment with your proposal.

Some minor amendments to correct for spelling and formatting errors have been made. Clarifications have been made in the pricing charts.

Table of Contents, page numbering.in the SF33 has been amended

B.4(e) The title of this section is now Freight Handling Services. Definitions have been modified for clarity.

B.5 All pricing charts have been modified for clarity. Estimated quantities have been revised.

C.1 The title of the section has been changed from Shipping/Packing Services to Packing, Crating, and Forwarding Services

G.2.1 Number of invoices required and address has been changed.

G2.2 Defines acceptable invoices. G.3 Defines acceptable survey quotations.

I.3 List of holidays has been updated.

K.10(b)Workers compensation laws do exist in the DRC

L.1.2.2 Information demonstrating the offeror’s ability to perform. The addition of points 7, 8, 9, 10 and a Special Note.

L.6 PRE-PROPOSAL CONFERENCE now defines the date and time of the Pre-proposal Conference.

See L.6.1 through L.6.4 for other information on questions about the Pre-Proposal Conference and other questions.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

16A. NAME OF CONTRACTING OFFICER

15B. NAME OF CONTRACTOR/OFFEROR

BY

(Signature of person authorized to sign)

15C.DATE

SIGNED

16B. UNITED STATES OF AMERICA

BY

(Signature of Contracting Officer)

16C.DATE

SIGNED

SOLICITATION, OFFER AND AWARD 1. THIS CONTRACT IS A RATED

ORDER UNDER DPAS (15 CFR 350)

RATING PAGE OF

PAGES

2. CONTRACT (Proc. Inst.

Ident.) NO.

3. SOLICITATION NO.

SCG500-15-R-0003

4. TYPE OF SOLICITATION

[ ] SEALED BID (IFB)

[x] NEGOTIATED (RFP)

5. DATE ISSUED

June 13, 2015

6. REQUISITION/

PURCHASE NO.

7. ISSUED BY

8. ADDRESS OFFER TO (If other than item 7)

American Embassy Kinshasa/ GSO/Procurement Office

498 Avenue Colonnel Lukusa

Phone: 243-81-8803664 Fax: 243-81-556-0174

NOTE: In sealed bid solicitation "offer" and "offeror” mean "bid" and "bidder".

SOLICITATION

9. Sealed offers in original and 4 copies for furnishing the supplies or services in the Schedule will be received at the place specificed, in the depository located at the address specified in #7 above until 1700 local time on November 2, 2015.

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L. Provision No. 52.215-1. All offers are subject to all tems and conditions contained in this solicitation.

10. FOR INFORMATION

CALL:

A. NAME:

Buck Tilley

B. TELEPHONE (NO COLLECT

CALLS)

AREA CODE NUMBER

243-81-556-0151 Ext. 2476

C. E-MAIL ADDRESS

kinshasabid@state.gov

11. TABLE OF CONTENTS

(x) SEC

DESCRIPTION PAGE (x) SEC

DESCRIPTION PAGE

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM 1 X I CONTRACT CLAUSES 54

X B SUPPLIES OR SERVICE AND PRICES/COSTS 2 PART III - LIST OF DOCUMENTS, EXHIBITS, AND OTHER

ATTACH.

X C DESCRIPTION/SPECS/WORK STATEMENT 24 X J LIST OF ATTACHMENTS 67

X D PACKAGING AND MARKETING 37 PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 43 X K REPRESENTATIONS, CERTIFICATIONS, AND 71

X F DELIVERIES OR PERFORMANCE 46 OTHER STATEMENTS OF OFFERORS

X G CONTRACT ADMINISTRATION 48 X L INSTRS., COND., AND NOTICES TO

OFFERORS

X H SPECIAL CONTRACT REQUIREMENTS 51 X M EVALUATION FACTORS FOR AWARD 89

OFFER (Must be fully completed by offeror)

NOTE: ITEM 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within ________ calendar days (120 calendar days unless a different period is inseted by the offer) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT SEE 14

(See section I, Clause No 52.232-8)

10 CALENDAR

DAYS %

20 CALENDAR DAYS

30 CALENDAR

DAYS

CALENDAR

DAYS

14. ACKNOWLEDGMENT OF AMENDMENTS AMENDMENT NO. DATE AMENDMENT NO. DATE

(The offeror acknowledges receipt of amendments to the solicitation and related documents ) numbered and dated:

15A. NAME CODE FACILITY 16. NAME AND TITLE OF PERSON

AUTHORIZED

AND

ADDRESS

OF

OFFEROR

TO SIGN OFFER (Type or print)

15B. TELEPHONE NO. (Include area code)

15C. CHECK IF REMITTANCE

ADDRESS [ ] IS DIFFERENT FROM

ABOVE - ENTER SUCH ADDRESS

17. SIGNATURE 18. OFFER

DATE

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEM NUMBERED

20. AMOUNT

USD 98,367.00

21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN

COMPETITION:

[ ] 10 U.S.C. 2304(c)( ) [ ] 41 U.S.C. 253(c)( )

23. SUBMIT INVOICES TO ADDRESS

SHOWN IN

G.2.1

ITEM

24. ADMINISTRATION BY (If other than Item 7)

CODE

25. PAYMENT WILL BE MADE BY: EFT

26. NAME OF CONTRACTING OFFICER (Type or print)

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28.

AWARD

DATE

IMPORTANT - Award will be made on this form, or on the Standard Form 26, or by other authorized official written notice.

PART I – THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SCOPE OF SERVICES

The Contractor shall provide services for the American Embassy Kinshasa in accordance with Section C - Description/Specifications/Work Statement and the Exhibits contained in

Section J of this contract.

Nothing in this contract shall prohibit the Government, at its discretion, from using International-

Through-Government-Bill-of-Lading (ITGBL) contractor(s) (door-to-door) for movement of effects to any destination covered by ITGBL tender(s) in effect. The Government reserves the right to assign these ITGBL shipments without recourse by Contractors awarded a contract from this solicitation so long as the guaranteed minimum is met.

B.2 TYPE OF CONTRACT

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

For each year of the contract, the U.S. Government guarantees a minimum order of USD

3,000.00. The maximum amount of shipping/packing services each year of this contract will not exceed USD 2,000,000.

Individual purchases shall be documented as follows: PO No. SCG500-XX-F-XXXX

B.3 LEVEL OF EFFORT

(a) The contractor shall provide the services for the base period of the contract at the rates shown in Section B and any option years exercised by the Government.

(b) The quantities of supplies and services specified in the Schedule are estimates only and are not guaranteed by this contract.

(c) The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations. Except as specified in the Delivery-Order Limitations clause or in the paragraph below, there is no limit on the number of orders that may be issued/ordered.

B.4 PRICING

(a) For satisfactory performance of all the scheduled services required under this contract, the Government shall pay the Contractor a fixed-price per unit of service.

(b) The cost of Workers’ Compensation War-Hazard Insurance Overseas (See Section

I, FAR 52.228-4) is not reimbursable and shall be included in the Contractor’s rates.

(c) The Government will make payment in U.S. Dollars.

(d) Packing Services: the unit prices per kilo shall be fully loaded rates, including services, transportation of crates/boxes from residential compounds to designated warehouses, insurance (see FAR 52.228-4 and 52.228-5 in Section I), DBA insurance; recruitement and similar fees; general and administrative expenses (G&A), and profit.

(e) Freight Handling Services (including clearance when necessary): the following definitions shall apply to the pricing tables from B5 to B9:

Administrative Charges: charges for the airport/port: for each shipment the administrative charge rates are inclusive of operating administrative expenses (Frais Adminstratif et Operationels or

FAO), Direction Generale de Douanes et Assises or DGDA clearance fees, copying services, DGDA forms (borderaux), courier services (courier), AWB or BOL follow-up charges (laissez-suivre), overhead and profit.

Airport/Port Charges: for each shipment /container, include handling, warehousing, and services charged by the airport/port contractors. Include storage fees if applied by the airport or port authorities. There is no warehousing at the airport or port for outbound shipments.

B.5 BASE PERIOD PRICES

The contractor shall provide the following categories of services for the basic year period of the contract, starting after the Notice to Proceed and continuing for a period of 12 months:

The Government will not reimburse the Contractor for VAT under this contract. The Contractor shall not include a line for VAT on Invoices as the U.S. Embassy has a tax exemption certificate with the host government.

B.5.1. PACKING SERVICES

Estimated Quantiy in

KG

Price per

KG

Extended

Price

1 Packing HHE 100,000

2 Packing UAB 10,000

3 Unpacking HHE 100,000

4 Unpacking UAB 10,000

Total

B.5.2. FREIGHT HANDLING

B.5.2.1 Incoming Surface Shipments

Quantiy

Price per Container

Extended Price

1 Administrative Charges

20' Container 80

40' Container 120

2 Charges at Port of Matadi

3 Transportation Matadi/Kinshasa

4 Return of empty 20’ container to Matadi 10

Return of empty 40’ container to Matadi 10

B.5.2.2. Outgoing Surface Shipments - 20' Container

20' Container 45

40’ Container 5

2 Charges at the Port of Matatidi

20' Container 60

3 Transportation Kinshasa/Matadi

40' Container 5

B.5.2.3. Incoming Air Shipments

Quantiy

Price per Air

Shipment Extended

1 From 1 - 10 kg

Administrative Charges 25

Airport Charges - handling and warehousing 25

Transportation to residence or Embassy 25

2 From 11 - 20 kg

Administrative Charges 35

Airport Charges - handling and warehousing 35

Transportation to residence or Embassy 35

3 From 21 - 50 kg

4 From 51 - 100 kg

Administrative Charges 50

Airport Charges - handling and warehousing 50

Transportation to residence or Embassy 50

5 From 101 - 500 kg

Administrative Charges 55

Airport Charges - handling and warehousing 55

Transportation to residence or Embassy 55

6 From 501 - 1,000 kg

7 From 1,000 - 2,000 kg

8 Over 2,500 kg

Administrative Charges 60

Airport Charges - handling and warehousing 60

Transportation to residence or Embassy 60

B. 5.2.4. Outgoing Air Shipments

Quantiy

Price per Air

Shipment

1 From 1 - 50 Kg

Administrative Charges 10

Airport Charges 10

Transportation to airport from residence or Embassy 10

2 From 51 - 100 kg

Airport Charges 25

Embassy 25

3 From 101 - 500 kg

Airport Charges 50

Embassy 50

4 From 501 - 1000 kg

Administrative Charges 40

Airport Charges 40

Embassy 40

5 From 1,001 - 2500 kg

Embassy

6 Over 2,500 kg

TOTAL FREIGHT HANDLING

B.5.3. Contract Price: the estimated price for the basic period of this contract is the sum of the following categories:

B.5.3.1. Packing Services USD ___________

B.5.3.2. Freight Handling Services USD ___________

The estimated total price for the base period is: USD ___________

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.

B.6 YEAR OPTION ONE PRICES

Year Option One: Twelve (12) Months: The contractor shall provide the following categories of services for the year option one of the contract, starting after the basic period and continuing for a period of 12 months.

B.6.1. PACKING SERVICES

Quantiy in KG Price per

KG

Extended

Price

1 Packing HHE 100,000

2 Packing UAB 10,000

B.6.2. FREIGHT HANDLING

B.6.2.1 Incoming Surface Shipments

Quantiy

Price per Container

Extended

B.6.2.2. Outgoing Surface Shipments - 20' Container

B.6.2.3. Incoming Air Shipments

Quantiy

Price per Air

Shipment

B. 6.2.4. Outgoing Air Shipments

Quantiy

Price per Air

Shipment

Airport Charges

B.6.3. Contract Price: the estimated price for the year option one period of this contract is the sum of the following categories:

B.6.3.1. Packing Services USD _____________

B.6.3.2. Freight Handling Services USD _____________

The estimated total price for the year option one period is: USD _____________

B.7 YEAR OPTION TWO PRICES

Year Option Two: Twelve (12) Months: The contractor shall provide the following categories of services for the year option two of the contract, starting on the date after the year option one and continuing for a period of 12 months.

B.7.1. PACKING SERVICES

Quantiy in

KG

Price per

KG

Extended

Price

1 Packing HHE 100,000

2 Packing UAB 10,000

B.7.2. FREIGHT HANDLING

B.6.2.1 Incoming Surface Shipments

Quantiy

Price per Container

Extended

B.7.2.2. Outgoing Surface Shipments - 20' Container

B.7.2.3. Incoming Air Shipments

Quantiy

Price per Air

Shipment

B. 7.2.4. Outgoing Air Shipments

Quantiy

Price per Air

Shipment

B.7.3. Contract Price: the estimated price for the year opion two period of this contract is the

B.7.3.1. Packing Services USD ___________

B.7.3.2. Freight Handling Services USD ___________

The estimated total price for the year option two period is: USD ___________

B.8 YEAR OPTION THREE PRICES

services for the year option three of the contract, starting on the date after the year option two and continuing for a period of 12 months:

B.8.1. PACKING SERVICES

Quantiy in

KG

Price per

KG

Extended

1 Packing HHE 100,000

2 Packing UAB 10,000

B.8.2. FREIGHT HANDLING

B.8.2.1 Incoming Surface Shipments

Quantiy

Price per Container

Extended

B.8.2.2. Outgoing Surface Shipments - 20' Container

B.8.2.3. Incoming Air Shipments

Quantiy

Price per Air

Shipment

B. 8.2.4. Outgoing Air Shipments

Quantiy

Price per Air

Shipment

B.8.3. Contract Price: the estimated price for the year option three period of this contract is the

B.8.3.1. Packing Services USD ___________

B.8.3.2. Freight Handling Services USD ___________

The estimated total price for the year option three period is: USD ___________

B.9 YEAR OPTION FOUR PRICES

services for the year option four of the contract, starting on the date after the year option three and continuing for a period of 12 months:

B.9.1. PACKING SERVICES

Quantiy in

KG

Price per

KG

Extended

Price

1 Packing HHE 100,000

2 Packing UAB 10,000

B.9.2. FREIGHT HANDLING

B.9.2.1 Incoming Surface Shipments

Quantiy

Price per Container

Extended

B.9.2.2. Outgoing Surface Shipments - 20' Container

B.9.2.3. Incoming Air Shipments

Quantiy

Price per Air

Shipment

B.9.2.4. Outgoing Air Shipments

Quantiy

Price per Air

Shipment

B.9.3. Contract Price: the estimated price for the year option four period of this contract is the

B.9.3.1. Packing Services USD ___________

B.9.3.2. Freight Handling Services USD ___________

The estimated total price for the year option four period is: USD ___________

B.10 GRAND TOTAL

Base Year $______________

Year Option 1 $______________

Year Option 2 $______________

Year Option 3 $______________

Year Option 4 $______________

Grand Total Price $______________

B.11. 652.216-71 PRICE ADJUSTMENT (AUG 1999)

(a) The contract price may be increased or decreased in actual costs of direct service labor which result directly from laws enacted and effective during the term of this contract by the

Democratic Republic of Congo Government. Direct service labor costs include only the costs of wages and direct benefits (such as social security, health insurance, unemployment compensation insurance) paid to or incurred for the direct benefit of personnel performing services under one of the categories listed in Section B of this contract. Price adjustments will include only changes in direct service labor costs incurred in order to comply with the requirements of the law. No adjustment will be made under this clause with respect to labor costs of personnel not performing direct service labor under the categories of Section B, or for overhead, profit, general and administrative (G&A) costs, taxes or any other costs whatsoever.

(b) For the contracting officer to consider any request for adjustment, the contractor shall demonstrate in writing:

(1) That the change in the law occurred during the term of this contract and subsequent to the award date of this contract; and,

(2) That the change in the law could not have been reasonably anticipated prior to contract award; and,

(3) How the change in the law directly affects the contractor's costs under this contract.

(c) The contractor shall present data that clearly supports any request for adjustment.

This data shall be submitted no later than 30 calendar days after the changes in the law have been made public. This data shall include, but not be limited to, the following:

(1) The calculation of the amount of adjustment requested; and,

(2) Documentation that identifies and provides the appropriate portions of the text of the particular law from which the request is derived.

(d) In order to establish the change between the requested adjusted rate and the original rate, the contractor shall support the appropriate data and composition of the original rate and the requested adjusted rate. This shall include details regarding specific hourly rates paid to individual employees. For contracts paid in U.S. dollars, the contractor's request for price adjustment shall present data reflecting:

(1) The exchange rate in effect on the date of the contractor's proposal that was accepted for the basic contract; and

(2) The current exchange rate and its effect on payment of workers in local currency. The allowable adjustment shall be limited to the extent to which increases in direct service labor costs due to host country law changes are not offset by exchange rate gains.

(e) Only direct cost changes mandated by enacted laws shall be considered for adjustment under this contract. Changes for purposes of maintaining parity of pay between employees at the minimum mandated levels and employees already paid at levels above the newly mandated minimums shall not be considered. Therefore, if the contractor elects to increase payments to employees who are already being paid at or above the mandated amounts, such increased costs shall be borne solely by the contractor and shall not be justification for an increase in the hourly and monthly rates under this contract.

(f) Any request for adjustment shall be presented by signature of an officer or general partner of the contractor having overall responsibility for the conduct of the contractor's affairs.

(g) No adjustment shall be made to the contract price that relates to any indirect, overhead, or fixed costs, profit or fee. Only the changes in direct service labor wages (and any benefits based directly on wages) shall be considered by the U.S. Government as basis for contract price changes.

(h) No request by the contractor for an adjustment under this clause shall be allowed if asserted after final payment has been made under this contract.

(i) This clause shall only apply to laws enacted by the Democratic Republic of Congo Government meeting the criterion set forth above in paragraph (b). No adjustments shall be made due to currency fluctuations in exchange rates.

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 PERFORMANCE WORK STATEMENT - PACKING, CRATING, AND

FORWARDING SERVICES

C.2 WORK REQUIREMENTS

C.2.1 General. The Contractor shall provide services for the United States Mission, Kinhasa, Democratic Republic of Congo as described. This consists of packing, freight handling, local 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 Kinshasa. There is no shipping or freight forwarding component in this document.

The Contractor shall furnish all managerial, administrative, direct labor personnel, materials and transportation that are necessary to accomplish all work as required by this contract. 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.

C.2.2 Personnel. The Contractor shall provide a qualified work force capable of providing the services specified in this contract.

C.3 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 of 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 G of this contract.

"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 shipping container, including the articles packed therein and all materials used for wrapping, cushioning, banding, waterproofing, packaging, blocking and bracing the container.

"Household Effects" means those items that are the personal property of post officials, 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 D 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.

"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, (such as, 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 utilized 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.

C.4 GENERAL REQUIREMENTS

Packing of client Household Effects or 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 or authorized by the Government in writing in advance.

C.5 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.

C.5.1 Packing Services

C.5.1.1 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 the

Democratic Republic of Congo. Such services will be performed on goods located primarily within Kinshasa metropolitan area, but also other areas of the Democratic Republic of Congo as requested.

C.5.1.2 The Contractor shall provide all necessary packing and crating material required by this specification and standard industry practice for the services under this contract.

C.5.1.3 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.

C.5.1.4 The Contractor shall provide export packing and related services following the best commercial practices to insure a shipment of the least tare weight and smallest cubic measurement that is 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:

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 this item. 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, and crated or wrapped 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.

C.5.2 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.

C.6 FREIGHT HANDLING

C.6.1 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 the Democratic

Republic of Congo. 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.

C.6.2 The Contractor shall transport all incoming Government cargo handled under the contract from commercial facilities at the port of Matadi and Ndjili airport to the final destination in Kinshasa area or elsewhere in the Democratic Republic of Congo including off-loading from the Contractor's vehicle, as specified by the COR unless otherwise directed by the COR in writing to the Contractor.

C.6.3 The Contractor shall pick up from the Government in the city of Kinshasa or elsewhere in the Democratic Republic of Congo in time to insure delivery to the Port of Matadi or N’djili airpor facilities within 72 hours of the request for pickup. The Contractor shall not place cargo in any warehouse at Government expense without prior approval of the COR.

C.7 CONTRACTOR RESPONSIBILITIES

C.7.1 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.

C.7.2 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.

C.7.3 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.

C.7.4 The Contractor's employees shall not at any time:

(a) Smoke in the client's facility or residence;

(b) Arrive at the facility or residence under the influence of drugs or alcohol, or even with alcohol on the breath;

(c) Drink alcoholic beverages on the job, even if offered;

(d) Use the client's bathroom or towels without permission;

(e) Engage in prolonged discussion or argument regarding the job;

(f) Perform any work for the client not specified in this contract; or

(g) Request or accept any articles or currency as a gratuity from the client for work performed under this contract.

C.8 SCHEDULING AND PLANNING SHIPMENT PICKUPS

C.8.1 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.

C.8.2 PRE-SHIPMENT SURVEY

Before the HHE has been 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 immediately 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.

C.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 08:00 a.m. and 04:00 p.m. Services may only be performed at the residence before 16;00 p.m. or after 08:00 a.m. on normal workdays, or other than normal workdays 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 two hours 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.

C.10 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.

C.11 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.

C.12 RECORD KEEPING REQUIREMENTS

C.12.1 Inventory Lists. The Contractor shall prepare a complete, accurate and legible

Inventory List 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.

C.12.1.1 The Inventory List shall show the number and contents of each carton, listed by the correct name in English AND French; 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.

C.12.1.2 The Inventory List shall also indicate by number which cartons are loaded into the respective shipping containers/lift vans.

C.12.1.3 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.

C.12.1.4 Art Objects. The packer shall list art objects by their specific names, such as, drum, picture, mask, etc. The Inventory List shall include the type of material

(malachite, wood, metal, etc.) and whether the item is of the Congolese origin.

C.13 RESERVED

C.14 STORAGE AREA REQUIREMENTS

C.14.1 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.

C.14.2 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.

C.14.3 The Contractor shall keep aisles, driveways, and entrances free of storage and equipment not being currently handled or operated.

C.14.4 The Contractor shall remove waste or refuse from storage areas or kept in metal containers with tight-fitting metal lids.

C.14.5 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.

C.15 REQUIREMENTS FOR STORAGE METHODS

C.15.1 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.

C.15.2 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. Post

(Shipper's last name)

(lot number)

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

C.15.3 The Contractor shall replace moth repellents upholstered articles at least every six months.

C.15.4 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.

C.15.5 The Contractor shall establish and maintain a locator system to enable prompt identification and removal of effects in storage.

C.15.6 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.

C.16 WAREHOUSE RECEIPT

C.16.1 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.

C.16.2 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.

C.17 WAREHOUSE FACILITIES

C.17.1 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 fire fighting 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.

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