Packing_and_Crating_Solicitation_-_October_12_model__v_Jan_9__to_FBO_and_advertising.pdf

Prague Shipping Solicitation_ SEZ80013R0002 October 2012 model, Packing and Crating Services, CommItems Ver of 1/9/2013 3/29/2013

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PACKING AND CRATING SERVICES

COMMERCIAL ITEMS SERVICES

American Embassy in Prague

Date: April 3, 2013

Dear Prospective Quoter:

SUBJECT: Solicitation Number SEZ80013R0002

The Embassy of the United States of America invites you to submit a quotation for the shipping and packing services for the U.S. Embassy in Prague, the Czech Republic.

The Embassy intends to conduct a pre-quotation conference at the site, and all prospective offerors who have received a solicitation package will be invited to attend. The pre-quotation conference will take place on June 18, 2013 at 9.30 a.m. in the American Center of the U.S.

Embassy in Prague, Tržiště 13, Praha 1, the Czech Republic.

Your quotation must be submitted in a sealed envelope marked "Quotation Enclosed" to the

Contracting Officer, Jonathan E. Earle, American Embassy in Prague, Tržiště 15, 118 01

Prague 1, the Czech Republic on or before 1 p.m. on July 19, 2013. No quotations will be accepted after this time. Electronic submissions will not be accepted.

For a quotation to be considered, you must also complete and submit the following:

1. SF-1449

2. Section 1, Block 23

3. Section 5, Representations and Certifications;

4. Additional information as required in Section 3.

Direct any questions regarding this solicitation to Lida Aylsworth by letter or e-mail at

PragueProcurement@state.gov.

Sincerely, Jonathan E. Earle

Contracting Officer mailto:PragueProcurement@state.gov

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TABLE OF CONTENTS

Section 1 - The Schedule

SF1449 cover sheet

Continuation to SF1449, RFP SEZ80013R0002, 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

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Continuation to SF1449

RFP SEZ80013R0002

SECTION 1 - THE SCHEDULE

INDEFINITE DELIVERY/INDEFINITE QUANTITY CONTRACT

SHIPPING/PACKING SERVICES

1. PERFORMANCE WORK STATEMENT

For each year of the contract, the U.S. Government guarantees a minimum order of 10,000 kilograms of shipment.

The maximum amount of shipping/packing services each year of this contract will not exceed

100,000 kilograms.

Individual purchase orders shall be documented as follows: Task Orders. Orders may be placed orally by fax or by the electronic method. All oral orders shall be followed up by a written task order signed by the Contracting Officer within 48 hours.”

2. OFFERS AND PAYMENT IN U.S. DOLLARS

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

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

3. 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.

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4. 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.

BASE PERIOD PRICES

Unit Rate Estimated Total Est.

of Measure per Unit Quantity Amount*

* Includes 21% VAT

(a) Packing Services

(1) Packing of HHE

Effects 100 kg net ______ 20,000 kg net ________*

(2) Packing of UAB

100 kg net ______ 1,500 kg gross _________*

(3) Packing of General 100 kg net ______ 250 kg net _________*

Cargo

(b) Unpacking Services

(1) Unpacking of HHE

Effects 100 kg net ______ 20,000 kg net ________*

(2) Unpacking of UAB

100 kg gross ______ 1,500 kg gross _________*

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(3) Unpacking of GC via surface

100 kg gross ______ 2,500 kg gross _________*

(4) Unpacking of GC via air

100 kg gross ______ 500 kg gross _________*

(c) Storage Services

(1) Weekly Storage of

Effects 100 kg net ______ 1,000 kg net ________*

(~ 1 cbm)

(i.e. calculated from the fifth day inclusive)

(2) Minimum number of days following delivery of a shipment to the Contractor’s warehouse free of storage charges: day N/A 4 days N/A

*Includes 21% VAT

(d) Freight Handling

(d.1) Customs clearance/ per shipment (if required)

(1) HHE, General Cargo shipment ______ 20 _________*

(2) UAB, General Cargo shipment ______ 520 _________*

(3) POV shipment _______ 15 _________*

(d.2) Transportation between:

(1) Post/ELSO Antwerp 100 kg net ______ 20,000 kg net ________*

(HHE, General Cargo)

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(2) Contractor’s warehouse/ 100 kg net ______ 22,000 kg net ________*

Post (HHE, General Cargo, UAB)

(3) Post/Local Airport 100 kg gross ______ 1,500 kg gross _______ *

And vice versa

(4) Vehicles: Post/ ELSO Antwerp (Vehicles – by truck) without boxing Vehicle ______ 7 POV ________*

(5) Vehicles: Contractor’s warehouse to post/ Residence via Technical Inspection Point/

STK The Scope of work for this service is the following: After the USG agency “ELSO” in Antwerp, Belgium, arranges delivery of the vehicle to the Contractor’s warehouse, the

Contractor notifies the US Embassy and the Embassy provides the Contractor with necessary documents and funds. The Contractor transports the vehicle in question to the

Czech Technical Inspection Point (STK), has the vehicle technically inspected for the purpose of its local registration, and then transport this vehicle to a destination specified by the Embassy’s COR.

(Vehicles - by truck) Vehicle ______ 8 POV ________*

(e) Cost of fumigating or (preferably) heat treatment of the Empty wooden Containers

______* per 1 container

(f) Large, heavy items 100 kg net ______ 500 kg net ________* packing, unpacking (~1 m3)

TOTAL _______________

21 % VAT _______________

Total with 21% VAT _______________

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FIRST OPTION YEAR PRICES

Option Term: Twelve (12) Months

Unit Rate Estimated Total Est.

Effects 100 kg net ______ 20,000 kg net _________*

(3) Packing of General 100 kg net ______ 250 kg net _________*

Cargo

(4) Unpacking of GC via air

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(~ 1 cbm) warehouse free of storage charges: day N/A 4 days N/A

(1) HHE, General Cargo shipment ______ 20 _________*

(2) UAB, General Cargo shipment ______ 520 _________*

(3) Post/Local Airport 100 kg gross ______ 1,500 kg gross ________*

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Contractor notifies the US Embassy and the Embassy provides the Contractor with necessary documents and funds. The Contractor transports the vehicle in question to the

Czech Technical Inspection Point (STK), has the vehicle technically inspected for the

(g) Large, heavy items 100 kg net ______ 500 kg net ________* packing, unpacking

*Total includes 21% VAT

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SECOND OPTION YEAR PRICES

Effects 100 kg net _______ 20,000 kg net _________*

100 kg net _______ 1,500 kg gross _________*

(3) Packing of General Cargo

100 kg net _______ 250 kg net _________*

Effects 100 kg net _____ 20,000 kg net _________*

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(4) Unpacking of GC via air

(~1 cbm) warehouse free of storage charges: 1 day N/A 4 days N/A

(1) HHE, General Cargo shipment ______ 20 _________*

(1) Post/ELSO Antwerp 100 kg net ______ 20,000 kg net _______*

(2) Contractor’s warehouse/ 100 kg net ______ 22,000 kg net _______*

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(3) Post/Local Airport 100 kg gross ______ 1,500 kg gross _______ *

Without boxing Vehicle ______ 7 POV _______* in Antwerp, Belgium, arranges delivery of the vehicle to the Contractor’s warehouse, the

Contractor notifies the US Embassy and the Embassy provides the Contractor with necessary documents and funds. The Contractor transports the vehicle in question to the

Czech Technical Inspection Point (STK), has the vehicle technically inspected for the

(h) Large, heavy items 100 kg net ______ 500 kg net ________*

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THIRD OPTION YEAR PRICES

of Measure per Unit Quantity Amount*

*Includes 21 % VAT

Effects 100 kg ______ 20,000 kg net _________*

(3) Packing of General

Cargo 100 kg net ______ 250 kg net _________*

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Effects 100 kg net ______ 1,000 kg net _________*

(~1 cbm) warehouse free of storage charges: 1 day N/A 4 days N/A

(1) HHE, General Cargo shipment ______ 20 _________*

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Contractor notifies the US Embassy and the Embassy provides the Contractor with necessary documents and funds. The Contractor transports the vehicle in question to the

Czech Technical Inspection Point (STK), has the vehicle technically inspected for the

(i) Large, heavy items 100 kg net ______ 500 kg net ________* packing, unpacking (~1 m3)

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FOURTH OPTION YEAR PRICES

of Measure per Unit Quantity Amount*

(3) Packing of General

Cargo 100 kg net ______ 250 kg net _________*

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Effects 100 kg net ______ 1,000 kg net _________*

(~1 cbm)

(i.e. calculated from the fifth day inclusive)

(2) Minimum number of days following delivery of a shipment to the Contractor’s warehouse free of storage charges: day N/A 4 days N/A

(1) HHE, General Cargo shipment ______ 20 __________*

(2) UAB, General Cargo shipment ______ 520 __________*

(3) POV shipment _______ 15 __________*

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Without boxing Vehicle ______ 7 POV ________* in Antwerp, Belgium, arranges delivery of the vehicle to the Contractor’s warehouse, the

Contractor notifies the US Embassy and the Embassy provides the Contractor with necessary documents and funds. The Contractor transports the vehicle in question to the

Czech Technical Inspection Point (STK), has the vehicle technically inspected for the

(j) Large, heavy items 100 kg net ______ 500 kg net ________*

GRAND TOTAL OF BASE PLUS ALL OPTION YEARS _______________

GRAND TOTAL WITH 21% VAT _______________

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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

(b) Contract number

(c) Date of purchase

(d) Purchase number

(e) Name of person placing order

(f) Itemized list of shipment and services furnished

(g) Quantity, unit price, and total price of each item or service, less applicable discounts

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.

Description Quantity Delivery Date Deliver To:

Written Estimate 1 Upon COR Request COR

(if required)

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Inventory List 1 Each assigned Original - Contractor packing effort one - client one – COR

Weight certificate (number of crates; for each crate: net, gross weight, dimensions, volume;

total net, gross weight, volume) 1 2 days after the pack out COR

1 together with the invoice COR

Condition Report for 1 immediately after COR

Exported/ imported vehicles vehicle’s takeover

Pre-shipment Survey 1 Before each assigned client & COR packing effort of Household effects

Changes in date/time 1 2 hours before COR of packing scheduled time/date client

Stock Levels Records 1 throughout period COR of performance

Non-Negotiable 1 25 calendar days original - COR

Warehouse Receipt after pickup storage at the GOV facility

Notification of 1 Immediately upon COR

Completion of Services completion of required services

Notice of 1 Completion of each COR

Availability for Shipment assigned packing effort

Request for 1 24 hrs after COR

Shipping Notice of Availability

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Required Shipping 1 By Date of COR

Documentation Embarkation

Receipt of Effects 1 Upon discovery COR and Unaccompanied Air Baggage

Delivery Receipt 1 Upon completion of copy to COR delivery and/or unpacking

Inventory List 1 7 calendar days after Original - Contractor articles lost or damaged in delivery of goods one - client shipment one – COR

Weight Certificate 1 Submission with COR each invoice

GOV Identity Cards No. Issued Returned upon COR expiration of contract or when an employee leaves contractor service

7. INVOICES AND PAYMENT.

(a) Individual invoices shall be submitted for each order, accompanied by the task order.

The invoice shall contain contractor’s name, contract number, invoice number, bank account number, customer (the US Embassy in Prague, Attn: GSO/ Shipping), payment conditions, name of the client (i.e. the services’ recipient/ owner of the shipment in question), kind of shipment, reference number, net and gross weight (kilograms) of the shipment, number of crates, itemized list of rendered services, itemized unit prices and respective prices (for packing/ unpacking, for transportation, for customs clearance if eligible, for storage if eligible), applicable discounts, VAT if eligible, total price, weight certificate with an enclosed print out of gross weight of each crate.

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Invoices shall be submitted electronically to the Budget & Fiscal Office and the Contracting'

Officer's Representative (COR) at the following e-mail addresses:

1 PragueInvoices@state.gov

2 the Shipping Assistant’s email address (to be specified after contract award)

(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 US 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.

The contractor shall show Value Added Tax (VAT) as a separate item on invoices submitted for payment.

Invoices will be paid within 30 (thirty) days using the currency within Section 1, paragraph 2.

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 are a police check covering criminal and/or subversive activities. 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 * mailto:PragueInvoices@state.gov

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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 * equivalent to CZK 18,000,000 per occurrence

Workers' Compensation and Employer's Liability

Workers' Compensation and

Occupational Disease * Statutory, as required by host country law

Employer's Liability The minimum insurance shall comply with the “Czech Ministry of

Finance’s Decree #125 / 1993”

(Vyhláška č. 125 Ministerstva financí ČR ve znění pozdějších úprav) - of April 5, 1993.

And the Labor Code of the Czech

Republic, # 202/2006, §365

(Zákoník práce ČR, č. 202/2006, paragraf 365) ___

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Replacement Property Insurance equivalent to CZK 1,000,000 per move

(to replace personal property lost during packing)

12. BONDING OF EMPLOYEES

The Government imposes no 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.

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ATTACHMENT 1

PERFORMANCE WORK STATEMENT CONTINUATION

PACKING AND SHIPPING

1. GENERAL. The contractor shall provide services for the United States Mission, American Embassy Prague, Tržiště 15, 118 01 Praha 1 – the Czech Republic. 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 Prague, the Czech Republic.

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.

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"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 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 CO.

"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.

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"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 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.

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 the Czech Republic. Such services will be performed on goods located primarily within the Prague metropolitan area, but also other areas of the Czech Republic 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

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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.

Mothproofing all rugs and carpets shall be mothproofed, and 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

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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 the Czech Republic. 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 ELSO Antwerp contractor’s warehouse or Prague airport to the final destination in the Prague area or elsewhere in the Czech Republic 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 Prague or elsewhere in the Czech

Republic in time to insure delivery to ELSO Antwerp contractor’s warehouse or Prague airport facilities according to the COR instructions. The Contractor shall not place cargo in any warehouse at Government expense without prior approval of the COR.

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6.1 The Contractor’s duties regarding the freight handling shall also include:

6.1.1 Customs clearance procedures for outgoing and incoming shipments mentioned below:

6.1.1a As soon as the Embassy receives transportation documents that accompanied the shipment, the Embassy staff will supplement them with filled out customs forms and send all the documents to the Contractor for customs clearance. All required documents are sent to the

Contractor via courier/or personally within two days the latest.

6.1.1b The customs clearance for incoming and outgoing HHE – (Household Effects), general cargo, and vehicles is usually made at the Diplomatic Customs Office in K Hrušovu

293/2, 102 00 Prague 10 - Hostivař. The customs clearance for incoming air shipments is usually made directly at the Prague airport. Regarding the outgoing air shipments however it can be either at Prague airport or in the above-mentioned downtown Diplomatic Customs Office at K Hrušovu 293/2. The Embassy delivers all documents needed for customs clearance to the

Contractor within two days.

6.1.2 Handling of incoming HHE – (Household Effects), UAB - (Unaccompanied Air

Baggage), general cargo, containers, and vehicle shipments (a task order will be issued by the post prior to the contractor receiving any property from ELSO and/or airport):

6.1.2a The US Government Office ELSO in Antwerp arranges and manages deliveries of shipments to Prague. This is done through ELSO’s contractor who delivers the shipment directly to the warehouse of the Embassy’s Contractor in Prague.

6.1.2b HHE and/or general cargo shipments. After receiving an HHE or general cargo shipment from ELSO, the Embassy’s Contractor will send copies of transportation papers to the

Embassy. The Embassy’s Contractor shall off-load the shipment from the ELSO’s vehicle(s), and store all the shipment in its warehouse. As soon as customs papers from the Embassy are available, the Contractor shall arrange customs clearances. After the customs clearance procedure is completed, the Contractor shall proceed with transportation of the shipment to its final destinations in Prague area or, rarely, elsewhere in the Czech Republic in compliance with the COR instructions. Regarding the HHE shipments the Contractor provides the client with complete destination services as described in detail in “Chapter 17 - REQUIREMENTS FOR

THE DELIVERY AND UPACKING OF HOUSEHOLD EFFECTS, UNACCOMPANIED AIR

BAGGAGE (UAB) AND GENERAL CARGO” below. The Embassy receives the information on incoming shipments via email in advance, prepares all required documents and sends them to the Contractor via courier/or personally within two days so that the shipment can be customs cleared. Contractor shall off-load the shipment and place it in their storage space or deliver it directly to the client’s residence if circumstances allow. The first 5 days of storage are free of charge. It is the Contractor’s liability to deliver the shipment to the final destination within these 5 days.

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6.1.2c 20ft or 40ft Containers. In this case ELSO notifies the Embassy prior to dispatching a container/containers to the Czech Republic. The Embassy immediately informs its Contractor in Prague. As soon as the Embassy’s Contractor is ready to receive the container(s) in question

(either in its own warehouse or in a rented terminal), it confirms its readiness as well as the address of unloading container depot to the Embassy. Only then will the Embassy instruct

ELSO to dispatch the container(s) in question to the specified address in Prague. Regarding the customs clearance the procedure is the same as described in article 6.1.2b above. The content of the container(s) or the container itself will be then delivered by the Contractor to the destination specified by the Embassy. The means of communication is the email. ELSO notifies the

Embassy about the incoming container via email, then the Embassy notifies the Contractor via email about the incoming container.

6.1.2d Air freight, i.e. UAB (Unaccompanied Air Baggage), and general air freight. The

Prague airport informs the Embassy that air freight arrived. The Embassy first informs the

Contractor about the shipment, the agent at the airport, the client and how he/she can be contacted, and about the delivery address. The Embassy then prepares customs papers and sends them to the Contractor. Within 2 working days of receiving the customs papers the

Contractor arranges customs clearance(s) and picks up the shipment from the agent as specified by the Embassy. The Contractor then coordinates delivery of the shipment directly with the client. Delivery of the shipment to its owner (i.e. the client) must include provision of complete destination services as described in detail in “Chapter 17 - REQUIREMENTS FOR THE

DELIVERY AND UPACKING OF HOUSEHOLD EFFECTS, UNACCOMPANIED AIR

BAGGAGE (UAB) AND GENERAL CARGO” below. The means of communication is the email. The Embassy informs the contractor at the airport and / or client that their shipment is ready for delivery via email/or by phone.

6.1.2e Vehicles. After receiving the shipped vehicle from ELSO the Embassy’s Contractor shall send copies of transportation papers to the Embassy. The Embassy’s Contractor shall off-load the vehicle from ELSO’s truck, check the vehicle’s condition including issuance of a written condition/damage report, and store the vehicle in its warehouse. As soon as customs papers from the Embassy are available, the Contractor shall arrange customs clearances. Besides arranging the customs clearance the Contractor shall transport the vehicle by a truck (i.e. not drive it) to a Czech Technical Inspection Point (STK) specified by the

Embassy and have this vehicle inspected and tested for roadworthiness and exhaust pipe emissions including payment of the connected fees . The money for the above-mentioned STK fees, as well as the necessary vehicle documents, will be provided to the Contractor by the

Embassy in advance. The Contractor sends copies of the transportation papers either via email or mail to the designated Embassy staff. In case the Contractor has all required documents in time and fails completing the customs, then they hold the responsibility for any delays resulting in demurrage/detention.

Immediately after completion of the inspection at STK, i.e. without waiting for issuance of STK inspection documents, the Contractor shall re-load the vehicle onto its truck and deliver it to the address specified by the Embassy (the resultant STK inspection documents will be collected later by an employee of the Embassy). At the specified address the vehicle shall be unloaded and handed over either to the client (i.e. the owner of the vehicle) or to an Embassy representative.

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6.1.3 Handling of outgoing shipments. The Contractor shall:

- pick up all outgoing shipments from the Government in or elsewhere in the Czech Republic,

- make customs clearance in time to insure delivery of HHE, vehicles, general cargo to ELSO

Antwerp facilities within 2 weeks of the request for pick up or delivery of air freight to Prague

Ruzyně airport within 1 week of the request for pick up. 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:

(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

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

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 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 within two (2) days 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 7 a.m. and 8 p.m. Services may only be performed at the residence before 7 a.m. or after 8 p.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.

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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 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 Czech; 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.

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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 Czech Republic origin.

12. CONTRACTOR RESPONSIBILITIES FOR U.S.GOVERNMENT FURNISHED

MATERIALS

The U.S. Government will be providing no materials to the Contractor under this contract.

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.