SF-1449 Domestic Mailing services.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

PR15258313

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19VM3025Q0014

6. SOLICITATION ISSUE DATE

22 April 2025

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Albert Kafka

b. TELEPHONE NUMBER(No collect calls)

+84-24 – 3850 5000

8. OFFER DUE DATE/ LOCAL

TIME

15:00 June 02, 2025

9. ISSUED BY

CODE

10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE:____ % FOR:

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

General Services Office, U.S. Embassy Hanoi. HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

U.S. Embassy Hanoi Warehouse

324A Nguyen Trai, Thanh Xuan

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY

BANK TRANFER WITHIN 30 DAYS UPON COMPLETION OF

SERVICE AND RECEIPT OF A PROPER INVOICE.

CODE

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

OFFER

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

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

1 Mail and Package Delivery Services for the U.S.Embassy Hanoi.

Period of Performance: July 2025 – June 2030 (Please see attached Scope of Work for detail)

(Check attached sheet)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

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

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

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _02_

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL

ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _________________ OFFER DATED

____________. YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY

ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS

TO ITEMS:

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

30b. NAME AND TITLE OF SIGNER (Type or print)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER (Type or print)

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV. 02/2012)

PREVIOUS EDITION IS NOT USABLE Computer Generated Prescribe52.212 d by GSA - FAR (48 CFR) 53.212

SCOPE OF WORK

MAIL & PACKAGE DELIVERY SERVICES FOR THE U.S. EMBASSY HANOI

This is a solicitation for a contractor to provide the U.S. Embassy Hanoi with mail and package delivery services under a Blanket Purchase Agreement (BPA) for the period from July 2025 to June 2030. The volume of purchases through this BPA will not be exceeded USD 250,000.00 for the entire performance period. The Embassy is not obligated to purchase any definite amount of each order under this BPA. The amount of any one purchase or order will not exceed USD 10,000.00. The Contractor shall furnish all necessary insurance, administration, supervision, qualified trained personnel, transportation and equipment to perform the services as specified herein.

A. Services required:

1. The contractor shall pick up and deliver mail and packages to and from the following four Embassy office locations:

The U.S. Embassy, No 7, Lang Ha, Ba Dinh, Hanoi.

Tung Shing building, No 2, Ngo Quyen, Hoan Kiem, Hanoi.

Rose Garden building, No 170, Ngoc Khanh, Ba Dinh.

Embassy’s warehouse, No 326 A Nguyen Trai, Thanh Xuan, Hanoi.

Services also include mail and package delivery from these four offices to other locations in Vietnam upon specified requests.

2. The contractor shall pick up and deliver diplomatic pouches, mail, and packages to and from the

U.S. Embassy and Noi Bai International Airport on the same day.

3. The contractor shall pick up and deliver diplomatic pouch mail and packages to and from the U.S.

Embassy Hanoi and the U.S. Consulate Ho Chi Minh within one day by air and no later than five days by truck. The U.S. Embassy Hanoi will determine the type of transportation based on our requirements.

4. The contractor shall handle mail with care to ensure contents are not damaged, soiled, or exposed to weather elements in transit or upon delivery.

5. Mail will include packages and parcels of various sizes and weights.

6. All work will be done during working days, Monday to Friday, 0800-1700, except for official holidays observed by the Embassy or for urgent mail, packages, or diplomatic notes. For items received outside of regular working hours, they should be delivered on the first working day after delivery. In the case of urgent mail, packages, or diplomatic notes, they must be delivered on the day received, including weekends, for standard or normal packages will be delivered within two or three working days as determined by and/or as advised by the Embassy’s request

7. The contractor shall provide monthly statistical reports on incoming and outgoing mail volumes to U.S. Embassy staff for reconciliation and validation.

8. The contractor shall track the status of registered incoming and outgoing mail and packages in transit.

9. The contractor is obligated to comply with generally accepted standards of mail and package delivery services. As a minimum, the contractor shall comply with all provisions of applicable statutes and agreements which may affect safety, and with all mail and pouch regulations, directives, orders, rules, and standards pertaining to the service provided hereunder.

B. Experience of Contractor:

Bidder must have at least five (5) years of experience in providing mail delivery and package delivery services.

C. Security Requirements:

1. The contractor must meet security requirements and comply with local policies for accessing airports, ports, and other locations in Hanoi as well as other provinces in Vietnam.

2. The contractor shall furnish the following information to conduct all necessary security checks for the operators who need access to embassy offices for the delivery and pickup of mail and packages: full name, national ID number, phone number, driver license, vehicle type, model, color, and registration number.

3. Once the government has completed the security screening and approved the applicants, a badge will be provided to the individual for access to the site.

D. Transportation and Equipment Requirements:

1. Condition and Maintenance: The contractor shall provide equipment and transportation that are clean and in good condition of repair, complying with generally accepted maintenance standards.

While it is understood that equipment may malfunction during operation, the contractor shall not provide any equipment at the beginning of the contract that is not fully operable, including both mechanical and auxiliary systems. The contractor is responsible for all repairs to operating equipment and transportation.

2. Registration, Licensing, and Permits: All equipment and vehicles provided must be properly registered, licensed, and have the appropriate conditional permits to carry the anticipated cargo weights.

Minimum age: Drivers and incidental operators of official vehicles must be 25 years of age or older.

Experience: Drivers must have a minimum of two years’ professional driving experience.

License: All operators must have a valid, current license for the class of vehicle(s) they are assigned or authorized to drive.

Speed limits and other local traffic laws: All operators must drive within posted or legal speed limits. Operators must adhere to all other traffic control laws and devices. Speed limits must not be used as justification for operating at that speed when adverse weather and traffic conditions (e.g., pedestrian traffic) call for lower speeds.

Alcoholic beverages: No person may operate a vehicle while under the influence of alcohol. At a minimum, an operator may not drive for eight hours after consuming an alcoholic beverage.

Narcotics and controlled substances: No person may operate a vehicle while under the influence of narcotic drugs (whether prescription or over-the-counter), or controlled substances, at any time.

3. Suitability and Safety: Equipment and transportation shall be suitable, proper, safe, and approved for the services required by the contract. They must be in good mechanical and working condition, provide a smooth ride, and have interiors in good condition except for normal wear and tear. The contractor must implement a preventative maintenance and replacement program to ensure safety and reliability. Vehicles must have a locked compartment to transport the Embassy’s cargo.

E. Manpower Requirements:

1. The contractor must adequately maintain a safe workforce that complies with local safety policies and guidelines at all times. The contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this statement of work.

2. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the workforce are essential. The U.S. Government (USG) retains the right to disqualify operators if they are unfit to perform. The USG is not liable for any injury incurred by the contracted personnel while they are on or offsite or off mission. The contractor is responsible for their personnel issues, which places the contractor at risk of penalties for non-compliance.

3. Drivers must be trained, qualified, and properly licensed operators on their assigned vehicles and equipment. Since drivers are also responsible for securing loads, they must be trained to properly block, brace, and chain various types of cargo and rolling stock. The contractor is responsible for maintaining a workforce of qualified drivers.

4. The contractor is required to provide personal safety items to their drivers to reduce the number of injuries that may be sustained while on duty during the performance of the contract.

5. The contractor shall provide a contract manager who shall be responsible for the performance of the work. This includes monitoring and controlling the proper usage of equipment, protective clothing, and containment devices. The contract manager is also responsible for monitoring client services representatives' behavior and mail delivery service standards and reporting any unusual or improper incidents to the U.S. Embassy immediately. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the U.S. Embassy Hanoi.

F. Billing:

The Contractor shall submit an invoice for services rendered monthly after a BPA call is submitted by each of the Embassy sections. This invoice must indicate the contract number, dates of service, numbers of items transported per trip, total weight transported items per trip, and total weight for the month.

G. PROCUREMENT TERMS & CONDITIONS:

1. The offeror must be willing to accept Blanket Purchase Agreement (BPA) and monthly Calls issued by the U.S. Embassy Hanoi.

2. Vendor’s contract is not accepted and signed.

3. All items bid must meet or exceed specifications listed.

4. Proposals must be in local currency VND, price to include 10% VAT and any other anticipated charges.

5. Selected contractor must be able to accept payment within 30 (thirty) days after the orders are delivered completely and the original correct invoice is received.

6. The payment will be made through Electronic Fund Transfer (EFT) to the vendor bank account (VND) as stated on the invoice.

7. Any cancellations after PO awarded, only services rendered will be paid.

8. For U.S. Government rules and regulation reference, please read the attached Commercial Clause document attached.

9. Vendor must have company registration record in the System for Award Management (SAM) for doing business with the U.S. Government.