Attachment_1_-_SOW.pdf

SGE50016R0024 Page 1 of 20 pages CRP & LTS Warehousing, ELSO / Antwerp, Belgium

Attachment 1 – Statement of Work

C.1 DEFINITIONS

24 or 48 hour period 24 or 48 hours EXCLUDING weekends and holidays

ACOR Alternate Contracting Officer’s Representative

AQL Acceptable Quality Level

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

Cargo any items consigned to the contractor under this contract for inbound or outbound or transit shipment; whether consisting of personal household effects or of U.S. Government owned materials

Colli individual packages or items for a single addressee with the same markings representing a part of an intended complete single consignment, which when taken as a whole, constitutes one single shipment or consignment, one unit of cargo

COR Contracting Officer’s Representative

CWT hundredweight = 100lbs

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

Domestic Shipment a shipment that originates or ends in the USA

DoS Department of State

European Logistical Support Office (ELSO) File No(s) the individual ELSO file reference number attributed to consignments, which when taken as a whole constitutes one single shipment or consignment

Expedited Logistics Program (ELP) term used to designate freight that enters a stock program that will be maintained by the contractor

Goods any items consigned to the contractor under this contract for inbound or outbound or transit shipment; whether consisting of personal and household effects for employees of Agencies of U.S. Government or of U.S. Government owned materials

Government or USG the Government of the United States of America unless specifically stated otherwise

Gross Weight the weight of the packed shipping container, including the articles packed therein and all materials used for wrapping, banding, waterproofing, packaging, blocking and bracing the container

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M/tons metric tons = 1000 kilograms

Net Weight gross weight of a shipment less its tare weight

New new, never used, newly constructed

Ordering Officer the Director or Deputy Director, ELSO, who is the COR and Alternative

Contracting Officer’s Representative respectively (see Section G) responsible for issuing actual orders against this contract up to but not exceeding the funded amount, or anyone designated by the Contracting Officer's Representative to act as his/her representative

Services the services performed, workmanship, and material furnished or utilized in the performance of the services

Stock Program receiving shipments (often container loads) with multiple items, stocking the items for future draw down, maintaining an inventory to truck items, and shipping out items usually in small quantities selecting from the oldest items first. Term is generally used in conjunction with the Expedited Logistics program

WMS Warehouse Management System

C.2 WORK SPECIFICATIONS

The following subsections contain basic instructions for the receiving, handling and delivery of Government consignments.

C.2.1 SCOPE OF WORK

C.2.2 GENERAL – The contractor shall provide all services, materials, supplies, warehouse space, labor, equipment and supervision to effect services in accordance with the terms and conditions of the contract.

C.2.3 The contractor's responsibility shall include but not be limited to all planning, programming, administration and management necessary to assure that all operations are conducted in accordance with the contract and all applicable laws, regulations, codes or directives including the maintenance of accurate and complete records, files and regulations which are necessary to the services being performed.

The contractor shall ensure that all work meets or exceeds commercial standards for quality.

Responsibilities shall include management and inventory control for a stock program referred to as the Expedited Logistics Program (ELP).

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The contractor shall be responsible for claim support activities regardless of when damage occurs if in possession of damaged property and directed by ELSO. These activities include but are not limited to: coordinating with ELSO and responsible carrier(s), identifying suitable service providers and acquiring estimates for repair / replacement, acquiring approval for and having damaged property repaired.

C.2.4 The contractor shall advance funds to pay for shipments arriving on a collect basis.

The contractor shall pass-through charges without adding surcharges and shall support costs with verifying documentation attached. The contractor shall complete services of advancing payment of miscellaneous fees / charges in conjunction with other service items in this contract. Such fees / charges required by airlines, ocean carriers, freight forwarders, etc., to release freight to the CRP contractor or his authorized agent to complete services provided in this contract shall be added to the invoice as a separate item. These incidental expenses may include, but are not limited to, airway bill fees, customs examination charges, third party hazardous materials processing, airline and steamship documents, handling, and/or demurrage charges, seals and storage vaults. Charges / expenses advanced by the contractor for services of others engaged at the request of ELSO shall be supported with a copy of the invoice or other original paperwork setting forth the charges for services requested and contractor fees.

C.3 REPORTING & RECEIVING REQUIREMENTS

All reports shall be in English, including any handwritten comments.

All deliverables / reports summarized in Section F of the contract shall be sent to the email address: elsoreports@state.gov. The reports shall specify in the subject line:

Name of report; date. All reports shall be in Microsoft Excel 2010 or newer format.

All reports and transfer of information shall be submitted to ELSO via email or entered into ILMS, accordingly. The contractor shall deliver daily by email to elsoreports@state.gov any related documentation, source documentation and Bills of Lading in the PDF format, along with the condition report / tally sheet with actual weight and cubic measurements.

The reports shall specify in the subject line: Name of report; date. The contractor shall maintain a hard copy of these submissions, and shall send a hard copy to ELSO upon request.

The contractor shall meet with ELSO Operations staff on a scheduled monthly basis to discuss issues of mutual concern regarding the services provided under this contract.

RECEIVING

Upon completion of the inspection of the materials received, the contractor will have two (2) options for receiving USG cargo:

1. connectivity to the Department’s Warehouse Management System (WMS) for direct entry of data into the receiving module, or;

mailto:elsoreports@state.gov mailto:elsoreports@state.gova

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2. the contractor may receive USG cargo in their own in-house system which must have the capability and compatibility to provide an electronic data dump to the Department’s system via EDI in a format prescribed by DoS. Data, format, and transmission requirements for this option will be provided by the

COR.

All received cargo shall be entered into the DoS system within twenty-four (24) hours of receipt and the received date shall be the actual date of receipt at the contractor’s facility. All associated paperwork with receipted cargo shall be digitally scanned and attached to the receipt file in the DoS application (using option one (1) above), or digital documentation shall be sent electronically to the Despatch Office (using option two (2) above). All paper documents relating to receipted cargo shall be retained by the contractor for one (1) year after date of receipt, with subsequent disposal timeframes determined by the COR.

C.3.1 DAILY REPORTING

Receiving report – There are 2 (two) reports for receiving. On the ELSO format provide reporting both by shipment and daily summary (see Attachment TBD for samples) – Report number, date of report, date of receipt, Contractor's assigned consignment number, incoming or outgoing carrier (ship, rail or truck, Bill of Lading number, container number, number of pieces, description (commodity), weight, cubic dimensions and measurements, marks (owner's name, purchase order number), destination, remarks (shortages, damages) and ELSO assigned file number or shipment number.

Departure Report – List of shipments which departed the warehouse. If the CRP contactor consolidates items for one or more posts or missions into one shipment, he shall prepare the following reports for submission within 24 hours of loading. See sample ‘Departure Report’.

a. If the items consolidated are loaded in their original cartons / boxes / crates directly into a steamship container, the CRP packing list or manifest shall contain the following information:

i. a CRP packing list of manifest that lists the number of pieces which were used to consolidate the items (including the dimensions, cube, gross weights of each piece).

ii. the CRP receipt numbers with corresponding ELSO shipment number

iii. the steamship container number each lift van is loaded into, and

iv. the seal number on the steamship container

b. For shipments departing the CRP by truck, the CRP packing list or manifest shall list the same items as above, but steamship container number and seal number will be replaced by trucking company and truck license numbers.

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c. For items being repacked into a new wooden lift van, the consolidation report shall list the CRP receipt numbers (by number and including the purchase order or requisition number, number of pieces, cube, weight and description) of items per lift van.

The consolidated receiving point (CRP) shall provide its own Personal Computer with modem and internet service used to exchange data with the ELSO office via the internet. This computer shall be able to suit the requirements for authorized user(s) to log-in to ILMS, using a hard token and credentials provided by ELSO. Initial training on ILMS will be provided for key personnel appointed to interact with ELSO.

Any subsequent training shall be the responsibility of the contractor. Data entry shall be reviewed and entered into the CRP ELSO interface by Contractor personnel.

C.3.2 MONTHLY REPORTING

C.3.2.1 Vehicle Protection Plan report – The contractor shall provide a monthly report of all vehicles status in the VPP, and the monthly date of service, as applicable.

C.3.2.2 Inventory Reconciliation Report – The contractor shall provide a monthly inventory

(of all shipments in transit) report to ELSO on the last day of each month. The report shall be sorted by freight destination, pieces, weight, cube, and date received in the warehouse. The report shall include the inventory levels of the ELP and any customer Stock Program.

C.3.2.3 The contractor shall furnish a ‘Monthly Claims Status Report’ which shall list all claims against the contractor involving shipments which are unsettled and the current status of each. The report shall also list all claims that have been settled in the previous 30-day period. If there is no claims activity, a report shall be filed providing this status.

C.3.3 ANNUAL INVENTORY REPORT – The contractor shall provide an annual inventory report that includes the same level of information as the monthly report.

C.4 GENERAL TASKS / LINE ITEM SPECIFICATIONS

C.4.1 STORAGE LEASING – The contractor shall provide dedicated warehouse space meeting the minimum standards specified below. The contractor’s selection of warehouse(s) (i.e. location and number of facilities) should be driven principally by a location that provides good economy and efficiency of the activities contained herein. The warehouse space shall be exclusively used for ELSO shipments and not for any other commercial cargo or contractor's customers.

The contractor shall provide labor and necessary equipment to operate the designated ELSO warehouse space. The contractor shall ensure the most efficient use of the leased storage space. Premises used for storage shall meet the following minimum standards:

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C.4.2 LOCATION – The premises shall be located within the Antwerp port area on the right bank or left bank, as defined by the port authority, or located within one of the following municipalities, with boundaries defined by each municipality: Antwerp, Hoboken, Berchem, Borgerhout, Deurne, Merksem, Ekeren, Brasschaat, or Kapellen.

C.4.3 SIZE – Total size shall meet the combined requirements designated for each of the primary tasks below.

Breakdown of Space Requirements

Paragraph Unit Notes Total

C.4.3.a. CRP m2 Base

34,168

Storage

Transit

8,000

c. LTS

8,000

Sub-Total

16,000

d. Racks

1,000

Vehicles

e. Indoor

5,750 f., i. Outdoor

1,000

6,750

Supplies

g. ELP

10,200

h. Hazmat 50

j. Secure 168

10,418

Grand Total

34,168

Overage

b. Storage

Expansion Capacity in 5000 increments

15,000

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a. CRP – The contractor shall provide an estimated average total of 34,168 m2 (with a peak total of 49,000 m2), set aside exclusively for the use of the U.S. Government and shall not be comingled with commercial customers.

b. The contractor shall have the capacity to expand in (3) three 5,000-m2 increments if directed by the ELSO. The total expansion space of 15,000m2 may be comingled with commercial customers but only with the explicit authorization and approval by the COR. The height of the warehouse ceiling shall be a minimum of seven (7) meters from the floor measured to the lowest point of the ceiling, e.g. the supporting joists or members, except for as noted below.

c. A section of 8,000 m2 of the total CRP space shall be used to store personal effect shipments long term. This applies to those shipments whose final destination has been determined by ELSO to be ‘long term storage’ (LTS). The storage density of the total weight of these shipments shall equal 714 lbs. per m2 or better. The Government shall not be liable for any additional charges, if the contractor at any time is unable to achieve this density in the used space.

d. 1,000 m2 of that space shall be equipped with racks or other devices (type and configuration to be determined by the contractor) that allows maximum vertical storage. It is strictly forbidden for consignments to be mixed with other cargo or packages stored on behalf of other customers.

e. A section of the total space shall be suitable for storing vehicles. The contractor shall provide an indoor / enclosed, fenced, paved, covered storage area allowing for drainage, suitable for storing up to 250 vehicles (~5,750 m2) and expandable up to 350 vehicles. This vehicle area is not subject to the ceiling limits stated above, but shall not be comingled with commercial or private customers.

f. The contractor shall provide an enclosed, fenced and paved outdoor storage area allowing for drainage to safely store, principally vehicles an estimated average total of 1,000 m2 expandable to a peak total of 3,000 m2 for the purposes of extended storage outside.

g. The contractor shall also provide a dedicated storage of 10,200 m2 area for the storage of stock or supply to include items in support of the ELP. This space may utilize a warehouse ceiling of a minimum of five (5) meters. This area is accounted for in the total specified above.

h. The contractor shall also provide a dedicated separate storage facility of up to

50 m2 for cargo of a hazardous nature (e.g., requiring explosive, inflammable, or corrosive labeling for international transport). This facility shall be an approved storage area for hazardous material, as defined by the Port of Antwerp Authority.

i. The contractor shall provide an enclosed, fenced and paved outdoor storage area allowing for drainage to safely store eight (8) 40 foot steamship Government-owned containers for the purposes of loading / unloading. This area is accounted for in the total specified above.

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j. Outside space shall be provided on an as-needed basis for the temporary storage of up to six secure containers (twenty or forty foot containers) in a fenced area under 24 / 7 camera surveillance with security monitoring / storage equipment to be supplied by DoS. The contractor shall provide an area for storage & functionality of equipment provided by DoS including telephone / data connectivity for this purpose.

C.4.4 WEIGHT LIMITATIONS – Warehouse space shall be sufficient to accommodate a minimum of 11,209,800 lbs. of gross weights. The Government shall not be liable for any additional charges, if the contractor at any time is unable to store at least this amount of weight in the leased area.

If storage lots are received in excess of 11,209,800 lbs. and the extra weight cannot be accommodated within the leased area, additional space of up may be leased by the Contracting Officer. The facility for these additional increments shall have a ceiling and usable storage space that is at least seven (7) meters from the floor, measured to the lowest point of the ceiling, e.g. the supporting joists or members.

C.4.5 FACILITIES – The warehouse(s) shall have at least 4 (four) loading docks capable of handling 20 and 40 foot containers at one time. It shall also have at least one external gate / entrance large enough for a trailer or 20 or 40 foot or high cube containers loaded on truck to be driven into the warehouse.

a. Storage facilities shall be constructed with masonry walls and floors; watertight roofs, walls and floors; and maintained in good condition. The building shall be kept dry, clean, free of debris, well ventilated, free of dampness (to prevent the occurrence of mildew or other related fungi), free of moths, roaches, rats, mice and other vermin, and in orderly condition at all times.

The facilities shall comply with all applicable safety standards set by the city authorities, fire department, Belgian labor regulations and insurance companies.

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

i. an automatic fire detection and reporting system, or an automatic sprinkler system;

ii. a fire prevention and control plan, posted and maintained in each building;

and;

iii. necessary fire extinguishers and / or fire-fighting apparatus available and in good working order at all times.

In addition, each storage facility shall be protected by an adequate water supply for firefighting and a fire department, which is responsive twenty-four hours per day.

Statements from the responsible fire insurance rating organization shall be used as a basis for determining the sufficiency or adequacy of a fire fighting water supply and the responsiveness of a fire department to protect a facility.

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c. All installed fire protection systems, fire extinguishers and other fire control equipment shall be accredited by the cognizant fire insurance rating organization for insurance rate credit. Premises shall be maintained at an A1 fire insurance rating, and shall be documented to meet the standards as set down by the appropriate authority.

d. The contractor shall perform inspection and develop documentation of the automatic fire detection and reporting system, or an automatic sprinkler system. The contractor shall perform monthly inspections and develop documentation of fire safety systems compliance. (Fire extinguisher / fire plan / fire / detection equipment).

e. Smoking shall be strictly prohibited in all areas of the warehouse.

f. The contractor shall provide internet or ‘Asymmetric digital subscriber line’ (ADSL) and configuration service in support of the security monitoring required herein (see C.4.3 j).

C.4.6 WAREHOUSEMEN – The number of warehousemen, including the warehouse manager, shall be sufficient to satisfactorily accomplish the services required, in both the slower winter season and the busier summer peak season. The contractor shall be fully responsible for personnel management of all assigned warehouse personnel according to the Belgian labor laws and regulations.

C.4.7 CUSTOMS REQUIREMENTS – The facility shall be a fully-fledged Belgium Customs

"Bonded" warehouse and shall have a permanently-manned on-site customs office.

C.4.8 SECURITY REQUIREMENTS – The facility shall have adequate and satisfactory security installations, including electronic security surveillance or guard services.

C.4.9 HAZARDOUS CARGO – No materials of any hazardous nature (e.g., requiring explosive, inflammable, or corrosive labeling for international transport) shall be stored anywhere within the warehouse facility that houses the designated ELSO storage space. These shall be stored in the separate storage facility for dangerous goods.

C.4.10 TEMPERATURE – Interior temperature in the storage area shall be maintained above freezing. At no time shall the temperature fall below zero degrees Centigrade.

C.4.11 CONTRACTOR LIABILITY – The contractor shall be liable for the payment of demurrage or detention charges which may accrue due to its failure to promptly unload and release carrier equipment, including steamship containers, before the expiration of the free time allowed by the owner or delivery carrier. The contractor shall also be liable for penalties which may accrue due to its failure to meet vessel sailing dates designated by ELSO, provided ELSO has given the contractor all documentation necessary to perform the service.

Payment of demurrage or detention charges which accrue because of

• the contractor’s failure to promptly unload and release carrier equipment, including steamship containers, before the expiration of the free-of-charge time allowed by the owner or the delivering carrier, SGE50016R0024 Page 10 of 20 pages or which accrue because of

• the contractor’s failure to pick up, stow and deliver steamship containers to the ocean carrier for the vessel sailing designated by the U.S. Despatch Agent, will become the sole responsibility of the contractor, unless detention of such equipment in excess of the free-of-charge time period is specifically authorized in writing by the U.S. Despatch Agent ELSO or COR .

The contractor shall be liable for repair or replacement of damaged or lost items in storage as follows:

a. Used Household Goods (HHG) – Personal household goods and effects shall be insured at full replacement value, value to be determined at $8.50 / lbs. for each HHG shipment as determined by the State issued shipment number.

b. Privately Owned Vehicles (POV) – Used POVS stored by contractor under this contract shall be insured at the value for each POV in accord with the values determined by the National Automobile Dealers’ Association (NADA) as of the month the POV was brought into storage, converted to local currency (Euro) plus the cost of rental of a comparable vehicle for the period of time during which the vehicle is unavailable due to loss or damage which occurred while the POV was stored by the contractor; provided, however, that the cost of rental shall not exceed the value of the POV as determined by the NADA.

c. Official Vehicles (OFV) – New Official vehicles belonging to the US Government which are placed into storage under the contract shall be insured at full replacement value with a limitation of $55,000.00 per OFV.

d. Official Vehicles / High Value – Official vehicles which have a value to the

Government greater than $55,000.00 are considered High Value Official Vehicles (HVOFV) and shall be specifically identified by ELSO to the contractor prior to arrival for storage, but not later than 3 business days after storage by the contractor has commenced. ELSO shall inform the contractor in writing of the US-$ value for each HVOFV delivered for storage and, upon receipt of this information, the contractor shall secure supplemental insurance sufficient to cover the full replacement value of the identified HVOFV at the equivalent US-$ value identified by ELSO.

e. Supplies – All supplies delivered to the contractor for storage, unless identified as High Value Supplies (below), shall be insured by the contractor with full replacement value, value to be determined at $8.50 / lbs. for each item lost or damaged while stored under the contract.

f. Supplies / High Value – From time to time, the contractor may receive for storage supply items which ELSO believes have a higher insurable value than the values which would be determined for those items at $8.50 / lbs. For each of such High Value supplies (HVS) ELSO shall notify the contractor within 3 business days of the delivery for storage of the HVS with a written determination by ELSO of the value of the item(s). The contractor upon receipt of this notification shall cause the items to be insured at the equivalent US-$ value as identified by ELSO.

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h. The contractor shall be liable for mis-shipment or misdirection of freight incorrectly labeled or inadvertently shipped to other than the rightful destination, which was the fault of the contractor. The contractor shall be liable for expedited delivery (by air) at the discretion of the COR.

i. The contractor shall be liable for any or all suits or claims of any character whatsoever, resulting from injuries or damage sustained by any person(s) or property by virtue of performance under this contract by the contractor or his agents.

C.4.12 HANDLING FOR THE CRP

HANDLING-IN – The contractor shall receive goods for storage during regular working hours Monday through Friday, except local public holidays. Service includes:

• removing or loading to / from truck, steamship container, or other conveyance;

• verifying number of vans, boxes, etc.;

• noting any exceptions on waybill about condition of goods;

• placing of lots in the warehouse for storage;

• removing lots from storage in warehouse;

• providing daily activity report;

• providing condition report and tally sheet with weight and actual cubic measurements.

Loading and unloading shall be accomplished under cover, using appropriate equipment such as ramps, forklifts, etc. Goods shall be unloaded or loaded promptly. The maximum permitted time for the discharge of loads shall not exceed four hours per truckload of 63 (sixty-three) cubic meters. Waiting time charged by carriers that is attributable to slower unloading shall be paid by the contractor.

The contractor shall, within reason, accept and discharge or load all consignments arriving prior to the end of the specified regular daily working hours. The U.S.

Government shall pay no overtime for contractor labor outside the regular working hours unless prior authorization is given to the contractor. In the event of large consignments arriving at an unreasonably late time, for which the contractor considers there exists a justifiable requirement for labor overtime compensation, the contractor shall immediately request authorization. No compensation for labor overtime shall be made for which the contractor has failed to obtain prior authorization.

When a container is to be loaded with consignments from the warehouse, ELSO or its appointed Agent or freight forwarder will indicate which shipment(s) shall be loaded into the container. The contractor will receive requests for appointments for the placement of container(s) at the warehouse for loading. These requests will originate either from the carrier, designated freight forwarder or ELSO. The contractor shall provide a booking for loading of the container within 24 hours of receipt of request.

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MEASURING AND WEIGHING – Charges for measuring and weighing cargo shall be included as part of the handling charges. Cargo shall be weighed on a calibrated scale to allow the issuance of a certified weight certificate. The contractor shall maintain scale calibration certificates and provide copies to the COR as updated.

INSPECTION OF CARGO – The contractor shall inspect all inbound cargo and shall at the earliest opportunity, but not to exceed 24 hours, notify ELSO of any exceptions to the piece count and / or the cargo condition. Exception notifications shall be substantiated with digital pictures taken upon receipt of the cargo.

HANDLING-OUT – The contractor shall provide services for the removal from storage, verification of number of pieces, weighing, marking for advised destination, loading containers or carrier’s vehicle, and conformity with Customs requirements for the lease of bonded goods. Loading shall be done promptly, securely, and with proper equipment during regular business hours. Loading shall be accomplished under cover, using appropriate equipment such as ramps, forklifts, etc. Departing goods shall be loaded within 4 (four) working hours per container and 2 (two) working hours per truck. Waiting time charged by carriers that is attributable to slower unloading shall be paid by the contractor and not reimbursed by the Government.

When container(s) or trucks are to be loaded with consignments from the warehouse, ELSO or its appointed Agent or freight forwarder will indicate which shipment(s) must go into the container(s) or trucks. The contractor will receive requests for appointments for the placement of container(s) at the warehouse for loading. These requests will originate either from the carrier, designated freight forwarder or ELSO.

The contractor shall provide a booking for loading of the container(s) within 24 hours of receipt of request

HANDLING OF VEHICLES / CARS – The contractor shall provide all services or the receipt, storage and loading of vehicles. The contractor shall also digitally photograph each vehicle on all four sides and inside as it enters storage. The contractor shall maintain a database with the digital photos. The contractor shall also provide new photos of the vehicle prior to departure.

LASHING OF VEHICLES – The contractor shall arrange for the lashing of vehicles in the handling-out process. Services include provision of all lashing materials and labor. Lashing shall be performed per best industry standard), and shall afford adequate protection against damage during shipment from source to destination.

The contractor will be liable for damage to vehicles resulting from poor lashing;

additional lashing may be required for vehicles containerized for rail or truck transport. Any wooden materials required for lashing shall adhere to ISPM 15 standards.

VEHICLE FUEL LEVELS – Per CFR 49, paragraph 176.905(a)(2) (or as amended), all vehicles carried as cargo on a vessel shall have fuel tanks that are no more than one quarter (1/4) full. The contractor shall insure that this requirement is met for all vehicles shipped, or shall be liable for fines or other charges.

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MALFUNCTION – Any required repairs relating to the general operability of any vehicles, whether upon receipt or while under the contractor’s care, shall be coordinated with the COR and shall be performed at direct cost, without profit or overhead. Upon limited occurrences, the contractor may be requested to coordinate the destruction of a vehicle.

STEAMCLEANING OR MOLD CLEANING – The contractor shall, upon request provide or procure the services to steam clean or provide mold cleaning services for vehicles shipped on behalf of the U.S. Government. This service shall be inclusive of equipment, labor and material charges. These cleaning services shall be provided and charged on a per-vehicle basis.

C.4.13 LOCAL COLLECTION / DELIVERY – PORT OF ANTWERP

Any request received by the contractor for the collection of goods, containers, or vehicles as described below shall be completed within 48 hours of receipt of request. A request may be provided by ELSO or by the steamship lines. If, for any reason, the contractor is unable to collect consignments within this period, the contractor shall immediately report the fact to the COR providing the rationale. The contractor may be responsible for any charges, at the determination of the CO.

a. GENERAL CARGO – The contractor shall arrange for the collection or delivery of general cargo at piers, terminals, or warehouses within both the Left Bank and Right Bank areas of the Port of Antwerp. Services shall include scheduling of pick-up or delivery to insure that goods shall be loaded / discharged at the date and time set.

b. CONTAINERS – The contractor shall arrange for the collection or delivery of 20 and 40 foot sea containers at piers, terminals, or warehouses within both the Right Bank and Left Bank areas of the Port of Antwerp, as required. Services shall include scheduling of pick-up or delivery to insure that containers shall be collected / discharged at the date and time set.

c. VEHICLES / CARS – The contractor shall arrange for the collection or delivery of vehicles at piers, terminals, or warehouses within the Right Bank and Left Bank areas of the Port of Antwerp. Services shall include scheduling of pick-up or delivery to insure that the vehicles shall be collected / delivered at the date and time set.

d. CONTAINER YARD COLLECTION / DELIVERY (CONTAINERS) – If the contractor maintains or uses a container yard, the contractor shall demonstrate that the yard is in a separate location from the CRP facilities and that drayage has actually occurred.

Services shall include scheduling of pick-up or delivery to insure that goods may be loaded / discharged at the date and time set.

C.4.14 LONG TERM VEHICLE STORAGE PROTECTION PLAN – Vehicles that will be in storage for more than three months shall be considered long-term storage unless specifically identified by the CO. The CO may identify vehicles that will be stored for longer than three months but will NOT require the services under a long term vehicle storage protective plan.

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The contractor shall implement a long-term storage procedure to ensure that the vehicles are protected from warehouse dirt and grime and are kept in the original condition upon discharge from the warehouse.

This procedure shall include but is not limited to

• covering the vehicles with a vehicle cover;

and on a monthly basis,

• uncovering, checking of vehicle fluids (including oil, transmission fluid, radiator fluid, and battery fluid);

• starting and allowing the engine to run for a minimum of thirty minutes;

• charging electric vehicles for thirty minutes, moving the tires to a different position, and recovering the vehicle.

In the event that a vehicle battery is depleted, the contractor shall charge the battery in a manner that the vehicle may be started and the running time performed.

In the event that fluids must be added to perform the running time procedure, the contractor shall first check for possible leakage and then add the required fluid. If a vehicle continues to leak fluids, the contractor shall notify the COR with a recommendation for appropriate repair action for COR approval. As needed, the contractor shall provide fuel for the vehicle to perform the services. A note shall be made and entered into the file of each vehicle indicating the date on which the monthly service will be performed the monthly Vehicle Protection Plan report shall document the date of service performed for each vehicle. The vehicles shall not be driven off the warehouse area grounds ensuring that the running time procedure is conducted in a safe manner. These procedures may be implemented by the COR any time prior to the three months period.

C.4.15 CUSTOMS ADMINISTRATION CHARGES – The contractor shall be responsible for fulfilling all Customs document requirements (e.g., T-Form, Form 136F) including validation at Customs offices.

C.4.16 Reserved

C.4.17 HEAVY LIFT – The contractor shall ensure that the facility for heavy lifts of loaded 20 or 40 foot Containers with a gross weight of up to 35 tons is available upon request.

Heavy lift equipment shall be available within 48 hours after receiving such a request.

C.4.18 REMOVAL FROM STORAGE

1 PARTIAL REMOVAL – When separate boxes, vans, or crates, are to be removed from storage, while other goods from the same storage lot will remain in storage, the contractor shall provide services for the removal from storage, verification of the number of pieces, marking for advised destination, loading containers or carrier’s vehicles, and conformity with customs requirements for the release of bonded goods.

Loading shall be completed within the parameters of general Handling-Out requirements (C.4.12.2). Items to be removed shall be identified in advance by the COR, either physically at the storage facility or by reference to markings on the shipping container(s). Rates for these services shall be biller per 100 lbs. net weight removed. The contractor shall complete such requests within 48 hours of receipt.

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2 ACCESS & SEGREGATION – When partial removal from storage involves opening lift vans or crates for removal of specific boxes / items at the direction of the owner, the COR or an authorized representative, the services shall include opening of exterior containers, removal of contents, sorting, preparation of new inventory listing and new bingo sheet(s) of items removed and items remaining, providing new gross and net weights, building new lift vans or crates for the removed items, replacing other items in their shipping lift vans for continuing storage and remarking all lift vans.

Rates for these services shall be billed per 100 lbs. net weight removed. The contractor shall complete such requests within 48 hours of receipt.

C.4.19 ELP AND STOCK PROGRAMS – The contractor shall be responsible for the segregation, labeling, re-inventory and management of shipments directed by ELSO to be drawn from the ELP inventory and sent as individual shipments to the client post(s).

The contractor shall have an automated inventory system adequate for stock management with frequent turnover, and dedicate personnel to become familiar with the catalog of items and requirements in picking and preparing the items for shipment. Personnel shall use WMS to assist in fulfilling orders. Familiarization opportunities will be provided by the Government.

The system shall be capable of rotation of stock, First-in, First-Out and demonstrate accurate accounting through the work-in-process to be shipped.

Random spot checks of the ELP inventory may be made by the COR or ELP Manager at any time. The contractor shall perform a comprehensive inventory of the ELP and all stock programs annually. The contractor shall provide the necessary labor and equipment to pull random lots and physically check them for accuracy, as well as assist in reconciling any differences between WMS, any contractor inventory system, and the physical counts.

C.4.20 RE-MARKING REQUIREMENTS – Services may be required for re-marking lift vans, to include obliterating all previous markings and stenciling new ones at ELSO’s direction, and / or re-banding shipping vans for subsequent on forwarding. Specific marking requirements are specified in section D of the solicitation / contract.

C.5 RESERVED

C.6 DATA ENTRY CLERK(S)

C.6.1 GENERAL – The contractor shall provide up to 2 Data Entry Clerk(s). Position is based on a 38-hour work week and 20 days of annual leave. The rate shall include salary, overhead and employers social contributions as required by Belgium system.

Absence from work due to compassionate leave (klein verlet or kort verzuim) shall be considered as non-worked. Billing units are whole hours.

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C.6.2 SCOPE OF WORK – Position serves as a data entry clerk to input transportation data into the U.S. Department of State’s computer application system - Integrated Logistics Management System (ILMS) (including Warehouse Management System (WMS)) - to support the work being done at ELSO. The individuals provided shall begin work at the contractor’s facility familiarizing him or herself with the ELSO program. After receiving a security clearance from Embassy Brussels Regional Security Officer, the data entry clerk(s) shall be moved to the government worksite at the ELSO offices to input data.

The clerk(s) shall perform the following to support entry of data into ILMS:

a. Use ILMS / Transportation and ILMS / Transportation Lite to proof and check information provided by posts to ensure accuracy of shipment record data

b. Create new shipment records in the ILMS application, for shipments processed through the ELSO contractor’s warehouse or booked as ITGBL

c. Processes receiving reports provided by the CRP, matching them with ILMS records and post purchase orders. Checks CRP reports for accuracy and completeness.

Contacts the CRP for inconsistencies, and corrects where necessary.

d. Update booking information for senior freight specialists. Ensure that all documents related to the booking are filed in the paper shipment file as well as electronically to ensure a complete record of each shipment is available for reference and accounting controls.

e. Use Management Reports and other ELSO tools to maintain accuracy of shipment records and perform vendor management.

f. Update trucking, flight and sea shipment data.

g. Create pre-advice e-mail (notification to customer posts of arrival of shipments).

h. Reply to e-mail status requests from posts by doing research in the system.

i. Create files for goods being removed from storage (personal and official property) at the ELSO contractor’s warehouse.

j. Employee shall be able to communicate orally and in writing in English (level III)

The employees shall be proficient at using a personal computer with Microsoft applications such as Word, Excel and Outlook, and using devices such as digital senders and copier equipment.

C.6.3 SUPERVISORY CONTROLS – The clerk(s)’ daily work plan shall be developed by

ELSO’s Operations Branch Chief with the concurrence of the contractor’s Warehouse Operations Manager. Each clerk(s) receives their performance rating from contractor’s Operations Manager after consulting with ELSO’s Operations Branch Chief. All disciplinary actions are handled by the contractor.

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SECTION D

PACKAGING AND MARKING

D.1 IDENTIFICATION OF SHIPPING CONTAINERS – Each shipping container (lift van / crate) shall be marked with a USDA / ELSO sticker in the upper right-hand corner of each side and each end of each container. Stickers shall be furnished by the contractor. The USDA / ELSO will provide the design and specifications to be followed by the contractor when ordering the stickers.

D.2 PACKING AND CONTAINER (i.e. WOODEN LIFT VANS) SPECIFICATIONS

D.2.1 PACKING REQUIREMENTS

The dimensions of a standard container / lift van are 87 x 47 x 87 inches.

Requests for unusual size lift vans shall be specifically stated in the written authorization.

The contractor shall provide export-packing and related services in accordance with the requirements cited herein. Furniture, furnishings, supplies or equipment shall be stowed into a container (i.e. wooden lift van) of suitable capacity so that all usable space is utilized that will insure a shipment of the least tare weight and smallest volume measurement that is compatible with safe transportation to destination without damage to the container or its contents. Articles of furniture and furnishings received in an unpacked or uncartoned condition shall be properly packed and cartoned for export to conform to commercial export standards. DoS also requires the following additional specifications for all furniture and furnishings packed under this contract:

1. All pieces or articles of marble shall be properly padded and packed separately in solid side wooden crates.

2. All mirrors, paintings, flat glass, framed pictures, and similar articles exceeding 35.56 centimeters (14 inches) by 45.72 centimeters (18 inches) shall be wrapped in Kraft paper, sealed with pressure-sensitive tape, and properly padded. The article shall then be placed in a solid side wooden crate or in a mirror-type carton that has inserts to support the article. If a mirror-type carton is used, only one article shall be placed in each carton. If wooden crates are used, not more than four (4) articles shall be placed into one wooden crate.

3. When paper furniture pads or blankets are used for the protection of furnishings, they shall meet at least the following minimum specifications.

a. Two plies of 21-pound MSF non-nesting, indented bogus or chipboard between two plies of 21-pound MSF plain bogus or chipboard encased in a 30-pound basic weight MG Kraft sleeve; or

b. Three plies of 25 to 30-pound non-nesting, indented unbleached Kraft paper between four plies of 14-pound non-nesting, indented draft tissue encased in a 35-pound basic weight MF draft sleeve.

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c. When cellulose cushioning material is used for the protection of the goods, such cushioning material shall meet the standards shown in the current Federal Specification PPP-C-843, as amended, for Type 2, Class B, and have a minimum thickness of .635 centimeters (1/4") with backing of 50 pound MF Kraft paper.

4. When the size, number, or condition of the lift vans requires repair, replacement or consolidation in larger units, services under this line item number will be ordered.

Services shall include provision of packing materials (i.e. wood, nails, steel banding, insulating materials, polystyrene, plastics) for the repair or construction of lift vans;

the packing of goods in the vans; preparation of inventory / bingo sheet; revision of customs documents; and marking / remarking of cases in accordance with the Government's instructions, as well as all warehousing involved in positioning and repositioning the goods. Digital pictures shall be taken prior to the packing and after the packing has finished and submitted as part of the new receiving report.

5. Services will normally be ordered in connection with entry of goods into storage or their removal from storage, thus minimizing warehousing and handling. A maximum of 48 hours is allowed for construction of crates or lift vans prior to availability for handling-out. All items shall be packed so the external packaging is approximately the same size as the contents. New wooden lift-vans shall be used for household effects.

6. All wooden lift vans, crates, or boxes shall be in compliance with ISPM-15 requirements. For other requirements where lift vans may not be appropriate, the contractor shall consult with the COR on packing requirements.

D.2.2 TYPE AND CONSTRUCTION OF SHIPPING CONTAINERS (I.E. WOODEN LIFT

VANS) – The containers (i.e. wooden lift vans) provided by the contractor for shipment of articles under this contract shall be soundly constructed of new wood framing and new plywood or tongue and groove wood sheathing.

* The lumber shall be of Group 2, seasoned Southern Yellow Pine or better.

* The tongue and groove sheathing shall be of 2.54 centimeters (1") thickness properly joined and free of loose knots or holes.

* The plywood sheathing shall of a minimum grade standard (CD) with exterior glue, manufactured in accordance with the provisions of U.S. Product Standard PS-1-66 or U.S. Commercial Standard U.S. CS-35-61, minimum 3-4 grade with Type I (Exterior) glue.

* All nails shall be cement coated for maximum holding power.

* At the time of construction, caulking compound shall be applied to all butt-joints where individual plywood panels are joined. Caulking compound shall also be applied to edges of base, top and sides of all panel assemblies to insure a water-tight joint.

The outside dimensions of any wooden shipping container shall not exceed 220.98 centimeters (87") in length, 144.78 centimeters (57") in width, and 220.98 centimeters (87") in height, and shall not be larger than 7.164 cubic meters (253 cubic feet) overall unless prior written authorization is given by the U.S. Despatch Agent.

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Shipping containers less than 1.36 cubic meters (48 cubic feet) shall be constructed in accordance with the requirements of a Style 2 nailed wooden box as shown in the current Federal Specification PPP-B-621, as amended. If plywood is used for sheathing in lieu of tongue and groove lumber, a minimum thickness of .635 centimeters (1/4") shall be used on sides and ends and .952 centimeters (3/8') for top and base shall be used. Extra cleats shall be installed girth-wise when the container is over four feet in length.

Shipping containers exceeding 1.36 cubic meters (48 cubic feet) ranging in size to

7.164 cubic meters (253 cubic feet) shall be constructed with a minimum framing of

5.08 cm by 10.16 cm (2 X 4") dressed seasoned lumber for base, sides and top.

Each container shall also be equipped with full length 5.08 cm by 10.16 cm (2 X 4") skids under the base. When plywood is used, the floor and roof of the container shall have a minimum thickness of 1.58 centimeters (5/8") and the sides and ends a minimum thickness of .952 centimeters (3/8"). The roof shall be supported by 5.08 cm by 10.16 cm (2 X 4") joists positioned on edge, two feet on center. Detailed drawings, specifications and bill of materials for six basic sizes / types of shipping containers are attached (see Section J - LIST OF DOCUMENTS, EXHIBITS AND

OTHER ATTACHMENTS).

D.2.3 LINING AND BANDING OF ALL SHIPPING CONTAINERS – The interior of all shipping containers or lift vans shall be lined with polyethylene film with a minimum thickness of .004 inches. Lining shall be applied in such a manner that is free from holes or tears and laps occur only where the ceiling liner meets the side and end liners. The floor of the container shall be lined with similar waterproof material. Any other type of waterproof barrier must have prior approval of the Department of State before use.

Wooden containers shall be heat treated or fumigated in compliance with the ISPM 15 standard, and / or the requirements of the destination country.

Full consideration shall be given to eliminating damage to the effects from exposure to inclement weather, salt water,…