Attachment_1_-_Statement_Of_Work_A002.pdf

SGE50017R0038 A002 Page 1 of 11 pages Stockholm Warehousing and Local Pickup / Deliveries

Attachment 1 – Statement of Work (SOW)

INTRODUCTION

The US Embassy Stockholm will undertake a new project beginning in spring 2017. The project will span over one base year with four additional option years. The goal of this project is to turn all US Embassy residences into fully furnished homes (not to include kitchenware or china, etc.).

In total, the Embassy will furnish 55-85 residences over five years.

The furniture will arrive either by sea from the US or overland from Europe. All shipments will require Swedish customs clearance and then be released to the contractor for transport and warehousing.

In order to meet the Embassy’s objective to furnish all residences, we require support from an outside contractor. The contractor will provide full service from the point where the furniture arrives to a port in Stockholm until it is delivered to a residential address appointed by Embassy personnel. This full service shall include customs clearance. The Embassy will provide the MFA declaration in advance of arrival of the furniture so the contractor can execute the customs clearance, transporting containers of goods from the port to the contractor warehouse facility, stripping containers and returning them to the freight forwarder, inventory of goods, storage of goods, delivery, placement, and perform minimal assembly of furniture at designated residences.

In 2017, the furniture will begin arriving in Stockholm in May and be distributed into residences between June and October. There may be moves outside of this time frame, but the majority of deliveries are during this time period.

During the option year(s), furniture will arrive to a port in Stockholm. Estimated volumes are listed under “Work Elements and Volumes.” Before, during and after the arrival of the furniture, Embassy personnel will provide lists of what furniture items will be delivered to which addresses.

The Embassy has houses and apartments mostly located on Lidingö, Djursholm and Stockholm (mostly Östermalm).

1 DEFINITIONS / ABBREVIATIONS

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

A/COR Alternate Contracting Officer’s Representative. This person will take over the COR’s responsibilities and duties during the COR’s absence.

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

CLIN Contract Line Item Number

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

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CO Contracting Officer

COR Contracting Officer’s Representative

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

DoS Department of State

Employer The United States Government = USG

FMO Financial Management Officer = paying office (Stockholm)

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

GSO Officer in charge of the General Services Office at post

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

LS Lump Sum

Net Weight gross weight of a shipment less its tare weight

Ordering Officer one of the RPSOFR Contracting Officers responsible for issuing orders against this contract

QTY Quantity

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

SOW Statement of Work

TBD to be determined

USG U.S. Government

WMS Warehouse Management System

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

2.1 SCOPE OF WORK

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

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.

The contractor shall be responsible for claim support activities regardless of when damage occurs if in possession of damaged property and directed by the COR.

These activities include but are not limited to: coordinating with the COR and responsible carrier(s), identifying suitable service providers and acquiring estimates for repair / replacement, acquiring approval for and having damaged property repaired.

2.4 The contractor shall advance funds to pay for charges (e.g. customs). The contractor shall pass-through charges without adding surcharges and shall support costs with verifying documentation attached. Such fees / charges required by ocean carriers, freight forwarders, etc., to release freight to the 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 the COR shall be supported with a copy of the invoice or other original paperwork setting forth the charges for services requested and contractor fees.

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: stkfap@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 the COR via email. The contractor shall deliver weekly by email to stkfap@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.

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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 the COR upon request.

3.1 RECEIVING

Upon completion of the inspection of the materials received, the contractor shall enter USG cargo in their own in-house system. All received cargo shall be entered 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 digital documentation and shall be sent electronically to the COR and Stockholm FAP at stkfap@state.gov. 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.

3.2 MONTHLY INVENTROY RECONCILLIATION REPORT

The contractor shall provide a monthly inventory report to the COR and Stockholm

FAP at stkfap@state.gov on the last day of each month. The report shall be sorted by date of freight received in the warehouse.

4 GENERAL TASKS / LINE ITEM SPECIFICATIONS

4.1 CLINs 001, 1001, 2001, 3001, 4001

Request / submit paperwork for customs clearance upon notification by the Embassy. Collect 40ft container with capacity up to 76 m³ from port and transport it to the contractor’s warehouse, empty and strip the container, and transport it back to the freight forwarder (shipping line). The price shall include up to 10 days of execution (to ensure there will be no extra demurrage costs for the Embassy) after goods have been released by port authorities.

4.1.1 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) shall be driven principally by a location that provides good economy and efficiency of the activities contained herein. The contractor shall provide labor and necessary equipment to operate the designated USG 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:

4.1.2 LOCATION – The premises shall be located within the Greater Stockholm Area.

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4.1.3 SIZE – Total size shall have a storage capacity as detailed of 1,000m3.

a. The height of the warehouse ceiling shall be a minimum of six (6) meters from the floor measured to the lowest point of the ceiling, e.g. the supporting joists or members, except for as noted below.

b. 500 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.

c. Warehouse Requirements – the warehouse needs to have the following storage capacity (CLIN 002 et al):

Base Year – 700m3 The estimated total cubic meters we expect to be used for this entire year is 4,200m3

Option Year 1 – 1,000m3 The estimated total cubic meters we expect to be used for this entire year is 6,000m3

Option Year 2 – 600m3 The estimated total cubic meters we expect to be used for this entire year is 3,600m3

Option Year 3 – 1,000m3 The estimated total cubic meters we expect to be used for this entire year is 6,000m3

Option Year 4 – 1,000m3 The estimated total cubic meters we expect to be used for this entire year is 6,000m3

4.1.4 WEIGHT LIMITATIONS – Warehouse space shall be sufficient to accommodate a minimum of 100,000 kg of gross weight. The USG 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.

4.1.5 FACILITIES – The warehouse(s) shall have capability of handling 20 and 40 foot containers. 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 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, Swedish labor regulations and insurance companies.

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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.

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.

4.1.6 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 Swedish labor laws and regulations.

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

4.1.8 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 USG storage space. These shall be stored in the separate storage facility for dangerous goods.

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

4.1.10 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

SGE50017R0038 A002 Page 7 of 11 pages shall also be liable for penalties which may accrue due to its failure to meet vessel sailing dates designated by the COR, provided the COR 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 containers, before the expiration of the free-of-charge time allowed by the owner or the delivering carrier, 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 COR.

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

a. Household Furniture – Household furniture shall be insured at full replacement value determined at SEK 3,000 per m³ for each shipment as determined by the State issued shipment number.

b. The contractor shall be liable for mis-shipment or misdirection of furniture incorrectly labeled or inadvertently shipped to other than the rightful destination, which was the fault of the contractor. This applies to the directions given in any individual Delivery Order issued under this contract.

c. 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.

1.4.11 HANDLING OF SHIPMENTS

1.4.11.1 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 activity report after each action;

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.

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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 USG shall pay no overtime for contractor labor outside the regular working hours unless prior authorization is given to the contractor. No compensation for labor overtime shall be made for which the contractor has failed to obtain prior authorization.

1.4.11.2 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.

1.4.11.3 INSPECTION OF CARGO – The contractor shall inspect all inbound cargo at the earliest opportunity, but not to exceed 24 hours and notify the COR 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.

1.4.12 LOCAL COLLECTION – PORT OF STOCKHOLM

Any request for the collection of containers as described below commence within 48 hours of receipt of request. Requests will be provided by the COR. 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. CONTAINERS – The contractor shall arrange for the collection or delivery of 20 and 40 foot sea containers at piers, terminals, or warehouses within the Port of Stockholm or Södertälje Port. Services shall include scheduling of pick-up or delivery to ensure that containers shall be collected / discharged at the date and time set.

b. CONTAINER YARD COLLECTION (CONTAINERS) – If the contractor maintains or uses a container yard, the contractor shall demonstrate that the yard is in a separate location from the USG leased warehouse 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.

1.4.13 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.

1.4.14 PACKING LISTS – A packing list or other suitable shipping document shall accompany each delivery to a residence and shall include the following information:

a. Name and address of consignee;

b. Description of the items shipped, including item number, quantity, number of pieces, and package number, if any.

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4.2 CLINs 002, 1002, 2002, 3002, 4002

Storage of goods received on a monthly basis per m³. The price shall include housing the goods and insurance. The value of the items is 3.000 SEK per m³. The amount of cubic meters in the storage facilities on the first of every month shall be reflected on each month’s invoice. Example: if the contractor stores 1,000m³ and delivers 200m³ within the scope of the following month the upcoming invoice shall reflect the cost for housing 800m³. The cost for storage shall therefore decrease as the goods / furniture is delivered by the contractor.

4.3 CLINs 003, 1003, 2003, 3003, 4003 – BASIC PACKAGE

Delivery of basic package furniture to appointed residence, placement and assembly of furniture. The assembly work required is minimal, but still needs to be taken into consideration. Additional fees such as stairs and elevator charges shall to be included in the price. See the second tab on Attachment 2 – Prices, which provides a breakdown of residence information.

All deliveries will include at a minimum CLIN # 3 (basic package) and possible add-ons of CLIN # 3.1 Extra bedroom and / or CLIN # 3.2 patio furniture and / or CLIN # 3.3 den / family room.

The following items will require the some minor assembly (screws / bolts, etc. are included with the furniture).

China cabinets – Handles and various hardware items shall be mounted on the cabinet. The cabinets arrive in three pieces: base frame, cabinet w/drawers and a glass top. The top part shall be placed, fitted and secured with bolts on the base of the cabinet.

Beds – The bed bases and the head board shall be mounted and adjusted to fit the mattresses (two pieces) provided with the bed. (Storage unit assembly)

Dining tables – The legs shall be mounted on the dining tables.

Every house / apartment includes the following (basic package) furniture set. The estimated cubic meters and weight for this package is 67m³ and 1,115kg.

Master Bedroom

Headboard and Bed Frame - Queen (1 ea) Night Stand (2 ea)

Innerspring Mattress / Box Spring Set - Queen (1 ea) Dresser (1 ea)

Tall Narrow Chest (1 ea) Full Length Mirror (1 ea)

Large Gilt Mirror (1 ea) Tub Chair (1 ea)

Table Lamp (2 ea)

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Living Room

Sofa (1 ea) Loveseat (1 ea)

Occasional Chair (1 ea) Dresser (1 ea)

Storage Ottoman (1 ea) Lamp Table (1 ea)

Bookcase (1 ea) Nesting Table (1 ea)

Table Lamp (2 ea) Cocktail Table (1 ea)

Sofa Table / Desk (1 ea) Plasma Credenza (1 ea)

Casual Dining Room A

Small Dining Table (1 ea) Buffet (1 ea)

Dining Chair w/ Arms (2 ea) Large Gilt Mirror (1 ea)

Dining Chair w/o Arms (4 ea)

4.3.1 CLINs 003.1, 1003.1, 2003.1, 3003.1, 4003.1 – EXTRA / GUEST BEDROOM

Depending on the size of the residence additional Guest Bedrooms shall be delivered, placed, assembled. The estimated cubic meters and weight for this package is 4m³ and 387kg.

Twin Headboard with Storage Ottoman (Includes Mattress, Headboard and Storage Ottoman (1 ea)

Night Stand (1 ea)

Tall Narrow Chest (1 ea) Full Length Mirror (1 ea)

Table Lamp (2 ea) Tub Chair (1 ea)

4.3.2 CLINs 003.2, 1003.2, 2003.2, 3003.2, 4003.2 – PATIO FURNITURE

The estimated cubic Meters and Weight for this package is 4m³ and 68kg.

48" Table, café round with "punched" Starburst top (D48xW48xH28) (1 ea)

Dining chair, sling high back with arms ( D25 x W23 x H41) (8 ea)

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4.3.3 CLINs 003.3, 1003.3, 2003.3, 3003.3, 4003.3 – DEN / FAMILY ROOM

The estimated cubic Meters and Weight for this package is 8m³ and 392kg

Sofa (1 ea)

Storage Ottoman (1 ea)

Upholstered Chair (1 ea) Cocktail Table (1 ea)

Table Lamp (2 ea) Floor Lamp (1 ea)

Corner Media Console (1 ea) Desk Lamp (1 ea)

Nesting Table (1 ea) End Table (1 ea )

Compact Desk / Sofa Table (1 ea) Task Chair w/Arms (1 ea)

Bookcase (1 ea)

5 PRICING – Offerors shall enter their prices into the spreadsheet provided as

Attachment 2. The prices shall include all direct and indirect costs, insurance (see FAR 52.228-4 and 52.228-5), overhead, and profit. The prices shall include all expenses and materials required to complete the work.

VALUE ADDED TAX – Value Added Tax (VAT) shall not be included in the CLIN prices. It shall be priced as a separate Line Item in the contract and on invoices.

Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion. It is reflected for each performance period. The portions of the solicitation / contract subject to 25% VAT rate are 100%.

END OF ATTACHMENT 1