Sol_-_14R0006_Warehouse_support_services_(1-27-2014).doc

U.S. Embassy Seoul General Services Office

Tel. 82-2-397-4648 Fax: 82-2-796-0516

Date:

January 27, 2014 To:

Prospective Offerors Subject: Solicitation number SKS700-14-R-0006, Warehouse Support Services Enclosed is a Request for Proposal (RFP) for Warehouse Support Services. If you would like to submit a proposal, follow the instructions in Section L of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 33 that follows this letter.

The submission of the offer may be made by hand delivery, postal mail, or electronic means.

If the offer is submitted in an electronic commerce method, it is important to make sure the submission is made in specific size and format. When the offer is submitted in electronic commerce means, please make sure the document file is prepared in MS-Word 2007 or MS-Excel 2007 or Adobe Acrobat (.pdf) file format. The file size must not exceed 30MB. If the file size should exceed the 30MB, the submission must be made in separate files of size less than 30MB.

The pre-proposal conference will be held at the GSO conference room at #10, Namyoung-dong, Yongsan-gu, Seoul, Korea on February 11, 2014, 2:00 P.M. Korea Standard Time. Please note also that the site visit will follow right after the pre-proposal conference on the same day.

If you intend to participate in the pre-proposal conference, please contact Mr. Cho, Yeong Yeon (Tel. 82-2-397-4679, Fax: 82-2-796-0516) to make necessary arrangement for access no later than 5:00 P.M. on February 7, 2014, Korea Standard Time.

Offerors are requested to limit the number of participants to two persons per company. Please be sure to bring the solicitation document with you to the conference. No extra copies will be available at the conference.

Submit any questions you may have concerning the solicitation documents in writing by 5:00 P.M. on February 7, 2014, Korea Standard Time.

The U.S. Government intends to award a contract to the responsible offeror submitting an acceptable offer at the lowest price. We intend to award a contract based on initial proposal, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

Proposals are due by 5:00 P.M. on February 27, 2014, Korea Standard Time.

Sincerely, Otis L. Harrison Contracting Officer

UNDER DPAS (15 CFR 350)

2. CONTRACT NUMBER

3. SOLICITATION NUMBER

SKS700-14-R-0006

4. TYPE OF SOLICITATION

[ ] SEALED BID (IFB)

[x] NEGOTIATED (RFP)

5. DATE ISSUED

January 27, 2014

6. REQUISITION/PURCHASE NUMBER

7. ISSUED BY CODE

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

U.S. Embassy Seoul

GSO-PUR

10, Namyoung-dong

Yongsan-gu, Seoul, Korea U.S. Embassy Seoul

GSO-PUR

10, Namyoung-dong

Yongsan-gu, Seoul, Korea

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

SOLICITATION

9. Sealed offers in original and one (1) copy for furnishing the services in the Schedule will be received at the place specified in item 8, or if hand carried, in the depository located in U.S. Embassy Seoul until 5:00 P.M. local time February 27, 2014 .

(hour)

(date)

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

Otis L. Harrison

HarrisonOL@state.gov

AREA CODE

82-2

NUMBER

EXT

11. TABLE OF CONTENTS

OTHER STATEMENTS OF OFFERORS

OFFER (Must be fully completed by offeror)

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

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

13. DISCOUNT FOR PROMPT PAYMENT

(See section I, Clause No 52.232-8)

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

15A.

NAME AND ADDRESS OF OFFEROR

CODE

FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED

TO SIGN OFFER (Type or print)

AREA CODE

NUMBER

EXT

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEM NUMBERED

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

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

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

24. ADMINISTRATION BY (If other than Item 7) CODE

25. PAYMENT WILL BE MADE BY CODE

26. NAME OF CONTRACTING OFFICER (Type or print)

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

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

AUTHORIZED FOR LOCAL REPRODUCTION

STANDARD FORM 33 (REV 9-97)

Previous edition is unusable

Prescribed by GSA – FAR (48 CFR) 53.214(c)

PART I - THE SCHEDULE

SECTION B

SUPPLIES OR SERVICES AND PRICES/COSTS

B.1

SCOPE OF SERVICES

The Contractor shall provide warehouse support services for the U.S. Embassy Seoul, Korea.

B.2

TYPE OF CONTRACT

This is a fixed price contract with indefinite delivery/indefinite quantity for temporary additional services.

B.3

TYPES OF SERVICES

(a) Standard Services. The Contractor shall provide standard warehouse support services as specified in Section C within the buildings listed in Section J, Exhibit A.

(b) Temporary Additional Services.

The Contractor shall provide Temporary Additional Services when requested by the Contracting Officer through a written order. Temporary Additional Services delivered shall be in addition to the Standard Services, and shall be priced at the unit price shown below. The tasks to be accomplished shall be additional quantities of the same tasks described in Section C.

Because Temporary/Additional Services are based on indefinite delivery/indefinite quantity the minimum and maximum amounts are defined below:

Minimum: The Government shall place orders totaling a minimum of 50 hours. This reflects the contract minimum for the base year and option period.

Maximum: The amount of all orders shall not exceed 2,000 hours. This reflects the contract maximum for the base year and each option period for temporary/additional services.

The hourly rates for Temporary Additional Services, as defined in Section C, are fully loaded rates, including:

· All direct and indirect labor costs (including any premiums relating to overtime, holidays or night shifts, etc., and materials, excluding separately priced vehicles and communications equipment);

· All overhead and indirect costs, including general and administrative expenses (g&a); and

· Profit.

B.4

PRICING

(a) The Government will pay the Contractor a fixed price per month for Standard Services that have been satisfactorily performed. The Government will also pay the Contractor for Temporary Additional Services ordered each month by the Government for satisfactorily completed work.

(b) 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.

(c) The Contractor shall include any premium pay for services required on holidays only in the fixed prices for Standard Services. The Contractor shall include any premium pay for overtime only in the fixed rates for Temporary Additional Services.

(d) The Government will also reimburse the Contractor at the purchase price for any materials or equipment ordered by the Government for Temporary Additional Services.

(e) The cost of Workers’ Compensation War-Hazard Insurance Overseas (See Section I, FAR 52.228-4) is not reimbursable and shall be included in the Contractor’s rates.

(f) Value Added Tax. Value Added Tax (VAT) is not applicable to this contract and shall not be included in the rates for Standard Services, Additional or Emergency Services, Vehicles, or in the estimated amount for Materials.

B.5

BASE YEAR PRICES

(a) Standard Services. The fixed price for the first year of the contract (starting on the date stated in the Notice to Proceed and continuing for a period of 12 months) is:

Per month x 12 = (per year)

(b) Temporary Additional Services. The unit price (fixed-price) is:

Per Hour , Estimated Number of Hours Per Year 800 hours, Total Not to Exceed Per Year .

(c) Materials or equipment. The Government will reimburse the Contractor for any materials or equipment that the government requests contractor to order to be delivered in conjunction with any order for Temporary Additional Services. All reimbursements shall be at the Contractor's out of pocket cost, with no overhead, profit, or other charge added.

Material/Equipment Not to Exceed Per Year: \1,000,000 TOTAL for BASE YEAR: (a + b+ c) B.6

FIRST OPTION YEAR PRICES

Option Term: Twelve (12) Months

Standard Services. The fixed-price for the first option year of the contract is:

Per Hour , Estimated Number of Hours Per Year 800 hours ,

(c) Materials or equipment. The Government will reimburse the Contractor for any materials or equipment that the government requests contractor to order to be delivered in conjunction with any order for Temporary Additional Services. All reimbursements shall be at the Contractor's out of pocket cost, with no overhead, profit, or other charge added.

TOTAL for FIRST OPTION YEAR: (a + b+ c) B.7

SECOND OPTION YEAR PRICES

Standard Services. The fixed-price for the second option year of the contract is:

Per Hour , Estimated Number of Hours Per Year 800 hours

(c) Materials or equipment. The Government will reimburse the Contractor for any materials or equipment that the government requests contractor to order to be delivered in conjunction with any order for Temporary Additional Services. All reimbursements shall be at the Contractor's out of pocket cost, with no overhead, profit, or other charge added.

TOTAL for SECOND OPTION YEAR: (a + b+ c) B.8

THIRD OPTION YEAR PRICES

Standard Services. The fixed-price for the third option year of the contract is:

Per Hour , Estimated Number of Hours Per Year 800 hours

(c) Materials or equipment. The Government will reimburse the Contractor for any materials or equipment that the government requests contractor to order to be delivered in conjunction with any order for Temporary Additional Services. All reimbursements shall be at the Contractor's out of pocket cost, with no overhead, profit, or other charge added.

TOTAL for THIRD OPTION YEAR: (a + b+ c) B.9

FOURTH OPTION YEAR PRICES

Standard Services. The fixed-price for the fourth option year of the contract is:

Per Hour , Estimated Number of Hours Per Year 800 hours,

(c) Materials or equipment. The Government will reimburse the Contractor for any materials or equipment that the government requests contractor to order to be delivered in conjunction with any order for Temporary Additional Services. All reimbursements shall be at the Contractor's out of pocket cost, with no overhead, profit, or other charge added.

TOTAL for FOURTH OPTION YEAR: (a + b+ c) B.10

GRAND TOTAL

Base Year Total:

First Option Year Total:

Second Option Year Total:

Third Option Year Total:

Fourth Option Year Total:

GRAND TOTAL:

SECTION C

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1

WORK REQUIREMENTS

C.1.1 General. The Contractor shall provide services for the U.S. Embassy, Seoul. The Contractor shall perform warehouse support services for property owned or managed by the U.S. Government in Seoul, Korea as listed in Section J, Exhibit A, “LOCATIONS FOR WAREHOUSE SUPPORT SERVICES.” The Contractor shall furnish all managerial, administrative, and direct labor personnel necessary to accomplish the work in this contract. Contractor employees shall be on site only for contractual duties and not for other business purposes.

C.1.2 Personnel. The Contractor shall provide a qualified work force meeting the contract requirements, including sufficient laborers to carry out the tasks plus a Project Manager as specified in C.3.1.1 of this contract. The workforce shall be able to provide the services identified in Section C.2.

C.1.3 General Requirements.

C.1.3.1 Definitions.

"General Instructions" mean those instructions, directives and guidelines that apply to all warehouse support service personnel.

"Chancery" means the Embassy building

“CMR” means the official residence of the ambassador.

"Daily" means 5 days per week, on each non-holiday workday.

"DCMR" means the official residence of the Deputy Chief of Mission.

“Work Order” means a task or work instructions given to the contracted laborer with a specific timeline for completion. These are issued daily and indicate the routine actions that are expected of the contractor per the contract (i.e. Deliver welcome kit to house A, provide make ready services to house C, etc.).

C.1.3.2 The Contractor shall prepare general instructions for the work force. The Contractor shall provide drafts to the Contracting Officer’s Representative (COR) for review within thirty days after award of the contract. The COR must approve these general instructions before issuance.

C.1.4 Duties and Responsibilities.

C.1.4.1

Certain areas specified in Section J, Exhibit A require an escort and can only be entered during scheduled times. The Embassy will provide escorts for these areas. The General Instructions shall emphasize security requirements so that accidental security violations do not occur.

C.1.4.2

Contractor shall schedule warehouse support services requirements to ensure that these are done in the order and time frame that are most efficient and have the least impact on normal operations. They are to be performed on a daily basis. Due to security escort requirements, programmatic needs, customer service standards, and resource constraints, the contractor must closely coordinate delivery schedules with the COR. The four hour performance standard is intended to allow the contractor enough time to perform the work and coordinate delivery schedules with the COR in a manner that meets all programmatic and logistic requirements. For an urgent request, the CO may order services orally and with less advance notice. Such orders will be confirmed in writing the following work day.

C.1.4.3

Temporary Additional Services are services that are defined as Standard Services but are required at times other than the normal workday. These services shall support special events at the Post. The Contractor shall provide these services in addition to the scheduled services specified in paragraph C.2.1 thru C.2.4 of this contract. The Contracting Officer shall order these services as needed by issuing a written task order. This work shall be performed by trained employees of the Contractor, and shall not be subcontracted. The Contracting Officer may require the Contractor to provide temporary additional services with 24 hour advance notice. In emergency situations the Contracting Officer may order temporary services orally and with less advance notice. Such orders will be confirmed in writing the following work day.

C.1.4.4

The Contractor shall include in its next regular invoice details of the temporary additional services and, if applicable, materials provided and requested under temporary additional services. The Contractor shall also include a copy of the task order requesting the temporary additional services.

C.2

TYPES OF SERVICES

Standard Services shall include the following (C.2.1 thru C.2.4).

C.2.1 Warehouse Operations Services Warehouse operations services shall include receiving, delivery and pick up, and warehouse maintenance services. Delivery and pick up service shall take place at locations identified in Section J, Exhibit A and any other locations within Seoul as specified by the COR. Contractor shall be responsible for maintaining a clean working environment at ten (10) warehouses and six (6) storage areas on the Embassy Annex, covering a total area of 37,259 square feet.

C.2.1.1

Receiving Operations

GSO is responsible for officially receiving items that are delivered to the Embassy. In performing these duties, GSO staff will prepare and file the receiving reports, keep track of items received and issued, and sign for receipt of items/supplies delivered to the Embassy. The contractor, in performing receiving operations as described in this section, shall be responsible for the physical unloading, unpacking, repacking, and placing of items received by GSO into their designated warehouse spaces.

(a) Shipping containers

(i) Unload shipping containers and crates at receiving warehouse (W1), to include the GSO warehouse and other government locations.

(ii) Dismantle and unpack shipping containers and crates.

(iii) Repack and clean opened containers and crates as needed after inspection of received items by GSO staff.

(iv) Store received items into designated warehouse/storage spaces within a maximum of 3 days after receipt by GSO staff.

(v) Performance standard: Contractor shall complete unloading, unpacking, and repacking of 20' to 40' shipping containers and crates within 4 hours after receipt of work order. Contractor shall complete placement of items into designated spaces within 3 days of work order receipt. No more than one late receiving/unloading operation per month.

(vi) Estimated work volume per year : 17 containers (175 items/20’ or 40’container) and 5 crates (various sized and weight)

(b) Shipping boxes

(i) Unload shipping boxes at receiving warehouse (W1), to include the GSO warehouse and other government locations.

(ii) Dismantle and unpack shipping boxes.

(iii) Repack and clean opened boxes as needed after inspection of received items by GSO staff.

(iv) Store received items into designated warehouse/storage spaces.

(v) Performance standard: Contractor shall complete unloading, unpacking, and repacking of shipping boxes within 4 hours upon the receipt of work order. Contractor shall complete placement of items into designated spaces within 3 days of work order receipt. No more than one late receiving operation per month.

(vi) Estimated work volume per year: 1,300 receiving orders. These are spread throughout the year.

C.2.1.2 Deliveries and pick up (exclusive of make-ready tasks)

(a) Expendable Supplies

(i) Collect and assemble office supplies from the warehouse for issuance.

(ii) Deliver office supplies on a regular weekly delivery schedule, plus emergency deliveries as needed.

(iii) Clean office supplies regularly and before issuance.

(iv) Performance standard: Contractor shall complete preparing and delivering office supplies within 4 hours upon the receipt of work order. No more than one late delivery per month, and no more than one customer complaint per month.

(v) Estimated work volume per year : 1,200 work orders (average 5 line items per work order)

(b) Welcome Kits

(i) Pull welcome kit items from storage warehouses and prepare welcome kits for delivery.

(ii) Deliver, unpack, and arrange welcome kit items in houses.

(iii) Pick up welcome kit items from houses.

(iv) Clean, wash returning welcome kit items and place in correct storage locations. Iron linen items when requested.

(v) Performance standard: Contractor shall complete assembling, cleaning, storing, and arranging welcome kit items within 4 hours of the designated delivery time. The contractor will be given a minimum of 4 hours between the receipt of the work order and the designated delivery time. There shall be no discrepancy between items listed in the welcome kit inventory and the actual items that are verified to be in the home during the final inspection performed by GSO. No more than one late delivery per month, and no more than one customer complaint per month.

(vi) Estimated work volume per year : 240 work orders (average 65 items per work order )

(c) Maintenance supplies and auto supplies

(i) Count and prepare maintenance supplies and auto parts from storage warehouses for issuance to the GSO Facility Maintenance office.

(ii) Performance standard: Contractor shall complete counting and preparation of maintenance supplies and auto parts within 4 hours upon the receipt of work order. No more than one late pulling out per month, and no more than one customer complaint per month.

(iii) Estimated work volume per year : 1,000 work orders (average 3 items per work order )

(d) Standard Warehouse Items

(i) Prepare items for delivery.

a) Dust, and clean all furniture and furnishings, including household furniture (except for residential wood furniture), appliances, lamps, office furniture, and office equipment no more than 4 hours prior to the delivery time. All wood furniture should be dusted and wiped clean prior to delivery (drawers included). Drawers should be fixed if not closed properly. All residential wood furniture should be polished prior to delivery.

i) Performance standard: Contractor shall complete cleaning of all furniture and equipment prior to the scheduled delivery time. All furniture and equipment in warehouse shall be free of dust, dirt, and sticky surfaces prior to issuance to the customers. No more than one late order per month, and no more than one customer complaint per month.

ii) Estimated work volume per year : 650 work orders (average 3 items per work order )

b) Clean and shampoo all cushioned furniture items, including sofas, loveseats, easy chairs, occasional chairs, dining chairs, and office chairs. Unfold and dust mattresses from sofa beds.

i) Performance standard: Contractor shall complete cleaning of all cushioned furniture items no more than 48 hours prior to delivery. All cushioned furniture shall be free of dust, dirt, and sticky surfaces when delivered to the customers. No more than one late order per month, and no more than one customer complaint per month.

ii) Estimated work volume per year : 40 work orders (average 3 items per work order )

(ii) Re-arrange and/or re-stock items after delivery to or pick up from specified locations.

a) Performance standard: Contractor shall complete rearrangement and restocking within 4 hours of the designated time on the work order. In case of pick up items, contractors shall provide a tally-in sheet listing all items for verification. No more than one late delivery or pick-up per month, and no more than one customer complaint per month.

b) Estimated work volume per year : 650 work orders (average 3 items per work order ) C.2.1.3 Maintenance and Cleaning of the Warehouse

(a) Sweep and wet mop all floor areas in the warehouses on a weekly basis (10 warehouses and 6 storage areas for a total area of 37,259 square feet).

(b) Sweep all floor areas in the warehouse whenever a large shipment or delivery has been made.

(c) Maintain a clean and neat warehouse, dusting, sweeping and mopping as needed to meet the performance standard.

(d) Performance standard: Floors and shelving shall be free of dust, mud, sand, and other debris. Corridors shall be free of any boxes, crates, packing supplies, or property items. No more than one customer complaint per month.

(e) Estimated work load per year : 60 work orders (cleaning/sweeping all warehouse spaces)

C.2.1.4 Storing / Organizing

(a) Pack and wrap furniture, equipment, and related items for storage and delivery.

(i) Items must be properly packed and wrapped to prevent damage, including the corners.

(ii) Government furnished craft wrapping paper and hard cardboard paper boxes shall be used in case of easily damaged items.

(iii) Performance standard: Contractor shall complete packing and wrapping within 4 hours of receiving the work order. No more than one unsatisfactory packing and wrapping per month, and no more than 1 customer complaint per month.

(iv) Estimated work volume per year : 35 work orders

(b) Annual inventory

(i) Assist in conduct of annual property inventory by pulling out from various warehouse locations, counting, verifying, and re-stocking all items in all warehouses and other Embassy locations in conjunction with the GSO staff.

a) All stacked furniture and equipment must be made accessible for GSO staff to scan each bar code. All items must be returned to their original position (or designated location) after verifying code.

i) Estimated work load per year: 10,000 items to be moved, counted, verified, and re-stocked during the annual property inventory exercise.

ii) Performance standard: Items shall be moved, counted, and verified according to the designated inventory schedule. No more than three incorrect counts per year. The designated inventory schedule shall be provided a minimum of 4 hours prior to the performance of inventory activities.

b) All stacked office supplies, maintenance supplies, and auto parts in warehouse bins and storage locations must be counted, verified, and documented in conjunction with the GSO staff. All items must be returned to their original position (or designated location) after verification.

i) Estimated work load per year: 3,000 items to be counted, verified, and re-stocked.

ii) Performance standard: All items shall be counted, verified and no more than three incorrect counts per year.

(ii) An inventory shall be performed once annually, usually in November and December.

(c) Disposal Sale Operations

(i) Moving, creating lots, cleaning, preparing, and loading items for property disposal sale

a) Move designated items from the warehouse to sale display areas.

b) Sort and place items into individual lots as designated by the GSO staff.

c) Wipe, sweep, brush, or otherwise clean items in preparation for display.

d) Safeguard all items against damage or theft

e) After the sale, load items for delivery in trucks, vans, and other delivery vehicles.

f) Estimated work load per year: Disposal sales will occur on average two or three times per year. Each disposal sale includes 2, 000 non-expendable property items and 1,000 expendable property items.

g) Performance standard: Contractor shall complete creating lots and preparations for disposal sale within 4 hours of the scheduled time. The contractor will be given at least 7 calendar days to perform all disposal sale preparation activities. No more than one customer complaint per year.

h) Estimated work load per year: Disposal sales occur 2-3 times per year (2,000 items of Non-Expendable Property and 1,000 items of Expendable Property/year)

(ii) Tent set-up

a) Set up portable tents in designated areas

b) Secure tents with plastic sheets, rope, cinder blocks, and other materials as required to secure against damage or theft.

c) Estimated tent configurations: 20 per year C.2.2 House Make-Ready Services

House Make-ready services shall include removing, preparing, delivering, installing, and cleaning furniture and appliances in designated residential areas identified in Section J, Exhibit A. A full make-ready consists of approximately 80 items of furniture and household appliances. An average house make-ready is comprised of removing and reissuing 25 items from each residence. Estimated frequency of make-ready service is 1 to 2 residences per week, with a maximum estimate of ten (10) residences per week during the peak summer season.

C.2.2.1 Pre-Make Ready

(a) At the start of each make-ready, gather the furniture in each residence into the center of each room. Remove all drapes & sheers from the windows, and remove all pins.

(b) Return designated furniture and appliances to the warehouse.

(c) Performance standard: Contractor shall gather all furniture without damage and load/unload all items at the scheduled work hour. The contractor will receive no less than 8 hours advance notice to complete this task. No more than one late delivery and no more than one late completion per month.

(d) Estimated work load per year: 60 residences per year

C.2.2.2 Restocking

(a) Assist GSO staff in checking the condition of all items returning from the residences.

(b) Restock or place all items into designated warehouses and storage locations in accordance to specifications described in section C.2.1.4 Storing / Organizing.

(c) Performance standard: Complete restocking and placing items within 48 hours after the receipt of work order. No more than one late delivery and no more than one late completion per month.

(d) Estimated work load per year: 25 items per make-ready

C.2.2.3 Gathering, delivering, installing, and placing items from warehouses into designated residences.

(a) Assist GSO staff in selecting items for loading and delivery to make-ready residences.

(b) Load, deliver, and unload items at the make-ready house.

(c) Performance standard: Complete delivery, installation, and placement of items at the scheduled work hour. The contractor will receive no less than 8 hours advance notice to complete this task. No more than one late delivery and no more than one late completion per month.

(d) Estimated work load per year: 25 items per make-ready

C.2.2.4 Cleaning and installation of make-ready furniture and furnishings

(a) Clean furniture and furnishings per instructions in Section C.2.1.2 (d).

(b) Place all items in their designated room locations.

(c) Install drapes and sheers (including steam treatment). Contractor shall wash drapes and sheers when required.

(d) Performance standard: Contractor shall complete the cleaning and installation of furniture and furnishings in houses at the scheduled work hour. The contractor will receive no less than 48 hours advance notice to complete this task. No more than one late delivery and no more than one late completion per month.

(e) Estimated work load per year: 60 residences per year

C.2.2.5 USG reserves the right to change make-ready work orders up to three times per work order.

C.2.3 Programmatic Event Set Up Services

Programmatic event set up services include arranging tables and chairs; setting up tents; moving equipment, furnishings and appliances; delivering supplies; and providing related logistics services in support of receptions, concerts, press conferences, lectures, seminars, meetings, exhibitions, VIP visits, and other programmatic events as required. Programmatic events may be held indoors or outdoors at locations specified in Section J, Exhibit A.

C.2.3.1 Representational Events at the Ambassador’s Residence (CMR) and Deputy Chief of Mission’s Residence (DCMR)

(a) Set up tables and chairs for official receptions at CMR and DCMR.

(b) Remove furniture and furnishings from representational rooms to the basement, guest bedrooms, and other areas as required.

(c) Set up tables and chairs for events in accordance with programmatic requirements.

(d) Return furniture and furnishings to their original positions after the event and store tables and chairs.

(e) Iron chair covers, linens, and other items at the residences as required.

(f) Performance standard: Contractor shall complete event set-up at the CMR or DCMR within 4 hours upon the receipt of the work order. No more than one late set up and no more than one late completion per month.

(g) Estimated work load per year: 40 events (average event size: 40 guests per event)

C.2.3.2 Public Outreach Events through the Public Affairs Office & Information Resource Center

(a) Set up tables and chairs for public events held at the Public Affairs Office and Information Resource Center.

(b) Return tables and chairs to their original positions after the event.

(c) Event types will include meetings, seminars, press conferences, lectures, presentations, and parties.

(d) Performance Standard: Contractor shall set up tables and chairs within 4 hours upon the receipt of work order. No more than one late set up and no more than one late completion per month.

(e) Estimated work load per year: 90 events (average event size: 60 guests per event)

C.2.3.3 Chancery Building events

(a) Set up tables and chairs at the Chancery cafeteria, Consular waiting room, or other venues within the chancery to support official functions like conferences, training programs, official ceremonies, and parties.

(b) Return tables and chairs to their original positions after the event.

(c) Performance standard: Contractor shall set up tables and chairs within 4 hours upon the receipt of work order. No more than one late set up and no more than one late completion per month.

(d) Estimated work load per year: 30 events per year (typical event size: 40-80 guests per event)

C.2.3.4 Exhibit Locations

(a) Move furniture, equipment and supplies for various exhibits between designated Embassy offices and specified exhibit locations within Seoul city limits.

(b) Return tables and chairs to their original positions as needed after the exhibit.

(c) Performance standard: Contractor shall complete delivering items within 4 hours upon the receipt of work order. No more than one late delivery and no more than one customer complaint per month.

(d) Estimated work load per year: 5 events per year

C.2.3.5 Outdoor Tents

(a) Set up and dismantle tents, tables and chairs for official events at designated locations in Section J, Exhibit A.

(b) GSO has an inventory of different tent sizes that may be used in support of various outdoor events.

Size of Tents

Quantity Approx. Weight

20' x 40'

8 ea

480kg each

12' x 20'

1 ea

350kg each

12'x 10'

1 ea

310kg each

15' x 20'

2 ea

410kg each

12' x 30'

4 ea

410kg each

12’x 40’ 3 ea

460kg each 10’x20’(Zabara) 4 ea

300kg each

(c) Tents must be set up and dismantled on time and safely, ensuring our customers are satisfied with the delivery and installation.

(d) Contractor shall ensure the wearing of safety helmets and shoes to avoid any possible accidents. Contractor shall ensure US Government safety policies are followed.

(e) Performance standard: Contractor shall complete setting up tents by the designated time with no less than 8 hours advance notice. Contractor shall complete the dismantling of tents by the designated time with no less than 8 hours advance notice. No more than one late set up or dismantling per month, and no more than one customer complaint per month.

(f) Estimated work load per year: 30 events per year (average event size: 3 tents per event)

(g) USG reserves the right to change outdoor tent work orders up to three times per work order, but with no less than 2 hours advance notice.

C.2.3.6 VIP Visit Support

(a) Make deliveries, pick-ups, and setup/installation of furniture and equipment in support of VIP visits.

(b) Furniture and equipment may include classified copiers or shredding machine, office supplies, computer hardware, and other items from the GSO warehouses. An Embassy escort will be provided when classified copiers or shredding machines are involved.

(c) Performance standard: Contractor shall complete delivering items within 4 hours upon the receipt of work order. No more than one late delivery per month.

(d) The Contractor will assume responsibility for any liabilities associated with accidents.

(e) Estimated work load per year: 15 VIP visits per year. Moving office supplies (average 10 boxes) to/from hotels for VIP visits including setting-up and dismantling of Embassy control rooms.

C.2.4 Airport Logistics Service

Airport Logistics support consists of assisting with unloading and delivery of cargo flights and transporting baggage and equipment for visiting delegations.

C.2.4.1 Cargo support

(a) Assist Embassy staff receiving flights arriving to and departing from Incheon international airport by moving cargo to and from various aircraft.

(b) Performance standard: Ensure the loading and unloading of cargo goes smoothly, allowing customers to have access to their necessary items within 4 hours upon the arrival of the cargo. No more than one late delivery per month, and no more than one customer complaint per month.

(c) Estimated work load per year: 36 flights

Estimated man-hours per flight: 8 man-hours

C.2.4.2 Transporting baggage and equipment

(a) Transporting baggage and equipment between various airports, bus or train stations, and hotels within the Seoul metropolitan area for VIP delegations

(b) Load/unload, deliver, and count/verify baggage in conjunction with Embassy staff.

(c) Performance standard: Contractor shall complete baggage delivering within 4hours after the arrival of the luggage. No more than one late delivery per month, and no more than one customer complaints per month

(d) Estimated work load per year: 13 visits and 20 items per visit

C.2.5 Temporary Services and Performance Standards C.2.5.1 The Contractor shall provide Temporary Additional Services when requested by the Contracting Officer through a written task order, on an indefinite quantity basis. Work performed without such prior approval will be performed at the Contractor's risk and may be at no cost to the Government. Temporary Additional Services delivered shall be in addition to the Standard Services when they occur outside normal working hours, and shall be priced at the unit price established in the contract. The tasks to be accomplished shall be additional quantities of the same or similar tasks described above.

C.2.5.2 Control of Overtime. The Contractor shall plan individual work schedules that do not exceed 40 hours per week so that no individual works overtime as a part of the standard services requirement. If extra services are specifically ordered and confirmed in writing by the COR which results in overtime, payment for the overtime shall be at the rates for the unit price established in the contract. Monthly billings by the Contractor shall include details of any overtime so ordered by the Government.

C.2.6 Workload estimates:

Estimated workloads are described above in sections C.2.1 to C.2.4 in accordance with specific work tasks. Current estimates of inventory are provided here, according to residential or office use.

C.2.6.1 Residential: There are currently 180 Embassy residential units, concentrated at Yongsan Embassy Housing Compound (6 ga Yongsan-gu, Seoul, Korea). The Ambassador’s residence (CMR) is located in downtown Seoul (See Section J, Exhibit A). From time to time, short-term and long-term leased houses may be added or removed from the housing inventory. The current inventory of residential appliances and equipment, furniture and furnishings residing at all residential units is as follows:

(a) Household Furniture & Furnishings 12,500 items

(b) Household Appliances & Equipment 2,000 items C.2.6.2 Office: The main Embassy office (Chancery) building is located in down town Seoul. Several USG agencies are also located in the Leema Building (146-1 Soosong-dong, Chongno-gu, Seoul, Korea) behind the Embassy Chancery. The U.S. Embassy also maintains and operates auxiliary services on the Embassy Annex, other buildings on Yongsan Garrison, and at other designated locations. The current inventory of office equipment, furniture, and items of personal property contained in all US Embassy office complexes is as follows:

(a) Office Furniture

2,500 Items

(b) Office Equipment

3,000 Items

(c) Other Equipment

500 Items

(d) Office Supplies & Custodial supplies 5,500 Boxes

(46cm x 30.5cm x 25.5cm H) C.2.6.3 Summer Peak Season: Many of the required services under this contract are concentrated during a “peak summer season.” During this peak season, we anticipate a greater frequency of task orders involving the number of make-ready services (C.2.2), welcome kit deliveries (C.2.1.2(b)), disposal sale (C.2.1.4(c)), airport logistics services (C.2.4), and VIP visit support requirements (C.2.3.6). During the peak season (June 01 – October 30), the estimated maximum workload is the following:

(a) Make-ready services 10 per week

(b) Welcome kit deliveries

18 per week

(c) Disposal sale 1 per season

(d) Airport logistics services

3 per week

(e) VIP visit support

2 per week

C.2.7 Government Furnished Property:

The USG will provide the Contractor with three Embassy-owned vehicles and three forklifts as listed in Exhibit C for the purpose of performing the work described in this contract. The USG will conduct all necessary maintenance on the vehicles, supply all motor fuel and standard maintenance supplies, and provide standard automobile insurance coverage. In addition to three Embassy-owned vehicles, the Contractor may use their own vehicles to perform work if necessary.

The Contractor shall be responsible for following all US Embassy motor pool regulations and procedures, to include keeping a daily trip log, keeping the vehicles clean, and safeguarding the vehicles from theft, vandalism, or any other form of damage.

Contractor personnel designated to drive Government provided vehicles must have valid driver’s licenses for the class of vehicle, a safe driving record, defined as having no traffic violations or accidents in the past 3 years, and medical examination per the Embassy’s motor vehicle regulations. All drivers are also required to adhere to all relevant polices regarding motor vehicle use and safety.

All the drivers are required to participate in the mandatory SEM safety driving training as is administered to all Embassy drivers. The training is to be renewed every two years.

C.3 Management and Supervision.

C.3.1 Contractor Management.

C.3.1.1

Supervision: The Contractor shall designate a project manager who shall be responsible for on-site supervision of the Contractor’s workforce at all times. The project manager shall be the focal point for the contractor and shall be the point of contact with the U.S. Government personnel.

The project manager shall have sufficient knowledge of the local language(s) to be able to perform the work required by the contract. The project manager shall have level 3 (Foreign Service) of English and Korean in speaking. See Exhibit D for English skill level required for project manager.

C.3.1.2

The Contractor shall maintain schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. For those items other than routine daily services, the Contractor shall provide the COR with a detailed plan of the personnel to be used and the time frame to perform the service.

C.3.1.3

The Contractor shall be responsible for quality control. The Contractor shall perform inspection visits to the work site on a regular basis. The Contractor shall coordinate these visits with the COR. These visits shall be surprise inspections to those working on the contract.

C.3.1.4

The Contractor shall control overtime through efficient use of the work force. Individual work schedules shall not exceed 40 hours per week to preclude overtime being part of the standard services provided under the contract. Overtime may be necessary under Temporary Additional Services.

SECTION D - PACKAGING AND MARKING

RESERVED

SECTION E - INSPECTION AND ACCEPTANCE

E.1

52.252‑2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also the full text of a clause may be accessed electronically at:

http://acquisition.gov/far/index.html or, http://farsite.hill.af.mil/search.htm

These addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, use the Dept. of State Acquisition Website at http://www.statebuy.state.gov/ to see the links to the FAR. You may also use an Internet “search engine” (e.g., Yahoo, Excite, Alta Vista, etc.) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

52.246-4

INSPECTION OF SERVICES-FIXED-PRICE (AUG 1996)

52.246-6

INSPECTION - TIME-AND-

MATERIAL AND LABOR-HOUR (MAY 2001)

E.2

APPLICABILITY OF INSPECTION CLAUSES

FAR clause 52.246-4, Inspection of Services - Fixed-Price, applies to services provided under Standard Services. FAR clause 52.246-6, Inspection--Time-and- Materials and Labor-Hour, applies to services provided under Temporary Additional Services.

E.3 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan is designed to provide an effective surveillance method to promote effective contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor contractor performance, advise the contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to conduct quality assurance to ensure that contract standards are achieved.

Services.

Performs all warehouse support services set forth in the performance work statement (PWS)

E.3.1

SURVEILLANCE

The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

E.3.2

STANDARD

The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.246-4, Inspection of Services – Fixed Price (AUG 1996)), if any of the services exceed the standard.

E.3.3

PROCEDURES.

(a) If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the COR.

(b) The COR will complete appropriate documentation to record the complaint.

(c) If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.

(d) If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

(e) The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

(f) If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint.

(g) The COR will consider complaints as resolved unless notified otherwise by the complainant.

(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

SECTION F - DELIVERIES OR PERFORMANCE

F.1

PERIOD OF PERFORMANCE

F.1.1. The performance period of this contract is from the start date in Notice to Proceed and continuing for 12 months, with 4 (four), one-year options to renew. The initial period of performance includes any transition period authorized under the contract.

F.1.2. The Government may extend this contract for up to four (4) additional 12-month periods in accordance with the option clause in Section I. 52.217-9, Option to Extend the Term of the Contract, which also specifies the total duration of this contract. See also Section I, FAR 52.217-8, Option to Extend Services, for up to an additional six months of optional performance, if required by the Government.

F.2

52.252‑2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at:

http://acquisition.gov/far/index.html or, http://farsite.hill.af.mil/search.htm

These addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, use the Dept. of State Acquisition Website at http://www.statebuy.state.gov/ to see the links to the FAR. You may also use an Internet “search engine” (e.g., Yahoo, Excite, Alta Vista, etc.) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

52.242-15

STOP-TASK ORDER

AUG 1989

52.242-15

STOP-WORK ORDER (ALT I)

APR 1984*

52.242-17

GOVERNMENT DELAY OF WORK

APR 1984

*APPLICABILITY OF STOP-WORK ORDER CLAUSES

FAR clause 52.242-15, Stop-Work Order, applies to Standard Services in Section B. FAR clause 52.242-15, Stop-Work Order (Alternate I), applies to Temporary Additional Services.

F.3

DELIVERY SCHEDULE

The following items shall be delivered under this contract.

Description

Quantity Delivery Date

Deliver To

C.1.3.2 General Instructions

30 days after award

COR

C.3.1.2 Schedule

Weekly

COR

H.1.1…