Final_packing_solicitation_document.pdf

U.S. Embassy Monrovia Packing and Shipping Solicitation Number: SLI600-14-R-0003

PART I – THE SCHEDULE;

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SCOPE OF SERVICES

The Contractor shall provide services for the U.S. Embassy in Monrovia - Liberia in accordance with Section C - Description/Specifications/Work Statement and the Exhibits contained in Section J of this contract.

Nothing in this contract shall prohibit the Government, at its discretion, from using International-

Through-Government-Bill-of-Lading (ITGBL) contractor(s) (door-to-door) for movement of effects to any destination covered by ITGBL tender(s) in effect. The Government reserves the right to assign these ITGBL shipments without recourse by Contractors awarded a contract from this solicitation so long as the guaranteed minimum is met.

B.2 TYPE OF CONTRACT

This is a fixed-price indefinite-delivery, indefinite-quantity, type contract. Orders will be placed by firm, fixed- price task orders.

For each year of the contract, the U.S. Government guarantees a minimum order of ten (10)

Incoming/Outgoing Services Actions for UAB, and ten (10) Incoming/Outgoing Services Action for HHE. The maximum amount of incoming/outgoing services actions each year of this contract will not exceed Fifty (50).

Individual purchases shall be documented as follows: official U.S. Government (USG) task orders issued by the Embassy’s Contracting Officer.

B.3 LEVEL OF EFFORT

(a) The contractor shall provide the services for the base period of the contract at the rates shown in Section B and any option years exercised by the Government.

(b) The quantities of supplies and services specified in the Schedule are estimates only and are not guaranteed by this contract.

(c) The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations. Except as specified in the Delivery-Order Limitations clause or in the paragraph below, there is no limit on the number of orders that may be issued/ordered.

B.4 PRICING

(a) For satisfactory performance of all the scheduled service required under this contract, the Government shall pay the Contractor a fixed-price per Incoming/Outgoing Service

Action.

(b) 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.

(c) The Government will make payment in U.S. Dollars only.

(d) VALUE ADDED TAX.

VALUE ADDED TAX (VAT). The Government will not reimburse the Contractor for VAT under this contract. The Contractor shall not include a line for VAT on Invoices as the U.S.

Embassy has a tax exemption certificate with the host government.

B.5 BASE PERIOD PRICES

Description of Service Action Unit Est qty. Total

Incoming Service Action for Freeport of Monrovia to

20’ container of HHE Residence 10 $_________

40’ container of HHE Residence 10 $_________

20’ container of POV Embassy Compound 10 $_________

40’ container of POV Embassy Compound 10 $_________

Incoming Service Action for Roberts International

Incoming UAB shipment Airport (RIA) to Residence 10 $_________

Containing 10 boxes

Outgoing Service Action for Residence to Freeport of

20’ container of HHE Monrovia 10 $_________

40’ container of HHE Monrovia 10 $_________

Outgoing Service Action for Embassy Compound to

20’ container of POV Freeport of Monrovia 10 $_________

40’ container of POV Freeport of Monrovia 10 $_________

Outgoing UAB Shipment Roberts International

Containing 10 boxes Airport (RIA) 10 $_________

TOTAL: U.S.$_________

B.6 FIRST OPTION YEAR PRICES

TOTAL U.S. $_________

B.7 SECOND OPTION YEAR PRICES

TOTAL U.S. $__________

B.10 GRAND TOTAL

Base Year U.S. $__________

Option Year 1 U.S. $__________

Option Year 2 U.S. $__________

PART I, THE SCHEDULE;

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 PERFORMANCE WORK STATEMENT - SHIPPING/PACKING SERVICES

C.1 Work Requirements

C.1.1 General. The contractor shall provide services for the United States Mission, Monrovia - Liberia as described. This consists of packing, unpacking, cleaning or material haul-off after packing and unpacking, crating, freight handling and transportation, customs clearance, and other related services that apply to shipments originating from, consigned to, routed through, and/or moved within the geographic area of Monrovia – Liberia.

The contractor shall furnish all managerial, administrative, direct labor personnel, materials and transportation that are necessary to accomplish all work as required by this contract. Contractor employees shall be on site only for performance of contractual duties and not for other business purposes.

C.1.2 Duty-free documents. For all incoming shipments, the Embassy will be responsible to provide the original bill-of-lading along with the approved duty-free documentation to the contractor at least two weeks prior to the expiration of the free mandatory storage time provided by any port of entry or port of exit. Even though the Embassy is a 100% duty-free entity, it is still required to pay for all delivery orders, APM Terminal port handling charges, weight bridges charges and Robert’s International Airport service charges which, under this contract, would be paid for by the contractor. The Embassy will also officially inform all relevant ports of entry about the authorization given to the contractor to clear incoming shipments on the Embassy’s behalf.

C.1.2.2 Storage Charges. The U.S. Embassy will not be held responsible for storage charges at any port of entry or exit that is a result of a delay, negligence, or failure on the part of the contractor to perform its duties as stipulated under this contract. The contractor will absorb the cost of such storage charges.

C.1.2.3 HHE and UAB Transit. All HHE and UAB coming from a port of entry or scheduled for export at a port of exit must transit at the Embassy’s warehouse for final arrangements and instructions from the COR. All incoming HHE containers and UAB boxes will be off-loaded and stored at the Embassy’s warehouse, and later loaded and transported to its final destination at a time arranged between the COR and the contractor.

C.1.2.4 Transit related operations and services. The Embassy will provide forklift services and labor for loading and off-loading activities that are performed at the Embassy’s warehouse. All full time or temporary storage of USG HHE or UAB will be done at the

Embassy’s warehouse or other USG storage facility.

C.1.3 Personnel. The contractor shall provide a qualified work force capable of providing the services specified in this contract.

C.2 Definitions.

“Incoming Service Action for HHE” means processing customs clearance at the port of entry which includes all fees and service charges applicable, transporting the container to the

Embassy compound for off-loading and transit storage, transporting the lift vans to its final destination, unpacking and positioning of all items contained in the shipment into the residence, and removal or haul-off of all unneeded materials.

“Incoming Service Action for Personally Owned Vehicle (POV)” means processing customs clearance at the port of entry which includes all fees and service charges applicable, and transporting the shipment to the Embassy compound for off-loading.

“Incoming Service Action for Unaccompanied Air Baggage (UAB)” means processing customs clearance at the port of entry which includes all fees and service charges applicable, transporting the shipment to the Embassy compound for off-loading and transit storage, transporting the UAB boxes to its final destination, unpacking and positioning of all items contained in the shipment into the residence, and removal or haul-off of all unneeded materials.

“Outgoing Service Action for HHE” means packing of all approved household materials and supplies into lift vans, generating a detailed packing list of all items packed, transporting the lift vans to the Embassy for transit storage, transporting the lift vans the port of exit, and processing any or all customs formalities; including all fees and service charges applicable.

“Outgoing Service Action for POV” means containerization of POV, and transportion of

POV to the port of exit.

“Outgoing Service Action for UAB” means provision of all materials needed to perfom packout action, packing of all approved household materials and supplies into cardboard boxes, generating a detailed packing list of all items packed, transportation of all boxes to the Embassy warehouse for transit storage, and transporting of the UAB boxes to the port of exit.

"Article" means one item, piece, or package and contents thereof received by the contractor as listed on the inventory. It can be household effects, professional books, papers and equipment, privately owned vehicles, or general effects included in a shipment.

"Calendar Day" means the twenty-four hour period from midnight to midnight.

Saturdays, Sundays and all holidays are considered calendar days.

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

"Client" means all United States mission personnel for whom the required services are to be rendered.

"COR" means the Contracting Officer's Representative, appointed in accordance with

Section G of this contract.

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

"Government" means the Government of the United States of America unless specifically stated otherwise.

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

"Household Effects" means those items that are the personal property of post officials, and are therefore to be packed and transported at U.S. Government expense. This includes furniture, personal effects and consumables that, because of volume and weight, are shipped via surface freight. (Note: See the clause in Section D entitled "Prohibited Items" for a listing of items which are not to be packed or transported at U.S. Government expense).

"Inventory" means a contractor-prepared list originated at the time the goods are packed.

Each inventory is to be reviewed and signed by the client then turned over to the Contracting

Officer's Representative.

"Lift Van" means a wooden storage crate.

“Modular Containers” – lift vans that are reduced in size to accommodate a particular shipment.

"Net Weight" means the gross weight of a shipment less its tare weight.

"Ordering Officer" means the Contracting Officer of the U.S. Post.

"Packing" means the activities required to wrap and protect an article, properly place the article in appropriate carton or box, and stow the article and its carton or box in a lift van of sufficient size and constructed in accordance with post specifications

"Packaging" means application or use of protective measures, including appropriate protective wrappings, cushioning and interior containers.

"Professional books, papers, and equipment" means reference material, instruments, tools, and equipment peculiar to technicians, mechanics and members of the professions and special skill areas; specialized, job-related clothing not considered to be normal or usual clothing; communication equipment used by members in association with their particular specialty; and military and individually owned or specifically issued field clothing and equipment.

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

"Storage Pack" means the final result of wrapping and protecting of articles, and then properly placing these articles in appropriate cartons and boxes, and then storing these articles/cartons in storage pallet boxes as loose pack storage.

"Tare Weight" means the weight of an empty shipping container, excluding all materials used for wrapping, cushioning, banding, waterproofing, packaging, blocking and bracing articles within the exterior container.

"Unaccompanied Air Baggage (UAB)" means that portion of the total weight allowance of personal property that the client is permitted to ship via airfreight. UAB typically includes those items required for short-term housekeeping, such as clothing, linen, and kitchen items.

C.3 GENERAL REQUIREMENTS.

Packing of client Household Effects or Government-owned materials for transportation is a highly specialized function. The measure of performance shall be the condition of packed articles upon arrival at their destination. The contractor must appreciate the importance of family possessions and U.S. Government property and always take the greatest care in handling and packing such articles. No claim for any additional compensation shall be considered unless it has been authorized by the Government in writing in advance. The Government shall not be responsible for any work performed that is not specifically provided for under the terms of this contract or authorized by the Government in writing in advance.

C.4 PACKING SPECIFICATIONS AND RESPONSIBILITIES.

Labor employed to perform services under this contract shall be experienced and competent in the performance of such services. Those employees who perform services at the client's office or residence shall be neat and in uniform identifying them as employees of the contractor.

C.4.1 Packing Services.

C.4.1.1 The contractor agrees to provide complete services for surveying, packing, crating, weighing, and marking of household effects, surface baggage and official

Government shipments of commodities including, but not limited to, household effects, office and residential furniture, vehicles, and equipment and supplies for shipment within and from

Monrovia - Liberia. Such services will be performed on goods located primarily within the

Monrovia metropolitan area.

C.4.1.2 . The contractor shall provide all necessary packing and crating material required by this specification and standard industry practice for the services under this contract.

C.4.1.3. At the request of the Contracting Officer's Representative (COR), the contractor shall survey the goods to be packed and furnish the Government with a written estimate of the weight and required number of lift vans or other containers in which to pack the goods to be shipped. The contractor shall transport packing materials and vans to the designated location ready to perform the services required on the date and at the same time specified by the

COR. The Government shall notify the contractor 48 hours in advance unless otherwise mutually agreed. Any services performed outside of normal business hours as may be agreed upon between the parties to this contract shall be for the mutual convenience of the contracting parties and shall create no liability on the part of the Government for overtime or premium pay charges.

C.4.1.4. The contractor shall provide export packing and related services following the best commercial practices to insure a shipment of the least tare weight and smallest cubic measurement that is compatible with assurance of transportation to destinations without damage or pilferage to containers or contents. Export packing shall include, but shall not be limited to, the following:

Padding, dunnage and packing into cases, barrels or crates of all fragile items.

Wrapping in waterproof paper and padding all items of furniture, television sets and other valuable equipment. The Contractor shall crate this item. The Contractor shall place these items in the lift vans so as to prevent damage or shifting while in transit.

Padding securely all mirrors and framed pictures, marble tops, etc., in crates made to the proper size of good packing grade dry lumber with least tare weight.

All rugs and carpets shall be mothproofed, and crated or wrapped without folding.

Packing clothing items, linens, bedding, lampshades and similar items in containers lined with tissue paper, carefully, to prevent excessive wrinkling or folding.

Freezers or refrigerators shall be dry inside and the Contractor shall pad and secure all removable shelving and interior parts to prevent breakage or damage.

Applying tightly and securely adequate steel banding to all wooden cases and containers and to the outside of other appropriate containers that may be used for shipments.

C.4.2 INVENTORY SYSTEM.

In conjunction with the client or his/her agent, the contractor shall prepare six copies of an Inventory List of all articles packed, bearing the signature of the client or his/her agent together with the signature of the contractor, both certifying to the correctness of the inventory.

The contractor shall ensure diligence in recording any unusual condition of the goods being packed by the contractor. The inventory shall list each article. Words such as "HOUSEHOLD

EFFECTS" or other general descriptive terms such as marred, scratched, soiled, worn, torn, gouged, and the like shall be avoided unless they are supplemented with a statement describing the degree and location of the exception. Care in the preparation of the initial inventory will assist in protecting the client of the property and the contractor in the event of loss and/or damage. Inventory Lists shall specify the name of the client of the goods, the date of shipment and the name of the contractor, and contain on the form an explanation of the condition symbols and location symbols. The original of the Inventory List will be retained by the contractor; one copy shall be given to the client or the client's agent; and the remaining copies shall be forwarded to the COR.

C.5 FREIGHT HANDLING.

C.5.1 The contractor shall act on behalf of the Government on any selected incoming and outgoing Government cargo that may be assigned to the contractor under this contract, including the effecting of necessary transport of Government cargo within Monrovia. The contractor accepts full responsibility for any and all losses and/or damage, from the time such cargo is received into the hands of the contractor until it is released into the custody of the

Government as evidenced by a signed receipt. The contractor further agrees that in any instance involving loss or damage to the Government cargo, where the contractor fails to exercise reasonable diligence, the contractor shall assume full responsibility for such losses or damage including payment of claims for such losses or damage.

C.5.2 The Contractor shall transport all incoming Government cargo handled under the contract from commercial facilities at the Roberts International Airport (RIA) and the Freeport

Port of Monrovia to the final destination in the United States Embassy Monrovia area or elsewhere in the Republic of Liberia including off-loading from the contractor's vehicle, as specified by the COR unless otherwise directed by the COR in writing to the contractor.

C.5.3 The Contractor shall collect from the Government at a location of its choosing with suffiecent time to insure delivery to the Freeport Port of Monrovia or to the Roberts

International Airport (RIA) facilities within forty eight (48) hours of the request for pickup. The

Contractor shall not place cargo in any warehouse at Government expense without prior approval of the COR.

C.6 CONTRACTOR RESPONSIBILITIES.

C.6.1 The contractor is responsible for strict adherence to all instructions and quality requirements stated in this contract and shall provide the appropriate management effort to ensure that all services are performed.

Each packing or unpacking team shall have a team leader to supervise the workforce and serve as a liaison with the COR. This designated person shall have supervision as his/her function during the time the Contractor is in the client's facility or residence and when Household Effects, Unaccompanied Baggage, or other cargo is being loaded into lift vans or other shipping containers.

C.6.2 Work Skills and Experience. The contractor shall ensure that all personnel assigned to this contract possess the skills and experience necessary for accomplishing their individual tasks.

C.6.3 English Language Qualifications. Each Team Leader must possess sufficient ability in reading, writing, speaking and understanding the English language to carry out the duties prescribed herein for the position. The remaining staff must be able to follow simple instructions in English, and must be able to completely understand the instructions of the Team

Leader.

C.6.4 The contractor's employees shall not at any time:

(a) Smoke in the client's facility or residence;

(b) Arrive at the facility or residence under the influence of drugs or alcohol, or even with alcohol on the breath;

(c) Drink alcoholic beverages on the job, even if offered;

(d) Use the client's bathroom or towels without permission;

(e) Engage in prolonged discussion or argument regarding the job;

(f) Perform any work for the client not specified in this contract; or

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

C.7 SCHEDULING AND PLANNING SHIPMENT PICKUPS.

C.7.1 SCHEDULING AND PLANNING SHIPMENT PICKUPS. The COR receives requests from clients for Household Effects pack out dates, and will coordinate the scheduling of shipments with the contractor. The COR will give the Contractor a completed "Request for

Shipment" form which is the notification of scheduling and authority to proceed if "confirmed" is indicated. This form will not be given to the Contractor unless a task order has already been issued by the Contracting Officer. If "tentative" is checked, the contractor shall contact the COR for information/instructions.

C.7.2 PRE-SHIPMENT SURVEY.

Before the HHE has been packed, the contractor shall, in connection with each instance of Household Effects services in this contract, make an on-site pre-shipment survey of the items to be shipped and/or stored to determine the approximate net weight of each category. The survey shall be conducted by an approved contractor employee. The survey must list the major items of furniture, appliances and equipment which are to be included in the shipment and/or storage lot. It must also state the number of cartons and crates necessary to properly protect the loose and fragile items. The Contractor shall give a copy of each survey, signed and dated by the contractor, indicating total estimated net weight of both the export shipment and storage lot to the client within 2 days upon completion of the pre-shipment survey. A pre-shipment survey which deviates more than ten percent, either high or low, in either the export or storage estimates, will be documented by the COR in the contractor's performance file. A pre-shipment survey will not normally be required for shipments other than Household Effects shipments.

C.8 DURATION OF PACKING.

The contractor shall perform all packing and/or pickup of household goods and personal effects on the date beginning and at the time agreed upon between the contractor and the client or his/her agent. The client shall be any person the COR specifies as the client in the "Request for

Shipment" form authorizing service. All services performed shall be performed on normal workdays between the hours of 08:00 a.m. and 05:30 p.m. or other than normal workdays with the mutual agreement of the parties. This agreement shall create no liability on the part of the

Government for overtime or premium pay or other charges to be paid to the Contractor’s employees. If the packing and/or pickup crews will arrive more than two hours later than the scheduled time agreed upon, the contractor shall notify both the client and the COR in advance.

Authorization for any changes in date and time must be authorized by the COR.

C.9 TARE WEIGHT LIMITATION.

Whether for official shipments or for household effects, the tare weight shall not exceed 45% of the net weight of the articles packed. If it appears that the 45% limitation will be exceeded, the contractor shall obtain advance approval of the COR before proceeding with the packing. The tare weight and cube of each shipment shall be the minimum that will afford adequate protection to the items being packed. Contractor shall weigh containers before packing in order to calculate net weight.

C.10. SHIPPING WEIGHT.

The contractor will be advised in writing by the COR as to the maximum weight allowance to be shipped and/or stored. The contractor shall not exceed these weights without the COR's consent.

If the shipment portion exceeds the maximum authorized weight, the COR must be informed.

The contractor shall remove items specified by the COR at no additional cost to the Government or employee. If a shipment is forwarded which exceeds the maximum weight designated in writing by the COR, the contractor shall be responsible for all costs on that portion of the shipment which exceeds the maximum weight designated.

C.11 RECORD KEEPING REQUIREMENTS.

C.11.1 Inventory Lists. The contractor shall prepare a complete, accurate and legible Inventory

List as the articles are packed. The client will review and sign the list. The original will be retained by the contractor; one copy shall be given to the client or the client's agent; and the remaining copies shall be forwarded to the COR immediately after the packing is completed. All exceptions as to the condition of goods listed on the Inventory List must be brought to the client’s attention before goods are removed from the government premises. The Inventory List must be signed by the client and the contractor's Team Leader, both certifying to the correctness of the Inventory List.

C.11.1.1 The Inventory List shall show the number and contents of each carton, listed by the correct name in English; the date of shipment; lot number; name of contractor;

container (lift van); and, an explanation of the condition symbols used. The Contractor shall give a copy of the Inventory List to the client. Care in the preparation of the initial inventory will assist in protecting the owner of the property and the contractor in the event of loss and/or damage. When there are two or more shipments, each shipment shall have a separate inventory and lot number. Copies of all Inventory Lists shall be provided to the COR by the contractor.

C.11.1.2 The Inventory List shall also indicate by number which cartons are loaded into the respective shipping containers/lift vans.

C.11.1.3 The client's name shall appear on each sheet of the Inventory List, and the last sheet must also indicate the total number of boxes, total number of shipping crates (lift vans), net, tare and gross weights, with measurements and total cubic measure.

C.11.1.4 Art Objects. The packer shall list art objects by their specific names, such as, drum, picture, mask, etc. The Inventory List shall include the type of material (malachite, wood, metal, etc.) and whether the item is of Liberian origin.

C.12 RESERVED

C.13 RESERVED

C.14 RESERVED

C.15 RESERVED

C.16 RESERVED

C.17 RESERVED

C.18 REQUIREMENTS FOR THE DELIVERY AND UNPACKING OF HOUSEHOLD

EFFECTS, UNACCOMPANIED BAGGAGE (UAB) and GENERAL CARGO.

C.18.1 Receipt of Effects and Unaccompanied Air Baggage. It shall be the responsibility of the contractor to notify the COR immediately if any shipment is received in damaged condition and make notation of any visible loss or damage on the reverse side of the Government Bill of

Lading and/or on carrier's delivery receipt. Loose-packed effects shall be properly inventoried on receipt and immediately placed in proper palletized storage. If it is necessary to unload a steamship container and place the effects into loose-pack storage prior to delivery, an Inventory

List shall be prepared and signed by the contractor when the effects are removed from the container and placed into storage.

C.18.2 Delivery of Household Effects and Unaccompanied Air Baggage To a Residence.

C.18.2.1 The placing of Household Effects and UAB in the client's residence, as specified, shall include, but not be limited to, the laying of pads and rugs; placing of items of furniture within rooms; setting up of beds, including the placing of springs and mattresses on bed frames; and the placing of all kitchenware, dinnerware, glassware, silverware, linens and other miscellaneous items in locations specified by the client or his/her representative.

The contractor is not required to move furniture within the residence after the first placing of furniture.

C.18.2.2 The contractor shall inquire of the client at the time arrangements are made for delivery, if the shipment includes large items such as pianos, freezers, refrigerators, etc. The contractor shall have piano boards and other necessary tools and equipment on hand to open containers and safely move these items.

C.18.2.3 The contractor shall unpack the client's household effects and remove all debris the same day the effects are delivered, or by the close of the next working day;

unless the client requests removal of debris at a later date.

C.18.2.4 The contractor shall place UAB in the client's residence in packed or crated condition. Strapping shall be cut and crates shall be opened when requested by the client or his/her authorized agent.

C.18.2.5 The contractor shall use a tarpaulin or other suitable floor covering to protect floors while work is in progress.

C.18.3 Obtaining Delivery Receipt.

C.18.3.1 The contractor shall be required to obtain a delivery receipt in duplicate signed by the client or his/her authorized agent upon completion of the delivery and/or the unpacking and placing of the household effects in the residence. The original of this receipt shall be retained by the contractor and the remaining copy shall be submitted with the contractor's invoice for payment.

C.18.3.2 It shall be the responsibility of the contractor to prepare a separate

Inventory List, signed by the client or his/her agent, listing all articles lost or damaged and describing such loss or damage. This Inventory List shall be submitted to the COR within seven calendar days after delivery of the goods.

C.18.4 Removal of Debris and Return of Containers. The contractor shall, upon completion of delivery and unpacking services, remove all trash dunnage, and debris from all shipping vans and containers. The contractor shall promptly deliver all empty steel vans, and other special-type containers, to the carrier or its authorized local agent. Steamship containers shall be released, immediately after unloading, to the local agent of the delivering carrier. The contractor shall deliver containers owned by the Department of State to a local warehouse or depository as designated by the COR. All other vans and containers, after completion of service, shall become the property and responsibility of the contractor.

C.19 VEHICLES. The contractor shall provide all vehicles necessary for the performance of this contract. All vehicles shall be kept in safe operating condition at all times with a valid safety inspection sticker attached if required by local law. The contractor shall provide all fuel and lubricants for the vehicles.

C.19.1 Vehicle Size. The contractor shall provide the necessary vehicles of appropriate size (2.5 tons or more) for local transportation of shipments and Unaccompanied Air Baggage.

C.19.2 Condition of Vehicles. The contractor shall maintain its vehicles in the proper mechanical condition to assure their full availability when needed, and to assure that shipments are reliably and safely transported from the residence to the appropriate staging area.

C.19.3 Non-availability of Vehicles. Should the contractor encounter mechanical difficulties that would otherwise prevent the scheduled completion of a scheduled pick-up, the contractor shall immediately obtain a suitable substitute vehicle at no additional cost to the

Government. Non-availability of suitable vehicles shall not constitute acceptable justification for late pickup or delivery, or for additional costs to the Government.

C.20 COMPUTATION OF WEIGHT.

C.20.1 Gross Weight (See C.2) is calculated by adding the Net Weight (See C.2) of the contents to the weight of the shipping container and any bracing material used to secure articles in the container.

C.20.2 The contractor shall designate and the COR shall approve a scale to be used for determination of shipment weights. The COR will identify at least one independent or private professional institution or person to verify and certicate the accuracy of the scale that will be used under this contract. The contractor will cover the cost of the certifying institution. All official certificates of accuracy must be periodically updated no less than every 6 months and recertified to ensure there is no lapse of certification.

C.20.3 The COR or an appointed representative may be present at the scale site when any shipment weight is taken to witness the accuracy of the reading.

C.20.4 The contractor shall submit to the COR with each invoice a weight certificate, signed by the Government employees for whom services were rendered, and the name of any

Government employee who witnessed the weight reading.

C.20.5 When the Net Weight of a shipment has not been determined by actual measurement before shipment occurs, for payment purposes the Net Weight shall be defined as two thirds of the Gross Weight of the shipment. With the invoice for each shipment, the contractor shall submit a written justification describing why the shipment could not be weighed before it was shipped.

SECTION D - PACKAGING AND MARKING

D.1 CONTAINER SPECIFICATIONS

(a) Containers to be used for export shipments of effects under this contract must be soundly constructed of waterproof plywood, lined with a waterproof barrier, and reinforced with an inside framework. Wooden containers and/or lift vans must be made using plywood of

International Standards for Phytosanitary Measures No. 15 (ISPM 15) heat treated. Full consideration should be given to eliminating damage to the effects from exposure to inclement weather, salt water, salt atmosphere, and possible violent external forces incident to ocean and/or inland transportation and rough handling, so as to insure safe and undamaged arrival of the effects at the destination. The top of the container shall have a metal roofing for shipments transiting areas of heavy rain or snowfall. Caulking compound must be used when wooden container panels are assembled to insure watertight joints. See Section J, Exhibit A -

CONTAINER SPECIFICATIONS.

(b) When container shipping services are available, the containers shall be shipped and stowed inside the ship's containers; therefore, the containers shall be of the cubic measurements designed to take maximum advantage of the inside measurements of the ship's containers.

(c) The contractor shall adhere to the procedures in C.4.1.

(d) The containers built to the referenced Exhibit A dimensions shall be called

"modular household effects containers". All export shipments of household effects under this contract shall be made using the modular containers.

(1) The modular containers built and/or used under this contract are the sole property of the Government, and shall be handled with such care as shall permit subsequent reuse with minimum repair or refurnishing.

(2) All containers used under this contract shall be furnished by the US

Embassy.

D.2 STANDARDS FOR PACKING HOUSEHOLD EFFECTS (HHE) AND

UNACCOMPANIED AIR BAGGAGE (UAB)

Household Effects and Unaccompanied Air Baggage should be packed in a manner requiring the least cubic measurement, producing packages that will withstand normal movement without damage to crates, lift vans, cartons, or contents and at a minimum of weight. Further, the number and weight of boxes, crates or lift vans shall not be greater than necessary to accomplish efficient movement.

D.3 WRAPPING AND PACKING

All articles subject to breakage, denting, scratching, marring, soiling, chafing, or damage shall be wrapped at the specified pickup site, using wrapping material to prevent such damage. This should be accomplished according to the following guidelines:

(a) Establish a work area in a room with easy access to the majority of the items to be packed.

(b) Floors of residences shall be covered by drop cloths or canvas to protect the surface while work is in progress.

(c) Keep packing materials together; do not allow them to become scattered throughout the house.

(d) All packing materials, boxes, and containers must be dry, clean, in sound condition, free of substances that might damage the contents, and of sufficient strength to protect the contents.

(e) New cartons shall be used for all packaging

(f) Chinaware, mattresses, box springs, clothing, kitchenware, small electrical appliances, books and similar items shall be packed and sealed at residence.

(g) Disassemble large or bulky items if this can be done without damage to the item.

Nuts, bolts, screws, or other hardware shall be securely wrapped in plastic or paper, and clearly marked. This packet should be securely attached to the articles from which removed, but not in a manner that could damage the article.

(h) Legs or other articles removed from furniture shall be properly wrapped, bundled together, identified (such as "dining room table legs, 6 each") and listed separately on the

Inventory List, indicating the items on the Inventory List to which they belong.

(i) Make a note of the articles requiring special handling and assure that these items are packed and handled and containers marked, accordingly.

(j) Before leaving the premises, check with the client to make sure all desired packing has been completed. If packing is completed, clean up and remove all debris from the area.

D.4 PROHIBITED ACTIONS

Contractor employees shall not:

(a) Attempt to disassemble, assemble, or repair electrical appliances or mechanical items;

(b) Disconnect or connect any gas appliances;

(c) Touch lampshade coverings or other items that could suffer stains;

(d) Pack irons, kitchenware or other heavy pieces in barrels containing china, glassware or other breakable items;

(e) Place pictures or mirrors between layers of bedding or linen;

(f) Pack heavy articles on top of shoes;

(g) Wrap books, lampshades, linens or other light-colored items in newspaper, as the newsprint will rub off and stain;

(h) Pack cleaning compounds, soap, furniture polish or medicine in the same carton with groceries;

(i) Place any other items in cartons with lampshades or load any boxes beyond their capacity.

D.5 PROHIBITED ITEMS

Contractors SHALL NOT pack:

(a) Live animals, birds, or plants;

(b) Trailers, with or without other property;

(c) Boats or component parts, including outboard motors;

(d) Aircraft;

(e) Alcoholic beverages, if the shipment is to the United States;

(f) Open liquids

(g) Groceries and provisions, other than those for consumption by client and immediate family; determined by the customer.

(h) Trash or debris unless instructed by the customer

(i) Coins, currency, valuable papers, keys or jewelry, as the client must retain custody of these articles; or

(j) Dangerous items such as loaded firearms, ammunition, explosives, flashbulbs, matches, flammables, acids, paints, or aerosol containers.

D.6 SPECIAL HANDLING INSTRUCTIONS

Certain items that are to be packed as part of Household Effects shall be afforded special handling by the packers as follows:

(a) Professional Books, Papers and Equipment. Packing shall be in the same manner as other articles, but such items shall be packed, weighed, marked, numbered and listed separately on the Inventory List. The client will identify such items and set them apart from the rest of the Household Effects.

(b) Articles of extraordinary value. Packing shall be performed only in the presence of the client or his/her agent. For official packing of U.S. Government articles of extraordinary value, specific instructions shall be provided to the contractor in each case by the COR.

(c) Art Objects and Artifacts. The packer is to note the ratio of artwork to Household

Effects among the client's effects, and if the ratio appears excessive, the contractor shall notify the COR.

(d) Electronic Items. Since UAB is more likely to sustain damage en route, electronic equipment is recommended to be shipped as household effects and not as UAB with an estimated value over $ 1,500.00. Should the client insist that such items be included in UAB, the contractor shall advise the client of the risks of damage, advise the client that they can file a claim or obtain private insurance., The contractor will note on the COR copy of the Inventory

List that such advice was given.

(e) Furniture. Large items of furniture that does not fit into standard cartons shall be protected with packing material and heavy gauge cardboard cut and fitted to the item. For fragile or heavy items, a wooden crate shall be constructed around the item. Examples of items requiring such special treatment include pianos, curio cabinets, ornamental screens, and other furnishings subject to damage.

(f) Shipping of Vehicles. For purposes of this contract, MOTORCYCLES are to be considered HHE.

(g) If specifically requested by the COR, the contractor shall also provide boxing services for vehicles. Boxing services shall include: (1) complete water cleaning of vehicle, especially under carriage, (2) removal of wheels, (3) bolting of vehicle to box container platform, and (4) enclosing vehicle in a wood box that will withstand transshipment strains.

D.7 PROTECTION AGAINST INSECTS

Many different types of insects can damage Household Effects in transit or storage. The contractor shall take measures to prevent such damage, with the following constituting the minimum acceptable measures:

(a) Household Effects susceptible to insect damage shall be carefully inspected prior to packaging and packing. If infestation is present, the contractor shall advise both the client and the COR, and note this on the Inventory List.

(b) Items made of wool shall be wrapped and packaged and securely sealed to prevent entry of insects.

D.8 WATERPROOFING

All Household Effects and Unaccompanied Air Baggage shall be protected from water damage resulting from rain, humidity or dampness, with the following constituting minimum acceptable protective efforts:

(a) Wooden crates or lift vans shall be lined with waterproof paper.

(b) If open vehicles are used to transport a shipment, a weatherproof tarpaulin large enough to fully cover the cargo shall be used.

D.9 LABELING OF BOXES AND CARTONS

(a) Every box shall be clearly marked with indelible marker pen or paint to assist in location and identification of the client's effects. When a shipment is delivered to an incorrect address due to incorrect marking by the contractor, the shipment shall be forwarded with the least possible delay to the correct location by a mode of transportation selected by the COR. The contractor shall be held liable for all additional costs incurred by the Government due to incorrect marking by the contractor, including charges for preparation, drayage, and transportation.

(b) All cartons shall be sequentially numbered and the contents identified (such as

Kitchenware, Books, Toys, etc.) by means of indelible markings on the exterior of each box.

Such markings may be handwritten, as long as they are legible.

(c) All cartons shall be clearly marked on the sides and top to indicate which end should be up.

(d) All boxes containing mirrors or picture frames shall be clearly marked to indicate which side to open.

D.10 PACKING ARTICLES INTO WOODEN LIFT VANS

(a) After articles have been wrapped and packed in cartons, they shall be loaded onto the contractor's vehicle for transport to the work site specified by the COR. Under the supervision of the COR, the articles shall be packed into wooden lift vans supplied by the contractor.

(b) The contractor is responsible for accomplishing any necessary assembly of lift vans to make them ready to receive a shipment.

(c) Articles shall be packed into lift vans in such a manner as to minimize the possibility of damage from shifting of the contents within the lift van.

(1) Lighter and fragile items (such as china, artwork, glassware, etc.) shall be packed at the top of the lift van, and never underneath heavy cartons.

(2) Cartons shall not be over packed. Packed cartons with bowed sides or split seams are unacceptable. Lift vans with evidence of over packing are also unacceptable. In either case, the contractor shall be required to repack the articles in a suitable manner without additional cost to the Government.

(d) If the workday ends before packing is completed, before the packers finish at a residence, the cartons shall be placed in a secure storage area at the work site if the COR so directs. The cartons shall be packed into lift vans on the next workday.

(e) The packed lift vans shall be securely wrapped with metal bands.

SECTION E - INSPECTION AND ACCEPTANCE

E.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more 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 this/these address(es):

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 a network “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 AUG 1996

FIXED-PRICE

52.246-14 INSPECTION OF TRANSPORTATION APR 1984

E.2 RESERVED

E.3 RESERVED

E.4. 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.

http://www.statebuy.gov/home.htm

Performance Objective PWS Para Performance Threshold

Services.

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

C.1 thru

C.19

All required services are performed and no more than one

(1) customer complaint is received per month

Delivery.

Delivers HHE, UAB and POV’s in a timely manner. Coordinates deliveries with COR.

performed and no shipment remains at the Free Port or

Roberts internations Airport for a period of 3 business days or longer.

Packing.

Items are packed in accordance with international standards as outlined in this contract. All trash is hauled off during unpacking.

performed and no more than one

(1) customer complaint is received per month

E.4.1 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.4.2 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.4.3 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 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more 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://www.statebuy.state.gov/ to see the links to the FAR. You may also use an Internet “search

52.242-15 STOP-WORK ORDER AUG 1989

52.242-17 GOVERNMENT DELAY OF WORK APR 1984

F.2 PERIOD OF PERFORMANCE

F.2.1. After contract award and submission of acceptable insurance certificates, the

Contracting Officer shall issue a Notice to Proceed. The Notice to Proceed will establish a date

(a minimum of 15 days) from date of contract award unless the Contractor agrees to an earlier date) on which performance shall…