SOW - Custome Kennlsf for PNC K9 Unit - 07232024.docx

U.S Department of State (DOS)

Bureau of International Narcotics and Law Enforcement Affairs (INL) U.S. Embassy- Guatemala City

CUSTOM KENNELS FOR GUATEMALA NATIONAL CIVILIAN POLICE

(PNC) K-9 UNIT

SECTION 1

SOLICITATION CONSIDERATIONS

1.1 SYSTEM FOR AWARD MANAGEMENT

This solicitation requires registration with the System for Award Management (SAM) prior to award, pursuant to FAR 4.1102 and other applicable regulations and guidelines. Information can be found at www.sam.gov.

1.2 TRADE AGREEMENTS ACT (19 U.S.C. 2512(A)) (TAA)

Pursuant to the Trade Agreements Act (19 U.S.C. 2512(a)) (TAA), Federal acquisitions of supplies may be made only from offerors that shall supply products of an eligible country under any of the free trade agreements entered pursuant to the TAA. An article is considered a product of a country only if it is wholly a product of that country or if it has been, substantially transformed, in that country into a new and different article of commerce with a name, character, or use distinct from that of the original article(s). Note that any item that is a discreet article as it is sold in commerce, regardless of its ultimate function or use, cannot be considered, substantially transformed, and based solely on its integration into IT or other systems.

1.3 UNAUTHORIZED DISCLOSURE

The Contractor and its employees shall exercise the utmost discretion concerning all matters relating to their duties and functions. They shall not communicate to any person any information known to them by reason of their performance of services under this contract, which has not been made public, except in the necessary performance of their duties or upon written authorization of the Contracting Officer.

All documents and records (including photographs) generated during the performance of work under this contract shall be for the sole use and become the exclusive properly of the U.S Government. Furthermore, no article, book, pamphlet, email, recording, broadcast, speech television appearance, film or photograph concerning any aspect of work performed under this contract shall be published or disseminated through any media without the prior written authorization of the Contracting Officer. These obligations do not cease upon the expiration or termination of this contract. The Contractor shall include the substance of this provision in all contracts of employment and in all subcontracts hereunder.

See FAR 3.104 for additional information.

(Rest of Page Intentionally Left Blank)

SECTION 2 (Instructions to Offerors)

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS/RESPONDENTS SUBMISSION INFORMATION PERTAINING TO REQUEST FOR QUOTE

2.1 INFORMATION TO CONTRACTOR

Contractors are reminded that information furnished under this Request for Quote (RFQ) may be subject to disclosure under the Freedom of Information Act (FOIA). Therefore, all items that are confidential to business or that contain trade secrets or proprietary or personnel information shall be clearly marked. Marking of items shall not necessarily preclude disclosure when Department of State (DOS) determines disclosure is warranted by FOIA. However, if such items are not marked, all information contained within the submitted documents shall be deemed releasable.

2.2 QUESTIONS CONCERNING THE REQUEST FOR PROPOSAL

Offerors are warned against contacting any INL personnel other than the Contracting Officer and Contract Specialist prior to award of the Contract resulting from this RFQ. If such a contact occurs and found to be prejudicial to competing vendors, the vendor making such a contact may be excluded from award consideration.

No information concerning this RFQ shall be provided in response to telephone calls. All such requests shall be submitted in writing to the Contracting Officer and Contract Specialist.

2.3 CONTRACTOR RELATIONSHIPS

The Department of State (DOS) encourages the use of subcontractors. In addition, the Department requires that any potential Organization Conflict of Interest be identified in the proposal to ensure proper firewalls established prior to award.

2.4 MULTIPLE PROPOSALS/ALTERNATIVE SOLUTIONS

Contractors shall not submit, nor shall the Government accept or evaluate, multiple proposals offering alternative solutions. Contractors shall not submit, nor shall the Government accept or evaluate, multiple solutions within one proposal.

2.5 PERIOD OF ACCEPTANCE OF OFFERS

Contractors shall agree, if the proposal is accepted within ninety (90) calendar days (unless a greater period is inserted by the contractor) from the date specified in the solicitation for receipt of proposals, to furnish any or all of the requirements upon which prices are proposed at the price set opposite each item, performed and/or delivered at the designated point(s) within the time specified.

2.6 SPECIFIC SUBMISSION INSTRUCTIONS

Vendors shall limit the number of pages to no more than twenty (20), 12 Point Font, Times New Roman, pdf.

Proposal/Quotes MUST include the following to be considered compliant:

· PRICE: unit and extended prices, inclusive of delivery charges in USD.

· DELIVERY DATE: Proposed delivery date.

· DESCRIPTION: Description/nomenclature of the item being quoted; product literature may be provided. Quotation must demonstrate compliance with all required features. Also include description of warranty terms.

· PICTURES: Pictures or catalog of items quoted on should be sent as attachment and is required.

· DEMONSTRATED EXPERIENCE: At least five (5) years of manufacturing/selling Kennels.

SECTION3 DESCRIPTION OF REQUIREMENTS

BACKGROUND/GENERAL

The Bureau of International Narcotics and Law Enforcement Affairs (INL) is responsible for the development, supervision, coordination, and implementation of international narcotics control assistance activities and international criminal justice development programs for the Department of State (DOS). INL Guatemala supports a K9 drug detection program in collaboration with the Government of Guatemala’s Ministry of Government. Pursuant to that program, INL Guatemala provides K9 drug detection dogs, associated trainings and advisory support to the Guatemalan National Police Antinarcotics Unit (SGAIA). SGAIA maintains K9 delegations throughout the country who can mobilize to target locations for operations and inspections.

The purpose of this procurement is to acquire and install semi-thermic and aero-dynamic kennels to mount on SGAIA police vehicles. The awardee will be required to provide/deliver and install these semi-thermic and aero-dynamic kennels on six SGAIA Toyota Hilux Pick-Up Trucks.

DESCRIPTION

The International Narcotics and Law Enforcement Section (INL) requires the purchase of semi-thermic and aero dynamic kennels.

THE SCHEDULE

1. TYPE OF CONTRACT

This requirement will result in the award of a Firm Fixed Price (FFP) contract in accordance with the specifications in Section 3 of this Statement of Work (SOW). No additional sums will be payable due to any escalation in the cost of materials, equipment, or labor, or because of the Contractor’s failure to properly estimate or accurately predict the prices or difficulty of achieving the results required by this contract. Nor will the contract price be adjusted on account of fluctuations in the currency exchange rates.

2. EFFECTIVE PERIOD OF CONTRACT

This contract shall be effective on the date of the Contracting Officer’s signature and shall remain in full force and effect until all equipment is received an accepted by the U.S. Government in accordance with the contract delivery date NLT 90 (ninety) calendar days after receipt of award.

3. SUPPLIES AND PRICING

The Contractor shall provide to the U.S. Government new, not previously used, equipment in strict compliance with the specifications at the agreed upon firm fixed price. In the event of non-compliance with the specifications, the U.S. Government reserves the right to demand collection(s) or reject this requirement in its entirety. Additionally, the Contractor shall perform the pre-delivery inspection of the equipment and deliver them to the location set forth in Section 9, Place of Delivery of this SOW. The firm fixed price shall include the equipment, pre-delivery inspection, certificates of origin, operator’s manual, warranty certificates and any other documentation mandated by the destination country. All manuals shall be furnished in English and Spanish.

3.1 EQUIPMENT DESCRIPTION AND QUANTITIES

All equipment shall be new and not previously used. Refer below for Equipment Technical Specification details. If brand name is not used, technical specification sheets are required to be submitted prior to equipment approval and acceptance.

3.2 EQUIPMENT TECHNICAL SPECIFICATIONS ARE OUTLINED BELOW

The kennels must be capable of containing one canine each under optimal conditions connected to the vehicle’s air conditioning at a constant 18 degrees Celsius or 64.4 Fahrenheit. The kennels must have a temperature control panel to regulate its climatization. The kennels shall be custom made for the Toyota Hilux 4x4 double cabin, year 2023. The materials shall be durable enough to withstand extreme weather conditions and corrosion. The kennels shall be intelligently designed for optimal cleaning to prevent bacteria to enter the kennels’ structure and avoid diseases. The kennel shall be coated with reel lining paint for more protection. All material must be non-toxic.

Structure: Walls and ceiling shall consist of UV resistant white fiberglass with at least 2 inches thick of expanded polyethylene and 23 kilograms in density per cubic meter. The structure shall have aluminum rivets every 7 cm of wing pop type in 14 mm diameter and 3/16 of steel nail. All nails and cracks shall be covered to prevent bacteria, debris or residue to be stored inside the structure.

Dimensions: 1.60 meters L x 1.60 meters W x 0.50 meters (length x width x height) at exteriors. The kennel’s height must match the pickup’s cabin height.

Doors:

a. One tailgate with 120 degrees upward opening with double flange packing Hermetic closure and dust cover. Two hydraulic pistons 45 pounds load shall sustain the tailgate when opening. The tailgate shall have a laminated glass window of 6 millimeters and master key lock. The punt gate shall be maintained.

b. The entire rear opening should have an internal expanded sheet (Jordomex) back door in aluminum, 1 x 1 inch tube aluminum frame and Mig-certified welding process. It shall also include a stainless-steel closure.

c. One window on each side, which has an internal shutter in aluminum expanded sheet (Jordomex) in each compartment of the kennel, hermetic double flange packaging and dust cover.

d. One fixed longitudinal internal division to separate the compartments, has a mesh opening of 23 cm at the top and 5 cm at the bottom for the passage of cold air. It should also have a stainless-steel fastener in case it must be left open during transit of the unit

Power and illumination:

a. The kennels’ lights shall be powered by the vehicle’s electrical system.

b. They shall have internal LED illumination.

c. Each kennel shall have two yellow LED external lights and three external red LED lights American type. The LED lights are not necessarily produced in the US only placed in a pattern typical of cargo vehicles driven in most countries including the US that illuminate the frame of the vehicle at night. This allows other drivers to appreciate the size of the vehicle during reduced light scenarios (Photo attached for reference).

d. Each kennel shall have a switch to turn the light on and off. In addition to, each kennel shall have two yellow LED external lights and three external red LED lights American Type.

Other:

a. 3M reflective tape on each side of the outer walls.

b. Non-toxic agro-industrial floor used for farm animals and must be removable for cleaning purposes.

c. Shall have a cargo rack on the roof with anticorrosive treatment and electrostatic paint (powder coating.)

d. 6mm laminated glass window behind the cab for dog surveillance during transport.

e. Access ramp, in extruded aluminum of 1x1 inches welded with Metal Inert Gas (MIG) process and non-slip rubber lining for the floor. It shall have its own storage compartment on the roof with its own drawer system and security lock.

f. Vendor shall be able to install all six (6) kennels with all necessary materials and tools to the Toyota Hilux 2023 models in Guatemala City.

g. Fixed mounting system (E-Track.)

3.2.2 Installation

a. The manufacturing of the six (6) kennels shall occur at a designated location by the Contractor.

b. Before commencement of manufacturing, Contractor shall provide samples of the materials to be used for quality control of the materials specified in the sow.

c. During the manufacturing, INL-G shall conduct and inspection before conclusion.

d. After approval, Contractor shall ship the kennels to Guatemala and shall have 30 days to install after importation of the kennels to Guatemala.

e. A final inspection shall determine approval to install the six (6) kennels and to generate final report of acceptance.

3.2.3 Maintenance

This is a base year plus four (4) option year maintenance contract.

Contractor shall coordinate with COR maintenance visits to ensure that the air conditioning, wiring, structural integrity and mounting run in optimal condition.

Maintenance visits shall occur on site.

Every 6 months, Contractor shall perform minor maintenance to the refrigerated unit to ensure its continued functionality, including connection to the vehicle A/C system.

Every year, contractor shall perform maintenance to the kennel boxes at a location in Guatemala. During the visit, the field technician shall perform standard maintenance to include, but not limited to:

· Pressure checks

· Cleaning of the A/C system

· Temperature checks

· Electrical system checks

· A/C system parts checks

· Seals checks

· Adjustment of all kennel box components

· Labor; and

· Provide any materials or parts needed to guarantee the kennels continued functionality as well as provide requisite installation of such materials or parts.

If spare parts are needed, replacement shall be provided by Contractor. Contractor shall be responsible for the shipping of parts, the shipping costs and importation of them.

3.2.4 ADDITIONAL REQUIREMENTS

· Provide Factory Warranty- (Contractors to desc1ibe all warranty periods with their quotation).

· The contractor shall exchange a defective kennel, at its own expense, within 30 working days if there are any identified concerns with the kennel. In the case of exchange or returns, the contractor will have fifteen (15) working days to replay to the exchange request. If the contractor is unwilling to or unable to comply with the request after INL’s final inspection, INL will pay only for the working kennels.

· Contractor performance entails compliance with all applicable requirements/regulations/laws of the United States Export Administration, and any other US or Guatemalan licensing/governing authorities. Further, performance shall include compliance with, and providing all required licensing to transport, export, and train personnel (as necessary/required) regarding the subject equipment.

· Contract type shall be Firm Fixed-Price, including all direct costs, indirect cost, profit, taxes and other charges. The Price shall be FOB Destination to the specified location in Guatemala. Items will be donated to PNC.

· Command Unit for use in support of the International Narcotic & Law Enforcement Initiative.

· Fixed- Price must include compliance with all applicable requirements/regulations by the United States Export Administration, and any other US or Guatemalan licensing/governing authorities. Contractors must comply with, or obtain all required licensing to transpo1t, export, & ship the equipment.

· Quoters must demonstrate that any required support services (warranty, maintenance, testing, etc.) can be provided on-site in Guatemala (if required), including the ability to provide those services on a timely basis.

· Quotation Submission Requirements - The following must be included in the quotation:

· Pricing for items requested above, using Contractor quotation format, and detailed explanation of warranty coverage.

· Technical specifications for the materials to be used.

· Past performance on similar projects and pictures of proposed kennels.

· Delivery availability time.

· All costs or arrangements associated with getting the equipment to the delivery location must be included in the proposal.

4. PERIOD OF PERFORMANCE (POP)

The Contractor shall deliver elements described above in section two within the following 90 calendar days after the award of the contract.

5. DELIVERY SCHEDULE

All equipment shall be delivered in Guatemala City, Guatemala not later than (NLT) ninety (90) calendar days from receipt of the award notification.

6. PLACE OF DELIVERY

The equipment shall be delivered to the following address:

Purchase Order No. (to be identified upon award) All Boxes and AWB must be marked as "Diplomatic Cargo"

7. WARRANTY

· Contractor shall provide at least 3-year warranty for all six (6) kennels upon installation to the vehicles.

· Warranty shall include manufacturing defects, equipment failure, wiring or electrical failure and must be attended onsite.

· To facilitate expeditious return of warranty items and to avoid delays in the warranty process, the offeror shall provide within 30 days of notification of a warranty action the required information to facilitate shipping of warranty items to manufacturer. This includes, but is not limited to, information to ensure full compliance with ITAR regulations and no delay in providing the Reference RA# and a shipping address. Control Base Stations (Part Number for reference, followed by description and quantity).

8. PREPARATION FOR DELIVERY

8.1 DELIVERY (SHIPPING AND HANDLING INSTRUCTIONS)

The Contractor shall provide ALL equipment stated under the technical specifications of this request. The shipment will be delivered directly to:

These instructions will be confirmed before award.

Packaging and preservation shall be in accordance with (IAW) best commercial practices to enable shipment to final destination, International Narcotics and Law Enforcement (INL) to Guatemala.

The items being acquired shall be donated to the government of Guatemala by the United States Embassy Guatemala City. The contractor shall ensure that all items are prepared for safe shipment and include all necessary export approvals, required material data safety sheet, licenses, and paperwork. One copy of the packing list and commercial invoice must accompany the shipment, attached to the outside of the “lead” or number one box/carton/package, or individually attached to the outside of each box/carton/package.

All orders are ultimately intended for an overseas destination. If the shipment shall involve wood packaging material, then the packing and palletizing must conform to the standards in the International Standards for Phytosanitary Measures Publication No. 15: “Guidelines for Regulating Wood Packaging Material in International Trade” (ISPM 15) and have the appropriate markings indicating that the materials meet this standard. Any deliveries arriving at our indicated domestic delivery address that do not meet these standards shall be rejected and must be corrected at the Contractor’s expense.

MARKING AND PACKING

All items must be marked as “Diplomatic Cargo” and follow the consignee information as indicated below

Embajada de Estados Unidos de America Boulevard Austriaco 11-51, Zona 16 Guatemala City, Guatemala

NIT: 347497-6

Attention: Ana Luisa Turcios.

(Improperly marked shipments may be rejected by the Government)

3.7 CUSTOMS CLEARANCE AND TAX EXEMPTIONS

The U.S. Government will obtain tax exemption and will perform customs clearance from the Government of Guatemala. Once cargo has been cleared from customs, Contractor shall be notified to proceed with the final installation.

3.8 INSPECTION AND ACCEPTANCE

The Contractor shall provide to the U.S. Government the new products as described in the specifications. Further, the Contractor shall properly perform the pre-delivery inspection on the products and deliver, install and test them at the location set forth under place of delivery, of this Statement of Work.

The payment(s) to the Contractor shall be made following satisfactory inspection and acceptance of products by the Office of INL in Guatemala City once delivered. All equipment delivered shall conform exactly to the standard described in the technical specification sheet.

If the items or some item does not fulfill requested technical specifications, INL shall return the items to vendor with no cost to INL/Guatemala City. The vendor shall evaluate and replace returned items with no transportation cost to INL.

3.12 EVALUATION FACTORS FOR OFFERORS

The following are the evaluation factors for proposals sent by the bidders:

· Compliance with the requested technical specifications and warranty period as per Statement of Work.

· Award from this solicitation will be made on an “all or none” basis.

· Award will be made to the lowest priced, technically acceptable, responsible quoter.

· The Government reserves the right to reject quotations that are incomplete, non-compliant with the terms of this solicitation, or that are unreasonably high in price.

· For evaluation purposes, the price will be determined by multiplying the offered prices times the quantities stated in the schedule, and arriving at a grand total, including all options, if any.

· The Government will evaluate the proposed delivery time frame and the technical specifications. The Government will only consider for award those companies that the Government determines have a high likelihood of satisfactorily completing the required items based on the proposal.

· The Government will determine quoter responsibility by analyzing whether the apparent successful quoter complies with the requirements of FAR 9.1.

· Unless an exception in FAR 4.1102 applies, a quoter must be registered in SAM (www.sam.gov) in order to be eligible for award. If the quoter does not become registered in the SAM database in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered quoter.

BASIS OF AWARD

EVALUATION OF QUOTATIONS:

· Award will be made based on the Lowest Priced-Technically Acceptable (LPTA) quote that is responsive to the Request for Quote (RFQ) requirements

ADDITIONAL CONSIDERATIONS

1. The Government reserves the right to reject a quotation that is technically unacceptable or unreasonably high in price.

2. The Government will determine acceptability by assessing the quoter's compliance with the terms of the RFQ.

3. The quoter must be able to demonstrate that it has the necessary resources to provide on-time delivery as well as a high level of quality for the requested items.

QUOTATION MUST INCLUDE THE FOLLOWING

1. PRICE: unit and extended prices, inclusive of delivery charges.

2. GUARANTEED DELIVERY DATE: Equipment delivered to Government by TBD.

3. DESCRIPTION: Description/nomenclature of the item being quoted; product literature may be provided. Quotation must demonstrate compliance with all required features. This also includes certification of new equipment, and description of warranty terms.

4. Data Universal Numbering System (DUNS) AND Central Contractor Registration (CCR): DUNS number and statement that the quoter is registered in Central Contractor Registration (CCR)/System for Award Management (SAM) with active registration status, without suspensions, exclusions, or debarred registration status.

5. CERTIFICATIONS: Completed certifications (FAR 52.212-3) or statement that the certifications are included already at the ORCA web site (https://orca.bpn.govQ.

6. PAST PERFORMANCE: A list of contracts within the last two (2) years for the provision of comparable equipment to federal or commercial customers. The list shall include contact information (name, organization, email, and phone) and limited to no more than five (5) references.

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