SOW Haiti Freight Forwarding FE.docx

SECTION A

SF-1449

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SCOPE OF SERVICES

The Contractor shall provide freight forwarding services for the U.S. Department of State, Bureau of International Narcotics Law Enforcement Affairs (INL), Office of Western Hemisphere (WHP), in support of the Gang Suppression Force (GSF) mission in Haiti 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. The price shall include all direct and indirect costs, overhead, general and administrative expense, profit, insurance, etc. The price will not be subject to adjustment after award.

For each year of the contract, the U.S. Government guarantees a minimum order of twenty thousand US Dollars (USD 20,000.00). The maximum amount of shipping/packing services each year of this contract will not exceed three million dollars (USD 3,000,000.00).

Individual purchases shall be documented as follows: task orders.

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 unit of service.

(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 US Dollars.

(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.4.1 PRICING FACTORS

Offerors shall submit pricing as follows for the base year and one (1) option year. Note: The Government requires web-based database tracking. The cost of this database tracking/management is to be included in the below elements and not a separately priced cost.

NOTE: Freight Forwarder may receive an average of 450,000 LBS to be shipped / exported from the U.S. over a 12-month period. Also, the offeror may receive 6,000 LBS to be shipped / imported into the U.S. during a 12-month period.

a) Air Freight/Ocean Freight, including fuel and security surcharges. The Government realizes these rates are subject to fluctuation and applicable tariffs. This rate should be the rate that the contractor has negotiated with the air/ocean carrier. Service will be provided from/to USA/Haiti or vice versa.

b) Warehouse handling In/Out. This charge includes operating costs such as labor and handling of the material received, inspected and stored.

c) Local trucking. This includes the charges for picking up and delivery of the cargo from the freight forwarding location to the air carrier or sea port.

d) Per shipment document preparation fee. Includes charges for the import and export documentation required by the U.S. and Haitian Customs. (Air Way Bill – AWB; Exports Declaration – SED; Bill of Lading - BL).

e) Consolidation cost. Includes crating and shrink wrap, labor and material cost.

f) Hazmat fees. This charge includes the preparation of the cargo and documentation as per IATA regulations. HAZMAT shipments will be negotiated on a case by case basis. The contractor must describe its approach for handling HAZMAT cargo.

g) Minimum Charge. This charge corresponds to the minimum charge necessary to respond to a short term, minimum weight (usually 1-25 pounds) urgent shipment. This method is employed most often for aircraft parts but may also be used for other needs.

h) Customs Broker. This charge corresponds to Customs Broker Fee for the Import process.

i) Quality / Quantity inspection. Complete service of receipt, inspection, inventory, repacking, preparing documentation, and consolidation. This will be provided only in special cases if required by the Contracting Officer Representative.

j) Delivery of Vehicles: Delivery of vehicles to the designated embarkation point in the Miami-Ft. Lauderdale area.

k) Pickup of Imported Freight: This represents the charge for picking up freight imported to the Miami-Ft. Lauderdale area and delivery to the contractor’s warehouse.

B.4.1.1 WORKLOAD ESTIMATES

The Government estimates receiving 05 to 10 vendor shipments per month (multi line item shipments).

Air Service estimated during one year:

Ocean Service estimated during one year:

Containers

NOTE: These are estimates only and not a guaranteed level of activity.

B.4.1.2 ESTIMATED REQUIREMENTS

3 – 10,000 LB Sport Utility Vehicle

2 shippings per year. Ocean freight.

4 - 22,000 LBS of 7.62 ammunition

Ocean freight.

HAZMAT shipments will be negotiated on a case by case basis. The customer must describe their approach for handling HAZMAT cargo

NOTE: These are estimates only and not a guaranteed level of activity.

B.4.1.3 DESCRIPTION OF CHARGES FOR THE ESTIMATED REQUIREMENTS

1 - Air Freight – Police equipment (non-lethal) pallet each one 500 lbs, non-hazmat, consolidated

DESCRIPTION OF CHARGES FOR THE SAMPLE

REQUIREMENT

QTY

Unit of Measure

UNIT PRICE

US$

TOTAL COST US$

Base Year

TOTAL COST US$

Option Year 1

f) Hazmat Fee

Each shipment

g) Minimum Charge

Each shipment

h) Customs Broker - Imports

Each shipment

i) Quality/Quantity Inspection

Each shipment

Total cost

2 - Ocean Freight - 4,000 LB Sport Utility Vehicle (compare to Ford Explorer)

US$

TOTAL COST US$

Base Year

TOTAL COST US$

Option Year 1

g) Minimum Charge

Each shipment

h) Customs Broker – Imports

Each shipment

i) Quality/Quantity Inspection

Each shipment

Total cost

3. Ocean Freight - 10,000 lbs Heavy Vehicle

US$

TOTAL COST US$

Base Year

TOTAL COST US$

Option Year 1

g) Minimum Charge

Each shipment

h) Customs Broker – Imports

Each shipment

i) Quality/Quantity Inspection

Each shipment

Total cost

3.1 - Air Freight - 22,000 LBS of 7.62 ammunition (9 pallets)

DESCRIPTION OF CHARGES FOR THE SAMPLE

REQUIREMENT

QTY

Unit of Measure

UNIT PRICE

US$

TOTAL COST US$

Base Year

TOTAL COST US$

Option Year 1

g) Minimum Charge

Each shipment

h) Customs Broker - Imports

Each shipment

i) Quality/Quantity Inspection

Each shipment

Total cost

3.2 - Ocean Freight - 22,000 LBS of 7.62 ammunition (9 pallets)

DESCRIPTION OF CHARGES FOR THE SAMPLE

REQUIREMENT

QTY

Unit of Measure

UNIT PRICE

US$

TOTAL COST US$

Base Year

TOTAL COST US$

Option Year 1

g) Minimum Charge

Each shipment

h) Customs Broker - Imports

Each shipment

i) Quality/Quantity Inspection

Each shipment

Total cost

B.5 BASE PERIOD PRICES

Contract Line Item No.(CLIN)/

SUBCLIN

Unit of Measure Rate per Unit Estimated Qty / year Total Est.

Amount

Order

Per Task Order

Shipment

d) Per shipment document preparation Each

j) Delivery of Vehicles From location to airport Each

B.6 FIRST OPTION YEAR PRICES

Contract Line Item No.(CLIN)/

SUBCLIN

Unit of Measure Rate per Unit Estimated Qty / year Total Est.

Amount

Per Task order

Shipment

d) Per shipment document preparation Each

j) Delivery of Vehicles From location to airport Each

NOTE: When all or part of a task order’s requirements differ from the items priced in Part I, the Contracting Officer will request pricing using the procedures described in paragraph H.7 of the Performance Work Statement below.

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 PERFORMANCE WORK STATEMENT - SHIPPING/PACKING SERVICES

C.2 WORK REQUIREMENTS

C.2.1 General. The Contractor shall provide services to and from international locations, as well as, the United States of America ports (air and/or sea) as described. This consists of freight forwarder services for the International Narcotics and Law Enforcement Affairs Section (INL), Office of Western Hemisphere Program (WHP) to receive various shipments to and from Port au Prince , Haiti and other international locations to support INL programming and to perform import/export and shipping requirements in support of INL/WHP Gang Suppression Force (GSF) mission that is supporting the Haitian National Police (HNP) effort to return stability and security back to the people and nation of Haiti.The shipments will include but are not limited to; aircraft parts and components, hazardous materials, ammunition, vehicles and vehicle parts, building and facilities equipment, law enforcement supplies cargo, and general commodities. The primary responsibility is to provide proper, timely and cost-effective freight forwarding services.

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. Performance requirements for required work are described below.

C.2.2 Personnel. The Contractor shall provide a qualified work force capable of providing the services specified in this contract.

C.3 DEFINITIONS

"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.

"Estimator" means the Contractor employee who has the responsibility to evaluate and provide calculations of the price of packing work to be undertaken. This employee shall provide all calculations in writing.

"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; includes obtaining customs clearances and required documentation for shipment, (such as, via surface or air as appropriate).

"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.

C.4 GENERAL REQUIREMENTS

The contractor shall establish effective service controls for the prompt and complete performance under this contract. This shall include:

1. Adequate terminal facilities to effectively receive and store shipments.

2. Adequate facilities to effectively service the receipt of shipments.

3. Equipment deemed necessary to perform services including temperature protection for commodities requiring temperature control.

4. Prompt inspection and notification of damaged cargo.

5. Protection from the elements and securing of received material.

6. Transportation and documentation of hazardous materials.

7. Packing, freight handling, forwarding, cargo storage, customs clearance and other related services that apply to shipments originating from, consigned to, routed through, and/or moved from the United States to Colombia, from Colombia to points in the United States of Government-owned materials.

The measure of performance shall be the condition of packed articles upon arrival at their destination. The Contractor must appreciate the importance of 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.5 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.5.1 Packing Services

C.5.1.1 The Contractor agrees to provide complete services for surveying, packing, crating, weighing, and marking of official Government shipments of commodities including, but not limited to, aircraft parts and components, hazardous materials, ammunition, vehicles and vehicle parts, building and facilities equipment, law enforcement equipment cargo, and general commodities, for shipment from various international locations and within and from the United States of America. Such services will be performed on goods located primarily within the United States of America (export), as requested.

C.5.1.2 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.5.1.4 The Contractor shall provide export packing and related services following the best commercial practices to ensure 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 Padding, dunnage and packing into cases, barrels or crates of all fragile items.

C.5.1.5 Although some shipments will be of a high priority nature and will require immediate shipment, it is most practical to consolidate the packing and shipping of items. Consolidations wil not contain mixed priorities. Where there is a conflict between order priorities on the purchase order and operational requirements, INL will direct the priority of shipment.

C.6 FREIGHT HANDLING

C.6.1 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 from the United States of America to Haiti and vice versa 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.6.2 The Contractor shall transport all incoming Government cargo handled under the contract from the contractor’s warehouse in the Miami (FL) area to the final destination in the Port au Prince area in Haiti, according to the order priority on the purchase order. Purchase orders for other commodities shall be marked as urgent if they require expedited shipping. Otherwise, contractor can assume the shipment is regular and should be consolidated.

C.7 CONTRACTOR RESPONSIBILITIES

C.7.1 Administration.

The Contractor shall be responsible for the effective management and administration of all required work under this contract. The Contractor shall be responsible for ensuring that all work activities are performed in a timely and cost-effective manner while maintaining the highest quality of performance. The prices established in Section 1 of the contract include all costs associated with this task.

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.

C.7.1.1 Performance Reports The Contractor shall develop and deliver timely, complete and accurate monthly Performance Reports to the Contracting Officer’s Representative (COR) not later than the fifth (5th) business day after the reporting performance period. The report shall include but not be limited to the following:

1. Work performed during the reporting period including: accomplishments, real and anticipated problems/issues and recommendations for corrections;

2. Work to be accomplished during the next reporting period;

3. Immediate actions required of the Government for the continued on-time and on-cost performance of the contract;

4. Ad hoc information on project status on an as-needed basis and as directed by the COR; and

5. Lessons learned to date, with performance improvement recommendations.

C.7.1.2 Damage Loss Reports The Contractor shall, in case of damages and losses; report to the Contracting Officer’s Representative (COR) not later than the first business day after the occurrence, this report shall include but not be limited to the following:

Damages/losses: The contractor shall provide a report in writing to the COR if this occurrence take place. In case of loss, damage or delay to a shipment (s) such as theft or seizure of cargo, strikes, embargoes, fires or other similar incidents, the contractor shall notify in writing no later than the first working day to the COR after such incident.

C.7.2 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.7.3 The contractor shall provide freight forwarding and customs brokerage services in accordance with the Department of Transportation and/or International Airlines Transportation regulations for the freight handling, forwarding, customs clearance and other related services that apply to shipments originating from, consigned to, routed through and/or moved from/to the United States to/from Haiti, or other locations when required.

C.7.4 The contractor shall provide Airway Bills, invoices, packing lists, purchase orders or other documentation prepared during the export/import process to INL/WHP- Haiti.

C.7.5 The contractor shall maintain a web-based database for all shipments. The database will be capable of providing details of line items received and line items shipped, as well as being suitable for preparation of all required shipping documentation. The intent is to be able to provide, per purchase order line-item real time tracking and cost data from time of receipt to time of shipment, by priority. The contractor will provide a description of this web-based tracking/database as part of the proposal.

C.7.6 For exporting transactions/shipments the contractor shall make the necessary arrangements for shipping the freight from the contractor’s warehouse to Port of Importation, Colombia, South America, according to the order priority on the purchase order. Aircraft Purchase orders will indicate the following priorities: AOG - Aircraft on Ground, immediate shipment; 05 urgent; 12 regular - not a priority. Purchase orders for other commodities will be marked as urgent if they require expedited shipping. Otherwise, contractor can assume the shipment is regular and should be consolidated.

C.7.7 Upon contract award, the contractor shall be notified as to how to mark the shipments for the appropriate programs. All documentation will indicate that the exporter/importer of record is the U.S. Department of State.

C.7.8 The contractor shall provide freight forwarding and warehousing services including but not limited to:

· Coordinate receipt and delivery of freight, from the individual commodity supplier’s origin points to the contractor’s warehouse.

· Verify, count, weight, cube and condition of all received commodities at the time of receipt and in the event of loss, damage, or shortage promptly notify the appropriate INL and assist with sufficient documentation to justify a INL claim for compensation.

· Provide warehousing and storage services for commodities during the period of consolidation and while awaiting ocean/air shipment.

· Consolidate freight and stuff export containers.

· Secure air freight from an American Flag Air Carrier utilizing the most economical rate available. All Ocean freight must be pre-approved by INL in advance of booking.

· The contractor shall utilize air freight when air freight is most economical. Ocean freight shall be utilized for oversized or extremely heavy shipments. Ocean freight will not be used often due to the limited transportation capacity within Haiti and the safety and travel requirements to clear freight at Port. The contractor shall confirm with INL/WHP-Haiti the method of shipment if doubt exists as to whether it will be air freight or ocean freight.

· For import shipments the contractor shall make the necessary arrangements for clearing the freight through U.S. Customs and shipping the freight to a supplier as designated by INL/WHP-Haiti.

C.7.9 Shipping (and/or Packing) of cargo intended for the International Narcotics and Law Enforcement transportation is a highly specialized function. The measure of performance shall be the condition of packed articles upon arrival at their destination, accuracy of documents, and shipping according to priority status. The Government shall not be responsible for any work performed which is not specifically provided for under the terms of this contract or authorized by the Government in writing in advance.

C.8 TRANSITION/PHASE-IN and PHASE-OUT SERVICES

C.8.1 The Contractor shall assume all pending requests not completed by the incumbent contractor. Open orders not received by the incumbent five days prior to the end of its period of performance shall be transferred to the incoming contractor that shall be responsible for: oversight for completion of work, all pending payments, warranties, and shipping to Haiti. Task order(s) for this work shall be priced in accordance with the pricing shown in Section 1; however, if a task order’s requirements differ from the items priced in Section 1, it shall be accomplished in accordance with the task order process described below.

C.8.2 Phase-out services at the end of this contract shall be handled in accordance with FAR 52.237-3 in Section L.3.

C.9 RECORD KEEPING REQUIREMENTS

C.9.1 Inventory Lists. The Contractor shall prepare a complete, accurate and legible Inventory List as the articles are packed. The original will be retained by the Contractor and 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 COR’s attention before goods are removed from the contractor facilities.

C.9.2 The purchase order number and the project´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.10 STORAGE AREA REQUIREMENTS

C.10.1 All temporary or permanent storage provided, either for unpacked or packed aircraft parts and components, hazardous materials, ammunition, vehicles and vehicle parts, building and facilities equipment, law enforcement equipment cargo, and general commodities, shall be inside storage buildings and areas that are acceptable to and approved by the COR.

C.10.2 In areas assigned for preparation and storage of aircraft parts and components, hazardous materials, ammunition, vehicles and vehicle parts, building and facilities equipment, law enforcement equipment cargo, and general commodities the Contractor shall prevent pilferage or damage by sunlight, water, or fire. Government owned materials shall be stored in areas that are dry, well ventilated, clean, and free from dust, insects and rodents, have adequate fire protection, and are accessible for routine inspection.

C.10.3 The Contractor shall keep aisles, driveways, and entrances free of storage and equipment not being currently handled or operated.

C.10.4 The Contractor shall remove waste or refuse from storage areas or kept in metal containers with tight-fitting metal lids.

C.10.5 Government owned materials shall be stored on skids, dunnage, pallet bases, elevated platforms, or similar storage aids, maintaining a minimum of two inches of clearance from the floor to the bottom-most portion of the stored goods. The Contractor shall not store property in contact with exterior or interior walls.

C.11 REQUIREMENTS FOR STORAGE METHODS

C.11.1 The Contractor shall place aircraft parts and components, hazardous materials, ammunition, vehicles and vehicle parts, building and facilities equipment, law enforcement equipment cargo, and general commodities into temporary or permanent storage inside a warehouse on the day of receipt or, in the event of inclement weather, immediately upon receipt.

C.11.2 The Contractor shall establish and maintain a locator system to enable prompt identification and removal of effects in storage.

C.12 WAREHOUSE FACILITIES

C.12.1 Warehouse Facilities must be approved by the COR and meet the following criteria:

(a) Storage buildings shall be constructed, with masonry walls and floors, watertight roofs, and maintained in good condition. The building shall be kept dry, clean, well ventilated, free of dampness, free of moths, rats, mice, and insets, and in orderly condition at all times.

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

(1) an acceptable automatic fire detection and reporting system, or an acceptable automatic sprinkler system; or

(2) a fire prevention and control plan, posted and maintained in each building; and necessary fire extinguishers and/or approved fire-fighting apparatus available and in good working order at all times.

In addition, each storage facility must be protected by an adequate water supply for firefighting and a fire department that is responsive twenty-four hours per day. Statements from the cognizant fire insurance rating organization shall be used by the Government as a definitive basis for determining the sufficiency or adequacy of a fire-fighting water supply and the responsiveness of a fire department to protect a facility.

a) The Contractor shall insure that all installed fire protective systems shall be accredited by the cognizant fire insurance rating organization for insurance rate credit.

C.13 NOTIFICATION OF COMPLETION OF SERVICES

C.13.1 As soon as the required services for outgoing cargo and unaccompanied air baggage shipments are completed, the Contractor shall notify the COR and provide the following information:

a. If a shipment of government owned property: Purchase order number and INL program requesting the shipment.

b. Ultimate destination of shipment

c. Date of pickup, number of pieces and gross weight of shipment.

d. Bill of Lading or Airbill number assigned to the shipment.

The Contractor shall obtain a proper receipt from the carrier or its agent at the time the baggage is delivered to the carrier by the Contractor.

C.14 Reserved.

C15. Reserved

C.16 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.16.1 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.16.2 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.16.3 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.17 COMPUTATION OF WEIGHT

C.17.1 Gross Weight (See C.3) is calculated by adding the Net Weight (See C.3) of the contents to the weight of the shipping container and any bracing material used to secure articles in the container.

C.17.2 The Contractor shall designate and the COR shall approve a scale to be used for determination of shipment weights. Subject scale must be officially certified by any entity approved by the National Institute of Standards and Technology (NIST) as accurate and must continually display documentation in testimony thereof. All official certificates of accuracy must be periodically updated and recertified to ensure there is no lapse of certification.

C.17.3 An appointed representative may be present at the scale site when any shipment weight is taken to witness the accuracy of the reading.

SECTION D - PACKAGING AND MARKING

D.1 CONTAINER SPECIFICATIONS

The modular containers used under this contract shall be handled with such care as shall permit subsequent reuse with minimum repair or refurnishing.

D.2 STANDARDS FOR PACKING GOVERNMENT OWNED PROPERTY

Government owned property 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 contractor’s facilities, using wrapping material to prevent such damage. This should be accomplished according to the following guideline:

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

D.4 PROHIBITED ITEMS

Contractors SHALL NOT forward these kind of freight:

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

(b) Groceries and provisions, other than those included in any Purchase Order by the INL Programs;

(c) Coins, currency, valuable papers, or jewelry, as the client must retain custody of these articles.

D.5 SPECIAL HANDLING INSTRUCTIONS

(a) Articles of extraordinary value. 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.

(b) 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.6 PROTECTION AGAINST INSECTS

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

(a) Government owned property susceptible to insect damage shall be carefully inspected prior to packaging and packing. If infestation is present, the Contractor shall advise the COR, and note this on the Inventory List.

D.7 WATERPROOFING

All Government owned property 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.8 LABELING OF BOXES AND CARTONS

(a) Every box shall be clearly marked with labels specifying the purchase order (PO) number and its correspondent INL project. 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 by means of indelible markings on the exterior of each box.

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

(d) All boxes fragile items shall be clearly marked to indicate which side to open.

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/vffara.htm.

These addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, use the Department 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” (for example, Google, Yahoo or Excite) to obtain the latest location of the most current FAR.

The following Federal Acquisition Regulation clauses are incorporated by reference (48 CFR CH. 1):

CLAUSE TITLE AND DATE

52.246-4 INSPECTION OF SERVICES FIXED-PRICE (AUG 1996)

52.246-14 INSPECTION OF TRANSPORTATION (APR 1984)

E.2 FACILITIES

(a) Facilities used for the performance of services under this contract must be approved by the COR. Storage buildings shall be constructed, with masonry walls and floors, watertight roofs, and maintained in good condition. The building shall be kept dry, clean, well ventilated, free of dampness, free of moths, rats, mice and other vermin, and in orderly condition at all times.

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

(1) an acceptable automatic fire detection and reporting system, or an acceptable automatic sprinkler system; or

(2) a fire prevention and control plan, posted and maintained in each building; and necessary fire extinguishers and/or approved fire-fighting apparatus available and in good working order at all times.

In addition, each storage facility must be protected by an adequate water supply for firefighting and a fire department that is responsive twenty-four hours per day. Statements from the cognizant fire insurance rating organization shall be used by the Government as a definitive basis for determining the sufficiency or adequacy of a fire-fighting water supply and the responsiveness of a fire department to protect a facility.

(c) All installed fire protective systems shall be accredited by the cognizant fire insurance rating organization for insurance rate credit.

E.3 ADDITIONAL FACILITIES

The Contractor agrees to furnish the post with full information concerning any additional facilities it acquires, by lease, purchase or otherwise, to allow Government inspection and approval of such additional facilities before contractor use for performance of any service specified under this contract.

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.

The Government will evaluate the contractor’s performance under all tasks of the contract, including specified deliverables summarized in paragraph F.3. The DOS COR will record all surveillance observations. When an observation indicates defective performance, the COR will initial the observation and forward the observation to the Contracting Officer for validation and potential corrective action. The initialing acknowledges the contractor’s awareness of the observation but does not constitute concurrence. Any action taken by the Contracting Officer as a result of the surveillance will be in accordance with the terms and conditions of the contract.

Mixed priorities in shipments Criteria:

An incidence is shipment of cargo on an airway bill, whereby the order/shipping priority is not the same, as reported by INL Logistcs or determined by cargo manifests

1. Other Elements. All other service elements requiring contractor response and action due to a deficiency in performance must be informed to the COR and to the Contracting Officer by the contractor within 7 days of receipt. The contractor response must include a plan to correct the deficiency. The elements of service described herein generally refer to specific operational factors affecting the timely, efficient and cost- effective movement of freight.

There are, however, other elements which will be considered in determining the overall performance of the contractor. These elements are of such importance that one violation will render the contractor in non-performance of the contract.

· Willful violation of tariffs;

· Failure to pay just debts so as to subject the Government shipments to possible frustration, unlawful seizure or detention;

· Failure to maintain proper insurance coverage;

· Operating without legal authority.

· Failure to have in its possession a current copy of the DOT Emergency Response Guidebook when picking up or transporting a shipment of hazardous material.

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

These addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, use the Department 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” (for example, Google, Yahoo or Excite) to obtain the latest location of the most current FAR.

The following Federal Acquisition Regulation clauses are incorporated by reference (48 CFR CH. 1):

CLAUSE TITLE AND DATE

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 ten (10) days from date of contract award unless the Contractor agrees to an earlier date) on which performance shall start.

F.2.2 The Government may extend this contract in accordance with the option clause in Section I, FAR 52.217-9, Option to Extend the Term of the Contract, which also specifies the total duration of this contract.

F.2.3 The Government may exercise the option set forth at Subsection I.1., "FAR 52.217-8, Option to Extend Services".

F.3 DELIVERY SCHEDULE

The following items shall be delivered under this contract.

Reference

Frequency Distribution

Contract Performance Reports

day of each month

day after each occurrence

COR

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE (COR) (AUG 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name or position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative (COR).