SOW_Moving Services RFQ_05212025.docx

SECTION 1

RFQ – PACKING AND SHIPING SERVICES

The United States Embassy in Oslo, Norway has a requirement for full packing and shipping services from a professional moving company with previous successful experience providing said services for Unaccompanied Air Baggage (UAB) and Household Effects (HHE) to U.S. diplomatic missions. This consists of packing, freight handling, forwarding, cargo storage, customs clearance and other related services that apply to shipments originating from the geographic area of Oslo, Norway.

The Contractor shall furnish all managerial, administrative, direct labor personnel, materials and transportation that are necessary to accomplish all work as required by this scope of work. The Contractor shall provide a qualified work force capable of providing the services specified in this scope of work. Contractor employees shall be on site only for the performance of contractual duties and not for other business purposes. Performance requirements for required work are described below.

C. 1 PRICING

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

C. 2 VALUE ADDED TAX

Value Added Tax (VAT) is not included in the CLIN rates. Instead, it will be priced as a separate Line Item in the proposal and on invoices. Local law dictates the portion of the contract price that is subject to 25% of VAT; this percentage is multiplied only against that portion.

C.3 PRICING TABLE

(VAT excluded)

ESTIMATED QUANTITY

(in unit of measure)**

TOTAL ESTIMATED AMOUNT,

USD

(VAT excluded)

A. UNACCOMPANIED AIR BAGGAGE (UAB)

600LBS

600LBS

Air Freight Charges Gardermoen Airport - Rome International Airport - Aeroporto internazionale di Roma-Fiumicino Chargeable Weight

600LBS

B. HOUSEHOLD EFFECTS (HHE)

C. Associated Expenses

*Unit of Measure in this table is provided for calculation purposes. In practice the cost of service will be prorated based on the actual gross weight of cargo using the rate per unit set up in this table.

**This estimated amount is based on the total estimated Government requirements.

C.4 GENERAL REQUIREMENTS

Packing of client Household Effects 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 in this scope of work.

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 shall be neat and in uniform identifying them as employees of the Contractor.

· 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.5.2 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 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 designated embassy representative.

C.7.1 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 team shall have a team leader to supervise the workforce and serve as a liaison with the designated embassy representative. This designated person shall have supervision as his/her function during the time the Contractor is in the client's residence and when Household Effects, Unaccompanied Baggage is being loaded into lift vans or other shipping containers.

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.8 SCHEDULING AND PLANNING SHIPMENT PICKUPS

C.8.1 SCHEDULING AND SHIPPING WEIGHT. The Contractor shall be prepared to pack, load and transport to their warehouse three (3) shipments on the following dates:

Date of Service

Maximum Weight Allowance

Estimated Weight of Shipment

UAB

June 23, 2025

600lbs

600lbs

HHE

June 23-25, 2025

Shipment #1

Combined Maximum Weight Allowance:

18,000lbs Combined Estimated Weight of actual shipments:

9,000lbs

Shipment #2 (for Permanent Storage)

*Actual location of services in Oslo, Norway to be provided upon award to vendor.

If a shipment exceeds the maximum authorized weight, the designated embassy representative must be informed. If a shipment is forwarded which exceeds the maximum weight designated in writing by the Contracting Officer, the Contractor shall be responsible for all costs on that portion of the shipment which exceeds the maximum weight designated.

C.8.2 PRE-SHIPMENT SURVEY

Before the HHE is packed, the Contractor shall, 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 Estimator. 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 estimator, indicating total estimated net weight of both the export shipment and storage lot to the designated embassy representative within three (3) business 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 designated embassy representative.

C.9 DURATION OF PACKING

The Contractor shall perform all packing and/or pickup of household goods between the hours of 8:00 a.m. and 4:00 p.m. on the dates specified in C.8.1. This scope of work 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 arrive more than two hours later than the scheduled time agreed upon, the Contractor shall notify both the client and the designated embassy representative in advance. Authorization for any changes in date and time must be authorized by the Contracting Officer.

C.10 TARE WEIGHT LIMITATION

The tare weight for household effects 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 Contracting Officer before proceeding with the packing. The tare weight and cube of each shipment shall be the minimum that will afford adequate protection for the items being packed. The Contractor shall weigh containers before packing in order to calculate net weight.

C.11.1.1 The Inventory List shall show the number and contents of each carton, listed by the correct name in English and in Norwegian; 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 designated embassy representative 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.12 STORAGE AREA REQUIREMENTS

C.12.1 All temporary storage provided, either for packed household effects and unaccompanied air baggage, shall be inside storage buildings and areas that are acceptable to and approved by the designated embassy representative.

C.12.2 In areas assigned for preparation and storage of household effects and unaccompanied air baggage the Contractor shall prevent pilferage or damage by sunlight, water, or fire. Household effects 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.12.3 The Contractor shall keep aisles, driveways, and entrances free of storage and equipment not being currently handled or operated.

C.12.4 The Contractor shall remove waste or refuse from storage areas or kept in metal containers with tight-fitting metal lids.

C.12.5 Household effects 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.14.1 As soon as the required services for outgoing household effects and unaccompanied air baggage shipments are completed, the Contractor shall notify the designated embassy representative and provide the following information:

a. Ultimate destination of shipment

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

(1) forwarded by the Government directly to the carrier specified to transport the shipment; or

(2) forwarded to the Contractor to be surrendered to the carrier or its agent when the shipment is picked up at the Contractor's premises; or

(3) forwarded to the Contractor to be surrendered to the carrier or its agent when the shipment is delivered by the Contractor to the carrier or his agent.

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.15 COMPUTATION OF WEIGHT

SECTION II

PACKAGING AND MARKING

D.1 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.2 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.

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

D.5 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:

D.6 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:

D.7 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:

Please also note that exotic plant pests have been linked to the importation of solid wood-packing materials (SWPM). These pests are a serious threat to agriculture and natural, cultivated, and urban forests in the United States and other countries. For this reason, globally accepted measures are being applied to eliminate the risk for pests associated with SWPM. The International Plant Protection Convention Web site provides the name of the officials in each foreign country who can provide a list of approved contractors that can provide appropriate fumigation and other pest control measures.