RFQ 19SZ2326Q0003 for furniture rental Page 1 of 13 U.S. Embassy Bern

SECTION 1 - THE SCHEDULE

RFQ NUMBER 19SZ2326Q0003

The U.S. Embassy in Bern, Switzerland seeks an agreement with a qualified company for the rental of residential furniture and the provision of welcome kit packages.

The contract type will be an indefinite-delivery indefinite-quantity (RFQ) type of contract for a one-year period from the date of the contract award with four (4) one-year option under which may be placed firm-fixed price delivery orders.

The prices shall include all labor, delivery, pick-up, installation, insurance, material, equipment and services, unless otherwise specified herein, required under this contract. Any costs not separately priced shall be considered in the total offer / contract price as overhead or other indirect costs.

All prices are in Swiss Francs.

I. PERFORMANCE WORK STATEMENT

A. The purpose of this firm fixe price contract is for the rental of residential furniture and the provision of welcome kit packages in accordance with Attachment 1 & 2.

B. The contract type will be for a one-year period from the date of the contract award with four

(4) one-year option.

QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory 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 monitor quality to ensure that contract standards are achieved.

Performance Objective Scope of Work

Paragraphs Performance Threshold

Services.

Performs all services set forth in the scope of work.

All of Section 1-V.

All required services are performed and no more than one

(1) customer complaint is received per month.

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MINIMUM AND MAXIMUM AMOUNTS

During this contract period, the Government shall place orders totaling a minimum of one hundred Swiss

Francs (100.00 Sfr.). This reflects the contract minimum for this period of performance. The amount of all orders shall not exceed two hundred and fifty thousand Swiss Francs (250,000.00 Sfr.). This reflects the contract maximum for this period of performance.”

II. PRICING – Per attachment 3 – Prices Only totals should be entered below.

000 BASE YEAR

Clin Supplies / Services Price/year

0001 Base Year, subtotal for furniture rental Sfr.

0002 Base Year, subtotal for Welcome Kits Sfr.

0003 Base Year, subtotal for Transportation Sfr.

Base year estimated total Swiss Francs

100 FIRST OPTION YEAR

1001 First option year, subtotal for furniture rental Sfr.

1002 First option year, subtotal for Welcome Kits Sfr.

1003 First option year, subtotal for Transportation Sfr.

Fist option year estimated total Swiss Francs

200 SECOND OPTION YEAR

2001 Second option year subtotal for furniture rental Sfr.

2002 Second option year subtotal for Welcome Kits Sfr.

2003 Second option year subtotal for Transportation Sfr.

Second option year estimated total Swiss Francs

300 THIRD OPTION YEAR

3001 Third option year subtotal for furniture rental Sfr.

3002 Third option year subtotal for Welcome Kits Sfr.

3003 Third option year subtotal for Transportation Sfr.

Third option year estimated total Swiss Francs

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400 FOURTH OPTION YEAR

4001 Fourth option year subtotal for furniture rental Sfr.

4002 Fourth option year subtotal for Welcome Kits Sfr.

4003 Fourth option year subtotal for Transportation Sfr.

Forth option year estimated total Swiss Francs

CONTRACT TOTALS OVERVIEW.

Base Year Total Swiss Francs

First Option Year Total Swiss Francs

Second Option Year Total Swiss Francs

Third Option Year Total Swiss Francs

Forth Option Year Total Swiss Francs

ESTIMATED CONTRACT TOTAL

Swiss Francs:

III. VALUE ADDED TAX

VALUE ADDED TAX. Value Added Tax (VAT) is not applicable to this contract and shall not be included in the CLIN rates or Invoices because the U.S. Embassy has a tax exemption certificate from the host government

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RFQ NUMBER 19SZ2326Q0003

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

I. DELIVERY LOCATION AND TIME

The Contractor shall deliver all ordered items to the government leased residences located in Bern and surrounding areas, in Switzerland. The Contracting Officer’s Representative (COR) will be responsible for instructing the contractor at time of delivery of the delivery address.

II. PERIOD OF PERFORMANCE

The base period of this contract starts on date of award and continues for twelve months, with four (4) options to renew.

III. PERFORMANCE WORK STATEMENT

A. GENERAL

The U.S. Embassy in Bern requires the contractor to provide residential furniture rental services for government-leased residences and to supply welcome kit packages on a purchase basis.

A.1 FURNITURE RENTAL SERVICES

The contractor shall provide delivery and rental services for residential furniture for U.S. Embassy Bern’s government-leased residences in Bern and the surrounding areas. All residences are located in Switzerland. All furniture, as described in Attachment 1, shall be supplied on a rental basis and will remain the property of the contractor for the entire duration of the contract. The U.S. Embassy Bern will not purchase any of this furniture.

The rental period will be for an initial month followed by few months as needed. For information, the average rental period is three months (3).

If the rental period exceeds 6 months, the seventh and subsequent months will be considered as long-term furniture, and the cost will be -50% of the amount of the initial rental month.

The contractor shall store enough furniture in stock to fulfill U.S. Embassy Bern orders based on estimated quantities provided in paragraph A1a. below and Attachment 3 – Prices.

The Warehouse shall be located less than one hours and a half (1.5hrs) from Bern.

The contractor shall have 1 working day to commence work under each task order issued.

The company may receive multiple task orders on the same date and time for multiple deliveries for different times and locations. Priorities will be designate for each within the delivery order. The company will inform the COR of any conflicts.

The contractor shall be responsible for the acquisition, storage, insurance, maintenance, packing, transportation, delivery, pick-up/removal, installation of all furniture and all furnishing items which are leased under this contract. The contractor shall remove all packing materials from the residence after delivery and pick-up. The contractor shall be also responsible for the acquisition, storage, insurance, packing, transportation, delivery, installation (bedding setup, unpacking and setup in appropriate places of all tableware, towels, shower rode and curtain...) of welcome kits purchased under this contract.

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The contractor shall also be responsible for obtaining the necessary parking permits and for paying any parking fees for its vehicles when required by the city hall of the residence as required.

The U.S. Embassy Bern shall use all furniture only for purposes leased residences. U.S. Embassy Bern shall not remove any of the rented furniture, or permit any of the rented furniture to be removed from the premises in which it was delivered without the contractor’s permission with the exception of accidents / emergency situations requiring immediate reaction, e.g. a broken water main. The U.S. Embassy Bern shall not lend any of the rented furniture to any third party or allow any third party to use the rented furniture.

A.1.a Number of residences The contractor shall furnish all existing homes, approximately a total of 50

The contractor shall be granted a one-month phase-in period during which he shall purchase sufficient furniture to fulfill posts’ requirements.

A.1.b Furniture transportation charges

(i) All transportation charges for the delivery and removal of the rented furniture shall be excluded in rental prices per Attachment 3 – Prices and quoted separately.

(ii) The U.S. Embassy Bern shall have the right to add / remove furniture once during the rental period at no additional cost.

A.1.c Furniture Description The contractor shall only deliver furniture in perfect condition or new furniture. All mattresses shall be new.

Furniture shall have a guarantee against defects in manufacturing. The contractor shall replace any defective pieces of furniture at no additional cost to the U.S. Embassy Bern. Replacement or repairs shall be completed within two (2) working days from the time the COR notifies the contractor by e-mail.

The contractor shall submit a price list with unit prices of all rented furniture included in this contract to be used as a reference for reimbursement, in case inventory reveals shortages or damages other than normal wear and tear. The reimbursement cost shall take into consideration the price depreciation during the rental period.

All items of furniture shall be designed for household use and made from a variety of materials, including solid wood, metal, wood / metal, stone, fabric.

The furniture style shall be classic and shall be functional. More detailed specifications and pictures are provided in Attachment 1.

A.1.d furniture maintenance The contractor shall provide a maintenance service for all rented furniture during the rental period and, in the event of damage or deterioration of any of the pieces, the contractor shall be responsible for repair or replacement of the relevant furniture item when necessitated by ordinary wear and tear, within two (2) working days of receiving the COR’s e-mailed request.

A.1.e Inventories of rented furniture The contractor shall create a separate inventory file for each residence. At the time of delivery for an incoming occupant the contractor shall meet with the COR or his / her authorized representative to inventory and to inspect the furniture and sign the inventories. A new revised inventory shall be produced and signed by both parties at the one-time change, if applicable.

Copies of the signed inventory shall be sent to the occupant and the COR with pictures. The contractor shall

RFQ 19SZ2326Q0003 for furniture rental Page 6 of 13 keep the original in its file.

When a residence is inventoried for an outgoing occupant, the contractor shall sign and date the following statement on the inventory (if possible, liability for damages exists, the certification shall remain unsigned until all problems have been resolved):

“I certify that all items listed in this inventory have been returned in good condition and that any determinations of the General Services Officer have been complied with. The U.S. Embassy Bern is hereby relieved of responsibility for the property in this residence.

If an outgoing occupant’s residence reveals missing or damaged items other than normal wear and tear, such missing or damaged items may be payable by the USG.

The contractor shall report missing or damaged items to the COR. The USG shall not be relieved of its responsibility until the results of the pending survey action have been completed and the COR and the contractor have accepted responsibility for the results of the inventory and reconciliation.

The USG may be held financially liable if it is determined that its employees are responsible for lost or damaged property.

The contractor shall provide a price list of all the items included in the inventory which will be used as reference if there are missing or damaged items payable by the USG.

A.1.f Return of furniture leased under a previous contract / contract phase-in period.

The new contractor will be granted a one-month’s phase-in period during which he shall purchase his own furniture (or purchase the previous contractor’s stock). If the contractor does not own sufficient furniture to fulfill new orders issued during that period, the contractor may contact the previous contractor for an agreement / purchase / lease.

A.1.g. Removal of the furniture at the end of the rental period.

The Contracting Officer’s Representative shall instruct the contractor through an email to remove the furniture at the end of the rental period. The email for the removal will be issued at least 2 (two) working days before removal date.

A.2. SUPPLY OF WELCOME KITS

The contractor shall provide welcome kit packages, as described in Attachment 2. The welcome kits shall be purchased by U.S. Embassy Bern on a one-time fee basis which includes delivery as listed in Attachment 3 - Prices and therefore shall remain the property of the USG. The contractor shall have enough welcome kits in stock to fulfill U.S. Embassy Bern orders based on estimated quantities provided in paragraph A.1.a and Attachment 3 - Prices.

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A.2.a Welcome Kits transportation charges All transportation charges for the delivery of the welcome kits shall be included in welcome kits prices per Attachment 3– Prices.

The welcome kits shall be delivered upon each employee’s arrival at the leased residence in Bern surrounding areas, in Switzerland.

A. COMMENCEMENT OF WORK

After receiving and accepting all required documentation (e.g. proof of insurance, staff information), the Contracting Officer will issue the contractor a Notice to Proceed. The contractor shall then start contract performance by purchasing / storing furniture and be ready to commence and complete deliveries not later than the date established in the Notice to Proceed.

B. WORK DAYS AND TIMES

Work shall be performed Monday through Friday between 7:30 a.m. and 6:00 p.m.

Clause 652.237-72 – Observance of legal holidays and administrative leave, in Section 2 of this solicitation lists both the American and local holidays the U.S. Embassy Bern observes. While there will be no work scheduled for the local holidays, the American holidays may be used as delivery / pick-up dates. Work on American holidays does not entitle the contractor to charge overtime fees.

C. ACRONYMS AND ABBREVIATIONS

Acronym Definition

CA Contract Administrator

CFR Code Federal Regulation

CO Contracting Officer

COR Contracting Officer Representative

Occupant An individual employed by the U.S. Embassy Bern /U.S. Government and being assigned a rented / leased residence by the U.S. Government.

FMO The Financial Management Officer or the paying office

GSO Officer in charge of the General Services Office at post.

GTM Government Technical Monitor

QA Quality Assurance

QAP Quality Assurance Personnel

QAPC Quality Assurance Program Coordinator

QASP Quality Assurance Surveillance Plan

QC Quality Control

PWS Performance Work Statement

NTP Notice to Proceed

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TBD To be determined

USG U.S. Government

IV. CONTRACTOR ADMINISTRATIVE RESPONSIBILITIES

A. REGULAR REPORTING / DELIVERABLES

The contractor shall provide the COR regular reports as follows:

Report or Document Deliver to and how Due date

Invoices (Section 1-VII, D3) COR, by e-mail Last working day of each month

Copy / Proof of Insurance (Section 1- E.3)

COR, by e-mail no later than 10 calendar days after contract award

Inventory Report of Rented Furniture ( Section 1- A.1.e)

COR, by e-mail no later than 5 calendar days after signature by the parties

Quality Assurance and Surveillance Plan (Section 3- 6(c))

COR, by e-mail no later than 30 calendar days after contract award

The contractor shall be responsible for creating, maintaining, and disposing of only those government-required records that are specifically cited in this scope of work. If requested by the USG, the contractor shall provide the original record or a reproducible copy of any such record within five working days of receipt of the request.

B. PERSONNEL AND SECURITY REQUIREMENTS

B.1 Personnel – As per Executive Order 3224 (Blocking Property and Prohibiting Transactions with Persons who commit, threaten to commit or support Terrorism), persons on the Specially Designated Nationals (SDN) list shall not be assigned to / accepted by the USG to work under this or any other contract. The contractor may use the search tool at http://sdnsearch.ofac.treas.gov/ to satisfy this requirement.

If at any time during contract performance the contractor becomes aware of any employee being listed on the above web site, the contractor shall immediately inform the COR and shall remove the employee in question from all USG work.

Special security equipment may be required in case of “non usual” pandemic period.

B2. Physical and Information Security Requirements The contractor shall be responsible for safeguarding all government information provided for contractor use.

The contractor will allow only the necessary employees to have access to the information provided by the government. All material produced for the U.S. Embassy Bern will be the sole property of the USG. The contractor shall not release any concepts, material in production, or produced material to anyone, unless authorized by the USG.

The contractor shall immediately report any and all occurrences of personnel outside their company inquiring http://sdnsearch.ofac.treas.gov/

RFQ 19SZ2326Q0003 for furniture rental Page 9 of 13 about personnel and work being completed with the U.S. Embassy Bern to the COR or the contracting officer.

All relevant personally identifiable information (PII) shall not be provided to anyone person or any entity outside the USG.

B.3 Standards of Conduct:

During work at residences and / or communication with U.S. Embassy Bern staff and / or occupants, the contractor shall maintain satisfactory standards of employee competency, conduct, and appearance and shall be responsible for taking such disciplinary action with respect to employees as may be necessary.

Employee needs to wear clothes with the name of the company.

If teams of 2, at least 1 employee needs to be a direct hire staff from the company.

The following are considered disorderly conduct and shall lead to the immediate removal of any employee.

1. drinking (or arriving drunk) on the job;

2. smoking in or within 20 meters of any Government buildings or residences;

3. use of abusive or offensive language, quarreling, intimidation by words, actions, fighting;

4. use / being under the influence of intoxicants and narcotics

5. request or accept any articles or currency as a gratuity for work performed under this contract.

6. Special security equipment can be necessary during “non usual period” (pandemic…).

In cases where the contractor is required to remove personnel from work under this contract as a result of misconduct of the contractor or its employee (such as, but not limited to criminal activity, security violation) the contractor will be required to assume full responsibility and bear all expenses and costs associated with the prompt removal of any offending employee and all costs associated with providing a suitable replacement. The USG denies all costs associated with such actions.

B.4 Notice to the Government of Labor Disputes:

The contractor shall inform the COR of any actual or potential labor dispute that is delaying or threatening to delay the timely performance of this contract.

C. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory 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 monitor quality to ensure that contract standards are achieved.

Performance Objective Scope of Work Para Performance Threshold Services.

Performs all furnish and delivery services set forth in the scope of work.

All of Section 1-V.

All required services are performed and no more than one (1) customer complaint is received per month.

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D. TRANSITION PLAN AND NOTIFICATION

If there is a change in contractor, the incumbent contractor shall provide familiarization to the follow-on contractor or the USG, whichever the case may be. During the familiarization period, the incumbent shall be fully responsible for the complete transfer of operations.

E. INSURANCE

E.1 The contractor shall, at its own expense, provide and maintain the following i n s u r a n c e amounts during the entire contract performance period:

General Liability (includes premises / operations, collapse hazard, products, completed operations, contractual, independent contractors, broad form property damage, personal injury).

Bodily Injury stated in local currency

Per Occurrence SFr 5,000,000.00

Cumulative SFr 5,000,000.00

Property Damage on the residences in local currency

Per Occurrence SFr 5.000, 000.00

Cumulative SFr 5.000, 000.00

The foregoing types and amounts of insurance are the minimums required. The contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of the work.

The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims.

E.2 The contractor agrees that the USG shall not be responsible for personal injuries or for damages to any property of the contractor, its officers, agents, servants, and employees, or any other person, arising from incident to the contractor's performance of this contract. The contractor shall hold harmless and indemnify the USG from any and all claims arising there from, except in the instance of gross negligence on the part of the USG.

The contractor shall obtain adequate insurance for damage to, or theft of, materials and equipment in insurance coverage for loose transit to the residences or in storage on or off site of the residences.

E.3 Time for Submission – The contractor shall provide evidence of the insurance required under this contract within ten (10) calendar days after contract award. Failure to timely submit this evidence, in a form acceptable to the COR, may result in rescinding or termination of the contract by the Government.

It is possible that the Contracting Officer may elect to issue the Notice to Proceed (NTP) before receipt and acceptance of evidence of insurance. Issuance of a Notice to Proceed by the USG before receipt of the required insurance certificates or policies shall not be a waiver of the requirement to furnish these documents.

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V. CONTRACT GENERAL AND ADMINISTRATION

A. USG RIGHTS

The USG reserves the right to conduct site visits in all contractors operated facilities in conjunction with the solicitation of offers for the follow-on contract. In the event the follow-on contract is awarded to other than the incumbent, the incumbent contractor shall cooperate to the extent required to permit an orderly change over to the successful contractor.

B. LAWS AND REGULATIONS

B.1 Compliance Required The contractor shall, without additional expense to the Government, be responsible for complying with all laws, codes, ordinances, and regulations applicable to the performance of the work, including those of the host country, and with the lawful orders of any governmental authority having jurisdiction.

B.2 Labor, Health and Safety Laws and Customs – The contractor shall comply with all local labor laws, regulations, customs and practices pertaining to labor, safety, and similar matters, to the extent that such compliance is not inconsistent with the requirements of this contract.

A contract with the U.S. Embassy Bern conveys no special privileges or immunities to the contractor. The contractor is an independent commercial concern and not a part of the U.S. Embassy Bern. The contractor's employees are not USG employees. Registration of this contract with the host country government, if required by law, will be the sole responsibility of the contractor, and any fees, taxes, or other duties shall be payable by the contractor without recourse to the Government of the amounts thereof.

The only items that the U.S. Government will consider for price adjustments are those that are mandated by the host country government (e.g. changes in the VAT rate or minimum wage requirement).

C. CONTRACT ADMINISTRATION DATA

C.1 Authority of the Contracting Officer.

All work shall be performed under the general direction of the Contracting Officer, who alone shall have the power to bind the Government and to exercise the rights, responsibilities, authorities and functions vested by the contract, except that the Contracting Officer and the Procurement Executive shall have the right to designate authorized representatives to act for the Contracting Officer, as specifically provided in the designation of that individual, such as the COR.

C.2 Government Personnel Contracting Officer (CO): Mr. William C Sands Contracting Officer's Representative (COR):

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C.3 Invoices, Review and Payment The contractor shall submit individual invoices per task order on the last day of the renting period. The welcome kit only may be invoiced after delivery. A proper invoice shall include the following information:

• Contractor's name and bank account information for payments by electronic funds transfers

• Invoice Date

• Contract and Task Order number.

• Adress of the residence showing itemized prices for the furniture rental, delivery cost and welcome kit installed in Swiss Francs for each residence.

• Prompt payment discount if any.

• Name, title, phone number, and address of person to contact in case of defective invoice.

If an invoice does not contain the above information, the USG reserves the right to reject the invoice as improper and return it to the contractor within seven (7) calendars days requiring the contractor to submit a proper invoice.

The contractor shall send all invoices to the following address:

U.S. Embassy Bern

FMO / DBO

Sulgeneckstrasse 19 Bern, Switzerland Email: berndbo@state.gov

Payment shall be made in Swiss Francs by Electronic Funds Transfer (EFT) within thirty (30) calendar days after receipt of a proper invoice.

D. CHANGES IN OWNERSHIP

The contractor shall furnish the COR advance notification (90 calendar days prior to the effective date) of any disposition or the change in ownership or terms of lease of any facilities utilized by him for performance of any service under this contract.

E. FUNDING / TASK ORDERS

As the contract remains unfunded, funding will be provided by issuing local task orders.

a. Each task order will contain the following information:

• Name of contractor

• Contract number

• Date of order

• Task order number

• Name of person placing the order

• Detailed list of the items for delivery including unit cost and total price

• Fiscal data covering the cost of the order

• Delivery / commencement and period of performance

• Delivery address including phone number and name of contact at residence

• Contractor’s point of contact including phone number and email in order to coordinate furniture mailto:berndbo@state.gov

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• COR, including email address and phone number

• Applicable contract clauses, either in reference or in full text if necessary

E.1 Task Order Dates – The U.S. Embassy Bern shall:

a. Issue regular task orders at least two (2) working days prior to the required furniture delivery date;

b. Provide final dates / times and delivery details to the contractor at least one (1) working days prior to the required furniture delivery date;

c. Provide the final dates / times for removal of furniture at least two (2) working days before the required removal date; and

d. Issue task orders for Welcome Kits at least two (2) working days before the required delivery date. These dates will be final, no separate action / notification is required.

From time to time, the U.S. Embassy Bern may issue modifications to original orders for additional furniture required in any residence. If modifications are issued, the rental period shall be co-terminus with the first rental period commencing on the commencement date specified in the relevant modification unless a modification specifically states that the rental period is changed.

Occupants are NOT authorized to order additional furniture or ask the contractor to remove furniture from their residences. All such requests shall be taken care of by the COR by written task order or modification to an existing task order.

If the contractor cannot deliver the intended type of furniture on the date stipulated, the contractor shall supply comparable furniture – including the change to the intended type of furniture – at no additional cost to the USG until the furniture ordered is delivered.

F. CHOICE OF LAW

This contract shall be construed and interpreted in accordance with the substantive laws of the United States of America. By the execution of this contract, the contractor expressly agrees to waive any rights to invoke the jurisdiction of local national courts where this contract is performed and agrees to accept the exclusive jurisdiction of the United States Civilian Board of Contract Appeals and the United States Court of Federal Claims for hearing and determination of any and all disputes that may arise under the Disputes clause of this contract.

G. PERIOD OF PERFORMANCE

The period of performance is One year (12 months) with four one-year option periods. Option years, if exercised, shall commence one day after the expiration of the previous period of performance.

The period of performance shall start upon the contractor’s receipt of the signed Notice to Proceed issued by the contracting officer.

The Government may extend this contract in accordance with the option clause in Section 2, FAR 52.217-9, Option to Extend the Term of the Contract which also specifies the total duration of this contract.

The Government may exercise the option set forth at Section 2, "FAR 52.217-8, Option to Extend Services", within the currently ongoing period of performance.

Notwithstanding the expressed contract expiration date, this contract shall remain in full force and effect until the last items or services ordered hereunder have been delivered and accepted by the Government.