SSN Inspection Services.docx

SOURCES SOUGHT NOTICE (SSN):

The purpose of this notice is to conduct market research to determine the technical capability and availability of US small businesses ONLY with a strong record of performance and experience in providing Third Party food aid/nonfood aid commodity and warehouse inspection services globally. For the purposes of this SSN only, responses from Other Than Small Business organizations will not be considered.

Without guarantee, USAID anticipates awarding one or more firm fixed price unit type contracts utilizing FAR Parts 12, 13, and 15. A date for release of any solicitation is not yet determined. This SSN does not commit the Government to a contract, nor does it guarantee any set-aside type. Feedback on responses to this SSN will not be provided.

Locations include, but are not limited to the ports of: Durban, South Africa; Djibouti, Djibouti; Tema, Ghana; Dakar, Senegal; Dubai, UAE; Houston, Texas and manufacturer locations in China, Bulgaria, Pakistan, Kenya, Italy, and India. Ad hoc services may be required in any location throughout the world at a moment’s notice with rapid mobilization and performance required.

Important: In assessing any potential contractor’s technical ability, your response to this SSN must include clear and convincing evidence of past performance and experience in performing the tasks outlined in each of the locations with the ability to respond to requests for ad hoc services anywhere in the world, including difficult places to reach and possibly conflict zones. Merely repeating, paraphrasing, or indicating your organization’s understanding of the contract deliverables is not an adequate representation of technical ability. Contractors must demonstrate experience inspecting, sampling, and providing lab results specifically for agricultural food commodities, food grade facilities (warehouses), and non-food items (as applicable) with a global presence and at a level of effort at 70% or greater.

Background The United States Agency for International Development’s Bureau for Humanitarian Assistance (BHA) procures both bulk and packaged food aid commodities for use in its Title II food aid and International Disaster Assistance (IDA) programs. The packaged commodities are transported and delivered to a warehouse facility where they are stored, pending re-delivery to a Private Voluntary Organization (PVO), UN organization, or cooperating country government.

USAID commodities must be stored and retained in excellent condition until they are re-delivered or shipped from our contracted warehouse facility. Given the inherent nature of food aid commodities, their shelf life and their storage conditions, there is a potential for loss, mishandling, or damages.

Contract Deliverables

Warehousing and agricultural commodities To mitigate risk, the U. S. government contracts with commodity and warehouse inspection company(s) to provide services at the specified location(s). The contractor must have the presence and capability to provide these services globally and have the organizational ability to mobilize and respond quickly to contract requirements. The contractor shall witness and examine the stored commodities, warehouse space(s) and storage techniques utilized at each location. The contractor will document the count and condition of all food aid commodities within the warehouse(s). The contractor will provide a written report to the U.S. Government describing all findings. All inspections performed and reports issued by the contractor will be used by the Government to assure the proper care and storage of the commodities. The inspections are intended to verify that commodities remain in excellent condition, free of pests, and remain safe for human consumption.

The contractor shall have the capability to provide third party inspection of the production of specialty and emergency food at manufacturers’ facilities. The purpose of this third party facilities inspection service is to ensure that specialty food production, operations and packing processes are consistent with the USAID commodity specifications, and that USAID commodities are stored and remain in excellent condition until they are delivered or shipped to recipients. Inspection may also include out turn tally/count commodities before commodities are loaded in containers or as commodities are unloaded into the warehouse. Agricultural commodities are generally received and shipped out in metric tons ranging from 50 tons up to 10,000 tons at a time. The contractor shall inspect food aid commodities and warehouse operations every 30 days, with ad hoc inspections performed as requested by the government, sometimes in multiple warehouses.

All commodity and warehouse inspection and reporting services shall be performed with due consideration of the commodity and storage guidelines provided in the USAID Bureau for Humanitarian Assistance Food Aid Product Information Guide and is made an integral part of this contract by reference, and may be found at: https://www.usaid.gov/food-assistance/resources/food-aid-product-info

Nonfood Items and ad hoc services USAID’s Office of U.S. Foreign Disaster Assistance (USAID/OFDA) leads and coordinates the U.S. Government’s humanitarian assistance efforts overseas, ensuring that aid reaches people affected by rapid onset disasters including earthquakes, volcanoes and floods, as well as slow-onset crises, such as drought and conflict. USAID/OFDA responds quickly to disasters by coordinating the distribution of emergency relief supplies, including but not limited to plastic sheeting for emergency shelters, family hygiene kits, blankets, kitchen sets and water purification equipment and containers. The purpose of this commodity and third party facilities ad hoc inspection service is to ensure that fabrication, production, operations and packing process are consistent with the commodity specifications, and that USAID commodities are stored and remain in excellent condition until they are delivered or shipped to recipient.

1. Sampling and Inspection for Non Food Items:

Quantity to be sampled shall be in accordance with ANSI General Inspection Levels specified below. All inspected commodities shall have all technical specifications measured for all components.

Special Inspection Level II

Sampling is expected to be done at random directly by the Contractor’s personnel at vendor warehouses or other storage locations as specified by USAID. In the interest of time, all testing should be conducted on-site unless adequate testing facilities are unavailable. Sampling must be thorough and representative per lot of production. Testing should be appropriate to determine: (1) quality of item, in compliance with technical specifications, and (2) whether the item and quantity of the item corresponds to the specifications stipulated in this Statement of Work. The relevant commodity specifications are provided as appendices to this Statement of Work, as described in Section 5.0 Testing Specifications. Actual procurement contracts are not available for review.

1. Scope:

1. Inspection

The terms and general conditions of the inspection are listed below:

0. There shall be no laboratory testing for this inspection. All inspections shall be visual inspections with some measurements to be taken. Inspectors shall use standard instruments for weighing, measuring, and visual inspection on-site. Inspectors are to provide necessary equipment for weighing and measuring. Criteria that would normally require laboratory testing shall be verified through certifications presented by the supplier/manufacturer.

0. Scans of relevant documentation and certifications attesting product integrity, i.e. Fire Resistance, ISO Certification, Certificates of Analysis, shall be taken.

0. If required to be provided by the supplier, Certificates of Analysis shall be reviewed and compared to the technical specifications of the commodities being produced/procured to verify consistency.

0. Inspection visits shall be conducted throughout the below specified intervals. Production schedules will be provided to Contractor upon award. Each visit requires two inspectors and one day to execute the inspection.

0. Inspectors shall test, measure, count, and perform other activities to ensure that each commodity is produced in accordance with the technical specifications and testing requirements found below. This includes verifying that the packaging meets technical specifications and the packing/unpacking instructions are correct.

0. Inspectors shall ensure that the branding is in accordance with USAID guidance for branding and marking at https://www.usaid.gov/branding

0. During inspection, inspectors shall take digital pictures of exterior packaging and interior contents representative of the commodities inspected.

1. Report

The Contractor shall:

1. Perform all inspections within the period between January 2019 and June 2019. This period may be extended in the event that issues found in the product require additional visits. Actual production schedules will be provided upon award. Some commodities may have a shorter production time than others.

1. Coordinate inspections with the manufacturing company and their warehouse managers regarding the timing and place for conducting the inspections. If commodities are not ready at the time specified for evaluation and inspection, the inspection company must reschedule the inspection with the manufacturer.

1. Keep OFDA Logistics in copy for all communication with the manufacturing facility, including schedule adjustments.

1. Report any initial issues found within 12 hours of the inspection. This may be done through an informal email or phone call.

1. Submit a final typed (not handwritten) report of findings by email within 48 hours (business days only) of the inspection for each of the 3 inspections listed above that compiles the inspection evaluation analysis, findings, and photos. Pass/fail ratings must be clearly explained with justification provided. Please send inspection reports to ofdalogistics@usaid.gov with an appropriate subject line.

1. The inspection contractor is NOT authorized to share the report results with the manufacturer or to reject the commodities or supplies. The inspection contractor shall retain records of the inspection and such records shall be kept on file for one year after the original inspection is completed.

1. If the commodities did not pass the inspection, OFDA may request the inspection contractor to complete a follow up inspection after the manufacturer corrected the errors.

For ad hoc inspection services required by USAID, individual tasks will be issued to the contractor, clearly describing technical requirements and all services to be performed and delivered, so the full price for the performance of the work can be established when the order is placed.

Ad hoc services may include inspection/commodity sampling in conflict zones or difficult areas to reach anywhere throughout the world. Recent examples include South Sudan, Syria, and Ethiopia. Ad hoc services may also include cargo/commodity surveys on board vessels at ports of call anywhere in the world.

Instructions

Your response to this RFI shall contain three sections as outlined in bold below:

Technical Ability

Your response must address your experience, global presence, and technical ability in performing each of the contract deliverables above. Responses are limited to 5 pages each, excluding pricing information and cover sheet. Failure to include any of the required information will be considered inability to comply with Program requirements.

The prime contractor shall demonstrate the capacity and capability to perform at a minimum 70 percent of the requirements. The responders shall demonstrate capability to provide services globally and perform at a minimum 70 percent of the requirement identified including labs and offices globally.

Pricing estimates

Note: These estimates will assist the Contracting Officer in making a determination whether pricing is fair and reasonable based upon current market conditions.

Vendors must include an itemized quote using the excel spreadsheet that accompanies this SSN:

Rate Schedule in excel format to include a 2 year base period with 3 one year options (5 years) Inspection, Report Preparation, Management and Administrative Rate by country/location

A. Service Hourly Rate $ An all-inclusive fixed hourly rate for inspection(s), sampling, report preparation, and management services. Provide pricing for base period and all option periods.

B. Lab Analysis of per Sample rate $ An all-inclusive price for lab analysis and lab report documentation. Provide pricing for base period and all option periods.

C. Out Turn Tally Inspection Rate $ An all-inclusive price for Out Turn Tally Inspection(s) and Report documentation(s). Provide pricing for base period and all option periods.

Past Performance Information:Indicate up to 3 US Government contracts where your organization has performed the deliverables described in this SSN including Project Name, location(s), level of effort (must be 70 per cent or greater), and duties or contract deliverables performed.