Terms and Conditions.pdf

GSA Northeast and Caribbean Region

General Services Administration

Northeast & Caribbean Supply and Acquisition Center Solicitation Number: 47QSEA-20-R-0015

CP-FSS-3 NOTICE REQUESTS FOR EXPLANATION OR INFORMATION

Written requests for information regarding this solicitation should be directed to

GENERAL SERVICE ADMINISTRATION

Jocelyn Vazquez Daniel Trimboli Contract Specialist Contracting Officer General Services Administration General Services Administration Northeast & Caribbean Supply Northeast & Caribbean Supply Acquisition Center Acquisition Center Phone: 212-264-5742 Phone: 212-577-8614 Email: jocelyn.vazquez@gsa.gov E mail: Daniel.trimboli@gsa.gov

IMPORTANT: DO NOT ADDRESS QUOTES, MODIFICATIONS OR WITHDRAWALS TO

THE ABOVE ADDRESS. THE ADDRESS DESIGNATED FOR RECEIPT OF QUOTES IS

CONTAINED ELSEWHERE IN THIS SOLICITATION.

1. Introduction: This document is a Request for Quote (RFQ) in order to award an Open Market Indefinite Delivery Indefinite Quantity (IDIQ) Contract in accordance with FAR Part

13. Please submit quotes via beta.sav.gov. Terms and conditions of this Open Market IDIQ have been specified within the terms and conditions of this document.

Attachments to this solicitation are:

• Government’s Item Purchase Descriptions (IPDs)

• Attachment A: MIL-STD-129R and FED-STD 123H

• Attachment B: FEDERAL ACQUISITION SERVICE (FAS) DISTRIBUTION

OPERATIONS VENDOR ADVISORY SERVICE THE SHIPPING LABEL

FOR GLOBAL SUPPLY ORDERS

• Attachment C: EDI Vendor Portal contract requirements.

Facsimile is not an acceptable method of receiving orders. Prior to fulfilling orders, vendors will need to have access to either Vendor Portal or EDI. To facilitate the transition to EDI or Vendor Portal, the government will allow vendors to choose either Vendor Portal or EDI for conducting business transactions with GSA. (Please see Attachment C entitled EDI Vendor Portal Contract Requirements). Please review all documents herein. Updated requirements for Wood Packaging Materials can be found herein.

The Government anticipates an award of a Fixed price contract with an Economic Price Adjustment with one (1) base year and four (4) potential option years as a result of this solicitation. Award will be made on an all or none basis. Quotes will be evaluated on a criteria of lowest price technically acceptable (LPTA). Pricing is FOB Destination for destinations throughout the United States. The awardee will receive various notices to deliver throughout the year as supplies are needed for direct delivery to GSA customers within the Continental United States (CONUS) and outside the Continental United States (OCONUS). All annual requirements being requested are considered estimates and are not guaranteed. Most of the OCONUS orders are going to stateside consolidation points and are FOB Destination. Please quote CONUS FOB Destination only.

The total estimated value of the contract is $21,301,656.92 as is broken out as follows:

Base Year: August 2020 - August 2021: $4,260,331.38

Option Year 1: August 2021 - August 2022: $4,260,331.38

Option Year 2: August 2022 - August 2023: $4,260,331.38

Option Year 3: August 2023 - August 2024: $4,260,331.38

Option Tear 4: August 2024 - August 2025: $4,260,331.38

1.1. Minimum order value:[$0] and the Maximum order value: [$250,000.00]

1.2. The commodities being procured are ninety seven (97) Hewlett Packard Toner

Cartridge part numbers/ NSNs. The solicited NSNs are subdivided into two contract line item numbers (CLINS) with two contract award dates. CLIN 1 will be effective immediately upon award of this contract and the award of CLIN 2 will be effective on November 30, 2020. Forecasted annual quantities are not guaranteed and are based off of the purchase order history.

1.3. The ninety seven NSNs are as follows:

CLIN 1 (Contract Start Date: August 2020)

7510014981425 C4838A

7510015254313 Q2612A

7510015273524 Q5949A

7510015286287 Q1338A

7510015453645 C8543X

7510015466401 Q7570A

7510015466404 Q6473A

7510015466407 Q6472A

7510015466408 Q6471A

7510015466410 Q6470A

7510015466423 Q7581A

7510015466424 Q7583A

7510015466425 Q5945A

7510015466426 Q7582A

7510015526050 C4911A

7510015666207 C9385AN

7510015666228 C9351AN

7510015666231 C9352AN

7510015667290 C8765WN#140

7510015680629 C6657AN

7510015825432 CE250X

7510015964260 CE278A

7510016032871 CE390A

7510016032872 CE741A

7510016032876 CE743A

7510016032916 CB386A

7510016032925 CE270A

7510016032931 CE272A

7510016041007 C8766WN#140

7510016041012 CR259FN#140

7510016041016 CH562WN#140

7510016041039 C8767WN#140

7510016041052 C9392AN#140

7510016041060 C9363WN#140

7510016041066 CR314FN#140

7510016041072 CD975AN#140

7510016041075 C9393AN#140

7510016041085 C6656AN#140

7510016329630 CN627AM

7510016329632 CN628AM

7510016329640 CN626AM

7510016609721 CH563WN

7510016611214 C2P04AN

7510016696074 C2P07AN

7510016696170 C2P05AN

7510016738628 CF237Y

7510015466413 Q7516A

7510015466418 Q7553A

7510015904409 CE260A

7510015905022 CE262A

7510016032869 CE740A

7510016032874 CE742A

7510016041046 CN046AN

7510016041063 CN048AN

7510016163267 CE341A

7510016163268 CE343A

7510016163269 CE340A

7510016163273 CE342A

7510016698032 CF214A

7510015274826 Q3960A

7510015808394 CE255X

7510015816435 C4905AN

7510015816450 C4902AN

7510016032930 CE264X

7510016032932 CE403A

7510016032934 CE273A

7510016032937 CE285A

7510016032938 CE260X

7510016034850 C7115X

7510016041000 C4907AN#140

7510016041040 C9353FN

7510016041047 CC654AN#140

CLIN 2 (Contract Start Date: November 2020)

7510015425294 C8767WN

7510015425295 C9363WN

7510015526049 C4912A

7510015649904 CB338WN

7510015649905 CB336WN

7510015665068 Q3964A

7510015666203 CC640WN

7510015666204 CB335WN

7510015666205 C9387AN

7510015666212 C9361WN

7510015666216 C8766WN

7510015666217 C9362WN

7510015666221 C9364WN

7510015666235 C8727AN

7510015666237 CC643WN

7510015667288 C9388AN

7510015670083 CB337WN

7510015693658 C9396AN

7510015693659 C9393AN

7510015693661 C9392AN

7510015693667 C9391AN

7510015730059 CE253A

7510015730114 CE252A

7510015730115 CE251A

7510015742338 C9403A

7510015764049 CC530A

7510015764055 CC531A

7510015764058 CC532A

7510015764060 CC533A

7510015824366 CD975AN

7510015904422 CE261A

7510015905023 CE263A

7510015944372 CE271A

7510016032923 CE400X

7510016032929 CE402A

7510016041045 CN045AN

7510016491223 CE410XD

Begin Regulation_

52.219-1 Small Business Program Representations.

The North American Industry Classification System (NAICS) code for this acquisition is–

322230.

The small business size standard is Service Disabled Veteran Owned Small Business (SDVOSB) The small business size standard for a concern which submits a quote in its own name, other than on a construction or service contract, but which proposes to furnish a product which it did not itself manufacture, is 500 employees. In accordance with FAR

A-FSS-31 NOTICE OF TOTAL SMALL BUSINESS SET-ASIDE (OCT 1988)

The clause entitled "Notice of Total Small Business Set-Aside," applies to the following items in this solicitation: * *.

2. Period of Performance:

2.1 The period of performance of this Open Market Indefinite Delivery Indefinite Quantity (IDIQ) Contract is for a one base year plus four (4) one year option periods from the date of award.

Period of performance shall not exceed 60 (sixty) months/ 5 (five) years.

GSAM 552.217-71 Notice Regarding Options

The General Services Administration (GSA) has included an option to extend the term of the contract in order to demonstrate the value it places on quality performance by providing a mechanism for continuing a contractual relationship with a successful Offeror that performs at a level which meets or exceeds GSA’s quality performance expectations as communicated to the Contractor, in writing, by the Contracting Officer or designated representative. Which deciding whether to exercise the option, the Contracting Officer will consider the quality of the Contractor’s past performance under this contract in accordance with 48 CFR 517.207.

FAR 52.217-9 (Mar 2000) Option to Extend the Term of the Contract

The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 60 months (5 years).

• Option pricing will be reviewed in order to ensure that it is still fair and reasonable. Any price increases are also reviewed to ensure that they are in line with price increases to commercial customers and are competitive with other sources of supply.

FAR 52.216-2 Economic Price Adjustment—Standard Supplies.

Requested price increases shall not exceed 10% of the aggregate cost of each individual NSN. Awarded items are not subject to an economic price increase during the first twelve (12) months of contract performance and no more than one (1) increase maybe requested during any twelve (12) month period thereafter.

3. Evaluation Factors:

Following solicitation on beta.sam.gov this RFQ will be awarded to the lowest price technically acceptable quote. Technical specifications include compliance with IPD and delivery terms (including marking requirements) outlined in this solicitation and ability to onboard into EDI or Vendor Portal upon award. Past performance may also be considered as a technical factor for award. SAM.gov, GSA OMS Cognos reports and MAS report cards may all be reviewed prior to award. All awarded part numbers will be reviewed by the Northeast & Caribbean Supply and Acquisition Center’s Technical Services Branch prior to award to ensure that proposed items are New, Original Equipment Manufactured (OEM) and matches the IPD. In accordance with FAR 11.105 (a)(1), Compatible or remanufactured items will not be considered for award. A Limited Source Justification has been prepared and approved for OEM HP only. See attachments for IPD/ NSN included in this RFQ.

Awardee will be required to provide a Letter of Supply from HP prior to award.

A responsibility determination will also be made for the proposed awardee prior to award.

The determination included a review of FAPIIS, EPLS, SAM, GSA report cards and a review of the proposed awardee’s past performance.

3.1 Price Evaluation

Upon receipt of all quotes, the government will sort the quotes based on lowest price and award will be made to the LPTA vendor.

In consideration for the opportunity afforded a successful vendor, Northeast & Caribbean Supply and Acquisition Center requests vendors to further reduce their commercial prices for this MAS BPA. The prices quoted to the Government shall be lower than those charged to commercial customers for comparable quantities under similar terms and conditions, in additions to any discounts for prompt payment. Northeast & Caribbean Supply and Acquisition Center will not award this MAS BPA to any vendor that quotes prices on any of these NSNs that exceed the vendor’s current commercial pricing.

The Government requests that vendors propose a single discount from their commercial contract. A single discount may be applied for all CONUS and OCONUS. Please note that the government reserves the right to enter into negotiations and seek additional discounts.

Adequate price competition is anticipated in response to this RFQ. Non-certified cost and/or pricing data may be requested for this evaluation but is not required. In the event that there is only one quote received, other than cost and pricing data may be requested.

3.2 Technical Evaluation

The following rating criteria will be considered to determine technical capability:

• The vendor’s proposed products will be reviewed by the Northeast & Caribbean

Supply and Acquisition Center’s Technical Services Branch to verify that they meet all requirements of the Government’s IPD.

3.3 Delivery

• Delivery is required within 7 business days ARO (After receipt of Order) for GSA customers within the continental United States (CONUS) and 10 business days ARO to GSA CONUS consolidation points for customer outside of the continental United States (OCONUS). Continental United States (CONUS):

• Outside Continental United States (OCONUS): Delivery time required is within 30 business days after ARO to GSA (CONUS) consolidation points for customer outside of the continental United States (OCONUS).

• Overseas Shipments& Export Consideration (OCONUS):

Orders for overseas activities will be mailed to an APO/FPO address or shipped to a designated state-side location identified on the notices to deliver. Items ordered by Government customers from overseas locations are often routed through military freight processing centers and transportation channels. Special procedures relate to the recognition, packing, labeling, marking, and routing of such shipments. The vendor will be expected to book shipments in DOD’s air clearance and surface manifesting systems (GSA will arrange training as necessary). Personnel performing these tasks must undergo a National Agency Check and Inquiries (NACI) investigation.

Until necessary training can be provided, GSA intends that initially all undeliverable orders for overseas shipment will be routed through a GSA Distribution Center for export marking, packaging and shipment to a military freight processing center. This will be “phased out” once the vendor is able to export directly into the once training and adequate transition time has been provided. Vendors shall ship directly to an overseas address if a Government customer has a World Wide Express account number. For export orders over 800 cubic feet or 10,000 pounds the vendor will contact the designated GSA POC to be identified after award to arrange seavan booking. Packaging for shipments to overseas locations (i.e. where final consignee is OCONUS) must be suitable for export shipping without requiring additional preservation, or packing/packaging.

All OCONUS shipments that require use of Wood Packaging Materials must meet requirements of International Standards for Phytosanitary Measures (ISPM) 15, "Guidelines for Regulating Wood Packaging Materials in International Trade."

FAR 52.252-1 Solicitation Provision Incorporated by Reference

FAR 52.212-1 Instructions to Offerors- Commercial Items FAR 52.212-2 Evaluation-Commercial Items.

FAR 52.212-3 Offerors Representations and FAR 52.219-6 Notice of Total Small Business Set-Aside FAR 52.204-7 System for Award Management FAR 52.233-2 Service of Protest FAR 52.217-4 Evaluation of Options Exercised at Time of Contract Award FAR 52.217-5 Evaluation of Options.

GSAM 552.217-70 Evaluation of Options.

FAR 52.204-24 Representation Regarding Certain Telecommunications and

Video Surveillance Services or Equipment (Effective 8/13/2020)

FAR 52.204-25 Prohibition on Contracting for Certain Telecommunications and

Video Surveillance Services or Equipment (Effective 8/13/2020)

Addendum: FAR 52.212-1 Instructions to Offerors-Commercial Items

The clause 52.212-1 Instructions to Offerors-Commercial Items is tailored in paragraph (b), to replace the entries showing “SF-1449” references with [vendor quote submittal sheet] and paragraph (h) “Multiple Awards” is replaced with Single Award Agreement.

FAR 52.252-2 Clauses Incorporated by Reference

FAR/GSAM Clause Title

GSAM 552.211-73 Marking GSAM 552.232-78 Payment Information GSAM 552.211-77 Packing List (1996) FAR 52.216-2 Economic Price Adjustments

GSAM 552.211-75 Preservation, Packaging and Packing GSAM 552.232-78 Payment Information FAR 52.204-6 System for Award FAR 52.247-34 FOB Destination FAR 52.203-5 Covenant Against Contingent Fees FAR 52.203-17 Contractor Whistleblower Rights and Requirements

FAR 52.204-13 System for Award Management Maintenance FAR 52.204-19 Incorporation by Reference of Representations and FAR 52.222-20 Contracts for Materials, Supplies, Articles, and FAR 52.233-3 Protest After Award FAR 52.212-4 Contract Terms and Conditions - Commercial Items FAR 52.249-2 Termination for Convenience

Begin Regulation

GSAM 552.242-70 (Feb. 2009) Status Reports of Orders and Shipments

The Contractor shall furnish to the Procuring Contracting Officer (PCO) a report covering orders received and shipments made during each calendar month of contract performance. The information required by the Government shall be reported on GSA Form 1678, Status Report of Orders and Shipments, in accordance with instructions on the form. The information required by the GSA Form 1678 may also be submitted in an automated printout form if authorized by the PCO. Alternatively, the required information may be reported by electronic data interchange using ANSI standards. For further information, contact GSA’S Region 2 Global Supply Center, Acquisition Division (QSDJAA) or the points of contact listed in section 1.1. Reports shall be forwarded to the PCO no later than the seventh workday of the succeeding month.

A copy of GSA Form 1678 will be forwarded to the Contractor with the contract. Additional copies of the form, if needed, may be reproduced by the Contractor.

4. C harges for Marking and Labeling

If vendors are noncompliant with clause 552..211-73 Marking; and all other contract clauses addressing marking, labeling, and packaging the contractor maybe charged for incorrect packaging or marking.

If supplies shipped are not packaged, packed, and marked in accordance with contract requirements, the Government has the right, without prior notice to the Contractor, to perform the required repackaging/repacking/ remarking, by contract or otherwise, and charge the Contractor therefore at the following rates:

First Hour-$150.00 Each Additional Hour -$70.00

A minimum of 2 hours is required for each incident, making the minimum charge for re-marking is $220.00

The Contractor may also be charged for material costs, if incurred. This right is not exclusive, and is in addition to other rights or remedies provided for in this contract. The rate in the above clause shall be determined and may be periodically updated by the Commissioner, Federal Acquisition Service, or a designee. Charges, shall be applicable to the following:

o Vendor non-compliance with 552.211-73or for any vendor actions leading to non-• compliance with proper "Marking and Labeling.

o Repeated or continual frustrated freight of the vendor shipments. Once a vendor has been notified, if frustrated freight continues to occur, a minimum of $220 per instance shall apply. The Government reserves the right to increase this amount at any time in the future with 30 days' notice.'' o For more information on frustrated freight and how to avoid it, see Attachment

C- Cheat Sheet: Tips to Avoid Frustrated Freight NOTE: For instructions/assistance with proper Packaging, Labeling, and Marking, please visit httpS://VSC.GSA.gov/MarkingLabelingPackaging/or see Attachment B, below.

4.1 The successful quoter(s) will be provided with a guide to avoiding Frustrated Freight and Standard Operating Procedures for the Vendor Supplier Network after award.

4.2 The successful quoter(s) will be required to provide examples of proper labels to the contracting officer before being approved to begin shipping.

5. O rdering Procedures Orders will be sent through Electronic Data Interchange (EDI) or Vendor Portal.

Facsimile is not an acceptable method of receiving orders. If the successful awardee(s) is not currently receiving orders via EDI or Vendor Portal, the awardee will need to be on boarded into either of the aforementioned systems prior to receiving orders. Please refer to the attachment entitled Attachment C for Instructions on EDI and Vendor Portal for more information on EDI Vendor Portal requirements.

5.1 Order Status and Delivery

• GSA must have an established integrated process to enhance customer service, measure performance, and have visibility across supply chain activities. Vendor must provide proof of delivery, order tracking information and delivery confirmation status (shipping, tracking and returns) for multiple carriers via secure internet environment (HTML, XML). This w o u l d includes seamless access to shipping functionality, from the time of order entry to time of delivery with integration into EDI. At a minimum, this must include translation of event data from shippers, event monitoring (with expected and actual transit times), and alert notification. Failure to comply with order tracking information will be documented as a performance issue.

5.2 Order Items and Pricing

• The fixed prices are not subject to modification during the first 12 months of this MAS BPA resulting from this RFQ.

• The discount pricing relationship between commercial prices and current Direct Delivery MAS BPA prices at the time of establishment shall remain the same throughout the life of the MAS BPA.

6. Export Procedures:

6.1 Shipments to GSA DOD overseas customers are shipped using the Defense Transportation System (DTS). Shipments to federal civilian agencies are shipped via the GBL (Government Bill of Lading) method.

6.2 Shipments must be marked in accordance with FED-STD 123H for civilian agencies and MIL- STD 129R for military and Department of Defense Agencies as per GSAM 552.211-

73. . Marking requirements can be found at: h ttps://vsc.gsa.gov/Marking Labeling P packaging

6.3 See Attachment B below for additional Marking, Labeling and Packaging Requirements for GSA/ FAS Export Shipments.

6.4 Routing Instructions:

Vendor will comply with routing instructions contained in item 10. SHIP TO/REQUIRED MARKING of the GSA notices to deliver, GSA Form 3186, or EDI/XML. When directed,vendors must register with the GSA VANS (Value Added Network System program management office for electronic transmission of notices to deliver information from GSA to the vendor and for vendor transmission of requests for shipping instructions to a GSA regional transportation office. The appropriate GSA transportation office will determine the method and mode of shipment. Vendors will comply with the instructions from the GSA regional transportation office. Vendors are subject to payment of any charges or penalties over what would have been charged had the vendor followed the instructions from the GSA regional transportation office.

General Routing Determination:

A Container-Load (CL) shipment is defined as a shipment that is 800 cft in volume or greater and/or 10,000 lbs. or greater in weight, or any shipment which will occupy at least half of a standard 20’ dry seavan, when the volume and weight of the container contents are evenly distributed over the floor of the container (for export purposes a seavan is referred to as a “container”).

DoD DTS export shipments to DoD consignees:

Shipping instructions for surface export LCL (Less-than container-Load) shipments will be provided in block 10 of the GSA notice to deliver. Routing information for export air and export Container Load (CL) shipments, and shipments consigned to US Navy vessels, will be provided by a GSA regional transportation office. Vendors will be directed to move LCL surface (water) shipments to a DOD containerization and consolidation point (CCP). The GSA regional transportation office will obtain instructions from the Navy for LCL shipments to Navy vessels, and pass these on to the vendor.

Civilian agency export shipments:

Civilian agency export CL and LCL shipments will be routed and shipped via the GBL method.

6.2Vendor Shipping Responsibilities:

Vendors will not ship a CL shipment to a depot. CL shipments shipped to a depot will be refused and diverted to a temporary safe haven or will be booked directly to a vessel and will be delivered to a water port. Vendors shipping CL shipments to depots in violation of this rule will be responsible for reshipment charges or any charges over what it would have taken to ship the shipment had the GSA regional office routed the shipment.

6.3 FOB Destination shipments:

FOB Destination CL shipments will be booked directly to a vessel and will be routed to a CONUS (Continental United States) seaport port or, in the case of shipments to Canada and areas south of CONUS, to the point at or near the border at which the shipment will exit the CONUS. In the case of Navy shipments to vessels the vendor will be directed to deliver CL or LCL shipments to a designated receipt point.

6.4 Source Loading and/or Container Stuffing:

Container stuffing is the loading or placing of items into a seavan for export shipment. Source loading is the stuffing of a container at a vendor’s inland facility. Source loading minimizes the exposure of a shipment to damage through second handling. Source loading maintains vendor liability for damages/shortage to the container contents provided there is no external evidence of damage to the container, the seal is unbroken, or there is a damage report from a carrier that handled the container.

Source loading is the express policy of GSA. Transportation and related FOB Destination charges are the vendor’s responsibility and vendors are responsible for all charges to port in gate (delivery of and transit through the port gate to ocean carriers’ port terminals). Transportation and related charges after port in gate are the responsibility of the overseas customer. Source loading provides stuffing of containers at vendors’ facilities at vendors’ expense and eliminates unnecessary costs to the customer consignee. Stuffing charges are not to be passed on to the customer unless the vendor can prove that a monetary benefit will accrue to the government/customer.

6.5 Rollovers and Advances:

GSA CL surface export shipments are booked directly to a vessel. Booking is the reservation of container space aboard a vessel. A Rollover (“roll) is the rebooking of a shipment from a vessel to which booked to an earlier vessel sailing. Vendor is responsible for notifying the GSA regional transportation office NLT 48 hours prior to the vessel cutoff date of any requirement to advance or roll a booking. Vendors are subject to $250.00 in liquidated damages for failing to notify the GSA regional transportation office of a need to advance or roll a shipment within 24 hours of the vessel/gate cutoff.

6.6 Shipping and customs documents:

Upon booking the GSA regional transportation office will furnish the vendor shipping and customs documents. Vendor will comply with instructions contained therein.

6.7 Special instructions for CENTCOM consigned containers:

Seavan(s) consigned to the Central Command (CENTCOM) area of operations (Afghanistan, Kuwait, Iraq, Qatar, etc.) are required to be fitted with a Radio Frequency Identification (RFID) tag and 72” cable seals and 1/4” bolt seals. Cable and bolt seals must be provided by the vendor, however RFID tags will be provided by GSA. It is imperative that as the container(s) is/are loaded (or as soon as possible thereafter) required information in the SHIPPING INSTRUCTIONS (DRAFT) is provided to the GSA regional transportation office. Once the GSA regional transportation office receives the required information they will prepare Radio Frequency Identification (RFID) tag(s), custom forms, and the final Sis, (Shipping Instructions) for each container. These will be FedEx to vendors before noon next day delivery. Each tag and its documents are unique to that one container, and may not be switched or substituted. Seavan(s) must remain overnight until the RFID tag(s), etc., arrive, therefore when the transportation company calls to deliver the sea van, vendors must alert them that the seavans will be a “Drop & Pick”.

6.8 Packing, Marking, Labeling and Documentation:

6.8.1 Packing: Packing shall be in accordance with commercial packing requirements.

Packaging:

Packaging shall be in accordance with the latest edition of ASTM D 3951-98, “Standard Practice for Commercial Packaging” available at w ww.ASTM.org.

Wood Packaging Materials (WPM). WPM means wood pallets, skids, load boards, pallet collars, wooden boxes, reels, dunnage, crates, frame and cleats. The definition excludes materials that have undergone a manufacturing process, such as corrugated fiberboard, plywood, particleboard, veneer, and oriented strand board (OSD).

· All OCONUS shipments that require use of WPM must meet requirements of International Standards for Phytosanitary Measures (ISPM) 15, "Guidelines for Regulating Wood Packaging Materials in International Trade."

· All WPM shall include certification/quality markings in accordance with the ALSC standard. Markings shall be placed in an unobstructed area that will be readily visible to inspectors. Pallet markings shall be applied to the stringer or block on diagonally opposite sides of the pallet and be contrasting and clearly visible. All containers shall be marked on a side other than the top or bottom, contrasting and clearly visible. All dunnage used in configuring and/or securing the load shall also comply with ISPM 15 and be marked with an ASLC approved DUNNAGE stamp.

Please note – Below is updated palletization information pertaining to direct delivery shipments. This supersedes palletization information noted in Item Purchase Descriptions in zip files.

PALLETIZATION & PREPARATION FOR DELIVERY: The item(s) shall be packaged and packed to afford adequate protection against physical damage during shipment from the supplier to the first receiving activity. The pack shall comply with the rules and regulations applicable to the mode of transportation. The package shall be the same as that normally provided by the supplier. If pallet or skid is used for shipping, it shall be made in accordance with normal industry standards. In the event a wooden pallet or skid is used for shipping, the following notice shall apply:

Notice of special requirements for shipment to all countries that have endorsed the IPPC Guidelines for treatment of non-manufactured wood packaging: The International Plant Protection Convention (IPPC) has approved and published on March 15, 2002, Guidelines for Regulating Wood Packaging Material in International Trade . Countries endorsing the IPPC Guidelines are found at http://www.aphis.usda.gov/ppq/swp/.

Clause D-FSS-468 requires non- manufactured wood pallets and other non-manufactured wood packaging material used in shipments destined to IPPC compliant countries require the appropriate wood treatment. Additionally, shipments delivered to DOD distribution facilities or freight consolidation points for eventual delivery to or through EU/IPPCcountries shall comply with applicable DLA Regulations and Procurement Letter

PROCLTR 02-17.

6.8.2 Marking/Labeling:

• All unit, intermediate, transport packages and unit loads shall be marked for delivery to Civilian Agencies in accordance with commercial standards. (See attachment A. for a list of data elements required.) An example of a commercial shipping label is included in attachment X.

• All unit, intermediate, transport packages and unit loads shall be marked and labeled for delivery into a GSA distribution facility in accordance with

FEDSTD- 123.

• All unit, intermediate, transport packages and unit loads shall be marked and labeled for delivery to military activities, including all orders destined for OCONUS, in accordance with the latest version of MIL-STD-129, “Military Marking for Shipment and Storage”.

• MIL-STD-129 requires that a Military Shipping Label (MSL) be affixed to the outside of the shipping container. The label includes requisition number (REQN), priority code (PRI), project code (PRO J), required delivery date (RDD), transportation control number (TCN), etc.. The required data shall be preceded by the abbreviation shown herein. The GSA Contracting Officer must approve any deviation to this label. An example of an MSL is included in attachment X.

• Labels attached to boxes that will be shipped OCONUS shall be a water-resistant grade of paper, and be protected with a clear coating that will not interfere with scanning and reading printed information.

• “Latest version” of FED-STD-123 and MIL-STD-129 is defined as the version in effect on the date of bid submission. Federal Standards and Military Standards can be accessed on-line via the h ttp://assist.daps.dla.mil/quicksearch.

6.8.3 DOCUMENTATION:

The vendor shall produce one of two different types of shipping documentation:

commercial and FEDSTRIP/MILSTRIP.

• Commercial documentation requirements. A shipping document

(packing list) will be produced and provided for all packages for orders designated as commercial. The commercial shipping document will list all items included in the package or box.FEDSTRIP/MILSTRIP documentation will be required for all OCONUS shipments. A DD Form 1348 will be provided with these orders.

6.14 Commercial Documentation Requirement:

• A shipping document (packing list) will be produced and provided for all packages for orders designated as commercial. The commercial shipping document will list all items included in the package or box.

• Attachment 2 is a copy of a commercial shipping document with representative variable data. All variable data will be either transmitted to the contractor on the EDI 850 Notice to Deliver or derived from the contractor’s internal cataloging/product information. The commercial shipping document will be furnished with each shipment. In a one-package shipment the commercial shipment document shall be affixed to the exterior of the package using an adhesive, packing list envelope. Multi- package shipments will be clearly labeled in a manner to reference the commercial shipping document, which shall be affixed to the lead carton. For “multi-packs” (boxes containing more than one type of product) a copy of the commercial documentation shall additionally be included in the box clearly identifying box contents.

7. S ystem Interface and Integration Electronic Data Interchange (EDI) and Vendor P ortal (VP)

Facsimile is not an acceptable method of receiving orders. If the successful awardee(s) is not currently receiving orders via EDI or Vendor Portal, the awardee will need to be onboarded into either of the aforementioned systems. Please refer to the attachment entitled A ttachment C for Instructions on EDI and Vendor Portal.

Said vendor must be able to conduct business utilizing a standardized electronic method (either EDI or Vendor portal). All transactions will be submitted to and received by the prime contractor only. Under this TC, GSA will not conduct electronic transactions with the prime contractor’s subcontractors or dealers.

Figure 1 (Commercial Packing List)

The Commercial Packing List data elements:

Order Level Data:

1. GSA Logo (this is not a requirement)

2. Return address:

• GSA Global Supply

• C/O Vendor Name

3. For customer service, call 1-800-525-8027 and select option 2 Customer order number (8 – 10 numeric; number is returned on the 856 transaction set)

4. Document or Requisition Number (14 A/N; returned on the 856 transaction set)

5. Printed Date (format: MM/DD/YYYY)

6. Activity Address code (six A/N; place after Ship To title)

7. Ship To Address:

• Address 1 (35 A/N; all 35 required to be visible)

• Address 2 (35 A/N; all 35 required to be visible)

• Address 3 (35 A/N; all 35 required to be visible)

• City, State, and Zip Code (35 A/N; all 35 required to be visible)

8. Marketing Message (120 A/N; all 120 must be visible, may be blank; bottom of packing slip)

9. Agency Internal code (six A/N; may be blank)

10. Priority code (PRI) (two A/N; default to 06 if blank)

• If this data is passed by the 850, provide it in the packing list.

11. Project Code (PRJ) (three A/N; may be blank)

• If this data is passed by the 850, provide it in the packing list.

12. Required Delivery Date (RDD) (three A/N; may be blank)

• If this data is passed by the 850, provide it in the packing list.

13. Transportation Control Number (TCN) (17 A/N; may be blank)

• The TCN is optional for domestic orders.

14. Mark-for Data (two lines of 45; all 45, per line, required to be visible)

Line level data:

A. Part Number B. Description C. Quantity Shipped and backordered D. Unit of Issue E. Extended Weight F. Unit Selling Price G. Extended Price H. Extended Order Total

1. Document or Requisition Number

Figure 2 (DD Form 1348)

Issue Release/Receipt Document (DD Form 1348) Packing List (Fig. 2)

Data Elements (DoD Usage):

• Data Identifier Format (ANSI Standard)

• Document Number

Includes Suffix Code when applicable

• National/NATO Stock Number (NSN) or Stock Identification Elements

May reflect NSN, CAGE Code/part number, FSC, etc., as applicable. May also include associated coding, e.g., Type of Pack, USN Special Material Identification Code (SMIC) or USAF Materiel Management Aggregation Code (MMAC)

• Quantity and Unit of Issue Do not include leading zeros

• Routing Identifier Code

• Condition Code

• Unit Price

Configured as 5-digit whole dollars, decimal, and 2-digit cents followed by "USD" indicating U.S. dollars. Do not include leading blanks.

• National Motor Freight Classification Commodity Number

• Data Identifier Format (ANSI Free Text)

• Project Code

DoD Distribution Code

Three-position field must reflect blanks as applicable. Blanks may be located in any position.

• Consignee DoDAAC

Reflects ship-to DoDAAC (Block 3)

• Nomenclature

• Required Delivery Date (RDD) May reflect RDD in DDD format or special codes, e.g., expedited shipment and handling (Code 999), Not Mission Capable Supply (NMCS) (Code N_J, etc.

• Requisition Priority Designator (PD)

• Partial Shipment Indicator

• Supplementary Address

Derived from rp 45-50 of the requisition

Figure 3(Commercial Shipping Label)

Commercial Shipping Label (Fig. 3)

Data Elements:

The dimensions of a commercial shipping label are approximately 4 inches by 6 inches.

The size may vary: one GSA version at 5-1/2 inches by 8 inches allows the incorporation of warehouse processing barcodes.

The following are the data elements that should be included on a commercial shipping label:

" TCN. The Transportation Control Number is a 17 character data element assigned to control and manage every shipment unit throughout the transportation pipeline. The TCN for each shipment is unique and not duplicated. It is critical for forwarding shipments overseas. Data from the 850.

17 digit 3 of 9 barcode, Human Readable Interpretation [HRI] above or below the barcode; above preferred. If vendor splits the order into 2 or more shipments, position 16 is incremented starting at "A" (excluding "1" and "0" if:

-An order of two or more boxes and the boxes are shipped on different days. - An order is filled from more than one physical location.

" FROM. Agreed name for distribution point, (for example, GSA Hardware Distribution Center, etc.), followed by actual address and phone number.

GSA logo required on the logo or nearby

" DATE. Julian date shipped.

" RDD. Required Delivery Date. From 850.

" POSTAGE DATA. Optional area for placing permit or mail manifesting data. " SHIP TO/POE. For domestic customers, this may contain the clear-text address of a consolidated receiving activity, or may be blank. For export orders, the 850 will provide the address of the port or containerization activity, which should be suppressed in the event of mail shipment.

" PIECE or PIECES. Zero-filled 5 digits 3 of 9 barcode of the piece number in the shipment of the particular piece to which this label is attached. HRI of piece number is followed by "OF" and number of pieces in this shipment.

" PROJECT Code. Project Code, as furnished in the 850.

" FMS CASE. Last 3 positions of supplemental address code on 850 when 850 requisition numbers begins with B, D, P, or T.

" TRANSP PRIORITY, TP, or PRIORITY. Transportation Priority.

Derived from 850 Priority and RDD, as explained previously.

" POD. Port of Debarkation. Furnished on the 850.

" ULTIMATE CONSIGNEE or MARK FOR. Clear text address of customer receiving the goods; furnished in the 850. Block also contains 6 digits, 3 of 9 barcode of customer's Activity Address Code, also furnished in 850.

• TCMD/SUPPLY INFO. PDF 417 barcode of select transportation data elements, some of which are furnished on the 850, and some of which must be derived by the vendor. Also contains select supply data, all of which will be furnished on the 850 with the possible exception of quantity actually shipped, which will be provided by the vendor.

All other fields shown on the sample are optional, and the fields themselves may be omitted.

Military Shipping Label (Fig. 4)

Data Elements:

The Military Shipping Label (MSL) contains information on the specific customer location. Unless specifically exempted in the contract, all shippers will apply address marking using a bar coded MSL. This includes shipments to domestic and overseas destinations. The MSL shall contain the following:

" T C N

" Transportation Account Code (TAC)

" Consignor address

" Type of Service/Postage

" Ship to/POE

" Transportation Priority

" Project Code

" Ultimate Consignee/mark for address

" Weight (lbs.)

" Required Delivery Date (RDD)

" Cube (ft.)

" Piece Number

ADDITIONAL APPLICABLE CLAUSES

D-FSS-462 MAXIMUM WEIGHT PER SHIPPING CONTAINER

(MAY 1995)

In no instance shall the weight of a shipping container and its contents exceed 23 kilograms (51 pounds), except when caused by (1) the weight of a single item within the shipping container, (2) a prescribed quantity per pack for an item per shipping container, or (3) a definite weight limitation set forth in the purchase description.

E-F FSS-522 INSPECTION AT DESTINATION (MAR 1996)

(a) )

Inspection by the Government. It is anticipated that the supplies purchased under this contract will be inspected at destination by the Government to ensure conformance with technical requirements as specified herein.

(b) ) Responsibility for Rejected Supplies. If, after due notice of rejection, the

Contractor fails to remove or provide instructions for the removal of rejected supplies pursuant to the Contracting Officer's instructions, the Contractor shall be liable for all costs incurred by the Government in taking such measures as are expedient to avoid unnecessary loss to the Contractor. In addition to any other remedies which may be available under this contract; the supplies may be stored for the Contractor’s account or sold to the highest bidder on the open market and the proceeds applied against the accumulated storage and other costs, including the cost of the sale.

(c) ) Additional Costs for Inspection and Testing. When prior rejection makes re-inspection or retesting necessary, the following charges are applicable.

When inspection or testing is performed by or under the direction of GSA, charges will be at the rate of $22.00 per man- hour or fraction thereof if the inspection is at a GSA distribution center; $26.00 per man-hour or fraction thereof, plus travel-costs incurred, if the inspection is at another location; and $26.00 per man-hour or fraction thereof for laboratory testing, except that when a testing facility other than a GSA laboratory performs all or part of the required tests, the Contractor shall be assessed the actual cost incurred by the Government as a result of testing at such facility. When inspection is performed by or under the direction of any agency other than GSA, the charges indicated above may be used, or the agency may assess the actual cost of performing the inspection and testing.

G-FSS-908 PLACEMENT OF ORDERS IF CONTRACTOR FAILS

TO PERFORM (JUN 1996)

(a) Timely delivery in accordance with the terms and conditions of this contract is essential to the accomplishment of the mission of the General Services Administration and the agencies it supports.

(b) GSA may defer the placement of Purchase Orders against this contract at any time when GSA determines, at its sole discretion, that the Contractor has either failed to make progress or becomes delinquent on Purchase Order(s) which have been issued against the contract. The period of deferment shall last until such time as the Government is satisfied that the Contractor is capable of making timely delivery.

(c) During the period of deferment of placement of Purchase Orders, the Government may procure its requirements from a source other than the Contractor.

(d) The Procuring Contracting Officer (PCO) shall notify the Contractor either orally (confirmed in writing) or in writing of any decision to defer placement of Purchase Orders pursuant to this clause.

(e) Any action initiated by the government to acquire contract items from alternate sources pursuant to this clause may continue to completion notwithstanding the fact that the Contractor may no longer be delinquent at the time the procurement transaction with an alternate source is completed.

The Contractor will NOT be held liable for excess costs on those quantities procured elsewhere as a result of the Contractor's failure to perform. However, all in-house orders are subject to all terms including delivery requirements and termination for cause/excess cost provisions. Contractor's prices shall remain the same throughout the term of the contract notwithstanding the fact that some orders may be placed with alternate sources.

NOTE: The rights and remedies of the Government in this clause are in addition to other rights and remedies provided by law or under this contract.

ATTACHMENT A

MARKING GUIDE

Government contracting laws require contracting officers to include the clause at 552.211-73, Marking, in solicitations and contracts for supplies when deliveries may be made to both civilian and military activities and the contract amount is expected to exceed the simplified acquisition threshold. The clause states:

552.211-73 MARKING (FEB 1996) 511.204(b)(1)

(a) general requirements. Interior packages, if any, and exterior shipping containers shall be marked as specified elsewhere in the contract. Additional marking requirements may be specified on purchase orders issued under the contract. If not otherwise specified, interior packages and exterior shipping containers shall be marked in accordance with the following standards.

(1) ) D eliveries to civilian activities. Supplies shall be marked in accordance with

Federal Standard 123, edition in effect on the date of issuance of the solicitation.

(2) ) D eliveries to military activities. Supplies shall be marked in accordance with

Military Standard 129, edition in effect on the date of issuance of the solicitation.

(b) I mproperly marked material. When Government inspection and acceptance are at destination, and delivered supplies are not marked in accordance with contract requirements, the Government has the right, without prior notice to the Contractor to perform the required marking, by contract or otherwise, and charge the Contractor, therefore at the rate specified elsewhere in this contract. This right is not exclusive, and is in addition to other rights or remedies provided for in this contract.

Federal Standard 123, Marking for Shipment (Civil Agencies) is now in revision H.

Military Standard 129, Military Marking for Shipment and Storage, is now in revision P and Change Notice 4. Both documents establish the requirements for marking unit, intermediate, and exterior (transport/shipping) packages, and unit loads.

These standards require suppliers to correctly mark shipments of supplies at all levels of packaging - including the unit pack, carton, case and pallet. Marking include the application of numbers, letters, labels, tags, symbols, or colors to provide identification and to expedite handling during shipment and storage. The following are some illustrations of how marking should be when contractors ship to both civilian and military agencies:

M arking per FED-STD-123

Marking for Shipment to (GSA), and to other civil agencies shall be as shown below in the figures:

• Marking shall be clear, legible, permanent, and in English

• Marking shall be located at least on one side or face of the package. The preferred side or face is the end panel, but any of the four faces of a carton may each display the complete marking requirements

• Marking shall be orientated in a palletized load so that it is visible to the handler

• Transport packages and unit loads shall not be marked on the top or bottom of the carton.

• Material regulated by Federal law or regulation shall be marked in accordance with those requirements.

• Labels and tags shall be securely attached to the item or package when the surface will not support the necessary marking.

• The marking order sequence shown is preferred, but not mandatory.

• Each palletized or unitized load shall have two labels affixed on adjacent sides of the load (Para. 4.1.3).

• Transport Packages when consolidated into Unit Loads Moving in full Truckload or Carload Shipments containing one NSN shall be marked as a transport package except that consignor and consignee marking is not required on either transport packages or unit loads (Para.4.1.4).

• The shipping label with the consignor and consignee information shall be located on two unit loads closest to the door of the truck or carload shipment (Para.4.1.4)

• Special Marking requirements such as TCN is described in Paragraph 4.3

• Pictorial marking is described in Paragraph 4.4

• Barcode marking specifications is described in paragraph 4.5

F igure 1: Unit and Intermediate marking per Fed -Std-123

F igure 2: Transport package marking per Fed -Std-123

F igure 3: Palletized loads shall have two adjacent shipping labels showing the information below

M arking per MIL-STD-129

U NIT & INTERMEDIATE PACK

W ith Linear (Code 39) Bar Codes

General marking requirements for unit and intermediate packs are divided into two categories:

# 1 - identification markings are in paragraph

4.1.1 # 2 - bar code markings are in paragraph 4.4.1.1

Placement of the identification markings is described in paragraph 4.3.1. When a barrier bag is used within another unit container, both the bag and the outermost container must be marked.

Placement of the bar code markings is described in paragraph 4.4.2.

Unit containers used as shipping containers should be marked as an exterior container (paragraph 4.1.1).

F igure 4

U NIT & INTERMEDIATE PACK

W ith 2D (PDF417) Symbol and Unique Item Identifiers

General marking…