USAID Warehousing and Logistics Solicition.pdf

May 20, 2024

SUBJECT: Request for Quote RFQ : 7200AA24R00069

REFERENCE: Sole-Source USAID/BHA Warehousing and Logistics Services in Brisbane, Australia and Port Moresby, Papua New Guinea.

Dear Vendor:

The United States Government, represented by the U.S. Agency for International Development (USAID), intends to sole-source an award below the Simplified Acquisition Threshold ($250,000) to Palladium International of a contract for warehousing and logistics services in Brisbane, Australia and Port Moresby, Papua New Guinea. This solicitation is being issued for commercial items pursuant to FAR part(s) 12 & 13. The NAICS Code for this procurement is 493110 with Geographic Code 935. This procurement has no set asides.

USAID intends to sole-source this requirement as per FAR 13.106(b)(1) based on a Memorandum of Understanding between USAID and DFAT, Australia’s Department of Foreign Affairs and Trade. The warehousing and logistics services under the resulting contract will be utilized to support ongoing humanitarian missions globally. Please review the attachment and submit a proposal no later than 1700 Eastern Time (ET) on June 28, 2024, to Marvin Brown and Robert Bryan Hicks, via email at rohicks@usaid.gov and marvbrown@usaid.gov.

Your proposal must contain the information requested in this solicitation as well as confirmation of an ACTIVE System for Award Management (“SAM”) registration at the time of offer submission.

If there are any questions or concerns, please address them toMarvin Brown and Robert Bryan Hicks via email at rohicks@usaid.gov and marvbrown@usaid.gov, by 1100 ET June 10, 2024 Phone inquiries will not be accepted. This request for proposal in no way obligates USAID to the award of a contract, nor does it commit USAID to pay any costs incurred in the preparation and submission of a proposal.

Sincerely, Robert Bryan Hicks, Contracting Officer U.S. Agency for International Development Office of Acquisition & Assistance mailto:lchang@usaid.gov mailto:lchang@usaid.gov

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES/PRICES

SECTION C – DESCRIPTION / SPECIFICATIONS / STATEMENT OF WORK

SECTION D - PACKAGING ANDMARKING

SECTION E - INSPECTION AND ACCEPTANCE

SECTION F - DELIVERIES OR PERFORMANCE

SECTION G - CONTRACT ADMINISTRATION DATA

SECTION H - SPECIAL CONTRACT REQUIREMENTS

SECTION I -- CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION J - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

PART IV REPRESENTATIONS AND INSTRUCTIONS

SECTION K - REPRESENTATIONS, CERTIFICATIONS, AND OTHER

STATEMENTS OF

BIDDERS

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS FOR

PREPARATION OF THE TECHNICAL SUBMISSION

SECTIONM – EVALUATION FACTORS FOR AWARD

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES/PRICES

B.1 PURPOSE

The purpose of this contract is to provide warehousing and logistics services as described in detail in Section C, the Statement of Work.

B.2 CONTRACT TYPE

This is a firm fixed unit type contract. The total ceiling price of this award for the base period and any options exercised may not exceed the Simplified Acquisition Threshold, currently $250,000. The Government hereby initially obligates the amount of $(TBD) which will be payable as described in Section G.4 of this Contract.

B.3 CONTRACT CEILING

USAID anticipates incrementally funding this contract and total funding shall not exceed the ceiling amount over the period of performance which may not exceed the expiration of the Memorandum of Understanding.

B.4 PRICE SCHEDULE

Please provide prices as requested in the table below. Any associated costs associated with providing space to USAID may not be included in the prices below per the MOU. The vendor will be required to certify they have not included the cost for warehouse space in their firm fixed unit prices.

If incurred, the following charges will be reimbursed at cost with supporting documentation of incurred and paid charges as these are pass-through charges. These charges include the following, but are not limited to:

VEHICLES AND EQUIPMENT MAINTENANCE

FUMIGATION (PER PALLET)

DISPOSITION OF COMMODITIES

REPALLETIZATION/REPACKAGING

Management, administration and overhead expenses (except the provision of warehouse space per the MOU) shall be included in your monthly (i.e per pallet) invoice. Expenses for additional services shall be reimbursed by the government on the basis of actual costs incurred. All of the below pricing shall be proposed for each of the two year base period and two option periods of this contract. If offeror wishes to submit separate pricing for Brisbane and Port Moresby, please submit two different pricing sheets - one for Brisbane and one for Port Moresby (see word attachment)

RATE DESCRIPTION

TWO YEAR

BASE

PERIOD

OPTION

YEAR 1

OPTION

YEAR 2

ESTIMATE

MONTHLY REGULAR STORAGE RATE

PER STANDARD PALLET (40”x48”x50”)

16 pallets per month

PRICE PER PALLETIZATION,,

STRAPPING AND/OR SHRINK

WRAPPING (IF NECESSARY)

$ PER PALLET

32 pallets per year

PRICE FOR RE-LABELLING (1-4 LABELS

PER PALLET, SIZE/COLOR MAY VARY), $

PER PALLET,

32 pallets per year

HANDLING RECEIPT

OF COMMODITIES,

DOOR TO FLOOR

$ PER 40 FT

TRAILER

4 times per year for each (20ft and 40 ft)$ PER 20 FT

TRAILER

HANDLING

RE-DELIVERY OF

COMMODITIES,

FLOOR TO DOOR

$ PER 40 FT

TRAILER 4 times per year for each (20ft and 40 ft)$ PER 20 FT

TRAILER

DELIVERY OF

COMMODITIES

TO/FROM Brisbane Australia and Port Moresby, Papua New Guinea

INTERNATIONAL

AIRPORT,

FLOOR TO

AIRPORT/SEA PORT

$ PER 40 FT

TRAILER

4 times per year for each (20ft and 40 ft)$ PER 20 FT

TRAILER

CUSTOM SERVICE

FEES

Total Price

* An estimate is provided for pricing purposes only. Requirements will vary each month based on the frequency, type, and magnitude of emergency responses, as well as the stock replenishment needs. Primary storage and handling requirements are for up to 8 warehouse pallets per location.

Other pallet types and logistics services in the “estimates” section are for reference only.

END OF SECTION B

SECTION C – DESCRIPTION / SPECIFICATIONS / STATEMENT

OF WORK

C.1 BACKGROUND

The U.S. responds frequently to humanitarian needs due to natural disasters and complex emergencies in various countries around the world. The sudden-onset nature of many of these events requires USAID to immediately dispatch emergency relief commodities anywhere that they are required. To ensure availability of commonly requested materials, USAID maintains stockpiles in strategic locations around the world.

This contract will be made in accordance with the negotiation authority of U.S. Federal Acquisition Regulation 13.5 – Simplified Procedures for Certain Commercial Items and subpart 12.6, as supplemented with additional information and requirements in this notice. This announcement constitutes the only solicitation. A written proposal is requested in response to this solicitation. A separate written solicitation will not be issued.

The authorized source, origin, and nationality for this procurement is USAID geographic code 935.

C.2 SCOPE

The purpose of this contract is to implement the storage and transport of non-food items (NFIs) acquired and prepositioned by the U.S. Government in the facility managed and operated by the Contractor. Specifically, the Contractor will accommodate NFIs in a covered, clean, and secure warehouse using racking and bulk storage as appropriate based on the nature of the goods and will also provide relevant logistics support.

Full logistics services will also be made available by the Contractor, including, but not limited to, loading, unloading, transport, (re-)packing, labeling, general inspection, and procurement of ancillary support items. The nature of USAID’s emergency relief work means that any successful Contractor will need to be available for 24/7 operations.

C.3 OBJECTIVES

The primary objective of this solicitation is to establish a contract for warehousing and logistics services with Palladium International in a Contractor-managed and operated facility that will enable USAID to preposition humanitarian relief commodities in Brisbane, Australia and Port Moresby, Papua New Guinea for release and transport to air/seaports for eventual use in emergency relief operations as provided for in the MOU.

C.4 REQUIREMENTS

A. Warehouse Overview: The proposal must include the general description of the facility where USAID commodities will be stored, including but not limited to:

a. Location and overall size of the premises, warehousing facility(ies), and adjacent office space; size and capacity of facility(ies), including floor size, number of pallet positions, space for staging, number of loading bays, number of loading doors, etc.

b. Equipment available, including the number/type of forklifts available and used on the floor, containers, trailers, trucks, etc.

c. Staffing capacity, including the number of staff typically working in the warehouse and their positions as well as ability to staff up during surge operations.

d. Security, including protocols, physical infrastructure, personnel, and insurance of commodities.

e. Additional services provided by the warehousing facility with detailed description of those services, including but not limited to cleaning, pest control, etc.

B. Warehouse Management: Warehouse management and operational services sought for this contract include facility management, inventory control and reporting, loading and unloading conveyances, commodity handling, transportation, or arranging transportation, to or from the Airport or Seaport , and customs clearance on an as-needed basis. The Contractor must hold all appropriate permits and licenses and abide by all national and local laws, to store and transport goods, including hazardous goods.

The Contractor shall be responsible for accounting for all of USAID's inventory in the warehouse and shall provide a monthly inventory report including inbound and outbound actions to the Contracting Officer’s Representative. The inventory report template shall be provided by USAID or a template already in use by the Contract that is mutually agreed between the two parties. The inventory template shall include the type of commodity, quantity, quantity received, quantity dispatched, shipping document reference numbers, and other relevant information, including cargo loss or damage.

The Contractor must have a commodity management and reporting system in place and provide USAID access to the regular reports. . USAID may have a standard reporting schedule and format that the Contractor is expected to use. USAID is currently developing a Humanitarian Inventory Management System (HIMS) that the Contractor is expected to use for entering all transactions directly into that system. In addition to that report, all issues during the month will be reported. In case needed, USAID may request sometimes the layout of the warehouse facility showing storage areas and indicating which USAID commodities are stored in which areas. The Contractor must provide the details of a pre-existing proprietary inventory management system in the offer.

The Contractor shall have the resources and capability to efficiently clear commodities through customs and post customs bonds for import and export, as required by the program or requested by USAID.

Warehouse space shall be allocated to USAID on an as-needed basis. USAID’s stock shall be stored in a segregated area and consolidated together on continuous racks within the Contractor’s facility. All palletized commodities shall be stored on racks to minimize pallet strain. If needed and with prior notification from USAID, covered bulk storage on the warehouse floor shall be made available for non-palletized items. In the event that segregation of commodities is needed due to damages or quality issues, the warehouse should be able to provide an isolation storage facility for affected commodities to prevent spread of the damages to the un-affected commodities.

As an indication of demand, USAID does not plan to store more than 8 warehouse pallets per location. However, these numbers might change and the Contractor should be able to extend its services for up to 32 pallet positions in Brisbane with prior notification and agreement between USAID and the Contractor. USAID does not intend to store more than 8 warehouse pallets in Port Moresby. USAID will communicate with at least 60 business days advance notice if a significant increase in the number of pallet positions is needed. Pallets are generally 40” x 48” x 50” or 42” x 48” x 83”. Pallets typically do not exceed 1,300 lbs. These figures are provided as an indication only and the Contractor will be expected to allocate space to accommodate USAID’s current requirements with up to a 15% surge in capacity.

The cargo to be managed, handled and stored includes, but is not limited to:

1. Non Food Items NFI commodities typically stored in the warehouse include, but are not limited to Kitchen Sets, Plastic Tarpaulins and Sheets, Water Bladder Kits, Buckets, and Shelter Fixing Kits. In close coordination with the Contractor and with sufficient advance notice, USAID may add additional items in the future such as Water Treatment Units, Boat Motors and Hygiene Material,.

C. Warehouse Operations: Commodities will be delivered to the warehouse on a "door to door delivery” basis. The warehouse contractor will coordinate with commodity vendors and transport companies on the arrival of trailers at their door and unloading or loading of trailers. The Contractor shall be available 24 hours every day (including weekends and holidays) for management, material handling, personnel, and operations, and for disbursement of materials in response to USAID disaster or emergency response operations. The Contractor shall be responsible for:

a. Operations which may include handling and loading commodities and transportation to local and regional airports to include performance of customs clearances and payment of related (if any) customs charges. Any customs charges and fees will be invoiced or billed to the government at cost.

b. Palletizing, strapping, wrapping, labeling (on 48-inch by 42-inch commercial four-way wooden pallets) of all commodities received, as required. Only one type of commodity shall be placed on each pallet, in a uniform format. . Please note: most commodities will arrive at the warehouse door already palletized;

however, the warehouse shall have the resources available to palletize commodities, if necessary.

c. If needed, assemble USAID warehouse pallets on a military L63 pallet (108” x 88”) for potential military airlift.

d. In the event that military airlift is needed, the Contractor will ensure all customs documents are packaged to accompany the shipment. USAID will provide the necessary documentation for customs clearance purposes.

e. Maintaining the commodities stored at the warehouse facility at the direction of

USAID, which may include removing, replacing, and disposing of expired or unusable items.

f. Maintain and secure USAID documentation and records including stock cards, reports, chain of custody documentation, and electronic files.

g. Requesting market quotes and potentially procuring disaster relief supplies (i.e.

batteries, flashlights, oil) and equipment or services to support USAID relief operations. Such requests shall be authorized by the USAID Contracting Officer. The government will reimburse the actual expenses for such procurements.

h. With prior notification, facilitating and accommodating government personnel during emergencies and training sessions. This shall include office space (with internet facility) for up to four government staff as well as a meeting space for up to 5 people, both accessible on site.

i. Handling and loading commodities and transportation to local and regional airports and seaports to include performance of customs clearances and payment of related (if any) customs charges. Any customs charges and fees will be invoiced or billed to the government at cost.

Warehouse facilities shall be managed and equipped with sufficient forklifts, pallet trucks, scales, strapping equipment, and other equipment as is normal and customary in the best commercial warehouses and storage facilities. Facilities will be clean, well-kept, pest and vermin-free, dry, well-lighted, secured, and equipped with firefighting and fire/smoke alarm equipment/capabilities. The warehouse shall have fans, good ventilation and adequate racking with proper safety measures in place. Management and warehouse facilities shall have telephone, email and fax resources offering immediate communications. The warehouse facility and meeting space shall be clean and presentable to suit press and other USAID-sponsored conferences or events.

D. Warehouse Markings: If needed, the Contractor shall post signs on commodity lots indicating the Purchase Order and/or Stock Keeping Unit (SKU), type of commodity, date received, date of production, serial/batch/lot numbers, best if used by/expiration date (if applicable), etc. The Contractor shall also employ a First-In, First-Out (FIFO) inventory re-delivery management system. Per the direction of the BHA logistics staff, the Contractor may be directed to affix the USAID emblem or contract information to each commodity package in accordance with USAID branding guidance. The Contractor shall have all zones and racks clearly identified throughout the warehouse. .

E. Warehouse Security: The Contractor shall be responsible for securing all government-owned commodities and equipment, including physical security (visitor and employee log, guard service, security cameras, locking doors with access controls), as well as ensuring that safety procedures are followed (fire alarm and suppression system, staff safety and security plan, first aid and fire extinguishers, and proper protective equipment for staff). With prior notification from USAID, premises must be available to U.S. Government officials or our agents or Contractors at any time, 24 hours per day, 7 days a week, for operational and coordination purposes, inspection of goods and/or facilities, or the transport of commodities, with one hour notice.

F. Warehouse Inspections: The Contractor shall be responsible for verifying the receipt of commodities and specifically the following:

a. Verifying the receipt of commodities and, in the event of damage or shortage, notifying the Contracting Officer’s Representative.

b. Inspecting the commodities received into the warehouse to ensure the items meet specification at the direction of USAID. Inspections include opening packaging units, verifying the commodity specifications against the provided checklist measuring, weighing, and testing sample(s) of commodities received.

c. Checking out-bound commodities material and equipment to ensure only serviceable items are shipped.

d. Routinely inspecting USAID/BHA commodities held in stock to ensure that they are in good condition, are free from infestation and that no corrective measures are required.

e. Notifying via e-mail (bha.SCM.SupplyLogs@usaid.gov) when in-bound materials cleared customs, are received, passed inspection, and are safely stored and when out-bound loads are completed.

f. Contractor shall provide access to USAID’s Third Party Inspection company as required.

G. Contract Term: This contract is expected to commence around July 28 2024, or as agreed between the parties. The contract shall be effective through July 28,2025 with the option to extend through July 28, 2028 (one year base term). Up to three one year option periods may be declared by the government 30 days prior to commencement of each option period, or thereafter as agreed by the parties. Contract may be terminated for the convenience of the government with 30 days’ notice to the Contractor. The government contact person for all contract notifications, regarding this paragraph, is the USAID Contracting Officer.

END OF SECTION C

SECTION D - PACKAGING ANDMARKING

D.1 N/A

END OF SECTION D

mailto:bha.SCM.SupplyLogs@usaid.gov

SECTION E - INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY

REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation, Number, Title, and Date) in accordance with the clause at FAR “52.252-2 CLAUSES INCORPORATED BY REFERENCE” in Section I of this contract. The full text of a clause may be accessed electronically at this address: www.acquisition.gov/far/

FEDERAL ACQUISITION REGULATIONS (FAR) 48 CFR Chapter 1

NUMBER TITLE DATE

52.246-2 INSPECTION OF SUPPLIES - FIXED-PRICE. (AUG 1996)

52.246-2 INSPECTION OF SUPPLIES - FIXED-PRICE. (JUL 1985)

ALTERNATE I

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

52.246-15 CERTIFICATE OF CONFORMANCE. (APR 1984)

52.246-16 RESPONSIBILITY FOR SUPPLIES. (APR 1984)

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of service, reports, and other required deliverables or outputs shall be subject to the performance standards set forth in Sections C and F.

Inspection of all deliverables required hereunder shall be made by the Contracting Officer Representative (COR), designated in Section G, who has been delegated the authority to inspect and accept all services, reports, and other required deliverables. Acceptance of services, reports, and other deliverables by the COR shall form the basis for payments to the Contractor.

END OF SECTION E

SECTION F - DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY

REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation, Number, Title, and Date) in accordance with the clause at FAR “52.252-2 CLAUSES INCORPORATED BY REFERENCE” in Section I of this contract. The full text of a clause may be accessed electronically at this address: www.acquisition.gov/far/

FEDERAL ACQUISITION REGULATIONS (FAR) 48 CFR Chapter 1

NUMBER TITLE DATE

http://www.acquisition.gov/far/ http://www.acquisition.gov/far/

52.242-15 STOP-WORK ORDER. (AUG 1989)

F.2 ADDRESS FOR REPORTS

Copies of all reports and other deliverables must be sent to the COR (or if requested, to the CO), as required, specified in Section G.

F.3 KEY PERSONNEL REQUIREMENTS

The Contractor shall provide the necessary number of fully trained personnel to manage, supervise and operate a warehouse for the storage of humanitarian assistance commodities, equipment and vehicles or any other items.

The key personnel that the Contractor must furnish for the performance of the contract are as follows:

Warehouse Manager (One for each warehouse):

1. High school Diploma or GED.

2. Preferred but not required, a Bachelor's Degree in Business with emphasis in Supply

Chain Management, Transportation and Logistics.

3. Minimum of five years’ experience in transportation, logistics and warehouse operations.

4. Familiar with packaging standards and shipping procedures for all types of cargo, including hazardous cargo.

5. Preference for experience specifically in import and export customs clearance;

warehouse acquisition, storage and protection of commodities (listed in Section C);

managing transport to and from local sea/air ports.

6. Strong customer service, customer development, or business development experience

7. Proficient in warehouse management-related software as well as Microsoft Office Suite, including Excel and Word.

The warehouse manager is responsible for the daily operation of the warehouse. The duties of a warehouse manager include, but are not limited to:

▪ Managing the day to day activities of all warehouse personnel.

▪ Ensuring that warehouse stock is properly managed and that safety and security procedures are followed at the warehouse at all times.

▪ Notifying USAID when problems occur with the physical structure of the warehouse, and conducting repairs to the warehouse facility promptly when problems occur.

▪ Reporting all in/out movements directly to USAID via email, and entering all relevant data in the mutually agreed inventory template, by the 1st week of every month.

▪ Inspecting commodities upon reception, and as requested.

▪ Ensuring that all deployable vehicles and warehouse equipment are properly serviced and ready to use/deploy.

▪ Conducting ongoing and routine maintenance of warehouse equipment and handling equipment.

▪ Ensuring that all documentation for all warehouse operations is maintained in a consistent, organized, easily referenceable, and professional manner.

▪ Types of documentation include:

• All shipping documents relating to the in/outflow of goods.

• All vehicle service check lists and maintenance records.

• Accurate and up-to-date warehouse inventory.

• Routine equipment maintenance records.

▪ Purchasing specialty services and supplies from vendors as directed or approved by

USAID.

▪ Instructing the warehouse employees on the proper methods for handling and processing all commodities.

▪ Keeping the warehouse interior and exterior clean at all times.

▪ Hiring temporary additional labor for surge capacity when needed.

▪ Interfacing directly with trucking companies to schedule and facilitate the movement of storage lots into and out of the warehouse.

Project Manager:

1. High school Diploma or GED.

2. Preferred but not required, a Bachelor's Degree in Business with emphasis in Supply

Chain Management, Transportation and Logistics, Sales, Marketing.

3. Minimum of five years’ experience in transportation, logistics and warehousing operations.

4. Familiarity with packaging standards and shipping procedures for all types of cargo, including hazardous cargo.

5. Preference for experience specifically in import and export customs clearance;

warehouse acquisition, storage and protection of commodities (listed in Section C);

managing transport to and from local sea/air ports.

6. Strong customer service, customer development, or business development experience.

The Project Manager is the Contractor’s liaison between USAID and the company owner. The Project Manager is responsible for, but not limited to:

▪ All the Contractor’s personnel work schedules (hours worked, annual leave and sick leave).

▪ Discussing company related business with the Contractor’s personnel and informs them of the needs of USAID.

▪ Ensuring all contract employees adhere to safe work practices in accordance with applicable U.S. Government and/or other applicable safety guidelines.

The personnel specified above are essential to the work being performed hereunder. The Contractor must notify both the Contracting Officer and COR reasonably in advance if there will be any changes related to the Project Manager and submit written notification (including proposed substitutions) to permit evaluation of the impact on the program.

The Contractor shall employ adequate staff to meet the requirements identified in section C of this solicitation. The warehouse staff shall be able to work overtime as requested, and have an accessible point of contact 24/7 during emergency transport actions.

F.4 DELIVERABLES AND DELIVERABLES SCHEDULE

The Contractor will provide written reports including, but not limited to inbound receiving reports, damaged or lost commodities reports, outbound shipping reports, inventory accounting and on-demand snapshot of inventory in stock status reports. All reports must reference the commodity type, the assigned stock keeping unit (SKU) number and unit count.

The Contractor will provide USAID reports for receiving, storing and delivering commodities and the condition of the warehouse as requested by USAID/BHA. The Contractor must promptly notify the Contracting Officer and USAID in writing of any change in ownership or operation of the warehouse or of any change in the capacity, structure, construction, and/or ventilation of the warehouse. The contractor shall provide USAID copies of any relevant documents that may be requested from time to time.

The Contractor will provide inventory report(s) monthly and as requested on warehouse volumes and activities using a mutually agreed template by the Contractor and USAID..

Inventory items should be cycled out of the warehouse using the FIFO system (First In/First Out). The outflow of individual types of commodities will be dictated by the USAID, however the warehouse manager must also ensure that attention is paid to the oldest items or items approaching best use by date or expiration date. Commodities of the same type belonging to the same purchase order shall be stocked together at all times.

The Contractor shall submit invoices electronically on a monthly basis per the contract price schedule with USAID/BHA in copy.

In addition to these reports, the Contractor will also submit a final contract completion report.

All reports must be in a format that has been mutually approved by USAID/BHA and the Contractor.

Report type Frequency

Inventory Report Provide monthly by the 1st week of each month and/or as requested by USAID/BHA

Inbound/Receiving Report Provide monthly by the 1st week of each month along with the inventory report and/or as requested by

USAID/BHA

Outbound/Loading Report Provide monthly by the 1st week of each month along with the inventory report and/or as requested by

USAID/BHA

Damages Report Provide whenever a damage occurs during handling and storing

Invoice Provide monthly

Contract Completion Report At conclusion of the contract

Other reports not listed here may be requested on a case-by-case basis.

F.6 PERIOD OF PERFORMANCE

The period of performance for this contract is one base period of one year with three (3) one-year option periods. The final option period shall expire with the expiration of the MOU unless mutually agreed between the parties or the MOU is extended.

F.7 CONTRACTOR RESPONSIBILITY

F.7.1 The Role of Government Personnel and Responsibility for Contract Administration

A. Government Quality Control: Government quality control personnel are subordinates of the COR and are responsible for inspecting the Contractor’s day-to-day work. The responsibilities of Government quality control program include, but are not limited to, inspecting the work to ensure compliance with the contract requirements; documenting, through written inspection reports, the results of all inspections conducted; conferring with Contractor representatives regarding any problems encountered in work performance, and generally assisting the COR in meeting contract responsibilities.

B. Government Quality Control: The Government will use a variety of inspection methods to evaluate the Contractor’s performance, and more than one inspection method may be used. Examples of inspections are:

a. Planned (periodic) surveillance of service work items ( monthly, quarterly, semiannually, or annually).

b. 100% inspection of service work items.

c. Review of Inventory Data.

d. Unscheduled inspections.

e. Process monitoring.

f. Scheduled/Unscheduled audits.

g. Random inspection.

h. Sampling inspection.

The Contractor is responsible for the day-to-day inspection and monitoring of all Contractor and sub-contractor work performed to ensure compliance with contract requirements.

F.8 RECEIVING, UNLOADING, AND INSPECTION

A. Coordination - The Contractor must coordinate with USAID, and Carriers regarding the shipment, handling and receipt of commodities, in order to assure the efficient transport and receipt of commodities.

B. Inspection and Report of Damage - Before unloading, the Contractor will inspect the delivering conveyance for apparent damage either to the conveyance or to the commodities. The Contractor will immediately notify the carrier and USAID in writing if any visible defect or discrepancy in the commodities exists, including but not limited to:

1. A broken seal or a seal discrepancy;

2. A shipment which is over, short, damaged, or contains torn bags, boxes or cases; or

3. A shipment with visible insect infestation or other apparent damage.

The Contractor will confirm such notifications in writing to USAID/BHA.

C. Instructions - Damaged commodities will be handled in accordance with instructions from USAID, at the carrier’s or USAID’s expense.

D. Liability - The Contractor will not be liable to USAID for any damage reported to the carrier and USAID/BHA prior to placement of commodity on the warehouse floor.

Subsequent to the placement of commodity on the warehouse floor, the Contractor is responsible for the commodities.

F.9 RECEIPTS, STORAGE, AND CONDITION

A. Receipts & Commodities Accepted for Storage – The Contractor shall verify the quantity and quality of the commodities upon arrival, before signing the transport documents for receipt of goods. The Contractor shall ensure that:

1. The quantity received corresponds to the quantity indicated on the transport document.

2. No physical damage has occurred during transport (visual check).

3. The specifications of the goods correspond to what was ordered.

4.

B. Place and Manner of Storage, Lot Identity - The warehouse will store the commodities:

1. Only at a warehouse approved by USAID.

2. Of the same type and purchase order together at all times, so that lot identity is maintained to enable efficient re-delivery.

3. Safely on racks, stacked on pallets (or their equivalent), no directly on the warehouse floor.

C. Condition and Protection of Commodities - The Contractor will take all commercially reasonable steps necessary to preserve the condition of commodities and will follow good commercial practices in storing and maintaining the commodities.

F.10 TARIFF REQUIREMENTS - TRANSIT TONNAGE - DEMURRAGE

A. Tariffs - If applicable, the Contractor must observe the carrier's lawful tariffs, rules, regulations, and loading and unloading requirements.

B. Truck Demurrage - If the Contractor knows or has reason to believe that demurrage charges may be incurred, the Contractor must immediately notify USAID in writing.

The warehouse Contractor will pay all demurrage charges associated with delivery or re-delivery of commodities, to the extent they bear responsibility for such charges.

F.11 RESPONSIBILITY FOR CONDITION OF WAREHOUSE AND

PROTECTION OF COMMODITIES

The Contractor must maintain the warehouse in a sound, clean condition and in accordance with the standards in this contract, take all commercially reasonable steps to keep it free of insects, rodents, birds, and other conditions which may adversely affect the condition of the commodities or their containers, including but not limited to fumigation.

The Contractor must, in accordance with the standards in this contract, take all commercially reasonable steps to promptly detect any deterioration, insect infestation, rodent damage, mold, or any other condition which may adversely affect the condition of the commodities or their packaging. The Contractor will conduct daily inspections of cargo in the warehouse and provide ventilation as needed.

If any of the conditions above are detected, the Contractor must notify USAID by telephone and confirm such notification in writing. Pending receipt of instructions from USAID, the Contractor must take all reasonable steps necessary to protect and preserve the affected commodities or their containers. In addition, the Contractor must ensure that no other USAID commodities are harmed through storage or handling in the proximity of the affected commodities.

Contractor must fumigate the commodities as necessary or as determined to be necessary by inspection.

F.12 LOST OR DAMAGED COMMODITIES

A. Liability - The warehouse Contractor will be liable to USAID for loss or damage to commodities caused by the Contractor’s failure to discharge promptly and properly the Contractor’s failure to exercise such care in regard to commodities as a reasonable and prudent Contractor would exercise under like circumstances.

The Contractor will not be liable for damages which could not have been avoided by the exercise of such care including damage resulting from (1) a preexisting commodity condition, (2) a force majeure event, or (3) storage of the commodities beyond the natural deterioration period for the commodity in ideal warehouse conditions. The Contractor will be liable only for the actual amount of any loss in value.

B. Recondition – The Contractor will be given a reasonable opportunity to recondition and restore any lost or damaged commodities to a condition acceptable to USAID before any assessment of liability is made. Contractor must request packaging (i.e.

empty cartons) for reconditioning as necessary.

C. Rejection of Damaged Commodities – The Contractor will maintain the commodities in a sound, undamaged condition and will dispatch/re-deliver the identical commodities when requested by USAID. The Contractor may be liable to USAID, at USAID’s discretion, for any loss in value of such commodities from the time of delivery to the warehouse until the commodities are re-delivered to USAID’s recipients.

If USAID determines at any time that any quantity of commodities held by the Contractor is damaged or is in unsound condition, USAID may reject such commodities and the Contractor will be liable to USAID for the full value of the rejected commodities. The Contractor will reimburse USAID an amount equal to the value of the commodities.

Upon approval by USAID, the Contractor will:

1. First recondition the damaged commodities and restore them to a condition acceptable to USAID. The Contractor will be liable to USAID for any decrease in quantity or quality of such commodities.

2. For the commodities that are no longer fit for use, the Contractor will be responsible for disposing of such damaged commodities and remit the proceeds of such disposition to USAID except the Contractor must pay USAID the difference between the proceeds from such disposition and the value of the commodities received from USAID for storage.

Upon a determination by USAID that any commodities delivered to the Contractor by USAID are in good order and are subsequently damaged due to Contractor negligence, storage charges with respect to such damaged commodities will cease to accrue for the account of USAID. Storage charges for the account of USAID will resume only upon the date such damaged commodities have been reconditioned or replaced in accordance with the above.

F.13 LOADOUT OF COMMODITIES

A. In accordance with dispatching instructions issued by USAID, the Contractor must:

1. Ensure commodities are packed for re-delivery and shipment in a manner that will ensure acceptance by common carriers, maintain excellent condition and safe delivery to destination.

2. Coordinate with the freight forwarder identified by USAID to schedule timely pick up from warehouse or delivery to airport facility. The Contractor will be responsible for loading trailers unless specified otherwise by USAID. The Contractor is reminded of the carrier’s opportunity and responsibility to inspect and reject commodities prior to taking receipt.

3. Provide notice of any delays as provided for above. USAID will not assess the warehouse Contractor for damages or demurrage if USAID determines that the delay was without the fault of, and beyond the control of, the Contractor.

END OF SECTION F

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 AIDAR 752.225-70 SOURCE AND NATIONALITY REQUIREMENTS (FEB

2012)

(a) Except as may be specifically approved by the Contracting Officer, the Contractor must procure all commodities (e.g., equipment, materials, vehicles, supplies) and services (including commodity transportation services) in accordance with the requirements at 22 CFR Part 228 "Rules on Procurement of Commodities and Services Financed by USAID Federal Program Funds." The authorized source for procurement is Geographic Code 937 unless otherwise specified in the schedule of this contract.

Guidance on eligibility of specific goods or services may be obtained from the Contracting Officer.

(b) Ineligible goods and services. The Contractor must not procure any of the following goods or services under this contract:

(1) Military equipment

(2) Surveillance equipment

(3) Commodities and services for support of police and other law enforcement activities

(4) Abortion equipment and services

(5) Luxury goods and gambling equipment, or

(6) Weather modification equipment.

(c) Restricted goods. The Contractor must obtain prior written approval of the Contracting Officer or comply with required procedures under an applicable waiver as provided by the Contracting Officer when procuring any of the following goods or services:

(1) Agricultural commodities,

(2) Motor vehicles,

(3) Pharmaceuticals and contraceptive items

(4) Pesticides,

(5) Fertilizer,

(6) Used equipment, or

(7) U.S. government-owned excess property.

If USAID determines that the Contractor has procured any of these specific restricted goods under this contract without the prior written authorization of the Contracting Officer or fails to comply with required procedures under an applicable waiver as provided by the Contracting Officer, and has received payment for such purposes, the Contracting Officer may require the Contractor to refund the entire amount of the purchase.

G.2 ADMINISTRATIVE CONTRACTING OFFICE

The Contract Administration Office responsible for the post-award administration of this contract is:

Office of Acquisition and Assistance, Transportation Division 1300 Pennsylvania Ave, NW Washington, DC 20523

G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

To assist in fulfilling the Contracting Officer’s responsibilities to ensure compliance with the terms of the contract and for safeguarding the interests of the United States in its relationship with the Contractor, the Contracting Officer will designate a COR from USAID/BHA. This individual will be in a unique position to monitor how well the Contractor is progressing toward achieving the contract’s purpose and will be responsible for providing technical liaison between the Contractor and the Contracting Officer, which is a critical role in ensuring good contract performance.

A formal letter by the Contracting Officer shall also be issued to the Contractor. The roles, responsibilities, and authorities of the COR will be clearly set forth in this letter.

G.4 TECHNICAL DIRECTIONS / RELATIONSHIP WITH USAID

(a) Technical Directions is defined to include

1. Written directions to the Contractor which fill in details, suggest possible lines of inquiry, or otherwise facilitate completion of work;

2. Provision of written information to the Contractor which assists in the interpretation of drawings, specifications, or technical portions of the work statement;

3. Review and, where required, provide written approval of technical reports, drawings, specifications, or technical information to be delivered. Technical directions must be in writing, and must be within the scope of work detailed in Section C.

(b) The Contracting Officer, by separate designation letter, authorizes the COR to take any or all action with respect to the following which could lawfully be taken by the Contracting Officer, except any action specifically prohibited by the terms of this Contract:

1. Assure that the Contractor performs the technical requirements of the contract in accordance with the contract terms, conditions, and specifications.

2. Perform, or cause to be performed, inspections necessary in connection with (a) above and require the Contractor to correct all deficiencies;

perform acceptance for the Government.

3. Maintain all liaison and direct communications with the Contractor. Written communications with the Contractor and documents must be signed as "Contracting Officer's Representative" with a copy furnished to the

Contracting Officer.

4. Issue written interpretations of technical requirements of Government drawings, designs, and specifications.

5. Monitor the Contractor’s production or performance progress and notify the Contractor in writing of deficiencies observed during surveillance, and direct appropriate action to effect correction. Record and report to the Contracting.

6. Obtain necessary security clearance and appropriate identification if access to Government facilities is required. If to be provided, ensure that Government furnished property is available when required.

LIMITATIONS: The COR is not empowered to award, agree to, or sign any contract (including delivery or purchase orders) or modifications thereto, or in any way to obligate the payment of money by the Government beyond the authorization stated in COR letter. The COR may not take any action which may impact on the contract schedule, funds, scope or rate of utilization of Level of Effort (LOE). All contractual agreements, commitments, or modifications which involve prices, quantities, quality, or schedules must be made only by the Contracting Officer.

(c) If needed, the COR should meet quarterly with the Contractor and the Contracting Officer concerning performance of items delivered under this Contract and any other administration or technical issues. Telephonic reports may be made if no problems are being experienced. Problem areas should be brought to the immediate attention of the Contracting Officer.

(d) In the separately-issued letter, the CO will designate an alternate COR to act on behalf of the designated COR, in accordance with the terms of the letter.

(e) Contractual Problems: Contractual problems of any nature that may arise during the life of the contract must be handled in conformance with specific public laws and regulations (i.e. Federal Acquisition Regulation (FAR) and Agency for International Development Acquisition Regulation (AIDAR)). The Contractor and the COR must bring all contracting problems to the immediate attention of the Contracting Officer. Only the Contracting Officer is authorized to formally resolve such problems. The Contracting Officer will be responsible for resolving legal issues, determining contract scope and interpreting contract terms and conditions. The Contracting Officer is the sole authority authorized to approve changes in any of the requirements under this Contract. Notwithstanding any clause contained elsewhere in this Contract, the said authority remains solely with the Contracting Officer. These changes include, but will not be limited to, the following areas: scope of work, price, quantity, technical specifications, delivery schedules, and contract terms and conditions. In the event the Contractor effects any changes at the direction of any other person other than the Contracting Officer, the change will be considered to have been made without authority.

(f) Failure by the Contractor to report to the Administrative Contracting Office, any action by the Government considered to be a change, within the specified number of days contained in FAR 52.243-7 (Notification of Changes), waives the Contractor’s right to any claims for equitable adjustments.

G.5 PAYING OFFICE

The Contractor must submit invoices to the payment office indicated on the cover page of each award. Generally, this will be the USAID Washington Office/Bureau from which the funds for the contract are provided.

Invoices for USAID Washington/Office/Bureau must be submitted to the payment office at ei@usaid.gov with USAID/BHA in copy. Please include the following information in the subject of the email Contractor Name, Award Number, and Invoice Number.

G.6 RESTRICTIONS ON PAYMENT

USAID will not pay for any service (including overtime, weekend, and holiday labor service) not specifically authorized by this Contract or in writing by USAID. Services not specifically authorized by this Contract will be performed only after USAID determines that such services are required and should be performed. Only the USAID Contracting Officer can approve such expenses.

Nothing in this Contract authorizes or requires payment for services already paid for by USAID or any other third party.

G.7 ACCOUNTING AND APPROPRIATION DATA

(To be provided upon award)

G.8 INVOICING/PAYMENT INSTRUCTIONS

In accordance with FAR 52.232-1, each payment request under this contract shall be submitted monthly and accompanied by an electronic copy of the mutually agreed monthly inventory report template, delineating inventory breakdown, inbound and outbound along with a all associated costs, and invoices for all ancillary costs reimbursed at cost accompanied by the exchange rate on the day the invoice is dated. The request shall be sent to the COR.

The Contractor must make payment requests using a signed Standard Form (SF) 1034, Public Voucher for Purchases and Services other than Personal. Copies of the SF 1034 may be obtained from the USAID website at: http://www.usaid.gov/forms/ . Payment will be made by the USAID/Office of Financial Management at the address provided above. The Contractor shall provide bank information on the SF 1034 in order to receive payments.

END OF SECTION G

mailto:ei@usaid.gov http://www.usaid.gov/forms/

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 AIDAR 752.202-1 DEFINITIONS (JAN 1990)

(a) "USAID" shall mean the U.S. Agency for International Development.

(b) "Administrator" shall mean the Administrator or the Deputy Administrator of

USAID.

(c) When this contract is with an educational institution "Campus Coordinator" shall mean the representative of the Contractor at the Contractor’s home institution, who shall be responsible for coordinating the activities carried out under the contract.

(d) When this contract is with an educational institution "Campus Personnel" shall mean representatives of the Contractor performing services under the contract at the Contractor’s home institution and shall include the Campus Coordinator.

(e) "Consultant" shall mean any especially well qualified person who is engaged, on a temporary or intermittent basis to advise the Contractor and who is not an officer or employee of the Contractor who performs other duties for the Contractor.

(f) "Contractor employee" shall mean an employee of the Contractor assigned to wok under this contract.

(g) "Cooperating Country or Countries" shall mean the foreign country or countries in or for which services are to be rendered hereunder.

(h) "Cooperating Government" shall mean the government of the Cooperating Country.

(i) "Federal Acquisition Regulations (FAR)", when referred to herein shall include Agency for…