FILE | M | USAID/OFDA Warehouse Management (Dubai) - Solicitation (RFP) TRN-09-003

FBO DAILY ISSUE OF OCTOBER 22, 2008 FBO #2522
DOCUMENT

M -- USAID/OFDA Warehouse Management (Dubai) - Solicitation (RFP) TRN-09-003

Notice Date: 10/20/2008
Notice Type: Solicitation (RFP) TRN-09-003
NAICS: 493110 — General Warehousing and Storage
Contracting Office: Agency for International Development, Washington D.C., USAID/Washington, 1300 Pennsylvania Avenue, NW, Room 7.10-006, Washington, District of Columbia, 20523
ZIP Code: 20523
Solicitation Number: TRN-09-003
Response Due: 12/8/2008
Archive Date: 1/8/2009
Point of Contact: John J. Abood, Phone: 202-712-1779
E-Mail Address: jabood@usaid.gov
Small Business Set-Aside: N/A
Description: USAID Authorized Geographic Code is 935. This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR subpart 12.6, as supplemented with additional information and requirements in this notice. This announcement constitutes the only solicitation - Proposals are requested and a separate written solicitation will not be issued. The solicitation number is USAID/OFDA RFP TRN-09-003 and is issued as a Request for Proposals (RFP). This solicitation incorporates Federal Acquisition Regulation provisions and clauses in effect through Federal Acquisition Circular 05-15. Incorporated by reference are Federal Acquisition Regulations: FAR 52.212-1, Instructions to Offerors-Commercial Items (SEP 2006); 52.2l2-2, Evaluation-Commercial Items (JAN 1999); FAR 52.212-3, Offeror Representation and Certifications-Commercial Items (NOV 2003) - (Include a completed copy of FAR clause 52.212-3 with your proposal or provide a statement that: The offeror completed the annual representations and certifications electronically via the ORCA website at http://orca.bpn.gov. After reviewing the ORCA database information, the offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications - Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this offer and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs ______________. ; FAR 52.212-4, Contract Terms and Conditions-Commercial Items (FEB 2007); FAR 52.212-5, Contract Terms and Conditions-Commercial Items Required to Implement Statutes or Executive Orders-Commercial Items (JUNE 2007). The following clauses in 52.212-5 are checked by the contracting officer: 52.203-3, Gratuities (APR 1984); 52.203-11, Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions (SEP 2005); 52.203-12, Limitation of Payments to Influence Certain Federal Transactions (SEP 2005); 52.222-26, 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2006); 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration (Oct 2003). The following clauses also apply to this acquisition: FAR 245-2 Government Property (MAY 2004); FAR 52.247-5 Familiarization with Conditions; FAR 52.247-8 Estimated Weights or Quantities Not Guaranteed; FAR 52.247-21 Contractor Liability for Personal Injury and/or Property Damage; FAR 52.249-2 Termination for Convenience of the Government (Fixed Price); FAR 52.249-8 Default (Fixed Price Supply and Service) plus Alternate I. The above clauses are available on the internet at WWW.ARNET.GOV Copies of the clauses are also available from this contracting office. Additional clauses are incorporated into the contract schedule. The Contractor is reminded that U.S. Executive Orders and U.S. law prohibit transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. It is the legal responsibility of the contractor/recipient to ensure compliance with these Executive Orders and laws. This provision must be included in all subcontracts/sub-awards issued under this contract/agreement. This procurement is unrestricted. The North American Industrial Classification System (NAICS) code is 493110, humanitarian support warehouse, with a small business size standard of $23.5 million in annual receipts for the company and its affiliates (See FAR Part 19 definitions). [US government contract cover page Standard Form 1449 shall be inserted here] SECTION B-SUPPLIES OR SERVICES AND PRICES/COSTS SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS B.1TYPE OF CONTRACT This is a Fixed Rate, Indefinite Delivery, Indefinite Quantity Level of Effort type of contract. B.2MINIMUM AND MAXIMUM CONTRACT AMOUNTS - INDEFINITE QUANITY LEVEL OF EFFORT TYPE CONTRACT. (a)Per FAR 52.216-22 “INDEFINITE QUANITY (OCT 1995),” the minimum for this indefinite quantity contract shall be any quantity or combination of level of effort, supplies and services equal to the amount(s) set forth below. If this contract contains options, the minimum for each option shall apply separately and independently to that option. Base$50,000.00 Option 1$50,000.00 Option 2$50,000.00 Option 3$50,000.00 Option 4$50,000.00 (b)The maximum for this indefinite quantity contract (including options) shall be any quantity or combination of supplies and services equal to $1,000,000.00. B.3DESCRIPTION OF SERVICES The contractor shall be responsible for all necessary labor, materials, supervision, administrative controls, liability insurance required to maintain the warehouse facility and the best condition of commodities, equipment and vehicles stored in a Government-provided warehouse. These commodities, equipment and vehicles are humanitarian relief supplies for worldwide relief operations. The government anticipates about 200 days of operations (cargo in or out) requiring level of effort at the warehouse facility. Proposed program manager planned levels of effort should be consistent with these historic levels. Period of Performance: The period of performance of this contract shall be from February 2009 through February 2010. The government has an option for up to four option periods (year) under this contract. The government may extend the term of this contract by written notice to the contractor at least 30 days before the contract expires. The total duration of this contract shall not exceed 60 months. Availability of Funds: Federal Acquisition Regulation clause 52.232-22 “Limitation of Funds (April 1984)” is incorporated by reference into this contract. Option years may be exercised by the government and this clause applies to those option years. Government Property: In recognition of the government-furnished warehouse facility, systems, real estate, commodities, equipment and vehicles, Federal Acquisition Regulation clause 52.245-1 “Government Property (June 2007)” is made a part of this contract by reference. It is recognized that the government owns all of the above, and that the contractor neither had nor obtains title to any of the above by virtue of entering into this contract for warehouse property management and commodity and logistics services. The government does not provide any of the above property for the use of the contractor. Rather, government property is merely under the custodial care and maintenance by the contractor. B.4 CONSTRUCTION OF PRICES FOR SERVICE The contractor shall be solely responsible for vacation and sick leave, insurance (health, life, workers compensation), retirement, fringe benefits, holidays, overtime expenses, management, as well as G&A, overhead, local taxes and charges, profit, and all other expenses and shall include these costs in the fixed hourly rates and charges for the various management level of effort and variable services. The contractor shall be paid a fixed rate for overall management services for each contract year. The contractor shall be paid in accordance with the schedule of fixed rates for variable services provided to the government. Such variable services include warehouse labor during cargo handling. Other variable direct costs for facility oversight, maintenance, drayage, documentation and cargo clearance shall be reimbursed on an actual cost basis. B.5 Normal Business Hours of Operations and Evening/Weekend/Holiday Operations, a. Normal Business Hours of warehouse operations (cargo receipt, re-delivery and general management) are during any eight hour period between 0800 hours to 1700 hours during the work week Sunday through Thursday. Normal business hour rates shall apply to variable receipt and redelivery of cargoes during this time. b. Evening/Weekend/Holiday Operations are after 1700 hours each work week day and during the weekend and official (Dubai) holidays. c. Normal and Evening, Weekend, Holiday operation rates are in accordance with this contract variable labor rate schedule. d. The project manager shall be able to communicate with (receive and respond to communications) the USAID logistics managers (CTO) 24 hours per day via email and telephone access. B.6 APPROVAL OF Evening Weekend and Holiday Time Time must be approved in advance. The Cognizant Technical Officer (CTO) in Washington, D.C. will require or approve the use of evening, weekend and holiday time. Insurance: Federal Acquisition Regulation clause 52.247-21 “Contractor Liability for Personal Injury and/or Property Damage (April 1984)” is hereby made a part of this contract. The contractor, at its own expense (costs incorporated into the contract fixed rates), shall provide and maintain during the entire period of performance of this contract, whatever insurance is contractually required or locally (Dubai) legally necessary. The Contractor shall provide the Contracting Officer with a current certificate of insurance as evidence of the coverage required. *General Liability – The Contractor shall provide bodily injury liability insurance coverage written on the comprehensive form policy of at least USD $300,000 per occurrence. The government does not require the contractor to obtain insurance for government-owned facilities (warehouse), stored commodities, equipment and vehicles. With respect to insurance coverage, the Federal Acquisition Regulation clause 52.245-1 “Government Property (June 2007)” applies to this contract. Paragraph (h) provides the specific terms regarding contractor liability for government owned facilities, commodities, equipment and vehicles. B.7OTHER DIRECT COSTS The Other Direct Cost Contract Line Items (CLIN) are designed to reimburse the Contractor for the services, equipment and supplies necessary and reasonable (as determined by the government) to operate the warehouse. Reimbursable materials shall be reimbursed at the Contractor’s actual purchase price, and shall not include G&A or profit for the warehouse management company. Contractor shall submit actual invoices to substantiate expenses. Items purchased by the contractor (non-expendable materials) under the contract and approved by the Cognizant Technical Officer (CTO) shall become the property of the Government. B.8 PRICING CONTRACT YEAR 1 (BASE YEAR) Offerors are to provide rates and prices for the CLINs in the spaces below. Hours and ODCs are estimates only for this ID/IQ contract and are not guaranteed. CLINTITLEGovernment Estimate HOURS / TRAILERSProposed FIXED RATETOTAL ESTIMATED COST 0001WAREHOUSE MANAGER (1 position)1500 hr. $ per hour 0002LABOR FOREMAN (as necessary)100 hr. $ per hour 0003VARIABLE LABOR HOURS200 hr. $ per hour 0004EVENING / WEEKEND VAR. LABOR HOURS100 hr. $ per hour 0005VARIABLE LABOR UNLOAD / LOAD TRAILERS400 hr. $ per hour 0006TRANSPORT DOOR TO SHARJAH AIRPORT30 each $ per trailer 0007TRANSPORT DOOR TO DUBAI AIRPORT30 each $ per trailer 0008Shipping Agency (Shipping Documentation)30 each $ per shipment 0009VEHICLE MAINTENANCE / INSPECTIONS40 hr. $ per hour 0010Order Fees / Terminal Handling / Bill of Entry / Exit Costs30 each $ per shipment 0011WAREHOUSE SECURITY1 year $ per year 0012WAREHOUSE OTHER DIRECT COSTS 0013COMMODITY / VEHICLE OTHER DIRECT COST 0014WAREHOUSE EQUIPMENT MAINTENANCE COSTS Total Estimate for Base Year CONTRACT YEAR 2 (OPTION YEAR ONE) Offerors are to provide rates and prices for the CLINs in the spaces below. Hours and ODCs are estimates only for this ID/IQ contract and are not guaranteed. CLINTITLEGovernment Estimate HOURS / TRAILERSProposed FIXED RATETOTAL ESTIMATED COST 0001WAREHOUSE MANAGER (1 position)1500 hr. $ per hour 0002LABOR FOREMAN (as necessary)100 hr. $ per hour 0003VARIABLE LABOR HOURS200 hr. $ per hour 0004EVENING / WEEKEND VAR. LABOR HOURS100 hr. $ per hour 0005UNLOAD / LOAD TRAILERS400 hr. $ per hour 0006TRANSPORT DOOR TO SHARJAH AIRPORT30 each $ per trailer 0007TRANSPORT DOOR TO DUBAI AIRPORT30 each $ per trailer 0008Shipping Agency (Shipping Documentation)30 each$ per shipment 0009VEHICLE MAINTENANCE / INSPECTIONS40 hr. $ per hour 0010Order Fees / Terminal Handling / Bill of Entry / Exit Costs30 each $ per shipment 0011WAREHOUSE SECURITY1 year $ per year 0012WAREHOUSE OTHER DIRECT COSTS 0013COMMODITY / VEHICLE OTHER DIRECT COST 0014WAREHOUSE EQUIPMENT MAINTENANCE COSTS Total Estimate for Option Year One CONTRACT YEAR 3 (OPTION YEAR TWO) Offerors are to provide rates and prices for the CLINs in the spaces below. Hours and ODCs are estimates only for this ID/IQ contract and are not guaranteed. CLINTITLEGovernment Estimate HOURS / TRAILERSProposed FIXED RATETOTAL ESTIMATED COST 0001WAREHOUSE MANAGER (1 position)1500 hr. $ per hour 0002LABOR FOREMAN (as necessary)100 hr. $ per hour 0003VARIABLE LABOR HOURS200 hr. $ per hour 0004EVENING / WEEKEND VAR. LABOR HOURS100 hr. $ per hour 0005UNLOAD / LOAD TRAILERS400 hr. $ per hour 0006TRANSPORT DOOR TO SHARJAH AIRPORT30 each $ per trailer 0007TRANSPORT DOOR TO DUBAI AIRPORT30 each $ per trailer 0008Shipping Agency (Shipping Documentation)30 each$ per shipment 0009VEHICLE MAINTENANCE / INSPECTIONS40 hr. $ per hour 0010Order Fees / Terminal Handling / Bill of Entry / Exit Costs30 each $ per shipment 0011WAREHOUSE SECURITY1 year $ per year 0012WAREHOUSE OTHER DIRECT COSTS 0013COMMODITY / VEHICLE OTHER DIRECT COST 0014WAREHOUSE EQUIPMENT MAINTENANCE COSTS Total Estimate for Option Year Two CONTRACT YEAR 4 (OPTION YEAR THREE) Offerors are to provide rates and prices for the CLINs in the spaces below. Hours and ODCs are estimates only for this ID/IQ contract and are not guaranteed. CLINTITLEGovernment Estimate HOURS / TRAILERSProposed FIXED RATETOTAL ESTIMATED COST 0001WAREHOUSE MANAGER (1 position)1500 hr.$ per hour 0002LABOR FOREMAN (as necessary)100 hr. $ per hour 0003VARIABLE LABOR HOURS200 hr. $ per hour 0004EVENING / WEEKEND VAR. LABOR HOURS100 hr. $ per hour 0005UNLOAD / LOAD TRAILERS400 hr. $ per hour 0006TRANSPORT DOOR TO SHARJAH AIRPORT30 each $ per trailer 0007TRANSPORT DOOR TO DUBAI AIRPORT30 each $ per trailer 0008Shipping Agency (Shipping Documentation)30 each$ per shipment 0009VEHICLE MAINTENANCE / INSPECTIONS40 hr. $ per hour 0010Order Fees / Terminal Handling / Bill of Entry / Exit Costs30 each $ per shipment 0011WAREHOUSE SECURITY1 year $ per year 0012WAREHOUSE OTHER DIRECT COSTS 0013COMMODITY / VEHICLE OTHER DIRECT COST 0014WAREHOUSE EQUIPMENT MAINTENANCE COSTS Total Estimate for Option Year Three CONTRACT YEAR 5 (OPTION YEAR FOUR) Offerors are to provide rates and prices for the CLINs in the spaces below. Hours and ODCs are estimates only for this ID/IQ contract and are not guaranteed. CLINTITLEGovernment Estimate HOURS / TRAILERSProposed FIXED RATETOTAL ESTIMATED COST 0001WAREHOUSE MANAGER (1 position)1500 hr.$ per hour 0002LABOR FOREMAN (as necessary)100 hr. $ per hour 0003VARIABLE LABOR HOURS200 hr. $ per hour 0004EVENING / WEEKEND VAR. LABOR HOURS100 hr. $ per hour 0005UNLOAD / LOAD TRAILERS400 hr. $ per hour 0006TRANSPORT DOOR TO SHARJAH AIRPORT30 each $ per trailer 0007TRANSPORT DOOR TO DUBAI AIRPORT30 each $ per trailer 0008Shipping Agency (Shipping Documentation)30 each$ per shipment 0009VEHICLE MAINTENANCE / INSPECTIONS40 hr. $ per hour 0010Order Fees / Terminal Handling / Bill of Entry / Exit Costs30 each $ per shipment 0011WAREHOUSE SECURITY1 year $ per year 0012WAREHOUSE OTHER DIRECT COSTS 0013COMMODITY / VEHICLE OTHER DIRECT COST 0014WAREHOUSE EQUIPMENT MAINTENANCE COSTS Total Estimate for Option Year Four CUMMULATIVE ESTIMATED TOTALS TOTAL FOR BASE YEAR$__________________ TOTAL FOR OPTION YEAR ONE$__________________ TOTAL FOR OPTION YEAR TWO$__________________ TOTAL FOR OPTION YEAR THREE $__________________ TOTAL FOR OPTION YEAR FOUR$__________________ Grand Total for Base Year through Option Year Four $__________________ SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT PERFORMANCE WORK STATEMENT WAREHOUSE MANAGEMENT OFFICE OF FOREIGN DISASTER ASSISTANCE (OFDA) DIVISION OF THE U.S. AGENCY FOR INTERNATIONAL DEVELOPMENT (USAID) Dubai, United Arab Emirates 1.0 - Introduction: Ongoing humanitarian support requirements around the globe require USAID/OFDA to maintain a wide variety stockpile of Non-Food Items (NFI) assets, equipment, vehicles and materials at Dubai, United Arab Emirates (a major transshipment hub between Europe and Asia). The purpose is to ensure our rapid response and immediate transport of U.S. humanitarian relief supplies to locations worldwide. Our warehouse ensures efficiency and cost effectiveness in serving the U.S. Government’s disaster response requirements. The warehouse will/may stock a wide variety of materials and equipment which will include the NFI (non-food-items) commodities such as plastic sheeting, wool blankets, hygiene kits, etc. USAID/OFDA maintains approximately 8 different types of commodities at this warehouse. In addition, USAID/OFDA intends to store approximately twenty lightly and fully armored vehicles at this location. The estimated value of the vehicles alone will be approximately US 3.5 million dollars. The warehouse will be used as a staging point to deliver humanitarian aid and support equipment (vehicles) to those in need, whether it’s beneficiaries or USAID personnel. The warehouse in Dubai requires a full time Warehouse Manager to oversee 1) on-site handling and storage operations, and facility upkeep; 2) the equipment necessary to perform OFDA warehouse and support operations; 3) the local service sector support (time and materials) regarding warehouse upkeep and, 4) the processing of shipping documentation (i.e. Customs clearances and handling charges) and providing logistics support. As part of the overall warehouse functions, equipment such as forklifts, pallet jacks and machinery used in the movement, packing, and shipping of commodities will be purchased and maintained by the Warehouse Manager (note, these items become contractor purchased, Government-owned property) (see Government owned property at Appendix A). 2.0 – Justification & Authorization: The people of the world are affected by natural and civil disasters. As the responding agency for the United States government, the United States Agency for International Development Office of Foreign Disaster Assistance (USAID/OFDA) is mandated to be prepared to assist those people with the immediate delivery of relief supplies, at a moments notice. In meeting this mandate, OFDA established warehouse facilities, in specifically chosen locations, to stockpile essential commodities for immediate shipment. We hire firms to manage our facilities and commodities and support the logistical needs requested by OFDA. For the people living in the regions of East and South Central Africa, and Asia, OFDA established an emergency warehouse facility and stockpile in Dubai, United Arab Emirates. This warehouse is centrally located to effectively respond to both natural disasters, such as the earthquake and tsunami in Indonesia, or civil disasters, such as the existing complex emergency (drought and ethnic cleansing) in the Darfur region of Sudan. OFDA’s response to these and other disasters is always both timely and efficient. In addition, other countries in the various regions are continually at risk; such as drought in the Horn of Africa, earthquakes in the Middle East, or the combination of natural disaster in the wake of civil conflict as in the case of Iraq and Afghanistan. Commodities supplied by OFDA are in demand and replacement of commodities requires time for manufacture and transport to our facility. Therefore, it is mandatory that warehouse operations be monitored to ensure 1) exact inventory control; 2) sufficient labor and materials are available for operations; 3) proper handling equipment is positioned and operational at the warehouse to support daily operations; and 4) that the functions of the facility are supported by the service sector (labor, janitorial, maintenance & shipping services) to maintain both a clean and functional facility In so doing, the Warehouse Manager (contractor) provides OFDA the tools to meet the life saving requirements which develop during a disaster. 3.0 - Scope: 3.1 Warehouse Management: -Warehouse services include complete facility and inventory management, inventory control, property control and safekeeping, and reporting (reports of receipt, shipment out, damaged or lost commodities or equipment, and inventory accounting) The Warehouse Management serves as the Materials Handler Supervisor and is responsible for all operations, labor, staff (as appropriate), and complete management of the OFDA property at this OFDA Dubai warehouse complex. The contractor is responsible for securing OFDA property at this warehouse complex, to prevent damage or loss. Premises must be available to U.S. Government officers at any time, 24 hours per day, 7 days a week, for inspection of goods and/or facilities. -Conducts and oversees all aspects of the warehouse. Receives items in a timely, accurate manner, with appropriate posting, packaging and placement; assigns holding areas for receipts and items for delivery; oversee loading and off loading of stocks, determines placement of stocks; operates forklifts, stock pickers, banding and packaging equipment, and assist with customs clearance as required. -Facilities will be clean, well-kept, vermin-free, dry, well-lit, and have telephone and fax capabilities. -Warehouse Transportation: responsible for loading and transporting commodities from the warehouse to the destination as required by the OFDA Logistics Officer at all times throughout the year. -Inventory reporting on at least a monthly basis reflecting type of commodity, quantity in inventory, quantity received, quantity dispatched, and size (dimensions & weights). OFDA will provide the monthly inventory format. The monthly report is due on 20th day of each month. If the 20th day falls on a non-business day, then the report must be provided on the last business day prior to the 20th day. Other data must be included such as if there are any instances of loss or damage. Repairs on commodities will be limited to only those items that are in storage and were damaged by OFDA or if OFDA is transiting the materials or if damaged by OFDA use. Damage that is not caused by OFDA needs to be reported and documented and presented to OFDA for claim against the responsible party. The monthly report shall also contain a layout of the warehouse facility showing storage and indicating which commodities are stored in which areas. This monthly report will also contain status of maintenance/upkeep on the vehicle assets as shown in paragraph 3.4 of this PWS. -Responsible for prioritizing, staging and shipping items. Oversees operations to ensure that necessary storage and shipping requirements and regulations are met. -Forwards appropriate documentation to OFDA/Washington (see contact data in paragraph 9.0 of this PWS) for data entry on all cargo (import/export) movements. -Responsible for utilizing FIFO system (first in / first out). The contractor will post signage on the racking system next to each commodity to indicate type, date received, date of production, serial/batch/lot numbers, weights, dimensions, etc. The contractor shall ensure all OFDA disaster relief commodity packaging is marked with USAID emblems, either as printed in ink on the packaging material or with adhesive stickers (bearing the USAID emblem) affixed to the packaging. Emblems shall be provided by OFDA and per direction from OFDA (POCs in paragraph 9 of this PWS). The Warehouse Management (paragraph 3.1 of this PWS) may be directed to affix USAID stickers to each commodity packaging. -Responsible for hiring temporary additional labor for surge capacity. -Responsible for working within the existing agreements and working with Mercedes & Toyota for servicing the vehicles on a regular basis. -Responsible to keep close relations with U.S. Embassy / Consulate personnel on operations of this OFDA warehouse complex. -Responsible for establishing/maintaining working relations in the Jebel Ali Free Zone. -Responsible for import & export container handling fees, transportation costs and documentation costs (e.g. terminal handling fees, entry charges, import/export documentation, customs inspections, air freight shipment clearances and document guarantees). 3.2 Equipment: The equipment required to support OFDA warehouse operations will be used to receive, repack, inventory, and reposition commodities for immediate shipment as part of OFDA’s disaster response operations. Current Government furnished property for operation of this warehouse complex (not including disaster response commodity inventory) includes the following: -The warehouse complex -Other items as shown in Appendix A Contractor also responsible for packaging of materials for storage and ease in quick shipments, (e.g. shrink wrap, pallets). 3.3 Services: OFDA requires that the warehouse operations be supported in such a manner that all services pertaining to shipping documentation is performed by a representative working with the OFDA Warehouse Manager. In addition, janitorial services will need to be contracted to maintain a clean and healthy working environment for OFDA warehouse management function. -A shipping agency will need to be contracted to work with the Warehouse Management (paragraph 3.1 above) and various contracted shippers moving OFDA commodities. -A facilities cleaning service will need to be contracted for the upkeep and cleanliness of the warehouse. 3.4 Vehicles: - Check all communication equipment on a monthly basis. - Remove all communication equipment before shipping and packing them accordingly to be shipped separately. - Develop checklist to document vehicle condition upon receipt and dispatch to and from the warehouse. OFDA Logistics will work with warehouse management to develop this system. - Check cars on a regular basis to make sure that there are no problems. - Report all check-ups to OFDA/Logistics. - Keep updated logbooks including service records for each vehicle. (OFDA will provide the warehouse with proper documentation to complete). This must be faxed to OFDALogistics on a monthly basis along with the commodity inventory report. - When cars come into Jebel Ali they have to be checked thoroughly, maintained and sent to the dealerships if needed. If major maintenance is needed, transport the vehicles to the service centers. This will take special preparations, especially for armor, bulletproof windows and communication equipment. - Attend maintenance training at Mercedes/Toyota facilities, if available. 3.5 Warehouse Facility & Facility Complex: - Contractor responsible for the lease of the land for this complex on which this U.S. Government warehouse resides. - Contractor responsible for maintaining all licenses, inspections (e.g. forklift, compressor), warehouse insurance, system tests (e.g. fire alarm system), and certifications required by Jebel Ali Free Zone and Dubai regulations. - Contractor responsible for utility costs (water, sewage, electricity). 4.0 - Applicable Documents: Warehouse Manager -Responsible for reporting (directly to OFDA/W) on movements in/out of the warehouse via email in real-time (as movements happen). Equipment: -Documentation to be maintained by the Warehouse Manager of the maintenance and upkeep of all warehouse equipment. Service: All documentation supporting warehouse operations should be forwarded to the respective contact parties. Shipping documentation to the contracted shipper and the Warehouse Manager. Documentation regarding general warehouse upkeep to be directed to the Warehouse Manager. 5.0 - Technical Requirements: Warehouse Manager -The person hired is required to have prior warehouse management experience. -The person who is hired should have prior experience with USAID/OFDA and experience dealing in high stress situations. -Knowledge of accepted warehousing procedures and documentation requirements. -Knowledge of specifications, packaging standards and shipping procedures for all types of cargo, including hazardous cargo. -Fluent in English. Equipment: -All OFDA equipment/supplies/materials/vehicles must be maintained for quick shipment and humanitarian response use at any time. -Servicing of warehouse equipment should be the responsibility of the Warehouse Management (paragraph 3.1 of this PWS) Services: -All services supporting the functions of the OFDA warehouse should be monitored by the Warehouse Manager. All activities relating to the movement of commodities should be communicated to OFDA (contact data in paragraph 9 of this PWS). 6.0 – Services Summary, Schedule, Data Items, and Other Deliverables: PWS ParagraphPerformance ObjectivesPerformance ThresholdMonitoring Method 3.1Provide Warehouse Management ServicesNo more than 2 Valid Customer Complaints during six month performance period.Customer Complaint 3.3Provide shipping agency and janitorial servicesNo more than 2 Valid Customer Complaints during six month performance period.Customer Complaint 3.4Provide periodic maintenance/inspections of vehiclesNo more than 2 Valid Customer Complaints during six month performance period.Customer Complaint Deliverable: Provide monthly warehouse cost report to OFDA NLT than the 5th business day of each month. 7.0 – Points of Contact: OFDA Cognizant Technical Officer: Mr. Todd Horne, OFDA Logistics Unit Leader Phone: (202) 712-0234 FAX: (202) 216-3399, e-mail: OFDALogistics@usaid.gov Technical Rep: Mr. Robert Demeranville, OFDA Logistics Unit Team Phone: (202) 712-5756 FAX: (202) 216-3399 e-mail: OFDALogistics@usaid.gov Contracting Officer: Mr. John Abood, M/OAA/TC Phone: (202) 712-1779 FAX: (202) 216-3051 e-mail:JAbood@USAID.GOV Personnel Employees The Contractor shall provide the necessary number of fully trained labor/personnel to manage/supervise and operate a warehouse for the storage of humanitarian assistance commodities, equipment and vehicles. When any personnel appear to be under the influence of alcohol or drugs or exhibits unacceptable behaviors, they will immediately be replaced on the job with qualified personnel when requested by the Government Representative. Project Warehouse Manager The Contractor shall provide a qualified Warehouse Project Manager for this contract. The Project Manager is designated in writing by the Contractor who has authority to act for the Contractor during the term of the contract, who has the complete and independent financial authority, and who is authorized to submit reports and all other correspondence on behalf of the Contractor. The Project Manager is the Contractor’s liaison between USAID and the company owner. The Project Manager reports directly to the on-site or Washington, D.C. government representative (CTO) to coordinate all operational activities. The on-site government representative provides direction to the contract manager regarding USAID policy, regulations and other operational matters. The Project Manager shall be on-site at the Warehouse during the hours when operations are required or in progress. Operational hours will be determined by the on-site USAID representative, or the Washington, D.C. government representative as approved by the CTO. Duties include managing the day-to-day operation of the warehouse. Schedules inbound & outbound international shipments with carriers and other contractors, purchases services and supplies from vendors, and handles instructions and claims submitted by the government. The Project Warehouse Manager coordinates and schedules the daily activities and then may pass the tasks on to a Foreman to be completed. The Project Manager is responsible for all the contractor’s personnel work schedules (hours worked, annual leave and sick leave) and completes any time cards. He also discusses company related business with the contractor’s personnel and informs them of the needs of USAID. The Project Manager ensures all contract employees adhere to safe work practices, in accordance with applicable U.S. Government and/or other applicable safety guidelines. The Project Manager trains and certifies warehouse employees on safe forklift and other operations. The Project Manager instructs the warehouse employees on the proper methods for handling and processing all commodities, including hazardous goods. The Project Manager oversees the various floor operations performed by the warehouse labor and ensures that the tasks are completed accurately and safely. The Project Manager is also responsible for the cleanliness of the warehouse. Foreman May be hired by the Project Manager as necessary. Duties include running the operations on the warehouse floor. The Project Manager provides direction and guidance to the foreman on work prioritization, employee assignments and task accomplishment. Forklift Driver May be hired by the Project Manager as necessary. Labor must be trained and able to safely operate a forklift, load & unload pallets, skids and crates containing humanitarian assistance commodities from trucks, trailers, containers and storage crates that are stacked up to four high. Warehouse Laborer May be hired by the Project Manager as necessary. Employee provides the necessary manual labor to facilitate the safe handling, packing, crating of humanitarian assistance commodities, equipment and goods. Shipping Clerk / Shipping Agency May be hired by the Project Manager as necessary. Maintains and updates the contractor’s electronic databases with weights, lots and costs and other required storage, shipment and movement data. Performs assorted logistics, transport, documentation, customs and port/airport clearance functions, office functions, such as answering phones, filing, ordering supplies, and other administrative duties as required by the project manager. Interfaces directly with transportation contractors and freight agents to facilitate transport, handling, logistics, clearance, documentation, storage and other required actions. Interfaces directly with trucking companies to schedule and facilitate the movement of storage lots into and out of warehouse. Coordinates scheduling with the Project Manager to ensure efficient workload distribution. Compiles and distributes required reports to the contractor, warehouse manager and, as necessary, USAID. Government Furnished Equipment GOVERNMENT PROPERTY PROVIDED ITEM NAMESERIAL NBRCLASSIFICATIONQTY Warehouse Complex1 Shrink wrap machine 16731 Air compressor GG 5201 Pneumatic Nailer F18/301 Pallet jacks ( 1 )235734271 Pallet jacks ( 2 )06132111 Floor scales ( 1 )A0414029201 Floor scales ( 2 ) A041029261 Computer CN-OP1446-71618-46G-GAL51 Printer CNCGK328761 FaxE60567E4J5916451 CopierAGH30565621 Fork lift ( 1 ) BFAEI 0003 1 Fork lift ( 2 )BFAEH 0001 1 Battery Charger 593715/03-11 Proper Protection of Government Furnished Property and Equipment Service Location All services under this Contract shall be performed at or for the USAID warehouse set forth in this schedule and contract. This building must be maintained in good condition. Adequate security must be provided all U.S. Government property stored in any facility approved under this contract. Access to the storage facility must be controlled. The contractor will ensure the security of the government property by ensuring an active intrusion-detection and fire alarm system is installed and properly functioning. This system will include 24 hour electronic monitoring services, which will automatically notify local police and fire departments as appropriate, as well as notify the CTO. The contractor will be responsible for the maintenance of this system, to include any necessary system upgrades to ensure compliance with current and changing technology. The contractor will be responsible for the alarm monitoring and maintenance fees. Condition of Facilities The building must be kept dry, clean, well ventilated, free of dampness, free of pests, free of mildew and other moisture related growths, rats, mice, and other vermin and must be kept in an orderly condition at all times. Fire Prevention/Fire Control Plan requirements. All installed fire protective systems must be accredited by cognizant fire insurance rating organization for insurance rate credit. A definite fire prevention and control plan shall be posted and maintained in each building and the necessary fire extinguishers and/or other approved type of fire-fighting apparatus shall be available and in good order at all times. Smoking is strictly prohibited in all areas of the warehouse. Flammable materials must be stored fifty (50) feet away from the warehouse exterior. Equipment Maintenance The Contractor will ensure assigned forklifts and other mechanized equipment are maintained in good working order, in order to carry commodity handling tasks. The contractor will ensure preventative and required maintenance and repair is performed on schedule. For the purpose of this contract; reimbursable materials and services are defined as: purchase of energy, utilities, phone services, forklift maintenance, and trash removal. Employee use of Contractor Warehouse Equipment The Contractor will ensure its employees operate all equipment in a safe manner and will provide necessary training, and take disciplinary action, if necessary. Health, Welfare and Safety Program The Contractor will develop and implement a viable and meaningful employee Health, Welfare and Safety Program. SECTION D PACKAGING AND MARKING D.1 PACKING OF SUPPLIES FOR INTERNATIONAL AIR AND OCEAN SHIPMENT Supplies shall be packed for re-delivery and shipment in a manner that will ensure acceptance by common carriers, excellent condition and safe delivery at destination. Containers and closures shall comply with the Interstate Commerce Commission Regulations, Uniform Classification Rules, and regulations of other carriers as applicable to the mode of transportation. D. 2 MARKING AIDAR 752.7009 MARKING (JAN 1993) (a) It is USAID policy that USAID-financed commodities and shipping containers, and project construction sites and other project locations be suitably marked with the USAID emblem. Shipping containers are also to be marked with the last five digits of the USAID financing document number. As a general rule, marking is not required for raw materials shipped in bulk (such as coal, grain, etc.), or for semi finished products which are not packaged. (b) Specific guidance on marking requirements should be obtained prior to procurement of commodities to be shipped, and as early as possible for project construction sites and other project locations. This guidance will be provided through the cognizant technical office indicated on the cover page of this contract. (c) Authority to waive marking requirements is vested with the Regional Assistant Administrators, and with Mission Directors. (d) A copy of any specific marking instructions or waivers from marking requirements is to be sent to the Contracting Officer; the original should be retained by the Contractor. D. 3 BRANDING POLICY Markings under this contract shall comply with the “USAID Graphics Standards Manual” available at www.usaid.gov/branding or any successor branding policy. SECTION E INSPECTION AND ACCEPTANCE E.1 FAR 52.252 02 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) This contract incorporates one or more clauses by reference with the same force and effect as if they were given in full text. Upon request the Contracting Officer will make their full text available. 52.246-03 Inspection of Supplies – Cost-Reimbursement(March 2001) 52.246 04Inspection of Services – Fixed-Price(AUG 1996) 52.246 06Inspection Time and Material and Labor Hour (May 2001) E.2 INSPECTION AND ACCEPTANCE – SERVICES Inspection and acceptance of the services to be provided hereunder shall be made by the Cognizant Technical Officer, or his designee. E.2.1. Contractor Responsibility The Contractor is responsible for the day-to-day inspection and monitoring of all Contractor work performed to ensure compliance with contract requirements. The results of all inspections conducted by the Contractor shall be documented on a weekly inspection report and made available to the CTO by close of business on the first workday of each succeeding week. The reports shall include, but not be limited to, clear and concise inspection results, deficiency descriptions, process inspected, and adequate corrective action statements that prevent deficiency recurrence. E.2.2 The Role of Government Personnel and Responsibility for Contract Administration A. Contracting Officer (CO): The CO has the overall responsibility for administering this contract. He/she alone, without delegation, is authorized to take actions on behalf of the Government to: amend, modify, or deviate from the contract terms, conditions, requirements, specifications, details and delivery schedules; make final decisions on disputed deductions from contract payments for nonperformance or unsatisfactory performance; terminate the contract for convenience or default; and issue final decisions regarding contract questions or matters under dispute. Additionally, he/she may delegate certain other responsibilities to authorized representatives. B. Cognizant Technical Officer (CTO): The CTO will assist the CO in discharging responsibilities. The responsibilities of the CTO include, but are not limited to: evaluating Contractor performance with regard to the terms and conditions of this contract; acting as the Government's representative at the work site; advising the Contractor of proposed deductions for nonperformance or unsatisfactory performance; and advising the CO of any factors which may cause delay in work performance. C. Government Quality Control: Government quality control personnel are subordinates of the CTO 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 CTO in meeting contract responsibilities. E.2.3. Quality Standards All work performed under this contract shall be of the highest quality standards, consistent with best industry practices, to assure timely provision of services, optimum USAID satisfaction, and adequate protection of Government assets. E.2.4. Government Quality Control The Government may 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 (daily, weekly, monthly, quarterly, semiannually, or annually). b. 100% inspection of service work items. c. Review of Management Information System and Inventory Data. d. Unscheduled inspections. e. Process monitoring. f. Scheduled/Unscheduled audits. g. Random inspection h. Sampling inspection E.2.5. Criteria for Evaluating Performance A. If USAID inspection reports indicate performance deficiencies, the CTO may require the Contractor to explain, in writing, why performance was unacceptable, how performance will be returned to acceptable levels, and how recurrence of the problems(s) will be prevented in the future. The CTO will evaluate the Contractor's explanation and take appropriate action. B. At the sole election of the CTO, and upon notification to the Contractor, the Contractor may be required to re-perform or perform late any or all defective work disclosed by Government inspection, including incomplete performance. Where the Government so elects, the Contractor shall be notified promptly after inspection that specified defective services must be re-performed or performed late, and completed within a reasonable time, as specified by the Government. In such cases, the Government shall reinspect work designated for re-performance or late performance, and the Contractor may be held liable for any damages sustained by the Government including, for example, the costs associated with reinspection. C. Re-performance, and the acceptance of re-performance (or late performance), will be determined by the CO or CTO on an individual service work item basis. E.3 PROGRESS PERFORMANCE AND QUALITY OF SERVICE The contractor's progress, performance and quality of services and supplies provided under orders issued under the terms and conditions of this ID/IQ contract shall be subject to inspection and acceptance by the Cognizant Technical Officer (CTO). SECTION F - DELIVERIES OR PERFORMANCE CLAUSES INCORPORATED BY REFERENCE FAR SOURCETITLE AND DATE 52.242-15STOP-WORK ORDER (AUG 1989) 52.247-30F.O.B. ORIGIN, CONTRACTOR’S FACILITY (FEB 2006) (Terms for “door” delivery of government commodities for export – loading conveyances at warehouse door at government contract expense) 52.247-35F.O.B. DESTINATION, WITHIN Consignee’s Premises (April 1984) (Terms for “airport” delivery of government commodities for export – delivering commodities to a port/airport transport company’s ground handler at government contract expense) 52.245-1GOVERNMENT PROPERTY (June 2007) F.3PLACE OF PERFORMANCE The principal place of performance for this contract shall be: USAID/OFDA Warehouse OFDA Warehouse Plot No. M065 P.O. Box 18635 Jebel Ali Free Zone Dubai, United Arab Emirates F.5 DELIVERABLES/REPORTS All reports, plans, schedules and other submittals provided by the Contractor are subject to approval by the CO or CTO. The Contractor shall be required to perform in accordance with the Government’s existing plans and schedules or as directed by the CTO until the Contractor’s submittals are approved by the CO or CTO. The Contractor shall be required to submit deliverables and reports at specified times throughout the life of this contract. They are considered critical to the successful completion of all contractual requirements. All reports provided by the contractor are subject to the approval of the CTO. The contractor shall develop report formats based on the information required for each report listed in Attachment L - Reports. All report formats developed by the Contractor are subject to approval by the CTO. Report formats shall be provided to the CTO 15 days after contract award. It is the view of the Government that the timely submittal of the deliverables/reports are crucial to the proper operation of the facility and provide the guidelines for the proper oversight by the Government. All reports provided by the contractor are subject to the approval of the CTO. The following reports shall be submitted to the CTO: See Attachment B - Reports (to be provided in final contract) SECTION G - CONTRACT ADMINISTRATION DATA G-1. CONTRACT ADMINISTRATION DATA Contracting Officer:(to be provided in final contract) Contract Administrator: First Class Mailing: Courier or Hand Delivery: Cognizant Technical Officer:(to be provided) NMS Purchase Request Number: USAID Contract Number: G-2. PAYMENT SCHEDULE AND INVOICE SUBMISSION A. General. The Government shall pay the Contractor as full compensation for all work required, performed and accepted under this contract, at the firm-fixed-prices (inclusive of all direct labor costs, indirect costs and expenses) stated in Section B of this contract. The government shall reimburse the contractor for additional service and commodity expenses incurred by the contractor, in accordance with the terms of this contract. B. Invoice Submission. Invoices shall be submitted, an original and three copies, to the CTO at the address identified above. One copy of the invoice shall be concurrently submitted to the Contracting Officer at the address identified above. Each invoice shall be certified by a corporate official as being accurate and complete. To constitute a proper invoice, the invoice must include all items per FAR 52.232-25, "PROMPT PAYMENT." C. Contractor Remittance Address. Payment shall be made to the Contractor's address as specified on the cover page of this contract, unless a separate remittance address is specified below: _______________________________________________________ _______________________________________________________ _______________________________________________________ G-3. REQUESTS FOR PAYMENT BY ELECTRONIC FUNDS TRANSFER If the Contractor desires payment under this contract to be made by electronic funds transfer, the Contractor shall complete the attached Standard Form 3881, "ACH Vendor/Miscellaneous Payment Enrollment Form," in accordance with FAR 52.232-33 "MANDATORY INFORMATION FOR ELECTRONIC FUNDS TRANSFER PAYMENT." The completed form shall be sent to: OFDA Address, Email and Fax (to be provided in final contract) G-4. COGNIZANT TECHNICAL OFFICER A. The Contracting Officer may designate in writing one or more Government employees, by name and position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Cognizant Technical Officer (CTO). Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, unless the CTO is a warranted Contracting Officer and this authority is delegated in the designation. B. The CTO of this contract is identified in Section G-1 "CONTRACT ADMINISTRATION DATA." G-5 ORDERING PROCEDURES A. In accordance with FAR 52.216-18 "ORDERING," the following individuals and activities are authorized to issue delivery orders or task orders hereunder: 1. Named CTO and alternates: B. Orders against this contract shall be placed in writing. The Contracting Officer or the Cognizant Technical Officer (CTO) or his/her designee is/are the only person(s) authorized to place orders. Orders placed under this contract shall contain the following information: 1. Date of order; 3. Commodity quantities, number and description to be handled; 4. Delivery or performance date; 5. Place of delivery and transport company, consignee and performance standard; 6. Packaging, packing, and shipping instructions; 7. Any other pertinent information. C.Issuance of orders and directions may be by email or facsimile. SECTION H - SPECIAL CONTRACT REQUIREMENTS H-1. GOVERNMENT-FURNISHED EQUIPMENT AND SPACE (ON-SITE) (a) For Contractor personnel performing work on Government premises, the Government shall provide: utilities, on-site office and storage spaces, furniture, and any other necessary supplies and equipment. (b) Hazardous Conditions: Contractor shall identify any hazardous conditions in the space provided to them, and shall immediately notify the CTO. (c) Space Modifications: The Contractor shall secure written permission from the CTO prior to performing any physical modification of the building space provided for its use. In addition, the Contractor must provide all construction documentation including estimated cost, if any, describing in detail the modification requested prior to proceeding with the work. (d) Returned Spaces: The Contractor shall return the assigned building spaces to the Government in the same condition as received, fair wear and tear and approved modifications excepted. The assigned building spaces shall be used only in the performance of this contract. (e) Mechanical Spaces The Contractor shall keep all building mechanical spaces clean and free of debris, trash, dirt, used parts, fixtures, and any other items not permanently secured to the floor, ceiling, walls, or utility systems for which the mechanical room is designed to enclose. No storage of any items within these spaces is permissible by the Contractor without prior approval from the CTO. (f) Use of USAID Space USAID space will not be used in any manner for any personal advantage, business gain, or other personal endeavor by the Contractor or the Contractor's employees, other than in the performance of this contract. H-2. GOVERNMENT-FURNISHED PROPERTY Notwithstanding any term or condition of this contract to the contrary, the Government will provide only that property set forth below for the use in the performance of this contract. 60,000 square foot central warehouse facility (37,000 square foot building) located at: OFDA Warehouse Plot No. M065 P.O. Box 18635 Jebel Ali Free Zone Dubai, United Arab Emirates H-3. KEY PERSONNEL (a) The Contractor shall assign to this contract the following key personnel: LABOR CATEGORYNAME (To be inserted at time of proposal submission) Program Warehouse Manager______________ (b) The Contractor agrees that a partial basis for award of this contract is the list of key personnel proposed. Accordingly, the Contractor agrees to assign to this contract those key persons whose Résumés were submitted with the proposal necessary to fulfill the requirements of the contract. No substitution shall be made without prior notification to and concurrence of the Contracting Officer. During the first ninety (90) days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. (c) All proposed substitutes of key personnel shall meet or exceed the qualifications of the person to be replaced. The Contracting Officer shall be notified in writing of any proposed substitution at least forty-five (45) days, or ninety (90) days if a security clearance is to be obtained, in advance of the proposed substitution. Such notification shall include: 1) an explanation of the circumstances necessitating the substitution; 2) a complete resume of the proposed substitute; and 3) any other information requested by the Contracting Officer to enable him to judge whether or not the Contractor is maintaining the same high quality of personnel that provided the partial basis for award. H-4. NONPAYMENT FOR UNAUTHORIZED WORK No payments will be made for any unauthorized supplies or services, or for any unauthorized changes to the work specified herein. This includes any services performed by the Contractor of his own volition or at the request of an individual other than a duly appointed Cognizant Technical Officer. Only a duly appointed Contracting Officer is authorized to change the specifications, terms, and/or conditions of this contract. H.16. TECHNICAL DIRECTION (a)Performance of the work hereunder shall be subject to technical instructions, whether oral or written, issued by the Cognizant Technical Officer specified in SECTION G of this contract. As used herein, technical instructions are defined to include the following: (1)Directions to the Contractor which suggest pursuit of certain lines of inquiry, change work emphasis, fill in details or otherwise serve to assist in the Contractor's accomplishment of the Statement of Work. (2)Guidance to the Contractor which assists in the interpretation of drawings, specifications or technical portions of work description. (b)Technical instructions must be within the general scope of work stated in the contract. Technical instructions may not be used to: (1) assign additional work under the contract; (2) direct a change as defined in the "Changes" clause of this contract; (3) increase or decrease the contract price or estimated contract amount (including fee), as applicable, the level of effort, or the time required for contract performance; or (4) change any of the terms, conditions or specifications of the contract. (c)If, in the opinion of the Contractor, any technical instruction calls for effort outside the scope of the contract or is inconsistent with this requirement, the Contractor shall notify the Contracting Officer in writing within ten working days after the receipt of any such instruction. The Contractor shall not proceed with the work affected by the technical instruction unless and until the Contractor is notified by the Contracting Officer that the technical instruction is within the scope of this contract. (d)Nothing in the foregoing paragraph shall be construed to excuse the Contractor from performing that portion of the contractual work statement which is not affected by the disputed technical instruction. H.19SUBCONTRACTING NOT PERMITTED The Contractor shall not assign this contract or subcontract any part thereof without prior written approval of the Contracting Officer. H.20LAWFUL OPERATION The Contractor agrees to comply fully with all local laws, regulations and ordinances bearing on the performance of services herein and shall posses the necessary operating authorities required by regulatory agencies. H.21GOVERNMENT’S RIGHT TO REMOVAL OF GOODS The Government, as the title holder or depositor of goods placed in temporary storage in a Government facility, reserves the right to order goods removed from storage at any time, and with any schedule. H.22GOVERNMENT HELD HARMLESS The Contractor shall hold the Government, its offices, agents, and employees free from liability of any nature or kind, including, but not limited to, costs or expenses for or on account of any or all suits or claims of any character whatsoever, resulting from injuries or damages sustained by any person or persons or property by virtue of performance under this contract by the Contractor or his agents. H.23MISSHIPMENT OR MISDIRECTION OF FREIGHT The Contractor shall be liable to the Government for ensuring that all shipments and documents are transported, labeled, stenciled, or marked correctly. When a shipment is forwarded to an incorrect address or does not have the appropriate documentation due to incorrect labeling, stenciling, or marking by the Contractor, the shipment shall be forwarded to the rightful address or be properly documented by the quickest means as directed by the CTO. SECTION I — CONTRACT CLAUSES SUBSECTION I-1FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the contracting officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): Federal Acquisition Regulations: www.arnet.gov/far I. FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1) CLAUSES: SOURCETITLE AND DATE 52.202-1DEFINITIONS (JUL 2004) 52.203-3GRATUITIES (APR 1984) 52.203-5COVENANT AGAINST CONTINGENT FEES (APR 1984) 52.203-6RESTRICTIONS ON SUBCONTRACTOR SALES TO THE GOVERNMENT (JUL 1995) 52.203-7ANTI-KICKBACK PROCEDURES (JUL 1995) 52.203-12 LIMITATION ON PAYMENTS TO INFLUENCE CERTAIN FEDERAL TRANSACTIONS (SEP 2005) 52.204-7CENTRAL CONTRACTOR REGISTRATION (July 2006) 52.209-5CERTIFICATION REGARDING DEBARMENT, SUSPENSION, PROPOSED DEBARMENT AND OTHER RESPONSIBILITY MATTERS (DEC 2001) 52.212-1INSTRUCTIONS TO OFFERORS – COMMERCIAL ITEMS 52.212-2EVALUATION – COMMERCIAL ITEMS The following factors shall be used to evaluate offers: Proposed Fixed Prices and total price for Services Technical experience and capability of the offeror, using the above scope of work as the factors for evaluation and the basis for evaluation. Past performance evaluation Technical experience and capability plus past performance are approximately equal to price in the evaluation process. Details of the evaluation factors are provided in Section M. 52.212-3OFFEROR REPRESENTATIONS AND CERTIFICATIONS – COMMERCIAL ITEMS 52.212-4CONTRACT TERMS AND CONDITIONS – COMMERCIAL ITEMS 52.217-5EVALUATION OF OPTIONS (JUL 1990) 52.217-8OPTION TO EXTEND SERVICES (NOV 1999) 52.225-13RESTRICTIONS ON CERTAIN FOREIGN PURCHASES (JAN 2004) 52.228-5INSURANCE--WORK ON A GOVERNMENT INSTALLATION (JAN 1997) 52.229-3FEDERAL, STATE, AND LOCAL TAXES (APRIL 2003) 52.232-1PAYMENTS (APR 1984) 52.232-11EXTRAS (APR 1984) 52.232-17INTEREST (JUN 1996) 52.232-23ASSIGNMENT OF CLAIMS (JAN 1986) 52.232-25PROMPT PAYMENT (OCT 2003) 52.232-33PAYMENT BY ELECTRONIC FUNDS TRANSFER – CENTRAL CONTRACTOR REGISTRATION (OCT 2003) 52.233-1DISPUTES (JUL 2002) 52.233-3PROTEST AFTER AWARD (AUG 1996) 52.233-4APPLICABLE LAW FOR BREACH OF CONTRACT LAW (OCT 2004) 52.237-2PROTECTION OF GOVERNMENT BUILDINGS, EQUIPMENT, AND VEGETATION (APR 1984) 52.237-3CONTINUITY OF SERVICES (JAN 1991) 52.242-13BANKRUPTCY (JUL 1995) 52.243-1CHANGES-- FIXED-PRICE (AUG 1987) 52.243-1CHANGES-- FIXED- PRICE, ALTERNATES II and IV (APR 1984) 52.243-2CHANGES—COST REIMBURSEMENT (AUG 1987) For those portions of the contract which are cost reimbursable. 52.244-2SUBCONTRACTS (June 2007) 52.246-23LIMITATION OF LIABILITY (FEB 1997) 52.246-25LIMITATION OF LIABILITY--SERVICES (FEB 1997) 52.247-63PREFERENCE FOR U.S.-FLAG AIR CARRIERS (JUNE 2003) 52.249-8DEFAULT (FIXED-PRICE SUPPLY AND SERVICE) (APR 1984) SECTION J – LIST OF ATTACHMENTS (No attachments to the original solicitation) SECTION K – REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS (Offerors are encouraged to complete their Representations and Certifications via the internet at the ORCA website at http://orca.bpn.gov. As an alternative, an offeror may print, complete and sign a copy of Federal Acquisition Regulation clause 52.212-3 and submit the signed form with their price proposal. A copy of this FAR clause may be found at www.arnet.gov. ) SECTION L – INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS SET-ASIDE/SIZE STANDARD INFORMATION (FEB 1988) This solicitation includes the following set-aside and/or size standard criteria: (a) Percent of set-aside is 0 PERCENT (b) Type is an OPEN COMPETITION. (c) North American Standard Industrial Classification NAICS: 493110 (d) Size Standard is $23.5 Million QUESTIONS REGARDING SOLICITATION (05/95) (a) Prospective offerors should submit any questions regarding this solicitation in writing to the Contracting Officer. Questions should be received by November 14, 2008 to ensure a timely response. Questions received after that date may not be answered prior to the date established for the receipt of proposals. Questions should be sent via e-mail to JABOOD@USAID.GOV. PROPOSAL EVALUATION The Government may require additional cost and/or price breakdown and request other than cost or pricing data to support the prices in Section B in order to determine that the negotiated cost or price is fair and reasonable. COMMUNICATION CONCERNING SOLICITATION (02/96) Only the Contracting Officer, may be contacted regarding this solicitation. Communication concerning this solicitation with any other Government personnel, including contractor support personnel, is prohibited unless specifically authorized elsewhere herein. If such contact occurs, the Offeror making such contact may be excluded from award consideration. KEY PERSONNEL The offeror shall identify their proposed key personnel in Section H.4 of this solicitation. RÉSUMÉS (a) The Offeror shall submit résumés for individuals that it reasonably expects to perform on the contract and shall notify the Contracting Officer as soon as possible if a proposed individual is no longer available. (b) Résumés should clearly demonstrate the degree of significant experience as it relates to the position qualification stated in this solicitation. Significant experience is that specialized experience which includes direct involvement, was of sufficient duration to achieve a continuing expertise, and was of a level of responsibility appropriate to verify employment commitments. Résumés shall contain a signed statement that the individual grants permission for his/her Résumés to be submitted for consideration under this solicitation. (c) If résumés are provided for individuals not presently in your employ, your employment agreements with those individuals shall be provided with your proposal. Employment agreements must contain specific salary quotations (not salary ranges). (d) If best and final offers are requested, the Offeror shall identify any changes to personnel for whom résumés were submitted. GENERAL PROPOSAL PREPARATION INSTRUCTIONS The proposal shall be accompanied by a letter of transmittal prepared on the company’s letterhead stationary. The letter of transmittal shall identify all enclosures being transmitted. Proposals shall be signed by an official authorized to bind the Offeror, and shall set forth full, accurate and complete information as required by the solicitation. The proposal shall be in two volumes or two easily separated segments. Volume I shall include the technical proposal, to include a Quality Assurance/Quality Control Plan; Volume II shall include the cost/price proposal, Section K documents. Submit an original plus two copies of each volume of the proposal to the address specified in Section G.1. Separate cost/price proposal from the technical proposal. TECHNICAL PROPOSAL The technical proposal shall not contain any cost or pricing information. It shall be specific and complete and demonstrate a thorough understanding of the requirements; demonstrates the corporate and proposed staffing qualifications for performing and controlling work quality; and contain logical and effective methods for receiving, managing and performing the work. The technical proposal shall cover the following topics: a) Technical Approach/Management Approach; b) Quality Assurance/Quality Control Plan; c) Past Performance; and d) Corporate Experience; e) Proposed warehouse manager experience and capability. COST/PRICE PROPOSAL The cost proposal shall consist of the following: a) Section B, pages 6 through 10. Provide estimated totals for the base and all option years on Page 11. b) Section K, Representations and Certifications. State whether you completed the online Representations and Certifications or, alternatively, provide a signed paper copy, signed by an authorized official of the company. PRICE PROPOSAL The price proposal shall include the following: 1.Completed pages for pricing for all of Section B. The offeror shall fill in the blank lines as appropriate. Also provide the dollar amounts for each line item therein and complete totals for each option year and the Grand Total for base year and all option years. 2.The Government reserves the right to negotiate rates and inquire about the rate calculations and basis. A Standard Form 1449 contract cover page shall be completed at the finalization of any contract award. TOUR OF WAREHOUSE The government may conduct a tour of the warehouse facility with those offerors who are determined to be in the solicitation competitive range by the USAID contracting officer. SECTION M -- Evaluation Factors for Award M.152.212-2EVALUATION – COMMERCIAL ITEMS The following factors shall be used to evaluate offers: Proposed Fixed Prices and total price for Services Technical experience and capability of the offeror, using the above scope of work as the factors for evaluation and the basis for evaluation. Past performance evaluation Technical experience and capability plus past performance are approximately equal to price in the evaluation process. See the Basis for Award language below. M.2 BASIS FOR AWARD The NAICS code is 493110, and the business size standard is $23,500,000.00 revenue. The Government will make award to the responsible offeror (s) whose offer conforms to the requirements of the solicitation and is evaluated as being the most advantageous to the Government, cost or price and other factors considered. For this solicitation, technical merit is more important than cost or price. Award will not be automatically determined by numerical calculation or formula relationship between cost or price and technical merit. As technical merit of the offerors' proposals becomes more equal, the evaluated cost or price may become the determining factor. The Contracting Officer shall determine what trade-off between technical merit and cost or price promises the greatest value to the Government, cost or price and other factors considered. The Government intends to evaluate offers and award without discussions. Therefore, the initial offer should contain the offeror’s best terms and statement of capability from a technical and price standpoint. However, the Government reserves the right to conduct discussions if later determined necessary by the Contracting Officer. The Government may reject any or all offers if such action is in the public’s interest, and waive informalities and minor irregularities in offers received. Discussions, if held, may take the form of written questions, site visits or oral presentations. This RFP does not commit the Government to pay any costs incurred in the submission of any proposal or in making necessary studies for the preparation thereof. The RFP does not commit the Government to procure or contract for said services. The Contracting Officer is the only individual who can commit the Government to the expenditure of public funds in connection with this proposed procurement. M.3COST REALISM EVALUATION The Government may conduct a cost realism evaluation in order to determine if the overall costs proposed are (1) realistic for the work to be performed; (2) reflect a clear understanding of the requirements; and (3) are consistent with the various elements of the offeror's technical proposal. M.4METHOD OF AWARD - AGRREGATE BASIS, ALL ITEMS The line items in Section B of this solicitation will be awarded on an aggregate basis for all solicitation items. Only one award will result from this solicitation. M.5PROPOSAL EVALUATION (05/95) (a) The offeror's proposal will be evaluated to determine whether it meets the requirements described in the solicitation. (b) A cost and/or price analysis shall be conducted based upon the data submitted by the offeror in order to determine that the negotiated cost or price is fair and reasonable. M.6. EVALUATION FACTORS: 1. Evaluation Factors Proposals will be evaluated based on the major factors and sub factors stated in the above scope of work. Proposals should clearly state your firm’s (and Key individual) experience and capability in the major areas of performance. Major Factors (sub-factors are from the scope of work) include: Factor 1 – Technical Approach/Management Approach Factor 2 – Quality Assurance/Quality Control Plan and Level of Effort Factor 3 – Past Performance Factor 4 – Corporate and Individual Experience Factor 5 – Price Proposal 2. Technical Scoring. Technical scoring shall be as follows: EXCEPTIONAL – exceeds specified sub-factor performance or capability in a beneficial way and has a high probability of success. QUALITY – the specified performance or capability requirement is clearly met, and has a probability of success. ACCEPTABLE – satisfies evaluation criteria. Good probability of success; weakness may be readily corrected if negotiated. UNACCEPTABLE – substantially deficient in addressing the mandatory requirements, i.e., fails to minimally satisfy the evaluation criteria or has significant deficiencies -- not correctable without a major revision to the proposal. 3. Each of the evaluation factors consists of several elements or sub-factors, which the technical evaluation panel will consider in its assessment of the Offerors’ technical proposal. The sub-factors and elements are contained in the scope of work. Factor 1 - Technical Approach/Management Approach: 1) The technical approach shall include a detailed description of the offeror’s solution and how each task will be performed. It shall include specific performance measures and metrics, linked to the top-level objectives and the performance requirements. The management approach shall include a detailed description of how the offeror plans to manage the overall contract. It shall include specific performance measures and metrics, linked to the top-level objectives and the performance requirements. The management approach shall include a staffing plan identifying personnel, organization, and administrative controls necessary to ensure that the performance objectives of the contract will be met. This may include personnel qualifications, experience, educational, and other background information/Résumés as appropriate. 2) The following elements provide for assessing the relevance and quality of the Offeror’s technical approach/management approach i) The degree to which your proposal demonstrates a detailed understanding of all activities associated with the warehouse operation functions. ii) The degree to which your proposal demonstrates the ability to provide the management and process/work requirements. iii) The degree that key personnel demonstrate preferred training and experience. iv) The degree to which your methodology provides responsiveness to the stated requirements. v) The degree to which your proposed approach is logical and thorough. vi) The degree to which your approach incorporates quality assurance/quality control procedures. Factor 2 - Quality Assurance/Quality Control Plan: 1) Quality Assurance/Quality Control (QA/QC) Plan. The contractor shall propose a QA/QC program and include performance metrics to be monitored throughout the life of contract, standards of performance to be achieved, and methods of surveillance to be employed to ensure that all data, analysis, reports, support and services delivered meet the specifications and requirements of the RFP/PWS. The contractor’s QA/QC program shall apply to all materials, supplies and services provided to DOS. The following elements provide for assessing the effectiveness of the offeror’s quality control plan: i) The degree the plan insures USAID’s warehouse operations requirements are met. The degree the plan level of effort insures the warehouse operations requirements are met. ii) The degree the plan insures reports are produced within USAID’s standards for accuracy. iii) The degree the plan insures all reports are reconciled and any differences are resolved within 24 hours. Factor 3 - Past Performance: This factor will evaluate the offeror’s past performance as an indicator of an offeror’s ability to perform the contract. USAID will evaluate the information obtained relative to the past performance of the offeror and significant sub-contractors or affiliates, if any. This evaluation may be used both for determining responsibility and for qualitative evaluation purposes. In conducting the evaluation of proposals, USAID reserves the right to utilize all evaluation information available at the time of evaluation, whether provided by the offeror in its proposal or obtained from other sources. NOTE: In accordance with FAR 15.305 (a) (2) (iv), offerors without a record of relevant past performance or for whom information on past performance is not available; the offeror may not be evaluated favorably or unfavorably on past performance. For purposes, of this solicitation, “Favorably or Unfavorably” is defined as an “acceptable” score. In the case of technically acceptable identical offers preference will be given to the offerors with the most relevant past performance in the opinion of the evaluators. Factor 4 - Corporate Experience and Individual Experience: 1. The offeror shall provide recent corporate experience relevant to the requirements for this RFP. Recent experience is defined as experience within the past three-(3) years. Provide information of recent experience with management of a warehouse similar to this requirement. Provide organizational structure and names, experience and background of key personnel who will be assigned to ensure timely performance, deliverables and fulfillment of the terms and conditions of the contract. 2. The following elements provide for assessing the quality of the offeror’s corporate experience: a) The extent the project descriptions or service provided by the offeror demonstrates the offeror’s experience with the RFP requirement. b) The extent the project description or services provided demonstrates that the offeror meets or exceeds the personnel continuity required to perform due diligence and oversight. c) The offeror’s corporate stability as evidenced by volume of business and the length of time in business. d) Your proposal shall explain in detail the procedure/process to export cargoes from within the Jebel Ali Free Zone through Dubai (DXB) airport. If the cargo is transported through Sharjah (SHJ) airport would anything be different? e) Your proposal shall explain in detail what your organization will do if USAID/OFDA requires that humanitarian commodities be transported during a religious holiday or during a weekend. Does your organization have relationships set up to transport commodities out of the Free Zone during such times? f) Your proposal shall explain your experience with storing humanitarian or similar commodities, and the local drayage of commodities in Dubai. g) Your proposal shall provide information regarding your current offices or warehouse operations within the Jebel Ali Free Zone. 4. Price Proposal: The offeror shall submit the original and two (2) copies of the price proposal for this Firm-Fixed Price ID/IQ contract. Offeror shall identify the proposed fixed rate(s) for each CLIN for the base period of one-year, plus four (4) one-year option periods. The offeror shall propose as separate Line Items the “Other Direct Costs” necessary to perform this requirement. The offeror shall also provide a ceiling price to complete all the requirements of the contract. If it is the corporate accounting policy of the offeror to direct-charge administrative support functions such as program management, data management, time keeping, or other similar administrative tasks, then the offeror shall separately identify and price these functions in its proposal. The offeror shall include an estimate for the number of hours for these functions over the term of the contract and the applicable fully loaded billing rates, as well as a basis of estimate for these proposed direct-charge items. M.752.217-5EVALUATION OF OPTIONS (JUL 1990) Except when it is determined in accordance with FAR 17.206(b) not to be in the Government's best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the options. PROPOSAL: Potential contractors shall submit a proposal in English to the government that provides information relating to and covering the above factors. The number of pages for each proposal shall not exceed 50 pages, including all text, photos and supporting documents. DATE, TIME AND PLACE FOR RECEIPT OF OFFERS: Submit clean (all-inclusive) written proposal(s) (an original and TWO copies) for the above requirement to USAID by December 8, 2008 by 1600 hours (Washington, D.C. local time). Courier and hand-delivery of proposals to Mr. Paul Vicinanzo or his designee at the USAID Lobby, 14th Street Entrance, Ronald Reagan Building, 1300 Pennsylvania Avenue, N.W. Washington D.C. address is acceptable. Attn: Paul Vicinanzo. Mail proposals (in time to assure receipt by the closing time) to Mr. Vicinanzo, M/OAA/TC, USAID, Room 7.09-030, 1300 Pennsylvania Avenue, N.W., Washington, D.C. 20523-7900. Late proposals will not be considered except in accordance with FAR and agency provisions. After your proposal is submitted, and during our review of proposals, you may call (202) 712-1779 to determine the status of the procurement. The government expects to make an award during February 2009. Point of Contact John Abood, Contracting Officer, Phone 202-712-1779, Fax 202-216-3051, Email jabood@usaid.gov
Web Link: FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=4ccf3ee151f153bb1dc3de46024437c3&tab=core&_cview=1)
Document(s): Solicitation (RFP) TRN-09-003; File Name: USAID/OFDA Solicitation TRN-09-003 (Warehouse Management RFP TRN-09-003 (Dubai).doc); Link: https://www.fbo.gov//utils/view?id=5cd78af8aabd4468032b6496be94ec77; Bytes: 383.50 Kb; Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
Place of Performance: Address: Dubai, United Arab Emirates, Dubai, United Arab Emirates
Record: SN01693697-W 20081022/081020214503-4ccf3ee151f153bb1dc3de46024437c3 (fbodaily.com)
Source: FedBizOpps Link to This Notice
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M -- USAID/OFDA Warehouse Management (Dubai) - Solicitation (RFP) TRN-09-003