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NOTICE TO THE TRADE
H -- Warehouse and Food Aid Commodity Inspection Services - Djibouti
General Information
Document Type: Combine Solicitation
Solicitation Number: Reference-Number-USAID-RFP-TRN-07-031
Posted Date: Aug 01, 2007
Original Response Date: Sep 04, 2007
Current Response Date: Sep 04, 2007
Original Archive Date: Sep 19, 2007
Current Archive Date: Sep 19, 2007
Classification Code: H -- Quality control, testing & inspection services
Naics Code: 541990 -- All Other Professional, Scientific, and Technical Services
Contracting Office Address
Agency for International Development, Washington D.C., USAID/Washington, 1300 Pennsylvania Avenue, NW Room 7.10-006, Washington, DC, 20523, UNITED STATES
Description
USAID Authorized Geographic Code is 935. This is a combined synopsis/solicitation for commercial services prepared in accordance with United States Federal Acquisition Regulations (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-RFP-TRN-07-031 and is issued as a Request for Proposals (RFP). This solicitation incorporates Federal Acquisition Regulation provisions and clauses in effect through Federal Acquisition Circular 2005-12. Incorporated by reference are:
- FAR 52.212-1, Instructions to Offerors-Commercial Items;
- 52.212-2, Evaluation-Commercial Items;
- FAR 52.212-3, Offeror Representation and Certifications-Commercial Items - (Include a completed copy of 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;
- FAR 52.212-5, Contract Terms and Conditions-Commercial Items Required to Implement Statutes or Executive Orders-Commercial Items.
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 (APR 1991); 52.203-12, Limitation of Payments to Influence Certain Federal Transactions (June 2003);
- 52.225-13, Restrictions on Certain Foreign Purchases (Dec 2003);
- 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration (Oct 2003).
The following clauses also apply to this acquisition: 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). The above clauses are available on the internet at WWW.ARNET.GOV Copies of the clauses are also available from this office.
The Contractor is reminded that U.S. Executive Orders and U.S. law prohibits 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 541990, Commodity Inspection Services, with a small business size standard of $6.5 million in annual receipts for the company and its affiliates (See FAR Part 19 definitions).
II. STATEMENT OF WORK:
- Purpose and Background - The purpose of this solicitation is to obtain food aid commodity and warehouse inspection services in Djibouti, Djibouti. The government of the United States seeks a licensed contractor able to provide inspection, sampling, lab analysis and reporting services to determine the condition of food aid commodities and the effectiveness of warehouse services.
The United States Agency for International Development (USAID) procures packaged food commodities for use in export food aid programs. The packaged commodities are transported and delivered to a warehouse facility where they are stored, pending re-delivery to a Private Voluntary Organization (PVO), UN organization or cooperating country government. The purpose of this commodity and warehouse inspection service contract is to ensure that USAID commodities are stored, and remain, in excellent condition until they are re-delivered or shipped from our contract warehouse facility. Given the inherent nature of food aid commodities, their shelf life and their storage conditions, there is a potential for loss or damage. To address this risk, the U. S. government is seeking to contract with a commodity and warehouse inspection company to provide inspection services at USAID warehouse locations. The contractor will witness and examine stored commodities, the warehouse space and storage techniques, document the count and condition of these food aid commodities and provide a written report to the government providing the findings. The inspections performed, and reports issued, by the contractor will be used by the government to assure the proper care and storage of our commodities. The inspections are intended to preserve the excellent condition of food aid commodities and to prevent loss, damage or infestation of food aid commodities.
The performance work statement (below) provides specific government requirements. All commodity and warehouse inspection and reporting services shall be performed with due consideration of the commodity and storage guidelines provided in the USAID Food for Peace Commodities Reference Guide. The Commodities Reference Guide is made an integral part of this contract by reference, and may be found at http://www.usaid.gov/our_work/humanitarian_assistance/ffp/crg/ .
This is a labor hour fixed rate contract. The contractor shall inspect commodities and warehouse operations every 30 days, with ad hoc inspections performed as requested by the government. Contract Line Item Number (CLIN) hours and estimated funding are estimates only and the contractor will be reimbursed for actual hours applied to the performance of this contract. The minimum guaranteed order amount for this contract is $2,500.
- Schedule of Services:
- Locations - The USAID warehouse facility is located in the Djibouti Free Zone, Djibouti. (Specifics and contact points to be provided.)
- Volume - The Contractor shall be responsible for performing all commodity and warehouse inspection and reporting requirements requested by the government for cargoes delivered to the above location(s). Inspection and reporting requirements shall cover a commodity volume of between 1 and 30,000 metric tons of USAID packaged commodities. Individual ad hoc task orders may involve the inspection of part or all commodities located at the above location(s).
- Types of Commodities - Food aid commodities, packaging and storage requirements are specified in the USAID Commodities Reference Guide. Generally, dry commodities may be packaged in 25 or 50 kilogram bags of various materials (with or without internal liners), and vegetable oil may be packaged in 4-liter cylindrical tins, 20-liter steel pails, or 208-liter steel drums.
- Performance Work Statement (PWS) -
- The contractor shall inspect, sample and provide lab analysis and reporting services every thirty (30) days. The Contractor shall be USAID?s Title II food commodity and warehouse inspector for Djibouti. We are seeking experienced inspection firms, appropriately licensed and having the requisite knowledge, experience, and staffing to perform this inspection and reporting work. The objective of inspection of commodities and warehouse operations is to confirm compliance with USAID contract and program requirements relating to maintaining excellent commodity condition. Inspections serve to verify the effectiveness of warehouse operations, controls and mitigation techniques to preserve the food commodities. Lab analysis may be performed via subcontract agreement.
- Requirements for inspectors -
Inspectors shall have:
- authority to discharge their duties and accountability for their actions
- technical qualifications and competencies, especially in pest detection, warehouse operations and mitigation standards, fumigation standards
- access to appropriate inspection facilities, tools and equipment
- written guidelines (such as warehouse contract requirements, USAID program requirements, food commodity and storage manuals, pest types and information)
- objectivity and impartiality.
The inspector may be required to inspect lots for:
- compliance with specified USAID commodity standards or requirements
- specified pest, damage mitigation techniques or fumigation techniques
- Required Services - The Contractor shall provide all management, supervision, and personnel to provide the following under this contract:
- A single point of contact, including phone number and e-mail, for all matters under the contract.
- For each inspection / lab analysis / report, which may involve all commodities on the warehouse floor or individual lots - Examination of commodities and warehouse operations, including taking samples and obtaining lab analysis where required, shall be undertaken after contract award, and every thirty days thereafter. Results of the inspection and any lab analysis shall be documented. Inspection procedures shall be consistently applied.
- Commodity and warehouse inspection by qualified, experienced inspectors at the location specified by the government in the contract.
- Documentation and evidence of (including digital photos, if appropriate or requested):
The quantity of commodity and warehouse space inspected
- The location of the commodity within the warehouse
- The condition of the commodity, including a complete description of the percentage of commodity in excellent condition; samples acquired for analysis, quantity, type and severity of any damage, loss or infestation, and give probable cause of damage, loss or pest infestation (based upon analysis).
- The condition of the warehouse (inside and outside), including:
Warehouse storage techniques, warehouse fumigation techniques, whether employees are well trained and follow procedures, operational mitigation techniques are applied for all commodities, or various individual lots, as requested, necessary or appropriate. Do windows and doors seal tightly to prevent pest and other contaminants? Do windows have fine mesh screens to keep out insects? Is there any food on the floor or on equipment? Are all holes and cracks filled? Is there evidence of past or current pest problems? Does the roof leak? Are overhead lights properly covered to prevent glass contamination? Are there any concerns regarding safety, security, or fire risks? Are there other building, facility or equipment problems that must be addressed? Does the warehouse segregate commodities to be disposed or destroyed?
- In the event of any suspected or actual damage, loss or pest infestation, the Contracting Officer or CTO shall be notified immediately in writing regarding the problem. Possible problem areas include damaged packaging, water damage, rodents, birds, insects, high humidity or temperature, possible chemical contaminants.
- . Evidence that written notice of damage, loss or pest infestation was presented to the warehouse operation manger.
- Observe, and provide documentation and evidence for the disposition of any damaged cargo and disposal (as requested by the government).
- In the event of damaged or pest infested cargo, obtain samples and, subject to separate authorization by the Contracting Officer or COTR, provide timely analysis of suspected unfit cargo, if local health officials are not available.
- Certifications signed by third parties establishing attendance by the Contractor at each inspection.
III. REPORTS
Inspection and other reports shall be submitted to the Cognizant Technical Officer listed in the contract. Reports and supporting documentation and photos shall be submitted electronically within 3 days of the completed inspection or lab analysis.
IV. Deliverables
- The Contractor shall acknowledge receipt of ad hoc task orders within one day of issuance.
- The Contractor shall liaise with USAID and the warehouse operations manager regarding the inspection service to be provided and the time of the inspection.
- For other than warehouse and commodity inspection, the Contractor shall attend and observe at the locations stipulated by the government in this contract, or in ad hoc task orders.
- The Contractor shall provide a separate, written inspection report and supporting documentation, in English, for each inspection or lab analysis. Each report shall be supported with sufficient detail and documentation so as to provide the government with a clear understanding of current commodity and warehouse conditions. The report may be in electronic or hard copy.
- The complete report shall be submitted within three (3) days of completion of an inspection.
- The Contractor shall provide timely replies to inquiries.
V. Rate Schedule
Inspection, Report Preparation, Management and Administrative Rate
(Labor hour price)
- Service Hourly Rate $
- Lab Analysis of each Sample $
VI. Contract Term: This contract is expected to commence November 2007, or as agreed between the parties. The contract shall be effective for a one year term). Up to four 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. The government contact person for all contract terms and notifications is the contracting officer.
VII. EVALUATION CRITERIA FOR PROPOSALS: In accordance with Federal Acquisition Regulations 52.212-2, the following proposal elements will be evaluated by the government to determine the most advantageous proposal to the government. Your proposal shall provide the government with your contract rates, calculations and estimates for the following:
- Your all inclusive hourly rate for inspection, sampling, report preparation and management services. Please include rates for contract option periods two through five.
- Your all inclusive price for each lab analysis and lab report documentation service. Please include rates for contract option periods two through five.
- Your total estimated price for one year inspection, sampling and reporting service (not including lab analysis) based upon 15,000 mt of commodities and warehouse space inspected 12 times during the year.
- Your technical and managerial resources including key persons, plan of operations, lab analysis resources and past performance relating to food and warehouse inspections. 1) Technical resources - Provide your technical staff capabilities and qualifications, including business licenses and certificates and prior experience. 2) Managerial resources - Provide your managerial capabilities and qualifications. 3) Provide your plan of operations indicating your understanding of the contract performance requirements and your resources and capabilities to be applied in the performance of the contract. 4)Describe your sampling techniques and the lab analysis plan, including your relationship with the lab (owned or subcontracted) and the lab?s capabilities and standards with regard to food commodity analysis. 5) Past performance information regarding your company, the lab and any subcontractors, including references and current reference contact points with phone numbers and email addresses.
Proposals shall include sufficient information and documentation to indicate your compliance with the above evaluation factors and capability to perform this contract. Evaluation: Most advantageous to the government will be determined by applying more emphasis to the government?s technical evaluation, including past performance, and slightly less emphasis to the government?s price evaluation.
VIII PROPOSAL: In preparing your proposal and responding to the above price and technical evaluation factors, Offeror shall submit a written proposal (English only) no longer than 30 pages. Original and one copy. Please provide a contact point for any negotiations, with phone and email information. Price information shall be on a single page within the proposal. Proposals shall be valid for 90 days after the closing time for receipt of proposals.
IX. DATE, TIME AND PLACE FOR RECEIPT OF OFFERS: Submit clean (all-inclusive) written or electronic proposal(s) (If written, Original and one copy) for the above requirement to USAID by September 4, 2007 by 1600 hours (Washington, D.C. local time). Electronic proposals may be submitted to AFisher@USAID.GOV. Courier and hand-delivery of proposals to Mr. Anthony Fisher at the USAID Lobby, 14th Street Entrance, USAID Lobby, Ronald Reagan Building, 1300 Pennsylvania Avenue, N.W. Washington D.C. address is acceptable. Attn: Anthony Fisher, M/OAA/T. Mail or postal delivery of proposals (in time to assure receipt at the above address by the closing time for proposal receipt) to Mr. Fisher, M/OAA/T, USAID, Room 7.09-041, 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) 712-4261 to determine the status of the procurement. The government expects to make an award during November 2007.
Point of Contact
John Abood, Contracting Officer, Phone 202-712-1779, Fax 202-216-3051, Email jabood@usaid.gov - John Abood, Contracting Officer, Phone 202-712-1779, Fax 202-216-3051, Email jabood@usaid.gov
Place of Performance
Address: Djibouti, Republic of Djibouti
Country: DJIBOUTI
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