018 dos standard Tender of Service (stos)

2018 DOS 1 Standard Tender of Service (STOS)

Standard Tender of Service (STOS)

Origin Packing Services

19MZ5018-T-001

Effective date from 1 March, 2018 to 28 February, 2019

U.S. Embassy, Maputo Mozambique

General Service Office- Contracting/Shipping section

Table of Contents

Section 1 General

Item 1-1 Tender Administration Data Pg. 3

Item 1-2 Scope of Tender Pg. 3

Item 1-3 Revising TOS Provisions Pg. 3

Item 1-4 Unintentionally Accepted Tender Rule Pg. 4

Item 1-5 Lawful Performance and Operating Authority Pg. 4

Section 2 Participation

Item 2-1 General Pg. 4

Item 2-2 Approval to Participate Pg. 4

Item 2-3 Continued Participation Pg. 5

Section 3 Offers of Service

Item 3-1 Submission of Rate Offers Pg. 5

Item 3-2 Modifications to Tender Pg. 6
Section 4 Statement of Work

Item 4-1 Scope of Work Pg. 6

Item 4-2 Performance of Services Pg. 9

Item 4-3 Reports Pg. 13

Item 4-4 Inventory Pg. 14

Item 4-5 Gov’t / Packer Furnished/ Installed Equipment Pg. 15

Item 4-6 Facilities Pg. 15

Item 4-7 Area Covered Pg. 15
Section 5 Packaging and Marking

Item 5-1 Preparation of Owner & Packer UAB Pg. 16

Item 5-2 Requirements for Packing HHE Pg. 17

Item 5-3 Type and Construction of Surface Containers Pg. 19

Item 5-4 Type of Construction of Air Containers Pg. 20

Item 5-5 Basis of Weight Pg. 20

Item 5-6 Responsibilities for Documentation & Delivery Pg. 22

Section 6 Deliveries or Performance

Item 6-1 Period of Performance Pg. 22

Item 6-2 Time of Performance Pg. 22

Item 6-3 Notification of Completed Services Pg. 23

Item 6-4 Payment of Services Pg. 24

Item 6-5 Pre-Move Survey Pg. 24

Item 6-6 Violations / Suspension Pg. 24
Section 7 Billing and Payment

Item 7-1 Use of US Bank Freight Payment Pg. 25

Item 7-2 Payment of charges Pg. 25
Section 8 Special Tender Requirements

Item 8-1 Nonpayment for Unauthorized Work Pg. 26

Item 8-2 Mis-shipment of Freight Pg. 26

Item 8-3 Misdirection of Freight Pg. 26

Item 8-4 Fuel Surcharge Pg. 26

Item 8-5 Special Crating / Packing Material / Accessorial Pg. 26

Approval

Item 8-6 Use of Tenders by Other Gov’t Agencies Pg. 27

Item 8-7 Government Saved Harmless Pg. 27

Item 8-8 Ordering Services Pg. 27

Item 8-9 Insurance Requirements Pg. 28

Item 8-10 Certificate of Insurance Pg. 28

Item 8-11 Liability of Packer Pg. 28

Item 8-12 Government Right of Removal of Goods Pg. 28

Item 8-13 Late Shipments Pg. 29

Item 8-14 Misplaced Shipments Pg. 29

Item 8-15 Employees Pg. 29

Item 8-16 Continuation of Tender Pg. 30

Item 8-17 Quality Assurance Pg. 30
Exhibits A: 14 FAM Exhibit 611.6 Limitation of Crating Pg. 31 B: Shipment Count by State Pg. 32

Attachments Item 9-1 Acronyms used within this tender

Item 9-2 Trading Partner Agreement & Letter of Intent

Item 9-3 DOS Blank Rate Quote Sheet

Item 9-4 Special Crating Request

Item 9-5 Prohibited items in UAB and HHE storage

SECTION 1: GENERAL

ITEM 1-1 TENDER ADMINISTRATION DATA:

Government Technical Monitor (GTM): Henriqueta Naueia

Email: [e-mail]
Overview of Tender Contracting Officer (CO): Katherine Reilly

Email: [e-mail]

Mailing address U.S. Embassy

Avenida Kenneth Kaunda 193

Postal Code 783

ITEM 1-2 SCOPE OF THE TENDER OF SERVICE (TOS)

1. 
   GENERAL: This TOS provides terms and conditions for the transportation and all related services within the U.S. Embassy, Maputo Mozambique. All Transportation Service Providers (TSP) used as your agents must have a valid license/membership of the following organizations or must agree to acquire membership within 3 months of being awarded the TOS. Failure to meet the requirement will result in suspension to provide further services to the USG until proof of member ship can be provided.
   

1. 
   (FIATA) International Federation of Freight Forwarders OR
   
2. 
   (IAM) International Association of Movers
   
3. 
   Valid International Transportation License issued by the Local Ministry of Transportation
   
4. 
   Tax Number (NUIT) issued Ministry of Finance
   
5. 
   Country Wide Customs licenses from Mozambique Customs
   
6. 
   Must be in good standing with the Credit Bureau.
   

2. 
   PACKER LIABILITY: All property transported under provisions of this TOS (See Section 8) shall be valued at full replacement value. Full replacement value is defined as full cost of repair or replacement of actual value of the property at time of loss or damage. The participant must offer all shipments being released at a base value of $8.50 times the net weight of the surface shipment and gross weight for UAB shipments. All measurements are calculated in pounds.
   

3. 
   The annual estimated weight under this tender will be provided under separate cover. However this is only an estimate: there may be more or less. This volume is only used as guidance, no guaranteed container loads are given under this Tender of service. It is for information purposes only.
   

ITEM 1-3 REVISING TOS PROVISIONS AND METHOD OF CANCELING ORIGINAL OR REVISED PAGES

The TOS is revised and reissued by the U.S. Embassy, Maputo Contracting and Shipping General Service Office as necessary. This is done through electronic publication of the changes, the issuance of page revisions (original or revised), or the re-issuance of the document.

ITEM 1-4 UNINTENTIONALLY ACCEPTED TENDER RULE

Tenders that are unintentionally accepted and distributed for use, which are later found not to be in compliance with the TOS, are subject to immediate removal by the tender accepting agency. The carrier will be notified when tenders are removed under these circumstances and will be advised on the basis for their removal. Even though a tender was unintentionally accepted, such tender may be used until the carrier cancels it. The Packer is not authorized to solicit/distribute this tender to unauthorized parties.

ITEM 1-5 LAWFUL PERFORMANCE AND OPERATING AUTHORITY
The Packer agrees to comply fully with the applicable U.S. federal, state and local laws and /or regulations of Maputo, Mozambique and/or appropriate countries as applicable and ordinances bearing on the performance of services specified herein and shall possess the necessary operating authorities required by regulatory agencies. Common transport carriers shall possess the required carrier documentation. The TSP shall provide the transportation of the household effects to and from or between the places where the shipment may move by provisions of this tender.

SECTION 2: PARTICIPATION

ITEM 2-1 GENERAL

Participation in the USG TOS is open to any packer possessing the operating authority and insurance pertaining State/Federal laws and local laws of Maputo, Mozambique.

ITEM 2-2 APPROVAL TO PARTICIPATE

A packer must meet the following requirements to become eligible to participate and perform services under this TOS. The applicable approval documentation with a complete tender package must be mailed to the attention of Henriqueta Naueia. The applicable documents must be express mailed with this Tender to General Service Office-(Shipping), U.S Embassy, Avenida Kenneth Kaunda 193, Maputo, Mozambique.

Questions relating to the approval requirement may be directed to Henriqueta Naueia or by e-mail at [e-mail] or Katherine Reilly at [e-mail]
APPROVAL REQUIREMENTS:

• 
  A Valid copy of licenses and memberships of the organizations from item 1-2 A.
  
• 
  One (1) Signed copy of the Trading Partner Agreement / Letter of Intent (See attachment ITEM 9-2 – Trading Partner Agreement & Letter of Intent).
  
• 
  Evidence that the transporting companies and the TSP operate an established business with permanent address and telephone numbers requirement within Mozambique.
  
• 
  List of ten largest clients (by volume) in the past 3 (three) years, demonstrating prior experience with relevant past performance reports. Reference information shall include volume of cargo processed by your firm for this client per year, client contact information (name, positions, phone number, e–mail address and physical address).
  

• 
  Evidence the offeror has all the licenses and permits required by applicable local law. Names of transporting companies if sub contracted assigned for road freight assignments.
  
• 
  Certificate of Insurance for goods in transit and insurance whilst within warehouse facilities. If the insurance expires throughout the Tender a renewed proof of insurance should be provided or you will be withdrawn from the TOS.
  
• 
  The offeror can provide the necessary equipment, personnel and financial resources needed to perform the work requested within this Tender.
  
• 
  A hardcopy brochure of the organization with history of the company
  
• 
  Current financial statements as well as the last 3 (three) years financial statements.
  
• 
  Rates for services provided (attachment 9.3).
  
• 
  The Customs Broker is Customs compliant.
  

The TSP shall provide the name, mailing address, telephone number(s) and e mail addresses of any operations points of contact, which will be responsible for tracing of shipments and advising on the road freight, shipping and delivery information at all times. The U.S Embassy intends to send all documents electronically or via courier service when original documents are required. The TSP will also supply the U.S. Embassy with a website address that will allow the U. S. Embassy personnel to track and trace shipments by document number or the shipment number.

TSP may only be represented under the name of one company. Multiple solicitations will produce automatic disqualification for all associated companies.
ITEM 2-3 CONTINUED PARTICIPATION
Once a packer has been awarded/accepted to participate under this TOS, continued participation depends upon:

• 
  The TSP showing a willingness and ability to meet the transportation requirements of the U.S. Embassy
  
• 
  The packer’s continuation of Insurance
  

This TOS is performance based. Failure to perform agreed services may result in immediate termination of this TOS as determined by the USG Tender Administrator(s) as defined in ITEM 1-1 Tender Administration Data. USG’s expectation of a TSP is to provide consistent and satisfactory work that meets all requirements in this Tender of Service. Performance measures may include but are not limited to:

• 
  Percentage of on-time deliveries
  
• 
  Percentage of shipments documentation provided in a timely manner
  
• 
  Percentage of billing improprieties
  
• 
  Average response time
  
• 
  Percentage of customer satisfaction reports
  

SECTION 3: OFFERS OF SERVICE

ITEM 3-1 SUBMISSION OF RATES

TIME OF FILING: A complete rate package as listed on ITEM 2-2 Approval to Participate must be hand delivered or via a reputable small package forwarder (FedEx, DHL etc.) to the reception desk, U.S. Embassy, Avenida Kenneth Kaunda 193, Maputo, Mozambique for the attention of, General Services Office – (Shipping) before 16h00 on 8 February 2018. A complete tender package must be sent in a single mailed document, with all supporting documentation attached. No exceptions after this date and time will be considered.

The rate quote spread sheet (see attachment 9.3) for your rate submission is in Microsoft Excel format. Assessorial charges must all be all-inclusive under the Tender of Service: Terminal handling charges, security fees, documentation and toll gates fees. All Assessorial charges must have supporting documentation. All rates must be quoted in Local currency for inbound shipments and outbound shipments in USD.
If more than one contractor has received an award for these services, the following procedure shall govern the issuance of individual orders/BOL. No work shall be performed without a BOL being issued to the contractor by the Contracting Officer.

1. 
   As the need for services arises, the U.S. Government will develop a price estimate. If the estimate does not exceed US$3,500 the U.S. Government will follow the procedures in paragraph (2) below. If the estimate exceeds US$3,500, the U.S. Government will follow the procedures in paragraph (3) below.
   
2. 
   Orders not exceeding US$3,500 – The U.S. Government will select a contractor for issuance of the order. This decision will be based on the U.S. Government best interests, which may include factors such as estimated price and past performance record.
   
3. 
   Orders exceeding US$3,500 – Unless one of the exception in paragraph (5) below applies, the U.S. Government will follow one of the following scenarios:
   

• 
  The U.S. Government will request each contractor to perform, AT NO COST TO THE U.S.GOVERNMENT, a pre-shipment survey after which the contractor will present an estimate to the U.S. Government.
  
• 
  Whether or not the contractor is selected for an individual order, the U.S. Government shall not be liable for any claim from the contractor for the costs of performing a pre-shipment survey. Selection will be based on a combination of estimated price and past performance information or;
  
• 
  If the Contracting Officer can establish which Contractor price will result in the lowest price for the individual order without requesting a pre-shipment survey, the U.S. Government will make its award based upon the prices set forth in the TOS and past performance information gained as a result of contractor performance under previous Tender.
  

4. 
   The Department of State does have an Acquisition Ombudsman who will review any complaints by contractors to ensure that all contractors are afforded a fair opportunity to be considered for the BOL awards, pursuant to the procedures for award of BOL.
   
5. 
   Exceptions to the procedures in paragraph (3) above:
   

• 
  The agency need for the required services is of such urgency that providing such competitive opportunity would result in unacceptable delays;
  
• 
  The BOL should be issued on a sole-source basis in the interest of economy and efficiency as a logical follow- on to an order already issued under this TOS, provided that the awardees were given fair opportunity to be considered for the original BOL.
  

ITEM 3-2 MODIFICATIONS TO TENDER
A TSP (Carrier) may not modify this tender by adding or removing services. Such modifications will render the TSP (Carrier) offer void and subject to termination in conjunction with this TOS by the Tender Administrator(s).