IDIQ Shipping and packing Services
Department of State, Bureau of International Organizations | Published July 15, 2016 - Deadline September 23, 2016
(c) If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.
(d) If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.
(e) The COR shall, as a minimum, orally notify the Contractor of any valid complaints.
(f) If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint.
(g) The COR will consider complaints as resolved unless notified otherwise by the complainant.
(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection Clause.
1. CONTAINER SPECIFICATION
(a) Containers to be used for export shipments of effects under this contract must be soundly constructed of waterproof plywood, lined with a waterproof barrier, and reinforced with an inside framework. Wooden containers must be heat treated or fumigated based on the requirements of the destination country. Containers shall be designed to eliminate damage to the effect from exposure to inclement weather, salt water, salt atmosphere, and possible violent external forces incident to ocean and/or inland transportation and rough handling, so as to insure safe and undamaged arrival of the effects at the destination. The top of the container shall have metal roofing for shipments transiting areas of heavy rain or snowfall. Caulking compound must be used when wooden container panels are assembled to insure watertight joints.
(b) When container shipping services are available, the containers shall be shipped and stowed inside the ship’s containers; therefore, the containers shall be of the cubic measurements designed to take maximum advantage of the inside measurements of the ship’s containers.
(c) The modular containers provided by the Government used under this contract are the sole property of the Government, and shall be handled carefully to allow subsequent reuse with minimum repair or refurnishing.
(d) When the Government specifies use of a used modular container in export shipment of household effects under this contract, the Contractor shall offer in its invoice and equitable discount from the applicable contract rate. The amount of such discount will vary according to the extent of repair needed, or other conditions of the used containers, and shall be determined on an individual case basis upon mutual appraisal by the Contractor and the COR.
2. STANDARDS FOR PACKING HOUSEHOLD EFFECTS (HHE) AND UNACCOMPANIED AIR BAGGAGE (UAB)
Household Effects (HHE) and Unaccompanied Air Baggage (UAB) should be packed in a manner requiring the least cubic measurement, producing packages that will withstand normal movement without damage to crates, lift vans, cartons, or contents and at a minimum of weight. Further, the number and weight of boxes, crates or lift vans shall not be greater than necessary to accomplish efficient movement.
3. WRAPPING AND PACKING
The Contractor shall wrap all articles subject to breakage, denting, scratching, marring, soiling, chafing, or damage at the specified pickup site, using wrapping material to prevent such damage. The Contractor shall use the following guidelines:
(a) Establish a work area in a room with easy access to the majority of the items to be packed.
(b) Cover floors of residences with drop cloths or canvas to protect the surface while work is in progress.
(c) Keep packing materials together; do not allow them to become scattered throughout the house.
(d) All packing materials, boxes, and containers must be dry, clean, in sound condition, free of substances that might damage the contents, and of sufficient strength to protect the contents.
(e) Use new cartons for packaging box springs, mattresses, linens, bedding and clothing.
(f) Pack and seal chinaware, mattresses, box springs, clothing, kitchenware, small electrical appliances, books and similar items at residence.
(g) Disassemble large or bulky items if this can be done without damage to the item. Securely wrap and clearly mark nuts, bolts, screws, or other hardware in plastic or paper. This packet should be securely attached to the articles from which removed, but not in a manner that could damage the article.
(h) Legs or other articles removed from furniture shall be properly wrapped, bundled together, identified (such as "dining room table legs, 6 each") and listed separately on the Inventory List indicating the items on the Inventory List to which they belong. Ensure all screws and all other hardware which may be removed from any articles of furniture or other items, are properly identified and marked accordingly in addition to being bundled together with the items they should accompany.
(i) Make a note of the articles requiring special handling and assure that these items are packed, handled and containers marked accordingly.
(j) Before leaving the premises, check with the client to make sure all desired packing has been completed. If packing is completed, clean up and remove all debris from the area. Contractor employees should be prepared with adequate tools necessary for this action.
4. PROHIBITED ACTIONS
Contractor employees shall not:
(a) Attempt to disassemble, assemble, or repair electrical appliances or mechanical items;
(b) Disconnect or connect any gas appliances;
(c) Touch lamp shade coverings or other items which could suffer stains;
(d) Pack irons, kitchenware or other heavy pieces in barrels containing china, glassware or other breakable items;
(e) Place pictures or mirrors between layers of bedding or linen;
(f) Pack heavy articles on top of shoes;
(g) Wrap books, lamp shades, linens or other light-colored items in newspaper, as the newsprint will rub off and stain;
(h) Pack cleaning compounds, soap, furniture polish or medicine in the same carton with groceries;
(i) Pack cleaning compounds, soap, furniture polish or medicine in the same carton with clothing or paper;
(j) Place any other items in cartons with lampshades or load any boxes beyond their capacity.
5. PROHIBITED ITEMS
Contractors SHALL NOT pack:
(a) Live animals, birds, or plants;
(b) Trailers, with or without other property;
(c) Boats or component parts, including outboard motors;
(e) Alcoholic beverages, if the shipment is to the United States;
(f) Groceries and provisions, other than those for consumption by client and immediate family;
(g) Coins, currency, valuable papers, or jewelry (the client must retain custody of these articles); or
(h) Dangerous items such as loaded firearms, ammunition, explosives, flashbulbs, matches, flammables, acids, paints, or aerosol containers.
6. SPECIAL HANDLING INSTRUCTIONS
Packers shall give special handling to certain items that are to be packed as part of Household Effects as follows:
(a) Professional Books, Papers and Equipment. Packing shall be in the same manner as other articles, but such items shall be packed, weighed, marked, numbered and listed separately on the Inventory List. The client will identify such items and set them apart from the rest of the Household Effects.
(b) Articles of Extraordinary Value. Packing shall be performed only in the presence of the client or his/her agent. For official packing of U.S. Government articles of extraordinary value the COR shall provide specific instructions to the Contractor.
(c) Art Objects and Artifacts. The packer shall note the ratio of artwork to Household Effects among the client's effects, and if the ratio appears excessive, the Contractor shall notify the COR.
(d) Electronic Items. Since UAB is more likely to sustain damage en route, electronic equipment is recommended to be shipped as household effects and not as UAB with an estimated value over Swiss Francs 250.00. Should the client insist that such items be included in UAB, the Contractor shall advise the client of the risks of damage, advise the client that they can file a claim private insurance. The Contractor will note on the COR copy of the Inventory List that such advice was given.
(e) Furniture. Large items of furniture that do not fit into standard cartons shall be protected with packing material and heavy gauge cardboard cut and fitted to the item. For fragile or heavy items, a wooden crate shall be constructed around the item. Examples of items requiring such special treatment include pianos, curio cabinets, ornamental screens, and other furnishings subject to damage.
(f) Shipping of Vehicles. For purposes of this contract, motorcycles are to be considered HHE. Contractor shall use motor vehicles trailers for local transport of vehicles.
(g) If specifically requested by the COR, the Contractor shall also provide boxing services for vehicles. Boxing services shall include:
(1) complete water cleaning of vehicle, especially under carriage,
(2) removal of wheels,
(3) bolting of vehicle to box container platform, and
(4) enclosing vehicle in a wood box that will withstand trans-shipment strains.
7. PROTECTION AGAINST INSECTS
Many different types of insects can damage Household Effects in-transit or storage. The Contractor shall take measures to prevent such damage, with the following constituting the minimum acceptable measures:
(a) Carefully inspect Household Effects susceptible to insect damage before packaging and packing. If infestation is present, the Contractor shall advise both the client and the COR, and note this on the Inventory List.
(b) Wrap, securely package and seal items made of wool to prevent damage by insects.
Protect all Household Effects and Unaccompanied Air Baggage from water damage resulting from rain, humidity or dampness.
(a) Line wooden crates or lift vans shall be lined with waterproof paper.
(b) If open vehicles are used to transport a shipment, use a weatherproof tarpaulin large enough to fully cover the cargo.
8 LABELING OF BOXES AND CARTONS
(a) Mark every box clearly with indelible marker pen or paint to assist in location and identification of the client's effects. When a shipment is delivered to an incorrect address due to incorrect marking by the Contractor, the shipment shall be forwarded with the least possible delay to the correct location by a mode of transportation selected by the COR. The Contractor shall be held liable for all additional costs incurred by the Government due to incorrect marking by the Contractor, including charges for preparation, drayage, and transportation.
(b) Sequentially number and identify the contents of all cartons such as Kitchenware, Books, Toys, etc. by means of indelible markings on the exterior of each box. Such markings may be handwritten, as long as they are legible. Markings must be in English.
(c) Clearly mark all cartons on the sides and top to show which end should be up.
(d) Clearly mark all boxes containing mirrors or picture frames to show which side to open.
10. PACKING ARTICLES INTO WOODEN LIFT VANS
(a) After articles have been wrapped and packed in cartons, the Contractor shall load them on to the Contractor's vehicle for transport to the work site specified by the COR. Under the supervision of the COR, the Contractor shall pack all the articles into wooden lift vans or modular containers.
(b) The Contractor shall assemble lift vans or modular containers to make them ready to receive a shipment.
(c) Pack articles into lift vans or modular containers in such a manner as to minimize the possibility of damage from shifting of the contents within the lift van.
(1) Pack lighter and fragile items (such as, china, artwork, glassware, etc.) at the top of the lift van, and never underneath heavy cartons.
(2) Do not over pack cartons. Packed cartons with bowed sides or split seams are unacceptable. Lift vans with evidence of over packing are also unacceptable. In either case, the Contractor shall repack the articles in a suitable manner without additional cost to the Government.
(d) If the workday ends before packing is completed, before the packers finish at a residence, the Contractor shall place the cartons in a secure storage area at the work site if the COR so directs.