SOURCES SOUGHT
20 -- HUSBANDING SERVICES FOR U.S. NAVY SHIPS IN THE HAWAIIAN ISLAND PORTS.
- Notice Date
- 7/15/2004
- Notice Type
- Sources Sought
- Contracting Office
- N00604 1942 Gaffney Street, Ste 100 Bldg. 475-2, Code 200 Pearl Harbor, HI
- ZIP Code
- 00000
- Solicitation Number
- N0060404QPORT
- Response Due
- 7/27/2004
- Point of Contact
- LAMBERT LEONG 808 473-5750
- Description
- STATEMENT OF WORK The Contractor is responsible for performing services in accordance with the following Statement of Work specifications, and in accordance with all other terms and conditions contained in the solicitation/contract. A. HUSBANDING SERVICES TO BE PROVIDED BY THE CONTRACTOR: The items to be furnished under this contract include Husbanding Services for U.S. Navy ships in the outer island Hawaiian Island ports as well as at anchorages. These ports may include Nawiliwili, Kauai; Port Allen, Kauai; Hilo, Hawaii; Kailua-Kona, Hawaii; Lahaina, Maui; Kahului, Maui; Kaunakakai, Molokai; Honolulu, Hawaii. The contractor shall provide husbanding services as described in this attachment and other sections herein, and shall also arrange for any official supplies and services to be sub-contracted in accordance with the terms and conditions of this contract. As c onsideration for the performance of these services, the Contractor shall be paid the applicable Husbanding Fee set forth in Section B. This payment constitutes total consideration for performance of these services, including all overhead and office expenses (e.g. telephone, telex, postage, etc.) and Contractor overtime. Performance of services includes providing for any required services and/or supplies, which may be ordered in accordance with the terms of the contract and in compliance with the following specifications. The quality of all services rendered hereunder shall conform to the highest standards in the relevant profession, trade, or field of endeavor. All services shall be rendered by or supervised directly by individuals fully qualified and licensed in the relevant profession, trade, or field. Without additional expense to the Government, the Contractor shall be responsible for obtaining any necessary insurance, licenses, and permits and for complying with any applicable laws, codes, and regulations in connection with the performance of the work. Further, the Contractor is responsible for ensuring that proper safety and health precautions are taken to protect the work, the workers, the public, and the property of others. The Contractor must have Internet capability sufficient for transmission and receipt of LOGISTIC REQUIRMENTS (LOGREQs), electronically generated delivery orders, and submission of reports required by paragraph B.16 below. 1. PRELIMINARY ARRANGEMENTS: Upon receipt of notification by the Contracting Officer/Ordering Officer of a forthcoming visit by a U.S. Navy vessel, the Contractor shall make all necessary preliminary arrangements with port authorities, other Government contractors and/or sub-contractors, other Government agencies such as Customs, Immigration, Agriculture, and other commercial firms, as necessary, in order to provide the specific services required, and at the times requested. The Contractor shall additionally arrange for any supplies and/or services ordered which are not separately priced under this schedule, but which the Contractor will be responsible for providing. All supplies and/or services ordered which are not priced in Attachment 1, Billing/Pricing Schedule, shall be negotiated at the time the order is issued and/or modified. Although notification of pending ship visits will normally be provided 3 ? 10 days in advance of the ships? arrival, services may occasionally be required on an immediate and/or urgent basis. 2. INITIAL BOARDING: The Contractor shall board the ship within one (1) hour after arrival. If multiple U.S. Navy ships arrive within the same day and in the same port, initial boarding shall be accomplished within two (2) hours after arrival of each ship. (a) Upon initial boarding, the Contractor shall provide to each ship a copy of this contract, if required; copies of applicable port tariffs; and current pricing information for frequently ordered supplies or services provided by other sources within the port (e.g. FF&V, laundry, etc.); and shall also have available any other information identified and/or provided by FISC Pearl Harbor for distribution to ships, such as port service bulletins, customer service guides, etc. In the event the ship identifies additional requirements not specified in the LOGREQ and/or delivery order, the Contractor shall immediately notify the Contracting Officer/Ordering Officer. Under no circumstances shall the Contractor arrange for such additional requirement s prior to receipt of verbal or written authorization from the Contracting Officer/Ordering Officer. (b) Upon initial boarding, the Contractor shall be prepared to brief ship personnel on local area public transportation availability; emergency services including environmental, Coast Guard, and medical; local regulations; after hour numbers and emergency response procedures. Additionally and upon request, the Contractor shall brief ship personnel on the availability of athletic and recreational facilities in the vicinity. Such information shall include the location, hours of operation, and the cost of such facilities, including but not limited to: soccer fields, basketball courts, swimming areas, as well as the availability of local teams for competitive athletics and information regarding the availability and pricing of tours, local points of interest, etc. (c) The Contractor shall make arrangements for Customs, Immigration, Agricultural Department, local Police Department, etc. representatives to meet the ship upon arrival to complete all port entry formalities and requirements. The Contractor shall additionally provide assistance in obtaining customs clearance for parts, components, Casualty Repair (CASREP) equipment, etc., shipped in conjunction with the ship?s port visit; the Contractor will also provide assistance in tracking and receiving parts, components, CASREP equipment, etc., in conjunction with the ship?s port visit. (d) Any Husbanding Agents (Contractor Representatives) responsible for oversight and/or management of port visits shall at all times be professional in appearance and manner, with an attitude and demeanor appropriate for responding to ship?s personnel and local government authorities. 3. GENERAL ASSISTA NCE: (a) The Contractor shall assist with any official requirements of the ship associated with its port visit, as requested by the Contracting Officer/Ordering Officer on behalf of the ship?s Commanding Officer or designated representative. When ship?s personnel request requirements not identified on the specific delivery order, such requests shall be immediately forwarded to the ship?s Supply Officer who will then forward it to the Contracting Officer/Ordering Officer. The Contractor shall not make arrangements for such additional requirements until either verbal or written authorization has been received from the Contracting Officer/Ordering Officer. (i) When unpriced services and/or supplies are ordered (not specified in Attachment 1, Billing/Pricing Schedule), the Contractor is required to solicit competitive offers whenever practicable. Such offers are to be su bmitted to FISC Pearl Harbor Contracting Officer for review and negotiation of a fixed price for the services/supplies ordered. The Contractor shall be held liable for all damages and cost impacts to the U.S. Government resulting from the Contractor?s failure to exercise reasonable care in the performance of any services or the execution of contractual duties pursuant to this contract. (b) The Contractor is not required to arrange unofficial requirements or personal requests from individual crewmembers. (c) The Contractor shall provide assistance, as requested, to local military officials, as designated by the Contracting Officer/Ordering Officer, in arranging and/or performing protocol matters. This includes, but is not limited to, assisting with arrangements relative to official visits with local dignitaries, ships? tours, official guest lists, receptions, etc. (d) The Contractor shall also provide assistance in arranging for and effecting personnel transfers, as required. Such assistance shall include greeting arriving personnel and assisting them in joining the vessel, and ensuring the smooth and timely departure of detaching crewmembers. For U.S. Navy vessels, all direct charges associated with personnel transfer (airline tickets, Customs clearance, etc.) shall be negotiated by the Contracting Officer/Ordering Officer, and shall be reimbursed to the Contractor at direct cost; all Husbanding Agent arrangements shall be included in the daily Husbanding Agent fee applicable to the specific ship?s delivery order. 4. ORDERING AND MONITORING/PROGRESSING: (a) Based upon the specific delivery order, the Contractor shall ensure the timely filling of all ship?s requirements in accordance with the provisions of this contract. Th e Contractor shall monitor the status of ship?s orders to ensure timely and satisfactory performance. He shall visit the ship as necessary, but at least once daily, unless other arrangements are made with the concurrence of the ship?s Supply Officer. The Contractor shall be available (on call) at all times during the ship?s visit to assist with any official requirements of the ship and/or to provide assistance to the ship regarding any problems encountered. The Contractor is neither authorized nor required to provide services or accept personal requests from individuals. (b) For any ship that is in port in excess of seven (7) consecutive calendar days, the Contracting Officer/Ordering Officer may reduce, by advance notice, the requirement for husbanding services until further notice. During the period of reduction, the Contractor is relieved of all husbanding requiremen ts specified by the Contracting Officer/Ordering Officer as unnecessary; and shall continue to provide only those services specifically authorized by the Contracting Officer/ Ordering Officer via verbal and/or written modification of the delivery order (CHT, trash removal, potable water, etc.). Pro-rated husbanding fees will be paid for those days for which the Contracting Officer/Ordering Officer reduced husbanding services. Such pro-rated fees shall be commensurate with the levels and types of services to be continued during the period of reduction, and shall be negotiated between the Contracting Officer/Ordering Officer and the Contractor prior to commencement. 5. PASSING SHIPS? ORDERS TO OTHER CONTRACTORS, INCLUDING OTHER GOVERNMENT CONTRACTORS: (a) The Contractor shall coordinate and pass orders to other Contractors, including those holding U.S. Government contr acts for various supplies and services, as required. This service includes all actions necessary to facilitate the delivery and acceptance of supplies or services ordered, including routine administration as normally performed by the Contractor for the services listed herein, as well as the inspection of supplies and/or services furnished by other Government contractors. (b) In addition, the Contractor shall present other Contractors? invoices to the ship?s Supply Officer or Disbursing Officer for certification of inspection and acceptance, and shall forward for payment in accordance with invoicing and payment clauses contained herein and shall, upon receipt of payment, deliver other Contractors? payments in a timely manner. Any disputes or discrepancies arising from the order will be resolved directly between the Contractor and other Contractor(s). Any disputes or discr epancies arising between the ship and the Contractor, which cannot be resolved, shall be referred to the Contracting Officer for final resolution/settlement. 6. LANGUAGE REQUIREMENTS: (a) All Contractor personnel who deal directly with ships? personnel shall be fluent in English. They must speak and understand conversational English and be able to discuss technical aspects of shipboard requirements and services available in the port(s). 7. PRE-SAILING VISIT: (a) The Contractor shall schedule and make a visit to each ship prior to its sailing date, at a time permitting the presentation of invoices, including other Contractors? invoices as described in paragraph 5(b) above. At that time the Contractor shall present an invoice for services provided under that ship?s delivery order, which can be finalized and forwarded to the Contracting Officer for review and s ubmission to the appropriate paying office for payment. Any invoices, which cannot be certified prior to the ship?s departure, shall be processed and paid directly by the ship, in accordance with the Invoice and Payment Clauses set forth in this contract. (b) The Contractor shall also provide any invoices for port tariff items, which have been completed, to the ship?s Supply Officer for certification. (c) The Contractor shall relay at that time any late information on pilot and/or tug schedule changes, and any additional information applicable to the ship and its departure. The Contractor?s point of contact for these functions shall normally be the Command Duty Officer or the ship?s Supply Officer. B. SERVICES TO BE ARRANGED BY CONTRACTOR: Set forth below are specifications covering services (other than husbanding), which are the responsibility of the Contrac tor when expressly authorized under the terms of a delivery order. It is the responsibility of the Contractor to arrange, manage, and ensure timely performance of such services. The Contractor shall be fully liable for all aspects of performance of all services listed below which the ship requires, even though such services may be subcontracted (in part or in full). Any exceptions to this (e.g., due to natural disasters, port authority regulation changes, etc.) shall be allowable only upon the verbal and/or written approval of the Contracting Officer. 1. FRESH PROVISIONS AND OTHER SUBSISTENCE ITEMS (a) When notified by the Ordering officer, the Contractor shall coordinate the ship?s procurement of fresh provisions and other subsistence items, to include fresh fruits and vegetables, meat, fish and poultry products, dairy foods and eggs, bakery products and other food a nd beverage products. The Contractor shall coordinate and assist in deliveries if required. (b) When such provisions are ordered, the Contractor shall comply with FAR 52.244-5, entitled ?Competition in Subcontracting?. The Contractor is required to solicit competition from reputable local businesses, when practical, and to provide the Contracting Officer/Ordering Officer with recommended sources of supply who may be contracted with for required provisions. The Contractor shall forward records of the acquisition of provisions to the Contracting Officer, including sources contacted and their proposed prices, and shall document those cases when competition among sources is not practical. The Contractor shall not add any surcharge(s) to the price of provisions ordered, nor to any delivery expenses; the Contractor shall receive his reimbursement solely via the daily husbandin g rates set forth in Attachment 1, Billing/Pricing Schedule. (c) All such provisions provided shall be subject to inspection by authorized ship?s personnel. Any provisions not meeting U.S. government health regulations/requirements shall be rejected as unacceptable and shall be removed by the local source of supply. The Contractor shall obtain replacement provisions in a timely manner. (d) In addition to paragraph (c) above, local sources proposing to provide fresh provisions should be fully compliant with all federal and local government health and sanitary regulations. (e) Perishable food items should be delivered at no more than ?18 degrees Celsius (0 degrees Fahrenheit) for frozen goods, and between 0 degrees Celsius (32 degrees Fahrenheit) and 7 degrees Celsius (40 degrees Fahrenheit) for chilled goods. All food items will be the freshest available, in good con dition, and should meet the minimum requirements of specifications. 2. FRESH POTABLE WATER (a) The Contractor shall arrange for fresh potable water, as requested on individual delivery orders. The prices set forth in Attachment 1, Billing/Pricing Schedule, shall include all facilities and/or equipment necessary for the delivery of potable water to the intake hose of the specific ship. The Contractor shall ensure that adequate pumps and couplings for marrying with the ship?s hoses are available for delivering fresh potable water onboard ship. The Contractor shall provide an accurate method of measuring the actual number of gallons and/or metric tons of water, delivered (flow-meter, depth chart, etc.) in order to document the amount of fresh potable water provided. The ship?s Chief Engineer or the Engineering Duty Officer prior to payment must certify these figures. T he Contractor shall be reimbursed only for water actually received by the ship and not water ordered, and shall request a modification of the delivery order when quantities taken on by the ship differ from quantities ordered. (b) Potable Water is defined as fresh drinking water of quality not less than that prescribed in NAVMEDCOMINST 6240.10 or later version. The Contractor shall be responsible for identifying and providing water from a source that meets all local Government and U.S. Navy requirements. (c) The reception, handling, storage, and delivery of potable water to ships? water systems shall be carried out under completely sanitary conditions. (d) The Contractor shall make deliveries during normal working hours, unless otherwise approved by the ship?s Supply Officer. (e) All equipment and trucks used by the Contractor or any subcontractor in performance of these services shall be subject to such inspection and test by an authorized representative of the U.S. Government as the Contracting Officer may specify. The U.S. Government inspectors shall be entitled to inspect the equipment and trucks at all reasonable times, as often as they may deem necessary, and at such reasonable place or places as the U.S. Government may specify. (f) The Contractor shall, without additional cost to the U.S. Government, furnish the necessary personnel and facilities to conduct such tests and examination of samples of water and barges used hereunder as the Government inspector may designate, to determine the extent or possibility of contamination of such water, equipment, and barges. The Contractor may, at its option and cost, have the tests conducted by a recognized Sanitary Inspector provided that the U.S. Government Inspector has approved the p erformance of the tests and examinations by such Sanitary Inspection in advance and in writing. The Contractor shall forward all reports resulting from such inspections to the Contracting Officer within three (3) days of completion. (g) The Contractor agrees to furnish such reports and execute such forms as the U.S. Government may require in connection with services performed under this contract, and further agrees that requests for such reports and execution of such forms will be completed promptly and at no additional expense to the Government. 3. LAUNDRY SERVICES (a) The Contractor shall arrange for laundry (including dry cleaning) services. The laundry service will be provided by an independent source selected by the Contractor. The Contractor is required to solicit competition from local sources and to ensure that prices being offered by the laundry service ar e the lowest available. The service shall be available for crewmembers on an individual basis and for official ships laundry which may be contracted for by the Contracting Officer/Ordering Officer. (b) When necessary, the laundry vendor will establish a receiving point, which should be located on the pier, as close to the ship?s brow or fleet landing as safely possible. The Contractor shall require the laundry service to contact the ship?s Supply Officer or designated representative on the day of, or the day prior to, the ship?s departure to ensure all ships? laundry has been returned satisfactorily. 4. TRASH REMOVAL (a) The Contractor shall furnish all labor, tools, materials, equipment, and supervision necessary for the performance of all operations incidental to the collection and disposal of refuse, including liquid, semi-liquid, or solid garbage (as defined bel ow in Refuse Service Definitions) generated by U.S. Navy vessels. (b) Unless prohibited by port regulations, the Contractor shall furnish dedicated trash containers near the ship (within 25 meters). If port regulations prohibit this proximity, the containers shall be placed as close as permitted. Contractor personnel shall empty the containers frequently to allow trash disposal by the ship whenever required. (i) The Contractor?s duties and responsibilities, in addition to those specified in Schedule B, are as follows: (d) Removal and Disposal. All refuse from vessels, or in plastic bags or cardboard boxes, shall be collected as ordered. All other loose refuse, such as cardboard boxes, cartons, bundled and tied newspapers and magazines, and packing containers, pallets, etc., which are placed, adjacent to the refuse shall be picked up by the Contractor. The Contract or shall clean up any spillage of refuse in the course of the handling operation immediately. After refuse containers have been used and emptied, they shall be returned to their original position and the lids replaced. All refuse collected shall be hauled in suitable vehicles and disposed of in accordance with subparagraph (ii) below. Disposal of any hazardous material or waste, including bio-medical materials, is prohibited. (ii) Compliance with Laws and Regulations. The Contractor shall comply with all laws, ordinances, statutes, and regulations pertaining to the collection, transportation, and disposal of refuse and shall obtain such permits, licenses, or other authorizations as may be required. (iii) Insofar as practicable, ships shall separate trash into edible, burnable, and non-burnable categories. The Contractor shall notify the Contracting Officer when any s eparation desired by the Contractor, over and above this, is required. (iv) In addition to the definition below in Refuse Service Definitions, ?refuse? includes provisions, materials, or anything accepted by a ship but not deliverable due to spoilage, etc., even though such refuse was not onboard the vessel. (v) There will be one area designated for trash pickup for each ship. Ship?s crewmembers will transport trash to the designated areas. Trash, excluding plastic, will normally be dumped prior to entering port; however, some ships may have 1 ? 3 days accumulation of regular trash and up to 21 days accumulation of plastic trash onboard upon arrival. (vi) Trash services may be required at anchor. Prices for anchorage trash removal will be negotiated between the Contractor and the Contracting Officer/Ordering officer prior to issuance of a delivery order. REFUSE S ERVICE DEFINITIONS As used throughout this contract, the following terms shall have the meanings set forth below: (1) ?Refuse? includes all garbage, ashes, debris, rubbish, and other similar waste material. Not included are explosives and incendiary waste and contaminated waste from medical and radiological processes. a. ?Garbage? means animal and vegetable waste (and containers thereof) resulting from the handling, preparation, cooking, and consumption of foods. Edible garbage is the portion of waste food, which has been segregated for salvage. b. ?Ashes? means the residue from burned wood, coal, coke, and other combustible material. c. ?Debris? means grass cuttings, tree trimmings, stumps, street sweepings, rooting and construction wastes, and similar waste material. d. ?Rubbish? means a variety of unsalvageable
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