continuance of this contract, cargo liability insurance in the amount of $

per vehicle to cover the value of property on each vehicle and in the amount of $to cover the total value of the property in the shipment. All insurance shall be written on companies acceptable to the (insert name of agency) and policies shall include such terms and conditions as may be required by the (insert name of agency). As evidence of insurance maintained, a complete duplicate certified copy of the cargo liability insurance policy or policies shall be furnished to the (insert name of agency). Evidence of acceptable cargo insurance must be furnished prior to commencing operations under this contract. Each cargo insurance policy shall include the following provision:

It is a condition of this policy that the Company shall furnish written notice to the (insert name of agency), at the address shown on the face sheet of this contract, 30 days in advance of the effective date of any reduction in or cancellation of this policy.

A complete duplicate certified copy of any renewal policy shall be furnished to the (insert name of agency) not less than 15 days prior to the expiration of any current policy on file with the (insert name of agency).

OTHER INSURANCE

The Contractor, at his own expense, agrees to maintain, during the continuance of this contract, vehicular liability and general public liability insurance with limits of liability for bodily injury of not less than for each person and $- for each occurrence and property damage limits of liability of not less than $- for each acci

dent and $- in the aggregate. The Contractor also agrees to maintain Workmen's Compensation and other legally required insurance with respect to his own employees and agents.

§ 1-19.702-6 Annotation and distribution of shipping documents.

The contractor's responsibilities with respect to annotating and distributing shipping documents shall be set forth, in detail, in accordance with the provisions of the General Accounting Office Policy and Procedures Manual for Guidance of Federal Agencies, title 5, Transportation, to the extent such provisions are applicable. Also, the contracting agency's requirements and, when appropriate, the consignee's requirements shall be set forth. Of particular importance is the cross-referencing of bills of lading in mass movements of property made available to the contractor at one time, so that

the Government will receive the benefit of the applicable volume rates.

§ 1-19.702-7 Additional contractor responsibilities.

Additional responsibilities of the contractor will vary, depending upon the commodities to be transported, the type of service required, whether shipments will move in load or less-thanload lots, and other pertinent matters. The following clauses, to the extent they are appropriate, shall be included in the supplemental provisions:

RECEIPT OF SHIPMENT

The Contractor will diligently count, examine, and receipt for all property tendered for shipment and make appropriate written exception for any and all property not in apparent good order.

LOADING AND UNLOADING

Unless otherwise specified herein to cover store-door or inside delivery, loading and unloading of shipments will be performed by the Contractor at no additional expense to the Government. The Government or its agent will place or receive freight at the tailgate of the Contractor's vehicle. Tailgate delivery, for purposes of this contract, is defined as that which enables a forklift truck or similar equipment, with operator only, to place or remove cargo from the tailgate of Contractor's vehicle.

BLOCKING AND BRACING

When loading is the responsibility of the Contractor, the Contractor shall perform all shoring, blocking, and bracing. Dunnage shall be provided by, and at the expense of, the Contractor.

RETURN OF UNDELIVERED FREIGHT

When, through no fault of the Contractor, a shipment cannot be delivered, the Contractor shall contact the shipper for disposition instructions. If such shipment is ordered returned to the origin point, the charges assessed for the return trip shall be the same as the charges assessed for the outbound trip. A record will be maintained of material which, through no fault of the Contractor, could not be delivered and is returned to the shipper. If, at a future date, such returned material is determined to be related to a claim against the Contractor, the claim will be adjusted accordingly. If, on the other hand, through the fault of the Contractor, a shipment cannot be delivered, the shipment shall be returned to the origin point and no charge shall be assessed by the Contractor; however, any charges incurred

§ 1-19.702-8 Government responsibilities. Normally, the Government has certain responsibilities which have a direct bearing on the contractor's performance under the contract, including giving notice to the contractor of dangerous and inherent vices of the property, to insure that such shipments are properly placarded. Therefore, such responsibilities shall be made a part of the supplemental provisions. The following clauses shall be used as appropriate:

ADVANCE NOTIFICATION

The Government will notify the Contractor hours in advance as to the number of pieces and weight of all normal shipments and the time the shipment will be available for pickup. On other than normal shipments the Government will furnish such additional information, such as dimension of oversized pieces, etc., as necessary to determine the amount of equipment and/or manpower needed to perform the required services.

GOVERNMENT EQUIPMENT

The Government will provide forklifts or other heavy lifting equipment at (insert origin, destination, or both) to assist in (insert loading, unloading, or both), when required.

SUPERVISION AND MARKING

The agency being moved will tag or mark property, showing floor, room number, and location where property is to be placed within the new building. The agency will provide sufficient personnel to supervise and direct Contractor's personnel in the placement of the property at destination.

§ 1-19.702-9 Inspection of shipping and receiving facilities.

To insure the receipt of realistic bids, inspection of the shipping and receiving facilities should be permitted and should be encouraged. Therefore, a schedule shall be provided showing the dates (and hours, if appropriate) when the shipping facilities at origin and the receiving facilities at destination will be available for inspection by

prospective bidders. Also, if appropriate, the supplemental clauses shall include the names, addresses, titles, and telephone numbers of the Government representatives to be contacted at origin and destination to make arrangements for inspecting the facilities.

§ 1-19.702-10 Rates and charges.

(a) A provision shall be included permitting the offeror to insert prices for items bid upon in accordance with the appropriate basis or bases set forth below. Such basis may be on an hourly rate, a rate per specified unit of weight, a total charge for all services required, or on a combination of factors. Certain other requirements relating to rates, as set forth below, shall be considered in connection with each solicitation, and the indicated provisions shall be used under the specified conditions.

(1) The following clause shall be used in all solicitations:

CHARGES

In no event are charges to be assessed under this contract in excess of charges based on the Contractor's lowest regular applicable rate available to the general public or in excess of charges based on rates otherwise tendered to the Government by the Contractor for the same type of service.

(2) When there are various types of services to be provided under one contract and the basis for assessing charges varies with the service, the supplemental provisions shall set forth the basis for submitting bids or proposals on each type of service.

(3) Whenever rates are requested on an hourly basis, a provision shall be made for charging for fractions of an hour; for example, a period of 30 minutes or less would be charged at onehalf the hourly rate, and a period of more than 30 minutes but less than an hour would be charged at the full hourly rate.

(4) When shipments will vary in weight; e.g., under 1,000 pounds to over 40,000 pounds, rates shall be requested on a graduated basis, and an appropriate reference shall be made to the table of graduated weights which would be provided in the section in the

"Rates and charges." (5) The supplemental provisions shall set forth the basis on which the rates and/or charges will be evaluated; i.e., the formula to be used by the contracting officer to determine the lowest overall price quoted or offered. When multiple origins and/or destinations are involved, and the quantities or weights to be shipped between each origin and destination cannot be redetermined, estimated quantities or weights shall be established for the purpose of evaluating bids or proposals and an appropriate clause, in substantially the following language, shall be included:

ESTIMATED WEIGHT

For the purpose of evaluating bids, and for no other purpose, the following estimated quantities or weights will be considered as the quantities or weights to be shipped between each origin and destination listed: (Insert origin, destination, and estimated quantity or weight.)

(6) When procurement of transportation services is by negotiation, provision shall be made for accepting the most favorable proposal without further negotiation. A clause, in substantially the following language, shall be included:

ACCEPTANCE OF LOWEST OFFER

If it is determined by the Government that the most favorable proposal received in response to this request is fair and reasonable, award may be made to the carrier submitting such proposal without further negotiation. Accordingly, proposals should be submitted on the most favorable terms, from both a price and technical standpoint, which the offeror can initially submit to the Government.

(7) When it is anticipated that labor, in addition to that of the driver, will be required for loading or unloading shipments which, because of bulk or weight, are beyond the ability of the driver alone to handle, or when other circumstances will require services of the contractor which are not included in the basic rate, the conditions under which payment will be made for additional services shall be stated.

(b) When a solicitation involves multiple origins and/or destinations, detailed information shall be provided as

to whether rates should be quoted for all origins and destinations or whether rates can be quoted for specific groups of origins and/or destinations.

(c) When multiple shipments will be tendered at one time from one origin to two or more consignees at the same destination or to various destinations along the one route, provision shall be made for charging the rate applicable to the aggregate weight; and, if otherwise appropriate, when more than one destination is involved, provision shall be made for payment of a stopoff charge for each of the intermediate destinations. The following clauses shall be included, as applicable:

MULTIPLE SHIPMENTS

When multiple shipments are tendered at one time to the Contractor for movement from one origin to multiple consignees at the same destination, the rate charged for each shipment will be the rate applicable to the aggregate weight.

STOPPING IN TRANSIT FOR PARTIAL UNLOADING

When multiple shipments are tendered at one time to the Contractor for movement from one origin to two or more consignees along the route between the origin and the last destination, the rate charged will be the rate applicable to the aggregate weight, plus a charge of $-- for each shipment unloaded at an intermediate point en route to the last destination.

clauses included in contracts and subcontracts as prescribed by the provisions of the Federal Procurement Regulations described and enumerated in § 1-20.201(a).

§ 1-20.102-2 Exemption of Atomic Energy Commission contracts.

The requirements of this Part 1-20 are not mandatory on the Atomic Energy Commission.

§ 1-20.102-3 Application to contracts entered into prior to April 28, 1969. Contractors and subcontractors may follow the provisions of this Part 1-20 with respect to contracts and subcontracts entered into prior to April 28, 1969, in complying with any of the following contractual clauses: (a) General Accounting Office records examination clauses pursuant to 41 U.S.C. 254(c) and (b) records examination clauses relating to cost and pricing data pursuant to § 1-3.814-2.

Subpart 1-20.2-General Provisions

§ 1-20.201 General retention requirements. (a) Contractors and subcontractors are required to retain and make available books, records, documents, and other supporting evidence to satisfy contract negotiations, administration, and audit requirements of the contracting agency and the Comptroller General of the United States as set forth in the contract clauses prescribed under §§ 1-3.814-2, 1-7.103-3, 1-7.103-18, 1-7.603-20, and 1-7.603-7.

(b) These contract clauses prior to April 28, 1969, require contractors and subcontractors to retain the records identified therein and make them available to the Comptroller General of the United States or the contracting officer, respectively, or their representatives, until the expiration of 3 years after final payment under the contract or subcontract. As revised effective April 28, 1969, the clauses also provide that certain of these records, enumerated under § 1-20.301, need only be retained until the expiration of the applicable records retention period authorized by this Part 1-20, if such period expires earlier than 3

years after final payment under the contract or subcontract.

(c) Section 1-20.301 identifies specific records and designates retention periods for each. These retention periods may be applied by contractors and subcontractors in complying with the general records retention requirements of § 1-20.201 if longer retention periods are not otherwise required (see § 1-20.202).

[34 FR 7148, May 1, 1969, as amended at 38 FR 6675, Mar. 12, 1973; 41 FR 19317, May 12, 1976]

§ 1-20.202 Other record retention requirements.

nothing in this Part 1-20 shall be construed as:

(a) Authorizing the destruction or other disposition of any records where, for any reason, the Comptroller General of the United States, the contracting officer, or their representative, requests the contractor or subcontractor to retain the records for a longer period than would otherwise be required; or

(b) Requiring the contractor or subcontractor to destroy or make other disposition of any records he may desire to retain for his own purposes (for example, in connection with submitting to the Government claims or requests for adjustments).

(a) Compliance with the records retention requirements of the contract clauses set forth in the sections cited in § 1-20.201 does not relieve a contractor or subcontractor from retaining any records for whatever longer periods may be required by any other clause of the contract or subcontract, or by other applicable statute lawful requirement. (For example, contract clauses and related regulations issued by the Department of Labor require contractors and subcontractors to retain certain records for a stated period, such as 29 CFR 1516.3.)

(b) In this regard, contractors and subcontractors may find helpful the "Guide to Retention Requirements" published annually in the FEDERAL REGISTER and codified in 1 CFR, Appendix A. This is a guide in digest form to the provisions of Federal laws and regulations relating to the keeping of records by the public. It tells the user what records must be kept, who must keep them, and how long they must be kept. The guide does not have the effect of law, but is published to point out legal requirements that appear to be in effect as of January 1 of the calendar year.

§ 1-20.203 Disposition of records after retention period.

At the conclusion of the applicable time period for which any records must be retained, destruction or other disposition of the records is at the discretion of the contractor or subcontractor, and requires no authorization from the contracting agency. However,

§ 1-20.205 Examination of records in special situations.

Where the contractor or subcontractor retains any records identified in § 1-20.301 beyond the retention periods applicable thereto (a) because of other records retention requirements, or (b) at the request of the Comptroller General of the United States, the contracting officer, or their representatives, or (c) for his own purposes, such records shall be available for examination by the Comptroller General of the United States or the contracting officer, respectively, or their representatives, for the extended period of retention up to the expiration of 3 years after final payment under the contract or subcontract.

§ 1-20.206 Identification of records.

Records are identified in this Part 120 primarily in terms of their purpose or use, and not by specific name or form number. The descriptive identifications may or may not conform to contractor or subcontractor usage or individual filing practices. Neverthe