20230418_RFI and SSN for RC Kitchen Upgrade - fully executed.pdf

Embassy of the United States in South Sudan

Kololo Road, adjacent to the European Union's compound Juba, South Sudan Telephone: +211.912.105.107

Website: https://www.usaid.gov/south-sudan

SUBJECT: Request For Information (RFI) and Sources Sought Notice (SSN)

ACTIVITY TITLE: USAID/South Sudan Juba Resident Compound Kitchen Renovation (Juba RCK) Project

ISSUANCE DATE: April 18, 2023

RESPONSE DUE DATE: May 12, 2023, at 1700 Juba Time

RESPOND TO: Juma Edward, jlutyo@usaid.gov, Warran Bully, wabully@usaid.gov, and Anthony R. Raneses, araneses@usaid.gov

Dear Interested Parties:

The United States Agency for International Development Mission in South Sudan (USAID/South Sudan) is gathering information to support an anticipated kitchen renovation project within its Juba Residential Compound, as described in Attachments 2 and 3.

A. Request for Information (RFI)

The purpose of this RFI is to solicit public feedback on the draft design and build project detailed in Attachments 2 and 3. USAID invites interested parties, including government, non-government organizations, and the private sector, to provide recommendations to advance the Juba Resident Compound Kitchen Renovation (Juba RCK) Project.

The issuance of this RFI is not a commitment to issue a solicitation or contract. USAID will announce any future solicitations or funding opportunities for the Juba RCK Project on the U.S.

Government Contract Opportunities website at sam.gov/content/opportunities. USAID/South Sudan is not currently seeking technical or cost proposals.

B. Sources Sought Notice (SSN)

Additionally, this is an SSN to identify qualified organizations interested in and capable of performing the type of work described in Attachments 2 and 3. Your responses to the information requested will assist USAID in planning the acquisition strategy, including whether a U.S. small business set aside is possible.

mailto:jlutyo@usaid.gov mailto:wabully@usaid.gov

USAID/South Sudan Juba Resident Compound Kitchen Renovation (Juba RCK) Project

RFI/SSN

USAID provides submission instructions for this RFI/SSN in Attachment 1.

USAID/South Sudan is under no obligation to acknowledge receipt of the information, answer questions or provide feedback to respondents with respect to any information submitted.

Please note that issuance of this RFI/SSN does not constitute an award commitment on the part of the U.S. Government, nor does it commit the Government to pay for any costs incurred in the preparation of comments.

Thank you for your assistance and interest in USAID programs.

Sincerely, Anthony R. Raneses Contracting officer USAID/South Sudan

ATTACHMENT 1 - QUESTIONS FOR RESPONDENTS AND SUBMISSION INSTRUCTIONS

A. QUESTIONS FOR RESPONDENTS

Comments and questions on the draft USAID/South Sudan Juba Residential Compound Kitchen Renovation – Description/Specifications/Statement of Work (SOW) should not exceed three (3) pages. Please review the draft SOW (Attachment 2) and the draft Technical Drawings (Attachment 3).

[Are there any specific questions that we want them to answer/address?]

B. SUBMISSION INSTRUCTIONS

Please provide an electronic copy of your response in Microsoft Word format as up to two email attachments (one for the response to the RFI and one for the capability statement in response to the SSN, as discussed herein) to the Contracting Officer Anthony R. Raneses at araneses@usaid.gov, and A&A Specialists Juma Edward, jlutyo@usaid.gov and Warran Bully, wabully@usaid.gov, with the subject title: RFI/SSN: USAID/South Sudan Juba Residential Compound Kitchen Renovation (Juba RCK) Project, no later than the date/time stated above.

The submitted response should include the following:

1. Feedback (comments, suggestions, and enhancements) on information provided in both Attachment 2 and Attachment 3; and

2. Brief statement of interest and statement of capability from the interested organization; to include:

o Organization name and address;

o Point of contact name and contact information;

o Size and type of organization, including U.S. small business or other status if applicable (optional, when applicable);

o Statement of capabilities, including technical staff, credentials (i.e., licensure) and resources; and o At least (3) references for similar projects performed by the organization in the past ten years, including a short technical description and project value in

USD.

Request for Information (RFI)

Responses should not exceed three (3) pages (not including the cover page) total typed, mailto:araneses@usaid.gov mailto:jlutyo@usaid.gov mailto:araneses@usaid.gov

12-point Times New Roman font, single-spaced with one-inch margins on the electronic equivalent of 8.5 x 11-inch paper. USAID requests that the submission not include additional attachments or annexes, though the text may include hyperlinks to existing public webpages

Sources Sought Notice (SSN)

Interested qualified organizations should submit a tailored capability statement. Interested Small Businesses having the skills and capabilities necessary to perform this work should submit a supplemental response of no more than two (2) pages in length. This page limitation includes any attachments. USAID will not review any information, including attachments, of more than two (2) pages. Small Businesses should provide unambiguous evidence to substantiate their capability to fulfill all the work areas sought. Please describe the firm’s in-house experience addressing the objectives described in this RFI. Please describe to whom, for what length of time, and the tangible outcomes/results resulting from your experience. If interested firms are only able to perform some or one of the posted activities, they should indicate that in their response to this Notification and describe the areas of expertise for which they are capable of performing.

Organizations should mark all proprietary information. Only USAID personnel will review responses and will hold them in a confidential manner.

USAID will provide no electronic confirmation acknowledging receipt of your response nor individualized feedback on any suggestions. No basis for claims against the U.S. Government shall arise because of a response to this RFI/SSN or the Government’s use of such information. Organizations should direct specific questions about this RFI/SSN to the above email addresses.

[END ATTACHMENT 1]

ATTACHMENT 2: SECTION C -DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1. GENERAL

1.01 PROJECT LOCATION AND SITE

The project is in the United States Embassy Residential Compound (RC) in Juba, South Sudan.

The Residential Compound (RC) is located on RC Road, north of Airport Road (see Figure 1).

1.02 PROJECT OBJECTIVES

A. The Embassy has identified the following key project objectives:

1. Reconstruct and expand the existing kitchen to accommodate increased demand on infrastructure.

2. Reconstruct the kitchen in two phases as shown in the contract documents to ensure the kitchen remains in service for the duration of the project.

3. Reconstruct the aggregate paved roadway and parking area that are serving the kitchen as shown.

4. Complete construction and project acceptance must occur within 270 calendar days after notice to proceed.

Figure 1. Location map for the South Sudan U.S. Embassy

1.03 PROJECT SCOPE OF DELIVERY

A. Deliverables for this project are anticipated to include, but are not limited to:

1. Finalize the existing 90% engineering design to a 100% engineering design and specifications and perform value engineering.

2. Reconstruct and expand the existing kitchen in two phases. The first phase is to construct the expansion and relocate the existing kitchen operation into the expanded kitchen area. The second phase is to reconstruct the existing kitchen.

3. Relocate existing kitchen equipment as necessary with the approval of the COR to ensure continuous operation of the kitchen.

4. Reconstruct the aggregate paved roadway and parking area serving the kitchen.

5. complete site work including, but not limited to incidental utilities connections as shown on the plans as well as restoring all disturbed areas to pre-construction conditions unless otherwise specified on the plans.

6. Provide all labor, materials, equipment, and incidental services necessary to construct and commission the required facilities.

7. Provide 3 full sets of printed operations manuals for the temporary power generation and distribution system in 8-1/2 x 11 bound binders. Provide 1 electronic PDF copy on CD/ DVD or flash drive format media or as specified by the COR.

8. Provide full as-built drawings for all work completed in AutoCAD format as well as PDF format.

B. RELATED WORK

1. There are many projects being constructed concurrently on the RC. The Contractor must ensure that its activities are deconflicted with other activities through the COR and the Construction Oversight contractor. The Contractor must account for routine deconfliction activities.

2. Transportation and storage of all materials from the site of manufacture to the site of installation is the responsibility of the Contractor. Lay-down and storage areas within the RC are limited. The Contractor must plan for offsite warehousing for material and supplies at location(s) to be secured by the Contractor.

1.04 SUBMITTALS

The Contractor is directed to Specifications Section 01 25 00, Submittal Procedures. The Contractor must conform in every respect with the procedures specified therein and ensure that all submittals are scheduled, tracked, and approved prior to the execution of the work.

1.05 REFERENCE STANDARDS (All current editions unless otherwise stated)

1. American National Standards Institute

2. International Building Code (IBC), 2021 Editions

3. International Electro-technical Commission (IEC)

4. International Energy Conservation Code (IECC)

5. Instrumentation Society of America (ISA)

6. The International Energy Conservation Code

7. American Society for Testing and Materials (ASTM)

8. ASHRAE 90.1-2007 “Energy Standard for Buildings Except Low-Rise Residential Buildings”

9. Electronic Industries Association

10. Environmental Protection Agency (EPA) Purple Book 560/5-85-024

11. EPACT Energy Policy Act of 2005

12. Illuminating Engineering Society of North America Handbook (IESNA)

13. Instrumentation Society of America (ISA)

14. Insulated Power Cable Engineers Association (IPCEA)

15. Institute of Electrical and Electronic Engineers (IEEE)

16. National Fire Protection Association (NFPA)

a. NFPA 70 – National Electrical Code

b. NFPA 70E – Electrical Safety Requirements for Employee Workplaces

c. NFPA 72 - National Fire Alarm Code

d. NFPA 90A – Installation of Air Conditioning and Ventilation Systems

e. NFPA 101 Life Safety Code

f. NFPA 170 – Fire Safety Symbols

g. NFPA 780 Lightning Protection Code, 2008 Edition

17. National Electrical Manufacturers Association (NEMA)

18. National Electric Safety Code ANSI C2

1.06 QUALITY ASSURANCE

A. Quality Assurance/Construction Oversight Contractor:

The Contractor is advised that a Quality Assurance/Construction Oversight contractor will perform such services on behalf of the Government. The Quality Assurance/Construction Oversight contractor will review all submittals and provide daily inspection services. The Contractor should anticipate weekly status update meetings with the COR and the Quality Assurance/Construction Oversight contractor to monitor project progress and overall quality of the work.

B. Service of Manufacturer’s Representative:

Consistent with industry best practices and to facilitate sustainable operation of the kitchen over the life of the project, factory representatives who have complete knowledge of proper installation, start-up, and operation and maintenance (O&M) must be available to assist in the commissioning of the kitchen building systems. The Contractor and/or factory representative will provide 40 hours of system commissioning and related training on the operation of the systems to the kitchen’s operation and maintenance staff.

1.07 MAINTENANCE

A. During the period of performance, the Contractor is the sole responsible for all maintenance of the kitchen.

B. Upon completion and handover of the entire project, the Contractor will transition maintenance of the kitchen facilities to the Government and its agents as directed by the COR.

C.2. PRODUCTS

2.01 WARRANTIES ON LABOR, MATERIALS, AND EQUIPMENT

A. All materials and equipment must be supplied with a full warranty as provided by the manufacturer. All warranties must be transferred to the Government from the Contractor before acceptance of the project.

B. All workmanship and installations must include a one-year warranty from the Contractor.

2.02 DELIVERIES OF MATERIALS

Materials delivered to the site shall be marked as follows:

US EMBASSY JUBA, SOUTH SUDAN

℅ Contractor POC Attn: EXO/GSO Shipping Unit Cellphone: +211 912 117 887 +211 912 117 847

JUBA, SOUTH SUDAN (DIPLOMATIC CARGO)

(Jubausaidshipping@usaid.gov )

C.3. EXECUTION

3.01 INSTALLATION

The Contractor is responsible for delivering all labor, materials, and equipment required for fully functional kitchen facilities as shown in the plans and described in the specifications. The Contractor must install all facilities in strict compliance with the execution instructions in each technical specification.

3.02 FIELD TESTING AND COMMISSIONING

A. After all the equipment and structures have been completely installed, an initial start-up test of each system must be conducted as directed by the COR and the Construction Oversight contractor.

B. The COR will require any deficiencies noted to be corrected, by repairing or replacing the defective component and retesting the component and/or system until it meets the approval of the COR, at no additional cost to the Government.

C. The Contractor will provide Commissioning Services as further described in the general and technical specifications contained in the contract documents.

C.4. OTHER CONSTRUCTION CONSIDERATIONS

4.01 PROJECT BACKGROUND

The kitchen project is required to meet a surge in demand for on-compound infrastructure and services. The construction of the New Embassy Compound (NEC) and the inflow of an expected increase in Chief of Mission personnel will require an increase in throughput at the kitchen to accommodate the expected increase in demand. The kitchen will be modernized, expanded, and brought up to current standards.

4.02 SITE USE

A. The RC provides living quarters to the USG employees of the Embassy. The Contractor must respect the daily use of the Compound by its residences and service providers. The Contractor must plan and schedule all activities to minimally impact the quality of life within the Compound while carrying on safe construction activities.

B. The Contractor must ensure that all construction activities are carried out while maintaining the continued full operation of the Embassy Compounds.

C. The Contractor must take note that other contractors are likely to be actively carrying out construction and maintenance activities within the Compound. The Contractor must plan and execute the required work in a manner to not conflict with the activities of other contractors.

The Government shall provide additional information regarding ongoing construction during the bidders’ pre-bid site visit.

D. The Contractor’s working hours are subject to the US Embassy operational hours of 8 AM to 5 PM. Contractors are generally able to access the compound facilities by 7:30 AM and depart the facilities no later than 5:45 PM. Saturday work is not permitted.

E. The Contractor is advised that underground drawings for utilities and other services are generally not available. The Contractor’s subsurface exploration and utility installation activities must be performed in a manner to minimally impact compound utilities. Utility lines must be relocated when the Contractor encounters interference with construction activities under this contract at no charge to the Government.

F. The Contractor must take note that photos within the Compounds are neither available, nor can be taken unless coordinated with RSO through COR.

G. Attachment 5 is a schedule of Embassy holidays for scheduling purposes. Construction activities must only be performed during regular Embassy operation hours.

4.03 DIVISION ONE SPECIFICATIONS

A. Contractor must execute the construction, commissioning, and closeout of the project in accordance with the requirements of the contract, including the procedures identified in the Division 01 specifications.

B. Contractor’s Temporary Facilities must be off the U.S. Embassy Compound and designated in the Site Utilization Plan and in compliance with Div. 1, Section 015005, Temporary Facilities and Control.

4.04 AS BUILT CONSTRUCTION DOCUMENTS

A. As-built drawings, models, and documentation must be delivered to the USG as part of the permanent project record. USG shall be the exclusive owner of this documentation.

B. Contractor must provide O&M manuals related to project installed equipment electronically. This must include warranty registration, and information, and/or documentation required for the USG to exercise such warranty rights. The following contract specifications shall be referenced (see Attachment 2): Section 017705 Closeout Procedures.

4.05 SECURITY DURING CONSTRUCTION

A. Per Division 01 specifications, the Contractor will be required to limit access to the construction site through a security screening facility known as Compound Access Control (CAC) facility. The Contractor is required to abide by the Access Control Policy in seeking access to construction sites.

B. During construction, a particular access known as South-CACs will be used for transportation to/from the site, and such be designated on the Site Utilization Plan and submitted in accordance with Division 1 Specifications.

4.06 DIPLOMATIC SECURITY (DS) SECURITY COMPLIANCE REVIEW DURING CONSTRUCTION

A. The Bureau of Diplomatic Security (DS) will perform periodic security inspections of the project, known as Security Compliance Reviews (SCRs). The DS compliance teams document these inspections, address physical and technical security deficiencies or discrepancies relating to the project and provide corrective recommendations to the COR.

B. The goals of the interim SCRs are to understand the security posture of a project and to identify potential problem areas which allows the Contractor to take corrective action earlier in the construction cycle of the project. The purpose of interim SCRs is to ensure construction meets the security requirements specified in the construction drawings and project specifications manuals.

C. A final SCR will be performed and will be documented in a report at project completion.

[END ATTACHMENT 2]

ATTACHMENT 3 - KITCHEN DRAWINGS

See separate attachment.

[END ATTACHMENT 3]

[END RFI AND SSN]

ATTACHMENT 3 - KITCHEN DRAWINGS