72866818R00003_Q&A_Amendment_02.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: Amendment No.01 to Request for Proposal Number:

72066818R00003, Life Support Services to USAID Residential

Compound and US Embassy Compound, Juba, South Sudan.

REFERENCE: Request for Proposal Number: 72066818R00003, Life Support Services to USAID Residential Compound and US

Embassy Compound, Juba.

QUESTIONS AND ANSWERS:

Bidders’ Conference:

1. Does USAID have consideration of Inflation and currency fluctuation faction in the budget preparation and execution?

USAID Response: Payments under the Contract is US dollars, and the Mission has a blanket waiver to allow local staff payments in US Dollars.

2. What is the situation of the current life support contract scope in 2013 and 2016 following the departure orders?

USAID Response: There was no material change to the scope of the contract in the two crisis incidents in Juba and departure of order thereof. The changes recorded are in additional property and activities levels.

3. Could USAID share the Local Compensation Plan established salary rates?

USAID Response: Yes, the LCP will be provided as an amendment to the solicitation.

RFP No.: 72066818R00003, Life Support Services

Amendment No.02

4. The budget format has limited budget categories, Could USAID confirm if bidders are allowed to modify the budget template?

USAID Response: Bidders should use the required budget template with minor adjustments.

5. Does USAID have a list of vetted vendors? Is the contractor required to use?

USAID Response: No, USAID has no list of vetted vendors. It’s up to the contractor to contract its vendors and ensure that there is compliance with the OFAC and UN sanction list.

6. Does USAID require specific academic qualifications and other requirements for the key personnel positions?

USAID response: Key staff have academic requirements as noted. Non-key staff should be fully qualified for the position they occupy. This may be established through education, training, or experience depending on the position.

7. Does USAID require compliance to host government commercial food service requirements?

USAID Response: USAID has not engaged with the government in this area. Offerors should check with the local government authorities.

8. What is the current personnel size of the current life support contract?

USAID Response: The current Contract has about 75 – 85 personnel including the Key

Personnel.

9. Could USAID consider an equitable adjustment in the Contract?

USAID Response: Given the nature of the contract is highly unlikely that conditions allowing for an equitable adjustment will occur. It should be noted that events such as ordered departures in 2013 and 2016 did not trigger the need for an equitable adjustment in the current contract—and would not do so in the contract being solicited—because the terms of the contract already account for the fact that such events may occur. Equitable adjustments require unanticipated changes to site conditions.

10. What is the level of Contractual requirements changes considered under the current contract?

USAID Response: There were immaterial contractual changes to the current contract. The scope of work is not modified, and the changes considered were on Human Resource numbers of positions.

11. There have been several boreholes and tanks in the three sites. Would USAID reimburse

Tanks and borehole maintenance related cost?

USAID response: Yes.

12. Has USAID conducted Evaluation of the Current Contract and the reports are public?

USAID Response: Yes, the Contractors annual performance evaluations are available for public use.

Formal RFP

1. Section L.6(d) (page 95) states that for the Technical Proposal the offeror shall “Provide specific examples of how the Offeror and any subcontractors have successfully evaluated programs/projects, at a level of size and complexity similar to the requirement of Section

C.” Is it the government’s intent that the offeror provide examples of successfully executing/performing programs/projects at a level of size and complexity similar to the requirements outlined in Section C?

USAID Response: Yes

2. Section L.6(f) (page 95) states “For each key personnel provide a resume (maximum 3 pages per person) and 3 references with telephone numbers and email contacts.” In

Section F.7 (page 30) four key personnel are identified. In Section F.6(B) however, the RFP states that the offeror must provide five key personnel resumes. Is it the government intent that only four resumes, one each for the four key personnel, be provided by the offeror?

USAID Response: Offerors must provide four (4) resumes.

3. Section F.6(B) provides a list of reports and plans that must be provided by the offeror, for which six items appear to be provided by the offeror as part of the Bid (Response)

Package. There are directions within Section L as to the placement of two of the six items within the offeror’s response. There does not appear to be guidance as to where the offeror must place the other four items in the proposal response. The four items include the Food Safety Program, Transition/Mobilization Plan, Emergency Action Plan and

Evidence of Insurance. Can the government clarify whether these four items need to be included in the proposal response and if so, where they should be provided?

USAID Response: The four items mentioned above may be included as attachments.

4. Is it the Government’s intent to retain the incumbent workforce?

USAID Response: Staffing is the responsibility of the contractor.

5. As stated during the site visit, the Government said that three vehicles will be provided to the contractor. For the GFP, is the Government also providing preventative maintenance and ordinary repair/wear and tear? In regards to the GFE for billets, when linens become worn out, will the Government be replacing them?

USAID Response: USAID will reimburse fuel, maintenance and insurance on the 3 government provided vehicles.

All linens and any other expendable or non-expendable property for accommodations will be provided by USAID or reimbursable.

6. In regards to the GFE for the DFAC, will the Government be replacing silverware and crockery as needed?

USAID Response: The government will provide or contractor will provide and the costs will be reimbursable.

7. Section B.2 states "Implementation is expected to start no later than 45 days after the effective date of the contract." Section C.7.4 states “The transition between the current and the new Contractor must be completed within 30 calendar days.” Request the

Government clarify what implementation means. Is the implementation date the date when the contractor is fully operational or is it the start of the 30 day transition?

USAID Response: The implementation date is the date that contract performance begins. The 30 day transition period is 30 days from that date.

8. Section B.5 states "All prices shall be exclusive of tax and/or duty." Would the

Government clarify if this includes all local South Sudan taxes, including payroll taxes for

U.S. citizens and CCN/TCNs, corporate, social, imports/exports, duties, freight forwarder charges, sales taxes on food and bar sales, etc.?

USAID Response: Under the terms of the bilateral agreement between the United

States and the Government of South Sudan (GoSS), all USAID partners and expatriate employees should not be taxed by the GoSS.

9. Request the Government describe the background check requirement. What is the process for background checks for US, CCN/TCN and Local Nationals and average length of time to complete?

USAID Response: Background checks take on average 1-2 months and require completion of a form with current and former living addresses, employers and basic police checks. During the mobilization period the background investigations will be expedited so they are completed within a month allowing the contractor to begin work.

10. Would the Government confirm the capacity of the wastewater treatment facility and the type of system and process used for this water treatment plant?

USAID Response: The type of system is a microbiological system with sand filters and a UV filter. The first system’s capacity is 70,000 liters and the second is 50,000 liters

11. Section C.6 states “… all maintenance work must be done in accordance with international electrical and plumbing codes”. Would the Government confirm the international electrical and plumbing codes to be used?

USAID Response: For electrical the IEC’s most recent International Electrical Code and for plumbing the International Plumbing Code.

12. Would the Government provide the daily quantity of treated water required to the site?

USAID Response: Currently we have daily deliveries of approximately 60 bottles (20 lt ea). For other treated water we pump and treat on the compounds and store approximately 150,000 liters on the RC and 80,000 liters on the OC.

13. What is the daily bottled water requirement for all compounds. What is the average days of supply on hand that is required?

USAID Response: Currently we have daily deliveries of approximately 60 bottles (20 lt ea). A minimum of 2 day supply is required.

14. Would the Government provide a Government furnished equipment listing, including a priority listing of "no fail" equipment?

USAID Response:

F&B - Ovens, stoves, blenders, fryer, fridges, freezers, stainless steel tables, shelves, pots/pans, mixer, dishwashers, slush machine, ice cream machine, steam tables, display cases, POS system, veg cutter, ice machines, waffle maker, chafing dishes, serving trays and serving utensils

Housekeeping: Washers, dryers, irons, pressing machine, vacuum cleaners, floor cleaners, steam cleaners

Maintenance: Lawn mowers, weed wackers, wrenches, pliers, screw drivers, tape measures, pipe cutters, ppr machine, vacuum pump, welding machine, blowers, electrical meters, grinders, drills, rivet gun, saws, hammers

Office: Computers, printer, copier, safe, CCTV system, desks, chairs, file cabinets

15. Spare Parts states the Contractor will provide USAID with a recommended list of commonly required spare parts for the various types of equipment that the Contractor needs to maintain..." Would the Government provide the current recommended list of commonly required parts?

USAID Response: An example of lists that were provided last year will be posted as an amendment.

16. Would the Government provide the specific items/areas of scope that will be considered cost reimbursable and confirm that all supplies, materials, bottled water, and other consumables with the exception of food and beverage items are cost reimbursable and are not to be included in offeror's bid price?

All cleaning supplies, all maintenance supplies, all household furnishings and all office supplies are either supplied by the government or cost reimbursable. All food and beverage items for both the restaurant and staff meals are not reimbursable.

The following are Firm Fixed Price (FFP) in this contract: Food & Beverage (includes

Alcohol sales) and Labor. FFP items may be costed on a lump sum basis on proposals but cost-reimbursable items should be recorded in the budget template.

Note: It behooves offerors to include as much information as possible that will allow the Technical Evaluation Committee and Contracting Officer to determine that prices provided are fair, reasonable, and realistic, even if such information is not required by the terms of the RFP.

17. The RFP states that "all sales must be tracked through a point of sale system." Is the PoS system contractor or government furnished? Is there a secure location for storing the related cash?

USAID Response: POS System is government furnished and a safe is provided and any related costs would be reimbursable. If you have a preferred POS system that you want to use instead all costs for this should be included in your fixed fee and would not be reimbursable.

18. Section C.7.4 states "The Contractor shall be responsible for providing the COR with medical certifications for each employee working under this contract." Would the

Government confirm the type of certification that is required? Can the six-months certification be completed in South Sudan? Are costs for these certifications cost reimbursable?

USAID Response: The medical certifications can be completed either in Juba or outside

South Sudan for international staff. Costs should be included as part of the fixed price for staff costs. The medical certification should be a basic food handler medical and each staff must have the required immunizations listed in the solicitation and they need to be kept up to date.

19. Would the government confirm that removal of solid waste from the RC and OC is a cost reimbursable service not to be included in the offeror's bid price?

USAID Response: Yes all waste removal costs are reimbursable.

20. Would the government confirm that removal black water from septic tanks at the Spear

House and 19 Acres site is a cost reimbursable service not to be included in the offeror's bid price?

USAID Response: Yes all waste removal from septic tanks would be reimbursable.

21. Annual Equipment Inventory. Would the Government provide information on the property management system in use and the property listing for all property on the compound? Is the property system Government or Contractor provided?

USAID Response: This will be done in a USG systems. The USAID warehouse team will take the lead on this but will require assistance from the contract staff during the inventory process.

22. Sec C.7.4 states QCP is due to 30 days after award. Section F.6 states QCP is due with bid package. Would the Government confirm the correct due date for the QCP?

USAID Response: A draft QCP should be included in the bid package. The final QCP is due 30 days after award.

23. Would the Government provide specific timeframes for progress reports?

USAID Response: Progress reports should be submitted on a monthly basis.

24. Would the Government provide the appropriate acceptance documentation for deliverables, procurement items, and services?

USAID Response: Acceptance for reports would be either an email response or a signed letter of acceptance. Any reimbursable would require an approval by the CO or

COR, a contractor issued receiving report and a receipt.

25. The Reports and Deliverables section requires Inspection Reports. When are the inspection reports due?

USAID Response: Inspection reports should be done by the maintenance team during the monthly scheduled preventive maintenance. When there is an issue it should be reported to the COR the same day.

26. The Deliverables Table states that Licenses/Permits are required at date of award. Would the Government provide the list of licenses/permits required?

USAID Response: Currently the only required licenses is a company certificate of incorporation to do business in South Sudan. Additionally, work permits for international staff are required.

27. Section F.6.B, the table states the reports and plans due under this contract, along with their due date and distribution required, some of which are due with the bid package.

Would the Government consider not counting them as part of the page count? Will the

Government consider increasing page count to accommodate a complete response to the

RFP?

USAID Response: Reports and plans may be added as attachments to bid package and will not be counted in the page count.

28. Table F.6. notes Evidence of Insurance is to be submitted with proposal. Would the

Government specify which type of insurance must be submitted with the proposal.

At a minimum, offerors must show evidence of Overseas Workers Compensation and

War Hazard Insurance coverage under the Defense Base Act (see 42 U.S.C. 1651, et seq.) and general liability insurance.

Please refer to Federal Acquisition Regulation Subpart 28.3 -- Insurance for full details.

29. Will Contractor personnel receive any medical services from the medical clinic at the RC?

USAID Response: No the contractor will be responsible for providing their own medical care for their staff.

30. Section H.5.(h) states "a Mission waiver has been obtained permitting compensation in US dollars for CCN/TCN. Section H.6 states "The following are unallowable costs .... (2) payment of compensation to TCN and CCN employees in other than the currency of the local country. Would Government clarify if payment is allowed in USD? If payment is required in local currency, would the Government allow for economic price adjustment based on South Sudanese currency fluctuation?

USAID Response: Payment should be made in USD.

31. This section states that compensation is capped by the local compensation plan. Would the Government provide a copy of the South Sudan Mission Local Compensation Plan?

USAID Response: LCP pay scale will be posted as an amendment.

32. Sec L.6 & Sec M – requires a technical approach, however section M has no reference to evaluation of the technical approach. What criteria does the Government intend to use to evaluate the technical approach?

The Technical Approach (total 50 points) comprises Management Approach (30 points) and Logistical Support (20 points) and will be evaluated in accordance with the criteria discussed below.

MANAGEMENT APPROACH (30 POINTS)

● A management and staffing plan is clear, logical, thorough and appropriate and delineates efficient and appropriate processes, including lines of responsibility, relationships, communication, quality control and cost control.

● The Quality Control Plan sets reasonable performance measures commensurate to service standards at a four to five star hotel and restaurant in the U.S., and adequately details how health, safety and performance infractions will be addressed by corresponding corrective actions.

LOGISTICAL SUPPORT (20 POINTS)

● The proposal demonstrates an understanding of how to provide extensive logistics support to the contract locally, regionally and internationally.

● Must have a regional support office in a neighboring country that has direct flights to Juba.

Note that Staffing (30 points), Past Performance (20 points), and Cost will be evaluated separately.

33. Section L.6 states "One reference must be from the most recent employer." We have found that most personnel are unwilling to provide information in order to contact their current employer. Unless the offeror is the incumbent it will be difficult to get references from the current employer. Would the Government consider revising that language to state the most recent prior employer?

USAID Response: Most recent prior employer is fine.

34. "Section states that USAID Form 1420-1.7 is required for key personnel. Does the government mean AID Form 1420-17 (12/2014)? If not, would the Government provide a copy of the correct Form?"

USAID Response: The correct form is USAID 1420-17 (12/2014).

35. Would the Government provide a projected contract award date?

USAID Response: We are targeting Q3FY2019.

36. Would the Government provide the current list of vetted and approved vendors?

USAID Response: There is no such list. The contractor may do business with any organization or individual not sanctioned by the Office of Foreign Assets Control, US

Department of Treasury.

37. Would the Government confirm the number and type of Government vehicles furnished to the contractor?

USAID Response: 2 Toyota Hilux Double Cab 2013 and 1 Toyota Hiace 2013

38. Would the Government confirm if maintenance and repair parts for all Government furnished vehicles are Government provided? If not, are vehicle maintenance costs reimbursable?

USAID Response: Maintenance, fuel, insurance and any other operating costs of all government provided vehicles are reimbursable.

39. RFP closing date states January 15, 2019 at 08:00 a.m. Juba Local time.The website

FBO.gov, General Information, same solicitation, states the response date as January 15, 2019 08:00 a.m. Eastern time. Please clarify applicable time zone.

USAID Response: The closing date is January 15, 2019 at 08:00 Eastern Time.

40. “Section 3 – Key Personnel,” page 95, states that this section must be in accordance with the requirements set out in Section F.6 of the RFP. However, page 28, Section F.6 is titled, “Reports and Deliverables Outputs” and not personnel related. Please clarify that key personnel in Section L.6 are to be aligned with Section F.7 “Personnel” (p30).

USAID Response: Yes the key personnel are to be aligned with section F.7 not F.6.

41. Section L.7, page 96, first paragraph, last sentence, “The narrative must be provided in

Microsoft Word and must explain individual costs.”Section L.3, second paragraph, last sentence, page 94, “preference would be that each technical and each cost proposal be submitted as a single email attachment, e.g. consolidate the various parts of a proposal into a single document before sending it.”Provide clarification/ guidance surrounding submittal requirements for cost narrative.Submitted as a PDF of the composite document or submitted as a separate Word document independent of consolidated PDF?

USAID Response: PDF submission is acceptable.

42. Will USAID provide the last 12 monthly reports submitted by the current contractor regarding food service patronage, sales and reimbursable expense in the format provided on page 15 of the solicitation or present information in an equivalent manner?

USAID Response: A few recent reports will be provided as an additional amendment.

43. Key personnel positions 1) Accommodations and Housekeeping Manager; 2) Executive

Chef; 3) Maintenance Supervisor; and, 4) Supervisory Operations Manager all require the candidate to possess a college degree. Will USAID, during its’ evaluation, factor relevant and similar experience as a “trade-off” for degrees? If so, what is the corresponding relevant experience period to offset the degree?

USAID Response: There is no trade-off for degrees. As a clarification, “college degree” means a bachelor's degree, or in the case of the Executive Chef, vocational culinary school diploma.

44. (b) Unless otherwise approved by the Contracting Officer, the maximum prevailing compensation will be the same as the maximum salary under the South Sudan Mission

Local Compensation Plan. Does the Mission Local Compensation Plan apply to the contractor? If so, please provide a copy of the Plan.

USAID Response: LCP pay scale will be posted as an amendment.

45. Will USAID publish a list of the USAID Bidder’s Conference attendees as an amendment to the solicitation on www.fbo.gov?

USAID Response: The Bidder’s Conference attendee list will not be published.

http://www.fbo.gov/

46. ATTACHMENT 1 – Budget Template, “Attachment_J-_Budget_Template.xlsx”

Worksheet titled, “Detail.” Cell A17 “Allowances” and cell A30 “Supplies” – “Please provide the information requested for each year, the totals and a by line item explanation.”

What information is expected in Allowances and Supplies? Please provide examples.

USAID Response: The budget template is only required for cost reimbursable items.

FFP items need not be included.

47. Will USAID provide the current “per night” rate charged by landlord supplying temporary housing/hotel accommodation near the RC Annex where local staff may be temporary billeted due to late departure/early arrival requirements? If no, will USAID provide contact information for said landlord?

USAID Response: The current rate is $800 per month per room.

48. Will USAID provide Invitation Letters or Letter of Identification for contractor personnel in support of Visa and Entry Requirements?

USAID Response: USAID can provide an invitation letter if needed.

49. Will USAID provide the number of non-key personnel currently assigned at each position as identified at F.7 Personnel? For example, how many housekeepers, laundry attendants etc.

USAID Response: Current non-key personnel levels are: 2 Assistant Maintenance

Supervisors, 3 Housekeeping Supervisors, 24 Housekeepers, 3 Laundry Attendants, 8

Cleaners (including grounds cleaners), 1 Food and Beverage Manager, 1 Sous Chef, 1

Pastry Chef, 11 Cooks, 5 Kitchen Cleaners, 9 Waiters, 1 Bartender, 3 Electricians, 2

Plumbers, 1 Water Technician, 1 Painter, 3 AC Technicians, 1 Financial Management

Specialist, 2 Drivers, 1 Receptionist and 2 Storekeepers. Additionally not listed we have 3 gardeners. The HR Specialist and Logistics Specialist positions are currently regional positions and they are not staffed with full time dedicated people on this contract.

50. What is the total population that will be supported, including visitors? If surges occur, what advance notice period is provided the contractor in order to assure continuity of service levels?

USAID Response: Very slow would be in the 60 person range and busy would be 80 on compound with an additional 10-15 in a local hotel. The contractor makes all accommodation bookings and these are generally made a month or so in advance so the contractor would have a good idea of service needs.

51. The terms “TCN” and “CCN” are used within the RFP, please establish guidance on which country nationals fall into these categories.

USAID Response: TCN=Third Country National. A citizen/national of a country other than the United States or South Sudan.

CCN=Cooperating Country National. A South Sudanese citizen/national.

52. Are resumes, certificate of insurance, and licenses part of the 30-page limit for the technical proposal?

USAID Response: Attachments are not included in the page limit.

53. What about a non-narrative divider page between sections of the required composite

Technical PDF, do they count as a page or may we leave them out of the total count?

USAID Response: They can be left out of the count.

54. In reference to the C.6. CLIN 0003 – FACILITIES MAINTENANCE, Garbage Collection. Is a Trash / Waste Disposal Collection truck considered GFE? If no, confirm that Awarded

Contractor must provide.

USAID Response: Trash collection is reimbursable.

55. The matrix of required reports/plans and their due date lists Key Personnel Resumes as quantity 5 resumes; however, only 4 key personnel are defined on p30. Please clarify that 4 personnel are considered key to this contract:

CLIN 1) Accommodations and Housekeeping Manager

CLIN 2) Executive Chef

CLIN 3) Maintenance Manager

CLIN 4) Supervisory Operations Manager

“Note that only key personnel and illustrative short-term labor need be identified in the proposal.”

Please clarify / define the term/reference to “illustrative short-term labor.”

There are only four (4) key personnel as indicated in the question above.

The term “illustrative short-term labor” refers to technical experts who are hired on a temporary basis for a specific purpose such as startup of contract performance.

56. If the offeror is registered in SAM (System for Award Management, www.acquisition.gov), is there a need to complete the Reps and Certs within the solicitation (pp. 71-92)? If yes, will the completed Reps and Certs be counted in the overall page count?

USAID Response: SAM registration is required of all organizations doing business with the USG and does not absolve the offeror from the need to submit Reps and Certs.

Reps and Certs may be submitted as an attachment.

57. Under Section F.7 of the Request for Proposal (RFP) - PERSONNEL: A list of key personnel considered essential for the work being performed has been listed. Question: Is there any restriction on what percentage of the Contractor's workforce deployed for the contract should be local South Sudanese nationals?

USAID Response: No restrictions but everyone on the contract should be legally allowed to work in South Sudan.

58. During the Site Visit of 13th December 2018 it was mentioned that there would be anticipated modifications and or renovation works that would take place within the life of the Contract. Depending on the duration and extent the these modifications, would

USAID outsource or lease other facilities outside the existing Compound and how would this impact on this contract?

USAID Response: Any renovation work would only impact the contract by potentially leading the Mission to use more outside hotel rooms. Any additionally leased facilities would be leased for long term purposes. If the properties required services being provided under this contract the CO would do a contract modification to add them.

59. L.6. INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL

Can a cover page, table of contents, list of figures/tables be excluded from page count?

60. L.6. INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL

Section 4 – Past Performance Information… The offeror must provide performance information for itself and each major subcontractor… List no more than three (3) of the most recent and relevant contracts for efforts similar to the work in the subject proposal. Is this to be interpreted to mean no more than three contracts for offeror and no more than three contracts for each major subcontractor or just no more than three total to be shared across offeror and major subcontractors?

USAID Response: No more than three total to be shared across offeror and major subcontractors.

61. In Section C, the PWS says the contractor must submit the original final QCP 30 days after award. However, in F.6 Reports and Deliverables QCP is due with the bid package. Please tell us when offerors are required to submit the QCP.

USAID Response: A draft QCP should be included in the bid package. The final QCP is due 30 days after award.

62. With a 30 page limit of our technical proposals and no annexes permitted, please explain whether the Food Safety Program, Resumes, Mobilization plan, Emergency plan and QCP are indeed required with our bid.

63. How much detail does the government expect to see in our matrix? The words" how the proposed staff meet these requirements." imply that the list should be actual personnel rather than a list of position titles and qualification requirements. Please confirm that the list our position titles and qualifications.

Offerors should propose specific personnel for Key Staff positions in the bid proposal.

64. The word "evaluated" implies you want to know how we assess performance on these contracts. Is this what is meant? Or does the government mean they want examples of how we have successfully "executed" programs?

USAID Response: You can answer this either way.

65. Please describe what is meant by ''illustrative short term labor."

USAID Response: The term “illustrative short-term labor” refers to technical experts who are hired on a temporary basis for a specific purpose such as startup of contract performance.

66. It is understood that USAID is exempt from all forms of South Sudanese fees, duties, levies and taxation but does this include salary taxes for International employees?

USAID Response: Under the terms of the bilateral agreement between the United

States and the Government of South Sudan (GoSS), all USAID partners and expatriate employees should not be taxed by the GoSS.

67. Please can USAID provide the square meterage of the properties detailed in the

Residential Compound, Office Space, House and Leased Compound (RC & OC Annex)?

USAID Response: Meterage cannot be provided.

68. Please can USAID confirm if Lifeguards are required for the Swimming Pool?

USAID Response: Lifeguards are not required.

69. Is it the contractor responsibility to purchase phones and radios along with SIM cards?

USAID Response: The contractor needs to purchase whatever communications needed for the contractor’s staff and these would be part of the fixed price. All phones, radios or sim cards the contractor is asked to issue out to USG staff will be provided by

USAID or would be reimbursable.

70. How much notice will be provided for arrival of incoming permanent US Gov staff?

USAID Response: This varies but would average around 3-4 months.

71. Who is responsible to maintain the asset register?

USAID Response: USAID will maintain the asset register.

72. Will we be provided a complete list of all equipment to be maintained along with serial numbers etc.?

USAID Response: Not at this time. Relevant information will be provided post-award.

73. It is understood that cleaning services on Sundays will be on an as needed basis, how will this be reimbursed?

USAID Response: The contractor will need to have a limited cleaning staff available on

Sundays to clean public space like the gym, pedestrian gates etc. and to prepare rooms for any arrivals. These labor costs will be part of the fixed fee.

74. Please can USAID provide a list of equipment provided in the Laundry room?

USAID Response: 5 washing machines, 5 dryers, 4 irons, 1 press machine.

75. Please can USAID confirm the average number of residents in order to calculate the laundry usage?

USAID Response: Varies between 60 and 80 residents that would receive laundry service.

76. Are the FDA standards limited to the contractor’s managed food facilities in Juba or extended to the sources where the ingredients are being purchased? If extended to the sources, do the sources need to be FDA approved? Will HACCP certified sources will be sufficient?

USAID Response: The sources do not need to be FDA approved. HACCP certified would be sufficient.

77. Spare Parts – USAID require the contractor to provide a recommended list of commonly required spare parts. Is this required with the proposal or only required after the contract is awarded?

USAID Response: Only required once the contract is awarded.

78. Is it the contractor's responsibility to remove garbage from the USAID Residential

Compound or is there a separate commercial arrangement to remove garbage to an offsite location? If contractor responsibility, please can USAID provide the average number of garbage collections per week?

USAID Response: Currently there are 3 garbage collections per week at the Office

Compound and Residential Compound. Other locations do not generate a lot of garbage so this is brought to either of the two main compounds. The garbage collection is arranged by the contractor and the cost is reimbursable.

79. What is the average time to obtain clearances from USAID?

USAID Response: Approximately 1-2 months.

80. Does the transition commence after receipt of site clearances?

USAID Response: Transition should commence within 45 days of award. Clearances for mobilization will be expedited.

81. Who is responsible for providing Bottled Water for the residential rooms?

USAID Response: The contractor will request the water from the vendor, store the water and deliver to the rooms. USAID sources the water vendor and pays for the water.

82. Drivers – Is the contractor to provide vehicles or will the contractor utilize USAID provided vehicles?

USAID Response: There are 3 vehicles that will be provided. If the contractor needs additional vehicles to perform the work the costs of the vehicles should be included in the fixed price.

83. Attachment J has no provision to provide the “list of meal prices” for the proposed menu.

Is this charge being taken in to account for the evaluation?

USAID Prices: Meal prices can be submitted post award. Food and Beverage is FFP in the contract and may be proposed as a lump sum without getting into this level of detail.

84. Attachment J. Is the contractor to provide a detailed breakdown of all the direct labor or is a lump sum price acceptable?

USAID Response: Labor is FFP in this contract and may be proposed as a lump sum.

85. Pursuant to section B.2, “Implementation is expected to start no later than 45 days after the effective date of the contract” however section C.7.4, subsection Rapid

Transition/Mobilization Plan states, “The transition between the current and the new

Contractor must be completed within 30 calendar days.” Will the Government clarify the period of transition?

USAID Response: The implementation date is the date that contract performance begins. The 30 day transition period is 30 days from that date.

86. Contractors are required to change and wash bedding. How often must the bedding be changed and washed?

USAID Response: Various based on occupancy. For long term occupants it would be changed on average 1-2 times per week. For short term occupants they must be changes as frequently as the occupant changes.

87. So that Contractors can accurately determine the quantities of staff for Housekeeping

Services, will the Government provide the total number of rooms that require cleaning and the combined square footage of all spaces the Contractor is responsible for?

USAID Response: The requested information is sensitive and cannot be provided at this time.

88. Contractors are required to perform same day laundry service which includes “picking up laundry from residences in the morning and returning the cleaned and ironed clothes in the late afternoon”. Additionally, the contractor “will assume all facilities, equipment and consumables for laundry services will be provided by USAID”. Will the Government confirm that the contractor is not required to provide vehicles for this purposes?

USAID Response: A vehicle will not be necessary for laundry services. The laundry facility is within the residential compound and the contractor will be provided laundry machines at any other location that requires laundry services.

89. The Contractor is required to provide “recurring training to employees to ensure a high standard is maintained in all hospitality and housekeeping services.” What is the duration and frequency of the training currently being delivered?

USAID Response: Throughout the current contract there has been the following training:

1 time 4 month long English language training

1 time 2 month technical training for maintenance staff

1 time 2 week food safety and preparation training

2 times 2 hours first aid training

Yearly 6 hours food safety training

Yearly 4 hours hygiene training

Yearly 4 hours security training

90. The Contractor is required to provide “recurring training to employees to ensure a high standard is maintained in all hospitality and housekeeping services.” Will the government provide space for the purpose of providing recurring training?

USAID Response: The contractor has a dining room for their staff that can be used for training.

91. Pursuant to section C.5 regarding daily food service, the “list of meal prices must be approved by the COR.” Will the Government provide the current COR-approved list of meal prices?

USAID Response: Menus will be posted as an additional amendment.

92. Pursuant to section C.5 “Consumables for food service operations such as food, beverages, napkins etc. are not reimbursable under this contract”. Does the reference to

“beverages” include alcoholic beverages that are to be provided at the Pool

Bar/Restaurant?

USAID Response: Yes the bar should carry assorted alcoholic beverages including beer, wine and spirits and assorted non-alcoholic beverages such as soda, coffee, juice etc.

93. Pursuant to section C.7.1, new staff “will be subject to a background check completed by the USG and must have approval before they are issued a badge and allowed on USG property unescorted”. On average, how long is the background check process?

USAID Response: On average this takes 1-2 months.

94. Pursuant to section C.7.3, “The procurement agent must be able to obtain a valid South

Sudanese driver’s license and have access to a vehicle.” Are vehicles to be provided by the

Contractor? If so, how many vehicles are required to support this contract?

USAID Response: There are 3 vehicles that will be provided by USAID. If the contractor needs additional vehicles to perform the work the costs of the vehicles should be included in the fixed price.

95. Section F.6, subsection B includes a matrix that summarizes reports and plans due under the contract. According to the matrix a “Food Safety Program” is required with the bid package. There is no reference to a Food Safety Program deliverable within sections L or

M. Will the Government clarify the submission due date for the Food Safety Program?

USAID Response: Please exclude from the bid submission. This can be provided after award. Please include a brief description of your company’s approve to food safety within your technical proposal.

96. If a Food Safety Program deliverable is required at the time of bid submission, will the

Government confirm that the pages are excluded from the 30-page Technical Proposal page limit? If a Food Safety Program deliverable is required at the time of bid submission and questions to answers are issued close to the time of bid submission, will the

Government extend the due date of proposals to allow Contractors time to develop the requisite deliverable?

USAID Response: Please exclude from the bid submission. This can be provided after award. Please include a brief description of your company’s approve to food safety within your technical proposal.

97. Section F.6, subsection B includes a matrix that summarizes reports and plans due under the contract. According to the matrix a “Transition/Mobilization Plan” is required with the bid package. There is no reference to a Transition/Mobilization Plan deliverable within sections L or M. Will the Government clarify the submission due date for the

Transition/Mobilization Plan? If a Transition/Mobilization Plan deliverable is required at the time of bid submission, will the Government confirm that the pages are excluded from the

30-page Technical Proposal page limit? If a Transition/Mobilization Plan deliverable is required at the time of bid submission and questions to answers are issued close to the time of bid submission, will the Government extend the due date of proposals to allow

Contractors time to develop the requisite deliverable?

The Transition/Mobilization Plan can be provided after award.

98. Section F.6, subsection B includes a matrix that summarizes reports and plans due under the contract. According to the matrix an “Emergency Action Plan” is required with the bid package. There is no reference to an Emergency Action Plan deliverable within sections L or M. Will the Government clarify the submission due date for the Emergency Action Plan?

If an Emergency Action Plan deliverable is required at the time of bid submission, will the

Government confirm that the pages are excluded from the 30-page Technical Proposal page limit? If an Emergency Action Plan deliverable is required at the time of bid submission and questions to answers are issued close to the time of bid submission, will the

Government extend the due date of proposals to allow Contractors time to develop the requisite deliverable?

USAID Response: Please exclude from the bid proposal. This can be provided after award.

99. According to Section 3-Key Personnel, “For each key personnel provide a resume

(maximum 3 pages per person) and 3 references with telephone numbers and email contacts”. Are key personnel resumes excluded from the 30-page Technical Proposal page limit?

100. According to Section 4-Past Performance Information, offerors are to “List no more than three (3) of the most recent and relevant contracts for efforts similar to the work in the subject proposal.” Is the past performance information excluded from the 30-page

Technical Proposal page limit?

101. Pursuant to section L.7, offerors are required to include Employee Biographical Data

Sheets for proposed personnel. Specifically, there is a note included that “only key personnel and illustrative short term labor need to be identified in the proposal”.

According to section L.6, resumes for key personnel are the only personnel that need to be identified in the proposal. Will the Government clarify which positions are considered

“illustrative short term labor”? Are offerors required to submit Employee Biographical

Data Sheets for “illustrative short term labor” positions?

USAID Response: Currently no positions suggested in the solicitation are

“illustrative short term labor” positions. If the contractor proposes some for mobilization or other jobs such periodic training, Biographical Data Sheets should be provided.

102. Pursuant to section M.2, offerors are required to have “a regional support office in a neighboring country that has direct flights to Juba”. Will the Government confirm that if offerors already maintain a regional office in Juba that they are not additionally required to maintain a separate regional office in a neighboring country with direct flights to Juba?

USAID Response: Because it is not possible to source everything needed to perform this contract in Juba, the contractor would be expected to have a strong supply line to a neighboring country so urgent supply needs could be met. Offerors should explain how they will meet this requirement in their proposals.

103. The “Detail” tab of Attachment J only reflects Years 1 and 2. Are offerors to populate just

Years 1 and 2 on the Detail tab of Attachment J?

USAID Response: Add additional columns for the total five years

104. Will the Government provide the total quantities of staff by labor category that are necessary under this contract?

USAID Response: Current non-key personnel levels are: 2 Assistant Maintenance

Supervisors, 3 Housekeeping Supervisors, 24 Housekeepers, 3 Laundry Attendants, 8

Cleaners (including grounds cleaners), 1 Food and Beverage Manager, 1 Sous Chef, 1

Pastry Chef, 11 Cooks, 5 Kitchen Cleaners, 9 Waiters, 1 Bartender, 3 Electricians, 2

Plumbers, 1 Water Technician, 1 Painter, 3 AC Technicians, 1 Financial Management

Specialist, 2 Drivers, 1 Receptionist and 2 Storekeepers. Additionally not listed we have 3 gardeners. The HR Specialist and Logistics Specialist positions are currently regional positions and they are not staffed with full time dedicated people on this contract.

105. Will the Government provide the local labor rates for each labor category required under this contract?

USAID Response: LCP pay scale will be posted as an amendment. No additional labor rates will be provided.

106. Will the Government identify who is responsible for providing transportation between the work sites for assigned Contractor staff?

USAID Response: Contractor will provide all transportation for their staff.

107. What is the anticipated date of contract award?

USAID Response: We are targeting Q3FY2019.

108. Can you share who is the incumbent providing the services today?

USAID Response: BMMI. A copy of the current contract was provided as an amendment to the solicitation.

109. Can you share the incumbent award id?

USAID Response: A copy of the current contract was provided as an amendment to the solicitation.

110. For kitchen and supplies planning can you provide the existing and expected headcount for daily staff and guests?

USAID Response: Recent monthly food and beverage sales reports will be provided as an amendment.

111. Can you provide a copy of a recent report as listed on page 15 under reporting requirements?

USAID Response: Recent monthly food and beverage sales reports will be provided as an amendment.

112. Can you provide a copy of a recently approved weekly menu?

USAID Response: Menus will be provided as an amendment to the solicitation on

FBO.gov when these answers are posted.

113. Since USG staff will consume imported food, beverage, and other supplies, is the intention that the vendor will import the goods on behalf of the USG and under a duty-free scheme?

USAID Response: Food and beverages will not be imported duty free. All other supplies such as cleaning materials or maintenance parts will be imported duty free and USAID will provide a tax exemption letter.

114. Can you indicate if funds are currently available for this project?

USAID Response: Yes, funds are available.

115. What is the sum of the available funds for this project?

USAID Response: The requested information cannot be released. The contract will be fully funded.

116. Since this is a FFP contract, is attachment J required for submission in this project?

FFP items may be costed on a lump sum basis on proposals but cost-reimbursable items should be recorded in the budget template.

117. Is the USG provide all consumable for janitorial services as detailed in page 12?

USAID Response: Yes.

118. Where Is the health unity located for potable water testing? who covers the costs of water testing?

USAID Response: Health unit is located at the Residential Compound and all costs for water testing are covered by USAID.

119. The Mandatory Budget Format seems to more suited to a cost plus fixed fee type contract.

Is use of this format required? For example, where should bidders factor and price profit?

USAID Response: The following are Firm Fixed Price (FFP) in this contract: Food &

Beverage (includes Alcohol sales) and Labor. FFP items may be costed on a lump sum basis on proposals but cost-reimbursable items should be recorded in the budget template.

Note: It behooves offerors to include as much information as possible that will allow the Technical Evaluation Committee and Contracting Officer to determine that prices provided are fair, reasonable, and realistic, even if such information is not required by the terms of the RFP.

120. Should firm fixed price for the base period and each option period be priced separately?

121. Could USAID please provide a detailed 'all inclusive' list of which elements of cost should be factored into the firm fixed price and which items should be considered cost-reimbursable broken down by service area/CLIN?

USAID Response: All staff related costs such as salaries, travel, uniforms, medical, visas, or any other staff benefit should be included in the fixed price. All food and beverage costs should be recovered through sales. All maintenance parts, cleaning materials, office supplies or anything that is not a food/beverage supply or a direct staff cost would be reimbursable.

122. It is assumed that this only applies for laundry services and that all facilities, equipment and consumables will be excluded from the firm fixed price. Should the equipment and consumables for the other components of CLIN 0001 (i.e. Customer Registration, Room

Reservations, Housekeeping Services, Room Preparation/Make Ready, and Guest

Services/Hospitality be included in the firm fixed price?

USAID Response:…