ATTACHMENT_3_Incumbent_Life_Support_Contract.pdf

TABLE OF CONTENTS

PART I – THE SCHEDULE

SECTION B: SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

B.2 CONTRACT TYPE

B.3 ESTIMATED COST, FIXED FEE, AND OBLIGATED AMOUNT

B.4 BUDGET

B.5 INDIRECT COSTS

B.6 COST REIMBURSABLE

B.7 PAYMENT OF FIXED FEE

SECTION C: DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 PURPOSE

C.2 DESCRIPTION OF SERVICES

C.3 SPECIFIC DUTIES AND RESPONSIBILITIES OF THE CONTRACTOR

C.4 HOSPITALITY AND HOUSEKEEPING SERVICES: THE CONTRACTOR SHALL PROVIDE THE FOLLOWING:

C.6 FACILITIES MAINTENANCE:

C.7 PROCUREMENT AND LOGISTICS

C.8 FACILITIES, UTILITIES AND EQUIPMENT:

C.9 QUALITY CONTROL

C.10 STANDARDS OF CONDUCT

C.11 INSURANCE

C.12 LAWS AND REGULATIONS

C.13 RAPID TRANSITION/MOBILIZATION PLAN

C.14 KEY PERSONNEL

SECTION E ‐ INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

E.2 INSPECTION AND ACCEPTANCE

E.3 PERFORMANCE STANDARDS

SECTION F ‐ DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

F.2 PERIOD OF PERFORMANCE

F.3 PLACE OF PERFORMANCE

F.4 DELIVERABLES

F.5 PERFORMANCE STANDARDS

F.6 KEY PERSONNEL

SECTION G: CONTRACT ADMINISTRATION DATA

G.1 AIDAR752.7003 DOCUMENTATION FOR PAYMENT (NOV 1998)

G.2 ADMINISTRATIVE CONTRACTING OFFICE

G.3 CONTRACTING OFFICER'S AUTHORITY

G.4 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

G.5 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID

G.6 INVOICES

G.7 PAYING OFFICE

G.8 ACCOUNTING AND APPROPRIATION DATA

G.9 CONTRACTOR’S PRIMARY POINT OF CONTACT

G.10 ACCEPTANCE AND APPROVAL

SECTION H: SPECIAL CONTRACT REQUIREMENTS

H.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

H.2 SOURCE AND NATIONALITY REQUIREMENTS (FEB 2012)

H.3 AIDAR 752.7004 EMERGENCY LOCATOR INFORMATION (JUL 1997)

H.4 AIDAR 752.7007 PERSONNEL COMPENSATION (JUL 2007)

H.5 ADDITIONAL REQUIREMENTS FOR PERSONNEL COMPENSATION

H.6 INSURANCE AND SERVICES

H.7 AIDAR 752.228‐70 MEDICAL EVACUATION (MEDEVAC) SERVICES (JULY 2007)

H.8 AIDAR 752.7032 INTERNATIONAL TRAVEL APPROVAL (JAN 1990)

H.9 EMPLOYMENT COSTS OF THIRD COUNTRY NATIONALS AND COOPERATING COUNTRY NATIONALS H.10 ADS 302.3.5.13 ACCESS TO USAID FACILITIES AND USAID’S INFORMATION SYSTEMS (AUGUST 2013)

H.11 TITLE TO AND CARE OF PROPERTY

H.12 INFORMATION TECHNOLOGY REQUIREMENT

H.13 DISCLOSURE OF INFORMATION

H.14 SECURITY

H.15 SUCONTRACTING WITH GOVERNMENT OR QUASI‐GOVERNMENT ENTITIES

H.16 AUTHORIZED WORK WEEK

H.17 HOMELAND SECURITY PRESIDENTIAL DIRECTIVE ‐12 (SEPTEMBER 2006)

H.18 ORGANIZATIONAL CONFLICT OF INTEREST

H.19 LOGISTICAL SUPPORT

H.20 LANGUAGE REQUIREMENTS

H.21 EXECUTIVE ORDER ON TERRORISM FINANCING

H.22 PROHIBITION OF ASSISTANCE TO DRUG TRAFFICKERS

H.23 ADS 302.3.5.9 NONDISCRIMINATION (JUNE 2012)

H.24 ADS 302.3.5.14(A) USAID DISABILITY POLICY ‐ ACQUISITION (DECEMBER 2004)

H.25 CONSENT TO SUBCONTRACTS

H.26 AIDAR 752.7001 BIOGRAPHICAL DATA (JULY 1997)

H.27 FAR 52.245‐1 GOVERNMENT PROPERTY ALTERNATE I (APR 2012)

PART II ‐ CONTRACT CLAUSES

SECTION I ‐ CONTRACT CLAUSES

I.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

I.2 FAR 52.204‐9 ‐‐ PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL. (JAN 2011)

I.3 52.217‐8 OPTION TO EXTEND SERVICES (NOV 1999)

I.4. 52.217‐9 OPTION TO EXTEND THE TERM OF THE CONTRACT (NOV 2000)

PART I – THE SCHEDULE

SECTION B: SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of this contract is to provide the following services to maintain the essential life support services to the U.S. Mission to South Sudan under a contract with the United States Agency for International Development (USAID), South Sudan. The name of the contract is “Life Support Services Contract”.

B.2 CONTRACT TYPE

This is a Cost-Plus-Fixed-Fee (CPFF) completion type contract. For the consideration set forth below, the Contractor must provide the deliverables or outputs described in Section F in accordance with the performance standards specified therein based on the Scope of Work (SOW) found in Section C of this award document.

B.3 ESTIMATED COST, FIXED FEE, AND OBLIGATED AMOUNT

(a) The estimated cost for the performance of the work required hereunder for CLIN 0001 - Base Period, exclusive of fee(s) is $14,607,674.00. The fixed fee is $1,460,767.00 and the estimated cost plus all fixed fees is $16,068,441.00. Refer to Section B.4 for the estimated cost of the option periods.

(b) Within the estimated cost plus all possible fees specified in paragraph (a) above, the amount currently obligated and available for reimbursement of allowable costs incurred by the Contractor (and payment of fee, if any) for performance hereunder is $2,000,000.00. The Contractor must not exceed the aforesaid obligated amount.

(c) Funds obligated hereunder are anticipated to be sufficient through December 31, 2014.

B.4 BUDGET

CLIN 0001 – Base Period TOTAL

DIRECT COSTS $11,190,707

PURCHASES REIMBURSABLE $1,000,000

INDIRECT ADMINISTRATIVE COSTS $2,416,967

TOTAL ESTIMATED COST $14,607,674

FIXED FEE $1,460,767

TOTAL COST PLUS FIXED FEE $16,068,441

CLIN 0002 – Option One TOTAL

DIRECT COSTS $1,560,956

INDIRECT ADMINISTRATIVE COSTS $318,435

TOTAL ESTIMATED COST $1,879,390

FIXED FEE $187,939

TOTAL COST PLUS FIXED FEE $2,067,329

CLIN 0003 - Option Two TOTAL

DIRECT COSTS $857,668

INDIRECT ADMINISTRATIVE COSTS $174,964

TOTAL ESTIMATED COST $1,032,632

FIXED FEE $103,263

TOTAL COST PLUS FIXED FEE $1,135,895

CLIN 0001+CLIN 0002+CLIN 0003 TOTAL

DIRECT COSTS $13,609,330

PURCHASES REIMBURSABLE $1,000,000

INDIRECT ADMINISTRATIVE COSTS $2,910,366

TOTAL ESTIMATED COST $17,519,696

FIXED FEE $1,751,969

TOTAL COST PLUS FIXED FEE $19,271,665

B.5 INDIRECT COSTS

The contractor does not have a NICRA with the US Government. All allowable indirect costs are charged directly as specified in the final budget in Section B.4.

B.6 COST REIMBURSABLE

This is a Cost Reimbursable contract. The costs allowable shall be limited to reasonable, allocable and necessary costs determined in accordance with FAR 52.216-7, Allowable Cost and Payment, FAR 52.216-8, Fixed Fee, if applicable, and AIDAR 752.7003, Documentation for Payment. In addition, the requirement and conditions concerning estimated cost and funding apply as detailed in FAR 52.232-22, Limitation of Funds (APR 1984), incorporated by reference in Section I of this contract.

B.7 PAYMENT OF FIXED FEE

Payment of fixed fee, subject to FAR 52.216-8, may be made upon receipt of a proper invoice.

[END OF SECTION B]

SECTION C: DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

Title: “Life Support Services Contract”

C.1 PURPOSE

The purpose of this contract is for the Contractor to provide the following services to maintain the essential life support services to the U.S. Mission to South Sudan under a contract with the United States Agency for International Development (USAID), South Sudan. The name of the contract is “Life Support Services Contract”.

C.2 DESCRIPTION OF SERVICES

The Contractor will be responsible for providing Life Support Services as described herein in accordance with the terms and conditions of this Life Support Services Contract.

Life Support Service can be divided into four main categories:

Hospitality/Housekeeping services o Customer registration o Maintaining up to date log book with contact information o Housekeeping o Laundry services o Room preparation o Guest services

Food Service o Managing dining and kitchen facilities o Maintaining food safety program o Providing health, fresh, and tasty menu items o Catering for special events

Facilities Maintenance o General and preventative maintenance o Cleaning office building and other facilities o Janitorial services o Grounds maintenance and landscaping o Minor construction o Water testing, and other health standards checks

Procurement and Logistics o Logistics/supply chain management o Procurement of consumables o Procurement of supplies and materials o Procurement of spare and replacement parts

The Contractor shall be responsible for administering and monitoring all service operations, described below. The facilities are located within secure compounds; therefore, only authorized personnel may gain entry.

This contract will provide services to the following customers:

USG employees assigned to South Sudan and contractors USG temporary duty (TDY) employees and short term consultants VIP guests or other visitors Others for whom the USG determines such service is required

This contract establishes the relationship between the Contractor and USAID for the purpose of providing services at USG compounds as described herein and provides the operating requirements, which follow, establishing the specifications and performance requirements expected of the Contractor.

The Contractor will operate in the Contractor’s name while providing all services within this contract. All services are to be the Contractor’s responsibility and may require expansion of similar services within the general terms of this scope to accommodate any future growth or reduction.

The United States Agency for International Development (USAID) acts as the primary service provider for the U.S. mission to South Sudan. Currently USAID provides management services on eight compounds. One more guest house is expected to be added during the first year of the contract. During the life of this contract USAID anticipates expanding its owned or leased property holdings. The compounds and leased properties which will currently be serviced by this contract are:

CLIN 0001 - Basic contract terms services described above for the current personnel and compounds structure

US Embassy: The Embassy currently consists of two adjoining office buildings, several prefabricated trailers, one dining facility with small kitchen, storage containers, and utility services.

Housing compound: The housing compound consists of the following:

Modular units. Each includes a living/dining room, kitchen, bathroom, bedroom and veranda.

Full residential houses, each with multiple bedrooms.

One, multiple bedroom guest house.

One gym/health complex with office space, reception area and locker room/bathroom facilities.

One swimming pool.

One kitchen cabana/bar adjoined to the pool area One laundry facility with washers and dryers.

Three bore holes/wells (Only one functioning) One sewage and waste treatment facility.

One potable water pump and filtration system.

One kitchen/dining facility with total seating capacity for thirty.

Anticipated new kitchen/dining facility will be added during the first year of the contract.

One more guest house with ten rooms is expected be added during the year one of the contract One broadband wireless internet system and satellite TV facilities.

House (Leased): The house consists of a two floor building with eight (8) rooms. It also has two (2) dining rooms, two (2) living rooms, one outside housing room and one outdoor bathroom.

House (Leased): The house consists of a one floor building with seven (7) bedrooms, each with a private bathroom, one (1) living/dining room, one (1) kitchen, one (1) outdoor bathroom and a patio area.

House (Leased): The house consists of a two floor building with three (3) dormitory rooms.

Leased Compound: Consists a 40’x100’ warehouse, a 40’x 40’ climate controlled warehouse, guard booth and ablution facility (Currently under construction).

Fuel Depot: The Fuel Compound is located on the road in between the OC and the RC. The site is under construction and will hold gasoline (benzene) tanks.

Storage Compound: 19 Acres is an empty field leased by USAID and used as storage area for shipping containers.

CLIN 0002 - Option One: Possible expansion of living and work space and increased USG staffing.

USAID and the U.S. Embassy are operating at capacity in terms of living and work space. Exact staffing levels will be discussed at the pre-proposal conference. USAID continues to explore options to increase living and work space which would result in staffing increases. The Contractor is expected to provide the four basic services of Hospitality and Housekeeping, Food Service, Facilities Maintenance, Procurement services for any increase in staff and residential or office properties. The Contractor must provide a description in the proposal on how they will accommodate such increases, and the cost principles that will be applied as they grow along with the Embassy.

The period of performance for this option will not exceed three years within the overall five year performance period of the base contract.

CLIN 0003 - Option Two: Surge Capacity in the event of natural disaster or civil unrest.

The Contractor will be expected to continue providing services under this contract in the event of a natural disaster or civil unrest. Please provide a summary of your emergency action plan on how services will be continued in the event of an emergency. Explain the cost principles that would be applied to provide a surge capacity in staffing and to maintain supply chains.

The period of performance for this option will not exceed one year within the overall five year performance period of the base contract.

C.3 SPECIFIC DUTIES AND RESPONSIBILITIES OF THE CONTRACTOR

C.3.1. General: The Contractor is responsible for providing full time administrative staff to meet the terms of the contract. Key personnel must have strong interpersonal skills and the ability to effectively liaise with individuals, institutions, and personnel from the U.S. Embassy/USAID and other organizations.

The Contractor shall recruit, train, supervise, direct, discipline, and if necessary discharge any and all personnel in each specialized area. The Contractor shall supply USAID with personnel properly trained for their respective job assignments. All personnel furnished by the Contractor shall at all times and for all purposes be employees of the Contractor and be subject to the conditions of employment.

The Contractor will assume full responsibility for the actions of such personnel while performing services pursuant to the contract, its modifications, or additional service agreements issued hereunder, and shall be solely responsible for their supervision, daily direction and control, payment of salary (including any withholdings that may be required under local law or other applicable laws such as that of income taxes and social security), worker’s compensation, disability benefits, and the like.

The Contractor will notify USAID before new employees are brought on location. These new staff will be subject to a background checks completed by the USG and must have approval before they are issued a badge and allowed on USG property unescorted. New employees must be identified to the Contracting Officer’s Representative (COR) upon assignment.

The Contractor shall abide by and shall require employees to comply with all instructions, regulations, and codes of conduct as specified by USAID. Each employee of the Contractor shall be legally authorized to work in South Sudan.

At a minimum, the Contractor must employ and retain the following full time key personnel positions:

1. Supervisory Operations Manager: Responsible for overall operations, management and oversight of this contract. The Supervisory Operations Manager oversees all procurement and logistic associated with this contract.

2. Accommodations and Housekeeping Manager: Responsible for arranging, managing, and overseeing all lodging requests, guest house bookings and housekeeping services.

The Accommodations and Housekeeping Manager also acts as an assistant manager to the Supervisory Operations Manager.

3. Executive Chef: Responsible for full US Embassy dining facility management including developing menus, food preparation, kitchen staff management, wait staff management, food supply management and adherence to the most recent edition of the Federal Food and Drug Administration’s Food Code health and safety standards.

4. Human Resources Manager: Responsible for the administrative management of the Contractor’s work force. The Human Resources Manager should have a thorough understanding of South Sudan’s labor laws, and the ability to represent the interests of the Contract to South Sudanese officials in relevant ministries.

C.3.2. Health and hygiene standards maintenance:

The Contractor shall be responsible for providing the COR with medical certifications for each employee working under this contract. Medical certifications must be renewed every six months, or more often on request of the COR and must certify that the employee in question is free of any communicable disease or parasite which could be transmitted from person-to-person in the course of performance of duties or in any way considered a threat to public health. Particularly, employees must be tested for malaria, typhoid fever and common parasites in Sub Saharan Africa.

Employees without valid health certifications on file with the COR will not be permitted access to USAID facilities. Employees who are ill shall not be required to work and shall present a certification of suitability to return to work from a medical authority. Employees who have rashes/cuts/scrapes/burns/boils/bandages on hands, forearms or face/neck shall be temporarily excluded from work activities involving contact with food or food preparation areas.

While performing the four primary services under this contract, the contractor shall follow the best practices for health and hygiene put forth in the most recent edition of the U.S. Food and Drug Administration’s Food Code (see link). When standards set by the Food Code are unattainable because of local conditions or impractical, the U.S. Health Practitioner at post will make the determination as to the health and hygiene standard the Contract will uphold.

(http://www.fda.gov/Food/GuidanceRegulation/RetailFoodProtection/FoodCode/UCM20193 96.htm

All hired personnel working on the compound, must have the following immunization records, same as required for US employees:

Hepatitis A, 2 shot series, Hepatitis B, 3 shot series, Typhoid 1 shot every 2 years, Yellow Fever 1 shot every 10 years, Meningitis 1 shot every 5 years, Influenza every year, Tetanus every 10 years.

The contractor will be expected to provide sufficient health insurance to all staff.

C.3.3. Specific tasks and conditions

1. The Contractor shall guarantee the highest standard of health measures, including thorough sanitation for all cooking equipment, utensils and food preparation surfaces on a daily basis.

2. Trash and garbage shall be disposed of in covered/closed containers which will be provided by USAID and shall be emptied daily.

3. All dishes and utensils shall be washed with appropriate sanitizer. Tap water can be used to wash dishes; basically it is a 3 sink procedure. Wash in one, rinse in next, and sanitize rinse in next and air dry. Use of dish washer is permissible.

4. All food supplies must be of the best quality available at the point of purchase and must be transported to the USAID facility in a timely manner to ensure freshness. The COR shall have the right to inspect food deliveries and reject those that are deemed not to meet acceptable standards. The COR’s decision in such cases shall be final.

5. Fresh produce must be washed and sanitized (such as in bleach water) before being prepared for consumption. The U.S. Health Practitioner shall approve method of sanitation.

6. It is the Contractor’s responsibility to monitor and reduce, if appropriate, food quantities to ensure minimal food wastage.

7. The Contractor shall be responsible for maintaining the cleanliness of the kitchen and dining areas. The COR shall conduct periodic inspections and shall inform the Contractor if corrective action is required. When the COR directs corrective action, the Contractor shall immediately comply.

8. The Contractor shall supply all food stuffs and related expendable supplies required under this contract and shall ensure proper and secure transportation and storage of food stuffs. Frozen or cold food items must be transported to the USAID facility in a temperature regulated container to ensure the quality or the item.

9. Disposable gloves and hair nets will be provided to the contract kitchen staff and shall be used in accordance with the Food Code’s standards.

10. The Contractor and contractor personnel shall be required to comply with security regulations and procedures in effect on the USG Mission in South Sudan compounds during the period of this contract. USAID shall inform the Contractor of those security requirements and directives in place at the start of the contract and will update the Contractor as these requirements are amended throughout the term of the contract to facilitate Contractor compliance.

C.4 HOSPITALITY AND HOUSEKEEPING SERVICES: THE CONTRACTOR

SHALL PROVIDE THE FOLLOWING:

C.4.1. General: The contractor must provide and manage hospitality and housekeeping services for all USG leased residential properties. Specific duties include customer registration, keeping a log book of customers, housekeeping services, laundry, room preparation, and customer services.

C.4.2. Customer Registration: The Contract is required to operate a reception office (located on the living quarters) to process all incoming and outgoing customer. In-coming registration includes providing short briefing of welcome materials and security procedures (to be provided by USG), short briefing of services, housing assignment, issuing, and any other check-in procedures instituted by the Executive Office’s COR.

Usually customers arrive before their baggage, therefore the Contractor will be responsible for bringing baggage to the customer’s room when delivered by the USG expeditor. For out-going customers, the contractor must collect their electronic devices, and hold baggage and passports for the USG expeditor. The Contractor is expected to collaborate with the COR to implement or recommend improvements to check-in and check-out procedures.

Housing assignment for permanent employees will be made by USAID. The Contractor is expected to make reservations for TDY employees when instructed to do so by an authorized USG employee. Prior to arrival of a permanent or TDY customer, the Contractor will prepare the assigned quarters.

The Contractor must maintain a roster/database of permanent housing assignments made by the Mission. Prior to arrival of a permanent staff member to Post, the Contractor will prepare the assigned quarters. Upon arrival of the permanent staff member, the Contractor will register and in-process the new arrival. Contractor will process them for departure.

C.4.3. Log Book: The Contract must maintain a log book which shows the occupancy of all customers. The log book must also contain the contact information for TDY customers. An example of the log book will be explained at the Pre-Proposal Conference.

C.4.4. Housekeeping Services: The Contractor must supply trained housekeepers to provide cleaning services (cleaning the rooms, changing and washing bedding, cleaning the kitchens, washing dishes, sweeping porches, cleaning dining rooms and other areas, removing trash, and mopping the floors, etc.), six days per week, (Monday through Saturday, excluding holidays) to all residences on the compounds. Curtains, draperies, blinds and upholstered furniture will be cleaned as required. The Contractor will ensure housekeepers report to the Contractor's administrative staff any broken or non-functioning equipment, appliances, furniture or utilities (e.g., plumbing or electrical problems) or areas needing painting, window or door repair, or other maintenance.

Housekeepers will also be responsible for monitoring the amount of USAID furnished bottled water in each of the residence and replenishing the water supply as necessary.

The Contractor will deliver USAID furnished bottled water to customers’ rooms upon request seven days a week.

Occasionally the Contractor will be required to provide housekeeping staff on Sundays to perform cleaning services in support of representational, VIP, or special events.

While occupied, the Contractor will clean the rooms six days a week or as requested by the customer. The Contractor will clean and prepare guest rooms as soon as they are vacated by a departing guest.

The Contractor will provide daily (Monday through Saturday) cleaning services.

Cleaning services will not be expected to be provided to houses on U.S. and South Sudanese (SS) holidays, unless requested by the COR.

The Contractor will clean other facilities on the housing compound including, entrances, reception and recreation rooms, gym/fitness center, locker rooms, lavatories, pool, etc.

C.4.5. Laundry Services: The Contractor, using facilities and equipment provided by USAID, will provide laundry (washing, drying and ironing) services to residents and guests. This includes picking up the laundry from residences in the morning and returning the cleaned and ironed clothes in the late afternoon of the same day. The Contractor will also extend this service to residents of the TDY houses, and other leased property. The contractor will be reimbursed for all laundry services and all consumables for such laundry services under this contract by USAID.

C.4.6. Room Preparation: The Contractor will perform a complete "make-ready" refurbishment of the quarters immediately after the departure of a permanent staff member including but not limited to repainting the walls, deep cleaning the rooms, and cleaning curtains, draperies, carpets and upholstery. Furniture, appliances and welcome kit items will be inspected and replaced if necessary. The entire quarters will be renovated, as required at the direction of the COR. If no major refurbishments are needed, make readies should require not more than 24 hours to complete.

C.4.7. Guest Services: The Contractor must acknowledge all maintenance requests within 1 hour of receiving them. Routine requests such as delivering more bottled water, and changing light bulbs must be filled promptly. More involved or emergency requests must be fixed as soon as possible. The COR should be notified immediately of any guest requests that fall outside the scope of this contract.

C.4.8. Quality: The Contractor must provide a level of customer service commensurate with the level of service one would receive at a 4/5 star hotel in the U.S. Contractor staff must be responsive and polite while interacting with customers at all times. Contract staff must be self-motivated and able to take the initiative to provide customers with the best quality of service, especially when resolving a complaint or a problem. See C.9 for more specifics on the Quality Control Plan.

C.5 FOOD SERVICE: THE CONTRACTOR SHALL PROVIDE THE SERVICES AS

DESCRIBED BELOW:

C.5.1. General: The Contractor must provide food service meals for daily staff and guests. USAID will provide facilities, equipment and all utilities; and the Contractor will provide all food ingredients, condiments, beverages, staff and management. Customers will pay the Contractor in cash for meals and beverages (U.S. Dollars or local currency), and all proceeds are considered revenue for the Contractor. The list of meal prices must be approved by the COR. Meal sizes must be in accordance with normal US standards.

The Contractor shall develop a menu of basic meals plus daily specials. The COR is the authorized person to approve all menus; changes or modification to the basic menu can be made only by prior notification to, and authorization by, the COR. The Contractor shall provide the menu to the COR not more than two weeks after the initial contract award.

The quality of the food and beverage items on the menu in terms of healthy, fresh, diverse and tasty items, including specials and rotating options is extremely important for the morale of the customers living and working in South Sudan. Emphasis will be placed on the Contractor’s ability to provide a satisfactory and competitively priced food service when evaluating performance under this contract. Menus should include options to meet the tastes of local staff and that are priced accordingly. The contractor should be responsive and sensitive to customer feedback regarding the foodservice.

C.5.2. Pool Bar: The Contractor must operate a bar located near the pool. The Contractor must make available a variety of alcoholic drinks, including but not limited to, beer, hard liquor, mixed drinks as well as non-alcoholic drinks. The Contractor must offer food service in the bar area. The Contractor is encouraged to hold happy hour specials and themed specials for holidays and special events.

The contractor should keep in mind that at least two nights per month, employees may conduct a happy hour for the Mission and its guests.

C.5.3. Saturday night BBQ: The Contractor must hold a Saturday night, all you can eat BBQ with rotating themes, buffet style service, vegetarian options, and desserts. The Contractor is encouraged to be creative with the menu and the organization of this event which has the ability to attract large numbers of expatriates to the RC on Saturday nights.

(Guests must be invited by an USG Employee.)

C.5.4. Personnel and Supervision: USAID expects the Contractor to provide a fully trained staff, knowledgeable in food preparation, safe food handling and courteous/timely food service. At a minimum, but not exclusive, the Contractor will have on staff Sous Chef(s), cooks, lead waiter, and wait staff.

All employees assigned by the Contractor to perform work under this contract must be physically able to do their assigned work and must be free of communicable diseases. As needed, the Contractor will provide recurring training to employees to ensure competent performance in all areas associated with these contract services. Hair nets or other suitable head covering, and appropriate gloves are required for all employees handling food, and will be provided or reimbursed by USAID.

C.5.5. Kitchen and Dining Facilities: The Contractor must operate and maintain the kitchens and cooking facilities on compound. The Contractor must provide “busing” service during service hours to remove plates, utensils and glasses and ensure that tables, floors and chairs are kept clean throughout the meal periods. The Contractor must make available snacks, coffee, tea and soft drinks throughout the day. The Contractor must deliver food to the desks or the housing units of employees.

C.5.6. Special Events and Catering: Upon request the Contractor will prepare and cater representational, VIP visitors or special events. These events will be direct-billed to the requesting Agency by the Contractor separately from this contract.

C.5.7. Hours of Operation: The Contractor must adhere to the following minimum hours of operation. The contractor may only reduce the hours of operation under this contract below the minimum hours stated here with the written consent of the COR or CO through a modification to the service schedule. Extensions to the hours indicated herein at the RC are at the contractor’s discretion. At the Office hours shall not be extended before 7 am or beyond the normal close of business hours without the written consent of the COR or CO through a modification to the service schedule.

Housing Compound Dining Facility

Monday through Friday

RC Dining Facility Period Opening Closing

Breakfast 6:30 AM 9:30 AM Lunch Closed Closed Dinner 6:00 PM 9:00 PM

Saturday, Sunday & Holidays Period Opening Closing

Breakfast 7:00 AM 9:30 AM Lunch 10:30 AM 2:00 PM

Friday happy hour 6:00 PM 10:00 PM Saturday Bar-B-Q 6:00 PM 9:00 PM

Sunday & Holidays 6:00 PM 9:00 PM Sunday brunch by the pool area 10:30 AM 2:00 pm

During Special Pool Side BBQ's (Saturday) and Sunday brunch, the dining facility will be closed

Office Compound

US Embassy Facility

C

M o C.5.8. Modification to Service Schedule: Requests to reduce the official hours or days of service as indicated in C.3.4 must be submitted in writing to the COR thirty (30) days in advance of the proposed change in service date. To accommodate any necessary requirement of USAID, all hours of service may be adjusted by the COR, including requiring any facility to provide additional hours.

The Contractor is allowed to submit a request for reduction in service during U.S.

Government or Host Country holiday observances provided ten (10) days of advance notice is given to the COR. The COR will review the request and advise the Contractor if a request is approved.

C.5.9. Contractor Responsibilities: The Contractor is expected to provide prompt, efficient, and courteous service at all times. The Contractor must provide sufficient, trained staff to support this contract. The Contractor is required to maintain records, submit reports, and observe other contract requirements. The Contractor is expected to collaborate with the COR to implement or recommend any improvements in the Food Service.

All customer feedback, complaints, and compliments must be brought to the attention of the COR or one of the Executive Officers.

C.5.10. Procedure for Price Adjustment/Changes: The COR must approve the initial price list for all cafeteria menus. Price adjustments/changes must be submitted in writing to the COR thirty (30) days in advance of the proposed change. Since the Government is providing “fully equipped” and “rent and utility free” facilities the Government expects the Contractor to price menu items competitively with local pricing at similar commercial facilities.

C.5.11. Sanitation and Food Safety: The Contractor must serve quality food under clean and sanitary conditions. The Contractor is required to establish and maintain an updated food safety program that meets the FDA’s Food Code standards, or when impractical, those standards set by the U.S. Health Practitioner at Post, reviewed and

Monday through Friday OC Dining Facility

Period Opening Closing Snack Bar 8:00 AM 4:00 PM Breakfast 7:00 AM 9:30 AM

Lunch 11:30 AM 2:00 PM Dinner Closed Closed

The Dining Facility is closed Saturday, Sunday and Holidays approved by the COR or his/her designee. The Contractor must ensure all staff members fully understand and strictly adhere to the Contractor’s USAID approved food safety program. Records that document the Contractor’s adherence to their food safety program must be maintained by the Contractor and must be made available for Government inspection. The COR or designee will conduct regularly scheduled and “spot” health inspections to ensure adherence to the Contractor’s food safety program. Results of these inspections will be an important component of the Contractor’s performance evaluation.

In their Quality Control Plan, the Contractor must detail corrective actions to be taken when performance or health/safety violations occur.

C.5.12. Reporting Requirements: On a monthly basis, the Contractor is required to provide detailed information relating to patronage, sales and reimbursable expenses, as outlined below:

Reporting Period: Month/Year Revenue Days: #

Total Sales Customer Count Customer per Day

Breakfast $0.00 # # Lunch $0.00 # #

Dinner $0.00 # #

Other events $0.00 # #

Details of Supplies Purchased $0.00

C.5.13. Holidays: Dining facility services will be available 365 days a year. Holidays will be defined for each calendar year by the Chief of Mission. Currently, the Chief of Mission has recognized the following holidays for 2013:

New Year’s Day (US) 1st of January CPA Day (SS) Martin Luther King, Jr. Day (US) Presidents’ Day (US) Easter Holiday (US & SS) SPLM/A Day (SS) Memorial Day (US) Independence Day (US) 4th of July Independence Day (SS) 9th of July Martyr’s Day (SS) Eid El Fitr Holiday (SS) Labor Day (US) Columbus Day (US) Eid Al Adha Holiday (SS)

Veterans Day (US) Thanksgiving Day (US) Christmas Eve (SS) 24th of December Christmas Day (US & SS) 25th of December

C.5.14. Quality: To ensure the food and beverages services provided under this contract meet a high standard of customer satisfaction, the Contractor may conduct regular quality and customer satisfaction evaluations. This feedback, along with industry trends, changes in regulatory requirements, and/or operational or financial projections is shared at regular meetings between USAID and the Contractor and will form the basis for making program adjustments. See C.9 for more specifics on the Quality Control Plan.

C.6 FACILITIES MAINTENANCE:

C.6.1. General: The Contractor will provide trained staff to clean and maintain USG leased properties. At a minimum the Contractor will provide and directly supervise the following staff positions:

A. Maintenance Supervisor: The Maintenance Supervisor is the line manager for the maintenance, janitorial and grounds keeping crew. The Maintenance Supervisor will collaborate with Supervisory Operations Manager to provide maintenance services.

B. Cleaners/Janitors: All Contractor cleaning staff must be trained in proper hygiene and cleaning methods, including, but not limited to, 1) knowing how to clean, fill and replace water bottles in coolers hygienically, 2) understanding the proper use of cleaning products and cleaning supplies and, 3) knowing how to apply correct cleaning routines to prevent cross contamination; for example mops and cleaning equipment used for floors are never used for cleaning tables or food preparation surfaces, etc.

C. Groundskeepers: All contractor grounds keeping staff will be responsible for maintaining the presentable appearance of USG leased properties. See section C.4.3.

D. Electrician(s): The Contractor must provide professionally trained electricians and assistants on staff Mondays thru Saturdays capable of maintaining/repairing all electrical devices and appliances (electric cables/lines, breakers, panels, switches, grounding devices, fixtures, sockets, outlets, lights, air conditioners, water distillers, water coolers, etc.) on all compounds. To handle electrical emergencies the Contractor will maintain staff electricians on call 24 hours a day, seven days a week. These services exclude the generators.

E. Plumber(s): The Contractor must provide professionally trained plumber(s) and assistants on staff Monday thru Saturday capable of maintaining/repairing all plumbing facilities on both compounds, including toilets, sinks, water supply lines, waste lines, water heaters, showers, waste water lift stations, etc. The Contractor must also operate and maintain the water supply and filtration systems on both compounds, including boreholes and pumps, water supply lines, the water storage tanks, pump and the filtration systems, ensuring all system components are monitored, that preventive maintenance is performed as required and that repairs are made to failed equipment. To handle plumbing emergencies the Contractor will maintain plumbers on call 24 hours a day, seven days a week.

F. Painter(s): The Contractor will maintain personnel on staff capable of providing painting services on the compounds.

G. AC Technicians: The contractor will maintain personnel on staff capable of providing repair and preventative maintenance to wall mounted air conditioning units.

Other maintenance specialty positions may become necessary for the Contractor to hire.

This will be done in consultation and approval of the COR. The Contractor is encouraged to recommend other needed specialties in order to improve services.

C.6.2. Maintenance: The Contractor will provide routine maintenance and repair services to fix problems resulting from normal “wear and tear”, including minor electrical, plumbing, masonry, welding and air conditioning repair. Routine maintenance does not cover structural alterations or any capital improvement to the property. To ensure the safe and efficient operations of equipment all maintenance work must be done in accordance with international electrical and plumbing codes and/or prescribed maintenance procedures and techniques (as specified in official repair operation and technical manuals), using only factory authorized replacement parts, or the equivalent of if otherwise agreed by the COR. The Contractor will provide these services to all residential and office properties. Equipment failure/repair problems should be brought to the attention of the COR with recommendations for corrective action.

C.6.3. Grounds Keeping and Landscaping: The Contractor must provide groundskeepers on staff for OC and RC. The Contractor must keep the grounds, driveways and walkways, drainage ditches (inside and outside all compounds) and all paved areas clean Monday through Saturday. The Contractor must keep lawns, gardens, and plants/trees appropriately tended and watered. With approval of the COR, trees must be pruned as necessary to ensure that falling branches or debris will not cause damage to persons or property. Plants and other landscape purchases are at the direction of the COR and reimbursable to the Contractor. The Contractor may be asked to make recommendations as to types of plants and trees that are most appropriate for the compound and indigenous to South Sudan.

C.6.4. Janitorial: The Contractor must clean the office building six (6) days per week, Monday – Saturday, excluding holidays. The Contractor will ensure the cleaning crew dust and clean all surfaces, including the floors, desks, chairs, tables and modular furniture. Contractor’s cleaning staff will empty waste baskets daily and return the clean, empty baskets to their original locations. The Contractor must also ensure cleaning crews empty bins and boxes beneath paper shredders, and dispose the shredded paper in the proper garbage receptacle at the rear of the compound. The Contractor is also required to clean the entrance foyer, ensuring the floor, windows, and all surfaces are cleaned daily.

This also includes cleaning the porch area, railings, steps and ramp. The Contractor will also provide cleaning services upon request from the COR.

The Contractor will be required to clean other facilities on the compound as required, and as requested by the COR, including the warehouse, the maintenance facility, and other offices and compounds.

C.6.5. Potable Water Testing: The Contractor must periodically take samples of water from various locations on both compounds (as specified by the COR) and submit the samples to labs (also as specified by the COR). Water tests must occur at a minimum every quarter or upon request from the COR, lab fees will be reimbursed to the Contractor.

C.6.6. Waste Water Treatment Plants: The Contractor will provide trained personnel on staff capable of operating and maintaining USAID’s Waste Water Treatment Facility (WWTF). The Contractor will maintain personnel on call for emergencies 24 hours a day, seven days a week.

C.6.7. Swimming Pool: The Contractor will operate and maintain the swimming pool including, maintaining water chemical composition at appropriate levels, testing the water, adding necessary chemicals, vacuuming the pool, operating the pump and filter system as recommended by the manufacturer and keeping the pool deck clean daily. All chemicals, supplies and consumables are reimbursable under this contract.

C.6.8. Fitness Center: The Contractor will maintain the fitness center equipment;

repairing and adjusting as necessary and reporting to the COR any equipment that cannot be repaired on site. The Contractor will ensure drinking water is available in the fitness center together with the paper towels and sanitizing solution at all times. The Fitness Center equipment should be cleaned on a regular basis with the sanitizing solution.

C.6.9 Garbage Collection: The contractor will provide garbage collection and removal from USG leased properties. Garbage must be removed on a regular basis and disposed of properly.

C.6.10. Reporting Requirements: Monthly the Contractor will submit an updated equipment maintenance and preventative maintenance schedule to the COR for approval.

C.6.11 Quality: The Contractor must provide timely, courteous, and effective facilities maintenance to ensure the minimum functions of the U.S. Embassy in South Sudan. The Contractor must detail how underperformance or failure to perform routine and preventive maintenance described in this section will be addressed, and what corrective actions will be taken in the Quality Control Plan. See C.9.

C.7 PROCUREMENT AND LOGISTICS

C.7.1. General: The Contractor is responsible for the procurement of supplies, materials, and consumables (food and beverage items) necessary to perform the basic functions of this contract, unless otherwise noted that items will be provided by USAID.

The Contractor must email the COR a list of needed supplies and obtain authorization prior to making each purchase. Likewise, the COR may ask the Contractor to purchase supplies or materials. The Contractor will provide a monthly invoice, with records of the prior authorizations, to the COR for reimbursement. The Contractor may apply a surcharge for procurement services. As noted in C.5.4 below, consumables such as food and beverages are not reimbursable under this contract.

At a minimum, the Contractor must have a procurement agent on staff to monitor local prices and availability for supplies, materials and consumables. The procurement agent must be able to obtain a valid South Sudanese driver’s license and have access to a vehicle.

C.7.2. Supplies and Materials: Examples of supplies and materials include, but are not limited to: household cleaning supplies, laundry detergent, dryer sheets, dish soap, buckets, mops, brooms, sanitizers for food preparation, disinfectants, pool supplies, waste water treatment supplies, lawn tools, cement, pipes, hoses, filters, oils, lubricants, replacement parts and other consumables not part of the USAID-provided inventory.

C.7.3. Spare Parts: 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, including parts for air conditioners, water heaters, refrigerators, pumps, common electrical and plumbing supplies and parts for other appliances. The Contractor may be asked to procure, on a reimbursable basis, some or all of the parts on the recommended list.

C.7.4. Food and Beverage: Consumables such as food and beverages are not reimbursable under this contract; rather, the Contractor must recoup this expense through sales.

C.7.5. Logistics: The Contractor is responsible for logistics deemed necessary to perform the services under this contract. Specifically, the Contractor must maintain supply chains for the procurement of supplies, materials, and food and beverages, including use of key suppliers, identifying linkages and key gaps, and providing recommendations for improvements.

C.7.6. Quality: Ensuring timely procurement of these items will be a key performance measure of the Contractor. The Contractor must notify the COR of any delays to supply chains that would lead to the disruption of work described in this contract.

C.8 FACILITIES, UTILITIES AND EQUIPMENT:

C.8.1. General: USAID will provide the buildings (dining hall/kitchen and pool/cabana area facility), and all utilities, (including electrical power, running water, internal telephone system and satellite television for the dining hall and cabana). USAID also will provide all furnishings and equipment, such as air conditioners, ceiling fans, tables, chairs, televisions and kitchen equipment such as refrigeration units, stoves, ovens, food preparation tables, sinks, cookware and dining ware. The equipment to be provided will be in “good working” condition. The Contractor shall notify the COR in the event of failure or anticipated failure of such equipment and/or material. The Contractor will be responsible for fixing/replacing equipment if such equipment is damaged due to the negligence of the contractor staff.

The Contractor shall use Government property, either furnished or acquired under this contract, only for performing this contract, unless otherwise provided for in this contract or approved by the Contracting Officer.

The list of equipment is provided in Attachment J.1.

C.8.2. Annual Equipment Inventory

1. A physical inventory of all non-expendable equipment provided by USAID in the service facilities shall be conducted once annually on a joint basis by the USAID Warehouse, the COR and the Contractor.

2. It shall be incumbent upon the Contractor to provide to the CO and the COR, no later than August 31st of each year, a listing of proposed equipment replacement and/or additional equipment necessary for the operation of the service facilities. The equipment listing shall include complete justification for the proposed additional changes.

C.8.3. USAID responsibilities: USAID will provide cooking and kitchen equipment, refrigerators, water pump, water distiller, ice-cube maker, grills, food warmers, dish washer, clothes washers, clothes dryers, irons, kitchen equipment, cleaning equipment, and tools. Also office space for the managers furnished with computers, printers, file cabinets, wireless internet access, desk, chair, visitor’s chair, telephone will be provided.

With the approval of the Regional Security Officer, the Government will furnish living quarters in the form of four (4) containerized housing units with bathroom facilities for use by the Contractor to house their key personnel. The purpose of this is to ensure 24 hour coverage of services in case of emergencies. Other containerized housing unit may be authorized upon request of the Contractor and approval of the Regional Security Officer and the COR.

The Contractor will be provided with a complete final list of government furnished property at the time of signing of the contract.

C.8.4. Contractor responsibilities: The Contractor is responsible for the proper use, storage, inventorying, maintenance, transportation and security of all Government Furnished Items (GFI) in the Contractor’s care. Any GFI that is lost or damaged due to Contractor negligence shall be replaced or repaired by the Contractor. All GFI is furnished in an “as is” condition, and must be inspected and accepted by the Contractor prior to its use. The Contractor assumes all liability for claims arising from use or misuse of GFI while in the Contractor’s possession and shall hold the Government harmless from any claims by Contractor employees or others.