RFP-_72066818R00003_FINAL.pdf

Contents

PART I – THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

PURPOSE

B.1. CONTRACT TYPE

B.2. CONTRACT PERIOD

B.3. FIRM FIXED PRICE

B.5. TAX REQUIREMENTS

SECTION C –STATEMENT OF WORK

C.1. BACKGROUND

C.2. DESCRIPTION OF SERVICES

C.3. SITE CONDITIONS

C.4. CLIN 0001 - HOSPITALITY/HOUSEKEEPING SERVICES

C.5. CLIN 0002 – FOOD SERVICE

C.6. CLIN 0003 – FACILITIES MAINTENANCE

C.7. CLIN 0004 –MANAGEMENT AND LOGISTICS

C.7.2. FINANCIAL MANAGEMENT

C.7.3. PROCUREMENT AND LOGISTICS

Facilities, Utilities and Equipment

Quality Control

Laws and Regulations

SECTION E – INSPECTION AND ACCEPTANCE

E. 1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

E. 2 INSPECTION AND ACCEPTANCE

SECTION F – DELIVERIES OR PERFORMANCE

F.1. NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

F.2. PAYMENT SCHEDULE

F.3. PLACE OF PERFORMANCE

F.4. PERIOD OF PERFORMANCE

F.5 PERFORMANCE STANDARDS

F.6. REPORTS AND DELIVERABLES OR OUTPUTS

F.7. PERSONNEL

SECTION G – CONTRACT ADMINISTRATION DATA

G.1. ADMINISTRATIVE CONTRACTING OFFICE

G.2. CONTRACTING OFFICER'S AUTHORITY

G.3. CONTRACTING OFFICER’S REPRESENTATIVE (COR)

G.4. TECHNICAL DIRECTION/RELATIONSHIP WITH USAID

G.5.INVOICES

G.6. PAYING OFFICE

G.7. ACCOUNTING AND APPROPRIATION DATA –

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1. NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

H.2. AIDAR 752.225-70 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. INSURANCE AND SERVICES

H.8. AIDAR 752.228-70 MEDICAL EVACUATION (MEDEVAC) SERVICES (JULY 2007)

H.9. LANGUAGE REQUIREMENTS

H.10. AUTHORIZED WORK WEEK

H.11. AIDAR 752.228-9 CARGO INSURANCE (DEC 1998)

H.12. AIDAR 752.7034 ACKNOWLEDGMENT AND DISCLAIMER (DEC 1991)

H.13. EXECUTIVE ORDER ON TERRORISM FINANCING

H.14. FOREIGN GOVERNMENT DELEGATIONS TO INTERNATIONAL CONFERENCES (JAN

2002)

H.15. ADS 302.2.5.5 REPORTING OF FOREIGN TAXES (JUL 2007)

H.16. 752.22-70 USAID DISABILITY POLICY - ACQUISITION (DEC 2004)

H.17.HOMELAND SECURITY PRESIDENTIAL DIRECTIVE -12 (SEP 2006)

H.18. ORGANIZATIONAL CONFLICT OF INTEREST

H.19. LOGISTICAL SUPPORT

H.20. AIDAR 752.7032 INTERNATIONAL TRAVEL APPROVAL AND NOTIFICATION

REQUIREMENTS (APR 2014)

H.21. DISCLOSURE OF INFORMATION

H.22. EMPLOYMENT COSTS OF THIRD COUNTRY NATIONALS AND COOPERATING

COUNTRY NATIONALS

H.23. NON-DISCRIMINATION (JUN 2012)

H.24. PROHIBITION ON THE PROMOTION OR ADVOCACY OF THE LEGALIZATION OR

PRACTICE OF PROSTITUTION OR SEX TRAFFICKING (ACQUISITION) (APRIL 2010)

H.25. 52.204-2 SECURITY REQUIREMENTS (AUG 1996)

H.26. USAID IMPLEMENTING PARTNER NOTICES (IPN) PORTAL FOR ACQUISITION (JUL

2014)

H.27. REQUIRED SECURITY DISCLAIMER LANGUAGE FOR ALL INFORMATION

PART II - CONTRACT CLAUSES

SECTION I – CONTRACT CLAUSES

I.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

I.2. 52.203-99 – PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE

CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS (APR 2015)

I.3. 52.222-50 – COMBATING TRAFFICKING IN PERSONS (MAR 2015)

I.4. 52.233-2 – SERVICE OF PROTEST (SEP 2006)

I.5. 52.252-2 – CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER

ATTACHMENTS

SECTION J – LIST OF ATTACHMENTS

1. ATTACHMENT 1 – Budget Template

PART IV – REPRESENTATIONS AND INSTRUCTIONS

SECTION K – REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF

OFFERORS

K.1. FAR 52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (Jan 2018)

K.2. FAR 52.209-7 - INFORMATION REGARDING RESPONSIBILITY MATTERS (Jul 2013)

K.3.FAR 52.209-13 - Violation of Arms Control Treaties or Agreements—Certification

K.4.FAR 52.215-20 - REQUIREMENTS FOR COST OR PRICING DATA AND DATA OTHER

THAN CERTIFIED COST OR PRICING DATA (OCT 2010)

K. 5 FAR 52.222-54 – EMPLOYMENT ELIGIBILITY VERIFICATION (Oct 2015)

K.6. 52.230-1 Cost Accounting Standards Notices and Certification (Deviation 2018- O0015)

K.7. FAR 52.230-7 - PROPOSAL DISCLOSURE – COST ACCOUNTING PRACTICE CHANGES

(APR 2005)

K.8. DFARS 252.204-7007 - ALTERNATE A, ANNUAL REPRESENTATIONS AND

CERTIFICATIONS (JAN 2015)

K.9. DFARS 252.203-7005 – REPRESENTATION RELATING TO COMPENSATION OF FORMER

DOD OFFICIALS (NOV 2011)

K.10. DFARS 252.227-7017 - IDENTIFICATION AND ASSERTION OF USE, RELEASE, OR

DISCLOSURE RESTRICTIONS (JAN 2011)

K.11.Identification and Assertion of Restrictions on the Government's Use, Release, or Disclosure of Technical Data or Computer Software.

K.12. DFARS 252.227-7028 - TECHNICAL DATA OR COMPUTER SOFTWARE PREVIOUSLY

DELIVERED TO THE GOVERNMENT (JUN 1995)

K.13. Standard Form-LLL, "Disclosure of Lobbying Activities" (3 pages) which can be retrieved at http://www.whitehouse.gov/omb/grants/sflllin.pdf

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

L.1.NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

L.2. 52.216-1 – TYPE OF CONTRACT (APR 1984)

L.3. GENERAL INSTRUCTIONS TO OFFERORS

L.4. QUESTIONS

L.5. BIDDERS’ CONFERENCE

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

L.7.INSTRUCTIONS FOR THE PREPARATION OF THE BUSINESS PROPOSAL

SECTION M - EVALUATION FACTORS FOR AWARD

M.1.GENERAL INFORMATION

M.2. TECHNICAL EVALUATION CRITERIA

M.3. PRICE EVALUATION CRITERIA

M.4. DETERMINATION OF COMPETITIVE RANGE AND CONTRACT AWARD

M.5. SOURCE SELECTION

M.6.CONTRACTING WITH SMALL BUSINESS CONCERNS

PART I – THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

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.1. CONTRACT TYPE

This is a Firm Fixed Price (FFP) type contract, with cost -reimbursable items as stated in Section

C. For the consideration set forth below, the Contractor shall provide the deliverables (i.e. tasks) in

Section C in accordance with the performance standards specified in Section F.

B.2. CONTRACT PERIOD

As specified in section F.4, the contract base period is two (2) years from the effective date of the contract with three (3) option years. Implementation is expected to start no later than 45 days after the effective date of the contract.

B.3. FIRM FIXED PRICE

a) The fixed price for the performance of the work required hereunder is [ to be added upon award]

b) The Contractor will not be paid any sum in excess of the fixed price (with the exception of any approved reimbursable procurements). The Contractor should propose a firm-fixed price which includes all costs. The Contractor will not be paid more than the firm fixed-price of the contract for any reason.

c) The amount obligated on award is [ to be added upon award].

B.4. CONTRACT LINE ITEMS

The Contract Line Item Number (CLIN) budget is below:

CLIN Description Amount

CLIN 001 Hospitality/Housekeeping Services

CLIN 002 Food Service

CLIN 003 Facilities Maintenance

CLIN 004 Management of Logistics

CLIN Total:

(Total CLINS)

B.5. TAX REQUIREMENTS

USAID is exempt from all forms of South Sudanese fees, duties, levies, and taxation. All prices shall be exclusive of tax and/or duty.

[END OF SECTION B]

SECTION C –STATEMENT OF WORK

C.1. BACKGROUND

Juba is a challenging environment. The Mission has gone on two ordered departures since December

2013 due to civil unrest. Flexibility and an understanding of how to operate safely and efficiently in

South Sudan is essential for success on this contract. The Contractor must understand and have established international supply chains for procuring goods. This must include food items, maintenance equipment, cleaning supplies and any other supplies or equipment necessary to perform the work outlined in this contract. The availability of local supplies is inconsistent and the quality of many of these supplies is poor so the contractor must have the ability to import good quality supplies when they are unavailable locally. The Contractor must also understand the challenging labor market and have expertise in recruiting and managing skilled staff in Juba. The Contractor must have the ability to provide 24 hour emergency maintenance support to the Mission. This would include being able to provide staff at late hours when travel within Juba can be dangerous. The Contractor must be able to schedule staff in a way that food services can operate early in the morning and late at night.

All Contractor staff must undergo a background investigation which can be a timely process.

Contractor management staff must have the ability to anticipate staffing needs so this lengthy process does not affect services.

C.2. DESCRIPTION OF SERVICES

The Contractor is responsible for providing all life support service operations as described in detail below and consistently monitor quality of service across all areas to ensure the service standard consistently meets a level commensurate with that of a 4/5 star hotel in the U.S.

Life Support Services provided under the contract award is divided into four main categories:

● Hospitality/Housekeeping Services – CLIN 1

● Food Service – CLIN 2

● Facilities Maintenance – CLIN 3

● Life Support Service Management – CLIN 4

○ Human Resource Management

○ Financial Management

○ Procurement and Logistics

○ Contract Management

C.3. SITE CONDITIONS

The facilities are located within secure compounds; therefore, only authorized personnel may gain entry. During the life of this contract USAID anticipates adding additional buildings to its current properties and may expand its leased property holdings. The compounds and leased properties which will currently be serviced by this contract are:

US Embassy Office Compound (OC): The Embassy currently consists of two adjoining office buildings, several prefabricated trailers, one dining facility with small kitchen, small gym, storage containers, workshop and utility services.

Residential Compound (RC): 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 locker rooms.

● One reception area with office space.

● Various office space used by local guards

● One swimming pool.

● One kitchen cabana/bar adjoined to the pool area with seating capacity of approximately 100.

● Two laundry facilities with washers and dryers.

● Three boreholes/wells

● One sewage and waste treatment facility.

● One potable water pump and filtration system.

● Staff kitchen/dining facility with total seating capacity for fifty.

● One broadband wireless internet system and satellite TV facilities.

Office Space (Ministry of Health Blood Bank): The space consists of a second floor office with 5 cubicles.

House (Leased): The house consists of a two floor building with three (3) dormitory rooms housing up to 48 people, seven (7) bathrooms and one (1) outdoor bathroom.

Leased Compound (RC Annex): Consists of a maintenance workshop, office bathroom and various shipping containers used as storage.

Leased Compound (OC Annex): Consists of various shipping containers used as storage.

GSO Storage/Parking: The GSO Storage Compound is located on the road in between the OC and the RC. The site is used mostly for storing vehicles.

Storage Compound: 19 Acres is an empty field leased by USAID containing two (2) prefab warehouses, various shipping containers used for storage, two (2) bathrooms and a running track.

C.4. CLIN 0001 - HOSPITALITY/HOUSEKEEPING SERVICES

USAID/South Sudan is a high turnover post for personnel and mission staff (customers). Under this

CLIN, the contractor must provide and manage hospitality and housekeeping services for all USG leased residential properties and its customers. The main areas of responsibility are:

1. Customer Registration: The Contractor is required to operate a reception office (located on the

Residential Compound) from 7am to 7pm to process all incoming and outgoing customers. The main duties are -

● In-coming processing:

○ Provide a short briefing of welcome materials and security procedures, to be provided by the U.S. Government (USG),

○ Provide a short briefing of services and housing assignment

○ Issue phones and radios

○ Deliver baggage to the customer’s room, when delivered by the USG expeditor

○ Any other check-in procedures instituted by the Executive Office’s Contracting

Officer’s Representative (COR).

● Out-going processing:

○ Collect electronic devices provided

○ Hold baggage and passports for USG Expeditor

○ Coordinate with expediters on departure times

● Residential Housing Management:

○ Maintain a roster/database of permanent housing assignments made by the Mission.

○ Prior to arrival of a permanent staff member to Post, prepare/make ready the assigned quarters.

○ Inform housekeeping services of customer departure so they may clean and prepare rooms as soon as they are vacated

● Collaborate with the COR to implement or recommend improvements to the Customer

Registration process during the course of the reward.

2. Rooms Reservations: The Contractor will be the primary point of contact for all housing reservations for USG personnel staying in Juba. The main duties are-

● The Contractor will receive reservation requests from a variety of personnel and will be responsible for reserving space on the Residential Compound or a Regional Security

Officer (RSO) approved hotel (list of RSO approved hotels and contact information will be provided).

● A Reservations spreadsheet containing all reservation and occupancy information must be maintained. This will show who is in which room or which hotel and which rooms are vacant.

● All contact information must be maintained for all personnel that have bookings.

● Examples of current reservation and contact spreadsheets will be explained at the Pre-proposal Conference.

3. Housekeeping Services: The Contractor must supply trained housekeepers to provide cleaning services six days per week* Monday-Saturday, excluding holidays, to all residences on the

Residential Compound and all leased properties. These services include:

● Cleaning the all rooms (living area, bedroom, bathroom)

● Changing and washing bedding

● Cleaning the kitchen, including washing dishes

● Sweeping porches

● Removing trash

● Mopping the floors

● Vacuuming all carpets

● Providing bottled water, upon request or as needed (including weekends)

● Curtains, draperies, nets, blinds and upholstered furniture will be cleaned as required

● Provide housekeeping staff on Sundays to perform cleaning services in support of representational, VIP, or special events, on an as needed basis.

● Reporting any problems discovered during the course of cleaning (such as a water leak or burned out light bulb) to management staff so appropriate action can be taken.

* Cleaning services will not be expected to be provided to residences on U.S. and South Sudanese

(SS) holidays, unless requested by the COR.

Residential Compound: In addition to the residences, the Contractor will clean other facilities on the

RC including, entrances, reception and recreation rooms, gym/fitness center, locker rooms, lavatories, pool, etc. daily including Sundays and holidays.

Office Compound: The contractor will clean all facilities on the OC including offices, entrances, gym, conference rooms, ablution blocks and storage facilities.

4. Laundry Services: The Contractor will provide laundry (washing, drying and ironing) services to residents and guests, including those residents staying at TDY houses or other leased property.

This includes:

● Same day service: picking up the laundry from residences in the morning and returning the cleaned and ironed clothes in the late afternoon

● Schedules of laundry days should be communicated to the residents

● Feedback forms should be provided to occupants for completion so laundry preferences

(such as frequency of cleaning linens or use of a special client provided detergent) are on file with the laundry staff

The contractor will assume all facilities, equipment and consumables for laundry services will be provided by USAID.

5. Room Preparation/ “Make Ready”: Immediately after the departure of a permanent staff member, the Contractor will perform a complete “make ready” of the quarters. This includes:

● Deep cleaning the rooms including under and behind all furniture

● Thorough cleaning of all appliances, inside and out

● Cleaning all carpets with a carpet cleaner and all upholstery with a steam cleaner

● Inspection of furniture, appliances and welcome kit items and replaced if necessary

If no major refurbishments are needed, make readies should require not more than 24 hours to complete.

6. Guest Services/hospitality: The Contractor must acknowledge all 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.

7. 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 fill all soap, sanitizer, towel and toilet paper dispensers as needed. 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 includes cleaning the porch area, railings, steps and ramp. The

Contractor must have a minimal staff on Sundays to clean public spaces and prepare rooms for incoming personnel. 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.

Personnel and Supervision CLIN 0001: USAID expects the Contractor to provide a fully trained staff. Knowledgeable housekeeping and 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.

As needed, the Contractor will provide recurring training to employees to ensure a high standard is maintained in all hospitality and housekeeping services. Suitable uniforms, shoes and gloves (where required) must be provided. At a minimum, but not exclusive, the Contractor will have on staff the positions as specified in Section F.7 of this solicitation.

C.5. CLIN 0002 – FOOD SERVICE

The Contractor must provide daily food service meals for staff and guests. The Contractor will be responsible for providing 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.

Consumables for food service operations such as food, beverages, napkins etc are not reimbursable under this contract; rather, the Contractor must recoup this expense through sales.

Pool Bar/Restaurant: 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.

Saturday night BBQ and Theme Nights: 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.) Additionally, the Contractor is encouraged to hold other theme nights throughout the week and weekend or holiday brunches.

Kitchen and Dining Facilities: The Contractor must operate and maintain the kitchens and cooking facilities on compounds. 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. Additionally, the Contractor must schedule weekly deep cleaning of all kitchen and dining facilities.

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.

Hours of Operation: The Contractor must adhere to the following minimum hours of operation.

The contractor may only reduce or extend the hours of operation under this contract with the written consent of the COR or CO through a modification to the service schedule. At the Office hours shall not be extended before or after the normal business hours without the written consent of the COR or CO through a modification to the service schedule.

Residential Compound (RC) 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

Bar 6:00 PM 10:00 PM

Weekends & Holidays

Period Opening Closing

Breakfast 6:30 AM 10:30 AM

Lunch 10:30 AM 2:00 PM

Dinner/BBQ 6:00 PM 9:00 PM

Friday Happy Hour 6:00 PM 12:00 AM

Saturday Bar Hours 6:30 AM 12:00 AM

Sunday Bar Hours 6:30 AM 10:00 PM

Sat/Sun All Day Menu 10:30 AM 9:00 PM

During Special Events and on Weekends and Holidays, the Contractor is expected to offer a limited all day menu.

Office Compound (OC) Dining Facility

Monday through Friday

OC Dining Facility

Period Opening Closing

Snack Bar 7:30 AM 4:00 PM (2:00 PM Fri)

Breakfast 7:30 AM 10:30 AM

Lunch 11:30 AM 2:00 PM

Dinner Closed Closed

The Dining Facility is closed Saturday, Sunday and Holidays

Modification to Service Schedule: Requests to reduce the official hours or days of service 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.

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.

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.

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 U.S. Food and Drug Administration’s (FDA) Food Code standards, or when impractical, those standards set by the U.S. Health Practitioner at Post, reviewed and 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 Health Practitioner, COR or designee will conduct regular 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.

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

(USD) per month per day

Breakfast $0.00 # #

Lunch $0.00 # #

Dinner $0.00 # #

Other events $0.00 # #

Supplies Purchased $0.00

Holidays: RC dining facility services will be available 365 days a year. Holidays will be defined for each calendar year by the Chief of Mission, not to exceed 20 days.

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.

Personnel and Supervision CLIN 0002: USAID expects the Contractor to provide a fully trained staff, knowledgeable in food preparation, safe food handling and courteous/timely food service.

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.

At a minimum, but not exclusive, the Contractor will have on staff the positions as specified in Section

F.7 of this solicitation.

C.6. CLIN 0003 – FACILITIES MAINTENANCE

Maintenance: The Contractor will provide routine maintenance and repair services to fix problems resulting from normal “wear and tear”, including 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.

The contractor must also provide a thorough preventive maintenance program. A monthly schedule must be submitted to the COR for approval prior to the start of each month. All office and residential locations must be scheduled to be visited each month. Residents must be contacted prior to performing preventive maintenance in residential units to both notify a resident there will be work in there and to allow them to report anything specific the resident would like checked.

Grounds Keeping and Gardening: The Contractor must provide groundskeepers and gardeners 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.

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 the Health Unit for testing. Water tests must occur at a minimum every quarter or upon request from the COR, any costs will be reimbursed to the Contractor.

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

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. The results of the daily tests will be prominently displayed in the pool area. All chemicals, supplies and consumables are reimbursable under this

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.

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.

Reporting Requirements: Monthly the Contractor will submit an updated equipment maintenance and preventative maintenance schedule to the COR for approval. Additionally, the Contractor will submit a monthly tools and equipment inventory with condition report so replacements can be procured as necessary.

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.

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.

Safety: The Contractor must provide staff trained in the area of safety at the standard expected in the US. A minimum of yearly ongoing safety trainings must be provided for all maintenance staff in the area of safe work practices, first aid, personal protective equipment, ladder usage and electrical safety. The Contractor must thoroughly cover safety in the Quality Control Plan ensuring proper equipment is procured and used, uniforms and personal protective equipment is given to all employees to meet the needs of their jobs, and supervisors with sufficient training are available to provide safety oversight to staff employed in all areas of the contract.

Personnel and Supervision CLIN 0003: USAID expects the Contractor to provide a fully trained technical staff, to perform facilities maintenance on all USG properties.

able to do their assigned work and must fully trained to perform their technical duties. As needed, the Contractor will provide recurring training to employees to ensure competent performance in all areas associated with these contract services. Personal protective equipment is required for all employees performing maintenance. At a minimum, but not exclusive, the Contractor will have on staff the positions as specified in Section F. 7 of this solicitation.

C.7. CLIN 0004 –MANAGEMENT AND LOGISTICS

The Contractor is responsible for the overall management of this contract including human resources management, financial management, procurement & logistics and contract management.

C.7.1 HUMAN RESOURCES MANAGEMENT

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

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.

Uniforms and Personal Equipment: The Contractor's employees must wear clean, neat and complete uniforms when on duty. The uniforms may be coveralls or shirt-pants combinations, skirts, and shoes. Uniforms must be distinctive and the company logo must be prominently displayed. All employees’ uniforms must be approved by the COR, and the cost of the uniforms should be included in the fixed price of the contract.

Neglect of duties shall not be condoned: The Contractor must enforce a policy requiring no sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

Disorderly conduct, use of abusive or offensive language, quarreling, intimidation, and/or fighting is not allowed, nor is participation in disruptive activities, which interfere with normal and efficient

Government operations.

Contractor employees are not allowed to possess, sell, consume, or be under the influence of intoxicants, drugs or substances that produce similar effects while on duty. Contractor employees are not allowed to possess, sell, consume, or be under the influence of any illegal drug on or off duty.

Nothing in this paragraph is meant to prevent or relate to the normal operation of the bar and restaurant facilities, including the serving of alcohol.

Contractor employees may be subject to criminal actions as allowed by law in certain circumstances.

These include but are not limited to the following actions:

falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records;

unauthorized use of Government property, theft, vandalism, or improper conduct; unethical or improper use of official authority or credentials; security violations; or, organizing or participating in gambling in any form.

Personnel Security: Upon award of the contract, the Contractor must provide the following list of data on each employee who will be working under the contract. The Contractor must include a list of workers and supervisors assigned to this project. The US Government will conduct background checks on these individuals. It is anticipated that security checks and clearances will take longer for non-South Sudanese staff.

The Government will issue identity cards to Contractor personnel, after they are approved.

Contractor personnel must display identity card(s) on the uniform at all times while providing services under this contract. The identity cards are the property of the U.S. Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves the Contractor service, or at the request of the Government. The Government reserves the right to deny access to

U.S.-owned and/or U.S.-operated facilities to any individual.

C.7.2. FINANCIAL MANAGEMENT

The Contractor is responsible for the financial management of this contract. The Contractor is responsible for submitting timely and accurate invoices. The Contractor is responsible for maintaining a sufficient level of cash on hand to be able to support the contract.

The Contractor must carefully manage the reimbursable purchases process. The contractor must carefully request purchase approval from the COR and keep the receipts for all reimbursable purchases.

The Contractor must manage restaurant sales in a detailed and efficient manner. A monthly report must be submitted to the COR detailing sales and food and beverage costs. The strict control of cash and stock must be maintained to prevent waste and keep costs down. All sales must be tracked through a point of sales system. All prices must be approved by the COR and supporting documents must be provided on request.

C.7.3. PROCUREMENT AND LOGISTICS

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 the 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 below, consumables such as food and beverages are not reimbursable under this contract.

At a minimum, the Contractor must have 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. The Contractor must also have access to procurement agents outside of South Sudan.

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.

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. Due to limited availability of supplies in

Juba, the Contractor must have the ability to source, ship and receive supplies from outside South

Sudan.

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.7.4. CONTRACT MANAGEMENT

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.

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/UCM2019396.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

● Meningitis 1 shot every 5 years ,

● Tetanus every 10 years.

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

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 and a 3 sink procedure must be followed. 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 foodstuffs and related expendable supplies (such as receipt paper, napkins and takeaway containers) 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. The Contractor shall supply disposable gloves and hair nets to the kitchen staff and shall be used in accordance with the Food Code 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.

http://www.fda.gov/Food/GuidanceRegulation/RetailFoodProtection/FoodCode/UCM2019396.htm

Facilities, Utilities and Equipment

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 rooms and cabana). USAID also will provide or reimburse costs for 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.

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.

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 five (5) 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. Costs for any additional outside housing deemed necessary for this contract should be included in the fixed price.

The Contractor will be provided with a complete final…