KITCHEN EQUIPMENT-RFQ Draft.pdf

Issue Date: March 3, 2025

Deadline for Questions: March 14, 2025, COB 5p.m. (CAT) Juba Time

Closing Date and Time: April 2, 2025, at 5pm (CAT) South Sudan Time. Late submissions WILL NOT be considered.

REQUEST FOR QUOTATION (RFQ) NO.:72066825Q00028 – KITCHEN EQUIPMENT

Dear Offerors, The U.S. Embassy Juba, South Sudan, is pleased to solicit quotations for the supply and delivery of various commercial kitchen equipment for our upgraded residential compound kitchen. This acquisition is part of an initiative to improve the quality of life at the Embassy.

Enclosed please find the following documents:

● Request for Quotation (RFQ) No.: 72066825Q00028

● Attachment I: List of Equipment

● Attachment II: Section 114000 - Equipment Specifications for the Upgraded Kitchen

● Attachment III: RC Kitchen Drawings

We kindly request you to carefully review the RFQ package and submit your quotation in accordance with the instructions provided. The deadline for submissions is April 2nd, 2025, at 5 pm (CAT) South Sudan Time. Late submissions will not be considered.

Should you have any questions or require further clarification, please do not hesitate to contact us before the deadline for questions, which is March 14, 2025.

We look forward to receiving your quotation and thank you for your interest in this project.

Sincerely, Sandra Jansen

Contracting Officer

TABLE OF CONTENT

TABLE OF CONTENT

I. INTRODUCTION/PURPOSE

Statement that this is a combined synopsis/solicitation

II. INSTRUCTIONS TO OFFERORS

Instructions for preparing and submitting quotes:

Information regarding questions, amendments, and proposal validity:

Specific requirements or constraints:

III. 4. ACQUISITION BACKGROUND

Objectives

IV. SCOPE OF WORK/REQUIREMENTS

Scope of Work

Description of Required Products/Services

Specifications, Performance Standards, and Technical Data

Delivery or Performance Schedule

Acceptance Criteria

V. APPLICABLE PROVISIONS AND CLAUSES

Agency-Specific Provisions and Clauses:

VI. EVALUATION CRITERIA

Description of Evaluation Factors

Relative Importance of Evaluation Factors

VII. OFFER SUBMISSION INFORMATION

Instructions on how to submit quotes:

Required formats or documents:

VIII. ATTACHMENTS

Attachment I: List of Equipment

Attachment II: Specifications

Attachment III: RC Kitchen Drawings

IX. ADDITIONAL CONSIDERATIONS:

Commercial Items:

Combined Synopsis/Solicitation:

Set-Asides:

I. INTRODUCTION/PURPOSE

The U.S. Embassy Juba, South Sudan, is seeking to purchase various commercial kitchen equipment for installation in an upgraded kitchen at the residential compound. This acquisition is part of an initiative to improve the quality of life at the Embassy. The purpose of this Request for Quotations (RFQ) is to solicit offers from qualified vendors to supply the required kitchen equipment.

Statement that this is a combined synopsis/solicitation

This posting serves as a Combined Synopsis/Solicitation for Commercial Items prepared in accordance with the Federal Acquisition Regulation (FAR) 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice.

This announcement constitutes the solicitation only.

II. INSTRUCTIONS TO OFFERORS

Instructions for preparing and submitting quotes:

● Offerors shall submit their quotations in the English language.

● Quotations must be submitted electronically via email to the designated addresses.

● Offers must remain valid for not less than thirty (30) calendar days after the offer deadline.

● Offerors are requested to provide quotations on their official quotation format or letterhead.

● The successful offeror must coordinate the delivery, and the installation/hook-up of the equipment supplied with the US Embassy contractor constructing the new kitchen.

● All vendors dealing with the United States Government MUST be registered in the SAM (System for Award Management) Database https://www.sam.gov prior to contract award pursuant to FAR provision 52.204-7.

Information regarding questions, amendments, and proposal validity:

● The deadline for questions is March 14, 2025.

● All amendments to this solicitation will be posted on www.sam.gov.

● Offerors are responsible for checking for updates.

● Pricing must be presented in United States Dollars (USD).

● Offers must remain valid for not less than thirty (30) calendar days after the offer deadline.

Specific requirements or constraints:

● The associated North American Industrial Classification Code (NAICS) for this procurement is 423490 - Other Professional Equipment and Supplies Merchant Wholesalers 150.

https://www.sam.gov/

● The US Mission in South Sudan is exempt from all Government taxes.

● The Government may award more than one Purchase Order resulting from this solicitation to responsible offerors based on the Lowest Price Technically Acceptable (LPTA) process.

● Quotations in response to this RFQ must be priced on a fixed-price, all-inclusive basis, including delivery and all other costs.

● Payment will be processed, and wire transferred to the vendor account within 30 days after receipt, acceptance, certification of goods/services, and submission of invoice plus a copy of the purchase order electronically to email address: [email address removed].

● NO ADVANCE PAYMENT.

● Each piece of equipment should be supplied and delivered to a designated location/building on the US Embassy premises as determined and instructed by the COR. All equipment delivered to its final location within the US embassy must be uncrated, set in place, all packing material removed by the successful offeror, and ready for final utility hook-up by the US Embassy contractor.

● If any of the construction phases of the new kitchen are not ready to receive the equipment designated for it, the successful offeror must place the equipment in a designated location for storage in the US Embassy designated storage facilities as directed by the COR.

● Upon supply and delivery of the equipment, the successful offeror must transfer the warranty of the equipment to the US Embassy, as directed by the COR, within 30 days of hook-up.

● The successful offeror shall proceed and complete the delivery of the equipment, and all associated accessories, within 90 calendar days upon signing of an award.

III. 4. ACQUISITION BACKGROUND

The U.S. Embassy in Juba, South Sudan, is currently undertaking a significant upgrade of the existing kitchen facilities located within the Residential Compound (RC). This initiative is part of a broader effort to enhance the overall quality of life for personnel stationed at the Embassy.

The kitchen upgrade project is structured in two distinct phases, focusing on separate areas or "blocks" within the kitchen. Each phase is projected to be completed within a three-month timeframe. The targeted completion date for the entire kitchen upgrade project is April 30, 2025.

The scope of the upgrade project encompasses the construction and installation of kitchen equipment. The U.S. Embassy Juba is responsible for furnishing the necessary kitchen equipment. This acquisition specifically focuses on procuring various commercial-grade kitchen equipment to be integrated into the newly upgraded kitchen facility.

Objectives

The primary objectives of this acquisition are to:

1. Procure high-quality commercial kitchen equipment that meets or exceeds the specified standards outlined in the solicitation documents.

2. Ensure timely delivery and proper installation of the equipment within the designated locations at the U.S. Embassy premises.

3. Facilitate a smooth transition and integration of the new equipment into the upgraded kitchen operations.

4. Enhance the functionality and efficiency of the kitchen to better serve the needs of the Embassy personnel.

IV. SCOPE OF WORK/REQUIREMENTS

Scope of Work

The U.S. Embassy Juba seeks to purchase a variety of commercial kitchen equipment to be installed in an upgraded kitchen facility. The equipment must meet or exceed the quality standards specified in the attached documents. The successful vendor will be responsible for delivering, unpacking, and staging the equipment at the designated location within the U.S. Embassy premises, as directed by the Contracting Officer Representative (COR).

Description of Required Products/Services

The required items include a wide range of commercial kitchen equipment, such as refrigerators, freezers, ovens, cooking ranges, worktables, storage shelves, and various other appliances and accessories. Detailed specifications for each item, including model numbers, dimensions, and performance requirements, are provided in Attachment II of the solicitation documents.

Specifications, Performance Standards, and Technical Data

The specifications for each piece of equipment are outlined in Attachment II. Offerors are expected to provide equipment that meets or exceeds these specifications, ensuring compatibility with the U.S. Embassy's operational needs and safety standards.

Delivery or Performance Schedule

The successful offeror shall proceed and complete the delivery of the equipment, and all associated accessories, within 90 calendar days upon signing of an award.

Acceptance Criteria

The equipment will be inspected upon delivery to ensure compliance with the specified requirements and quality standards.

Acceptance will be based on the equipment's functionality, adherence to specifications, and successful installation at the designated locations within the U.S. Embassy premises.

V. APPLICABLE PROVISIONS AND CLAUSES

This section clarifies the provisions and clauses applicable to this acquisition, based on FAR 12.3.

Applicable Provisions

The following FAR provisions apply to this acquisition:

● FAR 52.212-1, Instructions to Offerors - Commercial Items.

● FAR 52.212-2, Evaluation - Commercial Items.

● FAR 52.212-3, Offeror Representations and Certifications - Commercial Items.

Applicable Clauses

The following FAR clauses apply to this acquisition:

● FAR 52.212-4, Contract Terms and Conditions - Commercial Items.

● FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items.

Agency-Specific Provisions and Clauses:

● The US Mission in South Sudan is exempt from all Government taxes.

● The Government may award more than one Purchase Order resulting from this solicitation to responsible offerors based on the Lowest Price Technically Acceptable (LPTA) process.

● Quotations in response to this RFQ must be priced on a fixed-price, all-inclusive basis, including delivery and all other costs.

● Payment will be processed, and wire transferred to the vendor account within 30 days after receipt, acceptance, certification of goods/services, and submission of invoice plus a copy of the purchase order electronically to email address: jubapayable@usaid.gov

● NO ADVANCE PAYMENT.

VI. EVALUATION CRITERIA

The evaluation process for this acquisition will follow the Lowest Price Technically Acceptable (LPTA) method. This means that the Government will first evaluate offers based on their technical acceptability, and then select the lowest priced offer among those that are technically acceptable.

Description of Evaluation Factors

The evaluation will be based on the following factors:

1. Technical Acceptability:

● Compliance with Specifications: The offeror's proposed equipment must meet or exceed the technical specifications outlined in Attachment II of the solicitation.

● Prior Experience and Past Performance: The offeror must demonstrate relevant experience and satisfactory past performance on similar projects. Offerors should provide at least two, but not more than five, examples of previous projects that align closely with the technical mailto:jubapayable@usaid.gov scope and complexity described in Section C. Each reference project must have been substantially or fully completed within South Sudan or any US Embassy in the past five years.

2. Price:

● Cost Realism: The offeror's proposed cost must be realistic and reflect a sound understanding of the requirements and challenges of the project.

● Price Reasonableness: The offeror's proposed price must be reasonable and reflect current market rates.

Relative Importance of Evaluation Factors

Technical acceptability is significantly more important than price. Only technically acceptable offers will be considered for price evaluation. Among technically acceptable offers, the offer with the lowest price will be selected for award.

VII. OFFER SUBMISSION INFORMATION

Instructions on how to submit quotes:

● Offers must be submitted electronically via email to the following addresses:

abako@usaid.gov with a copy to juboaa@usaid.gov

● The deadline for submissions is indicated on the cover page of this RFQ.

● Late submissions will not be considered.

Required formats or documents:

● Offers must be submitted on the offeror's official quotation format or letterhead.

● Offers must include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications - Commercial Items.

● Offers must be priced on a fixed-price, all-inclusive basis, including delivery and all other costs.

● Pricing must be presented in United States Dollars (USD).

● Offers must remain valid for not less than thirty (30) calendar days after the offer deadline.

● The successful offeror must coordinate the delivery and installation/hook-up of the equipment with the US Embassy contractor constructing the new kitchen.

● The successful offeror must submit product data sheets and manuals for review by the Contracting Officer Representative (COR) and verify utility hook-ups with the COR prior to ordering equipment.

mailto:abako@usaid.gov mailto:juboaa@usaid.gov

VIII. ATTACHMENTS

The following attachments are included as part of this RFQ:

Attachment I: List of Equipment o This attachment provides a detailed list of the required kitchen equipment, including quantities and descriptions.

Attachment II: Specifications o This attachment provides detailed specifications for each piece of equipment listed in Attachment I.

o Offerors must ensure that the equipment they offer meets or exceeds these specifications.

Attachment III: RC Kitchen Drawings o This attachment provides drawings of the upgraded kitchen and associated accessories.

o This information is provided for informational purposes only.

IX. ADDITIONAL CONSIDERATIONS:

Commercial Items:

This acquisition is exclusively for commercial items. As such, the RFQ is streamlined in accordance with the procedures outlined in FAR Part 12.

Combined Synopsis/Solicitation:

This RFQ is combined with the synopsis, adhering to the guidelines provided in FAR 5.207. This approach streamlines the acquisition process and allows for a more efficient evaluation and solicitation of offers.

Set-Asides:

This acquisition is a full and open competition, allowing any type of organization to compete.

Interested and qualified offerors are invited to submit proposals in accordance with the requirements of this RFQ for the supply of kitchen equipment. This open competition approach ensures fair and equal opportunity for all interested vendors