RFQ-72066823Q00115 - LOCAL ACCESS ROAD MAINTENANCE REPAIRSlp.pdf

Leslie C Petersen (affiliate)

Digitally signed by Leslie C Petersen (affiliate) Date: 2023.09.05 17:00:25 +02'00'

Issue Date: September 05, 2023

Deadline to Questions: September 13, 2023, at 5p.m. (CAT) South Sudan time

Site visit Date: September 11, 2023, at 10:00am (CAT) South Sudan time.

Closing Date and Time: September 18, 2023, at 5p.m. (CAT) South Sudan Time. Late submissions WILL NOT be considered.

REQUEST FOR QUOTATION NO.:72066823Q00115 – US EMBASSY LOCAL ACCESS ROAD MAINTENANCE

PROJECT

Dear Offerors, USAID/South Sudan – Construction Office is seeking quotations from reputable construction firms to provide services to US Embassy South Sudan-Local Access Road maintenance Project. Award will be based on the Lowest Price Technically Acceptable (LPTA) process.

(i) 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.

(ii) This announcement constitutes the only solicitation.

(iii) This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate USAID to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer. Further, the Government reserves the right to reject any or all quotations received, and to negotiate separately with an offeror, if such action is considered to be in the best interest of the Government.

(iv) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2021-06 (06/10/2021). It is the responsibility of the Offeror to be familiar with the applicable clauses and provisions. The full text of the referenced FAR Clauses may be accessed electronically at https://www.acquistion.gov/far/.

(v) The associated North American Industrial Classification Code (NAICS) for this procurement is 237310 - Highway, Street, and Bridge Construction $45

(vi) The US Mission in South Sudan is exempt from all Government taxes.

(vii) The Government will award a Firm Fixed Price Purchase Order from this RFQ to the responsible offeror under the LPTA process.

(viii) For the Site Visit: Please provide names/ID for technical Co. representatives to attend by September 07, 2023, 5p.m. (CAT) South Sudan Time. Offeror must attend the site visit to be eligible to submit a proposal.

(ix) Quotations in response to this RFQ must be priced on a Firm-Fixed-Price basis. Pricing must be presented in United States Dollars (USD). Offers must remain valid for no less than thirty (30) calendar days after the offer submission date. Offerors are requested to provide quotations on their official quotation format or letterhead.

The quotation proposal must not be more than 15 pages and must be on A-4 paper size.

(x) Submission method: Electronically - email your offer or questions to jolando@usaid.gov, npoggo@usaid.gov with copy to jubaprocurements@usaid.gov

IMPORTANT NOTE: 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. Therefore, prospective offerors are encouraged to register prior to the submission of quotations/proposals. Only vendors who have fully complied with this requirement are eligible for award.

Regards, USAID/South Sudan/Procurement Office

US EMBASSY LOCAL ACCESS ROADS MAINTENANCE

OC WEST ROAD, EU LINK ROAD, DDR ROAD & DDR PARKING YARD

1.0 SCOPE OF WORK

1.1 General Description

1. The works relate to the supply of labor, material, and equipment for road maintenance during the rainy season in 2023/2024. The period of the maintenance shall be for 365 days starting 7 days from the Contractor accepting (in writing) a purchase order from USAID. The 4 locations are (1) the roadway to the west of the Office Compound (OC); (2) the EU link road (from OC West to Kololo Road) and (3) DDR Avenue and (4) the parking yard along DDR with respective road descriptions as follows:

a. OC West Roadway which presently carries a road base, earthen drains, concrete drains, and driveway entrances. The area approximates 6m x 160m and runs from the north end of OC Annex to the south limit up to Airport Road. There is approximately 150m of concrete curb on the west side of the roadway, the roads slopes from east to west in most sections. See sections

1.2 for scope of work.

b. EU Link Road (from OC West to Kololo Road) which presently carries a road base, earthen drains, and driveway entrances. The area approximates 7m x 90m and runs from Kololo Road to the east up to OC West Road to the west. The road transverse slope varies to the left or right of the carriageway. There is an active busy mechanical garage along the roadway. See sections 1.2 for scope of work.

c. DDR Avenue runs for over 370m in an east-west direction. The corridor between properties to property approximates 16m and includes the 2 main intersections: Kololo Road & Residents Road. The roadway comprises a drivable road corridor of approximately 8.5m wide with roadside drains (both sides) constructed in earthen type, concrete curbs, curb & slipper, Vee drains, entrance driveway. Road crossing drains comprise 5 concrete traffic bearing swale drains and 2 PVC subsurface pipe crossing (100mm) at the eastern end to be repaired/replaced. These structures shall be rehabilitated/maintained under this contract. Other maintenance and construction activities on this section includes allowing for the 2 intersections at Kololo Road & Residents Road over a run of 50 meters on both directions to each intersection, and provision of additional two swale drains; the locations to be identified by the contractor and approved by the USAID Activity Manager. Therefore, Kololo Road maintenance is for 100 meters and Residents Road maintenance is for 100meters. No asphalt repair is required along the sections of roadway. See sections 2e, 3 & 4 for scope of work.

d. FSN Parking Yard along DDR:

Maintenance activities under this item include:

i. Allow for a cement stabilized topping to the entrance access road. The average thickness is 100mm, compacted to the satisfaction of the USAID Activity Manager. The road is approximately 40 m x 4m. Cement injection at 2% with 95% final compaction.

Compaction shall be done using a plate compactor only; no heavy compaction equipment shall be used in order to prevent the existing cement stabilized road from cracking.

ii. Removal al silt materials before placing wearing course.

iii. Allow for a top up layer of granular subbase of average 75mm thick finished layer in the parking zones.

iv. The work shall also include maintenance of the parking stalls, removal of vegetation from the wall and cutting of low shrubs within the compound.

v. Allow for demolition of the two columns for the gate, raised up the gate to the satisfaction of the Activity Manager and cast two support columns of dimensions not less than 300 mm x 300 mm (Concrete grade 20)

vi. Construct a C 20 reinforced (5-gauge welded wire mesh - BRC) in-situ concrete open storm drains approximately 50m long (along the gate and from the gate to the back fence) of minimum dimensions 400mm x 400mm X 500mm depth. Allow for supply of fabricated grating of similar length with minimum dimension 400mmx 400mm.

Minimum flat bar thick 5mm and depth 50mm. Minimum thickness of angle bar 5 mm, at minimum spacing of 50mm (Refer to picture in attachment 1 for guidance).

vii. See section 1.2 for additional treatment as determined by the COR.

1.2 General Scope of Work

Allow for the supply, placing and compacting of 30 cubic meters of cement stabilized sub-base (murran) to be placed for erosion protection on any of the 4 locations as described above as determined by the COR during the period of performance.

1. The general items of works for all 4 locations include (but not limited to) drain cleaning; garbage disposal; localized pothole patching and limited cement stabilized work. The pothole patching shall comprise of road subbase and base repairs.

2. Apart from the general maintenance, the Contractor shall allow for 2 occasions, within the 365 days of the contract, using the following treatment to the road corridors when instructed by the USAID Activity Manager. The DDR parking yard is excluded:

a. Supply and place an initial topping layer/wearing course of average 75mm thick finished layer of murran.

b. Compact using a 5-ton vibratory roller, or small with equivalent number of passes, to fully compact the newly placed murram.

c. This work shall only be undertaken on weekends as a means of minimal disturbance to vehicular traffic.

d. The 2 occasions shall be (a) at the beginning of the project and (b) 2 months prior to the end of the period of performance.

e. The 1st occasion for the compacted topping/wearing course (not general maintenance) shall be applied and completed within 40 days upon signing of the award and the second course of minimum 25 m thick, to be directed by the USAID Activity manager.

In the event this could not be completed, due to unforeseen limitations such as the ongoing construction, this shall be rescheduled as per the approval of the Activity Manager, the maintenance of the entire road shall be continued.

3. IMPORTANT: Several private developers have recently blocked sections of the road and/or drainages.

These hindrances could increase flooding and erosion in some sections. The Contractor shall not attempt to remove these hindrances and would not be held responsible for road damages caused by the encroaching development. USAID shall treat each of these on a case-by-case basis. The contractor shall work any all the section of the road unless if advised by the Activity manager otherwise.

4. All quantities provided in the road description are estimated and shall not determine the final usage; the

Contractor shall become familiar with the sites and conduct its own quantification. The quantity schedules (as developed by the Contractor) shall only be used for the purpose of tracking work progress;

there shall be no change in total price based on changes in the main items and quantities.

5. All unsuitable material shall be disposed of from the areas defined for maintenance.

6. The contractor will carry out monthly inspection and maintenance of the road, after the completion of the first wearing course, and will maintain the roads in good conditions at all times to the satisfaction of the Activity Manager. The contractor shall provide (to USAID/COR) the names and phone numbers for at least 1 lead Point of Contact (POC) and 2 alternate POCs.

7. All unit prices shall be inclusive of all costs to execute the works such as, that is all Government costs including but not limited to taxes, duties, customs charges, border crossing charges and others that might be enforced by the government during the execution of the works.

8. The Contractor shall refer to the Scope of Work and Bill of Quantities.

9. The Contractor shall NOT directly communicate with personnel occupying the lands/structures to the road in a manner that will compromise safety in the name of the USG. If occupants are not adhering to the laws of GOSS or preventing the contractor from performing the maintenance activity; this shall be immediately brought to the attention of USAID/COR. The GOSS shall be the only authority to communicate with members of the public including the occupants of structures/lands along the roadway.

2.0 SCOPE OF WORK AND COST BREAKDOWN

2.1 OC West Road, EU Link Road, DDR Road & DDR FSN Parking Yard COST

CLIN Description Unit Qty Unit Price Total Cost

0001 Allow for the road maintenance of OC West Road. See General Description ls 1

0002 Allow for the road maintenance of EU Link Road. See General Description ls 1

0003 Allow for the road maintenance of DDR Avenue. See General Description ls 1

0004 Allow for maintenance of Parking Yard along DDR Avenue. See General Description ls 1

Allow for General Item (1) Cement stabilized murram. See General Description M3 1

TOTAL BASE BID PRICE

[Intentionally left Blank]

2.2 Terms of Payment

The following payment schedule shall apply when invoices are due for completed work:

CLIN Description Payment plan

Allow for the road maintenance of OC West Road See General Description

• 10% upon 100 % mobilization and to the satisfactory of the Activity Manager

• 60% upon completion of the first wearing course to the satisfaction of the Activity Manager.

• 30% upon completion of the second wearing course and satisfactory maintenance of the road section following completion of the first layer and to the satisfaction of the Activity Manager

Allow for the road maintenance of EU Link Road See General Description

• 30% upon completion of the second wearing course and satisfactory maintenance of the road section following completion of the first layer and to the satisfaction of the Activity Manager

Allow for the road maintenance of DDR Avenue See General Description

• 30% upon completion of the second wearing course and satisfactory maintenance of the road section following completion of the first layer and to the satisfaction of the Activity Manager

Allow for maintenance of Parking Yard along DDR Avenue See General Description

• 10% upon 100 % mobilization and to the satisfactory of the Activity Manager

• 90% upon completion of the work to the satisfaction of the Activity Manager

Allow for General Item (1) Cement stabilized murram.

See General Description

Per Quantities placed and processed to the satisfaction of the Activity Manager and chargeable every invoice.

3.0 ACTIVITY MANAGEMENT

3.1 Key Personnel

The contractor shall provide all personnel necessary for accomplishing the contract. The following are identified as full-time key personnel and must be deployed to the site by the Contractor with the approval of the Activity Manager.

1. Project Manager/Civil Engineer:

Designate a Project Manager (PM) as the primary point of contact whom USAID may contact relating to the assessment and renovation/construction services including (but not limited to) work planning, execution, logistical planning of procurement, quality control, time and cost management and all matters concerning the day-to-day operations of the Contractor. The PM bears primary responsibility for subject matter experts (SME) on all technical and administrative aspects. At a minimum, the PM must have:

• a Bachelor' s Degree in Civil Engineering from an accredited university.

• at least five years of experience in the supervision and management of construction projects to include road construction or similar infrastructure.

• Well versed in speaking and writing English and related construction terminology.

• Level IV spoken, written, and reading English level.

No replacement of key personnel shall be made by the Contractor without the written consent of the Activity Manager.

2. Site Superintendent:

The site superintendent at a minimum must have:

1. Certificate/diploma in Road construction

2. Five-year experience in supervising road construction

3. Level IV spoken, written, and reading English level.

Technical Support Staff: The positions below have been designated as technical support staff for the general management and administrative support, site assessments, renovation, management, and supervision for this project.

[The Contractor must submit as part of the proposal for this Contract a complete list of all positions of technical support staff.]

4.0 INSTRUCTION TO OFFERORS AND EVALUATION CRITERIA

4.1 Instruction to Offerors

Offerors must submit quotes via email (see cover page). The offer must be separated into 2 parts: Technical and Price. The Technical part must not reference any pricing. The Offeror must submit the following documentation as part of the quote:

4.2 Evaluation Criteria

This RFQ will utilize a Lowest Price Technically Acceptable (LPTA) process. Lowest Price Technically Acceptable (LPTA) source selection process (FAR 15.101-2) is where the government determines that the lowest price is awardable over the compliant technical offering of all proposals. LPTA is appropriate only when the government “expects” it can achieve the best value from selecting the proposal that is technically acceptable and offers the lowest evaluated price.

The Government may award a contract without discussions with Offeror.

a) Technical Part: The Technical part must include the following:

1. Organization Structure: The Offeror shall display an organizational structure to clearly define knowledge and ability to perform the work; manage the work at the highest quality standards;

provide technical and engineering support during the performance of the work, management, and financial prudence in the performance of the work.

2. Experience in similar type work: The Offeror shall identify all experiences in the construction industry with successful performance of similar type work as described in Section 1 and 2 above.

Offerors are required to identify the time required to readily mobilize to Juba, South Sudan and identify projects of the same type and value undertaken and successfully completed in South Sudan or similar conditions.

3. The resumes of proposed Key Personnel: Refer to Key Personnel requirements above.

4. A draft schedule: In compliance with FAR 52.236-15 identifying the main elements of work and time for completion.

5. Construction and Safety Plan: The Offeror must provide a list of the equipment proposed for the construction. The Offeror must also provide a safety plan with control measures for ensuring abounding properties are not subject to building/grounds damage; persons are not subject to harm and/or bodily damage, where applicable.

b) Price Part:

The Offeror must submit the cover page of this solicitation Standard Form (SF) 1449, with blocks 14 through 20 completed as well as provide the price for each CLIN as described in this solicitation. The Offeror must also submit the completed representations and certifications (see below) as applicable.

Mandatory Site Visit: Due to the nature of the work, there is a mandatory site visit that will be conducted on September 11th, 2023, at 10a.m. (CAT) at the proposed site (US Embassy RC). Please contact Nelson Poggo at npoggo@usaid.gov for further specifics. Offeror must attend the site visit to be eligible to submit a proposal.

Submission of Quotes:

Proposals are due no later than 1700 (CAT) South Sudan time on September 18, 2023.

a. This RFQ will utilize a Lowest Price Technically Acceptable (LPTA) process.

Lowest Price Technically Acceptable (LPTA) source selection process (FAR 15.101-2) is where the government determines that the lowest price is awardable over the compliant technical offering of all proposals. LPTA is appropriate only when the government “expects” it can achieve the best value from selecting the proposal that is technically acceptable and offers the lowest evaluated price.

USAID hereby informs all offerors that USAID seeks to make an award for a final price ranging between $48,000 - $56,000.

b. The Government may award a contract without discussions with Offeror.

Provisions:

52.233-2 Service of Protest. (SEP 2006)

(a) Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer (Addressed as follows) by obtaining written and dated acknowledgment of receipt from [Contracting Officer designate the official or location where a protest may be served on the Contracting Officer].

(b) The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO.

(End of provision)

52.236-27 Site Visit (Construction) (Feb 1995)

(a) The clauses at 52.236-2, Differing Site Conditions, and 52.236-3, Site Investigations and Conditions Affecting the Work, will be included in any contract awarded as a result of this solicitation.

Accordingly, offerors are urged and expected to inspect the site where the work will be performed.

(b) An organized site visit has been scheduled for September 11th, 2023, starting at 10a.m. (CAT) South Sudan time.

(c) Participants must email Nelson Poggo at npoggo@usaid.gov to get location and meeting specifics.

5.0 INSTRUCTIONS TO THE SUCCESSFUL BIDDER/CONTRACTOR

1. The contractor must familiarize himself with the Project sites, the work of other contractors, and work under the direction of the COR to ensure a smooth coordination of all activities without disrupting work being performed by other contractor(s), traffic, and daily use of any of the facilities.

2. Specifications for all contractor procured items, as well as construction procedures must be submitted to, and be approved by the COR prior to their implementation.

3. Construction/Renovation Schedule: All works must be completed within 365 days from the issuance of the signing of the Purchase Order. Contractor must submit a detailed schedule for all activities within 7 days upon signing the PO for review and approval by the COR.

4. The authorized working schedule/days of the week are Friday afternoon through Sunday. Other working days could be schedule and must be approved by the COR.

5. The contractor shall ensure that crew members carry valid government issued photo identification cards with them, as well as observe U.S. Embassy safety and security regulations, policies, and procedures. All contractor staff and vehicles are subject to inspection upon entering/exiting all U.S. Government compounds.

6. The contractor is responsible for the health and safety of his personnel while on US Government property. USG shall carry no liability for any accidents and/or other unforeseeable events that might adversely impact the contractor and/or his staff. The contractor shall ensure all crew members are thoroughly instructed in safety procedures and that they wear appropriate head, and foot gears, and any other necessary PPE as may be required at the work site.

7. Equipment, tools, and supplies including drinking water and feeding are to be furnished by the contractor. The contractor shall always ensure the direct supervision of all crew members. Contractor’s staff must remain at the worksite. Escorts shall accompany the contractor’s staff during Compound entry (phones, computer, etc., shall not be permitted in the Compound unless COR permits, and obtains Security approval) and whenever anyone planned to, and/or is required to leave the site for any reason.

8. All contractors 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. Therefore, prospective offerors are encouraged to register prior to the submission of quotations/proposals. Only vendors who have fully complied with this requirement are eligible for award.

6.0 ATTACHMENTS

6.1 Sample presentation of finished open drain with grating.