RQS 19GE5025R0048.pdf

Document Number: 19GE5025R0048 PROCESSED Page 1 of 57

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

NOTE: OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24 & 30 1. REQUISITION NUMBER PAGE 1 OF 57

5. SOLICITATION NUMBER

19GE5025R0048

2. CONTRACT NUMBER 3. AWARD/EFFECTIVE DATE

05/23/2025

4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

05/23/2025

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME Guido Arnold

b. TELEPHONE NUMBER (No collect calls) 8. OFFER DUE DATE / LOCAL

TIME

06/16/2025 15:00

CODE FRANK

AMERICAN CONSULATE GENERAL FRANKFURT

GIESSENER STRASSE 30

ATTN: RPSO

60435, FRANKFURT, GERMANY

9. ISSUED BY X UNRESTRICTED OR SET ASIDE: % FOR

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

WOMEN-OWNED SMALL

BUSINESS (WOSB)

ECONOMICALLY DISADVANTAGED WOMEN-

OWNED SMALL BUSINESS (EDWOSB)

8(A)

NORTH AMERICAN INDUSTRY

CLASSIFICATION STANDARD

(NAICS): 522320

SIZE STANDARD:

10. THE ACQUISITION IS

SEE

SCHEDULE

11. DELIVERY FOR FREE ON BOARD

(FOB) DESTINATION UNLESS BLOCK IS

MARKED

0 Days: EUR0.00

0 Days: EUR0.00 0 Days: EUR0.00 0 Days: EUR0.00

12. DISCOUNT TERMS

13a. THIS CONTRACT IS

RATED ORDER UNDER THE

DEFENSE PRIORITIES AND

ALLOCATIONS SYSTEM -

DPAS (15 CFR 700)

13b. RATING

REQUEST

FOR

QUOTE

(RFQ)

INVITATION

FOR BID

(IFB)

X REQUEST

FOR

PROPOSAL

(RFP)

14. METHOD OF SOLICITATION

CODE15. DELIVER TO CODE OPEAQM16. ADMINISTERED BY

RPSO Frankfurt OPE/AQM/IP/RPSO Frankfurt Office of Acquisition (AQM) Frankfurt

FACILITY

CODE

CODE

Contact UEI:

Telephone No.

17a. CONTRACTOR/

OFFEROR

BRUSS19310CODE18a. PAYMENT WILL BE MADE BY

AMERICAN EMBASSY BRUSSELS

REGENTLAAN 27, BOULEVARD DU REGENT

ATTN: FMC

BRUSSELS, BELGIUM 1000

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER SEE ADDENDUM

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS

CHECKED

19. ITEM NUMBER 20. SCHEDULE OF SUPPLIES/SERVICES

(Use Reverse and/or Attach Additional Sheets as Necessary)

21. QUANTITY 22. UNIT 23. UNIT PRICE 24. AMOUNT

See Line Information

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Government Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____ COPIES TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH

OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE

TERMS AND CONDITIONS SPECIFIED.

29. AWARD OF CONTRACT: REFERENCE _____________________________

OFFER DATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK

5) INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF THE CONTRACTING OFFICER (TYPE OR PRINT) Daniel J Jackson

31c. DATE SIGNED 05/23/2025

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

Document Number: 19GE5025R0048 PROCESSED Page 2 of 57

19.

ITEM NUMBER

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _________________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

PARTIAL FINAL

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

COMPLETE PARTIAL FINAL

36. PAYMENT 37. CHECK NUMBER

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 11/2021) BACK

Document Number: 19GE5025R0048 PROCESSED Page 3 of 57

Section A - Solicitation/Contract Form

Line Item Summary

Solicitation Number:

19GE5025R0048

Contract Number: Title:

Post Brussels - Meal tickets contract

Date of Solicitation:

05/23/2025

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: G099

PSC Description: OTHER SOCIAL SERVICES

Type of Contract Pricing: Firm Fixed Price

1.0 EA EUR0.00 EUR0.00

Description: Base Year

CLIN 0001

Meal voucher card for LE Staff services for the base year period as detailed in Attachment 3 - Price Proposal Breakdown

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: G099

PSC Description: OTHER SOCIAL SERVICES

Type of Contract Pricing: Firm Fixed Price

1.0 EA EUR0.00 EUR0.00

Description: First Option Year

CLIN 1001

Meal voucher card services for the base year period as detailed in Attachment 3 - Price Proposal Breakdown

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: G099

PSC Description: OTHER SOCIAL SERVICES

Type of Contract Pricing: Firm Fixed Price

1.0 EA EUR0.00 EUR0.00

Description: Second Option Year

CLIN 2001

Meal voucher card services for the base year period as detailed in Attachment 3 - Price Proposal Breakdown

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: G099

PSC Description: OTHER SOCIAL SERVICES

Type of Contract Pricing: Firm Fixed Price

1.0 EA EUR0.00 EUR0.00

Description: Third Option Year

CLIN 3001

Meal voucher card services for the base year period as detailed in Attachment 3 - Price Proposal Breakdown

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

PSC: G099

PSC Description: OTHER SOCIAL SERVICES

Type of Contract Pricing: Firm Fixed Price

1.0 EA EUR0.00 EUR0.00

Description: Fourth Option Year

CLIN 4001

Meal voucher card services for the base year period as detailed in Attachment 3 - Price Proposal Breakdown

CLIN Funding: Cost:

Base Totals: EUR0.00 EUR0.00

Exercised Options Totals: EUR0.00 EUR0.00

Unexercised Options Totals: EUR0.00 EUR0.00

Base and Options Totals: EUR0.00 EUR0.00

Document Number: 19GE5025R0048 PROCESSED Page 4 of 57

Section A - Solicitation/Contract Form

52.252-2 - Clauses Incorporated by Reference (Feb 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/ these address(es):

https://www.acquisition.gov/far [Insert one or more Internet addresses] (End of clause) Clause Title Fill-ins

52.203-3 Gratuities (Apr 1984)

52.203-12 Limitation On Payments to Influence Certain Federal Transactions (Jun 2020)

52.204-13 System for Award Management Maintenance (Oct 2018)

52.204-21 Basic Safeguarding of Covered Contractor Information Systems (Nov 2021)

52.204-7 System for Award Management (Nov 2024)

52.204-16 Commercial and Government Entity Code Reporting (Aug 2020)

52.204-18 Commercial and Government Entity Code Maintenance (Aug 2020)

52.204-22 Alternative Line Item Proposal (Jan 2017)

52.212-1 Instructions to Offerors-Commercial Products and Commercial Services (Sep

2023)

52.217-5 Evaluation of Options (July 1990)

The - Schedule

TABLE OF CONTENTS

The Schedule

• SF 1449 Cover Sheet

• Continuation to SF-1449, RFP Number 19GE5025R0048, Prices, Block 23

• Continuation to SF-1449, RFP Number 19GE5025R0048, Schedule of Supplies/Services, Block 20

Description/Specifications/Work Statement

• Attachment 1: W-14 Forms

• Attachment 2: W-14 Instructions

• Attachment 3: Price Proposal Breakdown

Document Number: 19GE5025R0048 PROCESSED Page 5 of 57

Contract Clauses

• Contract Clauses

• Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12

Solicitation Provisions

• Solicitation Provisions

• Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in Part 12

Representations and Certifications

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR Provisions not

Prescribed in Part 12

Evaluation Factors

• Evaluation Factors

• Addendum to 52.212-1 Instructions to Offerors - Commercial Products and Commercial Services

• Evaluation of Proposals

THE SCHEDULE

CONTINUATION TO SF-1449

RFP NUMBER 19GE5025R0048

PRICES, BLOCK 23

A. GENERAL

A.1 The U.S. Embassy in Brussels, Belgium, requires the supply of electronic meal cards for the Locally Employed Staff in Belgium. The Contractor shall deliver these services in compliance with the specifications outlined in the Statement of Work (SOW).

A.2 The quantities set forth in the pricing section are estimates; the Government does not guarantee that such quantities will be ordered. The contract will be for a one-year period from the date of the contract award, with four (4) one-year options. The performance period is set to commence on September 1, 2025.

A.3 This is a firm-fixed price Indefinite-Delivery Indefinite-Quantity (IDIQ) contract. The firm-fixed price shall include all labor, materials, equipment, overhead, profit, insurance (see FAR 52.228-4), and transportation necessary to deliver the required services. No additional sums will be payable on account of any escalation in the cost of transportation, general liability insurance or labor, or because of the Contractor's failure to properly estimate or accurately predict the cost, or difficulty in achieving the results required by this contract. The contract price will not be adjusted because of fluctuations in currency exchange rates. Changes in the contract

Document Number: 19GE5025R0048 PROCESSED Page 6 of 57 price, or time to complete, will be made only for changes made by the Government in the work to be performed, or by delays caused by the Government. Any costs not priced will be considered to be included in the overhead and other indirect costs.

A.4 The general liability policy required of the Contractor shall name “the United States of America” as additional insured. The general liability insurance shall be as required by law or as ordinarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims. The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to Government’s property in Contractor’s custody, any property of the Contractor, its officers, agents, servants, and employees, or any other person, arising from, and incident to, the Contractor's performance of the work detailed herein. The Contractor shall hold harmless and indemnify the Government from any and all claims arising therefrom, except in the instance of gross negligence on the part of the Government. The Contractor shall submit evidence of general liability insurance within 15 calendar days after award.

A.5 Minimum and Maximum Amounts: During life of this contract, the Government shall place orders totaling a minimum of EUR500.00. This reflects the contract minimum for this period of performance. The amount of all orders shall not exceed EUR2,150,000.00, which reflects the contract maximum.

A.6 Acquisition Method. This is a commercial acquisition as defined in Federal Acquisition Regulation (FAR) 2.101, Definitions, and as described in FAR part 12, Acquisition of Commercial Products and Commercial Services. Pursuant to FAR 12.102(b), the policies in FAR part 12 are used in conjunction with the policies and procedures for solicitation, evaluation and award prescribed in FAR part 15, Contracting by Negotiation.

0.01 - JAMES ZADROGA 9/11 VICTIMS HEALTH AND COMPENSATION ACT OF 2010 NOTICE:

UNLESS A WAIVER OR EXCEPTION APPLIES, PAYMENTS SUBSEQUENT TO THIS PROCUREMENT ARE SUBJECT TO

AN EXCISE TAX OF 2% PERSUANT TO 26 U.S.C. 5000C.

B. - SERVICES AND PRICES

B.1. GENERAL INFORMATION

B.1.1. The Contractor shall provide meal voucher cards to locally employed staff of the Government of the United States of America in Belgium as described in Section C - Statement of Work.

B1.2. Acronyms and definitions

CLIN: Contract Line Item Number Contractor: Insurance Company CO: Contracting Officer COR: Contracting Officer Representative

Employee: Staff member of the US Embassy Brussels FMO: Financial Management Officer

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PII: Personally Identifiable Information

QA: Quality Assurance QC: Quality Control QCP: Quality Control Plan QTY: Quantity SOW: Statement of Work

TBD: To be determined

B.1.3. The Contractor shall complete all work, including furnishing all labor, material, equipment and services, unless otherwise specified herein, required under this contract for the firm fixed unit prices indicated below and within the time specified herein. These individual prices shall include all materials, equipment, labor, overhead, profit, general liability insurance, and transportation necessary to deliver the required services.

B.1.4. Any costs not separately priced will be considered to be included in the individual prices as overhead or other indirect cost. No additional sums will be payable on account of any escalation in the cost of materials, equipment or labor, or because of the contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required by this contract. Nor will the contract price be adjusted on account of fluctuations in the currency exchange rates. The currency shall be fixed and cannot be changed by modification to the contract.

B.2. TYPE OF CONTRACT

The contract type will be an indefinite-quantity indefinite-delivery type of contract under which may be placed firm-fixed price delivery orders.

B.3. PERIOD OF PERFORMANCE

The period of performance of this contract is for one base year with four (4) one-year options.

B.4 CONTRACT PRICE

The Contractor shall complete all work (including furnishing all labor, material, equipment, and services) as required in the orders issued under this contract for the following fixed-price units and within the time specified herein. The unit prices shall include all labor, services, materials, equipment, overhead, costs for insurance, costs of obtaining Irrevocable Letters of Credit if required, profit, travel, DBA Insurance, and any other costs required to perform and complete all services, in accordance with the Statement of Work (SOW), specifications, and all other contract terms and conditions stated within the contract.

The Contractor shall complete the Attachment 3 - Price Proposal Breakdown and ensure that the total amount matches that of the total fixed-price units proposal in the offeror’s price proposal in Section B.4.1

B.4.1 TOTAL CONTRACT PRICE

This is a is a requirements type contract with fixed priced units under which will be issued fixed-price orders.

The fixed prices as specified in Section C are as follows:

Document Number: 19GE5025R0048 PROCESSED Page 8 of 57

ESTIMATED BASE YEAR TOTAL

ESTIMATED FIRST OPTION YEAR TOTAL

ESTIMATED SECOND OPTION YEAR TOTAL

ESTIMATED THIRD OPTION YEAR TOTAL

ESTIMATED FOURTH OPTION YEAR TOTAL

GRAND TOTAL (ESTIMATED BASE + OPTION

YEARS)

B.4.2 CURRENCY: The prices are stated in EUR - Euro.

The offeror shall clearly identify and state the currency for all costs in their price proposal. After award, the Contractor shall invoice in and payment will be made according to the currency identified in the offerror's proposal, unless otherwise specified by the Contracting Officer.

B.5 - VALUE ADDED TAX (VAT)

Value Added Tax (VAT) is not applicable to this contract and shall not be included in the contract line item numbers (CLINs) rates or invoices because the U.S. Embassy has a tax exemption certificate from the host government.

B.6 - DEFENSE BASE ACT (DBA) INSURANCE

The Department of Labor has waived the DBA insurance for the countries in paragraph (b) of this subsection.

United States citizens or residents and individuals hired in the United States, regardless of citizenship shall be required to obtain DBA insurance. Evidence of DBA insurance shall be submitted within 15 days of award.

The DBA Insurance shall be obtained from any U.S. Department of Labor (DOL) authorized DBA insurance broker. A list of DOL-authorized insurance brokers is available at the following address: http://www.dol.gov/ owcp/dlhwc/lscarrier.htm. DBA insurance cost will be evaluated as part of the total evaluated firm fixed price and included in the firm fixed price of the task order. The Contractor shall be reimbursed for the cost of DBA insurance only upon providing proof of payment.

The DOL has waived DBA insurance for the following countries of performance under this contract: https:// www.dol.gov/owcp/dlhwc/dbawaivers/dbawaivers.htm:

Belgium is listed on the DOL Active DBA Waiver list and therefore DBA insurance for Host Country Nationals (HCNs) and Third Country Nationals (TCNs), performing under this contract is not required. However, DBA Insurance for U.S. citizens and individuals hired in the United States (regardless of citizenship) performing under this contract is required.

The Contractor will be reimbursed for DBA insurance only to the extent the contractor provides documentary proof that DBA insurance has been paid and only to the extent quoted in CLIN 0002.

Document Number: 19GE5025R0048 PROCESSED Page 9 of 57

C.1 - STATEMENT OF WORK

The U.S. Embassy Brussels in Belgium requires the supply of electronic meal cards for the Locally Employed Staff in Belgium. Per employee there will be an individual account, and each employee will have a meal allowance card linked to the employee’s individual account. The meal allowance card is activated upon receipt by the employee.

C.1.1 The Contractor shall furnish and deliver electronic meal cards and biweekly meal allowance credits to the Locally Engaged Staff employed at the U.S. Embassy Brussels in accordance with the specifications and terms and conditions to agree upon.

C.1.2 The contract type will be an indefinite-quantity indefinite-delivery type of contract under which may be placed firm-fixed price delivery orders.

C.1.3 The prices shall include all labor, materials, overhead, profit, and transportation necessary to deliver the required items to the American Embassy located in Brussels, Belgium.

C.1.4 All prices are in Euro.

C.1.5 Per employee there will be an individual account, and each employee will have a meal allowance card linked to the employee’s individual account. The meal allowance card is activated upon receipt by the employee.

C.1.6 Every two weeks, the supplier will receive the order of 6.00 EUR daily meal allowance via the local payroll system. Once the order is received, the supplier sends a confirmation.

C.1.7 The supplier will confirm via e-mail/via the app that the money has been transferred to the employees’ accounts and is available. The validity of each meal allowance is 1 year, the meal allowance card is valid for 5 years.

C.1.8 The delivery address for the meal allowance cards is the American Embassy, Regentlaan/ Blvd du Régent 27, 1000 Brussels.

C.1.9 Services provided by the supplier include all planning, programming, administration and management necessary to ensure that all services as described are conducted in accordance with the contract and all applicable Belgian Laws and regulations. The supplier ensures that all work meets the required standard of performance as described. Furthermore, the supplier shall perform all related support functions such as, but not limited to supply, the issuance of meal allowance cards, quality control, financial oversight and maintenance of complete records and files.

C.1.10 In case of theft or loss of the meal card it is the employee’s responsibility to immediately block his or her card by contacting the contractor or calling Card Stop by Worldline at 070/344.344 or by following the procedure provided online by the contractor or via the app. This service is available 24/7. As soon as the card is blocked, the employee and the COR receive an e-mail that the card has been blocked.

C.1.11 The card should be used by a merchant network that as a minimum covers the Mastercard network and a mobile application should be available to make purchases with the card via Payconiq, Apple pay and Google pay. The employee should have the possibility to order meals with the card via the main delivery options in Belgium such as Uber Eats, Deliveroo, Take Away and Hello Fresh.

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C.1.12 The provider should comply with data and privacy regulations.

C.2 CUSTOMER SERVICES

The Contractor shall provide technical support for setting up employee accounts and all other matters concerning the meal voucher card services through the Contractor’s Project Manager.

C.3 Key Personnel The Project Manager must be able to converse in English. The Contractor shall assign to this contract the following key persons:

POSITION/FUNCTION NAME

Project Manager _________________________________ Project Manager Alternate ____________________________

The Contractor shall notify US Embassy of the names of the Accounting Manager (and his/her alternate), no later than 10 days after the contract award. Should any of the above professionals change during the period of this contract, the new names shall be notified to the COR no later than three (3) working days after such a change.

During the first 90 days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is required due to illness, death, or termination of employment. The Contractor shall notify the Contracting Officer within 15 calendar days after the occurrence of any of these events and provide the information required below to the Contracting Officer at least 15 days before making any permanent substitutions.

After the first 90 days of performance, the Contractor may substitute a key person if the Contractor determines that it is necessary. The Contractor shall notify the Contracting Officer of the proposed action immediately.

Prior to making the substitution, the Contractor will provide the information required below to the Contracting Officer.

The Contractor shall provide a detailed explanation of the circumstances requiring the proposed substitution, a complete resume for the proposed substitute. The proposed substitute shall possess qualifications comparable to the original key person. The Contracting Officer will notify the Contractor of its approval or disapproval of the substitution within 15 calendar days after receiving the required information. The Government will modify the contract to reflect any changes in key personnel.

C.4 DISCLOSURE OF INFORMATION

Any information made available to the Contractor by the Government shall be used only for the purpose of carrying out the provisions of this contract and shall not be divulged or made known in any manner to any person except as may be necessary in the performance of the contract.

C.5 TECHNOLOGICAL REFRESHMENT

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After contract award, the Government may; pursuant to FAR 52.212-4(c) Contract Terms and Conditions

– Commercial Products and Commercial Services; request changes within the scope of the contract. These changes may be required to improve performance or react to changes in technology.

The Contractor may propose for the Government’s technological refreshment, substitutions or additions for any provided products or services that may become available as a result of technological improvements. The Government may, at any time during the term of this contract or any extensions thereof, modify the contract to acquire products which are similar to those under the contract and that the Contractor has, or has not, formally announced for marketing purposes. This action is considered to be within the scope of the contract. At the option of the Government, a demonstration of the substitute product may be required. The Government is under no obligation to modify the contract in response to the proposed additions or substitutions.

Such substitutions or additions may include any part of, or all of, a given product(s) provided that the following conditions are met and substantiated by documentation in the technological refreshment proposal:

• The proposed product(s) shall meet all of the technical specifications of this document and conform to the terms and conditions cited in the contract.

• The proposed product(s) shall have the capacity, performance, or functional characteristics equal to or greater than, the current product(s).

• The proposal shall discuss the impact on hardware, services, and delivery schedules. The cost of the changes not specifically addressed in the proposal shall be borne entirely by the Contractor.

The Contractor has the right to withdraw, in whole or in part, any technological refreshment proposal prior to acceptance by the Government. The Contractor will use commercially reasonable efforts to ensure that prices for substitutions or additions are comparable to replaced or discontinued products. If a technological refreshment proposal is accepted and made a part of this contract, an equitable adjustment, increasing or decreasing the contract price, may be required and any other affected provisions of this contract shall be made in accordance with FAR 52.212-4(c), and other applicable clauses of the contract.

C.6 SPECIAL SHORT-TERM PROMOTION

For the entire contract duration, the Contractor shall offer the U.S. Embassy the option to take advantage of any promotional programs that it offers and that is suited for use by U.S. Embassy staff. The U.S. Embassy, at its own discretion, will have the option to take or reject the opportunity.

C.7 DELIVERY ORDERS

The Contracting Officer will issue delivery orders to order services to the Contractor for performance of work under this contract.

C.8 EQUIPMENT RETURN/DEFECTIVE POLICY

If a meal card is defective or lost, the card will be exchanged within ten (10) business days.

C.9 CUSTOMER SERVICE CENTERS

The Contractor shall provide a telephone number and a specific person of contact for the purpose of reporting equipment problems and malfunctions, billing inquiries, and customer question regarding accounts and services.

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C.10 RELEASE OF INFORMATION

Any information made available to the Contractor by the Government shall be used only for the purpose of carrying out the provisions of this contract and shall not be divulged or made known in any manner to any person except as may be necessary in the performance of the contract.

C.11 PERMITS

Without additional cost, the Contractor shall obtain all permits, licenses, and appointments required for the work under this contract. The Contractor shall obtain these permits, licenses, and appointments in compliance with applicable local country laws. The Contractor shall include a notarized copy of the most current license/ certificate/accreditation which demonstrates that the vendor is authorized by the Belgian Government to provide meal vouchers to persons within Belgium.

D - DELIVERABLES

CONTRACT ADMINISTATIVE REQUIREMENTS AND PROCEDURES

D.1 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory contractor performance. The QASP provides a method for the

Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to monitor quality to ensure that contract standards are achieved.

Performance Objective Performance Threshold

Services:

Performs all services set forth in the scope of work.

All required services are performed and no more than three (3) customer complaints are received per month.

D.2 SURVEILLANCE:

The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the

COR will send the complaints to the Contractor for corrective action.

D.3 STANDARD:

The performance standard is that the Government receives no more than three (3) customer complaints per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212.4, Contract Terms and Conditions-Commercial Items), if any of the services fail to meet the standard.

D.4 PROCEDURES:

(a) If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the COR.

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(b) The COR will complete appropriate documentation to record the complaint.

(c) If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.

(d) If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

(e) The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

(f) If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the

Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint.

(g) The COR will consider complaints as resolved unless notified otherwise by the complainant.

(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

D.5 MISCELLANEOUS CONTRACTOR REQUIREMENTS

D.5.1 A contract with the U.S. Government conveys no special privileges or immunities to the Contractor. The Contractor is an independent commercial concern and not a part of the U.S. Mission. The contractor's employees are not U.S. Government employees.

Registration of this contract with the local government, if required by law, will be the sole responsibility of the Contractor, and any fees, taxes, or other duties shall be payable by the Contractor without recourse to the Government of the amounts thereof.

D.5.2 Licenses and Local Laws: The Contractor shall possess all permits, licenses, and any other appointments required for the prosecution of work under this contract, all at no additional cost to the Government. The Contractor shall perform this contract in accordance with local laws.

D.6 LAWS AND REGULATIONS

Compliance Required: If the Contractor has or will establish a local office, he shall without additional expense to the U.S.

Government, be responsible for complying with all laws, codes, ordinances, and regulations applicable to the performance of the work, including those of the host country, and with the lawful orders of any governmental authority having jurisdiction.

Labor, Health and Safety Laws and Customs: If the Contractor has or will establish a local office, he shall comply with all local labor laws, regulations, customs and practices pertaining to labor, safety, and similar matters, to the extent that such compliance is not inconsistent with the requirements of this contract.

The only items that the U.S. Government will consider for price adjustments are those that are mandated e.g. changes in the VAT rate

(if applicable) or minimum hourly wage rate.

D.7 DETAILED BILLING

The Contractor shall provide a monthly breakdown of cards issued, and the amounts transferred to the individual accounts. (as listed by the COR) in open digital data exchange text formats, such as CSV or JSON, to facilitate easy data ingestion. Optionally, the data can also be provided in binary digital formats, such as PDF.

The breakdown shall clearly include:

Number of new cards issued Amount transferred to individual accounts Price

D.8 INVOICES, REVIEW AND PAYMENT

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D.8.1 The Contractor shall submit all invoices to the designated billing office and via email (* addresses to be determined upon award).

D.8.2 Payment will be made in the currency specified by the Contractor in section B.4.2 CURRENCY.

D.8.3 A proper invoice must include the following information:

• Contractor’s name and bank account information for Electronic Funds Transfer (EFT) payments.

• Invoice date and number.

• Contract number.

• A summary listing each line item with the total monthly price per line. A detailed invoice for each agency must be attached to the summary invoice, showing a cost breakdown by telephone line in accordance with the pricing schedule.

• A detailed list of all calls made for each line.

• Any prompt payment discount, if applicable.

• Value Added Tax (VAT), if applicable, shall be listed as a separate line item on each invoice.

• Contact details (name, title, phone number, and address) for inquiries related to invoice discrepancies.

If the invoice does not meet these requirements, the Government reserves the right to reject it as improper and return it to the

Contractor within seven (7) calendar days. The Contractor shall then resubmit a corrected invoice.

D.8.4 The COR will take each summary invoice and furnish the detailed invoice to the appropriate official in each individual

Government agency. The agency representatives will review the detailed invoice and either approve them for payment or advise the

COR of the inaccuracies found. The COR will be responsible for addressing any invoice issues with the Contractor.

D.9 ERRONEOUS PAYMENT

If the U.S. Government becomes eligible for a refund of payment because of erroneous overpayment or other cause, the Contractor shall refund the amounts or use them to offset future payments owed by the U.S. Government, whichever the U.S. Government prefers. The Contractor shall refund any refunds not complete or discovered after the completion date of this contract.

D.10 CHANGES IN OWNERSHIP

The Contractor shall furnish the COR advance notification (90 calendar days prior to the effective date) of any disposition or the change in ownership or terms of lease of any facilities utilized by him for performance of any service under this contract.

D.11 CHOICE OF LAW

This contract shall be construed and interpreted in accordance with the substantive laws of the United States of America. By the execution of this contract, the Contractor expressly agrees to waive any rights to invoke the jurisdiction of local national courts where this contract is performed and agrees to accept the exclusive jurisdiction of the United States Civilian Board of Contract Appeals and the United States Court of Federal Claims for hearing and determination of any and all disputes that may arise under the Disputes clause of this contract.

D.12 OTHER PERTINENT INFORMATION OR SPECIAL CONSIDERATIONS

Authorized Instruction to Contractor

(a) No person or agency other than the Contracting Officer (CO) is authorized to give instruction, orders or directions on behalf of the Government to the Contractor or his employees, unless such person or agency is authorized in writing by the CO to so act. The

Document Number: 19GE5025R0048 PROCESSED Page 15 of 57 authority of such person or agency is strictly limited to the written authorization provided by the CO. The duty is upon the Contractor to determine the authority of such person or agency. Any questions regarding the authority of such person or agency should be directed to the CO in writing.

(b) Contracting Officer’s Representative (COR): The CO may designate and authorize a representative(s) to act on his/her behalf under this contract. Such representative(s) appointed shall be specified and listed in the contract document. The COR shall not be authorized to issue change orders or adjustments. Changes in the Scope of Work/Specifications or any increase or decrease in the work called for by this contract shall be made by the CO by an executed modification to this contract.

Restrictions on subcontracting

The Contractor shall not subcontract for any of the of the direct services required under this contract.

D.13 PERIOD OF PERFORMANCE

The performance period is set to commence on September 1, 2025.

The period of performance is one (1) year, with four (4) one-year options. The Government may exercise the option set forth at FAR

52.217-9 Option to Extend the Term of the Contract.

Notwithstanding the expressed contract expiration date, this contract shall remain in full force and effect until the last items or services ordered hereunder have been delivered and accepted by the Government.

D.14 CONTRACT ADMINISTRATION DATA

All work shall be performed under the general direction of the Contracting Officer, who alone shall have the power to bind the

Government and to exercise the rights, responsibilities, authorities and functions vested by the contract, except that the Contracting

Officer and the Procurement Executive shall have the right to designate authorized representatives to act for the Contracting Officer, as specifically provided in the designation of that individual.

This contract will be administered as follows:

Contracting Officer:

Daniel Jackson

Contracting Officer

Regional Procurement Support Office (RPSO)

Contract Administrator:

Guido Arnold

Procurement Agent

Regional Procurement Support Office (RPSO)

Email: ArnoldG@state.gov

Contracting Officer’s Representative (COR):

*to be determined upon award.

D.15 LIST OF ATTACHMENTS

• Attachment 1: W-14 Forms

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• Attachment 2: W-14 Instructions

• Attachment 3: Price Proposal Breakdown

2 - Contract Clauses

H-048 - CERTIFICATION REGARDING COMPLIANCE WITH APPLICABLE U.S. FEDERAL ANTI-

DISCRIMINATION LAW (Required under EO 14173, January 2025)

None of the funds solicited, awarded, or modified under this contract may be used for any initiatives or programs, or any activities that do not comply with Executive Order 14173 titled Ending Illegal Discrimination and Restoring Merit-Based Opportunity.

By signing and submitting its response to the solicitation, or by signing the contract award or modification, the Contractor certifies the following:

1. Its compliance in all respects with all applicable U.S. Federal anti-discrimination laws is material to the government’s payment decisions for purposes of section 3729(b)(4) of title 31, United States Code; and

2. It does not operate any programs promoting Diversity, Equity, and Inclusion that violate any applicable U.S. Federal anti-discrimination laws.

52.212-4 - Contract Terms and Conditions-Commercial Products and Commercial Services (Nov 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights--

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such

Document Number: 19GE5025R0048 PROCESSED Page 17 of 57 occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include--

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer--System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer--Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR Part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.--

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR Part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

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(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall--

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the--

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109 , which is applicable to the period in which the amount becomes due, as provided in (i)(6)

(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if--

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on--

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in FAR 32.608-2 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

Document Number: 19GE5025R0048 PROCESSED Page 19 of 57

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor…