FOCS_RFP_FINAL.pdf

Issue Date: January 22, 2015

Questions Due: February 1, 2015 Questions Due Time: 9:00 am Egypt Local Time

Site Visit Date: February 8, 2015 Closing Date: March 8, 2015

Closing Time: 10:00 am Egypt Local Time

SUBJECT: Request for Proposal (RFP) #SOL-263-15-000004

USAID/Egypt “Facility Operations, Custodial, and Supply management services (FOCS).

Dear Offeror:

The United States Government represented by the U.S. Agency for International Development (USAID), hereby issues Solicitation No. SOL-263-15-000004 titled, “Facilities Operations, Custodial and Supply Management Services.” The applicable NAICS code for this acquisition is 561210.

USAID contemplates award of a single contract to the responsible offeror who submits a Proposal representing the best value to the U.S. Government in accordance with the evaluation factors outlined in Part V, Section F. Please submit all proposals in accordance with the detailed offer preparation instructions found in Part IV, Section E. The estimated value of the prospective contract is between inclusive of all option years.

A site visit will be held at the USAID/Egypt NOB facility on February 8, 2015. Please see Part IV, Section E for details related to this site visit.

Please note, it is essential to read and understand every section of this solicitation. If you have questions, please see Part IV, Section E for how to submit them and how they will be answered.

Issuance of this solicitation does not constitute an award commitment on the part of the Government, nor does it commit the Government to pay for any costs incurred in the preparation or submission of a Proposal. Furthermore the Government reserves the right to reject any offer, if such action is considered to be in the best interest of the Government.

Please submit your Proposal package no later than the indicated closing time and date above. Please also note that an early submission is encouraged and welcomed. All Past Performance Reference Checklists as described in Part IV, Section E are also due at this date/time.

Thank you for your interest in USAID programs.

Best regards, Ralph Koehring Contracting Officer

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

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

OFFEROR

USAID/EGYPT CODE 16. ADMINISTERED BYCODE

X

X

561210

SIZE STANDARD:

% FOR:SET ASIDE:UNRESTRICTED OREGYPT/RCO

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

03/08/2015 0900 LT

01/22/2015

202-2522-6913Nihal Montasser (No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBERa. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

SOL-263-15-000004

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

2 88REQ-263-15-000010OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

USAID/Egypt 1A Nadi El Etisalat St.

Off El Laselki New Maadi, 11435, Egypt

15. DELIVER TO

1A Nadi El Etisalat St.

Off El Laselki St.

New Maadi, 11435, Egypt

00001

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$35.5

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

ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

11.

SEE SCHEDULE

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

USAID Egypt RCO

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Facility Operations, Custodial, Supply Management Services(FOCS) Contract

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

HEREIN, IS ACCEPTED AS TO ITEMS:

X

XX

DATED

31b. NAME OF CONTRACTING OFFICER (Type or print)

Ralph V. Koehring

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

OFFER

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT: REF.

TABLE OF CONTENTS

PART DESCRIPTION PAGE

I A. SF 1449, SOLICITATION/CONTRACT/ORDER FOR

COMMERCIAL ITEMS

Table of Contents 1-3

B. Schedule 4-10 C. Performance Work Statement 11-29

II CONTRACT CLAUSES

D. FAR and AIDAR Clauses By Reference 30-49

III LIST OF CONTRACT DOCUMENTS, EXHIBITS OR ATTACHMENTS 50

IV E. INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS 51-64

V F. PROPOSAL EVALUATIONS 65-68

VI REPRESENTATIONS AND CERTIFICATIONS OF OFFEROR

FAR 52.212-3 Offeror Representations and Certifications 69-71

VII ATTACHMENTS 72-88

PART I

Section B -Schedule:

B.1 – TITLE

Facility Operations, Custodial, and Supply Management Services (FOCS).

B.2 - CONTRACT TYPE

This is a performance based non-personal Firm Fixed Price (FFP) and Time & Materials Hybrid contract

B.3 – PRICES AND PRICE SCHEDULE

a. The Contractor will be reimbursed on a labor hour basis at the burdened hourly rates set forth in Section B.4.1 below for activities associated with transition from the incumbent contract holder and start-up of contract activities as described in Section C.5.1 (d). Reimbursement for transition activities will only be approved for the period beginning on TBD and ending TBD. If transition activities are complete prior to allowable Transition Period End date, Firm Fixed Monthly price may be prorated for the remaining days if concurrence of the COR and the approval of the CO is received in writing.

b. The Contractor will be paid a fixed monthly price of TBD for providing standard recurring Facilities Maintenance, Custodial/Gardening, and Supply Management services in accordance with the terms and conditions of this contract.

c. In addition to the above monthly fixed price, the contractor shall be reimbursed at cost for up to an annual (Not to Exceed) price of EGP 820,000 for approved materials, supplies, and equipment purchases with receipts, as stipulated under Section C.5.1 (b).

d. The Contractor will be paid on a per work order basis at the burdened hourly rates set forth in

Section B.4.2 below for providing the Special Project Services on demand as called for in the contract Section C.5.1(c) for up to an annual (Not to Exceed) of EGP 1,500,000.

e. The Contractor will be paid an incentive based award fee in accordance with the guidelines set out in Section B.6 not to exceed TBD.

B.4.1 PRICING SCHEDULE

Below lists the annual pricing schedule for the base period of performance plus options. The contractor may not exceed the ceiling for any year without formally requesting a modification to the contract.

USAID may exercise option years in accordance with FAR 52.217-9.

Base Period

(2 years) Option 1 Option 2 Option 3

Transition Period TBD TBD TBD TBD

Monthly Fixed Price TBD TBD TBD TBD

Supplies (not to exceed) EGP1,640,000 EGP820,000 EGP820,000 EGP820,000 2 Vehicles (not to exceed) EGP300,000 0 0 0 Special Projects Labor (not to exceed)

EGP3,000,000 EGP1,500,000 EGP1,500,000 EGP1,500,000

Award Fee Ceiling TBD TBD TBD TBD

The following is the total estimated cost (base plus option years) possible for the life of the contract:

0001 TOTAL TRANSITION PERIOD TBD

0002 TOTAL FIXED PRICE TBD

0003 TOTAL SUPPLIES (not to exceed) EGP 4,100,000 0004 TOTAL VEHICLE PURCHASE (not to exceed) EGP 300,000 0005 TOTAL LABOR (not to exceed) EGP 7,500,000

0006 TOTAL POSSIBLE AWARD FEE TBD

TEC TOTAL AMOUNT OF THIS CONTRACT TBD

B.4.2 HOURLY LABOR RATES

The following burdened rates apply to the Transition (on boarding) period described in Section C.5.1(d) and Special Project Activities as set forth in Section C.5.1(c). Labor Hours must be approved in advance and may only be accomplished when ordered in writing by the Contracting Officer’s Representative or Contracting Officer. The burdened rates include all administrative costs, local taxes, insurance, fringe benefits, “box” fee and actual salary paid to the employee. Contractor profit will be earned through the incentive based award fee in CLIN 0006 as described in Section B.4.4.

Personnel Base Period

(2 years) Option Year 1

Option Year 2

Option Year 3

Project Manager Engineer Level I Engineer Level II Painter Electrician Plumber Carpenter Laborer Level I Laborer Level II Other SME as required

Note: This table is illustrative and will be updated upon final award based on the successful offeror’s final revised Proposal.

B.4.3 MINIMUM/MAXIMUM WAGE AND BENEFITS

All local personnel engaging in work under this contract must be paid no less than EGP 1800/month, or for U.S. personnel in excess of the USG Contractor Salary Threshold (USD $642 per day at time of award). In addition, mandatory minimum provision of fringe benefits must include:

Annual leave

Sick leave

Religious leave

National/American Holidays

Social Insurance for employees

Social Insurance for company

Medical coverage for employees AND their families (up to 4 dependents)

Benefits in excess of these mandatory minimums are considered reasonable if already included in the application of an approved NICRA with the U.S. Government. All other benefits must be in accordance with applicable cost principles as dictated in FAR Part 41 and local labor law. Contractors are subject to audit to ensure that minimum wage and benefits are being applied in accordance with these conditions.

Failure to comply may result in contract termination.

B.4.4 AWARD FEE

Award fee will be TBD. It will be managed in accordance to 52.216-10 and the Government’s Quality Assurance Surveillance Plan (QASP) which will take into account the Contractor’s approved Quality Control Plan (QCP). Award fee will be determined on a standard services and ad-hoc services basis. See Attachment 9, page 3, for Award fee structure.

B.5 CONTRACTING OFFICER

Ralph Koehring USAID/Egypt Office of Procurement 1A Nadi El-Etisalat Street, off El-Laselky Street New Maadi, Cairo, Egypt RKoehring@usaid.gov

B.6 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The contracting officer’s representative for this contract is: TBD

B.7 - CONTRACTING OFFICER'S AUTHORITY

The Contracting Officer is the only person authorized to make or approve any changes in the requirements of this contract and notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely in the Contracting Officer. In the event the Contractor makes any changes at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract terms and conditions, including price.

B.8 - TECHNICAL DIRECTION/ RELATIONSHIP WITH USAID

USAID/Egypt shall provide technical direction/ oversight to the Contractor through the designated COR.

The Contracting Officer shall issue a letter appointing the COR for the contract and provide a copy of the designation letter to the Contractor.

(a) Technical Direction is defined to include:

(1) Written directions to the Contractor, which fill in details, suggest possible lines of inquiry, or otherwise facilitate completion of work;

(2) Provision of written information to the Contractor, which assists in the interpretation of drawings, specifications, or technical portions of the work statement;

(3) Review and, where required, provide written approval of technical reports, drawings, specifications, or technical information to be delivered. Technical directions must be in writing, and must be within the performance work statement as detailed in Section C.

(4) Assignment of and final decisions on prioritization of work orders.

(b) The COR is authorized by designation to take any or all action with respect to the following which could lawfully be taken by the Contracting Officer, except any action specifically prohibited by the terms of this Contract:

(1) Assure that the Contractor performs the technical requirements of the contract in accordance with the contract terms, conditions, and specifications.

(2) Perform or cause to be performed, inspections necessary in connection with a) above and require the Contractor to correct all deficiencies; perform acceptance for the Government.

(3) Maintain all liaison and direct communications with the Contractor. Written communications with the Contractor and documents shall be signed as "Contracting Officer’s Representative" with a copy furnished to the Contracting Officer upon request.

(4) Issue written interpretations of technical requirements of Government drawings, designs, and specifications.

(5) Monitor the Contractor's production or performance progress and notify the Contractor in writing of deficiencies observed during surveillance, and direct appropriate action to effect correction. Record and report to the Contracting Officer incidents of faulty or nonconforming work, delays or problems.

(6) Obtain necessary security clearance and appropriate identification if access to Government facilities is required. If to be provided, ensure that Government furnished property is available when required.

(7) Other delegations of authority as detailed in the COR Designation Letter.

*LIMITATIONS: The COR is not empowered to award, agree to, or sign any contract (including delivery or purchase orders) or modifications thereto, or in any way to obligate the payment of money by the Government. The COR may not take any action, which may affect the contract schedule, funds, scope or rate of utilization of LOE. All contractual agreements, commitments, or modifications, which involve prices, quantities, quality, and schedules, shall be made only by the Contracting Officer.

(c) The COR is required to meet monthly with the Contractor concerning performance of items delivered under this contract and any other administration or technical issues. Telephonic reports may be made if no problems are being experienced. Problem areas shall be brought to the immediate attention of the Contracting Officer.

(d) In the absence of the designated COR, the CO may designate someone to serve as Alternate COR in his or her place. However, such action to direct an individual to act in the COR's stead shall immediately be communicated to the Contractor.

(e) Contractual Problems - Contractual problems, of any nature, that may arise during the life of the contract must be handled in conformance with specific public laws and regulations (i.e. Federal Acquisition Regulation and Agency for International Development Acquisition Regulation). The Contractor and the COR shall bring all contracting problems to the immediate attention of the Contracting Officer. Only the Contracting Officer is authorized to resolve such problems. The Contracting Officer will be responsible for resolving legal issues, determining contract scope and interpreting contract terms and conditions.

(f) Failure by the Contractor to report to the Contracting Office, any action by the Government considered to be a change, within the specified number of days contained in FAR 52.243-7 (Notification of Changes), waives the Contractor's right to any claims for equitable adjustments.

* The exception to this limitation will be the process for requesting emergency, ad-hoc, or special services paid under CLIN 0005. This process will be documented and bilaterally approved after award.

B.9 - KEY PERSONNEL

The following labor categories and individuals are designated as Key Personnel for this contract:

Project Manager – TBD Maintenance Crew Supervisor – TBD NOB Crew Supervisor - TBD

Any change in Key Personnel requires advanced written approval of both the COR and CO.

B.10 - PLACE OF PERFORMANCE

This work will be performed in New Maadi, Cairo Egypt at the USAID/Egypt New Office Building (NOB), limited residences and the USAID warehouse as described in the performance work statement.

B.11 - ACCOUNTING AND APPROPRIATION DATA

TBD

B.12 - PRIVACY ACT

Data handled under this contract may contain Privacy Act data and must be handled in accordance with the Privacy Act of 1974, as amended.

B.13 - LANGUAGE REQUIREMENTS

Key personnel, supervisors, and help desk staff must have adequate English level proficiency to accomplish work tasks and satisfactorily communicate with clients/customers. Documentation of English proficiency will be required for any workers having routine contact with American employees and/or family members. All staff must have Arabic proficiency. This contract will be issued in English and Arabic, however if there are any discrepancies between the two versions, the English version will be considered binding. All reports, work orders, and proposals must be issued in English.

B.14 – BRANDING

The successful Contractor shall comply with the requirements of the USAID “Graphic Standards Manual” in accordance with ADS 320, available at www.usaid.gov/branding and any Feed the Future specific branding requirements to be released, or any successor branding policy.

B.15 - GOVERNMENT FURNISHED FACILITIES OR PROPERTY

The Contractor and any employee or consultant of the Contractor is prohibited from using U.S.

Government facilities (such as office space or equipment) or U.S. Government clerical or technical personnel in the performance of the services specified in the contract unless the use of Government facilities or personnel is specifically authorized in the contract or is authorized in advance, in writing, by the COR. More information about government furnished property can be found in Attachment 2.

The successful contractor will be provided office space for the following employees:

Project Manager Maintenance Crew Supervisor NOB Crew Supervisor Customer Coordinator Utilities Clerk Receiving Clerk Photocopier Clerk Supply Clerk

B.16 - CONFIDENTIALITY AND OWNERSHIP OF INTELLECTUAL PROPERTY

All reports generated and data collected during this project shall be considered the property of USAID and shall not be reproduced, disseminated or discussed in open forum, other than for the purposes of completing the tasks described in this document, without the express written approval of a duly authorized representative of USAID. All findings, conclusions and recommendations shall be considered confidential and proprietary.

B.17 - CONTRACTOR’S STAFF SUPPORT, AND ADMINISTRATIVE AND LOGISTICS

ARRANGEMENTS

The Contractor shall be responsible for all administrative support and logistics required to fulfill the requirements of this contract. These shall include all payroll, transportation arrangements, appointment scheduling, secretarial services, report preparations services, printing, and duplicating.

B.18 PAYMENT

The contractor may invoice in accordance with the prices in Section B.4, but no more than once every

(30) thirty days. For reimbursables (travel, transportation, per diem, etc.) the contractor may invoice as incurred costs are approved by the CO or COR (as delegated), but no more than once every (30) thirty days. For award fee (CLIN 0005), the contractor may invoice after the requirements of Section C are fulfilled but no more than once every (90) ninety days. In order to receive final payments, all final reports and closeout documentation must be accepted and approved by the COR.

B.19 INVOICES

B.19.1 Vouchers

One (1) original of each invoice shall be submitted on an SF-1034 Public Voucher for Purchases and Services Other Than Personal to:

From US:

USAID/Egypt

Office of Financial Management Unit 64902

APO AE 09839-4902

From Egypt:

USAID/Egypt Office of Financial Management 1A Nadi El-Etisalat Street, Off El-Laselky Street New Maadi, Cairo, Egypt

Electronic submission of invoices is required; paper copies will not guarantee payment. The SF-1034 must be signed, and it must be submitted along with the invoice and any other documentation in Adobe.

E-mail to: acctspayableegypt@usaid.gov

B.19.2 Billing for Support to other Agencies

The contractor will be responsible for breaking out expenses by account codes to tenant agencies operating in the NOB for building maintenance services and business center services, such as photo copying and telephone services.

B.20 PRE-AWARD SURVEY

The apparently successful offeror shall undergo an accounting system survey prior to or shortly after the award of the contract. The survey will be performed by USAID/Egypt’s Office of Financial Management.

The survey is meant to determine if the recipient’s accounting system is in accord with Generally Accepted Accounting Principles and it is capable of accumulating costs for government contracting.

The contractor is required to implement recommendation(s) that may result from accounting system deficiencies noted during the survey of the accounting system.

[End of Section B]

Section C - PERFORMANCE WORK STATEMENT (PWS)

C.1 General: This is a non-personal services solicitation to provide facility operations, custodial, and supply management services (FOCS). USAID/Egypt will monitor the performance of all contractor service providers, over the term of the contract. Such solicitation service providers must be accountable solely to the Contractor who, in turn is responsible to the Government. The contractor must provide all personnel, facilities, transportation, supervision, and other items and non-personal services necessary to perform FOCS as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor must perform to the standards in this contract as defined below.

C.2 Background: Located in New Maadi, Egypt, USAID/Egypt’s New Office Building (NOB) was first occupied in 2001. The 10,000 square meter facility has four floors and a basement, and includes offices, conference rooms, cubicle areas, a cafeteria, medical unit, gym, parking lot, and a garden area. In addition to USAID/Egypt, the facility houses other U.S. government agencies and support service businesses, with a total of approximately 300 workers utilizing the facility Sunday through Thursday (except holidays).

C.3 Objective: The objective of this solicitation is to obtain services for the U.S. Agency for International Development Mission in Egypt as follows:

1. Operational and maintenance services to USAID/Egypt’s office building which include:

maintaining and servicing building operation systems, procurement of maintenance related supplies and on a limited basis, similar maintenance on residences in Maadi. Oversight of utilities payment for the NOB and residences, maintenance of facility equipment, furniture repositioning, and other related tasks as further defined in Section C.5.2 .

2. Custodial and gardening services for USAID NOB.

3. Small Scale Expendable Property (EXP) management, office mail delivery, document reproduction and records management.

C.4 Scope: The purpose of this solicitation is to obtain specific non-personal services falling into the three major operational categories noted in this section, summarized as facility operations, custodial, and supply management services (FOCS). These services are further classified by their method of delivery which ultimately guides the billing/payment method. The methods of service delivery under this solicitation include recurring service delivery, intermittent small scale procurement, and delivery (implementation and completion) of special projects. Regardless of the method of delivery, all services performed under this solicitation must fall within the scope of major operational categories. The following includes, but is not limited to, the services to be provided1:

C.4.1 Provide Operational and Maintenance Services to USAID/Egypt Facilities: The contractor must provide all personnel and logistics support necessary to perform maintenance at USAID's facilities. The term "maintenance" must entail the furnishing of skilled workers, their supervision, and the provision of

1 **NOTE: This PWS regularly uses the language “included by not limited to.” This is supposed to capture the fact that USAID has not included an exhaustive list in each operational category. The scope is intended to include all aspects of the major operational categories, including items not listed but what a reasonable technician in that service category would include. Any disputes on these matters will be resolved bilaterally between the USAID Contracting Officer and the contractor.

ordinary tools, equipment and spare parts or supplies for carpentry, electrical, cubicle assembling, plumbing, painting, furniture relocation, building automation systems, refrigeration/air cooling, appliance repair, pest control, masonry and other services not provided by USAID. Information about government furnished property, equipment, and services can be found in Attachment 2. In addition, the contractor is responsible for the transportation of work crews and equipment necessary to provide all services under this solicitation.

This includes the installation, maintenance, and repair of security systems including but not limited to cameras, monitors, gates, drop bars, bollards and doors. In addition, the contractor must provide all personnel and logistics support necessary to perform installation, operation, repair and preventive maintenance on electrical, transformers and distribution panels systems, including but not limited to heating, ventilation and air conditioning (HVAC) systems, chillers, pumps, and cooling towers. Semi-annual tasks include but are not limited to air filter replacement, cleaning HVAC systems, and painting.

Furthermore, the contractor must manage utility payments and maintenance related supplies that includes but is not limited to electrical systems, gas and water for the NOB and electrical, gas, water and internet for approximately 35 residences.

The contractor must be able to receive emergency requests 24 hours a day, 7 days week and must also have a technician present in the NOB (24 hours a day, 7 days week), in order to respond to emergency requests within 30 minutes of a call from authorized USAID personnel. If a cleared and approved technician is not available, the contractor will be responsible to escort the individual with 100% oversight by a security cleared and approved staff member. The contractor must be capable of dealing with a broad spectrum of potential emergencies, including but not limited to broken water pipes, fires, electrical outages, etc.

The contractor must perform other projected and authorized maintenance related services such as special projects.

C.4.2 Custodial and Gardening services: The contractor will provide custodial services for the NOB, and on a limited basis for the warehouse compound (located in Zahraa Maadi). Custodial services will be required infrequently, approximately ten times per year, for leased apartments. The number of janitors needed will be determined by the contractor. The custodial daily tasks include but are not limited to cleaning NOB facility floors, restrooms, offices, entrances, lobby, corridors, stairs, trash disposal, exposed surfaces, conference rooms, gym, medical unit and the facility exterior such as grounds care, sidewalks, and streets adjacent to the NOB.

Scheduled custodial tasks include but are not limited to floor scrubbing, stripping and re-waxing of non-concrete or carpeted floors, cleaning light fixtures, high cleaning, and glass cleaning, vacuuming cubicles, and shampooing of carpets.

Gardening Services for the NOB includes maintaining and mowing grass areas, weeding, watering, fertilizing, trimming, planting, and ensuring grass is cut and that all sidewalks and driveways are edged.

Gardening services includes replacing plants or grass that are not in good condition, and planting seasonal flowers. The gardeners care for potted plants located both outside and inside the NOB and on the balconies and terraces. The gardeners will only use U.S. approved pesticides. In addition, the contractor must maintain a large garden and grounds of one residence in a pristine state, and perform any other task(s) that is required. The contractor will also be responsible for providing car wash services for approximately 14 USAID vehicles on a daily workday basis.

C.4.3 Small scale expendable property (EXP) management, office mail delivery and document reproduction: The contractor must oversee an Expendable Property (EXP) by projecting property acquisitions, providing internal control and accountability, storage, and distribution of expendable supplies. The contractor must use a system for inventory control, to assure compliance and proper oversight of expendable property.

The solicitation must oversee Communication and Records (C&R) file retirement, storage, retrieval and disposal in accordance with Automated Directive Systems (ADS) 500. This includes transporting boxes of files to the warehouse in Zahraa Maadi, and destroying files by shredding or incineration. The contractor will track the expiration dates of files for disposal. Disposal will be carried out one Saturday per month.

The contractor must provide bulk reproduction (approximately 120,000 copies annually) equipment operator services for the Mission during normal work hours (0800 to 1630 Sunday through Thursday except holidays). Reproduction equipment will be provided on site by USAID/Egypt. Reproduction services will include photocopying of Mission documents as requested, binding or other packaging as required, and tracking of copy services provided. The equipment operator will be responsible for monitoring the condition of the photocopier equipment assigned to the reproduction unit (approximately 6 copiers) and inspecting all photocopiers (approximately 16 copiers) in the NOB on a regular basis.

Furthermore the contractor will be responsible for performing minor preventive maintenance and repairs that do not require calling commercial support services. This includes, oiling cutters and emptying bags for the paper shredders (in the NOB), on a regular basis. Additionally, document reproduction staff is expected to deliver all in-house mail and newspapers to USAID/Egypt personnel, on a daily workday basis.

The contractor must also manage and setup a small storage of household effects that includes but is not limited to kitchen utensils, and linens (welcome kits) for approximately five residences for temporary use.

Furthermore, the contractor must also manage a stock of social event items that includes but is not limited to chinaware, silverware and glassware. These items will be used for official functions and receptions.

The tasks associated with managing these household effects and social event items include but are not limited to washing, drying and ironing of the described effects.

C.5 Specific Deliverables/Tasks:

C.5.1 Service Delivery: Listed in Section C.4 are categories of services which the contractor is required to provide forming the basis for this contract: (1) Operational and maintenance services to USAID/Egypt New Office Building (NOB), (2) Custodial, and gardening services, (3) Small Scale Expendable property (EXP) management, office mail delivery and document reproduction services.

Services under this solicitation will be designated and delivered as either recurring or special projects services. The contractor will be paid a fixed monthly price for delivering recurring services. The contractor will be compensated in addition to the monthly recurring fixed price to procure parts and supplies. Also the contractor will be compensated to take on special projects. Further information on payment can be found in Sections B.18 and B.19. The three methods of service delivery are as follows:

(a) Recurring Services: The Contractor will be paid a fixed monthly amount for providing recurring pre-identified operational and maintenance services, custodial and gardening services, expendable property (EXP) management and document reproduction services to USAID/Egypt Facilities.

(b) Maintenance Supplies: The contractor will receive direct reimbursement for the procurement of supplies and equipment initiated and approved through an authorized USAID work order.

(USAID will directly purchase the majority of supplies and equipment that can be planned for recurring activities.)

(c) Special Projects: The contractor will receive additional payment on fully loaded hourly rate for relevant services that are not included in the duties detailed above, which may include completion of relevant short term projects/tasks within USAID/Egypt. Special projects will be initiated and approved through an authorized USAID work order. The contractor will be reimbursed for up to an annual ceiling amount for approved special project time and materials with receipts, as stipulated in the final Solicitation.

(d) Start Up/Close Out/Phase Out Period: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, there will be a period of overlap between the incumbent contract holder and the successful Offeror during the first (30) thirty days of the contract. The Contractor must have sufficient personnel on board, during this periods to become familiar with the facility, building policies and procedures and performance requirements in order to commence full performance of services within no later than (30) days of contract start date. This solicitation also includes a clause for a (30) day extension at contract close out to ensure a smooth transition between incumbent and follow on contractor(s). The Contractor must have a Transition Plan in place to facilitate onboarding and start up at the start of the period of performance, as well as closeout of all activities and hand off to any potential follow-on contractors at the end of the period of performance. Key personnel must be available from the contract start date through contract closeout.

The successful contractor, and its subcontractors, will be required to offer those services employees that are employed under the predecessor contract, and whose employment will be terminated as a result of the award of the successor contract, a right of first refusal of employment under the contact in positions for which they are qualified. As such, a list of the current employees working for the incumbent contractor will be made available to the successful Offeror.

USAID encourages hiring those employees as they already have security clearances and are familiar with the work, which should represent savings in the transition plan time and cost.

Nevertheless, the successful Offeror will ultimately be responsible for determining the staffing required to meet the needs of the PWS but should be ready to justify staffing decisions when incumbent employees are not retained.

C.5.2 Basic Services

(a) Recurring Operational and Maintenance Services to USAID/Egypt Facilities:

The contractor must provide all personnel and logistics support necessary to perform maintenance at USAID's facilities. The term "maintenance" entails the furnishing of skilled workers, their supervision, and the provision of ordinary tools, equipment and spare-parts or supplies for carpentry, electrical, cubicle assembling, plumbing, painting, furniture relocation, building automation systems, refrigeration/air cooling, appliance repair, pest control, masonry and other relevant services as required.

The contractor will provide technicians and supervisors to install, operate, monitor, maintain and repair all electrical, plumbing and mechanical systems and equipment such as, but not limited to:

electricity generators, security systems, locks, building automation systems, HVAC systems, water pumps, diesel pumps, sprinkler system and electrical distribution panels, at NOB, retained facilities at the warehouse, all parking lots and other USAID-operated facilities. The contractor must immediately inform the COR of the occurrence of any major or unusual maintenance problems. The Contractor is not required to maintain or repair any equipment which is under warranty or covered by another service contract, except for manufacture preventative maintenance as recommended.

Work at the office building and on a very limited basis other USAID facilities will include, for example, installation of new systems, removal or erection of walls, removal or installation of doors, installation of electrical circuits, and renovation of offices for new occupants, minor construction/ renovations of offices such as gypsum type walls, gardening and grounds improvements, or other general management services required by the USAID/Egypt during the solicitation period. The Contractor must provide qualified professional consultation when USAID is examining the structural soundness and potential for maintenance problems in new properties under consideration for lease or is examining difficult or costly solutions to maintenance problems. Preventative maintenance work for all building systems is required.

The tasks below are an illustrative list of activities that will be conducted as part of the recurring services:

Electrical Services:

a) Inspection and repair of the general distribution panel, determining load and properly balancing phases.

b) Identification and repair of electrical short circuits in the internal power distribution lines or switches and/or power supply.

c) Installation of outlets, switches, lamps, fans, and a variety of electrical equipment.

d) Repair and installation of all electrical appliances and parts for which USAID has no service contract.

e) Services involving installation of transformers and other electrical equipment, as required or requested.

f) Inspection, repair and installation of grounded electrical computer plugs throughout office space.

g) Maintain, operate, refuel and test two generators.

h) Install cabling for internet, power, telephone, television satellite, LAN wires, and control wires.

i) Maintain light fixtures at all parking lots inside and outside the NOB.

Plumbing:

a) Install, maintain and repair of potable water pipes and sewage systems, water sinks, toilets, wash basins, showers, bath tubs, water heaters, dishwashers, washing machines, etc. and their respective accessories.

b) Clear clogged drains and floor drains.

c) Installation, repair and maintenance of soap dispensers, towel paper holders and hoses.

d) Repair water distillers.

Carpentry:

a) Repair and installation of shelves, dividers, pantries, storeroom, closets, doors, windows (including replacement of broken glass), etc.

b) Replacement/placement of knobs, hinges, security locks, etc.

c) Repair, refinishing, and re-upholstery of furniture.

d) Prepare, sand, varnish, and paint furniture, shelves, doors, windows, etc.

e) Hang items on walls, such as screens, bulletin boards, maps, DVC’s, etc.

Painting:

a) Preparation, sanding, filling holes and painting walls and ceilings.

b) Exterior painting such as the metal sheets fence of the exterior wall.

c) Interior painting.

d) Varnishing wooden doors, floors and furniture.

Appliance Repairs:

a) Installation, repair and maintenance of refrigerators, freezers, stoves, washers, dryers, irons, toasters, water heaters, ovens, dishwashers, distillers and some other household appliances in the USAID inventory.

HVAC

a) Installation, repair and maintenance of chillers, air handling units, fan coils, split units, cooling towers, filters, water treatment, pumps, boilers, water pipes and cladding, valves and accessories, grills, dampers, controls, DX units and ducts.

Building Automation System:

a) Hardware: Installation and repair of controllers, cables, control panels and frequency drives.

b) Software: Preparing logic and single line diagrams and the installation of software.

c) Use software to operate and monitor performance of major building systems and respond quickly to failures.

Security Systems:

a) This includes the installation, maintenance, regular cleaning and repair of security systems including but not limited to cameras, monitors, gates, drop bars, bollards, locks, mag locks and doors.

b) Installation, maintenance and testing of public address intercom system.

Elevators:

a) USAID maintain service contracts for OTIS elevators, fire alarm systems, HVAC water treatment system and chillers. The contractor under this award will provide timely first line basic maintenance of these systems as needed.

b) Perform very minor repair of contracted systems such as elevators and firefighting systems.

(Most common repair is system reset and other responses not included in the service contracts.)

Masonry/Tiling:

a) Repairs to walls, roofs, sidewalks, garages, etc. due to other repairs or deterioration from weather and humidity, poor materials or general wear.

b) Marble, granite, limestone and landscaping installation.

Minor Renovations Projects:

a) Renovation and/or repair work, including walls, doors, locks and furniture.

b) Renovation of brick walls, gypsum board walls, assembly and disassembly of partitions.

c) Renovation plastering.

d) Installation of aluminum work (window framing, furniture, etc.) as required.

General Works:

a) Routine inspection of NOB and on a very limited basis residences and warehouse to determine the repair and material needs.

b) Maintenance for appliances.

c) Minor repairs, installation and replacement of carpeting.

d) Monthly check of firefighting systems.

e) Maintenance, service and operation of the incinerator located at the warehouse compound.

f) Installation and dismantling of scaffolding.

g) The Contractor must ensure that one technician is on duty at NOB 24 hours a day, seven days a week including holidays and weekends.

Safety:

a) While performing the previously mentioned tasks, all contractor personnel are required to use safety gear such as but not limited to safety shoes, gloves, helmets, harness, safety ladders and other hot works safety standards.

b) No ladders could be left outside the building after completion of tasks every day.

Escorting:

a) The security cleared contractor staff will escort other maintenance contractors’ staff who do not have security clearance while performing work inside NOB.

Operating Procedures

Daily Maintenance Requests: All maintenance work must be initiated by a Work Order issued by USAID. The work order will normally be issued in writing, but may be initially issued orally by mission employees holding one of the following positions in USAID Executive Office:

Contracting officer’s representative (COR), ACOR, General Services Officer (GSO), Executive Officer (EXO) and Deputy Executive Officer (D/EXO). Normally, written work orders will be issued on a daily basis by the COR to the Contractor's Customer Service Coordinator or such other individual as the Contractor may assign. The Contractor must assign a number to the work order request, assign a crew to the work order and arrange an appointment with the requestor.

Upon completion of the work, the Contractor must obtain the signature of the requestor of the services (or of a representative of the requestor) verifying that the work was performed. These transactions may be completed via email.

Completion of Daily Requests: Upon completion of the work, the Contractor should annotate the work order at minimum with the start and completion dates, the hours worked by labor category, workforce wages, intermittent wages, overtime, materials cost, subcontractors cost and total work order cost. The Contractor must provide copies of each month's annotated work orders to USAID with its monthly invoice.

Daily Requests Management: Contractor must maintain a computer-based maintenance tracking system with the capability of satisfying USAID tracking, monitoring and evaluation requirements. In no case will there be any modification of the Contractor's response times. Work orders which must be corrected due to the Contractor's negligence or unsatisfactory work must be corrected at the Contractor's expense.

Emergency Repairs/Services: For the purpose of this contract, an emergency is defined as a situation that has or could lead to: danger to life; danger or great discomfort to person; increasing property damage; or the malfunction of environmental systems, such as heating, ventilation and air conditioning (HVAC). The Contractor must provide the COR with a list of at least three Contractor employees and their mobile phone numbers who may be contacted by USAID during non-working hours to report emergencies. Emergency or immediate repairs take precedence over other types of repairs due to their nature. These repairs may include but are not limited to:

a) Electrical short circuits and power failures.

b) Damaged electrical and sanitary fixtures that pose an immediate danger or health hazard.

c) Damaged security light fixtures and replacement of security bulbs.

d) Broken glass panes.

e) Security system failures such as, gates, drop bars, cameras and bollards

f) Damaged gate or door locks and fittings.

g) Major plumbing problems, i.e. burst pipes, leaking hot water heaters, no water, etc.

h) Failure of major system such as, HVAC, electrical and generators.

Emergency point of contact: For emergency situations, a crew supervisor will have decision making authority in order to respond to problems quickly and effectively. On very limited basis, the crew supervisor must be able to respond to emergency requests from any USAID’s residence in Maadi within 30 minutes of a call from one of the following authorized individuals: COR, ACOR, GSO, EXO and D/EXO. The contractor is responsible to take immediate action, for emergencies and is expected to provide a prompt status updates to the COR. Historically, emergency requests occur, on average, about once a week at a residence or the NOB.

The Contractor must provide means of transportation for the emergency crew supervisor, stocked with the basic tools and equipment necessary to enable the crew supervisor to take the appropriate action upon arrival at the site of the emergency. This crew supervisor will be responsible for taking whatever immediate action is needed to secure the safety of persons and property affected by the emergency, including bringing in additional Contractor staff and resources when needed to resolve the emergency.

Utilities Services (35 residences)

a) Coordination with utility services providers (gas, electricity, water, sewage) to initiate and terminate services as needed and to resolve any problems referred to the Contractor by USAID/Egypt.

b) Monthly monitoring of utility bills for the NOB and for up to 35 residences and for generating monthly reports to track usage; Review and verification of all bills, and preparation of payment vouchers for timely submission to the COR for signature and processing.

c) Where USAID/Egypt is providing utilities support to other agencies, the Contractor will prepare the requisite bills of collection for use by USAID/Egypt in obtaining the required payment.

(b) Recurring Custodial Services:

The contractor must provide custodial services for the NOB and on a limited basis for one residence and the warehouse. The number of janitors needed will be determined by the Contractor, and approved by the COR, in accordance with the work plan. Note: All furniture, equipment, and any items moved doing the following tasks must be returned to their original positions, unless otherwise instructed.

Custodial Services for NOB

Daily Tasks: The tasks below are an illustrative list of tasks necessary to keep the interior of the NOB to a high standard of cleanliness on a day to day basis. It is assumed that there may be small supplementary activities not explicitly listed, but within the scope of relevant tasks necessary to achieve the objectives of this contract.

a) Offices and partitions: Desks, chairs and carpeted areas must be free of dust build-up and free of all loose solids and debris. Upholstered furniture, cubicles, and blinds must be free of visible dust build-up

b) Floors: Non-carpeted interior flooring to include balconies, stairways, stairwells, and elevators floors must be free of all loose dirt, streaks, or smears. Sweeping, dust mopping, damp mopping of the main corridors, lobby, and entrance floors to ensure they are free of soil and marking must be completed before 8am on workdays.

c) Vacuuming: Carpeted areas must be free of dust build-up and free of all loose solids and debris. Upholstered furniture, cubicles, and blinds must be free of visible dust build-up.

d) Rest Rooms: Rest room fixtures, including toilets, urinals, shower stalls, lavatories, and sinks must be disinfected and free of dirt, debris, and mold. Floors must be disinfected and free of visible loose debris, soil, and marking. Partitions must be free of film, streaks and stains. All metal fixtures and hardware will be clean and streak free. When present, shower stalls/rooms will be defined to be part of the rest room. All rest room supply holders including paper towel, toilet tissue, air refreshers and soap dispensers must have a sufficient level of supply or product for use throughout the day. Waste receptacles must not overflow and should not have more than a few items left overnight (after the end of the work day). Deep cleaning of the bathrooms could be performed on Saturdays.

e) Lobby, Entrances and Main Corridors: Main corridors, lobby, and entrance walls must be free of soil and markings. Miscellaneous hardware and metalwork and all other surfaces are to be free of soil, stains, and smudges. Any cleaning of these areas must be completed before 8am (workdays).

f) Exposed Surfaces: All exposed surfaces, defined as exterior or façade, including but not limited to, hand railings, stainless steel, ledges, grills, fire…