ICAAS_SOW.doc

Solicitation RFP 668-13-000001

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C. STATEMENT OF WORK

Background:

The United States Agency for International Development (USAID) occupies three compounds in Juba, South Sudan. They are known as, the Residential Compound (RC), the Office Compound (OC), and the M&E Complex. USAID Mission Juba South Sudan is co-located with other Agencies of the US Government, including State, INL, DOD and CDC. In addition, USAID has leased three six bedroom houses located between two of the compounds. The three compounds are:

The Residential Compound (RC), consist of the following:

· Sixty (60) modular residential units. Each includes a living/dining room, kitchen, bathroom, bedroom and veranda.

· Four residence houses, each with three bedrooms.

· One guest house with six bedrooms.

· One recreation center with an office.

· A gym/health center and adjacent locker rooms.

· A swimming pool.

· Kitchen and cabana/bar.

· One laundry facility.

· One sewage waste treatment facility.

· One potable water pump and filtration system.

· Two water storage tanks.

· One water storage tank for reserving water for firefighting use.

· Two water storage tanks for holding treated waste water.

· Seven 20-foot converted shipping containers each divided into four storage compartments for use by permanent and long-term TDY staff for storage of personal effects.

· One planned grounds irrigation system (consisting of an above ground sprinkler system) to maintain lawns and other greenery.

· One tennis court.

· One dining facility with an institutional kitchen with total seating capacity of approximately thirty persons (remolding to begin in FY13).

· A parking lot with a small guard shack used by local guard force (located across the road from the main entrance gate on the west side of the compound).

· A main electric power plant.

· A small back-up generator for the IT server room.

· A communications (IT) center/server room and radio room located in two 20-foot containers.

· Broadband wireless Internet system and satellite TV facilities.

· A portable safe haven is also located on the compound.

The Office Compound (OC), which functions as the U.S. Embassy, Juba, and the USAID mission, currently consists of two office buildings. The Embassy consists of 50 desks, and the USAID Annex building has the capacity of 104 cubicles. Also on the compound is a small cafeteria, one prefab building serving as office space for as many as twelve (12) persons, one prefab server room, one small prefab building serving as a library, one prefab conference building, one lavatory center (locally termed the "ablution block") with showers, toilets and sinks, one sewage waste treatment facility, one warehouse divided into an area of non-expendable supplies and an area for expendable supplies, one vehicle maintenance facility and various modular units (converted/upgraded shipping containers) that house temporary offices, including the motor pool and travel offices and a pouch mail/file room. A small prefab building is used by the construction contractor as an office. A 20-foot container used as a check cashing office. In front of the compound, on the east side, between the perimeter wall and a row of large set-back boulders is an area of grounds approximately 8 meters wide. There is one potable water pump and filtration unit on the OC, two potable water storage tanks, one storage tank used for holding treated waste water.

The M&E Complex, which functions as a conference center has 4 office cubicle units with 40 desks, one large conference room with a capacity of 60 people, one small conference room with a capacity of 20 people, drivers’ room, guard house, kitchen, storage room and toilet facilities for both male and female.

The Leased Primrose House, consist of a two floor building with 8 rooms, 4 rooms with attached bathroom, 4 rooms with shared bath rooms, 2 dining rooms , 2 living rooms, 1 reception guard house and 1 outdoor bath room.

The Leased OCHERA HOUSE, consist of a one floor building with 7 bed rooms with attached bath rooms, 1 one living/dining room, a kitchen, a bathroom living/dining/kitchen area, parking space and bathroom out door.

The Leased JLE house, consist of a one floor building with 3 three bed rooms.

Note that it is likely that additional off-site housing will be acquired during the course of the contract.

Description of Services. The contractor shall establish and operate the food service facilities described herein for the purpose of dispensing food, beverages, supporting catering events as requested and such other items as may be authorized by the Contracting Officer (CO) in accordance with the terms and conditions of this contract.

Scope of Work. The contractor shall establish and operate in the Contractor’s name; the food service facilities for the purpose of dispensing food, beverages and such other items as may be authorized by the Contracting Officer’s Representative (COR), in accordance with all terms and conditions specified herein at each of the following facilities.

The cafeteria is to be operated for the benefit of an average of approximately 125 residency occupants. The Government shall not be held responsible for any variation from this residency population.

Terms of Contract. The contract shall be for a period of one base year and four one year options, effective with the beginning date specified in the Notice to Proceed, subject, however to the rights of termination set forth in the termination clauses. At the option of the Contracting Officer and in concurrence with the Contractor, the contract may be extended thereafter for a term or terms of one to five years, provided that the Contracting Officer shall give written notice to the Contractor at least 60 days before the contract, or any extensions thereof, would otherwise expire. In no event shall the contract period, as extended, exceed a period of five years from the beginning date of the original contract.

Randolph-Sheppard Act. This contract is not subject to the Randolph-Sheppard Act.

C.1.

Specific Duties and Responsibilities of the Contractor

C.1.1. Administration: The Contractor shall provide full time administration service for management of the compounds. These key personnel must have strong interpersonal and team building skills and must have the ability to serve as an effective liaison with a wide array of individuals, institutions, and with personnel from other contractor companies. The Contractor shall provide such service by employing as required and filling the following full time key personnel positions:

C.1.1.1. Operations Manager: An Operations Manager responsible for overall operations of all compounds, as outlined in the paragraphs below. The qualifications of the Operations Manager include a minimum of three (3) years of overseas professional experience along with professional training in hotel management or a related field.

C.1.1.2. Accommodations and Housekeeping Manager: An Accommodations and Housekeeping Manager responsible for all efforts outlined in section C.1.4 below. This manager must have a minimum of three years overseas experience as a manager in the hotel/hospitality industry and must be thoroughly familiar with typical standards of American housekeeping.

C.1.1.3. Dining Facility Manager: A Dining Facility Manager responsible for operations of the RC and OC dining facility to include overseeing catering/food preparation for staff and guests, managing contractor staff, ordering of food, and management of all aspects of the dining facilities. The Dining Facility Manager must have a minimum of three years of professional experience managing a food establishment.

C.1.1.4. M&E Complex Manager: An M&E Complex manager will be responsible for managing the M&E Complex to include the planning of all events, supervising staff, and interfacing with all US Embassy and USAID offices for scheduling.

C.1.1.5. Maintenance Manager: A Maintenance Manager responsible for all efforts outlined in section C.1.5 below. The qualifications of the Maintenance Manager include a minimum of three years of overseas professional work as a maintenance manager, providing general maintenance services at levels that fully meet American safety and health standards and codes.

C.1.2. Accommodations Operations: The Contractor shall provide the following:

C.1.2.1. Guest Room Preparation: The Contractor shall ensure that guest rooms and permanent party living quarters are clean and made ready for occupancy as soon as they are vacated. The rooms and permanent quarters must be in a state of cleanliness that reflects the highest possible American standards. The Contractor shall develop and maintain a checklist to ensure all necessary accoutrements are in place, including clean bedding and linens, towels, a working telephone, a computer, and hot water among others.

C.1.2.2. Guest Registration: The Contractor shall operate a Reception Office (located at the RC) and manage a guest reservation system that assigns TDY visitors either to a room or residential container or to a local hotel approved by the Regional Security Office (RSO). The Contractor shall greet and register guests at the reception center, shall register them, provide them with a key or with an assignment to a particular local hotel and with a welcome package containing cell phone, radio, emergency phone numbers, and other material as provided by the Executive Officer and/or the Regional Security Officer. The Contractor shall escort the guest to his/her quarters or to motor pool transportation to a local hotel. The Contractor shall maintain a Microsoft Excel spreadsheet register of TDY visitors, showing dates of the visit, the room, container or hotel where assigned as well as phone numbers of the visitors. The Contractor shall collect Travel Authorization (TA) documents from all visitors upon check-in and provide those documents to USAID as requested, notifying the COTR of any instance when a TDY guest is unable to present a TA upon check-in.

C.1.2.3. Permanent Party Registration: As with short-term TDY visitors, the Contractor shall maintain a roster of permanent housing assignments. Generally, permanent party and long-term TDY individuals are assigned to one of the converted modular shipping container residences. The Contractor shall register the newly arrived individual, provide keys, a welcome package and other material as above and shall escort the individual to his/her assigned quarters. Prior to arrival, the Contractor shall inspect the proposed assigned quarters with the COTR or Executive Officer.

C.1.2.4. Guest Services: The Contractor shall provide mail and message service for guests, assist guests in arranging for transportation, respond to complaints such as maintenance problems with the guest's room, and other guests. The COTR should be immediately notified of any guest requests that fall outside of this scope of work.

C.1.3. Food Service: The Contractor shall provide the services as described below:

C.1.3.1. General: The Contractor shall provide food service to the staff and guests as described below. The successful Contractor should be able to:

· Deliver food and beverages at attractive price options that are healthy, and

· Maintain operations in an environmentally responsible and sustainable manner.

USAID envisions the services under this Contract to be a model for wellness and sustainable operations. Generally stated, this objective may be realized by operations that will include:

· Food and beverage items that meet the dietary guidelines for Americans that are healthy as part of a balanced diet and contain as few as possible, if any, chemical or biological additives.

· The ability to meet/exceed customer expectations through creative and innovative programs, delivery methods and industry trends.

This contract is designed to ensure that the services provided will continue to meet the highest standards of customer satisfaction, provide an innovative wellness program, support a healthy diet, and successful sustainability program. Continual feedback from the selected Contractor, USAID, and its customers is key to achieving this goal. As a result, it is understood that regular progress and results evaluations will be essential as USAID and the selected Contractor will make program adjustments based on industry trends, regulatory requirements, the operational and financial results achieved and the level of success in reaching the wellness and sustainability goals outlined in this RFP and through the course of regular operational reviews.

The Contractor shall operate and maintain institutional style kitchen and dining facilities and shall provide and prepare all foods including produce, meats, beverages, breads, desserts, etc. The Contractor shall ensure the entire food operation, including facilities, personnel and practices, is maintained at standards as good as or better than as prescribed by the U.S. Department of Health and Human Services Public Health Service Food and Drug Administration's Food Code of 2005 or later. USAID will provide facilities, equipment and utilities. The Contractor shall provide all food and condiments. Customers must pay in cash (U.S. $ or local currency), check, credit or debit card, and all proceeds will be considered as contract revenue for the Contractor. On occasion, USAID or the U.S. Embassy may host VIP visitors or special events. The Contractor should be prepared to cater representational events upon request and shall direct-bill the requesting Agency.

C.1.3.2. Kitchen and Dining Facilities: The Contractor shall operate and maintain, on the RC, the kitchen and other cooking facilities (NB, the grills near the pool/cabana area) on the RC. The Contractor shall ensure the cooking staff takes all appropriate safety precautions to prevent injury to themselves or others. The contractor shall ensure the cleanliness of staff, cookware, dishware, cutlery and serving lines as well as the tables, table cloths, chairs and other furnishings in the facilities, as well as the floors, walls, windows, ceiling fans and other furnishings/equipment. The Contractor shall maintain the dining facility as a healthy, attractive, inviting facility in which to dine.

C.1.3.2.1 Hours of Operation: The following hours are minimal hours of operations to which the Contractor must adhere; if the Contractor wants to extend the service schedule to increase its financial viability, the hours can be extended. Changes must be requested in accordance with modification to service schedule:

Residency Compound Dining Facility Monday through Friday

RC Dining Facility

Saturday, Sunday & Holidays

During Special Pool Side BBQ's and other events, the RC dining facility will be closed

Office Compound Dining Facility

Monday through Friday

OC Dining Facility

The OC Dining Facility is closed Saturday, Sunday and Holidays

C.1.3.2.2. Modification to Service Schedule: Any request for modifying the hours or days of service shall be submitted for approval of the COR prior to the start of service date. The Contractor can submit a request for reduction in service during Government holiday periods in advance (14 days). The COR will review the request and advise the Contractor if a request is approved.

C.1.3.2.3. Contractor Responsibilities: The Contractor shall provide prompt, efficient, and courteous service at all times. The Contractor shall staff with sufficient and suitable personnel to support this contract, maintain records, submit reports, and observe other contract requirements, all as more specifically set forth herein. Contractor shall meet monthly or as needed with the COR to discuss mutual objectives, including but not limited to service levels, wellness, sustainability menus, and marketing programs. At a minimum, Contractor will supply Agency with electronic calendars for use on the Agency Intranet.

· Service.

The Contractor will provide busing service during service hours to remove any remaining soiled trays, containers and utensils and assume that tables, floors and chairs are kept clean throughout the breakfast, lunch, and dinner service periods.

· Menus.

It shall be the responsibility of the Contractor to provide a variety of quality prepared foods that are a model for wellness and sustainability and in accordance with industry trends, industry standard practices and the industry’s latest innovative concepts. The Contractor shall offer food that provides wide variety to customers, including vegetarian, vegan, organic, healthy, ethnic and light eater. Menus must also include items for people with dietary restrictions and offer “low fat”, “low sodium”, “low calorie” and “reduced sugar” menu items. It is strongly recommended that 40% of the menu structure served at each concept at each meal period meet the above dietary restrictions. All menu items which meet any health claim eligibility must be clearly labeled for customers. During each serving period, easy-to read menus with prices listed shall be prominently displayed for the information of patrons at the dining facilities.

C.1.3.2.4. Procedure for Future Price Adjustment/Changes. Future price adjustments/changes must be submitted in writing. Any changes to the standard menu prices shall be submitted to the COR 30 days in advance. In situations where one or more critical food or supply items have sudden upward price fluctuations due to an “act of god” or other situation considered by the Contractor to be out of its control, the COR/CO are to be contacted with a request for a temporary surcharge or menu change. Once the subject item costs have stabilized, the former approved price is to be reestablished. It should be noted that the Government’s expectation for pricing menu items be less than local pricing of similar commercial facilities, due to the Government providing a fully furnished facility, and labor, and not charging rent.

C.1.3.2.5. Sanitation and Quality. The contractor shall serve quality food under clean and sanitary conditions. All food served shall be wholesome and free from spoilage, free from adulteration and misbranding, and safe for human consumption. Uncooked items, such as fresh fruits, shall be clean and free from blemishes. All foods shall, when served, be attractive in appearance and correct in temperature and consistency.

C.1.3.2.6. Personnel and Supervision. The Contractor shall staff with sufficient professional personnel to maintain sanitary conditions and satisfactory service which will ensure prompt and efficient service. All employees must be sober, conscientious, neat, and courteous. All employees assigned by the Contractor to perform work under this contract must be physically able to do their assigned work and shall be free from communicable diseases. The Contractor must provide training to employees to ensure competent performance in all areas associated with these contract services. At all times while on duty, the Contractor’s staff shall wear a distinctive professional looking uniform that displays the company logo, wear hair nets and or other suitable head covering, appropriate gloves while handling food and legible name badge as a means of identification at all times while they are in the building.

C.1.3.2.7. Reporting Requirements.

· Monthly (or four week) Operating Statements:

The Contractor shall furnish copies of the monthly (or four week) profit and loss operating statement to the COR within twenty (20) days after the end of the monthly (or four week) accounting period. The Contracting Officer (CO) or representatives shall, as required and necessary, examine and audit all phases of the financial operation of the food services (including rebates/discounts) provided by the Contractor.

On a monthly basis, the Contractor is also required to provide the following information relating to patronage and sales:

Reporting Period: Month/Year

Revenue Days: #

Total Sales Customer Count Check Average Customer per Day

Breakfast $0.00

Lunch

C.1.3.2.8. Cash Register.

The Contractor shall use cash registers at all point of sales and record all sales.

C.1.3.2.9. Milestone Chart for Contractor’s Deliverables:

The Contractor shall be required to submit the following deliverables and reports at times specified in the contract which are considered critical to the successful completion of all contractual requirements. All correspondence is to include facility name and contract number.

ITEM

DUE DATE

DUE TO

MSDS Sheets

Prior to start of service

On Site

Manager Resume

2 weeks prior to start of service

COR

Manager Resume Update

Duration of Contract

Certified Food Handler

Training Records

Profit and Loss Statement

Monthly

Patronage and Sales Report

Monthly

Contractor Inspection Reports

Contract Representative

5 days prior to start of service

CO & COR

Licenses

Prior to Start of Service

Central Contractor Registration Prior to start of service

CO

Insurance Requirements

Prior to Notice to Precede

CO

Online Representations and

Prior to Notice to Proceed

Certifications Application

Bi-annual Review

Review of Profit and Loss Statement

Nutrition Information

C.1.3.3. Facilities, Utilities and Equipment: USAID will provide the buildings (dining hall/kitchen and pool/cabana area facility), all electric power, running water and internal telephone system as well as satellite television for the dining hall and cabana. USAID also will provide all furnishings and equipment, such as air conditioners, ceiling fans, tables, chairs, televisions and kitchen equipment such as refrigeration units, stoves, ovens, food preparation tables, sinks, cookware and dining ware. The equipment to be provided will be in "as is" condition. The Contractor shall notify the COR in the event of failure or anticipated failure of such equipment and/or material. On the OC the Contractor shall operate a canteen or snack bar during the normal work week in a facility to be provided by USAID. The Contractor shall provide coffee, tea and soft drinks throughout the day and will serve a lunch in take-away fashion during the noon hours. The Contractor must provide American luncheon food as well as Sudanese. The Sudanese fare must be offered at prices that are affordable to locally employed staff and such pricing must be approved by the COR. He may sell snacks and other items as approved by the COR. When space allows expansion at a later date, USAID may provide a larger facility on the OC for the Contractor to operate a full-up kitchen and dining area as well as an area for the sale of souvenirs, snacks, etc. The RC dining facility will be remolded in FY13, however all services shall continue during this remolding period.

C.1.3.4. Potable Water Testing: The Contractor shall periodically (no less than quarterly) take samples of water from various locations on both compounds (as specified by the COTR) and submit the samples to labs (also as specified by the COTR); lab fees to be reimbursed to the Contractor.

C.1.4. Housekeeping: The Contractor shall provide a trained, healthy and safety- conscious housekeeping staff that will provide services as follow:

C.1.4.1. Residential Compound and off compound leased houses: The Contractor shall supply trained housekeepers who will provide cleaning and associated work at a standard that meets or exceeds that of a typical 4-star hotel in the U.S. The Contractor shall provide these services six days per week, generally Monday through Saturday. However, the Contractor shall provide limited housekeeping staff on Sundays to perform housekeeping services that would be disruptive to employees, residents or guests on the other days of the week. Note that additional residential property may be acquired at a future date and the Contractor shall provide cleaning and associated work fot those accommodations as well.

The Contractor is responsible for all necessary supplies and consumables for cleaning/janitorial services. The cost of these consumables will be reimbursed to the Contractor.

C.1.4.1.1 Holidays: The contractor will recognize the following paid holidays for its employees. Employees who are required to work on these days will be paid a premium. Dining facility services will be available 365 days a year:

· New Year’s Day (US) 1st of January

· CPA Day (SS)

· Martin Luther King, Jr. Day (US)

· Presidents’ Day (US)

· Easter Holiday (US & SS)

· SPLM/A Day (SS)

· Memorial Day (US)

· Independence Day (US) 4th of July

· Independence Day (SS) 9th of July

· Martyr’s Day (SS)

· Eid El Fitr Holiday (SS)

· Labor Day (US)

· Columbus Day (US)

· Eid Al Adha Holiday (SS)

· Veterans Day (US)

· Thanksgiving Day (US)

· Christmas Eve (SS) 24th of December

· Christmas Day (US & SS) 25th of December C.1.4.2. TDY Quarters: The Contractor shall clean and prepare guest rooms on the RC or the TDY houses, as required, as soon as vacated by a departing guest, cleaning the bedroom, bathroom, changing bedding, linens, towels and soap. If the departing guest left any personal items in the room, the housekeeper will return the items to the Reception Office immediately. Likewise, the Contractor shall ensure the housekeepers report to the Reception Office any missing items from the TDY guest quarters. The Contractor shall ensure that housekeepers daily clean the kitchens, porches, dining rooms and other common areas of the TDY quarters, including the small conference rooms in House #5. The Contractor shall ensure housekeepers report any broken or non-functioning equipment, appliances, furniture or utilities (e.g., plumbing or electrical problems) or areas needing painting, window or door repair, or other maintenance. Curtains, draperies, Venetian blinds and upholstered furniture will be cleaned as required.

C.1.4.3. Houses for Permanent Staff: The Contractor shall provide daily (Monday through Saturday) cleaning services for permanent staff residing in houses as well as in residential containers, including bedrooms, living/dining room areas, bathrooms and kitchens and verandas, if applicable. No cleaning services will be provided to houses on US and SS holidays. If requested by the Ambassadors or Mission Director, limited cleaning services will be provided for their house. The Contractor shall ensure housekeepers report to the Contractor's administrative staff any broken or non-functioning equipment, appliances, furniture or utilities (e.g., plumbing or electrical problems) or areas needing painting, window or door repair, or other maintenance, and the Contractor shall generally perform a complete "make-ready" refurbishment of the quarters immediately after the departure of a permanent staff member, repainting the walls, and cleaning curtains, draperies, carpets and upholstery. Mattresses, pillows, shower curtains, etc. will be inspected and replaced if necessary. The entire quarters will be renovated, as required at the direction of the COTR. The Contractor shall deliver bottled water to the modular residences so that residents have a constant supply of potable water.

C.1.4.5. Other Residential Compound Facilities: The Contractor shall clean the sally ports, CAC and entry rooms of the two entrances to the RC. The contractor shall clean the water pump and filtration room and the entire Reception/Recreation building daily, including the gym and locker rooms and the lavatories at poolside, cleaning and emptying trash and ensuring water coolers are filled each morning, cleaning the cabana and bar area, the fitness center and the small lobby of the building as well as the modular safe havens when they are installed. The Contractor shall clean the SIC room near the compound's north entrance as required and as requested by the COR. A daily cleaning is not necessary.

C.1.4.6. Laundry Service: The Contractor, using facilities and equipment to be provided by USAID, shall provide laundry (washing, ironing, and if able to find a facility, dry cleaning) services to residents and guests. This includes picking up the laundry from residences in the morning and returning the cleaned and ironed clothes in the late afternoon of the same day. The Contractor shall also provide this service to residents of the TDY houses, other leased property and for TDY guests staying in local hotels.

Laundry facilities (building and equipment to include automatic washers, dryers, irons, water heaters) as well as consumables will be reimbursed to the Contractor. Laundry services will not be paid by USAID. The Contractor shall establish, and the COR will approve, a fee for laundry services. The contractor will retain any profits generated by providing laundry services.

C.1.4.7. Office Building: On the Office Compound, the Contractor shall daily (except Sundays) clean the office building, ensuring the cleaning crew dust and clean all surfaces, including the floors, desks, chairs, tables and modular furniture. Questions concerning what and what not to clean should be directed to the COR. The Contractor shall ensure the cleaning crew clean rest rooms daily, placing sufficient supplies of soap and hand towels and toilet tissue and cleaning sinks, toilets, floors and floor drains, mirrors, paper towel dispensers and all surfaces needing cleaning. The Contractor shall ensure that water coolers are serviced, that sufficient water is in place at the beginning of each work day, and that the water coolers themselves are kept clean and that paper cups are kept in place. The Contractor shall ensure all relevant staff are trained in proper hygienic methods regarding the cleaning, filling and placement of the water carboys and that the staff clean, refill and replace these carboys hygienically. The Contractor shall ensure that the cleaning staff not move or disturb IT cables and wiring beneath the work stations when they clean. The IT hardware must not be moved by the cleaning staff. The Contractor shall ensure the cleaning staff empty waste baskets daily and return the clean, empty baskets to their original locations. Likewise, the Contractor shall ensure the cleaning crews empty the bins and boxes beneath paper shredders, disposing of the shredded paper in the proper garbage receptacle at the rear of the compound. The Contractor shall also clean the entrance foyer, ensuring the floor; windows, all surfaces are cleaned daily, and shall clean the porch area, including the railings, steps and ramp. The Cashier's Office also will be cleaned daily, between the hours of 0900 and 1200 while the Cashier is in the office. The Contractor shall clean the SIC room as required and as requested by the COR. A daily cleaning is not necessary.

C.1.4.8. Other Office Compound Facilities: The Contractor shall clean daily except Sunday, the building known as the ablution block, cleaning the toilets, sinks, showers, open areas, outside surfaces of lockers, benches, shower curtains, doors, walls, replacing toilet paper, hand towels and soaps, cleaning floors and all other surfaces as required, including the entrance way, steps and handicapped employee ramp. The Contractor shall clean the warehouse and the maintenance facility as required in coordination with the Motor Pool Chief and the Warehouse Supervisor. The Contractor shall clean the travel office as requested and in coordination with the Motor Pool Chief, the Motor Pool office, the diplomatic pouch room records container. Daily except Sunday, the Contractor shall clean the sally port, CAC and entry rooms of the entrance to the OC, the prefab conference room, the Public Affairs prefab library and, as requested, the OpenNet server prefab unit and the water pump and filtration room.

C.1.5. Maintenance: The Contractor shall provide maintenance services as described below.

All maintenance work on equipment and appliances shall be done in accordance with operations manuals, to ensure the safe and efficient operations of equipment and to pro-long the lifespan of equipment. The Contractor shall submit a monthly equipment maintenance and preventative maintenance program and schedule to the COR for approval. The Contractor shall provide these services to all residential and office properties and, on occasion, to the 19-Acres site. equipment failure/repair problems should be brought to the attention of the COR with recommendations for corrective action.

Routine maintenance and repair is defined as minor electrical, plumbing, carpentry, masonry, welding or air conditioning repairs resulting from normal wear and tear. Routine maintenance does not cover structural alterations or any capital improvement to the property. These services will be contracted separately.

Payment for items such as, but not limited to cement, pipes, hoses, filters, oils, lubricants, replacement parts and consumables for maintaining the equipment which are not part of a USAID-provided inventory shall be handled on a cost reimbursable basis.

C.1.5.1. Electrical: The Contractor shall provide trained electrical maintenance personnel capable of maintaining/repairing on both compounds all electrical service devices (electric cables/lines, breakers, panels, switches, grounding devices, fixtures, sockets, outlets, lights, etc.), other than electrical service at the main power distribution panels and the generators themselves, the maintenance of which will be provided under a separate contract action. The Contractor shall also maintain and repair air conditioners, water distillers, water coolers and other electrical appliances, as required. The Contractor shall provide electricians on a regular daily schedule, Mondays thru Saturdays but shall ensure electricians are on call for electrical emergencies 24 hours a day, seven days a week. The Contractor shall ensure that all electrical work is done in accordance with typical U.S. electrical codes (i.e., NEC) and that all fixtures and other hardware supplied by the Contractor in making repairs meet NEMA standards. The Contractor's work will be subject to periodical inspection by independent electrical experts.

C.1.5.2. Plumbing: The Contractor shall provide trained plumbers capable of maintaining/repairing all plumbing facilities on both compounds, including toilets, sinks, water supply lines, waste lines, water heaters, showers, waste water lift stations, etc. The Contractor shall provide plumbers on a regular daily schedule, Mondays thru Saturdays but shall ensure plumbers are on call for emergencies 24 hours a day, seven days a week at the RC and OC and the TDY houses. The Contractor shall ensure that all plumbing work is done in accordance with typical U.S. plumbing codes. The Contractor shall operate and maintain the water supply and filtration systems on both compounds, including boreholes and pumps, water supply lines, the water storage tanks, pump and the filtration systems, ensuring all system components are monitored, that preventive maintenance is performed as required and that repairs are made to failed equipment.

C.1.5.3. Waste Treatment Plants: The Contractor shall provide trained personnel capable of operating and maintaining the Waste Treatment Plant (WTP) on the RC and the OC, ensuring the systems are operated and monitored as prescribed by the applicable manufacturers and in accordance with the operation and maintenance manuals. The Contractor shall ensure that WTP test samples are taken and evaluated as prescribed and that necessary equipment adjustments are made in order to ensure the system operates as designed. The Contractor shall provide trained WTP personnel on a regular daily schedule, seven days per week, and shall ensure personnel are on call for emergencies 24 hours a day, seven days a week.

C.1.5.4. Carpentry: The Contractor shall provide general carpentry services on a regular daily schedule (8 hours per day plus lunch break), Mondays thru Saturdays supporting the yellow 2-story house, RC and OC.

C.1.5.5. Masonry: The Contractor shall provide general masonry services on the RC and OC and yellow 2-story house as required and as requested by the Executive Officer.

C.1.5.6. Welding: The Contractor shall provide general welding services as required and as requested by the Executive Officer. The services will include arc and gas welding at the yellow 2-story house, at the RC and the OC.

C.1.5.7. Painting: The Contractor shall provide two full-time skilled and experienced painters, working Monday thru Saturday, providing painting services on both compounds, to include both interior painting and exterior.

C.1.5.8. Swimming Pool: The Contractor shall operate and maintain the swimming pool in a safe and healthy condition, maintaining water chemical composition at appropriate levels, testing the water, adding necessary chemicals, vacuuming the pool, operating the pump and filter system as recommended by the manufacturer and keeping the pool deck clean daily, seven days a week.

C.1.5.9. Fitness Center: The Contractor shall maintain the fitness center by keeping the machines functioning, repairing and adjusting as necessary and reporting to the COTR any equipment that cannot be repaired on site.

C.1.5.10. Grounds Maintenance/Landscaping: The Contractor shall provide groundskeepers that will maintain a clean and inviting atmosphere on both compounds. The Contractor will purchase plants and landscape at the direction of the COR C.1.5.10.1. Grounds Keeping: The Contractor shall keep the grounds, driveways and walkways and all paved areas of the RC, the OC and the yellow 2-story house clean by providing groundskeepers daily, Mondays thru Saturdays, to remove dirt and mud, sweep and remove trash, leaves, grass clippings and other debris, bagging it and placing it in the trash bins on both compounds. Drainage ditches on and in front of both the OC and the RC should be kept clear of debris.

C.1.5.10.2. Lawn and Garden Service: The Contractor shall provide service on the RC, OC, and the TDY houses that ensures lawns and gardens, plants and trees are appropriately watered, that trees are pruned if necessary and that flower gardens are kept tilled and weed free. It is the goal of USAID to maintain a thriving and green environment throughout the RC. Likewise, in the limited lawn and garden space of the OC, the Contractor shall provide similar service. The Contractor shall keep lawns trimmed and watered and fertilized so as to keep the grounds green.

C.1.5.11. Spare Parts Management: As part of its maintenance program, the contractor shall provide USAID with a recommended list of commonly required spare parts for the various types of equipment that the contractor maintains to include parts for air conditioners, water heaters, refrigerators, pumps, common electrical and plumbing supplies and parts for other appliances. The Contractor may be asked to procure, on a reimbursable basis, some or all of the parts on the recommended list.

C.1.6.

Procurement Services: The Contractor will be required to supply goods/services as required. All goods/services shall require a Purchase Request with complete specifications and the approval of the COR before the purchase is made. The Contractor will track all requisitions received through an appropriate tracking system that will include a summary and a record of all goods/services purchased. The Contractor will maintain a petty cash fund of a minimum of $5,000 of the Contractor’s own resources for the purchase of miscellaneous items needed for the operations and maintenance of the compounds. Individual purchases exceeding a limit of $2,000 must have prior written approval of the Contracting Officer.

Any procurement actions that are not included within the Total Estimated Cost for the “purchases cost line item” and in excess of $200 require the written approval of the COR. Under no circumstances shall the Contractor exceed the Total Estimated Cost of the contract. Undocumented procurements and those made at unreasonable prices shall be deducted from the management fee. The Contractor shall manage the small procurements from the petty cash fund that the Contractor maintains.

It is anticipated that, at times, special projects such as brush removal will be required. In such event, the Contractor shall procure these services, pay for them and be reimbursed.

C.2.

Logistics: The Contractor shall be responsible for all of the logistics deemed necessary for his performance under this contract including the transportation of and provision of all food and beverages as well as other goods to Juba, Sudan.

USAID will provide: cooking equipment, refrigerators, water pump, water distiller, ice-cube maker, grills, food warmers, dish washer, clothes washer, clothes dryer, iron and all other kitchen equipment, cleaning equipment and tools. The Contractor shall be responsible for the proper use, storage, inventorying, maintenance, transportation and security of all Government Furnished Items (GFI) in the Contractor’s care. Any GFI that is lost or damaged due to Contractor negligence shall be replaced or repaired by the Contractor to the satisfaction of the COR.

All GFI is furnished in an “as is” condition, and it shall be inspected by the Contractor prior to its use, to ascertain the acceptable condition and to assure safe operation by a Contract employee(s). The Contractor shall assume all liability for claims arising from its use or misuse while in the Contractor’s possession and shall hold the Government harmless from any claims by Contractor employees or others. The Contractor shall sign for all GFI on the forms provided by the Government.

With the approval of the Assistant Regional Security Officer, the Government will furnish living quarters in the form of two (2) containerized housing units with bathroom facilities for use by the Contractor to house their key personnel. The purpose of this is to ensure 24 hour coverage of services in case of emergencies. A third containerized housing unit may be authorized upon request of the Contractor and approval of the Assistant Regional Security Officer.

The Contractor shall furnish uniforms to their regular employees (other than office and clerical personnel), major subcontractors and their employees performing services under this contract. The uniforms may be coveralls or shirt-pants combination. The company identification patch should be prominently displayed. The Contractor shall provide a list of employees, their addresses, telephone contact information, and nationality of all employees who perform work under the contract to the COTR and the Regional Security Officer. Contractor employees shall not be deployed prior to obtaining security and medical clearances. The Contractor shall keep the list continually updated.

C.3.

Reporting Requirements: The Contractor shall work under the technical direction of the COR of USAID Juba. The Contractor shall submit performance, financial and other reports as reasonably requested by USAID. This shall include an annual work plan, a monitoring and evaluation plan, quarterly reports on progress as well as recommended standards for the award fee potential. The standards will be agreed to with the COR prior to any evaluation regarding the award fee.

C.4.

Quality Control: The Contractor, led by the Operations Manager, shall meet with the COR monthly or on a more frequent schedule determined by the COR. If a Performance Contract Deficiency Report (CDR) is issued by the Contracting Officer, the meeting should be held no later than one normal work day after the issuing of the Report.

The Contractor shall be responsible for maintaining adequate quality control to satisfactorily meet the specifications of this contract through the development of a Quality Control Plan. A copy of the Plan shall be provided at the pre-performance meeting and as any changes occur there-after and are subject to the COR’s approval. The Government will monitor the Contractor’s performance in each functional area under this contract and reserves the right to use whatever additional surveillance procedures is deemed appropriate. If the Contractor fails to perform according to the performance standards, a Notification of Contract Deficiency or Contract Deficiency Report will be issued by the COR. The Contractor shall explain, in writing, why performance was not satisfactory and how recurrence of the problem will be prevented in the future. The Contractors performance will be evaluated monthly and at the end of the performance period set forth at any time during the contract performance when determined to be in the best interest of the Government. The Performance Based Contracting Clause requires that an evaluation be done any time performance is less than satisfactory. The Contractor will be rated Exceptional, Very Good, Satisfactory, Marginal or Unsatisfactory in the following general areas: (1) Quality of Product/Service; (2) Schedule; (3) Cost Control; (4) Business Relations; (5) Management of Key Personnel; and (6) Other as dictated by current evaluation criteria.

Upon the exceptional performance of the Contractor, the COR will pursue with the Contracting Officer rewards under the award line item.