US_Consulate_Lagos_Catering_SOW.pdf

U.S. DEPARTMENT OF STATE

U.S. CONSULATE GENERAL LAGOS, NIGERIA

DRAFT – FOR ACQUISITION USE | Catering Services – U.S. Consulate General Lagos

STATEMENT OF WORK (SOW)

CATERING SERVICES

U.S. CONSULATE GENERAL LAGOS, NIGERIA

Solicitation / RFQ No. X

Contract Type Firm-Fixed-Price / Indefinite-Delivery, Indefinite-Quantity (IDIQ), as determined by the Contracting Officer

Period of Performance October 15, 2026 – October 14, 2027

Place of Performance U.S. Consulate General Lagos and other Government-approved locations within Lagos, Nigeria

Procurement Method Commercial Services / Simplified Acquisition Procedures, as applicable

Issue / Response Period To be advertised through SAM.gov; anticipated public response period: 15 calendar days, subject to the Contracting Officer’s determination

1. PURPOSE

The U.S. Consulate General Lagos, Nigeria requires a qualified, reputable, and security-screenable commercial catering company to provide safe, sanitary, high-quality, professional catering services for official government functions and events. Services may be required for small events of approximately 10 persons through large events of up to approximately 1,000 persons. The Contractor shall provide all management, labor, food, beverages, supplies, equipment, transportation, setup, service, cleanup, and other resources necessary to perform the services specified in this Statement of Work.

This SOW is structured as a performance-oriented requirement. In accordance with FAR Subpart 37.6, the

Government establishes required results and measurable performance standards while allowing the Contractor appropriate flexibility in determining the means and methods of accomplishing the work.

2. AUTHORITY AND ACQUISITION FRAMEWORK

• FAR Part 12, Acquisition of Commercial Products and Commercial Services, as applicable.

• FAR Part 13, Simplified Acquisition Procedures, as applicable based on the estimated value and acquisition strategy.

• FAR Subpart 37.6, Performance-Based Acquisition, including FAR 37.601–37.604.

• FAR Part 46, Quality Assurance, as applicable.

• FAR Part 5, Publicizing Contract Actions, including SAM.gov publication requirements applicable to the acquisition.

• FAR Part 52 and any applicable Department of State acquisition regulations/clauses identified in the solicitation and resulting contract.

• All applicable U.S. Government security, access-control, ethics, safeguarding, and facility requirements established by the Contracting Officer, Regional Security Office, or other authorized Government representative.

The Contracting Officer is the final authority regarding the applicable FAR provisions, solicitation procedures, contract clauses, dollar thresholds, response time, and acquisition strategy. This SOW does not independently establish a legal determination regarding the procurement method.

3. BACKGROUND

The U.S. Consulate General Lagos conducts official representational, diplomatic, administrative, training, community-engagement, and other events throughout the year. Catering requirements vary in size, format, menu, location, timing, and level of formality. The Government therefore requires a dependable contractor capable of

DRAFT – FOR ACQUISITION USE | Catering Services – U.S. Consulate General Lagos rapidly and professionally supporting both routine and high-visibility events while maintaining consistent food safety, quality, presentation, service, and security standards.

4. SCOPE OF SERVICES

The Contractor shall furnish complete catering services on an as-needed basis. Individual requirements will be communicated through authorized Government orders, task/delivery orders, purchase orders, event requests, or other ordering mechanisms established by the Contracting Officer.

• Menu planning and consultation appropriate to the event, guest population, dietary requirements, and

Government direction.

• Procurement, preparation, cooking, portioning, packaging, transportation, delivery, setup, presentation, replenishment, and cleanup.

• Food and both alcohol and non-alcoholic beverages, unless otherwise specified in individual order.

• Serving staff, cooks, servers, bartenders for beverage service, supervisors, dishwashing/cleanup personnel, and other staff required for successful performance.

• Tables, linens, serving equipment, chafing equipment, utensils, plates, cups, glasses, napkins, and other catering equipment normally required for the ordered service, unless the Government specifies otherwise.

• Buffet, plated, boxed, reception, cocktail-style, continental breakfast, lunch, dinner, coffee/refreshment, and other catering formats as ordered.

• Delivery and service at the Consulate or other designated location within the city.

5. EVENT CAPACITY AND SCALABILITY

The Contractor shall demonstrate the capacity to support events across the following approximate ranges:

Event Size Illustrative Format Minimum Capability Performance Expectation

10–50 Small meetings / receptions Flexible small-event service Professional service and timely delivery

51–250 Meetings / official functions Scaled staffing and production

Consistent quality and presentation

251–500 Large official events Demonstrated large-event capacity

Adequate staffing, logistics and contingency planning

501–1,000 Major functions / receptions Proven mass-catering capability

Documented ability to execute high-volume events safely and reliably

The Government may request evidence of previous events of comparable size. The Contractor shall not accept an event exceeding its demonstrated capacity without the Contracting Officer’s written approval.

6. FOOD SAFETY, HYGIENE, AND SANITATION

Food safety is a critical requirement. All food preparation, storage, transportation, handling, serving, and cleanup shall be performed using practices consistent with applicable U.S. food-safety principles and applicable Nigerian laws and health requirements. Where standards differ, the government may require the more stringent reasonable standard when specified in the contract or event order.

• Maintain clean, sanitary, and suitable food-preparation and storage facilities.

• Maintain appropriate temperature control for hot and cold foods during preparation, transport, holding, and service.

• Prevent cross-contamination between raw and ready-to-eat foods and between allergen-containing and allergen-free preparations.

• Use potable water and safe, approved food-contact surfaces, utensils, containers, and packaging.

• Require personnel handling food to maintain high standards of personal hygiene, including clean uniforms/clothing, hand hygiene, hair restraints where appropriate, and use of gloves or other protective measures when required by the food-safety process.

DRAFT – FOR ACQUISITION USE | Catering Services – U.S. Consulate General Lagos

• Exclude personnel from food handling when they present a known condition or symptom that makes food handling unsafe, consistent with applicable food-safety requirements.

• Maintain an effective pest-control and waste-management program.

• Use ingredients that are fit for human consumption, within shelf life, properly stored, and obtained from reputable sources.

• Identify common allergens in menus and provide accurate ingredient/allergen information when requested by the Government.

• Maintain records necessary to demonstrate food-safety controls and make them available to the Government upon request, subject to applicable privacy and security restrictions.

• Immediately notify the Government of any suspected foodborne illness, contamination, unsafe food condition, or other incident that could affect guests or Government personnel.

The Government may inspect food, preparation areas, equipment, vehicles, storage areas, personnel practices, and other relevant aspects of performance before or during an event. Failure to meet food-safety requirements may result in rejection of the affected service, corrective action, payment reduction where authorized by the contract, or other contractual remedies.

7. MENU, QUALITY, AND DIETARY REQUIREMENTS

• Menus shall be professionally prepared, nutritionally reasonable for the event type, culturally appropriate, and presented at a quality consistent with the Government’s order.

• The Contractor shall accommodate reasonable dietary requirements when identified in advance, including vegetarian, vegan, halal, gluten-sensitive, and common food-allergy requirements, to the extent specified in the event order.

• Substitutions shall not be made without Government approval when the substitution materially changes the menu, dietary suitability, or cost.

• Food shall be fresh and presented in a manner suitable for official Government functions.

• Portions shall be adequate for the number of attendees ordered, with reasonable allowances for service format and event type.

8. SECURITY AND ACCESS REQUIREMENTS

Because services may be performed at or in support of a U.S. diplomatic facility, security is a material requirement. The Contractor and all proposed personnel shall be subject to Government security and access procedures established by the Consulate.

• The Contractor shall provide personnel information requested by the Consulate for security vetting, credentialing, or access control.

• Only personnel approved by Consulate security may enter restricted or controlled areas.

• The Consulate may deny or revoke access for security, safety, suitability, or operational reasons.

• Contractor personnel shall comply with identification, screening, vehicle, delivery, escort, photography, communications, and other facility-security rules.

• The Contractor shall immediately notify the Consulate of any personnel change affecting an individual who has been submitted for or granted access.

• No subcontractor or temporary worker requiring access to Government-controlled areas may be used without

Government authorization.

• The Contractor shall safeguard Government information and shall not photograph, record, publish, or disclose information concerning Government facilities, personnel, events, or operations except as expressly authorized.

• The Contractor shall comply with all applicable U.S. Government and Consulate security instructions. Detailed security procedures will be provided separately as appropriate and shall not be included in public solicitation materials when doing so would create a security concern.

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9. PERSONNEL AND PROFESSIONAL CONDUCT

• Provide sufficient trained and competent personnel to meet each event requirement.

• Maintain professional appearance and conduct at all times.

• Personnel shall wear clean, appropriate uniforms or professional attire consistent with the event.

• Provide an on-site supervisor for events when required by the event order or Government representative.

• Ensure personnel are trained in food safety, sanitation, customer service, and emergency procedures appropriate to their duties.

• Replace personnel who fail to meet performance, hygiene, conduct, or security requirements when directed by the Government.

10. LOGISTICS, DELIVERY, SETUP, AND CLEANUP

• Deliver food and equipment within the delivery window specified in the order.

• Coordinate vehicle access, delivery procedures, and unloading with the Government.

• Use clean and suitable vehicles and containers for food transportation.

• Protect food from contamination and temperature abuse during transportation.

• Complete setup sufficiently before the scheduled service time to allow Government inspection and guest service.

• Maintain appropriate food presentation and replenishment throughout the service period.

• Complete cleanup promptly after service and leave Government spaces in a clean condition.

11. ORDERING AND EVENT COORDINATION

The Government will normally provide an event order or request identifying, as applicable: event date; location;

estimated attendance; service period; menu or menu category; dietary requirements; setup needs; equipment;

staffing; delivery instructions; and any special requirements.

• The Contractor shall acknowledge each order/request within the timeframe specified by the Government.

• The Contractor shall provide a written confirmation identifying the agreed menu, headcount, price, service format, staffing, delivery/setup timing, and any assumptions or exclusions.

• Changes in headcount or requirements shall be handled according to the ordering terms established by the

Contracting Officer.

• The Contractor shall promptly identify any issue that could affect price, schedule, food safety, security, or successful completion.

12. PERFORMANCE STANDARDS

Performance shall be assessed using objective standards. The following standards are the minimum expected outcomes:

Area Standard Measurement / Evidence Minimum Acceptable Result

Food Safety Safe food handling and sanitation

Inspection / incident records / observations

100% compliance with critical food-safety requirements

Timeliness Delivery and setup according to order

Government event record At least 95% on-time performance; no unexcused critical delay

Quantity Adequate food and service supplies

Event reconciliation Correct quantity for ordered headcount

Quality Food meets agreed menu and quality

Government inspection / feedback

No material deviation without approval

Staffing Adequate trained personnel Event observation / staffing confirmation

Staffing sufficient for safe and professional service

DRAFT – FOR ACQUISITION USE | Catering Services – U.S. Consulate General Lagos

Security Personnel and access compliance

Access/security records 100% compliance with Government access requirements

Cleanup Area restored after event Post-event inspection Complete and timely cleanup

Responsiveness Contractor responds to Government requests

Communication log Professional response within agreed timeframe

13. QUALITY ASSURANCE SURVEILLANCE

The Consulate may conduct quality assurance inspections through pre-event reviews, inspection of delivery and setup, observation of food handling and service, post-event inspection, review of documentation, customer feedback, and review of complaints or incidents. The Government may maintain a Quality Assurance Surveillance

Plan (QASP) or equivalent surveillance method. Surveillance does not relieve the Contractor of responsibility for quality control or compliance with the contract.

14. CONTRACTOR QUALITY CONTROL

The Contractor shall maintain an internal quality-control program appropriate to the scale of the requirement. At a minimum, the program shall address food safety, sanitation, temperature control, personnel hygiene, staffing, delivery, setup, menu accuracy, allergen controls, equipment condition, and customer-service quality.

15. CONTRACTOR QUALIFICATIONS AND RESPONSIBILITY

Offerors shall provide sufficient information for the Government to determine responsibility and technical capability, including:

• Legal business name, physical address, telephone number, email address, and primary point of contact.

• Evidence of current business registration and authority to provide catering/food services in Nigeria.

• Evidence of required local health, food-service, sanitation, or operating permits/licenses, as applicable.

• Unique Entity Identifier (UEI) and active SAM.gov registration, when required by the solicitation and applicable acquisition procedures.

• Company profile and description of catering capabilities.

• At least three recent and relevant references, preferably including events involving approximately 100 or more attendees and/or official, corporate, diplomatic, institutional, or similarly demanding clients.

• Description of facilities, kitchen capacity, transportation capability, staffing, equipment, and ability to support events up to 1,000 persons.

• Description of food-safety and quality-control procedures.

• Description of security/access experience, if any, supporting embassies, consulates, diplomatic missions, government agencies, multinational organizations, or other controlled facilities.

• Disclosure of any proposed subcontractors and the nature of their work.

16. OFFEROR SUBMISSION REQUIREMENTS

Unless otherwise stated in the solicitation, each offer shall contain the following:

1. Technical approach demonstrating how the Offeror will meet the requirements of this SOW.

2. Sample menus and pricing structure, including applicable taxes, delivery, staffing, equipment, setup, and cleanup charges.

3. Evidence of capacity for events ranging from 10 to 1,000 attendees.

4. Food-safety / sanitation program summary.

5. Company qualifications and relevant past performance.

6. Security/access information and acknowledgement of Government screening requirements.

7. Completed price schedule or other pricing format provided with the solicitation.

DRAFT – FOR ACQUISITION USE | Catering Services – U.S. Consulate General Lagos

8. Required representations, certifications, and other forms identified in the solicitation.

17. EVALUATION FACTORS

The Contracting Officer will establish the final evaluation methodology in the solicitation. The Government may consider, as appropriate to the acquisition strategy:

• Technical capability and understanding of the requirement.

• Food safety, sanitation, hygiene, and quality-control capability.

• Capacity and demonstrated ability to support events from 10 to 1,000 persons.

• Relevant past performance and reputation.

• Personnel, facilities, transportation, equipment, and logistical capability.

• Security and suitability for performance at a U.S. Government facility.

• Price and overall value to the Government.

• Responsibility and compliance with applicable solicitation requirements.

The Government reserves the right to verify references, inspect facilities where appropriate, request clarifying information, and conduct responsibility determinations consistent with applicable acquisition rules.

18. DELIVERABLES / REQUIRED DOCUMENTATION

• Event confirmation / catering order acknowledgment.

• Final menu and pricing confirmation.

• Personnel list and access documentation as required by the Government.

• Food-safety or other certifications/licenses requested by the Government.

• Invoice and supporting documentation in the format required by the contract.

• Incident reports for food-safety, security, injury, contamination, or other material events.

19. INVOICING AND PAYMENT

Invoices shall be submitted in accordance with the resulting contract and applicable government payment procedures. Each invoice shall identify the applicable order/event, date of service, number of attendees or units billed, agreed prices, authorized changes, and any other supporting documentation required by the Contracting

Officer. Payment is subject to acceptance of satisfactory performance and the terms of the contract.

20. GOVERNMENT-FURNISHED INFORMATION / PROPERTY

The Government may furnish event information, access instructions, site information, Government-owned tables or equipment, or other resources when specifically identified in an event order. Unless expressly stated otherwise, the Contractor shall furnish all resources necessary to perform the requirement.

21. SAFETY, INCIDENTS, AND EMERGENCIES

• The Contractor shall maintain appropriate emergency procedures for food contamination, fire, injury, equipment failure, transportation delays, and other foreseeable events.

• The Contractor shall immediately report serious incidents to the designated Government representative.

• The Contractor shall maintain appropriate insurance and legal protections required by the resulting contract and applicable law.

• Nothing in this SOW relieves the Contractor from compliance with applicable occupational safety, transportation, food-safety, environmental, or public-health requirements.

DRAFT – FOR ACQUISITION USE | Catering Services – U.S. Consulate General Lagos

22. SUBCONTRACTING

The Contractor shall not subcontract material portions of the requirement, or use subcontractors requiring

Government facility access, without the authorization required by the contract. The Prime Contractor remains responsible for all subcontracted performance.

23. GOVERNMENT RIGHTS AND REMEDIES

The Government may reject services that do not conform to the contract, require correction or replacement, withhold or adjust payment when authorized by the contract, document poor performance, require removal of unsuitable personnel, or exercise other contractual remedies available under the resulting contract. Nothing in this

SOW limits rights or remedies established by applicable Federal law, regulation, or contract clause.

24. PERIOD OF PERFORMANCE AND ESTIMATED REQUIREMENT

The final period of performance, ordering period, option periods, minimum/maximum quantities (if an IDIQ structure is used), and estimated contract value shall be established in the solicitation and resulting contract.

The Government does not guarantee any specific number of events, attendees, orders, or total dollar value unless expressly stated in the resulting contract.

25. SAM.gov PUBLICATION / SOLICITATION NOTE The Government anticipates publicizing the opportunity through SAM.gov. The Contracting Officer will determine the appropriate notice, solicitation format, response time, and applicable procedures. The current FAR permits the

Contracting Officer, for commercial services, to establish a shorter period than the general 15-day pre-solicitation publication period or to use a combined synopsis and solicitation when authorized. Accordingly, the planned 15-calendar-day period should be treated as the Government's intended response period only to the extent stated in the actual SAM.gov notice and solicitation.

26. OPTIONAL PRICE SCHEDULE STRUCTURE

Line Item Service Category

Unit Estimated Qty. Unit Price Extended Price

Small Event Catering (10–50 persons)

Per person/event [ ] $[ ] $[ ]

Medium Event Catering (51–250 persons)

Per person/event [ ] $[ ] $[ ]

Large Event Catering (251– 500 persons)

Per person/event [ ] $[ ] $[ ]

Major Event Catering (501– 1,000 persons)

Per person/event [ ] $[ ] $[ ]

Delivery / Setup / Cleanup

Event [ ] $[ ] $[ ]

Additional Service Staff

Staff-hour [ ] $[ ] $[ ]

27. POINTS OF CONTACT

Contracting Officer Jeffery Stone – (CO) StoneJF@state.gov

Contract Specialist Benjamin Abiodun – Proc Supervisor – AbiodunBT@state.gov

Government Technical Representative / COR

DRAFT – FOR ACQUISITION USE | Catering Services – U.S. Consulate General Lagos

Security / Access Coordination

28. GOVERNMENT-FURNISHED CLAUSES AND DOCUMENTS

The solicitation and resulting contract shall identify all required FAR clauses, Department of State acquisition regulations/clauses, representations and certifications, security requirements, payment terms, applicable contract provisions, and any other mandatory documents. If there is a conflict between this SOW and an applicable contract clause, the contract clause and applicable Federal acquisition requirements control.

END OF STATEMENT OF WORK