USAID South Sudan Residential Compound (RC) AC Upgrade - RFP No. 72066823R00016.pdf

Issuing Date: August 18, 2023

Virtual Pre-proposal conference: August 24th, 2023, at 1500 Juba Time (registration required)

Questions Due:

Phase One Proposal Submission Due Date

August 25th, 2023, at 1500 Juba Time

Sept 7, 2023, at 0900 Juba Time

Phase Two Proposal Submission Due Date: To be communicated to those that pass Phase One

SUBJECT: Request for Proposals No. 72066823R00016 for USAID/South Sudan Residential Compound (RC) and Embassy Compound (EC) AC System Upgradation Project

Dear Prospective Offerors:

The United States Government, represented by the U.S. Agency for International Development Mission in South Sudan (USAID/South Sudan), is seeking Phase One proposals from qualified organizations interested in providing the services as described in this solicitation. This acquisition to replace the existing Air Conditioning (AC) units in all the buildings in the US Embassy Residence Compound ( RC), and Embassy Compound (EC) with newly purchased, Government provided units is being procured in accordance with Federal Acquisition Regulation Subpart 36.3 - Two-Phase Design-Build Selection Procedures.

● Phase One will be evaluated in accordance with FAR 36.303-1 - Phase One.

● Phase Two will be evaluated in accordance with FAR 36.303-2 - Phase Two.

USAID/South Sudan anticipates awarding one firm-fixed-price Design-Build contract. For Phase Two, the U.S. Government may award this contract without discussions.

A virtual pre-proposal conference via Google Meet will be held on August 24th at 1500 Juba time. Please confirm your attendance by sending an email to Michael Loro Mloro@usaid.gov and Awad Bako Abako@usaid.gov . In the subject state: AC System Upgrade Project Conference. In the body of the email indicate the Name , Title and email address of the attendees from your organization. Please RSVP by Sept 4th at 0900 Juba time.

Embassy of the United States in South Sudan Kololo Road, adjacent to the European Union's compound Juba, South Sudan

Telephone: +211.912.105.107 Website: https://www.usaid.gov/south-sudan mailto:wabully@usaid.gov mailto:jlutyo@usaid.gov

RFP No. 72066823R00016 AC System Upgradation Project

The order of magnitude of the resultant contract is $650,000 -750,000. All work must be completed no later than 365 days after Notice to Proceed (NTP).

Offerors are reminded that as part of the Phase 2 submission, they must provide their FAR 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment and/or 52.204-26 (OCT 2020). If the offeror provides an affirmative representation under FAR 52.204-24(d)(2), Offeror must submit the list of covered equipment and services and all disclosure information required by FAR 52.204-24(d)(2) and the Section L Provision related thereto.

Questions regarding this request must be submitted via e-mail to the points of contact identified in Section L no later than the date and time for questions stated above. Unless otherwise notified by an amendment to this RFP, USAID will not answer questions after the deadline or by phone. Offerors must not submit questions to any other USAID staff. All questions submitted and answers to all questions will be provided in writing through an amendment to the RFP which will be publicly posted on beta.SAM.gov..

Issuance of this solicitation in no way obligates USAID to award a contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of a proposal. USAID reserves the right to reject any and all offers received. Award of a contract under this RFP is subject to availability of funds and other internal USAID approvals. Final award of any resultant contract cannot be made until funds have been fully appropriated, allocated, and committed through USAID’s internal procedures. USAID bears no responsibility for data errors resulting from transmission or conversion processes.

Sincerely, Kevin M. Sampson Supervisory Contracting Officer USAID/South Sudan

PART I – THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of this contract is to:

● To obtain the services of a contractor to replace the existing Air Conditioning (AC) units in all the buildings in the US Embassy Residence Compound ( RC), and Embassy Compound (EC) with newly purchased, Government provided units.

B.2 TYPE OF CONTRACT

This is a Firm Fixed Price contract with two contract line-item numbers (CLINs) and payable entirely in U.S. dollars. The Government will not adjust the contract price due to fluctuations in currency exchange rates.

B.3 CONTRACT PRICE

The contractor must complete all work (including furnishing all labor, material, equipment, management, and services) required under this contract for the following firm fixed price:

Item No Description Unit Amount

CLIN 001 Design 1 Lot Firm Fixed Price

$TBD

CLIN 002 Construction and Cabling 1 Lot Firm Fixed Price

$TBD

Total Contract Price

$TBD

B.4 SCHEDULE OF VALUES

[To be inserted at time of contract award for progress payments.]

[END OF SECTION B]

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1: GENERAL

1. PROJECT LOCATION AND SITE

A. The project is in the US Embassy Residence Compound ( RC), and Embassy Compound (EC) in Juba, South Sudan. The Residential Compound (RC) is located on RC Road, north of Airport Road (see Figure 1).

2. PROJECT BACKGROUND

The EC and RC compounds were established in 2011. The current AC units are outdated and do not meet the US Green Building Council's Leadership in Energy and Environmental Design

(LEED) standards. Since the US Government (USG) is committed to use LEED as a guideline to meet the standards for healthy, efficient, low carbon, and green buildings, the USG purchased new AC units that meet or exceed the current LEED requirements for installation.

3. SCOPE OF WORK

The Contractor must provide the required construction personnel, equipment, materials and tools and supervision as needed to complete the services that meet the technical requirements in this SOW. The contractor is responsible for all costs of technical and support staff (salary, transportation, benefits, etc.) associated with this project including site visits, coordination, and project implementation including procurement of materials needed to install the new heating, ventilation and air conditioning (HVAC) units.

The contractor will have controlled access to either of these compounds The mission can inspect and test all the services called for by this contract to the extent practicable at all times and places during the term of the contract. If any of the contractor’s services do not conform to the requirements, the COR may require the contractor to perform the services again in conformity with the contract requirements.

The contractor is responsible for all costs associated with the transportation and storage of all materials from the site of manufacture to the site of installation as well as the transportation of replaced old AC units to a designated location. Storage areas within the RC and EC compounds are limited. Therefore, the contractor must plan for an offsite storage area for material and supplies as needed.

The contractor’s responsibilities include, but are not limited to the functions indicated below:

■ Perform a full assessment of the existing HVAC units conditions including locations, electric supply, and the supporting structure and compare findings with the USG’s A&E assessment report provided as Attachment -6 to this SOW. Present findings to the COR before proceeding. The contractor shall use an SME or A&E firm for the assessment and design.

■ Inspect all materials provided by the US Government including the HVAC units and supplies needed for the installation and compare them to the attached report.

■ Verify that the design of the HVAC installation included in the attached report is sound and the best solution. If the contractor has a much better alternative, the contractor shall propose the alternative for the COR’s review.

■ An electric upgradation project is currently running and may include some of the implementation of the required actions or solutions. The overlapping solution or required action in the succeeding contract will be removed. The Contractor must ensure that its activities do not conflict with other contractors’ activities through the COR and the Construction Oversight contractor.

■ Work shall be completed as expeditiously as possible. Each house and office space shall be occupied during the execution of the work. The contractor shall coordinate with the

COR for the job sequencing.

■ Perform the modifications needed to the downstream electric distribution system to make three phase power supply available to the new outdoor units as detailed in Table 1 and Table 2 below as well as the ELECTRIC WORK Bill of Quantities (BOQ)

■ Properly remove all existing structures that are supporting the existing outdoor AC units such as brackets, masonry or concrete footings, as detailed in the CIVIL BOQ. Equipment and materials shall be carefully handled, properly stored, and adequately protected to prevent damage before and during installation. The contractor shall be responsible for any damage incurred to buildings or pavements as a result of the storage, transport or installation.

■ Replace existing outdoor units which are currently powered by a single-phase power supply with the new outdoor units that are to be powered by three-phase power.

■ Replace existing indoor units which are currently powered by a single-phase power supply with the new indoor units that are also single-phase powered.

■ Transport all removed materials including but not limited to the AC units to a USG designated location.

■ Use only new copper tubing connecting the new units. USG will provide a list of materials available, however, the contractor is responsible for the purchase and supply of additional tubing, y-joints and other necessary accessories. The contractor must ensure that all items to be procured are new, and compatible with USG provided items.

■ Ensure that all environmental compliance procedures including planning, monitoring, and reporting (including any mitigation measures that might be included in individual construction contracts) are followed.

■ The contractor is responsible for the safety and shall comply with all local labor laws, regulations, customs, and practices pertaining to labor, safety, and similar matters. The contractor shall promptly report all accidents resulting in lost time, disabling, or fatal injuries to the COR.

■ The contractor shall provide Personal Protective Equipment (PPE) appropriate for the manner of work undertaken at each stage of the work.

■ The contractor shall keep the work area, including storage areas, free from accumulation of waste materials on a daily basis.

■ Table 1 and Table 2 below summarizes the required actions to be taken for each building to make the existing electrical distribution system suitable for the new AC units.

Table 1 - Summary of Minimum Required Electrical Changes in the RC

The following table exhibits the minimum requirements for electrical changes needed to install the new ACs. However, the contractor is responsible to conduct a full assessment of the existing conditions and recommend to the COR the best feasible solution. The equipment and materials listed in below table 1 are not part of the government furnished equipment and the contractor must be responsible for purchase, supply and installation including testing and commissioning. The Contractor must use high quality specifications meeting the requirements of the U.S. National Electric Codes (NEC).

No. Houses / Townhouse Unit

Required Actions

1 Houses 1 to 4 Each building will require a new 150A 3-phase outdoor sub-distribution panel with 13 outgoing feeders as well as connecting cables to modify the distribution supply for presence of adequate 3-phase for outdoor units.

2 Townhouses 6 to

A new 400A 3-phase outdoor sub-distribution panel with 30 outgoing feeders to replace CH2DP and the introduction of one 30A 3P MCCB in each sub-distribution panel of townhouse 6 to 17 with connecting cables.

3 Townhouses 18 and 21

Add four 30A 3P MCCB in DP21; two each for townhouses 18 and 21 with connecting cables.

4 Townhouses 19, 23, 24, 27, 28, 30, 31, 33, 34B, 35, 36, 39 and 40

Add one new 100A outdoor sub-distribution panel with 12 outgoing feeders to be added for each townhouse with connecting cables.

5 Townhouses 20 and 22

Add four 30A 3P MCCB in 100A sub-distribution panel 20A with connecting cables.

6 Townhouse 25 Add two 30A 3P MCCB in 100A sub-distribution panel 25A with connecting cables.

7 Townhouse 26 Add two 30A 3P MCCB in 100A sub-distribution panel 26 with connecting cables.

No. Houses / Townhouse Unit

Required Actions

8 Townhouse 29 Add two 30A 3P MCCB in 100A sub-distribution panel 29 with connecting cables.

9 Townhouse 32 Add two 30A 3P MCCB in 100A sub-distribution panel 32 with connecting cables.

11 Townhouses 37 and 38

Add four 30A 3P MCB in 250A sub-distribution panel 38; two each for townhouses 37 and 38 with connecting cables.

13 Townhouse 41 (Electrical distribution system is sufficient). Add connecting cables.

Table 2 - Summary of Required Electrical Changes in the EC

The following table exhibits the minimum requirements for electrical changes needed to install the new ACs; however, the contractor is responsible to conduct a full assessment of the existing conditions and recommend to the COR the best feasible solution. The equipment and materials listed in below table 1 are not part of the government furnished equipment and the contractor must be responsible for purchase, supply and installation including testing and commissioning. The Contractor must use high quality specifications meeting the requirements of the U.S. National Electric Codes (NEC).

S/No. Building Required Actions

1 Chancery Building (Ground Floor)

Add one 100A 3P Molded Case Circuit Breaker (MCCB) in 600 Ampere(A) sub-distribution panel to feed one new 100A outdoor sub-distribution panel with 25 outgoing feeders that will also be added.

Add connecting cables.

2 Chancery Building (First Floor)

Add one 100A 3P MCCB in 600A sub-distribution panel to feed one new 100A outdoor sub-distribution panel with 25 outgoing feeders that will also be added.

Add connecting cables.

3 New Safe Haven Add three 30A 3 phase (P) MCCB in 125A sub-distribution panel SHU12 with connecting cables.

4 Old Safe Haven (Electrical distribution system is sufficient). Add connecting cables.

S/No. Building Required Actions

5 State Department Add eight 30A 3P MCCB in 175A sub-distribution panel P4 with connecting cables.

6 E-CAC Add three 30A 3P MCB in 150A sub-distribution panel Post 2 with connecting cables.

7 Cafeteria Add two 30A 3P MCCB in 125A sub-distribution panel kitchen panel (KP) 1 and two 30A 3P MCCB in 125A sub-distribution panel KP2 with connecting cables.

8 Server Room Add one new 100A outdoor sub-distribution panel with 12 outgoing feeders as well as connecting cables.

9 W-CAC Add two 30A 3P MCCB in 100A sub-distribution panel WCU11 with connecting cables.

10 LGF Toilets Add one new 100A outdoor sub-distribution panel with 12 outgoing feeders as well as connecting cables.

The contractor will be required to translate the above into a BOQ with corresponding specifications for contractor bidding and job execution to make the electrical distribution system suitable for the installation of the new AC units purchased.

Table 2a - INDOOR UNITS STOCK AND SPECIFICATIONS:

No BRAND

CAPACITY

(BTU)

IDU Model QTY Type

Cooling Capacity BTU/h

1 CARRIER 36,000 40VU036S-4S-TEE 15 4-Way Cassette 38214 2 CARRIER 36,000 40VC036S-8S-TEE 51 Deco-Ceiling 38214

3 CARRIER 48,000 40VC048S-8S-TEE 9 Deco-Ceiling 47768

4 CARRIER 24,000 40VK024S-7S-TEE 229 Wall Mounted 24225

5 CARRIER 15,000 40VK015S-7S-TEE 167 Wall Mounted 15354

SL BRAND

CAPACITY

(BTU)

ODU Model QTY HP

Cooling Capacity BTU/h

1 CARRIER 24000 38VS004168HCMM 60 4 HP 42991

2 CARRIER 36000 38VS005168HCMM 130 5 HP 47768

3 CARRIER 48000 38VS006168HCMM 35 6 HP 52886

POSSIBLE VARIABLE REFRIGERANT FLOW (VRF) COMBINATIONS:

The manufacturer recommended VRF possible combination system is provided below for illustration purposes; however, the contractor will be required to design the appropriate VRF combination for all such combinations.

OUTDOOR ACTUAL (BTU/h) AT 105% AT 110% AT 80%

4 HP 42991 45140.55 47290.1 34392.8

5 HP 47768 50156.4 52544.8 38214.4

6 HP 52886 55530.3 58174.6 42308.8

For example: An outdoor 4HP unit given in the below table;

OUTDOOR ACTUAL (BTU/h) AT 105% AT 110% AT 80%

4 HP 42991 45140.55 47290.1 34392.8

can use the below indoor combination.

Qty Model Type Actual (BTU/h) Total % used

3 units 40VK015S-7S-TEE Wall Mounted 15354 46062 107%

OR

1 unit 40VK015S-7S-TEE Wall Mounted 15354 15354 92%1 unit 40VK024S-7S-TEE Wall Mounted 24225 24225

MANUFACTURER’S RECOMMENDATIONS FOR INSTALLATIONS:

1. For a one-to-one mini VRF, the combination ratio needs to be 100%. i.e., indoor unit capacity and outdoor unit capacity should be equal while connecting a single indoor unit with a single outdoor.

2. For one ODU connected to 2 or more IDU the combination ratio must be more than 80%.

When the 2 indoors are connected to one outdoor, the capacity of the outdoor unit must be equal to indoor or max 20% more than the indoor units or 10% less than the indoor units.

3. Pipe size selection and Y joint (selection & location) are critical criteria for the smooth functioning of the unit and longevity of the units installed. The contractor will be required to design a proper combination using the area of the room that needs to be serviced, location of indoor-outdoor units and distance between the indoor-outdoor units.

4. Installations must be designed and implemented as per the system generated piping diagram and manufacturer’s recommended installation guidelines as available in the installation, operation, and maintenance manuals provided in Attachments 1 through 4.

5. The outdoor units should be spaced at a minimum of 1.5 meter in distance between each other.

6. The location of the Y Joint must be designed using manufacturer’s recommended software and must be at a minimum distance of 1 meter from the indoor unit.

Sample piping layouts provided below for your reference purposes only.

EMBASSY’S CHANCERY BUILDING:

1. The contractor will be required to conduct a detailed site survey for electrical as well as for the AC volume load calculations to ensure proper equipment size and model selection.

2. The existing wall mounted units must be replaced with cassettes in open work areas on the first floor and second floor. Similarly, all the closed cabins/rooms must be installed with wall mounted splits units instead of existing cassette units.

3. An existing package unit on the rooftop which currently serves the first and second floor as a make up or fresh air unit. The contractor will be required to complete the return air duct and make the unit fully functional. Any materials required must be part of the contractor purchased materials.

4. Detailed analysis of the current ventilation and ducting system must be carried out to ensure no loss of cooled air.

ELECTRICAL REQUIREMENTS:

1. Existing electrical load schedule and single line diagram must be reviewed and ensured it meets the requirements.

2. Calculated power details of the Indoor and Outdoor Units required either to

Modify/upgrade or to Replace the Existing Junction Boxes/Distribution Boards.

3. Power isolator near the Outdoor units is recommended and must be installed.

FIELD TESTING AND COMMISSIONING

■ After each set of equipment has been completely installed (Indoor & Outdoor AC units), an initial start-up test of each system must be conducted as directed by the COR and/or the Construction Oversight contractor.

■ Correct any deficiencies noted by the COR by repairing or replacing the defective component and re-testing the component and/or system until it meets the approval of the COR, at no additional cost to the Government.

SPECIFICATIONS

1. GENERAL

1.01 PROJECT LOCATIONS

The project is located in EC and RC in Juba, South Sudan. The RC is located on RC Road, north of Airport Road, and it is about 300 meters east of EC.

1.02 SUBMITTALS

A. The Contractor is directed to Specifications Section 01 25 00, Submittal Procedures. The Contractor must conform in every respect with the procedures specified therein and ensure that all submittals are scheduled, tracked, and approved prior to the execution of the work.

1.03 REFERENCE STANDARDS (All current editions unless otherwise stated)

● American National Standards Institute

● International Building Code (IBC), 2021 Editions

● International Electro-technical Commission (IEC)

● International Energy Conservation Code (IECC)

● Instrumentation Society of America (ISA)

● The International Energy Conservation Code

● American Society for Testing and Materials (ASTM)

● ASHRAE 90.1-2007 “Energy Standard for Buildings Except Low-Rise Residential

Buildings”

● Electronic Industries Association.

● Environmental Protection Agency (EPA) Purple Book 560/5-85-024.

● EPACT Energy Policy Act of 2005

● Illuminating Engineering Society of North America Handbook (IESNA)

● Instrumentation Society of America (ISA)

● Insulated Power Cable Engineers Association (IPCEA)

● Institute of Electrical and Electronic Engineers (IEEE)

● National Fire Protection Association

1. NFPA 70 – National Electrical Code (NEC)

2. NFPA 70E – Electrical Safety Requirements for Employee Workplaces

3. NFPA 72 - National Fire Alarm Code

4. NFPA 90A – Installation of Air Conditioning and Ventilation Systems

5. NFPA 101 Life Safety Code

6. NFPA 170 – Fire Safety Symbols

7. NFPA 780 Lightning Protection Code, 2008 Edition

● National Electrical Manufacturers Association (NEMA)

● National Electric Safety Code ANSI C2

1.04 QUALITY ASSURANCE

A. Quality Assurance/ Construction Oversight Contractor:

The contractor is advised that a quality assurance / construction oversight contractor will perform such services on behalf of the Government. The Quality assurance / construction oversight contractor will review all submittals and provide daily inspection services. The contractor should anticipate weekly status update meetings with the COR and the Quality assurance/ construction oversight contractor to monitor project progress and overall quality of the work.

B. Service of Manufacturer’s Representative:

Consistent with the industry best practices and to facilitate sustainable operation of the AC units over the lifer of the project, factory representatives who have complete knowledge of proper installation, start up, and operation and maintenance (O&M) must be available to assist in the commissioning of the system. The contractor and/or the factory representative will provide 40 hours of system commissioning and related training on the operation of the system to the AC operation and maintenance staff.

1.05 MAINTENANCE

A. During the period of performance, the Contractor is the sole responsible for all the relevant maintenance of the works.

B. Upon completion and handover of the entire project, the Contractor will transition maintenance of the kitchen facilities to the Government and its agents as directed by the COR.

2. PRODUCTS

2.01 WARRANTIES ON LABOR, MATERIALS, AND EQUIPMENT

A. All materials and equipment must be supplied with a full warranty as provided by the manufacturer. All warranties must be transferred to the Government from the Contractor before acceptance of the project.

B. All workmanship and installations must include a one-year warranty from the Contractor.

2.02 DELIVERIES OF MATERIALS

Materials delivered to the site shall be marked as follows:

US EMBASSY JUBA, SOUTH SUDAN

℅ Contractor POC Attn: EXO/GSO Shipping Unit

Cellphone: +211 912 117 887 +211 912 117 847

JUBA, SOUTH SUDAN (DIPLOMATIC CARGO)

(Jubausaidshipping@usaid.gov )

3. EXECUTION

3.01 INSTALLATION

The Contractor is responsible for delivering all labor, materials, and equipment required for fully functional HVAC systems as shown in the plans and described in the specifications. The Contractor must install all facilities in strict compliance with the execution instructions in each technical specification.

3.02 FIELD TESTING AND COMMISSIONING

A. After all the equipment and structures have been completely installed, an initial start-up test of each system must be conducted as directed by the COR and the Construction Oversight contractor.

B. The COR will require any deficiencies noted to be corrected, by repairing or replacing the defective component and retesting the component and/or system until it meets the approval of the COR, at no additional cost to the Government.

C. The Contractor will provide Commissioning Services as further described in the general and technical specifications contained in the contract documents.

4. OTHER CONSTRUCTION CONSIDERATIONS

4.01 PROJECT BACKGROUND

SEE section C.3

4.02 SITE USE

A. The RC provides living quarters to the USG employees of the Embassy. The Contractor must respect the daily use of the compound by its residences and service providers. The Contractor must plan and schedule all activities to minimally impact the quality of life within the compound while carrying on safe construction activities.

B. The Contractor must ensure that all construction activities are carried out while maintaining the continued full operation of the Embassy Compounds.

C. The Contractor must take note that other contractors are likely to be actively carrying out construction, and maintenance activities within the compound. The Contractor must plan and execute the required work in a manner to not conflict with the activities of other contractors. The Government shall provide additional information regarding ongoing construction during the bidders’ pre-bid site visit.

mailto:Jubausaidshipping@usaid.gov

D. The Contractor’s working hours are subject to the US Embassy operational hours of 8 AM to 5 PM. Contractors are generally able to access the compound facilities by 7:30 AM and depart the facilities no later than 5:45 PM. Saturday work is not permitted.

E. The Contractor is advised that underground drawings for utilities and other services are generally not available. The Contractor’s subsurface exploration and utility installation activities must be performed in a manner to minimally impact compound utilities. Utility lines must be relocated when the Contractor encounters interference with construction activities under this contract at no charge to the government.

F. The Contractor must take note that photos within the Compounds are neither available, nor can be taken unless coordinated with RSO through COR.

G. Attachment 5 is a schedule of Embassy holidays for scheduling purposes. Construction activities must only be performed during regular Embassy operation hours.

4.03 GENERAL SPECIFICATIONS

A. Contractor must execute the construction, commissioning, and closeout of the project in accordance with the requirements of the contract, including the procedures identified in the specifications referenced above.

B. Contractor’s Temporary Facilities must be off the U.S. Embassy Compound and designated in the contractor’s Site Utilization Plan.

4.04 AS BUILT CONSTRUCTION DOCUMENTS

A. As-built drawings, models, and documentation must be delivered to the USG as part of the permanent project record. USG shall be the exclusive owner of such documentation.

B. Contractor must provide O&M manuals related to project installed equipment electronically. This must include warranty registration, and information, and/or documentation required for the USG to exercise such warranty rights.

4.05 SECURITY DURING CONSTRUCTION

A. The Contractor will be required to limit access to the construction site through a security screening facility known as Compound Access Control (CAC) facility. The Contractor is required to abide by the RSO Access Control Policy in seeking access to construction sites.

B. During construction a particular access known as South-CACs will be used for transportation to/from the site, and as such be designated on the Site Utilization Plan.

4.06 DIPLOMATIC SECURITY (DS) SECURITY COMPLIANCE REVIEW DURING CONSTRUCTION

A. The Bureau of Diplomatic Security (DS) will perform periodic security inspections of the project, known as Security Compliance Reviews (SCRs). The DS compliance teams document these inspections, address physical and technical security deficiencies or discrepancies relating to the project and provide corrective recommendations to the

COR.

B. The goals of the interim SCRs are to understand the security posture of a project and to identify potential problem areas which allows the Contractor to take corrective action earlier in the construction cycle of the project. The purpose of interim SCRs is to ensure construction meets the security requirements specified in the construction drawings and project specifications manuals.

C. A final SCR will be performed and will be documented in a report at project completion.

4.07 OTHER REQUIREMENTS

A. The Contractor must develop, formulate, execute and enforce a comprehensive and effective Safety Program to protect life, property and the environment with respect to all work performed under this contract, whether performed by the Prime Contractor or by subcontractors. The Safety Program must be consistent with FAR Clause 52.236-13, Accident Prevention, Alt 1, and internationally accepted safety programs for similar activities. This shall include the development and enforcement of an Accident

Prevention Plan and/or a Site Specific Health and Safety Plan in line with generally accepted U.S. norms and contract requirements. The Contractor must monitor and enforce the construction team’s (to include all subcontractors) compliance with the

Safety Program.

B. The Contractor’s Quality Control Program (QCP) is a mandatory and integral component of the construction activities, and must be developed prior to commencing any construction / rehabilitation activities. The Contractor must develop a Quality Control

Program for the work involved and obtain USAID approval before proceeding with any construction activities. The Contractor is responsible for quality control and for the development and maintenance of an effective QCP that is in compliance with all quality requirements. The quality control program shall consist of the plans and procedures necessary to produce an end product which complies with the contract requirements.

The QCP must cover all construction and design review operations, both onsite and offsite, and shall be key to the proposed construction or design-review operations sequence. The Project Manager and/or Construction Superintendent will be held responsible for the quality of work performed under the respective contract.

C. The Contractor must conduct pre-construction meetings for all new trades to acquaint key personnel, subcontractors (if any), local authorities and inspectors and other involved parties with the procedures, lines of authority and the interrelationship with the USAID's A&E firm, COR and other partners involved in the construction project.

D. Contractors will be responsible for the provision, oversight, and quality control of all

HVAC related installations.

E. The Contractor must be responsible, at no additional cost to USAID, for developing and implementing its own security plan to safeguard all project operations. The plan must be adopted and followed by all subcontractors as well. The Contractor will ensure the security arrangements it has in place for the respective activities, equipment, and/or commodities.

F. The Contractor must coordinate, as required by either the contract or circumstances, with USAID, the A&E firm and other contractors. The Contractor must be responsible for the coordination of all work performed under the Contract including scheduling of all work, delivery and warehousing of equipment and materials, establishing the work sequence, and completion of the work in accordance with the construction schedule and the specified time of completion. The Contractor must be responsible for the division and coordination of all work performed by subcontractors. Contracts between the

Contractor and its subcontractors shall completely describe the work to be performed by each subcontractor, and the division of work between trades or crafts will be solely a matter for agreement between the Contractor and its employees or subcontractors. A copy of subcontract documentation, less prices, shall be provided to COR on the award of the sub-contract.

G. Subcontractors and subconsultants of the Contractor must address all issues to the

Contractor and not USAID or the A&E firm. Under certain special circumstances the A&E firm may chair meetings to address situations related to these parties. The Contractor must designate a representative(s) who shall meet with the USAID COR and the A&E firm and/or their designated representative(s) as specified in the contract or as required by the COR or the A&E firm in post award communications. In cases where related infrastructure reconstruction projects are being implemented concurrently in the same site location, the respective Contractor must closely coordinate its construction schedule(s) and monitor activity progress to assure proper coordination between the related projects and avoid delays or cost overruns related, for example, to having to excavate roadwork newly installed under one project for the installation of pipe under another project .

[END OF SECTION C]

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

L.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

The following solicitation provisions pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with the FAR provision at FAR "52.252-1 entitled “SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)" in Section L of this solicitation. See FAR 52.252-1 for an Internet address (if specified) for electronic access to the full text of a provision. Also, the full text of a contract clause may be accessed electronically at: http://www.arnet.gov/far/ or http://www.usaid.gov/.

NUMBER

TITLE- FEDERAL ACQUISITION REGULATION (48 CFR Chapter

1)

DATE

52.204-7 SYSTEM FOR AWARD MANAGEMENT OCT 2018

52.204-22 ALTERNATIVE LINE-ITEM PROPOSAL JAN 2017

52.214-34 SUBMISSION OF OFFERS IN THE ENGLISH LANGUAGE APR 1991

52.214-35 SUBMISSION OF OFFERS IN U.S. CURRENCY APR 1991

52.215-1 INSTRUCTIONS TO OFFERORS—COMPETITIVE ACQUISITION NOV 2021

52.215-22 LIMITATIONS ON PASS-THROUGH CHARGES IDENTIFICATION

OF SUBCONTRACTOR EFFORT

OCT 2009

52.222-56 CERTIFICATION REGARDING TRAFFICKING IN PERSONS

COMPLIANCE PLAN

OCT 2020

52.222-24 PRE-AWARD ON-SITE EQUAL OPPORTUNITY COMPLIANCE

EVALUATION

FEB 1999

L.2 52.216-1 TYPE OF CONTRACT (APR 1984)

The Government contemplates awarding a single Firm-Fixed-Price (FFP) contract resulting from this solicitation.

L.3 52.233-2 SERVICE OF PROTEST (SEP 2006)

a) Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the General Accounting Office (GAO), shall be served on the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt from:

http://www.arnet.gov/far/ http://www.usaid.gov/

Kevin M. Sampson

Supervisory Contracting Officer

USAID/South Sudan/OAA

C/O 4420 Juba Place

Washington, DC 20521-4420

Email: ksampson@usaid.gov

A copy of the protest shall also be sent to William Buckhold, Asst. General Counsel.

William Buckhold

GC/LE, RM#6.06-071 RRB

1300 Pennsylvania Ave, NW

Washington DC 20523

Email: wbuckhold@usaid.gov

Ph: 202-216-3058

Fax Number: 202-216-3058

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

L.4 GENERAL INSTRUCTIONS TO OFFERORS

The U.S. Government anticipates awarding one FFP contract. USAID reserves the right to award more than the anticipated number of contracts stated above.

RFP Instructions. Proposals must be submitted in accordance with the RFP instructions and requirements. If an Offeror does not follow the instructions or requirements set forth herein, the Offeror’s proposal may be eliminated from further consideration or the proposal may be downgraded and not receive full or partial credit under the applicable evaluation criteria.

If an Offeror does not understand the instructions in this solicitation, then the Offeror must write to the Contracting Officer and seek clarification before the closing date and time for questions in the cover letter. All questions will be answered in writing and these answers will become an amendment to the RFP and posted on the Government Point of Entry. Offerors must direct all questions to the Contracting Officer and the Acquisition and Assistance Specialist named below. Offerors must not direct questions to any other USAID personnel.

All questions must be in writing. Answers to questions that are not presented as an amendment to this RFP are considered informal and shall not bind the Government. Questions in response mailto:ksampson@usaid.gov mailto:wbuckhold@usaid.gov to this solicitation must be submitted in writing only to abako@usaid.gov, and mloro@usaid.gov by the date and time set forth in the cover letter of this RFP.

Accurate and Complete Information. Offerors must set forth full, accurate and complete information as required by this RFP. The penalty for making false statements to the Government is prescribed in 18 U.S.C. 1001.

Pre-award Survey. USAID reserves the right to perform a pre-award survey which may include, but is not limited to: (1) Interviews with individuals to establish their ability to perform contract duties under the project conditions and schedule. (2) A review of the prime contractor’s financial condition, business, and personnel procedures, etc. (3) Visits to the candidate contractor’s institution; and (4) Visits to the candidate contractor’s ongoing job sites.

However, USAID is under no obligation to perform any of the forgoing activities. Accordingly, Offerors should submit their best proposal initially.

Offer Acceptability. The Government may determine an offer to be unacceptable if the offer does not comply with all the terms and conditions of the RFP and prospective contract.

L.5 MANDATORY SITE VISITS - TBD

Mandatory site visits will be held according to the below schedule. Offerors are reminded that they are to provide their own transportation to and from the sites. If an offeror is unable to attend the scheduled site visit, the offeror must submit a request by writing to the address on the cover page to visit the sites at different date and time.

Date Site Time

RC 09:00 - 11:00

EC 14:00 - 16:00

RC 09:00 - 11:00

EC 14:00 - 16:00

L.6 PROPOSAL DELIVERY INSTRUCTIONS

A. Electronic proposal must be submitted per the instructions on the cover sheet

B. Faxed proposals will not be considered.

C.

PROPOSAL SUBMISSION INSTRUCTIONS

mailto:jlutyo@usaid.gov

If two or more parties have formed a partnership or joint venture (see FAR 9.6) for purposes of submitting a proposal under this RFP as a single entity, such proposal will be considered, provided; the corporate charter, by laws and/or joint venture or partnership agreement are submitted with the proposal; and provided that the contractor team arrangements are identified, company relationships are fully disclosed, the respective responsibilities, including identification of the firm which will have responsibility for negotiation of the contract, method of work, expense and overhead allocation and profit or fee are expressly stipulated, and provided further, that the principals to the joint venture agreement agree to be jointly and severally liable for the acts or omission of the other. Moreover, a written memorandum shall be submitted explaining why the joint venture makes sense in the performance of this contract, in terms of skills each joint venture brings to the activity and the cost involved, including fee and overhead. Documentation required by this subsection shall be included in an Offeror’s business proposal.

This RFP is written in the Uniform Contract Format described in Federal Acquisition Regulation (FAR) section 15.406. Offerors are encouraged to familiarize themselves with the Uniform Contract Format. This will facilitate their understanding of the terms and conditions of this solicitation, the instructions which follow, and the source selection process

Offerors must submit their proposals, referencing the RFP number and title in the subject line via email to Michael Loro at mloro@usaid.gov ; and Awad Bako at abako@usaid.gov by the stated closing date and time specified in the Cover Letter. Receipt time is when the proposal is received by the USAID Internet server. If a proposal is received on time by at least one of the email addresses above, it will be considered timely. A proposal must be received by the Government by the due date and time for it to be considered.

The proposal must be accompanied by a cover letter typed on official organizational letterhead and signed by a person who has signatory authority for the organization. Total email size cannot exceed 20 MB. Multiple emails may be sent to accommodate the proposal size and content. All attachments must be in MS Word, Adobe PDF, or MS Excel readable format. Offerors MUST not submit zipped files.

While PDF files are acceptable, Microsoft Word and Excel are the preferred formats. Please note, however, that any budgets submitted in PDF format MUST also be included in MS Excel format with formulas shown. All electronic files must be “unlocked”.

If an Offeror sends an application by multiple emails, indicate in the subject line of the email whether the email relates to the technical or cost proposal, and the desired sequence of multiple emails (if more than one is sent) and of attachments (e.g. "no. 1 of 4", etc.). USAID’s preference is that each technical and/or each cost proposal be submitted as a single email attachment, e.g. that you consolidate the various parts of a technical proposal into a single document before sending it.

For Section K, Offerors must comply with FAR Clause 52.204-7, System for Award Management and complete the annual representations and certifications electronically via the Online Representations and Certifications and other Statements of Offerors website via the System for Award Management, www.sam.gov.

L.7 INSTRUCTIONS FOR THE PREPARATION OF PROPOSAL

The offeror must submit the following documentation as part of the quote.

A. Technical Proposal

The technical proposal is limited to fifteen (15) pages. All pages, cover to cover are included in the page limitation. Any pages beyond the 15-page limit will NOT be given to the evaluators and will not be evaluated. Technical proposals must be written in English on A4-size, paper and typed using Calibri 12-point font size with each page numbered consecutively and submitted in Microsoft Word and/or PDF. Proposals must be legible.

The technical proposal must be organized according to and address the evaluation factors in Section M. The outline for the technical proposal is specified below in the order of importance.

1. Technical Approach [Most Important]

The Technical Approach section must outline how the Offeror will implement the activities and meet the requirements of the contract to complete the assessment, validation, and procure/deliver necessary equipment and materials. This must describe the critical activities including the proposed approach to overcome challenges and meet project schedule requirements, procure materials and equipment and related logistics, quality control and site monitoring.

2. Management Structure and Key Persons [More Important]

Offerors must provide the site management structure using site level organizational structure, construction and safety plan,mobilization and demobilization plans, and communication strategy. Moreover, the offeror must demonstrate the capability and qualification of its key persons by including the most updated curriculum vitae. The offeror shall provide the following key personnel with the following requirements:

a) Project Manager http://www.sam.gov/ http://www.sam.gov

Education: Bachelor of degree in electrical or mechanicaL engineering

Experience: Minimum 10 years of experience in electromechanical related works

b) Construction Superintendent

Education: Bachelor degree in mechanical engineering

Experience: Minimum 8 years of experience in HVAC related works

3. Past Performance [Important]

Past performance is used to evaluate the quality of an Offeror’s prior performance and is evaluated on the basis of how well the Offeror performed the same or similar efforts on past or current contracts and how that past performance is likely to affect the current effort.

Offerors must prepare and submit a past performance proposal as part of the technical proposal submission. There is a maximum of 20 pages for the Past Performance Information section but must include:

● Past Performance Information Cover Page

● Tab 1 - Past Performance Matrix

● Tab 2 – Small Business Concern Performance Matrix

This Past Performance Matrix will be utilized for the evaluation of past performance described in Section M.2.

[END OF SECTION L]

SECTION M – EVALUATION FACTORS FOR AWARD

M.1 GENERAL INFORMATION

A. The Government may award a contract without discussions with Offerors in accordance with FAR 52.215-1.

B. Government intends to evaluate Contract proposals in accordance with Section M of this

RFP and award to the responsible contractor(s) whose Contract proposal best meets the needs of the government at a reasonable price and offers the best value.

C. The submitted technical information will be scored by a technical evaluation committee using the technical criteria shown below. The evaluation committee may include industry experts who are not employees of the Federal Government. When evaluating the competing Offerors, the Government will consider the written qualifications and capability information provided by the Offerors, and any other information obtained by the Government through its own research.

D. The cost proposal of all proposals submitting a technically acceptable proposal will be opened and costs will be evaluated.

E. The terms shown in brackets after each evaluation criterion in section M.2 below indicate the relative Importance of each criterion.

F. Technical versus Cost considerations: For overall evaluation purposes of this RFP, technical factors are considered significantly more important than cost/price factors.

G. USAID will select an awardee based on a Best Value Determinations using the evaluation of the Technical and Cost proposals.

M.2 TECHNICAL EVALUATION CRITERIA

The following evaluation criteria (1) serve as the standard against which all proposals will be evaluated; and (2) serve to identify the significant matters which applicants should address in their proposals. The government will conduct its evaluation of offerors’ technical proposals as described below:

1. Technical Approach [Most Important]

The quality and soundness of the proposed technical approach to meet the requirements of the contract from start to finish. This includes how thoroughly the assessment, document validation, value engineering, and procurement and delivery of the necessary equipment and materials are planned. The robustness of the proposal to address anticipated delays in project schedule, in the procurement materials and equipment and related logistics. The soundness of the planned sequencing, quality control, and site monitoring procedures.

2. Management Structure and Key Persons [More Important]

The quality of the site management structure, construction and safety plan, mobilization and demobilization plans, and communication strategy. The qualification and experience of the proposed key persons in performing similar types of works.

3. Past Performance [Important]

The quality of the offeror's performance on past or current contracts of similar scope and complexity.

M.3 PRICE EVALUATION

Each Offeror’s price will be evaluated but will not be assigned a rating. The Government will evaluate the price in accordance with FAR 15.404. Evaluation will include a price analysis to establish the reasonableness of the Offeror’s price. The Government reserves the right to conduct a price realism analysis if desired or necessary. A price evaluation will not be performed where the Offeror’s technical proposal is not deemed technically acceptable.

M.4 DETERMINATION OF COMPETITIVE RANGE

A competitive range may be established from Offerors, though the Government intends to award without discussions. The competitive range of Offerors with whom discussions may be conducted (if necessary) will be determined by the Contracting Officer pursuant to FAR 15.306

(c). Offerors are advised that, in accordance with FAR 52.215-1, if the Contracting Officer determines that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the contracting officer may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals.

M.5 SOURCE SELECTION

In accordance with FAR 52.215-1(f), the Government intends to award a contract or contracts resulting from this solicitation to the responsible Offeror(s) whose proposal(s) represent the best value after evaluation in accordance with the factors as set forth in this solicitation. This procurement utilizes a tradeoff process. The Contracting Officer may award to a higher priced

Offeror if a determination is made that the higher technical evaluation of that Offeror merits the additional cost/price, and therefore represents the best value to the Government.

SECTION D - PACKAGING AND MARKING

D.1 BRANDING STRATEGY

The Contractor must submit final Branding Implementation and Marking Plans no later than 30 days after award. The plan must address the elements below and be submitted to the CO for approval.

Per ADS 320.3.2.1,…