S--Facility Operations, Custodial, Supply (FOCS)

U.S. Agency for International Development (USAID) (USAID/ Egypt) Request for Information Overview of the Requirement and the Purpose of the Notice The United States Agency for International Development, Egypt Mission (USAID/ Egypt) is seeking expressions of interest from businesses that can provide facility operations, custodial, and supply management services (FOCS). USAID/Egypt is posting this Request for Information (RFI) in order to provide public information to interested companies and to identify the availability of businesses that have relevant expertise and can: (1) Provide operational and maintenance services to the USAID/Egypt New Office Building (NOB) which includes; maintaining and servicing building operation systems, procurement of maintenance related supplies, oversight of utilities payment for the NOB and residences, maintenance of facility equipment, furniture repositioning, and other related tasks; (2) Custodial, and gardening services for the USAID NOB and for maintenance on residential buildings in Maadi on a limited and exceptional basis; and (3) Small-scale expendable property (EXP) procurement, expendable property management, office mail delivery and document reproduction. USAID/Egypt intends to award a single standalone contract for these activities. Given the nature of this award, the leadership of this project must foster a productive relationship with USAID/Egypt and its staff. The activity summary presents the key components and service delivery anticipated under this activity. The level of funding for this project is expected to not be less than $3 million and not exceed $10 million over a five-year implementation period. This is not an invitation for bid, request for proposal or other solicitation; and it in no way obligates USAID to award a contract or any other type of award. Solicitation Number: USAID/EGYPT SOL-263-15-000003 Agency: US Agency for International Development Requiring Office: USAID/EGYPT/EXO/GSO Estimated Period of Performance: Five years Location: EGYPT Notice Type: Request for Information Posted Date: November 18, 2014 Response Due Date/Time: December 4, 2014, 3:00 pm Cairo Local Time NAICS Code: 561210 Synopsis Background Within USAID/Egypt the General Services Office (GSO) is responsible for Mission facility operations, custodial services, and supply management services. Located in New Maadi, Egypt, USAID/Egypts NOB was first occupied in the summer of 2001. The 10,000 square meter facility has four floors and a basement, and includes offices, conference rooms, cubicle areas a cafeteria, medical unit, gym, parking lot, and a garden area. The facility houses a total of approximately 300 workers utilizing the building Sunday through Thursday (except holidays). USAID anticipates a need for both recurring and ad hoc services to support these GSO functions at the NOB and to a very limited degree at the USAID warehouse and residential buildings. Contractor Anticipated Services 1. Operational and Maintenance Services to USAID/Egypt Facilities The contractor will provide all personnel and logistics support necessary to perform regular recurring maintenance at USAID's facilities. The term "maintenance" will entail the furnishing of skilled workers, their supervision, and the occasional small scale procurement or provision of ordinary tools, equipment and spare parts or supplies for carpentry, electrical, cubicle assembling, plumbing, painting, furniture relocation, building automation systems, refrigeration/air cooling, appliance repair, pest control, masonry and other services as required. In addition, the contractor is responsible for the transportation of work crews and equipment to adequately maintain USAID facilities, furnishings and equipment. This includes the installation, maintenance, and repair of security systems including but not limited to cameras, monitors, gates, drop bars, bollards and doors. In addition, the contractor will provide all personnel and logistics support necessary to perform maintenance on electrical, transformers and distribution panels systems, including but not limited to heating, ventilation and air conditioning (HVAC) systems, pumps, and cooling towers. Semi-annual tasks include but are not limited to air filter replacement, cleaning HVAC systems, and painting. Furthermore, the contractor will manage utility payments and maintenance related supplies that include but are not limited to electrical systems, gas, water and internet for the NOB and electrical, gas, and water for approximately 35 residences. The contractor will perform other projected and authorized maintenance related services on an ad hoc project basis. The contractor must also be able to receive emergency requests 24 hours a day, 7 days week and must respond to emergency requests within 30 minutes of a call from an authorized individual. The contractor must be capable of dealing with a broad spectrum of potential emergencies, including but not limited to broken water pipes, fires, electrical outages, etc. 2. Custodial and gardening services The contractor will provide regular and recurring custodial services for the NOB, and on a limited basis for the warehouse compound (located in Zahraa Maadi). Custodial services will be required, approximately ten times per year, for leased apartments. The custodial daily tasks include but are not limited to cleaning NOB facility floors, restrooms, offices, entrances, lobby, corridors, stairs, trash disposal, exposed surfaces, conference rooms, gym, medical unit and the facility exterior such as grounds care, sidewalks, and streets adjacent to the NOB. Scheduled custodial tasks include but are not limited to floor scrubbing, stripping and re-waxing of non-concrete or carpeted floors, cleaning light fixtures, high cleaning, and glass cleaning, vacuuming cubicles, and shampooing of carpets. Gardening Services include weeding, watering, fertilizing, trimming, planting, and ensuring grass is cut and maintained, and that all sidewalks and driveways are edged. These services will occur on both NOB property and at least one private residence. The gardeners will care for potted plants located both outside and inside the NOB and applicable residences, and on the balconies and terraces, and other relevant tasks as required. 3. Expendable property (EXP) management and document reproduction The contractor will oversee Expendable Property (EXP) by projecting property acquisitions and providing internal control and accountability, storage, and distribution of expendable USAID supplies. The contractor will also create a system of inventory control to assure compliance and proper oversight of expendable property. The contract will oversee Communication and Records (C&R) file retirement, storage, and disposal. This includes transporting boxes of files to the warehouse in Zahraa Maadi, and destroying files by shredding or incineration. The contractor will track the expiration dates of files for disposal. Furthermore, the contractor will provide bulk reproduction equipment operator services for the Mission during normal work hours (0800 to 1630 Sunday through Thursday except holidays). Reproduction equipment will be provided on site by USAID. Reproduction services will include photocopying of Mission documents as requested, binding or other packaging as required, and tracking of copy services provided. The equipment operator will be also be responsible for monitoring the condition of the photocopier equipment assigned to the reproduction unit and performing minor preventive maintenance and repairs. The contractor will also be responsible for shredding and bagging recyclable paper within the NOB, delivery of all in-house mail and newspapers on a daily workday basis to personnel. Service Delivery Services under this contract will be designated and delivered as either recurring or ad hoc services. Recurring Services: The contractor will be paid a fixed monthly price for providing recurring pre-identified operational and maintenance services, custodial and gardening services, and expendable property (EXP) management and document reproduction services to USAID/Egypt Facilities. Ad Hoc Supplies: The contractor will receive direct reimbursement for the procurement of supplies and equipment initiated and approved through an authorized USAID work order. (USAID will directly purchase the majority of supplies and equipment that can be planned for recurring activities.) Ad Hoc Special Projects: The contractor will receive additional payment for relevant services that transcend the duties detailed above, which may include completion of relevant short-term projects/tasks within USAID/Egypt. Ad Hoc projects will be initiated and approved through an authorized USAID work order. The contractor will be reimbursed for up to an annual ceiling price for approved ad hoc project time and materials with receipts, as stipulated in the final Solicitation. SITE VISIT OPPORTUNITY USAID Egypt is providing the opportunity for up to two representatives from interested companies to attend a pre-Solicitation site visit to gain further information about the scope of NOB facilities. ONLY THOSE PARTIES WHO SUBMIT ALL REQUESTED INFORMATION BY THE DEADLINE ON PAGE (1) ONE OF THIS NOTICE WILL RECEIVE CONFIRMATION OF ATTENDENCE and further instructions regarding access to the NOB property on the designated date and time. Site visit information is as follows: Date: December 15, 2014 Location: USAID Egypt New Office Building 1A Ahmed Kamel Street Off El Laselki Street New Maadi, Cairo, Egypt Time(s): 10:30 am, Cairo Local Time, or 1:30 pm, Cairo Local Time SUMMARY OF REQUESTED SUBMISSION INFORMATION USAID requests that interested parties submit the information outlined below in order to gain access to USAID facilities for the site visit on December 15, 2014 and to gain a better understanding of the current market in these service areas. This information will not be evaluated; however, information will be reviewed for completeness. All submissions shall be submitted by the closing date and time noted on page 1 of this notice. Electronic submission via email is required; no hard copy delivery will be accepted. E-mail submissions shall be sent to EGYPTProcurement@usaid.gov and all responses must be in English. USAID is not seeking elaborate replies, but rather concise, meaningful responses from vendors with the requisite expertise in (5) five single-sided 8 x 11 sized pages or less using Times New Roman 12 pt font, or similar. Generic marketing pamphlets and similar information is not desired. USAID will not review any information, including attachments, in excess of the (5) pages, unless otherwise stated in this section. Companies should provide clear and unambiguous evidence to substantiate their capability to fulfill any or all of the areas of work sought. Submissions must include the following: I. Business Information: a. Company: name, address, contact information b. Point of Contact(s): name, title, phone number, e-mail address c. Company Business Type: large (regular sized) business, small business, woman-owned small, minority owned small, 8(a), hub zone, etc. d. Company DUNS (if applicable) e. Tax Identification Number (indicate the country of the Tax ID) II. Capability Statement: a. Experience: Summary of at least three contracts for government (US, Egypt, or other) or commercial facilities, operations, custodial, and supply services of similar scope, size and complexity in the last three years. If the company has not completed three relevant contracts, the capability statement should include the summary of experience that is available, and clearly indicate why fewer than three government or commercial references were provided. Each summary should contain: i. Customer Name ii. Role of your Organization (Prime or Subcontractor) iii. Contract Number iv. Contract Type (fixed price, labor hour, etc.) v. Dollar Value vi. Period of Performance vii. Customer Point-of-Contact with telephone number and email address viii. Number of full-time staff providing services under the contract ix. Description of services provided b. Company Capabilities i. Describe the capabilities, features and benefits of your facilities, operations, custodial, and supply services in alignment with the required services in the synopsis ii. Identify any planned subcontractors that would be used (if needed) and the area of expertise they would contribute to the team. III. Site Visit Response a. Official names of no more than two company representatives who will attend the on-site visit; Names must identically match the individuals national ID which will presented for facility access or (s)he will not be granted entry; b. ID Number (for Egyptians) or passport number (for non-Egyptians), and associated country of citizenship; c. Preferred time slot (note that will make every effort to accommodate preferred times, however they will not be guaranteed); If interested firms are only able to perform some or one of the posted components they should indicate that in their response to this Notice and describe the areas of expertise for which they are capable of performing. The purpose of this information is to provide insight into the market for subcontracting under the potential prime contract.