USAID Juba South Sudan Residencial Compound and Office Compound Support

This is a presolicitation notice for the sole purpose of informing potential offerors of this opportunity. The following time line is anticipated: October 15, 2012 - Issue presolicitation notice November 15, 2012 - Issue RFP December 15, 2012 - First Question and Answer period January14, 2013 - Mandatory on site visit February 15, 2013 - Proposals due June 1, 2013 - Award October 1, 2013 - Commence services CONTRACT TYPE The contract shall be a hybrid type, Firm Fixed Price (FFP) with certain cost reimbursable line items. STATEMENT OF WORK Background: The United States Agency for International Development (USAID) occupies two compounds, the Office Compound (OC) and Residential Compound (RC) in addition to three residential housing compounds, one parking lot and storage area across from the Residential Compound. There is a cafeteria in the RC which operates in the evening/weekend and one in the OC which operates during working hours M-F 8am - 2pm. Additionally two safe haven, pump room and two main gates. 1. The USAID residential compound in Juba consists of Sixty (60) housing units each consisting of living/dining, Kitchen, 1ea bathroom, Bedroom and veranda. Four (4) residences: - three bedrooms, living room, kitchen, 3ea bathrooms and balcony. One (1) guest house: Consists of 6 bedrooms with attached bathrooms, living/dining and kitchen and 2 room health unit. One (1) recreation center (with gym, locker rooms, pool, kitchen and bar) and dining facility seating approximately 35 persons. The dining facility will undergo extensive remolding in FY13. 2. The USAID Office Compound in Juba, which also houses the US Embassy Juba South Sudan, consists of one (2) office building. Embassy with 50 desks, USAID Annex building with the capacity of 104 cubicles, two conference rooms, cafeteria, vehicle maintenance facilities, 1 ea. prefab conference room, 1ea prefab office space, 1 ea. prefab IT room, Pump house, Abolition block, 2ea CAC and reception areas. 3. Primrose house two floor building: 8 rooms, 4 (four) rooms with attached bathroom, 4 (four) rooms shared bath rooms, 2 two dinning, 2 living rooms, 1 reception guard house and outdoor bath room. 4. OCHERA HOUSE one floor building: 7 seven bed rooms with attached bath rooms, 1 one living/dining room, Kitchen, bathroom living/dining/kitchen area, parking space and bathroom out door. 5. OC Parking lot: Reception/guard office and 25 parking spaces. 6. Across RC Storage space. Reception/Guard office, Bathroom. 7. M&E Complex Services:- 4 office cubicles units with 40 desks, Large conference room capacity 60 people, Small conference room 20 people capacity, Drivers room and Guard house, Kitchen and equipment, Store room and Toilet Male/Female 8. JLE new house. One floor 3 three rooms, Specific Duties and Responsibilities of the Contractor Catering: The contractor shall supply and prepare meals for USAID staff at both compounds. Breakfast and dinner will be required for occupants of the residential compound in the evenings and on working days and all three (3) meals on weekends and holidays. Lunches will be required at the office compound on all working days for all employees. The menu should meet the needs and made affordable for both American and South Sudanese staff. Pricing must be approved by the COR. Meals will be served with soft drinks, fruit juices mineral water and treated water (provided by USAID). All food and drink will be paid by the consumers with cash in US$ or SSP (debit card if possible). Sales proceeds shall be considered contract revenue for the Contractor. Space and kitchen utensils, equipment, furniture and utilities will be provided by USAID. Consumables and food ingredients shall be provided by the Contractor. Laundry: The Contractor shall provide laundry services to the residents on Mondays, Wednesdays and Fridays. USAID shall furnish the washing machines and dryers and irons. Cost of Laundry shall be paid by the occupant requesting laundry services. The contractor shall set prices per piece and the contractor will make available laundry workers. USAID will not pay for laundry services and the contractor will supply detergent, bleach, and fabric softeners. House Cleaning/Janitorial: The Contractor shall provide cleaning services for the buildings mentioned above and all out building, such as workshops and generator rooms. Contractor is responsible for obtaining all necessary supplies and consumables for cleaning and janitorial services. The cost of these items will be reimbursed. Administration: The Contractor shall provide administration services as required and will include Camp Manager and Receptionist. Maintenance: The Contractor shall provide maintenance services i.e. Plumbing, Electrical, Carpentry, Welding, Masonry, Painting, Air Conditioning & Refrigeration and Swimming Pool attendant(s). This shall include maintaining all Mission equipment including generators and appliances, according to their operations manual. This is to ensure safe and efficient operation of the equipment as well as to prolong its useful life. USAID has signed a separate Maintenance Contract for the Generator Sets, thus Generator Maintenance is not part of this contract, though the normal operation of the units is. Maintenance schedule is done according to the Manufacturer's recommendations. This includes daily, weekly, monthly and other checks (at times these depend on hours of operation rather than calendar schedules). As of the effective date of this contract, the Contractor shall submit a completed equipment maintenance schedule to the CTO for approval. The contractor shall be responsible for the maintaining of all Mission facilities on the Residential and the Office Compounds in Juba South Sudan. The Contractor shall provide critical inputs to the preparation of Procurement Plans by recommending sources, models, types and specifications for equipment, spare parts, tools, and construction and building materials and supplies. The contractor shall staff multiple Maintenance teams for daily work orders and routine maintenance& repair, "Make ready" team(s) when needed to prepare residences for incoming staff as well as "Residential {Preventive Maintenance" teams. The exact number and composition of the teams initially shall be determined by the CTO and the Contractor. The Contactor shall maintain a pool of skilled laborers to support the teams when additional resources are needed. The number of personnel and skills mix is subjected to adjustments. Routine maintenance and repair is defined as minor electrical, plumbing, carpentry or air-conditioning repairs resulting from normal wear and tear. Routine maintenance does not cover structural alterations, painting or any capital improvement to the property. Services shall be provided on first in first out basis during normal workdays except emergency work which must be attended to immediately. Payment for items such as, but not limited to cement, pipes, hoses, filters, oils, lubricants, replacement parts and consumables for maintaining the equipment shall be handled on a Reimbursable Purchases basis. The Contractor shall maintain a sufficient supply of such materials on site. Payment for emergency labor overtime for after hour's services shall only be authorized with the prior approval of the Juba Executive Officer. Any amounts shall be claimed as Reimbursable Purchases. Procurement Services: The Contractor will be required to supply goods/services as required and shall not exceed AIDAR micro purchase limit which is currently at $3,000. All goods/services shall require a Purchase Request with complete specifications and the approval of the Supervisory Executive Officer before a 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 $3,000 from the Contractors own resources for the purchase of miscellaneous items needed for the running and maintenance of the compounds. Any procurement actions that are not included within the total estimated cost for the "purchases cost line item" and in excess of $200 requires 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 he maintains. It is also anticipated that at times special projects as identified by USAID will be required. In such event, Contractor shall, with the prior approval of the Executive Officer, procure these services, pay for them and be reimbursed. Accommodation Services: The Contractor shall manage accommodation services. The contractor shall manage the USAID accommodations inventory with their in-house reservations system (or one provided by USAID) and housekeeping expertise. The contractor shall ensure that the housekeeping of the facilities is maintained at standards comparable to those of a four star hotel, including the sanitation and safety of all residents and guests. The contractor shall respond to guest feedback on accommodations needs, and review account charges with guests during the checkout process. Additionally, via its front desk/reception, the contractor is responsible for meeting; greeting and registering guests during the check-in process, gate to office escort functions, date-stamp, sort and rack incoming guest mail and messages as required. Grounds Maintenance Services: The Contractor shall maintain the grounds in all compounds up to a high standard. Maintenance shall include, but not limited to trimming trees and shrubs, mowing grass, pest control, and anti-mosquito spraying. The USAID compounds in Juba will host USAID staff, high-level delegation and other VIP guests. The contractor must be prepared to cater to representational events C.2 Qualifications Key personnel to hold these positions requires experience in catering, hotel management and strong interpersonal and team building skills. Ability to serve as an effective liaison with a wide array of individuals and institutions is essential. The successful candidates will meet the required qualifications and be familiar with a wide range of issues listed below: Key personnel as follows: 1) Operations Manager Minimum qualifications: Minimum of three (4) years of overseas professional experience in hotel management 2) Camp Manager Minimum qualifications: Minimum of three (4) years of overseas professional experience in hotel management 3) Maintenance Supervisor Minimum qualifications: Minimum of three (4) years of overseas professional experience in general maintenance services 4) Head Chef Minimum qualifications: Minimum of three (4) years of overseas professional experience in head chef services. C.3 Logistics: The Contractor shall be responsible for all the logistics deemed necessary for his performance under this contract including the transportation of and provision of all fresh produce, mineral water, cutlery, transportation of goods to Juba USAID will provide: cooking equipment, refrigerators, water pump, water distiller, ice-cube maker, grill, food warmers, dishwashers, clothes washer, clothes dryer, ironing boards, iron and all other kitchen equipment, cleaning equipment and tools. USAID is in the process of upgrading both compounds, therefore the Contractor may contribute to greater efficiency and value engineering by suggesting other equipment (not listed) and required to perform tasks under section C above. The Contractor shall be responsible for the proper storage, inventory, maintenance, transportation, and security of all Government Furnished Items (GFI) in his/her care. Any GFI that is lost or damaged 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 use, to ascertain acceptable condition and to assure safe operation by contract employees. 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. Materials shall be stored or delivered to the maintenance compound; it is the Contractor's responsibility to transport the materials to the work site. The Contractor shall sign for all GFI on the forms provided by the Government The Contractor shall furnish uniforms to his/her 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. A company identification patch shall be prominently displayed. The contractor shall provide a list of employees, their address, telephone contact information, and nationality of all Employees who may perform work under this contract. Contractor employees shall not be deployed prior to obtaining security and medical clearances. The contractor shall keep this listing continually updated. C.4 Reporting Requirements: The contractor shall work under technical direction of the Supervisory Executive Officer in Juba or his designee. The contractor shall submit performance, financial and other reports as reasonably requested by USAID. C.5 Quality Control: The Contractor, the Compound Manager, or both, shall meet with the CTO (or a designated representative) monthly or on a schedule determined by the COR. However, a meeting will be held not later than one normal workday after a Contract Deficiency Report (CDR) is issued. Mutual effort shall be made to resolve any and all problems identified. 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 rights to use whatever additional surveillance procedures are 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 in the contract schedule and any option period exercised by the Government. However, interim evaluations may be prepared 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 (6) Other or as dictated by the current evaluation criteria.