Statement of Work (SOW) For the Provision of Food Service ......to be provided by the Contractor for...

RFP JDD170004 - PART III

Version 2.1

NATO UNCLASSIFED of 27

Statement of Work (SOW) For the Provision of Food Service Personnel

To the Norwegian Armed Forces (NAF) Camp in Bamako, MALI

Prepared by the NATO Support & Procurement Agency (NSPA)


Version 2.1


AMENDMENT RECORD

Revision/ Amendment Number

Pages Date of Issue Remarks

Version 2.0 27 6 March 2017 RFP Version

Version 2.1 27 22 March 2017 Changes to paragraphs: 4.5, 5.9.22, 5.16, 6.1, Annex B , B2, B5 9.8.1, 9.8.2, 13.1

Version 2.1 27 23 March 2017 Changes to Annex F Appendix A


Version 2.1


TABLE OF CONTENTS 1. Scope, including:

A. Applicability, B. Completeness of the Statement of Work, C. Standards of Performance, D. Terms and Expressions/Abbreviations (contained within Annex A).

2. Applicable Documents. 3. Command and Control. 4. Planning Factors / Constraints. 5. Services to be provided (Human Resources and Qualifications). 6. Schedules, Milestones and Operating Hours. 7. Security and Safety Requirements. 8. Environmental Requirements. 9. Data and Reporting. 10. Quality Assurance and Performance Measurement. 11. Mobilisation and Demobilisation Plan.

List of Annexes

Annex A – Terms and Expressions/Abbreviations. Annex B – Statement of Qualifications of Food Service Human Resources Annex C – Medical Screening of Food Service Personnel. Annex D – Report of Medical Examination Sample. Annex E – Vaccination Administrative

Sample Annex F – Provision of Food Products and Bottled Water

Annex F, Appendix A – Order and Delivery Annex F, Appendix B – EU 1688/2005 including Annexes Annex F, Appendix C – Process Map – All products relating to 1688/2005 Annex F, Appendix D – APL/Order List


A. Applicability 1.1. This SOW is applicable to the Contractor and provides details of services

to be provided by the Contractor for the provision of Food Service Personnel, Laundry Services, Food Items and Bottled Water in theatre in support to Norway’s participation in the MINUSMA UN Mission. The Norwegian Armed Forces (NAF) Camp is situated within the Military area in the International Airport of Bamako and is considered as a safe and secure area.

1.2. The Contractor shall provide all resources and management necessary to fulfil the mission in accordance with specific requirements outlined in this SOW and as stipulated in the contract terms and conditions.

B. Completeness of the SOW

1.3. The information provided herein, is considered sufficient to describe the

overall obligations of the Contractor.

1.4. Should there be missing information and/or data, and if this has not been clarified during the bidding process, then it is important that the Contractor makes a reasonable assessment of the requirement and include this assumption (or an explanation) in his Bid Proposal. If the matter becomes an issue then the Contractors assumptions/explanations shall be used as a basis for resolution of the issue during the contract performance.

C. Standard of performance

1.5. ‘Applicable Documents’, as listed in this SOW, contain the standards against

which the requested support services are to be performed. The contents of these standards are applicable to the extent they are relevant to the services to be provided.

1.6. Where standards are not specified then the Contractor shall comply with the European (EU) standards that are applicable to the service being delivered. This shall be fully detailed within the Bid Proposal.

D. Terms and Expressions/Abbreviations.

1.7. The terms and expressions/abbreviations that shall be used throughout this

document are detailed in Annex A.

2.1. The Contractor shall note that the ‘applicable documents’ which relate to specific services, in their respective field, lay down the standards/specifications which shall be considered and/or applied

2. Applicable Documents

Contents Table of Contents ..........................................................................................................................................22

1. Scope ...................................................................................................................................................22

Food Supply ...................................................................................................................................................23

1. Scope ...................................................................................................................................................23

5.3.4 All documentation must be in English or Norwegian. ..................................................................25

1. SCOPE


respectively in delivering of services. The contents of these standards/publications are to be used to the extent they are relevant to the contracted services being provided and within the framework of this SOW. 2.1.1. Standard NATO Agreements (STANAGs) to include, but not limited to:

2.1.1.1. STANAG 2550 MEDSTD (Edition 1): Minimum Standards of

Food Safety and Hygiene on Operations. 2.1.1.2. STANAG 6001: Language Proficiency Levels.

2.1.2. International Standards

2.1.2.1. ISO 22000 FSMS: 2005 Food safety management systems -

Requirements for any organization in the food chain. 2.1.2.2. ISO TS 22004 FSMS: 2005 Food safety management

systems - Guidance on the application of ISO 22000:2005. 2.1.2.3. ISO 14001:2004 Environment Management Systems -

Requirements. 2.1.2.4. OHSAS 18001:2007 Health & Safety Standard. 2.1.2.5. ISO 9001:2015 Quality Management Systems.

2.1.3. Other NATO Standards to include, but not limited to:

2.1.3.1. EAPC (SNLC)D(2006)0006-REV 1 Title : NATO Policy on

Contractor Support to Operations. 2.1.3.2. Instruction for NSPA Contractors Deployed on Operations

(CONDO). 2.1.3.3. AAP-15(2012): NATO Glossary of Abbreviations used in

NATO Documents and Publications. 2.1.3.4. AAP-06(2013): NATO Glossary of Terms and Definitions. 2.1.3.5. MC 319/1: NATO Principles and Policies for Logistics.

2.2. NATO standards and International standards shall be used to establish

requirements and demonstrate compliance with requirements, in the above order of precedence. Unless otherwise stated, the most current version of the referenced document shall apply, as of the date of RFP issued.

2.3. Where there is any deviancy from these standards/publications, then the rationale shall be clearly stated by the Contractor and details of such shall be passed on to NSPA.

3.1. The Contractor shall adhere with the NAF Military Camp Commander Orders in accordance with the Instruction for NSPA Contractors Deployed on Operations.

3.2. NSPA shall be the Contracting Authority and shall provide Contract oversight.

3. Command and Control


3.3. NSPA Contracting Officer (CO) shall be the delegating authority to administer and implement changes to the Contract within established limits and in accordance with applicable procurement regulations. Administrative matters concerning application, interpretation and administration of the Contract shall be dealt by the CO.

3.4. NSPA Food TO shall be responsible for the technical management of the Contract and serves as the technical authority for all Contract matters. The NSPA Food TO shall coordinate with Norway and the Contractor for communicating recommended changes and to the appropriate CO for contractual modification, if required so. The NSPA Food TO is to be responsible for verification and acceptance of work performed by Contractor’s staff in the Camp.

3.5. The NSPA Food TO shall perform his task and duties mainly from NSPA HQ in Capellen unless different required due to operational reasons; site visits will be coordinated with the NAF as/when required.

3.6. Operational Authority is exercised by the on-scene-Commander during

actual emergency responses.

3.7. Situational control and authority in emergency cases, shall reside with the Senior Contractor’s personnel or Medical Authority on-scene prior to arrival of the military on-scene-Commander.

3.8. The contractor’s food service personnel shall report to and take orders and

directions from the NAF Kitchen Manager in everyday work.

4.1. As an operational base, the NAF Camp in Bamako operates 24 hours a day/7 days a week. The requirement is to support 150-180 personnel utilizing the Norwegian dining facility. This number may fluctuate based on operational requirements.Meals are planned to be served four (4) times a day, with late meal as a self-serve. With respect to calendar and working days, all days are considered as working days including holidays and weekends.

4.2. The kitchen where the Food Service Personnel shall perform tasks is to be operational for the first meal (breakfast) to be served on the 1st July 2017. As a result, the Contractor shall ensure that the Personnel requirements of this SOW will be in place in the NAF Camp at Bamako– to meet and deliver the agreed timelines as above, unless directed otherwise by NSPA in writing.

4.3. A Kitchen Manager, provided by NAF and supported by a NOR Military

Veterinary Officer shall be responsible for the day to day kitchen operations. The Staff Head Cook, which is one of the positions to be hired under this contract, shall be in the position to act as Assistant Kitchen Manager under the supervision of the Kitchen Manager.

4. Planning Factors and Constraints


4.4. NAF shall provide and be responsible for the Kitchen Equipment and

Facilities, including maintenance actions as necessary.

4.5. NAF shall order, provide and be responsible for the collection and delivery of the UN Food supply.

4.6. Food supply shall be performed through the NAF using UN contracts. It is a

requirement under this contract for the Contractor to supply certain additional specific food items based on a provided Approved Price List.

4.7. A dedicated QA person will be employed by the contractor as part of the

Food service personnel for this contract.

4.8. The Contractor is responsible for all arrivals and departures of their Food Service Personnel in and out of Theatre. The “Instructions for NSPA Contractors Deployed on NATO Operations” provides further details relating to personnel.

4.9. The Food Service Personnel shall be allowed to use the sanitary

establishments in the Camp, provided by NAF. NAF will provide all necessary accommodation for the Food Service Personnel in tents, and Real Life Support (RLS), as provided for the Norwegian personnel. However, the Contractor shall be responsible for providing RLS to the Food Service Personnel that cannot be provided by NAF, if any, and is necessary for the Food Service Personnel of performing their tasks.

4.10. The Contractor is responsible for the provision of Food Service

Uniforms and necessary protective clothing for all staff that shall clearly identify the personnel as a member of the Contractor and distinguish their position within the kitchen/establishment. Clothing and shoes shall be washable at 90 degrees Celsius and made in bright colours.

4.11. The Contractor shall familiarise himself fully with the information and

requirements, as stipulated within the Instruction for NSPA Contractors Deployed on Operations the aim of which is to provide Contractors with the guidelines and procedures governing all contract terms to be expected. Responsibilities, requirements, policy and procedures are defined in this document.

5.1. The Contractor shall provide qualified and competent Food Service Personnel with a completed and current basic Criminal Background Check (which shall be validated through NAF security screening) and shall ensure that the personnel have the required authorities for operating the kitchen in the NAF Camp in Bamako Mali.

5.2. All personnel are obliged to accept that a security screening done by the

Norwegian security authorities shall be conducted.

5. Services to be provided – Human Resources and Qualifications


5.3. For the purpose of this SOW, the Contractor shall deliver the Food Service

Personnel with the Statement of Qualifications as described in Annex B of this SOW. Moreover, 5.3.1. CVs of the key Food Service Personnel are to be provided with the

Bid Proposal. 5.3.2. In case of any Food Service Personnel change(s), the CVs of

the incoming personnel are to be made available to NSPA. NSPA reserves the right to reject proposed personnel if they are found to not meet the necessary qualifications.

5.4. The Contractor shall provide a Medical Certificate specifying Fit Food Handler for all Food Service Personnel prior to their arrival at the camp, and prior to any leave or other absence from camp, in accordance with Annex C. The contractor’s food service personnel are subject to further medical screening as ordered by NAF Senior National Representative, Kitchen Manager, Veterinary Officer or Physician/Medical Officer.

5.5. The Statement of Qualifications for the Food Service Personnel Human Resources are described in detail in Annex B of this SOW.

5.6. Medical support in the area is provided by UN, both level 1 and level 2 and

shall be available for the Food Service Personnel, including routine acute care. The Contractor shall be responsible for any additional medical support for the contractor’s Food Service Personnel, including MEDEVAC, in case of emergency and as/if required.

5.7. Food Service Personnel are obliged to follow the rules and regulations which

at any time are in force to the Norwegian Military Personnel in the NAF Camp; Specifically concerning alcohol, drugs, performance improving substances etc. The Contractor’s Food Service Personnel cannot, unless ordered so by the NAF Kitchen Manager, or on planned leave, leave the camp. The contractor’s Food Service Personnel are to be catered for in the NAF DFAC.

5.8. All personnel shall live in the NAF Camp, and shall have the same quality

concerning the quartering and sanitary installation as would be equivalent to the Norwegian Military Personnel. NAF shall provide accommodations and RLS under the planning factors and constrains described herein. Shortfalls, if any, shall be covered under the responsibility of the Contractor.

5.9. Bottled Water: The Contractor shall supply the Norwegian Forces with

bottled water for use by the 150 - 180 residents. Consumption of bottled water is estimated to be 8 liters per person per day. Actual consumption will vary and the figure provided is not to be taken as the “Actual” amount required. There will be no fixed minimum requirement.

5.9.1. Bottled water shall be “still” and comply with EU standards and

Codex Alimentarius 227. The Contractor shall provide with the Technical Bid certification of bottled water sources (no less than two


sources are to be available). This certification is to be updated as it expires. The NSPA TO shall be provided current and any updated certificates. The Contractor shall provide both chemical and microbiological certification with deliveries of bottled water.

5.9.2. Water Requirements (Bottled): The Contractor is required to provide the following range of water products:

5.9.2.1. Still bottled water in 0.5 litre bottles. 5.9.2.2. The contractor shall have the ability to provide 1.5 liter

bottles upon request and with the same quality characteristics.

5.9.2.3. Water for cooking will be provided by NAF at no cost to the contractor.

5.10. Food Service Personnel who are experiencing routine illness (cold, flu, cough, cuts etc.) are to report to the NAF Kitchen Manager, who will refer the food service personnel to the UN level 1 health treatment facility in Bamako and are not permitted to return to work until a “Return to Work” certificate has been issued by the Medical Officer. This shall be reported to the NSPA Food TO and the NAF Kitchen Manager.

5.11. All personnel must have good knowledge of English. The Contractor

shall ensure that, as an absolute minimum, all of the Key Food Service Personnel assigned are able to speak and understand English to the NATO SLP 2221 standard, in accordance with STANAG 6001.

5.12. All Contracted Food Service Personnel shall have been trained in Basic

Food Safety prior to arrival at the camp in Bamako; throughout the period of performance, Food Service Personnel are to receive continuous training on food safety to include site specific HACCP Training. This shall be the responsibility of the Assistant Kitchen Manager who must also document training provided to staff and report this to the NSPA Food TO and to the NAF Kitchen Manager weekly.

5.13. The Contractor shall make available to the NSPA Food TO, a copy of the

qualifications of the Food Service Personnel, whenever such a request shall be made and in a period of 24 hours.

5.14. Laundry Service: The Contractor shall provide a laundry service in support

of the Norwegian Armed Forces Camp in Bamako. 5.14.1. The laundry service shall cover the following: 5.14.2. Bath Towel 5.14.3. Bed Sheet Cover 5.14.4. Sheet Linen 5.14.5. Pillow Case 5.14.6. Mattress Cover


5.15. The service shall include pick-up from the site, 48-hour turnaround and delivery back to the site in plastic bags, ironed and folded. The Contractor is solely responsible for the performance of this service, even if sub-contracted.

5.16. The Contractor shall also be required to provide specific food items on top of the food supply provided by the NAF. These items are listed in Annex F..

6.1. The Contractor shall provide qualified, competent and performing manpower for the execution of the required catering services and food provision (i.e. first principle food preparation) under the direction of the NAF authorities and/or NSPA and to the standards specified within this SOW.

6.2. Dining Facility Opening Hours (meal times): The Contractor shall ensure the Dining Facility meets the following service times. Service points are not to be stripped until after the end of each meal period. Meal Times are as follows:

Monday – Saturday Breakfast: 06.30 – 08.00 Lunch: 11.30 – 13.00 Dinner: 17.30 – 19.00 Late Meal: 22.00 – 23.59 Sunday Brunch: 09.00 – 12.00 Dinner: 17.30 – 19.00 In addition there is an afternoon tea where cakes and waffles are served at 15.00.

6.3. Meal times may require adjustments from time to time and may also require changes due to special occasions, holidays and operational requirements as directed by the NAF Catering Manager.

6.4. To support operational requirements, the Contractor shall ensure food services can be made available up to 24 hours a day, seven days per week. The NAF Catering Manager will advise the Contractor as soon as possible of the requirement. The contractor shall ensure that a senior manager is on call at all times and can be reached via cell phone. This system shall be in place prior to the first meal being served.

7.1. All Contractor personnel under this SOW shall be properly authorized for NAF Camp access prior to arrival on the place of duty. A complete request for deployment in accordance with guidance provided by NSPA and local command security guidance pertaining to installation access is required.

7. Security and Safety Requirements

6. Schedules, Milestones and Operating Hours


7.2. All personnel are obliged to accept that security screening done by the NAF

security authorities may be conducted. As a minimum, the contractor shall ensure that all personnel have a valid and current Basic Criminal Background Check completed from where they come.

7.3. The Contractor shall comply with all applicable NATO Directives, Guidance

and SOPs concerning safety and security.

8.1 T h e contractor staff are expected to adhere to the Environmental Policies specified in the SOPs for the NAF camp.

9.1. Daily personnel attendance reports shall be submitted to NSPA electronically, and together with a monthly list of personnel attendance, verified as services rendered. The confirmation of services shall be utilized as a justification for monthly payments.

9.2. The Contractor shall provide NSPA and the Military Commander in the NAF Camp, with immediate feedback on detected health/safety issues and accident responses.

9.3. The Contractor shall maintain records on detected health/safety issues,

incidents & accidents that shall be retained for a time period of at least 3 years.

10.1. The Contractor shall implement and monitor a Food Quality Assurance Surveillance Plan (QASP) and perform the oversight of this plan. The contractor is responsible for the day to day management of this QASP and associated reporting.

10.2. The Quality Assurance provision shall not be subject to hourly performance but rather should be performed by a dedicated resource who ensures that the QASP is implemented at all times.

10.3. The Contractor shall be required to carry out two audits per year to ensure

correct implementation of the programme.

11.1. The Contractor shall include a Mobilization Plan in the Bid Proposal describing the strategy and approach to deploy the required resources to the NAF Camp in order to perform the services specified in this SOW.

11. Mobilization and Demobilisation Plan

10. Quality Assurance and Performance Measurement

9. Data and Reporting

8. Environmental Requirements


11.2. Once agreed upon, milestone achievement dates shall be directive in nature and shall be monitored to ensure mobilization success.

11.3. Prior to contractor personnel arriving at the NAF Camp, the medical screening in accordance with Annex C has to be completed.

11.4. Demobilization includes all actions required to achieve successful contract close out. Demobilization for this SOW could be but not limited to:

11.4.1. Support transfer to the follow-on Contractor (including incumbent

winning follow-on contract), 11.4.2. Transfer of activities to Military Forces, 11.4.3. End of service requirements after the contractual period is expired,

or 11.4.4. Withdrawal of NAF from Theatre.


Annex A

Terms and Expressions/Abbreviations

Term/Acronym Meaning

(a) (b)

Authority to Deploy Means the formal granting to the Contractor of the written authority to deploy personnel (and necessary equipment) into Theatre.

Contracting Officer (CO)

The NSPA CO charged with administration of the Contract. The NSPA CO shall be the delegating authority to administer and implement changes to the Contract within established limits and in accordance with applicable procurement regulations. Administrative matters concerning application, interpretation and administration of the Contract shall be dealt by the CO.

Contractor The commercial entity or organization that undertakes to supply, perform services, or both, in a deployed operation, for the benefit of NATO and/or Nations under an NSPA contract.

Deployment Means any act of preparing, moving, initial set up of equipment and personnel for the delivery of Services within the Theatre of Operations.

Deploy Deploy means any act of bringing a Contractor under the administration and control of the Military Commander and NSPA within the Theatre of Operations and "deployed" shall be construed accordingly.

Demobilization Includes all actions required to achieve successful contract close out

Food Service Personnel

Refers to all the Contractor personnel bound to the Contractor through a labour/employment contract, working as part of a NSPA administered contract in a support of the NAF Camp in Bamako Mali.

Local Military Commander/Camp Commander

Means the senior military person in the NAF Camp where the Contractor is expected to deploy who is the senior Military Authority and responsible for discipline, security and administration of the Camp.


MEDEVAC Medical Evacuation.

Mobilization The act of assembling, transporting and organizing the needed resources to support mission objectives in frame of this Contract.

NAF Norwegian Armed Forces.

NLT Not Later Than.

NSPA The NATO Support Agency, a subsidiary body of NATO, sharing wholly NATO’s international legal personality. It is mandated to award and administer contracts in support of NATO approved deployed operations.

(Military) Operation/Mission

For this SOW, the term "Operation" and "Mission" refers to the specific NAF participation in the Minusma UN mission in Mali.

RLS Real Life Support.

Statement of Work (SOW)

Describes the specific contextual as well as contractual obligations of the Contractor to perform its Contract for a specific operation and that are specific to the Contract.

STANAG

NATO abbreviation for a Standardization Agreement, which set up processes, procedures, terms, and conditions for common military or technical procedures or equipment in common use whilst supporting NATO military operations.

Theatre Means the defined area where the NAF mission is taking place, in which the Operational Commander plans and conducts Military Operations or Exercises to accomplish the specific mission.

Technical Officer (TO)

The NSPA Food Technical Expert that is responsible for monitoring the technical aspects of the services performed under this SOW/Contract. The NSPA Food TO serves as the technical authority for all Contract matters and shall coordinate with Norway and the Contractor for communicating recommended changes, and to the appropriate CO for contractual modification, if required so. The NSPA Food TO, is responsible for verification and acceptance of work performed by Contractor’s staff in the Camp.


Annex B

Statement of Qualifications of Food Services Human Resources

B.1. The food expected to be served in the NAF Camp in Bamako Mali shall be a western type/style of food and Cooks must be capable to work with that requirement. More precisely, all Food Services Personnel for the NAF Camp in Mali hired under this SOW must hold appropriate certifications, qualifications, expertise and skills as described below: B.1.1 STAFF Head Cook/Assistant Kitchen Manager

B 1.1.1 Certification of Chef de Cuisine or Certification in Hospitality Management

B.1.1.2 Holder of a recognized cook journeyman certification B.1.1.3 Having at least five (5) years management experience in

managing multi- faceted, high-volume food services operations

B.1.1.4 Knowledge of Nordic cuisine B.1.1.5 English speaking as per para. 5.11

B.1.1.6 Act as leader of the Food Services Personnel staff under the directions of the Kitchen Manager

B.1.1.7 In addition to the main duties, he/she shall act also as an assistant Kitchen Manager

B.1.1.8 Preferably of western origin

B.1.2 STAFF Head Cook

B 1.2.1 Certification of Chef de Cuisine or Certification in Hospitality Management

B 1.2.2 Holder of a recognized cook journeyman certification B 1.2.3 Having at least five (5) years’ experience as a chef working

in an institutional environment with multi-faceted, high-volume food services operations

B 1.2.4 Knowledge of Nordic cuisine B 1.2.5 English speaking as per para. 5.11 B 1.2.6 Act as leader of the Food Services Personnel staff under

the directions of the Kitchen Manager B 1.2.7 Preferably of western origin

B 1.3. STAFF Cook

B 1.3.1 Holder of a recognized cook journeyman certification B 1.3.2 Having at least four (4) years’ experience in cooking

in multi-faceted, high- volume food services operations;

B 1.3.3 English speaking as per para. 5.11


B 1.4 Assistants for cleaning / dish washing that shall be English

speaking as per para. 5.11 B 1.5 Storekeeper that shall work with storage, bottle water handling/rations

handling B 1.5.1 Must have a minimum of three (3) years of experience in

forecasting requirements for ordering food and other material supplies and in maintaining inventory control in a large institutional food service operation

B 1.5.2 English speaking as per para. 5.11

B.1.6. Quality Assurance Representative that must have knowledge of the International Standards specified in Para 2.

B1.6.1 Must have a minimum of five (5) years of experience and

hold a valid qualification for training in HACCP. B1.6.2 English speaking as per para. 5.11.

B.2. The minimum manning required is hereunder specified per position. The maximum number of contractor’s personnel that can be accommodated in base is sixteen (16) people. The contractor shall sustain the below minimum manning in full operational status at all times.

a) Head Cook/Assistant Kitchen Manager, one person. b) Head Cook, one person. c) Quality Assurance Representative, one person. d) Cooks, five people. e) Assistants for cleaning / dish washing, three people. f) Storekeeper, two people.


B.3. Due to high risk of food contamination in the area, all Food Service Personnel

must be able to adhere to HACCP regulations set for this mission.

B.4. No additional Food Services Personnel positions shall be required to perform the tasks under this SOW. The Bidder is responsible for identifying the required number of personnel to perform the services in its Technical Proposal, broken down by category as outlined above.

B.5. The stringent requirements in terms of security, safety and health records

preclude, the hiring of any local staff at the place of performance. The contractor must ensure the highest standards in the selection of his staff.

Annex C

Medical Screening of Food Service Personnel

C.1. The contractor’s Food Service Personnel are subject to medical examinations as

described herein. Medical screenings are, as a minimum, to be performed immediately prior to arrival in camp, when arriving and after leave/holidays. Medical screening is also to be performed after any absence from camp lasting longer than 1 day prior to return at camp. C.1.1. Test of nasal secretions for MRSA. C.1.2. Test of excrements (stool) for salmonella, shigella, EHEC, vibrio,

entamoeba, cryptosporidia, giardia, and other faecal parasites. C.1.3. Test for Tuberculosis – by sputum test / TBC skin test and X-ray. C.1.4. All personnel must be vaccinated for Hepatitis A and Hepatitis B

and must be Hepatitis C negative (first test before employment and the second after 6 months). Based upon applicable documentation, the following inoculations of contractor’s Food Service Personnel are medically required: C.1.4.1. Hepatitis A (alt. Twinrix) C.1.4.2. Hepatitis B (alt. Twinrix) C.1.4.3. Meningitis C.1.4.4. Rabies (only for those at risk of any contact with vertebrate

vectors such as mice, bats, etc.). C.1.4.5. Tetanus, Diphtheria, & Pertussis C.1.4.6. Typhoid C.1.4.7. Yellow Fever C.1.4.8. MMR C.1.4.9. Poliomyelitis. C.1.4.10. Seasonal Influenza C.1.4.11. Varicella C.1.4.12. Antimalarial chemoprophylaxis appropriate for Mali per WHO International Travel and Health (2012) recommendations


C.1.5. Medical screenings are to be performed by qualified medical personnel.

Analyzes and evaluations are to be performed in accordance with internationally recognized standards.

C.1.6. Medical screenings are to be documented in accordance with the certificate template in annex D. Sampling results, x-rays and similar are to be attached to the certificate.

C.2. Food Services Personnel are not allowed to work in the kitchen if they have

wounds/lesions with secretion. Following treatment they must be examined by the medical officer and receive a "Return to Work" certificate. Minor cuts and abrasions should be covered at all times with waterproof dressings.

C.3. Food Services Personnel cannot work in the kitchen (regardless of their position)

before they are approved by the staff surgeon at NAF NJHQ and their Health-Certificate and results of examinations are confirmed. This testing and approval shall be coordinated through the NSPA Food TO and the contractor’s local manager. Medical certificate and attachments are to be forwarded as hard copies or electronically to NAF for approval.

C.4. Personnel Leave / Holidays: Contractor personnel who are to return from Leave /

Holiday must be examined and tested prior to returning to the NAF Camp (with certification of approval to be given by the Norwegian Kitchen Manager) for the following:

C.4.1 Stool – bacteria, helminthes, protozoa from Nostril – MRSA C.4.2 If any of the above diseases are found, the personnel will not be

permitted to work.

C.5. Routine sickness: The Contractor shall educate the Food Services staff if they are feeling ill or are sick in any capacity while living and working at the NAF Camp, they are to report to the NAF Kitchen Manager, who will refer them to UN level 1 in Bamako. Relevant UN medical facility will issue instruction including a "Return to Work" certificate, once medically cleared.

C.6. All coordination for medical screenings is to be conducted through the NSPA Food TO. Although medical examination information is not to be made available to the Food TO, "Fit to Work" certificates are to be copied and held on file by the NSPA Food TO, including certification as a Food Handler. The local manager for the Contractor must have all certification on hand as well; otherwise Food Services staff shall not be permitted to work.

C.7. Report of Medical Examinations and Vaccination Administration Record samples are included in Annexes D and E.


ANNEX D - Report of Medical Examination Sample

REPORT OF MEDICAL EXAMINATION

CLASS A PHYSICAL

1. DATE OF EXAMINATION

(DD - MMM - YYYY)

2. TASKARA # / PASSPORT #

3. LAST NAME, FIRST NAME, MIDDLE

4. DATE OF BIRTH (DD - MMM - YYYY)

5. AGE 6. SEX MALE FEMALE

7. HOME ADDRESS (Street, City, Province, State Zip Code)

ATTACH PICTURE HERE (for local nationals)

8. PLACE OF BIRTH (Province / State / Country)

9. AGENCY / ORGANIZATION

SAMPLE

10. HOME TELEPHONE NUMBER

11. HEIGHT (feet/inches)

12. WEIGHT (lbs)

13. BLOOD PRESSRE SYS.

DIAS.

14. PULSE

15. TEMP 16. RESP RATE

17. PAST MEDICAL HISTORY

18. FAMILY MEDICAL HISTORY 19. ALLERGIES 20. SOCIAL HISTORY a. Tabacco Use YES NO b. Alcohol Use YES NO c. Drug Use YES NO

Explain:

CLINICAL EVALUATION (Check each item in appropriate column. Enter “NE” if not evaluated)

Normal Abnormal NE 48. NOTES: (Describe every abnormality in detail. Enter pertinent item number before each comment. Use additional sheets if necessary)

21. Head, face, neck, and scalp

22. Nose

23. Sinuses

24. Mouth and throat

25. Ears - Genernal (Int. and ext. canals/Auditory acuity)

26. Drums (Perforation)

27. Eyes - General (Visual acuity and refraction)

28. Ophthalmoscopic

29. Pupils (Equality and reaction)

30. Ocular motility (Associated parallel movements, nystagmus)

31. Heart (Thrust, size, rhythm, sounds)

32. Lungs and chest (include breasts)

33. Vascular system (Varicosities,etc)

34. Anus and rectu (Hemorrhoids, Fistulae) (Prostate if indicated)

35. Abdomen and viscera (Include hernia)

36. External genitala (Genitourinary)

37. Upper extremities

38. Lower extremities (Except feet)

39. Feet

40. Spine, other musculoskeletal

41. Identifying body marks, scars, tattoos

42. Skin lymphatics


43. Neurologic 44. Psychiatric (Specify any personality deviation) 45. Pelvic (Females only) 46. Endocrine 47. DENTAL / ORAL DEFECTS AND DISEASE (Please explain if Not Acceptable)

Acceptable Not Acceptable

LAST NAME - FIRST NAME - MIDDLE

SAMPLE TASKARA # / PASSPORT #

TUBERCULOSIS SCREENING

49. PREVIOUS CHEST X-RAY TB RESULTS POSITIVE NEGATIVE UNKNOWN

51. TB QUESTIONNAIRE (if yes calculate points below)

YES NO YES NO 50. HISTORY OF TREATMENT FOR

TUBERCULOSIS IN THE LAST 5 YEARS?

YES NO

a. Chronic cough (greater than 2 weeks) (2 pts)

f. Shortness of breath(1 pts)

b. Production of sputum (2 pts)

g. Recent loss of appetite (1 pts)

50. BODY MASS INDEX (weight(llbs)

x 703 =

(height(in))2

c. Blood-streaked Sputum (2 pts)

h. Known exposure to person w/ TB (2 pts)

d. Unexplained weight loss (1 pts)

i. Communal living (1 pts)

52. CHEST X-RAY RESULTS DATE OF X-RAY

DD - MMM - YYYY NEGATIVE Infectious process / TB POSITIVE Infectious process / TB

e. Fever (1 pts)

TOTAL POINTS

LABORATORY

53. INFECTIOUS DISEASE 54. BLOOD TYPE / RH - 55. LAB RESULTS COMMENTS

See Attached

NEG

POS NEG POS

NORMAL

ABNORMAL HIV TYPHOID TLC

HEPATITIS B STOOL DLC

HEPATITIS A SALMONELLA Hgb / HB

HEPATITIS C SHIGELLA RBC

VDRL MP ESR

VACCINATIONS / IMMUNIZATION

56. VACCINES REVIEW

See Attached

57. VACCINATION COMMENTS

58. SUMMARY OF DIAGNOSIS / DEFECTS

59. TREATMENT

WORK DUTY RECOMMENDATION

60. WORK DUTY FIT FOR DUTY NOT FIT FOR

DUTY TEMPORARY PERMANENT

61. COMMENTS (if not fit for duty)

62. TYPED OR PRINTED NAME OF PHYSICIAN OR EXAMINER

65. OFFICIAL STAMP

63. SIGNATURE 64. DATE


VACCINATION ADMINISTRATION RECORD

LAST NAME - FIRST NAME - MIDDLE TASKARA # / PASSPORT #

DATE OF BIRTH (DD - MMM - YYYY)

AGE SEX MALE FEMALE

EMPLOYER

VACCINE DATE GIVEN (DD/MMM/YYY)

DOSE

SITE (RA, LA, RT, LT)

VACCINE VACCINATOR SIGNATURE LOT # MFR

Tetanus, Diphtheria, Pertussis (e.g. Td, Tdap)

Hepatitis A (e.g., HepA, HepA-HepB)

Hepatitis B (e.g., HepB, HepA-HepB)

Measles, Mumps, Rubella (MMR)

Polio (IPV)

Typhoid

Varicella (VAR)

OTHERS:

NOTES / COMMENTS

Abbreviations SITE

RA Right Arm

LA Left Arm

RT Right Thigh

LT Left Thigh

How to Complete this Record

1. 2. Abbreviations Trade Name & Manufacturer

1. Record the Date Vaccine is given to patient 2. Record the dose in ML 3. Record the site where vaccine was administered as either

RA (right arm), LA (left arm), RT (right thigh), or LT (left thigh)

4. Record LOT # and Mfr. If generic please include Batch # 5. To meet the space constraints of this form and federal

requirements for documentation, if vaccinator is NOT from American Medical Center, please write Vaccinator full name and organization administrating the vaccine in

Tdap Adacel (sanofi pasteur), Boostrix

(GlaxoSmithKline [GSKJ)

Td

Decavac (sanofi pasteur), generic (MA Biological Labs)

HepA Havrix (GSK); Vaqta (Merck)

HepB

Engerix-B (GSK), Recombivax HB (Merck)

MMR MMRII (Merck)

VAR Varivax (Merck)

NOTES/COMMENTS Generic GEN

Annex E – Vaccination Administration Sample


Annex F

Provision of Food Products and Bottled Water

Table of Contents

1. Scope 2. Applicable documents 3. Command and control 4. Planning factors and constraints 5. Description of services required 6. Specific schedules, milestones and operating hours 7. Contractor human resources 8. NAF furnished facilities, equipment, tools and supplies 9. Contractor furnished facilities and equipment, tools and provisioning of supplies 10. CIS requirements (Contractor and NAF furnished) 11. Security requirements 12. Environmental requirements 13. Data and reports 14. Quality assurance and performance standards 15. Mobilization/Demobilization

LIST OF APPENDICES

Appendix A Order and Delivery Appendix B EU 1688/2005 including Annexes Appendix C Process Map-All products relating to 1688/2005 Appendix D APL/ Order List


Food Supply

1. Scope

1.1. This Annex to the SOW details the following additional requirement:

1.1.1 The provision of food supplies and bottled water to the Norwegian Armed Forces (NAF) located at Bamako, Mali.

2. Applicable Documents

2.1. The Applicable Documents listed in SOW and its Annexes contain the

various standards against which the requested services are to be performed. The contents of these standards are applicable to the extent that they are relevant to the services to be provided under this contract.

2.1.1. The most stringent applicable standard shall have precedence.

2.1.2. The most current version of the referenced documents at the

time of Request for Proposal release is to be followed for contract purposes. Updates during the contract performance shall be reviewed and issues addressed as they arise from these changes.

2.2 Documents

2.2.1. Codex Alimentarius 227/224.

2.2.2. COUNCIL DIRECTIVE 98/83/EC-Water Standards.

2.2.3. AMEDP 4.6. Food Safety, Defence and Production Standards in

Deployed Operations.

2.2.4. Joint Service Publication 456 Volume 1 & 3 (JSP)

3. Command and Control

3.1. As per the SOW.

4. Planning Factors, constraints

4.1. As per the SOW.

5. Description of services to be provided at Camp Bifrost


5.1. The Contractor is to supply food and bottled water on demand.

5.2. The Contractor is to provide a cost for the items on the Approved Product List (APL) at Appendix D which shall be ordered as and when required by the NAF and delivered by the Contractor.

5.3. The Contractor is to ensure that all products intended for use by the NAF in

Africa shall conform to EU Standards.

5.4. Certification

5.4.1. All raw animal and seafood products, including dairy and egg products are to be obtained from producers approved by the EU within the EU, and thus meet all requirements for consumption within the EU. Producers from outside of the EU must comply with all requirements for import for consumption to the EU, as stated in the Food Law (Regulation (EC) No 178/2002), and related legislation. This includes that the producer must be on the list of Third Country Establishments according to Regulation (EC) No 882/2004 at the time of production. The goods shall carry the EC approval number visible on all packages, making it possible to identify the producer.

5.4.2. For accompanying documents, without prejudice to future changes

in legislation and requirements for other products than those specified here, the following requirements should be fulfilled: Fishery and sea farm products should be accompanied by a certificate according to the model laid down in relevant EU legislation (Appendix IV to Annex VI of Regulation (EC) 2074/2005). Fresh meat from bovine, ovine and caprine animals should be certified according to Council Decision 79/542/EEC (model certificates for the different species are found in Annex II to the decision).

5.4.3. Furthermore, meat, eggs and minced meat are to be certified

according to Regulation (EC) 1688/2005, and documentation on the internationally agreed form from an accredited food laboratory must be presented upon delivery. However this is not necessary for products of Swedish, Finnish or Norwegian origin, “Bird and pork products including meat and eggs from poultry, goose, duck, ostrich and so forth are to have had their entire life cycle in Finland, Sweden or Norway due to the acknowledged low incidences of Salmonella in these countries. Furthermore, these products do not require certification according to 1688/2005”. Products of other origins approved for import to


Norway by Norwegian Food Safety Authority need no additional certification; as such approval includes testing according to 1688/2005.

5.4.4 All documentation must be in English or Norwegian.

6. Schedules, Milestones and Operating Hours 6.1. The Contractor shall implement food supply to the standards specified

within this SOW.

7. Contractor Human Resources Required and Qualifications, Language Skills and Medical 7.1. As per the main body SOW.

8. NAF Furnished Facilities, Equipment, Tools and Supplies

8.1. At Camp Bifrost there is currently one facility to deliver the food and water

to the NAF (troops and civilian contractor personnel). It is to be noted that no Mechanical Handling Equipment is required within Camp Bifrost.

9. Contractor Furnished Facilities and Equipment, Tools and Provisioning of Supplies 9.1. Further to Para 5 above, the Contractor shall implement a Provisioning

Plan for Food and Bottled Water including the Procurement, Transportation, Receipt, Storage and Accounting and Quality Assurance, in compliance with the applicable documents based on the “On Demand Ordering Process”.

9.2. The Contractor is responsible for all APL listed stock until it is delivered to

Camp Bifrost.

9.3. In view of the harsh environment, the Contactor shall have a robust ordering system as well as an alternative to ensure continued support. These shall be described in the Provisioning Plan.

9.4. On request from the Customer (via NSPA), the APL may need to be

adjusted. This could either be the addition or removal of items. No items are to be provided unless they are listed on the APL. Under no circumstances is the Contractor to communicate directly with the NAF or offer “specialty” available items – specific to the APL. Any request for “specialty items” that are required for a national day or celebration etc. must come to the Contractor via the NSPA. The lead time for such items will be 12 weeks.


9.5. Deliveries to Camp Bifrost should be conducted in accordance with Appendix A and will be coordinated through the NSPA Food TO at Capellen; on-site inspections will be conducted by the NAF Kitchen manager. It is important to note that while LCHs can be utilized to deliver food in sealed trucks, should the seal be jeopardized in any way, the entire shipment will be rejected at the Contractor's expense.

9.6. All APL listed food and bottled water remain the property of the Contractor until delivered and signed for at Camp Bifrost by the NAF representative.

9.7. Bottled Water: All details specific to Bottled Water are as per the applicable

documents and as per the SOW. The APL contains bottled water in 1.5L format, which shall be made available in addition to the 0.5L format specified in the SOW.

9.8. Best Before Date (BBD): BBD refers to quality of food rather than Safety of

food. There are times that manufacturers extend BBD based on testing by the manufacturers.

9.8.1. BBD dates will not be extended under any circumstances without the expressed written approval of the NSPA TO who will consult with the NAF Veterinary Services. Should approval not be granted, the items will be disposed of.

9.8.2. All products provided under the APL will not be accepted unless they have a minimum of 6 months BBD remaining.

9.9. Use By Date (UBD): UBD refers to Food Safety. Under no circumstances

will any food be extended (for any reason) beyond the UBD.

9.10. The Contractor shall outline a BBD management strategy to ensure that food items exceeding BBD are not used. Expired items are to be removed from inventory within 24 hours, and disposed of IAW local policies as soon as possible thereafter.

10. CIS Requirements

10.1. The contractor is expected to be self-sufficient with respect to CIS and will

not be able to tie into any NAF nor NATO CIS.

10.2. The Contractor shall be responsible for the provision of any CIS equipment that he considers is required to deliver and maintain his services including the provision of any required reach-back out of Africa to head-offices, sub-contractors etc. Any CIS equipment required to read the Electronic temperature measuring devices contained within the trucks is to be provided by the Contractor.

10.3. The Contractor shall ensure that he has sufficient CIS to perform his

function including, but may not be limited to, computers, servers, scanners,


printers, Uninterrupted Power Supply (UPS), modems, telephones, mobile radios, etc. as well as required cabling for connectivity and power supply

11. Security Requirements 11.1. As per the Main Body SOW.

12. Environmental Requirements

12.1. The contractor is expected to adhere to the Environmental Policies

specified in the SOPs for Camp Bifrost.

13. Data and Reports 13.1. The contractor is required to submit to NSPA within 5 days of the end of the

month an executive summary and report summarizing all activities with respect to this contract for the previous month. This report is to include manning levels, activities and a summary report of stock relating to food and bottled water. The report will also include QA summaries for all aspects of this contract.

14. Quality Assurance and Performance Standards

14.1. Bidders are required to submit a Quality Assurance Plan that encompasses HACCP, EU Standards and compliance with all relevant documentation.

15. Mobilization / Demobilization 15.1. Mobilization Reports

15.1.1. The Contractor shall provide Weekly Mobilization Reports to the

NSPA CO describing mobilization status. The Contractor shall identify significant problems that may cause a slippage in key mobilization milestone activities.

15.1.2. The Contractor shall perform internal audits about their level of readiness to provide services.

15.2. Demobilization

15.2.1. Demobilization shall be conducted in an orderly manner to ensure

there is no degradation of services until fully demobilized.

15.2.2. The Contractor shall develop and implement a fully detailed Demobilization Plan, this plan should be provided within 30 days of start of services.

Statement of Work (SOW) For the Provision of Food Service ......to be provided by the Contractor for...

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