ADMINISTRATION SERVICES CAIRO, EGYPT

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the solicitation for Administration Services at NAMRU EURAFCENT.

• Personnel Requirements: Two Administration Technicians are required: 1 Accounting Technician and 1 Travel Assistant, working 8 hours per day, Sunday through Thursday.
• Contract Start Date: The correct contract start date is March 30, 2026, clarifying a discrepancy between different sections of the solicitation.
• Annual Travel Budget: The annual estimated travel budget ceiling is $10,000.00.
• Contractor Vetting: Pending CENTCOM vetting status is acceptable for quote submission, but full vetting is required before contract award.
• Security Clearance: NAMRU EURAFCENT will handle U.S. Embassy security clearance for selected candidates after contract award. Contractors cannot initiate this process before award.
• Incumbent Transition: The incumbent contractor's employees will not be available for knowledge transfer due to facility access restrictions after contract end.
• Place of Performance: Work will be performed at NAMRU EURAFCENT offices in Cairo, Egypt, or as specified for special cases.
• Transition Period: There is no expected transition period; the contractor must be ready to start on March 30, 2026.
• Workload Details: The government anticipates an average of 15 travel requests per month, visits to about 10 countries (half requiring visas), and monthly travel reports. Specific details on financial transactions and reporting deliverables will be provided.
• Travel Requirements: Personnel are required to travel and work while on travel, potentially one to two times per year within their PWS scope.
• Security Clearances: A security clearance from the Regional Security Office (RSO) at the U.S. Embassy in Cairo is required.
• Training/Certifications: No additional training or certifications are required beyond the minimum qualifications specified in the PWS.
• In-Country Travel: No Egypt in-country travel is anticipated for contractor personnel.
• Staffing Limitations: The team is limited to the two specified positions in the PWS; additional support staff is not permitted.
• Reporting: The contractor will be provided with necessary information to submit required reports, including those related to the Ghana program.
• Existing SOPs: Contractors must follow an existing Standard Operating Procedure (SOP).
• Offer Due Date Time Zone: The "local time" for the offer due date refers to Naples, Italy (issuing office time).
• Organizational Conflict of Interest (OCI): All contractor personnel, including new hires, must sign an OCI provision.

This Q&A document clarifies several key aspects of the solicitation, including personnel numbers, contract start dates, travel budgets, security requirements, and submission deadlines, which bidders should consider when preparing their proposals.

Amendment / Modification

This amendment to Solicitation N6817126QN011, originally dated February 13, 2026, is issued to provide responses to questions received from potential quoters.

• Section C - Description/Specifications/Statement of Work: Miscellaneous text has been modified.

• Section J - List of Attachments: "Questions and Answers" has been added as an attachment.

• The amendment does not explicitly state if proposal deadlines or evaluation factors have been modified. However, it is intended to clarify requirements based on vendor questions, which may indirectly impact proposal preparation.

Solicitation / RFP / RFQ

This solicitation is for non-personal services to provide program mission support to the Naval Medical Research Unit (NAMRU) EURAFCENT facility in Cairo, Egypt. The services required fall under the North American Industry Classification Standard (NAICS) code 561110, with a size standard of $14 million.

The contract requires two primary roles:

• Administration Technician (1 FTE): Responsibilities include maintaining and reconciling accounting records for seven fiscal years, reviewing documents for accounting classification and fund availability, ensuring accuracy of accounting data, reconciling expenditure documents, resolving discrepancies in committed funds, maintaining updated spreadsheets for projects, researching payments and obligations, reviewing OPTAR, preparing funding documents, and submitting various reports. Minimum qualifications include a University degree in a relevant field or 5 years of experience, 3 years of administrative experience, fluency in English and Arabic, and knowledge of Microsoft Office Suite.

• Travel Assistant / Administration Technician (1 FTE): Responsibilities include preparing and processing travel requests, estimating costs, updating the government travel logbook, preparing travel orders, processing travel claims, verifying travel requirements against regulations, providing on-the-job training, coordinating reservations, data entry for travel requests, distributing travel authorizations, and assisting with visa services and interpretation/translation. Minimum qualifications include a University degree in a relevant field or 5 years of experience, 3 years of administrative/secretarial experience, fluency in English and Arabic (with translation ability), and knowledge of Microsoft Office Suite.

• Contract Type: Firm Fixed Price (FFP)

• Period of Performance: One (1) Base Year (12 months) from September 30, 2025, to September 29, 2026, with four (4) Option Years of 12 months each.

• Offer Due Date: March 3, 2026, 10:00 AM local time.

• Submission Method: Quotes must be submitted electronically to Sebastiano Paciello at sebastiano.paciello.ln@us.navy.mil. Emails are limited to 10 MB; larger quotes must be sent via multiple emails. Zip files are not accepted.

• Evaluation Factors: Quotes will be evaluated on Technical Capability (Staffing Plan, Management Plan), Price (Completeness and Reasonableness), and Past Performance.

• Key Deadlines: Questions are due by February 18, 2026, 09:00 AM local time.

• This acquisition is UNRESTRICTED.

• Offerors must be registered in the System for Award Management (SAM) database prior to submission.

• Vendors must be vetted through CENTCOM.

• The work will be performed at NAMRU EURAFCENT offices in Cairo, Egypt.

• Government-furnished facilities, workspace, and utilities will be provided.

• The contract includes FAR clauses 52.212-1, 52.212-4, and 52.212-5, among others. DFARS clauses are also incorporated by reference.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for non-personal services to provide program mission support to the Naval Medical Research Unit (NAMRU) EURAFCENT in Cairo, Egypt. The support covers specialized areas of Accounting, Administration, and Government Travel.

• Accounting and Administration Support (1 FTE):

  • Maintain, review, and reconcile accounting records for at least 7 fiscal years.
  • Review documents for proper accounting classification and fund availability.
  • Ensure accuracy and completeness of accounting data.
  • Prepare and initiate funding documents (e.g., 2276, 2275, MIPR, SF182).
  • Submit various financial reports as requested.
  • Assist in developing and applying internal operating procedures for financial management systems.
  • Handle data entry and logging of financial records and documents.
  • Track government-approved time costs.

• Travel Assistant / Administration Technician Support (1 FTE):

  • Prepare travel requests, estimate costs, and prepare travel orders.
  • Process travel claims, ensuring all required documentation and receipts are attached.
  • Coordinate and arrange hotel reservations and conference registrations.
  • Communicate entry visa requirements and procedures for foreign countries.
  • Assist applicants with visa application processes.
  • Provide interpretation and translation services (Arabic-English and English-Arabic).
  • Draft, keep, and organize correspondences.

• Contractor must maintain compliance with 97% of the time for administrative tasks.

• Deliverables must be complete and accurate with less than 3 errors.

• Performance will be assessed based on schedule, deliverables, and past performance.

• A Quality Assurance Surveillance Plan (QASP) will be used to verify timely, accurate, and complete service performance.

• Period of Performance: One (1) Base Year of 12 months from September 30, 2025, plus four (4) Option years of 12 months each.

• Place of Performance: NAMRU EURAFCENT offices in Cairo, Egypt, or as mentioned for special cases.

• Contractor must comply with all applicable tax and labor laws in Egypt, including social insurance and local taxes.

• Contractor personnel must obtain U.S. Embassy clearance (Egyptian Nationals) and maintain required security levels.

• Contractor personnel must identify themselves as contractors when interacting with the public.

• Contractor is responsible for safeguarding all data, supplies, and equipment.

• Government-furnished items (e.g., workspace, telephones, computers) will be provided. Contractor is responsible for their use and security.

• Contractor must abide by applicable regulations, publications, manuals, and local policies, including those related to research ethics.

• The contract type is Firm Fixed Price (FFP).

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide non-personal services for program mission support to NAMRU-EURAFCENT in Cairo, Egypt, focusing on Accounting, Administration, and Government Travel.

• Administration Technician (1 FTE):

  • Maintain, review, and reconcile accounting records for 7 fiscal years and an average of 20 Medical Research Projects.
  • Review documents for proper accounting classification and fund availability.
  • Ensure accuracy and completeness of accounting data.
  • Reconcile expenditure documents.
  • Resolve deficiencies in committed or obligated funds.
  • Maintain updated spreadsheets for projects (OPTAR sheets).
  • Research payments and obligations for financial system adjustments.
  • Review OPTAR to avoid mismanagement and over-obligations.
  • Prepare/initiate funding documents (e.g., 2276, 2275, MIPR, SF182).
  • Submit reports including expense elements, reconciliation, active documents, status of funds, and quarterly contract status.
  • Assist in developing and applying internal operating procedures for financial systems.
  • Handle data entry and logging for financial records, purchase requests, orders, travel orders, invoices, agreements, and correspondence.
  • Track Government approved time costs against financial records.

• Travel Assistant / Administration Technician (1 FTE):

  • Prepare travel requests, make cost estimates, and prepare travel orders.
  • Process travel claims, ensuring required documentation and certifications are attached.
  • Verify travel requirements meet regulations.
  • Provide on-the-job training and guidance on travel requirements.
  • Coordinate and arrange hotel reservations and conference registrations.
  • Distribute Government-provided travel authorizations, tickets, and hotel confirmations.
  • Communicate entry visa requirements and procedures for foreign countries.
  • Track work related to entry visa services with local embassies.
  • Perform administrative duties for visa services and maintain visa processing guidelines.
  • Assist applicants with visa application procedures.
  • Provide interpretation and translation services (Arabic-English and English-Arabic).
  • Monitor diplomatic note submissions.
  • Draft, keep, and organize correspondences.

• Contractor must maintain services in accordance with the PWS.

• Quality control program to identify, prevent, and ensure non-recurrence of defective services.

• Performance standards include schedule, deliverables, and past performance.

• Specific performance objectives and thresholds are detailed in the Deliverables Schedule, with a target of 97% compliance for many administrative tasks and less than 3 errors for others.

• Period of Performance: One (1) Base Year of 12 months from September 30, 2025, and four (4) Option years of 12 months each.

• Place of Performance: NAMRU-EURAFCENT (Egypt) offices in Cairo, Egypt, or as mentioned for special cases.

• Compliance: Adhere to all tax and labor laws, including Egyptian law, work permit/visa requirements, and indirect taxes.

• Security: Personnel must obtain U.S. Embassy clearance (Egyptian Nationals) and maintain security levels.

• Data Rights: Government has unlimited rights to all documents/material produced under this contract.

• Organizational Conflict of Interest: Contractor must notify the Contracting Officer of any potential OCI and submit a mitigation plan.

• Government Furnished Items (GFP): Workspace, telephones, computers, printers, scanners, cellphones, and other office items will be provided. Contractor must not remove GFP without approval.

• Contractor Furnished Items: Contractor shall furnish all services and necessary facility clearances. Materials are N/A. Laptops and cellular phones may be provided if required for work.

Sources Sought / Request for Information

This notice is a Sources Sought for market research purposes to identify potential contractors for professional support services in Accounting, Administration, and Government Travel for the Naval Medical Research Unit (NAMRU) EURAFCENT in Cairo, Egypt. The government anticipates awarding a Firm Fixed Price (FFP) contract for these non-personal services.

• Draft Performance Work Statement (PWS): A draft PWS is attached and subject to change.

• Capability Statement: Interested contractors should submit a brief Capability Statement (1-2 pages) outlining their firm's capabilities and relevant prior experience.

• Questions & Comments: Submit questions and comments referencing the pertinent PWS paragraph.

• Deadline: Capability statements and questions/comments are due by January 30, 2026.

• Point of Contact: Sebastian Paciello (sebastiano.paciello.ln@us.navy.mil) and David Biggs (david.a.biggs20.civ@us.navy.mil).

• A Request for Quote (RFQ) with number N6817126QN011 is anticipated to be posted on SAM.gov in fiscal year 2026.

• Bidders are responsible for monitoring SAM.gov for the release of the RFQ and any amendments.