191N6026Q0004 - PR16125034 - CONTRACT DOCUMENT - PMSC for AVR.docx

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

· SF 1449 cover sheet -------------------------------------------------------------------------------------------2

1. DESCRIPTION---------------------------------------------------------------------------------------------4

2. PRICING----------------------------------------------------------------------------------------------------4

3. NOTICE TO PROCEED----------------------------------------------------------------------------------6

4. EQUIPMENT AND PERFORMANCE REQUIREMENTS-----------------------------------------6

5. HOURS OF PERFORMANCE---------------------------------------------------------------------------7

6. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT------------8

7. SCHEDULED PREVENTIVE MAINTENANCE---------------------------------------------------11

8. PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES---------------------13

9. SOFTWARE, LICENSES AND PASSWORDS-----------------------------------------------------13

10. DELIVERABLES-----------------------------------------------------------------------------------------13

11. INSURANCE REQUIREMENTS----------------------------------------------------------------------14

12. LOCAL LAW REGISTRATION-----------------------------------------------------------------------14

13. QUALITY ASSURANCE PLAN (QAP)--------------------------------------------------------------14

14. TRANSITIONS/CONTACTS---------------------------------------------------------------------------15

15. SUBMISSION OF INVOICES--------------------------------------------------------------------------16

· Attachments: Exhibit A – Statement of Work-----------------------------------------------------------17

SECTION 2 - CONTRACT CLAUSES ----------------------------------------------------------------------22

· Contract Clauses----------------------------------------------------------------------------------------------22

· Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12------------27

SECTION 3 - SOLICITATION PROVISIONS--------------------------------------------------------------37

· Solicitation Provisions----------------------------------------------------------------------------------------37

· Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in Part 12---39

SECTION 4 - EVALUATION FACTORS--------------------------------------------------------------------41

· Evaluation Factors---------------------------------------------------------------------------------------------41

· Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in Part 12--------42

SECTION 5 - REPRESENTATIONS AND CERTIFICATIONS----------------------------------------43

· Offeror Representations and Certifications---------------------------------------------------------------- 43

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

PR16125034

2. CONTRACT NO.

191N6026CXXXX

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

N/A

5. SOLICITATION NUMBER

191N6026Q0004

6. SOLICITATION ISSUE DATE

Aug 07, 2026

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

SETH BURCHETT

b. TELEPHONE NUMBER(No collect calls) 044 – 2857 4000

8. OFFER DUE DATE/ LOCAL TIME

08/21/2026 / 3:00 p.m. (IST)

THE CONTRACTING OFFICER

U.S CONSULATE GENERAL

ATTN: GSO/ PROCUREMENT

|_| HUBZONE SMALL

BUSINESS

|_| (WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

NO. 220 ANNA SALAI, GEMINI CIRCLE, CHENNAI, INDIA

|_| SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

|_| EDWOSB

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS MARKED

|_| SEE SCHEDULE

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

|X| RFQ |_| IFB |_| RFP

THE U.S. CONSULATE GENERAL, ATTN: GSO/ PROCUREMENT,

NO. 220, ANNA SALAI, GEMINI CIRCLE, CHENNAI, INDIA

THE U.S. CONSULATE GENERAL, ATTN: FACILITIES (OB),

NO. 220, ANNA SALAI, GEMINI CIRCLE, CHENNAI, INDIA

17a. CONTRACTOR/

OFFERER

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

THE U.S. CONSULATE GENERAL,

ATTN: BUDGET & FISCAL SECTION,

NO. 220, ANNA SALAI, GEMINI CIRCLE, CHENNAI, INDIA

MISSIONINDIAPAYMENTS@STATE.GOV

CODE

|_|17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE ($)

24.

AMOUNT ($)

1.

To provide Preventive Maintenance Service Contract for the Automatic Voltage Regulators (AVR) - 800KVA at the U.S. Consulate General Chennai’s Office building for a base plus two option years.

Cost for BASE YEAR:

Period of Service: Sep 2026 – Aug 2027 (Dates are tentative and subject to all internal approvals) Total Price for Base Year includes other applicable charges if any. (Refer to Pricing Section) yr

Please see continuation pages for option years description of required services (Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER (Type or print) Seth A. Burchett Contracting Officer 31c. DATE SIGNED

19.

ITEM

NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE ($)

24.

AMOUNT ($)

2.

3.

Cost for 1st OPTION YEAR:

Period of Service: Sep 2027 – Aug 2028 (Dates are tentative and subject to all internal approvals) Total Price for 1st Option Year includes other applicable charges if any.

(Refer to Pricing Section)

Cost for 2nd OPTION YEAR:

Period of Service: Sep 2028 – Aug 2029 (Dates are tentative and subject to all internal approvals) Total Price for 2nd Option Year includes other applicable charges if any.

(Refer to Pricing Section)

32a. QUANTITY IN COLUMN 21 HAS BEEN

|_| RECEIVED |_| INSPECTED |_| ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _______________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

CORRECT FOR

|_| COMPLETE |_| PARTIAL |_| FINAL

38. S/R ACCOUNT NO.

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41C. DATE

42b. RECEIVED AT (Location)

STANDARD FORM 1449 (REV. 2/2012) BACK

CONTINUATION TO SF-1449

RFQ Number 191N6026Q0004

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATION/WORK STATEMENT

STATEMENT OF WORK FOR

PREVENTIVE MAINTENANCE SERVICE CONTRACT

Automatic Voltage Regulators (AVR Panel)

U.S. CONSULATE GENERAL CHENNAI, INDIA

BME contract period 2026-2029

1. DESCRIPTION

The U.S. Consulate in Chennai, India requires services to provide preventive maintenance service contract for the Automatic Voltage Regulators (AVR) - 800KVA at the U.S. Consulate General Office Building, Chennai, India.

1.1 Type of Contact

This is a firm fixed price contract payable entirely in USD. Prices for all Contract Line-Item Numbers (CLIN) shall include proper disposal of toxic substances as per Item 8.3 where applicable. No additional sums will be payable for any escalation in the cost of materials, equipment or labor, or because of the contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required. The contract price will not be adjusted due to fluctuations in currency exchange rates.

1.2 Period of Performance

The contract will be for a period of one year plus two optional years. (2026 – 2029)

2. PRICING

The rates below include all costs associated with providing preventive maintenance services in accordance with the attached scope of work, and the manufacturer’s warranty including materials, labor, insurance (see FAR 52.228-4 and 52.228-5), overhead, profit and other charges whichever is applicable).

The Contractor shall provide the services shown below for the period of one year + 2 optional years.

2.1 BASE YEAR: The Contractor shall provide the services shown below for the base period of the contract, starting on the date stated and continuing for a period of 12 months. The fixed unit prices, estimated quantities, and ceiling for each category are:

BASE YEAR: September 2026 – August 2027 (Dates are tentative and subject to all internal approvals)

A. Services. The firm’s fixed price for the Base Year of the contract is:

Equipment Type of services No. of service Unit price / service (USD) Total per year

(USD)

(AVR) – 800KVA

TOTAL PRICE FOR ONE YEAR (BASE YEAR) IN USD

2.2 OPTION YEAR 1:

The Contractor shall provide the services shown below for Option Year 1, starting one year after the date stated and continuing for a period of 12 months.

OPTION YEAR 1 PRICE: September 2027 – August 2028(Dates are tentative and subject to all internal approvals)

A. Services. The firm’s fixed price for Option-Year 1 of the contract is:

Equipment Type of services No. of service Unit price / service (USD) Total per year

(USD)

(AVR) – 800KVA

Annual

TOTAL PRICE FOR ONE YEAR (OPTION-YEAR 1) IN USD

2.3 OPTION YEAR 2:

The Contractor shall provide the services shown below for Option Year 2, starting two years after the date stated and continuing for a period of 12 months.

OPTION-YEAR 2 PRICE: September 2028 – August 2029(Dates are tentative and subject to all internal approvals)

A. Services. The firm’s fixed price for Option-Year 2 of the contract is:

Equipment Type of services No. of service Unit price / service (USD) Total per year

(USD)

(AVR) – 800KVA

Annual

TOTAL PRICE FOR ONE YEAR (OPTION-YEAR 2) IN USD

TOTAL OF THREE YEARS:

GRAND TOTAL OF BASE YEAR PLUS ALL OPTION YEARS (USD)

2.6. Total for three years: One annual service as per SOW- Base + 2 option years.

2.7 Repair option. Repairs are NOT included under this agreement (see 7.1.3) and are to be done outside this contract. However, the Government desires current labor rates in the event that there is an issue discovered during the preventive maintenance of the specified equipment. Please provide your current labor rates in the Repair Option fields below. As stated in 7.1.3 any necessary repairs or parts will be submitted for approval and then billed against a separate PO. The Contractor is not approved to do any additional work without specific authorization from the Contracting Officer.

3. NOTICE TO PROCEED

After Contract award and submission of acceptable insurance certificates and copies of all applicable licenses and permits, the Contracting Officer will issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten (10) days from date of Contract award unless the Contractor agrees to an earlier date) on which performance shall start - Not Applicable

4. EQUIPMENT AND PERFORMANCE REQUIREMENTS

4.1. The U.S. Consulate Chennai requires the Contractor to maintain the following equipment in a safe, reliable and efficient operating condition. Please see equipment list included in Exhibit A for a more detailed description.

1. Automatic Voltage Regulators (AVR) – 800 KVA

4.2. The Contractor shall provide all necessary managerial, administrative and direct labor personnel, as well as all transportation, equipment, tools, supplies and materials required to perform inspection, maintenance, and component replacement as required to maintain the systems in accordance with this work statement. Under this Contract the Contractor shall provide:

· The services of trained and qualified technicians certified by OEM to inspect, adjust, and perform scheduled preventive maintenance on the AVR Electrical panels.

4.3. Performance Standards

The AVR should be clean and in good operating condition upon completion of the service. The preventive maintenance service shall result in the parts of the system serviced being in a condition to operate efficiently and effectively.

5. HOURS OF PERFORMANCE

5.1. The Contractor shall maintain work schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. The Contractor shall deliver standard services between the hours of 8:30AM and 5:00 PM Monday through Friday. Except any emergency breakdowns no work will be performed during US Government and local holidays.

U.S. CONSULATE GENERAL, CHENNAI, INDIA

LIST OF OFFICIAL HOLIDAYS FOR YEAR 2026

Any other day designated by Federal law, Executive Order, or Presidential Proclamation.

6. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

6.1 General. The Contractor shall designate a representative who shall supervise the Contractor’s technicians and be the Contractor’s liaison with the U.S. Consulate. The Contractor’s employees shall be on-site only for contractual duties and not for any other business or purpose. Contractor employees will be given access to the equipment and equipment areas and will be escorted by Consulate personnel.

6.2 Personnel Security. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who are to be used on this Contract prior to their utilization. No technician will be allowed on site without prior authorization. Note: this may include cleared personnel if advance notice of visit is not given at least one week before the scheduled visit - Police clearance Not Applicable

6.2.1 Vehicles. Contractor vehicles will not be permitted inside the Consulate compound without prior approval. If vehicle access is necessary, submit contractor vehicle information (Make, Model, License Plate #) along with a written justification as to why access is necessary. This shall be submitted to the Facility Manager at least one (1) week prior to the visit.

6.2.2 Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall display identity card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government.

Choose Red for non-CAA, blue for CAA

6. 3 Security Clearances. Security clearances are a requirement for performance. All Work under this contractor that are designated as CAA areas may be performed by cleared American. However, all work done in CAA and PCC areas shall be performed by cleared American Construction personnel as needed to complete the services. The Contractor shall work closely with the COR, the Post Facility Manager [FM] or the General Services Officer [GSO]. Not Applicable

6.3.1 The Contractor must comply with all of the following requirements relating to the protection of U.S. Consulate, Chennai personnel, property and compound project information and cooperate fully in all security matters Sensitive but Unclassified (SBU) and information that may arise relating to this contract.

Contractor personnel may also be exposed to various documents and signs, including Post notices, event schedules, DOS regulations and conversations or announcements relating to the operation of the U. S. Consulate Chennai and diplomatic personnel. This information should not be shared with anyone not employed by or falling under the protection of the Embassy.

Contractor personnel may be exposed to various documents, such as blueprints, drawings, sketches, notes, surveys, reports, photographs, specifications received or generated in conjunction with this contract. These documents contain information associated with diplomatic facilities for the U.S. Department of State. These documents have been marked with the handling designations “Unclassified” or “Sensitive but Unclassified” and U.S. Government warnings against reproduction and distribution. These documents require special handling and dissemination restrictions. All handling designations and warnings on original documents must be reproduced on subsequent copies.

The loss, compromise, or suspected compromise or loss of any SBU information, contract related information (personnel files, payroll information, etc.), any post or diplomatic facility related information (documents, notes, drawings, sketches, surveys, reports, exposed film, negatives, or photographs), or ANY information which may adversely affect the security interests of the United States, must be immediately brought to the attention of the Contracting Officer (CO) and Contracting Officer’s Representative (COR).

Photographs of any diplomatic overseas building or facility must be authorized in advance by the COR and Regional Security Officer (RSO), who will establish any controls, limits, and/or restrictions as necessary. Exposed film depicting any Controlled Access Area and/or sensitive equipment must be developed in a U.S.- controlled environment by appropriately cleared personnel. No further dissemination, publication, duplication, or other use beyond that which was requested and approved is authorized without specific, advance approval from DS. DS reserves the right to demand retention of all copies of said photographs and/or negatives, following fulfillment of the previously authorized usage.

Transmission of any information marked Sensitive But Unclassified (SBU) or contract/personnel sensitive information, via the Internet, is prohibited. SBU information can be transmitted via ProjNet, mail, FedEx (or other commercial carrier) or fax, or hand carried by authorized contractor personnel.

Discussion of U.S. Diplomatic post activities while not on post, to include in homes, hotel rooms, restaurants and all other public places, is prohibited. Any contact with host or third country nationals that seems suspicious (such as undue curiosity in the project or project personnel) shall be reported immediately to the COR and RSO.

The Contractor and its employees shall exercise utmost discretion in regard to all matters relating to their duties and functions. They shall not communicate to any person any information known to them by reason of their performance of services under this contract which has not been made public, except to the extent necessary to perform their required duties in the performance of the contract requirements or as provided by written authorization of the Contracting Officer. All documents and records (including photographs) generated during the performance of work under this contract shall be for sole use of and shall become the exclusive property of the U.S. Government. No article, book, pamphlet, recording, broadcast, speech, television appearance, film or photograph concerning any aspect of the work performed under this contract shall be published or disseminated through any media, to include company or personal websites, without the prior written authorization of the Contracting Officer. These obligations do not cease upon the expiration or termination of this contract or at any other point in time. The Contract shall include the substance of this provision in all subcontracts hereunder.

6.4 Standards of Conduct

6.4.1 General. The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to employees as may be necessary. Each Contractor employee shall adhere to standards of conduct that reflect credit on themselves, their employer, and the United States Government. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the Government.

6.4.2 Neglect of Duties. Neglect of duties is unacceptable. This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

6.4.3 Disorderly Conduct. The Contractor shall not condone disorderly conduct, use of abusive or offensive language, quarreling, and intimidation by words, actions, or fighting. Also included is participation in disruptive activities that interfere with normal and efficient Government operations.

6.4.4 Intoxicants and Narcotics. The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances which produce similar effects.

6.4.5 Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These circumstances include but are not limited to the following actions: falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records; unauthorized use of Government property, theft, vandalism, or immoral conduct; unethical or improper use of official authority or credentials; security violations; organizing or participating in gambling in any form; and misuse of weapons.

6.4.6 Key Control. The Contractor will not be issued any keys. The keys will be checked out by a “Cleared American” escort on the day of service requirements.

6.4.7 Notice to the Government of Labor Disputes. The Contractor shall inform the COR of any actual or potential labor dispute that is delaying or threatening to delay the timely performance of this contract.

7. SCHEDULED PREVENTIVE MAINTENANCE

7.1. General

7.1.1. The Contractor shall perform preventive maintenance as outlined in Exhibit A - STATEMENT OF WORK. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration when units are activated/running.

7.1.2. The Contractor shall inventory, and replace expendable parts (eg, Roller spares, cable terminals, fuses etc.,) that have become worn due to wear and tear. The Contractor shall provide a list of expendable and common parts so that these are readily available for normal maintenance to include fuses and critical spares. The contractor shall inventory the supply after each visit and recommend USG to place replacement order

7.1.5. Stocking of recommended repair parts is at the discretion of the Facility Manager and is dependent upon the nearest location of the Equipment manufacturer, distributor or dealer. A recommended spare parts list shall be obtained by the contractor from the manufacturer or distributor and provided to the Facility Manager to procure.

7.1.6. Parts/materials/tools procurement and delivery for the CAA/PCC areas shall be at the discretion of the Regional Security Officer (RSO).

7.2 Checklist Approval

The Contractor shall submit to the COR a schedule and description of preventive maintenance tasks which the Contractor plans to perform. The Contractor shall prepare this schedule and task description in a checklist format for the COR’s approval prior to contract work commencement.

7.2.1. The Contractor shall provide trained technicians to perform the service at frequencies stated in Exhibit A and on the equipment called out in this SOW. The technician shall sign off on every item of the checklist and leave a copy of this signed checklist with the COR or the COR's designate after each maintenance visit.

7.2.2. It is the responsibility of the Contractor to perform all manufacturers recommended preventive maintenance including preventive maintenance recommended by the manufacturers’ technical manuals for the respective equipment.

7.2.3 Additionally, the maintenance contractor shall obtain and keep at the post O&M binders provided by the manufacturers. These binders shall be placed in a location accessible to post personnel to review as needed.

8. PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

The Contractor shall provide trained technicians with the appropriate tools and testing equipment for scheduled maintenance, safety inspection, and safety testing as required by this Contract. The Contractor shall provide all of the necessary materials and supplies to maintain, service, inspect and test all the systems to be maintained.

8.1 Contractor furnished materials include appropriate tools, testing equipment, safety shoes and apparel for technicians, hands, hearing and eye protection, MSDS, See 7.1.2.

8.2 Repairs are not included in this contract. See 7.1.3. Exclusions.

8.3 Disposal of worn-out parts and spares. The Contractor is responsible for proper disposal of toxic/hazardous substances. All material shall be disposed of according to Government and Local law. After proper disposal the contractor must show proof of authorized disposal of these toxic/hazardous substances.

9. SOFTWARE, LICENSES AND PASSWORDS

Copies of any and all software and licenses needed to control or to adjust the communications module shall be given to the post upon completion of the work - Not Applicable

10. DELIVERABLES -

Provide a written report in English to Post Facilities Manager containing following:

a) System information (make, model, all device types)

b) Pass/Fail of each feature and type of component tested. If a device fails, note device type, address and location within Post

c) Any comments on system (or device) condition pertaining to service life and dependability.

d) Full printout of test from system printer

e) Testing of exhaust gas by Gas Analyzer The following items shall be delivered under this contract:

Description

PM Checklist signed by Contractor’s employee (7.2.1)

11. INSURANCE REQUIREMENTS

11.1 Personal Injury, Property Loss or Damage (Liability). The Contractor assumes absolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the Contractor’s personnel in the performance of this Contract

The Contractor’s assumption of absolute liability is independent of any insurance policies.

11.2 Insurance. The Contractor shall maintain all required insurance coverage as applicable to the Contractor's jurisdiction and the services being provided under this contract for the entire period of performance of this contract, whatever insurance is legally necessary.

12. LOCAL LAW REGISTRATION

If the local law or decree requires that one or both parties to the contract register the contract with the designated authorities to ensure compliance with this law or decree, the entire burden of this registration shall rest upon the Contractor. Any local or other taxes which may be assessed against the Contract shall be payable by the Contractor without Government reimbursement.

13. QUALITY ASSURANCE PLAN (QAP).

13.1 Plan. This plan is designed to provide an effective surveillance method to promote effective Contractor performance. The QAP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the Contract. The role of the Government is to conduct quality assurance to ensure that Contract standards are achieved.

Services.

Performs all services set forth in the Statement of Work (SOW)

13.2 Surveillance. The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

13.3 Standard. The performance standard is that the Government receives no more than one (1) customer complaint per year. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.

13.4. Procedures.

13.4.1 If any Government personnel observe unacceptable services, either incomplete work or required services not being performed, they will immediately contact the COR.

13.4.2 The COR will complete appropriate documentation to record the complaint.

13.4.3 If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.

13.4.4 If the COR determines whether the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

13.4.5 The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

13.4.6 If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor shall notify the COR. The COR will review the matter to determine the validity of the complaint.

13.4.7 The COR will consider complaints as resolved unless notified otherwise by the complainant.

13.4.8. Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

14. TRANSITIONS/CONTACTS

Within 10 days after contract award, the Contracting Officer may ask the contractor to develop a plan for preparing the contractor to assume all responsibilities for preventive maintenance services. The plan shall establish the projected period for completion of all clearances of contractor personnel, and the projected start date for performance of all services required under this contract. The plan shall assign priority to the selection of all supervisors to be used under the contract.

14.1 On site contact. The following are the designated contact personnel between the U.S. Consulate and the Contractor

Contracting Officer's Representative (COR) The COR name and email address will be shared with the contract document once it is fully obligated.

The Post Control Officer (PCO) will be the contractor’s point of contact at the U.S. Consulate, Chennai, India. All questions concerning coordination of service activities while at post shall be directed to the Post Control Officer, weekly reporting to the COR:

Post Control Officer (PCO) The PCO name and email address will be shared with contract document once it is fully obligated.

15. SUBMISSION OF INVOICES

The Contractor shall submit an invoice after each preventive maintenance service has been performed. Invoices must be accompanied by a signed copy of the Maintenance Checklist for the work performed including parts replacement and breakdown calls, if any. No invoice for preventive maintenance services will be considered for payment unless accompanied by the relevant documentation.

The Contractor should expect payment 30 days after completion of service or 30 days after receipt of invoice at the Consulate payment office, whichever is later. Invoices shall be sent online to: MissionIndiaPayments@state.gov

The U.S. Consulate General, ATTN: B&F section 220, Anna Salai, Chennai – 600 006 For more details refer information in the Contract document.

Attachments:

EXHIBIT A

Statement of Work

I. GENERAL INFORMATION:

The United States Consulate, Chennai requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s automatic voltage regulators (AVR).

II. PROJECT REQUIREMENTS:

The Contractor shall perform preventive maintenance as described in this STATEMENT OF WORK. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration when units are activated/running.

DESCRIPTION OF EQUIPMENT *:

* The attached equipment list provides details of the equipment to be maintained.

1) 800 KVA AVR system.

III. GENERAL REQUIREMENTS:

The Contractor shall provide the labor, tools, and materials required to perform all preventive maintenance as outlined in this SOW. Embassy or Consulate staff have service manuals for AVR’s on-site. The contractor shall confirm government provided manuals are complete and current and provide the Contracting Officer’s Representative (COR) with a listing of any missing or out-of-date manuals. The technician shall sign off on every task specified in the Statement of Work and will provide a typewritten copy of their report to the COR or the COR's designate within five business days of each maintenance visit.

IV. SCOPE OF WORK - AVR PREVENTIVE MAINTENANCE

Contractor shall provide all materials, supervision, labor, tools and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and /or use appropriate safety protection while all work is performed; LV-AVR manufacturer preventive maintenance procedures. Any questions or injuries shall be brought to the attention of the Post COR and Occupation Safety and Health Officer (POSHO) immediately. Material Safety Data Sheets (MSDS) for all HAZMAT shall be submitted by the Contractor for all HAZMAT materials. Copies shall be provided to the COR for approval.

The systems and components to be maintained include Power Circuit Board (PCB), isolating transformers, ventilation and lubrication systems, digital metering system, bypass systems, as well as control and monitoring systems.

If any discrepancies are found with the AVR(s) that are not covered under this scope of work, then the contractor shall provide the following:

SAFETY AND SPECIAL INSTRUCTIONS:

1. Use appropriate personal protective equipment (PPE) when performing work.

2. Contractor shall conduct a safety meeting prior to the start of work.

3. Contractor shall provide a lead safety person prior to the start of work.

4. Check all work areas, tools, and equipment to ensure unsafe conditions are eliminated or guarded against.

5. Follow site safety procedures.

6. Schedule maintenance with operating personnel and affected offices (security).

7. Follow approved lockout/tag out procedures.

8. Lockout and disconnect the main power before tightening the main supply lugs in order to avoid the hazard of electrical shock, which could result in serious personal injury or death.

9. Review and follow the manufacturer’s instructions.

10. Record results in the equipment history log.

11. Remove lockout/tag out in accordance with appropriate procedures.

12. Report all incidents and near miss incidents to COR and assist as requested in the investigation and corrective action.

At a minimum, the contractor shall comply with the following:

Notes:

· Contractor shall submit to the COR for review, work sheet/checklist that will be used for performing maintenance service.

· A discrepancy report shall be submitted to the COR immediately upon discovery of any condition that could result in equipment failure.

· Test and inspection report shall be submitted to the COR within three days of completing work.

The purpose of this Statement of Work is to ensure the automatic voltage regulators for this facility are maintained according to manufacturer’s recommendations to ensure the readiness and proper operation of the system.

Annual Schedule:

1. Coordinate site visit service dates with the embassy Facility Manager. Pre-arrange a switch over to maintenance bypass, or static bypass.

2. Open the covers and complete an infrared inspection. Make sure the equipment is at least 40% loaded and has warmed up before doing this inspection. Fix any problems you find after the AVR is deenergized. Don’t do this step if it cannot be done

3. Perform Lock-out/Tag-out of the AVR input power and verify a de-energized and safe working condition prior to accessing internal AVR components. Provide the approved Lock-out/Tag-out SOP noting power isolation points and isolation steps in the final report.

4. Perform interior and exterior cleaning of the regulator. Remove panels and clean dust, dirt, and foreign particles.

5. Ensure that all the ventilation fans and regulator fans are functioning correctly.

6. Replace any failing fans using government provided spares.

7. Clean the air inlets at the base of the enclosure.

8. Check the gear motor functionality.

9. Clean the copper surface in case of clear oxidation or deposit of graphite dust.

10. Clean and possibly lubricate the chain and if necessary adjust the chain tension.

11. Clean and lubricate the vertical guides.

12. Check the rollers and the roller support condition.

13. Inspect all connections, components, and internal wiring for signs of overheating or damage.

14. Spot-check a minimum of 20% of all power connections for proper torque, and connection tightness. If any are found to be improperly torqued, check all connections.

15. Check and verify system output voltage adjustments.

16. Check all logic adjustments, meter parameters and settings.

17. Test all AVR alarms and remote alarm panels.

18. Perform all functional tests and calibrate unit.

19. Restore the AVR to its online condition. If any discrepancies prohibit the unit from supporting the load, notify the COR and post FM of these discrepancies immediately.

20. Remove any rust found and repaint.

21. Make sure all enclosure doors open and close easily.

22. Test all interlocks.

23. Remove lockout/tag out in accordance with approved procedures. Ensure proper system operation and work acceptance by the government prior to leaving site.

24. Recheck problem areas found during the infrared inspection.

25. Provide the Post Facility Manager with a spare parts and consumables Bill of Materials (BOM) noting any required or suggested material replacements not presently onsite, along with the item’s part number, unit price, and availability.

26. Provide deliverables listed in Paragraph 10 of the base requirements.

NOTE:

The following works shall be considered as part of this scope of work

a. Discrepancy reports and costs as described in paragraph IV

b. Completed maintenance checklist for AVR

c. Replacing the defective spares (spares can be collected from post)

d. Applicable test and calibration reports

e. Narrative summary of all check’s findings, and conditions. Include all input and output voltage, amperage, and frequency readings.

Equipment List:

Equipment

Manufacturer

Make

Model

Specification

Location

800KVA

AVR SYSTEM

OMNIVERTER

ORTEA

Model –

SIRIUS 800-20

Sl # S1400148-2013

800KVA

AVR SYSTEM

B A

Basement plant room inside the office building

X x

END OF STATEMENT OF WORK

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ATTACHMENTS

GOVERNMENT FURNISHED PROPERTY – NONE

SECTION 2 - CONTRACT CLAUSES

52.212-4 Terms and Conditions—Commercial Products and Commercial Services.

As prescribed in 12.205(b)(3), insert the following clause:

Terms and Conditions—Commercial Products and Commercial Services (JAN 2025) (DEVIATION JAN 2026)

(a) Definitions. The clause at Federal Acquisition Regulation (FAR) 52.202-1, Definitions, is incorporated by reference.

(b) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(c) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(d) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(e) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal, or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause FAR 52.233-1, Disputes, which is incorporated in this contract by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence. Examples of occurrences include acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. When an excusable delay occurs, the Contractor shall—

(1) Notify the Contracting Officer in writing as soon as possible;

(2) Remedy the delay as quickly as possible; and

(3) Notify the Contracting Officer when the occurrence is over.

(g) Invoice. The Government will handle invoices according to the Prompt Payment Act (31 U.S.C. 3903) and 5 CFR part 1315. The Contractor shall submit invoices to the address designated in the contract to receive invoices. An invoice must include the information required by 5 CFR part 1315.9(b).

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees, and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark, or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act ( 31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date that appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(4) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable;

(D) Contractor point of contact; and

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(5) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by FAR part 33 if–

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see FAR part 32).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a termination for cause.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on-

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount…