Solicitation_HVAC_Systems_Maintanance.docx

SECTION A

COVER PAGE - SF-1442

SEPARATE DOCUMENT

SECTION B

SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SCOPE OF SERVICES

The Contractor shall provide personnel, supplies and equipment, as identified in this solicitation and its Exhibits, for scheduled and unscheduled maintenance and repair services of all the air conditioning systems and associated equipment presently installed in the UNCLASSIFIED areas of the Government owned/leased buildings in Rome, Italy, as described in Section C, DESCRIPTION/ SPECIFICATIONS/WORK STATEMENT, of this contract and exhibits attached in Section J.

B.2 TYPE OF CONTRACT

This is a fixed price type contract for scheduled maintenance services as defined in the Comprehensive Maintenance Plan (CMP). The fixed price will include all work, including furnishing all labor, materials, proper disposal of toxic substances where applicable, the manufacturer’s warranty, equipment and services, overhead (including cost of Workers’ Compensation and War-Hazard Insurance, which shall not be a direct reimbursement) and profit, unless otherwise specified. The Government will issue on a weekly, biweekly, monthly, quarterly, or semi-annual basis scheduled task orders, which are pre-printed forms generated by computerized CMMS (Computer Maintenance Management System. The scheduled work orders shall identify the listed system/equipment or other description, machine number, location, task description, for the Contractor to perform the maintenance services specified. (See Exhibit A, Section J).

An indefinite delivery/indefinite quantity type contract will be awarded for unscheduled work or urgently needed services. Individual delivery orders will be issued using the fixed hourly rates identified below. The fixed hourly rates shall include wages, overhead, general and administrative expenses, and profit. Hours, labor categories, proper disposal of toxic substances if applicable and materials (with and without installation) for these delivery orders shall be negotiated into a firm-fixed-priced delivery order using the standards identified in the Technological Systems Costs Data (Prezziario degli Impianti Tecnologici), of the current year and following editions when/if published. The Government reserves itself the right to provide materials at its own cost and care.

The actual amount of work to be performed, an estimate of the professional/technical effort required, the time of such performance, and the location of the property(ies) shall be authorized by delivery orders issued by the Contracting Officer. Oral orders may be necessary for emergency services however they shall be issued in writing within three business days of the oral instructions. See Exhibit B, Section J for sample of an Unscheduled Work Order.

B.3 PRICES/COSTS

B.3.1 Value Added Tax

VALUE ADDED TAX (VAT). The Government will not reimburse the Contractor for VAT under this contract. The Contractor shall not include a line for VAT on Invoices as the U.S. Embassy has a tax exemption certificate with the host government.

B.3.2 All prices shall be submitted in Euros

B.3.3 Scheduled Maintenance Services

(a) In consideration of satisfactory performance of all the scheduled services required under this contract, the Contractor shall be paid a fixed-price per month for Scheduled Maintenance Services. No additional sums will be payable on account of any escalation in the cost of materials, equipment or labor (unless mandated by local law), or because of the Contractor’s failure to properly estimate or accurately predict the cost or difficulty of achieving the results required by the maintenance plan is. Nor will the contract price be adjusted on account of fluctuations in the currency exchange rate.

(b) Premium pay for services required to be provided on holidays is included only in the fixed prices for Scheduled Maintenance Services.

B.3.4 Unscheduled Services

(a) The fixed hourly rates per labor category shall be used to establish firm fixed-price task orders. Each task order shall be issued in advance and priced by multiplying the hourly rates by the number of hours required.

(b) The Contractor shall also be reimbursed for costs for any materials/equipment ordered under the task order issued by the Government in conjunction with the Unscheduled Services, as further described in H.14. No profit shall be added to this material/equipment. All costs of materials/equipment/proper disposal of toxic substances shall be itemized on the invoice, such as purchase price of material/equipment, cost of transportation and cost of handing. There could be instances when VAT charges are to be paid; the COR shall inform the contractor time by time and in those instances VAT charges must be itemized in the task order.

B. 3.5 Emergency Services

(a) Emergency services shall be issued and priced at the same rates as unscheduled services, however, work that is required beyond normal working hours or days (see F.8) or 40 hours per week or 8 hours per day and meet the definition of emergency services as defined in C.1.3 may use overtime rates as fixed below.

(b) The Contractor shall also be reimbursed for costs for any materials/equipment ordered under the task order issued by the Government in conjunction with the Emergency Services, as further described in H.14. No profit shall be added to this material/equipment. All costs of materials/equipment/proper disposal of toxic substances shall be itemized on the invoice, such as purchase price of material/equipment, cost of transportation and cost of handing. There could be instances when VAT charges are to be paid; the COR shall inform the contractor time by time and in those instances VAT charges must be itemized in the task order.

B.3.6 Ordering

Ordering - (a) All supplies or services to be furnished under this contract shall be ordered by the issuance of delivery orders by the Department of State. Orders may be issued from the date of the Contracting Officer's signature until the end of the "Period of Performance" applicable to this contract.

(b) Contractor will be asked to submit a cost proposal (sample shown in Exhibit D) when given a draft scope of work for an unscheduled task.

(c) Contracting Officer will negotiate and develop firm-fixed-priced delivery orders for each unscheduled or emergency task that needs to be performed.

(d) All delivery orders are subject to the terms and conditions of this contract. This contract shall take precedence in the event of conflict with any order.

B.4 BASE PERIOD PRICES

B.4.1. Scheduled Maintenance Services. The fixed-price for the base year (starting on the date of award and continuing for a period of 12 months) for scheduled maintenance services as defined in C.1.3 is:

Per month ___________ x 12 = ______________ per year

The above total is the sum of the below unit (per building) prices:

Mel Sembler Building & Annex

Total per Year

Total per Year

B.4.2 Unscheduled Maintenance Services. The fixed unit prices for unscheduled maintenance service as defined in C.1.3 are:

Mon-Fri 7:00 – 19:00

RATE PER HOUR

Mon-Fri 19:00 – 7:00

RATE PER HOUR

Saturday- Sunday 7:00 – 19:00

RATE PER HOUR

Saturday- Sunday 19:00 – 7:00

YEARLY EURO TOTAL

TOTAL ESTIMATED UNSCHEDULED PER YEAR EURO _____________

Note: estimated number of hours is for evaluation purposes only

Materials/Equipment Not to Exceed Euro 50,000.00 .

B.4.3 Emergency Services. The fixed unit prices for emergency maintenance service as defined in C.1.3 are:

Mon-Fri 7:00 – 19:00

RATE PER HOUR

Mon-Fri 19:00 – 7:00

RATE PER HOUR

Saturday- Sunday 7:00 – 19:00

RATE PER HOUR

Saturday- Sunday 19:00 – 7:00

YEARLY EURO TOTAL

TOTAL ESTIMATED EMERGENCY PER YEAR EURO ______________

Materials/Equipment Not to Exceed Euro 10,000.00

B.4.4 Minimum and Maximum Amounts for Unscheduled Maintenance Services

During this contract period, the Government shall place orders totaling a minimum of 40 hours. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed 800 hours. This reflects the contract maximum for unscheduled services for this period of performance.

B.4.5 Minimum and Maximum Amounts for Emergency Maintenance Services

During this contract period, the Government shall place orders totaling a minimum of 5 hours. This reflects the contract minimum for emergency orders for this period of performance. The amount of all orders shall not exceed 50 hours. This reflects the contract maximum for emergency services for this period of performance.

B.5 FIRST OPTION PERIOD PRICES

B.5.1. Scheduled Maintenance Services. The fixed-price for this year (starting on the first day of this option year and continuing for a period of 12 months) for scheduled maintenance services as defined in C.1.3 is:

Per month ___________ x 12 = ______________ per year

The above total is the sum of the below unit (per building) prices:

Mel Sembler Building & Annex

Total per Year

Total per Year

B.5.2 Unscheduled Maintenance Services. The fixed unit prices for unscheduled maintenance service as defined in C.1.3 are:

Mon-Fri 7:00 – 19:00

RATE PER HOUR

Mon-Fri 19:00 – 7:00

RATE PER HOUR

Saturday- Sunday 7:00 – 19:00

RATE PER HOUR

Saturday- Sunday 19:00 – 7:00

YEARLY EURO TOTAL

TOTAL ESTIMATED UNSCHEDULED PER YEAR EURO ____________

Materials/Equipment Not to Exceed Euro 50,000.00 .

B.5.3 Emergency Services. The fixed unit prices for emergency maintenance service as defined in C.1.3 are:

Mon-Fri 7:00 – 19:00

RATE PER HOUR

Mon-Fri 19:00 – 7:00

RATE PER HOUR

Saturday- Sunday 7:00 – 19:00

RATE PER HOUR

Saturday- Sunday 19:00 – 7:00

YEARLY EURO TOTAL

Materials/Equipment Not to Exceed Euro 10,000.00

B.5.4 Minimum and Maximum Amounts for Unscheduled Maintenance Services

During this contract period, the Government shall place orders totaling a minimum of 40 hours. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed 800 hours. This reflects the contract maximum for unscheduled services for this period of performance.

B.5.5 Minimum and Maximum Amounts for Emergency Maintenance Services

During this contract period, the Government shall place orders totaling a minimum of 5 hours. This reflects the contract minimum for emergency orders for this period of performance. The amount of all orders shall not exceed 50 hours. This reflects the contract maximum for emergency services for this period of performance.

B.6 SECOND OPTION PERIOD PRICES

B.6.1. Scheduled Maintenance Services. The fixed-price for this year (starting on the first day of this option year and continuing for a period of 12 months) for scheduled maintenance services as defined in C.1.3 is:

Per month ___________ x 12 = ______________ per year

The above total is the sum of the below unit (per building) prices:

Mel Sembler Building & Annex

Total per Year

Total per Year

B.6.2 Unscheduled Maintenance Services. The fixed unit prices for unscheduled maintenance service as defined in C.1.3 are:

Mon-Fri 7:00 – 19:00

RATE PER HOUR

Mon-Fri 19:00 – 7:00

RATE PER HOUR

Saturday- Sunday 7:00 – 19:00

RATE PER HOUR

Saturday- Sunday 19:00 – 7:00

YEARLY EURO TOTAL

Materials/Equipment Not to Exceed Euro 50,000.00 .

B.6.3 Emergency Services. The fixed unit prices for emergency maintenance service as defined in C.1.3 are:

Mon-Fri 7:00 – 19:00

RATE PER HOUR

Mon-Fri 19:00 – 7:00

RATE PER HOUR

Saturday- Sunday 7:00 – 19:00

RATE PER HOUR

Saturday- Sunday 19:00 – 7:00

YEARLY EURO TOTAL

Materials/Equipment Not to Exceed Euro 10,000.00

B.6.4 Minimum and Maximum Amounts for Unscheduled Maintenance Services

During this contract period, the Government shall place orders totaling a minimum of 40 hours. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed 800 hours. This reflects the contract maximum for unscheduled services for this period of performance.

B.6.5 Minimum and Maximum Amounts for Emergency Maintenance Services

During this contract period, the Government shall place orders totaling a minimum of 5 hours. This reflects the contract minimum for emergency orders for this period of performance. The amount of all orders shall not exceed 50 hours. This reflects the contract maximum for emergency services for this period of performance.

B.7 THIRD OPTION PERIOD PRICES

B.7.1. Scheduled Maintenance Services. The fixed-price for this year (starting on the first day of this option year and continuing for a period of 12 months) for scheduled maintenance services as defined in C.1.3 is:

Per month ___________ x 12 = ______________ per year

The above total is the sum of the below unit (per building) prices:

Mel Sembler Building & Annex

Total per Year

Total per Year

B.7.2 Unscheduled Maintenance Services. The fixed unit prices for unscheduled maintenance service as defined in C.1.3 are:

Mon-Fri 7:00 – 19:00

RATE PER HOUR

Mon-Fri 19:00 – 7:00

RATE PER HOUR

Saturday- Sunday 7:00 – 19:00

RATE PER HOUR

Saturday- Sunday 19:00 – 7:00

YEARLY EURO TOTAL

Materials/Equipment Not to Exceed Euro 50,000.00 .

B.7.3 Emergency Services. The fixed unit prices for emergency maintenance service as defined in C.1.3 are:

Mon-Fri 7:00 – 19:00

RATE PER HOUR

Mon-Fri 19:00 – 7:00

RATE PER HOUR

Saturday- Sunday 7:00 – 19:00

RATE PER HOUR

Saturday- Sunday 19:00 – 7:00

YEARLY EURO TOTAL

Materials/Equipment Not to Exceed Euro 10,000.00

B.7.4 Minimum and Maximum Amounts for Unscheduled Maintenance Services

During this contract period, the Government shall place orders totaling a minimum of 40 hours. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed 800 hours. This reflects the contract maximum for unscheduled services for this period of performance.

B.7.5 Minimum and Maximum Amounts for Emergency Maintenance Services

During this contract period, the Government shall place orders totaling a minimum of 5 hours. This reflects the contract minimum for emergency orders for this period of performance. The amount of all orders shall not exceed 50 hours. This reflects the contract maximum for emergency services for this period of performance.

B.8 FOURTH OPTION PERIOD PRICES

B.8.1. Scheduled Maintenance Services. The fixed-price for this year (starting on the first day of this option year and continuing for a period of 12 months) for scheduled maintenance services as defined in C.1.3 is:

Per month ___________ x 12 = ______________ per year

The above total is the sum of the below unit (per building) prices:

Mel Sembler Building & Annex

Total per Year

Total per Year

B.8.2 Unscheduled Maintenance Services. The fixed unit prices for unscheduled maintenance service as defined in C.1.3 are:

Mon-Fri 7:00 – 19:00

RATE PER HOUR

Mon-Fri 19:00 – 7:00

RATE PER HOUR

Saturday- Sunday 7:00 – 19:00

RATE PER HOUR

Saturday- Sunday 19:00 – 7:00

YEARLY EURO TOTAL

Materials/Equipment Not to Exceed Euro 50,000.00 .

B.8.3 Emergency Services. The fixed unit prices for emergency maintenance service as defined in C.1.3 are:

Mon-Fri 7:00 – 19:00

RATE PER HOUR

Mon-Fri 19:00 – 7:00

RATE PER HOUR

Saturday- Sunday 7:00 – 19:00

RATE PER HOUR

Saturday- Sunday 19:00 – 7:00

YEARLY EURO TOTAL

Materials/Equipment Not to Exceed Euro 10,000.00

B.8.4 Minimum and Maximum Amounts for Unscheduled Maintenance Services

During this contract period, the Government shall place orders totaling a minimum of 40 hours. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed 800 hours. This reflects the contract maximum for unscheduled services for this period of performance.

B.8.5 Minimum and Maximum Amounts for Emergency Maintenance Services

During this contract period, the Government shall place orders totaling a minimum of 5 hours. This reflects the contract minimum for emergency orders for this period of performance. The amount of all orders shall not exceed 50 hours. This reflects the contract maximum for emergency services for this period of performance.

B.9. GRAND TOTAL

The Grand Total for all five years of this contract, including the “materials/equipment not to exceed” amounts, is:

GRAND TOTAL: Euro _______________

SECTION C

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1. INTRODUCTION

C.1.1 General. The US TriMission Rome Italy requires a building maintenance service Contractor to perform scheduled, unscheduled and emergency work orders on US Government owned and long term leased properties. The Contractor shall furnish managerial, administrative and direct operational personnel to accomplish all work as required in this contract. The Contractor shall designate an English speaking representative who shall supervise the Contractor's workforce and be the Contractor's liaison with the U.S. Government. The Contractor’s supervisor shall have supervision as his/her sole function during the times s/he is on duty. The Contractor's employees shall be on-site only for contractual duties and not for any other business or purposes. Specific services are described in detail below.

C.1.2 Personnel. The Contractor shall be responsible for providing qualified technicians (with at least one of each trade at the journey-man level or equivalent) with relevant experience of 5 years to meet the minimum requirements established below to perform maintenance services on the HVAC Systems presently installed and relative electrical/electronic panels in accordance with the maintenance plan shown in Exhibit A and unscheduled/emergency services. Personnel shall meet the minimum criteria for labor categories shown in Section B.4.2 as identified in Exhibit C.

As to the equipment listed under C.1.5.2.1 Special Equipment Procedures, the Contractor is required to use a service center approved by the manufacturers.

C.1.3 Definitions.

"Chancery" means the building of the embassy used for official activities or means the official residence of the ambassador.

“CMMS” is a computer maintenance management system such as PASS/RPA (real estate management system), PMCI or QUIBIC.

"CMP" is a comprehensive maintenance plan

"Daily" means 5 days per week, on each non-holiday workday.

"DCMR" means the official residence of the Deputy Chief of Mission.

"Emergency Services" are task orders which require immediate attention. May involve working other than normal work day or hour as defined in F.8. Contractor required to respond to call within 8 hours and take action to minimize emergency situation.

"EOB" means Embassy Office Building.

"Execution Plan" is submitted by the Contractor and defines the methods and disciplines used to carry out the maintenance plan as provided in Exhibit A.

"General Instructions" mean those instructions, directives and guidelines that apply to all employee maintenance personnel.

"HVAC" means Heating Ventilating Air Conditioning.

“Make Readies” should be negotiated as unscheduled work orders.

"NOB" means New Office Building

"PM" means Preventive Maintenance

"Routine Maintenance and Repair" includes the preservation in a sound state of real property and might include day-to-day electrical and plumbing work, and the purchase of maintenance stock.

"Scheduled Maintenance Services" includes all routine maintenance functions identified in the Exhibit A, Comprehensive Maintenance Plan or Facility Maintenance Plan, for Post systems and equipment.

"Unscheduled Maintenance and Repair Services" includes minor maintenance and repair services which are not identified in the Comprehensive Maintenance Plan or Facility Maintenance Plan.

C.1.3.1 The Contractor shall provide an Executive Plan to carry out the maintenance as shown in Exhibit A. These duties and responsibilities described in Subsection C.1.5. The Contractor shall provide a draft of the Executive Plan to the COR for review 30 days after contract award.

Note that certain areas, as specified in Section J, Exhibit A, require an escort and can only be entered during scheduled times to be agreed upon with the COR.

C.1.4 Location, Service, Kind of Personnel: A sample listing of locations, kinds of services, and personnel by category, is provided in Exhibit A (Department of State Real Estate Management System and Preventive Maintenance Work Order Tasks). A sample of an unscheduled order is described in Exhibit B and is for illustration only and will not necessarily be identical to services provided under this contract.

C.1.5 Duties and Responsibilities.

C.1.5.1 Outline of Electrical/HVAC/Plumbing/Other Mechanical Services to be Performed: (ALL PROPERTIES)

Services to be performed by these engineers shall include those outlined below. Damage or situations requiring major or specialized remedial services shall promptly be brought to the attention of the COR or the Embassy Buildings Management Office, and efforts shall be made to minimize such trouble or damage until proper corrective action can be taken. Major and specialized repairs shall be carried out by the Government, independent of this contract. Services to be performed as part of scheduled maintenance to include:

C.1.5.1.1 Electrical

(1) Monitoring the operating condition of all systems and equipment in the central station, substations and machine rooms on a 24 hour basis.

(2) Replacing circuit breakers and/or fuses, material furnished by the Contracor

(3) In an emergency, taking all possible measures to prevent hazards, ensure safety and maintain property. Promptly reporting to the COR, or to the Marine Guard on duty when the COR or his/her staff are unavailable

C.1.5.1.2 HVAC

(1) Operating the Heating/Ventilation/Air Conditioning(HVAC) systems according to the pertinent seasonal cooling/heating requirements as prescribed by the COR.

(2) Providing seasonal (i.e. off-, pre-, and post-season) servicing on the heating and air-conditioning plant equipment.

(3) Making insulation tests, adjusting relays, resetting circuit breakers, cleaning contact surfaces.

(4) Making minor repairs to the systems and their equipment in accordance with scheduled and unscheduled work orders. Replacement parts furnished by the Contracor

(5) Inspecting pumps for abnormal temperature, vibration, noise, and other trouble symptoms, and adjusting as necessary.

(6) Inspecting valves for restriction, leaks and other trouble symptoms, and adjusting as necessary.

78) Inspecting cooling towers, checking condition of cooling water, if dirty replacing with clean water. Cleaning strainers when replacing cooling water. Insuring that the water treatment equipment is properly working and that the water is being treated in accordance with manufacturer's recommendations.

(8) Performing periodic cleaning, washing and/or replacing of all air filters, air handling and fan coil units at all properties. The terms "cleaning" means "dusting" where unwashable filters are used, "washing", where washable filters are used and "replacing" where unwashable/throwaway filters are used. Replacement filters are to be supplied by the Contractor.

(9) Inspecting all HVAC work including pipes, ducts, valves, dampers, fittings, waste water and sewer lines, traps, catch basins, toilet fixtures, down-spouts, and gutters for clogging and loose joints, restrictions, leaks, and other faulty conditions; providing routine servicing such as retightening, caulking, lubricating, and performing first echelon maintenance.

C.1.5.1.3 Plumbing:

(1) Inspecting all plumbing work including pipes, ducts, valves, dampers, fittings, waste water and sewer lines, traps, catch basins, toilet fixtures, down-spouts, and gutters for clogging and loose joints, restrictions, leaks, and other faulty conditions; providing routine servicing such as retightening, caulking, lubricating, and performing first echelon maintenance.

(2) Inspecting sprinklers, domestic hot water heaters, drinking fountains and servicing to maintain in good and proper working order.

C.1.5.1.4 Other Mechanical:

(1) Inspecting all fire extinguishers and fire extinguishing systems (including halon gas), smoke and heat detectors in all communal areas once a month for proper operation and reporting the results to the COR. The date of each inspection shall be stamped on the tag attached to each piece of equipment.

(2) In case of elevator failure or trouble, promptly notify the COR.

(3) Emergency Generators - Inspecting and maintaining generator, starter panel, DC source equipment and Diesel engine, including operation sequence and safety devices in accordance with the Maintenance Plan instructions, a copy of which is located in Exhibit A.

C.1.5.1.5 Electrical/Mechanical Installations to be Operated and Maintained:

See Exhibit A for a representative sampling of the systems and equipment to be operated and maintained.

C.1.5.2 Miscellaneous Maintenance and Repair Services: The Contractor shall provide day-to-day maintenance and repair services for all Government-owned/long term leased properties, systems, equipment as directed by the COR.

The detailed work requirements and instructions including emergency works shall be provided by the Contracting Officer to the Contractor's Liaison who shall supervise, schedule, and manage the performance of the assignments.

All personnel assigned by the Contractor for the performance of the respective services shall be regular employees of the Contractor, and shall be supervised by the Contractor. There shall be no employer-employee relationship between the Government and the personnel. Subcontractors may only be employed with the express written consent of the Contracting Officer.

C.1.5.2.1 Special Equipment and Procedures: The contractor shall be responsible to apply special care for the scheduled and unscheduled maintenance of the following equipment:

· McQuay, Robur, Carrier and Sanyo and related control and handling systems

· Reliance Electrical Industrial Company, Trane, Tracer Summit, Carrier and Sanyo installed in the Embassies and residences.

The complexity of the above listed equipment requires technical assistance authorized by the manufacturer who can guarantee original spare parts, hardware/software updating and authorized skilled technicians.

Special attention is required for the following items:

• Centrifugal McQuay units including the control systems interfaced with Trane, Tracer, Summit and Reliance electrical software and hardware for the management and thermal regulation of chillers, fan coils and AHU.

• In the Embassy compound there are a large number of fan coil units and AHU installed in the offices. In addition to the routine preventive maintenance, a quarterly disinfection is required to prevent the risk of exposure to legionella bacteria (Legionella Pneumophila).

The safety sheet is required for the compatibility of all chemical components used.

C.1.5.2.2 Methodology: It is requested that all the different types of systems serving the same area, office or section, be worked on simultaneously in order to avoid disrupting office operations more than once. To this purpose all indications necessary are shown in the Exhibit A.

The contractor shall agree and approve the work plan described in the HVAC check list file with the COR.

It is obligatory that all the scheduled maintenance tasks on the equipment be carried out by a team of minimum 2 technicians, team composition will be as follows (depending on the type of repair to be performed):

– Air conditioning/heating/plumbing technician/electrician

– when operation involves the filters cleaning, one person shall be in charge of cleaning the equipment

The operations for switching the systems on/off shall be carried out by at least two teams of technicians as described above.

C.1.5.3 Technical Cards for the Systems

The contractor shall prepare and submit the following documentation:

---The contractor shall fill-in a work voucher for each task either for scheduled and unscheduled maintenance or emergency repairs. The work voucher shall be counter-signed by the COR. In case of extraordinary tasks the contractor might be requested by the COR to provide by fax the work voucher with the estimated amount before proceeding with the repair;

---The contractor shall submit an updated inventory of the equipment every year, based on the inventory provided by the Embassy at the beginning of the contract.

C.1.5.4 Response to Calls

Emergency calls shall be answered within the next working day from the time the request was made by the Facilities Office, whether the request was verbal or written.

Repairs to breakdowns of an extraordinary nature which were discovered either during routine scheduled maintenance, or by the user, should be agreed and coordinated with the Embassy Facilities Office.

Execution of scheduled maintenance shall follow the program indicated hereunder and shall be agreed upon with the technical staff responsible for the work.

During pick periods, the Contractor may request that one or more technician(s) stay on Embassy ground during standard working hours to avoid repetitive calls. This request is subject to COR approval.

C.1.5.5 Personnel, tools, repair parts, materials and supplies

The Contractor shall provide trained personnel with the appropriate tools and testing equipment for scheduled maintenance as well as for unscheduled repairs and assistance as required by this contract. The Contractor shall provide all of the necessary repair parts, materials and supplies to carry out the schedule maintenance work as per Exhibit H. When preparing cost estimates for materials required for unscheduled/emergency maintenance the Contractor shall apply the discounts given on the price list attached to the estimate.

The Government reserves itself the right to provide materials at his own cost and care.

The detailed work requirements and instructions including emergency works shall be provided by the Contracting Officer to the Contractor’s Liaison who shall supervise, schedule and manage the performance of the assignments.

All personnel assigned by the Contractor for the performance of the respective services shall be regular employees of the Contractor and shall be supervised by the Contractor. There shall be no employer-employee relationship between the Government and the personnel. Subcontractors may only be employed with the express written consent of the Contracting Officer.

C.2 SUPERINTENDENCE BY CONTRACTOR:

The entire operation of the contracted services shall be superintended by the Contractor's bilingual (English/Italian) liaison, who shall maintain a close contact with the Contracting Officer and the COR in order to coordinate the performance of the contracted services with the needs of the Government.

The liaison, (or his/her qualified assistant), shall be on duty throughout the normal operating hours of the Embassy. S/he shall also superintend the performance of the contracted services on Saturdays, Sundays, and holidays in case the contractor is requested to work during these days by the COR .

C.3 QUALITY ASSURANCE

The Contractor shall institute an appropriate inspection system including checklists of duties to be carried out, ensuring these duties are carried out by the supervisory staff and senior employees, and to determine whether the various services are being performed according to the contract requirements.

Any shortcomings and/or substandard conditions noted in such inspections shall be promptly corrected and improved; any conditions beyond the responsibility of the Contractor shall be brought to the attention of the Contracting Officer or COR, for disposition.

C.3.1 Monthly Report: The Contractor shall render a monthly building maintenance report, summing up observations resulting from the inspections, difficulties or irregularities encountered, measures taken, improved conditions, repairs or services needed (those beyond the Contractor's responsibilities), special work done, recommendations, and other matters related to operation and maintenance of the buildings and facilities covered by this contract. The monthly report shall be provided in a format similar to the one in Exhibit F, signed by an authorized representative of the Contractor, and shall be submitted to the COR, together with the Contractor's monthly invoice.

C.3.2 Inspection by Government: The services being performed hereunder and the supplies furnished therefore will be inspected from time to time by the COR, or his/her authorized representatives, to determine that all work is being performed in a satisfactory manner, and that all supplies are of acceptable quality and standards.

The Contractor shall be responsible for any countermeasures or corrective action, within the scope of this contract, which may be required by the Contracting Officer as a result of such inspection.

C.4 Performance Standards

The HVAC Systems shall 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.

C.4.1 Checklist Approval. The Contractor must apply the Check list, described in the CMP Exhibit A (Comprehensive Maintenance Plan)

C.4.2 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 or at the end of the month, as instructed by the COR.

C.4.2 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. 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.

C.4.4 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.

C.5 Replacement/Repairs - Exclusion. This contract does NOT include repair of equipment and replacement of hardware (e.g. bearings, pistons, piston rings, crankshaft, gears.).

Replacement/repair of any electronic or electrical parts shall be approved by the COR prior to installation of the part. If the Contractor proceeds to replace any electronic or electrical parts without COR approval, the Contractor shall de-install the parts at no cost to the Government.

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.

SECTION D

PACKAGING AND MARKING

RESERVED

SECTION E

INSPECTION AND ACCEPTANCE

E.1 52.2522 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: http://www.acquisition.gov/far/ or http://farsite.hill.af.mil/vffara.htm

These addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, use the Department of State Acquisition website at http://www.statebuy.state.gov/ to see the links to the FAR. You may also use an internet “search engine” (for example Google, Yahoo, Excite) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

CLAUSE TITLE AND DATE

E.2 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan is designed to provide an effective surveillance method to promote effective Contractor performance. The QASP 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 maintenance services set forth in the Performance Work Statement (PWS)

Entire Section C All required services are performed and no more than one (1) customer complaint is received per month

E.2.1 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.

E.2.2 Standard. The performance standard is that the Government receives no more than one (1) customer complaint per month. 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 52.246-4, Inspection of Services – Fixed Price (AUG 1996)), if any of the services exceed the standard.

E.2.3 Procedures

(a) If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the COR.

(b) The COR will complete appropriate documentation to record the complaint.

(c) 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.

(d) If the COR determines 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.

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

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

(g) The COR will consider complaints as resolved unless notified otherwise by the complainant.

(h) 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.

SECTION F

DELIVERIES OR PERFORMANCE

F.1 52.2522 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: http://www.acquisition.gov/far/ or http://farsite.hill.af.mil/vffara.htm

These addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, use the Department of State Acquisition website at http://www.statebuy.state.gov/ to see the links to the FAR. You may also use an internet “search engine” (for example Google, Yahoo, Excite) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

CLAUSE TITLE AND DATE

52.242-15 STOP-WORK ORDER (AUG 1989)

52.242-17 GOVERNMENT DELAY OF WORK (APR 1984)

52.242-14 SUSPENSION OF WORK (APR 1984)

F.2 PERIOD OF PERFORMANCE

The contract shall be effective on the date of the Contracting Officer's signature, and shall remain in effect for a period of twelve months, with four renewal options of twelve months each. Individual delivery orders for unscheduled work will identify completion times for specific unscheduled/urgent tasks.

F.3 DELIVERABLES

The following items shall be delivered under this contract:

F.4 CONTRACTOR'S SUBMISSION OF MAINTENANCE SCHEDULE AND MINOR REPAIRS UNDER UNSCHEDULED WORK ORDERS

The time for submission of the schedules and General Instructions referenced in Section I, 52.236-15, "Schedules for Construction Contracts", paragraph (a), is hereby modified to reflect the due date for submission as "30 calendar days after receipt of an executed contract". The Contractor shall weekly revise such schedules (1) to account for the actual progress of the work, (2) to reflect approved adjustments in the performance schedule, and (3) as required by the Contracting Officer to achieve coordination with work by the Government and any separate contractors employed by the Government. The Contractor shall submit a schedule which sequences work so as to minimize disruption at the jobsite.

All deliverables shall be in the English language, unless otherwise provided hereunder, and any…