191T7026R0002.pdf

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 Exhibits, for the scheduled and unscheduled maintenance services at the two buildings of the U.S. Consulate in Florence, 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

Section C and Exhibits. The fixed price will include all work, including furnishing all labor, materials, 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.

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 and labor categories for these delivery orders shall be negotiated into a firm-fixed-priced delivery order. 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. Orals orders may be necessary for emergency services however they shall be issued in writing within three business days of the oral instructions. See Exhibit H, Section J for sample of an Unscheduled Work Order.

B.3 PRICES/COSTS

B.3.1 Value Added Tax

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 Currency

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. No profit shall be added to this material/equipment. All costs of materials/equipment shall be itemized on the invoice, such as purchase price of material/equipment, cost of transportation and cost of handing. If VAT charges are paid, then they must be itemized in each 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. No profit shall be added to this material/equipment. All costs of materials/equipment shall be itemized on the invoice, such as purchase price of material/equipment, cost of transportation and cost of handing. If VAT charges are paid then they must be itemized in each task order.

B.3.6 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 M) 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 PERIOD PRICES

The firm fixed prices for the base, and all option years are detailed in Exhibit A, Pricing

Schedule. The following is a summary of prices for each year and the grand total of the contract.

GRAND TOTAL

Base Year TOTAL

First Option Year Total

Second Option Year Total

Third Option Year Total

Fourth Option Year Total

GRAND TOTAL

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1. INTRODUCTION

C.1.1. General. The Embassy of the United States in Rome, Italy requires a maintenance service Contractor to perform both scheduled and unscheduled work orders at the U.S. Consulates in Florence, Italy. 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.

Embassy.

The designated person shall be available by phone and e-mails at all time and unscheduled visits at other times as needed.

The Contractor's employees shall be on-site only for contractual duties and not for any other business or purposes. 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. Specific services are described in detail below.

C.1.2. Personnel.

The Contractor shall be responsible for providing qualified technicians with relevant experience of more than 3 years to meet the minimum requirements established below to perform maintenance services in accordance with the maintenance plan shown in Section

C and the Exhibits, , and unscheduled services. Personnel shall meet the minimum criteria for labor categories as identified in Exhibit E.

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 an all-inclusive maintenance program that outlines the full schedule, scope, and responsibilities required to keep the facility’s systems, equipment, and infrastructure in proper working condition. It typically includes routine inspections, preventive maintenance tasks, repair response expectations, staffing needs, service frequencies, and annual labor hours.

"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 4 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 Section C and Exhibits.

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

"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 Section C and Exhibits, 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.

C.1.3.1. Executive Plan The Contractor shall provide an Executive Plan to carry out the maintenance as shown in Section C and the Exhibits of the contract. The

Contractor shall provide a draft of the Executive Plan to the COR for review 30 days after contract award.

C.1.4 Equipment, Systems, Locations, and Services:

A sample listing of equipment, systems, specifications and their locations, is provided in Exhibit B, a sample of an unscheduled order form is in Exhibit H and is for illustration only and will not necessarily be identical to services provided under this

C.1.5 Duties and Responsibilities.

C.1.5.1 Services to be performed by the Contractor shall include those outlined in this contract and its Exhibits. Damage or situations requiring major or specialized remedial services shall promptly be brought to the attention of the COR or the Embassy Facility 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.

C.1.5.1 Outline of Scheduled Maintenance Services and Repair Services to be Performed:

The Contractor shall provide day-to-day maintenance and repair services. Specialized technicians shall perform these services on scheduled days for a full working day. The chart below identifies the type of skilled technician and the frequency of services required to performe the service of this contract. The following sub-paragraphs describe the services each technician shall perform, including general monitoring, inspection, and testing of building systems, equipment, and their conditions.

The Contracting Officer and COR shall provide the Contractor's Liaison with detailed instructions on the work to be performed at each scheduled visit.

The Contractor shall supply all replacement parts or equipment needed to perform these duties.

Technician Frequency of Services Week per Year

Hours per Visit

Hours per Year

Electrician One Day Every Other Week 26 8 208

Plumber One Day Every Other Week 26 8 208

Carpenter/Handyman One Day Every Other Week 26 8 208

HVAC Technician One Day per Month from

October thru March 6 8 48

HVAC Technician Two days per Month from

April thru September 12 8 96

C.1.5.1.1 Electrician:

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

(2) Replacing circuit breakers and/or fuses, material.

(3) In an emergency, taking all possible measures to prevent hazards, ensure safety and maintain property. Promptly reporting to the COR.

C.1.5.1.2 HVAC Technician:

(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 work orders.

(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.

(7) 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. All supplies and equipment (except ordinary tools such as screwdrivers, wrenches, etc.) needed for the repairs shall be furnished by the Government, subject to the approval of the COR.

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

(9) The Contractor is responsible for complying with all local codes, including but not limited to F-GAS (EU 2024/573 and DPR 146/2018), Libretto di Centrale, and yearly "Bollino Blu."

(10) 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.

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. All supplies and equipment (except ordinary tools such as screwdrivers, wrenches, etc.) needed for the repairs shall be furnished by the Government, subject to the approval of the COR.

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

C.1.5.1.4 Carpenter/Handyman:

(1) Check door closers, latches, handles, and locks.

(2) Check windows, verifying hinges and latches.

(3) Check and clean drainage grills on balconies, terraces, and gardens.

(4) Perform minor masonry work.

(5) Perform minor painting touch-ups.

(6) Perform miscellaneous unskilled tasks upon COR/GTM request.

(7) Report any deficiencies or issues identified to the COR/GTM

C.1.5.2 Outline of Preventive Maintenance Services to be Performed:

The Contractor shall perform preventive maintenance services on equipment and systems installed throughout the compond. Specialized technicians shall perform these services on scheduled days on heating, ventilation, and air conditioning equipment. The listing of equipment and service tasks to be performed on all equipment and sysstems are outlined in the Exhibit B “Listing of Equipment Under Preventive Maintenance”, and Exhibit C, Preventive Maintenance Checklists.

The following chart includes the frequency of services for all equipment or systems:

Equipment Quantity

B i-

W ee k ly

Q u a rt er ly

S em i- A n n u a l

A n n u a l

Chiller See Exhibit B X X

Air Handling Unit See Exhibit B X X

Gas Fired Boiler See Exhibit B X X X X

Split Dx See Exhibit B X X

Heat Recovery Unit See Exhibit B X X

Variable speed Pumps See Exhibit B X X

Valve & Expansion Tank See Exhibit B X X

Fan Coil Unit See Exhibit B X X

Radiators See Exhibit B X

C.1.5.3 Outline of Unscheduled Maintenance Services to be perfomed:

Services to be performed by specialized techinicians on as-needed basis.

The Contracting Officer will issue task order to order these services.

For emergency calls, the Contractor shall email the Contracting Officer and COR within 24 hours of work completion, providing the service cost and a report detailing the work performed, hours worked, and materials used.

C.1.5.3.1 Labor Category:

Manpower such as electrician, plumber, HVAC technician, carpenter/handyman, mason workers, may be requested to provide unscheduled maintenance services on as-needed basis.

C.1.5.3.2 Outline of Multi- Trade Tasks to be Performed:

In order to prepare the residential units for occupancy, the features and appliances installed in each apartment shall be inspected and checked for fully functionality, including plumbing, electrical, carpentry, HAVC systems, and POSHO requirements.

The detailed work requirements are outlined below. A standard apartment of an average area of 170 sq. mt. is usually furnished with the following features and appliances:

• Kitchen:

N.1 Refrigerator

N.1 Stove with Oven

N.1 Hood

N.1 Sink

N.1 Dishwasher

• Laundry:

N.1 Washing machine

N.1 Dryer

• N. 3 Bathrooms

• N. 5 Split Unit

C.1.5.3.2.1 Multi-Trade Tasks - Plumbing Services

The Contractor shall perform the following plumbing inspection and repairs and use the checklist in Exhibit D as guidance.

a. Inspect all plumbing work including:

• pipes, ducts, valves, dampers, fittings, wastewater and sewer lines, traps, catch basins, hot water heaters, toilet fixtures, plugs, chains, hoses, down-spouts, and gutters for clogging and loose joints, restrictions, leaks, and other faulty conditions;

b. Provide routine service such as:

• retightening, caulking, lubricating, and performing minor maintenance services to repair discrepancies noted in the above inspection. Minor maintenance is defined as work items, which individually, will not require more than 16 hours of labor work

Plumbing work shall meet all industry standards and conducted in a proper, workman like manner. Contractor shall assure that all work is square, plumb, and that all affixed materials are properly tied into the building structure where required. Contractor shall use material of high quality. All material shall be approved by the COR before use.

Contractor shall assure that all installed fixture and plumbing connections are water tight, and accept full responsibility for replacement of aby Government property damaged because of his/her negligence.

The contractor shall furnish all supplies and equipment needed for the repairs.

C. 1.5.3.2.2 Multi-Trade Tasks - Electrical Services

The contractor shall perform the following electrical services and use the checklist in

Exhibit D as guidance.

a. Evaluate the operating condition and safety of all systems and equipment, including:

• electrical outlets, switches, wiring, installed appliances, doorbells, intercoms, ceiling fans, light fixtures, water heaters, circuit breakers, fuse boxes and feeder line connections.

b. Make basic repairs, including:

• resetting circuit breakers or replacing fuses, fixing loose connections, replacing switches, and performing minor maintenance services to repair discrepancies noted in the above inspection. Minor maintenance is defined as work items, which individually, will not require more than 16 hours of labor work

Electrical work shall meet all industry standards and conducted in a proper, workman like manner. Contractor shall assure that all work is square, plumb, and that all affixed materials are properly tied into the building structure where required. Contractor shall use material of high quality. All material shall be approved by the COR before use.

Contractor shall assure that all wiring meets proper ampacity as recommended by the latest Italian Electrical code limits (CEI 64/8 vers. 2), as noted in the latest version of the

National Electric Code (NEC). Should the Contractor be unsure of those requirements, he must inquire to the COR for any interpretation.

C. 1.5.3.2.3 Multi-Trade Tasks - HVAC Services

The contractor shall perform the following HVAC services using the checklist in Exhibit

D as guidance.

a. Inspecting all HVAC includes:

• Clean supply air Diffusers, and inside of duct within 1 linear foot of diffuser.

b. Provide routine servicing such as

• Retightening, caulking, lubricating, replacing and/or cleaning ducting and diffusers, and performing minor maintenance services to repair discrepancies noted in the above inspection. Minor maintenance is defined as work items, which individually, will not require more than 16 hours of labor work

C. 1.5.3.2.4 Multi-Trade Tasks - Carpentry Services

The contractor shall perform the following carpentry services using the checklist Exhibit

D as guidance.

The contractor shall inspect all:

• wood cabinets, closets, doors, moldings, panels, fixtures, furniture pieces, stairways, including railings, balustrades, treads, risers and nosings, along with all doors in the residence. Also, inspect all toilet paper holders, soap trays, towel racks, shower curtain rods, toilet seats, medicine cabinets, venetian blind brackets, clothing rails, curtain rods, and any other like items.

All necessary minor repairs shall be made to all items listed above, including:

• Repairing, adjusting and/or replacing hinges, door rollers, door tracks, latches, closet rods, shelves, moldings and wood panels, cracks and chips, bathroom fixtures, curtain rods and venetian blinds, and caulking and staining repaired areas to match the color of the original wood.

• Minor maintenance is defined as work items which, individually, will not require more than 16 hours of labor work

• Contractor shall be required to rework doors, both entry or closet type, which do not close easily and smoothly, or possess “spring “when closed.

Carpentry work shall meet all industry standards, and conducted in a proper, workman like manner. Contractor shall assure that all work is square, plumb, and that all affixed materials are properly tied into the building structure where required. Contractor shall use materials of high quality. All material shall be approved by the COR before use.

Contractor shall assure that fasteners used are of the proper type for the work, and that the installed fasteners are attached in such a way as to allow a minimum of painting preparation work.

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.

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 carrying out weekly inspections to determine whether the various services are being performed according to the contract requirements. Copies of the weekly inspection reports shall be provided to the COR.

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 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 therefor 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.

SECTION D - PACKAGING AND MARKING

RESERVED

SECTION E - INSPECTION AND ACCEPTANCE

E.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more 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. In addition, the full text of a clause may be accessed electronically at: Acquisition.gov this address is subject to change.

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the Department of State Acquisition website at e-CFR to see the links to the

FAR. You may also use an Internet “search engine” (for example, Google, Yahoo or

Excite) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

CLAUSE TITLE AND DATE

52.246-4 INSPECTION OF SERVICES – FIXED PRICE (AUG 1996)

52.246-12 INSPECTION OF CONSTRUCTION (AUG 1996)

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.

PERFORMANCE OBJECTIVE

PWS

PARAGRAPH

PERFORMANCE

THRESHOLD

Performs all maintenance services set forth in the Performance Work Statement

(PWS)

Section C and

Exhibits

All required services are performed and no more than one

(1) customer complaint is received per quarter.

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 quarter. The COR shall notify the Contracting https://acquisition.gov/browse/index/far https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl

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. 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

52.242-14 SUSPENSION OF WORK (APR 1984)

52.242-15 STOP-WORK ORDER (AUG 1989)

52.242-17 GOVERNMENT DELAY OF WORK (APR 1984)

F.2. PERIOD OF PERFORMANCE

The contract shall be effective starting on the date stated in the Notice to Proceed and shall remain in effect one-year period, with four-year option periods. 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:

Description Quantity Delivery Date Deliver To

C.1.3.2 Execution Plan 1 30 days after award COR

C.3. Quality Assurance Plan 1 10 days after award COR

C.3. Inspection Report 1

7 days after end of scheduled maintenance period

COR

C.3.1. Maintenance Report 1 5th day of each month COR

H.1.2.3. Bios on Personnel 1 10 days after award COR

H.4. Insurance/Licenses &

Permits

30 days after Notice of

Award

CO

H.10.1 Safety Plan 1 30 days after contract award

COR

H.7.1 Waste Disposal Report 1 Last day of each quarter COR https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl

H. 18 INPS & INAIL Certificates 1 10 days after award CO

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 " seven 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 system of dimensions (i.e., English or metric) shown shall be consistent with that used in the contract. No extension of time shall be allowed on account of a delay by the

Government in approving such deliverables if the Contractor has failed to act promptly and responsively in submitting its deliverables. Each deliverable shall be identified as required by the contract.

F.5 ACCEPTANCE OF SCHEDULE

When the Government has accepted any time schedule, it shall be binding upon the

Contractor. The completion date is fixed and may be extended only by a written modification to the delivery order signed by the Contracting Officer. Acceptance or approval of any schedule or revision thereof by the Government shall not (1) extend the completion date or obligate the Government to do so, (2) constitute acceptance or approval of any delay, nor (3) excuse the Contractor from or relieve the Contractor of its obligation to maintain the progress of the work and achieve final completion by the established completion date.

F.6. NOTICE OF DELAY

In the event the Contractor receives a notice of any change in the work, or if any other conditions arise which are likely to cause or are actually causing delays which the

Contractor believes may result in completion of the project after the completion date, the

Contractor shall notify the Contracting Officer of the effect, if any, of such change or other conditions upon the approved schedule, and shall state in what respects, if any, the relevant schedule or the completion date should be revised. Such notice shall be given promptly, and not more than ten (10) days following the first occurrence of event giving rise to the delay or prospective delay. Revisions to the approved time schedule shall only be made with the approval of the Contracting Officer.

F.7. NOTICE TO PROCEED

(a) Following receipt from the Contractor of any bonds or evidence of insurance within the time specified in Section H of this contract, and following acceptance of these documents by the Contracting Officer, the Contracting Officer will provide to the

Contractor a Notice to Proceed. The Contractor must then prosecute the work required hereunder.

(b) It is possible that the Contracting Officer may elect to issue the Notice to Proceed prior to receipt and acceptance of any bonds or evidence of insurance required hereunder.

Issuance of a Notice to Proceed by the Government before receipt of the required bonds or insurance certificates or policies shall not be a waiver of the requirement to furnish these documents.

F.8. WORKING HOURS

All work shall be performed during normal working hours, which are defined as 8:30 to

17:30, Monday through Friday. Other hours, initiated by the Contractor, may be approved by the Contracting Officer's Representative. Notice must be given 24 hours in advance to COR who will consider any deviation from the hours identified above.

Changes in work hours will not be cause for a price increase.

F.9. EXCUSABLE DELAYS

The Contractor will be allowed time, not money, for excusable delays as defined in FAR

52.249-10, Default. Examples of such cases include (l) acts of God or of the public enemy, (2) acts of the United States Government in either its sovereign or contractual capacity, (3) acts of the government of the host country in its sovereign capacity, (4) acts of another contractor in the performance of a contract with the Government, (5)fires, (6) floods, (7) epidemics, (8) quarantine restrictions, (9) strikes, (l0) freight embargoes, (11) delays in delivery of Government furnished equipment and (12) unusually severe weather. In each instance, the failure to perform must be beyond the control and without the fault or negligence of the Contractor, and the failure to perform furthermore (1) must be one that the Contractor could not have reasonably anticipated and taken adequate measures to protect against, (2) cannot be overcome by reasonable efforts to reschedule the work, and (3) directly and materially affects the date of final completion of the project.

F.10 POST AWARD CONFERENCE

A post award conference will be held 10 days after contract award at the American

Consulate in Florence in Lungarno Amerigo Vespucci, 38 to discuss the schedule, submittals, notice to proceed, mobilization and other important issues that affect the progress under this contract.

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE (COR)

(AUG 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name or position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative

(COR). Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a warranted Contracting Officer and this authority is delegated in the designation.

(b) The COR for this contract is a Facilities Maintenance representative of the U.S.

Embassy Rome, Italy.

G.1.1 Duties

The COR is responsible for inspection and acceptance of services. These duties include review of Contractor invoices, including the supporting documentation required by the contract. The COR may provide technical advice, substantive guidance, inspections, invoice approval, and other purposes as deemed necessary under the contract.

G.1.3 642.271 GOVERNMENT TECHNCIAL MONITOR (GTM).

The contracting officer may appoint a Government Technical Monitor (GTM) to assist the Contracting Officer’s Representative (COR) in monitoring the contractor’s performance. A GTM may be appointed due to physical proximity to the contractor’s work site, because the individual possesses specialized skills or knowledge needed for effective oversight, or to represent the interests of another requirements office or post with an interest in the contractor’s work. For this contract, the GTMs are representatives from the Facilities Maintenance office at the U.S. Embassy in Rome and from the

Facilities Maintenance office at the U.S. Consulate in Florence. If this clearly states the intent of the message.

G.2. PAYMENT

G.2.1. General.

The Contractor's attention is directed to Section I, 52.232-1, "Payments", and 52.232-5, "Payments Under Fixed-Price Construction Contracts". The following subsections elaborate upon the information contained therein. All invoices should contain copies of the signed work orders completed monthly and status information on those not completed. Completed work orders shall bear the signature of the Contractor’s quality control personnel. Work orders shall consist of all preventive maintenance orders as well as unscheduled and emergency orders issued since the submittal of the last invoice.

Invoices shall be submitted electronically (PDF. format) to

TriMissionInvoices@state.gov and one copy to the Contracting' Officer's Representative

(COR) referencing the applicable U.S. Government Contract number to the following designated billing address:

American Embassy

FMC

Via Veneto 119/a

00187 Roma

G.2.2. Detail of Payment Requests

Each application for payment, which shall be made no more frequently than quarterly, unless otherwise provided herein, shall cover the fixed price preventive maintenance fee and the value of labor and materials completed and in place for individual delivery orders.

In addition, the Contractor shall provide the following support for each request for payment for additional, seasonal, and emergency services:

Time sheets to support the number of hours worked for each work order and signed by the Contractor’s approving official that work has been completed.

G.2.3. Payments to Subcontractors

The Contractor shall make timely payment from the proceeds of the progress or final payment for which request is being made, to his subcontractors and suppliers in accordance with the Contractor's contractual arrangements with them.

G.2.4. Evaluation by the Contracting Officer

Following receipt of the Contractor's request for payment, and on the basis of an inspection of the work, the Contracting Officer shall make a determination as to the amount which, in his/her opinion, is then due. In the event the Contracting Officer does not approve payment of the full amount applied for, less the retainage addressed in

52.232-5, the Contracting Officer shall advise the Contractor of the reasons therefore.

G.2.5. Additional Withholding

Independently of monies retained by the Government under 52.232-5, or otherwise as permitted to be retained under this contract, the Government may withhold from payments due the Contractor any amounts as may be considered necessary to cover

(a) Wages or other amounts due the Contractor's employees on this project;

mailto:TriMissionInvoices@state.gov

(b) Wages or other amounts due employees of subcontractors on this project;

(c) Amounts due suppliers of materials or equipment for this project; and

(d) Any other amounts for which the Contractor may be held liable under this contract, including but not limited to the actual or prospective costs of correction of defective work and prospective liquidated damage when the Contractor has failed to make adequate progress.

G.3 VALUE ADDED TAX

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.

G.3.1 Recordkeeping Requirements

G.3.1.1 The Contractor and the COR shall both maintain a complete and accurate management file. The file shall contain as a minimum, the following items:

(a) The Government's copies of all task orders issued under this contract, and all inspection reports completed by the COR (OF-127). These forms will be supplied to advise the Contractor of service requests and to document the performance of all work, including emergency work.

(b) Contractor's Service Report forms, documenting arrival and departure time of the

Contractor's representative performing the service, and all information on parts installed for unscheduled and emergency services only.

(c) Documentation of any complaints from Post personnel or unusual incidents which may have taken place during the visit to the site.

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 ISSUANCE OF TASK ORDERS FOR UNSCHEDULED/EMERGENCY

WORK

(a) Unscheduled work and emergency work shall be authorized only through the issuance of task orders executed by the Contracting Officer. Task orders shall be established on a firm fixed-price basis (using the hourly rates identified in Section B and negotiated hours) and shall be modified solely by a written modification executed by the

Contracting Officer. Emergency services may require the use of oral orders however a written order shall be provided within 3 business days of the verbal authorization.

(b) The Contractor shall perform only those unscheduled/emergency services specifically authorized in the individual delivery orders issued under this contract. The

Contractor shall complete all work and services under this contract within the period of performance specified in the delivery orders except that no delivery order shall be issued hereunder after the expiration of this contract.

H.2 ORDERING OFFICIAL

In accordance with FAR 52.216-18 ORDERING (AUG 2020), the designated ordering individual for this contract is the Contracting Officer.

H.3 RESERVED

H.4 CERTIFICATE OF INSURANCE

The Contractor shall furnish to the Contracting Officer a current certificate of insurance as evidence of the insurance required. In addition, the Contractor shall furnish evidence of a commitment by the insurance carrier to notify the Contracting Officer in writing of any material change, expiration or cancellation of any of the insurance policies required not less than thirty (30) days before such change, expiration or cancellation is effective.

When coverage is provided by self-insurer, the Contractor shall not change or decrease the coverage without the Contracting Officer's approval. If the Contractor intends to use any subcontractors under this contract, the Contractor must ensure that the subcontractor carries the types and amounts of insurance as identified below.

The Contractor's attention is directed to Section I, 52.228-5, "Insurance - Work on a

Government Installation". As required by this clause, the Contractor is required to provide whatever insurance is legally necessary. The Contractor, shall, at its own expense, provide and maintain during the entire performance period the following insurance amounts:

General Liability (includes premises/operations, collapse hazard, products, completed operations, contractual, independent contractors, broad form property damage, personal injury).

1. Bodily Injury, On or Off the Site, in Euros

Per Occurrence Euro 1,500.000.00

Cumulative

Euro 1,500.000.00

2. Bodily Injury, On or Off the Site, in Euro

Per Occurrence Euro 1,500.000.00

Cumulative Euro 1,500.000.00

The foregoing types and amounts of insurance are the minimums required. The

Contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims.

The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to any property of the Contractor, its officers, agents, servants, and employees, or any other person, arising from and incident to the Contractor's performance of this contract. The Contractor shall hold harmless and indemnify the

Government from any and all claims arising therefrom, except in the instance of gross negligence on the part of the Government.

The Contractor shall obtain adequate insurance for damage to, or theft of, materials and equipment in insurance coverage for loose transit to the site or in storage on or off the site.

H.4.1 Government as Additional Insured

The general liability policy required of the Contractor shall name "the United States of

America, acting by and through the Department of State", as an additional insured with respect to operations performed under this contract.

H.4.2 Insurance-Related Disputes

Failure to agree to any adjustment contemplated under this contract regarding insurance shall be a dispute within the meaning of the clause in Section I, 52.233-1, Alternate I, "Disputes". However, nothing in this clause shall excuse the Contractor from proceeding with the work, including the repair and/or replacement as herein above provided.

H.4.3 Time for Submission of Evidence of Insurance

The Contractor shall provide evidence of the insurance required under this contract within thirty (30) calendar days after contract award. Failure to timely submit this evidence, in a form acceptable to the Contracting Officer, may result in rescinding or termination of the contract by the Government.

H.5 GOVERNING LAW

The contract and the interpretation thereof shall be governed by the laws of the United

States.

H.6 LANGUAGE PROFICIENCY

The manager assigned by the Contractor to superintend the work on-site, as required by

Section I, 52.236-6, "Superintendence by the Contractor", shall be fluent in written and spoken English.

H.7 LAWS AND REGULATIONS

H.7.1 Compliance Required

The Contractor shall, without additional expense to the Government, be responsible for complying with all laws, codes, ordinances, and regulations applicable to the performance of the work, including those of the host country, and with the lawful orders of any governmental authority having jurisdiction. Host country authorities may not enter the facilities without the permission of the Contracting Officer. Unless otherwise directed by the Contracting Officer, the Contractor shall comply with the more stringent of the requirements of such laws, regulations, and orders and of the contract. In the event of a conflict among the contract and such laws, regulations and orders, the Contractor shall promptly advise the Contracting Officer of the conflict and of the Contractor's proposed course of action for resolution by the Contracting Officer.

The Contractor shall provide on a monthly basis an environmental waste report which describes any occurrence of and disposal of hazardous waste encountered during performance of this contract and any resulting delivery orders issued herein.

H.7.2 Labor, Health and Safety Laws and Customs

The Contractor shall comply with all local labor laws, regulations, customs and practices pertaining to labor, safety, and similar matters, to the extent that such compliance is not inconsistent with the requirements of this contract.

H.7.3 Subcontractors

The Contractor shall give written assurance to the Contracting Officer that all subcontractors and others performing work on or for the project have obtained all requisite licenses and permits.

H.7.4 Evidence of Compliance

Proper documentation and evidence satisfactory to the Contracting Officer of compliance with this clause shall be submitted by the Contractor at such times as directed by the

Contracting Officer.

H.8 RESPONSIBILITY OF CONTRACTOR

H.8.1 Damage to Persons or Property

The Contractor shall be responsible for all damages to persons or property that occur as a result of the Contractor's fault or negligence, and shall take proper safety and health precautions to protect the work, the workers, the public, and the property of others.

H.8.2 Responsibility for Work Performed

The Contractor shall be responsible for all materials delivered and work performed, except for any completed unit of work which may have been accepted in writing under individual delivery orders.

H.9 MAINTENANCE OPERATIONS

H.9.1 Operations and Storage Areas

(a) Confinement to Authorized Areas. The Contractor shall confine all operations

(including storage of materials) on Government premises to areas authorized or approved by the Contracting Officer.

(b) Vehicular Access. The Contractor shall, and in accordance with any regulations prescribed by the Contracting Officer, use only established site entrances and roadways.

H.9.2 Use of Premises

(a) Occupied Premises. If the premises are occupied, the Contractor, its subcontractors, and their employees shall comply with the regulations promulgated by the

Government governing access to, operation of, and conduct while in or on the premises and shall perform the work required under this contract in such a manner as not to unreasonably interrupt or interfere with the conduct of Government business.

(b) Requests from occupants. Any request received by the Contractor from occupants of existing buildings to change the sequence of work shall be referred to the Contracting

Officer for determination.

(c) Access limited. The Contractor, its subcontractors and their employees shall not have access to or be admitted into any building or portion of the site outside the areas designated in this contract except with the permission of the Contracting Officer.

H.10 SAFETY

H.10.1 Accident Prevision

(a) General. The Contractor shall provide and maintain work environments and procedures which will (1) safeguard the public and Government personnel, property, materials, supplies, and equipment exposed to Contractor operations and activities; (2) avoid interruptions of Government operations and delays in project completion dates; and

(3) control costs in the performance of this contract. For these purposes, the Contractor shall--

(1) Comply with the standards issued by any local government authority having jurisdiction over occupational health and safety issues; and

(2) Ensure that any additional measures the Contracting Officer determines to be reasonably necessary for this purpose are taken.

(b) Records. The Contractor shall maintain an accurate record of exposure data on all accidents incident to work performed under this contract resulting in death, traumatic injury,…