Facility Maintenance Support Services SOW_V2.pdf

U.S. Department of State

Bureau of Overseas Buildings Operations (OBO)

Facilities Management Division

Facility Maintenance Support Services (FMSS) Statement of Work (SOW)

C.1 BACKGROUND

The Bureau of Overseas Buildings Operations (OBO) is integral to advancing U.S. diplomatic interests by providing safe, secure, and functional facilities for U.S. diplomatic missions worldwide. OBO is responsible for constructing, purchasing, and maintaining these facilities and other real estate holdings globally.

Within OBO, the Operations (OPS) Directorate oversees the maintenance and operation of these facilities, including representational, office, and residential spaces. The Directorate is responsible for installations such as life safety equipment, furnishings, and household equipment, and ensures the ongoing maintenance and operation of these facilities post-occupancy. The Directorate also liaises between posts, OBO, and regional bureaus to address occupant-related issues.

C.2 PURPOSE

The Office of Facility Management (FAC) within OBO/OPS is tasked with maintaining OBO properties post-occupancy. This contract aims to provide the Department of State (DOS) with contractor personnel to support OBO/OPS/FAC in delivering global facility management services. The Contractor shall supply technically qualified personnel to assist with the operation, maintenance, repair, and technical assessment of DOS facilities overseas. These services will ensure U.S. Embassy and Consulate facilities are safe, secure, functional, sustainable, and reliable.

C.2 Goals and Objectives.

C.2.1 Ensure Safe, Secure, and Functional Facilities

Objective 2.1: Provide technically qualified personnel to support the operation, maintenance, repair, and technical assessment of Department of State (DOS) facilities overseas.

Objective 2.2: Contractor personnel is to implement preventive and corrective maintenance programs to ensure the safety and security of U.S. Embassy and Consulate facilities.

Objective 2.3: Contractor personnel is to conduct regular inspections and assessments to identify and address potential safety and security risks.

C.2.2. Maintain Sustainable and Reliable Operations

Objective 2.2.1: Contractor personnel is to develop and implement sustainable practices to reduce the environmental impact of facility operations.

Objective 2.2.2: Contractor personnel is to ensure the reliability of critical building systems through regular maintenance and timely repairs.

Objective 2.2.3: Contractor personnel is to utilize energy-efficient technologies and practices to enhance the sustainability of DOS facilities.

C.2.3 Support Global Facility Management Services

C.2.4 Objective 2.3.1: Contractor personnel is to provide continuous support to OBO Facility Management (FAC) in delivering global facility management services.

C.2.5 Objective 2.3.2: Contractor personnel is to ensure seamless coordination with FAC to address facility management needs and challenges.

C.2.6 Objective 2.3.3: Contractor personnel is to maintain a high level of responsiveness and adaptability to meet the evolving needs of DOS facilities worldwide.

C.3 SCOPE OF WORK

The Contractor shall provide the listed multi-disciplined functions to support approximately 290 U.S. Embassies and Consulates worldwide, encompassing about 20,500 properties. The Contractor shall offer expertise in project management, construction management, facilities management, and on-site technical support to ensure successful global operations. Continuous coordination with FAC is essential for project execution.

The following are the multi-disciplined functions:

Engineering Support

Project Coordination

Construction Management

On-Site Construction Representatives

On-Site Facility Management

Support Services

Building Systems Technicians

Program Analyst

Administrative Support

Technical Support

Training Support

C.3.1 Deliver Multi-Disciplined Facility Management Functions

Objective 3.1.1: Provide engineering support to ensure the structural integrity and functionality of DOS facilities.

Objective 3.1.2: Offer project coordination services to manage and oversee facility management projects from inception to completion.

Objective 3.1.3: Deploy on-site Operations and Maintenance Transition Coordinators (OMTC) to monitor and manage construction activities, ensuring compliance with project specifications and standards.

Enhance On-Site Facility Management and Support Services

Objective 3.2.1: Provide on-site facility management services to oversee the day-to-day operations and maintenance of DOS facilities.

Objective 3.2.2: Supply building systems technicians to maintain and repair critical building systems, including HVAC, electrical, and plumbing systems.

Objective 3.2.3: Offer program analyst services to support data analysis, reporting, and decision-making processes related to facility management.

Objective 3.2.4: Deliver administrative support to assist with the coordination and management of facility management activities.

Objective 3.2.5: Provide technical support to address complex technical issues and ensure the proper functioning of facility systems.

Objective 3.2.6: Offer training support to enhance the skills and knowledge of facility management personnel, ensuring they are equipped to perform their duties effectively.

Ensure Continuous Coordination and Communication

Objective 3.3.1: Maintain open and effective communication with FAC to ensure alignment on facility management goals and objectives.

Objective 3.3.2: Coordinate with relevant stakeholders to address facility management needs and challenges promptly.

Objective 3.3.3: Provide regular updates and reports to FAC on the status of facility management activities and projects.

C.4 PROJECT ASSIGNMENT

Contractor personnel will be assigned individual projects by the Contracting Officer’s Representative (COR) or OBO management (Office Director, Division Chiefs, and Branch Chiefs).

Assignments will be based on workload volume, complexity, and distribution. Personnel shall coordinate with relevant DOS segments and other foreign affairs agencies, as directed by the COR and FAC government manager.

C.4.1 PERFORMANCE LOCATION

The place of performance is worldwide (CONUS and OCONUS). Performance locations will be identified within task orders.

OBO/OPS/FAC, located at U.S. Department of State, SA-06, 1701 North Fort Myer Drive, Arlington, VA 22209.

OBO Regional Support Center (ORSC) Florida, located at 4000 N Andrews Ave, Fort Lauderdale, FL 33309.

OBO Regional Support Center (ORSC) East Asia and Pacific (EAP) located at 1501 Roxas Blvd, Pasay, 1300 Metro Manila, Philippines.

C.5 GENERAL REQUIREMENTS

C.5.1 Standard Work Hours

For work performed within the Continental United States (CONUS), standard work hours will be eight hours per day, 40 hours per week (8 hours per day with a 45-minute break for lunch).

For work performed Outside the Continental United States (OCONUS), standard work hours will be eight hours per day, 40 hours per week (8 hours per day with a 45-minute break for lunch).

Some locations require normal workweeks of more than 40 hours, which will be specified in the Task Order.

It is not allowable for a person to work an 8-hour day and then travel 8 hours during the same day.

C.5.2 Telework

Core and situational telework is allowable for selected technicians, which will be identified in the task order. Requests shall be submitted in the rOBO system to the COR and must be approved in advance of telework.

Advance notice exception: When OPM makes an announcement of “Unscheduled Telework” and it is not the individual's regularly scheduled telework day, the employee may choose to perform unscheduled telework. The individual’s decision is not subject to prior approval by the COR.

Telework-ready employees are required to telework or take leave through their company (paid or otherwise) when OPM declares a weather-related Government closure.

C.5.3 Alternate Work Schedules (AWS)

Contractor employees may be permitted to work alternative or compressed work schedules. This requires a written agreement with the COR through the submission of form DS-1901.

C.5.4 Specific Requirements

C.5.5 Labor Categories

The Contractor shall provide personnel that meet or exceed the qualifications identified within the attached personnel description & qualifications documents. See attached position descriptions (PDs):

Operations & Maintenance Transition Coordinator (OMTC) (Attachment 1)

Project Coordinator, Architectural, Civil, Electrical, Mechanical (Attachment 2)

General Engineer (Attachment 3)

Office Manager (Attachment 4)

Program Analyst (Attachment 5)

Administrative Assistant (Attachment 6)

Facility Manager (Attachment 7)

Sr. Maintenance Mechanic (Attachment 8)

Vertical Transportation Specialist (Attachment 9)

Elevator Inspector (Attachment 10)

Training Assistant (Attachment 11)

General Engineer Analyst (Attachment 12)

Personnel descriptions and qualifications are provided in the attachments. Resumes must be submitted to the COR for Government acceptance or rejection before personnel begin work.

These contract positions are to assist OBO/OPS/FAC personnel with the implementation of various programs, as well as during the planning, review, bidding, and construction phases of a wide variety of improvement, major renovation, and facility upgrade projects.

The Contractor must be able to fill these positions for the duration of the task order and must be able to maintain a pool of qualified alternates to minimize delays in providing qualified contractor personnel to fill the positions in a timely fashion.

The Contractor shall provide all the program management, engineering, and technical expertise and services at various locations worldwide, as directed by the Contracting Officer or COR and as specifically described in individual task orders.

The Contractor shall submit a resume limited to two pages for each position containing two references. The Program Office and COR reserve the right to request a meet and greet to verify technical capabilities.

C.5.6 Personnel Licensing and Certification

Additionally, it is the Contractor’s responsibility to monitor licensing and certification requirements of its personnel. The Contractor shall immediately remove and replace any individual who, for any reason, does not have the required licenses or permits. Failure to remove individuals lacking required licenses or permits may be grounds for termination.

C.6 Contract Management and Administration

The Contractor shall establish clear organizational lines of authority and responsibility among their employees to ensure effective management. The Contractor shall inform their employees that the U.S. Government (USG) does not supervise them, and any concerns or issues shall be reported and discussed with their supervisor, who is the Contractor Program Manager.

The Contractor shall have designated personnel available in the metropolitan Washington, DC, Virginia, and Maryland area to physically escort and assist their employees with the onboarding process at Department of State facilities SA-15 or SA-09 for badging and obtaining internet access at the MRA IT Mart. The designated personnel shall also physically assist with delivering passport applications and picking up completed passports at the OBO Passport and Visa Office at SA-6, applying for visas at the various Embassies and Consulates in Washington, DC., and must be able to obtain a Department of State computer log-on to assist their employees.

Address for SA-09: 2025 E. St, NW, Washington, DC 20002

Address for SA-15: 1800 N. Kent St, Arlington, VA 22209

Address for SA-06: 1701 N. Ft Myer Dr, Arlington, VA 22209

C.7 Travel Arrangements

The Contractor is responsible for making all travel arrangements to support contractor personnel during the conduct of tasks assigned under this contract. The Contractor shall make no direct labor charges for making travel arrangements. The Contractor may be reimbursed for the fees only charged by a third-party vendor for booking travel tickets (i.e., travel agents).

All travel arrangements must be approved in advance, in writing, by the COR.

The responsibility for submitting an electronic Country Clearance (eCC) lies with the USG Program Office. However, the contractor is to assist in this process by providing the Program Office with a populated Contractor Country Clearance Request (CCCR) (to be provided by the COR). Contract personnel with DOS OpenNet access may also submit an eCC.

Please note the following:

In order for DOS Contractors’ security clearance information to be certified to the Regional Security Office (RSO) prior to travel, the following steps must be taken:

A Visit Authorization Request (VAR) MUST be submitted to DS/IS/IND by the contracting company’s Facility Security Officer. Please complete the VAR Form and email to: DS_IND_ContractorVARS@state.gov.

NOTE: VARs are valid for one year. If a VAR for the contract is already on file, there is no need to resubmit.

An electronic Country Clearance (eCC) is drafted. The traveler can draft their own eCC if they have an OpenNet account. Otherwise, a request for an eCC should be submitted to the Contracting Officer’s Representative (COR) or Program Office.

If possible, provide information at least 14 days prior to departure.

The eCC drafter will send a copy of the draft eCC to INDeCCcerts@state.gov prior to releasing it to the Post/Site.

DS/IS/IND will review the eCC and certify the contractor travelers’ clearances to the RSO office (or Site Security Manager, as applicable). DS/IS/IND will then inform the eCC drafter that the eCC can be released to the Post.

C.7.1 Labor During Travel

Labor during travel shall be considered work. Reimbursement will only be allowed for 8 hours of travel in a 24-hour calendar day. This may not be combined with normal work hours (e.g., it would not be allowable for a person to work an 8-hour day and then travel 8 hours during the same day).

Travel on weekends should be avoided to the maximum extent practicable.

C.7.2 Rest and Recuperation (R&R)

R&R is designed to provide employees respite from austere conditions. The task order will identify if R&R is allowed at the performance location(s). If applicable, contractor personnel will be paid airfare to their home of record or the designated R&R point location (to be identified at the task order level). Labor during R&R, including travel time, is not considered work and cannot be billed to the Government.

C.8 Training

The Contractor is responsible for providing trained personnel. DOS-mandated training is reimbursable and must be pre-approved by the COR.

The Government will reimburse the Contractor for DOS mandatory training requirements such as computer online courses, Foreign Affairs Counter-Threat (FACT), Counter Threat Awareness Training (CT401), and other training necessary to meet the Department-specific requirements of positions being supported.

All DOS mandatory training shall be arranged by the Contractor complete with all required applications, forms, etc. All TPCs must be enrolled in the Foreign Service Institute Student Information System (FSI SIS). The process to enroll in FSI SIS shall be provided by the COR to the Contractor Program Manager to assist their employees.

The Contractor shall invoice for reimbursement of the training fee as a separate contract line item (CLIN) under Training. The hours to complete DOS mandated and requested training are considered direct labor and are billable. Certificates of training completion must be provided to the COR with the billing invoice.

C.9 Medical Requirements

All contractors who will be assigned abroad for 30 or more consecutive calendar days must obtain a Department of State medical clearance by following the below guidance:

1. A contractor should complete the following:

o DS-1843: Medical History and Examination for Individuals Age 12 and Older if this is a first-time medical clearance for the sponsoring agency.

2. If you have ongoing medical, mental health, or educational needs, Medical Clearances will be contacting you for additional reports and information. For more detailed information, see Post Specific (Class 2) Clearance Guidance.

3. Contractors are required to demonstrate their own private medical evacuation insurance as well as health insurance if their sponsoring agency or institutional contractor does not fund medical evacuations.

4. Send your completed forms and medical reports:

o Via email in a PDF format to MEDMR@state.gov (preferred) o Or fax to 202-647-0292

5. A medical clearance physical exam should be completed by a licensed medical provider.

6. Medical Clearance related medical expenses shall be reimbursed under the Travel ODC

CLIN.

7. For more detailed information about the pre-employment medical clearance process, go to Pre-Employment Guidance.

Contractor personnel will not be authorized to visit certain Posts until pre-deployment medical requirements are met. The Contractor shall make no direct labor charges for making medical arrangements; however, other associated required costs (i.e., required immunizations) may be reimbursed. This is cost (no G&A, overhead, etc.).

C.10 Defense Base Act (DBA) Insurance

DBA Insurance is required for any personnel that are required to travel abroad. The hourly rates and prices in the contract shall not include DBA Insurance. The Government will reimburse the Contractor directly for DBA Insurance that is required and obtained.

The first invoice for each task order shall include a copy of the DBA Insurance policy negotiated between the Contractor and the DBA Insurance carrier or a copy of the self-insured program and Department of Labor approval if the Contractor is a Department of Labor-approved self-insurer.

In either case, such a copy shall show that sufficient DBA Insurance coverage has been obtained for the entire period of performance for the task order.

C.11 POST HARDSHIP DIFFERENTIAL PAY AND DANGER PAY

“Post Hardship Differential" means the additional compensation of 5, 10, 15, 20, 25, 30, or 35 percent over basic compensation granted pursuant to Title II, Part D of the Overseas Differentials and Allowances Act (P.L. 86-707) and provisions of this chapter to employees (Sections 031.3 and 040i) at differential posts.

A Post Hardship Differential is established for any place when, and only when, the place involves extraordinarily difficult living conditions, excessive physical hardship, or notably unhealthful conditions affecting most employees officially stationed or detailed at that place.

See the Department of State Standardized Regulations (DSSR) 500 for Post Differential Pay guidance.

https://aoprals.state.gov/content.asp?content_id=282&menu_id=101

To become eligible for Post Hardship Differential when an employee is on detail from a post of assignment in the United States (DSSR 040a) or non-foreign area, he/she must have served, during any one period of absence from his/her post of assignment, 30 cumulative and not necessarily consecutive days (Section 511d) on detail at one or more foreign posts with a differential rate of five percent.

Once the initial eligibility period of 30 consecutive or cumulative days has been acquired, the Post Hardship Differential prescribed for the post may commence beginning on the 31st day and not include the first 30 days. However, the Contractor shall note that work over 40 hours per week is not subject to allowances.

Employees receive Post Hardship Differential as a percentage of their basic compensation.

Neither overtime hours and other premium pay nor other allowances are factored into the calculation.

Premium pay shall not be burdened with fee/profit.

C.12 Visit Authorization Requests

The prime Contractor and all cleared Subcontractors will submit a Visit Authorization Request (VAR) for all administrative and management personnel performing domestically, and for all deploying field personnel, as well as any corporate staff visiting any Department annex, overseas post, or as otherwise requested by the U.S. Government. The visit request must be submitted to the Bureau of Diplomatic Security, DS/IS/IND, at DS_IND_ContractorVARS@state.gov.

C.13 Contractor Identification

Contract performance may require contractor personnel to attend meetings with government personnel and the public, work within government offices, and/or utilize government email.

Contractor personnel must take the following actions to identify themselves as non-federal employees:

1. Use an email signature block that shows name, the office being supported and company affiliation (e.g. “John Smith, Office of Human Resources, ACME Corporation Support Contractor”);

2. Clearly identify themselves and their contractor affiliation in meetings;

3. Identify their contractor affiliation in Departmental e-mail and phone listings whenever contractor personnel are included in those listings; and

4. Contractor personnel may not utilize Department of State logos or indicia on business cards.

C.14 NON-DISCLOSURE REQUIREMENTS

The Contractor and all employees, agents, subcontractors, and subcontractor personnel who will have access to DOS documents or data during the performance of their duties under the contract shall execute a Non-Disclosure Agreement and return it to the Contracting Officer or COR before being given access to such information or documents.

C.15 Public Release of Information

There shall be no press release of information or photographs concerning any aspect of the design, construction, or other services relating to this contract, or other documents resulting there from, without the written prior approval of the CO. The Contractor shall include the substance of this provision in all subcontracts hereunder.

C.16 Deliverables

The Government does not waive its right to request other deliverables under the basic contract, even if such requirements are not specifically listed in the table below. Individual task and delivery orders will specify the deliverables for each location, if applicable. If there are no specific deliverables referenced in the task order the following deliverables will apply:

DELIVERABLES NOTIFICATION

METHOD

FREQUENCY DELIVER TO

Quality Control Plan Electronic (E-mail) As requested by the CO and/or COR

CO and/or COR

Progress Reports on Performance

Electronic (E-mail) As Needed, or requested by CO or

COR

the COR, and CO upon request

Contractor's Employee Timecard

Electronic (E-mail) with invoice

Monthly COR

Financial Status Report

Electronic (E-mail) Monthly – At or before the submission of the invoice

COR

Accident/Incident Reports*

Electronic (E-mail) Monthly - within 7 days after the end of each month

COR

Organizational Conflict of Interest (OCI) Avoidance Plan

Electronic (E-mail) Within 30 days of the contract award

CO and COR

GFP Inventory Electronic (E-mail) Within 30 days of the task order award

CO and COR

Accident/Incident Reports*

Electronic (E-mail) Monthly - within 7 days after the end of each month

COR

*Injuries must be reported within 24 hours to the COR.

C.16.1 Reports

A Program Management Review (PMR) shall be conducted monthly either in person or virtually with the CO, COR, and other selected USG representatives. The following monthly progress reports must be submitted to the COR prior to the scheduled PMR. For each of the below reports, the Contractor shall submit a proposed format to the COR for consideration.

1. Staffing Status Report

The Contractor shall submit a monthly staffing status report with the following headings at the minimum: CLIN, Labor Category, Employee, Start Date, Terminated/Resignation Date, and Comments.

2. Recruiting Status Report

The Contractor shall submit a monthly recruitment status report. It will provide current staffing levels and information on open positions for which the Contractor is recruiting (identify specific positions, number of positions, the number of days this position has been open, and any other pertinent or requested information).

3. Financial Status Report

The Contractor shall submit monthly financial management reports for each task order providing updated contract values (value & funding levels), estimate to complete (funding), and estimate at completion on a CLIN-by-CLIN basis.

In addition, the report shall specify contract financial status by:

a. Cumulative labor hours expended, and dollar amounts expended by labor category or supply from the effective date of the contract through the last day of the current reporting period.

b. Labor Hours expended, and dollar amounts expended by labor category during the current reporting month.

4. Invoice Status Report

The Contractor shall submit monthly invoice status report for each task order providing updated information pending, submitted, and paid invoices.

5. Overtime Status Report

The Contractor shall submit monthly overtime status report for each task order providing updated overtime hours expended for each CLIN, (value & funding levels), balance, and estimate number of hours and funding needed to complete the option year.

6. Travel Status Report

The Contractor shall submit a monthly travel status report with the following headings at the minimum: CLIN, Labor Category, Employee, Travel To, Trip Description, Date Submitted to COR for Approval, Date Approved by COR, Estimated Cost, Final Cost, Invoice Number Billed, and Comments.

7. Training Status Report

The Contractor shall submit a monthly training status report with the following headings at the minimum: CLIN, Labor Category, Employee, Training Description, Date Submitted to COR for

Approval, Date Approved by COR, Date Training Completed, Cost, Invoice Number Billed, and Comments.

8. Government Furnished Property (GFP) Report

The Contractor shall submit monthly GFP report for each task order providing an inventory of all equipment issued to employees to include passport, mobile phone, laptop, tools, etc.

9. Accident/Incident Report

The Contractor shall submit accident/incident reports to the CO and COR. The report shall include any lost time cases due to injury, restricted workday cases, number of lost/restricted workdays, OSHA recordable incidents and first aid cases relative to the past month.

Note that in the case of an employee injury, the Contractor must also report the incident to the COR within 24 hours of the incident. This reporting is separate from the above Accident/Incident Report.

10. Personnel Issues

The Contractor shall report any personnel issues from the prior month.

11. Risk Management

The Contractor shall report any risk management issues from the prior month.

C.17 Spot Implementation

NOTE: SPOT use is only currently required for services performed in Iraq and Afghanistan.

The Contractor shall implement Synchronized Pre-deployment and Operational Tracker. (SPOT) as part of this contract. In accordance with FAR Clause 52.225-19, Contractor personnel in a designated operational area or supporting a diplomatic or consular mission outside the United States shall implement and use SPOT Contractor shall enter before deployment, or if already in the designated operational area, enter upon becoming an employee under the contract, and maintain current data, including departure data, for all Contractor personnel that are authorized to support a diplomatic or consular mission outside the United States. Information on how to register for SPOT is available at https://spot.dmdc.mil.

Housing: The Regional Security Office (RSO) is responsible for security and protection of the Embassy. The RSO will determine if the individual meets criteria established by the Bureau of Diplomatic Security and the RSO to occupy living quarters in the compound if provided by the U.S. Government. The RSO has the authority to deny on-compound housing and hours of accessibility to all personnel requiring access to the Embassy. Should the Contractor bring employees into the area of the RSO’s responsibility, country clearance notwithstanding, and the employee is other than an American Citizen, the Government is not required to provide housing and support for that employee, and acceptance for performance against this order is on a case-by-case basis.

When SPOT use is applicable (i.e. when services are required in Afghanistan and/or Iraq), the government will provide the list of services to the contractor(s) that need life support services under this contract (if authorized, these services will be approved on an individual basis by the Contracting Officer on the LOA) at the task order level.