Request For Quotes

Blanket Purchase Agreement for the Delivery, Installation and Maintenance of Alarm Systems

Solicitation No: 19BE2026Q0048

Contracting & Acquisition Office U.S. Embassy Brussels Regentlaan 25-27 Boulevard du Regent 1000 Brussels Belgium

U.S. Embassy Brussels 19BE2026Q0048

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

1.0 PERFORMANCE WORK STATEMENT

1.1 GENERAL

1.2 ACQUISITION METHOD

2.0 BPA DETAILS

2.1 BPA CALL LIMITATIONS AND ESTIMATED VALUE

2.2 VALIDITY

2.3 CURRENCY

2.4 VALUE ADDED TAX

2.5 SELECTION OF AWARDEE FOR INDIVIDUAL BPA-CALLS

3.0 STATEMENT OF WORK

SECTION 2 - CONTRACT CLAUSES

• CONTRACT CLAUSES

• ADDENDUM TO CONTRACT CLAUSES – FAR AND DOSAR NOT PRESCRIBED IN PART 12

SECTION 3 - SOLICITATION PROVISIONS

• SOLICITATION CLAUSES

• ADDENDUM TO SOLICITATION CLAUSES – FAR AND DOSAR NOT PRESCRIBED IN PART 12

SECTION 4 - EVALUATION FACTORS

• EVALUATION FACTORS

• ADDENDUM TO EVALUATION FACTORS – FAR AND DOSAR NOT PRESCRIBED IN PART 12

SECTION 5 - REPRESENTATIONS AND CERTIFICATIONS

• OFFEROR REPRESENTATIONS AND CERTIFICATIONS

• ADDENDUM OFFEROR REPRESENTATIONS AND CERTIFICATIONS – FAR AND DOSAR NOT

PRESCRIBED IN PART 12

U.S. Embassy Brussels 19BE2026Q0048

SECTION 1 - THE SCHEDULE

1.0 PERFORMANCE WORK STATEMENT

1.1 GENERAL

The U.S. Embassy Brussels, through the Regional Security Office, requires the delivery, installation and maintenance of alarm systems.

1.2 ACQUISITION METHOD

The Government is conducting this acquisition using Simplified Acquisition Procedures in accordance with FAR Part 12.

2.0 BPA DETAILS

This solicitation will result in the establishment of multiple Blanket Purchase Agreements (BPAs) for supplies or services of the same type to provide maximum practicable competition

2.1 BPA CALL LIMITATIONS AND ESTIMATED VALUE

(a) The individual Call issued under this BPA shall not exceed the Simplified Acquisition Threshold (SAT) as defined in FAR 2.101. The aggregate amount of all Calls made against this BPA shall not exceed 100.000,00 EUR (or dollar equivalent). The total BPA value may not exceed $40,000 until the vendor is registered in the System for Award Management

(SAM).

(b) Pricing is in accordance with the applicable rates obtained from the contractor at the beginning of each 12-month period. Price shall include all labor, materials, overhead, profit, and transportation necessary to deliver the required services as provided on each funded BPA call. The Price schedule will serve as base line to determinate cost proposal for individual requests are fair and reasonable prior issuance of a BPA call.

(c) This agreement does not establish any liability on the part of the Government of the United States of America to affect any actual purchase. Any Call issued during the effective period of this BPA and not completed within that period shall be completed by the contractor by the date specified in the performance period of this BPA. The BPA shall govern that order to the same extent as if the order were completed during the BPA's effective period, provided that the contractor shall not be required to make any deliveries under this BPA one year after the issuance of the BPA Call.

2.2 VALIDITY

This BPA has a validity period of two (2) years: From April 15th, 2026, until April 14th, 2028.

Services shall be coordinated with the COR.

U.S. Embassy Brussels 19BE2026Q0048

2.3 CURRENCY

All BPA Calls will be issued in EURO.

2.4 VALUE ADDED TAX

VAT exempt – Between € 125.00 up to € 2,500.00: “Exemption de la TVA. Article 42, § 3, alinéa 1er, 1°, du Code de la TVA. Décision ministérielle ET 121.600/A39/A402 du 3 décembre, 2025.”

Not VAT exempt – Above €2,500: “Value Added Tax (VAT) at a rate of 21% is applicable to this purchase and must be included in the line item rates on your invoice. The embassy will subsequently work with the Ministry of Finance (MINFIN) to obtain the VAT exempt form C151 for refund purposes.”

If the property is older than 10 years, then the VAT rate is 6% VAT. When the age of the property is below 10 years, and the quote is above €2500 then the VAT rate 21% VAT.

Failure to add all of the required text will result in the return of your invoice for correction.

2.5 SELECTION OF AWARDEE FOR INDIVIDUAL BPA-CALLS

A. The following procedures shall govern the issuance of individual BPA Calls. The Contractor shall not commence any work or incur any costs until a written BPA Call (order) has been issued by an authorized U.S. Government official (the General Service Officer at the U.S. Embassy Brussels) or an U.S. Government Official with a valid warrant.

B. A BPA call is considered "issued" when-

(1) If sent by mail (includes transmittal by U.S. mail or private delivery service), the Government deposits the order in the mail;

(2) If sent by fax, the Government transmits the order to the Contractor's fax number; or

(3) If sent electronically, the Government either—

(i) Posts a copy of the BPA Call to a Government document access system, and notice is sent to the Contractor; or

(ii) Distributes the BPA call via email to the Contractor's email address.

(4) BPA Calls may be issued by methods other than those enumerated in this clause only if authorized under this Agreement.

3. STATEMENT OF WORK

The Embassy of the United States in Brussels intends to enter into a Blanket Purchase Agreement for the delivery, installation and maintenance of alarm systems.

U.S. Embassy Brussels 19BE2026Q0048

The Contractor shall provide, install, remove, and maintain residential security alarm systems for the US Government owned or leased facilities located in the Brussels and Antwerp metropolitan areas, in accordance with the specifications, terms and conditions set forth in this contract.

PRICING

The quantities of supplies and services specified in the schedule are estimates only and are not guaranteed by this contract.

The Contractor shall furnish to the Government, when and if ordered, the supplies or services as specified in this contract. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations. Except as specified in the Delivery-Order Limitations clause or in the paragraph below, there is no limit on the number of orders that may be issued/ordered.

In the event of differing circumstances prevailing at the actual time of commencement of on-site work from that as anticipated at the time of submitting proposals, the government may consider additional claims for compensation should a reason exist which justifies a financial burden as a result of the change in conditions. In the event of an easing of restrictions and/or regulations, this may also justify the government in requesting a reduction to the amount included in the proposal to cover eventualities.

The offeror shall clearly identify and state the currency for all costs in their price proposal. After award, the Contractor shall invoice in, and payment will be made according to the currency identified in the offeror’s proposal, unless otherwise specified by the Contracting Officer.

PERFORMANCE WORK STATEMENT

The Contractor shall activate and/or provide and install an alarm system for each residence and office location covered under this contract.

The alarm systems shall have available and use of common hardwire/wireless alarm sensors/transmitters, including, but not limited to, the following:

BASIC ALARM SYSTEM

1.Digital Monitoring Products (DMP) models

The Basic Package for installation of a new DMP alarm system in a new unit consists of the following components:

• Wireless Receiver for XR 868Mhz.

• Wireless magnetic contact white with tamper.

U.S. Embassy Brussels 19BE2026Q0048

• Battery 12V – 7.2 Ah.

• XR150 W DLR netw central 8 zones, max 140 z. 4K7.

• White Touchscreen + PROX+4-ZD-EOL

• All necessary wiring, cabling, and testing.

The Basic Package for replacement of an existing old alarm with DMP alarm system consists of the following components:

• Wireless Receiver for XR 868Mhz;

• Wireless magnetic contact white with tamper.

• Battery 12V – 7.2 Ah;

• XR150 W DLR netw central 8 zones, max 140 z. 4K7;

• White Touchscreen + PROX+4-ZD-EOL

• All necessary wiring, cabling, and testing.

Requirements of DMP alarm systems:

• The ability to detect break-ins;

• An audible alarm to warn the occupant(s) of an intruder;

• Sensor on main door;

• A back up battery to operate during loss of power.

• Instruction books in English.

ADDITIONAL COMPONENTS – upon request by the COR:

• Sensors installed when balcony or terrace doors are present.

• Sensor on service door.

2. AJAX models

The Basic Package for installation of a new AJAX alarm system in a new unit consists of the following components:

• Ajax Hub 2 (alarm panel)

• Ajax Keypad Touchscreen

• Ajax Rex (amplifier)

• Ajax Motionplus (movement sensor DT)

• Ajax Door-S (magnetic contact)

• Ajax Home (internal siren)

U.S. Embassy Brussels 19BE2026Q0048

• Ajax Street (external siren) or DD (with company name)

In the case of wireless sensors/transmitters, long-life lithium batteries to be used only for backup power shall be provided with the equipment. The alarm systems and all components shall meet or exceed commonly accepted U.S. industry standards for design, reliability, and performance for the detection of unauthorized intrusions while minimizing the number of “false” alarms. Any serviceable and/or reusable equipment from the previous BOSCH systems or other compatible alarm systems in place, motion detectors, and sirens (inside and outside), shall be deducted from the overall cost of the installation price for all residence types.

COMMUNICATIONS

The Contractor shall provide and employ a communications system in the form of cellular phones and office landlines and provide the numbers to the Government. The Contractor must be reachable by telephone for emergency services 24/7, 365 days/year, and answering personnel must possess working-level English language capability.

The Contractor shall keep a complete log of all calls, follow-up actions, report malfunctions, and equipment maintenance and provide a copy to the Government on a weekly basis.

The Contractor will only start work when given written permission or conformation to start by the Residential Security Coordinators.

NOTIFICATION FROM THE EMBASSY

Immediately after an alarm or panic alert is received, the Government may notify the Contractor concerning the progress/resolution of the situation.

START-UP OF ALARM SYSTEMS

The Contractor shall survey and activate alarm systems in designated residences. After each activation, the Contractor shall run a complete test of the system, including a test of each individual detection unit, the siren(s), and the central unit. In case of troubleshooting, the Contractor will determine the fault and perform any necessary repairs to make the system operable, in consultation with the COR. The Contractor shall be responsible for the maintenance and testing of each activated system thereafter.

The Contracting Officer shall issue a task order for each activation required.

FURNISHING AND INSTALLATION OF NEW ALARM SYSTEMS

The Contractor shall provide, install, and activate new electronic alarm systems, consisting of the components listed in Section 3.

BPA calls will be issued for each installation required.

U.S. Embassy Brussels 19BE2026Q0048

The Contractor will furnish and perform all cabling in such a way as to cause as little damage and visible disruption to the residence interior as possible. Wiring may be installed behind the wall surface or with a surface mounted raceway, conduit, or Panduit to connect the equipment.

All wiring must be run “high” on walls or surfaces for it to remain out of reach of children and pets.

Each installation and activation shall be followed by a complete testing of the system, including a test of each system component by the Contractor.

In case of troubleshooting, the Contractor shall determine the fault, report the findings to the COR, and perform any necessary repair to make the system operable.

The Contractor shall correct any such faults without charge to the Government during the term of this contract.

The Contractor agrees to conduct pre-installation surveys within two (2) working days of the request, Monday to Friday, from 08.00 to 18.00 hours, and present a schematic to the Contracting Officer’s Representative (COR) within five (5) working days of the survey.

Changes requested of the proposed installation by the COR must be resubmitted by the Contractor for COR approval prior to conducting the installation. Copies of the approved pre-installation survey must be submitted, along with the task order, with the monthly invoices.

The Contractor will be required to begin installing the approved alarm system within five (5) working days after receipt of approved alarm schematic from COR; any installations outside of the five (5) day window must be approved in advance by the COR. Installation and test of alarms must be completed within two (2) days after work begins. Any delays, either in starting or finishing scheduled work, will be penalized accordingly by deducts.

All surveys and copies made thereof will remain the property of the Tri-Mission. Only two (2) copies of each survey can be made by the contractor for installation purposes. All electronic and paper schematics/surveys will be handed over to the Tri-Mission at the conclusion of each individual project.

The schematic of the residence will show:

• Proposed design of the alarm system for Regional Security Office (RSO) and COR approval, prior to, and after, installation

• All man-passable openings (windows, doors, other) in the residence

• Alarmed windows and security grilles

• A standard legend or key indicating symbols for alarm parts

• The floor or level as well as the address and apartment number

U.S. Embassy Brussels 19BE2026Q0048

• A separate MS Excel-created proposal, with a line-item installation cost for materials and an estimation of the time required to install the alarm.

The Contractor shall conduct alarm surveys when requested, in accordance with the standards established for pre-alarm surveys, for residences with existing alarms. Upon review, the COR may request modifications to the alarm system. If modifications are requested, the Contractor will provide a written estimated cost to COR for review and approval. Copies of the approved survey and estimated cost must be submitted, along with the task order, with the monthly invoices. Two (2) touchscreens will be installed in each apartment. Each touchscreen must have the capability to manually set off the alarm.

Any serviceable and/or reusable equipment from the previous BOSCH or other compatible system in place, including but not limited to, motion detectors, and sirens (inside and outside), shall be deducted from the overall cost of the installation price for all residence types.

Each installation will be followed by a complete testing of the system, including a test of each system component, by the Contractor.

The Contractor shall be responsible for the maintenance of each installed system thereafter during the warranty coverage which shall be at a minimum of 24 months. The Contractor is obligated to perform the maintenance procedures specified in the unit manufacturer’s service documentation. The Contractor shall replace inoperable alarms within twelve (12) hours from when the test is completed. If the Contractor needs to deviate from the twelve (12) hour requirement, the request for deviation shall be in writing to the COR for approval and shall be of no cost to the USG.

TYPE OF EQUIPMENT

The Contractor shall propose and furnish only equipment that is adequate to complete performance under this contract.

INSTALLATION WARRANTY

The Contractor shall warrant all the systems furnished and installed by the Contractor against troubleshooting because of faulty or inappropriate installation. The Contractor shall correct any such faults without charge to the Government during the term of this contract.

If during the installation, any one of the alarm system components is damaged due to the fault or negligence of the vendor or its employees, or any equipment failure is experienced within 30 days that is due to the fault or the negligence of the Contractor or its employees, the Contractor will reimburse to the Government the cost of the item to be replaced unless the COR requires replacement of the component which shall be performed immediately.

OPERATION INSTRUCTIONS BOOKLET

Upon each installation the Contractor shall provide to the resident an operation instructions booklet in the English language and shall provide instructions in English on how to activate/deactivate and reset the alarm system, how to modify zones of coverage and how to input the secret keypad code.

SCHEMATICS/DIAGRAMS

The Contractor shall provide to the COR and RSO an alarm schematic/diagram for each residence, detailing where, and what type of sensors have been installed within three (3) working days.

REMOVAL OF EXISTING ALARM SYSTEMS

When directed by the COR, the Contractor shall remove alarm systems in designated apartments and residences, to include removal of all cabling. The Contractor shall use maximum care as to cause minimal damage to the building while removing the alarms and cabling. Any damage caused by Contractor personnel during the alarm removal will be covered by the Contractor’s insurance or directly by the Contractor.

DELIVERY SCHEDULE

Start-Up of Installed Alarm Systems: Each individual installed alarm system must be activated, made operational and tested within maximum three (3) working days (08:00 –18:00).

Installation of New Alarm Systems: Each individual newly installed alarm system must be completed, made operational and tested within maximum three (3) working days (8:00-15:00) after approval of schematic.

Individual appointments with residents for the activation of existing alarms and for the installation of new alarm systems will be made by the COR. The COR will give the Contractor a task order with at least three (3) working days’ notice before each individual installation/activation appointment.

The Government will provide all necessary documentation and will undertake the responsibility of ensuring that the place of installation, access, electric power, are suitable for the operation of the equipment to be installed.

U.S. Embassy Brussels 19BE2026Q0048

BPA CALLS

The Contracting Officer will issue BPA calls to the Contractor to perform any work under this contract. If a task is given orally, it will be followed up by a written BPA call within two (2) days of the oral order. All BPA calls will be in written form, state the manner of the work to be performed, and have an issue date and a date by which the work is to be completed.

PROJECT MANAGEMENT AND SUPERVISION

In view of the importance of this project, the Contractor shall assign a specific project manager who will be the direct liaison with the COR concerning all work related to this contract. It will be the project manager’s task to direct, schedule, supervise, inspect, and test the work under this contract, and to receive instructions from the COR or the COR’s representative. The Contractor’s project manager shall be able to speak and understand the English language at Level 2. Level 2 is defined as being able to verbally satisfy routine demands and limited work requirements and being able to comprehend simple written material on subjects within a familiar context.

A monthly meeting with Contractor and COR/COR’s Representatives (in-person or virtually) to track work orders and receive feedback concerning alarm invoices, installations, repairs, etc.

Contractor will meet the Residential Security Coordinators each morning to receive the keys for the residences that are being worked on that day. All keys must be securely maintained by Contactor.

Contractor will be responsible for ALL replacement costs associated with lost or missing Tri- Mission keys.

Quality control shall be the responsibility of the Contractor. The Contractor shall perform inspection visits to the work site on a regular basis. These visits shall be coordinated with the COR or COR’s representative but shall be surprise inspections to those working on the contract.

SUBCONTRACTING

The Contractor shall not subcontract any work to be performed without the express consent of the Contracting Officer.

DEFINITIONS

• “Touchscreen” is a component used to activate, deactivate, and program the alarm system. Commands are entered by using the touchscreen.

• “Receiver” is the component which receives signals from the wireless alarm sensors/transmitters and relays data to the control box for processing.

U.S. Embassy Brussels 19BE2026Q0048

• “Door/Window Contact Sensors” are magnetic-type sensors that are mounted on windows and doors to signal when they have been opened.

• “Motion Sensors” are sensors which utilize one or a combination of several different technologies to detect the motion of an intruder and signal his/her presence in a protected zone. Common technologies used include employment of passive infrared (PIR) and/or microwave signals.

• “Hand-Held Panic Alert Buttons” are small, remote-control-type units that can be carried on one’s person in or near the protected property. In case of an emergency, the button can be pressed to signal for assistance from the Tri-Mission personnel.

• “Interior Siren” is an audible alarm positioned inside the protected property to alert the occupants to an alarm condition.

• “Exterior Siren and Strobe Light” consist of an audible alarm and flashing light which are mounted on the exterior of the protected property. When activated they clearly signal to neighbors, passersby, or responding authorities that an apparent unauthorized entry is in progress and may also deter an intruder from continuing illegal activity and cause them to flee.

• “Panduit” means the cable ties that are used to secure the cabling and wiring to the interior and exterior walls.

• “U.S. Embassy”, “Embassy” and Tri-Mission” mean the diplomatic or consular mission of the United States of America for which services are provided under this BPA set up.

• “Department” means the Department of State, including all of its activities wherever located.

• “Government” means the Government of the United States of America unless specifically stated otherwise.

INSPECTION BY GOVERNMENT:

The services and the supplies furnished 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 because of such inspection.

Notwithstanding inspection and acceptance by the Tri-Mission, or any provision concerning the conclusiveness thereof, the Contractor guarantees that all services performed under this agreement will, at the time of acceptance, be free from defects in workmanship and conform to the requirements of this contract.

U.S. Embassy Brussels 19BE2026Q0048

The Contracting Officer shall give written notice of any defect or non-conformance to the Contractor within thirty (30) days from the date of acceptance by the Government.

This notice shall state either that the Contractor shall correct or re-perform any defective or nonconforming services, or that the Tri-Mission does not require correction or re-performance.

If the Contractor is required to correct or re-perform, it shall be at no cost to the Government, and any services corrected or reperformed by the Contractor shall be subject to this clause to the same extent as work initially performed. If the Contractor fails or refuses to correct or re-perform, the Contracting Officer may, by agreement or otherwise, correct or replace with similar services and charge to the Contractor the cost to the Tri-Mission or make an equitable adjustment in the agreement price.

QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory 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 monitor quality to ensure that contract standards are achieved.

SURVEILLANCE/MONITORING

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.

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.

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.

U.S. Embassy Brussels 19BE2026Q0048

(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.

SECURITY

General - The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Government will run background checks on all proposed Contractor employees. After seven (7) days from the award the Contractor shall provide the names, biographic data and police clearance on all Contractor personnel (workers and supervisors) who shall work on this contract.

It is anticipated that security checks will take approximately thirty (30) days to perform. For each individual, the list shall include:

Completed application forms (provided by the Tri-Mission)

Valid ID/ Passport

Residence Permit and Working Permit (for foreigners)

Penal record

Failure to provide any of the above information may be considered grounds for rejection and/or resubmittal of the application. Workers without security screening and/or badges will not be allowed to perform installations or maintenance without prior authorization by the COR.

The Contracted Company is responsible for ensuring they have enough cleared and badged workers for a job; any delays due to not providing the proper personnel may be subject to deductions.

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Identity Cards - The Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall display identify card(s) on the uniform at all times while providing services under this contract. This badge may be revoked at any time due to the falsification of data or misconduct on site These identity cards are the property of the Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government.

STANDARDS OF CONDUCT

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

(b) Uniforms. The Contractor's employees shall wear clean, neat, and identifiable uniforms, although not necessarily identical uniforms. All employees shall always wear accreditation.

(c) Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned. Also included is participation in disruptive activities that interfere with normal and efficient Government operations.

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

(e) Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances.

These include but are not limited to the following actions:

- Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records;

- Unauthorized use of Government property, theft, vandalism, or immoral conduct;

- Unethical or improper use of official authority or credentials;

- Security violations; or,

- Organizing or participating in gambling in any form.

(f) Key Control. The Contractor shall receive, secure, issue and account for any keys issued for access to buildings, offices, equipment, gates, etc., for the purposes of this contract. The Contractor shall not duplicate keys without the COR's approval. Where it is determined that the Contractor or its agents have duplicated a key without permission of the COR, the Contractor shall remove the individual(s) responsible from this contract. If the Contractor has lost any such keys, the Contractor shall immediately notify the COR. In either event, the Contractor shall reimburse the Government for the cost of rekeying that portion of the system.

(g) Neglect of duties shall not be condoned. This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personnel affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the work site security.

PERSONNEL GENERAL REQUIREMENTS

The Contractor must provide qualified technicians with at least two years working experience of installing, maintaining, and repairing alarm systems.

Alarm technicians assigned to this contract shall be trained to install and maintain the systems as well as be certified electricians.

Proof of certification is required prior to COR approval to work on the contract.

An emergency technician must be available 24-hours a day, 365 days per year. The Contractor will be required to conduct emergency repair visits within eight (8) hours of notification of a problem. Emergency Technicians can only be sent after a verbal or written request has been made by the COR. This service is a not a standard service and is only completed upon request.

The Government is under no obligation to use a certain number of hours for emergency technicians.

OBSERVANCE OF LEGAL HOLIDAYS AND ADMINISTRATIVE LEAVE

A list of holidays and administrative leave will be provided to the awarded vendors.

CONTRACTING OFFICER'S REPRESENTATIVE

(a) The Contracting Officer may designate in writing one or more Government employees, by name and 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 is the designated Assistant Regional Security Officer or the designated Residential Security Coordinator in RSO, Tri-Mission Brussels, Belgium.

(End of clause)

Payment Schedule and Invoice Submission

(a) General. The Government shall pay the Contractor as full compensation for all work required, performed, and accepted under this contract the firm fixed price stated in this contract.

(b) Invoice Submission. The Contractor shall submit monthly invoices in English INCLUDING VAT to the following email.

Address: BruFMCAccountsProc@state.gov, as well as an info copy to the COR or COR’s representatives. To constitute a proper invoice, the invoice shall include all the items required by FAR 32.905(e).

The Contractor shall show Value Added Tax (VAT) as a separate item on invoices submitted for payment.

To constitute a proper invoice, the invoice shall include all the items required by FAR 32.905(e).

(1) Contractor's name and mailing address (for payments by checks) or Contractor's name and bank account information (for payments by wire transfers).

(2) Invoice date

(3) Invoice Number

(4) U.S. Embassy Contract number

(5) The following additional information:

- Key Type Number;

- Intervention date;

- Worksheet, signed by the occupant or the Embassy representative acknowledging that the work has been satisfactorily performed

(6) Prompt payment discount if any;

(7) Name, title, phone number, and address of person to contact regarding invoice problems;

If an invoice does not contain the above information, the Government reserves the right to reject the invoice as improper and return it to the Contractor within 7 calendar days. The Contractor must then submit a proper invoice.

The COR will take each summary invoice, furnish the detailed invoice to the appropriate official in that agency. That agency representative will review the detailed invoice and either mark it “inspected and accepted” or advise the COR of the inaccuracies found. It shall be the COR who will interact with the Contractor on any invoice problems.

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SECTION 2 - CONTRACT CLAUSES

52.212-4 TERMS AND CONDITIONS – COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (DEVIATION AUG 2025)

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

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

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

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

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

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

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

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

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

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

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

(g) Invoice. The Government will handle invoices according to the Prompt Payment Act (31 U.S.C.

3903) and 5 CFR part 1315. The Contractor shall submit invoices to the address designated in the contract to receive invoices. An invoice must include the information required by 5 CFR part 1315.9(b).

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

(i) Payment—

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

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

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

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

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

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

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

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

(D) Contractor point of contact; and

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

(5) Interest.

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

http://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title31-section3903&num=0&edition=prelim

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

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

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

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

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

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

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

(A) The date fixed under this contract.

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

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

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

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

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures for interest credits prescribed in FAR part 32 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon—

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government’s convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work and shall immediately cause any and

U.S. Embassy Brussels 19BE2026Q0048 all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor’s records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. The Government will send a cure notice to the Contractor, unless the reason for the termination is late delivery. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered under this contract are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain Federal contracts; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C.

chapter 87, Kickbacks; 49 U.S.C. 40118, Government-financed air transportation; and 41 U.S.C.

chapter 21 relating to procurement integrity.

(r) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order:

(1) The schedule of supplies/services;

(2) The Disputes, Payments, Invoice, Compliance with Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause;

(3) Other contract clauses incorporated in the solicitation or contract;

(4) Addenda to this solicitation or contract;

(5) Solicitation provisions incorporated in the solicitation;

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(6) Other paragraphs of this clause;

(7) Other documents, exhibits, and attachments; and

(8) The specification.

(s) Unauthorized obligations.

(1) Except as stated in paragraph (s)(2) of this clause, when any supply or service acquired under this contract is subject to any End User License Agreement (EULA), Terms of Service (TOS), or similar legal instrument or agreement, that includes any clause requiring the Government to indemnify the Contractor or any person or entity for damages, costs, fees, or any other loss or liability that would create an Anti-Deficiency Act violation (31 U.S.C.

1341), the following shall govern:

(i) Any such clause is unenforceable against the Government.

(ii) Neither the Government nor any Government-authorized end user shall be deemed to have agreed to such clause by virtue of it appearing in the EULA, TOS, or similar legal instrument or agreement. If the EULA, TOS, or similar legal instrument or agreement is invoked through an “I agree” click box or other comparable mechanism (e.g., “click-wrap” or “browse-wrap” agreements), execution does not bind the Government or any Government authorized end user to such clause.

(iii) Any such clause is deemed to be stricken from the EULA, TOS, or similar legal instrument or agreement.

(2) Paragraph (s)(1) of this clause does not apply to indemnification by the Government that is expressly authorized by statute and specifically authorized under applicable agency regulations and procedures.

(t) Comptroller General examination of record. This paragraph applies if this contract was awarded using other than sealed bid procedures and is in excess of the simplified acquisition threshold on the date of award of this contract.

(1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor’s directly pertinent records involving transactions related to this contract.

(2) The Contractor shall make available at its offices, at all reasonable times, the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR part 4, longer period required by statute, or periods specified in other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement.

Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved.

(3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This clause does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law.

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(u) Incorporation by reference. The Contractor’s representations and certifications, including those completed electronically via the System for Award Management (SAM), are incorporated by reference into the contract.

(End of clause)

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.