19BY7026Q0008_Solicitation_Document.pdf

AUTORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV. 02/2012)

PREVIOUS EDITION IS NOT USABLE Computer Generated Prescribed by GSA - FAR (48 CFR) 53.212

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

PR16008488

PAGE 1 OF 62 PAGES

2. CONTRACT NO.

3. AWARD/ EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER

19BY7026Q0008

6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME Sabine Niyongabo

b. TELEPHONE NUMBER(No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

07/10/2026 /

9. ISSUED BY CODE BY700 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

EDWOSB EMERGING SMALL BUSINESS

AMERICAN EMBASSY BUJUMBURA

AVENUE DES ETATS-UNIS, ATTN: GSO/PROCUREMENT

BUJUMBURA BP.1720

BURUNDI

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS 8 (A) SIZE STANDARD:

13b. RATING11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

14. METHOD OF SOLICITATION

x RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

AMERICAN EMBASSY BUJUMBURA

AVENUE DES ETATS-UNIS, ATTN: GSO

BUJUMBURA BP.1720

BURUNDI

AMERICAN EMBASSY BUJUMBURA

AVENUE DES ETATS-UNIS, ATTN: GSO/PROCUREMENT

BUJUMBURA BP.1720

BURUNDI

CODE FACILITY

CODE

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

18a. PAYMENT WILL BE MADE BY

AMERICAN EMBASSY BUJUMBURA

AVENUE DES ETATS-UNIS, ATTN: FMO

BujumburaFMOVoucher@state.gov

BUJUMBURA BP.1720

BURUNDI

CODE

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

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

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

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _ __ COPIES

TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS

SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS

SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _ _______________ OFFER DATED

_ __________. YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY

ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS

TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

31c. DATE SIGNED

June 18, 2026

X X

X 1

The U.S Embassy has a requirement as decribed in the Solicitation Document Quarterly20

SBU - CONTRACTING AND ACQUISITIONS

19BY7026Q0008 Audi Visual Maintenance Page 2 of 69

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number 19BY7026Q0008, Prices, Block 23

• Continuation To SF-1449, RFQ Number 19BY7026Q0008, Schedule Of

Supplies/Services, Block 20 Description/Specifications/Work Statement

• Attachment 1 to Description/Specifications/Performance Work Statement, Government Furnished Property

SECTION 2 - CONTRACT CLAUSES

• Contract Clauses

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

SECTION 3 - SOLICITATION PROVISIONS

• Solicitation Provisions

• Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in

Part 12

SECTION 4 - EVALUATION FACTORS

• Evaluation Factors

• Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in

Part 12

SECTION 5 - REPRESENTATIONS AND CERTIFICATIONS

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR

Provisions not Prescribed in Part 12

19BY7026Q0008 Audi Visual Maintenance Page 3 of 69

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER 19BY7026Q0008

PRICES, BLOCK 23

I. PERFORMANCE WORK STATEMENT

A. The purpose of this firm fixed price purchase order is to for POST CONSULAR AUDIO -

VISUAL PREVENTIVE MAINTENANCE SERVICES in accordance with Attachment A

B. The contract will be for a one-year period from the date of the contract award, with four one-year options.

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.

Performance Objective Scope of Work

Paragraphs Performance Threshold

Services.

Performs all Preventive Maintenance services set forth in the scope of work.

_8__ thru __22__

All required services are performed and no more than one

(1) customer complaint is received per month.

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.

2. STANDARD. The performance standard is that the Government receives no more than one

(1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212.4, Contract Terms and Conditions - Commercial Products and Commercial Services (NOV 2023), if any of the services exceed the standard

JAMES ZADROGA 9/11 VICTIMS HEALTH AND COMPENSATION ACT OF

2010 NOTICE: UNLESS A WAIVER OR EXCEPTION APPLIES, PAYMENTS

SUBSEQUENT TO THIS PROCUREMENT ARE SUBJECT TO AN EXCISE

TAX OF 2% PERSUANT TO 26 U.S.C. 5000C.

https://www.acquisition.gov/far/52.212-4

19BY7026Q0008 Audi Visual Maintenance Page 4 of 69

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.

II. PRICING AND VAT (if applied)

VALUE ADDED TAX. Value Added Tax (VAT) is not included in the CLIN rates. Instead, it will be priced as a separate Line Item in the contract and on Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion. It is reflected for each performance period. The portions of the solicitation subject to VAT are: 18%

The rates below must include all costs associated with providing preventive maintenance services in accordance with the attached scope of work, and the manufacturer’s warranty including materials, labor, insurance (see FAR 52.228-4 and 52.228-5), overhead, profit, Government Service Tax (GST) if applied.

This contract is anticipated to be a firm fixed price contract payable entirely in USD $. Prices for all Contract Line-Item Numbers (CLIN) shall include proper disposal of toxic substances as per Item 8.4 where applicable. No additional sums will be payable for any escalation in the cost of materials, equipment or labor, or because of the contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required. The contract price will not be adjusted due to fluctuations in currency exchange rates.

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Base Year. The Contractor shall provide the services shown below for the base period of the contract and continuing for a period of 12 months.

Option Year 1. The Contractor shall provide the services shown below for Option Year 1 of the contract and continuing for a period of 12 months.)

Option Year 2. The Contractor shall provide the services shown below for Option Year 2 of the contract and continuing for a period of 12 months.

CLIN Description

Quantity of

Equipm ent

Type of services No. of service

Unit price / service

Total per year

Routine Maintenance Inspections for Consular Audiovisual (AV) System Head-End

Quarterly 4

Routine Maintenance Inspections for Consular Audiovisual (AV) System at Teller Windows

Quarterly 4

003 On-Demand Service Call (Emergency repair visit) As Needed 3

Total Base Year

CLIN Description

Quantity of

Equipm ent

Type of services No. of service

Unit price / service

Total per year ($)

001 Routine Maintenance Inspections for Consular Audiovisual (AV) System Head-End

Quarterly

002 Routine Maintenance Inspections for Consular Audiovisual (AV) System at Teller Windows

Quarterly

003 On-Demand Service Call (Emergency repair visit)

As Needed 3

Total Option Year 1

19BY7026Q0008 Audi Visual Maintenance Page 6 of 69

Option Year 3. The Contractor shall provide the services shown below for Option Year 3 of the contract and continuing for a period of 12 months

Option Year 4. The Contractor shall provide the services shown below for Option Year 4 of the contract and continuing for a period of 12 months

CLIN Description Quantity of Equipment

Type of services No. of service

Unit price / service

Total per year ($)

001 Routine Maintenance Inspections for Consular Audiovisual (AV) System Head-End

Quarterly 4

002 Routine Maintenance Inspections for Consular Audiovisual (AV) System at Teller Windows

(Emergency repair visit)

As Needed 3

Total Option Year 2

CLIN Description Quantity of Equipment

Type of services No. of service

Unit price / service

Total per year ($)

001 Routine Maintenance Inspections for Consular Audiovisual (AV)

Inspections for Consular Audiovisual (AV) System at Teller Windows

(Emergency repair visit)

As Needed 3

Total Option Year 3

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Totals for all years:

Period Total Amount in USD VAT in USD Grand Total in USD

Base Year

Option Year 1 Option Year 2 Option Year 3 Option Year 4

Grand Total all years in USD

Repair option. Repairs are NOT included under this agreement (see 7.1.3) and are to be done outside this contract. However, the Government desires current labor rates in the event that there is an issue discovered during the preventive maintenance of the specified equipment. Please provide your current labor rates in the Repair Option fields below. As stated in 7.1.3 any necessary repairs or parts will be submitted for approval and then billed against a separate PO.

The Contractor is not approved to do any additional work without specific authorization from the Contracting Officer.

Repair Labor Rates $ per hour Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

CLIN Description Quantity of Equipment

Type of services No. of service

Unit price / service

Total per year ($)

001 Routine Maintenance Inspections for Consular Audiovisual (AV)

Inspections for Consular Audiovisual (AV) System at Teller Windows

(Emergency repair visit)

As Needed 3

Total Option Year 4

19BY7026Q0008 Audi Visual Maintenance Page 8 of 69

CONTINUATION TO SF-1449,

RFQ NUMBER 19BY7026Q0008

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1. DESCRIPTION

The American Embassy Burundi in Bujumbura requires preventive maintenance services for the Consular Audiovisual (AV) System (Intercom, Paging, & Displays). These services shall result in all systems being serviced under this agreement being in good operational condition when activated. The work will not be performed on systems accessing the PCC/CAA areas of the building.

Period of Performance The contract will be for a period of one-year, with a maximum of four one-year optional periods of performance and will be expected to commence no later than 10/01/2026.

2. NOTICE TO PROCEED

After Contract award and submission of acceptable insurance certificates and copies of all applicable licenses and permits, the Contracting Officer will issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten (10) days from date of Contract award unless the Contractor agrees to an earlier date) on which performance shall start.

3. EQUIPMENT AND PERFORMANCE REQUIREMENTS

3.1. Post Bujumbura requires the Contractor to maintain the following equipment in a safe, reliable and efficient operating condition. Please see equipment list included in Exhibit A for a more detailed description.

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

• The services of trained and qualified technicians to inspect, adjust, and perform scheduled preventive maintenance.

3.3. Performance Standards

The Consular Audiovisual (AV) System (Intercom, Paging, & Displays) shall be clean and in good operating condition upon completion of the service. The preventive maintenance service shall result in the parts of the system serviced being in a condition to operate efficiently and effectively. Work on the Consular Audiovisual (AV) System (Intercom, Paging, & Displays) must be completed in accordance with the following OBO Specification Sections:

3.3.1 AUDIO SYSTEMS FOR CONSULAR SERVICES

3.3.2 GENERAL-USE TELLER WINDOW INTERCOMMUNICATIONS SYSTEMS

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4. HOURS OF PERFORMANCE

4.1. The Contractor shall maintain work schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. The Contractor shall deliver standard services between the hours of 7:30AM and 17:15 PM Monday through Friday. No work shall be performed on US Government and local holidays.

5. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF

CONDUCT

5.1 General. The Contractor shall designate a representative who shall supervise the Contractor’s technicians and be the Contractor’s liaison with the American Embassy Burundi, Bujumbura.

The Contractor’s employees shall be on-site only for contractual duties and not for any other business or purpose. Contractor employees will be given access to the equipment and equipment areas and will be escorted by Embassy personnel.

5.2 Personnel Security. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who to be used on this Contract prior to their utilization. Submission of information shall be made within 30 days of award of contract.

No technician will be allowed on site without prior authorization. Note: this may include cleared personnel if advance notice of visit is not given at least one week before the scheduled visit.

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

5.2.2 Government shall issue identity cards to Contractor personnel, after they are approved.

Contractor personnel shall always display identity card(s) on the uniform while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall always display identity card(s) on the uniform while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

5. 3 Security Clearances. Security clearances are not a requirement for performance on this contract, as there will be no access to classified information or areas.

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

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

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

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

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

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

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

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The Contractor and its employees shall exercise utmost discretion in regard to all matters relating to their duties and functions. They shall not communicate to any person any information known to them by reason of their performance of services under this contract which has not been made public, except to the extent necessary to perform their required duties in the performance of the contract requirements or as provided by written authorization of the Contracting Officer. All documents and records (including photographs) generated during the performance of work under this contract shall be for sole use of and shall become the exclusive property of the U.S.

Government. No article, book, pamphlet, recording, broadcast, speech, television appearance, film or photograph concerning any aspect of the work performed under this contract shall be published or disseminated through any media, to include company or personal websites, without the prior written authorization of the Contracting Officer. These obligations do not cease upon the expiration or termination of this contract or at any other point in time. The Contract shall include the substance of this provision in all subcontracts hereunder.

5.3 Security Clearances. All Work locations under this contractor that are designated as non- CAA areas may be performed by un-cleared American or local workers. However, all work done in CAA and PCC areas shall be performed by cleared American Construction personnel as needed to complete the services. The Contractor shall work closely with the COR, the Post Facility Manager (FM) or the General Services Officer (GSO).

5.4 Standards of Conduct

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

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

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

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

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

organizing or participating in gambling in any form; and misuse of weapons.

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

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

6. SCHEDULED PREVENTIVE MAINTENANCE

6.1. General

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

6.1.2. The Contractor shall inventory, supply and replace expendable parts that have become worn due to wear and tear. The Contractor shall maintain a supply of expendable and common parts on site so that these are readily available for normal maintenance; in addition to the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), MSDS, and cleaning material. The contractor shall inventory the supply after each visit and order replacement supplies and have them delivered on site. Maintenance materials shall be unused and are to be industry standard and intended for the task to be performed. Parts shall be OEM approved.

6.1.3. Exclusion. This contract does NOT include repair of equipment and replacement of hardware (e.g. speakers, microphones, headsets, control panels, mixers, etc.) Hardware replacements will be separately priced out by the Contractor for the Government’s approval and acceptance. The Government has the option to accept or reject the Contractor’s quote for parts and reserves the right to obtain similar spare parts from other competitive sources.

If required by the Government, the Contractor shall utilize Government-purchased spare parts, if awarded the work. Such repairs/replacements will be accomplished by a separate purchase order. However, this exclusion does not apply if the repair is to correct damage caused by Contractor negligence.

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

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

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

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

6.2.1. The Contractor shall provide trained technicians to perform the service at frequencies stated in Exhibit A and on the equipment called out in this SOW.

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

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

7. PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

The Contractor shall provide trained technicians with the appropriate tools and testing equipment for scheduled maintenance, safety inspection, and safety testing as required by this Contract.

The Contractor shall provide all the necessary materials and supplies to maintain, service, inspect and test all the systems to be maintained.

7.1 Contractor furnished materials include but are not limited to appropriate tools, testing equipment, safety shoes and apparel for technicians, hands, hearing and eye protection, MSDS, and cleaning material. Expendable/consumable items shall be maintained in the onsite inventory. See 7.1.2.

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

8. SOFTWARE, LICENSES AND PASSWORDS

Copies of any and all software and licenses needed to control or to adjust the communications module shall be given to the post upon completion of the work.

9. DELIVERABLES

Provide a typewritten report to Post Facilities Manager containing following:

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

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

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

d) Full printout of test from system printer

The following items shall be delivered under this contract:

Description QTY Delivery Date Deliver to Names, biographic data, police clearance on Contractor personnel (#6.2)

1 30 days after contract award COR

Certificate of Insurance (#11.2) 1 30 days after contract award CO PM Checklist signed by Contractor’s employee (#7.2.1)

1 After completion of each maintenance service

COR

Invoice (#15) 1 After completion of each maintenance service

COR

10. INSURANCE REQUIREMENTS

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

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

10.2 Insurance. The Contractor, at its own expense, shall provide and maintain during the entire period of performance of this Contract, whatever insurance is legally necessary. The Contractor shall carry the following minimum insurance:

Public Liability Insurance

Property damage: $ Cumulative: $

Workers’ Compensation and Employer’s Liability

10.3 Worker's Compensation Insurance. The Contractor agrees to provide all employees with worker's compensation benefits as required under local laws (see FAR 52.228-4 “Worker’s Compensation and War-Hazard Insurance Overseas”).

11. LOCAL LAW REGISTRATION

If the local law or decree requires that one or both parties to the contract register the contract with the designated authorities to ensure compliance with this law or decree, the entire burden of

19BY7026Q0008 Audi Visual Maintenance Page 15 of 69 this registration shall rest upon the Contractor. Any local or other taxes which may be assessed against the Contract shall be payable by the Contractor without Government reimbursement.

12. QUALITY ASSURANCE PLAN (QAP).

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

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

12.3 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 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.

12.4. Procedures.

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

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

12.4.3 If the COR determines the complaint is invalid, the COR will advise the complainant.

The COR will retain the annotated copy of the written complaint for his/her files.

12.4.4 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.

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

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

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

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

13. TRANSITIONS/CONTACTS

Within 30 calendar days after contract award, the Contracting Officer may ask the contractor to develop a plan for preparing the contractor to assume all responsibilities for preventive maintenance services. The plan shall establish the projected period for completion of all clearances of contractor personnel, and the projected start date for performance of all services required under this contract. The plan shall assign priority to the selection of all supervisors to be used under the contract.

13.1 On site contact. The following are the designated contact personnel between the US Embassy and the Contractor

Technical Specialist: the Contracting Officer Representative COR

The Post Contracting Officer (PCO) will be the contractor’s point of contact at the U.S. Embassy, Bujumbura, Burundi. All questions concerning coordination of service activities while at post shall be directed to the Post Contracting Officer, with weekly reporting to the COR:

Contracting Officer

14. SUBMISSION OF INVOICES

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

The Contractor should expect payment 30 days after completion of service or 30 days after receipt of invoice at the Embassy's payment office, whichever is later. Invoices shall be sent to:

US Embassy Bujumbura FMO Voucher-DL Email:BujumburaFMOVoucher@state.gov mailto:BujumburaFMOVoucher@state.gov

19BY7026Q0008 Audi Visual Maintenance Page 17 of 69

Continuation of Statement of Work

I. GENERAL INFORMATION:

The United States Embassy Burundi in Bujumbura requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s Consular Audiovisual (AV) System (Intercom, Paging, & Displays). The Consular AV System includes integrated components including displays, video extenders, amplifiers, mixers, speakers, microphones, headsets, volume control boxes, connectors, cables, and other system components necessary for the proper function of the Consular AV System. The objective of this preventive maintenance contract is to eliminate system malfunction, breakdown and deterioration when windows sound systems are activated and operating. Audio must be intelligible at the necessary volume and Video must be free of noise and distortion. The Consular AV System must facilitate effective communication between the OBO personnel and the applicant.

II. PROJECT REQUIREMENTS:

The Burundi, Bujumbura Consular Section requires the services of a contractor to perform quarterly preventive maintenance of the intercommunication systems at (4 of windows) of its consular windows. The consular intercom system is composed of a two-way communications system at each consular window to facilitate communication between the consular employee(s) and the applicant(s).

SYSTEM DESCRIPTION OF EQUIPMENT *:

*Please see attachment at the end of this sheet for more details (Attachment I)

III. GENERAL REQUIREMENTS:

The Contractor under this SOW shall be responsible for labor, tools, and materials required to carry out all preventive maintenance as outlined in this SOW. The Contractor must have experience with similar Consular AV Systems with teller windows, integrated microphones, and speaker systems and displays. This experience may be from projects with banks, government customer service offices, or other similar organizations. Provide evidence of such experience and include references. The technician shall sign off on every task specified in the Statement of Work and will provide a typewritten copy of their report to the COR or the COR's designate within five business days of each maintenance visit.

IV. SCOPE OF WORK - - Consular Audiovisual (AV) System (Intercom, Paging, & Displays)

Contractor shall provide all materials, supervision, labor, tools and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and /or use safety protection while all work is performed. Any questions or injuries shall be brought to the attention of the Post Occupation Safety and Health Officer (POSHO) immediately. Material

19BY7026Q0008 Audi Visual Maintenance Page 18 of 69

Safety Data Sheets (MSDS) shall be provided by the Contractor for all HAZMAT materials.

Copies shall be provided to the COR for approval.

If any discrepancies are found with the Consular Audiovisual (AV) System (Intercom, Paging, & Displays) that are not covered under this scope of work the contractor shall provide the following:

1. Detailed report noting the discrepancy found.

2. Bill of Materials (BOM) to include component name, quantity, part #, and price for any repair material required and material lead time.

3. Price quote for repair labor.

SAFETY AND SPECIAL INSTRUCTIONS:

1. Follow site safety procedures and supervisor’s instructions.

2. Schedule outage with operating personnel.

3. Use extreme caution when climbing access ladders.

4. Perform applicable lockout/tag out steps of site safety procedures.

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

6. Record and report equipment damage or deficiencies.

7. Review and follow the manufacturer’s O&M instructions.

8. Record results in the equipment history log.

9. Allow only qualified personnel to do maintenance work on this equipment.

10. Record results in the equipment history log.

The Consular Section requires a Preventive Maintenance contract to provide diagnostic, repair and maintenance services to the Consular AV System. The Consular AV System is composed of a two-way communications system that operates at teller windows. The Consular AV System facilitates verbal communication between applicants for Consular Services and the employees and officers providing those services. The Preventive Maintenance contract will require two types of services:

• On-Demand Service Calls

• Routine Maintenance Inspections

On-Demand Service Calls

1. On-Demand Service Calls are services that address unforeseen malfunctions in the Consular AV System. Service must be scheduled within one business day of the request and the service visit must be performed within five business days of the request.

2. Diagnosis of malfunctions may be based on reports and observations from OBO personnel. These reports are likely to be non-technical and lack specific detail.

19BY7026Q0008 Audi Visual Maintenance Page 19 of 69

3. Service Technicians are required to effectively diagnose the Consular AV System from limited information. Service Technicians must be capable of diagnosing malfunctions of displays, video extenders, microphones, speakers, interconnecting cables, mixers, amplifiers, and other equipment necessary for the proper function of the Consular AV System.

4. Service Technicians must identify whether corrective actions require repair or replacement of equipment. Notify the COR if there are damage or broken parts that must be purchased to complete repairs. The work includes installation and configuration of equipment, accessories, battery, hardwire, ports, display panel, software, and other system components necessary for the proper function of the Consular AV System.

Routine Maintenance Inspections:

1. Service Technicians must conduct site visits to perform Routine Maintenance Inspections of the Consular AV System.

• Consular AV System Head-End

• Consular AV System at Teller Windows

2. Service Technicians must test and inspect the function of the Head-End equipment and the function of the components at the Teller Windows. These service calls must occur on prearranged dates that are coordinated with the COR. This coordination is critical to minimizing disruption to the business operations since there are limited days when there is low demand on the Consular AV System.

3. COR/Consular management will provide a tentative schedule at the start of each calendar year and confirm dates at least two weeks prior to execution.

4. The Contractor must produce a checklist report at the end of each Routine Maintenance Inspection. The required inspections are included below but not limited to:

A. Quarterly

1. Conduct visual inspection and function of the AV system.

• Clean and test all AV system equipment including but not limited to displays, video extenders, microphones, recording devices, cables, touch panels, etc.

• Clean and test all control user interfaces.

Spare Parts and Expendables Inventory.

Spare parts

1. BIAMP TEC-X 2000 Black Touch-enabled control pad, black 1ea.

2. SHURE BRH31M-NXLR5M Lightweight Single-Sided Broadcast

Headset with Neutrik 5-Pin XLR cable 1ea.

3. SHURE MX418D/C Cardioid-18" Desktop Gooseneck Condenser

Microphone, Attached 10´ XLR Cable, Logic Functions, Program 1ea.

4. WIREMOLD 2344-2-WH NM EX DP DEVBX 2G 2300 WH 1ea.

5. WIREMOLD 2344-WH NM EX DP DEVBX 2300 WH 1ea.

19BY7026Q0008 Audi Visual Maintenance Page 20 of 69

• Inspect system for damaged cables and replace as necessary.

• Perform complete AV system check, inspect for audible and visual anomalies.

B. Annually

1. Conduct visual inspection and function of the sound system.

• Clean and test all AV system equipment including but not limited to displays, video extenders. microphones, , recording devices, cables, touch panels, etc.

• Clean and test all control user interfaces.

• Inspect system for damaged cables and replace as necessary.

• Perform complete AV system check.

• Calibration of sound parameters.

• Provide firmware and software updates for equipment in the space.

• Test timing response of user buttons on touch panels.

• Provide detailed report of any deficiencies and recommend corrective actions.

• Document any aging of equipment that is nearing end of life. The information shall be included in the report.

• Document any damages to equipment caused by outside factors.

• Recommend equipment upgrades or system modifications.

• Controller programming changes are included for equipment replacement or software upgrades and/or updates.

Equipment List: Attachment 1

19BY7026Q0008 Audi Visual Maintenance Page 21 of 69

Location Manufacturer Part# Description Qty. ea.

Ceiling BIAMP TESIRA AMP-450P 4 channel PoE+ conferencing amplifier 1

BIAMP TESIRA AMP-450P 4 channel PoE+ conferencing amplifier 1

JBL CONTROL 26CT Control 26C with Transformer. For use on a

70.7V or 100V Distributed Line, Switchable Taps at 60W

Public Side

AUDIX GS1 MIC, COND, CARD, MINI SURFACE

MOUNTED.

Rack

APC AP6003A

RACK PDU, BASIC, HALF HEIGHT,

100-240V/20A, 220-240V/16A, (14) C13

APC SMT1500RMI2U APC Smart-UPS 1500VA LCD RM 2U 230V

BIAMP TESIRACONNECT

TC-5

5-port expansion device 1

BIAMP TESIRAFORTE

AVB CI

Fixed I/O DSP with 12 analog inputs, 8 analog outputs, 8 channels configurable USB audio, 128 x 128

CISCO CBS350-8P-

2G

8-Port Gigabit PoE+ Managed Network Switch with SFP/RJ45 Combo (67W)

CRESTRON AMP-X300 X-Series Amplifier 1

Teller side

BIAMP TEC-X 2000 Black Touch-enabled control pad, black 4

BIAMP TEC-X-TM Apprimo TEC-X-TM desk mount 4

SHURE BRH31M-NXLR5M

Lightweight Single-Sided Broadcast Headset with

Neutrik 5-Pin XLR cable

SHURE MX418D/C

Cardioid-18" Desktop Gooseneck Condenser Microphone, Attached 10´ XLR Cable, Logic

Functions, Program

19BY7026Q0008 Audi Visual Maintenance Page 22 of 69

Wall

LOWELL

MANUFACTURING

COMPANY

OS-50TW

Speaker-Indoor/Outdoor-50W, 5.25in LF Woofer, 1in HF Tweeter, White Backbox/Grille

LOWELL

MANUFACTURING

COMPANY

OS-50TW Speaker-Indoor/Outdoor-50W, 5.25in LF Woofer, 1in HF Tweeter, White Backbox/Grille

LOWELL

MANUFACTURING

COMPANY

OS-50TW

Speaker-Indoor/Outdoor-50W, 5.25in LF Woofer, 1in HF Tweeter, White Backbox/Grille

19BY7026Q0008 Audi Visual Maintenance Page 23 of 69

SECTION 2 - CONTRACT CLAUSES

52.212-4 CONTRACT TERMS AND CONDITIONS – COMMERCIAL ITEMS

(NOV 2023) IS INCORPORATED BY REFERENCE. (SEE SF-1449,

BLOCK 27A)

Instructions for 52.212-5

FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Products and Commercial Services (JAN 2025)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (Jan 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab Covered Entities (Dec 2023) (Section 1634 of Pub. L. 115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (Nov 2021) (Section 889(a)(1)(A) of Pub. L. 115-232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Nov 2015).

(5) 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (Mar 2023) ( 31 U.S.C. 3903 and 10 U.S.C. 3801).

(6) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553).

(7) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Public Laws 108-77 and 108-78 ( 19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

__ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Jun 2020), with Alternate I (Nov 2021) (41 U.S.C. 4704 and 10 U.S.C. 4655).

__ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (Nov 2021) (41 U.S.C. 3509)).

__ (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (Jun 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

__ (4) 52.203-17, Contractor Employee Whistleblower Rights (Nov 2023) ( 41 U.S.C. 4712); this clause does not apply to contracts of DoD, NASA, the Coast Guard, or applicable elements of the intelligence community—see FAR 3.900(a).

_X_ (5) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jun 2020) (Pub. L. 109-282) ( 31 U.S.C. 6101 note).

__ (6) [Reserved].

__ (7) 52.204-14, Service Contract Reporting Requirements (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

https://www.acquisition.gov/far/52.203-19#FAR_52_203_19 https://www.acquisition.gov/far/52.204-23#FAR_52_204_23 https://www.acquisition.gov/far/52.204-25#FAR_52_204_25 https://www.acquisition.gov/far/52.209-10#FAR_52_209_10 https://www.acquisition.gov/far/52.232-40#FAR_52_232_40 https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title31-section3903&num=0&edition=prelim…