19BY7026Q0009_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

PR16009064

PAGE 1 OF 62 PAGES

2. CONTRACT NO.

3. AWARD/ EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER

19BY7026Q0009

6. SOLICITATION ISSUE

DATE

06/09/2026

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

SBU - CONTRACTING AND ACQUISITIONS

19BY7026Q0009 Solar PV Maintenance Page 2 of 70

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number 19BY7026Q0009, Prices, Block 23

• Continuation To SF-1449, RFQ Number 19BY7026Q0009, 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

19BY7026Q0009 Solar PV Maintenance Page 3 of 70

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER 19BY7026Q0009

PRICES, BLOCK 23

I. PERFORMANCE WORK STATEMENT

A. The purpose of this firm fixed price purchase order is to for SOLAR PHOTOVOLTAIC

SYSTEM PREVENTIVE MAINTENANCE in accordance with section on pricing.

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.

_7__ thru __20__

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

19BY7026Q0009 Solar PV Maintenance Page 4 of 70

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 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 and Good and Service Tax (if applicable).

The contract will be a firm fixed price contract payable entirely in American Dollars ($). Prices for all Contract Line Item Numbers (CLIN) shall include proper disposal of toxic substances 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.

II.1. 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.

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II.2. 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.

II.3. Option Year 2. The Contractor shall provide the services shown below for Option Year

II.4. Option Year 3. The Contractor shall provide the services shown below for Option Year

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service

Total per year ($)

001 Photovoltaic Systems Annual Checks 1

Total Base Year

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service

Total per year ($)

001 Photovoltaic Systems Annual Checks 1

Total Opt. Year 1

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service

Total per year ($)

001 Photovoltaic Systems Annual Checks 1

Total Opt. Year 2

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service

Total per year ($)

001 Photovoltaic Systems Annual Checks 1

Total Opt. Year 3

19BY7026Q0009 Solar PV Maintenance Page 6 of 70

II.5. Option Year 4. The Contractor shall provide the services shown below for Option Year

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 Photovoltaic Systems Annual Checks 1

Total Opt. Year 4

19BY7026Q0009 Solar PV Maintenance Page 7 of 70

CONTINUATION TO SF-1449,

RFQ NUMBER 19BY7026Q0009

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1.0 DESCRIPTION

The American Embassy in Bujumbura, Burundi requires preventive maintenance services on the facility’s Photovoltaic System (solar modules, inverters, dc disconnects and panels, controls, monitoring, combiner boxes and fuses). These services shall result in all systems serviced under this agreement being in good operational condition when activated.

2.0 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 November 2026.

3.0 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.

4.0 EQUIPMENT AND PERFORMANCE REQUIREMENTS

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

Equipment Description

4.2. 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.

4.3. Performance Standards

It is expected that all aspects of this SOW will be completed. Work will result in the system being in good working condition upon reactivation. All deliverables shall be completed on time under this agreement.

5.0 HOURS OF PERFORMANCE

5.1. The Contractor shall maintain work schedules. The schedules should take into consideration the hours that the staff can effectively perform their services without placing a burden on the

19BY7026Q0009 Solar PV Maintenance Page 8 of 70 security personnel of the Post. The Contractor shall deliver standard services between the hours of 8:00 AM and 17:30 PM Monday through Friday. No work shall be performed on US Government and local holidays.

6.0 ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

6.1 General. The Contractor shall designate a representative who shall supervise the Contractor’s technicians and be the Contractor’s liaison with the American Embassy. The Contractor’s employees shall be on-site only for contractual duties and not for any other business or purpose. Contractor employees shall have access to the equipment and equipment areas and will be escorted by Embassy personnel.

6.2 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 shall be used on this Contract prior to their utilization. Submission of information shall be made within 5 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.

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

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

Contractor personnel shall display identity card(s) on the uniform at all times 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.

6. 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.

6.3.1 The Contractor must comply with all of the following requirements relating to the protection of U.S. Embassy in Bujumbura, Diplomatic 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 in Bujumbura, and diplomatic personnel. This information should not be shared with anyone not employed by or falling under the protection of the Embassy.

19BY7026Q0009 Solar PV Maintenance Page 9 of 70

Contractor personnel may be exposed to various documents, such as blueprints, drawings, sketches, notes, surveys, reports, photographs, 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 hand-carried 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.

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

19BY7026Q0009 Solar PV Maintenance Page 10 of 70 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.

6.4 Standards of Conduct

6.4.1 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.

6.4.2 Uniforms and Personal Equipment. The Contractor's employees shall wear clean, neat and complete uniforms when on duty. All employees shall wear uniforms approved by the Contracting Officer's Representative (COR). The Contractor shall provide, to each employee and supervisor, uniforms and personal equipment. The Contractor shall be responsible for the cost of purchasing, cleaning, pressing, and repair of the uniforms.

6.4.3 Neglect of Duties. Neglect of duties shall not be condoned. 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.

6.4.4 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.

6.4.6 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.

6.4.7 Key Control. The Contractor will not be issued any keys. The keys will be checked out from Post 1 by the “Facilities staff” escort on the day of service requirements.

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6.4.8 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.

7.0 SCHEDULED SERVICING ON THE PV SYSTEM

7.1. 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.

7.1.2. The Contractor shall inventory, supply and replace expendable parts that have become worn down 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, cleaning material and oil spill containment kits. The contractor should inventory the supply after each visit and order replacement supplies and have them delivered on site.

7.1.3. Exclusion. This contract does NOT include repair of equipment and replacement of hardware. 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.

7.1.4. Replacement/repair of any electronic or electrical parts must 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.

7.2 Checklist Approval

The Contractor shall submit to the COR a schedule and description of preventive maintenance tasks which the Contractor plans to provide. The contractor shall customize a work sheet to match the equipment or use a factory supplied one outlining the sequence of events and tasks to be performed. The Contractor shall prepare this schedule, work sheet, and task description in a checklist format for the COR’s approval prior to contract work commencement.

7.2.1. 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. The technician shall sign off

19BY7026Q0009 Solar PV Maintenance Page 12 of 70 on every item of the checklist and leave a copy of this signed checklist with the COR or the COR's designate after the maintenance visit.

7.2.2. It is the responsibility of the Contractor to perform all manufacturer’s recommended preventive maintenance as well as preventive maintenance recommended by the manufacture technical manuals for the respective equipment.

8.0 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.

8.1 Contractor furnished materials will include but not limited to appropriate tools, testing equipment, safety shoes and apparel for technicians, hands, hearing and eye protection, MSDS, cleaning material and oil spill containment kit. Expendable/consumable will be maintained in the onsite inventory. See 7.1.2.

8.2 Repairs. Repairs are not included in this contract. See Item 7.1.3. Exclusions.

8.3 Disposal of used oil, fuel, battery and other toxic substances. The Contractor is responsible for proper disposal of toxic/hazardous substances. All material shall be disposed of according to Government and Local law. After proper disposal the contractor must show proof of authorized disposal of these toxic/hazardous substances.

9.0 Test and inspection field report: The contractor shall provide one copy of a typed summary report within 30 days of site work statement completion. The report must be written in the English language. At a minimum the report must include:

• Provide a narrative summary site report to include all findings, repairs or corrective measures, completed inspection/testing checklists.

• Provide a detailed report noting any noted discrepancy, include photos of the problem and a narrative summary of the corrective action required. The repair action will be contracted separately.

• Provide a Bill of Materials (BOM) as necessary for any required repair parts for future corrective action or repair. The BOM must note component name, part #, vendor or source, approximate lead time, suggested retail price.

• Provide a separate Bill of Materials (BOM) as necessary for any recommended spare parts for system. This can include applicable electrical safety PPE that post does not have onsite.

• Detail report covering all aspects of equipment upgrading, system modification, new part installation in all locations.

• Provide a “marked-up” as-build drawing as necessary to indicate any modifications or differences found during inspection.

• In the final report, list any Locally Employed Staff that assisted in this planned

19BY7026Q0009 Solar PV Maintenance Page 13 of 70 maintenance action. This is not a training requirement, but rather to document the personnel involved in the work.

10. DELIVERABLES

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 5 days after contract award COR

Certificate of Insurance (#11.2) 1 10 days after contract award COR Checklist and work sheet (#7.2) 1 Prior to commencement of work

COR

Checklist signed by Contractor’s employee (#7.2.1)

1 After completion of each maintenance service

COR

Test and Inspection Field Report (#9.0) 1 30 days after each completion of service

COR

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

COR

11.0 INSURANCE REQUIREMENTS

11.1 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.

11.2 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

Bodily Injury $XXXXX per occurrence $XXXX Cumulative Property Damage $XXXXX per occurrence $XXXX Cumulative

Workers’ Compensation and Employer’s Liability

11.3 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”).

12.0 LOCAL LAW REGISTRATION

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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 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.

13.0 QUALITY ASSURANCE PLAN (QAP).

13.1 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.

13.2 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.

13.3 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.

13.4. Procedures.

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

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

13.4.3 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.

13.4.4 If the COR determines whether 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.

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

13.4.6 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.

19BY7026Q0009 Solar PV Maintenance Page 15 of 70

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

13.4.8. 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.

14. TRANSITIONS/CONTACTS

Within 10 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.

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

- The Contracting Officer

- The contracting Officer Representative

15. 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 breakdown 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.

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CONTINUATION OF STATEMENT OF WORK

I. GENERAL INFORMATION:

The United States Embassy in Bujumbura requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s photovoltaic systems.

II. PROJECT REQUIREMENTS:

The Contractor shall perform preventive maintenance as described in this STATEMENT OF WORK. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and optimal photovoltaic system performance.

SYSTEM DESCRIPTION OF EQUIPMENT *:

The Solar PV Systems comprise of 2 Plant installations (UTILITY and NOB with below site details.

Site Name: United States Embassy, Bujumbura Site Co-ordinates: -3.365271263171675, 29.38052311176517 System Capacity: 307.2 KwP PV module model: SUN POWER 320W Inverter model: SMA SMC 5000A, SMA SMC 7000HV System Monitoring device: SMA webboxes and SMA reducers

Photovoltaic Modules – Make: SunPower, Model: 320E.

1. NOB - 216 Sunpower SPR 320E-WHT-D PV Modules

2. MSGR - 48 Sunpower SPR 320E-WHT-D PV Modules

3. WHE - 168 Sunpower SPR 320E-WHT-D PV Modules

4. PARKING STRUCTURE - 48 Sunpower SPR 320E-WHT-D PV Modules

5. UTILITY - 192 Sunpower SPR 320E-WHT-D PV Modules

Inverters – There are 36 x SMA 7000HV inverter and 6 x SMA 5000A inverters.

• UTL Inverters A1, A2 and A3 (9 x PV source circuits)

• UTL Inverters B1, B2 and B3 (6 x PV source circuits)

• WHE Inverters C2, C3, C4, C5 and C6 (15 x PV source circuits)

• NOB Inverters A1, A2, A3, A4, A5 and A6 (18 x PV source circuits)

• NOB Inverter B1, B2 and B2 (9 x PV source circuits)

• MSGQ Inverters A1, A2, and A3 (6 x PV source circuits)

Data Acquisition System (DAS) - SMA DATA MANAGER M Acquisition System Data Logger - Make: Mango Enterprise, Model: MangoES

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DAS Computer - Make: DELL, Model: OPTIPLEX 790 DAS Public Display – Make: Samsung, Model Code: LH40GWPLBC/ZA, Version: TS02

Weather Station - Make: SUNNY SENSOR BOX, UTL ROOF TOP

Mounting structures – Make: PLP SOLAR MOUNTING SYSTEM - POWER BASE™ Ground Mount System, Model: P8 [Roof Mounted]

III. GENERAL REQUIREMENTS:

The contractor shall provide the labor, tools and materials required to carry out all preventive maintenance as outlined in this SOW. Embassy staff have service manuals for photovoltaic system on-site. The contractor shall confirm on-site manuals are complete and current and provide the Contracting Officer’s Representative (COR) a listing of any missing or out of date manuals. The following items should be in the service manual: plans, elevations, sections and mounting details; details of the equipment assemblies; diagrams for power, signal and control wiring; utility connection and inverter type. 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 – PHOTOVOLTAIC SYSTEM OPERATIONS AND PREVENTIVE

MAINTENANCE

The 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 appropriate safety protection while work is performed. Any questions or injuries shall be brought to the attention of the Post COR and Occupation Safety and Health Officer (POSHO).

The Contractor will provide an SDS to the COR immediately upon delivery of each chemical to be used by Contractor personnel on-site. The SDS copies will be provided to the COR for approval.

The systems and components to be maintained include Manufactured photovoltaic unit, Photovoltaic module framing, photovoltaic array construction, Inverters, system overcurrent protections, mounting structures, connection to utility, as well as control and monitoring systems.

The attached equipment list provides details.

1. The contractor shall provide the COR with a list of necessary parts and materials.

2. Preventive maintenance parts shall be provided at the expense of the U.S. Govt.

a. Inverter that meets or exceed manufacturer’s specifications shall be used.

b. Fuses that meet or exceed manufacturer’s specifications shall be used.

c. Photovoltaic panels that meet or exceed manufacturer’s specifications shall be used

d. Conductors that meet or exceed manufacturer’s specifications shall be used

3. The contractor shall provide emergency assistance for photovoltaic failure, priced at an hourly rate, within 24 hours of being contacted by the COR.

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4. The Government will provide monitoring data to contractor so the failing part can be order and in his procession prior to responding.

If any discrepancies are found with the photovoltaic systems 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 & SPECIAL INSTRUCTIONS:

1. Use appropriate personal protective equipment (PPE) when performing work

2. Check all work areas, tools, and equipment to ensure unsafe conditions are eliminated or guarded against.

3. Follow site safety procedures.

4. Schedule maintenance with operating personnel and affected offices (security).

5. Follow approved lockout/tag out procedures.

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

7. Review and follow the manufacturer’s instructions.

8. Record results in the equipment history log.

9. Remove lockout/tag out in accordance with appropriate procedures.

10. Report all incidents and near miss incidents to COR and assist as requested in the investigation and corrective action.

At a minimum, the following work shall be completed:

Notes:

• Contractor shall submit to the COR for review, work sheet/checklist that will be used for performing maintenance service.

• A discrepancy report shall be submitted to the COR immediately upon discovery of any condition that could result in equipment failure or not preforming per design output and corrective measure to bring the system back to designed optimization.

• Performance test and output of the system shall be submitted to the COR within 30 days from date of service.

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The purpose of this Statement of Work is to ensure the entire photovoltaic systems for this facility are maintained according to manufacturer’s recommendations to ensure the readiness and proper operation of the system. All maintenance requirements are callout in IEC62446-12016 (Photovoltaic (PV) systems – requirement for testing, documentation and maintenance).

A. Annual Schedule

1. Conduct visual inspection of photovoltaic system.

• Check for evidence damage to photovoltaic panels.

• Inspect wiring harness for wear and damage.

• Inspect supports damage and stability.

• Inspect system for corrosion.

• Inspect inverters and replace if needed.

• Fuses – Inspect and adjust/replace if needed.

• Check photovoltaic system to ensure that vegetation is removed or controlled under and over photovoltaic.

2. Panel inspection and cleaning:

a. Check each connection for voltage and current output

b. Soiling and resulting cleaning regimen depend on local sources of dirt.

(agricultural dust, construction dust, pollen, bird population, diesel soot, industrial sources, snow, sand and lack of rain). Area climate may result in a more often cleaning this will be determined by the monitoring system and the drop of production of the overall system.

c. Infrared (thermographic inspection) all panels for hot spots on the panel which results in a panel failure

d. Infrared all cable connections.

e. Check disconnects for DC system.

f. Test grounding on each panel it should be close to zero

g. Two test methods are possible (short circuit test or operational test) and both will provide information on the correct functions of the PV panels

3. DC disconnect cleaning and inspection

• Replace input filters on disconnection system

• Inspect fans for proper operations and damage

• Replace output filters on disconnection system.

• Test output DC system for quick release and break of connection

• Test GFCI system and ensure that the system is protected space.

• Polarity of all DC cables shall be verified using suitable test apparatus

4. Inverters.

• Inverter preventive maintenance for each inverter per manufacturers operating guideline

• Clean inverter cabinet air vents

• Clean and change inverter air filter, if present, per manufacturer requirements

• Clean and remove dust from inverter heat sinks per manufacturer requirements

• Check torque marks and re-tightening appropriate wiring connection to design specification torque force per manufacture requirements.

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• The potential for the system inverter to produce a DC back-feed into PV array circuits shall also be verified. It should also be verified that any back-feed current is lower than the module maximum fuse rating and the string cable ampere rating.

• There are some mains to the inverter on the AC side that have to be isolated

• The inverter operational parameters operation as programmed and designed.

• All DC junction boxes (PV generator and PV array boxes) carry a warning label indicating that active parts inside of boxes are fed form the PV array and may still be energized after isolation from the PV inverter and public supply.

• Inverter type AC Module; no Dc test or inspection work required Micro inverter; testing of DC circuits is required, inspection of DC works is required.

Module integrated electronics; Where possible a standard test regime to be followed, manufacturer to be consulted to determine any restrictions to tests, manufacturers to be consulted on pass/fail criteria for tests.

• Once polarity is confirmed, cables shall be checked to ensure they are correctly identified and correctly connected into system inverter.

B. Additional:

1. The contractor shall supply to post: (include items below if needed)

• Troubleshooting and repair manuals for the Solar PV system.

2. The contractor shall ensure that the PV system remains fully functional and in a neat and orderly condition consistent with industry practice and operational requirements and shall supply the following:

• A photo-record of the installation and major components, including PV modules, inverters, transformers, BOS and source circuit combiners will be made, including photos showing connections within all installed enclosures.

• A copy of the photo record shall be provided.

3. The contractor shall Verify that components remain properly installed.

• Note whether mounting system components remain properly fitted.

• Note unusual positioning of the PV modules or mounting system.

• Note unusual positioning of the PV system conduit or combiners.

4. The contractor shall perform Inspection of outdoor components to confirm they are weatherproof and capable of surviving intact under the site environmental conditions.

• Confirm that outdoor enclosures are equipped to alleviate condensation.

• Confirm that doors, covers, panels, and cable exits are gasketed or otherwise designed to limit the entrance of dirt and moisture.

• Inspect the PV module surfaces for cracks or discolorations.

• Note build-up of leaves or other debris on PV modules, especially under and around the system hardware.

5. The contractor shall perform Testing of PV Array(s)

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• Test each source circuit string for resistance to ground with a meg-ohm meter to ensure they are within acceptable parameters.

• Test each source circuit string for open circuit Voltage and short circuit Current. A copy of the measurements is to be included in the PV system annual report.

• Curve Trace each source circuit string. Note: Curve tracing can only be performed when irradiance is greater than 600W/m2 (clear sky day, free of clouds during the test). A copy of the measurements is to be included in the PV system report.

• Any issues discovered during the I/V curve test operation will be further tested with an IR camera. This test will isolate the problem module(s) for replacement if necessary.

• Test for operating AC and DC Voltage and Currents

• Confirmation that wiring is in good condition and continuous for each wiring run.

• Inspect wiring for mechanical damage and/or corrosion.

• Inspect conduit runs and electrical enclosures.

• Verify that wiring is supported as required and that proper strain relief is correctly installed.

• Verify that exposed wiring is of the correct type and suitably sunlight and weather resistant and is factory marked (stamped) as such.

• Check wires for permanent and durable identifying labels or markings on both ends.

• Confirm that wiring is bundled, laced and otherwise laid in an orderly manner.

• Inspect all electrical components.

• Test the inverters as outlined in each inverter’s Operations and Maintenance manual.

• Confirm that lightning arrestors and surge suppressors are properly installed and wired.

• Contractor will wash the modules as appropriate. The contractor will bring with them the soft bristle brush required but will rely on the post to provide the standard extension handle (10 feet long) and the dishwashing detergent and 5-gallon bucket to conduct the effort.

• Contractor will clean the inverter fan screens and the fan blades themselves.

• Inspection of accessible electrical connections to confirm they are tight. This will require that the technicians open enclosures and check for proper torque of fasteners.

• Verification that current-carrying metal parts are solidly bonded and all equipment and PV system grounding is installed and functional per NEC 250.

Additional Repairs and Trouble Shooting:

• While at the site, the contractor will correct any discovered issues that can be corrected during the scheduled inspection.

• During overlap with the solar system warranty period, troubleshooting and repairs shall be dealt with in conjunction with the component warranty provider.

• Repairs and Troubleshooting beyond the warranty period for issues that cannot be corrected during a scheduled inspection shall be provided on a time and materials basis.

• Any repair required that is discovered during this effort that is not specifically addressed with this proposal will be handled with an additional proposal addressing the specific issue identified and is not covered under this agreement.

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Contractor Deliverables:

• A PV System report with a repair log and before and after images of the repair effort will be provided.

• In addition, a PV System report with array test data and observations will be provided.

• All drawings will be provided in the form of AutoCAD DWG and/or PDF files and written materials will be provided as WORD, Excel and/or PDF files.

• Photos shall be…