RFQ 19CA5227Q0003 Chancery and CMR Generator Preventative Maintenance Services.pdf

Embassy of the United States of America 490 Sussex Drive, Ottawa, Ontario, K1N 1G8

November 3, 2026

SUBJECT: Request for Quotations number 19CA5227Q0003 SERVICE: Chancery and CMR Generator Preventative Maintenance Services

Dear Prospective Quoter:

Enclosed is a Request for Quotations (RFQ) for generator preventative maintenance services. If you would like to submit quotation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 1449 that follows this letter.

The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract/purchase order based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

The Embassy intends to conduct a mandatory pre-quotation conference at the site. The pre-proposal conference will be held on November 13 at 10:00am EST at 490 Sussex Drive and then proceed to 1500 Lisgar Road, Ottawa. Prospective offerors interested in attending this meeting should send the names and work titles of participants to ContractsOttawa@state.gov no later than November 10, 2026 no later the 2:00pm EDT. No more than two company representatives may attend.

Questions may be submitted by email to ContractsOttawa@state.gov no later than November 17, 2026. Answers will be published on the U.S. Embassy website by November 19, 2026.

Quotations are due by December 3, 2026 at 4:00pm EDT. No quotations will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

Only companies that are present at the pre-proposal conference will be authorized to submit quotations against this solicitation.

The requirement mandates that all vendors possess the necessary licenses and permits to conduct business in Canada. It is essential to ensure compliance with all Canadian regulations and legalities to operate successfully in the country.

If hiring subcontractors, offerors must also show that the subcontractors have obtained authorization to operate in Canada. Please pay attention to a crucial requirement outlined in the

DOSAR 652.242-73.

mailto:ContractsOttawa@state.gov

Your quotation must be submitted electronically in Portable Document Format (PDF) to ContractsOttawa@state.gov . Subject of your email must include the following reference:

“Quotation for RFQ#19CA5227Q0003 - The file size must not exceed 30MB. If the file size should exceed the 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

In order for a quotation to be considered, you must also complete and submit the following:

1. SF-1449

2. Section 1, Pricing

3. Section 5, Representations and Certifications

4. Additional information as required in Section 3

5. Proof of SAM Registration

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102.

Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Sincerely, William Styron Contracting Officer https://www.sam.gov/

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number 19CA5227Q0003, Prices, Block 23

• Continuation To SF-1449, RFQ Number 19CA5227Q0003, Schedule Of Services, Block 20 Description/Specifications/Work Statement

• Attachment A: Description/Specifications/Performance Work Statement

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

WOMEN-OWNED SMALL

BUSINESS (WOSB)

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

1. REQUISITION NUMBER PAGE 1 OF

2. CONTRACT NUMBER 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODE17a. CONTRACTOR/

OFFEROR

CODE

FACILITY

CODE

CODE

TELEPHONE NUMBER

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

REQUEST

FOR QUOTE

(RFQ)

INVITATION

FOR BID

(IFB)

REQUEST

FOR

PROPOSAL

(RFP)

SEE ADDENDUM

19.

ITEM NUMBER

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 Government Use Only)

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

29. AWARD OF CONTRACT: REFERENCE 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

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

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

10. THIS ACQUISITION IS UNRESTRICTED OR

NORTH AMERICAN

INDUSTRY CLASSIFICATION

STANDARD (NAICS):

SIZE STANDARD:

13a. THIS CONTRACT IS A

RATED ORDER UNDER

THE DEFENSE PRIORITIES

AND ALLOCATIONS

SYSTEM - DPAS (15 CFR 700)

SET ASIDE: % FOR:

11. DELIVERY FOR FREE ON

BOARD (FOB) DESTINATION

UNLESS BLOCK IS MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE (FEDERAL ACQUISITION REGULATION) FAR 52.212-1, 52.212-4. FAR 52.212-3

AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

8(A)

ECONOMICALLY

DISADVANTAGED

WOMEN-OWNED SMALL

BUSINESS (EDWOSB)

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

NOTE: OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30.

PR16324695 67

19CA52270003

William Styron / Keitha Lynch 613-688-5335 / 613-688-5291

19CA52

Global Financial Management Center Charleston, SC, USA

Chancery and CMR Generator Preventative Maintenance Services

William Styron

Nov 3, 2026

Dec 3 ,2026 at 4:00pm EST

19CA52

U.S. Embassy Ottawa General Services Office P.O. Box 866, Station B Ottawa, ON K1P 5T1

STOCK RECORD (S/R)

STANDARD FORM 1449 (REV. 11/2021) BACK

19.

ITEM NUMBER

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE RECEIVED (MM/DD/YYYY) 42d. TOTAL CONTAINERS

40. PAID BY

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELPHONE NUMBER OF AUTHORZED GOVERNMENT REPRESENTATIVE

32g. EMAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

PARTIAL FINAL

37. CHECK NUMBER

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER

36. PAYMENT

COMPLETE PARTIAL FINAL

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER 19CA5227Q0003

PRICES, BLOCK 23

I. PERFORMANCE WORK STATEMENT

A. The purpose of this firm fixed price contract is for generator preventative 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.

II. PRICING

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.

*All prices shall be in Canadian dollars

2.1 Base Year

A. The firm fixed price for the Base Year of the contract is:

Line Item

Description Qty Type of Service Services Per Year

Price per visit

Total Price

001 Chancery 1 Monthly 10 $ $ 002 Chancery 1 Semi-Annual 1 $ $ 003 Chancery 1 Annual 1 $ $ 004 CMR 1 Semi-Annual 1 $ $ 005 CMR 1 Annual 1 $ $

B. HST $

C. Total Price (A + B) $

2.2 First Option Year

A. The firm fixed price for the First Option Year of the contract is:

Line Item

Description Qty Type of Service Services Per Year

Price per visit

Total Price

006 Chancery 1 Monthly 10 $ $ 007 Chancery 1 Semi-Annual 1 $ $ 008 Chancery 1 Annual 1 $ $ 009 CMR 1 Semi-Annual 1 $ $ 010 CMR 1 Annual 1 $ $

B. HST $

C. Total Price (A + B) $

2.3 Second Option Year

A. The firm fixed price for the Second Option Year of the contract is:

Line Item

Description Qty Type of Service Services Per Year

Price per visit

Total Price

011 Chancery 1 Monthly 10 $ $ 012 Chancery 1 Semi-Annual 1 $ $ 013 Chancery 1 Annual 1 $ $ 014 CMR 1 Semi-Annual 1 $ $ 015 CMR 1 Annual 1 $ $

B. HST -- $

C. Total Price (A + B) $

2.4 Third Option Year

A. The firm fixed price for the Third Option Year of the contract is:

Line Item

Description Qty Type of Service Services Per Year

Price per visit

Total Price

016 Chancery 1 Monthly 10 $ $ 017 Chancery 1 Semi-Annual 1 $ $ 018 Chancery 1 Annual 1 $ $ 019 CMR 1 Semi-Annual 1 $ $ 020 CMR 1 Annual 1 $ $

B. HST $

C. Total Price (A + B) $

2.5 Fourth Option Year

A. The firm fixed price for the Fourth Option Year of the contract is:

Line Item

Description Qty Type of Service

Services Per Year

Price per visit

Total Price

021 Chancery 1 Monthly 10 $ $ 022 Chancery 1 Semi-Annual 1 $ $ 023 Chancery 1 Annual 1 $ $ 024 CMR 1 Semi-Annual 1 $ $ 025 CMR 1 Annual 1 $ $

B. HST $

C. Total Price (A + B) $

2.6 Total of Base and All Option Years

Period Total Price Base Year $ Option Year 1 $ Option Year 2 $ Option Year 3 $ Option Year 4 $ Grand Total, Base Plus All Option Years $

CONTINUATION TO SF-1449,

RFQ NUMBER 19CA5227Q0003

SCHEDULE OF SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

I. PERIOD OF PERFORMANCE

The Contractor shall perform generator preventative maintenance services, including furnishing all labor, material, equipment, vehicle and services for the U.S. Embassy at the following locations:

• U.S. Embassy Chancery – 490 Sussex Drive, Ottawa

• Chief of Mission Residence (CMR) - 1500 Lisgar Road, Rockcliffe Park, Ottawa

The price listed below shall include all labor, materials, insurance (see FAR 52.228-4 and 52.228-5), overhead, and profit. The Government will pay the Contractor the fixed price per month for standard services.

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

The performance period of this contract is from the start date in the Notice to Proceed and continuing for 12 months, with four (4) one-year options to renew. The initial period of performance includes any transition period authorized under the contract.

II. 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 Generator Preventative Maintenance services set forth in the scope of work.

__Attachment A___ 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.

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.

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

ATTACHMENT A:

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

D5090 - DIESEL GENERATOR PMSC - SOW

D5090 - LOW VOLTAGE DIESEL

STANDBY GENERATOR

PLANNED MAINTENANCE AND

INSPECTION SERVICES

U.S. Embassy Ottawa, Canada Chancery (490 Sussex Drive) and Chief of Mission Residence (1500 Lisgar Road)

Table of Contents

1. GENERAL INFORMATION

2. PROJECT REQUIREMENTS

3. DESCRIPTION OF EQUIPMENT

4. GENERAL REQUIREMENTS

5. SCOPE OF WORK - GENERATOR PLANNED MAINTENANCE AND INSPECTION

6. OPTION 1 - LOAD BANK PLANNED MAINTENANCE AND INSPECTION (NOT USED)

7. OPTION 2 - AUTOMATIC TRANSFER SWITCH PLANNED MAINTENANCE AND

INSPECTION (NOT USED)

8. OPTION 3 - DAY TANK PLANNED MAINTENANCE AND INSPECTION

9. DELIVERABLES

10. APPLICABLE PUBLICATIONS

1. GENERAL INFORMATION

The United States Embassy in Ottawa, Canada requires professional services and contractor cost proposals to perform Planned Maintenance and Inspection services of the facility's Low Voltage Diesel Standby Generator systems. The systems covered by this Statement of Work are located at the Embassy Chancery, 490 Sussex Drive, Ottawa, and the Chief of Mission Residence (CMR), 1500 Lisgar Road, Ottawa.

1.1 CONTRACT SCOPE AND LIMITATIONS

A. Standby Service - Standard Application

This contract is designed for diesel standby generators in emergency/standby service. The standard maintenance schedule assumes:

• Infrequent operation (emergency use and regular testing only)

• Typical annual operating hours less than 200 hours

• Calendar-based maintenance intervals (two visits per year)

B. Prime Power and High-Utilization Applications

Not applicable. Both generators covered by this SOW (Embassy Generator and CMR Generator) operate in emergency/standby service only; there are no prime power, continuous duty, peak shaving, co-generation or high-utilization applications.

U.S. Embassy Ottawa D5090 - Gen PMSC October 2026

C. Service Visit Frequency - Standby Service

For standard standby service, this contract provides TWO (2) scheduled maintenance visits per year for each generator:

• One (1) Semi-Annual service (every 6 months ±30 days)

• One (1) Annual service (every 12 months ±30 days)

In addition, the Embassy Generator only requires a Monthly operational check and test in accordance with CSA C282, as described in Section 5.D. Contractor-supplied load banks shall be used for the monthly load test every second month.

Additional visits, major repairs, or component replacements require separate purchase orders.

D. Hour-Based Maintenance Triggers

Certain manufacturer-required maintenance is triggered by operating hours regardless of calendar intervals (e.g., valve lash adjustment, oil changes, major services). Annual service items shall be performed every 12 months or every 250 operating hours, whichever comes first.

The Contractor shall:

• Record operating hours at each service visit

• Notify the COR when generators approach hour-based maintenance intervals

• Follow the more frequent calendar-based or hour-based schedules per manufacturer recommendations

• Perform hour-based maintenance at the next scheduled visit if within acceptable range, or coordinate additional service if immediate attention is required

E. Parallel Systems and Complex Automation

Facilities with parallel generator systems, complex load-sharing controls, or advanced automation require additional specialized services beyond standard generator maintenance. Posts with such systems must notify the Contracting Officer to add appropriate requirements for:

• Synchronization and load-sharing verification

• Paralleling switchgear maintenance

• Control system and automation programming and diagnostics

• Protection testing

The generators covered by this SOW are single-unit, non-paralleled installations.

2. PROJECT REQUIREMENTS

The Contractor shall perform planned maintenance and inspections as described in this Statement of Work (SOW). The intent of this SOW is to ensure the entire standby generator systems for this facility are maintained according to manufacturer's recommendations and to ensure the readiness and proper operation of the system.

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform professional Planned Maintenance and Inspection services for the facility's Low Voltage Diesel Standby Generator systems as defined in this Statement of Work.

Objectives:

• Ensure all standby generator systems are maintained according to Original Equipment Manufacturer (OEM) recommendations

• Ensure readiness and proper operation of generator systems for emergency power supply

• Maintain compliance with NFPA standards for generator installation and grounding

• Prevent equipment failure through regular planned maintenance

• Extend equipment service life through proper maintenance practices

3. DESCRIPTION OF EQUIPMENT

The equipment to be maintained includes the following (see the Equipment List at the end of this document for full details):

• Diesel Standby Generators - Quantity two (2):

o Embassy Generator - Caterpillar SR-4B, 875 kVA / 700 kW standby, 600 V, 3-phase, 60

Hz, with Caterpillar 3412 diesel engine. Serial No. 5NJ008008. Located at the Chancery, 490 Sussex Drive. Served by a 30,000 L main fuel storage tank and a 275 US gal (1,040 L) day tank.

o CMR Generator - Simpson Power Products (Simpower) 60 kW diesel generator set. Serial No. 38016/1. Located at the Chief of Mission Residence, 1500 Lisgar Road.

• OPTION 1: Load Banks - Not used. There are no Government-owned load banks to maintain. The Contractor shall provide load banks when needed for generator testing (see Section 4.J).

• OPTION 2: Automatic Transfer Switches - Not used. There are no automatic transfer switches to maintain under this contract.

• OPTION 3: Day Tanks - Quantity one (1): Simplex Inc. SST 275B, 275 US gal (1,040 L) steel day tank serving the Embassy Generator only.

4. GENERAL REQUIREMENTS

The Contractor shall provide the labor and materials required to carry out regularly planned maintenance and inspections as outlined in this SOW.

NOTE: The intent is for the Contractor to supply labor, fluids, filters and items that can be anticipated on a schedule such as coolant and batteries. Repairs or replacement parts should be separately priced. There should be a plan and oversight to avoid unnecessary maintenance/charges or not replacing items such as hoses when necessary.

A. Materials and Supplies

The Contractor shall inventory, supply and replace maintenance service items (e.g., filters and fluids).

1. Only fluids and parts which meet or exceed manufacturer's specifications shall be used.

2. All fluids shall be delivered in original sealed containers.

3. Contractor shall supply the parts required in performance of maintenance included in this SOW (e.g., rocker cover gaskets when performing valve lash, thermostats when performing coolant change).

B. Expendable and Common Parts

The Contractor shall maintain a supply of expendable and common parts so that these are readily available for normal maintenance to include: hoses, belts, oil, chemicals, coolant, filters, generator starting batteries, grease, sealant, thermostats, fuses; 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.

C. Exclusions

This contract does NOT include repair of equipment and replacement of hardware (e.g., bearings, pistons, piston rings, crankshaft, gears, injectors) except as indicated in the maintenance schedules and equipment list.

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.

1. 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.

D. Checklist Approval

The Contractor shall submit to the COR a schedule and description of planned maintenance tasks which the Contractor plans to provide. The Contractor shall prepare this schedule and task description in a checklist format for the COR's approval prior to contract work commencement.

E. Manufacturer's Recommended Maintenance

It is the responsibility of the Contractor to perform all manufacturers recommended planned maintenance as well as planned maintenance recommended by the manufacturer technical manuals for standby operations of the respective equipment.

1. This does not include major maintenance, planned overhauls, or injector replacements.

2. The service manuals for the Embassy Generator are on-site. The Contractor shall confirm the on-site manuals are complete and current and provide the COR a listing of any missing or out-of-date manuals.

F. 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 of the necessary materials and supplies to maintain, service, inspect and test all the systems to be maintained.

G. 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. Review and follow the manufacturer's instructions

7. Record results in the equipment history log

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

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

10. 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

H. Disposal of Hazardous Materials

The Contractor is responsible for proper disposal of toxic/hazardous substances including used oil, fuel, batteries, coolant, and other hazardous materials. 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.

I. Chemical Analysis

The Contractor is responsible for conducting laboratory analysis for fuel and oil samples. All charges for such analysis are payable by the Contractor and a report stating the test results shall be submitted to the COR within 30 days of sample collection.

J. Load Bank Testing (Refer to SOW 5.A.10 Load Testing and 5.D Monthly Schedule)

The Contractor is responsible for exercising the generator using an appropriately sized load bank. If prior permission is obtained, building load may be used. The diesel units shall be run at 75-80% of the rated capacity for a minimum of 2 hours. All charges for such testing are payable by the Contractor and a report shall be submitted to the COR.

1. The Government will not provide load banks for generator testing. The Contractor shall provide appropriately sized load banks, cabling and connection equipment when needed for testing, and is responsible for their transport, connection, operation and removal.

2. Load bank testing applies to the Embassy Generator only (875 kVA / 700 kW). The CMR Generator does not require load bank testing; it shall be run under available facility load when authorized by the COR, or under no load.

K. Licenses and Permits

The offeror shall address its plan to obtain all commercial licenses and permits required by local law. If offeror already possesses the locally required licenses and permits, a copy shall be provided.

L. OEM Certification

Provide a copy of Original Equipment Manufacturer (OEM) (e.g., CAT, MTU, KOHLER, Cummins, Generac) authorized certificate or equivalent to carry out the necessary level of requested repair/planned maintenance service on post Generators.

M. Strategic Plan

The offeror's strategic plan for generator maintenance services to include but not limited to:

1. A work plan taking into account all work elements in the Statement of Work

2. Identify types and quantities of equipment, supplies and materials required for performance of services under this contract. Identify if the offeror already possesses the listed items and their condition for suitability and if not already possessed or inadequate for use, how and when the items will be obtained

3. Identify and submit the list of parts and materials required for Semi-Annual and Annual maintenance service for all Generators

4. Provide a statement that laboratory analysis report will be provided for oil samples collected

5. Provide a statement that manifest or proof of disposal will be provided for toxic/hazardous substance wastes collected

6. Plan of ensuring quality of services including but not limited to contract administration and oversight

7. If insurance is required by the solicitation, a copy of the Certificate of Insurance(s), or a statement that the Contractor will get the required insurance, and the name of the insurance provider to be used

8. List of spare parts and suppliers of spare parts for generator and proposals shall include a description of the firm's ability to obtain replacement parts and ability to perform specialized tests/diagnostic/programming equipment for doing the planned maintenance

9. Identify the load bank(s) the offeror will provide for testing the Embassy Generator (make, model, kW rating and voltage)

N. Emergency Assistance

The Contractor shall provide emergency assistance for generator support, priced at an hourly rate, within 24 hours of being contacted by the COR. Note: If contractor is not local, this may take the form of remote troubleshooting and support until such time as travel can be initiated.

O. Pre-Service Coordination

The Contractor shall coordinate all maintenance activities with the COR at least 72 hours in advance. The Contractor shall:

• Confirm date and time of service

• Identify any facility power outages required

• Coordinate access to generator rooms and equipment

• Notify affected personnel of planned maintenance activities

5. SCOPE OF WORK - GENERATOR PLANNED

MAINTENANCE AND INSPECTION

The Contractor shall provide all materials, supervision, labor, tools, and equipment to perform planned maintenance and inspections. 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). Material Safety Data Sheets (MSDS) shall be provided by the Contractor for all HAZMAT materials, immediately upon delivery of each chemical to be used on-site.

Copies will be provided to the COR for approval.

The systems and components to be maintained include diesel generator prime mover, AC alternator, fuel, cooling, ventilation and lubrication systems, start and transfer systems, as well as control and monitoring systems.

Planned Maintenance and Inspection Interval Schedule

NOTE: This is a basic template for standby generator systems. Manufacturer's recommendations should be followed and supersede recommendations in this list. Before each consecutive interval is performed, all maintenance from the previous intervals must be performed.

If any discrepancies are found with the generator 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 number, and price for any repair material required and material lead time

3. Price quote for repair labor

4. Photographs of deficiency if applicable

A discrepancy report shall be submitted to the COR immediately upon discovery of any condition that could result in equipment failure.

At a minimum, the following work shall be completed:

A. SEMI-ANNUAL PMI SCHEDULE (Every 6 months ±30 days)

1. Visual Inspection

Conduct visual inspection around generator:

• Check for evidence of leaks, damage, loose or missing hardware

• Inspect engine and generator wiring harness for wear and damage

• Inspect supports and spring isolators for soundness and stability

• Inspect system for corrosion

• Hoses and Clamps – Inspect and replace if needed

• Belts – Inspect and adjust/replace if needed

• Inspect all fuel, oil, and water piping for secure mounting and leaks

• Inspect exhaust piping and muffler insulation

• Check/service air cleaner

2. Batteries

• Battery charger – Inspect operation and clean

• Battery electrolyte level and specific gravity – Check and adjust. Add distilled water as needed

• Perform battery load/condition test

• Clean battery terminals and lugs (apply grease on terminal connections)

• Note battery age and recommend replacement if 3 years or older

3. Fluids and Filters

• Cooling System Coolant Level - Check and adjust

• Coolant conditioner (DCA/SCA) / Antifreeze protection – Check and adjust to specs

• Jacket Water Heater - Check proper operation

• Water pump - Check

• Engine Oil Level - Check and add if needed

• Fuel/water separators – Drain water

• Engine Air Cleaner Service Indicator – Check, replace filter if needed

• Check fuel filter restriction if applicable. Replace filters if required

4. Generator Room

• Air intake/exhaust – Ensure nothing obstructs airflow; louvers are free and operate properly

• Space heater/room exhaust fan – Check for proper operation

5. Control Panel/Generator Cabinet

• Open all cabinets; remove panel covers to clean/inspect

• Clean dust and vacuum all the controls, meters, switching mechanism components, interior buswork, remote start control panel, annunciator, disconnect breaker and connecting lugs

• Inspect/Check buswork and supporting hardware for cracks, corrosion, or any type of deterioration

• Check all control wiring and power cables (especially wiring between or near hinged door) for sign of wear and deterioration. Secure and/or protect wiring and cables as required

• Check the cabinet interior for loose hardware – tighten connections

• Electrical Connections - Check tightness

• Clean and remove dust from panels

• Check for hot spots using non-contact temperature gun or IR camera

6. Grounding System Semi-Annual Inspection: Grounding, Bonding, and Objectionable Current

• The Contractor shall inspect and verify proper grounding, bonding and neutral-configuration of the generator installation per NFPA 70 (National Electrical Code) Article 250 standards and applicable manufacturer instructions.

o All grounding, bonding, neutral-configuration, and objectionable-current checks shall be performed only within the training and qualifications of a generator technician, in accordance with site safety requirements. Work inside energized switchgear or beyond this scope shall be referred to appropriately qualified electrical personnel.

• Inspect accessible grounding and bonding conductors at the generator, generator-mounted junction boxes, and transfer equipment enclosure exterior for damage, looseness, corrosion, or overheating;

confirm generator frame and enclosure bonding is intact.

• Verify external bonding jumpers on the generator (enclosure sections, doors, bases, if provided) and visible transfer equipment grounding/bonding connections and conduit fittings are present, tight, and undamaged.

• With the system energized and following safety procedures, use a clamp-on ammeter to check for objectionable current on accessible grounding/bonding conductors at the generator; report any sustained current that appears abnormal or any apparent shock hazard.

7. Automatic Transfer Switch (ATS) - Basic Inspection

This requirement is not used.

8. Engine Control Module (ECM)

• Plug in OEM computer/diagnostic hardware if applicable

• Review fault history

• Download status report or similar depending on manufacturer to be submitted with report

• Clear non-critical fault codes after documentation

NOTE: Most modern engines utilize electronic controls which require proprietary OEM software to access parameters, replace control boards and perform diagnostic tests (e.g., CAT ET, Cummins InPower). Where a generator is not equipped with an ECM, record "N/A" on the checklist.

9. Run Unit – No Load

• Run the generator with no load for 10 minutes

• Remote Start Panel - Inspect and test operation

• Check the generator for unusual conditions, such as: excessive vibration, leaks, smoke

• Verify all meters, gauges and indicators are normal and functioning properly

• Check all indication lights; replace any defective bulbs

• Check operation of safeties and alarms

10. Run Unit – With Load

Embassy Generator: Start unit and run under load for minimum 2 hours at 75-80% of rated capacity:

• Unit should be run under facility load if COR authorizes to test and exercise entire system

• If facility load is not permissible or is not a minimum of 50% of rated capacity, or if wet stacking is evident, the unit shall be exercised with a Contractor-supplied load bank to a minimum 75-80% capacity for 2 hours

CMR Generator: Load bank testing is not required. Run the unit under available facility load when authorized by the COR and record all readings listed below.

NOTES:

• The only way to ensure your system functions and is available in the event of an outage is to perform a real load test with the facility

• Continual low or no-load running results in low pressures in the engine cylinders which do not allow the piston rings to seat resulting in oil entering the combustion chamber and exhaust tract. This is commonly referred to as "wet stacking" and can cause reduced capacity, equipment damage and premature failure

• Loading of the generator will ensure proper performance of cooling and ventilation systems and that unit can run for extended periods under load without overheating

During Load Test:

• Automatic Start/Stop – Inspect

• Check louvers, shutters and room exhaust fans for proper operation

• Generator Set Vibration – Inspect

• Read and record all key performance indicators from gauges/meters/ECM:

o Ambient Temperature o Coolant Temperature o Oil Pressure o DC Voltage o Frequency (HZ) o Amps (A/B/C phases) o Volts (AB/BC/CA) o Volts Phase-Neutral (A/B/C) o Power Factor (PF) o KW output o % of Capacity o Fuel Consumption at this load

• Record Alternator bearing temperatures

• Check exhaust for excessive black or white smoke

• Check turbocharger for vibrations or any abnormal noise during operation

• Check generator bearing for noise and overheating

• Check exhaust manifold, flexible exhaust, muffler, and piping for leaks and secure mountings

• Check Crankcase breather/Blow By

• Check/service air filter

• Record time delays:

o Time delay to start o Time delay to emergency power o Time delay to normal power o Engine cool down time

11. Post-Service Activities

• Ensure system is left in proper position for automatic start and transfer

• Clean generator and generator room. Wash radiator if necessary

• Annotate date, hours and maintenance in Generator log, complete maintenance checklist and deficiency report and brief COR

• Perform any additional maintenance tasks as recommended in the manufacturer's operation and maintenance manuals

• Submit typewritten Service Inspection and Test Report, signed off by the technician for every task, to the COR within five (5) business days and email electronic copies to powersupport@state.gov

B. ANNUAL PMI SCHEDULE (Every 12 months or 250 operating hours, whichever comes first)

NOTE: It may be necessary to perform the annual inspection first when contract is awarded (e.g., don't wait a year if these items are required now).

1. Conduct Semi-Annual PMI Service

Perform all tasks listed in Section 5.A (Semi-Annual PMI Schedule) above.

2. Engine Air System

• Engine Air Cleaner Elements – Replace (do not clean)

• Engine Crankcase Breather – Clean

• Intake louvers and ducts – Inspect/Clean (follow manufacturer's recommendation). Replace filters if equipped

3. Fluid Analysis and Changes

• Engine Oil Sample - Obtain and perform laboratory analysis. Submit report to COR within 30 days

• Engine Oil and Filter(s) – Replace

• Annotate date and hours on all filters when replaced

• Fuel Filters and Water Separators – Replace o To include filters to day tanks if applicable o Clean any fuel screens if applicable

• Obtain fuel sample at day tank and storage tank for laboratory analysis

• Cooling System Coolant Sample - Test

• Cooling System Supplemental Coolant Additive (SCA/DCA) – Test and add if applicable

• Coolant filter – Change if applicable

4. Cooling System Maintenance

• Radiator – Clean (follow manufacturer's recommendation)

• Fan bearing – Inspect/Grease per manufacturer schedule

• Aftercooler core – Clean/Test if equipped

5. Engine Mechanical Systems

• Crankshaft Vibration Damper - Inspect

• Engine Protective Devices - Check

• Turbocharger – Inspect/Check

• Clean and lubricate fuel pump linkages if applicable

• Check injector pump and injectors for flow rate pressure

6. Engine Control Module (ECM) - Comprehensive

• Download status report or similar depending on manufacturer to be submitted with report

• Test unit safety shutdowns

• Provide post an electronic copy of ECM program file (backup), if equipped

• Verify all parameters are set correctly per manufacturer specifications

7. AC Alternator Inspection

• Inspect for moisture, dust, oil, grease, and debris on main stator windings, exciter

• Check commutator & slip rings, rotor & stator, bearings, bearing lubrication, voltage regulator

• Measure & record resistance readings of windings with insulation tester (Megger)

• Clean as needed

• Check Rotating Rectifier

• Inspect/Check Varistor

• Calibrate voltage-sensing relays/devices

• Grease generator bearing per manufacturer's maintenance schedule

8. Grounding System Annual Inspection: Grounding, Bonding, Neutral Configuration, and Objectionable Current (In addition to semi-annual tasks above.)

• With the generator de-energized and locked out, inspect accessible internal grounding and bonding connections in the generator terminal box/control cabinet for tightness, integrity, overheating, and corrosion.

• Verify, using nameplate, transfer equipment labeling, and available one-line diagrams, that neutral-to-ground bonding matches the system configuration:

o Separately derived system (typically 4-pole transfer switch with switched neutral): neutral-to-ground bond only at the designated point.

o Non–separately derived system (typically 3-pole transfer switch with solid neutral): no additional neutral-to-ground bonds at the generator or transfer equipment.

• Do not alter neutral or grounding connections; report any suspected mis-bonding or multiple neutral-ground bonds.

• With the system in normal operation, use a clamp-on ammeter on accessible grounding/bonding conductors at the generator to identify any objectionable current. Document abnormal readings and recommended follow-up by qualified electrical personnel.

9. Additional Maintenance Per Manufacturer Schedule

A. Generator Bearing

• Inspect/Grease as recommended by manufacturer's maintenance schedule B. Engine Generator Batteries

• Replace if 3 years old

• Dispose of old batteries in accordance with environmental regulations

• NOTE: Indicate age of current batteries on equipment sheet for planning purposes and proper quotation C. Cooling System Coolant

• Flush system and replace per manufacturer's maintenance schedule with coolant per manufacturer specifications o Every 3 years since last change o Every 6 years for Extended Life Coolant

• When performing coolant change: flush engine and replace engine thermostats

• Replace hoses if necessary

• NOTE: Indicate age of coolant on equipment sheet for planning purposes and proper quotation. If this hasn't been done or age is unknown – this needs to be performed at Contractor's first service D. Engine Valve Lash/Injector Height

• Inspect/Adjust per manufacturer's maintenance schedule

• Replace rocker cover gaskets and torque to proper specs

• NOTE: Typically, manufacturers require an initial valve lash to be performed. This may occur at

250hrs or up to 1500hrs depending upon manufacturer and model number. Many manufacturers and models require this to be done annually or according to a schedule based on run time. This needs to occur at first service if this has not been done and according to manufacturer's requirements thereafter.

Indicate date and hours on equipment list for planning and proper quotation.

10. Post-Service Activities

• Ensure system is left in proper position for automatic start and transfer

• Clean generator and generator room. Wash radiator if necessary

• Annotate date, hours and maintenance in Generator log, complete maintenance checklist and deficiency report and brief COR

• Perform any additional maintenance tasks as recommended in the manufacturer's operation and maintenance manuals

• Submit typewritten Service Inspection and Test Report, signed off by the technician for every task, to the COR within five (5) business days and email electronic copies to powersupport@state.gov

C. INITIAL CONTRACT SERVICE REQUIREMENTS

At the start of this contract, the Contractor shall supply to post:

1. 1 set of engine belts per unit to be kept onsite o Provide labor to replace belts as needed during regular scheduled service based on inspection

2. 1 set of fuel filters and water separators per unit to be kept onsite (in addition to items supplied at annual service)

NOTE: The intent of fuel filters and belts is to have these on hand quickly as needed in the event of fuel contamination or belt failure. Post should ensure these get restocked if used.

D. MONTHLY SCHEDULE (CSA C282) – EMBASSY GENERATOR ONLY

The Contractor shall perform the following monthly checks and tests on the Embassy Generator (Caterpillar SR-4B / 3412) in accordance with CSA C282. This schedule does not apply to the CMR Generator.

1. Operator Checks

• Conduct operator checks: fluid levels, battery charger operation, jacket water/block heater operation, fuel level, leaks, and alarm/annunciator status

2. Test and Verify the Entire System

• Operate the system under at least 25% of the rated load for 30 minutes using Contractor-supplied load banks (every second month)

• Inspect brush operation for sparking (where applicable)

• Inspect for bearing seal leakage

• Inspect for correct operation of all auxiliary equipment, e.g., radiator shutter control, coolant pumps, fuel transfer pumps, oil coolers, and engine room ventilation system(s)

• Record the reading for all instruments in the log

3. Block Heater

• Inspect block heater hoses and wires

4. Post-Service Activities

• Ensure system is left in proper position for automatic start and transfer

• Annotate date, hours and tasks in the Generator log and brief the COR

• Submit typewritten Monthly Service Report to the COR within five (5) business days

6. OPTION 1 - LOAD BANK PLANNED MAINTENANCE AND

INSPECTION

This requirement is not used.

There are no Government-owned load banks at Post. Load banks required for generator testing shall be provided by the Contractor in accordance with Section 4.J.

A. SEMI-ANNUAL LOAD BANK PMI

This requirement is not used.

B. ANNUAL LOAD BANK MAINTENANCE

This requirement is not used.

7. OPTION 2 - AUTOMATIC TRANSFER SWITCH PLANNED

MAINTENANCE AND INSPECTION

This requirement is not used.

There are no automatic transfer switches to be maintained under this contract.

A. SEMI-ANNUAL ATS PMI

This requirement is not used.

B. ANNUAL ATS PMI

This requirement is not used.

8. OPTION 3 - DAY TANK PLANNED MAINTENANCE AND

INSPECTION

This option applies to the Embassy Generator day tank only (Simplex Inc. SST 275B, 275 US gal / 1,040 L, located at the Chancery). The CMR Generator is not included under this option.

NOTE: Diesel fuel in day tanks stored under normal moderate environmental conditions should be useable for 12 months or more at 20°C (68°F) and 6-12 months at 30°C (85°F). Storage life is shortened by:

• Water which permits the growth of fungus and bacteria

• Exposure to temperatures greater than 30°C (85°F)

• Contact with zinc or copper

• Poor original fuel quality

• Exposure to dirt and other contaminants

NOTE: This option covers day tank checks associated with generator operation. It focuses on basic condition, leaks, fuel level, and proper operation of day tank controls and transfer equipment. It does not cover main tanks, bulk fuel storage systems, or regulatory compliance inspections.

A. SEMI-ANNUAL DAY TANK PMI (Every 6 months ±30 days)

The Contractor shall perform the following basic checks at the day tank:

1. Visual Inspection

• Inspect tank exterior for visible damage, corrosion, or leaks

• Check tank mounting and supports appear secure

• Check secondary containment (if present) for cracks or accumulated liquid; test alarms and/or pumps in secondary containment if equipped

• Look for signs of fuel staining or spills around the tank

• Verify tank grounding connection is present and appears intact

2. Fuel Level / Fuel Lines

• Check and record day tank fuel level

• Inspect visible fuel supply line from main tank to day tank for damage or leaks

• Verify fuel return line to main tank is connected and not leaking (for automatic fill systems)

• Check fuel line supports appear secure

• Check visible fuel line supports and hangers for secure condition.

3. Ventilation

• Check tank vent pipe and cap are not blocked by debris, insects, or ice

• Verify vent opening is clear

• Check overflow pipe (if present) is not obviously blocked

4. Basic Fuel Quality Check

• Drain water from bottom of tank

• Visually inspect drained fuel for water, sediment, or contamination

• Treat fuel if needed (with COR approval)

• If water or contamination is present, notify COR

5. Controls and Alarms

• Verify fuel level gauge reads correctly

• Test high and low level alarms using control panel test function

• Verify control panel powers up and shows normal status

6. Autofill/Return System Test

• Test autofill/return operation using normal test procedure

• Verify fuel transfer/return pump(s) starts and stops properly

• Check for unusual noises or leaks during operation

7. Housekeeping

• Ensure area around tank is clean and accessible

• Clean up any minor spills per site procedures

8. Post Service

• Record date, findings, and actions in equipment log

• Notify COR…