RFQ 19CB6026Q0003 _ BME - Maintenace NEC Generator - Final.pdf

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

EMBASSY OF THE UNITED STATES OF AMERICA

General Services Office February 10, 2026 #1, Street 96, Phnom Penh, Cambodia Tel: 023 728 000 Fax: 023 728 400

SUBJECT: Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S.

Embassy, Phnom Penh

Dear Prospective Quoter:

Enclosed is a Request for Quotations (RFQ) for the Preventive Maintenance Services for Generators for U.S.

Embassy, Phnom Penh for a base year of twelve months and four option years. 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 Standard Form 1449 that follows this letter.

The U.S. Embassy intends to award a contract to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract 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 pre-quotation conference and site visit on February 24, 2026, from 09:00 to 11:00 am, local time, at the U.S. Embassy Phnom Penh. Prospective quoters should contact PhonC@state.gov by COB February 18, 2026, for additional information or to arrange entry to the building. See Section L of the solicitation document.

Quotations are due by March 11, 2026, at 4:00pm (Cambodian local time). No quotation will be accepted after this time. Quotations must be in English and incomplete quotations will not be accepted.

If you mail your quotation, then it must be submitted in a sealed envelope marked "Quotation Enclosed 19CB6026Q0003, GSO Section”. Mail to:

U.S Embassy Phnom Penh # 1, Street 96, Phnom Penh, Cambodia

If you submit your quotation electronically, it must be submitted to PhnomPenhProcurement@state.gov. It is important to make sure the all attachments to the submission are MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (pdf) files. The file size must not exceed 30MB. If the file size exceeds 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:

mailto:PhnomPenhProcurement@state.gov

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

1. SF-1449

2. Section 1, Pricing

3. Section 5, Representations and Certifications

4. Additional information as required in Section 3

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. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Direct any questions regarding this solicitation to (PhnomPenhProcurement@state.gov).

Sincerely, Kara Finneren Contracting Officer

SECTION 1 - THE SCHEDULE SF-1449

02/09/2026 08:08 GMT

FinnerenKA@state.gov

KF

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

AUTHORIZED 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

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19CB6026Q0003

6. SOLICITATION ISSUE DATE

February 10, 2026

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Kara Finneren

b. TELEPHONE NUMBER(No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

4:00 PM, March 11, 2026

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

U.S. Embassy Phnom Penh SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

# 1, Street 96, Phnom Penh, Cambodia HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

Tel: (855) 23 728 000 Email: PhnomPenhProcurement@state.gov

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. 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)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

See section 1 of this contract

General Service Office and Facility Management Office U.S. Embassy – Phnom Penh

17a. CONTRACTOR/

OFFERER

CO

DE

FACILIT

Y CODE

18a. PAYMENT WILL BE MADE BY

U.S. Embassy Phnom Penh Financial Management Office # 1, Street 96, Phnom Penh, Cambodia

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

See Section 1 – The Schedule, Prices (see attached)

(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)

Kara Finneren

31c. DATE SIGNED

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

TABLE OF CONTENTS

Section 1 - The Schedule

• SF 1449 cover sheet Continuation To SF-1449, RFQ Number 19CB6026Q0003, Prices, Block 23

• Continuation To SF-1449, RFQ Number 19CB6026Q0003, Schedule of Supplies/Services, Block 20 Description/Specifications/Work Statement (Exhibit A), including Attachment 1: NEC Generator Equipment List

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

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER 19CB6026Q0003

PRICES, BLOCK 23

I. PERFORMANCE WORK STATEMENT

The purpose of this firm-fixed price contract is to provide Preventive Maintenance Services for Generators in accordance with Description/Specifications/Work Statement.

The contract will be for a period of one-year, with a maximum of four one-optional periods of performance.

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

Performs all services of Preventive Maintenance Services for Generators in the scope of work.

Paragraph V

All required services are performed and no more than one

(1) customer complaint is received per month.

A. 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.

B. 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 (May 2001), if any of the services exceed the standard.

C. PROCEDURES.

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

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

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.

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

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.

4. If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

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

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.

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

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.

III. PRICING

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 GST (if applicable). The Contractor shall complete all work, including furnishing all labor, material, equipment and services, required under this contract, for preventive maintenance services. Pricing must be in USD.

A. VALUE ADDED TAX

Value Added Tax (VAT) is not included in the 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. If required by local tax law, the entire solicitation is subject to a 10% VAT.

B. PRICING SCHEDULE (Firm-Fixed Prices Type Contract)

B.1. Base Year: 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.

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service ($)

Total per year ($)

Generator#1 include Service Part

- Manufacturer: CATERPILLAR

- Make: Standby year 2005

- Model: CAT 3512 TA

- Eng hrs: 24500

- Power: 1000KW 380V 50Hz

- Location: Utility Building

1 Maintenance 1

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

Estimated Cost for DBA Insurance (USD):

B.2. Option Year 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.

Generator#2 include Service Part

- Manufacturer: CATERPILLAR

- Make: Standby year 2005

- Model: CAT 3512 TA

- Eng hrs: 23000

- Power: 1000KW 380V 50Hz

- Location: Utility Building

1 Maintenance 1

PCC Generator include service Part

- Manufacturer: CATERPILLAR

- Make: Standby year 2005

- Model: CAT 3406 TA

- Eng hrs: 230

- Power: 320KW 380V 50Hz

- Location: Chancery Building

1 Maintenance 1

ANEXX Generator include service Part

- Manufacturer: CATERPILLAR

- Make: Standby year 2005

- Model: CAT 3406 TA

- Eng hrs: 230

- Power: 32KW 380V 50Hz

- Location: Chancery Building

1 Maintenance 1

Total Base Year:

VAT 10% (If applicable):

Total Amount including VAT for Base Year:

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service ($)

Total per year ($)

Generator#1 include Service Part

- Manufacturer: CATERPILLAR

- Make: Standby year 2005

- Model: CAT 3512 TA

- Eng hrs: 24500

- Power: 1000KW 380V 50Hz

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

B.3. Option Year 2: Base Year. The Contractor shall provide the services shown below for the base period of the

Generator#2 include Service Part

- Manufacturer: CATERPILLAR

- Make: Standby year 2005

- Model: CAT 3512 TA

- Eng hrs: 23000

- Power: 1000KW 380V 50Hz

- Location: Utility Building

1 Maintenance 1

PCC Generator include service Part

- Manufacturer: CATERPILLAR

- Make: Standby year 2005

- Model: CAT 3406 TA

- Eng hrs: 230

- Power: 320KW 380V 50Hz

- Location: Chancery Building

1 Maintenance 1

ANEXX Generator include service Part

- Manufacturer: CATERPILLAR

- Make: Standby year 2005

- Model: CAT 3406 TA

- Eng hrs: 230

- Power: 32KW 380V 50Hz

- Location: Chancery Building

1 Maintenance 1

Total Base Year:

VAT 10% (If applicable):

Total Amount including VAT for Option Year 1:

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service ($)

Total per year ($)

Generator#1 include Service Part

- Manufacturer: CATERPILLAR

- Make: Standby year 2005

- Model: CAT 3512 TA

- Eng hrs: 24500

- Power: 1000KW 380V 50Hz

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

B.4. Option Year 3: Base Year. The Contractor shall provide the services shown below for the base period of the

Generator#2 include Service Part

- Manufacturer: CATERPILLAR

- Make: Standby year 2005

- Model: CAT 3512 TA

- Eng hrs: 23000

- Power: 1000KW 380V 50Hz

- Location: Utility Building

1 Maintenance 1

PCC Generator include service Part

- Manufacturer: CATERPILLAR

- Make: Standby year 2005

- Model: CAT 3406 TA

- Eng hrs: 230

- Power: 320KW 380V 50Hz

- Location: Chancery Building

1 Maintenance 1

ANEXX Generator include service Part

- Manufacturer: CATERPILLAR

- Make: Standby year 2005

- Model: CAT 3406 TA

- Eng hrs: 230

- Power: 32KW 380V 50Hz

- Location: Chancery Building

1 Maintenance 1

Total Base Year:

VAT 10% (If applicable):

Total Amount including VAT for Option Year 2:

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service ($)

Total per year ($)

Generator#1 include Service Part

- Manufacturer: CATERPILLAR

- Make: Standby year 2005

- Model: CAT 3512 TA

- Eng hrs: 24500

- Power: 1000KW 380V 50Hz

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

B.5. Option Year 4: Base Year. The Contractor shall provide the services shown below for the base period of the

Generator#2 include Service Part

- Manufacturer: CATERPILLAR

- Make: Standby year 2005

- Model: CAT 3512 TA

- Eng hrs: 23000

- Power: 1000KW 380V 50Hz

- Location: Utility Building

1 Maintenance 1

PCC Generator include service Part

- Manufacturer: CATERPILLAR

- Make: Standby year 2005

- Model: CAT 3406 TA

- Eng hrs: 230

- Power: 320KW 380V 50Hz

- Location: Chancery Building

1 Maintenance 1

ANEXX Generator include service Part

- Manufacturer: CATERPILLAR

- Make: Standby year 2005

- Model: CAT 3406 TA

- Eng hrs: 230

- Power: 32KW 380V 50Hz

- Location: Chancery Building

1 Maintenance 1

Total Base Year:

VAT 10% (If applicable):

Total Amount including VAT for Option Year 3:

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service ($)

Total per year ($)

Generator#1 include Service Part

- Manufacturer: CATERPILLAR

- Make: Standby year 2005

- Model: CAT 3512 TA

- Eng hrs: 24500

- Power: 1000KW 380V 50Hz

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

REMARKS:

- Please refer to Paragraph V. Description/Scope of Work below, followed by EXHIBIT A:

Statement of Preventive Maintenance Services of Work for Preventive Maintenance Services for Generators.

- Awarded contract prices are Firm-Fixed-Price, so the vendor is responsible for all costs such as service fees based on the Scope of Work in RFQ, travel, hotel accommodation, other out of pocket expenses, etc.

- The Embassy will issue an annual task order against this contract.

- Payment will be made within 30 days after completion of each maintenance service (one time per Annual Maintenance) and receiving invoice.

Generator#2 include Service Part

- Manufacturer: CATERPILLAR

- Make: Standby year 2005

- Model: CAT 3512 TA

- Eng hrs: 23000

- Power: 1000KW 380V 50Hz

- Location: Utility Building

1 Maintenance 1

PCC Generator include service Part

- Manufacturer: CATERPILLAR

- Make: Standby year 2005

- Model: CAT 3406 TA

- Eng hrs: 230

- Power: 320KW 380V 50Hz

- Location: Chancery Building

1 Maintenance 1

ANEXX Generator include service Part

- Manufacturer: CATERPILLAR

- Make: Standby year 2005

- Model: CAT 3406 TA

- Eng hrs: 230

- Power: 32KW 380V 50Hz

- Location: Chancery Building

1 Maintenance 1

Total Base Year:

VAT 10% (If applicable):

Total Amount including VAT for Option Year 4:

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

C. TOTAL FOR ALL YEARS

Base Year $________________ Option Year 1 $________________ Option Year 2 $________________ Option Year 3 $________________ Option Year 4 $________________

TOTAL $________________

D: Repair option. Repairs are NOT included under this agreement and are to be done outside this contract. However, we would like to have 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. Any necessary repairs or parts will be submitted for approval and then billed against a separate purchase order (PO). The Contractor is not approved to do any additional work without approval.

Repair Labor Rates Initial Service $__________/hr Option Years $__________/hr

E: 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.

IV. TASK ORDERS

Task Orders under this contract shall contain the following information:

A. Name of contractor, B. Contract number, C. Date of purchase, D. Purchase number, E. Number of vehicles, F. Unit price, and G. Total price.

The Contracting Officer may place orders orally, telephonically, by facsimile, or in writing. Oral orders shall be confirmed in writing within three calendar days.

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

V. DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1. EQUIPMENT AND PERFORMANCE REQUIREMENTS

The US Embassy in Phnom Penh 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.

1.1: Equipment Description

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

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

3. PERFORMANCE STANDARDS

It is expected that all aspect 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.

4. HOURS OF PERFORMANCE

4.1. The Contractor shall maintain work schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. The Contractor shall deliver standard services between the hours of 8:00 AM and 17:00 PM Monday through Friday. No work shall be performed on US Government and local holidays.

5. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

5.1 General. The Contractor shall designate a representative who shall supervise the Contractor’s technicians and be the Contractor’s liaison with the US 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.

5.2 Personnel Security. The Government reserves the right to deny access to US-owned and US-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.

5.2.1 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.

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

5.2.1 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 US-owned and US-operated facilities to any individual.

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

5.3.1 The Contractor must comply with all of the following requirements relating to the protection of US Embassy in Phnom Penh, 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 US Embassy Phnom Penh and diplomatic personnel. This information should not be shared with anyone not employed by or falling under the protection of the Embassy.

Contractor personnel may be exposed to various documents, such as blueprints, drawings, sketches, notes, surveys, reports, photographs, and specifications, received or generated in conjunction with this contract. These documents contain information associated with diplomatic facilities for the US 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 US-controlled environment by appropriately cleared personnel. No further dissemination, publication, duplication, or other use beyond that which was requested and approved is authorized without specific, advance approval from DS. DS reserves the right to demand retention of all copies of said photographs and/or negatives, following fulfillment of the previously authorized usage.

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

Discussion of US 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.

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

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

5.4 Standards of Conduct

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

5.4.2 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.

5.4.3 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.

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

5.4.5 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.

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

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

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

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

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

6. SCHEDULED SERVICING ON THE PV SYSTEM

6.1. General

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

6.1.2. The Contractor shall inventory, supply and replace expendable parts that have become worn 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.

6.1.3. 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.

6.1.4. 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.

6.2 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.

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

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

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

7. PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

The Contractor shall provide trained technicians with the appropriate tools and testing equipment for scheduled maintenance, safety inspection, and safety testing as required by this Contract. The Contractor shall provide all of the necessary materials and supplies to maintain, service, inspect and test all the systems to be maintained.

7.1 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.

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

7.3 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.

8. 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 maintenance action. This is not a training requirement, but rather to document the personnel involved in the work.

9. DELIVERABLES

The following items shall be delivered under this contract:

Description QTY Delivery Date Deliver to Names, biographic data, police clearance on Contractor personnel (#5.2)

1 5 days after contract award COR

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

Certificate of Insurance (#10.2) 1 10 days after contract award COR Checklist and work sheet (6.2) 1 Prior to commencement of work COR Checklist signed by Contractor’s employee (#6.2.1)

1 After completion of each maintenance service

COR

Test and Inspection Field Report (#8.0) 1 30 days after each completion of service

COR

Invoice (#14) 1 After completion of each maintenance service

COR

10. INSURANCE REQUIREMENTS

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

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

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

Public Liability Insurance

Bodily Injury $1,000 per occurrence $10.000 Cumulative Property Damage $1,000 per occurrence $30,000 Cumulative

Workers’ Compensation and Employer’s Liability

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

11. LOCAL LAW REGISTRATION

If the local law or decree requires that one or both parties to the contract register the contract with the designated authorities to insure 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.

12. QUALITY ASSURANCE PLAN (QAP).

12.1 Plan. This plan is designed to provide an effective surveillance method to promote effective Contractor performance. The QAP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh 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.

Performance Objective PWS Para Performance Threshold Services.

Performs all services set forth in the performance work statement (PWS)

1 thru 12 All required services are performed and no more than one

(1) customer complaint is received per month

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

12.3 Standard. The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.

12.4. Procedures.

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

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

12.4.3 If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.

12.4.4 If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

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

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

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

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

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

13. 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.

13.1 On site contact. The following are the designated contact personnel between the US Embassy and the Contractor -Facility Manager: Dieterle, Benjamin -Technical Specialist: Prum, Vuthy

14. SUBMISSION OF INVOICES

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

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

Attn: Financial Management Office U.S Embassy Phnom Penh # 1, St. 96, Sangkat Wat Phnom, Daun Penh Phnom Penh, Cambodia Or via FMO Voucher Email: PHPVoucher@state.gov mailto:PHPVoucher@state.gov

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

Exhibit A - - STATEMENT OF WORK

I. SCOPE OF WORK - GENERATOR 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). Material Safety Data Sheets (MSDS) shall be provided by the contractor for all HAZMAT materials. Copies will be provided to the COR for approval.

The systems and components to be maintained include diesel generator prime mover, alternator, fuel, cooling, ventilation and lubrication systems, start and transfer systems, 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 for the PM.

2. Oil, fluids, filters and preventive maintenance parts shall be provided at the expense of the U.S.

Govt.

a. Only fluids which meet or exceed manufacturer’s specifications shall be used.

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

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

4. The Government will provide load banks for generator testing.

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 #, 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 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.

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

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.

• Test and inspection report shall be submitted to the COR within three days of completing work.

• Laboratory report for all chemicals (oil, coolant or fuel analysis) shall be submitted to the COR within 30 days from date of service.

Maintenance Interval Schedule:

The purpose of this Statement of Work is to ensure the entire standby generator systems for this facility are maintained according to manufacturer’s recommendations to ensure the readiness and proper operation of the system.

A. Annual Schedule Check R

1. 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 test.

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

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.

Solicitation 19CB6026Q0003 for Preventive Maintenance Services for Generators for U.S. Embassy, Phnom Penh

4. Generator Room.

• Fuel s – Inspect and treat fuel if needed, check fuel level, drain water and sediment.

Test fuel for degradation, water and microbial contamination.

Test autofill system, return to tank and alarms.

Check tank vents & overflow piping for obstructions Test alarms and or pumps in secondary containment.

Check hoses, piping and connections Space Heater/Room exhaust fan - Check for proper operation.

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

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 and connecting lugs. Inspect/Check buswork and supporting hardware for carbon tracking, 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.

• Check the cabinet interior for loose hardware – tighten connections.

• Electrical Connections - Check tightness

• Clean and remove dust from panels.

6. Automatic Transfer Switch (ATS).

• Inspect seals.

• Note date of last battery change. (Replace if 2 years or older).

• Tighten connections.

• Check for hot spots.

• Clean dust and vacuum all the controls, meters, switching mechanism components, interior bus work, Remote Start control panel, Annunciator and connecting lugs of the ATS.

• Inspect/Check bus work and supporting hardware for carbon tracking, cracks, corrosion, or any type of deterioration.

• Check all control wiring and power cables (especially…