19CE2025Q0009 Preventive Maintenance Services for Daikin Chiller.pdf

Preventive Maintenance Services Contract for Daikin Chillers

Solicitation No. 19CE2025Q0009

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PREVENTIVE MAINTENANCE SERVICES CONTRACT

OVERSEAS MODEL

UNIFORM CONTRACT FORMAT

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U.S. Embassy Colombo

Date: 5/20/2025

Dear Prospective Offeror:

Subject: Request for Proposals number 19CE2025Q0009

Enclosed is a Request for Proposals (RFP) for Preventive Maintenance Services for

Daikin Chiller. If you would like to submit quotation, follow the instructions in Section

L of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 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 proposals, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

Proposals are due on or before 1700 hours on 4th June 2025. No proposals will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

Your proposal must be submitted electronically to Colombo GSO eBidding colombo-ebidding@state.gov It is important to make sure the submission is made in specific size and format; in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. 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 B, Pricing

3. Section K Representations and Certifications

4. Additional information as required in Section L

5. “The Offeror should submit a completed IRS Form W-14, found at www.irs.gov/w14, to ensure compliance with FAR 52.229-11;”]

6. Proof of SAM Registration mailto:colombo-ebidding@state.gov mailto:colombo-ebidding@state.gov http://www.irs.gov/w14

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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, Agnes Bates

Contracting Officer https://www.sam.gov/

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SECTION A

COVER PAGE - SF-1449

(available in FAR Part 53 and on the A/GA intranet site / SF1442) https://usdos.sharepoint.com/sites/A-OPE/GAM/EAD%20Documents/Forms/AllItems.aspx https://usdos.sharepoint.com/:w:/r/sites/A-OPE/GAM/_layouts/15/Doc.aspx?sourcedoc=%7B52E4FF68-9845-49E7-803C-8E2728DA2E8B%7D&file=SF-1442.doc&action=default&mobileredirect=true&DefaultItemOpen=1

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SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SCOPE OF SERVICES

The Contractor shall provide personnel, supplies and equipment, as identified in this solicitation and Exhibit I, for all Dakin Chiller Maintenance Services at U.S Embassy, Colombo as described in Section C, DESCRIPTION/SPECIFICATIONS/WORK

STATEMENT, of this contract and exhibits attached in Section J.

B.2 TYPE OF CONTRACT

This is a fixed price type contract for scheduled maintenance services as defined in the

Comprehensive Maintenance Plan (CMP) . The fixed price will include all work, including furnishing all labor, materials, equipment, and services, overhead (including cost of Workers’ Compensation and War-Hazard Insurance, which shall not be a direct reimbursement) and profit, unless otherwise specified. The Government will issue on a weekly, biweekly, monthly, quarterly, or semi-annual basis scheduled task orders, which are pre-printed forms. The scheduled work orders shall identify the listed system/equipment or other description, machine number, location, task description, for the Contractor to perform the maintenance services specified. (See Exhibit A, Section J).

An indefinite delivery/indefinite quantity type contract will be awarded for unscheduled work or urgently needed services. Individual delivery orders will be issued using the fixed hourly rates identified below. The fixed hourly rates shall include wages, overhead, general, and administrative expenses, and profit. Hours and labor categories for these delivery orders shall be negotiated into a firm-fixed-priced delivery order using the standards identified in the Means for Maintenance and Repair Costs Data and adjusted for US Embassy Colombo (Information regarding this publication can be made to 517-

585-7880). The actual amount of work to be performed, an estimate of the professional/technical effort required, the time of such performance, and the location of the property(ies) shall be authorized by delivery orders issued by the Contracting Officer.

Orals orders may be necessary for emergency services however they shall be issued in writing within three business days of the oral instructions. See Exhibit B, Section J for sample of an Unscheduled Work Order.

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.

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B.3.1 Value Added Tax

The Government will not reimburse the Contractor for VAT under this contract. The

Contractor shall not include a line for VAT on Invoices as the U.S. Embassy has a tax exemption certificate with the host government.

B.3.2 Currency

All prices shall be submitted in USD or LKR

B.3.3 Scheduled Maintenance Services

(a) In consideration of satisfactory performance of all the scheduled services required under this contract, the Contractor shall be paid a fixed-price per month for Scheduled

Maintenance Services. No additional sums will be payable on account of any escalation in the cost of materials, equipment, or labor (unless mandated by local law see B.7), or because of the Contractor 's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required by the maintenance plan is. Nor will the contract price be adjusted on account of fluctuations in the currency exchange rate.

(b) Premium pay for services required to be provided on holidays is included only in the fixed prices for Scheduled Maintenance Services.

B.3.4 Unscheduled Services

(a) The fixed hourly rates per labor category shall be used to establish firm fixed-price task orders. Each task order shall be issued in advance and priced by multiplying the hourly rates by the number of hours required.

(b) The Contractor shall also be reimbursed for costs for any materials/equipment ordered under the task order issued by the Government in conjunction with the

Unscheduled Services, as further described in H.14. No profit shall be added to this material/equipment. All costs of materials/equipment shall be itemized on the invoice, such as purchase price of material/equipment, cost of transportation and cost of handing.

If VAT charges are paid, then they must be itemized in each task order.

B.3.5 Emergency Services

(a) Emergency services shall be issued and priced at the same rates as unscheduled services, however, work that is required beyond normal working hours or days (see F.8) or 40 hours per week or 8 hours per day and meet the definition of emergency services as defined in C.1.3 may use overtime rates as fixed below.

(b) The Contractor shall also be reimbursed for costs for any materials/equipment ordered under the task order issued by the Government in conjunction with the

Emergency Services, as further described in H.14. No profit shall be added to this

P a g e 9 | 123 material/equipment. All costs of materials/equipment shall be itemized on the invoice, such as purchase price of material/equipment, cost of transportation and cost of handing.

If VAT charges are paid then they must be itemized in each task order.

B.3.6 Ordering

(a) All supplies or services to be furnished under this contract shall be ordered by the issuance of delivery orders by the Department of State. Orders may be issued from the date of the Contracting Officer's signature until the end of the "Period of Performance" applicable to this contract.

(b) Contractor will be asked to submit a cost proposal (sample shown in Exhibit D) when given a draft scope of work for an unscheduled task.

(c) Contracting Officer will negotiate and develop firm-fixed-priced delivery orders for each unscheduled or emergency task that needs to be performed.

(d) All delivery orders are subject to the terms and conditions of this contract. This contract shall take precedence in the event of conflict with any order.

B.4 BASE PERIOD PRICES

B.4.1. Scheduled Maintenance Services.

The fixed price for the first year (starting on the date stated in the Notice to Proceed and continuing for a period of 12 months) for scheduled maintenance services as defined in

C.1.3.1. is:

*Refer to Exhibit A for additional information.

CLIN Description Quantity of

Equipment

Type of services No. of service

Unit price / service ($)

Total per year ($)

Daikin Centrifugal

Compressor Water

Chiller -Model:

WSC087MAV47G

Semi-annual

& Annual

Laboratory check for oil 3 Annual 1

Associated Motor

Starter – Variable

Frequency Drives

(ACS880-PD-635A-

3+X1552)

Semi-annual

& Annual

Electronic &

Electrical Control

Panels

Semi-annual

& Annual

Total Base Year

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* Semiannual and annual as per manufacturer’s recommendations.

B.4.2 Unscheduled Maintenance Services. The fixed unit prices for unscheduled maintenance service as defined in C.1.3.1 is:

B.4.2.1 Training

The contractor shall provide up to 20 hours of training in the base year, in person.. All training records and materials shall be shared with post via email. If the contractor reaches 15 hours of training in a given year and anticipates that more than 20 hours will be required, the Contractor shall notify Post and request a change Order for the additional hours. Each option year will include 6 hours of in person training.

Provide Training in Year 1 to the Facilities HVAC Personnel

i. Training shall be provided on operations and maintenance of the entire Chiller system inclusive of all calibration, controls and software related involvement to the Chiller control system and Condenser and Evaporator tube cleaning with full details, such as using chemical and without chemical etc.

ii. The trainer should go through daily, weekly, monthly, quarterly work order generated by the CMMS system that includes operations and maintenance checks.

iii. Training on how to identify issues in the system requiring visit or remote support.

iv. Provide instruction/guidance to clear Daikin Chiller alarms and perform any minor repairs needed to address those alarms.

CLIN Description Quantity of

Equipment

Type of services No. of service

Unit price / service ($)

Total per year ($)

Daikin Centrifugal

Compressor Water

Chiller -Model:

WSC087MAV47G

Semi-annual

& Annual

Laboratory check for oil 3 Annual 1

Associated Motor

Starter – Variable frequency drives

(ACS880-PD-635A-

3+X1552)

Semi-annual

& Annual

Electronic &

Electrical Control

Panels

Semi-annual

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Training in Daily Maintenance for Employees

LABOR

CATEGORY

ESTIMATED

HOURS

HOURLY RATE

(for evaluation purposes only)

TOTAL

Training 20

B.4.3 Remote Support

The Contractor shall provide up to 30 hours of Remote Support to Post per year, either by phone or by email. The Contractor shall respond to all non-emergency requests within 24 hours, or on the next business day. If Post requires Emergency Support, the Contractor shall respond to Post within 4 hours. All correspondence with Post shall be shared with

Daikin Chiller Support via email. If the Contractor reaches 15 hours of support in a given year and anticipates that more than 20 hours will be required, the Contractor shall notify

Daikin Chiller Support and request a Change Order for the additional hours.

ESTIMATED

HOURS

HOURLY RATE

(for evaluation purposes only)

Chiller Technician 30

B.4.4 Minimum and Maximum Amounts for Unscheduled Maintenance and

Emergencies

During this contract period, the Government shall place orders totaling a minimum of five (5) hours. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed fifty (50) hours. This reflects the contract maximum for unscheduled services for this period of performance.

B.5 FIRST OPTION YEAR PRICES

B.5.1. Scheduled Maintenance Services

The fixed price for the first option year (starting on the day after the last date of the previous year and continuing for a period of 12 months) for scheduled maintenance services as defined in C.1.3.1. is:

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* Semiannual and Annual as per manufacturer’s recommendations.

B.5.2. Unscheduled Maintenance Services. The fixed unit prices for unscheduled maintenance service as defined in C.1.3.1. is:

Quantity of

Equipment

Type of services No. of service

Unit price / service ($)

Total per year ($)

Daikin Centrifugal

Compressor Water

Chiller -Model:

WSC087MAV47G

Semi-annual

& Annual

Laboratory check for oil 3 Annual 1

Associated Motor

Starter – Variable

Frequency Drives

(ACS880-PD-635A-

3+X1552)

Semi-annual

& Annual

Electronic &

Electrical Control

Panels

Semi-annual

CLIN Description Quantity of

Equipment

Type of services No. of service

Unit price / service ($)

Total per year ($)

Daikin Centrifugal

Compressor Water

Chiller -Model:

WSC087MAV47G

Semi-annual

& Annual

Laboratory check for oil 3 Annual 1

Associated motor starter – Variable

Frequency Drives

(ACS880-PD-635A-

3+X1552)

Semi-annual

& Annual

Electronic &

Electrical Control

Panels

Semi-annual

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B.5.2.1 Training

The contractor shall provide up to 6 hours of training in the base year, in person.. All reaches 6 hours of training in a given year and anticipates that more than 6 hours will be required, the Contractor shall notify Post and request a change Order for the additional to the Chiller control system and Condenser and Evaporator tube cleaning with full details, such as using chemical and without chemical etc.

ii. The trainer should go through daily, weekly, monthly, quarterly work order generated by the CMMS system that includes operations and maintenance checks.

iii. Training on how to identify issues in the system requiring visit or remote support.

iv. Provide instruction/guidance to clear Daikin Chiller alarms and perform any minor repairs needed to address those alarms.

ESTIMATED

HOURS

HOURLY RATE

(for evaluation purposes only)

Training 6

B.5.3 Remote Support hours, or on the next business day. If Post requires Emergency Support, the Contractor shall respond to Post within 4 hours. All correspondence with Post shall be shared with

Daikin Chiller Support via email. If the Contractor reaches 15 hours of support in a given

ESTIMATED

HOURS

HOURLY RATE

(for evaluation purposes only)

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B.5.4 Minimum and Maximum Amounts for Unscheduled Maintenance and five (5) hours . This reflects the contract minimum for unscheduled orders for this period

B.6 SECOND OPTION YEAR PRICES

B.6.1. Scheduled Maintenance Services.

The fixed-price for the second option year (starting on the day after the last date of the

Equipment

Type of services No. of service

Unit price / service ($)

Total per year ($)

Daikin Centrifugal

Compressor Water

Chiller -Model:

WSC087MAV47G

Semi-annual

& Annual

Laboratory check for oil 3 Annual 1

Associated Motor

Starter – Variable

Frequency Drives

(ACS880-PD-635A-

3+X1552)

Semi-annual

& Annual

Electronic &

Electrical Control

Panels

Semi-annual

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B.6.2. Unscheduled Maintenance Services. The fixed unit prices for unscheduled

B.6.2.1 Training reaches 6 hours of training in a given year and anticipates that more than 6 hours will be to the Chiller control system and Condenser and Evaporator tube cleaning with full details, such as using chemical and without chemical etc.

ii. The trainer should go through daily, weekly, monthly, quarterly work order generated by the CMMS system that includes operations and maintenance checks.

iii. Training on how to identify issues in the system requiring visit or remote support.

Quantity of

Equipment

Type of services No. of service

Unit price / service ($)

Total per year ($)

Daikin Centrifugal

Compressor Water

Chiller -Model:

WSC087MAV47G

Semi-annual

& Annual

Laboratory check for oil 3 Annual 1

Associated motor starter – Variable

Frequency Drives

(ACS880-PD-635A-

3+X1552)

Semi-annual

& Annual

Electronic &

Electrical Control

Panels

Semi-annual

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ESTIMATED

HOURS

HOURLY RATE

(for evaluation purposes only)

B.6.3 Remote Support hours, or on the next business day. If Post requires Emergency Support, the Contractor shall respond to Post within 4 hours. All correspondence with Post shall be shared with

Daikin Chiller Support via email. If the Contractor reaches 15 hours of support in a given

ESTIMATED

HOURS

HOURLY RATE

(for evaluation purposes only)

B.6.4 Minimum and Maximum Amounts for Unscheduled Maintenance and

B.7 THIRD OPTION YEAR PRICES

B.7.1. Scheduled Maintenance Services.

The fixed-price for the first option year (starting on the day after the last date of the

Equipment

Type of services No. of service

Unit price / service ($)

Total per year ($)

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B.7.2. Unscheduled Maintenance Services. The fixed unit prices for unscheduled

B.7.2.1 Training

Daikin Centrifugal

Compressor Water

Chiller -Model:

WSC087MAV47G

Semi-annual

& Annual

Laboratory check for oil 3 Annual 1

Associated Motor

Starter – Variable

Frequency Drives

(ACS880-PD-635A-

3+X1552)

Semi-annual

& Annual

Electronic &

Electrical Control

Panels

Semi-annual

CLIN Description Quantity of

Equipment

Type of services No. of service

Unit price / service ($)

Total per year ($)

Daikin Centrifugal

Compressor Water

Chiller -Model:

WSC087MAV47G

Semi-annual

& Annual

Laboratory check for oil 3 Annual 1

Associated motor starter – Variable

Frequency Drives

(ACS880-PD-635A-

3+X1552)

Semi-annual

& Annual

Electronic &

Electrical Control

Panels

Semi-annual

P a g e 18 | 123 reaches 6 hours of training in a given year and anticipates that more than 6 hours will be to the Chiller control system and Condenser and Evaporator tube cleaning with full details, such as using chemical and without chemical etc.

ii. The trainer should go through daily, weekly, monthly, quarterly work order generated by the CMMS system that includes operations and maintenance checks.

iii. Training on how to identify issues in the system requiring visit or remote support.

ESTIMATED

HOURS

HOURLY RATE

(for evaluation purposes only)

B.7.3 Remote Support hours, or on the next business day. If Post requires Emergency Support, the Contractor shall respond to Post within 4 hours. All correspondence with Post shall be shared with

Daikin Chiller Support via email. If the Contractor reaches 15 hours of support in a given

ESTIMATED

HOURS

HOURLY RATE

(for evaluation purposes only)

B.7.4 Minimum and Maximum Amounts for Unscheduled Maintenance and

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B.8 FOURTH OPTION YEAR PRICES

B.8.1. Scheduled Maintenance Services.

The fixed-price for the first option year (starting on the day after the last date of the

B.8.2. Unscheduled Maintenance Services. The fixed unit prices for unscheduled

Equipment

Type of services No. of service

Unit price / service ($)

Total per year ($)

Daikin Centrifugal

Compressor Water

Chiller -Model:

WSC087MAV47G

Semi-annual

& Annual

Laboratory check for oil 3 Annual 1

Associated Motor

Starter – Variable

Frequency Drives

(ACS880-PD-635A-

3+X1552)

Semi-annual

& Annual

Electronic &

Electrical Control

Panels

Semi-annual

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B.8.2.1 Training reaches 6 hours of training in a given year and anticipates that more than 6 hours will be to the Chiller control system and Condenser and Evaporator tube cleaning with full details, such as using chemical and without chemical etc.

ii. The trainer should go through daily, weekly, monthly, quarterly work order generated by the CMMS system that includes operations and maintenance checks.

iii. Training on how to identify issues in the system requiring visit or remote support.

Equipment

Type of services No. of service

Unit price / service ($)

Total per year ($)

Daikin Centrifugal

Compressor Water

Chiller -Model:

WSC087MAV47G

Semi-annual

& Annual

Laboratory check for oil 3 Annual 1

Associated motor starter – Variable

Frequency Drives

(ACS880-PD-635A-

3+X1552)

Semi-annual

& Annual

Electronic &

Electrical Control

Panels

Semi-annual

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ESTIMATED

HOURS

HOURLY RATE

(for evaluation purposes only)

B.8.3 Remote Support hours, or on the next business day. If Post requires Emergency Support, the Contractor shall respond to Post within 4 hours. All correspondence with Post shall be shared with

Daikin Chiller Support via email. If the Contractor reaches 15 hours of support in a given

ESTIMATED

HOURS

HOURLY RATE

(for evaluation purposes only)

B.8.4 Minimum and Maximum Amounts for Unscheduled Maintenance and

B.9 GRAND TOTAL

Base Year Total

First Option Year Total

Second Option Year Total

Third Option Year Total

Fourth Option Year Total

GRAND TOTAL

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SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1. INTRODUCTION

C.1.1. General. The US Embassy, Colombo requires a Contractor for preventive maintenance service provider for Daikin Chiller to perform both scheduled and unscheduled work orders on US Government owned properties. The Contractor shall furnish managerial, administrative and direct operational personnel to accomplish all work as required in this contract. The Contractor shall designate an English speaking representative who shall supervise the Contractor's workforce and be the Contractor's liaison with the U.S.

The designated person shall be located on-site in an office designated by the Contracting

Officer during normal Embassy working hours and shall have supervision as his/her sole function during the times s/he is on duty. The Contractor's employees shall be on-site only for contractual duties and not for any other business or purposes. Specific services are described in detail below.

C.1.2. Personnel. The Contractor shall be responsible for providing qualified technicians (with at least one of each trade at the journey-man level or equivalent) with relevant experience of more than 3 years to meet the minimum requirements established below to perform maintenance services in accordance with the maintenance plan shown in Exhibit A and unscheduled services. Helper positions do not need to meet this 3 year minimum requirement. Personnel shall meet the minimum criteria for labor categories shown in Section B.4.2 as identified in Exhibit C.

C.1.3 Definitions.

"Chancery" means the building of the embassy used for official activities or means the official residence of the ambassador.

“CMMS” is a computer maintenance management system such as PASS/RPA (real estate management system), PMCI or QUIBIC.

"CMP" is a comprehensive maintenance plan

"Daily" means 5 days per week, on each non-holiday workday.

"DCMR" means the official residence of the Deputy Chief of Mission.

"Emergency Services" are task orders which require immediate attention. May involve working other than normal work day or hour as defined in F.8. Contractor required to respond to call within 8 hours and take action to minimize emergency situation.

"EOB" means Embassy Office Building.

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"Execution Plan" is submitted by the Contractor and defines the methods and disciplines used to carry out the maintenance plan as provided in Exhibit A.

"General Instructions" mean those instructions, directives and guidelines that apply to all employee maintenance personnel.

"HVAC" means Heating Ventilating Air Conditioning.

“Make Readies” should be negotiated as unscheduled work orders.

"NOB" means New Office Building

"PM" means Preventive Maintenance

"Routine Maintenance and Repair" includes the preservation in a sound state of real property and might include day-to-day electrical and plumbing work, and the purchase of maintenance stock.

"Scheduled Maintenance Services" includes all routine maintenance functions identified in the Exhibit A, Comprehensive Maintenance Plan or Facility Maintenance Plan, for

Post systems and equipment.

"Unscheduled Maintenance and Repair Services" includes minor maintenance and repair services which are not identified in the Comprehensive Maintenance Plan or Facility

Maintenance Plan.

C.1.3.1. Executive Plan The Contractor shall provide an Executive Plan to carry out the maintenance as shown in Exhibit A. These duties and responsibilities described in Subsection C.1.5. The Contractor shall provide a draft of the Executive Plan to the COR for review 30 days after contract award.

C.1.4 Location, Service, Kind of Personnel: A sample listing of locations, kinds of services, and personnel by category, is provided in Exhibit A (Department of State

Real Estate Management System and Preventive Maintenance Work Order Tasks). A sample of an unscheduled order is described in Exhibit B and is for illustration only and will not necessarily be identical to services provided under this contract.

C.1.5 Duties and Responsibilities.

C.1.5.1 Outline of Daikin Chiller Maintenance Services to be Performed:

(ALL PROPERTIES)

Services to be performed by these engineers shall include those outlined below. Damage or situations requiring major or specialized remedial services shall promptly be brought to the attention of the COR or the Embassy Buildings Management Office, and efforts shall be made to minimize such trouble or damage until proper corrective action can be

P a g e 24 | 123 taken. Major and specialized repairs shall be carried out by the Government, independent of this contract. Services to be performed as part of scheduled maintenance to include:

Semi Annual PM

Annual PM

Manufactures’ Recommended PM

Emergency Services

Remote Support

⃰ Refer to Exhibit A for additional information.

C.1.5.1.1. Electrical

a) Making insulation resistance tests, adjusting relays, resetting circuit breakers, cleaning contact surfaces.

b) Inspect the variable frequency driver/motor driver for any abnormal noises and malfunctions.

c) Monitoring the communication/controls of the chiller system and provide emergency support for any alarms of the system. Provide instructions/guidance for clear those alarms and perform any minor repairs needed to address those alarms.

d) Keeping a record log of the events, electrical parameters and the PMs

(2) Replacing circuit breakers and/or fuses, material

(3) In an emergency, taking all possible measures to prevent hazards, ensure safety and maintain property. Promptly reporting to the COR, the Power Company (as required by the Embassy-Power Company Agreement), or to the Marine Guard on duty when the COR or his/her staff are unavailable.

C.1.5.1.2. HVAC

(1) Operating the Heating/Ventilation/Air Conditioning(HVAC) systems according to the pertinent seasonal cooling/heating requirements as prescribed by the COR.

(2) Providing seasonal (i.e. off-, pre-, and post-season) servicing on the heating and air-conditioning plant equipment.

(3) Making insulation tests, adjusting relays, resetting circuit breakers, cleaning contact surfaces.

(4) Making minor repairs to the systems and their equipment in accordance with scheduled and unscheduled work orders.

(5) Keeping records on power consumption and operation/maintenance/repair of major equipment, as defined by Post, on a daily basis, in a continuous calendar-day

P a g e 25 | 123 series: these records shall remain the property of the Government and be available for inspection by the COR or his staff at any time.

(6) Inspecting pumps for abnormal temperature, vibration, noise, and other trouble symptoms, and adjusting as necessary.

(7) Inspecting valves for restriction, leaks and other trouble symptoms, and adjusting as necessary.

(8) Inspecting cooling towers, checking condition of cooling water, if dirty replacing with clean water. Cleaning strainers when replacing cooling water. Insuring that the water treatment equipment is properly working and that the water is being treated in accordance with manufacturer's recommendations.

(9) Performing periodic cleaning, washing and/or replacing of all air filters for Daikin

Chiller System, air handling and fan coil units at all properties. The terms "cleaning" means "dusting" where unwashable filters are used, "washing", where washable filters are used and "replacing" where unwashable/throwaway filters are used.

(10) Inspecting all HVAC work including pipes, ducts, valves, dampers, fittings, waste water and sewer lines, traps, catch basins, toilet fixtures, down-spouts, and gutters for clogging and loose joints, restrictions, leaks, and other faulty conditions; providing routine servicing such as retightening, caulking, lubricating, and performing first echelon maintenance. All supplies and equipment (except ordinary tools such as screwdrivers, wrenches, etc.) needed for the repairs shall be furnished by the Government, subject to the approval of the COR

C.1.5.2 Electrical/Mechanical Installations to be Operated and Maintained:

See Exhibit A for a representative sampling of the systems and equipment to be

Operated and maintained.

C.2 SUPERINTENDENCE BY CONTRACTOR:

The entire operation of the contracted services shall be superintended by the Contractor's bilingual (English/Sinhala and Tamil) liaison, who shall maintain a close contact with the

Contracting Officer and the COR in order to coordinate the performance of the contracted services with the needs of the Government.

The liaison, (or his/her qualified assistant), shall be on duty throughout the normal operating hours of the Embassy. S/he shall also superintend the performance of the contracted services on Saturdays, Sundays, and holidays

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C.3 QUALITY ASSURANCE

The Contractor shall institute an appropriate inspection system including checklists of duties to be carried out, ensuring these duties are carried out by the supervisory staff and senior employees, and carrying out weekly inspections to determine whether the various services are being performed according to the contract requirements. Copies of the weekly inspection reports shall be provided to the COR.

Any shortcomings and/or substandard conditions noted in such inspections shall be promptly corrected and improved; any conditions beyond the responsibility of the

Contractor shall be brought to the attention of the Contracting Officer or COR, for disposition.

C.3.1 VISIT, DEFICIENCIES, & PARTS REQUIRED TO BE ON HAND REPORT :

The Contractor shall render a chiller maintenance report, summing up observations resulting from the inspections, difficulties or irregularities encountered, measures taken, improved conditions, repairs or services needed (those beyond the

Contractor's responsibilities), special work done, recommendations, and other matters related to operation and maintenance of the buildings and facilities covered by this contract. The visit report shall be provided in a format similar to the one in Exhibit F, signed by an authorized representative of the Contractor, and shall be submitted to the

COR, together with the Contractor's monthly invoice within 5 business days of their visit and make note of needed repairs and required spare parts.

C.3.2 Inspection by Government: The services being performed hereunder and the supplies furnished therefor will be inspected from time to time by the COR, or his/her authorized representatives, to determine that all work is being performed in a satisfactory manner, and that all supplies are of acceptable quality and standards.

The Contractor shall be responsible for any countermeasures or corrective action, within the scope of this contract, which may be required by the Contracting Officer as a result of such inspection.

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SECTION D - PACKAGING AND MARKING

D.1. MATERIALS DELIVERED TO THE SITE SHALL BE MARKED AS

FOLLOWS:

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SECTION E - INSPECTION AND ACCEPTANCE

E.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. In addition, the full text of a clause may be accessed electronically at: Acquisition.gov this address is subject to change.

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the Department of State Acquisition website at e-CFR to see the links to the

FAR. You may also use an Internet “search engine” (for example, Google, Yahoo or

Excite) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

CLAUSE TITLE AND DATE

52.246-4 INSPECTION OF SERVICES – FIXED PRICE (AUG 1996)

52.246-12 INSPECTION OF CONSTRUCTION (AUG 1996)

E.2 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan is designed to provide an effective surveillance method to promote effective

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 conduct quality assurance to ensure that contract standards are achieved.

PERFORMANCE OBJECTIVE

PWS

PARAGRAPH

PERFORMANCE

THRESHOLD

Performs all maintenance services set forth in the Performance Work Statement

(PWS)

C.1 thru C.4

All required services are performed and no more than one customer complaint is received per month https://acquisition.gov/browse/index/far https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl

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E.2.1. 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.

E.2.2. 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 52.246-4, Inspection of Services – Fixed Price (AUG

1996)), if any of the services exceed the standard.

E.2.3. 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.

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SECTION F - DELIVERIES OR PERFORMANCE

F.1. 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

52.242-14 SUSPENSION OF WORK (APR 1984)

52.242-15 STOP-WORK ORDER (AUG 1989)

52.242-17 GOVERNMENT DELAY OF WORK (APR 1984)

F.2. PERIOD OF PERFORMANCE

The contract shall be effective on the date of the Contracting Officer's signature, and shall remain in effect until end of May 2030, with base year and four (4) option years.

Individual delivery orders for unscheduled work will identify completion times for specific unscheduled/urgent tasks.

F.3. DELIVERABLES

The following items shall be delivered under this contract:

Description Quantity Delivery Date Deliver To

C.1.3.2 Execution Plan 1 30 days after award COR

C.3. Quality Assurance Plan 1 10 days after award COR

C.3. Inspection Report 1

7 days after end of weekly period COR

C.3.1. Visit, Deficiencies, &

Parts required to be on hand

Report 1

Within 10 days upon each visit COR

H.1.2.3. Bios on Personnel 1 10 days after award COR

H.3. Bonds 1 30 days after award CO

H.4. Insurance/Licenses &

Permits 1

30 days after Notice of

Award CO

H.10.1 Safety Plan 1 30 days after contract award COR https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl

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H.7.1 Safety Plan 1 30 days after award COR

F.4 CONTRACTOR'S SUBMISSION OF MAINTENANCE SCHEDULE AND

MINOR REPAIRS UNDER UNSCHEDULED WORK ORDERS

The time for submission of the schedules and General Instructions referenced in Section

I, 52.236-15, "Schedules for Construction Contracts", paragraph (a), is hereby modified to reflect the due date for submission as " 5 calendar days after receipt of an executed contract". The Contractor shall weekly revise such schedules (1) to account for the actual progress of the work, (2) to reflect approved adjustments in the performance schedule, and (3) as required by the Contracting Officer to achieve coordination with work by the Government and any separate contractors employed by the Government.

The Contractor shall submit a schedule which sequences work so as to minimize disruption at the jobsite.

All deliverables shall be in the English language, unless otherwise provided hereunder, and any system of dimensions (i.e., English or metric) shown shall be consistent with that used in the contract. No extension of time shall be allowed on account of a delay by the

Government in approving such deliverables if the Contractor has failed to act promptly and responsively in submitting its deliverables. Each deliverable shall be identified as required by the contract.

F.5 ACCEPTANCE OF SCHEDULE

When the Government has accepted any time schedule, it shall be binding upon the

Contractor. The completion date is fixed and may be extended only by a written modification to the delivery order signed by the Contracting Officer. Acceptance or approval of any schedule or revision thereof by the Government shall not (1) extend the completion date or obligate the Government to do so, (2) constitute acceptance or approval of any delay, nor (3) excuse the Contractor from or relieve the Contractor of its obligation to maintain the progress of the work and achieve final completion by the established completion date.

F.6. NOTICE OF DELAY

In the event the Contractor receives a notice of any change in the work, or if any other conditions arise which are likely to cause or are actually causing delays which the

Contractor believes may result in completion of the project after the completion date, the

Contractor shall notify the Contracting Officer of the effect, if any, of such change or other conditions upon the approved schedule, and shall state in what respects, if any, the relevant schedule or the completion date should be revised. Such notice shall be given promptly, and not more than ten (10) days following the first occurrence of event giving rise to the delay or prospective delay. Revisions to the approved time schedule shall only be made with the approval of the Contracting Officer.

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F.7. NOTICE TO PROCEED

(a) Following receipt from the Contractor of any bonds or evidence of insurance within the time specified in Section H of this contract, and following acceptance of these documents by the Contracting Officer, the Contracting Officer will provide to the

Contractor a Notice to Proceed. The Contractor must then prosecute the work required hereunder.

(b) It is possible that the Contracting Officer may elect to issue the Notice to Proceed prior to receipt and acceptance of any bonds or evidence of insurance required hereunder.

Issuance of a Notice to Proceed by the Government before receipt of the required bonds or insurance certificates or policies shall not be a waiver of the requirement to furnish these documents.

F.8. WORKING HOURS

All work shall be performed during Monday to Thursday 8.00 a.m. to 5.30 p.m. and

Friday 8.00 a.m. to 12.00 p.m. except for the holidays identified below. Other hours, initiated by the Contractor, may be approved by the Contracting Officer's Representative.

Notice must be given 24 hours in advance to COR who will consider any deviation from the hours identified above. Changes in work hours will not be cause for a price increase.

F.9. EXCUSABLE DELAYS

The Contractor will be allowed time, not money, for excusable delays as defined in FAR

52.249-10, Default. Examples of such cases include (l) acts of God or of the public enemy, (2) acts of the United States Government in either its sovereign or contractual capacity, (3) acts of the government of the host country in its sovereign capacity, (4) acts of another contractor in the performance of a contract with the Government, (5)fires, (6) floods, (7) epidemics, (8) quarantine restrictions, (9) strikes, (l0) freight embargoes, (11) delays in delivery of Government furnished equipment and (12) unusually severe weather. In each instance, the failure to perform must be beyond the control and without the fault or negligence of the Contractor, and the failure to perform furthermore (1) must be one that the Contractor could not have reasonably anticipated and taken adequate measures to protect against, (2) cannot be overcome by reasonable efforts to reschedule the work, and (3) directly and materially affects the date of final completion of the project.

F.10 POST AWARD CONFERENCE

A post award conference will be if required to discuss the schedule, submittals, notice to proceed, mobilization and other important issues that affect the progress under this contract.

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SECTION G - CONTRACT ADMINISTRATION DATA

G.1 652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE (COR)

(AUG 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name or position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative

(COR). Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a warranted Contracting Officer and this authority is delegated in the designation.

(b) The COR for this contract is Facilities Maintenance Engineer • MGT/FAC

G.1.1 Duties

The COR is responsible for inspection and acceptance of services. These duties include review of Contractor invoices, including the supporting documentation required by the contract. The COR may provide technical advice, substantive guidance, inspections, invoice approval, and other purposes as deemed necessary under the contract.

G.2. PAYMENT

G.2.1. General.

The Contractor's attention is directed to Section I, 52.232-1, "Payments", and 52.232-5, "Payments Under Fixed-Price Construction Contracts". The following subsections elaborate upon the information contained therein. All invoices should contain copies of the signed work orders completed that month and status information on those not completed. Completed work orders shall bear the signature of the Contractor’s quality control personnel. Work orders shall consist of all preventive maintenance orders as well as unscheduled and emergency orders issued since the submittal of the last invoice.

Invoices shall be submitted in an original and three (2) copies to the Contracting'

Officer's Representative (COR) at the following address (designated payment office only for the purpose of submitting invoices):

FMO Billing

American Embassy Colombo

210, Galle Road

Colombo 3

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G.2.2. Detail of Payment Requests

Each application for payment, which shall be made no more frequently than monthly, unless otherwise provided herein, shall cover the fixed price preventive maintenance fee and the value of labor and materials completed and in place for individual delivery orders.

In addition, the Contractor shall provide the following support for each request for payment for additional, seasonal, and emergency services:

Time sheets to support the number of hours worked for each work order and signed by the Contractor’s approving official that work has been completed.

G.2.3. Payments to Subcontractors

The Contractor shall make timely payment from the proceeds of the progress or final payment for which request is being made, to his subcontractors and suppliers in accordance with the Contractor's contractual arrangements with them.

G.2.4. Evaluation by the Contracting Officer

Following receipt of the Contractor's request for payment, and on the basis of an inspection of the work, the Contracting Officer shall make a determination as to the amount which, in his/her opinion, is then due. In the event the Contracting Officer does not approve payment of the full amount applied for, less the retainage addressed in

52.232-5, the Contracting Officer shall advise the Contractor of the reasons therefore.

G.2.5. Additional Withholding

Independently of monies retained by the Government under 52.232-5, or otherwise as permitted to be retained under this contract, the Government may withhold from payments due the Contractor any amounts as may be considered necessary to cover

(a) Wages or other amounts due the Contractor's employees on this project;

(b) Wages or other amounts due employees of subcontractors on this project;

(c) Amounts due suppliers of materials or equipment for this project; and

(d) Any other amounts for which the Contractor may be held liable under this contract, including but not limited to the actual or prospective costs of correction of defective work and prospective liquidated damage when the Contractor has failed to make adequate progress.

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G.2.6 Payment

In accordance with FAR 52.232-27(a) the 14 day period identified in FAR 52.232-

27(a)(1)(i)(A) is hereby changed to 30 days.

G.3 VALUE ADDED TAX

The Government will not reimburse the Contractor for VAT under this contract. The

Contractor shall not include a line for VAT on Invoices as the U.S. Embassy has a tax exemption certificate with the host government.

G.3.1 Recordkeeping Requirements

G.3.1.1 The Contractor and the COR shall both maintain a complete and accurate management file. The file shall contain as a minimum, the following items:

(a) The Government's copies of all task orders issued under this contract, and all inspection reports completed by the COR (OF-127). These forms will be supplied to advise the Contractor of service requests and to document the performance of all work, including emergency work.

(b) Contractor's Service Report forms, documenting arrival and departure time of the

Contractor's representative performing the service, and all information on parts installed for unscheduled and emergency services only.

(c) Documentation of any complaints from Post personnel or unusual incidents which may have taken place during the visit to the site.

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SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 ISSUANCE OF TASK ORDERS FOR UNSCHEDULED/EMERGENCY

WORK

(a) Unscheduled work and emergency work shall be authorized only through the issuance of task orders executed by the Contracting Officer. Task orders shall be established on a firm fixed-price basis (using the hourly rates identified in Section B and negotiated hours) and shall be modified solely by a written modification executed by the

Contracting Officer. Emergency services may require the use of oral orders however a written order shall be provided within 3 business days of the verbal authorization.

(b) The Contractor shall perform only those unscheduled/emergency services specifically authorized in the individual delivery orders issued under this contract. The

Contractor shall complete all work and services under this contract within the period of performance specified in the delivery orders except that no delivery order shall be issued hereunder after the expiration of this contract.

H.2 ORDERING OFFICIAL

In accordance with FAR 52.216-18 ORDERING (AUG 2020), the designated ordering individual for this contract is the Contracting Officer.

H.3 BOND REQUIREMENTS

H.3.1 Bonds Required

The Contractor shall furnish (1) a performance and guaranty bond and a payment bond on forms provided by and from sureties acceptable to the Government, each in the amount of

20% of the contract price, or (2) comparable alternate performance security approved by the Government.

H.3.2 Time for Submission

The Contractor shall provide the bonds required above within thirty (30) calendar days of contract award. Failure to timely submit (1) the required bonds other security acceptable to the Government; (2) bonds from an acceptable surety; or (3) bonds in the required amount, may result in rescinding or termination of the contract by the Government.

H.3.3 Coverage

The bonds or alternate performance security shall guarantee the Contractor's execution and completion of the work within the contract time and the correction of any defects after completion as required by this contract, the payment of all wages and other amounts payable by the Contractor under its subcontracts or for labor and materials, and the satisfaction or removal of any liens or encumbrances placed on the work.

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H.4 CERTIFICATE OF INSURANCE

The Contractor shall furnish to the Contracting Officer a current certificate of insurance as evidence of the insurance required.