19DJ1024Q0025 Preventive Maintenance Service Contract for NEC AHU and VFD.docx

Embassy of the United States of America Djibouti, Republic of Djibouti

Date: March 12, 2025

Dear Prospective Quoters, Subject: Request for Quotations number 19DJ1024Q0025.

Enclosed is a Request for Quotations (RFQ) for Preventive Maintenance Service Contract for NEC AHU and VFD. If you would like to submit quotation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 1449 that follows this letter.

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

Quotations are due by March 30, 2025, at 16:30 p.m. No quotations will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

Your quotation must be submitted electronically to DjiboutiProcBids@state.gov and cc: akalmh@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 I, Pricing

3. Section 5 Representations and Certifications

4. Additional information as required in Section 3

5. Proof of SAM Registration

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102. Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Sincerely, Jesse C Flowers, Contracting Officer

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

1. SF 1449 cover sheet

2. Continuation To SF-1449, RFQ Number 19DJ1024Q0025, Prices, Block 23

3. Continuation To SF-1449, RFQ Number 19DJ1024Q0025, Schedule Of Supplies/Services, Block 20 Description/Specifications/Work Statement

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

SECTION 2 - CONTRACT CLAUSES

5. Contract Clauses

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

SECTION 3 - SOLICITATION PROVISIONS

7. Solicitation Provisions

8. Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in Part 12

SECTION 4 - EVALUATION FACTORS

9. Evaluation Factors

10. Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in Part 12

SECTION 5 - REPRESENTATIONS AND CERTIFICATIONS

11. Offeror Representations and Certifications

12. Addendum to Offeror Representations and Certifications - FAR and DOSAR Provisions not Prescribed in Part 12

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

PR12560882

PAGE 1 OF

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19DJ1024Q0025

6. SOLICITATION ISSUE DATE

03/15/2025

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME Jesse C Flowers

b. TELEPHONE NUMBER(No collect calls) 21453000

8. OFFER DUE DATE/ LOCAL TIME

03/30/2025

9. ISSUED BY CODE

GENERAL SERVICES OFFICER

U.S. EMBASSY

DJIBOUTI

Tel: 21 453000

|_| HUBZONE SMALL

BUSINESS

|_| (WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

|_| SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

|_| EDWOSB

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

|_| SEE SCHEDULE

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

|X| RFQ |_| IFB |_| RFP

U.S. EMBASSY DJIBOUTI

PB 185 LOT NUMBER 350-B

LOTISSEMENT HARAMOUS

TEL: 00253 21 45 30 00

REPUBLIC OF DJIBOUTI

U.S. EMBASSY DJIBOUTI

PB 185 LOT NUMBER 350-B

LOTISSEMENT HARAMOUS

TEL: 00253 21 45 30 00

REPUBLIC OF DJIBOUTI

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

US EMBASSY DJIBOUTI

350-B LOTISSEMENT HARAMOUS

TEL: 00253 21 45 30 00

REPUBLIC OF DJIBOUTI

DjiboutiAP@state.gov

CODE

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Item 1

Preventive Maintenance Service Contract for NEC AHU and VFD

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

Years

25. ACCOUNTING AND APPROPRIATION DATA

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

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

30c. DATE SIGNED

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

31c. DATE SIGNED

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER S- 19DJ1024Q0025

PRICES, BLOCK 23

I. PERFORMANCE WORK STATEMENT

The American Embassy in Djibouti requires preventive maintenance services for Air Handling Units (AHUs) and the Variable Frequency Drives (VFDs) at the Chancery and Marine Security Guard Quarters (MSGQ). These services shall result in all systems being serviced under this agreement, to manufactures Preventative Maintenance (PM) specifications, being in good operational condition when activated. For work in the cleared spaces (PCC/CAA), please refer to section 6.3 for security requirements.

This is a firm fixed price contract payable entirely in US Dollars. Prices for all Contract Line-Item Numbers (CLIN) shall include proper disposal of toxic substances as per Item 8.3 where applicable. No additional sums will be payable for any escalation in the cost of materials, equipment or labor, or because of the contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required. The contract price will not be adjusted due to fluctuations in currency exchange rates.

The contract will be for a period of one-year, with a maximum of for one-year optional periods of performance and will be expected to commence no later than DD/MM/2025.

II. 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).

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

/ service ($) Total per year ($)

reports & Permits

Total Base Year

II.2 Option Year 1. The Contractor shall provide the services shown below for Option Year 1 of the contract and continuing for a period of 12 months.)

/ service ($) Total per year ($)

reports & Permits

Total Option Year 1

Base Year Total

Option Year 1 Total

GRAND TOTAL OF BASE YEAR PLUS OPTION YEARS

II.3 Repair option. Repairs are NOT included under this agreement (see 6.1.3) and are to be done outside this contract. However, the Government desires current labor rates in the event that there is an issue discovered during the preventive maintenance of the specified equipment. Please provide your current labor rates in the Repair Option fields below. As stated in 6.1.3 any necessary repairs or parts will be submitted for approval and then billed against a separate PO. The Contractor is not approved to do any additional work without specific authorization from the Contracting Officer.

Repair Labor Rates

Base Year

$..................../hr

Option Year 1

$..................../hr

III. VALUE ADDED TAX

VAT VERSION A

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

CONTINUATION TO SF-1449,

RFQ NUMBER 19DJ1024Q0025

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1. DESCRIPTION

The American Embassy at Djibouti requires preventive maintenance services for Air Handling Units and the VFD at Chancery and MSQG. These services shall result in all systems being serviced under this agreement being in good operational condition when activated. If this work is to be performed on systems accessing the PCC/CAA areas of the building. Please see section 5.3 for security requirements.

2. NOTICE TO PROCEED

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

3. EQUIPMENT AND PERFORMANCE REQUIREMENTS

Obs: All equipment related to the AHU/VFD shall be field verified by contractor.

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

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

3.3. Performance Standards

The air handling units shall be clean and in good operating condition upon completion of the service. The preventive maintenance service shall result in the parts of the system serviced being in a condition to operate efficiently and effectively.

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 8:00AM and 4:30 PM Sunday through Thursday. No work shall be performed on US Government and local holidays. Below is a list of the holidays.

Here is a table with the local public holidays in Djibouti for 2025:

Note: The dates for Islamic holidays may vary by a day depending on the moon's observation.

Note: Refer to U.S. Embassy Djibouti’s observed holiday dates when coordinating schedule.

5. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

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

5.2. Personnel Security. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who to be used on this Contract prior to their utilization. Submission of information shall be made within 10 days of award of contract. No technician will be allowed on site without prior authorization. Note: this may include cleared personnel if advance notice of visit is not given at least one week before the scheduled visit.

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

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

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

5.4. Standards of Conduct.

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

5.4.2. Neglect of Duties. Neglect of duties is unacceptable. This includes (misuse of tools and equipment or materials) 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.

5.4.3. 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.

5.4.4. 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.

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

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

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

6. SCHEDULED PREVENTIVE MAINTENANCE

6.1. General

6.1.1. The Contractor shall perform preventive maintenance as outlined in the 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 (e.g., filters, belts, hoses, gaskets) that have become worn due to wear and tear. The Contractor shall maintain a supply of expendable and common parts on site so that these are readily available for normal maintenance to include: hoses, belts, oil, chemicals, coolant, filters (Air, Fuel, Oil), grease, sealant, thermostat, fuses; in addition to the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), MSDS, cleaning material and oil spill containment kits. The contractor shall inventory the supply after each visit and order replacement supplies and have them delivered on site. Maintenance materials shall be unused and are to be industry standard and intended for the task to be performed. Parts shall be OEM approved. Refrigerants shall meet the AHRI Standard 700-2015 or most recent AHRI Standards.

6.1.3. Exclusion. This contract does NOT include repair of equipment and replacement of hardware (e.g. bearings, pistons, piston rings, crankshaft, gears.) Hardware replacements will be separately priced out by the Contractor for the Government’s approval and acceptance. The Government has the option to accept or reject the Contractor’s quote for parts and reserves the right to obtain similar spare parts from other competitive sources. If required by the Government, the Contractor shall utilize Government-purchased spare parts, if awarded the work. Such repairs/replacements will be accomplished by a separate purchase order. However, this exclusion does not apply if the repair is to correct damage caused by Contractor negligence.

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

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

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

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

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

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

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

6.3. On-call services. The Contractor shall provide 24 hour on-call services in case of an emergency.

7. PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

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

7.1 Contractor furnished materials include but are not limited to appropriate tools, testing equipment, safety shoes and apparel for technicians, hands, hearing and eye protection, MSDS, cleaning material and oil spill containment kit. Expendable/consumable items (e.g., hoses, belts, oil, chemicals, coolant, filters (Air, Oil, batteries, grease, sealant, thermostat, fuse), shall be maintained in the onsite inventory. See 6.1.2.

7.2 Repairs are not included in this contract. See 6.1.3. 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. SOFTWARE, LICENSES AND PASSWORDS

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

9. DELIVERABLES

Submit a typed report to the Post Facilities Manager exactly three weeks after the completion of the maintenance, including the following:

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

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

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

d) Full printout of test from system printer The following items shall be delivered under this contract:

Names, biographic data, police clearance on Contractor personnel (#6.2)

PM Checklist signed by Contractor’s employee (#7.2.1)

maintenance service

COR

Narrative summary of all checks findings, and conditions

maintenance service

COR

maintenance service

COR

Historic data Analysis & recommendations report

maintenance service

COR

maintenance service

COR

10. INSURANCE REQUIREMENTS

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

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

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

Public Liability Insurance

Property damage: $ 2,500.00 Cumulative: $ 10,000.00 Workers’ Compensation and Employer’s Liability

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

11. LOCAL LAW REGISTRATION

If the local law or decree requires that one or both parties to the contract register the contract with the designated authorities to ensure compliance with this law or decree, the entire burden of this registration shall rest upon the Contractor. Any local or other taxes which may be assessed against the Contract shall be payable by the Contractor without Government reimbursement.

12. QUALITY ASSURANCE PLAN (QAP).

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

Services.

Performs all Preventive Maintenance Service Contract for NEC AHU and VFD services set forth in the Performance Work Statement (PWS).

Description thru Exhibit A

All required services are performed and no more than one (1) customer complaint is received per month.

12.4. Procedures.

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

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

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

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

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

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

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

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

13. TRANSITIONS/CONTACTS

Within 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

COR

Faycal Assoweh– Mechanical Engineer assowehfa@state.gov

The COR will be the contractor’s point of contact at the U.S. Embassy Djibouti. All questions concerning coordination of service activities while at post shall be directed to the COR, with weekly reporting to the COR. The contractor shall provide a detailed maintenance report in PDF format, documenting all service activities, parts replaced, inventory status, and any issues encountered during the maintenance visit.

Jesse C Flowers - Contacting Officer flowersjc@state.gov

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:

BUDGET AND FINANCE DEPARTMENT

U.S EMBASSY DJIBOUTI

TEL 00253 21 45 30 00

Email: djiboutiap@state.gov

EXHIBIT A

I. GENERAL INFORMATION:

The United States Embassy Djibouti requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s Central Station Air Handling Units.

II. PROJECT REQUIREMENTS: DESCRIPTION OF EQUIPMENT *:

*Please see attachment at the end of this sheet for more details 09 new YORK Air Handling Units. Unit Serie… 09-84622-07 09-84622-01 09-084622-02 09-84622-03 09-84622-04 09-84622-05 09-84622-06… 09-84622-08… 09-84623-01….. 09-84623-02………… …….see attachment files for equipment schedule.

All equipment related to the Air Handling Units shall be field verified by contractor as well as all those directly related to its correct operation and included in the maintenance to be carried out.

III. GENERAL REQUIREMENTS:

The Contractor under this PWS shall be responsible for labor, tools, and materials required to carry out all preventive maintenance as outlined in this PWS. The technician shall sign off on every task specified in the Statement of Work and will provide a typewritten copy of their report to the COR or the COR's designate within five business days of each maintenance visit.

IV. PERFORMANCE WORK STATEMENT - - AIR HANDLING UNIT MAINTENANCE

Contractor shall provide all materials, supervision, labor, tools and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and /or use safety protection while all work is performed. Any questions or injuries shall be brought to the attention of the Post Occupation Safety and Health Officer (POSHO) immediately. The SDS copies will be provided to the COR for approval. If any discrepancies are found with the Air Handling Units that are not covered under this scope of work the contractor shall provide the following:

1. Detailed report noting the discrepancy found.

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

3. Price quote for repair labor.

SAFETY AND SPECIAL INSTRUCTIONS:

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

2. Schedule outage with operating personnel.

3. Use extreme caution when climbing access ladders.

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

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

6. Record and report equipment damage or deficiencies.

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

8. Record results in the equipment history log.

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

10. Record results in the equipment history log.

11. Check manufacturer’s specifications for the maximum number of plugged tubes.

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

AIR HANDLING UNITS

MANUFACTURER’S PREVENTIVE MAINTENANCE GUIDE:

For the Air Handling Units, the contractor must follow the manufacturer’s manual preventive maintenance guide. The lists below are recommended PM schedules and tasks, applicable intervals and procedures for Post, this should be taken as a reference or a generic list. Manufacture’s recommendations shall be followed and supersede recommendations in this list. Contactor shall confirm these before finalizing contract and supply the maintenance specifications to Post. Everything in the document must be verified in the field.

MAINTENANCE PROCEDURES:

Quarterly:

Casing:

1. Inspect all doors for proper operation and complete seal when closed.

2. Inspect all condensate pans for proper operation.

3. Inspect air intakes for debris and other obstructions.

General:

1. Perform monthly tasks.

2. Check, clean, and adjust grills, dampers, vanes, linkages as required.

3. Check filter frames (filter tracks) for residual contaminates and clean as necessary and change if necessary (pre-filters only on chem/bio units).

4. Check for unusual noise, vibration or leakage.

5. Check drive kit for damage, loose parts, wear, dirt, alignment and belt tension.

6. Check belt tension.

7. Check condition of extended lubrication lines when present.

8. Restore to service.

9. Clean up work area and remove trash.

Semi-Annually:

Fans:

1. Measure & record fan and motor Rpms at full load and compare to design and also to previous data

2. Inspect Belt condition & re-tension

3. If applicable lubricate bearings (Per manufacturers recommendations).

Motors:

1. If applicable, lubricate bearings (Per manufacturers recommendations).

Dampers:

1. Inspect and adjust blades and linkages for proper operation

2. Inspect damper blade seals & verify damper closure.

3. Inspect and cycle actuators for proper operation Coils:

1. Inspect control valve for proper operation.

2. Inspect automatic vents for proper operation.

3. Inspect isolation and other valves for proper operation.

General:

1. Perform quarterly tasks.

2. Inspect air hoods and air louvers for damage and debris.

3. Inspect bird screens for damage and debris.

4. Inspect mist eliminators for damage, dirt and debris.

5. Check, clean and calibrate controls.

Annually:

1. Perform semi-annual tasks.

2. Clean exterior of air handler cabinet.

3. Inspect unit interior for cleanliness.

4. Inspect doors, handles, latches, and hinges for proper operation.

5. Inspect door gaskets for damage and proper seal.

6. Inspect panels for damage.

7. Clean fan segment and fan assembly (supply, return, exhaust).

8. Check fan housing, wheel, shaft, frame, inlet vanes and bearings for damage, wear, loose parts, dirt and debris.

9. Check fan base, vibration isolators and thrust restraints for damage, wear, loose parts, dirt and debris.

10. Check flex connector for damage and wear.

11. Lubricate fan bearings.

12. Clean variable inlet vanes.

13. Check adjustable fan motor base and mounting hardware for loose parts.

14. Check adjustable fan motor base for damage.

15. Check fan motor for leaky bearing seals.

16. Check fan for motor damage.

17. Check for dirt, dust & debris in air vents on fan motor housing.

18. Clean dehumidification coils.

19. Clean condensates in drain pan, trap, drain line and adjacent wetted surfaces.

20. Check Energy Recovery Wheel, clean media, adjust seals, replace belt.

MOTOR STARTER /VARIABLE FREQUENCY DRIVE

MAINTENANCE PROCEDURES:

Quarterly:

1. Vacuum dust and dirt from heat sink fins

2. Check ventilation fans for proper operation and clean as needed.

3. Check line voltage, motor & output phase balance

4. Complete RCM Procedure CM-0002 (Qualitative Infrared Testing).

5. Visually inspect for broken parts, contact arcing, or any evidence of overheating.

6. Check motor nameplate for current rating and controller manufacturer’s recommended heater size (report discrepancy to supervisor).

7. Check line and load connections for tightness (check manufacturer’s instructions for torque specifications).

8. Check heater mounting screws for tightness.

9. Check all control wiring connections for tightness.

10. On units equipped with motor reversing capacity, check mechanical interlock.

11. On units equipped with two-stage starting, check dash pots and timing controls for proper operation. Adjust as required.

12. On units equipped with variable speed starters:

a. Record the VFD parameter settings using MCT-10

b. Confirm the VFD doors and covers are in place and properly closed.

c. Check tightness of connections to resistor bank.

d. Check resistor coils and plates for cracking, broken wires, mounting and signs of overheating. Clean as required.

e. Check tightness of connections to drum controller.

f. Check contacts of drum controller for arcing and overheating. Apply a thin film of lubricant to drum controller contacts and to rotating surfaces.

13. Check starter contact connections by applying a thin film of black contact grease to line and load stabs, operate contacts and check surface contact.

14. Lubricate all moving parts with proper lubricant.

15. Clean interior of cabinet.

16. Clean exterior of cabinet.

17. Energize circuit and check operation of starter and any pilot lights. Replace as required.

Filters:

Per manufacturer recommendations:

1. Change air filters according to the manufacturer type and frequency recommendations.

2. The contractor must provide air filters for each AHU according to the equipment schedule table/information provided by the manufacturer.

Obs: Spare Parts and Expendables Inventory. The contractor must provide the list of expendable and common parts to be maintained on site for normal maintenance to include hoses, belts, oil, chemicals, coolant, filters (Air, Fuel, Oil), grease, sealant, thermostat

Reference Preventive Maintenance Checklist Frequency: Annual

Task Summary

1. Evaluate filters for replacement.

2. Service the condensate system.

3. Check, clean and inspect the air handling unit.

(T) ools, (S)afety Equipment, and (M)aterials Required

1. Mechanic’s tool set.

2. Cleaning equipment and materials.

3. Vacuum.

4. Hose and bucket for cleaning strainers.

5. Biocide strips.

6. Lubricants and grease gun (Polyrex EM Grease for motors, silicon lubricant for dampers).

7. Vibration analysis kit.

8. Infrared imager.

9. Refrigerant leak test equipment (Dx Units only)

10. Megger.

Safety Procedures

1. Schedule work with operating personnel.

2. Follow site safety rules for lockout and tagout.

3. Review and follow the manufacturer’s instructions.

4. Record equipment damage or deficiencies.

5. Follow safety and environmental procedures for handling refrigerants (DX units only).

6. Record results in the equipment history log.

Procedures

1. Pre-work operational tests with unit operating:

A. Check for unusual noise, vibration or leakage.

B. Perform vibration analysis. Record corrective measures if needed.

C. Perform thermal analysis. Record corrective measures if needed.

2. Stop the unit and service the unit casing and ducting:

A. Clean interior and exterior of unit with wiping cloth and a vacuum.

B. Inspect panels for damage.

C. Check and repair damaged insulation.

D. Check doors, handles, latches and hinges for proper operation.

E. Inspect door gaskets for damage and proper seal.

F. Check soundness of the unit structure.

G. Check, clean, and adjust grills, dampers, vanes, linkages as required.

H. Check damper actuators and linkage for proper operation. Adjust linkage on dampers if out of alignment.

American Embassy Djibouti

UNCLASSIFIED

U.S. Department of State

I. Inspect and lubricate mechanical connections of dampers sparingly if necessary.

J. Inspect air hood and air louvers for damage and debris.

K. Inspect bird screens for damage and debris. Remove dead birds.

L. Inspect mist eliminators for damage, dirt and debris.

3. Service the unit fans:

A. Check fan housing, wheel, shaft, frame, and inlet vanes for damage, wear, loose parts, dirt and debris.

B. Check fan blades for dust buildup and clean if necessary.

C. Check fan blades and moving parts for cracks and excessive wear.

D. Check mounting bolts, set screws, etc. for security.

4. Service the coils and fluid systems:

A. Inspect and clean coils if required. Don't use a pressure washer.

B. Check coils for leaking and adjust tightness of fittings when required. On direct expansion units, check for refrigerant leaks on all lines, valves, fittings, coils, etc. Submit a work order to repair any leaks found.

C. Use fin comb to straighten coil fins. (If required) D. Flush and clean condensate pans and drains, remove all rust, prepare metal and paint where required.

Treat condensate pans with an EPA approved biocide.

E. Ensure condensate drain lines are clear and free running. Service condensate pumps, if equipped.

F. Check and clean strainers.

G. Cycle all water valves two times.

H. Check filters and change if necessary (pre-filters only on chem/bio units).

5. Service the motors:

A. Clean exterior of motor surfaces of soil accumulation.

B. Clean motor ventilation ports.

C. Check condition of extended lubrication lines when present.

D. Evaluate motor bearings and lubricate if necessary. (See manufacturer literature) E. Check adjustable fan motor base and mounting hardware for loose parts. Tighten as necessary.

F. Check adjustable fan motor base for damage.

G. Check grounding straps for tightness.

H. Check motor insulation resistance. (Do not megger check variable speed drive units.)

6. Perform operational and running checks:

A. Check for unusual noise, vibration or leakage.

B. Check unit sensors for proper readout at the building automation system.

C. Perform vibration and thermal analysis to verify correction of any pre-test problems.

D. Record motor running amps at 100 percent frequency and air loading.

7. Restore unit to service.

8. Clean up work area and remove trash.

American Embassy Djibouti

UNCLASSIFIED

U.S. Department of State

Frequency: Quarterly

Task Summary

1. Check and clean unit.

2. Evaluate filters for replacement.

(T) ools, (S)afety Equipment, and (M)aterials Required

1. Mechanics tool set.

2. Vacuum and cleaning materials.

3. Replacement filters.

Safety Procedures

1. Schedule work with operating personnel.

2. Follow site safety rules for lockout and tagout.

3. Review and follow manufacturer OM instructions.

4. Record equipment damage or deficiencies.

5. Follow safety and environmental procedures for handling refrigerants (DX units only).

6. Record results in the equipment history log.

Procedures

1. Check, clean, and adjust grills, dampers, vanes, linkages as required.

2. Check filters and change if necessary (pre-filters only on chem/bio units).

3. Check for unusual noise, vibration or leakage.

4. Restore to service.

5. Clean up work area and remove trash.

AHU/VDF Equipment Schedule

SECTION 2 - CONTRACT CLAUSES

NONE

52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (SEP 2023)

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

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

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (NOV 2021) (Section 1634 of Pub. L. 115-91).

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

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

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

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

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

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

[Contracting Officer check as appropriate.] __ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (JUN 2020), with Alternate I (NOV 2021) ( 41 U.S.C. 4704 and 10 U.S.C. 4655).

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

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

_X_ (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (JUN 2020) (Pub. L. 109-282) ( 31 U.S.C. 6101 note).

__ (5) [Reserved].

__ (6) 52.204-14, Service Contract Reporting Requirements (OCT 2016) (Pub. L. 111-117, section 743 of Div. C).

__ (7) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (OCT 2016) (Pub. L. 111-117, section 743 of Div. C).

__ (8) 52.204-27, Prohibition on a ByteDance Covered Application (JUN 2023) (Section 102 of Division R of Pub. L. 117-328).

_X_ (9) 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (NOV 2021) ( 31 U.S.C. 6101 note).

__ (10) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (OCT 2018) ( 41 U.S.C. 2313).

__ (11) [Reserved].

__ (12) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (OCT 2022) ( 15 U.S.C. 657a).

__ (13) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (OCT 2022) (if the offeror elects to waive the preference, it shall so indicate in its offer) ( 15 U.S.C. 657a).

__ (14) [Reserved] __ (15)

(i) 52.219-6, Notice of Total Small Business Set-Aside (NOV 2020) ( 15 U.S.C. 644).

__ (ii) Alternate I (MAR 2020) of 52.219-6.

__ (16)

(i) 52.219-7, Notice of Partial Small Business Set-Aside (NOV 2020) ( 15 U.S.C. 644).

__…