Continuation to SF30 RFQ 19EN1025Q0127-A001.pdf

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn

TABLE OF CONTENTS

SF-1442 COVER SHEET

A. PRICING

B. STATEMENT OF WORK

C. PACKAGING AND MARKING

D. INSPECTION AND ACCEPTANCE

E. DELIVERIES AND PERFORMANCE

F. CONTRACT ADMINISTRATION DATA

G. SPECIAL TERMS AND CONDITIONS

H. CLAUSES

I. LIST OF ATTACHMENTS

Attachment 1: [Reserved]

Attachment 2: [Reserved] Attachment 3: [Reserved] Attachment 4: Breakdown of Price by Divisions of Specifications Attachment 5: Drawings Attachment 6: Specifications

J. INSTRUCTIONS ON HOW TO SUBMIT A QUOTATION

K. EVALUATION CRITERIA

L. REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn

SECTION A - PRICING

A. PRICE

The Contractor shall complete all work, including furnishing all labor, material, equipment, and services required under this purchase order for the following firm fixed price and within the time specified. This price shall include all labor, materials, all insurances, overhead and profit.

Total Price (including all labor, materials, overhead, profit)

VAT 22%

A.1 VALUE ADDED TAX

VALUE ADDED TAX (VAT). The Contractor shall include VAT as a separate charge on the Invoice and as a separate line item in Section A.

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn

SECTION B - STATEMENT OF WORK

The character and scope of the work are set forth in the contract. The Contractor shall furnish and install all materials required by this contract.

In case of differences between small and large-scale drawings, the latter will govern. Where a portion of the work is drawn in detail and the remainder of the work is indicated in outline, the parts drawn in detail shall apply also to all other portions of the work.

1.0 PROJECT DESCRIPTION

1.1 This project describes the replacement of the existing building's cooling system with at least an equivalent system. The goal is to replace the entire cooling system and auxiliary structures.

1.2 To reduce construction costs, a solution will be proposed that is as similar as possible to the existing system, and ultimately, suggestions for improving the system will be presented.

1.3 An inspection of the elements of the existing system was conducted to prepare the project.

1.4 The building is located at Kentmanni 20, Tallinn, Estonia.

1.5 The building is an older six-story office building that houses the U.S. Embassy.

1.6 There are security-related restrictions on entering and staying in the building that must be considered during the work.

2.0 EXISTING CONDITION ASSESSMENT

2.1 The existing cooling system consists of an air-cooled chiller unit with a maximum total capacity of up to 97 kW and indoor A/C ceiling cassette type AHUs. The system serves the rooms on the first to fourth floors, with the fourth floor only serving the left wing.

2.2 The project covers 38 rooms.

2.3 The existing system is over 20 years old.

2.4 The outdoor unit is air cooled chiller with an integrated hydronic module, located above the exterior door on the courtyard side, mounted on a special steel frame. The model of the chiller is Carrier 30RA-100-A0243-PEE (Refer to “Photo 1 – Existing chiller data”). The hydronic module includes two circulation pumps and an expansion tank. The expected lifespan of the device has ended.

2.5 The chiller has R407 refrigerant.

2.6 The metal frame under the chiller is corroded (Refer to “Photo 2, 3 and 4”).

2.7 The indoor components are Carrier fan coils: 42GWC004 (Refer to “Photo 5 – Type

1 fancoil”), 42GWC008 (Refer to “Photo 5 – Type 1 fancoil”), 42GWC020 (Refer to “Photo 6 – Type 2 fancoil”) and in the equipment (server) room on the fourth floor South, one 42JWC16 (Refer to “Photo 7 – Type 3 fancoil”), which was added later. Additionally, there is one American Series Emio (Refer to “Photo 13 – Type 4 fancoil”) unit on the first floor South side, likely installed later due to a different

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn installation method compared to the rest of the system, that unit will be kept but would have to be connected to the new chiller system (glycol lines | chiller will provide cooling for that equipment). The expected lifespan of the equipment has ended, and some devices produce extraneous noise during operation.

2.8 The system uses a freeze-resistant refrigerant; the exact type and concentration of the solution are unknown.

2.9 The piping in the system consists mainly of welded steel pipes. The diameters of the pipes are as follows: DN15, DN20, DN25, DN32, DN40, DN50, DN65, DN80.

Localized rust is present on the piping and valves. Since the piping is fully insulated, a complete overview of its condition is not available.

2.10 The pipes are insulated with foam rubber insulation that is 13 mm thick inside the building and 19 mm thick outside.

2.11 The distribution of piping to the floors is from the exterior facade. The pipes on the exterior facade are covered with a metal box that can be removed with bolts. (Refer to “Sketch 1 – Cooling system. First floor”).

2.12 The piping runs under suspended ceilings and distributes into rooms from corridors.

The modules of suspended ceilings can be removed for access.

2.13 Connections to fan coils are made using actuated three-way valves (220 V) and balancing valves (Refer to “Photo 8– Fan coil connection, 3-way valve”) according to the fan coil manufacturer's recommendations. The sizes of the three-way valves are DN15, DN20, and DN25. The valves show signs of corrosion and are occasionally damp from condensation. There are signs of condensation dripping from the suspended ceilings.

2.14 Each room has a Honeywell manual thermostat connected to 220V for setting temperature and fan speed and has an on/off function (Refer to “Photo 10, 11 and 12”).

2.15 Electrical/signal cables from fan coils units to thermostats are routed in aluminum sleeves/conduits (Refer to “Photo 9 – Fan coil unit (FCU/AHU) connection, wiring sleeves”).

2.16 All condensate drains from fan coil units are connected by gravity to a DE32 sewage pipe and lead to bathrooms/WCs, except for the unit in room 4009, where condensate is connected with a flexible hose. The condensate sewage piping runs parallel to the cooling water piping into vented sewage stacks located in restrooms.

Besides connections to fan coils, there are no traps in place. The sewage piping is in satisfactory condition.

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn

Table 2.1 Existing equipment and piping that should be replaced

L/I Description QTY Unit of Issue Size Material

Coolig power, kW Manufacturer Model

EQUIPMENT

1 Chiller with hydraulic module 1 pc 97 tot Carrier 30RA-100-

A0243-PEE

2 Fan coil, Type 1 19 pc 1,9 tot Carrier 42GWC004 3 Fan coil, Type 1 13 pc 2,85 tot Carrier 42GWC008 4 Fan coil, Type 2 9 pc 7,1 tot Carrier 42GWC020 5 Fan coil, Type 3 1 pc 13 tot Carrier 42JWC16

Fan coil, Type 4 SHALL

NOT BE REPLACED (Just for awareness)!

1 pc 2,6 tot EVI.

AmericanSeries CAHG09

7 Thermostat, Type 1 37 pc Honeywell XE70N T6373

Thermostat, Type 2 (Is a component of

42GWC020)

1 pc Honeywell

XE70N T6373,

without fan reg.

Thermostat, Type 3 |

SHALL NOT BE

REPLACED (Just for awareness)!

Is a component of EVI.

AmericanSeries CAHG09

1 pc ICM Controls Simple Control

VALVES

10 3-way valve, actuator, 220V 33 pc 15 n/a n/a 11 3-way valve, actuator, 220V 4 pc 20 n/a n/a 12 3-way valve, actuator, 220V 1 pc 40 n/a n/a 13 Zone valve 37 pc 10 IMI STAD/F-15/14 14 Zone valve 1 pc 15 IMI STAD/F-15/14 15 Zone valve 1 pc 65 n/a n/a 16 Zone valve 1 pc 80 n/a n/a 17 Stop valve 36 pc 15 n/a n/a 18 Stop valve 3 pc 20 n/a n/a 19 Stop valve 2 pc 25 n/a n/a 20 Stop valve 8 pc 32 n/a n/a 21 Stop valve 7 pc 40 n/a n/a 22 Stop valve 1 pc 65 n/a n/a 23 Stop valve 1 pc 80 n/a n/a 24 Other valve, safty valve 1 pc 50 n/a n/a

PIPES AND INSULATION

25 Pipe 308,2 m 15 Fe35 26 Pipe 99,6 m 20 Fe35 27 Pipe 53,4 m 25 Fe35 28 Pipe 93,1 m 32 Fe35 29 Pipe 58,7 m 40 Fe35 30 Pipe 14,9 m 50 Fe37

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn

31 Pipe 10,6 m 65 Fe37 32 Pipe 6,6 m 80 Fe37 33 Insulation/Pipe 299,5 m 15 FEF 13 foam rubber 34 Insulation/Pipe 8,7 m 15 FEF 19 foam rubber 35 Insulation/Pipe 99,6 m 20 FEF 13 foam rubber 36 Insulation/Pipe 53,4 m 25 FEF 13 foam rubber 37 Insulation/Pipe 93,1 m 32 FEF 13 foam rubber 38 Insulation/Pipe 46,5 m 40 FEF 13 foam rubber 39 Insulation/Pipe 12,2 m 40 FEF 19 foam rubber 40 Insulation/Pipe 14,9 m 50 FEF 19 foam rubber 41 Insulation/Pipe 10,6 m 65 FEF 19 foam rubber 42 Insulation/Pipe 6,6 m 80 FEF 19 foam rubber

OTHER COMPONENT

43 Manometer 4 pc 32

3.0 SCOPE OF WORK

3.1 The Contractor shall confirm the requirements of the SOW are understood, and that the Contractor is fully aware of the location and requirements contained therein. If the Contractor believes additional information is needed, the Contractor shall schedule additional site visits, at the Contractor’s expense, with the Contracting Officer’s Representative (COR) and/or the Facility Manager (FM) to ensure the project work requirements are established prior to submitting pricing (quote) for the project. The Contractor shall use the current wall penetrations and make as little modifications as applicable. The contractor shall provide FCUs (Fan Coil Units) that will fit in the current suspended ceiling opening, so that the suspended ceiling wouldn’t need any modifications. The new FCUs will fit the existing suspended ceiling opening and the FCU verge/collar will cover the opening so that the new FCU will look aesthetically correct.

3.2 Provide laborers, equipment, and materials necessary to provide the work defined by the specific requirements which follow.

3.3 Server room cooling:

There is a server room on the 4th floor South wing the current chiller is cooling, and that room must be cooled until the new chiller system is completed and working. The Contractor will provide and install a temporary cooling unit (portable A/C unit or similar) in that room for the time when the ceiling FCU is not operational. Details of the given room cooling will be discussed with the COR before the first phase of the equipment dismantling.

3.4 Existing Equipment Modification / Removal / Demolition requirements:

3.4.1 General: The Contractor shall shut down equipment in its entirety. Isolating equipment, draining down, flushing and refilling the systems, and locking-out/tagging-out systems shall be required to safely complete the specified tasks.

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn

3.4.2 The contractor shall dispose of the old equipment following the local regulations. The contractor will be responsible for the right disposal procedures and will remove the old equipment from the site when the equipment (FCUs, Chiller, Frame, etc.) is dismantled.

3.4.3 Remove Chiller and Accessories: The Contractor shall remove the existing chiller from the metal frame. Removal shall include all associated piping and wiring that will not be used as part of the new work. No systems, equipment or components are to be abandoned in place. All chilled water (glycol) piping except the part on the 1st floor South related to EVI, AmericanSeries (CAHG09) FCU, wall thermostat and cooled water piping section to the hallway door will be removed and disposed. Devices associated with the chiller and/or main chilled water branch piping shall be removed, disposed and new installed, such as gauges, thermostats, isolation valves, balancing valves, and strainers. Refer to Exhibit B for equipment locations and additional information. Any necessary changes in equipment demolition from those indicated in the sketches shall be submitted to and approved by the

COR.

3.4.4 Electrical Service: The Contractor shall evaluate the existing electrical installation during the pre-bid walk through to determine if existing conduit and/or wiring can be reused to feed the new equipment. In the bid proposal, the Contractor shall document all electrical service items being replaced and the justification for the replacement. If existing feeder/cable cannot be reused, new electrical service must be provided per Electrical: Circuit Breakers, Conductors and Calculations Section below.

3.4.5 Recover Existing Refrigerant: The Contractor shall be responsible to recover all existing refrigerant.

3.4.6 Recover Existing Ethylene Glycol: The Contractor shall be responsible to recover all existing ethylene glycol solution

3.4.7 Existing Equipment to Remain: No.

3.5 New Equipment and New Work Requirements:

3.5.1 New Chilled Water Chiller – Requirement Summary:

3.5.1.1 The Contractor shall provide and install (1) new Air-cooled chiller with integrated hydraulic module (2 high pressure pumps (compressors), expansion vessel), and associated connection piping, controls, electrical conduit/wiring and all necessary mechanical and electrical accessories to provide a fully functioning system that meets the project requirements for replacement in kind. The new chiller must

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn have Refrigerant Filter-Drier Liquid Line and Refrigerant Suction Line Filter-Drier. The new chiller will have two sections/sides and have the option to switch to the other side when one section (compressor) fails.

3.5.1.2 The Contractor shall make every reasonable attempt to provide equipment similar in size, footprint, and weight (equivalent weight or lighter) to the existing and described in the bill of material (BOM).

The Contractor shall demolish and dispose of the existing equipment metal frame and remove it. The Contractor shall provide and install new steel frame as shown in project. The new steel frame will be manufactured according to the exiting metal frame specifications. The contractor will calculate and design the steel frame bedding for the provided new chiller unit, so that the new chiller unit would sit correctly and safely on the new metal frame.

3.5.2 The Contractor shall provide additional detailed system description. Refer to Exhibit C for project drawings and sketches for additional information on new work.

3.5.3 Building automation system (BAS): No. The chiller has its own internal control system.

3.5.4 The Contractor shall provide all new, fully viable 40% ethylene glycol heat transfer fluid with inhibitors.

3.5.5 The Contractor shall pressure test the installed new chilled water system(s), flush system(s), and refill system 40% ethylene glycol heat transfer fluid with inhibitors and balance appropriate chemical solutions per the project specifications and U.S. Embassy guidance. The Contractor shall furnish all necessary chemicals. All chemicals provided shall be documented as per the Schedule of Deliverables below.

3.5.6 The Contractor shall perform water-side test, adjust, and balance (TAB) procedure on all new chilled water equipment. In addition to the new chilled water plant equipment, the total list of equipment to be balanced will also include room fan-coils, 3-way valves and balancing valves. The Contractor shall provide full documentation of the TAB procedure and results in the form of an electronic (pdf format) report, submitted to the project COR.

3.5.7 New Chilled Water Plant Start-Up:

3.5.7.1 The Contractor shall engage a technician, factory-trained on chiller equipment being installed, to complete and submit the completed factory test documentation and startup checklists, as provided by the chiller manufacturer and as provided by the COR. The Contractor shall provide full documentation of the technician’s factory training and

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn completed checklists in the form of electronic (pdf format) reports, submitted to the project COR.

3.5.7.2 The Contractor shall provide formal training to U.S. Embassy facilities personnel, as selected by the FM, on the proper operation and maintenance of all major systems and equipment being provided as a part of this project. Training must be conducted by manufacturer’s representative or by qualified, manufacturer certified personnel. This training shall be formalized and documented in the form of an electronic (pdf format) report, submitted to the project COR.

3.5.7.3 The Contractor shall provide and submit all Operation and

Maintenance (O&M) manuals for all major equipment and all significant appurtenances being provided as a part of the project. The Contractor shall provide the O&M manuals in electronic (pdf format) and printed format, submitted to the project COR.

3.5.7.4 The Contractor shall provide all spare parts required by the project specifications (Exhibit D) and all spare parts recommended by the equipment manufacturer. These shall be delivered to the office of the Facility Manager (FM) at the completion of project work.

3.5.7.5 The Contractor shall be responsible to provide a fully tested and balanced, fully functional and optimized chilled water system at completion of project work, and shall be responsible to demonstrate the proper function of the system prior to project equipment being turned over to the COR /Facility Manager.

3.5.8 New Chilled Water Plant/Chiller – New Equipment Summary:

The contractor will provide a new chiller unit with at least the equivalent of the current chiller unit or 10% more powerful (cooling). The Contractor is responsible for all the calculations regarding chiller and other equipment replacement.

3.5.8.1 New Air-Cooled Chiller – New chiller will be at minimum equivalent to the existing unit regarding cooling power, size (equivalent or smaller), weight (equivalent or lighter), build quality (equivalent or better), noise production (equivalent or quieter), weather resistant (equivalent or better), low temperature resistant (equivalent or better), VFD pump and fan motors, chiller unit controller integrated in the chiller unit and other factors.

a. Cooling Only: 97 kW

b. Heat Transfer Fluid: 40% Ethylene Glycol

c. IPLV.SI: 4,953

d. Evaporator Fluid Temperatures: [12 °C/ EWT, 7 °C LWT]

e. Condenser Fluid Temperatures: [46°C EWT, 40°C LWT]

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn

f. Design Ambient Air Temperature: 27°C/.

g. Maximum pressure drop across evaporator or condenser: [27 kPA]

h. Rated for [400 V/50 HZ/3 Ph] electrical service.

i. Chiller manufacturer must have technical support (maintenance and service providers) in this region and availability of replacement parts within 24 hours.

j. [Modular Scroll]

k. Provide with Hydronic Module furnished from chiller manufacturer – duplex high head pressure pumps with motors, inlet/outlet pressure gauges, expansion tank, screen filter, and air purge vents.

l. System/equipment shall be selected for and capable of operating at the design capacity with 40% ethylene glycol heat transfer fluid with inhibitors.

m. Low Ambient Temperature Environment. All equipment provided must be manufactured for use in a low ambient temperature environment and must be constructed using materials and/or countermeasures and/or treatments with coatings to ensure maximum duration of operation in this environment.

n. Acoustic Requirements. The Contractor shall perform testing and, if necessary, calculations to ensure external noise levels generated by new equipment at the site boundary of the facility shall comply with the host country’s noise laws and regulations. Noise shall not exceed 45 dB (daytime) and 40 dB (nighttime) using the “A-Weighted Sound Level” at the site boundary. If testing and/or calculations indicate the equipment selected will not achieve compliance, the Contractor shall provide sound reduction countermeasures to ensure compliance.

o. Must have at minimum the CE (Conformite Europeenne) marking (indicates that the manufacturer or importer affirms the goods' conformity with European health, safety, and environmental protection standards).

p. Must have an evaluated life cycle of at minimum 15 years.

q. Must be the same manufacturer as the FCUs and vice versa. Can only be different if accepted by the COR.

3.5.8.2 New Chilled Water Buffer Tank

Integrated 208 l or as stated by the manufacturer.

3.5.8.3 Electrical: Circuit Breakers, Conductors and Calculations

a. The Contractor shall provide new circuit breaker in switchgear and new conductors between switchgear and new chiller. Conductors shall be routed above the ceiling. Breaker and conductors shall be sized per manufacturer’s recommendations.

b. The Contractor shall perform electrical load calculations for the new mechanical equipment from the electrical equipment serving the new mechanical equipment and the upstream equipment including

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn incoming service equipment. The Contractor shall provide documentation from a licensed electrical engineer to validate that the existing electrical distribution system has the capacity to serve the new equipment loads.

c. The Contractor shall perform voltage drop calculations for the new or reused chiller electrical feeder to determine if voltage drop is within National Electrical Code (NEC) guidelines. Per NEC, conductors for feeders/branch circuits as defined by NEC Article 100, sized to prevent voltage drop exceeding 3 percent at the farthest outlet of power, heating, and lighting loads or combinations of such loads, and where the maximum total voltage drop on both feeders and branch circuits to the farthest outlet does not exceed 5 percent, will provide reasonable efficiency of operation. These calculations shall be used to determine if the existing feeder can be reused and whether a new feeder must be increased in size to reduce voltage drop. The Contractor shall provide documentation from a licensed electrical engineer to validate voltage drop is within NEC guidelines.

d. Where new conductor sizes have increased, existing metal conduits may no longer be adequately sized to accommodate them. The Contractor shall evaluate the existing conduits and shall provide documentation from a licensed electrical engineer to justify reuse of existing conduits or selection and sizing of new conduits.

e. All existing disconnects are to be replaced. The contractor is responsible for providing the new conduit/conductors/fittings as required to make new connections between the new disconnects to the new units. The Contractor shall verify existing overcurrent protection and conductor size feeding new equipment from main distribution panel are sized per NEC requirements to adequately support new chiller electrical loads. Where inadequately sized, the Contractor shall replace the items as required to meet the requirements.

3.5.8.4 Water Treatment

a. Bypass feeder: No

b. Air & Dirt Separator –integrated.

3.5.8.5 System Appurtenances – The Contractor shall provide new appurtenances that match the existing appurtenances in function and quality. Gate valves are not permitted.

3.5.8.6 Piping Insulation – The Contractor shall provide new insulation that will match the existing insulation.

3.5.8.7 Piping – The Contractor shall provide new piping that matches the existing piping. Steel piping shall be Fe35 and Fe37.

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn

3.5.8.8 Labeling – The Contractor shall provide new piping labels that will match existing labels. At a minimum, these labels shall indicate service type and direction of flow on all new pipe sections.

3.6 Fan Coil Units Replacement

3.6.1 Assessment of Existing Units.

3.6.2 Must be the same manufacturer as the chiller unit and vice versa. Can only be different if accepted by the COR.

3.6.3 Must have at minimum the CE (Conformite Europeenne) marking (indicates that the manufacturer or importer affirms the goods' conformity with European health, safety, and environmental protection standards).

3.6.3.1 Conduct a visual and operational inspection of all existing fan coil units.

3.6.3.2 Assess cooling effectiveness.

3.6.4 Specifications for New Units

3.6.4.1 Capacity Requirements:

- According to existing fan coil units.

3.6.4.2 Type and Model Selection:

- Units will be ceiling-mounted.

3.6.4.3 Noise Standards:

- Fan coil units are calculated to work at medium to high speed.

3.6.4.4 Control Systems Compatibility:

- There are no existing BMS/BAS systems. Fan coil units shall be connected to new room thermostats.

3.6.5 Removal of Existing Units

3.6.5.1 Preparation:

- Schedule removal with COR to minimize disruption.

- Notify building occupants of scheduled work and potential impacts.

3.6.5.2 Disconnection Procedures:

- Shut down power and isolate water supply to fan coil units.

- Document and label all connections for reinstallation of new units.

3.6.5.3 Removal Process:

- Use appropriate equipment (e.g., lifts, hand tools) to safely remove units.

- Inspect and protect surrounding areas to avoid damage during removal.

3.6.5.4 Disposal:

- Follow local regulations for the disposal of HVAC equipment, ensuring environmentally responsible recycling of coolant media.

3.6.6 Installation of New Units

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn

3.6.6.1 Site Preparation:

- Ensure the installation area is clean and free of debris.

- Verify that all tools and materials are on-site before installation begins.

3.6.6.2 Installation Procedures:

- Follow manufacturer’s installation instructions meticulously.

- Securely mount units and ensure proper leveling.

- Reconnect electrical, water, and drainage lines, ensuring all connections are leak-free and secure.

3.6.6.3 Quality Assurance:

- Conduct interim inspections during installation to ensure compliance with specifications and safety standards.

3.6.7 Testing and Commissioning

3.6.7.1 Preliminary Testing:

- Conduct visual inspections post-installation to ensure all units are properly installed.

- Power up units and check for any immediate operational issues.

3.6.7.2 Operational Testing:

- Test each unit for cooling performance, verifying that it meets design specifications.

- Measure and record airflow and temperature differentials.

3.6.7.3 Final Commissioning:

- Confirm integration with room thermostats and verify control functionality.

- Document all testing results, including any adjustments made to optimize performance.

3.6.8 Training and Documentation

3.6.8.1 Staff Training:

- Provide on-site training for building maintenance staff on operation, maintenance, and troubleshooting of new units.

3.6.8.2 Documentation Delivery:

- Supply all manuals, warranties, and maintenance schedules for new units.

- Provide a final report summarizing the project, including installation, testing results, and recommendations for maintenance.

3.7 Chilled water pipings, valves and thermostats replacement

3.7.1 Site Assessment and Preparation

3.7.1.1 Preliminary Inspection:

• Conduct a detailed survey of the existing chilled water piping system, noting the condition of all components, including joints, valves, and insulation.

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn

• Identify any structural concerns that may affect installation (e.g., ceiling height, proximity to electrical systems).

3.7.1.2 Work Area Setup:

• Secure work zones to ensure safety and minimize disruption to occupants.

• Provide necessary signage and barriers to delineate construction areas.

• Notify building occupants of the project timeline and potential disruptions.

• During installation, the contractor is responsible for adjusting the ceiling grid as needed around the fan coil units to fit the new unit properly.

• At the end of every workday, the contractor has to reinstall all ceiling tiles they have removed during the day. This is a requirement by the Overseas Building Operations (OBO) Fire Inspector.

3.7.2 Removal of Existing System

3.7.2.1 Isolation of the System:

• Shut down the chilled water system following proper procedures.

• Turn off the power and use Lock out tag out (LOTO).

• Drain the existing chilled water system to prevent spills during removal.

3.7.2.2 Demolition & Disposal:

• Carefully disconnect and remove existing steel chilled water piping in corridors and branches.

• Remove all associated fittings, including 3-way valves, balancing valves, and thermostats.

• Ensure the proper disposal of removed materials in accordance with local regulations (recycling steel where possible).

3.7.2.3 Surface Preparation:

• Inspect and prepare the surfaces where new piping will be installed, including cleaning and addressing any potential hazards.

3.7.3 Installation of New Piping and Components

3.7.3.1 Piping Installation:

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn

• Material Selection: Install new insulated piping (specify material, e.g., copper, PVC, or PEX) as per engineering specifications.

• Routing: Install main piping in corridors, ensuring proper routing to minimize bends and maximize efficiency.

• Branch Piping: Install branch piping to fan coils in rooms, ensuring each branch is properly insulated.

3.7.3.2 Valves Installation:

• 3-Way Valves: Install new 3-way valves at each fan coil unit to allow for effective temperature modulation.

• Balancing Valves: Install balancing valves at strategic points to allow for fine-tuning of flow rates to each zone.

3.7.3.3 Thermostat Installation:

• Install new programmable thermostats in each room according to manufacturer guidelines and best practices.

• Ensure thermostats are calibrated and wired correctly for optimal performance.

• The thermostats may not have Bluetooth or Wi-Fi capability. If the thermostats have Bluetooth and/or Wi-Fi capability there has to be a disable function available.

3.7.4 System Testing and Balancing

3.7.4.1 Pressure Testing:

• Conduct hydrostatic pressure tests on new piping systems to ensure integrity and leak-free operation (minimum pressure test requirements to be specified).

• Document and rectify any leaks before proceeding.

3.7.4.2 System Balancing:

• Use flow meters and balancing valves to ensure equal distribution of chilled water to all fan coils.

• Adjust flow rates based on system design specifications to ensure optimal performance.

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn

3.7.4.3 Thermostat Calibration:

• Test each thermostat to ensure it communicates accurately with the fan coils and responds correctly to temperature changes.

3.7.5 Final Inspection and Documentation

3.7.5.1 Quality Assurance:

• Conduct a final walkthrough with the project manager and relevant stakeholders to ensure all work meets project specifications.

3.7.5.2 Documentation:

• Provide as-built drawings (CAD and PDF format) that reflect the newly installed system & layout.

• Supply operating manuals, maintenance guidelines, and warranty information for all installed equipment.

3.7.6 Deliverables

• Completion of the new chilled water piping system, including all valves and thermostats.

• Pressure testing and balancing reports.

• As-built drawings and operation manuals for the installed equipment.

3.7.7 Assumptions

• Access to the work area will be provided during normal working hours.

• All necessary permits will be obtained by the contractor prior to the start of work (as applicable).

• No unforeseen structural issues will be encountered during installation.

3.7.8 Safety Considerations

• Adhere to Occupational Safety and Health Administration (OSHA) regulations and safety protocols throughout the project.

• Conduct daily safety briefings and ensure all workers are equipped with appropriate personal protective equipment (hard hats, gloves, goggles, etc.).

• Implement a hazard communication plan to identify and mitigate potential risks.

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn

SECTION C - PACKAGING AND MARKING

Not Applicable

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn

SECTION D - INSPECTION AND ACCEPTANCE

The COR, or his/her authorized representatives, will inspect from time to time the services being performed and the supplies furnished to determine whether 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.

D.1 SUBSTANTIAL COMPLETION

(a) "Substantial Completion" means the stage in the progress of the work as determined and certified by the Contracting Officer in writing to the Contractor, on which the work (or a portion designated by the Government) is sufficiently complete and satisfactory. Substantial completion means that the property may be occupied or used for the purpose for which it is intended, and only minor items such as touch-up, adjustments, and minor replacements or installations remain to be completed or corrected which:

(1) do not interfere with the intended occupancy or utilization of the work, and

(2) can be completed or corrected within the time period required for final completion.

(b) The "date of substantial completion" means the date determined by the Contracting Officer or authorized Government representative as of which substantial completion of the work has been achieved.

Use and Possession upon Substantial Completion - The Government shall have the right to take possession of and use the work upon substantial completion. Upon notice by the Contractor that the work is substantially complete (a Request for Substantial Completion) and an inspection by the Contracting Officer or an authorized Government representative (including any required tests), the Contracting Officer shall furnish the Contractor a Certificate of Substantial Completion. The certificate will be accompanied by a Schedule of Defects listing items of work remaining to be performed, completed, or corrected before final completion and acceptance.

Failure of the Contracting Officer to list any item of work shall not relieve the Contractor of responsibility for complying with the terms of the contract. The Government's possession or use upon substantial completion shall not be deemed an acceptance of any work under the contract.

D.2 FINAL COMPLETION AND ACCEPTANCE

D.2.1 "Final completion and acceptance" means the stage in the progress of the work as determined by the Contracting Officer and confirmed in writing to the Contractor, at which all work required under the contract has been completed in a satisfactory manner, subject to the discovery of defects after final completion, and except for items specifically excluded in the notice of final acceptance.

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn

D.2.2 The "date of final completion and acceptance" means the date determined by the Contracting Officer when final completion of the work has been achieved, as indicated by written notice to the Contractor.

D.2.3 FINAL INSPECTION AND TESTS. The Contractor shall give the Contracting Officer at least five (5) days advance written notice of the date when the work will be fully completed and ready for final inspection and tests. Final inspection and tests will be started not later than the date specified in the notice unless the Contracting Officer determines that the work is not ready for final inspection and so informs the Contractor.

D.2.4 FINAL ACCEPTANCE. If the Contracting Officer is satisfied that the work under the contract is complete (with the exception of continuing obligations), the Contracting Officer shall issue to the Contractor a notice of final acceptance and make final payment upon:

• Satisfactory completion of all required tests,

• A final inspection that all items by the Contracting Officer listed in the Schedule of Defects have been completed or corrected and that the work is finally complete (subject to the discovery of defects after final completion), and

• Submittal by the Contractor of all documents and other items required upon completion of the work, including a final request for payment (Request for Final Acceptance).

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn

SECTION E - DELIVERIES AND PERFORMANCE

52.211-10 COMMENCEMENT, PROSECUTION, AND COMPLETION OF WORK

(APR 1984)

The Contractor shall be required to:

(a) commence work under this contract within _____30-90______calendar days after the date the Contractor receives the notice to proceed,

(b) prosecute the work diligently, and,

(c) complete the entire work ready for use not later than 120 days after receipt of Notice to Proceed.

The time stated for completion shall include final cleanup of the premises.

52.211-12 [Reserved]

CONTRACTOR'S SUBMISSION OF CONSTRUCTION SCHEDULES

(a) The time for submission of the schedules referenced in FAR 52.236-15, "Schedules for Construction Contracts", paragraph (a), is hereby modified to reflect the due date for submission as 10 calendar days after receipt of an executed contract".

(b) These schedules shall include the time by which shop drawings, product data, samples and other submittals required by the contract will be submitted for approval.

(c) The Contractor shall 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 used by the Government. The Contractor shall submit a schedule, which sequences work so as to minimize disruption at the job site.

(d) All deliverables shall be in the English language and any system of dimensions (English or metric) shown shall be consistent with that used in the contract. No extension of time shall be allowed due to delay by the Government in approving such deliverables if the Contractor has failed to act promptly and responsively in submitting its deliverables. The Contractor shall identify each deliverable as required by the contract.

(e) 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 contract modification signed by the Contracting Officer. Acceptance or approval of any schedule or revision thereof by the Government shall not:

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn

(1) Extend the completion date or obligate the Government to do so,

(2) Constitute acceptance or approval of any delay, or

(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.

NOTICE OF DELAY

If 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 late completion of the project, the Contractor shall notify the Contracting Officer. The Contractor’s notice shall state 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. The Contractor shall give such notice promptly, not more than ten (10) days after the first event giving rise to the delay or prospective delay. Only the Contracting Officer may revise the approved time schedule.

NOTICE TO PROCEED

(a) After receiving and accepting any bonds or evidence of insurance, the Contracting Officer will provide the Contractor a Notice to Proceed. The Contractor must then prosecute the work, commencing and completing performance not later than the time period established in the contract.

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

WORKING HOURS

All work shall be performed during regular working hours, 8:30 AM to 5:30 PM, Monday through Friday. Other hours, if requested by the Contractor, may be approved by the Contracting Officer's Representative (COR). The Contractor shall give 24 hours in advance to COR who will consider any deviation from the hours identified above. Changes in work hours, initiated by the Contractor, will not be a cause for a price increase.

PRECONSTRUCTION CONFERENCE

A preconstruction conference will be held 10 days after contract award at U.S. Embassy Tallinn to discuss the schedule, submittals, notice to proceed, mobilization and other important issues that affect construction progress. See FAR 52.236-26, Preconstruction Conference.

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn

DELIVERABLES - The following items shall be delivered under this contract:

Description Quantity Deliver Date Deliver To

Section G. Securities/Insurance 1 10 days after award CO Section E. Construction Schedule 1 10 days after award COR Section E. Preconstruction Conference 1 10 days after award COR Section G. Personnel Biographies 1 10 days after award COR

Section F. Payment Request 1 Last calendar day of each month COR

Section D. Request for Substantial Completion 1 15 days before inspection COR

Section D. Request for Final Acceptance 1 5 days before inspection COR

Project Plan + Gantt Chart 1 10 days after award COR Project Drawings/Construction Plans, Permits (if applicable), Required Reports/Photographs 1 25 days after award COR Proposed Sketches, Modification Requests 1 As needed COR Licensed electrical engineer letter validating modifications to electrical service to new equipment

1 Prior to project work COR

Structural calculations by licensed structural engineer 1 Prior to project work COR

Equipment submittals 1 Prior to project work COR

Activity Risk Assessment (DS 4319) For each task

Prior to project work COR

Materials/chemicals submittals 1 Prior to project work COR

Weekly Contractor Report 1 per week During work COR

Equipment Warranty Information 1 Prior to turnover COR Completed Equipment Startup Checklists and Factory Representative’s Documentation 1 Prior to turnover COR Documentation of Post Personnel Training on New Equipment 1 Prior to turnover COR Spare Equipment Parts Room Thermostat Unit (FCU) | 2 pcs.

Chiller Unit Control Card | 1pcs.

Fan Coil Unit Control Card | 2pcs.

N/A

Prior to turnover Physically deliver to FM Office

Operation & Maintenance Manuals 1 Prior to turnover COR

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn

SECTION F – CONTRACT ADMINISTRATION DATA

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 Local Facility Manager (FM), Aron Kruze

Payment: The Contractor's attention is directed to Section H, 52.232-5, "Payments Under Fixed-Price Construction Contracts". The following elaborates on the information contained in that clause.

Requests for payment, may be made no more frequently than monthly. Payment requests shall cover the value of labor and materials completed and in place, including a prorated portion of overhead and profit.

After 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 is then due. If the Contracting Officer does not approve payment of the full amount applied for, less the retainage allowed by in 52.232-5, the Contracting Officer shall advise the Contractor as to the reasons.

Under the authority of 52.232-27(a), the 14-day period identified in FAR 52.232-27(a)(1)(i)(A) is hereby changed to 30 days.

Invoices shall be sent only to the following address:

TallinnInvoices@state.gov

Billing address:

AMERICAN EMBASSY TALLINN

ATTN: B&F

Kentmanni 20, Tallinn, 15099 Estonia

No advance payments will be made. Payment term should be 30 days after receipt of goods or services!

The Contractor shall show Value Added Tax (VAT) as a separate item on invoices submitted for payment.

mailto:TallinnInvoices@state.gov

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn

SECTION G - SPECIAL TERMS AND CONDITIONS

G.1.0 [Reserved]

G.2.0 INSURANCE - The Contractor is required by FAR 52.228-5, "Insurance - Work on a Government Installation" to provide whatever insurance is legally necessary. The Contractor shall at its own expense provide and maintain during the entire performance period the following insurance amounts:

G.2.1 GENERAL LIABILITY (includes premises/operations, collapse hazard, products, completed operations, contractual, independent contractors, broad form property damage, personal injury):

(1) BODILY INJURY, ON OR OFF THE SITE, IN U.S. DOLLARS

Per Occurrence As per local law

Cumulative As per local law

(2) PROPERTY DAMAGE, ON OR OFF THE SITE, IN U.S. DOLLARS

Per Occurrence As per local law

Cumulative As per local law

G.2.2 The foregoing types and amounts of insurance are the minimums required. The Contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims.

G.2.3 The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to any property of the Contractor, its officers, agents, servants, and employees, or any other person, arising from and incident to the Contractor's performance of this contract. The Contractor shall hold harmless and indemnify the Government from any and all claims arising therefrom, except in the instance of gross negligence on the part of the Government.

G.2.4 The Contractor shall obtain adequate insurance for damage to, or theft of, materials and equipment in insurance coverage for loose transit to the site or in storage on or off the site.

G.2.5 The general liability policy required of the Contractor shall name "the United States of America, acting by and through the Department of State", as an additional insured with respect to operations performed under this contract.

G.3.0 DOCUMENT DESCRIPTIONS

G.3.1 SUPPLEMENTAL DOCUMENTS: The Contracting Officer shall furnish from time to time such detailed drawings and other information as is considered necessary, in the opinion of the Contracting Officer, to interpret, clarify, supplement, or correct inconsistencies, errors or

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn omissions in the Contract documents, or to describe minor changes in the work not involving an increase in the contract price or extension of the contract time. The Contractor shall comply with the requirements of the supplemental documents, and unless prompt objection is made by the Contractor within 20 days, their issuance shall not provide for any claim for an increase in the Contract price or an extension of contract time.

G.3.1.1. RECORD DOCUMENTS. The Contractor shall maintain at the project site:

(1) a current marked set of Contract drawings and specifications indicating all interpretations and clarification, contract modifications, change orders, or any other departure from the contract requirements approved by the Contracting Officer; and,

(2) a complete set of record shop drawings, product data, samples and other submittals as approved by the Contracting Officer.

G.3.1.2 . "As-Built" Documents: After final completion of the work, but before final acceptance thereof, the Contractor shall provide:

(1) a complete set of "as-built" drawings, based upon the record set of drawings, marked to show the details of construction as actually accomplished; and,

(2) record shop drawings and other submittals, in the number and form as required by the specifications.

G.4.0 LAWS AND REGULATIONS - The Contractor shall, without additional expense to the Government, be responsible for complying with all laws, codes, ordinances, and regulations applicable to the performance of the work, including those of the host country, and with the lawful orders of any governmental authority having jurisdiction. Host country authorities may not enter the construction site without the permission of the Contracting Officer. Unless otherwise directed by the Contracting Officer, the Contractor shall comply with the more stringent of the requirements of such laws, regulations, and orders and of the contract. In the event of a conflict between the contract and such laws, regulations and orders, the Contractor shall promptly advise the Contracting Officer of the conflict and of the Contractor's proposed course of action for resolution by the Contracting Officer.

G.4.1 The Contractor shall comply with all local labor laws, regulations, customs, and practices pertaining to labor, safety, and similar matters, to the extent that such compliance is not inconsistent with the requirements of this contract.

G.4.2 The Contractor shall give written assurance to the Contracting Officer that all subcontractors and others performing work on or for the project have obtained all requisite licenses and permits.

G.4.3 The Contractor shall submit proper documentation and evidence satisfactory to the Contracting Officer of compliance with this clause.

Request for Quotation nr. 19EN1025Q0127-A001 U.S. Embassy Tallinn

G.5.0 CONSTRUCTION PERSONNEL - The Contractor shall maintain discipline at the site and at all times take all reasonable precautions to prevent any unlawful, riotous, or disorderly conduct by or among those employed at the site. The Contractor shall ensure the preservation of peace and protection of persons and property in the neighborhood of the project against such action.