BME_Chiller_2019-Maint_UCF.pdf

U.S. Embassy Suva

Date: June 21st 2019

To: Prospective Offerors

Subject: Solicitation number 19FJ6019R0002

Enclosed is a Request for Proposals (RFP) for York Air Cooled Rotary Chillers and associated Air Handling Units services. If you would like to submit a proposal, follow the instructions in Section L of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 1442 that follows this letter.

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

Manuals regarding the equipment are available for inspection. Please call Samson Shankaran at +679 3314466 for an appointment to inspect these manuals or to send you a copy.

Proposals are due by July 22nd 2019 at 12 noon local time.

Sincerely, Contracting Officer

Enclosure

SECTION A

COVER PAGE - SF-1442

SOLICITATION, OFFER,

AND AWARD

(Construction, Alteration, or Repair)

1. SOLICITATION NUMBER

19FJ6019R0002

2. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

3. DATE ISSUED PAGE1OFPAGES92

IMPORTANT - The "offer" section on the reverse must be fully completed by offeror.

4. CONTRACT NUMBER 5. REQUISITION/PURCHASE REQUEST NUMBER 6. PROJECT NUMBER

7. ISSUED BY CODE 8. ADDRESS OFFER TO

CONTRACTING OFFICER

US EMBASSY SUVA

158 PRINCES ROAD

SUVA, FIJI

US EMBASSY SUVA

158 PRINCES ROAD

SUVA, FIJI

9. FOR INFORMATION

CALL:

a. NAME

ERIC VOGEL, CONTRACTING OFFICER

b. TELEPHONE NUMBER (Include area code) (NO COLLECT CALLS)

+679 331-4466

SOLICITATION

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid and "bidder".

10. THE GOVERNMENT REQUIRES PERFORMANCE OF THE WORK DESCRIBED IN THESE DOCUMENTS (Title, identifying number, date)

York Air Cooled Rotary Chillers and associated Air Handling Units services.

11. The contractor shall begin performance within calendar days and complete it within calendar days after receiving award, notice to proceed. This performance period is mandatory negotiable. (See ).

13. ADDITIONAL SOLICITATION REQUIREMENTS:

a. Sealed offers in original and copies to perform the work required are due at the place specified in Item 8 by (hour) local time (date). If this is a sealed bid solicitation, offers will be publicly opened at that time. Sealed envelopes containing offers shall be marked to show the offeror's name and address, the solicitation number, and the date and time offers are due.

b. An offer guarantee is, is not required.

c. All offers are subject to the (1) work requirements, and (2) other provisions and clauses incorporated in the solicitation in full text or by reference.

d. Offers providing less than calendar days for Government acceptance after the date offers are due will not be considered and will be rejected.

STANDARD FORM 1442 (REV. 8/2014)

Prescribed by GSA - FAR (48 CFR) 53.236-1(d)

12a. THE CONTRACTOR MUST FURNISH ANY REQUIRED PERFORMANCE AND PAYMENT BONDS?

(If "YES", indicate within how many calendar days after award in Item 12b.)

12b. CALENDAR DAYS

YES NO

OFFER (Must be fully completed by offeror)

14. NAME AND ADDRESS OF OFFEROR (Include ZIP Code) 15. TELEPHONE NUMBER (Include area code)

16. REMITTANCE ADDRESS (Include only if different than Item 14.)

CODE FACILITY CODE

17. The offeror agrees to perform the work required at the prices specified below in strict accordance with the terms of this solicitation, if this offer is accepted by the Government in writing within calendar days after the date offers are due. (Insert any number equal to or greater than the minimum requirement stated in

Item 13d. Failure to insert any number means the offeror accepts the minimum in Item 13d.)

18.The offeror agrees to furnish any required performance and payment bonds.

19. ACKNOWLEDGMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments to the solicitation -- give number and date of each)

AMENDMENT

NUMBER

DATE.

20a. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER (Type or print) 20b. SIGNATURE 20c. OFFER DATE

21. ITEMS ACCEPTED:

AWARD (To be completed by Government)

CONTRACTING OFFICER WILL COMPLETE ITEM 28 OR 29 AS APPLICABLE

AMOUNTS

22. AMOUNT 23. ACCOUNTING AND APPROPRIATION DATA

24. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM 25. OTHER THAN FULL AND OPEN COMPETITION PURSUANT TO

10 U.S.C. 2304(c) ( ) 41 U.S.C. 3304(a) ( )

26. ADMINISTERED BY 27. PAYMENT WILL BE MADE BY

STANDARD FORM 1442 (REV. 8/2014) BACK

28. NEGOTIATED AGREEMENT (Contractor is required to sign this document and return copies to issuing office.) Contractor agrees to furnish and deliver all items or perform all work requirements identified on this form and any continuation sheets for the consideration stated in this contract. The rights and obligations of the parties to this contract shall be governed by (a) this contract award, (b) the solicitation, and (c) the clauses, representations, certifications, and specifications incorporated by reference in or attached to this contract.

29. AWARD (Contractor is not required to sign this document.) Your offer on this solicitation is hereby accepted as to the items listed. This award consummates the contract, which consists of (a) the Government solicitation and your offer, and (b) this contract award. No further contractual document is necessary.

30a. NAME AND TITLE OF CONTRACTOR OR PERSON AUTHORIZED TO SIGN

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

30b. SIGNATURE 30c. DATE 31b. UNITED STATES OF AMERICA

BY

31c. DATE

SECTION B

- SERVICES AND PRICES/COSTS

B.1 SCOPE OF SERVICES

The Contractor shall provide personnel, supplies and equipment, as identified in this solicitation, for all building maintenance services at US Embassy Suva as described in Section C, DESCRIPTION/SPECIFICATIONS/WORK STATEMENT, of this contract.

B.2 TYPE OF CONTRACT

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

A fixed price order will be awarded for unscheduled work or urgently needed services. Individual delivery orders will be issued using the fixed hourly rates identified below. The fixed hourly rates shall include wages, overhead, general and administrative expenses, and profit. Hours and labor categories for these delivery orders shall be negotiated into a firm-fixed-priced delivery order using the standards identified in the

Means for Maintenance and Repair Costs Data and adjusted for US Embassy Suva

(Information regarding this publication can be made to 517-585-7880). The actual amount of work to be performed, an estimate of the professional/technical effort required, the time of such performance, and the location of the property(ies) shall be authorized by delivery orders issued by the Contracting Officer. Orals orders maybe necessary for emergency services however they shall be issued in writing within three business days of the oral instructions.

B.3 PRICES/COSTS

B.3.1 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 B.

B.3.2 All prices shall be submitted in USD

B.3.3 Scheduled Maintenance Services

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

Scheduled Maintenance Services. No additional sums will be payable on account of any escalation in the cost of materials, equipment or labor (unless mandated by local law see

B.7), or because of the Contractor 's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required by the maintenance plan is. Nor will the contract price be adjusted on account of fluctuations in the currency exchange rate.

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

B.3.4 Unscheduled Services

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

(b) The Contractor shall also be reimbursed for costs for any materials/equipment ordered under the task order issued by the Government in conjunction with the Unscheduled Services, as further described in H.14. No profit shall be added to this material/equipment. All costs of materials/equipment shall be itemized on the invoice, such as purchase price of material/equipment, cost of transportation and cost of handing. If VAT charges are paid then they must be itemized in each task order.

B. 3.5 Emergency Services

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

(b) The Contractor shall also be reimbursed for costs for any materials/equipment ordered under the task order issued by the Government in conjunction with the Emergency Services, as further described in H.14. No profit shall be added to this material/equipment. All costs of materials/equipment shall be itemized on the invoice, such as purchase price of material/equipment, cost of transportation and cost of handing. If VAT charges are paid then they must be itemized in each task order.

B.3.6 Ordering

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

Performance" applicable to this contract.

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

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

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

B.4 BASE PERIOD PRICES

B.4.1. Scheduled Maintenance Services. The fixed-price for the first year

(starting on the date stated in the Notice to Proceed and continuing for a period of 12 months) for scheduled maintenance services as defined in C.1.3.1. is:

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service ($)

Total per year ($)

York Air Cooled Screw Chiller – YCIV-

0600-SE-A-50

2 Annual 1

York Air Handling Units YCCB-IPF 96x82

1 Annual 1

69x82

96x58

46x44

2 Annual 1

Travel/Lodging (B.6)

Base Year

B.5 FIRST OPTION YEAR PRICES

B.5.1 Scheduled Maintenance Services. The fixed-price for the second year for scheduled maintenance services as defined in C.1.3.1. is:

B.6 SECOND OPTION YEAR PRICES

B.6.1 Scheduled Maintenance Services. The fixed-price for the second year for scheduled maintenance services as defined in C.1.3.1. is:

Equipment

Type of services

No. of service

Unit price / service

Total per year ($)

York Air Cooled Screw Chiller –

YCIV-0600-SE-A-50

46x44

2 Annual 1

Total Option Year 1

UNSCHEDULED AND/OR EMERGENCY SERVICES:

Unscheduled and /or Emergency Services prices are for evaluation purposes only. Should it arise, a separate order will be raised for Unscheduled and /or Emergency Services.

Overseas Travel: The terms and conditions of the Federal Travel Regulations (FTR) and

Joint Travel Regulation (JTR) shall apply to all travel and travel-related matters authorized under this contract; travel and travel-related expenses shall not exceed the maximum allowable under the FTR and JTR. Reference would be the Federal Travel

Regulation, Chapter 301. In connection with authorized travel, the following items may be included in the firm-fixed price of the contract line item in B.4.1, B.5.1, B.6.1: (i) the cost of domestic and overseas economy-class (coach) air fare; (ii) the cost of hotel or housing accommodations, meals, and other incidentals when travel is undertaken; and

(iii) miscellaneous expenses incurred in connection with the travel.

Miscellaneous travel items such as taxi fares and other ground transportation expenses incurred in connection with the travel, and, if applicable, passport/visa fees, passport/visa photographs, travelers check fees, and airport taxes may be included in the firm-fixed price of the contract line item B.4.1, B.5.1 and B.6.1.

Equipment

Type of services

No. of service

Unit price / service

Total per year ($)

York Air Cooled Screw Chiller –

YCIV-0600-SE-A-50

46x44

2 Annual 1

Total Option Year 2

GRAND TOTAL

Base Year Total: _______________

First Option Year Total: _______________

Second Option Year Total: _______________

GRAND TOTAL: _______________

SECTION C

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1. INTRODUCTION

C.1.1 General. The US Embassy Suva requires a building maintenance service

Contractor to perform scheduled work on US Government owned. The Contractor shall furnish managerial, administrative and direct operational personnel to accomplish all work as required in this contract. The Contractor shall designate an English speaking representative who shall supervise the Contractor's workforce and be the Contractor's liaison with the U.S.

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

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

The US Embassy Suva requires the Contractor to maintain the following systems in a safe, reliable and efficient operating condition.

Two (2) York Air Cooled Rotary Screw Chillers and six (6) associated York Air

Handling Units.

Please see equipment list included in Section J, and Section C for a more detailed description.

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

C.1.3 Definitions.

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

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

"CMP" is a comprehensive maintenance plan

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

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

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

"EOB" means Embassy Office Building.

"Execution Plan" is submitted by the Contractor and defines the methods and disciplines used to carry out the maintenance plan

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

"HVAC" means Heating Ventilating Air Conditioning.

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

"NOB" means New Office Building

"PM" means Preventive Maintenance

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

"Scheduled Maintenance Services" includes all routine maintenance functions identified in the, Comprehensive Maintenance Plan or Facility Maintenance Plan, for Post systems and equipment.

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

Maintenance Plan.

C.1.3.1 The Contractor shall provide an Executive Plan to carry out the maintenance. These duties and responsibilities described in Subsection C.1.5. The

Contractor shall provide a draft of the Executive Plan to the COR for review 30 days after contract award.

C.1.4 Location, Service, Kind of Personnel: A sample listing of locations, kinds of services, and personnel by category, (Department of State Real Estate Management

System and Preventive Maintenance Work Order Tasks), and a sample of an unscheduled order can be requested from the COR.

C.1.5 Duties and Responsibilities.

C.1.5.1 Outline of Electrical/HVAC/Plumbing/Other Mechanical

Services to be Performed: (ALL PROPERTIES)

Services to be performed by these engineers shall include those outlined below. Damage or situations requiring major or specialized remedial services shall promptly be brought to the attention of the COR or the Embassy Buildings

Management Office, and efforts shall be made to minimize such trouble or damage until proper corrective action can be taken. Major and specialized repairs shall be carried out by the Government, independent of this contract. Services to be performed as part of scheduled maintenance to include:

GENERAL INFORMATION:

The United States Embassy in SUVA, FIJI requires professional services and contractor cost proposals to perform preventive maintenance services for the York Air Cooled

Rotary Chillers and associated Air Handling Units.

DESCRIPTION OF EQUIPMENT *:

1) Two (2) York Air Cooled Rotary Screw Chillers

2) Six (6) York Air Handling Units (see Section J for more details)

GENERAL REQUIREMENTS:

The Contractor under this SOW will be responsible for labor, tools, and materials required to carry out all preventive maintenance as outlined in this SOW. Embassy staff has service manuals for all chillers onsite.

SCOPE OF WORK - - CHILLER PREVENTIVE MAINTENANCE

Contractor shall provide all materials, supervision, labor, tools and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and 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). Material Safety

Data Sheets (MSDS) shall be provided by the Contractor for all HAZMAT materials.

Copies will be provided to the COR for approval.

If any discrepancies are found with the HVAC equipment/systems that are not covered under this scope of work then the contractor must provide a detailed report noting the discrepancy found.

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.

Air Cooled Chiller: Special Instructions, at a minimum, the following work shall be done:

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

2. Schedule outage with operating personnel. personnel (minimum 24 hours in advance of planned shutdown)

3. Use extreme caution when climbing roof access ladders.

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

5. Record and report equipment damage or deficiencies.

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

7. Follow safety and environmental procedures for the handling and disposing of refrigerants and compressor oil.

8. Don’t vent refrigerants. Refrigerants must be recovered.

9. Record quantities of refrigerants and compressor oil, added or removed.

10. Record results in the equipment history log.

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

12. Check oil level in oil separator sight glass.

13. Check liquid line sight glass/moisture indicator.

14. Record system operating temperatures and pressures in the checklist.

15. Check programmable operating set points and safety cutouts. Assure they are correct for the application.

16. Check compressor and evaporator heater operation.

17. Check superheat on the evaporator and the economizer feed to the compressor.

18. Check condenser sub-cooling.

19. Check for dirt in the panel. Check door gasket for sealing integrity.

20. Sample compressor oil, check for acid, and replace if necessary.

21. Disconnect power source and lock out. Check tightness of power wiring connections.

22. Check the chiller for leaks.

23. Thoroughly clean the condenser coils.

24. Test fans for proper operation.

25. Perform operational test and return to service.

26. Remove debris from work-site.

Motor Starter (5 HP to Less Than 100 HP): Special Instructions- at a minimum, the following work shall be done:

1. Schedule outage with operating personnel. (minimum 24 hours in advance of planned shutdown)

2. Follow site safety procedures and your supervisor’s instructions.

3. De-energize, tag, and lock out circuit. Check for secondary sources of voltage.

DANGER – CHECK THAT CIRCUITS ARE DEAD BEFORE STARTING

WORK.

4. Record and report to your supervisor any equipment damage or deficiencies found during this maintenance task.

5. Record all test results in the component maintenance log.

6. Obtain and review manufacturer’s operation and maintenance instructions.

7. All tests shall conform to the manufacturer’s recommended procedures.

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

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

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

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

12. Check heater mounting screws for tightness.

13. Check all control wiring connections for tightness.

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

15. On units equipped with two-stage starting, check dash pots and timing controls for proper operation. Adjust as required per the manufacturer’s specifications.

16. On units equipped with variable speed starters:

17. Check tightness of connections to resistor bank.

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

19. Check tightness of connections to drum controller.

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

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

22. Lubricate all moving parts with proper lubricant

23. Clean interior of cabinet.

24. Clean exterior of cabinet.

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

Panel, Electronic Controls: Special Instructions, at a minimum, the following work shall be done:

1. Schedule outage with operating personnel. (minimum 24 hours in advance of planned shutdown)

2. Record and report equipment damage or deficiencies.

3. Record results in the equipment history log

4. Clean panel interior.

5. Verify functionality of supported devices.

6. Clean ventilation filter and fan (if applicable).

7. Replace battery where applicable.

Dry Cooler: Special Instructions, at a minimum, the following work shall be done:

1. Perform applicable lockout/tag out steps of site safety procedures to ensure machinery will not start.

2. Schedule outage with operating personnel. (minimum 24 hours in advance of planned shutdown)

3. Use extreme caution when climbing roof access ladders.

4. Follow site safety procedures and your supervisor’s instructions.

5. Record and report to your supervisor any equipment damage or deficiencies found during this maintenance task.

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

7. Remove debris from air screen and clean underneath unit.

8. Pressure wash coils with coil clean solution or water as required by the manufacturer’s specifications.

9. Straighten fin tubes with fin comb.

10. Inspect controller for proper operation. Inspect electrical connections for tightness.

11. Inspect for and remove corrosion rust from unit and supporting steel, prime and paint as necessary.

12. Inspect and lubricate fan motors.

13. Cycle all valves at least two times.

14. Verify proper operation of fans.

15. Clean up work area.

Annual Schedule (AHU 2.03) Direct Drive, Outside Air

Maintenance Task Description:

1. Evaluate filters for replacement.

2. Service the condensate system.

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

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.

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.

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.)

i. Check for any other damage.

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.

Annual Schedule (AHU) Direct Drive

1. Evaluate filters for replacement.

2. Service the condensate system.

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

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.

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.

i. 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.

i. Check grounding straps for tightness.

ii. 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.

Annual Schedule (AHU) Belt Drive

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

1) Pre-work operational tests with unit operating:

a. Check for unusual noise or vibration.

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

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

2) Stop the unit and clean/adjust:

a. Clean exterior of unit.

b. Inspect panels for damage.

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

d. Inspect bird screens for damage and debris.

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

f. Check and clean grills, dampers, vanes, linkages as required.

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

h. Lubricate mechanical connections of dampers sparingly.

i. Vacuum interior of unit if necessary.

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

k. Inspect door gaskets for damage and proper seal.

l. Check soundness of unit structure. (Is it falling apart?)

3) Service the fan:

a. Check belts for wear and cracks, adjust tension or alignment, and replace belts when necessary.

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

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

d. Check sheaves for excessive wear. Submit a work order to replace the sheaves when the belts start riding low.

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

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

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

h. Check condition of extended lubrication lines when present.

i. Lubricate fan shaft bearings while unit is running. Do not over lubricate.

Remove old or excess lubricant. (See manufacturer literature)

4) Clean and service the coils and cooling/heating components:

a. Inspect coils and clean by brushing, blowing, vacuuming, or pressure washing if necessary.

b. Check coils for leaks and adjust tightness of fittings when required.

c. Use fin comb to straighten coil fins. (If necessary)

d. For hydronic units, cycle all hydronic water valves two times and check for leaks.

e. For DX units, check for refrigerant leaks on all lines, valves, fittings, coils, etc.

Submit a work order to repair any leaks found.

f. Check and repair damaged insulation.

g. Check filters and change if necessary.

5) Clean and service the condensate catch and removal components:

a. Flush and clean condensate pans and drains, remove all rust, prepare metal and paint where required.

b. Ensure condensate drain lines are clear and free running.

c. Treat condensate pans with an EPA approved biocide.

d. Service condensate pumps, if equipped.

e. Clean the strainers.

6) Service the motor:

a. Clean exterior of motor surfaces of soil accumulation.

b. Clean motor ventilation ports.

c. Check motor for damage.

d. Lubricate motor bearings with Polyrex-EM grease. Don't use fan bearing grease in the motor.

e. Check adjustable fan motor base and mounting hardware for damage or loose parts. Tighten as necessary.

f. Check grounding straps for tightness.

g. Check and record insulation resistance with a megger. Don't megger variable frequency drives.

h. Perform corrective measures identified during the pre-work operation test if possible as preventive maintenance. Otherwise, submit a work order for correction.

7) Remove tags, perform operational test, and return unit to service.

a. Check for proper condensate drainage.

b. Check for unusual noise or vibration.

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

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

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

C.1.5.3 Miscellaneous Maintenance and Repair Services:

All personnel assigned by the Contractor for the performance of the respective services shall be regular employees of the Contractor, and shall be supervised by the Contractor.

There shall be no employer-employee relationship between the Government and the personnel. Subcontractors may only be employed with the express written consent of the

Contracting Officer.

C.2 SUPERINTENDENCE BY CONTRACTOR:

The entire operation of the contracted services shall be superintended by the Contractor's

English liaison, who shall maintain a close contact with the Contracting Officer and the

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

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

C.3 QUALITY ASSURANCE

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

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

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

C.3.1 Report: The Contractor shall render an annual Chiller maintenance maintenance report, summing up observations resulting from the inspections, difficulties or irregularities encountered, measures taken, improved conditions, repairs or services needed (those beyond the Contractor's responsibilities), special work done, recommendations, and other matters related to operation and maintenance of the buildings and facilities covered by this contract. The report shall be provided and signed by an authorized representative of the Contractor, and shall be submitted to the COR, together with the Contractor's invoice.

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

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

SECTION D

PACKAGING AND MARKING

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

D.1 MATERIALS SHIPPING ADDRESS

(a) All unclassified reports, data and documentation shall be prepared for shipping in accordance with the best commercial practices.

(b) Classified reports, data, and documentation shall be prepared for shipment in accordance with the National an Industrial Security Program Operating Manual

(DOD 5220.22-M)

(c) Materials delivered to the site shall be marked as follows: The delivery address shall be provided to the Contractor as part of the completed contract.

D.2 DEPARTMENT OF STATE DELIVERY, MAIL AND COURIER

ADDRESSES

D.2.1 The contractor shall include the substance of Provisions D.2 and D.3 in all cleared subcontracts. The substance of D.3 shall be reproduced in all subcontracts.

D.2.2 Classified packages/mail shall NOT be sent via U.S. Postal Service.

Contractors and subcontractors authorized to send classified packages to the

Department shall provide delivery of packages, by appropriately cleared contractor, via approved hand-carry methods in accordance with NISPOM 5-410 and 5-411. All classified hand-carry deliveries from the contractor to DOS shall be made to the following address between the hours 8:00 AM and 4:00 PM. The contractor shall advise the intended recipient of the materials and estimated time of arrival a minimum of 48 hours prior to dispatching the package by courier.

D.2.2.1 Packages/Mail sent to Post:

For packages/mail that need to be sent via Classified shipment, please contact the COR first for ship to address.

D.2.2.2 Packages/Mail sent to the Overseas Building Operations (OBO) Facilities

Group:

Senior Mechanical Engineer (703-516-1987)

U.S. DEPARTMENT OF STATE

OBO/CSFM/FAC/PS

1701 NORTH FORT MYER DRIVE

SA-6, ROOM 2012.24

ARLINGTON, VA 22209

ALTERNATE POINT OF CONTACT:

(703-812-2223)

D.2.3 Alternatively, GSA Schedule 48, Commercial Delivery Carriers, may be used in accordance with NISPOM 5-403-e, and ISL 2006-02, para 18. Currently, the carriers on that list include:

(a) DHL (Astar Air Cargo) - Same Day Service

(b) FedEx – Same Day Service, First Overnight, Priority Overnight or Standard

Overnight

(c) Airnet Systems – Mission Critical or Same Day Service

(d) United Parcel Service – UPS Next Day Air Early, Next Day Air, or Next Day Air

Saver

(e) UPS Supply Chain Solutions – Constant Surveillance Service

D.2.3.1 Classified Packages/Mail to be delivered via authorized commercial delivery carrier listed above should be addressed as follows:

D.2.3.1.1 Packages/Mail sent to Post:

For packages/mail that need to be sent via Classified shipment, please contact the COR first for ship to address.

D.2.3.1.2 Packages/Mail sent to the Overseas Building Operations (OBO) Facilities

Group:

Senior Mechanical Engineer (703-516-1987)

OBO/CSFM/FAC/PS

1701 NORTH FORT MYER DRIVE

SA-6, ROOM 2012.24

ARLINGTON, VA 22209

ALTERNATE POINT OF CONTACT:

(703-812-2223)

D.2.4 Unclassified Packages/Mail sent via U.S. Mail, Registered or Certified Mail;

Courier Service and U.S. Postal Service Overnight Express shall be addressed as follows.

NOTE: Classified information cannot be sent via these methods.

D.2.4.1 Packages/Mail sent to Post:

US Embassy Suva

4290 Suva Pl

Washington DC, 20521

D.2.4.2 Packages/Mail sent to the Overseas Building Operations (OBO) Facilities

Group: (Address must be capitalized on Package and Intended OBO recipient’s name should appear only on inner envelope)

Senior Mechanical Engineer

OBO/CSFM/FAC/PS

SA-6, ROOM 1202.24

WASHINGTON, DC 20522-0612

D.3 PACKAGING REQUIREMENTS FOR MAIL AND COURIER SHIPMENT

OF DOCUMENTS AND DRAWINGS

D.3.1 Separate packaging of electronic media and hardcopy material

The prime Contractor and any associated subcontractors will package all drawings and electronic media (classified, SBU and unclassified) in separate mailing packages, specifically, electronic media will be transported in electronic media packages that contain no other drawings or hard copies of any kind, beyond that of transfer/receipt documentation. Hardcopy (paper) drawing and documents will be packaged separately.

D.3.2 Wrapping and addressing of packages: For all shipping methods, the prime contractor and any associated subcontractors will ensure that all project documentation, regardless of classification and to include SBU, is double wrapped with both layers addressed properly and labeled with the sender’s address. No indication that the contents are SBU or classified should appear on the outer wrapper. Document tracking receipts should be packaged inside the inner wrapping with the materials the receipt describes.

D.3.3 Packaging heavy materials in appropriate containers: In applying the above double wrapping and addressing procedures, items sent via US mail or commercial carrier weighing more than one (1) pound shall have the inner package enclosed within an appropriately sized double-walled box or, for rolled drawings, a manufactured mailing tube.

D.4 U.S. GOVERNMENT RIGHTS

D.4.1 The U.S. Government reserves the right, in its sole discretion, to determine whether products have been compromised, and therefore cannot be used in CAAs and adjacent areas. Where such compromises results from Contractor's failure to comply with security procedures, the Contractor shall bear entire cost associated with rectification of comprise and restoration of required security provisions.

Reference:

[End of Section]

SECTION E

INSPECTION AND ACCEPTANCE

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

This contract incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: http://www.acquisition.gov/far/ or http://farsite.hill.af.mil/vffara.htm

These addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, use the Department of State Acquisition website at http://www.statebuy.state.gov/ to see the links to the FAR. You may also use an internet “search engine” (for example Google, Yahoo, Excite) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

CLAUSE TITLE AND DATE

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

52.246-12 INSPECTION OF CONSTRUCTION (AUG 1996)

E.2 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

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

Contractor performance. The QASP provides a method for the Contracting Officer's

Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the

Government is to conduct quality assurance to ensure that contract standards are achieved.

Performance Objective

PWS

Paragraph Performance Threshold

Services

Performs all maintenance services set forth in the Performance Work Statement (PWS)

C.1 thru C.4

All required services are performed and no more than one

(1) customer complaint is received per month http://www.acquisition.gov/far/ http://farsite.hill.af.mil/vffara.htm http://www.statebuy.state.gov/

E.2.1 Surveillance. The COR will receive and document all complaints from

Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

E.2.2 Standard. The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting

Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.246-4, Inspection of Services – Fixed Price (AUG

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

E.2.3 Procedures

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

(b) The COR will complete appropriate documentation to record the complaint.

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

(d) If the COR determines the complaint is valid, the COR will inform the

Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

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

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

(g) The COR will consider complaints as resolved unless notified otherwise by the complainant.

(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the

COR will contact the Contracting Officer for appropriate action under the Inspection clause.

SECTION F

DELIVERIES OR PERFORMANCE

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

website at http://www.statebuy.state.gov/ to see the links to the FAR. You may also use an internet “search engine” (for example Google, Yahoo, Excite) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

52.242-15 STOP-WORK ORDER (AUG 1989)

52.242-17 GOVERNMENT DELAY OF WORK (APR 1984)

52.242-14 SUSPENSION OF WORK (APR 1984)

F.2 PERIOD OF PERFORMANCE

The contract shall be effective on the date of the Contracting Officer's signature, and shall remain in effect until 12 months, with two one-year options http://www.acquisition.gov/far/ http://farsite.hill.af.mil/vffara.htm http://www.statebuy.state.gov/

F.3 DELIVERABLES

The following items shall be delivered under this contract:

Description Quantity Delivery Date

Deliver

To

C.1.3.2 Execution Plan 1 30 days after award COR

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

C.3. Inspection Report 1

7 days after end of weekly period COR

C.3.1. Building Maintenance Report 1 5th day of each month COR

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

H.3. Bonds 1 30 days after award CO

H.4. Insurance/Licenses & Permits 1

30 days after Notice of

Award CO

H.10.1 Safety Plan 1 30 days after contract award COR

H.7.1 Waste Disposal Report 1 Last day of each month COR

F.4 CONTRACTOR'S SUBMISSION OF MAINTENANCE SCHEDULE AND

MINOR REPAIRS UNDER UNSCHEDULED WORK ORDERS

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

Section I, 52.236-15, "Schedules for Construction Contracts", paragraph (a), is hereby modified to reflect the due date for submission as " 30 calendar days after receipt of an executed contract". The Contractor shall weekly revise such schedules (1) to account for the actual progress of the work, (2) to reflect approved adjustments in the performance schedule, and (3) as required by the Contracting Officer to achieve coordination with work by the Government and any separate contractors employed by the Government. The

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

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

Government in approving such deliverables if the Contractor has failed to act promptly and responsively in submitting its deliverables.