Solicitation_final.docx

Solicitation No. 19FR6319R0005 Page: 29 of 95

OMB APPROVAL NO. 2700-0042

SOLICITATION, OFFER,

AND AWARD

(Construction, Alteration, or Repair)

1. SOLICITATION NO.

19FR6319R0005

2. TYPE OF SOLICITATION

|_| SEALED BID (IFB)

[x] NEGOTIATED (RFP)

3. DATE ISSUED

April 25, 2019

PAGE OF PAGES

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

4. CONTRACT NO.

5. REQUISITION/PURCHASE REQUEST NO.

6. PROJECT NO.

7. ISSUED BY CODE

8. ADDRESS OFFER TO

Contracts Office, AM 8 American Embassy 2 Avenue Gabriel 75008 Paris, France Phone: (33) 1 43 12 24 87 Fax: (33) 1 42 66 11 94

Ms. Dominique MAZIER B. TELEPHONE NO. (Include area code) (NO COLLECT CALLS) 01 43 12 24 87

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 no., date):

Maintenance services for air-conditioning and ventilation equipment of the U.S. Mission in Paris.

11. The Contractor shall begin performance within 7 calendar days and complete it within 365 calendar days after receiving |_| award, |X| notice to proceed. This performance period is |X| mandatory, |_| negotiable. (See _______________.)

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

(If “YES,” indicate within how many calendar days after award in Item 12B.)

10 days

OFFER (Must be fully completed by offeror)

14. NAME AND ADDRESS OF OFFEROR (Include ZIP Code)

15. TELEPHONE NO. (Include area code)

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

CODE FACILITY CODE

17. The offeror agrees to perform the work at the prices specified below in strict accordance with the terms of this solicitation, if this offer is accepted by the Government 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.

AMOUNTS

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 NO.

DATE

20A. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER (Type or print)

20B. SIGNATURE

20C. OFFER DATE

AWARD (To be completed by Government)

21. ITEMS ACCEPTED:

22. AMOUNT

23. ACCOUNTING AND APPROPRIATION DATA

26. ADMINISTERED BY CODE

27. PAYMENT WILL BE MADE BY

CONTRACTING OFFICER WILL COMPLETE ITEM 28 OR 29 AS APPLICABLE

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. AWARD DATE

Computer Generated STANDARD FORM 1442 BACK (REV. 4-85)

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SCOPE OF SERVICES

The contractor shall provide personnel, supplies and equipment, as identified in this solicitation and Exhibit A, for all building air-conditioning and ventilation maintenance services at the U.S. Mission to Paris as described in Section C, of this contract and in Exhibit I cited in Section J.

B.2 TYPE OF CONTRACT

This is a fixed price contract for scheduled maintenance services and an indefinite delivery/indefinite quantity type contract for unscheduled work, emergency services and spare parts. The fixed price portion of the contract will include all work, including furnishing all labor, materials, equipment, overhead and profit, unless otherwise specified. For the unscheduled/emergency services, individual task orders will be issued using the fixed hourly rates for services and the manufacturer’s cost price plus fixed material handling rate for spare parts as indicated in the contract. Oral orders may be necessary for emergency services, however, they shall be issued in writing within three business days of the oral instructions. See Exhibit B, Section J for sample of an Unscheduled Work Order.

B.3 PRICES/COSTS

B.3.1. All prices shall be submitted in Euros (€). US firms can submit prices and be paid in US dollars.

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. Scheduled Maintenance Services

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 for air-conditioning and ventilation 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.4), 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. Nor will the contract price be adjusted on account of fluctuations in the currency exchange rate.

B.3.3. Unscheduled Services

The labor categories and fixed hourly rates per labor category, stated below, shall be used for establishing a firm fixed-price for the task orders. Each task order shall be negotiated individually by determining in advance the start of work, the labor categories, the number of hours required, and by multiplying the hourly rates by the number of hours.

The contractor shall be reimbursed the manufacturer’s cost price + fixed material handling rates as shown in CLIN 0017 for any materials or equipment ordered by the Government in conjunction with Unscheduled/Emergency Services. No additional overhead, profit, or other charge shall be added to this material or equipment. If VAT charges are paid then they must be itemized in each task order.

B.3.4 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 35 hours per week or seven (7) 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.3.5 Ordering

Ordering - (a) All supplies or services to be furnished under this contract shall be ordered by the issuance of delivery/task orders signed by the Contracting Officer. 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 price proposal when given a draft scope of work for an unscheduled task.

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

(d) All delivery/task 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 USE OF INDEXES IN PRICE STRUCTURE AND REVISION

Prices for line items under this contract shall be revised in accordance with laws applicable to the performance of HVAC services in France. Prices shall be based on two index rates governing HVAC agreements as follows:

(a) The labor index rate (ICHTTrev-TS) assessed by French regulations governing the HVAC labor agreements (Conventions Collectives) issued and controlled by the French Government.

The following ICHTTrev-TS 0 index rate 122.70 issued in October 2018, shall apply for the base year prices.

(b) The index rates for supplies (consumables) and diverse services (FDS2) assessed by the French regulations governing the HVAC trade agreements issued and controlled by the French Government. The following FSD20 index rate 130.90 issued in January 2019, shall apply for the base year prices.

These two index rates shall form the basis of the formula governing the revision of contract prices for all four-option years. This formula shall apply only when the contract is modified to exercise an option year extension. Fixed-prices for each option year (subject to a contract modification duly signed by both vendor and Contracting Officer and starting the day after expiration date of the contract year in progress and continuing for a period of 12 months) for all maintenance services as defined in C.2 (DUTIES AND RESPONSIBILITIES) shall be the same as for the base year subject to revision only in accordance with the formula.

The effective date for the change of the index rates may occur prior to the expiration date of the contractual year in progress but this shall have no bearing on the modification to follow and no retroactive adjustment shall be considered. The contractor shall submit his request for revision for each option year using the index rates in effect 30 days prior to the expiration date of the contractual year in progress. The formula is as follows:

P2 = P20 (0,85 ICHTTrev-TS + 0,15 FSD2) ICHTTrev-TS0 FSD20

P2 is the adjusted price for each line item (excluding those line items relating to trips and material/equipment costs) for the proposed option year.

P20 is the price for each line item (excluding those line items relating to trips and material/equipment costs) for the base contract year.

ICHTTrev-TS0 is the index rate assessed by the French regulations governing the HVAC labor agreements (Conventions Collectives) issued and controlled by the French Government for the base contract year.

ICHTTrev-TS is the index rate assessed by the French regulations governing the HVAC labor agreements (Conventions Collectives) issued and controlled by the French Government for the for proposed option year.

FSD2 is the index rate for supplies (consumables) and diverse services (FSD2) assessed by the French regulations governing the HVAC trade agreements issued and controlled by the French Government for the proposed option year.

FSD20 is the index rate for supplies (consumables) and diverse services (FDS2) assessed by the French regulations governing the HVAC trade agreements issued and controlled by the French Government for the base contract year.

However, contract line items relating to trip expenses and material handling costs shall be firm-fixed prices, or rates, and not subject to any adjustment or revision for all four option years of the contract.

B.5 BASE PERIOD PRICES

B.5.1 AIR CONDITIONING AND VENTILATION SERVICES

B.5.1.1. Scheduled Maintenance:

Fixed-prices for the base year (starting on the date stated in the Notice to Proceed and continuing for a period of 12 months) are subject to the above-mentioned index for scheduled maintenance services as defined in C.2.1 (AIR CONDITIONING) and in C.2.2 (VENTILATION) and are as follows:

The list of equipment and unit price breakdown can be found in Exhibit I. The Contractor shall complete the breakdown of price proposal in Exhibit I to provide firm fixed total prices for each CLIN (building/location).

B.5.1.2. Unscheduled/Emergency A/C services.

Daytime Rates: From Monday to Friday, 05:00 to 22:00 hours the fixed-prices for unscheduled/emergency maintenance services are as follows:

Trip Costs or “Frais de Déplacement” associated with unscheduled/emergency services are fixed unit prices as follows:

Nighttime Rates: From Monday to Friday, 22:00 to 05:00 hours the fixed-prices for unscheduled/emergency maintenance services are as follows:

Trip Costs or “Frais de Déplacement” associated with unscheduled/emergency services as follows:

Weekend and Local Holiday Rates: During weekends and local holidays the fixed-prices for unscheduled/emergency maintenance services are as follows:

Trip Costs or “Frais de Déplacement” associated with unscheduled/emergency services are fixed unit prices as follows:

Material and Equipment to be used in conjunction with CLIN’s 0013-0019 above

B.5.2 CONTRACT PRICE

The total ceiling price for the base year of this contract is the sum of all the foregoing subtotals subject to 20% VAT:

** See paragraph G.4 VAT

B.5.3. MINIMUM AND MAXIMUM AMOUNTS FOR UNSCHEDULED MAINTENANCE AND EMERGENCIES

During this contract period, the Government shall place orders totaling a minimum of 1,000.00 Euros for all air-conditioning and ventilation unscheduled and emergency services. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed 171,926.00 Euros for all air-conditioning and ventilation unscheduled and emergency services. This reflects the contract maximum for unscheduled services for this period of performance.

B.6 FIRST OPTION YEAR PRICES

B.6.1 AIR CONDITIONING AND VENTILATION SERVICES

B.6.1.1. Scheduled Maintenance:

Fixed-prices for the first option year (starting on the date stated in the modification to contract and continuing for a maximum period of 12 months) are subject to the above-mentioned index for scheduled maintenance services as defined in C.2.1 (AIR CONDITIONING) and in C.2.2 (VENTILATION) and are as follows:

The list of equipment and unit price breakdown can be found in Exhibit I. The Contractor shall complete the breakdown of price proposal in Exhibit I to provide firm fixed total prices for each CLIN (building/location).

B.6.1.2. Unscheduled/Emergency A/C services.

Daytime Rates: From Monday to Friday, 05:00 to 22:00 hours the fixed-prices for unscheduled/emergency maintenance services are as follows:

Trip Costs or “Frais de Déplacement” associated with unscheduled/emergency services are fixed unit prices as follows:

Nighttime Rates: From Monday to Friday, 22:00 to 05:00 hours the fixed-prices for unscheduled/emergency maintenance services are as follows:

Weekend and Local Holiday Rates: During weekends and local holidays the fixed-prices for unscheduled/emergency maintenance services are as follows:

Trip Costs or “Frais de Déplacement” associated with unscheduled/emergency services are fixed unit prices as follows:

B.6.2 CONTRACT PRICE

The total ceiling price for the base year of this contract is the sum of all the foregoing subtotals subject to 20% VAT:

B.6.3. MINIMUM AND MAXIMUM AMOUNTS FOR UNSCHEDULED MAINTENANCE AND EMERGENCIES

During this contract period, the Government shall place orders totaling a minimum of 1,000.00 Euros for all air-conditioning and ventilation unscheduled and emergency services. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed 171,926.00 Euros for all air-conditioning and ventilation unscheduled and emergency services. This reflects the contract maximum for unscheduled services for this period of performance.

B.7 SECOND OPTION YEAR PRICES

B.7.1 AIR CONDITIONING AND VENTILATION SERVICES

B.7.1.1. Scheduled Maintenance:

Fixed-prices for the second option year (starting on the date stated in the modification to contract and continuing for a maximum period of 12 months) are subject to the above-mentioned index for scheduled maintenance services as defined in C.2.1 (AIR CONDITIONING) and in C.2.2 (VENTILATION) and are as follows:

The list of equipment and unit price breakdown can be found in Exhibit I. The Contractor shall complete the breakdown of price proposal in Exhibit I to provide firm fixed total prices for each CLIN (building/location).

B.7.1.2. Unscheduled/Emergency A/C services.

Daytime Rates: From Monday to Friday, 05:00 to 22:00 hours the fixed-prices for unscheduled/emergency maintenance services are as follows:

Trip Costs or “Frais de Déplacement” associated with unscheduled/emergency services are fixed unit prices as follows:

Nighttime Rates: From Monday to Friday, 22:00 to 05:00 hours the fixed-prices for unscheduled/emergency maintenance services are as follows:

Weekend and Local Holiday Rates: During weekends and local holidays the fixed-prices for unscheduled/emergency maintenance services are as follows:

Trip Costs or “Frais de Déplacement” associated with unscheduled/emergency services are fixed unit prices as follows:

B.7.2 CONTRACT PRICE

The total ceiling price for the base year of this contract is the sum of all the foregoing subtotals subject to 20% VAT:

B.7.3. MINIMUM AND MAXIMUM AMOUNTS FOR UNSCHEDULED MAINTENANCE AND EMERGENCIES

During this contract period, the Government shall place orders totaling a minimum of 1,000.00 Euros for all air-conditioning and ventilation unscheduled and emergency services. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed 171,926.00 Euros for all air-conditioning and ventilation unscheduled and emergency services. This reflects the contract maximum for unscheduled services for this period of performance.

B.8 THIRD OPTION YEAR PRICES

B.8.1 AIR CONDITIONING AND VENTILATION SERVICES

B.8.1.1. Scheduled Maintenance:

Fixed-prices for the third option year (starting on the date stated in the modification to contract and continuing for a maximum period of 12 months) are subject to the above-mentioned index for scheduled maintenance services as defined in C.2.1 (AIR CONDITIONING) and in C.2.2 (VENTILATION) and are as follows:

The list of equipment and unit price breakdown can be found in Exhibit I. The Contractor shall complete the breakdown of price proposal in Exhibit I to provide firm fixed total prices for each CLIN (building/location).

B.8.1.2. Unscheduled/Emergency A/C services.

Daytime Rates: From Monday to Friday, 05:00 to 22:00 hours the fixed-prices for unscheduled/emergency maintenance services are as follows:

Trip Costs or “Frais de Déplacement” associated with unscheduled/emergency services are fixed unit prices as follows:

Nighttime Rates: From Monday to Friday, 22:00 to 05:00 hours the fixed-prices for unscheduled/emergency maintenance services are as follows:

Weekend and Local Holiday Rates: During weekends and local holidays the fixed-prices for unscheduled/emergency maintenance services are as follows:

Trip Costs or “Frais de Déplacement” associated with unscheduled/emergency services are fixed unit prices as follows:

B.8.2 CONTRACT PRICE

The total ceiling price for the base year of this contract is the sum of all the foregoing subtotals subject to 19.6 % VAT:

B.8.3. MINIMUM AND MAXIMUM AMOUNTS FOR UNSCHEDULED MAINTENANCE AND EMERGENCIES

During this contract period, the Government shall place orders totaling a minimum of 1,000.00 Euros for all air-conditioning and ventilation unscheduled and emergency services. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed 171,926.00 Euros for all air-conditioning and ventilation unscheduled and emergency services. This reflects the contract maximum for unscheduled services for this period of performance.

B.9 FOURTH OPTION YEAR PRICES

B.9.1 AIR CONDITIONING AND VENTILATION SERVICES

B.9.1.1. Scheduled Maintenance:

Fixed-prices for the fourth option year (starting on the date stated in the modification to contract and continuing for a maximum period of 12 months) are subject to the above-mentioned index for scheduled maintenance services as defined in C.2.1 (AIR CONDITIONING) and in C.2.2 (VENTILATION) and are as follows:

The list of equipment and unit price breakdown can be found in Exhibit I. The Contractor shall complete the breakdown of price proposal in Exhibit I to provide firm fixed total prices for each CLIN (building/location).

B.9.1.2. Unscheduled/Emergency A/C services.

Daytime Rates: From Monday to Friday, 05:00 to 22:00 hours the fixed-prices for unscheduled/emergency maintenance services are as follows:

Trip Costs or “Frais de Déplacement” associated with unscheduled/emergency services are fixed unit prices as follows:

Nighttime Rates: From Monday to Friday, 22:00 to 05:00 hours the fixed-prices for unscheduled/emergency maintenance services are as follows:

Weekend and Local Holiday Rates: During weekends and local holidays the fixed-prices for unscheduled/emergency maintenance services are as follows:

Trip Costs or “Frais de Déplacement” associated with unscheduled/emergency services are fixed unit prices as follows:

B.9.2 CONTRACT PRICE

The total ceiling price for the base year of this contract is the sum of all the foregoing subtotals subject to 20% VAT:

B.9.3. MINIMUM AND MAXIMUM AMOUNTS FOR UNSCHEDULED MAINTENANCE AND EMERGENCIES

During this contract period, the Government shall place orders totaling a minimum of 1,000.00 Euros for all air-conditioning and ventilation unscheduled and emergency services. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed 171,926.00 Euros for all air-conditioning and ventilation unscheduled and emergency services. This reflects the contract maximum for unscheduled services for this period of performance.

B.10 GRAND TOTAL VAT INCLUDED

· Est. Base Year Total: __________________

· Est. First Option Year Total: __________________

· Est. Second Option Year Total: __________________

· Est. Third Option Year Total: __________________

· Est. Fourth Option Year Total: __________________

EST GRAND TOTAL

DURING FIVE YEARS VAT INC.: __________________

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 INTRODUCTION

C.1.1. General:

The American Embassy in Paris requires building maintenance service contractor (s) to provide routine preventive maintenance and on-call emergency services for the air-conditioning and ventilation systems located in different Government buildings in accordance with the statement of work as follows. The Contractor(s) shall maintain the buildings air-conditioning and ventilation systems in safe, reliable and efficient operating condition, performing both scheduled and unscheduled work orders on US Government owned and long term leased properties. The Contractor(s) shall furnish managerial, administrative and direct operational personnel, including all necessary transportation, equipment, tools, repair parts, supplies and materials necessary to perform inspection, maintenance, repair, and components replacement as required to maintain the systems in accordance with the manufacturer’s specifications and thus accomplish all work as required in this contract.

Under this contract the Contractor shall provide:

1. The services of a qualified air conditioning and ventilation technician to check and repair equipment operation and perform scheduled and preventive maintenance as per the GMMS (Global Maintenance Management System) and the manufacturers’ recommendations.

The services of a qualified air-conditioning and ventilation technician 5 days a week from Monday to Friday and during normal working hours when the Embassy A/C technician is absent for more than 3 consecutive calendar days. This applies to vacation time, which amounts to 5 weeks per year and in the event of illness until the Embassy A/C technician returns to work. Any contractor provided technician not cleared to work under “UNESCORTED ACCESS” badge status shall perform work under escort which, at a minimum, necessitates an LES escort in unclassified areas and a cleared American escort in any Controlled Access Areas (CAA).

1. 24 hours/day, 7 days/week emergency response service;

1. same day service in response to an air conditioning and/or ventilation malfunction trouble call;

1. after-hours emergency follow-up service.

C.1.2. Personnel:

The Contractor shall be responsible for providing qualified employees with more than 3 years confirmed experience as air-conditioning and ventilation technicians to meet the minimum requirements established below to perform maintenance services in accordance with the maintenance plan shown in Exhibit A and unscheduled/emergency services. Helper positions do not need to meet this 3-year minimum requirement. Personnel shall meet the minimum criteria for labor categories as identified in Exhibits C.

C.1.3. Definitions:

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

“CMMS” is a computer maintenance management system such as GMMS (Global Maintenance Management System), PMCI or QUIBIC.

"CMP" is a comprehensive maintenance plan.

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

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

"CMR" means the official residence of the Chief of Mission.

"Emergency Services" are task orders which require immediate attention. May involve working other than normal working day or hour as defined in F.8 (WORKING HOURS). The Contractor shall be required to be on-site within 4 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 as provided in Exhibit A.

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

"PM" means Preventive Maintenance.

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

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

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

C.1.4. The Contractor shall provide an Execution Plan to carry out the maintenance as shown in Exhibit A. The Contractor shall provide a draft of the Execution Plan to the COR for review 30 days after contract award.

C.2. DUTIES AND RESPONSIBILITIES

C.2.1 AIR CONDITIONING AND VENTILATION:

C.2.1.1. Outline of air conditioning and ventilation services to be Performed: (ALL PROPERTIES)

Services to be performed shall include those outlined below. Damage or situations requiring major or specialized remedial services shall promptly be brought to the attention of the COR and efforts shall be made to minimize such trouble or damage until proper corrective action can be taken. Emergency breakdown diagnostic services during normal working hours shall be included in the price for scheduled maintenance services. All parts and any labor requiring more that 1 hour to complete shall be ordered under the same conditions as unscheduled services.

Major and specialized repairs may be carried out by the Government, independent of this contract. Services to be performed as part of scheduled maintenance are as follows:

(1) Ensure that the Air Conditioning systems operate according to the pertinent seasonal cooling requirements as prescribed by the manufacturers’ operating manuals.

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

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

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

(5) Keeping records on power consumption and operation/maintenance/repair of equipment on a daily basis, in a continuous calendar-day series: these records shall remain the property of the Government and be available for inspection by the COR or his staff at any time.

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

(7) Inspecting valves for restriction, leaks and other trouble symptoms, adjusting as necessary and fully closing and fully opening all valves at least once per year.

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

(9) Performing periodic cleaning of all air filters for air handling and fan coil units at all properties. The terms "cleaning" means "washing" where washable filters are used and "replacing" where un-washable/throwaway filters are used.

(10) Inspecting all air conditioning and ventilation work including pipes, ducts, valves, dampers, fittings, waste water, traps, catch basins for restrictions, leaks, and other faulty conditions; providing routine servicing such as retightening, caulking, lubricating, and performing first echelon maintenance.

C.2.1.2. Work requirements

The Contractor shall provide check lists of tasks to be performed in a table format noting whether a given task will be performed on a weekly, a monthly, a quarterly, a semi-annual or an annual basis. A detailed description of each task will also be provided. This check-list shall at a minimum reflect the manufacturer’s best service recommendations for the system. The goal of this maintenance program is to keep the Embassy’s air conditioning systems safe and in efficient operating condition at all times. In the event of a break down, every effort shall be made by the Contractor to immediately return the air conditioning system to an operating condition.

C.2.1.3. Scheduled Preventive Maintenance – General:

Preventive maintenance shall be carried out in accordance with a schedule submitted by the Contractor, for COR approval. This schedule should be designed to minimize failures and deterioration and to maintain the performance of the equipment to manufacturer’s specifications.

Fifteen days before the beginning of the contract, the Contractor shall submit for approval of the COR, this detailed schedule of preventive maintenance in a checklist – table format.

At the end of each month, the Contractor shall draw up a report noting any deficiencies found in detail and attach a copy of the duly marked and dated schedule checklist table for the appropriate period. This report shall be signed within two working days by an Embassy maintenance man and shall be attached to the monthly invoices sent to the COR. Invoices without attached reports and filled out schedule tables will not be accepted.

C.2.1.4. List of spare parts to be provided by the Contractor shall include but not be limited to:

- duster, brush, broom, floor-cloth,

- grease, solvent, lubricants,

- welding and soldering equipment and accessories,

- screws, bolts, rivets, pods, clips, fixings,

- distilled water,

- fuses (< 32 A) and lamps, C.2.1.5. Maintenance and Repair Personnel:

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 used/employed with the express written consent of the Contracting Officer.

C.2.1.6 Routine Preventive Maintenance

Following the schedule transmitted by the Contractor and approved by the COR, the Contractor shall perform weekly, monthly, quarterly, semi-annual and annual preventive maintenance in full compliance with the checklist submitted by the Contractor for approval of the COR.

C.2.1.7. Maintenance for A/C equipment

C.2.1.7.1 Minimum Requirements for Monthly Maintenance on A/C and ventilation Equipment:

Respect the GMMS (Global Maintenance Management System) and the manufacturers’ recommendations.

- clean or replace air filters in all high usage units (see the list of A/C equipment),

1. lubrication where required.

C.2.1.7.2 Minimum Requirements for Semi-Annual Maintenance:

Respect the GMMS (Global Maintenance Management System) and the manufacturers’ recommendations.

- take measurements to evaluate compressor and circuit performance in accordance with the checklist in Appendix B,

1. check equipment for dirt accumulations and wear; clean as required,

1. clean/verify strainers on hydraulic circuits,

1. check that condensing drains are unobstructed,

1. replace or clean air filters on low usage split systems.

C.2.1.7.3 Tests

On an annual basis the Contractor shall submit an evaluation of all the following measured parameters for each system in each building to the COR:

On chilled water systems:

- PH

- total dissolved solids

- total suspended solids

- calcium hardness

- total hardness (mg/l)

- turbidity

- alkalinity

- conductivity

- metals (iron, magnesium, copper, zinc)

- non-metals (silica, chloride, fluoride, sulfate, calcium, sodium, potassium, strontium, barium, mercury)

- free chlorine

- total chlorine

C.2.1.7.4 Follow-up on water tests:

The tests will be executed by an independent organization. The Contractor shall submit, for the COR, the name of the laboratory.

1. Ten days after taking samples, the Contractor shall submit a report noting the results and corrective measures required.

1. The Contractor shall establish an estimate for the treatment, in the case of any anomaly.

1. If the Legionnaire’s Disease virus or any other health threatening organism is found, the Contractor will immediately notify the COR for directives on necessary corrective measures.

1. Once a year, the Contractor shall treat the condensation containers on all units with chlorine.

1. On Contractor proposals (test and estimate) submitted to the COR, the Contractor shall include periodic cleaning of chilled water pipes.

C. 3. UNSCHEDULED/EMERGENCY REPAIRS

The Contractor shall provide, a 24 hours/day, 7 days/week, 52 weeks/year coverage for emergency trouble calls. A trained technician shall be “on call” and shall be on site within a four hours time period of receiving an emergency trouble call. The labor rates for these unscheduled/emergency interventions are included in the contract. Spare parts shall be provided at manufacturer’s cost price + contractor’s material handling rate as stated in Section B of the contract.

C.4. SUB-CONTRACTORS USE

If the Contractor uses sub-contractors, a list of the different companies shall be provided with the proposal in order to be approved by the COR.

C.5. PAYMENT

C.5.1 Scheduled Services

Attached to the Contractor’s monthly invoices (which shall list each building location/CLIN as specified in the breakdown of prices of this contract in Exhibits I and J) the Contractor shall submit reports identifying all work performed on all relevant equipment and a list of any spare parts used during maintenance operations. Prior approval must be obtained from the Contracting Officer’s Representative (COR) before any spare parts may be ordered/used under this contract. The preventive maintenance checklists shall be signed by the Contracting Officer’s Representative (COR) or his/her designee who supervised the maintenance operations and shall include a detailed list of the spare parts used. However, spare parts that may be installed during scheduled services shall be ordered and billed under separate delivery order.

C.5.2 Unscheduled/Emergency Services/Spare Parts

Attached to the Contractor’s invoices, the Contractor shall submit reports identifying all work performed on all relevant equipment and a list of any spare parts used during unscheduled or emergency repair operations. The Contractor shall attach copies of the corresponding delivery order, his related quotation and report to the invoice.

For the payment of spare parts, the Contractor shall furnish the invoice of his supplier attached to his marked-up invoice. The Contractor’s invoice may only reflect the material handling rate mark-up agreed to in this contract.

C.6. SUPERINTENDENCE BY CONTRACTOR

The entire operation of the contracted services shall be superintended by the Contractor's bilingual (English/French) 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.7. 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.8. MONTHLY REPORT

The Contractor shall render a monthly building 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 monthly report shall be provided in a format similar to the one in Exhibit F, signed by an authorized representative of the Contractor, and shall be submitted to the COR, together with the Contractor's monthly invoice.

C.9. INSPECTION BY GOVERNMENT

The services being performed hereunder and the supplies furnished therefore 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

Materials delivered to the site shall be marked as follows:

Embassy of the United States of America Facilities Office 2 avenue Gabriel 75008 Paris

SECTION E - INSPECTION AND ACCEPTANCE

E.1 52.2522 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.arnet.gov/far or, http://farsite.hill.af.mil/search.htm

These addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, use the Dept. of State Acquisition Website at http://www.statebuy.gov/home.htm to see the links to the FAR. You may also use a network “search engine” (e.g., Yahoo, Excite, Alta Vista, etc.) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

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.

Services.

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

Section C

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

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 52.2522 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.arnet.gov/far or, http://farsite.hill.af.mil/search.htm

These addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, use the Dept. of State Acquisition Website at http://www.statebuy.gov/home.htm to see the links to the FAR. You may also use a network “search engine” (e.g., Yahoo, Excite, Alta Vista, etc.) 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 performance period of this contract is from the start date in the Notice to Proceed and continuing for 12 months, with 4 (four) one-year options to renew. Individual delivery orders for unscheduled work will identify completion times for specific unscheduled/urgent tasks

F.3. DELIVERABLES

The following items shall be delivered under this contract:

Description Quantity Delivery Date Deliver to:

C.1.3 Execution Plan 1 30 days after award COR

C.7 Quality Assurance Plan 1 10 days after award COR

C.8 Bldg Maintenance Report 1 5th day of each month COR

H.11.2 Bios on Personnel 1 10 days after award COR

F.4 CONTRACTOR'S SUBMISSION OF MAINTENANCE SCHEDULE AND MINOR REPAIRS UNDER UNSCHEDULED WORK ORDERS

The time for submission of the schedules and General Instructions referenced in Section I, 52.236-15, "Schedules for Construction Contracts", paragraph (a), is hereby modified to reflect the due date for submission as ten (10) calendar days after receipt of an executed contract. The Contractor shall weekly revise such schedules (1) to account for the actual progress of the work, (2) to reflect approved adjustments in the performance schedule, and (3) as required by the Contracting Officer to achieve coordination with work by the Government and any separate contractors employed by the Government. The Contractor shall submit a schedule, which sequences work so as to minimize disruption at the jobsite.

All deliverables shall be in the English language, unless otherwise provided hereunder, and any system of dimensions (i.e., English or metric) shown shall be consistent with that used in the contract. No extension of time shall be allowed on account of a delay by the Government in approving such deliverables if the Contractor has failed to act promptly and responsively in submitting its deliverables. Each deliverable shall be identified as required by the contract.

F.5 ACCEPTANCE OF SCHEDULE

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

F.6 NOTICE OF DELAY

In the event the Contractor receives a notice of any change in the work, or if any other conditions arise which are likely to cause or are actually causing delays which the Contractor believes may result in completion of the project after the completion date, the Contractor shall notify the Contracting Officer of the effect, if any, of such change or other conditions upon the approved schedule, and shall state in what respects, if any, the relevant schedule or the completion date should be revised. Such notice shall be given promptly, and not more than ten (10) days following the first occurrence of event giving rise to the delay or prospective delay. Revisions to the approved time schedule shall only be made with the approval of the Contracting Officer.

F.7 NOTICE TO PROCEED

(a) Following receipt from the Contractor of evidence of insurance within the time specified in Section H of this contract, and following acceptance of these documents by the Contracting Officer, the Contracting Officer will provide to the Contractor a Notice to Proceed. The Contractor must then prosecute the work required hereunder.

(b) It is possible that the Contracting Officer may elect to issue the Notice to Proceed prior to receipt and acceptance of evidence of insurance required hereunder. Issuance of a Notice to Proceed by the Government before receipt of insurance certificates or policies shall not be a waiver of the requirement to furnish these documents.

F.8 WORKING HOURS

All work shall be performed from Monday trough Friday from 9 a.m. through 5 p.m. except for the holidays identified below. Other hours, initiated by the Contractor, may be approved by the Contracting Officer's Representative. Notice must be given 24 hours in advance to COR who will consider any deviation from the hours identified above. Changes in work hours will not be cause for a price increase.

F.9 EXCUSABLE DELAYS

The Contractor will be allowed time, not money, for excusable delays as defined in FAR 52.249-10, Default.