Solicitation.doc

OMB APPROVAL NO. 2700-0042

SOLICITATION, OFFER,

AND AWARD

(Construction, Alteration, or Repair)

1. SOLICITATION NO.

19FR6320R0006

2. TYPE OF SOLICITATION

FORMCHECKBOX

SEALED BID (IFB)

[x] NEGOTIATED (RFP)

3. DATE ISSUED

April 24, 2020

PAGE OF PAGES

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

4. CONTRACT NO.

5. REQUISITION/PURCHASE REQUEST NO.

PR8906424

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

9. FOR INFORMATION

CALL:

A. NAME

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 heating 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

FORMCHECKBOX

award, FORMCHECKBOX notice to proceed. This performance period is FORMCHECKBOX mandatory, FORMCHECKBOX 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.)

FORMCHECKBOX

YES

FORMCHECKBOX

NO

12B. CALENDAR DAYS

10 days

13. ADDITIONAL SOLICITATION REQUIREMENTS:

A.

Sealed offers in original and __1__ copies to perform the work required are due at the place specified in Item 8 by 16 h 00 local time on May 29, 2020. If this is a sealed bid solicitation, offers must 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

FORMCHECKBOX

is, FORMCHECKBOX 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 90 calendar days for Government acceptance after the date offers are due will not be considered and will be rejected.

NSN 7540-01-155-3212

1442-101

STANDARD FORM 1442 (REV. 4-85)

Computer Generated

Prescribed by GSA

FAR (48 CFR) 53.236-1(e)

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

24. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

25. OTHER THAN FULL AND OPEN COMPETITION PURSUANT TO

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10 U.S.C. 2304(c)( )

FORMCHECKBOX

41 U.S.C. 253(c)( )

26. ADMINISTERED BY

CODE

27. PAYMENT WILL BE MADE BY

CONTRACTING OFFICER WILL COMPLETE ITEM 28 OR 29 AS APPLICABLE

FORMCHECKBOX

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, requisitions identified on this form and any continuation sheets for the consideration slated 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 or incorporated by reference in or attached to this contract.

FORMCHECKBOX

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) Scott M. SIMPSON

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

An indefinite delivery/indefinite quantity type contract will be awarded for unscheduled work or urgently needed services. Individual delivery orders will be issued using the fixed hourly rates for services and the manufacturers price for spare parts an indicated in the contract. All costs of materials/equipment shall be itemized on the invoice, such as purchase price of materials/equipment, cost of transportation and cost of handling. 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 Paris Post (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 properties shall be authorized by delivery orders issued by the Contracting Officer. Orals orders may be necessary for emergency services, however they shall be issued in writing within three business days of the oral instructions. See Exhibit B, Section J for sample of an Unscheduled Work Order.

B.3

PRICES/COSTS

B.3.1. OFFERS AND PAYMENT IN U.S. DOLLARS. U.S. firms are eligible to be paid in U.S. dollars. U.S. firms desiring to be paid in U.S. dollars should submit their offers in U.S. dollars. A U.S. firm is defined as a company which operates as a corporation incorporated under the laws of a state within the United States.

FOREIGN FIRMS: Any firm, which is not a U.S. firm, is a foreign firm. Any firm that does not meet the above definition of U.S. firm shall submit its prices and receive payment in local currency.

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 heating 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 as shown in CLIN 0016 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.13. 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 heating services in France. Prices shall be based on two index rates governing heating agreements as follows:

(a) The labor index rate (ICHT-IME) assessed by French regulations governing the heating labor agreements (Conventions Collectives) issued and controlled by the French Government.

The following ICHT-IME0 index rate 125.30 issued in July 2019 shall apply for the base year prices.

(b) The index rates for supplies and materials (consumables) and diverse services (FDS2) assessed by the French regulations governing the HVAC trade agreements issued and controlled by the French Government. There are no requirements for specific manufactures nor are there any restrictions to use only manufacturer authorized dealers.

The following FSD20 index rate 131.20 issued in November 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 ICHT-IME + 0,15 FSD2)

ICHT-IME0 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.

ICHT-IME0

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

ICHT-IME

is the index rate assessed by the French regulations governing the heating 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 heating 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 (FSD2) assessed by the French regulations governing the heating trade agreements issued and controlled by the French Government for the base contract year.

However, contract line items relating to trip expenses and spare parts 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 HEATING 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 (HEATING) and are as follows:

The list of heating 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 (contract line item).

B.5.1.2. Unscheduled/Emergency heating services.

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

Trip refers to the round trip to and from the intervention site and is the transportation element of the service. Trip cost refers to the price charged for that part of the service.

Material and Equipment to be used in conjunction with CLIN’s 009-015 above

There is no limitation relating to quantities of component replacement, but the monetary amount spent on material and equipment shall not exceed €75K per year.

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 for base period and each option period.

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 heating 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 160,000.00 Euros for all heating 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 HEATING 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 period of 12 months) are subject to the above-mentioned index for scheduled maintenance services as defined in C.2.1 (HEATING) and are as follows:

The list of heating 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 (contract line item).

B.6.1.2. Unscheduled/Emergency heating services.

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

Trip refers to the round trip to and from the intervention site and is the transportation element of the service. Trip cost refers to the price charged for that part of the service.

There is no limitation relating to quantities of component replacement but the monetary amount spent on material and equipment shall not exceed €75K per year.

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:

** See paragraph G.4 VAT for base period and each option period.

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 heating 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 160,000.00 Euros for all heating 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 HEATING 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 period of 12 months) are subject to the above-mentioned index for scheduled maintenance services as defined in C.2.1 (HEATING) and are as follows:

The list of heating 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 ((contract line item).

B.7.1.2. Unscheduled/Emergency heating services.

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

Trip refers to the round trip to and from the intervention site and is the transportation element of the service. Trip cost refers to the price charged for that part of the service.

There is no limitation relating to quantities of component replacement but the monetary amount spent on material and equipment shall not exceed €75K per year.

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:

** See paragraph G.4 VAT for base period and each option period.

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 heating 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 160,000.00 Euros for all heating 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 HEATING 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 period of 12 months) are subject to the above-mentioned index for scheduled maintenance services as defined in C.2.1 (HEATING) and are as follows:

The list of heating 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 ((contract line item).

B.8.1.2. Unscheduled/Emergency heating services.

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

Trip refers to the round trip to and from the intervention site and is the transportation element of the service. Trip cost refers to the price charged for that part of the service.

There is no limitation relating to quantities of component replacement but the monetary amount spent on material and equipment shall not exceed €75K per year.

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 20% VAT:

** See paragraph G.4 VAT for base period and each option period.

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 heating 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 160,000.00 Euros for all heating 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 HEATING 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 period of 12 months) are subject to the above-mentioned index for scheduled maintenance services as defined in C.2.1 (HEATING) and are as follows:

The list of heating 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 ((contract line item).

B.9.1.2. Unscheduled/Emergency heating services.

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

Trip refers to the round trip to and from the intervention site and is the transportation element of the service. Trip cost refers to the price charged for that part of the service.

There is no limitation relating to quantities of component replacement, but the monetary amount spent on material and equipment shall not exceed €75K per year.

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:

** See paragraph G.4 VAT for base period and each option period.

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 heating 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 160,000.00 Euros for all heating 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 (maximum delay of 4 hours to be on site) for the heating systems located in different Government buildings in accordance with the statement of work as follows. The Contractor(s) shall maintain the buildings heating 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 proposed work to be performed under this contract will not be in the Post Communication Center (PCC).

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. The contractor shall be QUALIBAT (codes 5113/5313/5322/5543) qualified.

Under this contract the Contractor shall provide:

a) the services of a trained heating technician on a weekly, monthly, quarterly, semi-annual, and annual basis to check and repair equipment operation and perform scheduled and preventive maintenance as per the GMMS (Global Maintenance Management System) and the manufacturers’ recommendations.

b) 24 hours/day, 7 days/week emergency response service;

c) same day service in response to an heating malfunction trouble call;

d) after-hours emergency follow-up service.

C.1.2.

Personnel:

The Contractor shall be responsible for providing qualified employees with confirmed experience. Qualified employees shall have at least the BAC Pro certification in the Heating/Plumbing trade and a minimum of five years of experience and/or a Journeyman Licence (BTS) in the Heating/Plumbing trade. Helper positions do not need to meet this 3-year minimum requirement but cannot be used as replacement for a trained Technician during his absence for illness or holidays. Personnel shall meet the minimum criteria for labor categories as identified in Exhibit C.

C.1.3.

Definitions:

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

“CMMS” is a computer maintenance management system such as 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.

"NOB" means New Office Building.

"PM" means Preventive Maintenance.

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

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

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

C.1.4. 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

HEATING SERVICES:

C.2.1.1.

Outline of heating 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 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 may be carried out by the Government, independent of this contract. Services to be performed as part of scheduled maintenance to include:

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

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

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

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

(5) Keeping records on power consumption and operation/maintenance/repair of major equipment, as defined by Post, on a daily basis, in a continuous calendar-day series: these records shall remain the property of the Government and be available for inspection by the COR or his staff at any time. The US Embassy does not provide a WOW (Work Orders for Windows) workstation, printer or access to OpenNet under this contract.

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

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

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

(9) The fully opening and closing (twice) of each isolating valve – to be performed at 6-monthly intervals - for each boiler-room – all properties.

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 heating 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 heating system to an operating condition.

C.2.1.3.

Scheduled Preventive Maintenance – General

Preventive maintenance will 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,

- air filters.

C.2.1.5.

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.2.1.6.

Monthly Preventive Maintenance

In accordance with Exhibit I which shall be filled out by the Contractor and approved by the COR, the Contractor shall perform monthly preventive maintenance in full compliance with the checklist submitted by the Contractor for approval of the COR.

C.2.1.7.

Quarterly Preventive Maintenance

In accordance with Exhibit I which shall be filled out by the Contractor and approved by the COR, the Contractor will perform quarterly maintenance in full compliance with the checklist submitted by the Contractor for approval of the COR.

C.2.1.8.

Semi-Annual Preventive Maintenance

In accordance with Exhibit I which shall be filled out by the Contractor and approved by the COR, the Contractor shall perform semi-annual preventive maintenance in full compliance with the checklist submitted by the Contractor for approval of the COR.

For heating systems: The Contractor shall sweep the chimney in each boiler rooms and shall submit a written statement that the work has been performed. The Contractor shall perform for each boiler-room – all properties – the fully opening and closing (twice) of each isolating valve – to be performed at 6-monthly intervals.

C.2.1.9.

Annual Preventive Maintenance

In accordance with Exhibit I which shall be filled out by the Contractor and approved by the COR, the Contractor shall perform comprehensive annual preventive maintenance on all units to make certain they are ready for use prior to the beginning of the primary season of usage: fall for heating units. The Contractor will than submit a report noting all the deficiencies found and advising the COR of the remedial action he recommends.

C.2.1.10.

Maintenance for Heating Equipment

C.2.1.10.1 Minimum Requirements for Monthly Maintenance on Heating Systems of Residences, Compounds, A, B and C, Buildings Respect the GMMS (Global Maintenance Management System) and the manufacturers’ recommendations.

- clean and lubricate burner mechanisms,

- clean or replace filters, injectors and electrodes,

- check and test water circulating pumps,

- lubricate pump motors,

- check pump seals,

- check pressure limit switches at boiler intake and boiler output,

- adjust draft stabilizer,

- measure opaqueness indices of exhausts,

- measure CO2 content of combustion gases,

- take reading of exhaust temperature,

- adjust installation for maximum productivity.

C.2.1.10.2 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 heating systems:

- pH,

- total dissolved solids,

- total suspended solids,

- calcium hardness,

- total hardness (mg/l).

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-hour 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 and the cost of transportation and handling.

C.4.

Sub-contractors use

If the Contractor uses sub-contractors, a list of the different companies shall be provided with the solicitation 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 Exhibit I) 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 cost price and the cost of transportation and handing.

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. The Facility Section shall submit an access request to RSO and provide an escort to the Contractor’s technicians if needs be.

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 Management / Maintenance Office

2 avenue Gabriel

75008 Paris

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.

Services

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

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)

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

52.242-15

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 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:

H.11.2 Bios on Personnel

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…