Solicitation ref. 19FR6325R0002.pdf

OMB APPROVAL NO. 2700-0042

SOLICITATION, OFFER,

AND AWARD

(Construction, Alteration, or Repair)

1. SOLICITATION NO.

19FR6325R0002

2. TYPE OF SOLICITATION

SEALED BID (IFB)

[x] NEGOTIATED (RFP)

3. DATE ISSUED

January 29, 2025

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

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 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, notice to proceed. This performance period is 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.)

YES 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 February 29, 2025. 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 is, is not required.

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

D. Offers providing less than 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

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

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.

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)

Stanislas Parmentier

30B. SIGNATURE

30C. DATE

31B. UNITED STATES OF AMERICA

BY

31C. AWARD DATE

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

Solicitation No. 19FR6325R0002 Page: 3 of 105

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

JAMES ZADROGA 9/11 VICTIMS HEALTH AND COMPENSATION ACT OF 2010 NOTICE: UNLESS A

WAIVER OR EXCEPTION APPLIES, PAYMENTS SUBSEQUENT TO THIS PROCUREMENT ARE

SUBJECT TO AN EXCISE TAX OF 2% PERSUANT TO 26 U.S.C. 5000C.

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 Exhibits H and I cited in Section J.

B.2 TYPE OF CONTRACT

This is a fixed price with economic price adjustment (as determined by the French Government and outlined in paragraph B.4) 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

Solicitation No. 19FR6325R0002 Page: 4 of 105 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 (ICHT-rev-TS) assessed by French regulations governing the HVAC labor agreements (Conventions Collectives) issued and controlled by the French Government.

The following ICHTrev-TS 0 index rate 136.2 issued in June 2024, shall apply for the base year prices.

Solicitation No. 19FR6325R0002 Page: 5 of 105

(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 166.10 issued in September 2024, 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-rev-TS + 0,15 FSD2) ICHT-rev-TS0 FSD20

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

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

ICHT-rev-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.

ICHT-rev-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 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.

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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:

CLIN LOCATION

PER MONTH IN €

(w/t VAT)

0001 A Building - 2 avenue Gabriel

0002 B Building - 4 avenue Gabriel

0003 C Building - 41 rue du Faubourg St Honoré

0004 GMC - 2 rue St Florentin

0004-A Training on Multistack

0004-B Training on BAS / Carrier

Subtotal

Exhibit H - A/C and Ventilation Equipment CLINs 0001 to 0004

(w/t VAT)

0005 Raphael Building - 12 avenue Raphael

0006 Concorde Lafayette - 3 place du général König

0007 Neuilly Compound - 5 rue de la Ferme

0008 Boulogne Compound - 21 quai du Quatre Septembre

0009 Residence - 17 avenue Leopod II

0010 Residence - 10 avenue Emile Deschanel

0011 Residence - 17 avenue du Maréchal Maunoury

0012 Residence - 12 rue Weber

0013 Apartment - Mozart / Lamennais

0014 Apartment - Monceau

0014-A Training on Multistack

0014-B Training on BAS / Carrier

Exhibit I - A/C and Ventilation Equipment CLINs 0005 to 0014

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

Solicitation No. 19FR6325R0002 Page: 7 of 105

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:

CLIN DESCRIPTION

Hourly rate excl.

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

0015 Technician 200

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

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

0016 Trip 25

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

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

0017 Technician 15

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

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

0018 Trip 2

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

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

0019 Technician 15

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

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

0020 Trip 2

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Material and Equipment to be used in conjunction with CLIN’s 0015-0020 above

CLIN

Total estimated yearly amount excl. VAT

0021 Material and equipment (spare parts) not to exceed 100,000.00 € per year 100,000.00 €

B.5.2 CONTRACT PRICE

The total estimated price for the base year of this contract is the sum of all the foregoing subtotals subject to

20% VAT:

SUBTOTALS - AIR-CONDITIONING AND VENTILATION SERVICES €

Scheduled Maintenance - (CLINS 0001 - 0004-B)

Scheduled Maintenance - (CLINS 0005 - 0014-B)

Unscheduled Maintenance - (CLINS 0015 - 0021)

Total excl. VAT

20% VAT **

Total incl. VAT

** See paragraph G.4 VAT

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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:

(w/t VAT)

0001 A Building - 2 avenue Gabriel

0002 B Building - 4 avenue Gabriel

0003 C Building - 41 rue du Faubourg St Honoré

0004 GMC - 2 rue St Florentin

(w/t VAT)

0005 Raphael Building - 12 avenue Raphael

0006 Concorde Lafayette - 3 place du général König

0007 Neuilly Compound - 5 rue de la Ferme

0008 Boulogne Compound - 21 quai du Quatre Septembre

0009 Residence - 17 avenue Leopod II

0010 Residence - 10 avenue Emile Deschanel

0011 Residence - 17 avenue du Maréchal Maunoury

0012 Residence - 12 rue Weber

0013 Apartment - Mozart / Lamennais

0014 Apartment - Monceau

The list of equipment and unit price breakdown can be found in Exhibits H and I. The Contractor shall complete the breakdown of price proposal in Exhibits H and I to provide firm fixed total prices for each CLIN

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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

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

0015 Technician 200

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

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

0016 Trip 25

Nighttime Rates: From Monday to Friday, 22:00 to 05:00 hours the fixed prices for unscheduled/emergency

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

0018 Trip 2

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

0019 Technician 15

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

VAT in €

Estimated number of hours per year

Total amount per

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0021 Material and equipment (spare parts) not to exceed 100,000.00 € per year 100,000.00 €

B.6.2 CONTRACT PRICE

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

Scheduled Maintenance - (CLINS 0001 - 0004)

Scheduled Maintenance - (CLINS 0005 - 0014)

Unscheduled Maintenance - (CLINS 0015 - 0021)

Total excl. VAT

20% VAT **

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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:

(w/t VAT)

0001 A Building - 2 avenue Gabriel

0002 B Building - 4 avenue Gabriel

0003 C Building - 41 rue du Faubourg St Honoré

0004 GMC - 2 rue St Florentin

(w/t VAT)

0005 Raphael Building - 12 avenue Raphael

0006 Concorde Lafayette - 3 place du général König

0007 Neuilly Compound - 5 rue de la Ferme

0008 Boulogne Compound - 21 quai du Quatre Septembre

0009 Residence - 17 avenue Leopod II

0010 Residence - 10 avenue Emile Deschanel

0011 Residence - 17 avenue du Maréchal Maunoury

0012 Residence - 12 rue Weber

0013 Apartment - Mozart / Lamennais

0014 Apartment - Monceau

The list of equipment and unit price breakdown can be found in Exhibits H and I. The Contractor shall complete the breakdown of price proposal in Exhibits H and I to provide firm fixed total prices for each CLIN

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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

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

0015 Technician 200

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

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

0016 Trip 25

Nighttime Rates: From Monday to Friday, 22:00 to 05:00 hours the fixed prices for unscheduled/emergency

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

0018 Trip 2

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

0019 Technician 15

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

VAT in €

Estimated number of hours per year

Total amount per

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0021 Material and equipment (spare parts) not to exceed 100,000.00 € per year 100,000.00 €

B.7.2 CONTRACT PRICE

The total estimated price for the second option year of this contract is the sum of all the foregoing subtotals

Scheduled Maintenance - (CLINS 0005 - 0014)

Unscheduled Maintenance - (CLINS 0015 - 0021)

Total excl. VAT

20% VAT **

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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 maintenance services as defined in C.2.1 (AIR CONDITIONING) and in C.2.2 (VENTILATION) and are as follows:

(w/t VAT)

0001 A Building - 2 avenue Gabriel

0002 B Building - 4 avenue Gabriel

0003 C Building - 41 rue du Faubourg St Honoré

0004 GMC - 2 rue St Florentin

(w/t VAT)

0005 Raphael Building - 12 avenue Raphael

0006 Concorde Lafayette - 3 place du général König

0007 Neuilly Compound - 5 rue de la Ferme

0008 Boulogne Compound - 21 quai du Quatre Septembre

0009 Residence - 17 avenue Leopod II

0010 Residence - 10 avenue Emile Deschanel

0011 Residence - 17 avenue du Maréchal Maunoury

0012 Residence - 12 rue Weber

0013 Apartment - Mozart / Lamennais

0014 Apartment - Monceau

The list of equipment and unit price breakdown can be found in Exhibits H and I. The Contractor shall complete the breakdown of price proposal in Exhibits H and I to provide firm fixed total prices for each CLIN

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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

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

0015 Technician 200

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

VAT in €

Estimated number of hours per year

Total amount per

0016 Trip 25

Nighttime Rates: From Monday to Friday, 22:00 to 05:00 hours the fixed prices for unscheduled/emergency

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

0018 Trip 2

VAT in €

Estimated number of hours per year

Total amount per

0019 Technician 15

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

VAT in €

Estimated number of hours per year

Total amount per

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0021 Material and equipment (spare parts) not to exceed 100,000.00 € per year 100,000.00 €

B.8.2 CONTRACT PRICE

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

Scheduled Maintenance - (CLINS 0005 - 0014)

Unscheduled Maintenance - (CLINS 0015 - 0021)

Total excl. VAT

20% VAT **

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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 maintenance services as defined in C.2.1 (AIR CONDITIONING) and in C.2.2 (VENTILATION) and are as follows:

(w/t VAT)

0001 A Building - 2 avenue Gabriel

0002 B Building - 4 avenue Gabriel

0003 C Building - 41 rue du Faubourg St Honoré

0004 GMC - 2 rue St Florentin

(w/t VAT)

0005 Raphael Building - 12 avenue Raphael

0006 Concorde Lafayette - 3 place du général König

0007 Neuilly Compound - 5 rue de la Ferme

0008 Boulogne Compound - 21 quai du Quatre Septembre

0009 Residence - 17 avenue Leopod II

0010 Residence - 10 avenue Emile Deschanel

0011 Residence - 17 avenue du Maréchal Maunoury

0012 Residence - 12 rue Weber

0013 Apartment - Mozart / Lamennais

0014 Apartment - Monceau

Exhibit J - A/C and Ventilation Equipment CLINs 0005 to 0014

The list of equipment and unit price breakdown can be found in Exhibits H and I. The Contractor shall complete the breakdown of price proposal in Exhibits H and I to provide firm fixed total prices for each CLIN

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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

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

0015 Technician 200

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

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

0016 Trip 25

Nighttime Rates: From Monday to Friday, 22:00 to 05:00 hours the fixed prices for unscheduled/emergency

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

0018 Trip 2

VAT in €

Estimated number of hours per year

Total amount per year excl. VAT

0019 Technician 15

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

VAT in €

Estimated number of hours per year

Total amount per

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0021 Material and equipment (spare parts) not to exceed 100,000.00 € per year 100,000.00 €

B.9.2 CONTRACT PRICE

The total estimated price for the fourth option year of this contract is the sum of all the foregoing subtotals

Scheduled Maintenance - (CLINS 0005 - 0014)

Unscheduled Maintenance - (CLINS 0015 - 0021)

Total excl. VAT

20% VAT **

Total incl. VAT

** See paragraph G.4 VAT

B.10 MINIMUM AND MAXIMUM AMOUNTS FOR UNSCHEDULED MAINTENANCE AND EMERGENCIES

During this contract period, the Government shall place orders totaling a minimum of 500.00 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 1,250,000.00 Euros for all air-conditioning and ventilation unscheduled and emergency services. This reflects the contract maximum for unscheduled services for the entire period of performance.

B.11 ESTIMATED GRAND TOTAL IN EUROS VAT INCLUDED

• Estimated Base Year Total: __________________

• Estimated First Option Year Total: __________________

• Estimated Second Option Year Total: __________________

• Estimated Third Option Year Total: __________________

• Estimated Fourth Option Year Total: __________________

ESTIMATED GRAND TOTAL FOR FIVE YEARS IN EUROS VAT INCLUDED __________________

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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:

a) 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, and a second technician for the summer period (June/July/August/September).

b) Two back up to the main technician on site for holiday period or sick leaves of the main technician.

(Request for unescorted access badges to the Embassy must be initiated from the start date of the contract). If one of the badged technician leaves, a new form for a new technician must be filled.

c) The services of a qualified technician/supervisor who must have completed Multistack training to perform troubleshoot and maintain equipment, in accordance with the manufacturer's recommendations.

If the Contractor’s technician is not trained on Multistack systems, she / he shall register and attend a training to get certified during the base year of the contract.

The Contractor shall pay for the training of their technician.

The following websites propose training on Multistack systems:

Eco friendly modular chillers - Multistack

Service Courses - Multistack

The estimated costs for a training on Multistack equipment will be provided during the pre-proposal conference.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.multistack.com%2F&data=05%7C02%7CMazierD%40state.gov%7C8ebb1737f2a244589d8308dd2354b00b%7C66cf50745afe48d1a691a12b2121f44b%7C0%7C0%7C638705568808406500%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=cGPQ54x32mb0NhSZ9gSvovpYCNh%2FovfzlNcGgrhJX4Y%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.multistack.com%2Ftraining%2Fservice-courses%2F&data=05%7C02%7CMazierD%40state.gov%7C8ebb1737f2a244589d8308dd2354b00b%7C66cf50745afe48d1a691a12b2121f44b%7C0%7C0%7C638705568808427805%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=nR9JVcuS4O39lLzuOYHcgZFYwKtrAuzD8F%2BvZwYhcNg%3D&reserved=0

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d) The services of a qualified technician / supervisor with BAS trainings certifications to work on open BAS equipment systems. The technician / supervisor on site shall provide the certification of a Carrier training concerning two trainings about BAS systems that can be done in France: The WebCtrl training and the Aquasmart Evolution Software training. The Contractor shall pay for the training of their technician.

e) If the Contractor’s technician / supervisor is not trained on Carrier systems, she / he shall register and attend a training to get certified during the base year of the contract.

The Contractor shall pay for the training of their technician / supervisor.

f) 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 in any CAA areas.

g) 24 hours/day, 7 days/week emergency response service.

h) Same day service in response to an air conditioning and/or ventilation malfunction trouble call.

i) 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.

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

“GMC” means the Georges Marshall Center (Hotel St Florentin).

"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.

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(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 checklist 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

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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,

- filters needed for each unit or air handler if not washable,

- fan belts,

- contactors,

- relays,

- all the cleaning products,

- small amount of refrigerant of each type per year (10kg of each model)

- nitrogen (2.3 cubic meters per year).

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

The contractor shall provide all the necessary consumables (filters, fan belts, grease, contactors, relays, fuses, all the cleaning products equipment, a small amount of refrigerant of each type (10kg of each), nitrogen (2.3 cubic meter), per year.

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),

- lubrication where required.

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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,

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

- clean/verify strainers on hydraulic circuits,

- check that condensing drains are unobstructed,

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

Maintenance of Mobile A/C equipment:

- Emptying and cleaning the water tank.

- Dusting the air filter with a vacuum cleaner, then rinsing it with clear water for healthier operations.

- Dusting the air conditioning fan if accessible.

- Cleaning the outside of the AC with the appropriate cleaning products.

- Test the operation of the unit.

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.

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

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

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c) 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.

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

e) 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-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 + 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.

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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.

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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

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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.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…