19GE5025R0046.pdf

SOLICITATION DOCUMENT

Facility Maintenance Services

U.S. Consulate General Milan, Italy

SOLICITATION NO. 19GE5025R0046

Issued by:

U.S. Consulate General Regional Procurement Support Office

Giessener Strasse 30 60435 Frankfurt am Main Germany

19GE5025R0046

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24 & 30

1. REQUISITION NUMBER

5. SOLICITATION NUMBER

19GE5025R0046

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

02/07/2025

7. FOR SOLICITATION INFORMATION

CALL:

a. NAME

Patticha Gruenbeck

b. TELEPHONE NUMBER (No collect calls)

c. EMAIL GruenbeckP@state.gov

8. OFFER DUE DATE / LOCAL

TIME

04/01/2025, 15:00

CODE FRANK

AMERICAN CONSULATE GENERAL FRANKFURT

GIESSENER STRASSE 30

ATTN: RPSO

60435, FRANKFURT, GERMANY

9. ISSUED BY X UNRESTRICTED OR SET ASIDE: % FOR

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

10. THE ACQUISITION IS

SEE

SCHEDULE

11. DELIVERY FOR FOB DESTINATION

UNLESS BLOCK IS MARKED

12. DISCOUNT TERMS

13a. THIS CONTRACT IS

RATED ORDER UNDER DPAS

(15 CFR 700)

13b. RATING

RFQ IFB X RFP

14. METHOD OF SOLICITATION

MILANCODE15. DELIVER TO

AMERICAN CONSULATE GENERAL MILAN

VIA PRINCIPE AMEDEO 2/10

ATTN: GSO

MILANO, ITALY 20121

CODE AGA16. ADMINISTERED BY

RPSO Frankfurt A/GA/AMD RPSO Frankfurt Office of Global Acquisition Frankfurt

FACILITY

CODE

CODE

Contact UEI:

Telephone No.

17a. CONTRACTOR/

OFFEROR

AGACODE18a. PAYMENT WILL BE MADE BY

AMERICAN CONSULATE GENERAL MILAN

Via Principe Amedeo 2/10

ATTN: FMC

MILAN, ITALY 20121

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER SEE ADDENDUM

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS

CHECKED

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/SERVICES

(Use Reverse and/or Attach Additional Sheets as Necessary)

21. QUANTITY 22. UNIT 23. UNIT PRICE 24. AMOUNT

See Line Items Section

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

X 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA AREX ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____ COPIES TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH

OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE

TERMS AND CONDITIONS SPECIFIED.

29. AWARD OF CONTRACT: REF. _____________________________ OFFER

DATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK 5)

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN,

IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF THE CONTRACTING OFFICER (TYPE OR PRINT)

Nicolas A. Wilhelm 31c. DATE SIGNED

03/07/2025

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 02/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

CGFS // CGFS

Line Item Summary

Solicitation Number:

19GE5025R0046

Contract Number: Title: ITA - Milan Facility Maintenane Services

Date of Solicitation:

03/07/2025

Line Item No.

Description Quantity Unit Unit Price Total Cost

001 BASE YEAR

CLINs 0001-0013 Type of Contract Pricing: FFP Doc Ref No:

Delivery Date (Start to End) Date FOB:

07/01/2025 to 06/30/2026

1.00 YR

002 FIRST OPTION YEAR

CLINs 1001-1013 Type of Contract Pricing: FFP Doc Ref No:

Delivery Date (Start to End) Date FOB:

07/01/2026 to 06/30/2027

1.00 YR

003 SECOND OPTION YEAR

CLINs 2001-2013 Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date (Start to End) Date FOB:

07/01/2027 to 06/30/2028

1.00 YR

004 THIRD OPTION YEAR

CLINs 3001-3013 Type of Contract Pricing: FFP Doc Ref No:

Delivery Date (Start to End) Date FOB:

07/01/2028 to 06/30/2029

1.00 YR

005 FOURTH OPTION YEAR

CLINs 4001-4013 Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date (Start to End) Date FOB:

07/01/2029 to 06/30/2030

1.00 YR

TABLE OF CONTENTS

Section I - The Schedule

• SF 1449 Cover Sheet

• Continuation to SF-1449, RFP Number 19GE5025R0046, Prices, Block 23

• Continuation to SF-1449, RFP Number 19GE5025R0046, Schedule of Supplies/Services, Block 20 Description/

Specifications/Work Statement

• Attachment 1: W-14 Forms

• Attachment 2: W-14 Instructions

• Exhibit A: Comprehensive Maintenance Plan

• Exhibit B: List of Equipment Covered Preventive Maintenance Services

• Exhibit C: Sample of Monthly Report

Section II - Contract Clauses

• Contract Clauses

• Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12

Section III - Solicitation Provisions

• Solicitation Provisions

• Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in Part 12

Section IV - Evaluation Factors

• Evaluation Factors

• Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in Part 12

Section V - Representations and Certifications

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR Provisions not Prescribed in Part 12

SECTION I - THE SCHEDULE

CONTINUATION TO SF-1449

RFP NUMBER 19GE5025R0046

PRICES, BLOCK 23

A. GENERAL

A.1 The purpose of this firm-fixed price Indefinite-Delivery Indefinite-Quantity (IDIQ) contract is to provide for facility maintenance services for the U.S. Consulate General Milan, Italy, in accordance with the Statement of Work (SOW).

A.2 This is an IDIQ type of contract against which task orders may be placed. The quantities set forth in the pricing section are estimates for evaluation purposes only; the Government does not guarantee that such quantities will be ordered. The contract covers a one-year base period starting from the issuance of the Notice to Proceed, with four (4) one-year option periods. The performance period is set to commence on July 1, 2025.

A.3 The firm-fixed price shall include all materials, equipment, labor, overhead, profit, general liability insurance, and transportation necessary to deliver the required services. No additional sums will be payable on account of any escalation in the cost of materials, equipment, transportation, general liability insurance or labor, or because of the contractor's failure to properly estimate or accurately predict the cost, or difficulty in achieving the results required by this contract. The contract price will not be adjusted because of fluctuations in currency exchange rates. Changes in the contract price, or time to complete, will be made only for changes made by the Government in the work to be performed, or by delays caused by the Government. Any costs not priced will be considered to be included in the overhead and other indirect costs.

A.4 The general liability policy required of the contractor shall name “the United States of America” as additional insured. The general liability insurance shall be as required by law or as ordinarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims. The contractor agrees that the Government shall not be responsible for personal injuries or for damages to Government’s property in contractor’s custody, any property of the contractor, its officers, agents, servants, and employees, or any other person, arising from, and incident to, the contractor's performance of the work detailed herein. The contractor shall hold harmless and indemnify the Government from any and all claims arising therefrom, except in the instance of gross negligence on the part of the Government. The contractor shall submit evidence of general liability insurance within 10 calendar days after award.

A.5 Minimum and Maximum Amounts: During life of this contract, the Government shall place orders totaling a minimum of $500.00 or local currency equivalent. This reflects the contract minimum for this period of performance. The amount of all orders shall not exceed $500,000.00 or local currency equivalent, which reflects the contract maximum.

A.6 Acquisition Method: This is a commercial acquisition as defined in Federal Acquisition Regulation (FAR) 2.101, Definitions, and as describe in FAR part 12, Acquisition of Commercial Products and Commercial Services. Pursuant to FAR 12.102(b), the policies in FAR part 12 are used in conjunction with the policies and procedures for solicitation, evaluation and award prescribed in FAR part 13, Simplified Acquisition Procedures.

B. PRICING

BASE YEAR

A B C D E F

CLIN Description Unit Estimate Quantity* Firm-Fixed Unit Price

Amount [DxE]

Scheduled Services (See Sections 3.1 and 3.2)

0001 Scheduled and Repair

Services

Month 12

0002 Preventive

Maintenance Services

Month 12

Unscheduled and Emergency Services (See Section 3.3)

0003 Electrical Services Visit 10

0004 Plumbing Services Visit 10

0005 HVAC Services Visit 20

0006 Carpentry Services Visit 5

0007 Masonry/Painting

Services

Visit 5

After-Hours Services (See Section 3.3)

0008 Electrical Services Visit 1

0009 Plumbing Services Visit 1

0010 HVAC Services Visit 1

0011 Carpentry Services Visit 1

0012 Masonry/Painting

Services

Visit 1

Other Costs

0013 Defense Base Act

(DBA) insurance, if applicable (See B.3)

Lot 1

Total Firm-Fixed Price (CLINs 0001-0013)

FIRST OPTION YEAR

A B C D E F

CLIN Description Unit Estimate Quantity* Firm-Fixed Unit Price

Amount [DxE]

Scheduled Services (See Sections 3.1 and 3.2)

1001 Scheduled and Repair

Services

Month 12

1002 Preventive

Maintenance Services

Month 12

Unscheduled and Emergency Services (See Section 3.3)

1003 Electrical Services Visit 10

1004 Plumbing Services Visit 10

1005 HVAC Services Visit 20

1006 Carpentry Services Visit 5

1007 Masonry/Painting

Services

Visit 5

After-Hours Services (See Section 3.3)

1008 Electrical Services Visit 1

1009 Plumbing Services Visit 1

1010 HVAC Services Visit 1

1011 Carpentry Services Visit 1

1012 Masonry/Painting

Services

Visit 1

Other Costs

1013 Defense Base Act

(DBA) insurance, if applicable (See B.3)

Lot 1

Total Firm-Fixed Price (CLINs 1001-1013)

SECOND OPTION YEAR

A B C D E F

CLIN Description Unit Estimate Quantity* Firm-Fixed Unit Price

Amount [DxE]

Scheduled Services (See Sections 3.1 and 3.2)

2001 Scheduled and Repair

Services

Month 12

2002 Preventive

Maintenance Services

Month 12

Unscheduled and Emergency Services (See Section 3.3)

2003 Electrical Services Visit 10

2004 Plumbing Services Visit 10

2005 HVAC Services Visit 20

2006 Carpentry Services Visit 5

2007 Masonry/Painting

Services

Visit 5

After-Hours Services (See Section 3.3)

2008 Electrical Services Visit 1

2009 Plumbing Services Visit 1

2010 HVAC Services Visit 1

2011 Carpentry Services Visit 1

2012 Masonry/Painting

Services

Visit 1

Other Costs

2013 Defense Base Act

(DBA) insurance, if applicable (See B.3)

Lot 1

Total Firm-Fixed Price (CLINs 2001-2013)

THIRD OPTION YEAR

A B C D E F

CLIN Description Unit Estimate Quantity* Firm-Fixed Unit Price

Amount [DxE]

Scheduled Services (See Sections 3.1 and 3.2)

3001 Scheduled and Repair

Services

Month 12

3002 Preventive

Maintenance Services

Month 12

Unscheduled and Emergency Services (See Section 3.3)

3003 Electrical Services Visit 10

3004 Plumbing Services Visit 10

3005 HVAC Services Visit 20

3006 Carpentry Services Visit 5

3007 Masonry/Painting

Services

Visit 5

After-Hours Services (See Section 3.3)

3008 Electrical Services Visit 1

3009 Plumbing Services Visit 1

3010 HVAC Services Visit 1

3011 Carpentry Services Visit 1

3012 Masonry/Painting

Services

Visit 1

Other Costs

3013 Defense Base Act

(DBA) insurance, if applicable (See B.3)

Lot 1

Total Firm-Fixed Price (CLINs 3001-3013)

FOURTH OPTION YEAR

A B C D E F

CLIN Description Unit Estimate Quantity* Firm-Fixed Unit Price

Amount [DxE]

Scheduled Services (See Sections 3.1 and 3.2)

4001 Scheduled and Repair

Services

Month 12

4002 Preventive

Maintenance Services

Month 12

Unscheduled and Emergency Services (See Section 3.3)

4003 Electrical Services Visit 10

4004 Plumbing Services Visit 10

4005 HVAC Services Visit 20

4006 Carpentry Services Visit 5

4007 Masonry/Painting

Services

Visit 5

After-Hours Services (See Section 3.3)

4008 Electrical Services Visit 1

4009 Plumbing Services Visit 1

4010 HVAC Services Visit 1

4011 Carpentry Services Visit 1

4012 Masonry/Painting

Services

Visit 1

Other Costs

4013 Defense Base Act

(DBA) insurance, if applicable (See B.3)

Lot 1

Total Firm-Fixed Price (CLINs 4001-4013)

*Estimated quantity for evaluation purposes only. Actual number may be lower or higher than the estimates in the solicitation/ contract.

STATE CURRENCY: __________________________________

TOTAL CONTRACT PRICE

Total Base Year

Total First Option Year

Total Second Option Year

Total Third Option Year

Total Fourth Option Year

Grand Total

B.2 VALUE ADDED TAX (VAT)

The Government will not reimburse the contractor for Value Added Tax (VAT) under this contract. The contractor shall not include a line item for VAT on invoices, as the U.S. Government holds a tax exemption certificate with the host government. The Government will issue a tax exemption certificate to the contractor, allowing them to avoid VAT charges for any services rendered under this agreement. Therefore, the contractor is not authorized to charge VAT for any services provided.

B.3 DEFENSE BASE ACT (DBA) INSURANCE

(a) The Department of Labor has waived the DBA insurance for the countries in paragraph (b) of this subsection. United States citizens or residents and individuals hired in the United States, regardless of citizenship shall be required to obtain DBA insurance.

Evidence of DBA insurance shall be submitted within 15 days of award. The DBA Insurance shall be obtained from any U.S.

Department of Labor (DOL) authorized DBA insurance broker. A list of DOL-authorized insurance brokers is available at:

www.dol.gov/agencies/owcp/dlhwc/lscarrier. DBA insurance cost will be evaluated as part of the total evaluated firm fixed price and included in the firm fixed price of the task order. The contractor shall be reimbursed for the cost of DBA insurance only upon providing proof of payment.

(b) The DoL has waived DBA insurance for the following countries of performance under this contract: www.dol.gov/agencies/owcp/ dlhwc/dbawaivers/dbawaivers.

(c) Italy is listed on the DOL Active DBA Waiver list and therefore DBA insurance for Host Country Nationals (HCNs) and Third Country Nationals (TCNs), performing under this contract is not required. However, DBA Insurance for U.S. citizens and individuals hired in the United States (regardless of citizenship) performing under this contract is required.

(d) The contractor will be reimbursed for DBA insurance only to the extent the contractor provides documentary proof that DBA insurance has been paid and only to the extent quoted in CLINs 0013, 1013, 2013, 3013 and 4013.

B.4 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% pursuant to 26 U.S.C. 5000C.

CONTINUATION TO SF-1449,

RFP NUMBER 19GE5025R0046

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C. STATEMENT OF WORK

C.1 INTRODUCTION

The U.S. Consulate General in Milan, Italy, and associated residences located throughout the Milan area, require a maintenance service contractor to perform both scheduled and unscheduled work orders on U.S. Government properties. The contractor shall provide managerial, administrative, and operational personnel to perform all required maintenance tasks as outlined in this contract.

The contractor’s personnel shall be available for communication at all times via phone and email, attend meetings at the Consulate every other month, and perform unscheduled visits as needed.

The contractor's employees shall be on-site only for contractual duties and not for any other business or purposes. 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.

C.2 DUTIES AND RESPONSIBILITIES

The contractor shall perform both scheduled and unscheduled maintenance services. Tasks include but are not limited to:

• General monitoring, inspection, and testing of building systems (HVAC, electrical, plumbing, etc.).

• Performing routine maintenance, repair services, and preventive maintenance as per the detailed requirements in Exhibit A and B.

• Emergency services requiring immediate attention, such as damage control and urgent repairs, with a response time of within four (4) hours.

Any damage or situations requiring major or specialized remedial services must be promptly reported to the COR or the Consulate Buildings Management Office. Efforts should be made to minimize further damage until appropriate corrective actions can be taken.

Major and specialized repairs will be handled by the Government, separate from this contract.

The contractor shall submit an Executive Plan outlining how the maintenance services listed in Exhibit A will be executed. These duties and responsibilities, as detailed in Section C.2 and the Exhibits, shall be included in the plan. A draft of the Executive Plan shall be provided to the COR for review within 30 days of the contract award.

C.3 REQUIREMENTS

C.3.1 SCHEDULED MAINTENANCE AND REPAIR SERVICES

Specialized technicians will perform services on scheduled days, for a full working day, as outlined in the chart below, which specifies the required technician and service frequency. The contractor shall provide daily maintenance and repair services for both functional and residential areas, including general monitoring, inspection, and testing of building systems, equipment, and their condition. The COR will provide detailed work requirements and instructions, including any urgent tasks, the day before each visit to the contractor’s Liaison. The Liaison will supervise, schedule, and manage the execution of these tasks. The contractor is responsible for purchasing any replacement parts or equipment required to perform these duties.

Service Frequency and Labor Categories:

Technician Frequency Days per Year Hours per Visit Hours per Year

Electrician Two Days per Week 104 8 832

Plumber One Day per Week 52 8 416

HVAC Technician One Day per

Week

52 8 416

Carpenter One Day per Month 12 8 96

Mason/Painter One Day Every 2 Months 6 8 42

C.3.1.1 ELECTRICAL

(1) Monitor the operating condition of all systems and equipment in the central station, substations and machine rooms.

(2) Replace circuit breakers and/or fuses, material.

(3) In the event of an emergency, take all necessary measures to prevent hazards, ensure safety, and maintain property. Promptly report to the COR.

(4) Perform modification of the electrical panel by installing additional circuit breaker lines and provide certification (Dichiarazione di conformità dell’impianto).

C.3.1.2 HEATING, VENTILATION, AND AIR CONDITIONING (HVAC)

(1) Operate the Heating, Ventilation, and Air Conditioning (HVAC) systems in accordance with the applicable seasonal heating and cooling requirements as prescribed by the COR.

(2) Provide seasonal maintenance (i.e., off-season, pre-season, and post-season) on heating and air-conditioning equipment.

(3) Conduct insulation tests, adjust relays, reset circuit breakers, and clean contact surfaces.

(4) Perform minor repairs on the systems and equipment as outlined in the scheduled work orders.

(5) Inspect pumps for abnormal temperature, vibration, noise, or other symptoms, and make adjustments as needed.

(6) Inspect valves for restrictions, leaks, and other issues, adjusting as necessary. The Government will provide the refrigerant. The contractor will not be responsible for procuring or being reimbursed for any materials.

(7) Inspect all HVAC components, including pipes, ducts, valves, dampers, fittings, wastewater and sewer lines, traps, catch basins, toilet fixtures, downspouts, and gutters for clogs, loose joints, restrictions, leaks, and other faulty conditions. Perform routine servicing, such as retightening, caulking, lubricating, and first-echelon maintenance. The Government will provide all supplies and equipment (excluding ordinary tools like screwdrivers and wrenches), subject to COR approval.

C.3.1.3 PLUMBING

(1) Inspect all plumbing work, including pipes, ducts, valves, dampers, fittings, wastewater and sewer lines, traps, catch basins, toilet fixtures, downspouts, and gutters for clogs, loose joints, restrictions, leaks, and other faulty conditions. Provide routine servicing such as retightening, caulking, lubricating, and performing first-echelon maintenance.

(2) Inspect domestic hot water heaters, boilers, and gas lines (from the meter to the cooktop), ensuring all components are in good working order.

(3) Perform checks and minor operations on autonomous water heaters (gas and electrical), including refilling water softeners as needed. The Government will furnish all necessary products.

C.3.1.4 CARPENTRY

(1) Inspect door closers, latches, handles, and locks.

(2) Inspect windows, verifying hinges and latches.

(3) Report to the COR any housing or office furniture requiring repair.

C.3.1.4 MASON/PAINTER

(1) Provide assistance to other trades, such as electricians and plumbers, when investigating potential water damage or electrical issues.

(2) Perform minor restoration to walls, ceilings, and floors affected by any type of damage.

(3) Perform minor touch-ups as needed.

C.3.2 PREVENTIVE MAINTENANCE SERVICES

Preventive maintenance services shall be performed by specialized technicians on heating, ventilation, and air conditioning (HVAC) equipment. The detailed work requirements, Comprehensive Maintenance Plan (CMP), list of equipment, and frequency of services for all equipment to be maintained are outlined in Exhibits A and B.

Equipment Quantity Monthly Quarterly Semi-Annual Annual 3-Annual

High Voltage

Transformers

2 X

Medium Voltage

Switchgears

2 X X

Transfer Switch 1 X X Low Voltage

Switchboard

(MDP)

3 X

Local Electrical

Panels

20 X

Security Bollards 3 X HVAC Split Units 13 X X X Air Handling Unit 1 X X Chiller 1 X X HVAC Water

Chiller

2 X X

C.3.3 UNSCHEDULED, EMERGENCY, AND AFTER-HOURS MAINTENANCE SERVICES

Manpower, including electricians, plumbers, HVAC technicians, carpenters, masons, and painters, may be requested to perform unscheduled maintenance services on an as-needed basis.

Unscheduled maintenance services refer to additional work that is not part of the regular maintenance schedule but is required to address unforeseen facility needs. These services may include repairs, replacements, or other maintenance tasks requested by the COR to ensure the continued operation and safety of the facility. Unscheduled services may be performed during normal business hours or as after-hours services, depending on the urgency of the request.

Emergency services refer to task orders requiring immediate attention, which may involve work outside of normal business hours. The contractor shall provide emergency maintenance services as required to address urgent facility issues that pose an immediate threat to safety, security, or the continuous operation of the facility. Emergency services include, but are not limited to, urgent repairs of HVAC, electrical, plumbing, and structural systems. The contractor shall respond within four (4) hours of notification and commence necessary repairs promptly.

After-hours services refer to maintenance work, including both emergency and non-emergency tasks, performed outside of normal business hours, such as evenings, weekends, and holidays. Emergency after-hours services address urgent facility issues that require immediate attention, while non-emergency after-hours services may be scheduled in advance by the COR to minimize disruptions to facility operations.

Unscheduled, emergency, and after-hours services shall be priced on a firm-fixed price per day (8 hours) basis as stated in the pricing table. However, when submitting invoices for these services, the contractor shall provide documentation of actual hours worked.

Payment will be made based on the actual hours worked but shall not exceed the firm-fixed price per visit. The actual work performed and the time spent will be monitored by the COR to ensure that the hours worked are in line with the services provided.

C.4 PERFORMANCE MONITORING AND REPORTING

The contractor shall implement an appropriate inspection system, including checklists of duties to be performed. Supervisory staff and senior employees shall ensure these duties are carried out, and monthly inspections shall be conducted to verify that services are being delivered in accordance with the contract requirements. Copies of the monthly inspection reports shall be submitted to the COR.

Any identified shortcomings or substandard conditions must be promptly corrected and improved. If any issues fall outside the contractor's responsibility, they shall be brought to the attention of the CO or COR for appropriate resolution.

C.4.1 MONTHLY REPORTS

The contractor shall submit a monthly maintenance report summarizing the findings from inspections, any difficulties or irregularities encountered, actions taken, improvements made, repairs or services required (those beyond the contractor's scope), special work completed, and other matters related to the operation and maintenance of the buildings and facilities covered by this contract. The report shall be signed by an authorized representative of the contractor and submitted to the COR, along with the contractor’s recorded manpower hours to update the Global Maintenance Management System (DoS GMMS). Please refer to Exhibit C.

C.4.2 WEEKLY REPORTS

The contractor shall provide a weekly maintenance report for unscheduled work orders, including hours worked, material costs, corrective actions taken, and any pending tasks, if any. The weekly report shall be submitted using the respective work order forms.

C.5 INSPECTION BY GOVERNMENT

The services and supplies provided under this contract will be periodically inspected by the COR or their authorized representatives to ensure that all work is being performed in a satisfactory manner and that all supplies meet acceptable quality and standards.

The contractor shall be responsible for any corrective actions or countermeasures required within the scope of this contract, which may be required by the CO as a result of such inspection.

C.6 SUPERVISION OF CONTRACTED SERVICES

The entire operation of the contracted services shall be supervised by the contractor's bilingual liaison (English/Italian), who shall have a minimum of 3 years’ experience in the maintenance field. The liaison will maintain close communication with the CO and the COR to ensure that the performance of the contracted services aligns with the needs of the Government. The liaison shall also be available on-site upon the Government’s request.

To ensure continuity of operations, the contractor shall designate a qualified backup for the bilingual liaison. This backup must meet the same experience and language proficiency requirements and be available to perform liaison duties in the event of the primary liaison’s absence. The contractor shall promptly inform the COR of any absence of the primary liaison and the activation of the backup. The backup liaison shall be included in the list of personnel submitted after contract award and must undergo the same security clearance process as the primary liaison.

C.7 PERSONNEL

The contractor shall maintain discipline at the site and shall take all reasonable precautions to prevent any unlawful, riotous or disorderly conduct by contractor employees at the site. The contractor shall preserve peace and protect persons and property on site.

The Government reserves the right to direct the contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The contractor shall immediately replace such an employee to maintain continuity of services at no additional costs to the Government.

Additionally, the contractor shall provide qualified backup technicians for specialized maintenance services. In the event of the primary technician’s absence due to illness, leave, or any other reason, the contractor shall ensure a backup technician is available to perform the required duties without disruption to operations. All technicians are required to undergo security clearance process.

C.7.1 JOB DESCRIPTIONS FOR SPECIALIZED TECHNICIANS

C.7.1.1 ELECTRICIAN

Duties/Responsibilities:

• Performs major, minor, emergency, and routine construction, installation, maintenance, alteration, or repair of electrical systems, equipment, and related components. Work involves installing, inspecting/testing, or repairing various electrical circuits and equipment such as generators, transformers, circuit breakers, motors, conduit systems, or other transmission equipment, including secondary distribution lines and circuits.

• Works from blueprints, drawings, layouts, or other specifications to determine the routing, placement, type, size, gauge, balance, load, continuity, and safe operation of electrical systems. Diagnoses and locates trouble in electrical systems or equipment using various electrician's tools and instruments.

• Performs recurring tasks independently in accordance with accepted trade practices.

Skills/Knowledge/Abilities:

• Strong understanding of electrical system application, operation, and maintenance.

• Capable of reading and interpreting motor control drawings, creating block diagrams, and calculating requirements for conductors and devices.

• Familiar with electronic solid-state control systems, heating controls, and switchgear operations.

• Knowledgeable in reading electrical substation blueprints and diagnosing issues using schematics.

• Thorough knowledge of the National Electrical Code (NEC) and troubleshooting methods.

Education and Experience:

• Journeyman Electrician License (or equivalent experience).

• Minimum of three (3) years of practical experience in electrical systems installation, rehabilitation, maintenance, and repair.

C.7.1.2 PLUMBER

Duties/Responsibilities:

• Performs major, minor, emergency, and routine repairs, maintenance, installation, and alterations on plumbing systems and fixtures, including pipes, valves, and associated equipment. Piping systems include, but are not limited to, all those designed to conduct the flow of hot and cold water, sewage and industrial waste, air fuels (gas and liquefied), and other non-toxic and toxic materials required for facility operation.

• Plumbing fixtures include, but are not limited to, kitchen equipment, hot water heaters (gas and electric), boilers (gas and electric), manual and automatic valves. Assists in maintaining parts systems, maintenance schedules, assess equipment life and project replacement schedules.

Skills/Knowledge/Abilities:

• Strong understanding of system distribution and flow capacities for both potable and sanitary applications, with expertise in PVC, copper, galvanized, black pipe, and cast iron installations.

• Knowledgeable in standard plumbing codes and practices, capable of accomplishing work in accordance with accepted methods and techniques of the plumbing trade.

• Skilled in diagnosing and solving plumbing issues efficiently.

• Familiar with specialized plumbing tools and equipment (e.g., gas leak safety equipment, water main tapping equipment, etc.).

Education and Experience:

• Journeyman Plumber License (or equivalent experience).

• Minimum of three (3) years of practical experience in plumbing systems installation, rehabilitation, maintenance, and repair.

C.7.1.3 HVAC TECHNICIAN

Duties/Responsibilities:

• Performs major, minor, emergency, and routine repairs, maintenance, installation, and alterations on refrigeration, air conditioning, and ventilating equipment, as well as high-pressure steam and hot water systems. Diagnoses issues and performs maintenance such as checking and repairing leaks, recharging systems, adjusting belts, pulleys, and pressure controls. Diagnoses, adjusts, and repairs control systems, including electric, electronic, pneumatic, and pneumatic-electronic systems.

• Performs work on low and high-pressure steam boilers, hot water boilers, warm air furnaces, hot water heaters, combustion chambers, flues, fireboxes, smokestacks, oil burners, hot water tanks, hot air fans, radiators, and sump pumps. Removes and replaces boiler sections, tubes, and grate assemblies. Inspects and adjusts electrical controls attached to heating equipment, such as pressure controls, thermostats, stack relays, and photocell bulbs and scanners. Removes defective electronic motors and controls, makes repairs, and installs new motors. Rebuilds combustion chambers with fire brick and plastic. Uses a CO2 tester to measure content.

• Prepares specifications for major repairs or parts ordered from machine shops. Reassembles equipment and adjusts for proper operation.

• May assist in establishing equipment maintenance programs, developing parts systems lists, and maintaining visit schedules. Assists in assessing equipment life and projecting replacement schedules.

Skills/Knowledge/Abilities:

• Ability to read and follow HVAC schematics, including refrigeration and air conditioning systems.

• Knowledgeable in ventilation requirements, air distribution, and safety protocols.

• Proficient in using HVAC tools and measuring instruments.

Education and Experience:

• Journeyman HVAC License (or equivalent experience).

• Minimum of three (3) years of practical experience in HVAC systems installation, maintenance, and repair.

C.7.1.4 CARPENTER

Duties/Responsibilities:

• Performs major, minor, emergency, and routine carpentry tasks required to construct and maintain buildings and building woodwork, including equipment such as bins, cribs, counters, benches, partitions, doors, floors, stairs, shutters, windows, casings, and trim made of wood.

• May assist in establishing maintenance programs, developing lists and schedules, assessing asset life, and projecting replacement schedules.

Skills/Knowledge/Abilities:

• Ability to read and interpret drawings and apply basic concepts used in construction and maintenance.

• Skilled in identifying and selecting proper hand or power tools for tasks.

• Knowledgeable in constructing and repairing wooden structures, framing, roof building, stair building, and interior woodwork.

• Familiar with major building codes used in the industry and methods for performing rough carpentry tasks.

• Understanding of various types of woods and wood substitute materials, their properties, and characteristics.

Education and Experience:

• Graduation from an approved/apprentice carpentry program or a minimum of three (3) years of experience as an apprentice carpenter or possess a journeyman carpentry license.

C.7.1.5 MASON

Duties/Responsibilities:

• Performs major, minor, emergency, and routine masonry duties necessary to construct and maintain buildings and masonry structures, including reinforced and unreinforced concrete and brick, as well as masonry finishes.

• May assist in developing maintenance schedules, assessing asset life, and projecting replacement schedules.

Skills/Knowledge/Abilities:

• Ability to read and apply construction drawings and masonry concepts.

• Skilled in identifying and selecting proper tools for masonry tasks.

• Knowledgeable in the construction and repair of masonry structures and finishes.

• Familiar with formwork methods and other rough carpentry tasks.

• Understanding of masonry units, concrete types, and substitute materials, including their properties and characteristics.

Education and Experience:

• Graduation from an approved/accredited apprenticeship program or have a minimum of three (3) years of experience as an apprentice mason.

C.7.2 CONTRACTOR PERSONNEL SECURITY AND ID REQUIREMENTS

Within 10 calendar days after contract award, the contractor must submit a list of workers and supervisors who will be working under the contract to the COR for necessary security checks. The Government will run background checks on these individuals. It is anticipated that security checks will take 60 calendar days to perform. Each personnel assigned shall also provide the following:

1. Scanned copy of their ID or Passport (color, both sides)

2. Recent photograph (shoulders up) in JPG format

3. Copies of the “Casellario Giudiziario” and “Certificato Carichi Pendenti”

The Government shall issue identity cards to contractor personnel, after they are approved. The contractor personnel shall display identity card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the U.S. Government. The contractor is responsible for their return at the end of the contract, when an employee leaves contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

C.7.3 STANDARD OF CONDUCT

• Uniforms and Personal Equipment. The contractor's employees shall wear clean, neat and complete uniforms when on duty.

• Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned. Also included is participation in disruptive activities, which interfere with normal and efficient Government operations.

• Intoxicants and Narcotics: The contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances that produce similar effects.

• Criminal Actions: The contractor employees may be subject to criminal actions as allowed by law in certain circumstances.

These include but are not limited to the following actions:

• Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records;

• Unauthorized use of Government property, theft, vandalism, or immoral conduct;

• Unethical or improper use of official authority or credentials; security violations; or, organizing or participating in gambling in any form;

• Security violations; or,

• Organizing or participating in gambling in any form.

C.8 MATERIALS/EQUIPMENT AND CEILING COST

The Government will provide all necessary materials required to perform the scheduled and unscheduled maintenance, repair, and service tasks as specified in this SOW. The contractor shall be responsible for providing all tools and specialized equipment necessary to perform the services outlined in the contract, unless otherwise stated in the SOW.

The contractor is responsible for ensuring that all work is completed using the Government-furnished materials, and that all equipment used meets the operational needs and performance standards of the facility. A sample listing of equipment, systems, and their locations is provided in Exhibit B.

C.9 WORKING HOURS

All work shall be performed during normal working hours (defined as 8:30 to 17:30 Monday through Friday, excluding local and American holidays). Any work outside of these hours, initiated by the contractor, may be approved by the Contracting Officer's Representative (COR). The contractor must provide 24 hours' notice to the COR for any deviation from the specified hours. Changes to the work hours will be made with no additional cost to the Government.

C.10 POST AWARD CONFERENCE

A post-award conference may be held within 10 days after the contract award at the U.S. Consulate General in Milan to discuss the schedule, submittals, and other key issues impacting the progress of this contract.

C.11 DEFINITIONS

CLIN

CO

COR

DBA

FAR

FMO

Government

QTY

SOW

VAT

Contract Line Item Number Contracting Officer Contracting Officer’s Representative Defense Base Act Federal Acquisition Regulation Finance Management Office The Government of the United States, unless otherwise indicated Quantity Statement of Work Value Added Tax

D. CONTRACT ADMINISTATIVE REQUIREMENTS AND PROCEDURES

D.1 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory 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 monitor quality to ensure that contract standards are achieved.

Performance Objective Performance Threshold

Services:

Performs all facility maintenance services set forth in the scope of work.

All required services are performed and no more than two (2) customer complaints are received per month.

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.

2. STANDARD:

The performance standard is that the Government receives no more than two (2) customer complaints 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 52.212.4, Contract Terms and Conditions-Commercial Items), if any of the services fail to meet the standard.

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.

D.2 DELIVERABLES

The following items shall be submitted via email under this contract:

Reference Description Submission Deadline Recipient

C.2 Execution Plan 30 days after award COR

C.4.1 Monthly Report 7th day of the following month COR

C.4.2 Weekly Report Last day of the week of performance

COR

C.7.3 List of Personnel 10 days after award COR

D.5 Evidence of INAIL & INPS

Certificates

10 days after award CO/COR

All deliverables shall be in English unless otherwise specified herein. Any system of measurement (e.g., imperial or metric) used shall align with the standards established in the contract.

Any and all costs for the preparation, handling and submission of weekly and monthly reports, as well as other deliverables, shall be included in the total price of the contract.

D.3 LAWS AND REGULATIONS

Without additional expense to the Government, the contractor shall comply with all laws, codes, ordinances, and regulations required to perform this work. If there is a conflict between the contract and requirements of local law, the contractor shall promptly advise the Contracting Officer of the conflict and of the contractor's proposed course of action for resolution by the Contracting Officer.

The contractor shall comply with all local labor laws, regulations, customs and practices pertaining to labor, safety, and similar matters, unless they are inconsistent with the requirements of this contract.

D.4 INVOICES, REVIEW AND PAYMENT

Invoices for scheduled maintenance shall be submitted on a monthly basis in PDF format.

For unscheduled or emergency work, invoices shall be submitted upon completion of the work, with the COR's approval required for payment.

All invoices should be sent to the COR and the designated office at MilanGSO-MaintenanceDL@state.gov.

A proper invoice must include the following information:

• Contractor’s name and bank account information for payments by Electric Funds Transfer (EFT).

• Invoice date and number.

• Contract number and line item number.

• A summary showing a listing of each member with total monthly price the currency the contract has been issued in. A detailed invoice for each Agency has to be attached to each summary invoice and should include the cost breakdown by each membership fee line according to the pricing schedule.

• Value Added Tax (VAT), if applicable, shall be a separate line item on each invoice.

• Payment shall be made in the currency the contractor specified in Section B Pricing.

All invoices shall include copies of signed work orders completed during the billing period, along with status updates on any incomplete work orders. Completed work orders must be signed by the contractor’s quality control personnel. Work orders shall cover all preventive maintenance, as well as unscheduled and emergency orders issued since the previous invoice submission.

Additionally, for each payment request related to additional and emergency services, the contractor shall submit timesheets specifying the hours worked for each work order, signed by the contractor’s approving official to certify work completion.

Advance Payment shall not be authorized under this contract.

D.5 SUBMISSION OF INAIL & INPS CERTIFICATES

The contractor shall submit proof of compliance with Italian Accident Insurance (INAIL) and Italian Social Security (INPS) for all personnel involved in the project to the CO/COR within 10 calendar days of the contract award, unless otherwise specified by the CO.

Failure to provide this evidence in a form acceptable to the Contracting Officer may result in contract termination or rescission by the Government.

D.6 CHANGES IN OWNERSHIP

The contractor shall furnish the COR advance notification (90 calendar days prior to the effective date) of any disposition or the change in ownership or terms of lease of any facilities utilized by him for performance of any service under this contract.

D.7 CHOICE OF LAW

This contract shall be construed and interpreted in accordance with the substantive laws of the United States of America. By the execution of this contract, the contractor expressly agrees to waive any rights to invoke the jurisdiction of local national courts where this contract is performed and agrees to accept the exclusive jurisdiction of the United States Civilian Board of Contract Appeals and the United States Court of Federal Claims for hearing and determination of any and all disputes that may arise under the Disputes clause of this contract.

D.8 CONTRACT ADMINISTRATION DATA

All work shall be performed under the general direction of the Contracting Officer, who alone shall have the power to bind the Government and to exercise the rights, responsibilities, authorities and functions vested by the contract, except that the Contracting Officer and the Procurement Executive shall have the right to designate authorized representatives to act for the Contracting Officer, as specifically provided in the designation of that individual.

This contract will be administered as follows:

Contracting Officer:

Nicolas A. Wilhelm Contracting Officer/Deputy Director Regional Procurement Support Office (RPSO)

Contract Administrator:

Patticha Gruenbeck Contract Specialist Regional Procurement Support Office (RPSO) Telephone: +49 69-7535-3345 Email: GruenbeckP@state.gov

Contracting Officer’s Representative (COR):

*To be designated on award.

D.9 LIST OF ATTACHMENTS

• Attachment 1: W-14 Forms

• Attachment 2: W-14 Instructions

• Exhibit A: Comprehensive Maintenance Plan

• Exhibit B: List of Equipment Covered Preventive Maintenance Services

• Exhibit C: Sample of Monthly Report

SECTION II - CONTRACT CLAUSES

FAR 52.212-4 - CONTRACT TERMS AND CONDITIONS - COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2023)

This clase is incorporated by reference (see SF-1449, Block 27A).

FAR 52.212-5 - CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS - COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (JAN 2025) (DEVIATION FEB 2025)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (Jan 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab Covered Entities (Dec 2023) (Section 1634 of Pub. L. 115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (Nov 2021) (Section 889(a)(1)(A) of Pub. L. 115-232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Nov 2015).

(5) 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (Mar 2023) (31 U.S.C. 3903 and 10 U.S.C. 3801).

(6) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553).

(7) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Public Laws 108-77 and 108-78 (19 U.S.C. 3805 note)).

(b)…