RFQ 19GT5024Q0041 - Building Automation System Preventive Maintenance Service.pdf

Guatemala, August 2, 2024

Dear Prospective Offeror:

Subject: Request for Quotation number 19GT5024Q0041

Enclosed is a Request for Quotation (RFQ) for Building Automation System Preventive Maintenance Services. If you would like to submit quotation, follow the instructions in Section L of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form that follows this letter.

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

The Embassy intends to conduct a pre-proposal conference via Microsoft Teams. The pre-proposal conference will be held on August 14, 2024, at 0900 hours (local time). Prospective offerors/quoters should contact Ingrid Cifuentes at CifuentesIG@state.gov by August 12, 2024, by COB 1700 hours for additional information or to receive the meeting invite.

Proposals are due by September 2, 2024, by 1700 hours. No proposals will be accepted after this time.

Proposals must be in English and incomplete proposals will not be accepted.

Your proposal must be submitted electronically to GuatemalaBids@state.gov It is important to make sure the submission is made in specific size and format; in MS-Word or MS-Excel or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed the 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

For a quotation to be considered, you must also complete and submit the following:

1. SF-1449

2. Section B, Pricing

3. Section K Representations and Certifications

4. Additional information as required in Section L

5. “The Offeror should submit a completed IRS Form W-14, found at www.irs.gov/w14, to ensure compliance with FAR 52.229-11;”]

6. Proof of SAM Registration

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102. Failure mailto:CifuentesIG@state.gov mailto:GuatemalaBids@state.gov http://www.irs.gov/w14 https://www.sam.gov/ to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Sincerely, Patrick G. Dignan Contracting Officer

AUTORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV. 02/2012)

PREVIOUS EDITION IS NOT USABLE Computer Generated Prescribed by GSA - FAR (48 CFR) 53.212

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

PR12680087

PAGES

2. CONTRACT NO. 3. AWARD/ EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER

19GT5024Q0041

6. SOLICITATION ISSUE

DATE

08/02/2024

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME Ingrid G Cifuentes

b. TELEPHONE NUMBER(No collect calls) +502 3071-9635

8. OFFER DUE DATE/

LOCAL TIME

08/26/2024 / 17:00

9. ISSUED BY CODE GT500 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

EDWOSB EMERGING SMALL BUSINESS

AMERICAN EMBASSY GUATEMALA CITY

Boulevard Austriaco 11-51, Zona 16, ATTN: GSO -

PROCUREMENT SECTION

Guatemala

GUATEMALA

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS 8 (A) SIZE STANDARD:

13b. RATING11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

x SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

14. METHOD OF SOLICITATION

x RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

AMERICAN EMBASSY GUATEMALA CITY

Boulevard Austriaco 11-51 Zona 16, ATTN:

GSO

GUATEMALA CITY

GUATEMALA

AMERICAN EMBASSY GUATEMALA CITY

Boulevard Austriaco 11-51, Zona 16, ATTN: GSO - PROCUREMENT SECTION Guatemala

GUATEMALA

CODE FACILITY

CODE

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

18a. PAYMENT WILL BE MADE BY

AMERICAN EMBASSY GUATEMALA CITY

Boulevard Austriaco 11-51 Zona 16, ATTN: GSO

GUATEMALA CITY

GUATEMALA

CODE

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

OFFER

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

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

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

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 x ARE 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 HEREIN.

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 CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

ITEM NO. 20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _______________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

36. PAYMENT 37. CHECK NUMBER

PARTIAL FINAL COMPLETE PARTIAL FINAL

38. S/R ACCOUNT NO. 39. S/R VOUCHER NO. 40. PAID BY

41.a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print) 41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41C. DATE

42b. RECEIVED AT (Location)

42c. DATE REC’D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

RFQ 19GT5024Q0041 – BUILDING AUTOMATION SYSTEM PREVENTIVE MAINTENANCE SERVICES

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SCOPE OF SERVICES

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

B.2 TYPE OF CONTRACT

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

An indefinite delivery/indefinite quantity type contract will be awarded for unscheduled work or urgently needed services. Individual delivery orders will be issued using the fixed hourly rates identified below. The fixed hourly rates shall include wages, overhead, general, and administrative expenses, and profit. Hours and labor categories for these delivery orders shall be negotiated into a firm-fixed-priced delivery order using the standards identified in the Means for Maintenance and Repair Costs Data and adjusted for the US Embassy in Guatemala (Information regarding this publication can be made to 517- 585-7880). The actual amount of work to be performed, an estimate of the professional/technical effort required, the time of such performance, and the location of the property(ies) shall be authorized by delivery orders issued by the Contracting Officer. Orals orders 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.3.1 Value Added Tax

VALUE ADDED TAX. Value Added Tax (VAT) is not included in the CLIN rates. Instead, it will be priced as a separate Line Item in the pricing chart. The U.S. Embassy – Guatemala will issue an IVA form for 12% tax.

B.3.2 Currency

All prices shall be submitted in US Dollars or Quetzales, depending on the contractor’s availability to provide an invoice in the currency quoted.

B.3.3 Scheduled Maintenance Services

(a) In consideration of satisfactory performance of all the scheduled services required under this contract, the Contractor shall be paid a fixed price per month for Scheduled Maintenance Services. No additional sums will be payable on account of any escalation in the cost of materials, equipment, or labor (unless mandated by local law see B.7), or because of the Contractor 's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required by the maintenance plan is.

Nor will the contract price be adjusted on account of fluctuations in the currency exchange rate.

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

B.3.4 Unscheduled Services

(a) The fixed hourly rates per labor category shall be used to establish firm fixed-price task orders.

Each task order shall be issued in advance and priced by multiplying the hourly rates by the number of hours required.

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

B.3.5 Emergency Services

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

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

B.3.6 Ordering

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

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

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

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

B.4 BASE PERIOD PRICES

B.4.1. Scheduled Maintenance Services.

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

CLIN DESCRIPTION TYPE OF

SERVICE

QUANTITY

SERVICE

CALLS

UNIT PRICE TOTAL

First Visit must occur within 60 days of contract award / renewal

Buildings:

a. New Office Building (NOB): Niagara – 4.9.1.30

b. Marine Security Guard Residence (MSGR): Niagara – 4.9.1.30

c. Utility Building – Electrical (UTL-E):

Niagara – 4.9.1.30

d. Support Annex/Utility (SPX): Niagara – 4.9.1.30

e. Main Compound Access Pavilion (MCAP):

Niagara – 4.9.1.30

f. Consular Compound Access Pavilion (CCAP): Niagara – 4.9.1.30

g. Service Compound Access Pavilion (SCAP): Niagara – 4.9.1.30

h. Parking Structure (PKG): Niagara – 4.9.1.30

BIANNUAL 2

002 DBA INSURANCE

003 LIABILITY INSURANCE

004 12% VAT (if applicable)

TOTAL FOR BASE YEAR

B.4.2. Unscheduled Maintenance Services. The fixed unit prices for unscheduled maintenance service as defined in C.1.3.1. is:

LABOR CATEGORY ESTIMATED

VISITS

HOURLY RATE

(for evaluation purposes only)

TOTAL

BAS Engineer 1 BAS Technician 1

Materials/Equipment Not to Exceed $10,000.00.

B.4.3 Emergency Services. For emergencies occurring during a normal business day the rates identified above for unscheduled maintenance shall apply. For overtime work or emergencies occurring on other than a normal workday or hours the following rates shall apply:

HOURLY RATE

(for evaluation purposes only)

TOTAL

BAS Engineer 1 BAS Technician 1

Materials/Equipment Not to Exceed $10,000.00.

B.4.4 Minimum and Maximum Amounts for Unscheduled Maintenance and Emergencies

During this contract period, the Government shall place orders totaling a minimum of $1,000.00. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed $100,000.00. This reflects the contract maximum for unscheduled services for this period of performance.

B.5 FIRST OPTION YEAR PRICES

B.5.1. Scheduled Maintenance Services.

The fixed price for the first option year (starting on the day after the last date of the previous year and continuing for a period of 12 months) for scheduled maintenance services as defined in C.1.3.1. is:

QUANTITY

SERVICE

CALLS

UNIT PRICE TOTAL

First Visit must occur within 60 days of contract award / renewal

Buildings:

a. New Office Building (NOB): Niagara – 4.9.1.30

b. Marine Security Guard Residence (MSGR): Niagara – 4.9.1.30

c. Utility Building – Electrical (UTL-E):

Niagara – 4.9.1.30

d. Support Annex/Utility (SPX): Niagara – 4.9.1.30

e. Main Compound Access Pavilion (MCAP):

Niagara – 4.9.1.30

f. Consular Compound Access Pavilion (CCAP): Niagara – 4.9.1.30

g. Service Compound Access Pavilion (SCAP): Niagara – 4.9.1.30

h. Parking Structure (PKG): Niagara – 4.9.1.30

BIANNUAL 2

002 DBA INSURANCE

003 LIABILITY INSURANCE

004 12% VAT (if applicable)

TOTAL FOR FIRST OPTION YEAR

B.5.2. Unscheduled Maintenance Services. The fixed unit prices for unscheduled maintenance service

HOURLY RATE

(for evaluation purposes only)

TOTAL

BAS Engineer 1 BAS Technician 1

Materials/Equipment Not to Exceed $10,000.00.

B.5.3. Emergency Services. For emergencies occurring during a normal business day the rates identified above for unscheduled maintenance shall apply. For overtime work or emergencies occurring

HOURLY RATE

(for evaluation purposes only)

TOTAL

BAS Engineer 1 BAS Technician 1

Materials/Equipment Not to Exceed $10,000.00.

B.5.4 Minimum and Maximum Amounts for Unscheduled Maintenance and Emergencies

During this contract period, the Government shall place orders totaling a minimum of $1,000.00. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed $100,000.00. This reflects the contract maximum for unscheduled services for this period of performance.

B.6 SECOND OPTION YEAR PRICES

B.6.1. Scheduled Maintenance Services.

The fixed price for the second option year (starting on the day after the last date of the previous year and continuing for a period of 12 months) for scheduled maintenance services as defined in C.1.3.1. is:

QUANTITY

SERVICE

CALLS

UNIT PRICE TOTAL

First Visit must occur within 60 days of contract award / renewal

Buildings:

a. New Office Building (NOB): Niagara – 4.9.1.30

b. Marine Security Guard Residence (MSGR): Niagara – 4.9.1.30

c. Utility Building – Electrical (UTL-E):

Niagara – 4.9.1.30

d. Support Annex/Utility (SPX): Niagara – 4.9.1.30

e. Main Compound Access Pavilion (MCAP):

Niagara – 4.9.1.30

f. Consular Compound Access Pavilion (CCAP): Niagara – 4.9.1.30

g. Service Compound Access Pavilion (SCAP): Niagara – 4.9.1.30

h. Parking Structure (PKG): Niagara – 4.9.1.30

002 DBA INSURANCE

003 LIABILITY INSURANCE

004 12% VAT (if applicable)

TOTAL FOR SECOND OPTION YEAR

B.6.2. Unscheduled Maintenance Services. The fixed unit prices for unscheduled maintenance service

HOURLY RATE

(for evaluation purposes only)

TOTAL

BAS Engineer 1 BAS Technician 1

Materials/Equipment Not to Exceed $10,000.00.

B.6.3 Emergency Services. For emergencies occurring during a normal business day the rates identified above for unscheduled maintenance shall apply. For overtime work or emergencies occurring

HOURLY RATE

(for evaluation purposes only)

TOTAL

BAS Engineer 1 BAS Technician 1

Materials/Equipment Not to Exceed $10,000.00.

B.6.4 Minimum and Maximum Amounts for Unscheduled Maintenance and Emergencies

During this contract period, the Government shall place orders totaling a minimum of $1,000.00. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed $100,000.00. This reflects the contract maximum for unscheduled services for this period of performance.

B.7 THIRD OPTION YEAR PRICES

B.7.1. Scheduled Maintenance Services.

The fixed price for the third option year (starting on the day after the last date of the previous year and

QUANTITY

SERVICE

CALLS

UNIT PRICE TOTAL

First Visit must occur within 60 days of contract award / renewal

Buildings:

a. New Office Building (NOB): Niagara – 4.9.1.30

b. Marine Security Guard Residence (MSGR): Niagara – 4.9.1.30

c. Utility Building – Electrical (UTL-E):

Niagara – 4.9.1.30

d. Support Annex/Utility (SPX): Niagara – 4.9.1.30

e. Main Compound Access Pavilion (MCAP):

Niagara – 4.9.1.30

f. Consular Compound Access Pavilion (CCAP): Niagara – 4.9.1.30

g. Service Compound Access Pavilion (SCAP): Niagara – 4.9.1.30

h. Parking Structure (PKG): Niagara – 4.9.1.30

BIANNUAL 2

002 DBA INSURANCE

003 LIABILITY INSURANCE

004 12% VAT (if applicable)

TOTAL FOR THIRD OPTION YEAR

B.7.2. Unscheduled Maintenance Services. The fixed unit prices for unscheduled maintenance service

HOURLY RATE

(for evaluation purposes only)

TOTAL

BAS Engineer 1

BAS Technician 1 Materials/Equipment Not to Exceed $10,000.00.

B.7.3. Emergency Services. For emergencies occurring during a normal business day the rates identified above for unscheduled maintenance shall apply. For overtime work or emergencies occurring

HOURLY RATE

(for evaluation purposes only)

TOTAL

BAS Engineer 1 BAS Technician 1

Materials/Equipment Not to Exceed $10,000.00.

B.7.4 Minimum and Maximum Amounts for Unscheduled Maintenance and Emergencies

During this contract period, the Government shall place orders totaling a minimum of $1,000.00. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed $100,000.00. This reflects the contract maximum for unscheduled services for this period of performance.

B.8 FOURTH OPTION YEAR PRICES

B.8.1. Scheduled Maintenance Services.

The fixed price for the fourth option year (starting on the day after the last date of the previous year and

QUANTITY

SERVICE

CALLS

UNIT PRICE TOTAL

First Visit must occur within 60 days of contract award / renewal

Buildings:

a. New Office Building (NOB): Niagara – 4.9.1.30

b. Marine Security Guard Residence (MSGR): Niagara – 4.9.1.30

c. Utility Building – Electrical (UTL-E):

Niagara – 4.9.1.30

d. Support Annex/Utility (SPX): Niagara – 4.9.1.30

e. Main Compound Access Pavilion (MCAP):

Niagara – 4.9.1.30

f. Consular Compound Access Pavilion (CCAP): Niagara – 4.9.1.30

g. Service Compound Access Pavilion (SCAP): Niagara – 4.9.1.30

h. Parking Structure (PKG): Niagara – 4.9.1.30

002 DBA INSURANCE

003 LIABILITY INSURANCE

004 12% VAT (if applicable)

TOTAL FOR FOURTH OPTION YEAR

B.8.2. Unscheduled Maintenance Services. The fixed unit prices for unscheduled maintenance service

HOURLY RATE

(for evaluation purposes only)

TOTAL

BAS Engineer 1 BAS Technician 1

Materials/Equipment Not to Exceed $10,000.00.

B.8.3 Emergency Services. For emergencies occurring during a normal business day the rates identified above for unscheduled maintenance shall apply. For overtime work or emergencies occurring

HOURLY RATE

(for evaluation purposes only)

TOTAL

BAS Engineer 1 BAS Technician 1

Materials/Equipment Not to Exceed $10,000.00.

B.8.4 Minimum and Maximum Amounts for Unscheduled Maintenance and Emergencies

During this contract period, the Government shall place orders totaling a minimum of $1,000.00. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed $100,000.00. This reflects the contract maximum for unscheduled services for this period of performance.

B.9 GRAND TOTAL

Base Year Total First Option Year Total Second Option Year Total Third Option Year Total Fourth Option Year Total

GRAND TOTAL

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1. INTRODUCTION

C.1.1. General. The US Embassy Guatemala requires building automation system (BAS) preventive maintenance (PM) service. The Contractor shall perform both scheduled and unscheduled work orders as described in this statement of work. The Contractor shall furnish managerial, administrative and direct operational personnel to accomplish all work as required in this contract. The Contractor shall designate an English speaking representative who shall supervise the Contractor's workforce and be the Contractor's liaison with the U.S.

The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration. The BAS PM work required shall include but is not limited to: Preventative Maintenance;

Investigation & troubleshooting; Adjustments; Trend & Alarm configuration; etc.

BAS PM Services shall result in all systems serviced under this solicitation and resultant contract being in good operational condition when the work is completed.

The Contractor shall provide all necessary managerial, administrative and direct labor personnel as well as all transportation, tools, instrumentation, equipment and supplies required to perform the BAS PM Services defined in this Statement of Work. The Contractor shall provide the services of qualified, trained, manufacturer certified technicians to perform the required BAS PM services.

BAS PM Services shall be performed on BAS installed in and/or serving the Embassy Buildings.

C.1.2. Personnel. The Contractor shall utilize competent BAS engineers, technicians, programmers, etc., satisfactory to the Government, to perform the work and services required by the contract. BAS Engineers, technicians, programmers, etc. shall have a minimum of five (5) years of experience performing the type of work described within the Statement of Work and as detailed in Exhibit A 12.4 Contractor and Personnel Qualifications.

C.1.3 Definitions.

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

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

"CMP" is a comprehensive maintenance plan.

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

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

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

"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.

"HVAC" means Heating Ventilating Air Conditioning.

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

"NOB" means New Office Building

"PM" means Preventive Maintenance

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

"Scheduled Maintenance Services" includes all routine maintenance functions identified in the 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.1.3.1. Executive Plan The Contractor shall provide an Executive Plan to carry out the maintenance as shown in Exhibit A. These duties and responsibilities described in Subsection C.1.5. The Contractor shall provide a draft of the Executive Plan to the COR for review 30 days after contract award.

C.1.4 Location, Service, Kind of Personnel: A sample listing of locations, kinds of services, and personnel by category, is provided in Exhibit A (Department of State Real Estate Management System and Preventive Maintenance Work Order Tasks). A sample of an unscheduled order is described in Exhibit B and is for illustration only and will not necessarily be identical to services provided under this contract.

C.1.5 Duties and Responsibilities.

C.1.5.1 BAS PM Site Visits shall be equally spread out over the course of the contracted year.

Services to be performed by these engineers shall include those outlined below. Damage or situations requiring major or specialized remedial services shall promptly be brought to the attention of the COR or the Embassy Buildings Management Office, and efforts shall be made to minimize such trouble or damage until proper corrective action can be taken. Major and specialized repairs shall be carried out by the Government, independent of this contract. Services to be performed as part of scheduled maintenance to include:

a. All BAS PM Site Visits shall occur within the 365-day window.

b. Combining multiple site visits into a single site visit is not allowed.

c. The first BAS PM Site Visit must occur within 60 days of contract award / renewal.

d. Bi-Annual Site Visits: When two (1) BAS PM Site Visits are required per year, the second Site Visit shall occur roughly 180 days after the first Site Visit was completed.

e. The work shall be considered deficient if the Contractor fails to provide the required number of BAS PM Site Visits within the 365 days after contract award / renewal or fails to space out the BAS PM Site Visits in the manner described above.

C.1.5.1.1. Building Automation System to be serviced

1. Building Automation Systems (BAS) installed at Post: The Contractor shall maintain the Building Automation System(s) in a safe, reliable, and efficient operating condition. A detailed summary of the equipment that needs to be serviced is provided in Exhibit A, 3. Building Automation Systems to be Serviced.

C.1.5.1.2. BAS Preventative maintenance (PM) services

1. General:

The Contractor shall perform BAS Preventative Maintenance services for the Building Automation Systems indicated. Provide the necessary investigative services to ensure BAS controls are working as designed and in accordance with documented operating sequences.

BAS PM Services shall include, but are not limited to, the following tasks.

2. Scheduling:

The Contractor shall develop and submit a BAS PM Service Activity Schedule to the COR via email within 10 business days after contract award. The first BAS PM service activity will be scheduled within 60 days of contract award.

a. The Contractor shall indicate which PM Activities will be performed at each site visit.

b. The schedule shall cover a five (5) year period so that the schedule can properly address tasks that are to be spread out over this time frame.

c. As a supplement to the schedule, the Contractor shall include a PM Service Activity

Description List which will provide a detailed description of each PM activity, including the means and methods by which the Contractor intends to perform each PM activity.

d. See section "8 PRE-TRAVEL DELIVERABLES” in Exhibit A for further requirements.

3. Checklist Development:

All BAS PM Site Visits shall utilize the site-specific Checklists. These Checklists will be used by the Contractor when Preventative Maintenance is performed to verify the Building Automation Systems are functioning as originally intended as detailed in Exhibit A, 4.3 Checklist Development.

4. Implementation: The Contractor shall perform BAS PM Services at the frequencies indicated in the PM Service Activity Schedule using the site-specific Checklists developed for the equipment and systems called out in the Contract. The Contractor’s technician shall sign off on every item of each checklist when the associated PM is performed.

5. Periodic PM Activities: At a minimum, the following PM Service activities are required to occur during each site visit as detailed in Exhibit A, 4.5 Periodic PM Activities.

a. Check BAS Communication Network

b. Confirm Time Schedules

c. BAS Investigation and Troubleshooting

d. BAS Trend and Alarm Configuration

e. BAS OWS Graphics

f. Review of Post’s Spare Part Inventory

g. BAS Backup Retention

h. User Account Retention

i. Retaining and Updating BAS As-Built and BAS Operation & Maintenance Manual

Documents

6. Annual PM Activities: At a minimum, the following PM Service activities are required to occur at least once a year as detailed in Exhibit A. 4.6 Annual PM Activities.

a. Panel, Controller and Wiring Inspection

b. Confirmation of Sequences

c. Review of Post’s Expendable Sensors / Equipment

d. BAS Evaluation

e. BAS Inventory Retention:

f. BAS As-Built and Operation & Maintenance Manual Document Retention

7. Planned Out Five (5) Year PM Activities: At a minimum, the following PM Service activities are required to occur at least once over the five (5) year span of the BAS PM Service Activity Schedule. It is the intention of this statement of work that tasks noted here shall be broken up evenly to occur over multiple site visits, over the duration of five (5) years.

PM activities are detailed in Exhibit A, 4.7 Planned Out Five-Year PM Activities.

a. Sensor, Operator and End Device Point-to-Point Checkout

b. Sensor, Operator and End Device Calibration

8. Manufacturers’ Recommended PM: It is the responsibility of the Contractor to perform all BAS

Manufacturers recommended PM. This shall be completed in addition to the tasks listed above if there are any discrepancies between what is required by this statement of work and the Manufacturers’ recommended PM.

9. Deficiency Reporting: All problems, issues, failures, etc., related to the BAS and/or the equipment / systems controlled and/or monitored by the BAS, discovered by the Contractor while performing any of the PM Services described within Section 4. BAS PREVENTATIVE MAINTENANCE (PM) SERVICES in Exhibit A section of this Statement of Work shall be considered Deficiencies. All Deficiencies (open or closed) shall be documented in the PM Report, following the criteria described in Section 9 POST-TRAVEL DELIVERABLES detailed in Exhibit A.

C.2 SUPERINTENDENCE BY CONTRACTOR:

The entire operation of the contracted services shall be superintended by the Contractor's bilingual (English/Spanish) liaison, who shall maintain a close contact with the Contracting Officer and the COR in order to coordinate the performance of the contracted services with the needs of the Government.

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

C.3 QUALITY ASSURANCE

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

Any shortcomings and/or substandard conditions noted in such inspections shall be promptly corrected and improved; any conditions beyond the responsibility of the Contractor shall be brought to the attention of the Contracting Officer or COR, for disposition.

C.3.1 Inspection by Government: The services being performed hereunder and the supplies furnished therefor will be inspected from time to time by the COR, or his/her authorized representatives, to determine that all work is being performed in a satisfactory manner, and that all supplies are of acceptable quality and standards.

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

SECTION D - PACKAGING AND MARKING

D.1. Materials delivered to the site shall be marked as detailed in section 13, Delivery, Mail and Courier Addresses of Exhibit A.

SECTION E - INSPECTION AND ACCEPTANCE

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

This contract incorporates one or more 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. In addition, the full text of a clause may be accessed electronically at: Acquisition.gov this address is subject to change.

https://acquisition.gov/browse/index/far

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the Department of State Acquisition website at e-CFR to see the links to the FAR. You may also use an Internet “search engine” (for example, Google, Yahoo or Excite) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

CLAUSE TITLE AND DATE

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

52.246-12 INSPECTION OF CONSTRUCTION (AUG 1996)

E.2 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan is designed to provide an effective surveillance method to promote effective Contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to conduct quality assurance to ensure that contract standards are achieved.

PERFORMANCE OBJECTIVE

PWS

PARAGRAPH PERFORMANCE THRESHOLD

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

C.1 thru C.4

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

E.2.1. Surveillance. The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

E.2.2. Standard. The performance standard is that the Government receives no more than one (1) customer complaint per visit. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.246-4, Inspection of Services – Fixed Price (AUG 1996)), if any of the services exceed the standard.

E.2.3. Procedures

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

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

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

https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl

(d) If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

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

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

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

(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

SECTION F - DELIVERIES OR PERFORMANCE

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

This contract incorporates one or more 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. In addition, the full text of a clause may be accessed electronically at: Acquisition.gov this address is subject to change.

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the Department of State Acquisition website at e-CFR to see the links to the FAR. You may also use an Internet “search engine” (for example, Google, Yahoo or Excite) to obtain the latest location of the most

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

52.242-14 SUSPENSION OF WORK (APR 1984)

52.242-15 STOP-WORK ORDER (AUG 1989)

52.242-17 GOVERNMENT DELAY OF WORK (APR 1984)

F.2. PERIOD OF PERFORMANCE

The contract shall be effective on the date of the Contracting Officer's notice to proceed and shall remain in effect for one (1) year, with four additional one (1) year option periods, to be exercised at the sole discretion of the Government. Individual delivery orders for unscheduled work will identify completion times for specific unscheduled/urgent tasks.

https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl

F.3. DELIVERABLES

The following items shall be delivered under this contract:

Description Quantity Delivery Date Deliver To

C.1.3.2 Creation / Update Building Maintenance Execution Schedule 1

15 days after award. Once execution begins, the first Monday of each month.

COR

C.1.3.2.1 Pre-travel deliverables 1 Within 20 days of notice to proceed. Sections 4, 6, 7, 8, 9, 10 and 11 from exhibit A.

COR

C.1.3.2.2 Post-travel deliverables 1 Within 20 days of completion of each site visit. Sections 4, 6, 7, 8, 9, 10 and 11 from exhibit A.

COR

H.1.2.3. Bios on Personnel 1 10 days after award COR H.4. Insurance/Licenses & Permits 1 30 days after Notice of Award CO H.10.1 Safety Plan 1 30 days after contract award COR H.7.1 Waste Disposal Report 1 Last day of each month COR

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

UNSCHEDULED WORK ORDERS

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

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

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

Each deliverable shall be identified as required by the contract.

F.5 ACCEPTANCE OF SCHEDULE

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

F.6. NOTICE OF DELAY

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

F.7. NOTICE TO PROCEED

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

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

F.8. WORKING HOURS

All work shall be performed during Monday through Friday, from 0800 through 1700 hours local Guatemala time except for the holidays identified below. Other hours, initiated by the Contractor, may be approved by the Contracting Officer's Representative. Notice must be given 24 hours in advance to COR who will consider any deviation from the hours identified above. Changes in work hours will not be cause for a price increase.

F.9. EXCUSABLE DELAYS

The Contractor will be allowed time, not money, for excusable delays as defined in FAR 52.249-10, Default. Examples of such cases include (l) acts of God or of the public enemy, (2) acts of the United States Government in either its sovereign or contractual capacity, (3) acts of the government of the host country in its sovereign capacity, (4) acts of another contractor in the performance of a contract with the Government, (5)fires, (6) floods, (7) epidemics, (8) quarantine restrictions, (9) strikes, (l0) freight embargoes, (11) delays in delivery of Government furnished equipment and (12) unusually severe weather. In each instance, the failure to perform must be beyond the control and without the fault or negligence of the Contractor, and the failure to perform furthermore (1) must be one that the Contractor could not have reasonably anticipated and taken adequate measures to protect against, (2) cannot be overcome by reasonable efforts to reschedule the work, and (3) directly and materially affects the date of final completion of the project.

F.10 POST AWARD CONFERENCE

A post award conference will be held 10 days after contract award at a virtual or onsite location to be confirmed to discuss the schedule, submittals, notice to proceed, mobilization and other important issues that affect the progress under this contract.

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE (COR) (AUG 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name or position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative (COR). Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a warranted Contracting Officer, and this authority is delegated in the designation.

(b) The COR for this contract is the BAS Engineer Technician.

G.1.1 Duties

The COR is responsible for inspection and acceptance of services. These duties include review of Contractor invoices, including the supporting documentation required by the contract. The COR may provide technical advice, substantive guidance, inspections, invoice approval, and other purposes as deemed necessary under the contract.

G.2. PAYMENT

G.2.1. General.

The Contractor's attention is directed to Section I, 52.232-1, "Payments", and 52.232-5, "Payments Under Fixed-Price Construction Contracts". The following subsections elaborate upon the information contained therein. All invoices should contain copies of the signed work orders completed that month and status information on those not completed. Completed work orders shall bear the signature of the Contractor’s quality control personnel. Work orders shall consist of all preventive maintenance orders as well as unscheduled and emergency orders issued since the submittal of the last invoice.

Invoices shall be submitted in an original following the below mentioned process:

INVOICE MUST BE SUBMITTED THROUGH THE PAYMENT PORTAL.

*You must attach in PDF format the EFT form to verify that your bank information for payment process is correct.

*Access to the portal can be requested at:

https://mygrants.servicenowservices.com/mygrants to create an account.

*Click the Create an Account button to open the Choose your Account Type pop-up.

*Click the Create a mylLMS Vendor Account button to open the Account Request Form.

https://mygrants.servicenowservices.com/mygrants

*Click the Please Select Your Language drop-down to choose a language for the account. Users can update their preferred language at any time. Click Next.

*Fill out the “Account Request Form”. On the Embassy field you must select GUATEMALA. Click the Submit button.

*The U.S. Embassy Guatemala will approve the account and you will receive a confirmation email.

*The vendor will search their inbox for an email from noreply@seicam.state.gov for the Welcome to Department of State ICAM (SE-ICAM), Activate Your Account! email and follow the steps to create their Okta accounts.

*Scroll to the bottom of the email and click on the Activate SE-ICAM Account button in the activation email to open the Set Up Security Methods page. Click on the Set-Up button under the Password section to create a password for the Okta. Create a password that meets the password requirements (12 characters that do not include the name of the provider, neither the username, nor the name of the person making the registration) and re-enter the password.

*Click the Set-Up button under the Okta Verify section to open instructions to download and set up the Okta Verify app. You must configure Okta Verify, sync the telephone number, and select a security question.

*Click on the MyGrants button to sign into the Okta account and access the system.

*Review the Rules of Behavior and click the Agree button to go to the homepage.

*Attachments shall be legible and in PDF format only.

*The name of the file shall not have more than 40 characters.

*Invoice must include clear and complete description of items and/or services as described in this Purchase Order, including period of service, if applicable.

*Please make sure that the registered email in your account has the capacity to receive notifications.

*All notifications related with the invoice acceptance or any payment notifications, Will be sent to the registered email in your account.

*In chase of specific questions to create your account, you can submit an email to GTMDBO@state.gov

FMO will log receipt of invoices and forward them to the COR.

G.2.2. Detail of Payment Requests

Each application for payment, which shall be made no more frequently than monthly, unless otherwise provided herein, shall cover the fixed price preventive maintenance fee and the value of labor and materials completed and in place for individual delivery orders.

In addition, the Contractor shall provide the following support for…