RFQ 19MX5325Q0038 for NEC Fuel Management System.pdf

Embassy of the United States of America

U.S. Embassy Mexico City

Date: May 15, 2025

Dear Prospective Offeror:

Subject: Request for Proposals number 19MX5325Q0038

Enclosed is a Request for Quotes (RFQ) for preventive maintenance services for the Fuel

Management System. If you would like to submit quotation, follow the instructions in

Section 3 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 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.

Questions will be received until Tuesday May 20 at 12:00 hours Mexico City time at

MexicoCityGSOSolicitations@groups.state.gov.

Quotations are due by Thursday May 29 at 12:00 hours Mexico City time. No quotations 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

MexicoCityGSOSolicitations@groups.state.gov. It is important to make sure the submission is made in specific size and format; in MS-Word 2007/2010 or MS-Excel

2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

In order for a quotation to be considered, you must also complete and submit the following:

1. SF-1449

2. Section 1, Pricing

3. Section 5, Representations and Certifications

4. Additional information as required in Section 3

5. Proof of SAM Registration

SBU - CONTRACTING AND ACQUISITIONS

mailto:MexicoCityGSOSolicitations@groups.state.gov

Embassy of the United States of America

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 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, Roberto Montano

Contracting Officer

Enclosure:

RFQ 19MX5325Q0038

https://www.sam.gov/

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

PR15321556

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19MX5325Q0038

6. SOLICITATION ISSUE DATE

05/15/2025

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Veronica Tecuatl (MexicoCityGSOSolicitations@groups.state.gov)

b. TELEPHONE NUMBER(No collect calls)

8. OFFER DUE DATE/ LOCAL

TIME

05/29/2025 12:00 hours

9. ISSUED BY CODE 19AMX53 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE:____ % FOR:

United States Embassy Mexico City

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

General Services Office – Contracts

Paseo de la Reforma No. 305 Cuauhtemoc 06500 Ciudad de Mexico

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

Mexico SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 19MX53 16. ADMINISTERED BY CODE

United States Embassy Mexico City

Facility Management Office

Paseo de la Reforma No. 305 Cuauhtemoc 06500

Ciudad de Mexico. Mexico.

Facility Management Office

Paseo de la Reforma No. 305 Cuauhtemoc 06500

Ciudad de Mexico. Mexico.

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY

Financial Management Center – Vouchering Unit

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

Preventive maintenance services for the Fuel Management System -See Attached.

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

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA 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 _1__

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

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

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

19.

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

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

• SF-1449 cover sheet

• Continuation To SF-1449, RFQ Number 19MX5325Q0038, Prices, Block 23

• Continuation To SF-1449, RFQ Number 19MX5325Q0038, Schedule Of

Supplies/Services, Block 20 Description/Specifications/Work Statement

• Attachment A to Description/Specifications/Performance Work Statement, Statement of Work

• Attachment B to Description/Specifications/Performance Work Statement, Equipment List

• Attachment C to Description/Specifications/Performance Work Statement, Payment

Registration Form – Pesos

• Attachment D to Description/Specifications/Performance Work Statement, Payment

Registration– USD to a bank in the United States

• Attachment E to Description/Specifications/Performance Work Statement, Payment

Registration– USD to a bank in Mexico

• Attachment F to Description/Specifications/Performance Work Statement, Vendor

Portal Registration

SECTION 2 - CONTRACT CLAUSES

• Contract Clauses

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

SECTION 3 - SOLICITATION PROVISIONS

• Solicitation Provisions

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

Part 12

SECTION 4 - EVALUATION FACTORS

• Evaluation Factors

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

Part 12

SECTION 5 - REPRESENTATIONS AND CERTIFICATIONS

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR

Provisions not Prescribed in Part 12

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER 19MX5325Q0038

PRICES, BLOCK 23

1. SCOPE OF SERVICES

1.1 GENERAL

The Contractor will be responsible for preventive maintenance services for the Fuel

Management System at the U.S. New Embassy Compound (NEC) in Mexico City.

The contractor must demonstrate a high level of expertise, along with the necessary abilities, resources, licenses, and permits to perform the specified activities in compliance with all applicable local and federal Mexican regulations. Additionally, the contractor shall adhere to the highest industry standards and maintain superior quality in the execution of these duties.

Excellence in customer service is also required as requested and approved by the Contracting

Officer in accordance with the specifications, terms and conditions set forth herein.

1.2 CONTRACT TYPE

This is a firm-fixed price contract.

1.3 PERIOD OF PERFORMANCE

The performance period under this contract will commence on the date listed in the Award

Letter and continue for twelve (12) months. This contract also contains FAR 52.217-9.

“Option to Extend the Term of the Contract”. This option allows four (4) additional 12-month periods of performance. And FAR 52.217-8 Option to Extend Services that do not exceed 6 months.

1.4 CURRENCY

1.4.1 Offer and Payment in U.S. Dollars

s

U.S. firms are eligible to be paid in U.S. dollars. U.S. firms desiring to be paid in U.S. dollars should submit their offer in U.S. dollars. A U.S. firm is defined as a company which operates as a corporation incorporated under the laws of a state within the United States. Local companies are eligible to be paid in U.S. dollars provided that such company has a bank account in U.S. dollars at a Local Bank.

1.4.2. Offers and Payment in Pesos, Mexican Currency

Any firm that is not a U.S. firm is a foreign firm. Any local or foreign firm that does not meet the definition of a U.S. firm shall submit its prices and receive payment in local currency unless the foreign or local firm has a U.S. dollar bank account in Mexico.

1.5. VALUE ADDED TAX

1.5.1 U.S. Firms

Value Added Tax (VAT) is not applicable to U.S. firms; therefore, it shall not be included in

U.S. firm’s rates or Invoices.

1.5.2 Local Companies

Value Added Tax (VAT) for offers submitted by local companies, either in U.S. Dollars or in

Pesos, Mexican currency, is not included in line-item rates. Instead, it will be priced as a separate amount in the contract and on the Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion.

1.6. PRICING

The fixed prices established below for the Base Year maintenance services for generators plus two

(2) Option Years are fully loaded rates that include all work, including furnishing any managerial, administrative, and direct labor (in compliance with any local regulations), materials, overhead, insurance, and profit. Any costs not separately priced shall be considered to be included in the overhead and other indirect costs. The U.S. Government will not pay any additional expenses.

1.6.1. Base Year Prices

The firm fixed-price for this Base Year shall be a fully loaded rate.

As per paragraph 1.4 above, Base Year Prices are in _______________ [Insert Currency].

CLIN Equipment Brand and Model Quantity Service

Frequency Total per Year

001 Diesel Pump FE Petro Inc.

STP75B-VL2-17

10 Annually

Panel, Control Fuel System

(ETD1000)

Pneumercator

ETD 1000

3 Annually

Panel, Control Fuel Fill

Operations

(RA400)-1

Pneumercator

RA 400

4 Annually

Panel, Control Fuel System

Phillips Fuel System Inc.

PTCSSR

1 Annually

Panel, Control Fuel System

Phillips Fuel System Inc.

PC-15

1 Annually

Panel, Control Fuel Cond

System

(FOC-1)

Axi International

STS-7000-P35

1 Annually

Tank, Fuel

Storage FOT-1

(DIESEL)

Containment Solutions Inc.

DWT-6 TYPE II

(12')-50000

4 Annually

Subtotal Base Year Value Added Tax (VAT) Total Base Year

1.6.2. First Option Year Prices

The firm fixed-price for this First Option Year shall be a fully loaded rate.

Frequency Total per Year

101 Diesel Pump FE Petro Inc.

STP75B-VL2-17

10 Annually

Panel, Control Fuel System

(ETD1000)

Pneumercator

ETD 1000

3 Annually

Panel, Control Fuel Fill

Operations

(RA400)-1

Pneumercator

RA 400

4 Annually

Panel, Control Fuel System

Phillips Fuel System Inc.

PTCSSR

1 Annually

Panel, Control Fuel System

Phillips Fuel System Inc.

PC-15

1 Annually

Panel, Control Fuel Cond

System

(FOC-1)

Axi International

STS-7000-P35

1 Annually

Tank, Fuel

Storage FOT-1

(DIESEL)

Containment Solutions Inc.

DWT-6 TYPE II

(12')-50000

4 Annually

Subtotal Base Year

1.6.3. Second Option Year Prices

The firm fixed-price for this Second Option Year shall be a fully loaded rate.

Frequency Total per Year

201 Diesel Pump FE Petro Inc.

STP75B-VL2-17

10 Annually

Panel, Control Fuel System

(ETD1000)

Pneumercator

ETD 1000

3 Annually

Panel, Control Fuel Fill

Operations

(RA400)-1

Pneumercator

RA 400

4 Annually

Panel, Control Fuel System

Phillips Fuel System Inc.

PTCSSR

1 Annually

Panel, Control Fuel System

Phillips Fuel System Inc.

PC-15

1 Annually

Panel, Control Fuel Cond

System

(FOC-1)

Axi International

STS-7000-P35

1 Annually

Tank, Fuel

Storage FOT-1

(DIESEL)

Containment Solutions Inc.

DWT-6 TYPE II

(12')-50000

4 Annually

Subtotal Base Year

1.6.4. Third Option Year Prices

The firm fixed-price for this Third Option Year shall be a fully loaded rate.

Frequency Total per Year

301 Diesel Pump FE Petro Inc.

STP75B-VL2-17

10 Annually

Panel, Control Fuel System

(ETD1000)

Pneumercator

ETD 1000

3 Annually

Panel, Control Fuel Fill

Operations

(RA400)-1

Pneumercator

RA 400

4 Annually

Panel, Control Fuel System

Phillips Fuel System Inc.

PTCSSR

1 Annually

Panel, Control Fuel System

Phillips Fuel System Inc.

PC-15

1 Annually

Panel, Control Fuel Cond

System

(FOC-1)

Axi International

STS-7000-P35

1 Annually

Tank, Fuel

Storage FOT-1

(DIESEL)

Containment Solutions Inc.

DWT-6 TYPE II

(12')-50000

4 Annually

Subtotal Base Year

1.6.5. Fourth Option Year Prices

The firm fixed-price for this Fourth Option Year shall be a fully loaded rate.

Frequency Total per Year

401 Diesel Pump FE Petro Inc.

STP75B-VL2-17

10 Annually

Panel, Control Fuel System

(ETD1000)

Pneumercator

ETD 1000

3 Annually

Panel, Control Fuel Fill

Operations

(RA400)-1

Pneumercator

RA 400

4 Annually

Panel, Control Fuel System

Phillips Fuel System Inc.

PTCSSR

1 Annually

Panel, Control Fuel System

Phillips Fuel System Inc.

PC-15

1 Annually

Panel, Control Fuel Cond

System

(FOC-1)

Axi International

STS-7000-P35

1 Annually

Tank, Fuel

Storage FOT-1

(DIESEL)

Containment Solutions Inc.

DWT-6 TYPE II

(12')-50000

4 Annually

Subtotal Base Year

1.6.6. GRAND TOTAL OF BASE AND ALL OPTION YEARS

Base Year Total

Option Year 1 Total

Option Year 2 Total

Option Year 3 Total

Option Year 4Total

GRAND TOTAL

1.7 Repair option

Repairs are NOT included under this contract (see Work Statement, Paragraph 7.1.3) and are to be done outside this contract. However, the Government desires current labor rates in the event that there is an issue discovered during the preventive maintenance of the specified equipment.

Please provide your current labor rates in the Repair Option fields below. As stated in the Work

Statement, Paragraph 7.1.3, any necessary repairs or parts will be submitted for approval and then billed against a separate PO. The Contractor is not approved to do any additional work without specific authorization from the Contracting Officer.

Repair Labor Rates.

Labor hour rate Total

Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

CONTINUATION TO SF-1449,

RFQ NUMBER 19MX5325Q0038

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1. ACRONYMS

• CAA: Controlled-Access Area

• CDMX: Mexico City

• CLIN: Contract Line Item Numbers

• CO: Contracting Officer

• COR: Contracting Officer’s Representative

• CY: Calendar Year

• DS: Diplomatic Security

• FAC: Facility Manager

• FAR: Federal Acquisition Regulation

• FM: Facility Manager

• GSO: General Service Office

• HAZMAT: Hazardous Materials

• JHA: Job Hazards Analysis

• MSDS: Material Safety Data Sheet

• O&M: Operations and Maintenance

• OEM: Original Equipment Manufacturer

• PCC: Post Communications Center

• PCO: Post Control Officer

• PM: Preventive Maintenance

• PMSC: Preventive Maintenance System

• POSHO: Post Occupation Safety and Health Officer

• QAP: Quality Assurance Plan

• RSO: Regional Security Officer

• SBU: Sensitive But Unclasssified

• SOW: Statement of Works

• SPT: Safety Plan Template

• US: United States

• USPP: United States Personal Property

• VFD: Variable Frequency Drive

2. DESCRIPTION

The American Embassy in Mexico City requires preventive maintenance services for the Fuel

Management System. These services shall result in all systems being serviced under this contract being in good operational condition when activated. If this work is to be performed on systems accessing the PCC/CAA (Controlled Access) areas of the building. Please see section 6.2.3 for security requirements.

3. NOTICE TO PROCEED

After Contract award and submission of acceptable insurance certificates and copies of all applicable licenses and permits, the Contracting Officer will issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten (10) days from date of Contract award unless the Contractor agrees to an earlier date) on which performance shall start.

4. EQUIPMENT AND PERFORMANCE REQUIREMENTS

4.1. The US Embassy at Mexico City requires the Contractor to maintain the following equipment in a safe, reliable and efficient operating condition. Please see equipment list included in

Attachment B for a more detailed description.

1. Equipment Description: See Attachment B

4.2. The Contractor shall provide all necessary managerial, administrative and direct labor personnel, as well as all transportation, equipment, tools, supplies and materials required to perform inspection, maintenance, and component replacement as required to maintain the systems in accordance with this work statement. Under this Contract the Contractor shall provide:

• The services of trained and qualified technicians to inspect, adjust, and perform scheduled preventive maintenance.

4.3. Performance Standards

The fuel management system shall be clean and in good operating condition upon completion of the service. The preventive maintenance service shall result in the parts of the system serviced being in a condition to operate efficiently and effectively.

5. HOURS OF PERFORMANCE

5.1. The Contractor shall maintain work schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. The Contractor shall deliver standard services between the hours of 8:00AM and 4:30 PM Monday through Friday. No work shall be performed on US Government and local holidays. See Section 2, DOSAR CLAUSE 652.237-72 - Observance of Legal Holidays and

Administrative Leave (FEB 2015) for list of holidays.

6. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

6.1 General. The Contractor shall designate a representative who shall supervise the Contractor’s technicians and be the Contractor’s liaison with the American Embassy. The Contractor’s employees shall be on-site only for contractual duties and not for any other business or purpose.

Contractor employees will be given access to the equipment and equipment areas and will be escorted by Embassy personnel.

6.2 Personnel Security. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who to be used on this Contract prior to their utilization. Submission of information shall be made within 30 days of award of contract. No technician will be allowed on site without prior authorization. Note: this may include cleared personnel if advance notice of visit is not given at least one week before the scheduled visit.

6.2.1 Vehicles. Contractor vehicles will not be permitted inside the embassy compound without prior approval. If vehicle access is necessary, submit contractor vehicle information (Make, Model, License Plate #) along with a written justification as to why access is necessary. This shall be submitted to the Facility Manager at least one (1) week prior to the visit.

6.2.2 Government shall issue identity cards to Contractor personnel, after they are approved.

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 US 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.

Government shall issue identity cards to Contractor personnel, after they are approved. 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 US 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.

6.2.3. Security Clearances. All Work locations under this contractor that are designated as non-

CAA areas may be performed by un-cleared American or local workers. However, all work done in CAA and PCC areas shall be performed by cleared American Construction personnel as needed to complete the services. The Contractor shall work closely with the COR, the Post Facility

Manager (FM) or the General Services Officer (GSO).

6.4 Standards of Conduct

6.4.1 General. The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to employees as may be necessary. Each Contractor employee shall adhere to standards of conduct that reflect credit on themselves, their employer, and the United States

Government. 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 cost to the Government.

6.4.2 Neglect of Duties. Neglect of duties is unacceptable. This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

6.4.3 Disorderly Conduct. The Contractor shall not condone disorderly conduct, use of abusive or offensive language, quarreling, and intimidation by words, actions, or fighting. Also included is participation in disruptive activities that interfere with normal and efficient Government operations.

6.4.4 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 which produce similar effects.

6.4.5 Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These circumstances 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; organizing or participating in gambling in any form; and misuse of weapons.

6.4.7 Key Control. The Contractor will not be issued any keys. The keys will be checked out by a “Cleared American” escort on the day of service requirements.

6.4.8. Notice to the Government of Labor Disputes. The Contractor shall inform the COR of any actual or potential labor dispute that is delaying or threatening to delay the timely performance of this contract.

7. SCHEDULED PREVENTIVE MAINTENANCE

7.1. General

7.1.1. The Contractor shall perform preventive maintenance as outlined in Attachment A -

Statement of Work. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration when units are activated/running.

7.1.2. The Contractor shall inventory, supply and replace expendable parts (e.g., filters, cables, bolts, gaskets, etc.) that have become worn due to wear and tear. The Contractor shall maintain a supply of expendable and common parts on site so that these are readily available for normal maintenance to include: hoses, belts, oil, chemicals, filters (Air, Fuel, Oil), grease, sealant; in addition to the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), Material safety data sheet (MSDS), cleaning material and oil spill containment kits. The contractor shall inventory the supply after each visit and order replacement supplies and have them delivered on site. Maintenance materials shall be unused and are to be industry standard and intended for the task to be performed. Parts shall be OEM approved.

7.1.3. Exclusion. This contract does NOT include repair of equipment and replacement of hardware (e.g. bearings, pistons, piston rings, crankshaft, gears.) Hardware replacements will be separately priced out by the Contractor for the Government’s approval and acceptance. The

Government has the option to accept or reject the Contractor’s quote for parts and reserves the right to obtain similar spare parts from other competitive sources. If required by the Government, the Contractor shall utilize Government-purchased spare parts, if awarded the work. Such repairs/replacements will be accomplished by a separate purchase order. However, this exclusion does not apply if the repair is to correct damage caused by Contractor negligence.

7.1.4. Replacement/repair of any electronic or electrical parts shall be approved by the COR prior to installation of the part. If the Contractor proceeds to replace any electronic or electrical parts without COR approval, the Contractor shall de-install the parts at no cost to the Government.

7.1.5. Stocking of recommended repair parts is at the discretion of the Facility Manager and is dependent upon the nearest location of the Equipment manufacturer, distributor or dealer. A recommended spare parts list shall be obtained by the contractor from the manufacturer or distributor and provided to the Facility Manager to procure.

7.1.6. Parts/materials/tools procurement and delivery for the CAA/PCC areas shall be at the discretion of the Regional Security Officer (RSO).

7.2 Checklist Approval. The Contractor shall submit to the COR a schedule and description of preventive maintenance tasks which the Contractor plans to perform. The Contractor shall prepare this schedule and task description in a checklist format for the COR’s approval prior to contract work commencement.

7.2.1. The Contractor shall provide trained technicians to perform the service at frequencies stated in Attachment A and on the equipment called out in this SOW.

7.2.2. It is the responsibility of the Contractor to perform all manufacturers’ recommended preventive maintenance including preventive maintenance recommended by the manufacturers’ technical manuals for the respective equipment.

7.2.3 Additionally, the maintenance contractor shall obtain and keep at the post O&M binders provided by the manufacturers. These binders shall be placed in a location accessible to post personnel to review as needed.

8. PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

The Contractor shall provide trained technicians with the appropriate tools and testing equipment for scheduled maintenance, safety inspection, and safety testing as required by this Contract. The

Contractor shall provide all of the necessary materials and supplies to maintain, service, inspect and test all the systems to be maintained.

8.1 Contractor furnished materials include but are not limited to appropriate tools, testing equipment, safety shoes and apparel for technicians, hands, hearing and eye protection, MSDS, cleaning material and oil spill containment kit. Expendable/consumable items (e.g. hoses, belts, oil, chemicals, coolant, filters (Air, Fuel, Oil), bolts, grease, sealant, thermostat, fuse), shall be maintained in the onsite inventory. See 7.1.2.

8.2 Repairs are not included in this contract. See 7.1.3. Exclusions.

8.3 Disposal of used oil, fuel, battery and other toxic substances. The Contractor is responsible for proper disposal of toxic/hazardous substances. All material shall be disposed of according to

Government and Local law. After proper disposal the contractor must show proof of authorized disposal of these toxic/hazardous substances.

9. SOFTWARE, LICENSES AND PASSWORDS

Copies of any and all software and licenses needed to control or to adjust the communications module shall be given to the post upon completion of the work.

10. DELIVERABLES

Provide a typewritten report to Post Facilities Manager containing following:

a) System information (make, model, all devices types)

b) Pass/Fail of each feature and type of component tested. If a device fails, note device type, address and location within Post

c) Any comments on system (or device) condition pertaining to service life and dependability.

d) Full printout of test from system printer

e) Testing of exhaust gas by Gas Analyzer

The following items shall be delivered under this contract:

Description QTY Delivery Date Deliver to

Names, biographic data, police clearance on Contractor personnel (#6.2)

1 30 days after contract award COR

Certificate of Insurance (#11.2) 1 30 days after contract award CO

PM Checklist signed by Contractor’s employee (#7.2.1)

1 After completion of each maintenance service

COR

Invoice (#15) 1 After completion of each maintenance service

COR

11. INSURANCE REQUIREMENTS

11.1 Personal Injury, Property Loss or Damage (Liability). The Contractor assumes absolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the Contractor’s personnel in the performance of this Contract.

The Contractor’s assumption of absolute liability is independent of any insurance policies.

11.2 Insurance. The Contractor, at its own expense, shall provide and maintain during the entire period of performance of this Contract, whatever insurance is legally necessary. The Contractor shall carry the following minimum insurance:

Public Liability Insurance

Property damage: $ 10,000.00 USD

Cumulative: $ 20,000.00 USD

Workers’ Compensation and Employer’s Liability

11.3 Worker's Compensation Insurance. The Contractor agrees to provide all employees with worker's compensation benefits as required under local laws (see FAR 52.228-4 “Worker’s

Compensation and War-Hazard Insurance Overseas”).

12. LOCAL LAW REGISTRATION

If the local law or decree requires that one or both parties to the contract register the contract with the designated authorities to ensure compliance with this law or decree, the entire burden of this registration shall rest upon the Contractor. Any local or other taxes which may be assessed against the Contract shall be payable by the Contractor without Government reimbursement.

13. LICENSES AND PERMITS

The contractor shall perform the duties specified in this SOW in full compliance with all applicable local and federal regulations of Mexico and the United States, as well as applicable international standards and any additional regulations outlined in this document. The contractor shall also provide evidence of all necessary licenses, permits, and registrations required to complete the specified duties.

14. SAFETY REQUIREMENTS

The contractors shall provide and maintain work environments and procedures which will safeguard the public and Government personnel, property, materials, supplies, and equipment exposed to contractor operations and activities; contractors must avoid interruptions of

Government operations and delays in project completion dates, and control costs in the performance of contract tasks. For these purposes, the contractor shall:

1. Submit a written Safety plan and JHA to the COR. The plan shall include specific management or technical procedures for effectively controlling hazards associated with the project/contract; the safety plan shall also include emergency procedures in case of any incident with his personnel.

2. Meet with the COR and the POSHO to discuss and develop a mutual understanding relative to the administration of the overall safety program.

3. Maintain an accurate record of all incidents that occurred under the contract resulting in death, injury, occupational disease, or damage to or theft of property, materials, supplies, or equipment.

4. Report all incidents/mishaps immediately in the manner indicated by the COR and/or

POSHO.

5. Be responsible for its personnel and subcontractor’s compliance with all the requirements of the Safety plan and JHA.

6. Provide appropriate safety barricades, signs, and signal lights.

7. Comply with the standards issued by any local government authority having jurisdiction over occupational health and safety issues.

8. Ensure that any additional safety measures that the COR and/or POSHO determines to be reasonably necessary for this purpose are accomplished.

9. Specify in the Safety plan and JHA the requirements and mitigation steps regarding safety if the work involves:

a. Scaffolding.

b. Work at heights.

c. Trenching or other excavation.

d. Earthmoving equipment.

e. Temporary wiring, use of portable electric tools, or other recognized electrical hazards.

f. Work in confined spaces.

g. Use of hazardous materials – a material with a physical or health hazard

h. Operations that create any kind of contamination inside an occupied building such as dust from demolition activities, paints, solvents, etc.

i. Hazardous noise levels.

10. Comply with all the requirements included in the safety plan and the JHA, or any extra indications given by the POSHO and/or the COR.

The COR and/or the POSHO shall notify the CO and the contractor of any non-compliance with the safety requirements and the corrective actions required. This notice, when delivered to the contractor or the contractor’s representative on site, shall be deemed sufficient notice of the non-compliance and corrective action required. After receiving the notice, the contractor shall immediately take corrective action. If the contractor fails or refuses to promptly take corrective action, the COR may issue an order suspending all or part of the work until satisfactory corrective action has been taken. The contractor shall not be entitled to any equitable adjustment of the contract price or extension of the performance schedule on any suspension of a work order issued related to safety violations detected.

15. 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 Scope of Work

Paragraphs

Performance Threshold

Services.

Performs all preventive maintenance services for Cooling Towers set forth in the scope of work.

A thru O

All required services are performed and no more than one

(1) customer complaint is 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 one

(1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212.4, Contract Terms and Conditions - Commercial Products and Commercial

Services (NOV 2023), if any of the services exceed 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

16. TRANSITIONS/CONTACTS

Within 30 days after contract award, the Contracting Officer may ask the contractor to develop a plan for preparing the contractor to assume all responsibilities for preventive maintenance services.

The plan shall establish the projected period for completion of all clearances of contractor personnel, and the projected start date for performance of all services required under this contract.

The plan shall assign priority to the selection of all supervisors to be used under the contract.

https://www.acquisition.gov/far/52.212-4

16.1 On site contact. The following are the designated contact personnel between the US Embassy and the Contractor:

COR

FAC Mechanical Engineer Julian Verdugo / 55 7868 5913 / verdugoj@state.gov

The Post Control Officer (PCO) will be the contractor’s point of contact at the U.S. Embassy, Mexico City Mechanical Engineer Julian Verdugo. All questions concerning coordination of service activities while at post shall be directed to the Post Control Officer, with weekly reporting to the COR:

Post Control Officer (PCO)

FAC Mechanical Engineer Julian Verdugo / 55 7868 5913 / verdugoj@state.gov

Attachment A - Statement of Work

FUEL MANAGEMENT SYSTEM

I. GENERAL INFORMATION:

The United States Embassy in Mexico City requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s fuel management system.

II. PROJECT REQUIREMENTS:

The Contractor shall perform preventive maintenance as described in this Statement of Work. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration when units are activated/running.

DESCRIPTION OF EQUIPMENT: Please see attachment B for more details

III. GENERAL REQUIREMENTS:

The contractor shall provide the labor and materials required to carry out all preventive maintenance as outlined in this SOW. Embassy staff have service manuals for fuel pumps and fuels storage tanks. The contractor shall confirm on-site manuals are complete and current and provide the Contracting Officer’s Representative (COR) a listing of any missing or out of date manuals. The technician shall sign off on every task specified in the Statement of Work and will provide a typewritten copy of their report to the COR or the COR's designate within five business days of each maintenance visit.

IV. SCOPE OF WORK - - FUEL MANAGEMENT SYSTEM PREVENTIVE MAINTENANCE

The contractor shall provide all materials, supervision, labor, tools, and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and /or use appropriate safety protection while work is performed. Any questions or injuries shall be brought to the attention of the Post COR and Occupation Safety and Health Officer (POSHO). Material Safety

Data Sheets (MSDS) shall be provided by the contractor for all HAZMAT materials. Copies will be provided to the COR for approval.

The systems and components to be maintained include fuel pumps, fuel storage tanks, start and transfer systems, as well as control and monitoring systems. The attached equipment list provides details.

1. The contractor shall provide the COR with a list of necessary parts and materials.

2. Fuel, oil, fluids, filters and preventive maintenance parts shall be provided at the expense of the U.S. Govt.

a. Only fluids which meet or exceed manufacturer’s specifications shall be used.

b. All fluids shall be delivered in original sealed containers.

3. The contractor shall provide emergency assistance for fuel system support at no extra cost within 24 hours of being contacted by the COR.

If any discrepancies are found with the fuel management system that are not covered under this scope of work, the contractor shall provide the following:

1. Detailed report noting the discrepancy found.

2. Bill of Materials (BOM) to include component name, quantity, part #, and price for any repair material required and material lead time.

3. Price quote for repair labor.

SAFETY & SPECIAL INSTRUCTIONS:

1. Follow site safety procedures and supervisor’s instructions, including JHA, USPP, and

SPT forms provided by the General Services Office and POSHO.

2. Use appropriate personal protective equipment (PPE) when performing work.

3. Check all work areas, tools, and equipment to ensure unsafe conditions are eliminated or guarded against.

4. Follow site safety procedures.

5. Entries into confined spaces are subject to AIT’s regulations. Any task requiring entry into a confined space must be approved by the Post Occupational Safety and Health

Officer (POSHO) PRIOR TO BEGINNING WORK.

6. Schedule maintenance with operating personnel and affected offices (security).

7. Follow approved lockout/tag out procedures.

8. Lockout and disconnect the main power before tightening the main supply lugs in order to avoid the hazard of electrical shock, which could result in serious personal injury or death.

9. Review and follow the manufacturer’s instructions.

10. Record results in the equipment history log.

11. Remove lockout/tag out in accordance with appropriate procedures.

12. Report all incidents and near miss incidents to COR and assist as requested in the investigation and corrective action.

At a minimum, the following work shall be completed:

Notes:

• Contractor shall submit to the COR for review, work sheet/checklist that will be used for performing maintenance service.

• A discrepancy report shall be submitted to the COR immediately upon discovery of any condition that could result in equipment failure.

• Laboratory report for all chemicals (fuel analysis) shall be submitted to the COR within

30 days from date of service.

Maintenance Interval Schedule

The purpose of this Statement of Work is to ensure the entire fuel management system for this facility is maintained according to manufacturer’s recommendations to ensure the readiness and proper operation of the system.

Fuel Storage Tanks (Day Tanks)

A. Annual:

• Inspect tank for corrosion.

• Check for signs of tank leakage.

• Inspect all piping runs for damage and leakage

• Sample fuel and test quality.

• Check floats and leveling devices in tank. Check float adjustment with depth level indicators.

• Inspect fuel tank fire protection devices.

• Inspect berms around fuel storage tank for erosion.

• Clean breather vents, conservation vents, vacuum vents, pressure vents, non-freeze draw valves and flame arrestors where appropriate.

• Inspect vapor recovery line for deterioration.

• Verify all locking devices are in place.

• Run pump and check operation.

• Calibrate and adjust fuel oil pressure.

• Inspect fuel strainer and clean as needed.

• Inspect tank electrical grounds for breaks and loose fittings.

• Validate operation of automatic controls including leak and level detection.

B. 5 Years:

• Pump out tank to within 6-10 inches of the bottom of the tank.

• Pump out or otherwise remove sludge from the bottom of the tank and flush.

• Inspect tank, pipes and all connections for signs of leaks.

• Clean and adjust oil transfer pumps.

• Examine, clean and check for proper operation of the strainers, traps, control valves, flow meters, temperature and pressure gauges.

• Inspect floats and leveling devices in tank for proper operation.

Fuel Storage Tanks (Under Ground)

• Inspect all piping runs for damage and leakage.

• Inspect manhole gaskets.

• Sample fuel and test quality.

• Check floats and leveling devices in tank. Check float adjustment with depth level indicators.

• Inspect fuel tank fire protection devices.

• Clean breather vents, conservation vents, vacuum vents, pressure vents, non-freeze draw valves and flame arrestors where appropriate.

• Inspect for residual buildup; ensure floats move freely.

• Check float adjustment with depth level indicators.

• Verify all locking devices are in place.

• Run pump and check operation.

• Calibrate and adjust fuel oil pressure.

• Validate operation of automatic controls including leak and level detection.

• Compare inventory probe readings against stick measurements.

• Clean sensors if possible.

B. 5 Year:

• Lockout/tagout electrical connections all connected equipment.

• Isolate the tank from the system by draining down the lines, removing the valves, and installing appropriately sized blind flanges on tank nozzles and pipeline flanges.

• Pump out tank to within 6-10 inches of the bottom of the tank.

• Pump out or otherwise remove sludge from the bottom of the tank and flush.

• Mechanically vent the tank and perform gas freeing to get rid of dangerous vapors, ideally to a lower explosive limit (LEL) of 10 of less.

• Make confined space entry (comply with OSHA’s regulations and API standards) to clean the tank’s interior.

• Remove final product puddles via vacuum truck by squeegeeing the tank floor.

• Inspect for cleanliness and the presence of hidden vapors to confirm your tank is clean and vapor free.

Fuel Pumps

• Check for leaks on discharge piping and seals, etc.

• Inspect electrical wiring for damage.

• Check pump and motor operation for vibration, noise, overheating, etc.

• Check alignment and clearances of shaft and coupler.

• Tighten or replace loose, missing, or damaged nuts, bolts and screws.

• Lubricate pump and motor as required.

• Clean pump, motor and surrounding area.

• Verify pump is pumping at capacity by measuring the time required to transfer a specific volume of fuel.

• Measure and record voltage at the pump and actual current draw and compare to nameplate readings.

Fuel Panel Control

• Power down unit.

• Inspect panel components and relays for damaged wires, frayed insulation or signs of overheating.

• Tighten loose connections as required.

• Clean out dust and debris from inside the control panel and reassemble.

• Test all sensors. Test discriminating sensors with both water and fuel. Clean all sensors.

• Pull probes and inspect for damage.

• Clean probe shaft.

• Test and recalibrate probes as necessary in comparison with manual gauging on the tank with the tank calibration chart.

• Check that Fuel Pump Controller levels match those of the Leak and Level

Monitoring System.

• Perform operational test of control panel functions.

• Test remote alarm panels at remote fill.

• Ensure proper operation of remote displays.

• Test operation of all inputs and outputs.

• Verify system configuration and test battery backup.

• Verify that all alarm, control and communication circuits operate correctly.

• Record all results.

Additional:

1. The contractor shall supply to post: (include items below if needed)

• Troubleshooting and repair manuals for all included equipment.

Spare Parts and Expendables Inventory.

Contractor shall refer to the FE Petro and other manufacturer-specific recommended spare parts list for this specific type of pump and system.

Attachment B - Equipment List

Equipment Manufacturer Model Serial number

Specificatio ns Location

Diesel Pump FE PETRO INC.

STP75

B-VL2-

20C50020038

4S

SITE IN FUEL

OIL TANK 1

Diesel Pump FE PETRO INC.

STP75

B-VL2-

3S

Diesel Pump FE PETRO INC.

STP75

B-VL2-

20C50020037

8S

Diesel Pump FE PETRO INC.

STP75

B-VL2-

6S

Diesel Pump FE PETRO INC.

STP75

B-VL2-

2S

OIL TANK 2

Diesel Pump FE PETRO INC.

STP75

B-VL2-

20C50020027

5S

OIL TANK 2

Diesel Pump FE PETRO INC.

STP75

B-VL2-

20C50020028

1S

OIL TANK 3

Diesel Pump FE PETRO INC.

STP75

B-VL2-

7S

OIL TANK 3

Diesel Pump FE PETRO INC.

STP75

B-VL2-

9S

OIL TANK 4

Diesel Pump FE PETRO INC.

STP75

B-VL2-

0S

OIL TANK 4

PANEL,

CONTROL

FUEL

SYSTEM

(ETD1000)

PNEUMERCAT

OR

ETD

NOB LVL 0

POST-1 0.313

PANEL,

CONTROL

FUEL

SYSTEM

(ETD1000)

PNEUMERCAT

OR

ETD

NOB LVL 0

POST-1 0.313

PANEL,

CONTROL

FUEL

SYSTEM

(ETD1000)

PNEUMERCAT

OR

ETD

S0-2002846-1

SCAP LVL A0

GUARD

BOOTH A0.431

PANEL,

CONTROL

FUEL FILL

OPERATIO

NS (RA400)-

PNEUMERCAT

OR

RA 400 S0-2002846-2

SITE

UNDERGROU

ND FUEL

TANK YARD

PANEL,

CONTROL

FUEL FILL

OPERATIO

NS (RA400)-

PNEUMERCAT

OR

RA 400 S0-2002846-3

SITE

UNDERGROU

ND FUEL

TANK YARD

PANEL,

CONTROL

FUEL FILL

OPERATIO

NS (RA400)-

PNEUMERCAT

OR

RA 400 S0-2002846-4

SITE

UNDERGROU

ND FUEL

TANK YARD

PANEL,

CONTROL

FUEL FILL

OPERATIO

NS (RA400)-

PNEUMERCAT

OR

RA 400 S0-2002846-5

SITE

UNDERGROU

ND FUEL

TANK YARD

PANEL,

CONTROL

FUEL

SYSTEM

PHILLIPS FUEL

SYSTEM INC.

PTCSS

R 200024

NOB LVL C2

ELEC ROOM

C2.504

PANEL,

CONTROL

FUEL

SYSTEM

PHILLIPS FUEL

SYSTEM INC.

PC-15 200024

UTL LVL A0

EMER

GENERATOR

ROOM A0.321

PANEL,

CONTROL

FUEL

COND

SYSTE…