19MY3026Q0019 HVAC Services - Maintenance Solicitation FY26.pdf

APPROVAL NO. 2700-0042

SOLICITATION, OFFER,

AND AWARD

(Construction, Alteration, or Repair)

1. SOLICITATION NO.

19MY3026Q0019

2. TYPE OF SOLICITATION

SEALED BID (IFB)

[x] NEGOTIATED (RFP)

3. DATE ISSUED PAGE OF PAGES

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

4. CONTRACT NO. 5. REQUISITION/PURCHASE REQUEST NO. 6. PROJECT NO.

7. ISSUED BY CODE 8. ADDRESS OFFER TO

US Embassy Kuala Lumpur, GSO/PROCUREMENT, 376, Jalan Tun Razak, 50400 Kuala Lumpur, Malaysia

US Embassy Kuala Lumpur, GSO/PROCUREMENT, 376, Jalan Tun Razak, 50400 Kuala Lumpur, Malaysia

9. FOR INFORMATION

CALL:

A. NAME

Punitha Ratnasingam

B. TELEPHONE NO. (Include area code) (NO COLLECT CALLS) +603-21684989

SOLICITATION

NOTE: In sealed bid solicitations “offer” and “offeror” mean “bid” and “bidder.”

10. THE GOVERNMENT REQUIRES PERFORMANCE OF THE WORK DESCRIBED IN THESE DOCUMENTS (Title, identifying no., date):

To provide HVAC Services & Maintenance for US Embassy Kuala Lumpur.

See Attached.

11. The Contractor shall begin performance within ____ calendar days and complete it within ____ calendar days after receiving award, notice to proceed. This performance period is mandatory, negotiable. (See _______________.)

12A. THE CONTRACTOR MUST FURNISH ANY REQUIRED PERFORMANCE AND PAYMENT BONDS?

(If “YES,” indicate within how many calendar days after award in Item 12B.)

YES NO

12B. CALENDAR DAYS

13. ADDITIONAL SOLICITATION REQUIREMENTS:

A. Sealed offers in original and ____ copies to perform the work required are due at the place specified in Item 8 by _______ (hour) local time _____________________ (date). If this is a sealed bid solicitation, offers must be publicly opened at that time. Sealed envelopes containing offers shall be marked to show the offeror’s name and address, the solicitation number, and the date and time offers are due.

B. An offer guarantee is, is not required.

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

D. Offers providing less than _____ calendar days for Government acceptance after the date offers are due will not be considered and will be rejected.

NSN 7540-01-155-3212 1442-101 STANDARD FORM 1442 (REV. 4-85)

Computer Generated Prescribed by GSA

FAR (48 CFR) 53.236-1(e)

Computer Generated STANDARD FORM 1442

BACK (REV. 4-85)

OFFER (Must be fully completed by offeror)

14. NAME AND ADDRESS OF OFFEROR (Include ZIP Code) 15. TELEPHONE NO. (Include area code)

16. REMITTANCE ADDRESS (Include only if different than Item 14)

CODE FACILITY CODE

17. The offeror agrees to perform the work at the prices specified below in strict accordance with the terms of this solicitation, if this offer is accepted by the Government within _____ calendar days after the date offers are due. (Insert any number equal to or greater than the minimum requirement stated in Item 13D. Failure to insert any number means the offeror accepts the minimum in Item 13D.

AMOUNTS

18. The offeror agrees to furnish any required performance and payment bonds.

19. ACKNOWLEDGMENT OF AMENDMENTS

The offeror acknowledges receipt of amendments to the solicitation -- give number and date of each

AMENDMENT NO.

DATE

20A. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER

(Type or print)

20B. SIGNATURE 20C. OFFER DATE

AWARD (To be completed by Government)

21. ITEMS ACCEPTED:

22. AMOUNT 23. ACCOUNTING AND APPROPRIATION DATA

24. SUBMIT INVOICES TO ADDRESS SHOWN

IN

(4 copies unless otherwise specified)

ITEM 25. OTHER THAN FULL AND OPEN COMPETITION PURSUANT TO

10 U.S.C. 2304(c)( ) 41 U.S.C. 253(c)( )

26. ADMINISTERED BY CODE 27. PAYMENT WILL BE MADE BY

CONTRACTING OFFICER WILL COMPLETE ITEM 28 OR 29 AS APPLICABLE

28. NEGOTIATED AGREEMENT (Contractor is required to sign this document and return ____ copies to issuing office.) Contractor agrees to furnish and deliver all items or perform all work, requisitions identified on this form and any continuation sheets for the consideration slated in this contract. The rights and obligations of the parties to this contract shall be governed by (a) this contract award, (b) the solicitation, and (c) the clauses, representations, certifications, and specifications or incorporated by reference in or attached to this contract.

29. AWARD (Contractor is not required to sign this document.)

Your offer on this solicitation is hereby accepted as to the items listed.

This award consummates the contract, which consists of (a) the Government solicitation and your offer, and (b) this contract award.

No further contractual document is necessary.

30A. NAME AND TITLE OF CONTRACTOR OR PERSON

AUTHORIZED TO SIGN (Type or print)

31A. NAME OF CONTRACTING OFFICER (Type or print)

30B. SIGNATURE 30C. DATE 31B. UNITED STATES OF AMERICA

BY

31C. AWARD DATE

STATEMENT OF WORK FOR NON-COMPREHENSIVE

1-YEAR PREVENTIVE MAINTENANCE SERVICE CONTRACT

Chillers (Water Cooled Centrifugal Chillers, Ice-tanks, Cooling Tower and Pumps), Air Handling Units, Fan Coil Units and Package Units (Direct Drive and Belt Drive)

Associated Motor Starters/VFD’s

TRACER SUMMIT HVAC Control System

Electronic Panels

United States Embassy Kuala Lumpur

July, 2026

1. DESCRIPTION

The American Embassy in Kuala Lumpur requires preventive maintenance services for Chillers and all associated HVAC equipment as tabled below. These services shall result in all systems being serviced under this agreement 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.

CLIN Description Equipment Quantity

Frequency of services No. of service

Unit price / service

(RM)

Total per year (RM)

001 Trane Chiller 1

RTHDUD1U 1

Preventive Maintenance

(Monthly)

002 Trane Chiller 2

RTHDUB1U 1

Preventive Maintenance

(Monthly)

003 Trane Chiller 1

RTHDUD1U 1

Preventive Maintenance

(Annual)

004 Trane Chiller 2

RTHDUB1U 1

Preventive Maintenance

(Annual)

005 Cooling Tower Baltimore

Preventive Maintenance

(Monthly)

006 Condenser Water Pump

Maintenance

007 Chilled Water Pump

Maintenance

Chilled Water Chemical Treatment

Maintenance

009 Ethgylene Glycol Pump

Maintenance

010 Calmac Ice Tank

Maintenance

011 Calmac Ice Tank

Maintenance (Annual)

1.1. Type of Contract

This is a firm fixed price contract payable entirely in Ringgit Malaysia. Prices for all Contract Line Item Numbers (CLIN) shall include proper disposal of toxic substances as per Item 8.4 where applicable. No additional sums will be payable for any escalation in the cost of materials, equipment or labor, or because of the contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required. The contract price will not be adjusted due to fluctuations in currency exchange rates.

1.2. Period of Performance

The contract will be for a period of one-year and one-first option year will be expected to commence seven days or soonest start date upon Notice To Proceed.

012 Air Handling Units 16

Preventive Maintenance

(Monthly)

013 Air Handling Units 16

Preventive Maintenance (Quarterly)

014 Air Handling Units 16

Preventive Maintenance

(Semi-Annual)

015 Air Handling Units 16

Preventive Maintenance

(Annual)

016 Package Units A/C 4

Preventive Maintenance

(Monthly)

017 Fan Coil Units 4 Preventive

Maintenance (Monthly)

Trane Tracer Summit Chiller Control System and Electronics

Preventive Maintenance (Quarterly) 4

Total Base Year (RM)

Total First Option Year (RM)

2. PRICING

The rates below include all costs associated with providing preventive maintenance services in accordance with the attached scope of work, and the manufacturer’s warranty including materials, labor, insurance (see FAR 52.228-4 and 52.228-5), overhead, profit and SST/GST (if applicable).

2.1. Base / One Year. The Contractor shall provide the services shown below for the base period of the contract and continuing for a period of 12 months.

2.2. Total for Base Year: Base / One Year

Total

RM_________________________

2.3. First Option Year / One Year. The Contractor shall provide the services shown below for the first option year period of the contract and continuing for a period of 12 months.

2.4. Total for First Option

Year:

First Option Year / One Year Total Grand Total of all years

2.5. Repair option. Repairs are NOT included under this agreement (see 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 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 per hour per head RM______________________

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 American Embassy in Kuala Lumpur requires the Contractor to maintain the following equipment in a safe, reliable and efficient operating condition. Please see equipment list included in Exhibit A for a more detailed description.

1. Equipment Description (List of equipment specifications such as , manufacturer, make, model, capacity, location are attached at the last page of Exhibit A)

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 HVAC systems 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.

4.4. The service provider must have a minimum of five (5) years of experience with the design, manufacturing, and start-up of HVAC systems for reputable entities. The provider must be a factory authorized service provider for the installed equipment to include Carrier, York, Trane, etc…. The qualified vendor must provide a compliance program to ensure the plant is operating in compliance with the manufacture’s standards.

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. Below is a list of the remaining 2026 holidays.

2026 Official Holidays September 16 Wednesday Malaysia Day Malaysian

October 12 Monday Columbus Day American

November 9* Monday Deepavali (Observance) Malaysian

November 11 Wednesday Veterans Day American

November 26 Thursday Thanksgiving Day American

December 25 Friday Christmas Day American

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 in Kuala Lumpur. 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.

6.3 Security Clearances. Security clearances are not a requirement for performance on this contract.

6.3.1 The Contractor must comply with all of the following requirements relating to the protection of U.S. Embassy in Kuala Lumpur personnel, property and compound project information and cooperate fully in all security matters Sensitive But Unclassified (SBU) and information that may arise relating to this contract.

Contractor personnel may also be exposed to various documents and signs, including Post notices, event schedules, DoS regulations and conversations or announcements relating to the operation of the U. S. Embassy Kuala Lumpur and diplomatic personnel. This information should not be shared with anyone not employed by or falling under the protection of the Embassy.

Contractor personnel may be exposed to various documents, such as blueprints, drawings, sketches, notes, surveys, reports, photographs, and specifications, received or generated in conjunction with this contract. These documents contain information associated with diplomatic facilities for the U.S. Department of State. These documents have been marked with the handling designations “Unclassified” or “Sensitive But Unclassified” and US Government warnings against reproduction and distribution. These documents require special handling and dissemination restrictions. All handling designations and warnings on original documents must be reproduced on subsequent copies.

The loss, compromise, or suspected compromise or loss of any SBU information, contract related information (personnel files, payroll information, etc.), any post or diplomatic facility related information (documents, notes, drawings, sketches, surveys, reports, exposed film, negatives, or photographs), or ANY information which may adversely affect the security interests of the United States, must be immediately brought to the attention of the Contracting Officer (CO) and Contracting Officer’s Representative (COR).

Photographs of any diplomatic overseas building or facility must be authorized in advance by the COR and Regional Security Officer (RSO), who will establish any controls, limits, and/or restrictions as necessary. Exposed film depicting any Controlled Access Area and/or sensitive equipment must be developed in a U.S.- controlled environment by appropriately cleared personnel. No further dissemination, publication, duplication, or other use beyond that which was requested and approved is authorized without specific, advance approval from DS. DS reserves the right to demand retention of all copies of said photographs and/or negatives, following fulfillment of the previously authorized usage.

Transmission of any information marked Sensitive But Unclassified (SBU) or contract/personnel sensitive information, via the Internet, is prohibited. SBU information can be transmitted via ProjNet, mail, FedEx (or other commercial carrier) or fax, or handcarried by authorized contractor personnel.

Discussion of U.S. Diplomatic post activities while not on post, to include in homes, hotel rooms, restaurants and all other public places, is prohibited. Any contact with host or third country nationals that seems suspicious (such as undue curiosity in the project or project personnel) shall be reported immediately to the COR and RSO.

The Contractor and its employees shall exercise utmost discretion in regard to all matters relating to their duties and functions. They shall not communicate to any person any information known to them by reason of their performance of services under this contract which has not been made public, except to the extent necessary to perform their required duties in the performance of the contract requirements or as provided by written authorization of the Contracting Officer. All documents and records (including photographs) generated during the performance of work under this contract shall be for sole use of and shall become the exclusive property of the U.S.

Government. No article, book, pamphlet, recording, broadcast, speech, television appearance, film or photograph concerning any aspect of the work performed under this contract shall be published or disseminated through any media, to include company or personal websites, without the prior written authorization of the Contracting Officer. These obligations do not cease upon the expiration or termination of this contract or at any other point in time. The Contract shall include the substance of this provision in all subcontracts hereunder.

6. 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.

6.4.6 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.

6.4.7 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 Exhibit 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 (eg, filters, belts, hoses, gaskets) 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, coolant, filters (Air, Fuel, Oil), grease, sealant, thermostat, fuses; in addition to the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), 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. Refrigerants shall meet the AHRI Standard 700-2015 or most recent AHRI Standards.

7.1.3. Refrigerants, parts and maintenance materials delivered to the post are to be new and unused. Reclaimed refrigerants are not to be delivered to posts. Reclaimed refrigerants within post compounds are to be retained and stored and may be used if not contaminated. Refrigerants shall be stored in containers clearly indicating the refrigerant type.

7.1.4. 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.

7.1.5. 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.

7.1.6. 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.

7.1.7. 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 Exhibit A and on the equipment called out in this SOW. The technician shall sign off on every item of the checklist and leave a copy of this signed checklist with the COR or the COR's designate after each maintenance visit.

7.2.2. The contractor shall only employ or sub-contract the manufacturers’ representatives and manufacturers’ authorized technicians for the chillers, cooling towers and the CRU unit to perform preventive and corrective maintenance and shall submit the manufacturer’s reports on the maintenance and operation of the chillers, BAS and the CRU.

7.2.3. 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.

7.2.4. 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), generator starting batteries, 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 written report in English 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: RM 150,000.00 Cumulative: RM 150,000.00

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 insure 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. QUALITY ASSURANCE PLAN (QAP)

13.1. Plan. This plan is designed to provide an effective surveillance method to promote effective Contractor performance. The QAP 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 SOW Para Performance Threshold Services.

Performs all services set forth in the Statement of Work (SOW)

1 thru 12 & Exhibit A

All required services are performed and no more than one

(1) customer complaint is received per month

13.2. 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.

13.3. 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 Items), if any of the services exceed the standard.

13.4. Procedures.

13.4.1 If any Government personnel observe unacceptable services, either incomplete work or required services not being performed, they will immediately contact the COR.

13.4.2 The COR will complete appropriate documentation to record the complaint.

13.4.3 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.

13.4.4 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.

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

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

13.4.7 The COR will consider complaints as resolved unless notified otherwise by the complainant.

13.4.8. 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.

14. 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.

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

COR

Facility Manager

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

PCO

Mechanical Engineer

15. SUBMISSION OF INVOICES

The Contractor shall submit an invoice after each preventive maintenance service has been performed. Invoices must be accompanied by a signed copy of the Maintenance Checklist for the work performed including parts replacement and break down calls, if any. No invoice for preventive maintenance services will be considered for payment unless accompanied by the relevant documentation.

The Contractor should expect payment 30 days after completion of service or 30 days after receipt of invoice at the Embassy's payment office, whichever is later. Invoices shall be sent to:

KLFMCDBO@state.gov Financial Management Centre (FMC) U.S. Embassy Kuala Lumpur mailto:KLFMCDBO@state.gov

EXHIBIT A

16. STATEMENT OF WORK

I. GENERAL INFORMATION:

The United States Embassy in Kuala Lumpur requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s Water Cooled Centrifugal chillers, Ice-tanks, Cooling Tower, Pumps, Associated Motor Starters/VFD’s , Electronic Panels, Air Handling Units, Fan Coil Units, Package Units (Direct Drive and Belt Drive) and Associated Motor Starters/VFD’s.

II. PROJECT REQUIREMENTS:

DESCRIPTION OF EQUIPMENT *:

*Please see attachment at the end of this sheet for more general description of the equipment to be maintained including total capacity, number of sets or systems, level of operations and overall condition.

III. GENERAL REQUIREMENTS:

The Contractor under this SOW shall be responsible for labor, tools, and materials required to carry out all preventive maintenance as outlined in this SOW. The Government has the following manuals:

(List of all O&M manuals will be provided to the Contractor after the contract has been awarded)

1. Contractor shall follow site safety standards and procedures in compliance with local Malaysia’s Department of Occupational Safety and Health (DOSH) and Energy Commission (EC) Malaysia.

2. Contractor shall schedule work with US Embassy Kuala Lumpur’s HVAC Foreman and ensure that information is provided at least one (1) week prior to start of work to avoid potential inconvenience to planned work.

3. Contractor shall ensure that proper staging or elevation tools are used when working and accessing elevated work areas that are higher than 6 feet from the floor level.

4. Contractor must perform lockout/tag safety procedures when applicable to avoid potential mishap.

5. 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.

6. Record and report equipment damage or deficiencies clearly for the record of US Embassy Kuala Lumpur HVAC foreman.

7. Review and follow the manufacturer’s O&M instructions for each equipment.

8. Contractor shall also record results and findings noted during servicing in the equipment history log and provide a written report to the COR monthly.

9. Contractor to allow only qualified personnel to do maintenance work on each equipment.

10. Check manufacturer’s specifications for the maximum number of plugged tubes.

12. Allow only qualified personnel to do maintenance work on this equipment.

IV. SCOPE OF WORK - CHILLERS MAINTENANCE:

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 safety protection while all work is performed. Any questions or injuries shall be brought to the attention of the Post Occupation Safety and Health Officer (POSHO) immediately. Material Safety Data Sheets (SDS) shall be provided by the Contractor for all HAZMAT materials.

Copies shall be provided to the COR for approval.

The Contractor shall inventory, supply and replace expendable parts (e.g., filters, belts, hoses, gaskets) that have become worn down 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, coolant, filters (Air, Fuel, Oil), grease, sealant, thermostat, fuses; in addition to the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), MSDS, cleaning material and oil spill containment kits. The contractor should inventory the supply after each visit and order replacement supplies and have them delivered on site.

Maintenance materials shall be new, unused and are to be industry standard and intended for the task to be performed. Parts are to be OEM approved. Refrigerants are to meet the AHRI_Standard_700-2015 or most recent AHRI Standards.

Refrigerants, parts and maintenance materials delivered to the post are to be new and unused.

Reclaimed refrigerants are not to be delivered to posts. Reclaimed refrigerants within post compounds are to be retained and stored and may be used if not contaminated. Refrigerants shall be stored in containers clearly indicating the refrigerant type. The servicing required shall include the following HVAC equipment.

A. Maintenance procedures for Water Cooled Centrifugal Chiller:

The servicing frequency for 2nos Water Cooled Centrifugal Chillers are as below:

1. Water Cooled Centrifugal Chillers (2 units)

a. Month 1 to Month 11 – Monthly Maintenance Procedure.

b. Month 12 – Annual Maintenance Procedure.

Note: Take note that on the 12th month, an annual servicing will be carried out based on a separate service contract.

Monthly Maintenance Procedure

1. Record and report abnormal conditions, measurement taken and etc in a proper service chit and submit a copy to COR or GTM for record keeping.

2. Contractor to review with COR for operational problems and trends especially for critical repair works that will need to be addressed soonest possible.

3. To check and balance condenser and evaporator water flow.

4. Check for abnormal noise and vibration and report for any abnormalities.

5. Inspect for any oil leaks and report if there is any for immediate repair.

6. Check suction and discharge pressure on the refrigerant pipes.

7. Inspect oil level to ensure that there is no leak in the system.

8. To carry out Oil Analysis 2 times per year and report for any abnormalities including recommendation to replace the oil.

Annual Maintenance Procedure

1. Run chiller and make observation prior to commencement of work.

2. Recover all refrigerant from the system by using TRANE refrigerant recovery machine.

3. Drain out used Compressor Oil.

4. Replace TRANE oil filter.

5. Replace TRANE refrigerant filter.

6. Replace TRANE gas pump solenoid (fill) valve.

7. Replace TRANE gas pump solenoid (drain) valve.

8. Carry out leak test refrigeration system by pressurizing the system with dry nitrogen and repair/tighten if any minor leakage found.

9. Release pressure and evacuate system.

10. Dismantle condenser & evaporator water box cover, brush clean with spiral cleaning brush c/w replace new condenser & evaporator water box 'O' ring.

11. Re-assemble the condenser & evaporator water box cover.

12. Recharge new TRANE compressor oil and refrigerant.

13. Test run the chillers.

B. Maintenance procedures for Ice Tanks

The servicing frequency for 12 nos. Ice Tanks are as below:

1. Ice Tanks (12 units)

a. Month 1 to Month 11 - Monthly Inspection Procedure.

b. Month 12 – Annual Maintenance Procedure.

Note: Take note that on the 12th month, an annual servicing will be carried out based on a separate service contract.

1. Check the water level and inspect for any possible leakage in the system.

2. Inspect all tubings for loose connections, kinks or cracks.

3. Inspect for algae, slime or odor in the tank.

4. Inspect the alarm system and inventory meter operational and physical condition.

5. Record operation data on proper log sheet and note any abnormalities.

6. Note down any uncorrected abnormalities observed during servicing on the service chit.

7. Check the coolant concentration in accordance with the manufacturer's recommendations.

8. Inspect entire system for any unusual condition such as pressure relief valve, service valves, isolation valves and pumps.

9. Note down any uncorrected abnormalities observed during servicing on the service chit.

1. Report in with the COR.

2. Record and report abnormal conditions, measurement taken and etc.

3. Review with the COR for operational problems and trends.

4. Check for abnormal noise and vibration.

5. Inspect for any Glycol leaks and inspect Glycol level.

6. Check suction and discharge pressure.

7. Check the water level and leakage.

8. Check the tubing for loose connections, kinks or cracks.

9. Checked for algae, slime or odor in the tank.

10. Check the alarm system and inventory meter.

11. Record operation data on proper log sheet and observe for any abnormalities.

12. Note down any uncorrected abnormalities observed during servicing on the service chit.

13. Check the glycol concentration in accordance with the manufacturer's recommendations.

14. Inspect entire system for any unusual condition such as pressure relief valve, service valves, isolation valves and pumps.

15. To drain/pump out the ice tanks to the bottom of the tank.

16. Pressure wash the tanks clean from mold/debris or any accumulated sludge.

17. Drain out clean the tanks again to dry.

18. Inspect for any leaks/cracks in the tank including the glycol line in the tanks.

19. Inspect and clean all sensors if any in the tanks.

20. Fill up tanks according to manufacturer’s specification

C. Maintenance procedures for Cooling Towers

The servicing frequency for 2 nos. Cooling Towers are as below:

1. Cooling Towers (2 units)

a. Month 1 to Month 12 - Monthly Inspection Procedure.

1. Check fan and motor for abnormal noise. Report any abnormalities and highlight any needs for immediate repair.

2. Check all fan bearings operating condition. Report any abnormalities and highlight any needs for immediate repair.

3. Check operation of spray nozzle to prevent clogging of water discharge.

4. Clean all water screens (infills) cleanliness and clean it if necessary.

5. Inspect belt alignment and drive tension, adjust if necessary.

6. Drain, clean and flush out all debris accumulated.

7. Check all bolt and nuts for tightness and tighten when necessary.

D. Maintenance procedures for Pumps (Total 6 nos – 2 nos Glycol pumps, 2 nos Chilled Water pumps and 2 nos Condenser Water pumps)

The servicing frequency for 6 nos. pumps are as below:

1. Pump (6 units)

1. Check all seal, glands, fitting and connecting and pipeline for leaks.

2. Observe pump operation for any vibration and abnormal noise.

3. Check and clean strainer monthly.

4. Clean any dust build up on the motor casing and pump housing.

5. Inspect on the operation conditions and take corrective action if necessary.

6. Check on the chemical reserve in the tank and top up of chemical and adjustment of dosages where necessary.

7. Note down any uncorrected abnormalities observed during servicing on the service chit.

8. Check all pump bearings and bushings and lubricate with oil or grease, as necessary.

9. Check alignment between pump and motor and condition of all elastomer coupling and bush between them when necessary.

10. Check spring isolators are still functional and that all mounting bolts are tight. Report any corrosions or abnormalities.

11. Check that the pump suction and discharge flexible connections / bellows are still in good or not and report any abnormalities.

12. Note down any uncorrected abnormalities observed during servicing on the service chit.

E. Maintenance procedures for Chiller Water Treatment

The servicing frequency for Chiller Water Treatment are as below and it is considered as part of the Chiller System maintenance:

1. Chiller Water Treatment

1. Carry out preliminary water analysis and balance the chemical composition as recommended by Trane Chiller manufacturer.

2. To initiate bleed off if necessary.

F. Maintenance procedures for Air Handling Units (16 nos.)

US Embassy Kuala Lumpur will supply all primary and secondary filters. Contractor will be responsible to clean or replace all filters according the maintenance frequency listed below. If any discrepancies are found with the Air Handling Units 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.

The servicing frequency for 16 nos. Air Handling Units are as below:

1. Air Handling Units (16 nos.)

a. Month 1 and Month 2 - Monthly Maintenance Procedure.

b. Month 3 – Quarterly Maintenance Procedure.

c. Month 4 and Month 5 - Monthly Maintenance Procedure.

d. Month 6 – Semi-Annual Maintenance Procedure.

e. Month 7 and Month 8 - Monthly Maintenance Procedure.

f. Month 9 – Quarterly Maintenance Procedure.

g. Month 10 and Month 11 - Monthly Maintenance Procedure.

h. Month 12 – Annual Maintenance Procedure.

1. Check the cleanliness of the filters (flat, angle, rigid, bag, HEPA & charcoal) and replace or clean as required.

2. Verify filter gauge and/or switch function properly.

3. Ensure AHU Room is clean and dispose of any trash or debris.

4. Inspect and record the operational condition of each serviced AHU.

Quarterly Maintenance Procedure

1. Perform all monthly tasks including but not limited to:

2. Replace the primary paper filters for each Air Handling Unit.

3. Check drive kit for damage, loose parts, wear, dirt, alignment and belt tension.

4. Check belt tension and tighten as necessary.

5. Check condition of extended lubrication lines when present.

6. Clean dampers from debris with soapy water and dry them.

7. Chemical clean cooling coil to ensure cooling coil is free from any contaminants and dirt.

8. Clear all condensates drain points as well as other drainage points within AHU from any clogging to ensure uninterruptible drainage for all AHUs.

Semi-Annual Maintenance Procedure

1. Perform quarterly tasks including but not limited to:

2. Replace the primary paper filters for each Air Handling Unit.

3. Inspect air hoods and air louvers for damage and debris.

4. Inspect bird screens for damage and debris.

5. Inspect mist eliminators for damage, dirt and debris.

6. Check, clean and calibrate controls.

1. Perform semi-annual tasks.

2. Clean exterior of air handler cabinet.

3. Inspect doors, handles, latches and hinges for proper operation.

4. Inspect door gaskets for damage and proper seal.

5. Inspect panels for damage.

6. Clean fan segment and fan assembly (supply, return, exhaust).

7. Check fan housing, wheel, shaft, frame, inlet vanes and bearings for damage, wear, loose parts, dirt and debris.

8. Check fan base, vibration isolators and thrust restraints for damage, wear, loose parts, dirt and debris.

9. Check flex connector for damage and wear.

10. Lubricate fan bearings.

11. Clean variable inlet vanes.

12. Check adjustable fan motor base and mounting hardware for loose parts.

13. Check adjustable fan motor base for damage.

14. Check fan motor for bearing seals leaks.

15. Check fan for motor damage.

16. Check for dirt, dust & debris in air vents on fan motor housing.

17. Clean dehumidification coils.

18. Clean condensate drain pan, trap, drain line and adjacent wetted surfaces.

19. Check Energy Recovery Wheel, clean media, adjust seals, replace belt.

20. Check and clean secondary filter monthly as per recommendation on the manufacturer’s handbook. Secondary filters to be changed quarterly.

21. Replace the primary paper filters for each Air Handling Unit.

22. Replace secondary filter annually as per recommendation on the manufacturer’s handbook.

23. Check and clean fresh air intake grille from any dust accumulation and ensure that the airway is not choked from dust and contaminants.

24. Visually check cooling coil, seal, connection and pipelines for leaks. Clean all parts from dust and contaminant accumulation.

25. Check the operation of motorized automatic control valve. Clean, adjust and lubricate as per manufacturer’s recommendation.

26. Check all bearing and its mounting, lubricate with oil or grease as necessary.

27. Inspect V-belts and pulleys for abnormal wear and pulley misalignment. Maintain proper belt tension by necessary torque adjustment or alignment and check with strobe light.

28. Check to ensure the pulleys and the sheaves are properly tightened. Check for abnormal vibration and noise.

29.