19NZ9525Q0011_Solicitation for Chancery Barriers Preventative Maintenance_06252025.pdf

U.S. Embassy Wellington Date: June 25, 2025

Dear Prospective Quoter:

Subject: Request for Quotations number 19NZ9525Q00011

Enclosed is a Request for Quotations (RFQ) for Bavak Speed Gates, Delta Barriers and Cantilever Gate 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 1449 that follows this letter.

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

The Embassy intends to conduct a pre-quotation conference at the site, The pre-proposal conference will be held on Monday July 7, at 10am at the U S Embassy, 29 Fitzherbert Terrace, Thorndon Wellington.

Prospective offerors/quoters should contact wellingtongsoprocurement@state.gov for additional information or to arrange entry to the building.

Quotations are due by Thursday July 24, 5pm 2025. No quotations will be accepted after this time.

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

Your quotation must be submitted electronically to wellington.gsoprocurement@state.gov It is important to make sure the submission is made in specific size and format; in MS Word (.docx) or MS Excel (.xlsx), or Adobe Acrobat (.pdf) file format. The file size must not exceed 30MB.

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

1. SF-1449

2. Pricing (page 4)

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

4. Proof of SAM Registration

5. DBA Insurance: The Offeror shall include Defense Base Act (DBA) insurance premium costs covering employees. The offeror may obtain DBA insurance directly from any Department of Labor approved providers at the DOL website at http://www.dol.gov/owcp/dlhwc/lscarrier.htm Note that DBA insurance does not have GST added.

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, John Langer Contracting Officer mailto:wellingtongsoprocurement@state.gov mailto:wellington.gsoprocurement@state.gov http://www.irs.gov/w14 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.dol.gov%2Fowcp%2Fdlhwc%2Flscarrier.htm&data=05%7C02%7CJoNX%40state.gov%7Cf393d14a7ef44f8e8bfc08ddb385d9d4%7C66cf50745afe48d1a691a12b2121f44b%7C0%7C0%7C638864109641235949%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=BDXvhVh7mbvyoV7gCriIg4S%2BUpkuxa1Y6XNAElnoE3E%3D&reserved=0 https://www.sam.gov/

Statement of work Chancery: Preventive Maintenance for Bavak Speed Gates, Delta Barriers and Cantilever Gate System

Attachments:

Exhibit A – Statement of Work Exhibit B – Bavak Speed Gate Test Protocol Exhibit C – Bavak Speed Gate Inspection Report Exhibit D – Equipment List Exhibit E – Delta Barrier: Monthly Checklist and Requirement Exhibit F – Delta Barrier: Quarterly Checklist and Requirement Exhibit G – Cantilever Gate: Monthly / Semi-Annual / Annual Checklist and Requirement Exhibit H - Delta Trap, Cantilever Gate, Bavak Speed gate: Equipment Pictures

1. DESCRIPTION

The American Embassy in Wellington requires preventive maintenance services for the Bavak Speed Gates and other. These services shall result in all systems being serviced under this agreement being in good operational condition when activated.

1.1. Type of Contract

This is a firm fixed price contract payable entirely in New Zealand dollar. 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, with a maximum of four one-year optional periods of performance and will be expected to commence no later than 1st September 2024.

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 GST (if applicable).

2.1. Year 1. 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. Year 2. The Contractor shall provide the services shown below for Option Year 1 of the contract and continuing for a period of 12 months.)

2.3. Year 3. The Contractor shall provide the services shown below for Option Year 2 of the contract and continuing for a period of 12 months.

CLIN Description Quantity of Equipment

Type of services No. of service

Unit price / service

Total per year ($)

001 Bavak Speed gate B-secure 2

Annual S/Annual Monthly

=1 =1

=10

002 Cantilever Gates 2 Annual S/Annual Monthly

=1

003 Delta Barriers 2 Monthly Quarterly

=8 =4

Total Year 1

Quantity of Equipment

Type of services

No. of servic e

Unit price / service

Total per year ($)

101 Bavak Speed gate B-secure 2

Annual S/Annual Monthly

=1

102 Cantilever Gates 2

S/Annual Monthly

=1

103 Delta Barriers 2 Monthly

Total Option Year 2

Quantity of Equipment

Type of services No. of service

Unit price / service

Total per year ($)

2.4. Year 4. The Contractor shall provide the services shown below for Option Year 3 of the contract and continuing for a period of 12 month.

2.6. Total for all years:

Year 1 $ Year 2 $ Year 3 $ Year 4 $

TOTAL $

201 Bavak Speed gate B-secure 2

Annual S/Annual Monthly

=1

202 Cantilever Gates 2

S/Annual Monthly

=1

203 Delta Barriers 2 Monthly

Total Option Year 3

Quantity of Equipment

Type of services No. of service

Unit price / service

Total per year ($)

301 Bavak Speed gate B-secure 2

Annual S/Annual Monthly

=1

302 Cantilever Gates 2

S/Annual Monthly

=1

303 Delta Barriers 2 Monthly

Total Option Year 4

2.7 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 Year 1 $/hr Year 2 $/hr Year 3 $/hr Year 4 $/hr

Option Year 4 $/hr

DBA Insurance is required for any bids that are over USD 10,000.

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 Wellington 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: Bavak speed gates, North and South CAC, Quantity 2 Gates, Bi- Folding Gate

Bavak B- Secure

Speed gate

- NCAC

Bi- Folding Gate

Bavak B- Secure

Speed gate

SCAC

2. Equipment Description: Cantilever gates North and South CAC, Quantity 2 Gates, Cantilever Gate

Unknown Custom Made

Cantilever - NCAC

Cantilever Gate

Unknown Custom Made

Cantilever - SCAC

3. Equipment Description: Delta barriers North and South CAC, Quantity 2 Barriers

Delta Barrier

DELTA DSC501 Shallow Foundation Barricade

4975- A

NCAC

Barrier

DELTA DSC501 Shallow Foundation Barricade

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 gates 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.

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 always display identity card(s) on the uniform 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 always display identity card(s) on the uniform 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. All Work 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. 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.

6.4.3 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.

6.4.4 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.

6.4.5 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.

6.4.6 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 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 consumable items and available spare parts during each visit and recommend replacements. In addition, the Contractor will recommend the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), Safety Data Sheet, and cleaning material. Parts shall be Original Equipment Manufacturers i.e. Bavak 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.) Unless specified in the Maintenance Checklist / Inspection report 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 Bavak approved 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 Schedule 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.

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 except for the Government Furnished Equipment (GFE) identified in 8.1.1 below. 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 7.1.5.

8.1.1 Government Furnished Equipment (GFE)

1. Wet/dry vacuum Cleaner

2. Paint stripper / heat gun

3. Wrenches (M4 to M12) and Allen keys (M1 to m12)

4. Grease Pump

5. Bearing grease

6. Metric (Hexagonal) Bolts and Nuts (4 mm to 12 mm)

7. Metric Taps 1,5mm

8. (Cordless) screw machine / drill

9. (Cordless) impact drill / Wrench

10. Metric Socket wrench with extensions and Sockets between M6 and M30

11. Copper grease

12. Digital multi meter That reads Voltage to 0- 600 VAC VDC/ from 0,01 to 10 amps/ resistance / capacity

13. A stepladder / and a ladder that reaches the top of the speed gate column

14. A Personnel lift (for a B-Protect with a drive unit height above 8 feet)

15. A insulation (continuity) tester with a test voltage of minimum 500 volt, also known as “Megger”.

Any changes to section 8.1.1 needed by either party will be coordinated in advance of visits.

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 device 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) Completed Inspection Report using Exhibit C of this SOW. 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: $ Cumulative: $

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. 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. Unless otherwise agreed upon, the QAP is:

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 10 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

Ma. Teresita Lim LimMN@state.gov

The Post Control Officer (PCO) will be the contractor’s point of contact at the U.S. Embassy, 027 4445668. 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

(Technical/ Electrical) POC at Embassy

Chandima Hettiarachchi

Electrician and Technical Lead

Telephone No: (021) 459 142

Chandima Hettiarachchi -Post Control Officer (PCO) HettiarachchiCJ@state.gov mailto:HettiarachchiCJ@state.gov

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:

Wellington.invoices@state.gov

STATEMENT OF WORK

Exhibit/Attached - A SPEEDGATE

I. GENERAL INFORMATION:

The United States Embassy in Wellington requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s Bavak Speed Gates, Cantilever Gates, and Delta Barriers

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.

DESCRIPTION OF EQUIPMENT *:

*Please see attachment at the end of this sheet for more details

Equipment Description: 240V, 50Hz, Standard B -Secure Bavak Speed gates

1. Equipment Description: Bavak speed gates, North and South CAC, Quantity 2 Gates, Bi- Folding Gate

Bavak B- Secure

Speed gate

- NCAC

Bi- Folding Gate

Bavak B- Secure

Speed gate mailto:Wellington.invoices@state.gov

Equipment Description: 240V, 50Hz, Standard Custom Maid gates

2. Equipment Description: Cantilever gates North and South CAC, Quantity 2 Gates, Unknown Custom Made

Cantilever - NCAC

Cantilever Gate

Unknown Custom Made

Cantilever - SCAC

Equipment Description: 400-240V, 50Hz, Delta Barrier

3. Equipment Description: Delta barriers North and South CAC, Quantity 2 Barriers

Barrier

DELTA DSC501 Shallow Foundation Barricade

A

Barrier

DELTA DSC501 Shallow Foundation Barricade

B

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 the anti-ram barriers. 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 – BI FOLD BAVAK SPEEDGATES, CANTILIVER GATES AND

DELTA BARRIERS 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) immediately.

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 bushings, sensors, mechanic parts, and auxiliary devices, such as switches, protective devices, and gauges. The attached equipment list provides details.

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

2. The contractor shall provide the cost for emergency assistance, priced at an hourly rate, within 24 hrs. of being contacted by the COR.

If any discrepancies are found with the gates or traps 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. Use appropriate personal protective equipment (PPE) when performing work.

2. Contractor shall conduct a safety meeting prior to the start of work.

3. Contractor identifies its lead safety person prior to the start of work.

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

5. Follow site safety procedures.

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

7. Block traffic and set up alternate security measures.

8. Follow approved lockout/tag out procedures.

9. 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.

10. Report equipment damage and deficiencies.

11. Review and follow the manufacturer’s instructions.

12. Record results in the equipment history log.

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

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

15. Use extreme caution around moving gates and barriers.

ADDITIONAL SAFETY INSTRUCTIONS AND WARNINGS:

• Always keep people and objects away from the gate. NO ONE SHOULD CROSS

THE PATH OF THE MOVING GATE OR DELTA BARRIERS.

• The entrance is for vehicles only. Pedestrians must use separate entrance.

• Test the Speed Gate (SG) System monthly and other equipment. The gate MUST reverse on contact with a rigid object or stop when an object activates the non-contact sensors. After adjusting the limit of travel, retest the Speed Gate System. Failure to adjust and retest the SG properly can increase the risk of injury or death.

• Use the Emergency Release only when power switch or circuit breaker has been turned off. Using the Emergency Release during a power failure can be a hazard if power is abruptly restored.

• Check the manual override at functioning. Switch off voltage and check if the SG can be opened and closed manually. Check the Spring underneath the gear, and the fastening of detection ring and proximity switch.

• Keep the emergency hand crank in a (secure) place near the SG.

• Check safety buffers during closing and opening of the SG. During opening: SG should stop and close until a release of safety circuit. During closing: SG should stop and then fully re-open.

• Electrical Components. Check all electrical terminations connections on the electrical components. Check for damage, discoloration, and improper / unsafe operation.

• KEEP GATES PROPERLY MAINTAINED. Read the Owner’s Manual. Have a qualified service person make repairs to gate hardware.

• Make sure every installation has a minimum of one safety device (such as a photoelectric eye or loop detector).

• Make sure that all areas around the gate are safe and secure, such as the front, rear, and travel area.

• A non-contact sensor (photoelectric sensor or equivalent) and a contact sensor (edge device or equivalent) is required on each individual installation.

• All opening devices, (such as a keypad, card reader…), should not be installed close to the gate, where the gate could possibly cause injury.

• Gate must have fall over protection to prevent the gate from falling when it is detached from supporting hardware.

• Use warning signs attached on both sides of the gate.

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.

Maintenance Interval Schedule

The purpose of this Statement of Work is to ensure the gates and Delta traps for this facility are maintained according to manufacturer’s recommendations to ensure the readiness and proper operation.

Any internal inspection, adjustment, cleaning, or maintenance must be done with the gate and traps de-energized.

Bavak Speed Gate (the below procedures are specific to this manufacturer)

Annually/Semi-annually (choose one):

The annual service preventive maintenance must include, but is not limited to, the following items:

No. Part to be checked Related activities

1. Motor (clearance, measurement, operation) Check motor on connection fastening, (oil)leakage, motor cabling intact, clearance in the gearbox, adjustment about gearwheel, wear and tear, strange noises, and adjustment.

Measure voltage (V) and isolation resistance.

Controls PCB: read Amperage of the Motor and note (P910 = 2 max 3,5A)

2. Drive unit (All drive elements) Check gearwheel on wear and tear, clearance, and position with regard to drive unit compartment (perpendicular). Note: the gearwheel bearing is a self-adjusting bearing (Limited vertical movement ca 4mm is ok). Check slide platforms, drive rods and ball joints on clearance and lubrication and wear and tear.

Drive rods should be straight (right-angled).

3. Manual hand crank Check on visual damage / wear / corrosion 4 Limit switches / encoder Check fastening damage and detection range of limit switches /

Check fastening / damage / sealing of encoder itself and use of sealant between the encoder and motor backplate. Replace during maintenance if not complying

5. Panel Hinges (operation wear) Check hinges on noise, securing and clearance. When squeaking check for lubrication and bending. Used bolts and tightens. Fusing of thread.

6. Bearings of panel Hinges Check for rust and proper operation of the Thrust ball bearings of the panel hinges.

7. Movement of the panels (visible) Both panels must be in line and perfectly level in closed position.

Check this at the top and at the bottom side of the panels.

In open position the panels should extend fully (parallel).

The space between the panels and drive unit compartment should be parallel.

8. End limit stop (Gearwheel blocking mechanism)

(Use manual hand crank) Check if gearwheel can be Over cranked and over excited of the drive can cause mechanical damage (Check for F.000 and F.005 messages on the controller) If mechanical stop is reached but no F.000 and F.005 is displayed this must be corrected during maintenance visit.

9. Drive pin (at column side) The drive rod bearing pin must be lubricated. Check the bolts on the adapter plate wear and tear and connection.

10 Guide wheels (wear) Replace annually

Check the distance between the guide wheel and the sides, top and bottom of the guide track. Replace BOTH wheels in the correct manner (With proper application of grease in the wheel) annually.

11 Guide wheel brackets (Fastening / axel / locknut)

Check the fastening and location of the brackets on the panels.

Check axel connection and ability to move up and down in the bracket. Check tightness of the locknut. If needed, adjust the height by turning the axle. Check the connection of the lock nut on the guide wheel axle. Check connection of the guide wheel mounting bracket.

12 Check all mechanical connections Check all the nuts and bolts of the drive unit bridge pieces and guide wheel track.

13 Manual override system Check the manual override at functioning. Switch off voltage and check if the Speed gate can be opened and closed manually. Check the Spring underneath the gear, Check the fastening of detection ring and proximity switch.

Keep the emergency hand crank in a (secure) place near the SG.

14 Column Hinges middle and bottom (bearings / Pins / grease

Check the hinge for rust / bearings inside the panel / Hinge pin and if chamber is filled with grease. Keep pin chamber topped off with grease.

15 Heat tracing Check if heat tracing is working over the full length Check the thermostats settings and is functioning

16 Powder coat / damage Check for damage on the powder coating Scratches / Scuffs / Dents/ cracks rips/ Rust/ Make pictures and elaborate on the damage and possible repairs

17 Locks Gate and cabinet Check the locks on proper functioning and lubrication.

18 Diamond Plating Check all the diamond plating Are the bolts secure If not use Heli coils and new bolts to repair immediately.

19 Column top hinge Fastening Open the Column cover plate. If needed adjust the gate wing horizontally in closed position. Loosen Middle and bottom column hinges for this. Check the tightness of the brackets and m24 adjustment thread.

20 Column top hinge Bearing / Pin / grease

Check the hinge for rust / bearings inside the panel / Hinge pin and if chamber is filled with grease. Keep pin chamber topped off with grease.

21 Column base plate bearings Check for Wear / lubrication 22 Drainage points gate drive Check drainage ports and test drainage capacity and where it leads

to. Check downslope of drainage 23 Cabling in drive to and in Junction box Check all the visible parts of cabling in the drive and columns to and from junction box for damage. Tightness of terminations in Motor switch, junction box, Photo eyes, safety buffer connections

24 Photo electric beam Measurement alignment.

Check photocells / Photo eyes / Photo electric beams on functioning, setting, adjustment, mounting, damage to housing and electrical components. Measure alignment voltage on receiver. Between 1,5 and 2 VDC. Check the correct response of the gate when activated during closing and opening of the Speed gate. Speed gate should stop when an object interrupts the infrared light beam of the photocell during opening. Speed gate should stop when an object interrupts the infrared light beam of the photocell during closing.

When the infrared light beam is no longer interrupted the gate will be able to be closed or re-opened.

25 Safety buffers Check safety buffers during closing and opening of the Speed gate.

During opening: Speed gate should stop and close until a release of safety circuit.

During closing: Speed gate should stop and then fully re-open.

Check the status of the safety buffers at the display of the PCB.

Check the securing of the aluminium profile in which the buffer is installed.

26 Detection loops Check the status of the detection loop on the PCB.

Measure isolation resistance of the loops.

Note: loops do not have to be adjusted at the same sensitivity: check them separately.

When defect, report function, measured value and type of pavement (bricks, asphalt etc.)

27 Induction loop detector Test with use of a vehicle if the detectors are adjusted sensitively enough. (Should not react on the panels!).

28 Electrical components Check all electrical terminations connections on the electrical components. Check for damage, discoloration, and improper / unsafe operation.

29 Electrical signals Check all electrical signals on proper functioning. Check is all commands and signals to and from touch screens PLC and controller are ok.

30 PLC Program / PCB Programming Check for errors or faulty operation. (Mostly results in unwanted behaviour of the gate.

31 Check electrical connections Check all terminations of the PLC and controller.

32 Cabling from Junction Box motor switch to control cabinet Check for damage on all visual parts of the cabling

33 Traffic lights Check functionality mounting and failure in LED's 34 Controls Push buttons Check for damage mounting, functionality, lights, and buzzers 35 Controls touch screens Check for damage mounting, functionality (equal sensibility over screen surface), voice annunciator.

36 Touch screen components Check power supply, network switch connection of network cables and fibre optic connections. Behind screen 37 UPS Check for maximum battery life according to manual. Check if UPC meets minimum operation requirements.

38 Pavement level The distance between the bottom side of the panels and pavement should be at least app. 50 mm.

Bad pavement can also cause damages on detection loops!

39 Upload PLC Make a Copy of the current PLC Programming of the gate. Note Time date and type of PLC and installation number of the gate

40 Upload Feig controller Make a Copy of the current Feig controller Programming of the gate.

Note Time Date installation number of gate and serial number of controllers.

41 Sequence of operation test. Check the Specific OBO Sequence of operation. Also, for a minimum 0f 5 minutes let the gate open and close-set P.980 to 4 and P.010 to 1

42 Logbook entry Note performed work, Cycle count, summarise comments from checklist Date and name

43 Inspection report signed off Is the inspection report signed off by end user who is allowed to sign off on the work? With legible full name and signature.

Lubricating points.

• Lubricate the lubricating points shown in illustration 5-2 in every service with the indicated lubricant.

• The gearbox, linear slide bearings on slide platforms and the rod ends of the drive rods are maintenance free and do not have to be lubricated.

EXHIBIT B – Bavak Test Protocol (Specific to Bavak Speed Gate) Functioning SG during testing (Controls) Installation no.:

Date:

Technician:

Master Panel Slave panel

- Power on Master - Power on slave

- Power on Slave - Open Speed gate

- EFO reset - Stop Speed gate

- Open Speed gate - Close Speed gate

- Stop Speed gate - EFO (override close)

- Close Speed gate - Alarm reset

- EFO (override close)

- Alarm reset

- Interlock

Signal test Speed gate is open for 60 seconds, voice annunciator that signals that the gate has been left open in the open position goes off.

Perimeter gates signal: “the perimeter gate is open”.

Compound gate signal: “the compound gate is open”.

This can be reset at Master and Slave panel.

When service lid/hatch is removed from left SG column, an acoustic signal goes off (pulsing sound); can be reset at Master and Slave panel. As soon as the Reset has taken place, the acoustic signal stays off. Service lid may remain open.

When the door of the control cabinet is opened / removed, an acoustic signal goes off; can be reset at Master and Slave panel. As soon as the reset has taken place, the acoustic signal stays off. Door of control cabinet may remain open.

In case of power failure, an acoustic signal goes off; can be reset at Master and Slave panel.

Function of Safeties of Speed gate during Opening (activated by push button open) SG opens. When photocells are activated in SG column, the SG will stop and waits for a new command.

SG opens. When the vertical safety edge at following panel is activated, the SG will stop and wait for a new command.

SG opens. When horizontal safety edge is activated at driven panel, SG will stop and wait for a new command.

SG opens. When rectangular detection loop (D1) is activated, SG will stop and wait for a new command.

SG opens. When rectangular detection loop (D2) is activated, SG will stop and wait for a

SG opens. Manual override is activated, SG will stop and wait for a new command.

Function of Safeties of Speed gate during Closing (activated by push button close) SG closes. When photocells are activated in SG column, the SG will stop and re-open till fully open position has been reached.

SG closes. When the horizontal and vertical safety edge at following panel is activated, the SG will stop and re-open till fully open position has been reached.

SG closes. When rectangular detection loop (D1) is activated, SG will stop and wait for a new command.

SG closes. When rectangular detection loop (D2) is activated, SG will stop and wait for a

SG closes. Manual override is activated, SG will stop and wait for a new command.

Photocell pole / poles during opening and closing of SG During opening and closing the SG will stop immediately when infrared beam of photocell pole is interrupted and wait for a new command.

EFO (Overrule function). Only possible during closing of SG When an overrule SG close is activated at Master panel or Slave panel, the SG will close immediately, disregarding activation of one of the following provisions: photocell (pole), safety edges, manual override, open command. SG closes completely.

The detection loops are monitored by the PLC and are also overruled by the EFO button.

This activation can only be reset at Master panel. Led (EFO) will go out as soon as Reset command is given.

Interlock When Interlock function is activated, both gates in sally port can be opened at the same time.

When Interlock function is deactivated, both gates in sally port cannot be opened at the same time.

Traffic light(s) SG is closed; traffic lights are red.

SG opens, traffic light orange.

SG is open; traffic lights turn to green.

SG closes: traffic lights turn to orange.

Manual override When the manual override is activated, no other command will have influence on opening or closing of the SG.

Additional warning of LED Emergency Stop at detection loops (option) When a detection loop (D1 or D2) is activated and the SG does not open, the LED Emergency Stop will light up. As additional attention for the security that a vehicle has reached the SG too close. When the SG opens, the LED will not light up.

Exhibit C Inspection Report (Specific to Bavak Speed gate)

American Embassy Wellington UNCLASSIFIED U.S. Department of State

Exhibit D Equipment List

Equipment Manufacture Model Barrier Type Serial

Number Specifications Location

Delta Barrier DELTA DSC501 Shallow Foundation Barricade

4975-A

Delta Barrier DELTA DSC501 Shallow Foundation Barricade

4975-B

Gate

Unknown Custom Made

Cantilever - NCAC

Cantilever Gate

Unknown Custom Made

Cantilever - SCAC

Bi-Folding Gate

Bavak B-Secure Speed gate - NCAC

Bi-Folding

Bavak B-Secure Speed gate 6073

Exhibit E

Delta Barrier: Monthly Checklist and Requirement

Preventive Maintenance Checklist:

Frequency: MON Estimated Time (hours): 1.2 Description: DELTA BARRIER

Pre-Start Checks and Preparation Required (‘Toolbox’ and task pre-start plan)

1. Mechanics and Electricians tool sets.

2. Cleaning materials. (Rags, Rubbish bag, Vacuum or brush and Pan.)

3. Lubricants.

4. Spare Split-Pins and/ or Cotter Pins

5. Leaf Blower

6. Schedule equipment downtime with operating personnel.

7. De-energize, tag, and lock out circuits and machinery. Disable remote operation / starting circuits in SCAC, and NCAC, and

Post-One.

8. Have approved type fire extinguishers and First Aid readily available.

9. No smoking or open flames.

10. Use extreme caution when locking out and disabling the Delta barrier itself. 6 Follow site safety procedures and your supervisor instructions.

11. Record and report any equipment damage or deficiencies found.

12. Record all test results in the component maintenance log.

13. Obtain, review, and follow manufacturer maintenance instructions.

14. Use proper personnel protective equipment when handling hazardous materials,…