19SA4025R0004 Solicitation PM Service Chillers.pdf

CONS ULA TE GENERAL OF THE

UNITED STATES OF AMERICA

Jeddah, Saudi Arabia

Date: March 12, 2025

Dear Prospective Offeror:

SUBJECT: Solicitation Number 19SA4025R0004 for Chillers PM Services

Enclosed is a Request for Proposals (RFP) for PM Services for Chillers at US Consulate

Jeddah, Saudi Arabia. If you would like to submit proposal, follow the instructions in Section L of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form that follows this letter.

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

The Consulate intends to conduct pre-proposal conference for the requested services. The pre proposal site visit will be held on March 25th

, 2025 at 01:00 PM. at US Consulate Jeddah, Saudi Arabia. Prospective offerors shall be required to submit the names of their representatives to email JeddahContractingoffice(@,state.gov no later than COB 1700 Hrs. March 811', 2025

Proposal must be submitted electronically to email JeddahContractingoffice(a),state.irnv on or before 1700 hours April 24th, 2025. No proposal will be accepted after this time.

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

1. SF-1449

2. Section I, Pricing

3. Section 5 Representations and Certifications

4. Additional information as required in Section 3

5. The Offeror should submit a completed IRS Form W-14, found at www.irs.gov/wl4, to ensure compliance with FAR 52.229-11

6. Proof of SAM Regish·ation

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 shall deem the offeror's proposal to be considered non-responsible and no further consideration will be Therefore, offerors are highly encouraged to register immedia rested in submitting a response to this requirement.

Sincerely, Robert Blakeslev--.ic...-�

Contracting Officer

SBU - CONTRACTING AND ACQUISITIONS

SOLICITATION

DOCUMENT

PM Service Chillers

Solicitation No. 19SA4025R0004

Contracting and Procurement Office

American Consulate General, Jeddah

PO Box 149

Jeddah 21411

Saudi Arabia

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFP Number 19SA4025R0004, Prices, Block 23

• Continuation To SF-1449, RFP Number 19SA4025R0004, Schedule Of

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

• Exhibit A: STATEMENT OF WORK

• Exhibit B: MANUFACTURER RECOMMENDED ANNUAL MAINTENANCE

SECTION 2 - CONTRACT CLAUSES

• Contract Clauses

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

SECTION 3 - SOLICITATION PROVISIONS

• Solicitation Provisions

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

Part 12

SECTION 4 - EVALUATION FACTORS

• Evaluation Factors

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

Part 12

SECTION 5 - REPRESENTATIONS AND CERTIFICATIONS

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR

Provisions not Prescribed in Part 12

PM Services for Chillers Solicitation 19SA4025R0004

1 SBU - CONTRACTING AND ACQUISITIONS

2 SBU - CONTRACTING AND ACQUISITIONS

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFP NUMBER 19SA4025R0004

PRICES, BLOCK 23

1. PERFORMANCE WORK STATEMENT

A. The purpose of this firm fixed price Contract is to perform preventive maintenance services for Chillers, including furnishing all labor, material, equipment and services, for the U.S. Consulate General Compound in Jeddah, Saudi Arabia in accordance with

Exhibit A Statement of Work.

B. The contract will be for a one-year period from the date of the contract award, with four one-year options.

2. VALUE ADDED TAX

Value Added Tax (VAT) is not included in the CLIN rates. Instead, it will be priced as a separate

Line Item in the contract and on Invoices. Local law dictates the portion of the contract price that is subject to VAT. The full VAT amount is charged on all aspects of the contract and should be provided in a separate line item with a firm fixed priced amount.

3. 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).

JAMES ZADROGA 9/11 VICTIMS HEALTH AND COMPENSATION ACT OF 2010

NOTICE: UNLESS A WAIVER OR EXCEPTION APPLIES, PAYMENTS

SUBSEQUENT TO THIS PROCUREMENT ARE SUBJECT TO AN EXCISE TAX OF

2% PERSUANT TO 26 U.S.C. 5000C.

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

3.2. Option Year 1. The Contractor shall provide the services shown below for Option

Year 1 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

($/SAR)

Total per year

($/SAR)

001 CH-NOB-1(878KW) 1 Annual 1

001-A CH-NOB-2(878KW) 1 Annual 1

002 CH-SDA-1(615KW) 1 Annual 1

002-A CH-SDA-2(615KW) 1 Annual 1

003 CH – 5 1 Annual 1

Total

VAT if applicable

Total Base Year

CLIN Description

Quantity of

Equipment

Type of services No. of service

Unit price

/ service

($/SAR)

Total per year

($/SAR)

101 CH-NOB-1(878KW) 1 Annual 1

101-A CH-NOB-2(878KW) 1 Annual 1

102 CH-SDA-1(615KW) 1 Annual 1

102-A CH-SDA-2(615KW) 1 Annual 1

103 CH – 5 1 Annual 1

Total

VAT if applicable

Total Option Year 1

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

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

Quantity of

Equipment

Type of services No. of service

Unit price

/ service

($/SAR)

Total per year

($/SAR)

201 CH-NOB-1(878KW) 1 Annual 1

201-A CH-NOB-2(878KW) 1 Annual 1

202 CH-SDA-1(615KW) 1 Annual 1

202-A CH-SDA-2(615KW) 1 Annual 1

203 CH – 5 1 Annual 1

Total

VAT if applicable

Total Option Year 2

Quantity of

Equipment

Type of services No. of service

Unit price

/ service

($/SAR)

Total per year

($/SAR)

301 CH-NOB-1(878KW) 1 Annual 1

301-A CH-NOB-2(878KW) 1 Annual 1

302 CH-SDA-1(615KW) 1 Annual 1

302-A CH-SDA-2(615KW) 1 Annual 1

303 CH – 5 1 Annual 1

Total

VAT if applicable

Total Option Year 3

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3.5. Option Year 4. The Contractor shall provide the services shown below for Option Year 4 of the contract, and continuing for a period of 12 months

3.6. Option to Extend Services (Option Term: Six (6) Months) FAR 52.217-8

NOTE: Price information below, FAR 52,217-8 Option to Extend Service is for evaluation purposes only and is not to be included in the contract as total contract cost. Evaluation of this cost information allows the Contracting Officer to execute a 52.217-8 Option to Extend Services without a Justification and

Acceptance (J/A) for limited competition.

*This service shall be scheduled during this option period of six months as needed.

Quantity of

Equipment

Type of services No. of service

Unit price / service

($/SAR)

Total per year

($/SAR)

401 CH-NOB-1(878KW) 1 Annual 1

401-A CH-NOB-2(878KW) 1 Annual 1

402 CH-SDA-1(615KW) 1 Annual 1

402-A CH-SDA-2(615KW) 1 Annual 1

403 CH – 5 1 Annual 1

Total

VAT if applicable

Total Option Year 4

CLIN Description

Quantity of

Equipment

Type of services* No. of service

Unit price / service

($/SAR)

Total per year

($/SAR)

501 CH-NOB-1(878KW) 1 Annual 1

501-A CH-NOB-2(878KW) 1 Annual

502 CH-SDA-1(615KW) 1 Annual

502-A CH-SDA-2(615KW) 1 Annual

503 CH – 5 1 Annual 1

Total

VAT if applicable

Total Extend Services

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3.7 Grand Total of Base and All Option Years including VAT:

3.8 Repair Option.

Repairs are NOT included under this agreement (see 6.1.4) and are to be done outside this contract. However, the Government desires current visit rates in the event that there is an issue discovered during the preventive maintenance of the specified equipment. Please provide your current visit rates in the Repair Option fields below. As stated in 6.1.4 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.

Period Total Amount $/SAR

Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

Option to Extend

Services (six months)

TOTAL

Period Price/Visit $/SAR

Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

Option to Extend

Services (six months)

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CONTINUATION TO SF-1449,

RFP NUMBER 19SA4025R0004

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1. DESCRIPTION

The US Consulate General in Jeddah requires preventive maintenance services for Chillers.

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 areas of the building. Please see section 5.2.3 for security requirements.

1.1. Type of Contract

This is a firm fixed price contract payable entirely in USD/SAR. 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 March 2025. After Contract award and submission of acceptable insurance certificates and copies of all applicable licenses and permits, the Contracting Officer will instruct the Contractor is allowed to coordinate with the

COR begin the work assigned to it based on the Statement of Work.

2. EQUIPMENT AND PERFORMANCE REQUIREMENTS

2.1. The American Consulate General, Jeddah 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. Preventive Maintenance Service Contract for Airstack (Multistack) Modular Chillers

2.2. 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 certified technicians that will inspect, adjust, and qualified to perform scheduled preventive maintenance.

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2.3. Performance Standards

The chillers 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.

3. HOURS OF PERFORMANCE

3.1. 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 holidays.

U.S. Mission to Saudi Arabia and the Yemen Affairs Unit 2025 official holidays:

Date Day U.S. Holidays Saudi Holidays

January 1, 2025 Wednesday New Year’s Day

January 19, 2025 Sunday Martin Luther King

Jr.’s Birthday

February 16, 2025 Sunday Washington’s Birthday

February 20, 2025 Thursday *Saudi Founding

Day (tentative)

March 30 to April 3, Sunday to

Thursday

*Ramadan/

Eid Al Fitr 1446H

May 25, 2025 Sunday Memorial Day

June 8 to 12, 2025 Sunday to

Thursday

*Hajj/ Eid Al Adha

1446H

June 19, 2025 Thursday Juneteenth Day

July 3, 2025 Thursday Independence Day

August 31, 2025 Sunday Labor Day

September 23, 2025 Tuesday Saudi National Day

October 12, 2025 Sunday Columbus Day

November 11, 2025 Tuesday Veteran’s Day

November 27, 2025 Thursday Thanksgiving Day

December 25, 2025 Thursday Christmas Day

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*Exact local holiday is expected to be confirmed by the Saudi Authorities. A Mission Notice will announce any changes, if needed. Employees are advised to take into consideration the possible changes.

4. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

4.1 Security Requirement

4.1.1 General. The Contractor shall designate a representative who shall supervise the

Contractor’s technicians and be the Contractor’s liaison with the American Consulate General, Jeddah. 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 Consulate personnel.

4.1.2 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.

4.1.3 Vehicles. Contractor vehicles will not be permitted inside the Consulate 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.

4.1.4 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.

4.1.5 Security Clearances. Security clearances are not a requirement for performance on this contract, as there will be no access to classified information or areas. 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

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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].

4.1.6 The Contractor must comply with all of the following requirements relating to the protection of U.S. Consulate General in Jeddah 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. Consulate General Jeddah and diplomatic personnel. This information should not be shared with anyone not employed by or falling under the protection of the

Consulate.

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 hand carried 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

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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.

4.2 Standards of Conduct

4.2.1 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.

4.2.3 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.

4.2.4 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.

4.2.5 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.

4.2.6 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

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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.

4.2.7 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.

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.

5. SCHEDULED PREVENTIVE MAINTENANCE

5.1 General

5.1.1. 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.

5.1.2. The Contractor shall inventory, supply and replace expendable parts (e.g. 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.

5.1.3. 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.

5.1.4. 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.

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5.1.5. 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.

5.1.6. 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.

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

5.2 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.

5.2.1. 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.

5.2.2. 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.

5.2.3 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.

6 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.

6.1 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 5.1.2

6.2 Repairs are not included in this contract. See 5.1.4. Exclusions.

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6.3 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.

7 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.

8 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 (#4.2)

1 30 days after contract award COR

Certificate of Insurance (#9) 1 30 days after contract award CO

PM Checklist signed by Contractor’s employee (#5.2.)

1 After completion of each maintenance service

COR

Invoice (#13) 1 After completion of each maintenance service

COR

9 INSURANCE REQUIREMENTS

9.1 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.

9.2 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:

15 SBU - CONTRACTING AND ACQUISITIONS

Public Liability Insurance

1. Bodily Injury stated in USD:

Per Occurrence USD500,000.00

Cumulative USD1,000,000.00

2. Property Damage stated in USD:

Per Occurrence USD500,000.00

Cumulative USD1,000,000.00

Workers’ Compensation and Employer’s Liability

9.3 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”).

10 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.

11 QUALITY ASSURANCE PLAN (QAP).

11.1 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 13 &

Exhibit A

All required services are performed and no more than one

(1) customer complaint is received per month

11.2 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.

11.3 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.

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11.4. Procedures.

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

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

11.4.3 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.

11.4.4 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.

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

11.4.6 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.

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

11.4.8. 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.

12 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.

12.1 On site contact. The following are the designated contact personnel between the US

Consulate General and the Contractor

COR

Khan, Zia Ullah-Mechanical Engineer

KhanZ2@state.gov

Tel: +966 (0) 53 98 6112

The COR will be the contractor’s point of contact at the U.S. Consulate General, Jeddah. All questions concerning coordination of service activities while at post shall be directed to the COR.

17 SBU - CONTRACTING AND ACQUISITIONS

mailto:KhanZ2@state.gov

13 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 Consulate General's payment office, whichever is later. Invoices shall be sent to:

Attention: Management Office

Tel. #: +966 (12) 220 5000

U.S. Consulate General

Jeddah, Saudi Arabia

Email : JeddahDBO@state.gov

18 SBU - CONTRACTING AND ACQUISITIONS

mailto:JeddahDBO@state.gov

EXHIBIT A

Statement of Work

I. GENERAL INFORMATION:

The United States Consulate General, Jeddah requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s Chillers (Airstack -

Multistack, Modular).

II. PROJECT REQUIREMENTS:

DESCRIPTION OF EQUIPMENT *:

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

1) Water Chillers

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:

1. O&M manuals for Chillers and pump modules.

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 (MSDS) 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 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

19 SBU - CONTRACTING AND ACQUISITIONS

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.

SAFETY AND SPECIAL INSTRUCTIONS:

The latest edition of the U.S. Army Corps of Engineers Safety and Health Requirements

Manual EM 385-1-1 will be used as the source of minimum standards for the safety and health program at post. Contractors are expected to develop hazard controls methods in accordance with EM 385-1-1, and comply with the requirements in this manual through the duration of the project.

(http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM_385-1-

1.pdf)

General Safety Requirements:

1. The contractor must submit a Risk Assessment/Activity Hazard Analysis (AHA) specifically for the activity using DS4319 form (Attached), immediately after the site survey, this needs to be evaluated for acceptance.

2. The contractor must provide a “competent person” to implement Site health and safety plan and to oversee its compliance. A competent person is an individual who, by way of training and/or experience, is knowledgeable of applicable standards, can identify workplace hazards relating to the specific operation, is designated by the employer, and has authority to take appropriate actions.

3. The contractor must conduct a safety briefing or toolbox talk specifically for the activity based on the Risk Assessment /AHA and ensure individuals working at the site are aware of potential hazards before starting daily work, signed attendance sheet must be submitted to COR before commencement.

4. The contractor must ensure that individuals working at the site are provided with proper safety equipment and personal protective equipment (PPE) to prevent accidental injury.

5. The contractor must ensure that all their workers are trained and certified to perform the job activity. Submit all training records and certificates of the workers related to the project, this needs to be evaluated for acceptance.

6. The contractor must conduct a lockout/tagout procedure, which needs to be documented and submitted to the COR.

General Safety Requirements:

1. Schedule outage with operating personnel.

2. Record and report equipment damage or deficiencies.

3. Review and follow the manufacturer’s O&M instructions.

4. Record results in the equipment history log.

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

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

20 SBU - CONTRACTING AND ACQUISITIONS

http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM_385-1-1.pdf http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM_385-1-1.pdf

CHILLERS

MAINTENANCE PROCEDURES:

Modular Chiller:

Annually

1. Disconnect power source and lock out. Check electrical wiring and connections; tighten loose connections.

2. Inspect all electrical connections to check that they are not damaged and terminals are tight. Inspect all contactors for pitting and corrosion replace as necessary.

3. Inspect all cabinet screws nuts and bolts, fan motor mount bolts, fan blade set screws, shell and tube evaporator mounting, end cap bolts and connection bolts, brazed plate evaporator mounting bolts as well as compressor and pump mounting bolts for tightness as well as anti-vibration and isolator pads.

4. Check all fuses to make sure that they are sized correctly with proper amp rating.

5. Check all refrigerant pressures and inspect compressor in operation – look for signs of overheating, oil leaks or refrigerant leaks.

6. Conduct “sniffer” leak check of entire refrigerant piping system. Inspect compressor terminals when powered down for pitting, corrosion and loose connections.

7. Check that pressure switches and thermostats have correct cut-in and cut-out settings.

8. Check that the oil level is visible in each compressor and not discolored or bubbled. Take oil sample and analyze for destructive acids, corrosive materials and metal deposits.

9. Check that the pump(s) overload settings match the nameplate(s) and that they work properly.

10. Ensure that the condensing unit is clean and clear of surrounding debris and that panels are clear.

11. Check and record the compressor amperage draws and voltage.

12. Check and record the fan motor amp draws and voltage. Make sure of proper rotation and lubricate if required.

13. Check and record amp draw of the pumps and voltage. Check for signs of leakage at pump seal and suction and discharge connections.

14. Record G.P.M. water flow and compare to design specifications.

15. Check the glycol level of the chilled water.

16. Check that there is a sufficient Glycol level in feeder tank and check for proper operation.

17. Tighten all Rota-Lock nuts at the Compressors, Receivers and accumulators. Torque is per manufacturer’s recommendations.

18. Inspect all control capillary tubing to ensure that the lines are separated and not vibrating against each other or any part of the frame or housing.

19. Inspect all other refrigeration lines for secure mountings. Take corrective measures necessary to prevent piping from rubbing the frame etc.

20. Inspect all insulation on piping and control sensors. Repair and replace as necessary.

Inspect entire plumbing system for leaks and clean any strainers on the system. Replace as necessary.

21 SBU - CONTRACTING AND ACQUISITIONS

21. Check crank case heaters to verify proper operation. Keep spares in stock.

22. Take a refrigerant sample and analyze for moisture, acid, and rust.

23. Check operating pressures and temperatures and evaluate whether the system has a full refrigerant charge.

24. Review logged alarms and look for repeat trends.

25. Document the preventive maintenance task that have been completed and submit to the

Government.

Motor Starter /Variable Frequency Drive (5 HP to Less Than 100 HP):

MAINTENANCE PROCEDURES:

Annually:

1. Vacuum dust and dirt from heat sink fins

2. Check ventilation fans for proper operation and clean as needed.

3. Check line voltage, motor & output phase balance

4. Complete RCM Procedure CM-0002 (Qualitative Infrared Testing).

5. Visually inspect for broken parts, contact arcing, or any evidence of overheating.

6. Check motor nameplate for current rating and controller manufacturer’s recommended heater size (report discrepancy to supervisor).

7. Check line and load connections for tightness (check manufacturer’s instructions for torque specifications).

8. Check heater mounting screws for tightness.

9. Check all control wiring connections for tightness.

10. On units equipped with motor reversing capacity, check mechanical interlock.

11. On units equipped with two-stage starting, check dash pots and timing controls for proper operation. Adjust as required.

12. On units equipped with variable speed starters:

a. Record the VFD parameter settings using MCT-10

b. Confirm the VFD doors and covers are in place and properly closed.

c. Check tightness of connections to resistor bank.

d. Check resistor coils and plates for cracking, broken wires, mounting and signs of overheating. Clean as required.

e. Check tightness of connections to drum controller.

f. Check contacts of drum controller for arcing and overheating. Apply a thin film of lubricant to drum controller contacts and to rotating surfaces.

13. Check starters contact connections by applying a thin film of black contact grease to line and load stabs, operate contacts and check surface contact.

14. Lubricate all moving parts with proper lubricant.

15. Clean interior of cabinet.

16. Clean exterior of cabinet.

17. Energize circuit and check operation of starter and any pilot lights. Replace as required.

22 SBU - CONTRACTING AND ACQUISITIONS

Panel, Electronic Controls:

Annually

1. Clean panel interior.

2. Verify functionality of supported devices.

3. Clean ventilation filter and fan (if applicable).

4. Record and report equipment damage or deficiencies.

5. Record results in the equipment history log

Equipment List:

END OF STATEMENT OF WORK

Spare Parts and Expendables Inventory. To be proposed by the Offeror.

23 SBU - CONTRACTING AND ACQUISITIONS

EXHIBIT B

Manufacturer Recommended Annual Maintenance Most of the annual maintenance requirements for ASP Chillers involve proper shut-down of the machine, and if needed cleaning of the heat exchangers.

Preventative Maintenace bulletin #021594PM and Heat Exchanger Cleaning Procedures bulletin #091594CP describe the recommended procedures for both processes. Airstack has available the 151A Cleaning Kit to assist with this process. Please see the 151A Cleaning Kit bulletin # 090195CK for more details.

All of these bulletins are part of the standard O&M manual package.

Annual Maintenance Checks

Electrical Components

a. Check all external interlocks

b. Inspect compressor terminals

c. Check compressor crankcase heater operation

d. Tighten all contactor, relay and circuit breaker terminals.

e. Check and calibrate all compressor safety controls.

f. Check and record voltages and amperages for compressors.

g. Check and record amperages for pumps and condenser fans.

h. Check and calibrate low ambient/ fan cycling controls.

i. Inspect relay contacts for damage or pitting

Refrigeration Circuits

a. Analyze refrigerant with tube type moisture/acid analyzer.

b. Check and record refrigerant subcooling and superheat.

c. Check liquid solenoid valves.

d. Check expansion valve and sensing bulb connections.

Chilled Water System

a. Clean pump strainers and system strainers.

b. Remove header caps and clean the ECHW strainers in accordance with the Multistack™ Annual Cleaning Procedure detailed in Section

5 of this manual

c. Check glycol, inhibitor content in system chilled water, where applicable.

Cabinet and Related Hardware

a. Dry clean electrical panels, remove debris.

b. Apply protective coatings or wax if required.

Update Maintenance Log Book!

24 SBU - CONTRACTING AND ACQUISITIONS

SECTION 2 - CONTRACT CLAUSES

52.212-4 Contract Terms and Conditions—Commercial Products and Commercial Services

(NOV 2023)

52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive

Orders—Commercial Products and Commercial Services (JAN 2025)

As prescribed in 12.301(b)(4), insert the following clause:

Contract Terms and Conditions Required To Implement Statutes or Executive Orders—

Commercial Products and Commercial Services (Jan 2025)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or

Executive orders applicable to acquisitions of commercial products and commercial services:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or

Statements (Jan 2017) (section 743 of Division E, Title VII, of the Consolidated and Further

Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or

Provided by Kaspersky Lab Covered Entities (Dec 2023) (Section 1634 of Pub. L. 115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video

Surveillance Services or Equipment. (Nov 2021) (Section 889(a)(1)(A) of Pub. L. 115-232).

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

(5) 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (Mar

2023) ( 31 U.S.C. 3903 and 10 U.S.C. 3801).

(6) 52.233-3, Protest After Award (Aug 1996)…