19SL2024Q0002-Switch-Gear-Solicitation 071524.pdf

U.S. Embassy Freetown Date: July 15,2024

Dear Prospective Offeror:

Subject: Request for Proposals number 19SL2024Q0002

Enclosed is a Request for Proposals (RFP) for preventive maintenance services for Switchgears, Medium and Low Voltage Transformers, and Low Voltage Automatic Regulator. If you would like to submit quotation, follow the instructions in Section L of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form that follows this letter.

The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract/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 Embassy intends to conduct a pre-proposal conference at the site, The pre-proposal conference will be held on July 25, 2024, at 10am at the US Embassy Freetown. Prospective offerors/quoters should contact ContractFreetown@state.gov by July 29, 2024, for additional information or to arrange entry to the building.

Proposals are due by August 15, 2024, at 5pm. No proposals will be accepted after this time.

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

Your proposal must be submitted in a sealed envelope marked "Proposal Enclosed for Contracting Officer, U.S. Embassy Freetown

OR

Your proposal must be submitted electronically to ContractFreetown@state.gov . It is important to make sure the submission is made in specific size and format; in MS-Word 2007/2010 or MS- Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed the 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

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

1. SF-33

2. Section B, Pricing

3. Section K Representations and Certifications

4. Additional information as required in Section L

5. Proof of SAM Registration mailto:ContractFreetown@state.gov

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, Willie A. Tucker Contracting Officer

Enclosure:

https://www.sam.gov/

SECTION A

SOLICITATION, OFFER AND AWARD 1. THIS CONTRACT IS A RATED ORDER UNDER DPAS (15 CFR 350) RATING PAGE OF PAGES 1 | 95

2. CONTRACT (Proc. Inst. Ident.) NO.

3. SOLICITATION NO.

19SL2024Q0002

4. TYPE OF SOLICITATION

[ ] SEALED BID (IFB)

[x] NEGOTIATED (RFP)

5. DATE ISSUED

JULY 15, 2024.

6.

REQUISITION/PURCHAS

E NO.

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than item 7)

American Embassy Freetown Phone: Fax:

Contracting Officer U.S. Embassy Freetown

NOTE: In sealed bid solicitation "offer" and "offeror” mean "bid" and "bidder".

SOLICITATION

9. Sealed offers in original and copies for furnishing the supplies or services in the Schedule will be received at the place specificed, in the depository located in until local time (date) CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L. Provision No. 52.215-1. All offers are subject to all tems and conditions contained in this solicitation.

10. FOR INFORMATION

CALL:

A. NAME:

Contracting Officer, Willie A. Tucker

B. TELEPHONE (NO COLLECT CALLS)

+23299105500

AREA CODE NUMBER EXT

C. E-MAIL ADDRESS

ContractFreetown@state.gov

11. TABLE OF CONTENTS

(x) SEC. DESCRIPTION PAGE(S) (x) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM X I CONTRACT CLAUSES

X B SUPPLIES OR SERVICE AND PRICES/COSTS PART III - LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACH.

X C DESCRIPTION/SPECS/WORK STATEMENT X J LIST OF ATTACHMENTS

X D PACKAGING AND MARKETING PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE X K REPRESENTATIONS, CERTIFICATIONS, AND

X F DELIVERIES OR PERFORMANCE OTHER STATEMENTS OF OFFERORS

X G CONTRACT ADMINISTRATION X L INSTRS., COND., AND NOTICES TO OFFERORS

X H SPECIAL CONTRACT REQUIREMENTS X M EVALUATION FACTORS FOR AWARD

OFFER (Must be fully completed by offeror)

NOTE: ITEM 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (120 calendar days unless a different period is inseted by the offer) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT SEE 14

(See section I, Clause No 52.232-8)

10 CALENDAR

DAYS

20 CALENDAR DAYS

30 CALENDAR DAYS

CALENDAR DAYS

14. ACKNOWLEDGMENT OF AMENDMENTS AMENDMENT NO. DATE AMENDMENT NO. DATE

(The offeror acknowledges receipt of amendments to the solicitation and related documents ) numbered and dated:

15A. NAME CODE FACILITY 16. NAME AND TITLE OF PERSON AUTHORIZED

AND

ADDRESS

OF

OFFEROR

TO SIGN OFFER (Type or print)

15B. TELEPHONE NO. (Include area code)

15C. CHECK IF REMITTANCE ADDRESS [ ]

IS DIFFERENT FROM ABOVE - ENTER SUCH

ADDRESS

17. SIGNATURE 18. OFFER DATE

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEM NUMBERED

20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

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

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

24. ADMINISTRATION BY (If other than Item 7) CODE 25. PAYMENT WILL BE MADE BY CODE

26. NAME OF CONTRACTING OFFICER (Type or print)

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD

DATE

IMPORTANT - Award will be made on this form, or on the Standard Form 26, or by other authorized official written notice.

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SCOPE OF SERVICES

The Contractor shall provide personnel, supplies and equipment, as identified in this solicitation and Exhibit I, for all preventive maintenance services for Switchgears, Medium and Low Voltage Transformers, and Low Voltage Automatic Regulator at the U.S. Embassy Freetown as described in Section C, DESCRIPTION/SPECIFICATIONS/WORK STATEMENT, of this contract and exhibits attached in Section J.

B.2 TYPE OF CONTRACT

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

An indefinite delivery/indefinite quantity type contract will be awarded for unscheduled work or urgently needed services. Individual delivery orders will be issued using the fixed hourly rates identified below. The fixed hourly rates shall include wages, overhead, general, and administrative expenses, and profit. Hours and labor categories for these delivery orders shall be negotiated into a firm-fixed-priced delivery order using the standards identified in the Means for Maintenance and Repair Costs Data and adjusted for U.S. Embassy Freetown (Information regarding this publication can be made to 517-585-7880). The actual amount of work to be performed, an estimate of the professional/technical effort required, the time of such performance, and the location of the property(ies) shall be authorized by delivery orders issued by the Contracting Officer. Oral orders may be necessary for emergency services however they shall be issued in writing within three business days of the oral instructions. See Exhibit B, Section J for sample of an Unscheduled Work Order.

B.3.1 Goods and Services Tax

The Contractor shall include GST as a separate charge on the Invoice and as a separate line item in Section B.

B.3.2 Currency The solicitation allows for submission of offers in Leones and in USD. However, if invoice is in USD, payment will be made equivalent to the Leones value using the Bank of Sierra Leone rate at that time.

B.3.3 Scheduled Maintenance Services

(a) In consideration of satisfactory performance of all the scheduled services required under this contract, the Contractor shall be paid a fixed-price per month for Scheduled Maintenance Services. No additional sums will be payable on account of any escalation in the cost of materials, equipment, or labor (unless mandated by local law see B.7), or because of the Contractor 's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required by the maintenance plan is. Nor will the contract price be adjusted on account of fluctuations in the currency exchange rate.

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

B.3.4 Unscheduled Services

(a) The fixed hourly rates per labor category shall be used to establish firm fixed-price task orders. Each task order shall be issued in advance and priced by multiplying the hourly rates by the number of hours required.

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

B.3.5 Emergency Services

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

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

B.3.6 Ordering

(a) All supplies or services to be furnished under this contract shall be ordered by the issuance of delivery orders by the Department of State. Orders may be issued from the date of the

Contracting Officer's signature until the end of the "Period of Performance" applicable to this contract.

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

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

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

B.4 BASE PERIOD PRICES

B.4.1. Scheduled Maintenance Services.

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

Per Semiannually_________ x 2 = ______________per year

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

LABOR CATEGORY ESTIMATED

HOURS

HOURLY RATE

(for evaluation purposes only)

TOTAL

Maintenance Engineer

Electrician

Electrician Helper

Materials/Equipment Not to Exceed NLE12,500.00

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

HOURLY RATE

(for evaluation purposes only)

TOTAL

Maintenance Engineer

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

During this contract period, the Government shall place orders totaling a minimum of two (2) Task Order. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed twenty (20) Task Orders. This reflects the contract maximum for unscheduled services for this period of performance.

B.5 FIRST OPTION YEAR PRICES

B.5.1. Scheduled Maintenance Services.

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

Per Semiannually _________ x 2 = ______________per year

B.5.2. Unscheduled Maintenance Services. The fixed unit prices for unscheduled maintenance service as defined in is:

HOURLY RATE

(for evaluation purposes only)

TOTAL

Maintenance Engineer

Materials/Equipment Not to Exceed NLE12,500.00.

B.5.3. Emergency Services. For emergencies occurring during a normal business day the rates identified above for unscheduled maintenance shall apply. For overtime work or emergencies occurring on other than a normal workday or hours the following rates shall apply:

LABOR CATEGORY ESTIMATED

HOURS

HOURLY RATE

(for evaluation purposes only)

TOTAL

Maintenance Engineer

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

During this contract period, the Government shall place orders totaling a minimum of three (3) Task Orders. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed twenty-two (22) Task Orders. This reflects the contract maximum for unscheduled services for this period of performance.

B.6 SECOND OPTION YEAR PRICES

B.6.1. Scheduled Maintenance Services.

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

Per Semiannually _________ x 2 = ______________per year

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

HOURLY RATE

(for evaluation purposes only)

TOTAL

Maintenance Engineer

B.6.3 Emergency Services. For emergencies occurring during a normal business day the rates identified above for unscheduled maintenance shall apply. For overtime work or emergencies occurring on other than a normal workday or hours the following rates shall apply:

LABOR CATEGORY ESTIMATED

HOURS

HOURLY RATE

(for evaluation purposes only)

TOTAL

Maintenance Engineer

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

During this contract period, the Government shall place orders totaling a minimum of four (4) Task Order. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed twenty-four (24) Task Order. This reflects the contract maximum for unscheduled services for this period of performance.

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

During this contract period, the Government shall place orders totaling a minimum of three (3) Task Orders. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed twenty-two (22) Task Orders. This reflects the contract maximum for unscheduled services for this period of performance.

B.7 THIRD OPTION YEAR PRICES

B. 7.1. Scheduled Maintenance Services.

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

Per Semiannually _________ x 2 = ______________per year

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

HOURLY RATE

(for evaluation purposes only)

TOTAL

Maintenance Engineer

B.7.3 Emergency Services. For emergencies occurring during a normal business day the rates

HOURLY RATE

(for evaluation purposes only)

TOTAL

Maintenance Engineer

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

During this contract period, the Government shall place orders totaling a minimum of four (4) Task Order. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed twenty-four (24) Task Order. This reflects the contract maximum for unscheduled services for this period of performance.

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

During this contract period, the Government shall place orders totaling a minimum of three (3) Task Orders. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed twenty-two (22) Task Orders. This reflects the contract maximum for unscheduled services for this period of performance.

B.8 FOURTH OPTION YEAR PRICES

B.8.1. Scheduled Maintenance Services.

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

Per Semiannually _________ x 2 = ______________per year

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

HOURLY RATE

(for evaluation purposes only)

TOTAL

Maintenance Engineer

B.8.3 Emergency Services. For emergencies occurring during a normal business day the rates

HOURLY RATE

(for evaluation purposes only)

TOTAL

Maintenance Engineer

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

During this contract period, the Government shall place orders totaling a minimum of four (4) Task Order. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed twenty-four (24) Task Order. This reflects the contract maximum for unscheduled services for this period of performance.

B.9 GRAND TOTAL

Base Year Total

First Option Year Total

Second Option Year Total

Third Option Year Total

Fourth Option Year Total

GRAND TOTAL

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1. GENERAL INFORMATION:

The United States Embassy Freetown, Sierra Leone requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s electrical switchgear(s).

C.1.1. PROJECT REQUIREMENTS:

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

DESCRIPTION OF EQUIPMENT *:

*The attached equipment list provides details of the equipment to be maintained.

FREETOWN POWER SYSTEM DISTRIBUTION MAJOR SWITCHGEARS

NO.

Breake r/ATS Name

Manufa cturer

Serial # Model

VOLTA

GE

FREQU

ENCY

CURRE

NT(A)

LOCATIO

N

TX

LOAD

INTERU

PTOR

SWITC

H

OLSUN A69258

FERAZ

SHAWMUT#A15

5F2DORO-200E

3- Phase, 15KV

50HZ 600A

Tx Feeder

TX

DISCO

NNECT

N/A N/A N/A 3- Phase, 11KV

50HZ Tx Input Breaker

3 ATS-E ASCO

319438-

001 PP

ASCO 700 SERIES

Cat. No.

E07ATSC34000J

5XC

3- Phase, 400V

50HZ 4000

Essential

ATS

4 ATS-U ASCO

319438-

002 FP

ASCO 700 SERIES

Cat. No.

E07ATSC34000J

5XC

3- Phase, 400V

50HZ 4000

Utility

ATS

ATS-

PCC

ASCO

K050856

BPTP-5746077

3- Phase, 400V

50HZ 600

CAA ATS

UBS

MDPU

SIEMEN

S 40404

SBS 2000,TYPE

SBS2020

3- Phase, 400V

50HZ

2000 Feed Utility Bus Breaker in NOB Switchge ar Room

UBS

MDPE

SIEMEN

S 40405

SBS 2000,TYPE

SBS2020

3- Phase, 400V

50HZ

2000 Feed to Essential Bus Breaker in NOB Switchge ar Room

8 CH#3

SIEMEN

S 40406

SBS 800,TYPE

SBS0808

3- Phase, 400V

50HZ 800

Utility

9 GEN #2

SIEMEN

S

4001390 103013

WLL2A332VEGC

ACXXN

3- Phase, 400V

50HZ

Utility

10 GEN #1

SIEMEN

S

4001390 103019

WLL2A332VEGC

ACXXN

3- Phase, 400V

50HZ 3200

Utility

11 BKR, F2

SIEMEN

S

4001251 021000

WL3A340L3A34

0ZGGCACCXN

3- Phase, 400V

50HZ

Utility

12 BKR, F1

SIEMEN

S

4001251 022122

WL3A340L3A34

0ZGGCACCXN

3- Phase, 400V

50HZ

Utility

MDPU

MAIN

SIEMEN

S

NOT

ACCESSIB

LE

SBS 2000,TYPE

SBS2020

3- Phase, 400V

50HZ

2000 NOB

Switchbo ard

MDPE

MAIN

SIEMEN

S

NOT

ACCESSIB

LE

SBS 2000,TYPE

SBS2020

3- Phase, 400V

50HZ

2000 NOB

Switchbo ard

BUS

TIE

SIEMEN

S

A000200

SBS 2000,TYPE

SBS2020

3- Phase, 400V

50HZ

2000 NOB

Switchbo ard

M1- Utility

SIEMEN

S

4001251 O12004

WLL3A340ZHKB

XFUXN

3- Phase, 400V

50HZ

Utility

M 2 -

ESSENT

IAL

SIEMEN

S

4001251 O12002

WLL3A340ZHKB

XFUXN

3- Phase, 400V

50HZ

Utility

TIE

BREAK

ER

SIEMEN

S

4001251 012003

WLL3A340ZHKB

XFUXN

3- Phase, 400V

50HZ

Utility

PCC TX

Feeder

SIEMEN

S

N/a

SENTRON

LD63F601

3- Phase, 400V

50HZ

PCC

C.1.2. GENERAL REQUIREMENTS:

The Contractor shall provide the labor, tools, and materials required to perform all preventive maintenance as outlined in this SOW. Embassy staff have service manuals for switchgears on-site. The contractor shall confirm government provided 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.

C.1.3. SCOPE OF WORK - - ELECTRICAL SWITCHGEAR PREVENTIVE 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 appropriate safety protection while all 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) for all HAZMAT shall be provided by the Contractor. Copies shall be provided to the COR for approval.

The systems and components to be maintained include power conducting equipment such as switches, circuit breakers, fuses and control systems such as control panels, current transformers and protective relays. 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 emergency assistance for switchgear support, priced at an hourly rate, within 24 hrs. of being contacted by the COR.

3. The Government will not provide equipment for switchgear testing: Circuit breaker lifting truck, multimeter, current leakage tester, power meter, megger, vacuum blower, wire stripper, wrench, etc.

If any discrepancies are found with the switchgear(s) that are not covered under this scope of work, then 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. The contractor shall provide emergency assistance for switchgear support within 24 hours of being contacted by the COR.

4. Price quote for repair labor.

At a minimum, the following work must be done:

C.1.4. SAFETY & SPECIAL INSTRUCTIONS:

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

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

3. Follow site safety procedures.

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

5. Follow approved lockout/tag out procedures.

6. 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.

7. Review and follow the manufacturer’s instructions.

8. Record results in the equipment history log.

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

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

At a minimum, the contractor shall comply with the following:

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.

C.1.5. MAINTENANCE PROCEDURES:

The purpose of this Statement of Work is to ensure the switchgear(s) for this facility are maintained according to manufacturer’s recommendations to ensure the readiness and proper operation of the system.

Coordination of scheduling maintenance shall begin 90 days in advance.

A. Annual Schedule:

I. Step-One, Visual Inspection:

1. Confirm working space and clearance is maintained around all the electrical gear per the National Electrical Code (NEC) requirements.

2. Check that the electrical room is free from foreign articles not associated with the room.

3. Perform visual and mechanical inspection to ensure the proper operation of all factory and vender installed meters, breakers and remote power monitoring equipment associated with the switch gear.

4. Inspect the entire switchgear for loose parts or connections. Slight discoloration or tarnish of the silver plate is normal and of no concern. Severe discoloration of the silver plate is a sign of an improper or loose contact and overheating.

5. Inspect physical, electrical, and mechanical condition including evidence of moisture or corona.

6. Inspect that all filters are in place, and the vents are clear.

7. Clear loose dust and dirt using an industrial vacuum cleaner or lint free cloth. Wipe off the insulation with a clean cloth.

8. Check to see that all anchor bolts and other structural bolts are tight.

9. Check for undue noise and vibration.

10. Check for evidence of loose bolted connections.

II. Step-Two, Verification:

1. Compare the installed metering measurements with voltage and power readings from a

True RMS meter. Make calibration corrections as necessary to ensure accurate voltage and power readings.

2. Verify the switchgear circuit breakers sizing match the drawings.

3. Verify the proper labeling of all the breakers in the switchgear.

4. Verify operation of heaters and thermostats, if used

5. Verify that the Post as-built drawings (electrical one-line) match the switchgear distribution. Make “Red Ink” corrections on a paper copy as necessary. Inform the COR and FM of any discrepancies or changes to the drawings.

6. Verify that the required NFPA70-E safety equipment is available and in good condition for local staff to use.

7. Refer to the manufacture’s recommendations for additional maintenance requirements.

III. Step-Three, Inspect/Clean/Correct:

1. Schedule power outage of equipment for cleaning. Coordinate any required outage with the COR and FM.

2. Perform proper Lock-out/Tag-out and ensure the system is de-energized before removing panel covers and exposing any electrical bus or cabling. Under no circumstances should the equipment be energized during the maintenance operation.

i. Photo of equipment locked and tagged out is required in final report documentation.

3. Inspect anchorage, alignment, grounding for the equipment.

4. Perform infrared testing on all conductor connections, buss terminations. Record hot spots on digital format for review.

5. Inspect the bus bar connections and insulating barrier(s) for damage.

6. Inspect the cable load connectors, standoff insulators, primary contact supports, and all accessible cable terminations for indications of insulation deterioration.

Vacuum each compartment and wipe off all insulation.

7. As applicable perform function tests on breakers, test trip units and settings.

Replace any faulty batteries, fuses, or switches.

8. Clean each compartment. Check for damage, excessive wear, or corrosion.

9. Lubricate the primary and ground contacts and all moving joints (shutters, mechanism-operated cell (MOC), truck-operated cell (TOC), etc.) Inspect the chains/sprocket and the lifting rail of lift truck, if used for normal operation.

Lubricate per manufacturer recommendations.

10. Spot check and correct any loose components or connections.

11. Torque loose connections identified during the infrared test or during inspection.

12. Confirm correct operation and sequencing of electrical and mechanical interlock systems.

13. Apply appropriate dielectric lubrication on moving current-carrying parts and on moving and sliding surfaces. All friction surfaces and articulation in the circuit breaker, disconnector and earthing switch drives must be lubricated. Refer to manufacturer’s recommendations for approved lubricants and points of lubrication.

14. Correct any faulty, damaged, discolored, and worn components using government provided spares.

15. Exercise all active components.

16. Inspect mechanical indicating devices for correct operation.

17. Inspect all power control transformers for physical damage, cracked insulation, broken leads, tightness of connections, defective wiring, proper overload protection, and overall general wiring.

18. Follow the manufactures recommendations for additional maintenance requirements.

19. Clean or replace any air filters present.

20. Make calibration corrections as necessary to ensure accurate voltage and power readings on permanently installed switchgear metering.

21. Check all control circuits by tugging on each wire to verify a snug fit.

22. Insert all the circuit breakers to the test/disconnected position with their secondary control power plugs engaged and close the compartment doors.

Connect the control power source.

23. Close the main source of power and operate each circuit breaker electrically in the test/disconnected position.

24. Operate the switch several times manually to verify that it is operating properly.

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

26. After re-energizing the equipment ensure that all components are up and functioning properly. Make the COR and FM aware of all components that are not functioning proper.

TRANSFORMERS

C.2. GENERAL INFORMATION:

The United States Embassy in Abidjan requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s high voltage transformer(s).

C.2.1. PROJECT REQUIREMENTS:

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

DESCRIPTION OF EQUIPMENT *:

*The attached equipment list provides details of the equipment to be maintained.

Transformer #1: COOPER 3-PH Transformer, 11KV/400V/230V – 2500KVA

Serial No.0659000163, Cat 003J1A66K02A

Transformer #2: SIEMENS ,3-Phase Transformer,400/400Y/231,300KVA Serial No.206190, Model 36k

C.2.3. GENERAL REQUIREMENTS:

The Contractor shall provide the labor, tools, and materials required to perform all preventive maintenance as outlined in this SOW. Embassy staff have service manuals for transformers on-site.

The contractor shall confirm government provided 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.

C.2.4. SCOPE OF WORK - - HIGH/LOW VOLTAGE TRANSFORMER PREVENTIVE 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 appropriate safety protection while all 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. The Contractor will provide an SDS to the COR immediately upon delivery of each chemical to be used by Contractor personnel on-site. The SDS copies will be provided to the COR for approval.

The systems and components to be maintained include bushings, insulating fluid (oil- filled) 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. Oil, fluids, filters and preventive maintenance parts shall be provided at the expense of the U.S. Govt.

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

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

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

4. The Government will not provide equipment for transformer testing: Multimeters, current leakage tester, power meter, megger, vacuum blower, wire stripper, wrench, oil sampling equipment.

If any discrepancies are found with the transformer(s) that are not covered under this scope of work, then 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. The contractor shall provide emergency assistance for transformer support within 24 hours of being contacted by the COR.

4. Price quote for repair labor.

At a minimum, the following work must be done:

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 shall provide a 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. Follow approved lockout/tag out procedures.

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

9. Review and follow the manufacturer’s instructions.

10. Record results in the equipment history log.

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

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

At a minimum, the contractor shall comply with the following:

Notes:

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

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

• Laboratory report for all chemicals (oil, coolant or fuel analysis) shall be submitted to the COR within 30 days from date of service.

Maintenance Interval Schedule

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

Any internal inspection, adjustment, cleaning or maintenance must be done with the transformer de-energized, and the windings grounded.

Dry Type Transformers:

Annual Schedule

1. Coordinate site visit service dates with the embassy Facility Manager. Pre-arrange a switch over to maintenance bypass, or static bypass.

2. Perform Lock-out/Tag-out the transformer input power and verify a de-energized and safe working condition prior to accessing internal transformer components. Provide the approved Lock-out/Tag-out SOP noting power isolation points and isolation steps in the final report.

3. Perform interior and exterior cleaning of the transformer. Remove panels and clean dust, dirt, and foreign particles.

4. Ensure cabinet airflow.

5. Check fans, motors and other auxiliary devices for proper operation. Replace any failing devices.

6. Replace air filters as applicable.

7. Check and replace vibration isolation pads if applicable.

8. Inspect all connections, components, and internal wiring for signs of overheating, or damage.

9. Remove rust from the exterior of the transformer.

10. Check for voltage creeping over insulating surfaces as indicated by tracking or carbonizing.

11. Check the transformer for signs of moisture on the windings, leads, or insulation. If moisture is found to be present the transformer should be dried, and the condition reported to the COR.

12. Spot-check a minimum of 20% of all power connections for proper torque, and connection tightness.

If any are found to be improperly torqued, check all connections.

13. Exercise all circuit breakers. Resistance checks all semiconductor power modules.

14. Check the condition of the ground system and replace any worn or failing components with government provided spares.

15. Perform REPO, Over/Under Voltage and any other required tests. Calibrate unit.

16. Restore the transformer to its online condition. If any discrepancies remain, which prohibit the unit from supporting the load, notify the COR and post FM of these discrepancies and the unit’s bypass condition immediately. Ensure proper system operation and work acceptance prior to leaving site.

17. Check and verify system output voltage. Check all logic adjustments, meter parameters and settings.

Adjust the taps if necessary.

18. Test all transformer alarms and remote alarm panels.

19. Provide a narrative summary of all findings, and conditions. Include all input and output voltage, amperage, and frequency readings.

20. Provide deliverables listed in Paragraph 10 of the base requirements.

21. Conduct system training to FM staff.

Oil Filled Transformers:

Annual Schedule

1. Coordinate site visit service dates with the embassy Facility Manager. Pre-arrange a switch over to maintenance bypass, or static bypass.

2. Perform Lock-out/Tag-out the transformer input power and verify a de-energized and safe working condition prior to accessing internal transformer components. Provide the Lock-out/Tag-out SOP noting power isolation points and isolation steps in the final report.

3. Perform interior and exterior cleaning of the transformer. Remove panels and clean dust, dirt, and foreign particles. Use special care on thyristors, heat sinks, and control assemblies. Check and clean any contamination around bushings, gaskets and pressure relief device.

4. Ensure sufficient cabinet airflow.

5. Check fans, motors and other auxiliary devices for proper operation. Replace any failing devices.

6. Replace air filters as applicable.

7. Inspect all connections, components, and internal wiring for signs of overheating or damage.

8. Inspect the transformer bushings and gaskets for any signs of leaks or damage. Repair as necessary.

9. Check spacing and rigidity of conductors.

10. Check and replace gauges as necessary.

11. Check filtration of transformer oil, insulating fluid and OLTC oil

12. Obtain oil or insulating fluid samples and conduct DGA (Dissolved gas analysis), dielectric strength and

BDV (Break down voltage) tests. Provide results to the COR.

13. Check the oil or insulating fluid level. Top up if necessary.

14. Replace silica gel.

15. Spot-check a minimum of 20% of all power connections for proper torque, and connection tightness.

If any are found to be improperly torqued, check all connections.

16. Remove rust and repaint the exterior transformer with a good grade of durable paint as recommended by the manufacturers.

17. Exercise all circuit breakers.

18. Perform resistance checks all semiconductor power modules.

19. Check and verify system output voltage adjustments. Check all logic adjustments, meter parameters and settings.

20. Check insulating fluid or oil temperature is within manufacturer operating range.

21. Perform REPO, Over/Under Voltage and any other required tests. Calibrate unit.

22. Check all earth pits and record earth resistance readings of all earth electrodes.

23. Check the condition of the ground system and replace any worn or failing components with government furnished spares.

24. Verify all warning markings are intact and clearly visible.

25. Restore the transformer to its online condition. If any discrepancies remain, which prohibit the unit from supporting the load, notify the COR and post FM of these discrepancies and the units bypass condition immediately. Ensure proper system operation and work acceptance by the COR prior to leaving site.

26. Verify that the transformer pad has not deteriorated and is in good condition. Report and issues to the COR.

27. Test all transformer alarms and remote alarm panels.

28. Ensure proper system operation and work acceptance prior to leaving site.

29. Provide a narrative summary of all findings, and conditions. Include all input and output voltage, amperage, and frequency readings.

30. Provide the deliverables listed in Paragraph 10 for the base contract requirements.

31. Conduct system training to FM staff

C.3 QUALITY ASSURANCE

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

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

C.3.1 Monthly Report: The Contractor shall render a monthly equipment maintenance report, summing up observations resulting from the inspections, difficulties or irregularities encountered, measures taken, improved conditions, repairs or services needed (those beyond the Contractor's responsibilities), special work done, recommendations, and other matters related to operation and maintenance of these equipment covered by this contract. The monthly report shall be provided in a format similar to the one in Exhibit F, signed by an authorized representative of the Contractor, and shall be submitted to the COR, together with the Contractor's monthly invoice.

C.3.2 Inspection by Government: The services being performed hereunder and the supplies furnished therefor will be inspected from time to time by the COR, or his/her authorized representatives, to determine that all work is being performed in a satisfactory manner, and that all supplies are of acceptable quality and standards.

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

FREETOWNMAJOR TRANSFORMERS

EQUIPMEN

T

MANUFACTURE

R

MODEL SERIAL NO. SPECIFICATIONS

LOCATIO

N

Transform er

COOPER

CAT

003J1A66K02A

0.065900016

3-PHASE,11KV/400V/230V –

2500KVA

UTILITY

Transform er

SIEMENS 36K 206190

3-PHASE,400/400VY/230V –

300KVA

PCC

SECTION D - PACKAGING AND MARKING

D.1. MATERIALS DELIVERED TO THE SITE SHALL BE MARKED AS FOLLOWS:

19SL2024Q0002/FAC/SwitchgearContract

SECTION E - INSPECTION AND ACCEPTANCE

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

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. In addition, the full text of a clause may be accessed electronically at: Acquisition.gov this address is subject to change.

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

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

CLAUSE TITLE AND DATE

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

52.246-12 INSPECTION OF CONSTRUCTION (AUG 1996)

E.2 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

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

PERFORMANCE OBJECTIVE

PWS

PARAGRAPH PERFORMANCE THRESHOLD

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

C.1 thru C.3

All required services are performed and no more than one

(1) customer complaint is received per month.

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

E.2.2. Standard. The performance standard is that the Government receives no more than one (1) customer complaint per 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 52.246-4, Inspection of Services – Fixed Price (AUG 1996)), if any of the services exceed the standard.

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

E.2.3. Procedures

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

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

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

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

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

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

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

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

SECTION F - DELIVERIES OR PERFORMANCE

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

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. In addition, the full text of a clause may be accessed electronically at: Acquisition.gov this address is subject to change.

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

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

52.242-14 SUSPENSION OF WORK (APR 1984)

52.242-15 STOP-WORK ORDER (AUG 1989)

52.242-17 GOVERNMENT DELAY OF WORK (APR 1984)

F.2. PERIOD OF PERFORMANCE

The contract shall be effective on the date of the Contracting Officer's signature and shall remain in effect until TBD with four options. Individual delivery orders for unscheduled work will identify completion times for specific unscheduled/urgent tasks.

F.3. DELIVERABLES

The following items shall be delivered under this contract:

Description Quantity Delivery Date Deliver To

Execution Plan 1 30 days after award COR

Quality Assurance Plan 1 10 days after award COR

Inspection Report 1 7 days after end of weekly period COR

Equipment Maintenance Report 1 5th day of each month COR

Bios on Personnel 1 10 days after award COR

Insurance/Licenses & Permits 1 30 days after award CO

Safety Plan 1 30 days after contract award COR

F.4 ACCEPTANCE OF SCHEDULE

When the Government has accepted any time schedule, it shall be binding upon the Contractor. The completion date is fixed and may be extended only by a written modification to the delivery order signed by the Contracting Officer. Acceptance or approval of any schedule or revision thereof by the Government shall not (1) extend the completion date or obligate the Government to do so, (2) constitute acceptance or…