19SL2024Q0003-Chillers-PMSC-Solicitation (003) NEW071524.pdf

U.S. Embassy Freetown

Date: July 15, 2024

Dear Prospective Offeror:

Subject: Request for Proposals number 19SL2024Q0003

Enclosed is a Request for Proposals (RFP) for preventive maintenance services for Chillers. 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 26, at 10am at the US Embassy Freetown. Prospective offerors/quoters should contact ContractFreetown@state.gov by July 30, at 4pm for additional information or to arrange entry to the building.

Proposals are due by August 15, at 4pm. 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

19SL2024Q0003, to the Contracting Officer.

OR

Your proposal 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.

FAR 52.225-17 allows for submission of offers to this solicitation in more than one currency.

However, in the case wherein awardee happens to be a Sierra Leonean Service Provider, invoice will be paid equivalent in leones as per the current exchange rate of the Bank of Sierra

Leone at that time of submission.

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

1. SF-1449

2. Section B, Pricing

3. Section K Representations and Certifications

4. Additional information as required in Section L

6. 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 |

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

3. SOLICITATION NO.

19SL2024Q0003

4. TYPE OF SOLICITATION

[ ] SEALED BID (IFB)

[x] NEGOTIATED (RFP)

5. DATE ISSUED

July 15, 2024

6. REQUISITION/PURCHASE NO.

PR12285222

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

Phone: +23299105500

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

SOLICITATION

9. Sealed offers in original and 2 copies for furnishing the supplies or services in the Schedule will be received at the address stated in the cover page.

(hour) (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- The Contracting Officer B. TELEPHONE +23299105500 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 Chillers maintenance services 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 quarterly basis scheduled task order, which are pre-printed forms.

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 Freetown post (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. Orals orders may be necessary for emergency services however they shall be issued in writing within three business days of the oral instructions.

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

All prices shall be submitted in Sierra Leone Leones (SLE).

B.3.3 Scheduled Maintenance Services

(a) Prices for all Contract Line-Item Numbers (CLIN) shall include proper disposal of toxic substances as per Item 8.4 where applicable. 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 GST 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 for 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 VAT 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 C.1.3.1. is:

Quarterly _________ x 4= ______________per year

Defense Base Act (DBA)=

Total Base Period Fixed Price=

B.4.2. Unscheduled Maintenance Services. The fixed unit prices for unscheduled maintenance service as defined in C.1.3.1. is:

EQUIPMENT ESTIMATED

HOURS

HOURLY RATE

(for evaluation purposes only)

TOTAL

Multistak Chiller-

Utility

York chiller-CAA

Chiller Primary

Pumps/Starter

Chiller Secondary

Pumps/VFD

Materials/Equipment Not to Exceed $1,000.00.

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 work day or hours the following rates shall apply:

HOURLY RATE

(for evaluation purposes only)

TOTAL

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 in C.1.3.1.

is:

Quarterly _________ x 4 = ______________per year

Total First Option Year Fixed Price=

B.5.2. Unscheduled Maintenance Services. The fixed unit prices for unscheduled maintenance

HOURLY RATE

(for evaluation purposes only)

TOTAL

B.5.3. Emergency Services. For emergencies occurring during a normal business day the rates

HOURLY RATE

(for evaluation purposes only)

TOTAL

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-one (21) Task Orders. This reflects the contract

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 in

C.1.3.1. is:

Total Second Option Year Fixed Price=

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

HOURLY RATE

(for evaluation purposes only)

TOTAL

B.6.3 Emergency Services. For emergencies occurring during a normal business day the rates occurring on other than a normal workday or hours the following rates shall apply:

HOURLY RATE

(for evaluation purposes only)

TOTAL

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 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-three (23) Task Orders. This reflects the contract

B.7 THIRD OPTION YEAR PRICES

B.7.1. Scheduled Maintenance Services.

Total Third Option Year Fixed Price=

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

HOURLY RATE

(for evaluation purposes only)

TOTAL

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

B.8 FOURTH OPTION YEAR PRICES

B.8.1. Scheduled Maintenance Services.

Total Fourth Option Year Fixed Price=

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

HOURLY RATE

(for evaluation purposes only)

TOTAL

B.8.3 Emergency Services. For emergencies occurring during a normal business day the rates occurring on other than a normal workday or hours the following rates shall apply:

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. INTRODUCTION

C.1.1. General: The U.S. Embassy Freetown requires a professional services and contractor cost proposals to perform preventive maintenance services of the facility’s Chillers (Multistack and

York Air cooled Chillers). Contractor to perform both scheduled and unscheduled Task Orders. The

Contractor shall furnish managerial, administrative and direct operational personnel to accomplish all work as required in this contract. The Contractor shall designate an English speaking representative who shall supervise the Contractor's workforce and be the Contractor's liaison with the U.S. Freetown.

II. PROJECT REQUIREMENTS:

DESCRIPTION OF EQUIPMENT *:

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

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 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.

The Government has the following manuals:

1. Multistack chiller

2.York Chiller

3.York VFD

C.1.2. 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 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:

1. Follow site safety procedures and supervisor’s instructions.

2. Schedule outage with operating personnel.

3. Use extreme caution when climbing access ladders.

4. Perform applicable lockout/tag out steps of site safety procedures.

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

6. Record and report equipment damage or deficiencies.

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

8. Record results in the equipment history log.

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

10. Record results in the equipment history log.

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

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

C.1.3 Definitions.

"Quarterly" means 4 time per year.

"Emergency Services" are task orders which require immediate attention. May involve working other than normal work day or hour as defined in F.8. Contractor required to respond to call within

8 hours and take action to minimize emergency situation.

"Execution Plan" is submitted by the Contractor and defines the methods and disciplines used to carry out the maintenance plan as provided in Exhibit A.

"General Instructions" mean those instructions, directives and guidelines that apply to all employee maintenance personnel.

"PM" means Preventive Maintenance

"Routine Maintenance and Repair" includes the preservation in a sound state of real property and might include day-to-day electrical and plumbing work, and the purchase of maintenance stock.

"Scheduled Maintenance Services" includes all routine maintenance functions identified in the

Exhibit A, Comprehensive Maintenance Plan or Facility Maintenance Plan, for Post systems and equipment.

"Unscheduled Maintenance and Repair Services" includes minor maintenance and repair services which are not identified in the Comprehensive Maintenance Plan or Facility Maintenance Plan.

C.1.3.1. Executive Plan The Contractor shall provide an Executive Plan to carry out the maintenance as shown in Exhibit A. These duties and responsibilities described in Subsection

C.1.5. The Contractor shall provide a draft of the Executive Plan to the COR for review 30 days after contract award.

C.1.4 Location, Service, Kind of Personnel: A sample listing of locations, kinds of services, and personnel by category, is provided in Exhibit A (Embassy equipment and Task Orders). A sample of an unscheduled order is described in Exhibit B and is for illustration only and will not necessarily be identical to services provided under this contract.

CHILLERS

C.1.3 MAINTENANCE PROCEDURES:

Note: The frequencies and tasks shown below are for reference only. After award of contract, the actual maintenance procedures will be determined by the manufacturer’s O&M recommendations which will be provided in consultation with the COR. The manufacturer’s maintenance recommendations will be considered the minimum tasks to be provided and these tasks may be altered or increased depending upon the location of the post.

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

Air Cooled Chiller:

Semi-Annually

1. Check unit for proper operation, excessive noise or vibration.

2. Run system diagnostics test.

3. Check oil level in oil separator sight glass. Add oil as necessary.

4. Check liquid line sight glass, oil, and refrigerant pressures.

5. Record system operating temperatures and pressures in the checklist.

6. Check programmable operating set points and safety cutouts. Assure they are correct for the application.

7. Verify motor amperage load limit.

8. Thoroughly clean evaporator and condenser tubes.

9. Inspect plumbing and valves for leaks, adjust as necessary.

10. Check compressor and evaporator heater operation.

11. Check superheat on the evaporator and the economizer feed to the compressor.

12. Check condenser sub-cooling. Check for dirt in the panel. Check door gasket for sealing integrity.

13. Clean chiller and surrounding area.

14. Fill out maintenance checklist and report deficiencies.

Annually

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

2. Perform all check items in the Semi-Annual schedule.

3. Perform analysis on oil and filter. Change if necessary. Check compressor oil pump and seals. Check oil heater and thermostat. Check all strainers, valves, etc.

4. Conduct vibration analysis of motor & assembly: Check all alignments to specifications.

Check all seals.

5. Lubricate shaft bearings and motor bearings as required.

6. Check superheat and sub-cooling temperatures.

7. Check contactors, sensors, and mechanical safety limits.

8. Check the chiller for leaks. Add refrigerant if low. Record amounts and address leakage problems.

9. Thoroughly clean intake side condenser coils, fans, and intake screens.

10. Perform any additional maintenance tasks as recommended in the manufacture’s operation and maintenance manuals.

11. Perform operational test and return to service.

12. Remove debris from worksite.

13. Fill out maintenance checklist and report deficiencies.

Water Cooled Chiller:

Semi-Annually

1. Check unit for proper operation.

2. Check oil level; add oil as necessary.

3. Check oil temperature.

4. Check dehydrator or purge system; remove water if observed in sight.

5. Run system control tests.

6. Check refrigerant charge/level, add as necessary.

7. Check compressor for excessive noise/vibration.

8. Check sensor and mechanical safety limits; replace as necessary.

9. Clean area around equipment.

10. Document all maintenance and cleaning procedures.

loose connections.

2. Perform all check items in the Semi-Annual schedule.

3. Clean dehydrator float valve.

4. Perform spectrochemical analysis of compressor oil; replace oil as necessary.

5. Replace oil filters and add oil as necessary.

6. Inspect cooler and condenser tubes for leaks, clean screens as necessary.

7. For dedicated PCC chillers the glycol level of the chilled water is to be checked and adjusted to the percentage required by OBO Engineering Dept.

8. Inspect utility vessel vent piping and safety relief valve; replace as necessary.

9. Inspect/clean the economizer, gas line damper valve and actuator arm.

10. Run an insulation test on the centrifugal motor.

11. Clean area around equipment.

12. Document all maintenance and cleaning procedures.

Scroll Chiller:

Monthly

1. Measure and record the evaporator superheat.

2. Measure and record the system sub-cooling.

3. Manually rotate the condenser fans to ensure that there is proper clearance on the fan shroud openings.

loose connections.

2. Complete all monthly maintenance checks.

3. Check the oil level and refrigerant charge.

4. Have a qualified laboratory perform a compressor oil analysis to determine system moisture content and acid level.

5. Leak test the chiller, check operating and safety controls, and inspect electrical components for proper operation.

6. Inspect all piping components for leaks and damage. Clean all water strainers.

7. Clean and repaint any components that show corrosion.

8. Clean the condenser coils.

9. Clean the condenser fans. Check the fan assemblies for proper clearance in the fan shroud openings and for motor shaft misalignment or abnormal endplay, vibration and noise.

Modular Chiller:

1.The Multistack chiller has eleven modules with 22 compressors.

2.The York chiller is a two-unit module 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 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 starter 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.

Panel, Electronic Controls:

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

Spare Parts and Expendables Inventory. Required expendable and common parts to be maintained on site by the contractor for normal maintenance to includes but not limited to: compressors, hoses, belts, oil, coolant, filters (Air, Oil), grease, sealant, thermostat, fuses, circuit Breakers, sensors, contactors, relays, and electronic controllers

Bi-Annually

1. Replace battery where applicable.

FREETOWN WATER COOL CHILLERS EQUIPMENT LIST

NO. EQUIPMENT MANUFACTURER MODEL SERIAL NO. SPECIFICATIONS LOCATION

1 Multistak Chiller(11modules with 22 Compressors)

MULTISTACK WTFO30A-V MULTIPLE

UNITS IN

THIS UNIT

See comments

N/A Utility Building

2 York Chiller YORK INTERNATIONAL YCAL0173EB50XCASDTXAXXRNX

XXX42XXXXXXXXXXSAXXCXX7XX

RCPM010894 N/.A CAA

3 Multistak Chiller Recirculation Water Primary Pump#1

TACO INC F14009E2KAJ1L0 N/A 20HP,571 GPM,1470

RPM

Utility Building

4 Multistak Chiller Recirculation Water Primary Pump#2

TACO INC F14009E2KAJ1L0 N/A 20HP,571 GPM,1470

RPM

utility Building

5 Multistak Chiller Recirculation Water Secondary Pump#1

TACO INC F13007E2UEJ1L0A N/A 20HP,413.1GPM,2910

RPM

utility Building

6 Multistak Chiller Recirculation Water Secondary Pump#2

TACO INC F13007E2UEJ1L0A N/A 20HP,413.1GPM,2910

RPM

utility Building

7 Multistak Chiller Recirculation Water Primary Pump#1 starter

Siemens 17DSE92NF1 SERIES D N/A STARTER SIZE 0-4, utility Building

8 Multistak Chiller Recirculation Water Primary Pump#1 starter

Siemens 17DSE92NF1 SERIES D N/A STARTER SIZE 0-4, utility Building

9 Multistak Chiller Recirculation water Secondary Pump#1 control panel

YORK BOM#AM0920ACMSQ893328 92215 20Hp.Type1,400V

,50HZ

utility Building

10 Multistak Chiller water Secondary Pump#2 Control Panel

YORK BOM#AM0920ACMSQ893328 n/A 20Hp.Type1,400V

,50HZ

utility Building

11 Multistak Chiller Recirculation water Secondary Pump#1 VFD

YORK AYK550-UH-031A-4+K465 2051300928 3-Ph,400V50/60HZ utility Building

12 Multistak Chiller water Secondary Pump#2 VFD

YORK AYK550-UH-031A-4+K465 2141300739 3-Ph,400V50/60HZ utility Building

13 York Chiller Water Pump#1 Bell&Gosset 10159153 N/A 3HP,2900RPM,size e-

1531,1.5AD,5.25

CAA

14 York Chiller Water Pump#2 Bell&Gosset 10159153 N/A 3HP,2900RPM,size e-

1531,1.5AD,5.26

CAA

15 York Chiller Water Pump#1 VFD YORK AYK550-UH-031A-4+K465 N/A 380V/415V,31A CAA

16 York Chiller Water Pump#1 VFD YORK AYK550-UH-031A-4+K466 N/A 380V/415V,31A CAA

17 Heat Exchanger N/A N/A N/A N/A CAA

END OF SOW

C.2 SUPERINTENDENCE BY CONTRACTOR:

The entire operation of the contracted services shall be superintended by the Contractor's bilingual

(English) liaison, who shall maintain a close contact with the Contracting Officer and the COR in order to coordinate the performance of the contracted services with the needs of the Government.

The liaison, (or his/her qualified assistant), shall be on duty throughout the normal operating hours of the Embassy. S/he shall also superintend the performance of the contracted services on for scheduled and unscheduled services.

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 inspections to determine whether the various services are being performed according to the contract requirements. Copies of the quarterly 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 Quarterly Report: The Contractor shall render a quarterly 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 equipment and facilities covered by this contract. The quarterly 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 quarterly 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.

SECTION D - PACKAGING AND MARKING

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

19SL2024Q0003-FAC/Chillers/Maintenance

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.2

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

52.246-4, Inspection of Services – Fixed Price (AUG 1996)), if any of the services exceed the standard.

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)

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the

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 (4) option year. 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

Names, biographic data, police clearance on Contractor personnel (#11.2) 1 10 days after award COR

Certificate of Insurance (H.3) 1 15 days after award CO

PM Checklist signed by

Contractor’s employee (F.4) 1

7 days after end of quarterly period COR

Invoice (G.2.1) 1

5th day after completion of service COR

Safety Plan (C.1.2) 1 30 days after contract award COR

F.4 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.

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

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.

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.

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.

F.5 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 approval of any delay, nor (3) excuse the Contractor from or relieve the Contractor of its obligation to maintain the progress of the work and achieve final completion by the established completion date.

F.6. NOTICE OF DELAY

In the event the Contractor receives a notice of any change in the work, or if any other conditions arise which are likely to cause or are actually causing delays which the Contractor believes may result in completion of the project after the completion date, the Contractor shall notify the

Contracting Officer of the effect, if any, of such change or other conditions upon the approved schedule, and shall state in what respects, if any, the relevant schedule or the completion date should be revised. Such notice shall be given promptly, and not more than ten (10) days following the first occurrence of event giving rise to the delay or prospective delay. Revisions to the approved time schedule shall only be made with the approval of the Contracting Officer.

F.7. NOTICE TO PROCEED

(a) Following receipt from the Contractor of any bonds or evidence of insurance within the time specified in Section H of this contract and following acceptance of these documents by the

Contracting Officer, the Contracting Officer will provide to the Contractor a Notice to Proceed.

The Contractor must then prosecute the work required hereunder.

(b) It is possible that the Contracting Officer may elect to issue the Notice to Proceed prior to receipt and acceptance of any bonds or evidence of insurance required hereunder. Issuance of a

Notice to Proceed by the Government before receipt of the required bonds or insurance certificates or policies shall not be a waiver of the requirement to furnish these documents.

F.8. WORKING HOURS

All work shall be performed during 8:30am-4:00pm Monday through Thursday and Friday 8:00am-

12:00noon except for the holidays identified below. Other hours, initiated by the Contractor, may be approved by the Contracting Officer's Representative. Notice must be given 24 hours in advance to COR who will consider any deviation from the hours identified above. Changes in work hours will not be cause for a price increase.

F.9. EXCUSABLE DELAYS

The Contractor will be allowed time, not money, for excusable delays as defined in FAR 52.249-10, Default. Examples of such cases include (l) acts of God or of the public enemy, (2) acts of the

United States Government in either its sovereign or contractual capacity, (3) acts of the government of the host country in its sovereign capacity, (4) acts of another contractor in the performance of a contract with the Government, (5)fires, (6) floods, (7) epidemics, (8) quarantine restrictions, (9) strikes, (l0) freight embargoes, (11) delays in delivery of Government furnished equipment and (12) unusually severe weather. In each instance, the failure to perform must be beyond the control and without the fault or negligence of the Contractor, and the failure to perform furthermore (1) must be one that the Contractor could not have reasonably anticipated and taken adequate measures to protect against, (2) cannot be overcome by reasonable efforts to reschedule the work, and (3) directly and materially affects the date of final completion of the project.

F.10 POST AWARD CONFERENCE

A post award conference will be held 10 days after contract award at the U.S. Embassy Freetown to discuss the schedule, submittals, notice to proceed, mobilization and other important issues that affect the progress under this contract.

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE (COR)

(AUG 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name or position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative (COR). Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a warranted Contracting Officer and this authority is delegated in the designation.

(b) The COR for this contract is the Facility Manager.

G.1.1 Duties

The COR is responsible for inspection and acceptance of services. These duties include review of

Contractor invoices, including the supporting documentation required by the contract. The COR may provide technical advice, substantive guidance, inspections, invoice approval, and other purposes as deemed necessary under the contract.

G.2. PAYMENT

G.2.1. General.

Invoices shall be submitted in an original and three (3) copies to the Contracting' Officer's

Representative (COR) at the following address (designated payment office only for the purpose of submitting invoices):

FreetownVendorInvoices@state.gov

G.2.2. Detail of Payment Requests

Each application for payment, which shall be made no more frequently than monthly, unless otherwise provided herein, shall cover the fixed price preventive maintenance fee and the value of labor and materials completed and in place for individual delivery orders.

In addition, the Contractor shall provide the following support for each request for payment for additional, seasonal, and emergency services:

Time sheets to support the number of hours worked for each work order and signed by the

Contractor’s approving official that work has been completed.

G.2.3. Payments to Subcontractors

The Contractor shall make timely payment from the proceeds of the progress or final payment for which request is being made, to his subcontractors and suppliers in accordance with the Contractor's contractual arrangements with them.

mailto:FreetownVendorInvoices@state.gov

G.2.4. Evaluation by the Contracting Officer

Following receipt of the Contractor's request for payment, and on the basis of an inspection of the work, the Contracting Officer shall make a determination as to the amount which, in his/her opinion, is then due. In the event the Contracting Officer does not approve payment of the full amount applied for, less the retainage addressed in 52.232-5, the Contracting Officer shall advise the Contractor of the reasons, therefore.

G.2.5. Additional Withholding

Independently of monies retained by the Government under 52.232-5, or otherwise as permitted to be retained under this contract, the Government may withhold from payments due the Contractor any amounts as may be considered necessary to cover.

(a) Wages or other amounts due the Contractor's employees on this project;

(b) Wages or other amounts due employees of subcontractors on this project;

(c) Amounts due suppliers of materials or equipment for this project; and

(d) Any other amounts for which the…