19SL2024Q0009--Solicitation 082024.pdf

U.S. Embassy Freetown

Date: 8/19/2024

Dear Prospective Offeror:

Subject: Request for Proposals number 19SL2024Q0009

Enclosed is a Request for Proposals (RFP) for Building Automation System (BAS)

Preventative Maintenance (PM) services. 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 September 6 at 2pm (local time) at the US Embassy Freetown.

Prospective offerors/quoters should contact ContractFreetown@state.gov by August 27 at

4pm for additional information or to arrange entry to the building.

Questions are due on or before September 20 at 4pm.

Proposals are due by September 26 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

19SL2024Q0009- Building Automation System (BAS) Preventative Maintenance (PM) services

OR

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-1449

2. Section B, Pricing

3. Section K Representations and Certifications

4. Additional information as required in Section L

5. Proof of SAM Registration

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.

mailto:ContractFreetown@state.gov mailto:ContractFreetown@state.gov https://www.sam.gov/

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:

TABLE OF CONTENT:

SECTION A- COVER PAGE - SF-1449

SECTION B- SUPPLIES OR SERVICES AND PRICES/COSTS

SECTION C- DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

ATTACHEMENT #1-SOW

SECTION D - PACKAGING AND MARKING

SECTION E - INSPECTION AND ACCEPTANCE

SECTION F - DELIVERIES OR PERFORMANCE

SECTION G - CONTRACT ADMINISTRATION DATA

SECTION H - SPECIAL CONTRACT REQUIREMENTS

SECTION I- CONTRACT CLAUSES

SECTION J - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION K - REPRESENTATIONS, CERTIFICATIONS, AND OTHER

STATEMENTS OF OFFERORS

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

SECTION M - EVALUATION FACTORS FOR AWARD

SECTION A

COVER PAGE - SF-1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

PR12698003

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19SL2024Q0009

6. SOLICITATION ISSUE

DATE

8/19/2024

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Willie A. Tucker

b. TELEPHONE NUMBER(No collect calls)

+23299105500

8. OFFER DUE DATE/

LOCAL TIME

September 26, 2024

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE:____ %

FOR:

General Services Officer

U.S. Embassy Freetown

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

Contractfreetown@state.

gov

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY CODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT

ATTACHED

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT

ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL

ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _________________ OFFER DATED

____________. YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING

ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN, IS

ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print)

30c. DATE SIGNED

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

31c. DATE SIGNED

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 building maintenance services at 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 the 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 equipment 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. 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

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.

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 visit 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 handling. 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

C.1.3.1. is:

Per visit _________ x 2 = ______________per year

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

LABOR CATEGORY ESTIMATED

HOURS

HOURLY RATE

(for evaluation purposes only)

TOTAL

Maintenance Engineer 156

Electrician 145

Electrician Helper 135

HVAC Technician 148

HVAC Helper 143

Materials/Equipment Not to Exceed 25,000NLE.

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

Maintenance Engineer 148

Electrician 145

Electrician Helper 140

HVAC Technician 143

HVAC Helper 142

Materials/Equipment Not to Exceed 28,500NLE

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 one

Task Order (TA). This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed eleven Task Order. 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:

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

HOURLY RATE

(for evaluation purposes only)

TOTAL

Maintenance Engineer 111

Electrician 111

Electrician Helper 111

HVAC Technician 111

HVAC Helper 111

Materials/Equipment Not to Exceed 29,000NLE.

B.5.3. Emergency Services. For emergencies occurring during a normal business day the emergencies occurring on other than a normal workday or hours the following rates shall

HOURLY RATE

(for evaluation purposes only)

TOTAL

Maintenance Engineer 102

Electrician 102

Electrician Helper 102

HVAC Technician 102

HVAC Helper 102

Materials/Equipment Not to Exceed 29,500NLE.

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

Task Order (TA). This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed twelve TA. 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

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

HOURLY RATE

(for evaluation purposes only)

TOTAL

Maintenance Engineer 103

Electrician 103

Electrician Helper 103

HVAC Technician 103

HVAC Helper 103

Materials/Equipment Not to Exceed 30,000NLE.

B.6.3 Emergency Services. For emergencies occurring during a normal business day the

HOURLY RATE

(for evaluation purposes only)

TOTAL

Maintenance Engineer 120

Electrician 125

Electrician Helper 132

HVAC Technician 152

HVAC Helper 136

Materials/Equipment Not to Exceed 30,100NLE.

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

TA. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed twelve TA. 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.

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

HOURLY RATE

(for evaluation purposes only)

TOTAL

Maintenance Engineer 103

Electrician 103

Electrician Helper 103

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

HOURLY RATE

(for evaluation purposes only)

TOTAL

Maintenance Engineer 145

Electrician 140

Electrician Helper 140

HVAC Technician 125

HVAC Helper 120

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

B.8 FOURTH OPTION YEAR PRICES

B.8.1. Scheduled Maintenance Services.

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

HOURLY RATE

(for evaluation purposes only)

TOTAL

Maintenance Engineer 103

Electrician 103

Electrician Helper 103

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

HOURLY RATE

(for evaluation purposes only)

TOTAL

Maintenance Engineer 103

Electrician 103

Electrician Helper 103

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

B.9 GRAND TOTAL

Base Year Total

First Option Year Total

Section 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 Building Automation System

Preventative Maintenance service Contractor to perform both scheduled and unscheduled work orders on US Government owned and long term leased properties. 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. Embassy Freetown.

C.1.2. Personnel. The Contractor shall be responsible for providing qualified technicians

(with at least one of each trade at the journey-man level or equivalent) with relevant experience of more than 3 years to meet the minimum requirements established below to perform maintenance services in accordance with the maintenance plan shown in Exhibit A and unscheduled services. Helper positions do not need to meet this 3 year minimum requirement. Personnel shall meet the minimum criteria for labor categories shown in

Section B.4.2 as identified in Exhibit C.

C.1.3 Definitions.

"Chancery" means the building of the embassy used for official activities or means the official residence of the ambassador.

"Daily" means 5 days per week, on each non-holiday workday.

"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.

"EOB" means Embassy Office Building.

"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.

"HVAC" means Heating Ventilating Air Conditioning.

"PM" means Preventive Maintenance

"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 (Department of State Real

Estate Management System and Preventive Maintenance Work Order Tasks). 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.

C.1.5 Duties and Responsibilities.

C.1.5.1 Outline of Electrical/HVAC/Plumbing/Other Mechanical Services to be

Performed: (ALL PROPERTIES)

Services to be performed by these engineers shall include those outlined below. Damage or situations requiring major or specialized remedial services shall promptly be brought to the attention of the COR or the Embassy Buildings Management Office, and efforts shall be made to minimize such trouble or damage until proper corrective action can be taken.

Major and specialized repairs shall be carried out by the Government, independent of this contract. Services to be performed as part of scheduled maintenance to include:

C.1.5.1.1. Electrical

(1) Monitoring the operating condition of all systems and equipment in the central station, substations and machine rooms on a 24 hour basis.

(2) Replacing circuit breakers and/or fuses, material

(3) In an emergency, taking all possible measures to prevent hazards, ensure safety and maintain property. Promptly reporting to the COR, the Power Company (as required by the Embassy-Power Company Agreement), or to the Marine Guard on duty when the

COR or his/her staff are unavailable.

C.1.5.1.2. HVAC

(1) Operating the Heating/Ventilation/Air Conditioning(HVAC) systems according to the pertinent seasonal cooling/heating requirements as prescribed by the COR.

(2) Providing seasonal (i.e. off-, pre-, and post-season) servicing on the heating and air-conditioning plant equipment.

(3) Making insulation tests, adjusting relays, resetting circuit breakers, cleaning contact surfaces.

(4) Making minor repairs to the systems and their equipment in accordance with scheduled and unscheduled work orders.

(5) Keeping records on power consumption and operation/maintenance/repair of major equipment, as defined by Post, on a daily basis, in a continuous calendar-day series: these records shall remain the property of the Government and be available for inspection by the

COR or his staff at any time.

(6) Inspecting pumps for abnormal temperature, vibration, noise, and other trouble symptoms, and adjusting as necessary.

(7) Inspecting valves for restriction, leaks and other trouble symptoms, and adjusting as necessary.

(8) Inspecting cooling towers, checking condition of cooling water, if dirty replacing with clean water. Cleaning strainers when replacing cooling water. Insuring that the water treatment equipment is properly working and that the water is being treated in accordance with manufacturer's recommendations.

(9) Performing periodic cleaning, washing and/or replacing of all air filters for BAS system, air handling and fan coil units at all properties. The terms "cleaning" means

"dusting" where unwashable filters are used, "washing", where washable filters are used and "replacing" where unwashable/throwaway filters are used.

(10) Inspecting all HVAC work including pipes, ducts, valves, dampers, fittings, waste water and sewer lines, traps, catch basins, toilet fixtures, down-spouts, and gutters for clogging and loose joints, restrictions, leaks, and other faulty conditions; providing routine servicing such as retightening, caulking, lubricating, and performing first echelon maintenance. All supplies and equipment (except ordinary tools such as screwdrivers, wrenches, etc.) needed for the repairs shall be furnished by the Government, subject to the approval of the COR

C.1.5.1.3. Other Mechanical:

(1) Inspecting all fire extinguishers and fire extinguishing systems (including halon gas), smoke and heat detectors in all communal areas once a month for proper operation and reporting the results to the COR. The date of each inspection shall be stamped on the tag attached to each piece of equipment.

(2) In case of elevator failure or trouble, promptly notify the COR.

(3) Emergency Generators - Inspecting and maintaining generator, starter panel, DC source equipment and Diesel engine, including operation sequence and safety devices in accordance with the Maintenance Plan instructions, a copy of which is located in Exhibit

A.

C.1.5.2 Electrical/Mechanical Installations to be Operated and Maintained:

See Exhibit A for a representative sampling of the systems and equipment to be

Operated and maintained.

C.1.5.3 Miscellaneous Maintenance and Repair Services: The Contractor shall provide day-to-day maintenance and repair services for all Government-owned/long term leased properties, systems, equipment as directed by the COR.

The detailed work requirements and instructions including emergency works shall be provided by the Contracting Officer to the Contractor's Liaison who shall supervise, schedule, and manage the performance of the assignments.

All personnel assigned by the Contractor for the performance of the respective services shall be regular employees of the Contractor, and shall be supervised by the Contractor.

There shall be no employer-employee relationship between the Government and the personnel. Subcontractors may only be employed with the express written consent of the

Contracting Officer.

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.

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 Visit Report: The Contractor shall render a 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 the buildings and facilities covered by this contract. Each visit 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 invoice.

C.3.2 Inspection by Government: The services being performed hereunder and the supplies furnished therefore 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.

ATTACHEMENT #1

STATEMENT OF WORK

1. General

1.1. The U.S. Embassy Freetown located in Freetown; Sierra Leone requires Building

Automation System (BAS) Preventative Maintenance (PM) services. The

Contractor shall perform BAS PM Services as described in this Statement of

Work. The Contractor shall also provide further evaluation of the overall functionality of the BAS based on concerns and input provided to the Contractor by the Facility Manager (FM) and Facility Maintenance Staff (FMS).

1.2. The Contractor shall provide BAS PM Services for the upkeep of the BAS indicated below in Section 3. “Building Automation Systems to be Serviced”.

1.2.1. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown, and deterioration. The BAS PM work required shall include, but is not limited to: Preventative Maintenance; Investigation & troubleshooting; Adjustments; Trend & Alarm configuration; etc.

1.2.2. BAS PM Services shall result in all systems serviced under this agreement being in good operational condition when the work is completed.

1.2.3. The Contractor shall provide all necessary managerial, administrative, and direct labor personnel as well as all transportation, tools, instrumentation, equipment and supplies required to perform the BAS PM Services defined in this

Statement of Work. The Contractor shall provide the services of qualified, trained, manufacturer certified technicians to perform the required BAS PM

Services.

1.2.4. BAS PM Services shall be performed on BAS installed in and/or serving the

General Work Areas (GWA) & Public Access Areas (PAA) at Post.

1.2.5. BAS PM Services shall be performed on BAS installed in the Controlled Access

Areas (CAA) Restricted spaces at Post.

1.2.5.1. Additional clearance and security provisions are required to access and work in these spaces.

1.2.5.2. Additional document security classification provisions are required. See

Sections 6.2.8-13 for additional details.

1.2.6. BAS PM Services shall be performed on BAS installed in and/or serving the CAA

Core spaces at Post.

1.2.6.1. Additional clearance and security provisions are required to access and work in these spaces.

1.2.6.2. Additional document security classification provisions are required. See

Sections 6.2.8-13 for additional details.

1.3. All work shall be accomplished in a manner which conforms to the intent of all applicable IBC, ASHRAE, NFPA/NEC, U.S. EPA, and DOS policy, procedures, and directives; causes no damage to buildings or property; endangers none of the building occupants or workers during these tasks; and leaves the areas safe for occupancy.

1.4. This contract includes security provisions which require a DD Form 254, Contract

Security Classification Specification, issued by the Bureau of Diplomatic Security, Industrial Security Division (DS/IS/IND). Issuance of the DD Form 254 is contingent on the Contractor’s possessing and maintaining a Defense

Counterintelligence and Security Agency (DCSA) {TOP} SECRET facility clearance. Loss or Invalidation of the prime contractor’s facility clearance may result in termination of the contract for default. Personnel requiring access to

Controlled Access Areas (CAAs), {CORE/PCC} or classified information must possess a {TOP} SECRET security clearance. See Attachment A: Additional

Security Requirements for BAS PMSC in Secure Areas.

2. Period of Performance

2.1. The period of performance shall be one (1) year as of the date of the Notice to Proceed for the base contract year, with four (4) additional one (1) year option periods, to be exercised at the sole discretion of the Government.

2.2. This contract shall provide for two (2) BAS PM Site Visits per year for each year of the contract.

2.3. BAS PM Site Visits shall be equally spread out over the course of the contracted year.

2.3.1. All BAS PM Site Visits shall occur within the 365-day window.

2.3.2. Combining multiple site visits into a single site visit is not allowed.

2.3.3. The first BAS PM Site Visit must occur within 60 days of contract award / renewal.

2.3.4. The work shall be considered deficient if the Contractor fails to provide the required number of BAS PM Site Visits within the 365 days after contract award / renewal or fails to space out the BAS PM Site Visits in the manner described above.

3. Building Automation Systems to be Serviced

3.1. Building Automation Systems (BAS) installed at Post.

3.1.1. The Contractor shall maintain the Building Automation System(s) in a safe, reliable, and efficient operating condition. The following information provides a rough summary of each BAS that is to be serviced. NOTE: Quantities listed below are estimates and the Contractor must verify quantities during the initial

Site Visit.

3.1.1.1. BAS #1

a. Manufacturer of the BAS: Tridium

b. Name of BAS Product Line: Vyron

c. BAS Software Name and Version Number: Niagara N4. 4.12

d. Operator Workstations (OWS): 2

e. Portable Operator Workstations (POWS): 1

f. Supervisory Controllers (SC):

1) Niagara Jace 800-CSE-003: 8

g. I/O Modules Installed:

2) NRIO IO-16:1

3) NRIO IO-34:7

h. BACnet Sub-Controllers Installed:

1) PCOWEBS 3.0 (Chiller):1

i. LonWorks Sub-Controllers Installed:

1) VAV PREDATORS

2) 4 LOOP PREDATORS

3) HP PREDATORS

4) FCU PREDATORS

3.1.1.2. BAS #2

a. Manufacturer of the BAS: Tridium

b. Name of BAS Product Line: Vyron

c. BAS Software Name and Version Number: Niagara N4. 4.12

d. Operator Workstations (OWS): 0

e. Portable Operator Workstations (POWS): 1

f. Supervisory Controllers (SC):

1) JACE 8000:3

g. I/O Modules Installed:

1) NRIO IO-16:1

2) NRIO IO-34:7

h. BACnet Sub-Controllers Installed: N?A

i. LonWorks Sub-Controllers Installed:

1) VAV PREDATORS: 1

2) LOOP PREDATORS: 4

j. Other Protocol Sub-Controllers Installed: N?A

3.1.1.3. BAS #3

k. Manufacturer of the BAS: Tridium

l. Name of BAS Product Line: Vyron

m. BAS Software Name and Version Number: Niagara N4. 4.12

n. Operator Workstations (OWS): 0

o. Portable Operator Workstations (POWS): 1

p. Supervisory Controllers (SC):

2) JACE 8000:3

Q I/O Modules Installed:

3) NRIO IO-16:1

4) NRIO IO-34:1

R BACnet Sub-Controllers Installed: N/A

S LonWorks Sub-Controllers Installed:

2) VAV PREDATORS:1

3) LOOP PREDATORS: 4

T Other Protocol Sub-Controllers Installed: N/A

3.2. Equipment Controlled and/or Monitored

3.2.1. The following is a rough summary of the types and quantities of equipment controlled and/or monitored at Post by BAS. NOTE: Quantities listed below are estimates and the Contractor must verify quantities during initial Site visit.

3.2.1.1. Chilled Water System Primary/Secondary Variable Flow Type

a. Water Cooled Chillers: 1

b. Constant Flow Primary Chilled Water Pumps: 2

c. Variable Flow Secondary Chilled Water Pumps: 2

d. Constant Flow Condenser Water Pumps: 0

e. Cooling Towers: 0

f. Water Treatment Systems: 2

3.2.1.2. Backup Chilled Water System (Primary Constant Flow Type)

a. Air Cooled Chiller: 1

b. Constant Flow Chilled Water Pumps: 2

c. Heat Exchanger: 1

d. Water Treatment System: 1

3.2.1.3. Heating Hot Water System (Primary/Secondary Variable Flow Type: N/A

a. Boilers: N/A

b. Constant Flow Primary Heating Hot Water Pumps: N/A

c. Variable Flow Secondary Heating Hot Water Pumps: N/A

d. Water Treatment System: N/A

3.2.1.4. Air Handling Units: 9

3.2.1.5. Terminal Units (Single Duct Cooling Only): N/A

3.2.1.6. Terminal Units (Single Duct w/Hot Water Reheat): N/A

3.2.1.7. Terminal Units (Single Duct w/Hot Water Reheat): Electric ONLY

3.2.1.8. Fan Coil Units (Four Pipe - Heating & Cooling): 6

3.2.1.9. Unit Heaters (Hot Water Type): 1

3.2.1.10. computer Room Air Conditioning Units (Cooling Only): 7

3.2.1.11. Domestic Water Filtration System (Monitoring Only): 1

3.2.1.12. Fuel Oil System (Monitoring Only): 1

3.2.1.13. Domestic Water Treatment System (Monitoring Only): 1

3.2.1.14. Fire Alarm System (Interlocks & Monitoring Only): 1

3.3. Buildings where BAS are Installed

3.3.1. The Post is composed of multiple buildings. The following buildings at Post utilize BAS:

a. Chancery Building: Honeywell – TRIDIUM VYRON

b. Office Annex Building: Honeywell – Niagara N4 4.12

c. Warehouse Building: Honeywell – Niagara N4 4.12

d. Utility Building: Honeywell – Niagara N4 4.12

e. MSGQ: Honeywell – Niagara N4 4.12

3.4. Some of the BAS and Mechanical equipment described in this section will require the Contractor to possess a clearance and to utilize cleared personnel in order to perform the work required by this Contract. This equipment will be identified for the Contractor by Facility Maintenance Staff when the Contractor is at Post providing BAS PM Services.

4. BAS Preventative Maintenance (PM) Services

4.1. General

4.1.1. The Contractor shall perform BAS Preventative Maintenance services for the

Building Automation Systems indicated. Provide the necessary investigative services to ensure BAS controls are working as designed and in accordance with documented operating sequences. BAS PM Services shall include, but are not limited to, the following tasks.

4.2. Scheduling

4.2.1. The Contractor shall indicate which PM Activities will be performed at each site visit.

4.2.2. The schedule shall cover a five (5) year time period so that the schedule can properly address tasks that are to be spread out over this time frame.

4.2.3. As a supplement to the schedule, the Contractor shall include a PM Service

Activity Description List which will provide a detailed description of each PM activity, including the means and methods by which the Contractor intends to perform each PM activity.

4.2.4. See Section 8. “Pre-Travel Deliverables” for further requirements.

4.3. Checklist Development

4.3.1. For the first BAS PM Site Visit to Post the Contractor shall utilize generic PM

Checklists that the Contractor has previously utilized in the performance of their trade.

4.3.2. During the site visit the Contractor shall collect data on the existing BAS(s) at

Post and the associated equipment being controlled. This data shall be used to create site specific PM checklists for use in future BAS PM Site Visits.

4.3.3. After the completion of the Contractor’s first BAS PM Site Visit, the Contractor shall create site specific Checklists for each BAS and the equipment controlled and/or monitored by each BAS. These Checklists shall be developed from existing AsBuilt Data; Operation & Maintenance Data; Set Point Data; Time

Schedule Data; and any other data relevant to the PM effort found at Post. This data shall be reviewed by the Contractor to determine the operational baseline requirements that will be used in the Checklists.

4.3.4. All future BAS PM Site Visits shall utilize the site-specific Checklists. These

Checklists will be used by the Contractor when Preventative Maintenance is performed to verify the Building Automation Systems are functioning as originally intended.

4.3.5. There shall be one Checklist provided for each system controlled and/or monitored by a BAS.

4.3.6. See Section 8. “Pre-Travel Deliverables” for further requirements.

4.4. Implementation

4.4.1. The Contractor shall perform BAS PM Services at the frequencies indicated in the PM Service Activity Schedule using the site-specific Checklists developed for the equipment and systems called out in the Contract. The Contractor’s technician shall sign off on every item of each checklist when the associated

PM is performed.

4.5. Periodic PM Activities

4.5.1. At a minimum, the following PM Service activities are required to occur during each site visit.

4.5.2. Check BAS Communication Network: Validate the network connectivity of all

BAS controllers, Operator Workstations (OWS/POWS; desktop and laptop computers), Servers, and Network components (repeaters, switches, hubs, etc.). Investigate and remediate any issues found.

4.5.3. Confirm Time Schedules: Review existing time schedules and validate correct operation based on actual time of day and facility occupancy. Adjust time schedules as needed to reflect the actual occupancy patterns of the buildings at Post.

4.5.4. BAS Investigation and Troubleshooting: The Contractor shall provide investigation and troubleshooting services for issues related to the BAS as required in this Statement of Work or as requested by the Facility Manager at

Post during a PM Services site visit.

4.5.4.1. The Contractor shall review Facility Maintenance logs since the last visit to

Post and determine if there are any operational issues which need to be checked.

4.5.4.2. The Contractor shall determine the cause(s) of any problems found with the BAS and determine the repairs and/or modifications to the BAS that will be needed to correct these problems.

4.5.5. BAS Trend and Alarm Configuration: The Contractor shall review the BAS Alarm

History and Trend log files. Any problems noted from this review shall be investigated.

4.5.5.1. The Contractor shall validate the correct reporting of alarms and verify that the correct codes and messages are being reported.

4.5.5.2. If no trends or alarms are configured in the BAS, the Contractor shall coordinate with the Facility Manager and configure the trends and alarms desired by the Post.

4.5.5.3. Archive data as necessary to free up hard drive space on the BAS OWS /

Server for future trend and data storage.

4.5.6. BAS OWS Graphics: The Contractor shall confer with the Facility Manager after reviewing the BAS OWS graphics and trend logs to determine if any modifications are desired to the presentation of information. Minor changes to improve graphics and reports shall be implemented as needed.

4.5.7. Review of Post’s Spare Part Inventory: The contractor shall review the Post's spare part inventory during each PM Site Visit and determine what parts need to be procured by Post and update the Spare Part Schedule. See Section 9.

“Post-Travel Deliverables” in this statement of work for additional requirements.

4.5.8. BAS Backup Retention: The Contractor shall, at the end of each site visit, create a current backup of the data, programming, graphics, settings, license files, and any other files necessary to restore a controller, Operator Workstation

(OWS, POWS; Desktop or laptop computer) or Server for each BAS installed at Post.

4.5.8.1. Each backup shall be configured to allow Facility Maintenance staff to recover the associated BAS in the event there is a BAS failure.

4.5.8.2. Step by step instructions on how to recover a controller, OWS/POWS or

Server shall be included with each BAS backup.

4.5.8.3. The Contractor shall include screenshots of each BAS OWS Graphics screen.

Graphics screens for identical components with the same I/O configuration, such as VAVs or FCUs, can be represented by a single screenshot.

4.5.9. User Account Retention: For each BAS OWS/POWS/Server at Post the Contractor shall:

4.5.9.1. Create an Administrator level user account called “BAS Support” in the

Operating System, the BAS software and the encryption software. The account shall be configured in such a manner that it cannot be deleted by an account that does not have administrator rights. The Contractor will utilize a random password generator to create a password for this account.

This step can be skipped if the “BAS Support” user account already exists.

4.5.9.2. Create a listing of the user accounts that exist within each BAS. The

Contractor shall create tables listing the Operating System user accounts, BAS user accounts and encryption software user accounts that exist within each BAS OWS and/or Server that are used to access each BAS at Post.

4.5.9.3. If there are user accounts that are generic in nature, the Contractor shall also gather the passwords associated with these generic accounts. The

Contractor will not attempt to gather password information for user accounts that are set up for specific individuals.

4.5.9.4. Separate tables shall be created for each BAS OWS/POWS/Server. The associated

BAS OWS/POWS/Server shall be identified, and the designation included with the following information:

4.5.9.4.1. The Operating System User Account tables shall contain the following information. These tables shall include the following four (4) columns

a. User Account Name

b. Name of Person Associated` with the User Account

c. User Account Password (if applicable)

d. Type of User Account (Administrator, Standard User, etc.)

4.5.9.4.2. The BAS User Account tables shall contain the following information. These tables shall include the following four (4) columns.

a. User Account Name

b. Name of Person Associated with the User Account

c. User Account Password (if applicable)

d. Type of User Account (Administrator, Standard User, etc.)

4.5.9.4.3. The Encryption Software User Account tables shall contain the following information. These tables shall include the following three (3) columns.

a. User Account Name

b. Name of Person Associated with the User Account

c. User Account Password (if applicable)

4.5.10. Retaining and Updating BAS As-Built and BAS Operation & Maintenance Manual

Documents (Appendix E): The Contractor shall coordinate with the Facility Maintenance

Staff at Post to find the existing BAS As-Built and O&M Manual documentation for each

BAS installed at Post. When work is performed which modifies the existing BAS hardware/software configuration and/or programming, the Contractor will be responsible for providing updated As-Built and O&M Manual documentation to accurately reflect the new state of each BAS at Post.

4.5.10.1. If electronic media versions of these documents exist at Post, the electronic media versions of the documentation shall be copied. If no electronic media versions of this documentation are available at Post, the Contractor shall scan hard copies of this documentation to create electronic media for submission.

4.5.10.2. Modifications shall be made to reflect any changes made to the

Sequences of Operation by the Contractor and any permanent changes to the Sequences of Operation discovered by the Contractor but not previously documented.

4.5.10.3. Modifications shall be made to reflect any physical changes made to the BAS, to include, but not be limited to, wiring changes, changes to controller configurations, the addition or removal of points, etc.

4.5.10.4. Any new BAS Software and/or Hardware Licenses associated with the work performed shall be provided. Licenses shall be fully documented, and information provided in a manner that allows Post to work directly with the BAS manufacturer.

4.5.10.5. In cases where BAS CAD As-Built Drawings are not available, the Contractor shall produce BAS CAD Drawings for only the drawings that are affected by the work performed. PDFs of these modified drawings shall be inserted into the existing BAS As-Built drawings to replace the outdated drawing pages.

4.5.10.6. O&M Manual data shall be provided for any BAS equipment installed as part of this work. A PDF of the Original O&M Manual shall be altered to remove components that are no longer used. O&M information for components added shall be appended to the

O&M Manual.

4.5.11. UPS Battery Rotation: The batteries of all Uninterruptible Power Supplies that Post has in their Spare Stock shall be rotated with installed UPS batteries during each PM visit. This action will reduce the battery degradation that occurs in long- dormant batteries. An acceptable, alternative action is to fully charge Spare Stock UPS batteries during each PM visit.

4.6.1.1. Panel, Controller and Wiring Inspection:

4.6.1.1.1. Physically inspect all field panels and controllers for damage, excessive dirt or moisture and clean/vacuum as necessary.

4.6.1.1.2. Verify proper voltage at all control transformers.

4.6.1.1.3. Inspect all connections, wire raceways in panels and wire arrangements.

Remove any abandoned devices and wiring and update panel diagrams as may be necessary to reflect current arrangements and configurations.

4.6.1.1.4. Verify condition of local battery / UPS that may be connected to the panel power source.

4.6.1.1.5. Take photographs, where permissible, of each Supervisory Controller

Enclosure installed at Post. Photographs should include interior and exterior shots, including nearby wall space, and shall be labeled with the

Controller name. All photos must be cleared by the RSO prior to removing from Post and/or sharing electronically.

4.6.2. Confirmation of Sequences: The Contractor shall review the operation of BAS controlled equipment / systems and confirm that the functionality corresponds with the As-

Built Sequences of Operation. When equipment / systems do not operate as described in the sequences the Contractor shall review the associated programming, sensors, wiring, etc.

and determine the cause.

4.6.2.1. The Contractor shall consult with Facility Maintenance personnel and the Facility

Manager to determine if functionality that does not correspond with the sequences is legitimate or if it is a deficiency that needs to be corrected.

4.6.2.2. If it is determined that the functionality discovered is not correct, the Contractor shall make adjustments and modify programming as needed to reinstate the functionality described in the As-Built Sequences of Operation.

4.6.3. Review of Post’s Expendable Sensors / Equipment: Parts for which product data indicates there is a defined operating life expectancy shall be tracked and scheduled for replacement at the time intervals recommended by the manufacturer. For HVAC applications these will typically include Humidity Sensors, Carbon Monoxide Sensors, Carbon Dioxide Sensors, UPS Batteries, etc. There are other specialty parts that can fall under this category. See "I. POST-TRAVEL DELIVERABLES” in this statement of work for additional requirements.

4.6.4. BAS Evaluation: For each BAS at Post, review the system and provide an assessment of and recommendations with regard to the condition, level of functionality, age, possible obsolescence, possible need for upgrades or replacement, etc. of all or any portion of the system.

4.6.4.1. BAS Software Assessment: The Contractor shall review the BAS software installed on the BAS OWS and/or Servers to determine if the software need to be upgraded.

4.6.4.1.1. If the software needs to be upgraded, it shall be ascertained if upgrading the software is possible with the current operating system / computer combination.

4.6.4.1.2. BAS Software that is not of the most current version is not considered in and of itself a justification for upgrading the software. Other factors justifying the need for an upgrade must be presented. Supporting information justifying the recommendation shall be provided.

4.6.4.1.3. A description of the effort involved, and a cost estimate shall be provided if the software needs to be upgraded.

4.6.4.2. BAS OWS / Server Assessment: The Contractor shall review the condition of the

BAS OWSs and/or Servers to determine if the hardware is in need of being upgraded or replaced. A description of the effort involved, and a cost estimate shall be provided if the hardware needs to be upgraded or replaced.

4.6.4.3. Missing BAS OWS: Under circumstances where a BAS OWS is found to be missing (typically a laptop computer) the Contractor shall determine what hardware / software is needed. A description of the effort involved in providing the missing BAS

OWS and a cost estimate, shall be provided if a BAS OWS is needed at Post.

4.6.4.4. BAS Controller Assessment: The Contractor shall review the various models of

BAS controllers…