19SL2024Q0014-Solicitation.doc

U.S. Embassy Freetown June 16, 2025 Dear Prospective Offeror:

Subject: Request for Proposals number 19SL2024Q0014 Enclosed is a Request for Proposals (RFP) for PMSC Kitchen Hood Fire Suppression. 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 9 at 10am at the US Freetown. Prospective offerors/quoters should contact ContractFreetown@state.gov by July 5 at 4pm for additional information or to arrange entry to the building.

Proposals are due by July 18, 2025, 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 PMSC Kitchen Hood Fire Suppression to the Contracting Officer, U.S. Embassy Freetown.

OR

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

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

1. SF-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. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Sincerely, Rose Weckenmann Contracting Officer

Enclosure:

SECTION A

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

PR12922651

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19SL2024Q0014

6. SOLICITATION ISSUE DATE

April 3, 2025

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Rose Weckenmann

b. TELEPHONE NUMBER(No collect calls)

8. OFFER DUE DATE/ LOCAL TIME

April 3, 2025, 4pm

9. ISSUED BY CODE

UNRESTRICTED OR

FORMCHECKBOX

SET ASIDE:____ % FOR:

Contracting Officer

United States Embassy Freetown Southridge Hill Station

Freetown Sierra Leone

FORMCHECKBOX

SMALL BUSINESS

FORMCHECKBOX

WOMEN-OWNED SMALL BUSINESS

FORMCHECKBOX

HUBZONE SMALL

BUSINESS

FORMCHECKBOX

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

FORMCHECKBOX

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

FORMCHECKBOX

EDWOSB

FORMCHECKBOX

8 (A)

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

FORMCHECKBOX

SEE SCHEDULE

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

FORMCHECKBOX

RFQ FORMCHECKBOX

IFB FORMCHECKBOX

RFP

United States Embassy Freetown

Southridge Hill Station

Freetown Sierra Leone

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE

FACILITY CODE

FORMCHECKBOX

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

FORMCHECKBOX

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

PMSC Kitchen Hood Fire Suppression

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

25. ACCOUNTING AND APPROPRIATION DATA

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

FORMCHECKBOX

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

FORMCHECKBOX

ARE FORMCHECKBOX

ARE NOT ATTACHED

FORMCHECKBOX

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

FORMCHECKBOX

ARE FORMCHECKBOX

ARE NOT ATTACHED

FORMCHECKBOX

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.

FORMCHECKBOX

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:

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 for all make-ready services for residences for US Embassy Freetown as described in Sections B and C of this contract, and the exhibits in Section J.

B.2

TYPE OF CONTRACT

This is an indefinite-delivery, indefinite-quantity type contract for make-ready. The Contractor shall furnish services according to task orders issued by the Contracting Officer. Oral task orders maybe necessary for emergencies, however, they shall be issued in writing within three days after issuance of the oral instructions. The task orders shall specify the location and type of work requested (see Section B.4 and the example in Section J, Exhibit 2).

The contract will be for a one-year period from the date of the contract award, with 4 (four) one-year options. For each effective year of the contract, the U.S. Government guarantees a minimum order of 2 Task Order worth of services. The maximum number of services ordered under each year of the contract will not exceed 20 Task Orders worth of services.

B.3

PRICES/COSTS

The prices will include all work, including furnishing all labor, materials, equipment and services, unless otherwise specified in Section B.4.4. The prices listed below shall include all labor, materials, direct and indirect costs, insurance (see FAR 52.228-4 and 52.228-5), overhead, and profit.

B.3.1 VALUE ADDED TAX

GOODS AND SERVICES TAX (GST). The Contractor shall not include a line for GST on Invoices as the U.S. Embassy has a tax exemption certificate with the host government.

B.3.2

CURRENCY

All prices shall be in Local Currency for local Offerors B.3.3 BASE YEAR PRICES (starting on the date stated in the award and continuing for a period of 12 months)

CLIN

Description

Service

Visit Per

Year Unit

Price/Service FFP Total

Per Year

Services:

(DBA) insurance

Total Base Year

Total of all line-item prices:

Base Year Total:

B.3.4

FIRST OPTION YEAR PRICES

CLIN

Description

Service

Visit Per

Year Unit

Price/Service FFP Total

Per Year

Services:

(DBA) insurance

Total First Year

Total of all line-item prices:

First Year Total:

B.3.5

SECOND OPTION YEAR PRICES

CLIN

Service

Visit Per

Year Unit

Price/Service FFP Total

Per Year

Services:

(DBA) insurance

Total Second Year

Total of all line-item prices:

Second Year Total:

B.3.6

THIRD OPTION YEAR PRICES

CLIN

Service

Visit Per

Year Unit

Price/Service FFP Total

Per Year

Services:

(DBA) insurance

Total Third Year

Total of all line-item prices:

Third Year Total:

B.3.7

FOURTH OPTION YEAR PRICES

CLIN

Service

Visit Per

Year Unit

Price/Service FFP Total

Per Year

Services:

(DBA) insurance

Total Fourth Year

Total of all line-item prices:

Fourth Year Total:

B.3.8

GRAND TOTAL PRICE FOR BASE YEAR PLUS FOUR OPTION

YEARS

Base Year Total:

First Option Year Total:

Second Option Year Total:

Third Option Year Total:

Fourth Option Year Total:

Grand Total Price for all Years:

MINIMUM AND MAXIMUM AMOUNTS

During the Base Year of the contract, and during the option year that might be exercised, the United States Government (USG) shall place orders totaling a minimum of two (2) Task Orders. This reflects the contract minimum guarantee for each period of performance. The amount of all orders, for base and all option years shall not exceed twenty (20) Task Orders This reflects the contract maximum.

B.4 ORDERING - The Government shall issue task orders for ordering all services under this contract. Task orders may be issued from the effective date of the contract until the end of the "Period of Performance." All task orders are subject to the terms and conditions of this contract. This contract shall take precedence in the event of conflict with any task order.

B.4.1 ISSUANCE OF TASK ORDERS - The Contracting Officer may issue task orders orally but will be confirm them in writing within three days.

B.4.2 SURVEY OF PROPERTY - Before performing work, the Contractor shall survey the property and verify the work required against the task, to determine if any discrepancies exist. The Contractor shall be responsible for any errors that might have been avoided by such a survey/review. The Contractor shall immediately report any discrepancies to the COR or the Contracting Officer and shall not begin work until such matters are resolved.

B.4.3 CONTENTS OF TASK ORDERS - The Contracting Officer shall issue task orders for maintenance as specified in the SOW attached on an as-needed basis. See the sample task order at Section J, Exhibit 2. Task orders shall include:

(a) Date of order

(b) Contract number

(c) Order number

(d) Location of property

(e) Amount of work (square meters or linear meters)

(f) Point of contact for questions

B.4.4 COMPLETION DATE – The Contractor shall complete all services on individual housing units within ten (10) days [Note to Contracting Officer: modify time frame as appropriate, keeping in mind the scope of services to be performed and any other local factors] of receipt of a task order. The time period specified above shall not begin until the Contractor is afforded reasonable access to the work site.

The time period specified above may be shortened if mutually agreed to by the contractor and the Government.

The completion date is fixed and may be extended only by a written modification signed by the Contracting Officer.

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1

INTRODUCTION

C.1.1 GENERAL - The U.S. Embassy Freetown requires a Annual Maintenance Contract for Kitchen Hoods, Wet-Chemical Fire Suppression System and Duct Cleaning contractor to perform on task orders on US Government owned properties. The Contractor shall furnish managerial, administrative and direct operational personnel to accomplish all work as required.

C.1.2 ENGLISH SPEAKING REPRESENTATIVE - The Contractor shall designate an English speaking representative who shall supervise the Contractor's workforce and be the Contractor's liaison with the Government.

C.1.2.

PERSONNEL - The Contractor shall be responsible for providing qualified technicians for each trade with relevant experience to perform PMS services on kitchood for task orders issued under this contract. Helper positions do not need to meet the experience requirement.

C.2 QUALITY ASSURANCE

The Contractor shall institute an appropriate inspection system including:

(a) Develop and maintain checklists of duties to be carried out,

(b) Ensure these duties are carried out by the supervisory staff and senior employees, and

(c) Perform inspections at all work locations to determine whether the various services are being performed according to the contract requirements.

The Contractor shall provide copies of all inspection reports to the COR.

The Contractor shall promptly correct and impove any shortcomings and/or substandard conditions noted in such inspections. The Contractor shall to the attention of the Contracting Officer or COR, for disposition, any conditions beyond the responsibility of the Contractor.

C.7

INSPECTION BY GOVERNMENT

The services performed and the supplies furnished for this contract 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 corrective action, within the scope of this contract, which may be required by the Contracting Officer as a result of such inspection.

ATTACHEMENT#1

US EMBASSY FREETOWN, SIERA LEONE

STATEMENT OF WORK

For Annual Maintenance Contract for Kitchen Hoods, Wet-Chemical Fire Suppression System and Duct Cleaning at US Embassy Freetown

SCOPE OF WORK

PROJECT: Annual Maintenance Contract for Kitchen Hoods, Wet Chemical Fire Suppression System, and Duct Cleaning.

LOCATION:

Chancery Building, US Embassy Freetown

The Embassy of The Unites States, Freetown, Siera Leone, requests a proposal for the project as described below.

1.

PROJECT DESCRIPTION:

The United States Embassy in Freetown has kitchen hoods, ducts and an Ansul wet-chemical fire suppression system in the kitchen fire suppression ventilation hoods as described below.

The purpose of this SOW is to secure the qualified labor required for successful completion of the following work at US Embassy in Freetown. This work statement applies to kitchen hoods and its fire suppression system, the duct and the components for service and maintenance, semi-annually for the period of one base year and four optional years from the date of commencement of the contract. The PM Service is preferred in the month of October for first visit and May for the second visit of each year’s contract. The work shall be completed in not more than seven (7) working days.

· The Chancery kitchen fire suppression system is only connected to the central Fire Alarm Control System of the building.

This maintenance contract includes but is not limited to following scopes:

· Two Kitchen Hoods, associated ducts, and the exhaust fans located on the roof, which is accessible by ladder from the 4th floor.

· The kitchen exhaust hoods and ducts should be cleaned properly in accordance with the NFPA 96.

· The contractor should use a duct cleaning machine with rotary scouring nozzles and/or brushes to conduct this duct system cleaning.

· Use the scraper or non-metallic brush at the interior duct surface at all accessible horizontal and vertical ducts. If required, US Embassy approved liquid cleaning chemicals. Vendor shall submit Safety Data Sheet (SDS) to the COR for approval.

· Ducting below the exhaust fan, at the ventilation hood, and at each handhole shall be cleaned by pressure washer. The contractor shall move or cover all kitchen equipment to protect from the water. The contractor shall control and dispose of all discharge water.

· Wash all exhaust fan blades, interior and exterior of fan housing, and the drip pan.

· Clean all grease filters, greases traps, and grease cups wherever installed.

· Contractor shall remove of grease and debris buildup from the duct system.

· Inspect for any blockages or damage within the ductwork.

· Thoroughly clean of exhaust fan blade and housing

· Application of degreaser and sanitizing agents as needed.

· Clean any grease buildup found in the ducts from the access doors before pressure washing.

· Final check for the operation of all kitchen hoods as per the manufacture’s manual and recommendation.

· Provide the list of spare parts to be maintained for the next PM visit.

· Test the fire suppression system in accordance with the requirements of NFPA 17A and manufacture’s design, installation, and maintenance manual.

· Obtain and review manufacturer's information for maintenance, servicing, testing, and operating.

· Clean and inspect the discharge nozzles, the fusible links and connecting wires, manual pull station and other components that are part of this system.

· A check to see that the kitchen fire hazard has not changed.

· An examination of all detectors, the expellant gas container, the agent container, releasing devices, piping, hose assemblies, nozzles, signals, all auxiliary equipment, and the liquid level of all non-pressurized wet chemical containers

· Verification that the agent distribution piping is not obstructed.

· Replace fusible links annually or as necessary during the visit without additional charges.

· Provide PM report within 7 days of service.

2. WORK STANDARDS

This Statement of Work requires the Contractor to furnish and provide expert technician for the kitchen hoods/exhaust and ANSUL authorized, factory trained and certified, or equally qualified personnel, and engineering support to assess, inspect, test, and perform Preventive Maintenance and operation at U.S. Embassy in Freetown. As required by the manufacture, those individuals responsible for the maintenance of the R-102 systems must be trained and hold a current ANSUL certificate Training Program. The contractor shall furnish all tools and test equipment and properly supervise all site personnel who are trained and qualified to work this system. Additionally, contractor personnel, as applicable, shall be factory trained and certified to perform work. In lieu of factory certifications, contractor personnel who possess prior experience with working on and operating these types of equipment. If the contractor desires to supplement factory certifications with hands on experience, the contractor shall submit with their proposal personnel qualification statements describing the type of work performed, equipment worked, duration of work, references and any additional training certificates, licensure, etc. that support the proposed personnel qualifications documentation. Minimum qualification experience time is two (2) years.

3.

PRODUCTS USED

The contractor shall provide Ansul propellant, fire suppression media, fusible links, and other single use or expired Ansul components as required. The contractor shall provide consumables like cleaning materials needed to perform the work. The contractor is responsible for supplying all preventive maintenance consumables required to carry out the contract and safety equipment to complete this SOW. For all chemicals, vendor should provide the MSDS to the COR prior to use.

4.

ENGINEERING ASSESSMENT & OTHER SITE REQUIRED WORK

Additionally, the contractor shall provide professional engineering services, assessments, inspections, and provide recommendations for any systems or equipment found to be defective, misapplied, incorrectly applied, or installed, etc. or otherwise deemed a safety, functionality, or reliability hazard. For any equipment or systems determined to be in a failed or unusable state, the contractor shall perform a root cause failure analysis to determine the latent failure root and assess the equipment for repair/replacement requirements. All work shall be completed in accordance with this statement of work, specific task/delivery order requirements and in accordance with manufacturer instructions, to verify and validate the electrical usability, integrity and continued functionality of the kitchen hoods, dish washer hood, and fire suppression system. During this work the contractor should note any other known problems at Post that they either witness or are made aware of by embassy personnel.

5. SERVICE INTERRUPTIONS

The contractor shall plan, coordinate, and schedule all site work with the Facility Manager. Where the kitchen hood system / fire protection, detection, or evacuation alarms are affected, advance written approval of the Facility Manager shall be obtained. The implementation plan should be focused on minimizing any interruptions.

6. DEFECTIVE EQUIPMENT

For any failed, unusable, or inoperable equipment, the contractor shall perform an equipment failure investigation and root cause failure analysis to determine latent root failure causes to identify and document the failure, resultant damages and to provide information and data to avoid future failure occurrences and to develop a statement of work to repair/replace defective equipment components and/or replace the equipment in its entirety.

7. SITE RESTORATION

The contractor shall ensure that all facilities receiving this work shall be left in a condition acceptable to the Facility Manager and COR.

8. DISPOSAL OF MATERIALS REMOVED

The embassy shall be responsible for the disposal of all trash created while performing this work statement. The contractor shall transport all materials to be disposed of from the point of removal to the designated disposal storage site and shall ensure that all items removed through this work are disposed of properly.

9. TRAINING

The contractor shall train one or more embassy representatives in the proper operation and maintenance of the Kitchen hoods, Dish Washer hood, and Wet-chemical fire suppression systems. Training shall be given until the representatives have an adequate comfort level with the unit’s operation and maintenance, not to exceed 2-3 hours.

10. SELECTION CRITERIA

Contractors will be selected based upon their prior work experiences, cost estimates, availability of sufficient technical personnel to manage this project.

11. CONTENT OF PROPOSAL FROM CONTRACTORS

a. Provide cost for Work Specified in Project description.

b. Documentation on prior experience in related type work or projects

c. Work schedule – Outlining activities that justify that entire work in completed time frame.

12. SAFETY

Safety is the highest priority on this and all OBO/CFSM/FM projects. The contractor shall direct all of those under his charge to work safely. Regular safety meetings shall be held among on-site contractor personnel, and safety concerns shall be brought to the attention of the Post Safety and Health Officer (POSHO) and the COR.

a. SAFETY PLAN must be submitted by the contractor after contract is awarded but prior to the commencement of work. POSHO or A-POSHO will review and approve contractor’s Safety Plan.

b. The Contractor shall prepare and include an Activity Hazard Analyses (AHA) in Safety Plan, for high hazard work, prior to the start of work. POSHO or A-POSHO will review and approve contractor’s Safety Plan including AHA.

c. The Contractor shall refer to the: U.S. Army Corps of Engineers Safety and Health Requirements Manual EM 385-1-1 (http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM_ 385-1-1.pdf) and Occupational Safety and Health Administration (OSHA) online at www.osha.gov as the source of minimum standards for the safety and health program at post construction projects.

d. The Contractor shall be responsible for conducting the work in a manner that ensures the safety of employees and visitors at the US Embassy, and the Contractor’s employees.

e. The Contractor shall be solely responsible for risk assessments, managing health, and safety issues associated with this project.

f. The contractor must document in the bid for work how the hazard controls will be implemented and maintained during the project.

g. Contractor shall be responsible for any mishaps, injuries or accidents which occur during the project.

h. Any mishaps and near misses involving contractor’s employees must be reported to the COR and FM/POSHO or A-POSHO within 24 hours.

i. Based on hazard assessments, Contractors shall provide or afford each affected employee personal protective equipment (PPE) that will protect the employee from hazards. At a minimum PPE shall consist of safety glasses and/or goggles for eye protection, hard hats for head protection, and closed toe shoes. Closed shoes with steel toe are mandatory for employees using power actuated tools like jack hammer, pick for excavation, axe for cutting trees, and for work that requires lifting heavy materials. Sandals or athletic shoes are not acceptable. PPE such as gloves, dust masks, ear buds, and face shield are recommended. These items must be provided at the Contractor’s expense. All contractor personnel shall wear hard hats, safety glasses, earplugs, gloves, close-toes shoes, and any other Personal Protection Equipment deemed necessary by the COR and Facility Manager/POSHO or A-POSHO.

f. Workers may use discretion if they feel unsafe in using the equipment in a hostile environment.

g. Any worker at an elevated location above 1.8 meters (6 feet), except for a portable ladder, must be provided and utilize a safety harness with lanyard. These items must be in good condition and free from cuts and damages.

h. Scaffoldings should be provided by Contractors for working at heights where ladder use is unsafe. Fall harness should also be provided.

i. Welders must have proper PPE: welding goggles/mask, leather gloves, apron or welding jacket that is fire rated. Dedicated fire extinguisher should be on the vicinity of work site. Fire curtain should be used not to expose welding sparks to others.

j. All electrical equipment such as drilling machine, welding machine, portable grinder, power strips and electrical extension cords must be in good working condition, properly grounded and be free from any cuts/defects on the insulation cover. Three pin plugs should be used instead of live wire while plugging on the power outlets.

k. Use wooden or fiber ladders instead of metal ladders while working on electricity.

l. Contractor shall keep the site clean and organized on daily basis.

m. The COR or GTM reserves the right to stop the work if any unsafe contractor conditions are observed or encountered. The Embassy Escort may temporarily stop work for any unsafe action.

n. Contractor employee should attend mandatory safety briefing and training provided by the US Embassy Safety team before starting the project.

o. The Contactor must have a competent person on-site for inspection of equipment, training workers in the safe use of equipment and the recognition of hazards related to their use, supervision, and identifying and correcting unsafe work practices for high hazard work.

t. Safety Training:

i. Provide specific training to supervisory personnel and all craft workers of the Contractor and subcontractors in proper use and care of specific personal protective gear, equipment, and clothing.

ii. Contractor and subcontractor employees shall be trained and supervised by qualified persons to perform and recognize hazardous work operations and work performed with hazardous conditions to which they have been assigned safely and confidently.

iii. Contractor shall conduct safety meeting on periodic basis as required before starting work at high hazard area.

13. REQUIREMENTS AND DELIVERABLES

The contractor shall provide one copy of a typed summary report within 7 days of site work statement completion. The report must be written in the English language. The report can be either hard copy or delivered electronically. Report to be delivered to the post’s Facility Manager/COR. Required deliverables are as follows:

· Narrative summary of site report needs to be provided to include all findings, repairs, or corrective measures, completed inspection and testing checklists.

· Completed testing and inspection form for kitchen hood and Wet-chemical Fire Suppression System.

· List of spare parts that Post need to purchase for the next visit.

All final project closeout documentation and final invoice shall be submitted 15 days following completion of the Post visit.

14. SECURITY REQUIREMENTS

a. A list of all personnel working on the project should be submitted to COR alongside their Copy of Identity Cards for each personnel that will work at site. Our security office will take approximately 2-3 days to process and allow access. Prior Submission of access request is required from the vendor.

b. While on Embassy property, all personnel must be always escorted. Any personnel found unescorted will be removed from the project immediately.

c. Job site personnel will be issued a visitors’ badge by the Security staff and this badge must be always worn.

15. PROJECT COMMENCEMENT

a. The contractor shall provide a travel schedule detailing number of days at site, travel days and full itinerary routing as a work plan in conjunction with cost proposal.

b. Notice to Proceed (NTP) will be issued once the contractor gets security vetting and insurance.

16. POINTS OF CONTACT

All the queries shall be sent to US Embassy GSO Procurement Office

End of SOW

SECTION D - PACKAGING AND MARKING

D.1 The Contractor shall mark materials delivered to the facility manager-US Embassy Freetown as follows:

19SL2024Q0014/FAC/PMSC Kitchen Hood Fire Suppression Contract

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.

THE FOLLOWING FEDERAL ACQUISITION REGULATION CLAUSE(S) IS/ARE INCORPORATED BY REFERENCE:

CLAUSE

TITLE AND DATE

52.246-4

INSPECTION OF SERVICES - FIXED PRICE (AUG 1996)

52.246-12

INSPECTION OF CONSTRUCTION (AUG 1996)

52.246-26

REPORTING NONFORMING ITEMS (JUN 2020)

SECTION F - DELIVERIES OR PERFORMANCE

F.1

52.252‑2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

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

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

THE FOLLOWING FEDERAL ACQUISITION REGULATION CLAUSE(S) IS/ARE INCORPORATED BY REFERENCE:

CLAUSE

TITLE AND DATE

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 performance period of this contract is from the start date in the award and continuing for 12 months, with 4 one-year options to renew. The initial period of performance includes any transition period authorized under the contract.

F.3.

DELIVERABLES

The Contractor shall deliver the following items:

F.4

ACCEPTANCE OF SCHEDULE

When the Government has accepted any time schedule, it shall be binding on the Contractor. The completion date is fixed and may be extended only by a written modification to the task order signed by the Contracting Officer. Acceptance or approval of any schedule or revision thereof by the Government shall not:

(a) extend the completion date or obligate the Government to do so,

(b) constitute acceptance or approval of any delay, nor

(c) 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.5

NOTICE OF DELAY

The Contractor shall notify the Government if the contractor receives a notice of any change in the work, or if any other conditions arise that may cause or are actually causing delays and the Contractor believes may result in completion of the project after the completion date. The notification shall state 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. The Contractor shall give such notice promptly, not more than ten (10) days following the first occurrence of event giving rise to the delay or prospective delay. The Contractor shall obtain the approval of the Contracting Officer for any revisions to the approved time schedule.

F.6

WORKING HOURS

The Contractor shall perform all work during Monday through Thursday 8:00am-4pm and on Fridays 8:00am-12:00noon except for the holidays identified in Sections I.15. The Contracting Officer may approve other hours. The Contractor shall give 24 hours advance notice to the Contracting Officer, who may consider any deviation from the hours identified above. Changes in work hours will not be a cause for a price increase if initiated by the Contractor.

F.7

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

(a) must be one that the Contractor could not have reasonably anticipated and taken adequate measures to protect against,

(b) cannot be overcome by reasonable efforts to reschedule the work, and

(c) directly and materially affects the date of final completion of the project.

F.8

POST AWARD CONFERENCE

The Government will hold a post award conference ten (10) days after contract award at the US Embassy Freetown to discuss the location and type of residences to be serviced, submittals, personnel issues, procedures and other important matters concerning the 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

G.1.2

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

Forward all invoices to Freetownvendorinvoices@state.gov for payment purposes.

G.2.1

GENERAL

The Contractor shall follow Section I, 52.232-5, "Payments Under Fixed-Price Construction Contracts.” The following subsections elaborate upon the information contained in that clause.

G.2.2

DETAIL OF PAYMENT REQUESTS

The Contractor’s requests for payment, which shall be made no more frequently than monthly shall cover the value of labor and materials completed and in place, including a prorated portion of overhead and profit.

G.2.3

PAYMENTS TO SUBCONTRACTORS

The Contractor shall make timely payment from the proceeds of the progress or final payment to subcontractors and suppliers following the Contractor's contractual arrangements with them.

G.2.4

EVALUATION BY THE CONTRACTING OFFICER

The Contracting Officer shall make a determination as to the amount that is due after an inspection of the work. The Contracting Officer shall advise the Contractor if the Contracting Officer does not approve payment of the full amount applied for, less the retainage addressed in FAR 52.232-5.

G.2.5

ADDITIONAL WITHHOLDING

Independently of monies retained by the Government under FAR 52.232-5 the Government may withhold from payments due the Contractor any amounts 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 that the Contractor may be held liable under this contract, including but not limited to the actual or prospective costs of correction of defective work and costs for failure to make adequate progress.

G.2.6.

PAYMENT

In accordance with 52.232-27(a), the 14-day period identified in FAR 52.232-27(a)(1)(i)(A) is changed to 30 days.

G.3

RECORDKEEPING REQUIREMENTS

The Contractor and the COR shall both maintain a complete and accurate management file. The file shall contain, as a minimum, the following items:

(a) The Government's copies of all task orders issued under this contract, and all inspection reports completed by the COR (OF-127). These forms will be supplied to advise the Contractor of service requests and to document the performance of all work.

(b) Contractor’s Service Report forms, documenting arrival and departure time of the contractor's representative performing the service, and all information on parts installed for major repairs only.

(c) Documentation of any complaints from post personnel or unusual incidents that may have taken place during the visit to the site.

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1

ISSUANCE OF ORAL TASK ORDERS

The Contracting Officer may issue oral task orders, as stated in Section B.4.1. Any oral task orders issued shall be confirmed in writing within three days when the Mission is open for business. U.S. or local holidays observed by the Mission and natural disasters or other emergencies that result in a suspension of normal operations shall not be counted against the three-day period. In all cases, the Contractor must begin work after receipt of an oral order, without waiting for written confirmation.

H.2

ORDERING OFFICIAL

The designated ordering individual for this contract is the Contracting Officer.

H.3

BOND REQUIREMENTS

H.3.1

TYPE OF BONDS

The Contractor shall furnish:

(1) a performance and guaranty bond and a payment bond on forms provided by and from sureties acceptable to the Government, each in the amount of 20% of the contract price, or

(2) comparable alternate performance security approved by the Government such as a letter of credit shown in Section J.

H.3.2

TIME FOR SUBMISSION

The Contractor shall provide the bonds required by Paragraph H.1.1 within ten (10) days after contract award. Failure to submit:

(1) the required bonds other security acceptable to the Government;

(2) bonds from an acceptable surety; or

(3) bonds in the required amount, may result in rescinding or termination of the contract by the Government.

The Contractor shall be liable for costs described in FAR 52.249-10, "Default (Fixed-Price Construction) if the contract is terminated.

H.3.3

COVERAGE

The bonds or alternate performance security shall guarantee:

(a) the Contractor's completion of the work within the contract time,

(b) the correction of any defects after completion as required by this contract,

(c) the payment of all wages and other amounts payable by the Contractor under its subcontracts or for labor and materials, and

(d) the satisfaction or removal of any liens or encumbrances placed on the work.

H.3.4

DURATION OF COVERAGE

The required performance and payment securities shall remain in effect in the full amount required until final acceptance of the project by the Government. At that time, the penal sum of the performance security only shall be reduced to 10% of the contract price. The performance security shall remain in effect for one year after the date of final completion and acceptance, and the Contractor shall pay any premium required for the entire period of coverage. The requirement for payment security terminates at final acceptance.

H.3.5 52.228-2

ADDITIONAL BOND SECURITY (OCT 1997)

The Contractor shall promptly furnish additional security required to protect the Government and persons supplying labor or materials under this contract if –

(a) Any surety upon any bond, or issuing financial institution for other security, furnished with this contract becomes unacceptable to the Government;

(b) Any surety fails to furnish reports on its financial condition as required by the Government; or

(c) The contract price is increased so that the penal sum of any bond becomes inadequate in the opinion of the Contracting Officer; or

(d) An irrevocable letter of credit (ILC) used as security will expire before the end of the period of required security. If the Contractor does not furnish an acceptable extension or replacement ILC, or other acceptable substitute, at least 30 days before an ILC’s scheduled expiration, the Contracting Officer has the right to immediately draw on the ILC.

H.4

INSURANCE

H.4.1

AMOUNT OF INSURANCE

The Contractor is required to provide whatever insurance is legally necessary under Section I, 52.228-5, "Insurance - Work on a Government Installation.” The Contractor shall, at its own expense, provide and maintain during the entire performance period the following insurance amounts:

General Liability (includes premises/operations, collapse hazard, products, completed operations, contractual, independent contractors, broad form property damage, personal injury)

General Liability

(1) Bodily injury on or off the site in U.S. dollars:

Per Occurrence $7,500.00

Cumulative $10,000.00

(2) Property damage on or off the site in U.S. dollars:

Per Occurrence $5,000.00

Cumulative $7,000.00

The types and amounts of insurance are the minimums required. The Contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims.

The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to:

(a) any property of the Contractor,

(b) its officers,

(c) agents,

(d) servants,

(e) employees, or

(f) any other person, arising from and incident to the Contractor's performance of this contract.

The Contractor shall hold harmless and indemnify the Government from any and all claims arising, except in the instance of gross negligence on the part of the Government.

The Contractor shall obtain adequate insurance for damage to, or theft of, materials and equipment in insurance coverage for loose transit to the site or in storage on or off the site.

H.4.2

GOVERNMENT AS ADDITIONAL INSURED

The general liability policy required of the Contractor shall name "the United States of America, acting by and through the Department of State,” as an additional insured with respect to operations performed under this contract.

H.4.3

TIME FOR SUBMISSION OF EVIDENCE OF INSURANCE

The Contractor shall provide evidence of the insurance within ten (10) days after contract award. Failure to timely submit this evidence, in a form acceptable to the Contracting Officer, may result in rescinding or termination of the contract by the Government.

H.5

GOVERNING LAW

The laws of the United States shall govern the contract and the interpretation of the contract.

H.6

LANGUAGE PROFICIENCY

The manager, assigned by the Contractor to superintend the work on-site required by 52.236-6, "Superintendence by the Contractor” shall be fluent in written and spoken English.

H.7

LAWS AND REGULATIONS

H.7.1

COMPLIANCE REQUIRED

The Contractor shall, without additional expense to the Government, be responsible for complying with all host country laws, codes, ordinances, and regulations applicable to the performance of the work, and with the lawful orders of any governmental authority having jurisdiction. Host country authorities may not enter the construction site without the permission of the Contracting Officer. Unless directed by the Contracting Officer, the Contractor shall comply with the more stringent of:

(a) the requirements of such laws, regulations and orders; or

(b) the contract.

If a conflict between the contract and such laws, regulations and orders, the Contractor shall promptly advise the Contracting Officer of the conflict and recommend a proposed course of action for resolution by the Contracting Officer.

H.7.2

LABOR, HEALTH AND SAFETY LAWS AND CUSTOMS

The Contractor shall comply with all local labor laws, regulations, customs and practices pertaining to labor, safety, and similar matters, unless doing so would be inconsistent with the requirements of this contract.

H.7.3

SUBCONTRACTORS

The Contractor shall give written assurance to the Contracting Officer that all subcontractors and others performing work on or for the project have obtained all required licenses and permits.

H.7.4

EVIDENCE OF COMPLIANCE

The Contractor shall submit proper documentation and evidence of compliance with this clause to the Contracting Officer.

H.8

RESPONSIBILITY OF CONTRACTOR

H.8.1

DAMAGE TO PERSONS OR PROPERTY

The Contractor shall be responsible for all damages to persons or property that occur as a result of the Contractor's fault or negligence. The Contractor shall take proper safety and health precautions to protect the work, the workers, the public, and the property of others.

H.8.2

RESPONSIBILITY FOR WORK PERFORMED

The Contractor shall be responsible for all materials delivered and work performed until final completion and acceptance of the entire work, except for any completed unit of work that may have been accepted in writing under the contract.

H.9

MAINTENANCE OPERATIONS

H.9.1

OPERATIONS AND STORAGE AREAS

(a) Confinement to Authorized Areas. The Contractor shall confine all operations (including storage of materials) on Government premises to areas authorized or approved by the Contracting Officer.

(b) Vehicular Access. The Contractor shall use only established site entrances and roadways.

H.9.2

USE OF PREMISES

(a) Occupied Premises. If the premises are occupied, the Contractor, its subcontractors, and their employees shall comply with the regulations promulgated by the Government governing access to, operation of, and conduct while in or on the premises. The Contractor shall perform the work required under this contract without unreasonably interrupting or interfering with the conduct of Government business.

(b) Requests from Occupants. The Contractor shall refer to the Contracting Officer any request received by the Contractor from occupants of existing buildings to change the sequence of work.

(c) Access Limited. The Contractor, its subcontractors and their employees shall not have access to or be admitted into any building or portion of the site outside the areas designated in this contract except with the permission of the Contracting Officer.

H.10

SAFETY

H.11

SUBCONTRACTORS AND SUPPLIERS

H.11.1

CLAIMS AND ENCUMBRANCES

The Contractor shall satisfy all lawful claims of any persons or entities employed by the Contractor, including:

(a) subcontractors,

(b) material men and laborers, for all labor performed and materials furnished under this contract, including the applicable warranty or correction period.

The Contractor shall not at any time permit any lien, attachment, or other encumbrance to be entered against or to remain on the building(s) or the premises as a result of nonperformance of any part of this contract.

H.11.2

APPROVAL OF SUBCONTRACTORS

(a) Review and Approval. The Government reserves the right to review proposed subcontractors for a period of five (5) days before providing notice of approval or rejection.

(b) Rejection of Subcontractors. The Government reserves the right to reject any or all subcontractors proposed if their participation in the project may cause damage to the national security interests of the United States. The Contractor agrees to promptly replace any subcontractor rejected by the Government under this clause.

H.12

CONTRACTER PERSONNEL

H.12.1

REMOVAL OF PERSONNEL

The Contractor shall:

(a) maintain discipline at the site and at all times;

(b) take all reasonable precautions to prevent any unlawful, riotous or disorderly conduct by or amongst those employed at the site; and

(c) take all reasonable precautions for the preservation of peace and protection of persons and property in the neighborhood of the project against unlawful, riotous, or disorderly conduct.

The Contracting Officer may require, in writing, that the Contractor remove from the work any employee that the Contracting Officer determines:

(a) incompetent,

(b) careless,

(c) insubordinate or

(d) otherwise objectionable, or

(e) whose continued employment on the project is deemed by the…