19SN1026R0008 - Solicitation.pdf

SECTION

15A. NAME AND

ADDRESS

OF OFFEROR

SOLICITATION, OFFER, AND AWARD 1. This Contract is a Rated Order under the Defense Priorities and Allocations System (DPAS) - Code of Federal Regulations - at 15 CFR 700.

RATING PAGE OF PAGES

2. CONTRACT NUMBER 3. SOLICITATION NUMBER 4. TYPE OF SOLICITATION 5. DATE ISSUED 6. REQUISITION/PURCHASE NUMBER

CODE7. ISSUED BY 8. ADDRESS OFFER TO (If other than item 7)

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

SOLICITATION

9. Sealed offers in original and copies for furnishings the supplies or services in the Schedule will be received at the place specified in item 8, or if hand carried, in the depository located in until local time

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision Number 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

10. FOR

INFORMATION

CALL:

A. NAME B. TELEPHONE (NO COLLECT CALLS)

AREA CODE NUMBER EXTENSION

C. EMAIL ADDRESS

11. TABLE OF CONTENTS

(X) DESCRIPTION PAGE(S) (X) SECTION PAGE(S)DESCRIPTION

A

B

C

D

E

F

G

H

I

J

K

L

M EVALUATION FACTORS FOR AWARD

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS

PART IV - REPRESENTATIONS AND INSTRUCTIONS

LIST OF ATTACHMENTS

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

CONTRACT CLAUSESSOLICITATION/CONTRACT FORM

SUPPLIES OR SERVICES AND PRICES/COSTS

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

PACKAGING AND MARKING

INSPECTION AND ACCEPTANCE

DELIVERIES OR PERFORMANCE

CONTRACT ADMINISTRATION DATA

SPECIAL CONTRACT REQUIREMENTS

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

OFFER (Must be fully completed by offeror)

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause Number 52.232-8)

14. ACKNOWLEDGMENT OF AMENDMENTS

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

10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS (%)

DATEAMENDMENT NUMBERAMENDMENT NUMBER DATE

CODE FACILITY 16. NAME AND THE TITLE OF PERSON AUTHORIZED TO SIGN OFFER

(Type or print)

15B. TELEPHONE NUMBER

AREA CODE NUMBER EXTENSION

15C. CHECK IF REMITTANCE ADDRESS IS

DIFFERENT FROM ABOVE - ENTER

SUCH ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATE

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL OPEN COMPETITION UNDER THE

UNITED STATES CODE AT:

10 U.S.C. 3204(a) ( )41 U.S.C. 3304(a)

24. ADMINISTERED BY (If other than Item 7)

26. NAME OF CONTRACTING OFFICER (Type or print)

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

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

25. PAYMENT WILL BE MADE BY

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

CODE

ITEM

STANDARD FORM 33 (REV. 12/2022)

Prescribed by GSA - FAR (48 CFR) 53.214 (c)

SEALED BID (IFB) INVITATION FOR BID

NEGOTIATED (RFP) REQUEST FOR

PROPOSAL

(Hour) (Date)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

1 91

PR15692443

SGProcurementRFQ@state.gov U.S. Embassy Singapore, Attn: GSO/Procurement

27 Napier Road, Singapore 258508

19SN1026R0008

at the US Embassy in Singapore 1630

Kevin M. Philips / Grace Ng SGProcurementRFQ@state.gov

2-11 12-19 21-22 23-26 27-28 29-37 90-91

83-89

57-70

38-56

3/23/2026

3/2/2026

U.S. Embassy Singapore, Attn: FMO 27 Napier Road, Singapore 258508 Email: SingaporeDBO@state.gov

U.S. Embassy Singapore, Attn: GSO/Procurement 27 Napier Road, Singapore 258508

71-82

RFP No. 19SN1026R0008

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 scheduled preventive maintenance services for cooling towers, sand-filter pumps and water treatment systems at the U.S. Embassy in Singapore, as described in Section C, DESCRIPTION/SPECIFICATIONS/WORK STATEMENT, of this contract and exhibits attached in Section J. Please see Exhibit G for the list of equipment that is covered under this preventive maintenance contract.

B.2 TYPE OF CONTRACT

This is a Hybrid Indefinite Delivery, Indefinite Quantity (IDIQ) contract consisting of both Firm- Fixed-Price (FFP) Contract Line Item Numbers (CLINs) for scheduled maintenance services as defined in the Comprehensive Maintenance Plan (CMP) and IDIQ, Firm-Fixed-Unit-Price CLINs for unscheduled maintenance and repair services (including emergency services) that are not defined in the contract.

(a) For scheduled preventive maintenance services, the contract is Firm-Fixed-Price (FFP). The fixed price shall include all work, including labor, consumables, tools, documentation, reporting, overhead, and supervision necessary to perform the recurring preventive maintenance, water treatment support, and NEA-mandated testing and disinfection. The Government will issue scheduled task orders generated by the CMMS (Computer Maintenance Management System) on a monthly, quarterly, or semi-annual basis. These task orders shall identify the listed system/equipment number, location, and task description.

(b) For the unscheduled maintenance and repair services (IDIQ), individual delivery orders will be issued using the fixed hourly labor rates identified in the applicable IDIQ CLINs. The actual amount of work to be performed shall be authorized by written delivery orders issued by the Contracting Officer. Oral orders may be issued only under emergency circumstances and shall be confirmed in writing within three (3) business days. The Government retains the right to engage a third-party vendor to perform unscheduled services if it is in the best interest of the Government. Delivery Orders issued under this contract shall specify the actual quantities for IDIQ CLINs. All unit prices shall remain firm for the duration of the contract, including all option periods. See Exhibit B-2 for a sample of an unscheduled Work Order.

B.3.1 Goods and Services Tax (GST)

The Contractor shall include GST as a separate charge on each invoice and as a separate line item in Section B. GST shall not be included in any unit prices or fixed prices and shall be shown separately.

The applicable GST rate shall be the rate in effect at the time of invoicing in accordance with Singapore law. GST shall be applied only if the Contractor is registered for GST in Singapore. If the Contractor is not GST-registered, the GST amount shall be shown as “$0”, and each invoice shall include a statement indicating that the “Contractor is not registered for GST in Singapore.”

The Contractor is solely responsible for determining its GST registration status and for compliance with all applicable Singapore tax laws. The Government shall not be liable for any penalties, interest, or additional taxes arising from the Contractor’s failure to properly register for, calculate, report, or remit GST. Any change in GST law or rate after contract award shall be applied as required by law and shall not constitute a change to the contract price.

B.3.2 Defense Base Act (DBA) Insurance

The Contractor shall obtain and maintain Defense Base Act (DBA) insurance in accordance with 42 U.S.C. § 1651 et seq. and FAR 28.309 and FAR clause 52.228-3, Defense Base Act Insurance.

Coverage shall extend to all Contractor and subcontractor employees engaged in the performance of this contract, regardless of nationality, citizenship, or place of hire, unless a waiver is granted by the U.S. Department of Labor. DBA insurance shall be maintained for the entire period of contract performance, including all option periods exercised.

DBA insurance shall be purchased after contract award and prior to commencement of performance and shall be priced and paid under a separate FFP Contract Line Item Number (CLIN). Evidence of DBA insurance coverage (e.g., certificate of insurance) shall be furnished to the Contracting Officer and the Contracting Officer’s Representative (COR) prior to issuance of the Notice to Proceed and shall remain current throughout the contract performance.

B.3.3 Currency

All prices shall be submitted in Singapore Dollars, and all payments by the Government shall be made in Singapore Dollars.

B.3.4 Scheduled Maintenance Services

(a) In consideration of satisfactory performance of all the scheduled services required under this contract, the Contractor shall be paid a fixed-price per month for Scheduled Maintenance Services. No additional sums will be payable on account of any escalation in the cost of materials, equipment, or labor 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.3.5 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 authorized by the Contracting Officer.

(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 handling. If GST charges are paid, then they must be itemized in each delivery order.

B.3.6 Emergency Services

(a) Emergency services shall be issued and priced at the same rates as unscheduled services.

(b) The Contractor shall also be reimbursed for costs for any materials/equipment ordered under the delivery 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 the purchase price of material/equipment, cost of transportation and cost of handling. If GST charges are paid then they must be itemized in each delivery order.

B.3.7 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) The 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) The 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 a conflict with any order.

B.4 BASE PERIOD PRICES

B.4.1. Scheduled Maintenance Services.

The fixed-price for the base year (starting on the date stated in the Notice to Proceed and continuing for a period of twelve (12) months) is:

CLIN DESCRIPTION QTY

UNIT PRICE

(S$)

TOTAL PER

YEAR (S$)

001 Maintenance Services (Monthly) 12

002 Maintenance Services (Quarterly) 4

003 Maintenance Services (half-yearly) 2

004 Maintenance Services (annually) 1

005 Water Treatment Services 12

006 Defense Base Act Insurance LS

007 Goods and Services Tax (GST) LS

Total for FFP CLIN 001-007

B.4.2. Unscheduled Maintenance Services - Indefinite Delivery, Indefinite Quantity (IDIQ)

The services identified below are unscheduled maintenance and repair services. All estimated quantities are for evaluation purposes only. Payment shall be based on actual hours authorized and performed under individual delivery orders.

Normal Working Hours

CLIN

008 DESCRIPTION Estimated Qty

Fixed hourly Rate (S$)

Total estimated Price (S$)

A. HVAC Maintenance Engineer 10 hours

B. HVAC Technician 40 hours

C. HVAC Helper 20 hours

D. Goods and Services Tax (GST) LS

Sub-total for IDIQ CLIN 008

Outside Normal Working Hours

CLIN

009 DESCRIPTION Estimated Qty

Fixed hourly Rate (S$)

Total estimated Price (S$)

A. HVAC Maintenance Engineer 8 hours

B. HVAC Technician 10 hours

C. HVAC Helper 10 hours

Sub-total for IDIQ CLIN 009

DESCRIPTION PRICE (S$)

Sub-total for FFP CLINS 001 – 007 Sub-total for IDIQ CLINS 008 - 009

GRAND TOTAL (BASE YEAR)

B.5 FIRST OPTION YEAR PRICES

B.5.1. Scheduled Maintenance Services.

The fixed price for each option year, if exercised, shall be effective for a period of twelve (12) months beginning on the day after expiration of the preceding contract period.

CLIN DESCRIPTION QTY

UNIT PRICE

(S$)

TOTAL PER

YEAR (S$)

101 Maintenance Services (Monthly) 12

102 Maintenance Services (Quarterly) 4

103 Maintenance Services (half-yearly) 2

104 Maintenance Services (annually) 1

105 Water Treatment Services 12

106 Defense Base Act Insurance LS

107 Goods and Services Tax (GST) LS

Total for FFP CLINS 101-107

B.5.2. Unscheduled Maintenance Services - Indefinite Delivery, Indefinite Quantity (IDIQ)

The services identified below are unscheduled maintenance and repair services. All estimated quantities are for evaluation purposes only. Payment shall be based on actual hours authorized and performed under individual delivery orders.

Normal Working Hours

CLIN

108 DESCRIPTION Estimated Qty

Fixed hourly Rate (S$)

Total estimated Price (S$)

A. HVAC Maintenance Engineer 10 hours

B. HVAC Technician 40 hours

C. HVAC Helper 20 hours

Sub-total for IDIQ CLIN 108

109 DESCRIPTION Estimated Qty

Fixed hourly Rate (S$)

Total estimated Price (S$)

A. HVAC Maintenance Engineer 8 hours

B. HVAC Technician 10 hours

C. HVAC Helper 10 hours

D. Goods and Services Tax (GST) LS

Sub-total for IDIQ CLIN 109

Sub-total for FFP CLINS 101 – 107 Sub-total for IDIQ CLINS 108 - 109

GRAND TOTAL (FIRST OPTION YEAR)

B.6 SECOND OPTION YEAR PRICES

B.6.1. Scheduled Maintenance Services.

(S$)

TOTAL PER

YEAR (S$)

201 Maintenance Services (Monthly) 12

202 Maintenance Services (Quarterly) 4

203 Maintenance Services (half-yearly) 2

204 Maintenance Services (annually) 1

205 Water Treatment Services 12

206 Defense Base Act Insurance LS

207 Goods and Services Tax (GST) LS

Total for FFP CLINs 201-207

B.6.2. Unscheduled Maintenance Services - Indefinite Delivery, Indefinite Quantity (IDIQ) quantities are for evaluation purposes only. Payment shall be based on actual hours authorized and performed under individual delivery orders.

Normal Working Hours

CLIN

208 DESCRIPTION Estimated Qty

Fixed hourly Rate (S$)

Total estimated Price (S$)

A. HVAC Maintenance Engineer 10 hours

B. HVAC Technician 40 hours

C. HVAC Helper 20 hours

Sub-total for IDIQ CLIN 208

Outside Normal Working Hours

CLIN

209 DESCRIPTION Estimated Qty

Fixed hourly Rate (S$)

Total estimated Price (S$)

A. HVAC Maintenance Engineer 8 hours

B. HVAC Technician 10 hours

C. HVAC Helper 10 hours

D. Goods and Services Tax (GST) LS -

Sub-total for IDIQ CLIN 209

Sub-total for FFP CLINS 201 – 207 Sub-total for IDIQ CLINS 208 – 209

GRAND TOTAL (SECOND OPTION YEAR)

B.7 THIRD OPTION YEAR PRICES

B.7.1. Scheduled Maintenance Services.

(S$)

TOTAL PER

YEAR (S$)

301 Maintenance Services (Monthly) 12

302 Maintenance Services (Quarterly) 4

303 Maintenance Services (half-yearly) 2

304 Maintenance Services (annually) 1

305 Water Treatment Services 12

306 Defense Base Act Insurance LS

307 Goods and Services Tax (GST) LS

Total for FFP CLINs 301-307

B.7.2. Unscheduled Maintenance Services - Indefinite Delivery, Indefinite Quantity (IDIQ) quantities are for evaluation purposes only. Payment shall be based on actual hours authorized and performed under individual delivery orders.

Normal Working Hours

CLIN

308 DESCRIPTION Estimated Qty

Fixed hourly Rate (S$)

Total estimated Price (S$)

A. HVAC Maintenance Engineer 10 hours

B. HVAC Technician 40 hours

C. HVAC Helper 20 hours

Sub-total for IDIQ CLIN 308

309 DESCRIPTION Estimated Qty

Fixed hourly Rate (S$)

Total estimated Price (S$)

A. HVAC Maintenance Engineer 8 hours

B. HVAC Technician 10 hours

C. HVAC Helper 10 hours

Sub-total for IDIQ CLIN 309

Sub-total for FFP CLINS 301 – 307 Sub-total for IDIQ CLINS 308 - 309

GRAND TOTAL (THIRD OPTION YEAR)

B.8 FOURTH OPTION YEAR PRICES

B.8.1. Scheduled Maintenance Services.

(S$)

TOTAL PER

YEAR (S$)

401 Maintenance Services (Monthly) 12

402 Maintenance Services (Quarterly) 4

103 Maintenance Services (half-yearly) 2

404 Maintenance Services (annually) 1

405 Water Treatment Services 12

406 Defense Base Act Insurance LS

407 Goods and Services Tax (GST) LS

Total for FFP CLINs 401-407

B.8.2. Unscheduled Maintenance Services - Indefinite Delivery, Indefinite Quantity (IDIQ)

The services identified below are unscheduled maintenance and repair services. All estimated quantities are for evaluation purposes only. Payment shall be based on actual hours authorized and performed under individual delivery orders.

Normal Working Hours

CLIN

408 DESCRIPTION Estimated Qty

Fixed hourly Rate (S$)

Total estimated Price (S$)

A. HVAC Maintenance Engineer 10 hours

B. HVAC Technician 40 hours

C. HVAC Helper 20 hours

Sub-total for IDIQ CLIN 408

409 DESCRIPTION Estimated Qty

Fixed hourly Rate (S$)

Total estimated Price (S$)

A. HVAC Maintenance Engineer 8 hours

B. HVAC Technician 10 hours

C. HVAC Helper 10 hours

Sub-total for IDIQ CLIN 409

Sub-total for FFP CLINS 401 – 407 Sub-total for IDIQ CLINS 408 - 409

GRAND TOTAL (FOURTH OPTION YEAR)

B.9 GRAND TOTAL

Base Year Total First Option Year Total Second Option Year Total Third Option Year Total Fourth Option Year Total

GRAND TOTAL (SGD)

B.10 Minimum and Maximum Amounts for Unscheduled Maintenance and Repair Services

(IDIQ)

This contract includes both Firm-Fixed-Price (FFP) scheduled maintenance services and Indefinite Delivery, Indefinite Quantity (IDIQ) unscheduled maintenance and repair services. The minimum and maximum amounts stated in this subsection apply only to the IDIQ portion of the contract and cover the entire contract performance period, including the base period and all option periods.

Pursuant to FAR 16.504(a), the Government guarantees a minimum obligation of S$1.00 (one Singapore dollar) under the IDIQ CLINs for the entire contract performance period. The Government’s obligation under this contract is satisfied upon issuance of task orders totaling the guaranteed minimum amount.

The cumulative value of all task orders issued under the IDIQ CLINs shall not exceed S$100,000.00, exclusive of GST, over the entire contract performance period.

The Government shall order services under the IDIQ CLINs by issuance of task orders. Funding shall be obligated at the individual task order level. The Government is not obligated to issue task orders in excess of the guaranteed minimum amount and is not obligated to issue task orders up to the stated maximum amount.

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1. INTRODUCTION

C.1.1. General.

The U.S. Embassy Singapore requires a qualified Contractor to perform scheduled preventive maintenance (PM), inspections, cleaning, operational testing, minor repairs, water treatment services, chemical control, and associated services for the Embassy’s cooling tower systems, sand-filter system, and water treatment program, including all required testing, reporting, and documentation as specified herein and in Exhibit A.

The Contractor shall furnish all labor, tools, materials, equipment, supervision, personal protective equipment (PPE), transportation, consumables, documentation, and all other resources necessary to execute all tasks in accordance with this Section C and Exhibit A. The Contractor shall maintain an adequate on-site inventory of expendable and commonly replaced parts necessary to perform routine preventive maintenance without service interruption.

Cooling towers and sand-filter systems support mission-critical HVAC operations; system downtime may adversely impact Embassy operations, consular services, and secure spaces. Proper preventive maintenance protects U.S. Government assets, minimizes failures, preserves operational continuity, and enhances personnel and facility safety.

The objectives for the scheduled PM services are to:

• Maintain reliable and continuous operation of cooling towers and sand-filter systems

• Minimize equipment failures through systematic preventive maintenance practices

• Ensure compliance with all applicable ASHRAE, CTI, NEA, OBO, and WSH safety standards

• Control scaling, corrosion, fouling, and microbial growth including Legionella, in accordance with recognized industry standards.

• Maintain stable and safe water treatment conditions through documented monitoring and chemical control procedures.

• Provide complete PM documentation, photos, system data, and trend logs in formats acceptable to the COR.

• Identify deficiencies and submit written recommendations for corrective action.

• Support Government-mandated NEA water testing, Legionella sampling, and disinfection activities as directed by the COR.

• Maintain accurate and updated equipment inventory and maintenance records.

C.1.2. Personnel.

The Contractor shall provide qualified technicians (with at least one technician per required trade at the journeyman level or equivalent certification) with a minimum of three (3) years of relevant experience to perform maintenance services in accordance with the Facility Maintenance Plan (also referred to as the Comprehensive Maintenance Plan) provided in Exhibit A. Helper positions are not required t meet the three (3) year experience requirement; However, helpers shall work under the direct supervision of a qualified journeyman-level technician.

Personnel shall meet the minimum labor category qualifications identified in Section B and Exhibit C, and shall possess all licenses, certifications, and technical training required by applicable laws, regulations, and industry standards relevant to the services performed.

Due to security considerations, the Contractor shall provide a dedicated team for this contract. All personnel shall be subject to background review and approval by the U.S. Government prior to performance under this contract. The Contractor shall submit personnel schedules to Contracting Officer (CO) or Contracting Officer Representative (COR) at least five (5) working days in advance unless otherwise authorized. Schedule should consist of the work to be performed, duration, and number and names of technician(s) involved.

The Contractor shall ensure continuity of personnel and shall not remove or replace key personnel without prior written notification to the COR, except in cases of emergency or personnel separation beyond the Contractor’s control. Replacement personnel shall meet or exceed the qualifications of the individual being replaced.

All personnel shall comply with Embassy security procedures, badging requirements, access control policies, and safety regulations while on Government property.

C.1.3 Definitions.

"Chancery" means the Embassy office building and associated controlled-access work areas unless otherwise specified.

“CMMS” means a Computer Maintenance Management System such as PASS/RPA (real estate management system), PMCI or QUIBIC, or other Government-approved maintenance tracking system.

"Daily" means give (5) workdays per week, excluding U.S. Government-recognized holidays at Post, unless otherwise specified.

"Execution Plan" means the written plan submitted by the Contractor that defines the methods, staffing, sequencing, safety controls, and quality control procedures used to carry out the maintenance plan as provided in Exhibit A.

"General Instructions" mean those written instructions, directives, policies, and guidelines issued by the Government that apply to Contractor maintenance personnel performing services under this contract.

"PM" means Preventive Maintenance

"Scheduled Maintenance Services" means all routine inspection, testing, cleaning, adjustments, calibration, chemical treatement, monitoring, documentation, and preventive maintenance functions identified in the Exhibit A, the Comprehensive Maintenance Plan, or Facility Maintenance Plan.

"Unscheduled Maintenance and Repair Services" means minor maintenance and repair services not specifically identified in the Comprehensive Maintenance Plan or Facility Maintenance Plan but necessary to maintain system operability, excluding major repairs or system overhauls as defined elsewhere in this contract.

C.1.3.1. Execution Plan

Within thirty (30) calendar days after contract award, the Contractor shall submit a draft Execution Plan to carry out the maintenance as shown in Exhibit A to the COR for review and approval. The Contractor shall not commence scheduled preventive maintenance services until written approval of the Execution Plan is received from the COR.

The Execution Plan shall include, at a minimum, the following:.

• Maintenance methodology, including detailed task sequencing, frequencies, and performance standards

• Staffing plan, including personnel names, qualifications, and roles

• Safety procedures, including hazard analysis and control measures applicable to cooling tower and water treatment activities

• Quality control procedures, including inspection checklists and supervisory review processes

• Reporting format, including sample service reports, water treatment logs, and test documentation templates

• Emergency response procedures, including response times and notification protocols

C.1.4 [Reserved]

C.1.5 Duties and Responsibilities.

C.1.5.1 Outline of HVAC Services to be Performed

Services shall be performed in accordance with Exhibit A. Damage, deficiences, unsafe conditions, or situations requiring major or specialized remedial services shall be promptly reported in writing to the COR, and the Contractor shall take reasonable interim measures to minimize further damage or operational disruptions until proper corrective action can be taken. Major and specialized repairs shall be carried out by the Government, independent of this contract, unless otherwise authorized in writing by the Contracting Officer.

All personnel performing work under this contract shall be employees of the Contractor. No employer-employee relationship exists between the Government and Contractor personnel.

Subcontractors may be used only with prior written approval from the Contracting Officer, and the Contractor shall remain fully responsible for the performance, supervision, compliance, and conduct of all approved subcontractors.

The Contractor shall coordinate all scheduled maintenance activities with the COR to avoid disruption to Embassy operations, including advance notification of any activity that may affect cooling capacity, water circulation, or building environmental conditions.

The Contractor shall protect Government property, equipment, and surrounding work areas from damage during performance of services. Any damage caused by the Contractor’s personnel or subcontractors shall be repaired or replaced at no additional cost to the Government.

C.1.5.2 Replacement/repair of electronic or electrical parts

Any replacement or repair of any electronic or electrical components shall be submitted in writing to the Contracting Officer through the COR for review and approval prior to commencement of work.

The request shall include a description of the deficiency, proposed corrective action, parts specifications, estimated cost (if applicable), and anticipated impact on system operations.

If the Contractor proceeds to replace or repair any electronic or electrical components without prior written approval from the Contracting Officer, the Contractor shall remove unauthorized installation and reinstate the original configuration at no cost to the Government.

Stocking of recommended repair parts shall be subject to COR approval and shall consider availability from the equipment manufacturer, distributor, or authorized or dealer. The Contractor shall obtain a recommended spare parts list from the manufacturer or distributor and submit it to the COR for review and Government procurement determination.

Procurement and delivery of parts, materials, and tools for the Controlled Access Area (CAA) or Post Communication Center (PCC) locations shall be coordinated with and subject to approval by the Regional Security Officer (RSO).

The Contractor shall perform all manufacturers’ recommended preventive maintenance in accordance with applicable technical manuals and written manufacturer guidance for the respective equipment.

The Contractor shall obtain and maintain on site all applicable Operations and Maintenance (O&M) manuals provided by the equipment manufacturers. These manuals shall be maintained in an organized manner and made accessible to authorized Government personnel upon request.

Exclusion. This contract does not include major mechanical overhauls or replacement of major hardware components (e.g., bearings, pistons, piston rings, crankshafts, gears). Such repairs shall be quoted separately, subject to Government approval, and executed under a separate purchase order.

The Government reserves the right to procure parts from alternate sources. If Government-furnished parts are provided, the Contractor shall install such parts as directed. This exclusion does not apply to damage resulting from Contractor negligence or failure to perform required preventive maintenance.

C.1.5.3 Software, Licenses and Passwords

Upon completion of work involving system controls, monitoring systems, programmable logic controllers (PLCs), building automation systems (BAS), communication modules, or water treatment control systems, the Contractor shall provide the Government with the following:

• Copies of all required software in executable and backup format

• All licenses, including proof of valid license entitlement and transfer rights where applicable

• Administrative passwords , service-level passwords, and configuration credentials

• Access credentials necessary for full system operation , programming, configuration, and maintenance

All passwords and credentials shall be delivered in writing to the COR in a secure manner acceptable to the Government. The Contractor shall not retain exclusive administrative control of any system installed, modified, or serviced under this contract.

Software, firmware, configuration files, and system backups shall be provided to the Government prior to final acceptance of any work affecting system controls. Failure to provide required software, licenses, passwords, or system access credentials may result in withholding of payment until compliance is achieved.

The Contractor shall ensure that any software installed complies with manufacturer requirements and does not void equipment warranties. Unauthorized proprietary lockout mechanisms that prevent Government access to system configuration are prohibited.

C.1.5.4 Deliverables

Upon the completion of each service visit, the Contractor shall provide a typed, electronic and hard-copy service report to the COR within two (2) working days unless otherwise directed. The report shall include, as applicable:

a) System information, including make, model, serial number, equipment identification number, and location within facility

b) Pass/Fail status of each feature and component tested. If a device fails, the report shall identify the device type, address, location, observed deficiency, and recommended corrective action.

c) Comments on system or component condition pertaining to service life, reliability, operational risk, and recommended follow-up actions.

d) Full printout of test results from system printer or digital system export, including date and time stamp

e) Test results of exhaust gas, where applicable, using a calibrated by Gas Analyzer, including recorded readings and calibration verification date

f) Water treatment logs, including chemical readings, biocide application records, conductivity levels, pH levels, temperature readings, and any corrective chemical adjustments performed

g) Photographic documentation of major components serviced and any deficiencies identified

h) Updated equipment inventory entries and work order closure confirmation

All reports shall be clear, legible, and organized in a format approved by the COR. Incomplete reports may be rejected and returned for correction.

The Contractor shall maintain copies of all service reports and testing documentation for the duration of the contract and shall provide copies to the Government upon request.

C.2 SUPERINTENDENCE BY CONTRACTOR:

The entire operation of the contracted services shall be superintended by the Contractor's designated English-speaking liaison, who shall maintain close contact and continuous coordination with the Contracting Officer and the Contracting Officer’s Representative (COR) to ensure the performance of contracted services aligns with Government operational requirements and facility constraints.

The Contractor’s designated representative shall have full authority to act on behalf of the Contractor with respect to supervision, scheduling, coordination, safety compliance, quality control, and corrective actions for all work performed under this contract. The designated representative shall be avaiable during all scheduled service periods and shall respond to Government inquiries within one

(1) working day unless an emergency response is required.

The Contractor shall provide the name, qualifications, and contact information of the designated representative to the COR within ten (10) calendar days after contract award. Any change in designated representative shall require prior written notification to the COR and shall not relieve the Contractor of responsibility for uninterrupted supervision.

The designation of a representative shall not relieve the Contractor of responsibility for full compliance with all contract requirements, nor shall it be construed as delegating any contractual authority to the Government. Only the Contracting Officer has authority to modify contract terms, approve changes in scope, or authorize additional work.

C.3 QUALITY ASSURANCE

The Contractor shall establish, implement and maintain a docuemnted Quality Control program to ensure all services are performed in accordance with contract requirements. The QC program shall include written procedures, inspection checklists, supervisory reviews, corrective action tracking, and performance monitoring mechanisms.

The Contractor shall conduct routine supervisory inspections, including at least one (1) documented internal inspection per month, to verify that all preventive maintenance services, water treatment activities, safety requirements, and documentation obligations are being performed in accordance with this contract.

Written monthly inspection reports shall be provided to the Contracting Officer’s Representative (COR) no later than the fifth (5th) working day of the following month. Reports shall document:

• Services performed during the reporting period

• Deficiencies identified

• Root cause analysis (when applicable)

• Corrective actions taken or planned

• Status of previously identified deficiencies

• Quality control inspections conducted and findings

The inspection report shall include supporting documentation, including inspection checklists, photographs (if applicable), and reference to corresponding CMMS work orders.

Any shortcomings and/or substandard conditions identified through Contractor inspections or Government surveillance shall be promptly corrected at no additional cost to the Government when related to scheduled preventive maintenance services. Condtions determined to be outside the Contractor’s scope of responsibility shall be documented and submited to the COR for written direction prior to performing any corrective work.

Failure to maintain an adequate Quality Control program or failure to correct identified deficiencies may result in written notice from the Government and may affect contract performance evaluations.

C.3.1 Safety

The Contractor is responsible for safety, including obtaining any necessary licences and permits, and shall comply with all applicable local labor laws, regulations, and practices pertaining to labor, occupational safety, environmental protections, and similar matters. The Contracting shall comply with all applicable U.S. Government safety policies in effect at Post.

Appropriate personal protective equipment (PPE) shall be provided and worn by all workers at all times as required by the task being performed, applicable safety standards, and manufacturer recommendations. The Contractor shall conduct and document a task-specific hazard assessment prior to performing maintenance activities involving electrical systems, chemical handling, elevated work, confined spaces, or rotating equipment.

The Contractor shall promptly report all incidents resulting in injury, lost time, disabling injuries, fatalities, or near-miss events, environmental releases, or damage to Government-owned property to the Contracting Officer’s Represntative (COR) and/or Post Occupation Safety and Health Officer (POSHO) immediately, but not later than one (1) hour after occurrence. A written incident report, including root cause analysis and corrective actions, shall be submitted within twenty-four (24) hours.

The Contractor shall be solely responsible for all damages to persons or property that occur as a result of the Contractor’s fault, negligence, or failture to comply with safety requirements. Any safety concerns or clarifications shall be brought to the attention of the Post Occupation Safety and Health Officer (POSHO) for guidance prior to proceeding with work when feasible.

Safety Data Sheets (SDS) for all hazardous materials used under this contract shall be provided by the Contractor and submitted to the COR for review prior to use on site. SDS documentation shall be maintained on site and readily accessible to personnel at all times.

The Contractor shall comply with the following safety instructions in relation to this contract:

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

2. Schedule equipment outages with operating personnel and obtain COR approval prior to service interruptions.

3. Use extreme caution when climbing access ladders and ensure ladders are secured and inspected prior to use.

4. Perform applicable lockout/tagout procedures in accordance with site safety policies before servicing equipment.

5. Lockout and disconnect the main power source before tightening supply lugs or performing electrical maintenance to prevent electrical shock, serious injury, or death.

6. Record and report equipment damage, unsafe conditions, or deficiencies immediately.

7. Review and follow the manufacturer’s O&M instructions prior to servicing equipment.

8. Record maintenance results in the equipment history log.

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

10. The recirculating water system may contain chemicals or biological contaminants, including

Legionella, which may be harmful if inhaled or ingested. Personnel exposed to discharge airstream, drift mists, or high-pressure cleaning operations shall wear respiratory protection equipment approved by applicable occupational safety authorities and appropriate chemical-resistant PPE.

Disposal of used oil, fuel, batteries, chemicals, and other hazardous substances shall be performed in accordance with applicable local regulations. The Contractor shall provide proof of authorized disposal to the COR upon request. Improper disposal or unauthorized discharge of hazardous materials shall constitute a contract violation.

C.3.2 Inspection by Government

The services performed under this contract and the supplies furnished in connection therewith are subject to inspection at any time by the Contracting Officer’s Representative (COR), the Contracting Officer (CO), or their authorized representatives to determine compliance with contract requirements.

Inspections may include review of work performance, equipment condition, safety compliance, water treatment records, chemical logs, CMMS entries, testing documentation, and quality control records.

If inspections disclose deficiencies, nonconforming services, incomplete documentation, or substandard performance, the Government shall provide written notice to the Contractor identifying the deficiency and required corrective action.

The Contractor shall correct deficiencies related to scheduled preventive maintenance services at no additional cost to the Government within the timeframe specified by the COR. If no timeframe is specified, corrective action shall be initiated within one (1) working day and completed as soon as practicable.

Conditions determined by the Government to be outside the scope of scheduled services shall be referred to the COR for written direction prior to performing any corrective work.

Inspection, review, or acceptance by the Government shall not relieve the Contractor of responsibility for full compliance with contract requirements, nor shall it waive the Government’s rights under the contract.

Repeated deficiencies or failure to implement corrective actions may result in issuance of a cure notice or other contractual remedies as permitted by the contract.

SECTION D - PACKAGING AND MARKING

[RESERVED]

SECTION E - INSPECTION AND ACCEPTANCE

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

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

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

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

CLAUSE TITLE AND DATE

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

E.2 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

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

PERFORMANCE OBJECTIVE

PWS

PARAGRAPH PERFORMANCE THRESHOLD

Performs all maintenance services set forth in the Statement of Work (SOW)

C.1 thru C.3.2 and Exhibit A

All required services are performed and no more than one

(1) customer complaint is received per month

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

E.2.2. Standard. The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.246-4, Inspection of Services – Fixed Price (AUG 1996)), if any of the services exceed the standard.

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E.2.3. Procedures

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

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

(c) If the COR determines the complaint is invalid, the COR will advise the complainant. The

COR will retain the annotated copy of the written complaint for his/her files.

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

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

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

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

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

SECTION F - DELIVERIES OR PERFORMANCE

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

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

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

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

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 contract shall be effective on the date of the Notice to Proceed (NTP) and shall remain in effect for a base period of one (1) year, with four (4) one-year options periods, if exercised by the Government. The total period of performance shall not exceed five (5) years.

F.3. DELIVERABLES

The following items shall be delivered under this contract:

Description Quantity Delivery Date Deliver To C.1.3.1 Execution Plan 1 30 days after award COR C.3. Quality Assurance Plan 1 10 days after award COR C.3. Inspection Report 1 7 days after end of each month COR H.1.2.3. Bios on Personnel 1 10 days after award COR H.4. Insurance/Licenses & Permits 1 30 days after Notice of Award CO H.10.1 Safety Plan 1 10 days after award COR H.12.2. Bios on Personnel 1 Last day of each month COR

G.2 Invoices with supporting reports 1 Upon the completion of work for each month COR/FMO

F.4 CONTRACTOR'S SUBMISSION OF MAINTENANCE SCHEDULE UNDER

SCHEDULED WORK ORDERS

The Government will generate PM task orders for the forthcoming month and will provide these to the Contractor at least one (1) week prior to the start of the forthcoming month , unless operational conditions require shorter notice.

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Within five (5) workdays of receipt of PM task orders, the Contractor shall submit a detailed maintenance schedule for the forthcoming month. The schedule shall be based on the issued PM task orders and shall identify specific dates, proposed start and completion times, equipment identification numbers, locations, and names of personnel assigned for all scheduled PM services to be performed for that month.

The submitted schedule shall also identify any activities requiring system shutdowns, reduced cooling capacity, chemical dosing interruptions, or access to controlled areas.

The Contracting Officer Representative (COR) will review the submitted schedule to ensure minimal disruption of operations at the U.S. Embassy Singapore (“Chancery”) and to coordinate the work with other Government activities and contractors. The COR’s review, coordination, and concurrence shall not relieve the Contractor of responsibility for completing all requirements identified in the scheduled task orders.

Any proposed changes to the schedule shall be submitted in writing to the COR for review and coordination prior to implementation. However, in all cases, all services required by the scheduled task orders shall be completed within the month for which they are issued, unless otherwise authorized in writing by the Contracting Officer.

Failure to complete scheduled task orders within the assigned month without written authorization may be considered a performance deficiency

F.5 ACCEPTANCE OF SCHEDULE

When the Government has accepted any time schedule, it shall be binding upon the Contractor. The completion date and any interim milestone dates reflected in the approved schedule 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:

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

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

(3) excuse the Contractor from or relieve the Contractor of its obligation to maintain the progress of the work, providing adequate staffing and resources, and achieve final completion by…