19UK5626Q0031 - SOW - Fuel Management.pdf

19UK5626Q0031

STATEMENT OF WORK FOR

PREVENTIVE MAINTENANCE SERVICE CONTRACT

Fuel Distribution Systems

Embassy of the United States of America

At 33 Nine Elms Lane

SW11 7US

LONDON

25th March 2026

SENSITIVE BUT UNCLASSIFIED

American Embassy London UNCLASSIFIED U.S. Department of State

TABLE OF CONTENTS

Section Page

1. DESCRIPTION

2. PRICING

3. NOTICE TO PROCEED

4. EQUIPMENT AND PERFORMANCE REQUIREMENTS

5. HOURS OF PERFORMANCE

6. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

7. SCHEDULED PREVENTIVE MAINTENANCE

8. PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

9. SOFTWARE, LICENSES AND PASSWORDS

10. DELIVERABLES

11. INSURANCE REQUIREMENTS

12. LOCAL LAW REGISTRATION

13. QUALITY ASSURANCE PLAN (QAP)

14. TRANSITIONS/CONTACTS

15. SUBMISSION OF INVOICES

Attachments:

Exhibit A – Statement of Work………………………………………………………………

DEFINITIONS AND ACRONYMS USED…………………………………………………….19

1. DESCRIPTION

The American Embassy in London requires preventive maintenance services for the Fuel Distribution Systems. The service shall result in all systems being serviced under this agreement being in good operational condition.

1.1. Type of Contract

This is a firm-fixed price contract for services paid at the rates indicated below. These rates include all costs associated with services in accordance to Standard Form-18, Work Statement, including materials, labor, insurance, overhead, profit and VAT. No additional sums will be payable for 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. The contract price will not be adjusted due to fluctuations in currency exchange rates.

Please note: the US Embassy London Finance system can only make payments to bank accounts in the currency of the country in which the bank account is based. Contractors should therefore quote in the currency of the country in which the bank account they intend to receive payment into is based. Therefore, if you have a UK bank account, you should quote in GBP, if you have a US bank account you should quote in US dollars.

1.2. Period of Performance

The contract will be for a period of one-year, with a maximum of four one-year optional periods of performance, subject to the attached FAR clauses.

2. PRICING

The rates below include all costs associated with providing preventive maintenance services in accordance with the attached scope of work, and the manufacturer’s warranty including materials, labor, insurance (see FAR 52.228-4 and 52.228-5), overhead, profit and GST (if applicable).

2.1. Base Year. The Contractor shall provide the services shown below for the base period of the contract and continuing for a period of 12 months.

CLIN Description

Quantity of Equipment Type of servic es

No.

of serv ice

Unit price / service

Total per year

001 Comprehensive Annual Service

As described in the Exhibit A

Annu al

Total Base Year

2.2. Option Year 1. The Contractor shall provide the services shown below for Option Year 1 of the contract, and continuing for a period of 12 months.)

2.3. Option Year 2. The Contractor shall provide the services shown below for Option Year 2 of the contract and continuing for a period of 12 months.

2.4. Option Year 3. The Contractor shall provide the services shown below for Option Year 3 of the contract, and continuing for a period of 12 months

Quantity of Equipment

Type of servic es

No . of ser vic e

Unit price / service

Total per year

Comprehensive Annual Service

As described in the Exhibit A

Annu al

Total Option Year 1

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service

Total per year

101 Comprehensive Annual Service

As described in the Exhibit A

Annual 1

Total Option Year 2

Quantity of Equipment

Type of services

No. of service

Unit price / service

Total per year

101 Comprehensive Annual Service

As described in the

Exhibit A

Year 3

2.5. Option Year 4. The Contractor shall provide the services shown below for Option Year 4 of the contract, and continuing for a period of 12 months

2.6. Total for all years: Base Year:

Option Year 1:

Option Year 2:

Option Year 3:

Option Year 4:

TOTAL Excluding VAT:

TOTAL VAT @ 20%:

TOTAL Cost including VAT @ 20%:

2.7 Repair option. Repairs are NOT included under this agreement (see 7.1.3) and are to be provided outside of this contract. However, the Government desires current labor rates in the event that there is an issue discovered during the preventive maintenance of the specified equipment. Please provide your current labor rates in the Repair Option fields below. As stated in 7.1.3 any necessary repairs or parts will be submitted for approval and then billed against a separate PO. The Contractor is not approved to do any additional work without specific authorization from the Contracting Officer and the award of a government purchase order or payment by a government purchase card.

Repair Labor Rates + VAT Base Year: Per hour

Option Year 1: Per hour

Option Year 2: Per hour

Option Year 3: Per hour

Option Year 4: Per hour

2.8 VALUE ADDED TAX

VALUE ADDED TAX. Value Added Tax (VAT) is not included in the CLIN rates. Instead, it will be priced as a separate Line Item in the contract and on invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service

Total per year

101 Comprehensive Annual Service

As described in the

Exhibit A

Year 4 portion. It is reflected in each performance period. The portions of the solicitation subject to VAT are: 100%.

3. RESERVED

4. EQUIPMENT AND PERFORMANCE REQUIREMENTS

4.1. The London Embassy requires the Contractor to maintain the following equipment in a safe, reliable and efficient operating condition. Please see equipment list included in Exhibit A

4.2. The Contractor shall provide all necessary managerial, administrative and direct labor personnel, as well as all transportation, equipment, tools, supplies and materials required to perform inspection, maintenance, and component replacement as required to maintain the systems in accordance with this work statement. Under this Contract the Contractor shall provide:

The services of trained and qualified technicians to inspect, adjust, and perform scheduled preventive maintenance.

4.3. Performance Standards

The Fuel Distribution Systems shall be clean and in good operating condition upon completion of the service. The preventive maintenance service shall result in the parts of the system serviced being in a condition to operate efficiently and effectively.

5. HOURS OF PERFORMANCE

5.1. The Contractor shall maintain work schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. The Contractor shall deliver standard services between the hours of 8:00AM and 4:30 PM Monday through Friday. No work shall be performed on US Government and local holidays. Below is a list of the holidays in the following link.

https://uk.usembassy.gov/events/

6. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

6.1 General. The Contractor shall designate a representative who shall supervise the Contractor’s technicians and be the Contractor’s liaison with the American Embassy in London.

The Contractor’s employees shall be on-site only for contractual duties and not for any other business or purpose. Contractor employees will be given access to the equipment and equipment areas and will be escorted by Embassy personnel.

6.2 Personnel Security. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Contractor shall provide the names, biographic data, police clearance and embassy vetting clearance on all Contractor personnel who to be used on this Contract prior to their utilization. Submission of information shall be made within 30 days of award of contract. No technician will be allowed on site without prior authorization.

Note: this may include cleared personnel if advance notice of visit is not given at least one week before the scheduled visit.

6.2.1 Vehicles. Contractor vehicles will not be permitted inside the embassy compound without prior approval. If vehicle access is necessary, submit contractor vehicle information (Make, Model, License Plate #) along with a written justification as to why access is necessary. This shall be submitted to the Facility Manager at least one (1) week prior to the visit.

6.2.2 Government shall issue identity cards to Contractor personnel, after they are approved.

Contractor personnel shall display identity card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

6. 3 Security Clearances. All Work locations under this contractor that are designated as non- CAA areas may be performed by un-cleared American or local workers. However, all work done in CAA and PCC areas shall be performed by cleared American Construction personnel as needed to complete the services. The Contractor shall work closely with the COR, the Post Facility Manager (FM) or the General Services Officer (GSO).

6.4 Standards of Conduct

6.4.1 General. The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to employees as may be necessary. Each Contractor employee shall adhere to standards of conduct that reflect credit on themselves, their employer, and the United States Government. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the Government.

6.4.3 Neglect of Duties. Neglect of duties is unacceptable. This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

6.4.4 Disorderly Conduct. The Contractor shall not condone disorderly conduct, use of abusive or offensive language, quarreling, and intimidation by words, actions, or fighting. Also included is participation in disruptive activities that interfere with normal and efficient Government operations.

6.4.5 Intoxicants and Narcotics. The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances which produce similar effects.

6.4.6 Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These circumstances include but are not limited to the following actions: falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records; unauthorized use of Government property, theft, vandalism, or immoral conduct; unethical or improper use of official authority or credentials; security violations;

organizing or participating in gambling in any form; and misuse of weapons.

6.4.7 Key Control. The Contractor will not be issued any keys. The keys will be checked out by a “Cleared American” escort on the day of service requirements.

6.4.8 Notice to the Government of Labor Disputes. The Contractor shall inform the COR of any actual or potential labor dispute that is delaying or threatening to delay the timely performance of this contract.

7. SCHEDULED PREVENTIVE MAINTENANCE

7.1. General

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

7.1.2. The Contractor shall inventory, supply and replace expendable parts (eg, filters, belts, hoses, gaskets) that have become worn due to wear and tear. The Contractor shall maintain a supply of expendable and common parts on site so that these are readily available for normal maintenance to include: hoses, belts, chemicals, coolant, filters, grease, sealant, thermostat, fuses; in addition to the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), MSDS, cleaning material and oil spill containment kits. The contractor shall inventory the supply after each visit and order replacement supplies and have them delivered on site. Maintenance materials shall be unused and are to be industry standard and intended for the task to be performed. Parts shall be OEM approved. Refrigerants shall meet the AHRI Standard 700-2015 or most recent AHRI Standards.

7.1.3. Exclusion. This contract does NOT include repairing equipment and replacement of hardware. Hardware replacements will be separately priced out by the Contractor for the Government’s approval and acceptance. The Government has the option to accept or reject the Contractor’s quote for parts and reserves the right to obtain similar spare parts from other competitive sources. If required by the Government, the Contractor shall utilize Government-purchased spare parts, if awarded the work. Such repairs/replacements will be accomplished by a separate purchase order. However, this exclusion does not apply if the repair is to correct damage caused by Contractor negligence.

7.1.4. Replacement/repair of any electronic or electrical parts shall be approved by the COR prior to installation of the part. If the Contractor proceeds to replace any electronic or electrical parts without COR approval, the Contractor shall de-install the parts at no cost to the Government.

7.1.5. Stocking of recommended repair parts is at the discretion of the Facility Manager and is dependent upon the nearest location of the Equipment manufacturer, distributor or dealer. A recommended spare parts list shall be obtained by the contractor from the manufacturer or distributor and provided to the Facility Manager to procure.

7.1.6. Parts/materials/tools procurement and delivery for the CAA/PCC areas shall be at the discretion of the Regional Security Officer (RSO).

7.2 Checklist Approval

The Contractor shall submit to the COR a schedule and description of preventive maintenance tasks which the Contractor plans to perform. The Contractor shall prepare this schedule and task description in a checklist format for the COR’s approval prior to contract work commencement.

7.2.1. The Contractor shall provide trained technicians to perform the service at frequencies stated in Exhibit A and on the equipment called out in this SOW. The technician shall sign off on every item of the checklist and leave a copy of this signed checklist with the COR or the COR's designate after each maintenance visit.

7.2.2. It is the responsibility of the Contractor to perform all manufacturers’ recommended preventive maintenance including preventive maintenance recommended by the manufacturers’ technical manuals for the respective equipment.

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

8. PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

The Contractor shall provide trained technicians with the appropriate tools and testing equipment for scheduled maintenance, safety inspection, and safety testing as required by this Contract.

The Contractor shall provide all of the necessary materials and supplies to maintain, service, inspect and test all the systems to be maintained.

8.1 Contractor furnished materials include but are not limited to appropriate tools, testing equipment, safety shoes and apparel for technicians, hands, hearing and eye protection, MSDS, cleaning material and oil spill containment kit. Expendable/consumable items (e.g. hoses, belts, oil, chemicals, coolant, filters, batteries, grease, sealant, thermostat, fuse), shall be maintained in the onsite inventory.

8.2 Repairs are not included in this contract. See 7.1.3. Exclusions.

8.3 The Contractor is responsible for proper disposal of toxic/hazardous substances. All material shall be disposed of according to Government and Local law. After proper disposal the contractor must show proof of authorized disposal of these toxic/hazardous substances.

9. SOFTWARE, LICENSES AND PASSWORDS

Copies of any and all software and licenses needed to control or to adjust the communications module shall be given to the post upon completion of the work.

10. DELIVERABLES

Provide a written report in English to COR containing following:

a) System information (make, model, all device types)

b) Pass/Fail of each feature and type of component tested. If a device fails, note device type, address and location within Post

c) Any comments on system (or device) condition pertaining to service life and dependability.

d) Complete check list.

e) Recommendations.

The following items shall be delivered under this contract:

Description QTY Delivery Date Deliver to Complete security questionnaire for the personnel who will work onsite.

1 30 days after contract award COR

Certificate of Insurance 1 30 days after contract award CO

PM Checklist signed by Contractor’s employee

1 After completion of each maintenance service

COR

Invoice 1 After completion of each maintenance service

COR

11. INSURANCE REQUIREMENTS

11.1 Personal Injury, Property Loss or Damage (Liability). The Contractor assumes absolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the Contractor’s personnel in the performance of this Contract

The Contractor’s assumption of absolute liability is independent of any insurance policies.

11.2 Insurance. The Contractor, at its own expense, shall provide and maintain during the entire period of performance of this Contract, whatever insurance is legally necessary. The Contractor shall carry the following minimum insurance:

Public Liability Insurance

Property damage: $5,000,000.00

Cumulative: $5,000,000.00

Workers’ Compensation and Employer’s Liability

11.3 Worker's Compensation Insurance. The Contractor agrees to provide all employees with worker's compensation benefits as required under local laws (see FAR 52.228-4 “Worker’s Compensation and War-Hazard Insurance Overseas”).

12. LOCAL LAW REGISTRATION

If the local law or decree requires that one or both parties to the contract register the contract with the designated authorities to insure compliance with this law or decree, the entire burden of this registration shall rest upon the Contractor. Any local or other taxes which may be assessed against the Contract shall be payable by the Contractor without Government reimbursement.

13. QUALITY ASSURANCE PLAN (QAP).

13.1 Plan. This plan is designed to provide an effective surveillance method to promote effective Contractor performance. The QAP 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 SOW Para Performance Threshold Services.

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

1 thru 12 & Exhibit A

All required services are performed and no more than one

(1) customer complaint is received per month

13.2 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.

13.3 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 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.

13.4. Procedures.

13.4.1 If any Government personnel observe unacceptable services, either incomplete work or required services not being performed, they will immediately contact the COR.

13.4.2 The COR will complete appropriate documentation to record the complaint.

13.4.3 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.

13.4.4 If the COR determines whether 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.

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

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

13.4.7 The COR will consider complaints as resolved unless notified otherwise by the complainant.

13.4.8. 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.

14. TRANSITIONS/CONTACTS

Within 30 days after contract award, the Contracting Officer may ask the contractor to develop a plan for preparing the contractor to assume all responsibilities for preventive maintenance services. The plan shall establish the projected period for completion of all clearances of contractor personnel, and the projected start date for performance of all services required under this contract. The plan shall assign priority to the selection of all supervisors to be used under the contract.

14.1 On site contact. The following are the designated contact personnel between the US Embassy and the Contractor

COR

Kasim Al Bayati – Mechanical Engineer albayatikl@state.gov

15. SUBMISSION OF INVOICES

The Contractor shall submit an invoice after each preventive maintenance service has been performed. Invoices must be accompanied by a signed copy of the Maintenance Checklist for the work performed including parts replacement and break down calls, if any. No invoice for preventive maintenance services will be considered for payment unless accompanied by the relevant documentation.

The Contractor should expect payment 30 days after completion of service or 30 days after receipt of invoice at the Embassy payment office, whichever is later. Invoices shall be sent to londonfmcinvoices@state.gov or to the US Embassy by post.

Invoices sent to any other address will not be accepted or processed for payment.

Standard US Government payment terms of 30 days from receipt of a correct and proper invoice apply.

Important Notice - The Vendor is requested to state on all invoices any prompt payment discounts extended.

Please send only one invoice using either post or email, sending multiple copies in multiple formats will create additional paperwork and potentially cause delays in processing.

16.HEALTH AND SAFETY, WELFARE AND ENVIRONMENTAL PROCEDURES

16.1.1 The maintenance contractor shall provide the COR with all site specific Risk

Assessments and Method Statements prior to commencement of works.

16.1.2 After surveying the facilities and the relevant equipment, the contractor shall inform the

US Government of any health and safety concerns or special requirements so their work can be carried out safely. This information will have to be included in the contractor’s cost proposal.

16.1.3 It is the contractor’s responsibility to ensure that all their employees are equipped with certified safety equipment (PPE) to complete the tasks as requested within this document and provided attachments, and in accordance with the contractors’ method statements and health & safety plan.

16.1.4 Restrooms and welfare facilities are available for the use of the contractor at the US Embassy.

16.1.5 The contractor shall be responsible for the safe and environmentally friendly disposal of all redundant materials, parts and consumables. Safe disposal records copies shall be provided to the Embassy after each visit.

16.1.6 All work shall comply with the local Health and Safety regulations in the UK. The link to the website is www.hse.gov.uk.

EXHIBIT A

Statement of Work

I. GENERAL INFORMATION:

The United States Embassy in London requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s Fuel Distribution System.

These services shall result in all systems being serviced under this agreement being in good, operational condition when activated

II. PROJECT REQUIREMENTS:

DESCRIPTION OF EQUIPMENT :

Please refer to the Attachement#1 for the full description of fuel system

III. GENERAL REQUIREMENTS:

The Contractor under this SOW shall be responsible for labor, tools, and materials required to carry out all preventive maintenance as outlined in this documents and the manufacturer’s O&M manual. The technician shall sign off on every task specified in the Statement of Work and will provide a typewritten copy of their report to the COR or the COR's designate within five business days of each maintenance visit.

The Government will make available to the contractor the following manuals:

Attachments:

Attachement-1: Data Sheet and O&M manual

IV. SCOPE OF WORK – FUEL SYSTEM PREVENTIVE MAINTENANCE

Contractor shall provide all materials, supervision, labor, tools and equipment to perform preventive maintenance. All personnel working in the vicinity should wear and /or use safety protection while all work is performed. Any questions or injuries shall be brought to the attention of the COR and the Post Occupation Safety and Health Officer (POSHO) immediately.

Material Safety Data Sheets (MSDS) shall be provided by the Contractor for all HAZMAT materials. Copies shall be provided to the COR for approval.

If any discrepancies are found with the Fuel system that are not covered under this scope of work, then the contractor shall provide the following:

1. Detailed report noting the discrepancy found.

2. Recommendations to repair/upgrade the existing fuel distribution system

3. Detailed price quote for labor and material to ensure the fuel distribution system is functioning properly.

At a minimum, the following work shall be done:

Fuel Storage Tanks

Annual:

Inspect all piping runs for damage and leakage including, fill line from remote fill point o UST and supply/return lines between day tanks and UST:

Ensure UST manholes and sumps are properly vented and sumps are clear of water, fuel, and debris.

Inspect manhole gaskets.

Inspect brine levels for Tanks with interstitial fluid.

Ensure day tanks are properly vented and emergency vented.

Adjust fill rate of day tanks to be below the level of the return pump.

Ensure manual valves and bypass valves are in the proper position and locked out where necessary.

Clean or replace all strainers and filters.

Inspect and test all specialty valves Check floats and leveling devices in tank. Check float adjustment with depth level indicators.

Clean breather vents, conservation vents, and flame arrestors where appropriate.

Check for signs of tank leakage.

Verify all locking devices in place.

Validate operation of automatic controls including leak and level detection.

Record Results

Fuel Pump Controller

Annual:

Visually inspect controller Inspect electrical wiring for damage.

Verify pump is pumping at capacity by measuring the time required to transfer a specific volume of fuel.

Measure and record voltage at the pump and actual current draw and compare to nameplate readings.

Check and tighten electrical connections as necessary Test all fuses Record results

Fuel Management System Panel Control

Before inspection, verify that system configuration has not been damaged or corrupted from the settings that were programmed at start-up.

Test all lights, LEDs, and alarm horns.

Investigate and clear all alarms.

Test all sensors. Test discriminating sensors with both water and fuel. Clean all sensors

Pull probes and inspect for damage

Clean probe shaft

Test and recalibrate probes as necessary in comparison with manual gauging on the tank with the tank calibration chart.

Check that Fuel Pump Controller levels match those of the Leak and Level Monitoring System

Test remote alarm panels at remote fill

Ensure proper operation of remote displays

Test operation of all inputs and outputs

Record all results

Fuel Oil Polishing System

Annual:

Check main locking latch, door, and hinge for proper operation. Lubricate as needed.

Check cabinet mounting hardware at feet and wall-mounting flange. Tighten, as necessary.

Check pump/motor hardware for tightness.

Check pump/motor coupler for proper alignment and spacing.

Check all electrical terminals in the customer interface panel for tightness.

Check plumbing joints for leak. Tighten fittings and joints as necessary.

Inspect fuel purifier and any optional filters.

Purge the fuel purifier.

Check the water level in the purifier and drain the purifier if necessary.

Re-energize the unit and check all alarms for proper operation with the pump running.

Field Devices. Inspect and perform operational test on the following:

Manifold solenoids Motorized supply / return valves Supply Pumps

Leakage

1. Observe for leakage from external pressure seals, special attention to functional element and leak detector port(if applicable)

2. is packer seal manifold seal tight to keep water from inside of the tank?

3. Check tightness of Functional or Pressure stat element screws.

4. Check integrity of all fittings attached to Fuel Oil Pump(FOP). Any kinked, missing, corroded, or damaged fittings or tubing should be noted Conduit

1. Is conduit corroded or broken?

2. Confirm that ground paths are installed and functional per NEC requirements

Screws

1. Verify screw is tight and the threads are not stripped.

2. Observe 0-ring sealing surfaces under yoke are in good, non-corroded condition

Electrical:

1. Check ground wire to neutral for resistance(should be less than 2 ohms)

2. Check the amp draw of the FOP while it is running at shut-off pressure and ensure it is within published norms

3. Check incoming voltage to the pump. High or low voltages can be detrimental to pump life.

Return Pumps Specialty Valves Remote Pushbuttons Sequence Testing: Test system sequencing and alarms as per required for specific controller.

Inspect spares inventory.

Inspect all piping runs for damage and leakage including:

1. Fill from remote fill point to storage Tanks

2. Supply and return between day tank and storage Tanks

3. Ensure storage Tanks are properly vented, and sumps are clear of water, fuel, and debris.

4. Ensure day tanks are properly vented and emergency vented.

5. Adjust fill rate of day tank to be below the level of the return pump

6. Ensure manual valves and bypass valves are in the proper position and locked out where necessary.

7. Clean or replace all strainers and filters

8. Inspect and test all specialty valves 9.

LEAK AND LEVEL MONITORING SYSTEM (Pneumercator or Veeder Root Typically):

1. Before inspection, verify that system configuration has not been damaged or corrupted from the settings that were programmed at start-up.

2. Test all lights, LEDs, and alarm horns.

3. Investigate and clear all alarms.

4. Test all sensors. Test discriminating sensors with both water and fuel. Clean all sensors

Pull probes:

1. Inspect for damage

2. Clean probe shaft

3. Test and recalibrate probes as necessary in comparison with manual gauging on the tank with the tank calibration chart.

4. Check that Fuel Pump Controller levels match those of the Leak and Level

Monitoring System

5. Test remote alarm panels at remote fill

6. Ensure proper operation of remote displays

7. Test operation of all inputs and outputs

Record all results

SAFETY AND SPECIAL INSTRUCTIONS:

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

2. Schedule outage with operating personnel.

3. Use extreme caution when climbing access ladders.

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

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

6. Record and report equipment damage or deficiencies.

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

8. Record results in the equipment history log.

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

10. The recirculating water system may contain chemicals or biological contaminants, including Legionella, which could be harmful if inhaled or ingested. Personnel exposed directly to the discharge airstream and the associated drift mists, generated during operation of the water distribution system and/or fans, or mists produced by high pressure water jets or compressed air (if used to clean components of the recirculating water system), must wear respiratory protection equipment approved for such use by governmental occupational safety and health authorities.

Spare Parts and Expendables Inventory. The contractor shall ensure that there is the minimum required spare parts on site by checking the available spare parts and providing quote for any missing parts.

EVALUATION CRITERIA

Requirements for Submission of Offer:

A. In order for a quotation to be considered, the contractor must provide:

1. Proof of licenses and permits required by local law (see DOSAR 652.242-73 in Section

2). If the offeror already possesses the locally required licenses and permits, a copy shall be provided.

2. Evidence that the offeror/quoter can provide the necessary personnel, equipment, and financial resources needed to perform the work.

3. Evidence of the technicians’ training, qualifications, experience and expertise in providing preventive maintenance services for the Fuel Distribution Systems to the equipment stated herein.

4. Proof of demonstrable experience in undertaking similar projects including three (3) references.

5. Detailed description of their experience with Fuel Distribution System

6. Proof of Health and Safety regulations and certifications required.

7. Proof of all insurance (such as public and employer’s liability) and accreditation as may be required under applicable UK law. A copy of the certification of insurance or a statement that the contractor will get the required insurance, and the name of the insurance provider to be used.

8. Strategic plan for the preventive maintenance services for the Fuel Distribution Systems to include but not limited to:

(a) A work plan taking into account all work elements in the above statement of work.

(b) Identify types and quantities of equipment, supplies and materials required for performance of services under this contract. Identify if the offeror already possesses the listed items and their condition for suitability and if not already possessed or inadequate for use how and when the items will be obtained.

9. Vendors must provide evidence that the offeror/quoter operates an established business with a permanent address and telephone listing in the United Kingdom that can be confirmed on Companies House.

10. A signed and completed SF-18.

11. A completed Section 2 – Pricing (2.1 to 2.7 inclusive).

12. If sub-contracting out the work, provide documentation demonstrating an established sub-contractor relationship with the proposed vendor for the past 3 years and evidence of payment of services rendered under prior contracts.

DEFINITIONS AND ACRONYMS USED

Contractor. Name used to refer to the organization with whom the US Government wish to enter into a contract. Other equivalent names for this are “maintenance organization”, “service provider” and “vendor”.

US DOS. Department of State of the United States of America.

OBO. Bureau of Overseas Buildings Operations. This is the department that directs the worldwide overseas building program for the Department of State.

CO. Contracting officer. A person in the US DOS with the authority to enter into, administer and/or terminate contracts and make related determinations and findings.

COR. Contracting officer representative. A person in the US DOS who is responsible for the technical direction and evaluation of the contractor performance.

CDM. Construction Design and Management regulations. UK Construction (Design and

Management) regulations intended to improve the overall management and coordination of health and safety and welfare throughout all stages of a construction project.

END OF STATEMENT OF WORK