19VM3025Q0016 - SF18 BAM maintenance services Jul 2025-Jun2026.pdf

REQUEST FOR QUOTATIONS

(THIS IS NOT AN ORDER)

THIS RFQ [ ] IS [x] IS NOT A SMALL BUSINESS-

SMALL PURCHASE SET-ASIDE (52.219-4)

PAGE

OF

PAGES

1. REQUEST NO.

19VM3025Q0016

2. DATE ISSUED

May 13, 2025

3. REQUISITION/PURCHASE REQUEST NO.

PR15341744

4. CERT. FOR NAT. DEF.

UNDER BDSA REG. 2

AND/OR DMS REG. 1

RATING

5A. ISSUED BY

General Services Office Embassy of the United States of America 7 Lang Ha, Hanoi, Vietnam

6. DELIVER BY (Date)

May 29, 2025; 17:00PM local time

5B. FOR INFORMATION CALL: (Name and telephone no.) (No collect calls 7. DELIVERY

X FOB DESTINATION OTHER (See Schedule) NAME

Ha Pham

TELEPHONE NUMBER

AREA CODE

+84 24

NUMBER

38505000

8. TO: 9. DESTINATION

a. NAME b. COMPANY a. NAME OF CONSIGNEE

American Embassy Hanoi

c. STREET ADDRESS b. STREET ADDRESS

7 Lang Ha

d. CITY e. STATE f. ZIP CODE c. CITY

Hanoi

d. STATE

Vietnam

e. ZIP CODE

10. PLEASE FURNISH QUOTATIONS TO THE

ISSUING OFFICE IN BLOCK 5A ON OR

BEFORE CLOSE OF BUSINESS (Date)

May 29, 2025 local time

IMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5A. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or services. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotations must be completed by the quoter

11. SCHEDULE (Include applicable Federal, State and local taxes)

ITEM NO.

(a)

SUPPLIES/SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

1 Maintenance services and supplies for the American Embassy’s Continuous Ambient Monitoring Systems (CAMS) located in Hanoi, Vietnam.

Performance period: July 01, 2025 – June 30, 2026.

(Please see attached Statement of Work for details, page 2 - 5).

1 All

12 DISCOUNT FOR PROMPT PAYMENT a. 10 CALENDAR DAYS

b. 20 CALENDAR DAYS

c. 30 CALENDAR DAYS

d. CALENDAR DAYS

NUMBER %

NOTE: Additional provisions and representations [X] are [ ] are not attached.

13 NAME AND ADDRESS OF QUOTER 14 SIGNATURE OF PERSON AUTHORIZED TO

SIGN QUOTATION

15 DATE OF QUOTATION

a. NAME OF QUOTER

b. STREET ADDRESS

16. SIGNER

c. COUNTY a. NAME (Type or print)

b. TELEPHONE

d. CITY e. STATE f. ZIP CODE c. TITLE (Type or print) AREA CODE

NUMBER

STANDARD FORM 18

STATEMENT OF WORK

A. GENERAL STATEMENT

The U.S. Mission in Vietnam requests maintenance service starting for the American Embassy’s continuous ambient monitoring systems (CAMS) located in Ha Noi, Vietnam for the period July 01, 2025 – June 30, 2026.

The Contractor shall complete all work, including furnishing all labor, material, equipment, and services, unless otherwise specified herein, required under this contract for stated services within the time specified herein. The price offered shall include all labor, materials, delivery, overhead, and profit. The Contractor shall furnish all engineering, labor, tools, equipment, materials, supplies and services to provide the required services as specified in the schedule.

The Contractor shall provide necessary support to immediately inform the Embassy of any system and hardware failure, recommend solution, and provide repair work when officially requested by the Embassy. If the repair work is out of this solicitation SOW the Embassy will confirm the request by a separate purchase order/contract for service execution.

B. REQUIREMENTS

B.1. The activities and events are required for completing maintenance/support of the MetOne Beta

Attenuation Mass Monitor (BAM) 1020, as follows:

Maintenance of the BAM per manufacturer recommended intervals.

Complete periodic calibration (as factory recommended) will be provided.

Provide monthly maintenance checks, replacement of routine consumables and periodic calibration/instrument verification, as factory recommended.

Unless stipulated elsewhere, or provided as an alternative, contractor shall utilize US EPA standards per the National Ambient Air Quality Standards using methodologies referenced in 40 CFR 60 for all calibrations, correlation testing or verification, as required.

B.2. Integration and Maintenance of Continuous Ambient Monitoring Systems (CAMS)

B.2.1. IT, Cabling, Networking Devices and Communication Maintenance

Verification of data acceptability

24-hour response to any communication failure (as permitted by State Department Officials)

Maintenance and repair of cabling to and from the BAM and the computer, and from the computer to the facility’s Ethernet port.

Maintenance and repair of networking devices and cabling from the computer and the BAM.

Diagnose and remediate hardware related issues concerning the BAM, networking equipment, and computer. Diagnose software related issues and liaison with software support contractor for remediation.

B.2.2. CAMS Maintenance and Scheduled Service.

Vendor shall conduct the following activities related to the ongoing maintenance and service of the CAMS.

Conduct of equipment and maintenance checks with listed frequency as per B.3 below.

Cleaning of key components including cyclone.

Replacement of consumables including filter tape, filtration devices and screens.

Provide Recommendations for specific consumable components for “stocking”.

Troubleshooting of device (estimate of repair) prior to any long-term potential outages.

24-hour response to any mechanical failure (typically alerted via email alert from device)

a. Manage operations of the BAM to ensure continuous uptime and functionality

b. Conduct maintenance, both scheduled and as-needed, to prevent potential downtime of BAM operations

c. Complete break\fix tasks, both during routine maintenance and when other issues arise, to return the

BAM to an operational state

d. Communicate with the DC based vendor to ensure data communication of the BAM is functioning successfully.

B.3. Estimated Project Completion and Maintenance Scheduling.

Activity Frequency Date of Last Service

Executed

Download Digital Data 2 times per month 6/15/25

Verify Software Data Capture and Processing 2 times

Clean PM2.5 Inlet and Cyclone 2 times per month 6/15/25

Nozzle and Vane Cleaning Monthly 6/15/25

Leak Check Monthly 6/15/25

Flow Rate Verification Monthly 6/15/25

Clean Capstan Shaft and Pinch Roller Tires Monthly 6/15/25

Check Error Log Monthly 6/15/25

Download Digital Data Log Monthly 6/15/25

Replace Filter Tape 2 Months 6/15/25

Run SELF-TEST Function 2 Months 6/15/25

Full Flow Audit and Calibration 2 Months 6/15/25

Verify BAM-1020 Settings 2 Months 6/15/25

Set Real-Time Clock 2 Months 6/15/25

Test Pump Capacity 6 months 6/15/25

Test Filter Temperature sensors 6 months 6/15/25

Test Filter RH and 6 months 6/15/25

Test Smart Heater 6 months 6/15/25

Perform 72 hour BKGD (BX-302 zero filter) test 12 months 6/15/25

Clean Internal Debris Filter 12 months 6/15/25

Check Membrane Span Foil 12 months 6/15/25

Beta Detector Count Rate and Dark Count Test 12 months 6/15/25

Clean Inlet Tube 12 months 6/15/25

B.4. Items required for BAM 1020 maintenance in Hanoi, Vietnam.

Contractor shall provide all items listed below Cost for items provided by contractor must be noted in C. Pricing table.

No. Description Estimated Quantity

Provided by the Embassy

1 BAM Filter Tape (2 months operation per tape) 3 0

2 Fuse, 3.15A, Slo-Blo (5 x 20mm) 1 0

3 Pump rebuild kit (Gast) 1 0

4 Filter Element, Internal Debris Filter 1 0

5 Low lint wet wipes 1 0

6 3Volt Coin Style Battery 1 0

7 Cotton tipped applicators, Nozzle cleaning ,100 pack solon #362 1 0

B.5. Site visit

The site visit will be held within the period May 19 - 20 at the service required locations to inform bidders of all the conditions and limitations applied to the contract. All prospective quoters who have received the solicitation package are invited to attend. List of participants (max 02 participants/quoter with full names, ID and cellphone numbers) must be submitted before 12h00 PM local noon time May 15, 2025 to Dang Lan Anh at email DangAL@state.gov , and Pham Thanh Ha at PhamHT@state.gov for necessary security registration.

Participants will be informed about time and location upon registration. Questions regarding solicitation requirements are to be submitted to Pham Thanh Ha at PhamHT@state.gov on or before May 21, 2025 at 12h00

PM local noon time. Questions submitted after this time will not be accepted and answered.

C. PRICING

The Contractor shall provide materials and labor to complete all works specified SOW. The prices listed below in

Vietnam Dong (VND), or US Dollar (USD) if overseas contractor, shall include all labors, materials, insurance, overhead, profit, transportation, and all anticipated expenses.

No. Supplies & Services Quantity Unit

Unit Price

(VND or USD)

Cost

(VND or USD)

Services as described in B.1., B.2 and B.3 1 all

2 Supplies as described in B.4 1 all

3 Supplies delivery fee 1 all

4 Site expenses & management 1 all

Sub total:

VAT (if applicable)

Grand total price including VAT:

The above line items are price summary. Detail of prices shall be submitted in form of Bill of Quantity (BOQ) to cover all items required. The BOQ consists of descriptions, quantities and unit prices of materials, and labor.

Cost of labor may be submitted either Unit Price or Lump Sum.

D. PROCUREMENT TERMS & CONDITIONS:

The offeror must be willing to accept Purchase Order from US Embassy Hanoi.

Vendor’s contract is not accepted and signed.

All items bid must meet or exceed specifications listed.

Quotation must be in local currency VND or USD equivalent, firm fixed price to include applicable VAT, and any other anticipated charges.

Selected vendor must be able to accept payment within 30 (thirty) days after the orders are delivered completely and the original correct invoice is received.

The payment will be made through Electronic Fund Transfer (EFT) to the vendor bank account as stated on the invoice.

Any cancellations after PO awarded, only services rendered will be paid.

For US Government rules and regulation reference, please read the attached Commercial Clause document attached.

Offeror’s registration in the System for Award Management (SAM) is required as instructed in Invitation

Letter.

Please send your proposal/quotation no later than 17:00PM on May 29, 2025 local time by email to U.S.

Embassy Hanoi to: Ms. Pham Thanh Ha - Procurement Agent (Contract) - Email: PhamHT@state.gov .