Caterpillar Generators PMS RFQ No 19Z11526Q0010.docx.pdf

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UNITED STATES OF AMERICA

Embassy Harare

GSO Procurement & Contracting 2 Lorraine Drive, Blufthill

Harare, Zimbabwe

May 18, 2026

Dear Prospective Offeror:

Subject: Request for Proposals number 19Z11526Q0010 for Caterpillar Generators Preventive Maintenance services.

Enclosed is a Request for Proposals (RFP) for Caterpillar Generators Preventive Maintenance services. If you would like to submit quotation, follow the instructions in Section L of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form that follows this letter.

The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract/purchase order based on initial proposals, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

The Embassy intends to conduct a pre-proposal conference at the site, The pre-proposal conference will be held on May 26, 2026, at 1 O.OOam (Harare Time) at the US Embassy New Compound. Prospective offerors/quoters should complete and email the attached Pre-Quotation Conference/Site visit Registration Form to HarareGSOProcurement@state.gov by May 21, 2026 to arrange entry to the premises.

Proposals are due by 1700hrs (Harare Time) on June 2, 2026. No proposals will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

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

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

1. SF-33

2. Section B, Pricing

3. Section K Representations and Certifications

4. Additional information as required in Section L and M

5. Proof of SAM Registration

Damian Richard

Caterpillar Generators Preventive Maintenance services: RFQ # 19Z11526Q0010

SECTION A SF-1442

SOLICITATION, OFFER,

AND AWARD

(Construction, Alteration, or Repair)

1. SOLICITATION NO.

19Z11526Q0010

2. TYPE OF SOLICITATION

SEALED BID (IFB)

[x] NEGOTIATED (RFP)

3. DATE ISSUED

May 18, 2026

PAGE OF PAGES

IMPORTANT - The “offer” section on the reverse must be fully completed by offeror.

4. CONTRACT NO. 5. REQUISITION/PURCHASE REQUEST NO.

PR15991639

6. PROJECT NO.

7. ISSUED BY CODE 8. ADDRESS OFFER TO

U.S. Embassy Harare No. 2 Lorraine Drive, Bluffhill Harare, Zimbabwe

U.S. Embassy Harare 2 Lorraine Drive, Bluffhill Harare, Zimbabwe Email: HarareGSOProcurement@state.gov

9. FOR INFORMATION

CALL:

A. NAME

Damian Richard/Annie Chinyanganya

B. TELEPHONE NO. (Include area code) (NO COLLECT CALLS) HarareGSOProcurement@state.gov / 08677011000

SOLICITATION

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

10. THE GOVERNMENT REQUIRES PERFORMANCE OF THE WORK DESCRIBED IN THESE DOCUMENTS (Title, identifying no., date):

Preventive Maintenance services for Caterpillar Generators in accordance with the Pricing Schedule and Statement of work in the solicitation.

11. The Contractor shall begin performance within 10 calendar days and complete it within 60 calendar days after receiving award, notice to proceed. This performance period is mandatory, negotiable. (See _______________.)

12A. THE CONTRACTOR MUST FURNISH ANY REQUIRED PERFORMANCE AND PAYMENT BONDS?

(If “YES,” indicate within how many calendar days after award in Item 12B.)

YES NO

12B. CALENDAR DAYS

13. ADDITIONAL SOLICITATION REQUIREMENTS:

A. Quotations must be submitted electronically to: HarareGSOProcurement@state.gov by the xx May 2026 on or before 1700hrs Harare time. No quotation will be accepted after this time. Quotations must be in English and incomplete quotations will not be accepted. It is important to make sure the submission is made in specific size and format; in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed the 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

B. An offer guarantee is, is not required.

C. All offers are subject to the (1) work requirements, and (2) other provisions and clauses incorporated in the solicitation in full text or by reference.

D. Offers providing less than _____ calendar days for Government acceptance after the date offers are due will not be considered and will be rejected.

mailto:HarareGSOProcurement@state.gov mailto:HarareGSOProcurement@state.gov mailto:HarareGSOProcurement@state.gov

OFFER (Must be fully completed by offeror)

14. NAME AND ADDRESS OF OFFEROR (Include ZIP Code)

15. TELEPHONE NO. (Include area code)

16. REMITTANCE ADDRESS (Include only if different than Item 14)

CODE FACILITY CODE

17. The offeror agrees to perform the work at the prices specified below in strict accordance with the terms of this solicitation, if this offer is accepted by the Government within _____ calendar days after the date offers are due. (Insert any number equal to or greater than the minimum requirement stated in Item 13D. Failure to insert any number means the offeror accepts the minimum in Item 13D.

AMOUNTS

18. The offeror agrees to furnish any required performance and payment bonds.

19. ACKNOWLEDGMENT OF AMENDMENTS

The offeror acknowledges receipt of amendments to the solicitation -- give number and date of each

AMENDMENT NO.

DATE

20A. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER

(Type or print)

20B. SIGNATURE

20C. OFFER DATE

AWARD (To be completed by Government)

21. ITEMS ACCEPTED:

22. AMOUNT

23. ACCOUNTING AND APPROPRIATION DATA

24. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

25. OTHER THAN FULL AND OPEN COMPETITION PURSUANT TO

10 U.S.C. 2304(c)( ) 41 U.S.C. 253(c)( )

26. ADMINISTERED BY CODE 27. PAYMENT WILL BE MADE BY

U.S. Embassy Harare 2 Lorraine Drive, Bluffhill Harare, Zimbabwe Email: HarareFMOInvoices@state.gov

CONTRACTING OFFICER WILL COMPLETE ITEM 28 OR 29 AS APPLICABLE

28. NEGOTIATED AGREEMENT (Contractor is required to sign this document and return ____ copies to issuing office.) Contractor agrees to furnish and deliver all items or perform all work, requisitions identified on this form and any continuation sheets for the consideration slated in this contract. The rights and obligations of the parties to this contract shall be governed by (a) this contract award, (b) the solicitation, and (c) the clauses, representations, certifications, and specifications or incorporated by reference in or attached to this contract.

29. AWARD (Contractor is not required to sign this document.) Your offer on this solicitation is hereby accepted as to the items listed. This award consummates the contract, which consists of (a) the Government solicitation and your offer, and (b) this contract award. No further contractual document is necessary.

30A. NAME AND TITLE OF CONTRACTOR OR PERSON AUTHORIZED

TO SIGN (Type or print)

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

Damian Richard

30B. SIGNATURE

30C. DATE

31B. UNITED STATES OF AMERICA

31C. AWARD DATE

mailto:HarareFMOInvoices@state.gov

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SCOPE OF SERVICES

The Contractor shall provide personnel, supplies and equipment, as identified in this solicitation and Exhibit I, for all building maintenance services at U.S. Embassy Harare as described in Section C, DESCRIPTION/SPECIFICATIONS/WORK STATEMENT, of this contract and exhibits attached in Section J.

B.2 TYPE OF CONTRACT

This is a fixed price type contract for scheduled maintenance services as defined in the Comprehensive Maintenance Plan (CMP). The fixed price will include all work, including furnishing all labor, materials, equipment, and services, overhead (including cost of Workers’ Compensation and War-Hazard Insurance, which shall not be a direct reimbursement) and profit, unless otherwise specified. The Government will issue on a weekly, biweekly, monthly, quarterly, or semi-annual basis scheduled task orders, which are pre-printed forms. The scheduled work orders shall identify the listed system/equipment or other description, machine number, location, task description, for the Contractor to perform the maintenance services specified. (See Exhibit A, Section J).

An indefinite delivery/indefinite quantity type contract will be awarded for unscheduled work or urgently needed services. Individual delivery orders will be issued using the fixed hourly rates identified below. The fixed hourly rates shall include wages, overhead, general, and administrative expenses, and profit. Hours and labor categories for these delivery orders shall be negotiated into a firm-fixed-priced delivery order using the standards identified in the Means for Maintenance and Repair Costs Data and adjusted for Harare. The actual amount of work to be performed, an estimate of the professional/technical effort required, the time of such performance, and the location of the property(ies) shall be authorized by delivery orders issued by the Contracting Officer.

Orals orders may be necessary for emergency services however they shall be issued in writing within three business days of the oral instructions. See Exhibit B, Section J for sample of an Unscheduled Work Order.

B.3.1 Value Added Tax

VAT VERSION A

The Contractor shall include VAT as a separate charge on the Invoice and as a separate line item in Section B.

B.3.2 PRICING

Advance payments are not authorized under this contract. Instead, the Embassy shall issue Task Orders for the execution of works. Payment shall be made 30 days after the

Contracting Officer Representative (COR) has confirmed that services were rendered in a satisfactory manner. All prices shall be submitted in USD

B.3.3 Scheduled Maintenance Services

(a) In consideration of satisfactory performance of all the scheduled services required under this contract, the Contractor shall be paid a fixed-price per month for Scheduled Maintenance Services. No additional sums will be payable on account of any escalation in the cost of materials, equipment, or labor (unless mandated by local law see B.7), or because of the Contractor 's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required by the maintenance plan is. Nor will the contract price be adjusted on account of fluctuations in the currency exchange rate.

(b) Premium pay for services required to be provided on holidays is included only in the fixed prices for Scheduled Maintenance Services.

B.3.4 Unscheduled Services

(a) The fixed hourly rates per labor category shall be used to establish firm fixed-price task orders. Each task order shall be issued in advance and priced by multiplying the hourly rates by the number of hours required.

(b) The Contractor shall also be reimbursed for costs for any materials/equipment ordered under the task order issued by the Government in conjunction with the Unscheduled Services, as further described in H.14. No profit shall be added to this material/equipment. All costs of materials/equipment shall be itemized on the invoice, such as purchase price of material/equipment, cost of transportation and cost of handing.

If VAT charges are paid, then they must be itemized in each task order.

B.3.5 Emergency Services

(a) Emergency services shall be issued and priced at the same rates as unscheduled services, however, work that is required beyond normal working hours or days (see F.8) or 40 hours per week or 8 hours per day and meet the definition of emergency services as defined in C.1.3 may use overtime rates as fixed below.

(b) The Contractor shall also be reimbursed for costs for any materials/equipment ordered under the task order issued by the Government in conjunction with the Emergency Services, as further described in H.14. No profit shall be added to this material/equipment. All costs of materials/equipment shall be itemized on the invoice, such as purchase price of material/equipment, cost of transportation and cost of handing.

If VAT charges are paid then they must be itemized in each task order.

B.3.6 Ordering

(a) All supplies or services to be furnished under this contract shall be ordered by the issuance of delivery orders by the Department of State. Orders may be issued from the date of the Contracting Officer's signature until the end of the "Period of Performance" applicable to this contract.

(b) Contractor will be asked to submit a cost proposal (sample shown in Exhibit D) when given a draft scope of work for an unscheduled task.

(c) Contracting Officer will negotiate and develop firm-fixed-priced delivery orders for each unscheduled or emergency task that needs to be performed.

(d) All delivery orders are subject to the terms and conditions of this contract. This contract shall take precedence in the event of conflict with any order.

B.4 BASE PERIOD PRICES

B.4.1. Scheduled Maintenance Services.

The fixed-price for the first year (starting on the date stated in the Notice to Proceed and continuing for a period of 12 months) for scheduled maintenance and unscheduled emergency services as defined in Section C

CLIN Description of Services Quantity Unit Price Total Price

001 Unscheduled Emergency Services CAT C18 4 002 Unscheduled Emergency Services CAT C13 1

Quarterly Preventive maintenance CAT C18 for four generators (4 each x 4 visits) 16

Quarterly Preventive maintenance CAT C13 (four visits) 4

005 Defense Base Act Insurance 1

VAT 15.5%

Total

B.4.2 Minimum and Maximum Amounts for Unscheduled Maintenance and Emergencies

During this contract period, the Government shall place orders totaling a minimum of $900.00. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed $8,500.00. This reflects the maximum contract for unscheduled emergency Services for this period of performance.

B.5 FIRST OPTION YEAR PRICES

B.5.1. Scheduled Maintenance Services.

The fixed-price for the first year (starting on the date stated in the Notice to Proceed and continuing for a period of 12 months) for scheduled maintenance and unscheduled emergency services as defined in Section C

CLIN Description of Services Quantity Unit Price Total Price

101 Unscheduled Emergency Services CAT C18 4 102 Unscheduled Emergency Services CAT C13 1

Quarterly Preventive maintenance CAT C18 for four generators (4 each x 4 visits) 16

Quarterly Preventive maintenance CAT C13 (four visits) 4

105 Defense Base Act Insurance 1

VAT 15.5%

Total B.5.2 Minimum and Maximum Amounts for Unscheduled Maintenance and Emergencies

During this contract period, the Government shall place orders totaling a minimum of $900.00. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed $8,500.00. This reflects the maximum contract for unscheduled emergency Services for this period of performance.

B.6 SECOND OPTION YEAR PRICES

B .6.1. Scheduled Maintenance Services.

The fixed-price for the first year (starting on the date stated in the Notice to Proceed and continuing for a period of 12 months) for scheduled maintenance and unscheduled emergency services as defined in Section C

CLIN Description of Services Quantity Unit Price Total Price

201 Unscheduled Emergency Services CAT C18 4 202 Unscheduled Emergency Services CAT C13 1

Quarterly Preventive maintenance CAT C18 for four generators (4 each x 4 visits) 16

Quarterly Preventive maintenance CAT C13 (four visits) 4

205 Defense Base Act Insurance 1

VAT 15.5%

Total

B.6.2 Minimum and Maximum Amounts for Unscheduled Maintenance and Emergencies

During this contract period, the Government shall place orders totaling a minimum of $900.00. This reflects the contract minimum for unscheduled orders for this period of

B.7 THIRD OPTION YEAR SERVICES

B.7.1. Scheduled Maintenance Services.

The fixed-price for the first year (starting on the date stated in the Notice to Proceed and

Price Total Price

301 Unscheduled Emergency Services CAT C18 4 302 Unscheduled Emergency Services CAT C13 1

Quarterly Preventive maintenance CAT C18 for four generators (4 each x 4 visits) 16

Quarterly Preventive maintenance CAT C13 (four visits) 4

305 Defense Base Act Insurance 1

VAT 15.5%

Total

B.7.2 Minimum and Maximum Amounts for Unscheduled Maintenance and Emergencies

During this contract period, the Government shall place orders totaling a minimum of $900.00. This reflects the contract minimum for unscheduled orders for this period of

B.8 FOURTH OPTION YEAR SERVICES

B.8.1. Scheduled Maintenance Services.

The fixed-price for the first year (starting on the date stated in the Notice to Proceed and

Price Total Price

401 Unscheduled Emergency Services CAT C18 4 402 Unscheduled Emergency Services CAT C13 1

Quarterly Preventive maintenance CAT C18 for four generators (4 each x 4 visits) 16

Quarterly Preventive maintenance CAT C13 (four visits) 4

405 Defense Base Act Insurance 1

VAT 15.5%

Total

B.8.2 Minimum and Maximum Amounts for Unscheduled Maintenance and Emergencies

During this contract period, the Government shall place orders totaling a minimum of $900.00. This reflects the contract minimum for unscheduled orders for this period of performance. The amount of all orders shall not exceed $8,500.00. This reflects the maximum contract for unscheduled emergency Services for this period of performance.

B.9 GRAND TOTAL

Base Year Total

First Option Year Total

Section Option Year Total

Third Option Year Total

Fourth Option Year Total

GRAND TOTAL Base year plus four Option years

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1. INTRODUCTION

C.1.1 GENERAL INFORMATION:

The United States Embassy in Harare requires professional services and contractor cost proposals to perform Planned Maintenance and Inspection services of the facility’s Low Voltage Diesel Standby Generator systems.

C.2 PROJECT REQUIREMENTS:

The Contractor shall perform planned maintenance and inspections as described in this Statement of Work (SOW). The intent of this SOW is to ensure the entire standby generator systems for this facility are maintained according to manufacturer’s recommendations and to ensure the readiness and proper operation of the system.

C.3 DESCRIPTION OF EQUIPMENT *:

*Please see attachment at the end of this sheet for more details

C.4 GENERAL REQUIREMENTS:

The contractor shall provide the labor and materials required to carry out regularly planned maintenance and inspections as outlined in this SOW.

C.4.1 The Contractor shall inventory, supply and replace maintenance service items (eg.

filters, and fluids).

a. Only fluids and parts which meet or exceed manufacturer’s specifications shall be used.

b. All fluids shall be delivered in original sealed containers.

c. Contractor shall supply the parts required in performance of maintenance included in this SOW. (eg. Rocker cover gaskets when performing valve lash, thermostats when performing coolant change)

C.4.2. The Contractor shall maintain a supply of expendable and common parts so that these are readily available for normal maintenance to include: hoses, belts, oil, chemicals, coolant, filters, generator starting batteries, grease, sealant, thermostats, 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.

C.4.3 Exclusion. This contract does NOT include repair of equipment and replacement of hardware (e.g. bearings, pistons, piston rings, crankshaft, and gears) except as indicated in additions and equipment list. 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.

d. Replacement/repair of any electronic or electrical parts must 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.

C.4.4 Checklist Approval

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

C.4.5 It is the responsibility of the Contractor to perform all manufacturers recommended planned maintenance as well as planned maintenance recommended by the manufacture technical manuals for standby operations of the respective equipment.

e. This does not include major maintenance, planned overhauls, injector replacements.

C.4.6 PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

a. 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.

C.4.7 SAFETY & SPECIAL INSTRUCTIONS:

b. Use appropriate personal protective equipment (PPE) when performing work

c. Check all work areas, tools, and equipment to ensure unsafe conditions are eliminated or guarded against.

d. Follow site safety procedures.

e. Schedule maintenance with operating personnel and affected offices

(security).

f. Follow approved lockout/tag out procedures.

g. Review and follow the manufacturer’s instructions.

h. Record results in the equipment history log.

i. Remove lockout/tag out in accordance with appropriate procedures.

j. Report all incidents and near miss incidents to COR and assist as requested in the investigation and corrective action.

C.4.8 Disposal of used oil, fuel, battery and other toxic substances. 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.

C.4.9 Chemical analysis: The Contractor is responsible for conducting laboratory analysis for coolant and oil samples. All charges for such analysis is payable by the Contractor and a report stating the test results shall be submitted to the COR.

C.4.10 Load Bank: The Contractor is responsible for exercising the generator using an appropriately sized load bank. If prior permission is obtained building load may be used. The diesel units shall be run at 80% of the rated capacity for a minimum of 2-hours. All charges for such testing is payable by the Contractor and a report shall be submitted to the COR. Refer to maintenance section on Run Unit – With load.

a. The Government will not provide load banks for generator testing.

C.4.11 The offeror shall address its plan to obtain all commercial licenses and permits required by local law. If offeror already possesses the locally required licenses and permits, a copy shall be provided.

C.4.12 Provide a copy of Original Equipment Manufacturer (OEM) (eg. CAT, MTU, KOHLER, Cummins) authorized certificate or equivalent to carry out the necessary level of requested repair/planned maintenance service on post Generators.

C.4.13 The offeror’s strategic plan for generator maintenance services to include but not limited to:

a. A work plan taking into account all work elements in the Performance Work Statement.

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.

c. Identify and submit the list of parts and materials required for Quarterly, Semi-Annual and Annual maintenance service for all Generators.

d. Provide a statement that laboratory analysis report will be provided for oil and coolant samples collected.

e. Provide a statement that manifest or proof of disposal will be provided for toxic / hazardous substance waste collected.

f. Plan of ensuring quality of services including but not limited to contract administration and oversight;

i. If insurance is required by the solicitation, a copy of the Certificate of Insurance(s), or

ii. a statement that the Contractor will get the required insurance, and the name of the insurance provider to be used.

k. List of spare parts and suppliers of spare parts for generator and proposals shall include a description of the firm’s ability to obtain replacement parts and ability to perform specialized tests/diagnostic/programming equipment for doing the planned maintenance.

C.4.14 The contractor shall provide emergency assistance for generator support, priced at an hourly rate, within 24 hours of being contacted by the COR.

C.4.15 DELIVERABLES

l. The following items shall be delivered under this contract:

Description QTY Delivery Date Deliver to Names, biographic data, police clearance on Contractor personnel

1 5 days after contract award

COR

Certificate of Insurance 1 10 days after contract award

CO

Certification of disposal of toxic chemicals by local authorities

1 After each oil change service

COR

Checklist signed by Contractor’s employee

1 After completion of each maintenance service

COR &

powersupport@state.gov

Laboratory report for chemical analysis

1 30 days after completion of each oil change service

COR &

powersupport@state.gov

PMI/service Report 1 After completion of each service

COR &

powersupport@state.gov

Invoice 1 After completion of each maintenance service

COR

C.5 Exhibit A: SCOPE OF WORK - GENERATOR PLANNED MAINTENANCE

AND INSPECTION

The contractor shall provide all materials, supervision, labor, tools, and equipment to perform planned maintenance and inspections. All personnel working in the vicinity shall wear and /or use appropriate safety protection while work is performed. Any questions or injuries shall be brought to the attention of the Post COR and Occupation Safety and Health Officer (POSHO). Material Safety Data Sheets (MSDS) shall be provided by the contractor for all HAZMAT materials. Copies will be provided to the COR for approval.

The systems and components to be maintained include diesel generator prime mover, AC alternator, fuel, cooling, ventilation and lubrication systems, start and transfer systems, as well as control and monitoring systems. The attached equipment list provides details.

1. The contractor shall provide the COR with a list of necessary parts and materials.

a. Only fluids and parts which meet or exceed manufacturer’s specifications for the particular equipment shall be used.

b. All fluids shall be delivered in original sealed containers.

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

1. Detailed report noting the discrepancy found.

2. Bill of Materials (BOM) to include component name, quantity, part #, and price for any repair material required and material lead time.

3. Price quote for repair labor.

At a minimum, the following work shall be completed:

Planned Maintenance and Inspection Interval Schedule

A. Quarterly and/or Semi-annual PMI Schedule

1. Conduct visual inspection around generator.

• Check for evidence of leaks, damage, loose or missing hardware.

• Inspect engine and generator wiring harness for wear and damage.

• Inspect supports and spring isolators for soundness and stability.

• Inspect system for corrosion.

• Hoses and Clamps – Inspect and replace if needed.

• Belts – Inspect and adjust/replace if needed.

• Inspect all fuel, oil, and water piping for secure mounting and leaks.

• Inspect exhaust piping and muffler insulation.

• Check / service air cleaner

2. Batteries.

• Battery charger – Inspect operation and clean.

• Battery electrolyte level and specific gravity – Check and adjust. Add distilled water as needed.

• Perform battery load/condition test.

• Clean battery terminals and lugs (apply grease on terminal connections).

3. Fluids and Filters.

• Cooling System Coolant Level - Check and adjust.

• Coolant conditioner (DCA/SCA) / Antifreeze protection – Check and adjust to specs.

• Jacket Water Heater - Check proper operation.

• Water pump - Check

• Engine Oil Level - Check and add if needed.

• Fuel/water a – Drain water.

• Engine Air Cleaner Service Indicator – Check, replace filter if needed.

4. Generator Room.

• Fuels – Inspect and treat fuel if needed, check fuel level, drain/remove water and sediment.

Test fuel for degradation, water and microbial contamination.

Test autofill system, return to tank and alarms.

Check tank vents & overflow piping for obstructions Test alarms and or pumps in secondary containment.

Check hoses, piping and connections

• Space Heater/Room exhaust fan(s) - Check for proper operation.

• Air intake/exhaust – Ensure nothing obstructs airflow; louvers are free and operate properly.

5. Control Panel/generator cabinet.

• Open all cabinets; remove panel covers to clean/inspect.

• Clean dust and vacuum all the controls, meters, switching mechanism components, interior buswork, remote start control panel, annunciator, disconnect breaker and connecting lugs. Inspect/Check buswork and supporting hardware for cracks, corrosion, or any type of deterioration.

• Check all control wiring and power cables (especially wiring between or near hinged door) for sign of wear and deterioration. Secure and/or protect wiring and cables as required.

• Check the cabinet interior for loose hardware – tighten connections.

• Electrical Connections - Check tightness

• Clean and remove dust from panels.

6. Automatic Transfer Switch (ATS).

• Inspect seals.

• Note date of last control battery change if applicable. (Replace if 2 years or older).

• Check for hot spots using non-contact temp gun or IR camera.

• Inspect/Check bus work and supporting hardware for carbon tracking, cracks, corrosion, or any type of deterioration.

• Check all control wiring and power cables (especially wiring between or near hinged door) for sign of wear and deterioration.

• Check for evidence of overheating contacts.

• Exercise ATS.

Prior to performing operation, confirm with the COR.

This test shall consist of an electronic operation of the switch from the normal source 1 position to the alternate source 2 position and a return to normal.

Check ATS operation, calibrate and record time delays if necessary. Observe and record retransfer/cool down time.

7. Engine Control Module (ECM)

• Plug in OEM computer/diagnostic hardware if applicable.

• Review fault history.

• Download status report or similar depending on manufacturer to be submitted with report.

8. Run unit – No load.

• Run the generator with no load for 10 minutes.

Remote Start Panel-Inspect and test operation.

Check the generator for unusual conditions, such as excessive vibration, leaks, smoke.

Verify all meters, gauges and indicators are normal and functioning properly.

9. Run Unit – With load. Start unit and run under load for 1 hour.

• Unit should be run under facility load if COR authorizes to test and exercise entire system.

• If facility load is not permissible or is not a minimum of 50% of rated capacity or if wet stacking is prevalent, the unit shall be exercised with a load bank to a minimum 80% capacity for 2 hours.

• Automatic Start/Stop – Inspect.

• Check louvers, shutters and room exhaust fans for proper operation.

• Generator Set Vibration – Inspect.

• Read and record all key performance indicators from gauges/meters/ECM.

• Record load readings – Voltage, amps, % of load, frequency, power factor.

• Record Alternator bearing temperatures.

• Check exhaust for excessive black or white smoke.

• Check turbocharger for vibrations or any abnormal noise during operation.

• Check generator bearing for noise and overheating.

• Check exhaust manifold, flexible exhaust, muffler, and piping for leaks and secure mountings.

• Check Crankcase breather/Blow By

• Check / service air filter

• Check fuel filter restriction if applicable. Replace filters if required.

• Ensure system is left in proper position for automatic start and transfer.

• Clean generator and generator room. Wash radiator if necessary.

• Annotate date, hours and maintenance in Generator log, complete maintenance checklist and deficiency report and brief COR.

• Perform any additional maintenance tasks as recommended in the manufacture’s operation and maintenance manuals.

• Submit Service Inspection and Test Report to COR and email electronic copies to powersupport@state.gov

B. Annual Schedule:

1. Conduct quarterly / semi- annual PMI service

2. Engine Air Cleaner Elements – Replace.

3. Engine Crankcase Breather – Clean.

4. Engine Oil Sample - Obtain and perform analysis. Submit report to COR.

5. Engine Oil and Filter(s) – Replace.

mailto:powersupport@state.gov

6. Annotate date and hours on all filters when replaced.

7. Fuel Filters and Water Separators – Replace.

a. To include filters to day tanks if applicable.

b. Clean any fuel screens if applicable.

8. Obtain fuel sample at day tank and storage tank for analysis.

9. Radiator – Clean (follow manufacturer’s recommendation).

10. Intake louvers and ducts – Inspect

11. Cooling System Coolant Sample - Test

12. Cooling System Supplemental Coolant Additive (SCA) – Test - Add if applicable.

13. Coolant filter – Change if applicable

14. Crankshaft Vibration Damper - Inspect

15. Engine Protective Devices - Check

16. Turbocharger – Inspect/Check

17. Clean and lubricate fuel pump linkages if applicable.

18. Fan bearing – Inspect/Grease.

19. Engine Control Module (ECM)

a. Download status report or similar depending on manufacturer to be submitted with report.

b. Test unit safety shutdowns.

c. Provide post an electronic copy of ECM program file.

20. Check injector pump and injectors for flow rate pressure

21. AC Alternator – Inspect. Check for moisture, dust, oil, grease, and debris on main stator windings, exciter. Check commutator & slip rings, rotor & stator, bearings, bearing lubrication, voltage regulator. Measure & record resistance readings of windings with insulation tester (Megger). Clean as needed.

22. Check Rotating Rectifier

23. Inspect / Check Varistor

24. Automatic Transfer Switch (ATS).

a. Clean and vacuum all the controls, meters, switching mechanism components, interior bus work, Remote Start control panel, Annunciator and connecting lugs of the ATS.

b. Check the cabinet interior for loose hardware – tighten connections.

c. Do not perform live ATS. Outage is necessary and prior COR approval required.

C. Additional maintenance required per manufacturers recommendations and service interval:

1. Generator bearing – Inspect/Grease as recommended by manufacturer’s maintenance schedule.

2. Engine Generator Batteries – Replace if 3 years old.

3. Cooling System Coolant – Flush system and replace per manufacturer’s maintenance schedule with coolant per manufacturers specifications.

• Every 3 years since last change.

• Every 6 years for Extended life coolant

When performing coolant change; flush engine and replace engine thermostats.

Replace hoses if necessary.

4. Engine Valve Lash/injector height - Inspect/Adjust per manufacturer’s maintenance schedule. Replace rocker cover gaskets and torque to proper specs.

D. Additional:

1. The contractor shall supply to post at the start of this contract:

• 1 set of engine belts per unit to be kept onsite.

Provide labor to replace belts as needed during regular scheduled service as needed based on inspection.

• 1 set of fuel filters and water separators per unit to be kept onsite. This is in addition to items supplied at annual service.

Equipment List:

Generator 1 Due GenSet Make and Model Caterpillar, DE715E0 Serial and Spec # CAT00C18CLNB01705; 650kVA Engine make and model CAT C18 Engine serial and Spec # *ELM05374* GenSet Control panel model # EMCP 4.2 Engine Hrs and date 10,700hrs (03/09/2026) Hrs and date of last battery change February 2026 Plan every 3 years Hrs and date of last coolant change - Plan every 3 years or 6 for ELC Hrs and date of last valve lash adjustment - Initial and annually

Generator 2 Due

Serial and Spec # CAT00C18LLNB01708; 650kVA Engine make and model CAT C18 Engine serial and Spec # *ELM05378* GenSet Control panel model # EMCP 4.2 Engine Hrs and date 9603hrs (03/09/2026) Hrs and date of last battery change Nov 2023 Plan every 3 years

Generator 3 Due

Serial and Spec # CAT00C18ALNB01707; 650kVA

Engine make and model CAT C18 Engine serial and Spec # *ELM05372* GenSet Control panel model # EMCP 4.2 Engine Hrs and date 6881hrs (03/09/2026) Hrs and date of last battery change Nov 2023 Plan every 3 years

Hrs and date of last coolant change - Plan every 3 years or 6 for

ELC

Generator 4 Due

Serial and Spec # CAT00C18VLNB01706;650kVA Engine make and model CAT C18 Engine serial and Spec # *ELM05378* GenSet Control panel model # EMCP 4.2 Engine Hrs and date 6101hrs (03/09/2026) Hrs and date of last battery change Nov 2023 Plan every 3 years

Generator 5 Due GenSet Make and Model Caterpillar Serial and Spec # To provided Engine make and model CAT C13 Engine serial and Spec # To provided GenSet Control panel model # EMCP 4.2 Engine Hrs and date To provided Hrs and date of last battery change To provided Plan every 3 years

END OF STAEMENT OF WORK

SECTION D - PACKAGING AND MARKING

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)

52.246-12 INSPECTION OF CONSTRUCTION (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 Performance Work Statement

(PWS)

C.1 thru C.5

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.

https://acquisition.gov/browse/index/far https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl

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.

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

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

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 Contracting Officer's signature and shall remain in effect until end of Base year with four Option years. Individual delivery orders for unscheduled work will identify completion times for specific unscheduled/urgent tasks.

F.3. DELIVERABLES

The following items shall be delivered under this contract:

Description Quantity Delivery Date Deliver To C.1.3.2 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 weekly period COR

C.3.1. Building Maintenance Report 1 5th day of each month COR H.1.2.3. Bios on Personnel 1 10 days after award COR H.3. Bonds 1 30 days after award CO H.4. Insurance/Licenses & Permits 1

30 days after Notice of Award CO

H.10.1 Safety Plan 1 30 days after contract award COR H.7.1 Waste Disposal Report 1 Last day of each month COR https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl

F.4 CONTRACTOR'S SUBMISSION OF MAINTENANCE SCHEDULE AND

MINOR REPAIRS UNDER UNSCHEDULED WORK ORDERS

The time for submission of the schedules and General Instructions referenced in Section I, 52.236-15, "Schedules for Construction Contracts", paragraph (a), is hereby modified to reflect the due date for submission as seven calendar days after receipt of an executed contract". The Contractor shall weekly revise such schedules (1) to account for the actual progress of the work, (2) to reflect approved adjustments in the performance schedule, and (3) as required by the Contracting Officer to achieve coordination with work by the Government and any separate contractors employed by the Government. The Contractor shall submit a schedule which sequences work so as to minimize disruption at the jobsite.

All deliverables shall be in the English language, unless otherwise provided hereunder, and any system of dimensions (i.e., English or metric) shown shall be consistent with that used in the contract. No extension of time shall be allowed on account of a delay by the Government in approving such deliverables if the Contractor has failed to act promptly and responsively in submitting its deliverables. Each deliverable shall be identified as required by the contract.

F.5 ACCEPTANCE OF SCHEDULE

When the Government has accepted any time schedule, it shall be binding upon the Contractor. The completion date is fixed and may be extended only by a written modification to the delivery 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 and achieve final completion by the established completion date.

F.6. NOTICE OF DELAY

In the event the Contractor receives a notice of any change in the work, or if any other conditions arise which are likely to cause or are actually causing delays which the Contractor believes may result in completion of the project after the completion date, the Contractor shall notify the Contracting Officer of the effect, if any, of such change or other conditions upon the approved schedule, and shall state in what respects, if any, the relevant schedule or the completion date should be revised. Such notice shall be given promptly, and not more than ten (10) days following the first occurrence of event giving rise to the delay or prospective delay. Revisions to the approved time schedule shall only be made with the approval of the Contracting Officer.

F.7. NOTICE TO PROCEED

(a) Following receipt from the Contractor of any bonds or evidence of insurance within the time specified in Section H of this contract, and following acceptance of these documents by the Contracting Officer, the Contracting Officer will provide to the Contractor a Notice to Proceed. The Contractor must then prosecute the work required hereunder.

(b) It is possible that the Contracting Officer may elect to issue the Notice to Proceed prior to receipt and acceptance of any bonds or evidence of insurance required hereunder.

Issuance of a Notice to Proceed by the Government before receipt of the required bonds or insurance certificates or policies shall not be a waiver of the requirement to furnish these documents.

F.8. WORKING HOURS

All work shall be performed during the day Mon -Thurs except for the holidays identified below. Other hours, initiated by the Contractor, may be approved by the Contracting Officer's Representative. Notice must be given 24 hours in advance to COR who will consider any deviation from the hours identified above. Changes in work hours will not be cause for a price increase.

F.9. EXCUSABLE DELAYS

The Contractor will be allowed time, not money, for excusable delays as defined in FAR 52.249-10, Default. Examples of such cases include (l) acts of God or of the public enemy, (2) acts of the United States Government in either its sovereign or contractual capacity, (3) acts of the government of the host country in its sovereign capacity, (4) acts of another contractor in the performance of a contract with the Government, (5)fires, (6) floods, (7) epidemics, (8) quarantine restrictions, (9) strikes, (l0) freight embargoes, (11) delays in delivery of Government furnished equipment and (12) unusually severe weather. In each instance, the failure to perform must be beyond the control and without the fault or negligence of the Contractor, and the failure to perform furthermore (1) must be one that the Contractor could not have reasonably anticipated and taken adequate measures to protect against, (2) cannot be overcome by reasonable efforts to reschedule the work, and (3) directly and materially affects the date of final completion of the project.

F.10 POST AWARD CONFERENCE

A post award conference will be held 10 days after contract award at New Embassy compound, 2 Lorraine Drive, Bluffhill to discuss the schedule, submittals, notice to proceed, mobilization and other important issues that affect the progress under this contract.

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE (COR)

(AUG 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name or position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative (COR). Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a warranted Contracting Officer and this authority is delegated in the designation.

(b) The COR for this contract is Supervisory Electrical Engineer.

G.1.1 Duties

The COR is responsible for inspection and acceptance of services. These duties include review of Contractor invoices, including the supporting documentation required by the contract. The COR may provide technical advice, substantive guidance, inspections, invoice approval, and other purposes as deemed necessary under the contract.

G.2. PAYMENT

G.2.1. General.

The Contractor's attention is directed to Section I, 52.232-1, "Payments", and 52.232-5, "Payments Under Fixed-Price…