PMSC Fuel Systems (with polisher) SOW -Aug 11.docx

U.S. Embassy Wellington, New Zealand August 11, 2025

Dear Prospective Quoter:

Subject: Request for Quotations number 19NZ9525Q0017

Enclosed is a Request for Quotations (RFQ) for Preventative maintenance for fuel distribution system services. If you would like to submit a quotation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit it to the address shown on Standard Form 1449 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 quotations, 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-quotation conference at the site, The pre-proposal conference will be held on August 25th, at 10am.at the US Embassy, 29 Fitzherbert Terrace, Thorndon, Wellington. Prospective offerors/quoters should contact wellington.gsoprocurement@state.gov for additional information or to arrange entry to the building.

Quotations are due by September 5th, 2025 ,5pm. No quotations will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

Your quotation must be submitted electronically to wellington.gsoprocurement@state.gov It is important to make sure the submission is made in specific size and format; in MS Word (docx) or MS-Excel or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB.

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

1. SF-1449

Sincerely, John Langer Contracting Officer

Preventive Maintenance Contract Scope of Work For Fuel Distribution Systems

United States Embassy Wellington, New Zealand

United States Department of State

OVERSEAS BUILDING OPERATIONS

TABLE OF CONTENTS

Section 1 - The Schedule

· SF 1449 cover sheet

· Continuation To SF-1449, RFQ Number XXXXXXXXX Prices, Block 23

· Continuation To SF-1449, RFQ Number XXXXXXXXX, Schedule of Supplies/Services, Block 20

· Description/Specifications/Work Statement

· Exhibit A - List of Tasks to be Performed (Statement of Work) and Equipment List

Section 2 - Contract Clauses

· Contract Clauses

· Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12

Section 3 - Solicitation Provisions

· Solicitation Provisions

Section 4 - Evaluation Factors

· Evaluation Factors

Section 5 - Representations and Certifications

· Offeror Representations and Certifications

· Addendum to Offeror Representations and Certifications - FAR and DOSAR Provisions not Prescribed in Part 12

SECTION 1 - THE SCHEDULE

1.0 DESCRIPTION

The American Embassy in Wellington, New Zealand requires preventive maintenance services for their fuel systems. These services shall result in all systems being serviced under this agreement being in good operational condition when activated.

1.1. TYPE OF CONTRACT

This is a firm fixed price contract payable entirely in New Zealand Dollar. 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.

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 and will be expected to commence no later than (September 1, 2025).

2.0 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.

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.

Total Option Year 1

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.

Annual

Total Option Year 2

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

Total Option Year 3

Total Option Year 4

2.7 Repair option. Repairs are NOT included under this agreement (see 7.1.3) and are to be done outside this contract. However, we would like to have 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 approval.

Repair Labor Rates

2.8 Emergency Service Option. Emergency Service is NOT included under this agreement and will be billed outside the contract. However, we would like to have the rates in the event of an emergency. Emergency Service, with a four-hour response time, must be available 24-hours per day, 365 days a year. Submit cost for Emergency Services below. Please indicate how the emergency service will be billed (hourly, trip charge, etc).

Emergency Service Rates

3.0 NOTICE TO PROCEED

After Contract award and submission of acceptable insurance certificates and copies of all applicable licenses and permits, the Contracting Officer will issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten (10) days from date of Contract award unless the Contractor agrees to an earlier date) on which performance shall start.

DESCRIPTION/SPECIFICATION/WORK STATEMENT

4.0 EQUIPMENT AND PERFORMANCE REQUIREMENTS

4.1. The American Embassy in Wellington, New Zealand requires the Contractor to maintain the following systems in a safe, reliable and efficient operating condition. Please see equipment list included in Exhibit A for a more detailed description.

1) Fuel Pump, Fuel Storage Tank, Panel Controls

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; and provide consumable materials.

4.3. Performance Standards

All work in this agreement shall be completed in a professional and timely manner. Those working on the equipment should be certified and the quality of work should reflect that. The Contractor shall schedule all preventive maintenance work with the site Facility Manager to avoid disrupting the business operation of the Embassy.

5.0 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 8:00 AM and 4:00 PM Monday through Friday. No work shall be performed on US Government and local holidays.

6.0 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. The Contractor’s employees shall be on-site only for contractual duties and not for any other business or purpose. Contractor employees shall have 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 and police clearance on all Contractor personnel who shall 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 you need to have vehicle access please submit your vehicle information (Make, Model, License Plate #) along with a written justification as to why access is necessary. This should be submitted to the Facility Manager at least one (1) week prior to the visit.

6. 2 Security Clearances. Security clearances are not a requirement for performance on this contract, as there will be no access to classified information or areas.

6.3 The Contractor must comply with all of the following requirements relating to the protection of U.S. Embassy Diplomatic personnel, property and compound project information and cooperate fully in all security matters Sensitive But Unclassified (SBU) and information that may arise relating to this contract.

Contractor personnel may also be exposed to various documents and signs, including Post notices, event schedules, DoS regulations and conversations or announcements relating to the operation of the U. S. Embassy and diplomatic personnel. This information should not be shared with anyone not employed by or falling under the protection of the Embassy.

Contractor personnel may be exposed to various documents, such as blueprints, drawings, sketches, notes, surveys, reports, photographs, and specifications, received or generated in conjunction with this contract. These documents contain information associated with diplomatic facilities for the U.S. Department of State. These documents have been marked with the handling designations “Unclassified” or “Sensitive But Unclassified” and US Government warnings against reproduction and distribution. These documents require special handling and dissemination restrictions. All handling designations and warnings on original documents must be reproduced on subsequent copies.

The loss, compromise, or suspected compromise or loss of any SBU information, contract related information (personnel files, payroll information, etc.), any post or diplomatic facility related information (documents, notes, drawings, sketches, surveys, reports, exposed film, negatives, or photographs), or ANY information which may adversely affect the security interests of the United States, must be immediately brought to the attention of the Contracting Officer (CO) and Contracting Officer’s Representative (COR).

Photographs of any diplomatic overseas building or facility must be authorized in advance by the COR and Regional Security Officer (RSO), who will establish any controls, limits, and/or restrictions as necessary. Exposed film depicting any Controlled Access Area and/or sensitive equipment must be developed in a U.S.- controlled environment by appropriately cleared personnel. No further dissemination, publication, duplication, or other use beyond that which was requested and approved is authorized without specific, advance approval from DS. DS reserves the right to demand retention of all copies of said photographs and/or negatives, following fulfillment of the previously authorized usage.

Transmission of any information marked Sensitive But Unclassified (SBU) or contract/personnel sensitive information, via the Internet, is prohibited. SBU information can be transmitted via ProjNet, mail, FedEx (or other commercial carrier) or fax, or handcarried by authorized contractor personnel.

Discussion of U.S. Diplomatic post activities while not on post, to include in homes, hotel rooms, restaurants and all other public places, is prohibited. Any contact with host or third country nationals that seems suspicious (such as undue curiosity in the project or project personnel) shall be reported immediately to the COR and RSO.

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.

6.4.2 Neglect of Duties. Neglect of duties shall not be condoned. 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.

6.4.3 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.

6.4.4 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.

6.4.5 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.

7.0 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.

7.2 Checklist Approval

The Contractor shall submit to the COR a schedule and description of preventive 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.

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 the maintenance visit.

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

8.0 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 will include but 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.

8.2. DELIVERABLES

The following items shall be delivered under this contract:

9.0 INSURANCE REQUIREMENTS

9.1 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.

9.2 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

Workers’ Compensation and Employer’s Liability

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”).

10.0 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.

11.0 QUALITY ASSURANCE PLAN (QAP).

11.1 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.

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.

12.0. TRANSITIONS/CONTACTS

Within 10 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.

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

021459142

· COR: Ma. Teresita Lim LimMN@State.gov 021790295

13.0 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's payment office, whichever is later. Invoices shall be sent to:

AMERICAN EMBASSY

Wellington, Invoices <Wellington.Invoices@state.gov>

Exhibit A - - STATEMENT OF WORK

I. GENERAL INFORMATION:

The American Embassy in Wellington, New Zealand requires preventive maintenance services for their fuel systems. These services shall result in all systems being serviced under this agreement being in good, operational condition when activated.

II. PROJECT REQUIREMENTS:

1) Fuel Pump, Fuel Storage Tank, Panel Controls, Fuel Polishing System

III. GENERAL REQUIREMENTS:

The Contractor under this SOW will be responsible for labor, tools, and materials required to carry out all preventive maintenance as outlined in this SOW. Embassy staff has service manuals for the Fuel System on site

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 shall wear and /or use safety protection while all work is performed. Any questions or injuries shall be brought to the attention of the Post 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.

After the completion of the visit the contractor must provide the following:

1. Report indicating the deficiencies in the existing fuel distribution system

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.

The following services must be performed:

Fuel Distribution System

Underground Fuel Storage Tanks (USTs)

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 USTs 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 Pumps Control

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

Annual:

· 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 Polishing

Annual

· Obtain samples from tank bottom and middle levels, test samples in a lab and add necessary additives (see Attachment A: ASTM Fuel Testing Standard)

· Conduct an initial fuel quality assessment to include water content, microbial contamination, particulate matter, fuel stability, cetane rating and sediment levels.

· Remove water, sludge, and particulate contamination from stored diesel fuel bottoms/tank base prior to polishing.

· Filter and condition the fuel using multi-stage filtration systems.

· Add fuel stabilizers and biocides (if necessary) to prevent microbial growth. Adhere to contact time requirements specified by manufacturer guidelines; retest after treatment.

· Conduct a final fuel quality test and provide a detailed report on fuel condition. Certification reports must come from an accredited lab.

· Ensure that all work is performed in accordance with U.S. Environmental Protection Agency (EPA) and industry standards (e.g., ASTM, NFPA).

Performance Requirement

· Use equipment capable of removing water, microbial contamination, and particulates down to 10 microns or better.

· Ensure that all fuel polishing is performed without draining or disposing of fuel unless necessary.

· Minimize downtime and disruptions to Embassy operations.

· Properly dispose of waste materials in accordance with local and U.S. environmental regulations.

· Provide before-and-after documentation, including fuel test results.

ATTACHMENT A: ASTM Fuel Testing Standards

Equipment List:

Chancery

Panel Control

Chancery

Fuel Storage

Chancery

END OF STATEMENT OF WORK

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