SF1449 - RFQ PR15201574 -Ashgabat Post UPS Maintenance Services.pdf

Embassy of the United States of America

Ashgabat, Turkmenistan

To All Prospective Offerors:

SUBJECT: Request for Quotations PR15201574 -Ashgabat Post UPS Maintenance Services.

Enclosed is a Request for Quotations (RFQ) for UPS Maintenance Services. If you would like to submit 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 the Standard Form 1449 that follows this letter.

The U.S. Government intends to award a contract/ Purchase Order to the responsible company submitting the technically acceptable offer at the lowest price. The contract/purchase order will be a firm fixed price with no adjustment for any escalation in costs or prices. We intend to award a contract 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 March 26, 2025 at 14:00 (local time) at the U.S. Embassy in Ashgabat, Turkmenistan.

Prospective offerors/quoters should contact ashgabatprocurement@state.gov no later than March 25, 2025, 12:00 (local time) for additional information or to arrange entry to the building.

Your quotation must be submitted on or before 17:00 Ashgabat time on April 10, 2025, in a sealed envelope marked "Quotation PR15169211 Enclosed" to:

Attention: Contracting Officer U.S. Embassy Ashgabat, Turkmenistan

New Embassy Compound (NEC), 28 Archabil Street

Ashgabat, 744000 Turkmenistan

OR (PREFERABLE) send to ashgabatprocurement@state.gov

No quotations will be accepted after this time. Quotes must be in English and incomplete proposals 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.

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

1. SF-1449

2. Section 1, Pricing

3. Section 5 Representations and Certifications

4. Additional information as required in Section 3

5. Proof of SAM Registration

6. NDAA 889 Compliance Certification mailto:ashgabatprocurement@state.gov

7. Certification Regarding Compliance with Applicable Federal Anti-Discrimination Law

Complete all above or the quote may be considered unacceptable and may be rejected.

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102. Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Notice:

“System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations, including 52.223-22, Public Disclosure of Greenhouse Gas Emissions and Reduction

Goals—Representation, and paragraph (t) of 52.212-3, Offeror Representations and Certifications—

Commercial Products and Commercial Services. Agencies will not consider or use these representations.

Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.”

“System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222-25, Affirmative Action Compliance, and paragraph (d) of 52.212-

3, Offeror Representations and Certifications—Commercial Products and Commercial Services.

Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.”

Direct any questions regarding this request for quotations by mail to Ashgabatprocurement@state.gov

Sincerely, Dana R Williams

Contracting Officer

U.S. Embassy Ashgabat, Turkmenistan https://www.sam.gov/

TABLE OF CONTENTS

Section 1 - The Schedule

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number PR15201574, Prices, Block 23

• Continuation To SF-1449, RFQ Number PR15201574, Schedule of Supplies/Services, Block 20

Description/Specifications/Work Statement

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

• Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in Part 12

Section 4 - Evaluation Factors

• Evaluation Factors

• Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in Part 12

Section 5 - Representations and Certifications

• Offeror Representations and Certifications

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

• Attachment #1 NDAA 889 Compliance Certification

• Attachment #2 Certification Regarding Compliance with Applicable Federal Anti-Discrimination Law

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV. 02/2012)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212 Computer Generated

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

PR15201574

PAGE 1 OF

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

PR15201574

6. SOLICITATION ISSUE DATE

03/20/2025

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Ashgabat Procurement Department

b. TELEPHONE NUMBER(No collect calls)

8. OFFER DUE DATE/ 05:00 PM

April 10, 2025

9. ISSUED BY CODE 19TX10 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE:____ % FOR:

U.S. Embassy Ashgabat

9 1989 street, Ashgabat, Turkmenistan

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

U.S. Embassy Ashgabat, Turkmenistan 9, 1984 Street (Pushkin St) Ashgabat, 744000

General Service Office

U.S. Embassy in Ashgabat

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY

U.S. Embassy Ashgabat, Turkmenistan (Attn.FMO) 9, 1984 Street (Pushkin St) Ashgabat, 744000

CODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

UPS Preventive Maintenance Services per SOW

DBA insurance

Semi-annual

Each

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN __1__

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL

ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _________________ OFFER DATED

____________. YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY

ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS

TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print)

30c. DATE SIGNED

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

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV. 02/2012)

PREVIOUS EDITION IS NOT USABLE Computer Generated Prescribed by GSA - FAR (48 CFR) 53.212

STANDARD FORM 1449 (REV. 2/2012) BACK

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _______________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

Ashgabatprocurement@state.gov

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

36. PAYMENT 37. CHECK NUMBER

PARTIAL FINAL

COMPLETE PARTIAL

FINAL

38. S/R ACCOUNT NO.

39. S/R VOUCHER NO. 40. PAID BY

41.a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41C. DATE

42b. RECEIVED AT (Location)

42c. DATE REC’D (YY/MM/DD) 42d. TOTAL CONTAINERS

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER PR15201574

PRICES, BLOCK 23

I. PERFORMANCE WORK STATEMENT

The purpose of this firm fixed price contract is for providing Preventive Maintenance Services for Uninterruptable

Power Supply (UPS) in accordance with Description/Specifications/Work Statement.

The contract will be for a one-year period from the date of the contract award and a notice to proceed with one base year of 12 months.

1.1. Type of Contract

This is a firm fixed price contract/purchase order payable entirely in U.S. dollars. Prices for all Contract Line-Item

Numbers (CLIN) shall include proper disposal of toxic substances as per Item 8.4 where applicable. 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/purchase order price will not be adjusted due to fluctuations in currency exchange rates.

II. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory 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 monitor quality to ensure that contract standards are achieved.

Performance Objective Scope of Work Paragraph

Performance Threshold

Services.

Performs all services of Preventive Services

Exhibit A -

STATEMENT OF

WORK

All required services are performed and no more than one (1) customer complaint is received per month.

A. 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.

B. 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 (May 2001), if any of the services exceed the standard.

C. PROCEDURES.

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

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

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.

4. 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.

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

6. 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.

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

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.

III PRICING SCHEDULE

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). The Contractor shall complete all work, including furnishing all labor, material, equipment and services, required under this contract, for preventive maintenance services. Pricing must be in USD.

A. VALUE ADDED TAX

Value Added Tax (VAT) is not applicable to this contract/purchase order and shall not be included in the CLIN rates or

Invoices because the U.S. Embassy has a tax exemption certificate.

B. PRICING SCHEDULE (Firm-Fixed Prices Type Contract)

The Contractor shall provide the services shown below for the base period of the contract, starting on the date stated in the Notice to Proceed and continuing for a period of 12 months. The fixed unit prices, estimated quantities, and ceiling for each category are:

CLIN Description Qty of equipment Type of service No. of service

Unit price/service

Total per year

001 UPS Preventive Maintenance

Services per SOW

1 Semi-Annual 2

002 DBA insurance 1 Annual 1 Total

REMARKS:

- Please refer to Paragraph V. Description/Scope of Work below, followed by EXHIBIT A: Statement of Preventive

Maintenance Services of Work for Preventive Maintenance Services.

- Awarded contract prices are Firm-Fixed-Price, so the vendor is responsible for all costs such as service fees based on the Scope of Work in RFQ, travel, hotel accommodation, other out of pocket expenses, etc.

- The Embassy will issue an annual task order against this contract.

- Payment will be made within 30 days after completion of each maintenance service (one time per Semi-

Annual/Annual Maintenance) and receiving invoice.

D: Repair option. Repairs are NOT included under this agreement 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. Any necessary repairs or parts will be submitted for approval and then billed against a separate purchase order (PO). The Contractor is not approved to do any additional work without approval.

Repair Labor Rates

Service $__________/hour

E: NOTICE TO PROCEED

After Contract/Purchase order 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/Purchase order award unless the Contractor agrees to an earlier date) on which performance shall start.

IV. TASK ORDERS

Task Orders under this contract shall contain the following information:

A. Name of contractor, B. Contract number, C. Date of purchase, D. Purchase number, E. Number of vehicles, F. Unit price, and

G. Total price.

The Contracting Officer may place orders orally, telephonically, by facsimile, or in writing. Oral orders shall be confirmed in writing within three calendar days.

V. DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1. EQUIPMENT AND PERFORMANCE REQUIREMENTS

The US Embassy in Ashgabat 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.

1.1: Equipment Description

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.

3. PERFORMANCE STANDARDS

It is expected that all aspect this SOW will be completed. Work will result in the system being in good working condition upon reactivation. All deliverables shall be completed on time under this agreement.

4. HOURS OF PERFORMANCE

4.1. 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 09:00 AM and 06:00 PM Monday through Friday.

No work shall be performed on US Government and local holidays. See FAR 652.237-72.

The following are legal U.S. and Turkmenistan Holidays to be observed by the Mission in 2025.

Wednesday, January 1 New Year’s Day

Monday, January 20 Martin Luther King, Jr.

Monday, February 17 Presidents’ Day

Friday, March 7 Women’s Day

Friday, March 21 Nowruz Bayramy (Spring Festival)

Monday, March 31 Oraza Bayramy

Monday, May 19 Constitution Day/ National Flag Day

Monday, May 26 Memorial Day

Thursday, June 5 Kurban Bayramy

Friday, June 6 Kurban Bayramy

Monday, June 9 Kurban Bayramy

Thursday, June 19 Juneteenth

Friday, July 4 U.S. Independence Day

Monday, September 1 Labor Day

Friday, September 26 Turkmenistan Independence Day

Monday, October 6 Remembrance Day

Monday, October 13 Columbus Day

Tuesday, November 11 Veterans Day

Thursday, November 27 Thanksgiving Day

Friday, December 12 Day of Neutrality

Thursday, December 25 Christmas Day

5. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

5.1 General. The Contractor shall designate a representative who shall supervise the Contractor’s technicians and be the Contractor’s liaison with the US 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.

5.2 Personnel Security. The Government reserves the right to deny access to US-owned and US-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 5 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.

5.2.1 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.

5.2.1 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 US-owned and US-operated facilities to any individual.

5. 3 Security Clearances. Security clearances are not a requirement for performance on this contract, as there will be no access to classified information or areas.

5.3.1 The Contractor must comply with all of the following requirements relating to the protection of US Embassy in Ashgabat, 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 US Embassy Ashgabat 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 US 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 US- 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 US 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.

The Contractor and its employees shall exercise utmost discretion in regard to all matters relating to their duties and functions. They shall not communicate to any person any information known to them by reason of their performance of services under this contract which has not been made public, except to the extent necessary to perform their required duties in the performance of the contract requirements or as provided by written authorization of the Contracting Officer. All documents and records (including photographs) generated during the performance of work under this contract shall be for sole use of and shall become the exclusive property of the US Government. No article, book, pamphlet, recording, broadcast, speech, television appearance, film or photograph concerning any aspect of the work performed under this contract shall be published or disseminated through any media, to include company or personal websites, without the prior written authorization of the Contracting Officer. These obligations do not cease upon the expiration or termination of this contract or at any other point in time. The Contract shall include the substance of this provision in all subcontracts hereunder.

5.4 Standards of Conduct

5.4.1 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.

5.4.2 Uniforms and Personal Equipment. The Contractor's employees shall wear clean, neat and complete uniforms when on duty. All employees shall wear uniforms approved by the Contracting Officer's Representative (COR). The

Contractor shall provide, to each employee and supervisor, uniforms and personal equipment. The Contractor shall be responsible for the cost of purchasing, cleaning, pressing, and repair of the uniforms.

5.4.3 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.

5.4.4 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.

5.4.5 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.

5.4.6 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.

5.4.7 Key Control. The Contractor will not be issued any keys. The keys will be checked out by a COR designated escort on the day of service requirements.

5.4.8 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.

6. SCHEDULED SERVICING

6.1. General

6.1.1. 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.

6.1.2. The Contractor shall inventory, supply and replace expendable parts that have become worn down 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; 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 should inventory the supply after each visit and order replacement supplies and have them delivered on site.

6.1.3. Exclusion. This contract does NOT include repair of equipment. Replacement parts 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.

6.1.4. 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.

6.2 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 customize a work sheet to match the equipment or use a factory supplied one outlining the sequence of events and tasks to be performed. The Contractor shall prepare this schedule, work sheet, and task description in a checklist format for the COR’s approval prior to contract work commencement.

6.2.1. 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.

6.2.2. 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.

7. 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.

7.1 Contractor furnished materials will include but not limited to appropriate tools, testing equipment, safety shoes and apparel for technicians, hands, hearing and eye protection, SDS, cleaning material and oil spill containment kit.

Expendable/consumable will be maintained in the onsite inventory. See 7.1.2.

7.2 Repairs. Repairs are not included in this contract. See Item 6.1.3. Exclusions.

7.3 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.

8. Test and inspection field report: The contractor shall provide one copy of a typed summary report within 30 days of site work statement completion. The report must be written in the English language. At a minimum the report must include:

• Provide a narrative summary site report to include all findings, repairs or corrective measures, completed inspection/testing checklists.

• Provide a detailed report noting any noted discrepancy, include photos of the problem and a narrative summary of the corrective action required. The repair action will be contracted separately.

• Provide a Bill of Materials (BOM) as necessary for any required repair parts for future corrective action or repair.

The BOM must note component name, part #, vendor or source, approximate lead time, suggested retail price.

• Provide a separate Bill of Materials (BOM) as necessary for any recommended spare parts for system. This can include applicable electrical safety PPE that post does not have onsite.

• Detail report covering all aspects of equipment upgrading, system modification, new part installation in all locations.

• Provide a “marked-up” as-build drawing as necessary to indicate any modifications or differences found during inspection.

• In the final report list any Locally Employed Staff that assisted in this planned maintenance action. This is not a training requirement, but rather to document the personnel involved in the work.

9. DELIVERABLES

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 СO & COR

Checklist and work sheet 1 Prior to commencement of work COR

Checklist signed by Contractor’s employee 1 After completion of each maintenance service

COR

Test and Inspection Field Report 1 30 days after each completion of service

COR

Invoice 1 After completion of each maintenance service

COR

10.0 INSURANCE REQUIREMENTS

10.1 Personal Injury, Property Loss, or Damage (Liability). The Contractor assumes absolute responsibility and liability for 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.

10.2 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:

Bodily Injury $ 5,000.00 per occurrence Property Damage $100,000.00 per occurrence

Workers’ Compensation and Employer’s Liability determined by the US state in which the company is head quartered

10.3 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”).

11. 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 ensure 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.

12. 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.

12.1 On site contact. The COR is the designated contact personnel between the US Embassy and the Contractor.

All questions concerning coordination of service activities while at post shall be directed with weekly reporting to the COR.

13. 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 Ashgabatinvoices@state.gov and COR at the

US Embassy.

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. All invoices should be VAT exempted.

The following information must be printed on the invoice to be considered as a proper invoice:

a. Purchase Order Number.

b. Description, quantity and total.

mailto:Ashgabatinvoices@state.gov

c. Bank Information; Bank Name, Branch name, Account no., IBAN number.

US Government has 7 calendar days to review an invoice and either return it to the contractor as improper or process the invoice for payment. Invoices shall be sent to the Ashgabatprocurement@state.gov and COR at the

Embassy.

Continuation To SF-1449, RFQ Number PR15201574, Schedule of Supplies/Services, Block 20

Description/Specifications/Work Statement

Exhibit A - STATEMENT OF WORK

UNINTERRUPTIBLE POWER SUPPLY

1. GENERAL INFORMATION:

The United States Embassy in Ashgabat, Turkmenistan requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s Uninterruptable Power Supply (UPS) system at 9 1984 Street (formerly Pushkin Street), Ashgabat.

2. PROJECT REQUIREMENTS:

The Contractor shall perform preventive maintenance as described in this Statement of Work (SOW). The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration when units are activated/running.

A. DESCRIPTION OF EQUIPMENT:

# Equipment Manufacturer Model Serial number Capacity

001 UPS Vertiv

Liebert® EXM2

EXM200kTk16FN02000

Commissioned in 2023

21012027832229020004.

250KVA

3. GENERAL REQUIREMENTS:

The Contractor shall provide the labor, tools, and materials required to perform all preventive maintenance per manufacturer recommendations as outlined in this SOW. The Embassy has service manuals for uninterruptable power supply (UPS) on-site. The Contractor shall confirm Embassy provided manuals are complete and current and provide the Embassy Contracting Officer’s Representative (COR) a listing of any missing or out of date manuals. The Contractor technician shall sign off on every task specified in the SOW 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.

4. SCOPE OF WORK - UPS PREVENTIVE MAINTENANCE

The Contractor shall provide all materials, supervision, labor, tools, and equipment to perform preventive maintenance.

The Contractor shall provide clear and concise qualifications which prove an aptitude for the specific types of equipment. This should include any specific training the Contractor technician has and other locations with similar equipment. All personnel working in the Embassy shall wear and /or use appropriate safety protection while all work is performed. Any questions or injuries shall be brought to the attention of the COR and Post Occupation Safety and Health Officer (POSHO) immediately. The Contractor will provide an SDS to the COR immediately upon delivery of each chemical to be used by Contractor personnel on-site. The SDS copies will be provided to the COR for approval.

The systems and components to be maintained include, but not limited to, UPS power module, bypass module, power module fan, external battery module (EBM), batteries, circuit breakers, static switch, air filters, fuses, power supply unit, electronic module(s), wiring and auxiliary devices. The description of the UPS equipment provided in Section (2-A) of this

SOW.

1. The Contractor shall provide full-service maintenance. Full-service maintenance means that all parts, materials, supplies and labor are included except for repairs made due to acts of force majeure and misuse.

2. The Contractor shall provide clear and concise qualifications that prove the technician is certified by UPS manufacturer, including, and has the necessary experience and skills for the specific types of equipment. This should include any safety certifications, specific training the contractor has and other locations with similar equipment. With this, a list of personnel who will visit Post to service the equipment.

3. The Contractor shall include Defense Base Act (DBA) insurance premium costs covering employees.

The offeror may obtain DBA insurance directly from any Department of Labor approved providers at the DOL website at http://www.dol.gov/owcp/dlhwc/lscarrier.htm

4. The contractor shall provide emergency assistance for UPS support and diagnostics, within 48 working hours of being contacted by the COR. This work is inclusive to the contract pricing and is not billable unless caused by acts of force majeure and/or misuse.

5. The Embassy will not provide any equipment or tool for UPS maintenance.

6. Exclusion. This scope of work does not include spare parts cost. Spare parts shall be separately priced out by the Contractor for the Embassy’s approval and acceptance. The Embassy 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 Embassy, the Contractor shall utilize Embassy -purchased spare parts, if awarded the work. Such repairs/replacements shall be accomplished by a separate purchase order. However, this exclusion does not apply if the repair is to correct damage caused by Contractor negligence.

If any discrepancies are found with the UPS that are not covered under this SOW, then 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. The Contractor shall provide emergency assistance for UPS support within 48 working hours of being contacted by the COR.

4. Price quote for repair labor.

SAFETY & SPECIAL INSTRUCTIONS:

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

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

3. Follow site safety procedures. Before carrying out any kind of service and/or maintenance, disconnect the batteries, verify that no current is present, and no hazardous voltage exists in the capacitor or bus capacitor terminals.

4. Schedule maintenance with operating personnel and affected offices (security).

5. Follow approved lockout/tag out procedures.

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

7. Review and follow the manufacturer’s instructions.

8. Record results in the equipment history log.

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

http://www.dol.gov/owcp/dlhwc/lscarrier.htm

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

At a minimum, the Contractor shall comply with the following:

Notes:

• Contractor shall submit to the COR for review, work sheet/checklist that will be used for performing maintenance service.

• A discrepancy report shall be submitted to the COR immediately upon discovery of any condition that could result in equipment failure.

MAINTENANCE INTERVAL SCHEDULE

The purpose of this SOW is to ensure the UPS for this facility are maintained according to manufacturer’s recommendations to ensure the readiness and proper operation of the system.

A. Semi-Annual Schedule:

1. Coordinate site visit service dates with the COR. Pre-arrange a switch over to maintenance bypass, or static bypass.

2. Check with operating or area personnel for any obvious deficiencies.

3. Inspect surrounding area. Insure there is no flammable or hazardous material on or near the UPS equipment.

4. Perform Lock-out/Tag-out the UPS input power and verify a de-energized and safe working condition prior to accessing internal UPS components.

5. Ensure that the UPS equipment is ventilated, and/or cooled. Ensure the air intakes are not blocked.

6. Maintain the unit is free from dust and any moisture.

7. Observe unit operation for excessive noise or vibration. Ensure internal exhaust fans are operational.

8. Verify all cooling fans spin freely.

9. Perform battery maintenance. This shall include cell voltage readings and an overview inspection of the battery strings condition. Check all battery connections for the proper torque and ensure they are free of corrosion. Check batteries for cracks or leaks. Correct any noticeable discrepancy if found, such as a corroded connection or a loose wire. Any major discrepancy noted shall be brought to the immediate attention of the COR.

10. Ensure battery systems are maintained at 72°-77°F to meet design specifications.

11. Clean or replace air filters.

12. Check if components, wiring and connections exhibit evidence of overheating. Particular attention should be given to bolted connections.

13. Torque connections to manufacturer’s specifications.

14. Perform online checks while the load remains on maintenance bypass.

15. Perform all function tests and calibrate unit.

16. Check all meter parameters, settings, and logic.

17. Check the settings of the electronic regulation, the control and the alarm circuits of the Rectifier(s) and

Inverter(s).

18. Check the Thyristors, Diodes, Transformers, e.g. to ensure that they are operating within the specified design parameters.

19. Test all UPS alarms and remote alarm panels.

20. Check the calibration of DC voltage and Inverter Output Voltage and Frequency.

21. Review and perform any manufacture specific Operations and Maintenance requirements for this model and brand UPS.

22. Restore the UPS to its online condition with output breaker closed and supporting the critical load.

Check and verify system output voltage adjustments.

23. If any discrepancies remain, which prohibit the unit from supporting the load, notify the COR of these discrepancies and the unit’s bypass condition immediately. Provide a list of equipment, BOM, and repair price quote to be handled under a separate procurement action.

24. Provide a narrative summary of all findings, and conditions. Include all input and output voltage, amperage, and frequency readings. Provide individual battery voltage readings.

B. Annual Schedule:

1. Perform semi-annual maintenance.

2. Perform Lock-out/Tag-out the UPS input power and verify a de-energized and safe working condition prior to accessing internal UPS components.

3. Perform interior and exterior cleaning of the UPS unit.

4. Inspect all connections, components, and internal wiring for signs of overheating or damage. Spot-check all power connections for proper torque.

5. Replace any faulty, damaged, discolored, or worn components found using onsite Embassy spares.

6. Check and replace extended battery modules as necessary.

7. Restore unit power and perform online checks while the load remains on bypass. Check and verify system output voltage adjustments. Check all meter parameters, settings, and logic.

8. Conduct complete operational test on uninterruptible power system, allowing the system to transfer the critical load to battery, and on to generator power, and then returning to normal commercial power. Strictly follow manufacturer's test procedures for this test.

9. Restore the UPS to its online condition with output breaker closed and supporting the critical load. If any discrepancies remain, which prohibit the unit from supporting the load, notify the COR of these discrepancies and the unit’s bypass condition immediately.

SECTION 2 - CONTRACT CLAUSES

FAR 52.212-4 CONTRACT TERMS AND CONDITIONS – COMMERCIAL ITEMS (DEC 2022) is incorporated by reference (see SF-1449, Block 27A)

“NONE”

52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR

EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (January 2025)

(DEVIATION FEB 2025)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN

2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab Covered Entities (DEC 2023) (Section 1634 of Pub. L. 115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (NOV 2021) (Section 889(a)(1)(A) of Pub. L. 115-232).

X (4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015).

(5) 52.232-40, Providing Accelerated Payments to Small Business…