SOW - Annex HVAC Maintenance - May 2026 USRAP.docx

American Embassy Annex Pretoria UNCLASSIFIED U.S. Department of State

STATEMENT OF WORK FOR

PREVENTIVE MAINTANENCE SERVICE CONTRACT

HVAC and Air Handling

American Embassy Annex at Pretoria South Africa

April 2026

TABLE OF CONTENTS

Attachments:

EXHIBIT A – STATEMENT OF WORK: WASTEWATER COLLECTION AND TREATMENT SYSTEM

American Embassy Annex Pretoria UNCLASSIFIED U.S. Department of State

· 1. DESCRIPTION

The American Embassy Annex Compound in Pretoria, South Africa requires preventive maintenance services for HVAC and Air Handling Systems located in the Ubunye Building, Sisonke Building, USRAP Village, and all ancillary buildings within the compound. These services shall result in all systems being serviced under this agreement being in good operational condition when activated/running.

1.1 Type of Contract

This is a firm fixed price contract payable entirely in South African Rand (ZAR). 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 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.

· 2. PRICING

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

2.1 Base Year

The Contractor shall provide the services as outlined in this SOW for the base period of the contract and continuing for a period of 12 months.

2.6 Total for All Years

Base Year

2.7 Repair Option

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

Base Year

· 3. 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.

· 4. EQUIPMENT AND PERFORMANCE REQUIREMENTS

4.1 Equipment Description

The U.S. Embassy Annex Compound in Pretoria requires the Contractor to maintain the following equipment in a safe, reliable and efficient operating condition. Please see equipment list included in Exhibit A for a more detailed description.

UBUNYE BUILDING:

· 2 x TRANE AHU's

· 3 x CIAT Chillers

· 14 x DAIKIN Split Units

· 8 x TRANE Chilled Water AHU

· 3 x AIRDALE Down Blowers

· 2 x DEFY Split Units

· 3 x DAIKIN Cassette Units

· 2 x FRAVEGA Split Units

· 1 x BARD Split Unit

· Associated Motor Starters/VFDs

· Electronic Control Panels

SISONKE BUILDING:

· 1 x Chiller

· 88 x Fan Coil Units (FCUs)

· 15 x Direct Expansion (DX) Split Units

· 3 x Fans

· 2 x Fresh Air AHUs

· Air Handling Plants (supply fans, return air fans, drive motors, coils, condensate pans, filters, spray pumps, sumps, resistance starters)

· Pumps (sump pumps, drive motors, couplings, bearings, pressure gauges)

· Ventilation & Extraction Fans

· Associated Motor Starters/VFDs

· Electronic Control Panels

USRAP VILLAGE:

· 52 x Alliance Emerald R32 Inverter Split A/C Units (Model: FOUSI12-R32)

· Associated thermostats and controls

· Electrical panels and circuit breakers

ANCILLARY BUILDINGS:

· Additional HVAC equipment as identified in equipment list

4.2 Contractor Responsibilities

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

· All maintenance shall comply with relevant ASHRAE Standards, SANS 10147, OEM specifications, and local regulatory codes

· The contractor shall be certified in refrigeration handling and provide proof of qualifications (e.g., SAQCC, Safe Gas Handling Certificate, etc.)

· All refrigerants and oils must meet environmental safety standards (AHRI Standard 700-2015 or most recent) and be properly handled, recovered, and disposed of

· For USRAP Village R32 systems: Technicians must hold valid certification for handling mildly flammable refrigerants (A2L classification)

4.3 Performance Standards

The HVAC and air handling units shall be clean and in good operating condition upon completion of the service. The preventive maintenance service shall result in the parts of the system serviced being in a condition to operate efficiently and effectively.

· 5. HOURS OF PERFORMANCE

5.1 Work Schedule

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 7:30 AM and 4:30 PM Monday through Thursday, and 7:30 AM to 12:45 PM on Friday. No work shall be performed on US Government and local holidays. Requests to work outside of normal working hours including all weekends and holidays will require prior approval.

· 6. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

6.1 General

The Contractor shall designate a representative who shall supervise the Contractor's technicians and be the Contractor's liaison with the American Embassy Annex Compound. The Contractor's employees shall be on-site only for contractual duties and not for any other business or purpose. Contractor employees will be given access to the equipment and equipment areas and will be escorted by Embassy personnel.

6.2 Personnel Security

The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who are to be used on this Contract prior to their utilization. Submission of information shall be made within 30 days of award of contract. No technician will be allowed on site without prior authorization. Note: this may include cleared personnel if advance notice of visit is not given at least one week before the scheduled visit.

6.2.1 Vehicles

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

6.2.2 Identity Cards

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

6.3 Security Clearances

The U.S. Embassy Regional Security Office (RSO) will issue security clearances to all long-term contractor employees that will be working on any US Government Property. This will include providing copies of certified Identity documents, fingerprinting, and the completion of all Security application forms. Clearances issued will be valid for five (5) years with the option to renew on a yearly basis.

Before award of the contract, the U.S. Government will conduct a background investigation on each employee who will be assigned to and work on this project. Your USG POC will provide the necessary Security Application forms as and when required.

6.3.1 Protection of Information

The Contractor must comply with all of the following requirements relating to the protection of U.S. Embassy Annex Compound 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 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).

6.3.2 Photography Restrictions

The Contractor, contractors' staff or any of the contractors' representatives are not permitted to take any form of photo/video/other electronic media of any sort of any part/portion of the grounds, terrain, buildings, equipment, or employees without prior written authorization.

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.

6.3.3 Electronic Devices

No electronic devices including but not limited to cell phones, laptops, smart watches, cameras are permitted without prior approval.

6.3.4 Confidentiality

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 U.S. 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.

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

6.4.3 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.

6.4.6 Key Control

The Contractor will not be issued any keys. The keys will be checked out by an escort on the day of service requirements.

6.4.7 Notice to the Government of Labor Disputes

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

· 7. SCHEDULED PREVENTIVE MAINTENANCE

7.1 General

7.1.1 Maintenance Requirements

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

7.1.2 Expendable Parts and Supplies

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

Refrigerants, parts and maintenance materials delivered to the post are to be new and unused. Reclaimed refrigerants are not to be delivered to posts. Reclaimed refrigerants within post compounds are to be retained and stored and may be used if not contaminated. Refrigerants shall be stored in containers clearly indicating the refrigerant type.

7.1.3 Exclusions

This contract does NOT include repair of equipment and replacement of hardware (e.g. bearings, pistons, piston rings, crankshaft, gears). Hardware replacements will be separately priced out by the Contractor for the Government's approval and acceptance.

The Government has the option to accept or reject the Contractor's quote for parts and reserves the right to obtain similar spare parts from other competitive sources. If required by the Government, the Contractor shall utilize Government-purchased spare parts, if awarded the work. Such repairs/replacements will be accomplished by a separate purchase order. However, this exclusion does not apply if the repair is to correct damage caused by Contractor negligence.

7.1.4 Electronic/Electrical Parts

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

7.1.5 Spare Parts Stocking

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

7.1.6 CAA/PCC Areas

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

7.2 Checklist Approval

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

7.2.1 Service Performance

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

7.2.2 Manufacturer's Recommendations

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

7.2.3 O&M Manuals

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

· 8. PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

The Contractor shall provide trained technicians with the appropriate tools and testing equipment for scheduled maintenance, safety inspection, and safety testing as required by this Contract. The Contractor shall provide all of the necessary materials and supplies to maintain, service, inspect and test all the systems to be maintained.

8.1 Contractor Furnished Materials

Contractor furnished materials include but are not limited to appropriate tools, testing equipment, safety shoes and apparel for technicians, hands, hearing and eye protection, MSDS, cleaning material and oil spill containment kit. Expendable/consumable items (e.g. hoses, belts, oil, chemicals, coolant, filters (Air, Fuel, Oil), grease, sealant, thermostat, fuse), shall be maintained in the onsite inventory. See 7.1.2.

8.2 Repairs

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

8.3 Disposal of Toxic Substances

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.

8.4 Safety Requirements

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 Occupational Safety and Health Officer (POSHO) immediately. Material Safety Data Sheets (MSDS) shall be provided by the Contractor for all HAZMAT materials. Copies shall be provided to the COR for approval.

Safety and Special Instructions:

1. Follow site safety procedures and supervisor's instructions

2. Schedule outage with operating personnel

3. Use extreme caution when climbing access ladders

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

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

6. Record and report equipment damage or deficiencies

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

8. Record results in the equipment history log

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

10. Check manufacturer's specifications for the maximum number of plugged tubes Occupational Health and Safety Compliance:

· Contractor shall at its own expense, protect its employees and other persons from risk of death, injury or bodily harm arising from or in any way related to the work

· Contractors to ensure that all local legislation regarding Occupational Health and Safety Act (Act 85 of 1993, general safety reg. 1-23), Labor & National Building Regulations, & all relevant SANS are met

· Contractor to further comply with all by-laws, orders, citations, regulations, standards and statutes concerning Health & Safety, Accident prevention, safety Equipment & best Practices

· Safety of all personnel, US Government staff, Contractors & their staff always takes priority

· Contractor to ensure that necessary personal protective clothing (PPE) be available including but not limited to hard hats, goggles, gloves, dust masks, respirators, ear plugs, face shields, safety shoes, harnesses and other related safety wear as required for the completion of the task

· Visible caution signage, markings, or solid barriers to be erected around high-risk areas as required

· No person shall carry out any work of any kind (including maintenance, repairs, cleaning and testing) unless such person is qualified, competent & familiar with the hazards associated with such work and the necessary safety precautions have been implemented

· Contractors to adhere to and supply relevant Material Safety Data Sheets as per specific manufacturers specifications to POC before commencement of any task

· Contractors remain responsible to ensure that all tools, equipment and machinery are fully functional and are only used as originally designed or for the intended purpose

· Ladders, scaffolding and any form of lifting equipment to be operated by authorized and competent person only including erection and dismantling of such scaffolding or similar equipment

· Contractor shall prohibit/prevent the presence or use of alcohol or drugs by its employees, sub-contractors and suppliers

· Contractor will be subject to periodic safety inspections to uphold safe working conditions

· Contractor shall upon noticing/observing of any unsafe conditions or practices on site notify P.O.C immediately and will furthermore immediately report any accidents or injuries on site

· Contractors tools, machinery and equipment is to be stored in such a manner that it does not hamper or restrict movement in or around the property or cause possible harm

· Equipment/machines not being used or out of commission must be marked & made safe

· Ensure ongoing housekeeping throughout the period of the project to avoid unnecessary costs, fire hazards, pest infestation & increase productivity & efficiency

· 9. SOFTWARE, LICENSES AND PASSWORDS

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

· 10. DELIVERABLES

Provide a typewritten report to Post Facilities Manager containing the following:

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

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

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

d) Full printout of test from system printer (where applicable)

e) Testing of exhaust gas by Gas Analyzer (where applicable)

f) Pre- and post-maintenance readings

g) Checklist of all actions taken

h) Photos before/after cleaning

i) Noted defects or future repair recommendations

j) Refrigerant usage (if applicable) - type and quantity

k) Contractor technician name and signature

l) Embassy representative's signature of acknowledgment Additional for USRAP Village R32 Systems:

· R32 refrigerant handling log (quantities added/recovered)

· Inverter error code log and resolutions

· R32 safety compliance checklist

· Certification of technicians for R32 handling The following items shall be delivered under this contract:

· 11. INSURANCE REQUIREMENTS

11.1 Personal Injury, Property Loss or Damage (Liability)

The Contractor assumes absolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the Contractor's personnel in the performance of this Contract.

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

11.2 Insurance

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

Public Liability Insurance Property damage: [Amount to be specified] Cumulative: [Amount to be specified] Workers' Compensation and Employer's Liability

11.3 Worker's Compensation Insurance

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

· 12. LOCAL LAW REGISTRATION

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

12.1 SAM Registration

In order to be eligible to do business with the Federal Government, your business entity must be registered with the US Government's System for Award Management referred to as SAM. Your POC will be able to provide the necessary details to the successful bidder on how to register the business entity.

· 13. QUALITY ASSURANCE PLAN (QAP)

13.1 Plan

This plan is designed to provide an effective surveillance method to promote effective Contractor performance. The QAP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the Contract. The role of the Government is to conduct quality assurance to ensure that Contract standards are achieved.

13.2 Surveillance

The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

13.3 Standard

The performance standard is that the Government receives no more than one (1) customer complaint per week. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.

13.4 Procedures

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

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

13.4.3 If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.

13.4.4 If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

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

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

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

13.4.8 Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

13.5 Quality Control

The Contractor must, for the duration of the contracted Services, continue to maintain a quality control process that has been agreed to by the COR and the Contractor.

13.6 Performance Monitoring

The Contractor shall monitor its own performance against the criteria and benchmarks identified in this document, and shall provide reports when reasonably required by the US Embassy.

· 14. TRANSITIONS/CONTACTS

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

14.1 On-Site Contact

The following are the designated contact personnel between the US Embassy Annex Compound and the Contractor:

COR

Hendrik Zwiegelaar – Supervisory Facility Engineer zwiegelaarhj@state.gov +27 79 111 9492

PCO

TBD - Post Control Officer (PCO) [Email]@state.gov [Phone] The Post Control Officer (PCO) will be the contractor's point of contact at the U.S. Embassy Annex Compound. All questions concerning coordination of service activities while at post shall be directed to the Post Control Officer, with weekly reporting to the COR.

14.2 Management and Supervision

The Contractor shall designate a representative who shall always be responsible for on-site supervision of the Contractor's workforce. This supervisor shall be the point of contact with USG staff. The supervisor shall have sufficient language skills to be able to communicate with members of the USG staff.

· 15. SUBMISSION OF INVOICES

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

The Contractor should expect payment 30 days after completion of service or 30 days after receipt of invoice at the Embassy's payment office, whichever is later. Invoices shall be sent to:

US Embassy Pretoria Attn: FMC SAInvoice@state.gov or mail: PO Box 9536 Pretoria, 0001 South Africa

· EXHIBIT A - STATEMENT OF WORK

· I. GENERAL INFORMATION

The United States Embassy Annex Compound in Pretoria, South Africa requires professional services and contractor cost proposals to perform preventive maintenance services of the facility's HVAC and Air Handling Systems located in the Ubunye Building, Sisonke Building, USRAP Village, and all ancillary buildings within the compound.

· II. PROJECT REQUIREMENTS

DESCRIPTION OF EQUIPMENT

UBUNYE BUILDING - Located at 100 Totius Street, Groenkloof The Ubunye Building contains the following HVAC equipment requiring maintenance:

Chilled Water System:

· 2 x TRANE AHU's (Air Handling Units)

· 3 x CIAT Chillers

· 8 x TRANE Chilled Water AHU

· Associated chilled water pumps, drive motors, couplings, bearings, pressure gauges Unitary HVAC Systems:

· 14 x DAIKIN Split Units (various levels)

· 3 x AIRDALE Down Blowers (Server Room)

· 2 x DEFY Split Units (Guard House)

· 3 x DAIKIN Cassette Units (MCAC)

· 2 x FRAVEGA Split Units (Motor Pool)

· 1 x BARD Split Unit (Mail Room) - Serial: 408L163365566-01 Associated Equipment:

· Motor Starters/Variable Frequency Drives (VFDs)

· Electronic Control Panels

· Ventilation and Extraction Fans SISONKE BUILDING - Located at 100 Totius Street, Groenkloof The Sisonke Building contains the following HVAC equipment requiring maintenance:

Chilled Water System:

· 1 x Chiller (air-cooled or water-cooled)

· Air Handling Plants including:

· Supply fans

· Return air fans

· Drive motors

· Coils

· Condensate pans

· Filters

· Spray pumps

· Sumps

· Resistance starters

· Pumps including:

· Sump pumps

· Drive motors

· Couplings

· Bearings

· Pressure gauges

· Ventilation & Extraction Fans Unitary HVAC Systems:

· 88 x Fan Coil Units (FCUs)

· 15 x Direct Expansion (DX) Split Units

· 3 x Fans

· 2 x Fresh Air AHUs Associated Equipment:

· Motor Starters/Variable Frequency Drives (VFDs)

· Electronic Control Panels USRAP VILLAGE - Located within Embassy Annex Compound The USRAP Village is a section of the Embassy Annex Compound consisting of mobile office units requiring HVAC maintenance services.

HVAC Equipment:

· 52 x Alliance Emerald R32 Inverter Split A/C Units (Model: FOUSI12-R32)

· Associated thermostats and controls

· Electrical panels and circuit breakers

ANCILLARY BUILDINGS

Additional HVAC equipment in ancillary buildings on the compound as identified during site survey.

· III. GENERAL REQUIREMENTS

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

Compliance Requirements:

· All maintenance shall comply with relevant ASHRAE Standards, SANS 10147, OEM specifications, and local regulatory codes

· The contractor shall be certified in refrigeration handling and provide proof of qualifications (e.g., SAQCC, Safe Gas Handling Certificate, etc.)

· All refrigerants and oils must meet environmental safety standards (AHRI Standard 700-2015 or most recent) and be properly handled, recovered, and disposed of

· The contractor must submit comprehensive maintenance reports, including readings, photos, checklist, findings, and recommendations after each service

· All work must be performed during normal business hours unless otherwise coordinated

· Appropriate PPE and lockout/tagout procedures must be followed Documentation: The Government has the following manuals available for contractor reference:

· Equipment O&M manuals (as available)

· Building HVAC system documentation

· Previous maintenance records The contractor shall obtain and maintain current O&M manuals from manufacturers for all equipment serviced.

· IV. DETAILED SCOPE OF WORK

MAINTENANCE INTERVAL SCHEDULE

· A. UBUNYE BUILDING - HVAC SYSTEMS

1. CHILLED WATER AIR HANDLING UNITS (AHUs) Equipment: 2 x TRANE AHU's, 8 x TRANE Chilled Water AHU MINOR SERVICE TASKS (Quarterly - 3 times per year):

1. Filter Maintenance:

· Inspect and clean or replace all filter media (flat, angle, rigid, bag, HEPA & charcoal)

· Verify filter gauge and/or switch function properly

· Check filter frames (filter tracks) for residual contaminates and clean as necessary

2. Fan and Motor Inspection:

· Check return and supply fan motor and blower assembly condition

· Check and audibly inspect supply fans and drive motor bearings for wear and lubricate as necessary

· Check and audibly inspect return air fans and drive motor bearings for wear and lubricate as necessary

· Check and inspect supply fans and drive motor hold down bolts

· Check for abnormal noise and vibration during unit operation

3. Drive System:

· Check drive kit for damage, loose parts, wear, dirt, alignment and belt tension

· Inspect and check all V-belt drives for wear, tension, and alignment; adjust or replace as needed

· Check belt tension

· Check condition of extended lubrication lines when present

4. Coils and Condensate:

· Inspect and blow out chilled water cooling coils using compressed air

· Inspect condensate drain pans, float switches, and drain lines; flush if necessary

· Check and inspect operation of spray pump and clean nozzles and sump where necessary

5. Controls and Dampers:

· Check space temperature sensors for calibration

· Check actuator and damper operation for fresh/return/exhaust air

· Check controls for correct operation

6. Electrical:

· Inspect electrical control panel; check contactors, relays, and terminals

· Check and inspect operation of drive motor resistance starters

7. General:

· Check plant operation and space temperatures

· Clean dampers

· Generally clean filters, equipment and plant room areas

· Recheck unit operation

· Submit a service report for approval and signature MAJOR SERVICE TASKS (Annual - 1 time per year):

1. All minor service tasks included

2. Deep Cleaning:

· Chemically clean chilled water coils (ensure neutralization and rinsing post-application)

· Full deep cleaning of unit interior, fan blades, and equipment housing

· Clean exterior of air handler cabinet

3. Comprehensive Inspection:

· Inspect doors, handles, latches and hinges for proper operation

· Inspect door gaskets for damage and proper seal

· Inspect panels for damage

· Clean fan segment and fan assembly (supply, return, exhaust)

· Check fan housing, wheel, shaft, frame, inlet vanes and bearings for damage, wear, loose parts, dirt and debris

· Check fan base, vibration isolators and thrust restraints for damage, wear, loose parts, dirt and debris

· Check flex connector for damage and wear

· Inspect flex connections for wear and air leaks

· Inspect unit insulation for deterioration

· Inspect air hoods and air louvers for damage and debris

· Inspect bird screens for damage and debris

· Inspect mist eliminators for damage, dirt and debris

4. Mechanical Maintenance:

· Lubricate fan bearings

· Clean variable inlet vanes

· Check adjustable fan motor base and mounting hardware for loose parts

· Check adjustable fan motor base for damage

· Check fan motor for leaky bearing seals

· Check fan for motor damage

· Check for dirt, dust & debris in air vents on fan motor housing

· Replace worn V-belts

5. Controls and Calibration:

· Check, clean and calibrate controls

· Inspect and calibrate actuators and valves

· Check Energy Recovery Wheel (if applicable), clean media, adjust seals, replace belt

6. Electrical:

· Inspect and torque electrical terminals

2. CIAT CHILLERS

Equipment: 3 x CIAT Chillers MINOR SERVICE TASKS (Quarterly - 3 times per year):

1. Operational Checks:

· Check unit for proper operation, excessive noise or vibration

· Run system diagnostics test

· Check operation of compressors and record all operating temperatures and pressures

· Record system operating temperatures and pressures in the checklist

· Check and record suction/discharge pressures, superheat/subcooling, oil pressure

2. Oil System:

· Check oil level in oil separator sight glass; add oil as necessary

· Check oil temperature

· Verify compressor oil levels; top up with OEM-approved oil if required

3. Refrigerant System:

· Check liquid line sight glass, oil, and refrigerant pressures

· Inspect refrigeration system indicator sight glass for moisture and refrigerant levels

· Check operation of expansion valves

· Leak test all refrigerant piping and joints using electronic and soap bubble methods

· Inspect and leak detect entire refrigeration circuits for leaks

· Check the chiller for leaks; add refrigerant if low; record amounts and address leakage problems

4. Controls:

· Check programmable operating set points and safety cutouts; assure they are correct for the application

· Verify motor amperage load limit

· Check sensor and mechanical safety limits; replace as necessary

· Inspect motor starter operation and safety controls (HP/LP switches, overloads)

· Verify thermostat and setpoint configurations

5. Heating Elements:

· Check compressor and evaporator heater operation

· Check and inspect operation of compressor crankcase heaters

· Check crankcase heater operation and temperature

6. Temperature Checks:

· Check superheat on the evaporator and the economizer feed to the compressor

· Check condenser sub-cooling

7. Plumbing:

· Inspect plumbing and valves for leaks, adjust as necessary

8. Dehydration:

· Check dehydrator or purge system; remove water if observed in sight

· Check for dirt in the panel; check door gasket for sealing integrity

9. General:

· Clean chiller and surrounding area

· Clean area around equipment

· Fill out maintenance checklist and report deficiencies

· Document all maintenance and cleaning procedures MAJOR SERVICE TASKS (Annual - 1 time per year):

1. All minor service tasks included

2. Electrical System:

· Disconnect power source and lock out

· Check electrical wiring and connections; tighten loose connections

· Check and tighten all electrical connections

· Inspect and tighten electrical terminals and main feeds

· Inspect insulation resistance and thermistor calibration

3. Oil System Maintenance:

· Perform spectrochemical analysis of compressor oil; replace oil as necessary

· Change oil filter and dehydrate system if acid/moisture is present

· Replace oil filters and add oil as necessary

· Perform analysis on oil and filter; change if necessary

· Check compressor oil pump and seals

· Check oil heater and thermostat

4. Coil Maintenance:

· Chemically clean condenser coils

· Comb damaged coil fins

· Inspect cooler and condenser tubes for leaks; clean screens as necessary

· Thoroughly clean intake side condenser coils, fans, and intake screens

5. Mechanical Inspection:

· Conduct vibration analysis of motor & assembly

· Check all alignments to specifications

· Check all seals

· Lubricate shaft bearings and motor bearings as required

· Inspect vibration mounts and confirm compressor stability

· Check all strainers, valves, etc.

6. Safety and Controls:

· Inspect utility vessel vent piping and safety relief valve; replace as necessary

· Inspect/clean the economizer, gas line damper valve and actuator arm

· Calibrate sensors and safety cutouts

· Verify operational status of all refrigerant valves and solenoids

· Check contactors, sensors, and mechanical safety limits

7. Temperature Verification:

· Check superheat and sub-cooling temperatures

· Clean dehydrator float valve

8. Testing:

· Run an insulation test on the centrifugal motor

· Perform operational test and return to service

9. Cleanup:

· Remove debris from work-site

· Clean area around equipment

· Fill out maintenance checklist and report deficiencies

· Document all maintenance and cleaning procedures

3. DAIKIN SPLIT UNITS

Equipment: 14 x DAIKIN Split Units (various levels) MINOR SERVICE TASKS (Quarterly - 3 times per year):

1. Operational Checks:

· Check unit operation and temperatures

· Verify overall unit performance (cooling/heating)

· Check for abnormal noise and vibration

2. Filter Maintenance:

· Check and inspect air filters and replace if required

· Clean/replace air filters

3. Refrigerant System:

· Check refrigerant circuit for leaks

· Check refrigerant charge with gauges

· Inspect compressor for signs of wear

· Check operation of refrigeration compressors

4. Condensate System:

· Inspect and clean condensate trays and lines

5. Controls:

· Check controls for correct operation

· Test all control functions and room thermostat

6. Mechanical:

· Check and audibly inspect bearings for wear and lubricate as required

· Lubricate blower motor and inspect fan

7. Heating (where applicable):

· Check and test operation of air heaters where applicable

8. General:

· Recheck unit operation

· Submit a service report for approval and signature MAJOR SERVICE TASKS (Annual - 1 time per year):

1. All minor service tasks included

2. Deep Cleaning:

· Chemically clean condenser and evaporator coils

· Comb coil fins where damaged

· Clean and sanitize indoor blower wheel and casing

· Inspect and pressure wash condenser coil & evaporator coil with chemical

3. Electrical:

· Inspect and tighten all electrical terminals

4. Condensate System:

· Inspect drain pan slope and apply anti-bacterial treatment

4. TRANE CHILLED WATER AHU

Equipment: 8 x TRANE Chilled Water AHU [Same maintenance procedures as Section 1 - Chilled Water Air Handling Units]

5. AIRDALE DOWN BLOWERS

Equipment: 3 x AIRDALE Down Blowers (Server Room) MINOR SERVICE TASKS (Quarterly - 3 times per year):

1. Operational Checks:

· Check unit for proper operation

· Verify overall unit performance

· Check for abnormal noise and vibration

2. Filter Maintenance:

· Inspect and clean or replace all filter media

· Check and inspect air filters and replace if required

3. Fan and Motor:

· Check fan motor and blower assembly condition

· Check and…