RFP 19KU2023R0001 - Preventive Maintenance Services for Airstack (Multi-Stack) PM Chillers - Kuwait.pdf

RFP 19KU2023R0001 - Preventive maintenance services for Multi-Stack (Air Stack) Chillers

General Services Office

American Embassy Kuwait February 16, 2023

Dear Prospective Offeror:

SUBJECT: Solicitation Number 19KU2023R0001 for Preventive Maintenance Services for Airstack

(Multi-Stack) Chillers at U.S. Embassy Kuwait

Enclosed is a Request for Proposal (RFP) for Preventive Maintenance Services for Airstack (Multi-Stack)

Chillers at U.S. Embassy Kuwait. Projected contract award will be for one year with four-one year option.

If you would like to submit a proposal, 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 an acceptable proposal at the lowest price. We intend to award a contract/purchase order based on initial proposals, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

Note: You must have an active registration in SAM to be eligible for awards that exceeds the US$30,000 threshold. Therefore, offerors interested to do business with the Federal Government 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 to be eligible for award that exceeds the $30,000 threshold.

For a proposal to be considered, you must also complete and submit the following:

1. SF-1449 (12, 17a, 24, 30a, 30b and 30c)

2. Section 1, Price Schedule

3. Section 5, Provision 52.212-3 Offeror Representations and Certifications

4. Additional information as required in the solicitation

Please also visit the U.S. Embassy website for additional instructions and guidance related to this and other contract opportunities: https://kw.usembassy.gov/embassy/contract-solicitations/. Please note especially point 2 regarding IRS Section 5000C; the offeror must complete FAR clause 52.229-11 and submit Internal Revenu.e Service form W-14.

Direct any questions regarding this RFP to Kuwait_Solicitation@state.gov no later than March 13, 2023.

No questions will be accepted beyond this date. Please enter the title of your email as “Questions -

Preventive Maintenance Services for Airstack (Multi-Stack) Chillers RFP 19KU2023R0001” https://www.sam.gov/ https://kw.usembassy.gov/embassy/contract-solicitations/ https://apps.irs.gov/app/picklist/list/formsPublications.html;jsessionid=O6aJ-mpgf3hbXtVbbPW1X2-V.20?value=w-14&criteria=formNumber&submitSearch=Find mailto:Kuwait_Solicitation@state.gov

Submit your proposal electronically by email to Kuwait_Solicitation@state.gov. Proposals are due by April

6, 2023, at 10:00 am Kuwait local time. No proposals will be accepted after this time. Please enter the title of your email as “Proposal - Preventive Maintenance Services for Airstack (Multi-Stack) Chillers RFP

19KU2023R0001”

Sincerely, Irina Itkin

Contracting Officer mailto:Kuwait_Solicitation@state.gov

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

PR11358834

PAGE 1 OF

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19KU2023R0001

6. SOLICITATION ISSUE DATE

February 16, 2023

7. FOR SOLICITATION

INFORMATION CALL

a. NAME

Zeyad Qishawi

b. TELEPHONE NUMBER (No collect calls)

2259-1234

8. OFFER DUE DATE/

LOCAL TIME

April 6, 2023 @ 10:00 am Kuwait local time

9. ISSUED BY CODE

10. THIS ACQUISITION IS

GENERAL SERVICES OFFICE

AMERICAN EMBASSY, Kuwait

D

KUWA

UNRESTRICTED

SET ASIDE: % FOR

SMALL BUSINESS EMERGING SMALL BUSINESS

HUBZONE SMALL BUSINESS SMALL BUSINESS

SERVICE-DISABLED VETERAN OWNED 8(A)

NAICS: SIZE STD:

11. DELIVERY FOR FOB 12. DISCOUNT

TERMS

13a. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700) DESTINATION UNLESS BLOCK IS MARKED

SEE SCHEDULE

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO: Code 16. Administered by:

By email to kuwait_solicitation@state.gov

GENERAL SERVICES OFFICE

AMERICAN EMBASSY

KUWAIT

17.a. CONTRACTOR/OFFEROR CODE FACILITY CODE

TELEPHONE NO:

18a. PAYMENT WILL BE MADE BY

FINANCIAL MANAGEMENT OFFICE

AMERICAN EMBASSY

KUWAIT

Email: KuwaitDBO@state.gov

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 per month

24.

AMOUNT

Preventive Maintenance Services for

Airstack (Multi-Stack) Chillers at U.S.

Embassy Kuwait

See Section 1 – Schedule for Additional Information

Months)

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 _____

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 mailto:kuwait_solicitation@state.gov mailto:KuwaitDBO@state.gov

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

CLIN 1000 – First option year

CLIN 2000 – Second option year

CLIN 3000 – Third option year

CLIN 4000 – Fourth option year

Month

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

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

STANDARD FORM 1449 (REV. Jan 2011) BACK

TABLE OF CONTENTS

Section 1 - The Schedule

• SF 1449 cover sheet

• Continuation To SF-1449, RFP Number 19KU2023R0001, Prices, Block 23

• Continuation To SF-1449, RFP Number 19KU2023R0001, Schedule of Supplies/Services, Block 20 Description/Specifications/Work Statement

• Attachment 1 – Statement of Work

• Attachment 2 - BIDDERS DD Form 254

Section 2 – Clauses

• Contract Clauses

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

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

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449 RFP

NUMBER 19KU2023R0001 PRICES,

BLOCK 23

1.0 DESCRIPTION

The U.S. Embassy Kuwait requires preventive maintenance services for Multi-Stack (Air Stack) Chillers. These services shall result in all systems being serviced under this contract being in good operational condition when activated. If this work is to be performed on systems accessing the PCC/CAA areas of the building. Please see section 7.3 and 7.5 for security requirements.

1.1. TYPE OF CONTRACT

This is a firm fixed price contract payable in Kuwait local currency (KWD), however, U.S. firms may submit their proposals in US Dollars, and they will be paid in USD. Prices for all Contract Line-Item

Numbers (CLIN) shall include proper disposal of toxic substances as per Item 9.3 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, with four one-year optional period of performance.

2.0 PRICING

The rates below include all costs associated with providing preventive maintenance services in accordance with the attached scope of work, and the manufacturer’s warranty including materials, labor, insurance (see FAR 52.228-3 and 52.228-5), transportation, lodging, overhead and profit.

JAMES ZADROGA 9/11 VICTIMS HEALTH AND COMPENSATION ACT OF 2010

NOTICE: UNLESS A WAIVER OR EXCEPTION APPLIES, PAYMENTS

SUBSEQUENT TO THIS PROCUREMENT ARE SUBJECT TO AN EXCISE TAX OF 2%

PERSUANT TO 26 U.S.C. 5000C.

If your offer is from one of the excepted countries, please provide the W-14 form with your offer.

https://www.irs.gov/forms-pubs/about-form-w-14 https://www.irs.gov/instructions/iw14 https://www.irs.gov/forms-pubs/about-form-w-14 https://www.irs.gov/instructions/iw14

2.1. Base Year

The Contractor shall provide the services shown below for the base period, starting on the date stated in the Notice to Proceed and continuing for a period of 12 months.

CLIN Description Quantity of

Equipment

Type of services

No. of service

Unit price / service ($)

Total per year

Multi-Stack Chiller

Array #1 (4 module array) CUP Bldg Roof

Array #1

Biannual 2

Multi-Stack Chiller

Array #2 (4 module array) CUP Bldg Roof

Array #2

Biannual

Multi-Stack Chiller

Array #3 (4 module array) CUP Bldg

Roof Array #3

Multi-Stack Chiller

Array #4 (4 module

Roof Array #4

Multi-Stack RTO

Array (8 module

+tank + pump)

Multi-Stack Roof #1

(4 module + tank and pump) Chancery

Roof IMTC #1

Multi-Stack Roof #2

(4 Module + Tank

+Pump) Chancery

Roof PCC #2

Travel, Lodging, transportation, etc.

Total Base Year

2.2. Option Year 1

The Contractor shall provide the services shown below for Option Year 1, starting one year after the date stated in the Notice to Proceed and continuing for a period of 12 months.

Equipment

Type of services

No. of service

Unit price / service ($)

Total per year

1-001

Multi-Stack Chiller

Array #1 (4 module

Array #1

1-002

Multi-Stack Chiller

Array #2 (4 module

1-003

Multi-Stack Chiller

Array #3 (4 module

Array #3

1-004

Multi-Stack Chiller

Array #4 (4 module

Array #4

1-005

Multi-Stack RTO Array

(8 module +tank + pump)

1-006

Multi-Stack Roof #1 (4 module + tank and pump) Chancery Roof

IMTC #1

1-007

Multi-Stack Roof #2 (4

Module + Tank

1-008

Total Option Year 1

2.3. Option Year 2

The Contractor shall provide the services shown below for Option Year 2, starting two years after the

Equipment

Type of services

No. of service

Unit price / service ($)

Total per year

2-001

Multi-Stack Chiller

Array #1 (4 module array) CUP Bldg Roof

Array #1

Biannual 2

2-002

Multi-Stack Chiller

Array #2 (4 module

2-003

Multi-Stack Chiller

Array #3 (4 module

Array #3

2-004

Multi-Stack Chiller

Array #4 (4 module

Array #4

2-005

Multi-Stack RTO Array

2-006

Multi-Stack Roof #1 (4 module + tank and

2-007

Multi-Stack Roof #2 (4

Module + Tank +Pump)

Chancery

2-008

Total Option Year 2

2.4. Option Year 3

The Contractor shall provide the services shown below for Option Year 3, starting three years after the

Equipment

Type of services

No. of service

Unit price / service ($)

Total per year ($)

3-001

Multi-Stack Chiller

Array #1 (4 module array) CUP Bldg

Roof Array #1

3-002

Multi-Stack Chiller

Array #2 (4 module

Roof Array #2

Biannual 2

3-003

Array #3 (4 module

3-004

Array #4 (4 module

3-005

Multi-Stack RTO Array

3-006

Multi-Stack Roof #1 (4 module + tank and

3-007

Multi-Stack Roof #2 (4

Module + Tank

3-008

Total Option Year 3

2.5. Option Year 4

The Contractor shall provide the services shown below for Option Year 4, starting four years after the

Equipment

Type of services

No. of service

Unit price / service ($)

Total per year ($)

4-001

Multi-Stack Chiller

Array #1 (4 module

Roof Array #1

4-002

Array #2 (4 module

Roof Array #2

4-003

Array #3 (4 module

4-004

Array #4 (4 module

4-005

Multi-Stack RTO Array

4-006

Multi-Stack Roof #1 (4 module + tank and

4-007

Multi-Stack Roof #2 (4

Module + Tank

4-008

Total Option Year 4

2.6. Total for all years:

Base Year Total

Option Year 1 Total

Option Year 2 Total

Option Year 3 Total

Option Year 4 Total

GRAND TOTAL OF BASE YEAR PLUS ALL OPTION YEARS

2.7. Repair option. Repairs are NOT included under this agreement (see 8.1.4) and are to be done outside this contract. However, we would like to have current labor rates in the event that there is an issue discovered during the preventive maintenance of the specified equipment. Please provide your current labor rates in the Repair Option fields below. As stated in 8.1.4 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

Base Year

$....................../Hour

Option Year 1

Option Year 2

Option Year 3

Option Year 4

3.0 NOTICE TO PROCEED

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

4.0 Value Added Tax (VAT)

VALUE ADDED TAX. Value Added Tax (VAT) is not applicable to this contract and shall not be included in the CLIN rates or Invoices because the U.S. Embassy has a tax exemption certificate from the host government

CONTINUATION TO SF-1449

RFP NUMBER 19KU2023R0001

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

5.0 EQUIPMENT AND PERFORMANCE REQUIREMENTS

5.1 The American Embassy in Kuwait 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) Multi-Stack Chiller Array #1 (4 module array) CUP Bldg Roof Array #1

2) Multi-Stack Chiller Array #2 (4 module array) CUP Bldg Roof Array #1

3) Multi-Stack Chiller Array #3 (4 module array) CUP Bldg Roof Array #1

4) Multi-Stack Chiller Array #4 (4 module array) CUP Bldg Roof Array #1

5) Multi-Stack RTO Array (8 module +Tank + pump) RTO Bldg Roof Array #1

6) Multi-Stack Roof #1 (4 module + Tank and pump) Chancery Bldg Roof IMTC Array #1

7) Multi-Stack Roof #2 (4 module + Tank +Pump) Chancery Bldg Roof PCC Array #2

5.2 The Contractor shall provide all necessary managerial, administrative, and direct labor personnel, as well as all transportation, lodging, 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. Technicians must have been trained on Multi-stack equipment and be certified multi-stack equipment technicians.

• Contractor will provide on base year the Multi-Stack recommended “maintenance kit” prior to arriving at site, in additional to any other supplies necessary to complete the maintenance. Certain supplies can be purchased locally, however, local procurement time and coordination is not to decrease or take away from actual maintenance of the chillers

• In subsequent years, contractor will ship supplementary items prior to arriving on-site to complete the required “maintenance kit” for what was used previously, or what needs to be replaced due to normal wear and tear.

• All transportation, per diem, lodging, etc. is to be included in the pricing.

5.3 Performance Standards

The chillers should be clean and in good operating condition upon completion of the service. The preventive maintenance service should result in the parts of the system serviced being in a condition to operate efficiently and effectively.

6.0 HOURS OF PERFORMANCE

The Contractor shall maintain work schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. The Contractor shall deliver standard services between the hours of 8:00 AM and 4:30 PM

Sunday through Thursday, unless otherwise arranged or coordinated. No work shall be performed on

US Government and local holidays without prior notification and approval.

Upon arrival on-site, contractor will coordinate chiller equipment maintenance times with the COR.

Due to operating conditions, some of the chiller maintenance must occur during the weekend or during off-hours. It is anticipated that weekend or off hours work will occur with this maintenance contract for “Multi-Stack RTO Array”, “Multi-Stack Roof #1 Chancery Bldg. Roof IMTC Array #1” and

“Multi-Stack Roof #2 Chancery Bldg. Roof PCC Array #2” in order to accommodate section requirements for operations.

The Kuwaiti work week is Sunday- Thursday.

US Embassy Kuwait observes the following days as holidays: and any other day designated by

Federal law, Executive Order, or Presidential Proclamation

New Year's Day Am

Birthday of Martin Luther King, Jr. Am

President's Day Am

Kuwait National Day LH

Kuwait Liberation Day LH

Ascension Day LH

Memorial Day Am

Juneteenth Am

Independence Day Am

Eid Al-Fitr LH

Labor Day Am

Eid- Al-Adha LH

Islamic New Year LH

Columbus Day Am

Veterans Day Am

Thanksgiving Day Am

Birthday of Prophet Mohammed LH

Christmas Am

7.0 ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

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

7.2 Personnel Security. The Government reserves the right to deny access to U.S.-owned and U.S.

operated facilities to any individual. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who shall be used on this Contract prior to their utilization. Submission of information shall be made within 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.

7.2.1 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.

7.2.2 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.

7. 3 Security Clearances. All Work under this contractor that are designated as non-CAA areas may be performed by un-cleared American or local workers. However, all work done in CAA (chiller annunciator panels x2) areas shall be performed by cleared American Construction personnel at the

SECRET level as needed to complete the services. The Contractor shall work closely with the COR, the Post Facility Manager [FM] or the General Services Officer [GSO].

7. 3a Security Clearances. The contractor is responsible for obtaining proper passports, visas and immunizations that may be required. Contractor will need to have valid DD 254 and personnel will require a current Visit Authorization Request (VAR) with Diplomatic Security and approved country clearance prior to travel to any Post location.

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

Contractor personnel may also be exposed to various documents and signs, including Post notices, event schedules, DoS regulations and conversations or announcements relating to the operation of the

U. S. Embassy Conakry and diplomatic personnel. This information should not be shared with anyone not employed by or falling under the protection of the Embassy.

Contractor personnel may be exposed to various documents, such as blueprints, drawings, sketches, notes, surveys, reports, photographs, and specifications, received or generated in conjunction with this contract. These documents contain information associated with diplomatic facilities for the U.S.

Department of State. These documents have been marked with the handling designations

“Unclassified” or “Sensitive but Unclassified” and US Government warnings against reproduction and distribution. These documents require special handling and dissemination restrictions. All handling designations and warnings on original documents must be reproduced on subsequent copies.

The loss, compromise, or suspected compromise or loss of any SBU information, contract related information (personnel files, payroll information, etc.), any post or diplomatic facility related information (documents, notes, drawings, sketches, surveys, reports, exposed film, negatives, or photographs), or ANY information which may adversely affect the security interests of the United

States, must be immediately brought to the attention of the Contracting Officer (CO) and Contracting

Officer’s Representative (COR).

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

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

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

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.

7.3.2 Third Country Nationals. If the Contractor chooses to use third country nationals (TCN), the

Contractor has ten (10) calendar days after award of the contract to notify the Contracting Officer and submit a list of workers and supervisors assigned to this project for the Government to conduct security checks. It is anticipated that security checks will take 30 days to perform. For each individual the list shall include:

(a) Full Name

(b) Place and Date of Birth

(c) Current Address

(d) Civil ID copy

(e) Passport copy

Failure to provide any of the above information may be considered grounds for rejection and/or re-submittal of the application. Once the Government has completed the security screening and approved the applicants a badge will be provided to the individual for access to the site. The Government may revoke this badge at any time due to the falsification of data, or misconduct on site.

7.4 Standards of Conduct

7.4.1 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.

7.4.2 Uniforms and Personal Equipment. The Contractor's employees shall wear clean and appropriate work attire when on duty. The Contractor shall provide, to each employee and supervisor all necessary and required Personal Protective Equipment (PPE).

7.4.3 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.

7.4.4 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.

7.4.5 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.

7.4.6 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.

7.4.7 Key Control. The Contractor will not be issued any keys. The keys will be checked out from

Post 1 by a “Cleared American” escort on the day of service requirements.

7.4.8 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.

7.5 Additional Security Requirements

GENERAL

This Purchase Order includes security provisions that are contained in the attached DD Form 254, Contract

Security Classification Specification, issued by the Bureau of Diplomatic Security, DS/IS/IND. Contractor must maintain a Secret Facility Clearance issued by Defense Counterintelligence and Security Agency

(DCSA) for period of performance.

Public Release of Information There shall be no press release of information or photographs, to include on company websites, concerning any aspect of the design, construction, or other services relating to this contract, or other documents resulting there from, without the written prior approval of the Contracting

Officer. The contractor shall include the substance of this provision in all subcontracts hereunder.

1. PERSONNEL REQUIREMENTS

Personnel Clearances

Contractor personnel requiring unescorted access to CAA spaces at overseas posts, or access to classified information domestically or overseas, shall possess SECRET personnel security clearances issued by

DCSA prior to contract performance.

Visit Authorization Requests

Visit Authorization Requests (VARs) for all cleared personnel performing on this task at DOS locations, domestically and overseas, are to be sent via e-mail to DSINDOBOVARS@state.gov (with the DS/IS/IND

POC copied). A VAR is valid for 12 months; an updated VAR is required 30 days prior to the current VAR expiring.

Country Clearance for Travel to Post/Site

The Contractor must submit to the COR a Country Clearance Request (CCR) for all Contractor and all subcontractor employees visiting the site short term (less than one month) or deploying to the site long term (in excess of one month). CCRs shall be submitted for both cleared and uncleared personnel. The

Contractor shall submit CCRs in the format required by the COR. Submission of specified form will result in official notification to the Regional Security Officer (RSO) of contractor personnel arriving at Post, dates of visit or duration of stay, purpose of visit or employee’s position with Contractor, security clearance level, and passport or other identifying information. CCRs shall be submitted to COR and the

VARs to DS/IS/IND at least 14 business days prior to site arrival date. Admission to Post by the RSO and appropriate badging for access are dependent upon receipt of Country Clearance Requests and

VARs prior to arrival.

Standards of Conduct

Contractor personnel assigned to the contract shall observe appropriate standards of conduct and other appropriate Departmental regulations, as well as any special standards of conduct promulgated by the local embassy/post to govern U.S. Government personnel. Non-adherence to the provisions of the above may subject Contractor personnel to removal at the Contractor’s expense.

Removal of individual Contractor employees for cause

A determination to remove a Contractor employee from Post, or from contract performance at a domestic facility, due to misconduct or unsuitability may involve, but is not limited to, the following types of misconduct or delinquency that may be documented by the Regional Security Officer or DS/IS/IND:

• Notoriously disgraceful conduct, to include the frequenting of prostitutes, engaging in public or promiscuous sexual relations, spousal abuse, neglect or abuse of children, manufacturing or distributing pornography, entering into debts the employee could not pay, or making use of one’s position or immunity to profit or to provide favor to another or to create the impression of gaining or giving an improper favor.

• Failure to report notoriously disgraceful conduct and/or non-compliance of other employees (DoS, Contractor or foreign national) in accordance with existing Post and Department of State policies and regulations.

• Neglect of duty, unsatisfactory performance, unreasonable delays or failure to carry out assigned tasks, conducting personal affairs during official time, refusing to render assistance/cooperate in upholding the integrity of the objectives of this contract.

• Falsification or unlawful concealment, removal, mutilation or destruction of any document or record, or concealment of material facts by willful omissions from documents or records. Improper use of credentials, badges or official papers.

• Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions, or fighting. Participation in disruptive activities that interfere with the normal efficient operations of the worksite.

• Theft, vandalism, immoral conduct, or any other criminal action under U.S. or host country law.

• Selling, consuming or being under the influence of drugs, or other illegal substances that produce similar effects.

• Abuse of alcohol.

• Any evidence that would indicate that the individual is guilty of security violations including black market dealings, currency manipulation, violations of the post contact policy regarding criteria country nationals, espionage or treason.

• Noncompliance with post security and reporting policies.

2. BRIEFING AND REPORTING REQUIREMENTS:

Security Briefings

All U.S. citizens will be required to attend Contractor-provided initial, pre-deployment, and continuing security awareness briefings regarding policies and procedures for the protection of classified, SBU and unclassified information, and the contractual security requirements contained in this Attachment 2 to the

DD Form 254. Contractor shall maintain a copy of signed briefing acknowledgements for each employee performing on the contract.

Upon arrival at an overseas Post/Site, all American personnel will be required to attend initial and subsequent periodic security briefings by the RSO, or designee. All personnel must attend a debriefing by the RSO, or designee. Additional debriefing may be requested by Diplomatic Security, either at post/site prior to departure and/or at the Contractor's location.

Personal (unofficial) travel outside of the project country

Cleared contractor personnel must report all unofficial travel to the RSO one week prior to departure. RSO will arrange appropriate travel briefing/debriefing through the RSO when the itinerary includes transit through or visit to a Prohibited Countries List country. Domestically, contractors should report unofficial travel which includes transit through or visit to a Prohibited Countries List country to DS/IS/IND.

Suspicious Contact Reports (SCRs)

Any contact with host or third country nationals that seems suspicious (such as undue curiosity as to the purpose of presence in country, requests for information regarding the project or project personnel), or attempts to establish suspicious recurring contact beyond routine professional or personal services, shall be reported immediately to the RSO. Reporting of suspicious contacts requires filing a DS-1887 form, which can be obtained from the RSO. When completed, the form should be returned to the RSO for any necessary investigative action and for submission to Diplomatic Security’s Counterintelligence Division (DS/CI).

Additionally, the company FSO shall submit a Suspicious Contact Report to the DCSA Industrial Security

Representative (in accordance with the NIPSOM) and DS/IS/IND.

Reporting of suspicious incidents occurring at off-site locations or during travel to/from the project site

Avoid discussing project and post activities while not on the site, to include in hotel rooms, restaurants and all other public places. Report any suspicious or actual incidents, any contact with the local authorities, or undue attention or surveillance of project personnel or the project site.

Foreign Contact Reporting

All contractors at the project site must adhere to the foreign contact reporting requirements specific to each project site, as briefed by the RSO, which may include all unofficial contact with nationals from specific

HUMINT threat countries, the reporting of close and continuing social contact with foreign nationals, co-habitation with foreign nationals, and non-project related personal business and/or financial relationships with any foreign nationals. Reporting of foreign contacts requires filing a DS-1887 form, which can be obtained from the RSO. When completed, the form should be returned to the RSO for any necessary investigative action and for submission to Diplomatic Security’s Counterintelligence Division (DS/CI). If investigative action results in information of which the contractor should be aware, the reporting contractor will be briefed by the RSO.

Reporting Marriage, Intent to Marry, Cohabitation or Other Continuing Bonds of Affection with Foreign

Nationals

Cleared contractor personnel working at DoS locations must report marriage, impending marriage, cohabitation and other continuing bonds of affection with foreign nationals to the RSO and DS/IS/IND, in accordance with 12 FAM 270.

Reporting Adverse Financial Situation and Certain Arrests

Cleared contractor personnel working on DoS contracts must report to DS/IS/IND, through their Facility

Security Officer, wage garnishments, credit judgments, repossessions, tax liens, bankruptcies, and/or intentions to file for bankruptcy. Cleared contractors must also report adverse involvement with law enforcement agencies to include: Arrests, other than minor traffic violations, for which a fine or forfeiture of $150 or more was imposed; or arrests for “driving under the influence” or “driving while intoxicated.”

Arrests must be reported in a timely fashion (i.e., within 72 hours). Reporting must not be delayed pending the conclusion of any judicial action. Contractors arrested or detained overseas for reasons listed above, or for any reason, must report to RSO and DS/IS/IND.

Dual Citizenship

Cleared contractors contemplating applying for citizenship with a foreign country must report this fact to their Contracting Officer’s Representative (COR) and DS/IS/IND when any act is initiated in furtherance of obtaining foreign citizenship.

3. SUBCONTRACTING REQUIREMENTS:

DD Forms 254 for Subcontractors

The prime Contractor must request a DD Form 254 for all cleared subcontractors performing on this contract. Requests for DD Forms 254 must be forwarded via e-mail to DS_IND_OBOTeam@state.gov, prior to Subcontractor (or prospective subcontractor) access to any classified information or deployment to the site. DD Forms 254 issued by DS/IS/IND will be forwarded to the prime contractor for distribution to subcontractors. Contractors are not authorized to issue their own subcontractor DD Forms 254.

4. HANDLING/MARKING REQUIREMENTS [CLASSIFIED & SENSITIVE BUT UNCLASSIFIED

(SBU)]

Security Classification Guide

All documents, such as blueprints, drawings, sketches, notes, surveys, reports, photographs, exposed film, negatives, specifications, scopes of work, lists of Government Furnished Equipment and any other material received or generated in conjunction with this task, shall be classified, marked and handled in accordance with the Security Classification Guide (SCG) for Design and Construction of Overseas Facilities dated July

2018, which identifies the specific types of information associated with diplomatic construction projects, and the level of classification for such information.

Protection of Classified and SBU Information

The Contractor and all Subcontractors must comply with all Department of State (DOS) and Department of

Defense (DOD) requirements relating to the protection of classified and Sensitive But Unclassified (SBU) information and cooperate fully in all security matters that may arise relating to this contract.

The loss, compromise, or suspected compromise or loss of any classified 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, the DoS COR listed on the reciprocal DD 254 and DS/IS/IND, point of contact listed at the bottom of Item 13 of the reciprocal DD Form 254.

Disposition and Retention of Task/Project Information

All classified and SBU material, including copies and reproductions and classified information stored on approved IS (Information Systems) and classified or SBU electronic media, received or generated in the performance of this task, shall be returned to the CO upon completion of the project unless the material has been destroyed or retention of the material is authorized in accordance with the National Industrial Security

Program Operating Manual (NISPOM). Retention authority for classified material can be requested from

DS/IS/IND, which shall coordinate an approval letter with the CO. Classified and SBU material shall be returned or destroyed within 120 days after final delivery of project drawings and specifications and any other services: or 120 days after completion or termination of the project.

Project Generated Information at Contractor’s Facility – Disposal/Destruction Plan

The Contractor FSO shall develop a wastepaper disposal/destruction plan for all task related paper documents and drawings generated at their facility. Wastepaper includes any DoS, OBO, contract, or project documentation related to contract personnel matters, working papers, contract deliverables, submittals, correspondence, schedules, warranty and equipment manuals, any drawings regardless of sensitivity and all other task related paper. All paper produced in Contractor and subcontractors’ offices relating to this contract shall be collected separately from refuse, garbage, and material, and disposed of in accordance with the plan. Contractor shall provide appropriate means of disposal for both Sensitive but

Unclassified and classified information. Sensitive But Unclassified information must be destroyed by cross-cut shredder (residue must be 1/32-inch width by ½ inch length or smaller), burned beyond reconstruction, or disintegrated, just as classified information is required to be destroyed. Task related wastepaper may not be put into commercial trash containers for removal.

Project Related Classified Working Papers, As-Builts and other Classified Generated at Post

Contractors are not authorized to hand-carry classified material overseas. Classified information required for use at Post will be provided by the OBO COR. Any classified information to be generated electronically at Post must be generated in DoS secure spaces on secure computers, coordinated with RSO.

Project related classified material generated while at the Post must be delivered to the RSO for transmission to OBO by classified Diplomatic Pouch or authorized DoS courier. Secure fax or DoS

Classified LAN (CLAN) can be utilized when coordinated with the COR. All classified materials given to the RSO for transmission must be appropriately marked with appropriate classification markings

(unclassified, SBU, SBU/NOFORN, Confidential or Secret), government warnings against reproduction and distribution and bear the proper name of the site/project. Unmarked submittals shall be returned to the prime for classification and marking prior to transmission. Upon delivery of the classified material to OBO, the OBO COR will arrange for the return of the classified material to the contractor’s cleared facility via appropriate means.

All project related working papers and drawings to be removed from the Post shall be reviewed by RSO or designated Contractor document security manager one (1) day prior to departure, to ensure that classified material has not been generated and is not hand-carried back to Contractor facility.

Only SBU and unclassified project documentation may be hand-carried back to contractor facility for storage/disposal. Contractor shall maintain positive, personal control over documentation at all times.

Photographs

Photographs of any diplomatic overseas building or facility must be authorized in advance by the DoS

Regional Security Officer (RSO), or DoS COR, who will establish any controls, limits, and/or restrictions as necessary. Exposed film depicting any Controlled Access Area and/or sensitive equipment must be developed in a U.S.- controlled environment. The contractor shall submit all CAA photographs taken by digital cameras and stored on electronic media to the RSO or COR for review. Written approval for removal from the site must be obtained by the Government reviewer. Any photographs or storage media

(memory cards) determined to be classified shall be turned over to the RSO to forward via classified

Diplomatic Pouch. 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.

5. TRANSMISSION REQUIREMENTS FOR SBU:

Transmission of Sensitive but Unclassified (SBU)

SBU information via the Internet is prohibited, in accordance with the Security Classification Guide (SCG) for Design and Construction of Facilities Overseas, dated Brie. SBU information can be transmitted via

ProjNet, mail, GSA Schedule 48 commercial carriers or fax, as outlined in the SCG, or hand-carried by authorized contractor personnel.

When it is deemed necessary to take personal or contractor-owned laptops, Personal Digital Assistants

(PDAs), smart phones (such as BlackBerrys), cell phones, digital cameras, or any other electronic processing media outside a cleared facility, or overseas, to process or store any DoS project information

(on or off the site), the following guidelines must be adhered to:

The device must have its hard drive encrypted using any product on the IT CCB list, or any NIST approved product. (NIST approved products can be found at http://csrc.nist.gov/groups/STM/cmvp/validation.html)

An overwrite utility software must be used to remove all previous data in the following manner: A first overwrite pass using the number '1'; A second overwrite pass using the number '0'; and a third overwrite pass using ANY character. Transmission/storage of classified information on laptops, PDAs, smart phones or digital cameras is not authorized.

Electronic media which contains DoS project information MUST be hand-carried at all times, both domestically and overseas. This equipment shall NOT be checked with luggage. It must remain in the carrier’s possession at all times. Any loss or compromise of electronic media containing project information must be reported to DS/IS/IND immediately.

Separate packaging of electronic media and hardcopy material

The Contractor and any associated subcontractors will package all paper documents and drawings separately from electronic media, regardless of its classification. Specifically, electronic media (such as

CDs) will be transported in electronic media packages that contain no other hard copies of any kind, beyond that of transfer/receipt documentation. Paper drawings and documents will be packaged separately.

Double-wrapping and addressing of packages

For all shipping methods, the prime contractor and any associated subcontractors will ensure that all project documentation, regardless of classification, is double wrapped with both layers addressed properly and labeled with the sender’s address. Document tracking receipts should be packaged inside the inner wrapping with the materials the receipt describes. No indication of the classification or sensitivity should appear on the outer wrapper. Unclassified and SBU packages addressed to overseas facilities or sites may not have the words “blueprints” or “drawings” displayed on the outer wrapper.

Packaging heavy materials in appropriate containers

In applying the above double-wrapping and addressing procedures, items sent via US mail or commercial carrier weighing more than one (1) pound shall be double wrapped and then the package shall be enclosed within an appropriately sized double-walled box or, for rolled drawings, a manufactured mailing tube.

Unclassified and SBU packages addressed to overseas facilities or sites may not have the words “blueprints” or “drawings” displayed on the outer wrapper.

8.0 SCHEDULED PREVENTIVE MAINTENANCE

8.1. General

8.1.1. The Contractor shall perform preventive maintenance as outlined in Attachment 01 - STATEMENT OF WORK. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown, and deterioration when units are activated/running.

8.1.2. The Contractor shall inventory, supply, and replace expendable parts as recommended in the scope of work, and per manufacturers recommended scheduled maintenance, that have become worn down due to wear and tear.