RFP 19PK3326R1002.pdf

Date: March 05, 2026

Dear Prospective Offeror:

Subject: Request for Proposal number 19PK3326Rl 002, Preventive Maintenance (PM) Services for Chillers & Air Handling Units at U.S. Embassy Islamabad.

Enclosed is a Request for Proposal (RFP) for Preventive Maintenance (PM) Services for Chillers & Air Handling Units at U.S. Embassy Islamabad. 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 to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract based on initial Proposal, without holding discussions, although we may hold discussions with companies in the competitive range ifthere is a need to do so.

Proposal is due by April 06, 2026, 1500 Hours (Pakistan Standard Time). No Proposal will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

Your Proposal must be submitted electronically to Islamabad-GSO-Contracting@state.gov using subject (19PK3326R1002). It is important to make sure the submission is made in specific size and Adobe Acrobat (pd:t) file format. The file size must not exceed 30MB. If the file size should exceed 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

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

1. SF-1449

2. Section I, Pricing

3. Section 5 Representations and Certifications

4. Additional information as required in Section 3

5. Proof of SAM Registration Notwithstanding FAR 4.203-l(b)(5)(ii), the Contracting Officer has determined that it is in the best interest of the U.S. Government that offerors be registered in the SAM (System for Award Management) database at https://www.sam.gov at the time of submitting a proposal.

Direct any questions regarding this solicitation to Contracting Officer via email at Islamabad GSO-Contracting@state.gov or by telephone at 051-201-5752 before March 18, 2026 during regular business hours .

Michael J. Durnan Contracting Officer U.S. Embassy Islamabad

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

PR15747254

PAGE 1 OF

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19PK3326R1002

6. SOLICITATION ISSUE DATE

3/05/2026

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Michael J. Durnan

b. TELEPHONE NUMBER (No collect calls)

051- 201-5752

8. OFFER DUE DATE/ LOCAL

TIME

4/06/2026

1500Hrs

9. ISSUED BY CODE 19PK33 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: ____ % FOR:

Contracting Officer

U.S. Embassy, Islamabad

Islamabad

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 19PK33 16. ADMINISTERED BY CODE

U.S. Embassy, Diplomatic Enclave, Ramna-5, Islamabad, Pakistan

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY

Financial Management Officer (FMO)

U.S. Embassy, Diplomatic Enclave, Ramna-5, Islamabad, Pakistan

CODE 19PK33

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

OFFER

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

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Preventive Maintenance (PM) Services for Chillers & Air Handling Units

(Use Reverse and/or Attach Additional Sheets as Necessary)

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 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED

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

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN 01 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

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

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

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

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

REPRESENTATIVE

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

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

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

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFP Number 19PK3326R1002, Prices, Block 23

• Continuation To SF-1449, RFP Number 19PK3326R1002, Schedule of

Supplies/Services, Block 20 Description/Specifications/Work Statement

SECTION 2 - CONTRACT CLAUSES

• Contract Clauses

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

SECTION 3 - SOLICITATION PROVISIONS

• Solicitation Provisions

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

Part 12

SECTION 4 - EVALUATION FACTORS

• Evaluation Factors

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

Part 12

SECTION 5 - REPRESENTATIONS AND CERTIFICATIONS

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR

Provisions not Prescribed in Part 12

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFP NUMBER -19PK3326R1002

1. DESCRIPTION

The American Embassy in Islamabad requires preventive maintenance services for Air Cooled Chillers, Air Handlers, DHRC(Multistack). These services shall result in all systems being serviced under this agreement 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 7.2 for security requirements.

1.1. Type of Contract

This is a firm fixed price contract payable entirely in US Dollars. 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 a maximum of four one-year optional periods of performance.

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 GST (if applicable).

2.1. Base Year. The Contractor shall provide the services shown below for the base period of the contract and continuing for a period of 12 months.

CLIN

(NAICS

Code

811310)

Description

Quantity of Equipment

Type of services

No. of service

Unit price / service

Total per year ($)

Preventive

Maintenance Services for Chillers Air

Handlers and DHRC as identified in the

Statement of Work

(SOW).

Refer to

Exhibit -A Annually

01 per year

Total Base Year

2.2. Option Year 1. The Contractor shall provide the services shown below for Option Year 1 of the contract and continuing for a period of 12 months.

2.3. Option Year 2. The Contractor shall provide the services shown below for Option Year 2 of the contract and continuing for a period of 12 months.

2.4. Option Year 3. The Contractor shall provide the services shown below for Option Year 3 of the contract, and continuing for a period of 12 months.

Equipment

Type of services

No. of service

Unit price / service

Total per year ($)

Preventive

Maintenance Services for Chillers Air

Handlers and DHRC as identified in the

Statement of Work

(SOW).

Refer to

Exhibit -A Annually

Total Option Year 1

Equipment

Type of services

No. of service

Unit price / service

Total per year ($)

Preventive

Maintenance Services for Chillers Air

Handlers and DHRC as identified in the

Statement of Work

(SOW).

Refer to

Exhibit -A Annually

Total Option Year 2

Equipment

Type of services

No. of service

Unit price / service

Total per year ($)

Preventive

Maintenance Services for Chillers Air

Handlers and DHRC

Refer to

Exhibit -A Annually

2.5. Option Year 4. The Contractor shall provide the services shown below for Option Year 4 of the contract, and continuing for a period of 12 months.

2.6. FAR Clause 52.217-8 Option to Extend Services (6-months)

NOTE: Price information below, FAR 52,217-8 Option to Extend Service is for evaluation purposes only and is not to be included in the total contract award amount. However, failure to provide pricing information shall invalidate the price proposal and your offer will be considered incomplete, and no further consideration will be given.

The Contractor shall provide the services shown below for Option to Extend Service of the contract continuing for a period of 6 months. The fixed unit prices and estimated quantities for each category are:

as identified in the

Statement of Work

(SOW).

Total Option Year 3

Equipment

Type of services

No. of service

Unit price / service

Total per year ($)

Preventive

Maintenance Services for Chillers Air

Handlers and DHRC as identified in the

Statement of Work

(SOW).

Refer to

Exhibit -A Annually

Total Option Year 4

Equipment

Type of services

No. of service

Unit price / service

Total per year ($)

Preventive

Maintenance Services for Chillers Air

Handlers and DHRC as identified in the

Refer to

Exhibit -A Annually 01

2.7. Total for all options:

Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

52-217-8 (6 months)

Grand Total of Base Year and All Options periods

2.8. Repair option. Repairs are NOT included under this agreement (see sec. 8.1.4) 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 8.1.3 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.

Repair Labor Rates

Base Year $__________/hr

Option Year 1 $__________/hr

Option Year 2 $__________/hr

Option Year 3 $__________/hr

Option Year 4 $__________/hr

3.0 Value Added Tax (VAT)

Since Value Added Tax (VAT) is not levied in Pakistan so should not be applicable to this contract and shall not be included in the CLIN rates.

4.0 SPECIAL REQUIREMENTS RISK ANALYSIS MANAGEMENT (RAM)

Offers that fall within our competitive range require additional processing for companies wishing to do business with the U.S. Embassy in Islamabad, Pakistan.

This extra risk analysis vetting is performed on key contractor personnel; including host

Statement of Work

(SOW).

Total country, third country, U.S. citizens, and Legal Permanent Residents of the United States. The vetting process applies to all contracts, purchase orders, delivery orders, Blanket Purchase Agreements (BPAs), and BPA calls.

A request for information will be emailed to offerors in the competitive range or selected vendors, and all interested vendors must provide all information requested in the DS Form 4184, Risk Analysis Information. Vendors are required to submit the requested data required for vetting via a secure online portal linking them to the Risk Analysis Management (RAM) office; access to the Portal and instructions for creating an account will be provided to the vendor by email.

Successful passing of vetting is one condition of receiving award. Other factors are price reasonableness and technical acceptability. Each vendor should submit the requested data via the secure online RAM portal within 3-5 days after being contacted. Vendors who do not provide the information will not be considered for contract awards.

CONTINUATION TO SF-1449

RFP NUMBER19PK3326R1002

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK

STATEMENT

5.0 EQUIPMENT AND PERFORMANCE REQUIREMENTS

5.1. The U.S. Embassy Islamabad requires the Contractor to maintain the following equipment in a safe, reliable and efficient operating condition. Please see equipment list included in Statement of Work (SOW) - Exhibit -A for a more detailed description.

➢ Equipment Description

Please see Exhibit -A at the end of this sheet for more details

1) Chillers and air handlers (multi stack)

5.2. The Contractor shall provide all necessary managerial, administrative and direct labor personnel, as well as all transportation, equipment, tools, supplies and materials required to perform inspection, maintenance, and component replacement as required to maintain the systems in accordance with this work statement. Under this Contract the Contractor shall provide:

• The services of trained and qualified technicians to inspect, adjust, and perform scheduled preventive maintenance.

5.3. Performance Standards

The chillers 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.

6.0 HOURS OF PERFORMANCE

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

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 American Embassy Islamabad. 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 the 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 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.

7.2.1 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.

7.2.2 Government may 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.

Government may 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 and PCC areas shall be performed by cleared American Construction personnel 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].

7.4 Security Clearances. Security clearances are requirement for performance on this contract, as there will be access required to classified areas for servicing the equipment.

7.4.1 The Contractor must comply with all of the following requirements relating to the protection of U.S. Embassy in Islamabad 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 Islamabad 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.

7.5 Standards of Conduct

7.5.1 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.

7.5.2 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.

7.5.3 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.

7.5.4 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.

7.5.5 Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These circumstances include but are not limited to the following actions: falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records; unauthorized use of Government property, theft, vandalism, or immoral conduct;

unethical or improper use of official authority or credentials; security violations; organizing or participating in gambling in any form; and misuse of weapons.

7.5.6 Key Control. The Contractor will not be issued any keys. The keys will be checked out by a “Cleared American” escort on the day of service requirements.

7.5.7 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.

8.0 SCHEDULED PREVENTIVE MAINTENANCE

8.1. General

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

8.1.2. The Contractor shall provide a recommended inventory list of all expendable parts (e.g., filters, belts, hoses, gaskets, coils, expansion valves, chemicals, compressors, controllers, pumps, mechanical seal kits, motors, and electrical devices). The Contractor shall provide all necessary tools, testing equipment, safety footwear and apparel, personal protective equipment (hand, hearing, and eye protection), MSDS documentation, cleaning materials, and oil spill containment kits. All maintenance materials should be new, meet industry standards, and be appropriate for the required tasks.

8.1.3. The Contractor shall provide a comprehensive list of refrigerants, parts, and maintenance materials required for the Post to maintain adequate stock levels for routine use and emergency requirements.

8.1.4. Exclusion. 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.

8.1.5. 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.

8.1.6. 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.

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

8.2 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.

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

8.2.2. 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.

8.2.3 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.

9.0 PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

The Contractor shall provide trained technicians with the appropriate tools and testing equipment for scheduled maintenance, safety inspection, and safety testing as required by this Contract.

The Contractor shall provide all the necessary materials and supplies to maintain, service, inspect and test all the systems to be maintained.

9.1 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), generator starting batteries, grease, sealant, thermostat, fuse), shall be maintained in the onsite inventory. See 8.1.2.

9.2 Repairs are not included in this contract. See 8.1.4. Exclusions.

9.3 Disposal of used oil, fuel, battery and other toxic substances. The Contractor is responsible for proper disposal of toxic/hazardous substances. All material shall be disposed of according to Government and Local law. After proper disposal the contractor must show proof of authorized disposal of these toxic/hazardous substances.

10.0 SOFTWARE, LICENSES AND PASSWORDS

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

11.0 DELIVERABLES

Provide a typewritten report to Post Facilities Manager containing 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

e) Testing of exhaust gas by Gas Analyzer

The following items shall be delivered under this contract:

Description QTY Delivery Date Deliver to

Names, biographic data, police clearance on Contractor personnel (#7.2)

1 30 days after contract award COR

Certificate of Insurance (#12.2) 1 30 days after contract award CO

PM Checklist signed by Contractor’s employee (#8.2.1)

1 After completion of each maintenance service

COR

Invoice (#17) 1 After completion of each maintenance service

COR

Contractor-Quality Management Plan 1 At the time of proposal submission, update as needed

CO & COR

12.0 INSURANCE REQUIREMENTS

12.1 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.

12.2 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

-Bodily Injury US$500 per occurrence US$2,500 Cumulative -Property Damage US$500 per occurrence US$2,500 Cumulative

Workers’ Compensation and Employer’s Liability

12.3 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”).

13.0 LOCAL LAW REGISTRATION

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

14.0 CONTRACTOR QUALITY CONTROL MANAGEMENT PLAN (C-QCMP)

The Offeror/Contractor submits a C-QCMP plan at the time of proposal submission. The plan must address the management of quality in terms of performance drawn from the specified requirements in the work statement. The plan shall be updated as needed, submitted to the COR and approved by the Contracting Officer.

15.0 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP).

15.1 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.

Performance Objective SOW Para Performance Threshold Services.

Performs all services set forth in the Statement of Work (SOW)

1 thru 13 & Exhibit A

All required services are performed and no more than one

(1) customer complaint is received per year

15.2 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.

15.3 Standard. The performance standard is that the Government receives no more than one (1) customer complaint per year. 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.

15.4. Procedures.

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

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

15.4.3 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.

15.4.4 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.

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

15.4.6 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.

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

15.4.8. 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.

16.0 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.

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

COR

Facility Mechanical Engineer

The Deputy Facility Manager will be Post Control Officer (PCO). All questions concerning coordination of service activities while at post shall be directed to the Post Control Officer, with weekly reporting to the COR:

17.0 SUBMISSION OF INVOICES

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

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

US Embassy, Ramna 5 Diplomatic Enclave, Islamabad, Islamabad Capital Territory, Pakistan.

Contractor/vendor shall submit two invoices- Each invoice shall include invoice number, purchase order/contract number, date issued, brief description of supplies/services provided, quantities, unit and total price, and signed by the signing authority. One copy clearly marked DUPLICATE copy for GSO original submitted to FMO e-mail to undersigned Islamabad_GSO_Procurement@state.gov

One original invoice to Financial Management Officer (FMO), at address given below.

Financial Management Officer (FMO) US Embassy, Diplomatic Enclave, Ramna-5, Islamabad or E-mail to: Islamabadfmc-invoices@state.gov

Please note: Mode of Payment - Net 30 will be commenced on the date of receipt of invoice in the US Embassy Financial Management Centre.

18.0 PROJECT REQUIREMENTS

18.1 Description of Equipment:

*Please see Exhibit -A at the end of this sheet for more details

18.2 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.

The Government has the following manuals:

All manuals are available onsite for all chillers.

Contactor is responsible for the followings:

1. Detailed report noting the discrepancy found.

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

3. Refresher training to US embassy FAC staff will be provided during each PMSC visit.

4. Provide critical and recommended parts list of chillers, AHUs, and DHRC included component description, recommended quantity, updated part numbers.

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

6. In case of non-availability of critical item or having long lead times to arrive from offshore, the contractor should promptly arrange that part or material locally and will install them.

7. The contractor is responsible for providing the updated spare part list of units and to inform the Embassy in case of any changes or upgradation in the spare part list.

8. The contractor is responsible to upgrade the programming software of the units, if necessary, after approval from the concerned COR.

9. The contractor is responsible to investigate any malfunctioning of the units and hence finding the root cause & to fix the issue. Post is responsible to provide the required spare parts.

10. In case of emergency, the contractor should be available through online meetings, phone calls and email conversation to resolve the issue.

11. Contractor is responsible to arrange all chemical and material required for chillers and

AHUs maintenance (Coil cleaning, Heat Exchanger, Strainers etc.).

18.3 Standard Operating Procedures (SOPs)

Contractor shall provide all materials, supervision, labor, tools and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and /or use safety protection while all work is performed. Any questions or injuries shall be brought to the attention of the Post Occupation Safety and Health Officer (POSHO) 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.

The Contractor shall inventory, supply and replace expendable parts (e.g., filters, belts, hoses, gaskets) that have become worn down due to wear and tear. The Contractor shall maintain a supply of expendable and common parts on site so that these are readily available for normal maintenance 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 should 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 are to be OEM approved. Refrigerants are to meet the

AHRAE_Standard_700-2015 or most recent AHRAE 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.

SAFETY AND SPECIAL INSTRUCTIONS:

These safety procedures should be followed prior to perform preventive maintenance of Units.

1. Follow site safety procedures and supervisor’s instructions.

2. All work should be done as the standards defined by ASHRAE, NEPA, NFPA etc.

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. Follow safety and environmental procedures for handling refrigerants

8. Review and follow the manufacturer’s O&M instructions.

9. Record results in the equipment history log.

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

11. Record results in the equipment history log.

12. Check manufacturer’s specifications for the maximum number of plugged tubes.

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

Annual Maintenance Checklist:

Equipment: AIR COOLED CHILLERS (Multistack)

MAINTENANCE PROCEDURES:

General:

1. Review the Airstack Chiller daily log sheet. Check and analyze all parameters and make necessary changes if required.

2. Perform operational test of chillers and associated pumps which are stand by.

3. Fill out maintenance checklist and report deficiencies.

4. Review logged alarms and look for repeat trends.

5. Remove any combustible and unnecessary material and packages near the unit.

6. Perform annual preventive maintenance (PM) in accordance with the manufacturer’s recommendations and standard industry practices for all equipment. In cases where specific procedures are not detailed in this SOW, the contractor shall follow the original equipment manufacturer (OEM) guidelines and approved maintenance standards.

Electrical and control section:

1. Disconnect power source and lock out. Check electrical wiring and connections; tighten loose connections.

2. Check and inspect main breakers and contactors for proper operation. Check their continuity and ensure all terminal screws are tight and well assembled.

3. Check all power terminal and connectors along with fuses.

4. Check all controls for their proper functioning.

5. Check and inspect all pressure switches ands ensure they are properly wired.

6. Check and record amp draws on compressors, pumps and motors. Check voltages also.

7. Check and inspect all relays and timers and ensue they are working normal.

8. Check all power and control wires are properly labeled and tied together.

9. Check chiller controls communication modules and ensure they are properly integrated with other system control.

10. Calibrate chiller control system, load limiting systems and safety controls.

11. Check and inspect all VFDs for their proper operation. Ensure they are properly calibrated.

12. Check crankcase heaters for proper operation. Replace if necessary.

13. Inspect all electrical connections to the compressors and condenser fan motors. Tight the connections if necessary.

14. Check and inspect chilled water pumps are properly electrically connected, and terminals are fully tight.

Mechanical section:

1. Check for any turbulent sound and abnormal vibration. Conduct vibration analyses of necessary.

2. Check and ensure all compressors are properly placed and supporting bolts are in tight position. Tighten all Rota-Lock nuts at the Compressors, Receivers and accumulators.

Torque should be as per manufacturer’s recommendations.

3. Check and ensure all assembling bolts and fasteners tight and are in proper position.

4. Inspect all other refrigeration lines for secure mountings. Take corrective measures necessary to prevent piping from rubbing the frame etc.

5. Check superheat and sub-cooling temperatures. Also record ambient temperatures and compare the valves with recommended P-T chart.

6. Check contactors, sensors, and mechanical safety limits.

7. Check the chiller for leaks. Add refrigerant if low. Record amounts and address leakage problems.

8. Check all temperature and pressure sensors are properly connected to the main control boards. Check their calibrations also.

9. Chek all solenoid valves are functioning well and properly connected to the main control.

10. Check TXV sensing bulb operation. Ensure it is properly connected and working well.

11. Check system flow switch operation. Ensure they are properly connected to the lines.,

12. Thoroughly clean intake side condenser coils, fans, and intake screens.

13. Visually check brazed joints and condenser for oil or leaks.

14. Visually check refrigerant safety relief valve for oil or leaks.

15. Wash the condensing coils with a good and recommended cleaning solution agent.

Straighten fin tubes with fin comb.

16. Check all Schrader walls and caps are in proper position and tight.

17. Check oil filters and line strainers. Replace them if necessary.

18. Check compressor oil level in scroll compressors. Take oil samples and submit for analysis as required.

19. Check crankcase heaters for proper operation.

20. Clean the condensing unit drain tray and line Remove any sludge and dirt if found.

21. Inspect and perform the cleaning of heat exchangers in accordance with Multistack

Procedures if required:

a) Shut down Chiller.

b) Isolate chiller (both condenser and chilled water circuits).

c) Drain chiller.

d) Perform the cleaning with manufacturer recommended chemical.

e) Back flush chiller with water to remove foreign material.

f) Fill chiller with clean water.

Chilled water lines and pumps section:

1. Conduct vibration analysis of motor & assembly: Check all alignments to specifications.

Check all seals.

2. Check couplings and ensure they are properly coupled and aligned.

3. Check pump seals for leakage.

4. Grease pump and motor bearings.

5. Check drain line of pumps is fully open.

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

7. Check all pressure and temperatures gauges installed on chilled lines. Calibrate or replace if required.

8. Manually switch hydronic pumps from 1 to 2 or from 2 to 1.

9. Collect chilled water samples for lab analysis, if required.

10. Check all cladding and insulation are properly installed and pipes are fully covered.

11. Check all valves, strainers and air relief valves for their proper operation.

12. Check and inspect all air vents installed on chilled and hot water lines.

13. Check associated Expansion tanks and Air separators tanks for their proper operation.

Equipment: DEDICATED HEAT RECOVERY CHILLERS (DHRC) - (Multistak):

General:

1. Check Program Version for Software Updates. Make sure the software is working well and there is not any error or disruptions.

2. Review the Air stack Chiller daily log sheet. Check and analyze all parameters and make necessary changes if required.

3. Perform operational test of chillers and associated pumps which are stand by.

4. Fill out maintenance checklist and report deficiencies.

5. Review logged alarms and look for repeat trends.

6. Remove any combustible and unnecessary material and packages nearby the unit.

Electrical and control section:

15. Disconnect power source and lock out. Check electrical wiring and connections; tighten

16. Check and inspect main breakers and contactors for proper operation. Check their continuity and ensure all terminal screws are tight and well assembled.

17. Check all power terminal and connectors along with fuses.

18. Check all controls for their proper functioning.

19. Check and inspect all pressure switches and ensure they are properly wired.

20. Check and record amp draws on compressors, pumps and motors. Check voltages also.

21. Check and inspect all relays and timers and ensue they are working normal.

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