RFQ 19BR8220Q0001 - Solicitation Consular NIV Microphone System Replacement.pdf

U.S. Consulate General Rio de Janeiro

May 15, 2020

To: Prospective Quoters

Subject: Request for Quotations number 19BR8220Q0001

Enclosed is a Request for Quotations (RFQ) for Consular microphone system replacement in

NIV Section of the Consulate General in Rio de Janerio, Brazil . If you would like to submit a quotation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit it to the address shown on 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 quotation at the lowest price. We intend to award a contract/purchase order based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

Quotations are due by July 31, 2020 at 04:00PM Rio de Janeiro local time.

Sincerely, Contracting Officer

Alice L. Caruso

Enclosure

RFQ No 19BR8220Q0001

Consular NIV Microphone System Replacement

TABLE OF CONTENTS

Section 1 - The Schedule…………………………………………………………

SF 1449 cover sheet Continuation To SF-1449, RFQ 19BR8220Q0001, Prices, Block 23 Continuation To SF-1449, RFQ 19BR8220Q0001, Schedule Of Supplies/Services, Block 20 Description/Specifications/Work Statement Attachment 1 to Description/Specifications/Performance Work Statement, Government Furnished Property

Section 2 – Contract Clauses……………………………………………………………………26

Contract Clauses Addendum to Contract Clauses – FAR and DOSAR Clauses not

Prescribed in Part 12

Section 3 – Solicitation Provisions………………………………………………………………38 Solicitation Provisions Addendum to Solicitation Provisions - FAR and DOSAR Provisions not

Section 4 - Evaluation Factors…………………………………………………………………...43

Evaluation Factors Addendum to Evaluation Factors - FAR and DOSAR Provisions not

Section 5 - Representations and Certifications………………………………………………….45

Offeror Representations and Certifications Addendum to Offeror Representations and Certifications - FAR and

DOSAR Provisions not Prescribed in Part 12

SF-1449 Cover Sheet

SECTION 1 – THE SCHEDULE

I. SCOPE OF CONTRACT

The Contractor will remove current existing microphone installations, including cables and all other involved parts, required for the installation of the new Consular Section microphone window system for the U.S. Consulate General Rio de Janeiro (hereinafter the

“Consulate”). The Contractor will provide and install the microphone system, provide training on how to use the new equipment, and perform maintenance work in accordance with

SCHEDULE OF SUPPLIES/SERVICES, BLOCK DESCRIPTION / SPECIFICATIONS /

WORK STATEMENT. The prices listed in STANDARD FORM 1449 include all labor, engineering, materials, tools, supplies, transportation, travel, insurance, (see FAR 52.228-4 and

52.228-5), overhead, and profit.

II. TYPE OF CONTRACT

This is a fixed price type contract. The fixed price shall include all work, including furnishing all labor, materials, shipping/delivery, equipment, installation, overhead (including cost of Workers’ Compensation and Insurance, which shall not be a direct reimbursement) and, travel, lodging, per diem, profit, unless otherwise specified.

In consideration of satisfactory performance of all the scheduled services required under this contract, the Contractor shall be paid a firm fixed contract price.

No additional sums will be payable on account of 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.

III. PERIOD OF PERFORMANCE

The Contractor shall be required to (a) commence work under this contract within ten

(10) calendar days after the date the Contractor receives the notice to proceed, (b) prosecute the work diligently, and (c) complete the entire work ready for use not later than one hundred twenty (120) calendar days after the Contracting Officer’s issued Notice To Proceed

(NTP). The time stated for completion shall include final cleanup of the premises and completion of punch-list items.

IV. PRICING

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.

The prices are stated in US Dollars. In consideration of satisfactory performance of the services required under this contract, the Contractor shall be paid a firm fixed-price (FFP) as stated in STANDARD FORM 1449 Government will make payment in US Dollars for the payment date.

V. PERFORMANCE WORK STATEMENT

The purpose of this firm-fixed price contract is to remove current existing microphone installations, including cables and all other involved parts, required for the installation of the new Consular Section microphone window system for the U.S. Consulate Rio de Janeiro. This includes the restoration of all finishes damaged or affected to their previous state. The

Contractor will provide and install the microphone system, provide training on how to use the new equipment, provide the listed spare parts, and perform maintenance work.

Unless otherwise specified herein, the Contractor shall provide all supplies, personnel, equipment, tools, materials, supervision, and other items or services necessary to complete the microphone installation as defined in this Performance Work Statement (PWS).

(A) GENERAL

Microphone System

This contract is for the removal of current microphone installations, including cables, etc. and the design, preparation, shipment, and installation of a complete and functioning microphone system for the U.S. Consulate General Rio de Janeiro. The system will cover fourteen (14) interview windows in the Non-Immigrant (NIV) section. This includes thirteen

(13) interview windows and one (1) cashier window on the ground floor of the Consulate.

Pricing should include the costs of all audio equipment, controllers, microphones, speakers, and equipment rack(s) with internal rack cabling as well as necessary infrastructure installation.

System equipment manuals, operations guide, and submittal drawings to be included with system cost. This contract shall also cover the complete removal of the existing system and all associated wiring and appurtenances. This contract also includes training, warranty, spare parts, preventative maintenance plan and support, and other close out/after substantial completion items.

The Contractor shall provide equipment, components, software, accessories, and miscellaneous items necessary to achieve fully functioning audio systems for Consular window intercoms for interview and cashier functions. System design shall conform to

ASNSI/INFOCOMM 2M: 20010, “Standard Guide for Audiovisual Systems Design and

Coordination.”

Audio Performance Characteristics:

Frequency Response: 30Hz – 18 KHz, within +-3.0db

Signal to Noise Ratio: 55dB minimum

Total Harmonic Distortion: 1 percent maximum from 30Hz-15Hz (THD)

The Contractor shall install the microphone systems following Specifications found in

OBO’s Master-Guide-Spec 275105 (Attachment B) and CA guidance on microphones, which include:

Full duplex;

https://webstore.ansi.org/standards/infocomm/ansiinfocomm2m2010

The microphone should be “hands-fee” with no buttons or knobs to hold while talking;

The officer shall be able to mute or shut off communication with applicants;

The intercom shall have an optional headset attachment for use by the officer.

In summary:

Applicant side: Speaker, microphone

Officer Side: Speaker, microphone (gooseneck), headset unit, window/volume controller

Consular area: Rack holding system electronics

Audio Intelligibility: Consular intercom system shall achieve minimum performance for

Speech Transmission Index (STI) exceeding the level of “Fair” quality (i.e., the STI level meets or exceeds 0.60 STI) identified in International Standard IEC 60286-16 (2003-05), “Objective

Rating of Speech Intelligibility by Speech Transmission Index),” White noise or spoken word source within Consular waiting room shall be set to 65 dB at 1M to simulate conversation level within Consular waiting room. Noise source shall be positioned to emulate waiting applicants.

The pre-configured system will feature Biamp AudiaFlex equipment per the Department of State’s design. The AudiaFlex frames will include the required modules that will be used for processing the digital audio signals and echo cancellation at each window.

The system will provide the Biamp NPS-1 desktop microphones used on the Consular officer side at each window. These microphones will be used as an alternative when desired by the window operator to their headsets, the microphone shall have a mute button. Both a headset and desktop microphone will be included in the event there is equipment failure with either item. A speaker will be installed on the Consular officer side of the window as well.

Gooseneck (wall mount) microphones and wall mount speakers will be installed on the applicant side of the windows. The applicant side microphones will always be powered on with no button for the applicant to toggle when speaking to the Consular officer; the applicant microphone will have no mute button. Place microphone to provide direct coverage of window glass surface to ensure adequate discrimination between applicant voice and waiting area noise.

Each window will include a controller that will be cabled to the equipment rack. The window controller will allow the user on the officer side to mute the speaker volume on either side of the window as well as control the volume of the speakers on either side of the window.

Waiting Area Loudspeakers: This project specifically excludes loudspeakers and/or a paging system for inside and outside waiting areas; however, each window requires speakers as described previously. In addition, this project excludes any queuing system changes or additions. The system will include all needed speaker, microphone, and control and category cables. The system will include an audio rack to be located in the Consular Section. Installation includes any required electrical 120V circuitry to this rack. The rack and associated electronics capacity must be sized to include the five (5) interview windows on the mezzanine floor for future installation. Attachment B contains all specifications not specifically covered in Section

A (GENERAL).

All software and user manuals of the system shall be the sole property of U.S.

Consulate Rio de Janeiro. Vulnerabilities in software or exploitation by other entities are the responsibility of the Contractor.

(B) AFTER AWARD ACTION

Pre-Construction/Design Conference

A pre-construction/pre-installation conference will be held 10 days after contract award at U.S. Consulate General Rio de Janeiro, or as mutually agreed upon to discuss the schedule.

During this meeting, the government and the vendor will discuss submittals, notice to proceed, mobilization and other important issues that affect construction/installation progress. See FAR

52.236-26, Pre-Construction Conference.

Contractor must use the services (or have in-house) of a skilled, experienced A/V design professional, or firm, with experience working and designing systems with the specified material/equipment. See specification sections for more information on designer qualifications and design requirements.

All project documents, design, product, submittals and installation documents are to be provided in American English.

The vendor will make a pre-installation design site visit, referenced above, with the initial drawings produced by the Contractor (considered the 50% drawings), product submittals, system diagram, and the proposal used to win the award. The drawings will be both physical and electrical layouts of the project. The vendor is responsible for all travel costs including but not limited to airfare, lodging, meals and transportation. The purpose of the visit is to survey the site to obtain the necessary information to complete the A/V microphone design for installation

(including cabling routing plans, conduit plans, rack location, conduit riser diagram, window elevations, etc.), as well as to discuss execution details.

The Contractor shall submit to the COR a list indicating the name of the manufacturer, the brand name, and the intended use of each of the materials proposed for the installation, to be included in either the product submittals, or the 75% submittals. Given the difficulty of mail services, the Contractor shall leave behind a minimum 10 percent supply of spare parts of each equipment installed. A proposed spare parts list must be included in the 75% submittals, for approval. The Contractor shall provide a one (1) year warranty on parts and labor, and support after the completed installation.

Upon conclusion of the site visit, the vendor will resubmit drawings at the 75 percent stage of completion for review, within 5 working days of the conclusion of the site visit. This design package should be substantially complete and ready for construction. Included with this package should be a complete installation plan documenting the execution, phasing, logistics, and schedule (all aspects of the project), which would include supplemental drawings or diagrams as necessary.

The COR and the Consular Coordinator will review and provide feedback on these drawings (5-10 working days), after which the Contractor will have 5 days to present finalized

100% drawings based on the feedback/requested revisions. Submissions and review of submittals and drawings will occur over an appropriate electrical / technical media.

When the drawings are completed to the satisfaction of the Contracting Officer’s

Representative and confirmed in writing by the Contracting Officer’s Representative as such, the vendor will procure the needed materials, assemble and test the components, and prepare for international cargo shipping if needed.

(C) COMMENCEMENT, PROSECUTION, AND COMPLETION OF WORK

(52.211-10 APR 1984)

The Contractor shall be required to (a) commence work under this contract within the specified timeline mentioned in the proposal after the notice to proceed, (b) prosecute the work diligently, and (c) complete the entire work ready for use as specified in the award. The time stated for completion shall include final cleanup of the premises and completion of punch-list items.

(D) LIQUIDATED DAMAGES - CONSTRUCTION (52.211-12 SEP 2000)

1. If the Contractor fails to complete the work within the time specified in the contract, or any extension, the Contractor shall pay liquidated damages to the Government in the amount of $250.00 USD for each calendar day of delay until the work is completed or accepted.

2. If the Government terminates the Contractor’s right to proceed, liquidated damages will continue to accrue until the work is completed. These liquidated damages are in addition to excess costs of repurchase under the Termination clause.

(E) CONTRACTOR’S SUBMISSION OF SCHEDULES

1. The time for submission of the schedules referenced in FAR 52.236-15, "Schedules for Construction Contracts", paragraph (a), is hereby modified to reflect the due date for submission as 10 calendar days after receipt of an executed contract.

2. These schedules shall include the time by which shop drawings, product data, samples and other submittals required by the contract will be submitted for approval.

3. The Contractor shall revise such schedules (1) to account for the actual progress of the work, (2) to reflect approved adjustments in the performance schedule, and (3) as required by the Contracting Officer to achieve coordination with work by the Government and any separate contractors employed by the Government. The Contractor shall submit a schedule which sequences work so as to minimize disruption at the jobsite.

4. All deliverables shall be in the English language, unless otherwise provided hereunder, and any system of dimensions (i.e., English or metric) shown shall be consistent with that used in the contract. No extension of time shall be allowed on account of a delay by the

Government in approving such deliverables if the Contractor has failed to act promptly and responsively in submitting its deliverables. Each deliverable shall be identified as required by the contract.

5. Acceptance of Schedule: When the Government has accepted any time schedule, it shall be binding upon the Contractor. The completion date is fixed and may be extended only by a written contract modification signed by the Contracting Officer. Acceptance or approval of any schedule or revision thereof by the Government shall not (1) extend the completion date or obligate the Government to do so, (2) constitute acceptance or approval of any delay, nor (3) excuse the Contractor from or relieve the Contractor of its obligation to maintain the progress of the work and achieve final completion by the established completion date.

(F) NOTICE OF DELAY

If the Contractor receives a notice of any change in the work, or if any other conditions arise which are likely to cause or are actually causing delays which the Contractor believes may result in completion of the project after the completion date, the Contractor shall notify the

Contracting Officer of the effect, if any, of such change or other conditions upon the approved schedule, and shall state in what respects, if any, the relevant schedule or the completion date should be revised. The Contractor shall give notice not more than ten (10) days following the first occurrence of event giving rise to the delay or prospective delay. Revisions to the approved time schedule shall only be made with the approval of the Contracting Officer.

(G) NOTICE TO PROCEED

1. Following receipt from the Contractor of any bonds or evidence of insurance within the time specified in Section G of this order, and following acceptance of these documents by the Contracting Officer, the Contracting Officer will provide to the Contractor a

Notice to Proceed. The Contractor must then prosecute the work required hereunder, commencing and completing performance not later than the time period established in the contract.

2. It is possible that the Contracting Officer may elect to issue the Notice to

Proceed prior to receipt and acceptance of any bonds or evidence of insurance required hereunder. Issuance of a Notice to Proceed by the Government before receipt of the required bonds or insurance certificates or policies shall not be a waiver of the requirement to furnish these documents.

(H) WORKING HOURS

All work shall be performed during:

NIV Unit Closure time period: The NIV unit, including associated interview area, is able to close up to eight (8) consecutive business days (with the two (2) surrounding weekends) as agreed upon and coordinated in advance, during which time the Contractor may work throughout the day. At the end of this period, no fewer than eight (8) interview windows must be fully operational, but finish work need not be completed.

During this time period the Cashier is still required to operate, and applicants will still use the waiting area and stairs for Mezzanine Level IV and ACS services. Work at the Cashier booth must occur on the weekends, holidays or off-hours (if agreed upon/coordinated in advance). During this time period the Contractor will provide and use plastic barriers (zip walls, or equivalent) to isolate work areas to prevent the unnecessary spread of dust and debris.

Work outside the closure period: Work prior to, and after, the closure period is expected to abide by the following guidelines (all times are local time in Rio de Janeiro):

Off-Hours, (4:00 PM-6:00 AM), Holidays, Weekends: Work allowed at any interview window, with construction noise being acceptable. Work must be escorted by appropriate USG staff, to be coordinated by the COR and the Consular Coordinator and approved by Consulate security in advance.

6:00 AM – 12:30 PM: No work is allowed.

12:30 PM - 4:00 PM: No work is allowed other than minimal survey and inspection work that is coordinated and agreed to in advance, no noise may be generated.

All work at the cashier must be weekends or off-hours, at days and times coordinated and approved in advance.

Contractor to phase all work (installation and demolition) as to allow uninterrupted operation of no fewer than eight (8) interview windows. During the closure time period, at least

8 interview windows must be completed, functional, and turned over to the new system.

Contractor must have the area cleaned and ready to use by Consulate employees and visitors at the end of each work shift. No dust, debris, equipment, tools, material may be left out or accessible by Consulate employees or visitors during the normal work day (6:00 AM-4:00

PM), during project working hours, work areas/active construction or renovation on windows must be taped or barricaded off as appropriate.

Other hours, if requested by the Contractor, may be approved by the COR if that request does not change the proposal value. The Contractor shall give 24 hours notification in advance to COR who will consider any deviation from the hours identified above and will coordinate the necessary Consulate security procedures. Changes in work hours, initiated by the Contractor, will not be a cause for a price increase.

(I) INSTALLATION

All supplies and materials shall be of a type and quality that conform to applicable

Federal specifications and standards, to the extent feasible and reasonable. All supplies, materials, and equipment to be used in the performance of work described herein are subject to the approval of the Contracting Officer and the Contracting Officer’s Representative (COR).

Pre-Construction Kick-Off Meeting

After 100% documents have been submitted and accepted, the Contracting Officer will issue an Installation NTP. Within 10 days after this notice, or as agreed upon between parties, and at least 10 days prior to installation of the new system, the Contractor will visit the site, along with the Contractor’s designated on-site construction lead personnel/project manager, to review, discuss and coordinate all aspects of the installation plan, including timing, phasing, logistics, work schedule, etc.

1. Removal of Existing Wiring: The Contractor shall repair any damage caused by the removal of the current microphone system, and “make good” any holes or gaps left behind that are not covered by the new system. Upon completion and passing of tests identified above, the

Contractor shall remove old cabling. This shall be done minimizing any property damage to walls, ceilings, carpets affected by the removal. Contractor is responsible for restoring walls, ceiling, and carpeting to their original condition. If cutting is necessary it shall not impair structural stability of the building and system and the Contractor shall patch and paint (if on wall or ceiling) affected areas to restore them to their original condition.

Except during the 8-day closure period, when no interview windows need to be operational, Contractor must phase all work (installation, demolition and finishing) before and after the 8-day closure period as to allow for uninterrupted operation of no fewer than 8 interview windows at all times.

Proper, legal disposal of all debris, in the Contractor’s containers, is the Contractor’s responsibility. Relocation of debris from the work site to the appropriate container/dumpster must occur in a proper, covered container. The Contractor is responsible for keeping the path clean, and for immediately cleaning and removing dust or other collateral dirtiness that results from transport of the debris to its disposal container. The Consulate has limited area to store debris containers. The alleyway next to the Consulate has been used by Contractors in the past for dumpsters. If storage of items on the Consulate compound causes Consulate vehicles to be displaced, Contractor will pay the costs of parking those displaced vehicles for the duration of the time Contractor uses said space.

The Contractor will offer old microphones units/system to FAC first, prior to disposal, to potentially keep functioning units as spares for other locations.

2. Drawings: In case of differences between small and large scale drawings, the latter will govern. Where a portion of the work is drawn in detail and the remainder of the work is indicated in outline, the parts drawn in detail shall apply also to all other portions of the work.

3. Raceways and Penetrations: Contractor is responsible for all infrastructure installation including wiring and raceways.

Surface mounted conduit, Panduit, and locally procured orange/yellow flexible tubing is not acceptable. All cabling must be run in approved raceways in-wall and/or above ceiling and be properly anchored. This includes all cutting, patching and painting. In locations where the base is considered to be structural concrete or plate steel, the Contractor must identify an alternative routing of the conduit, or identify a minimal amount of surface runs to be reviewed and approved by the COR and Consular Coordinator.

This project foresees using three (3) preexisting hardline penetration spare conduits to convey cabling from the applicant side, to the internal Consular work area. The Contractor must survey this during both the bid and design phase to ensure adequate space as well as proper routing/planning of cabling. In addition, there are very limited and small existing junction boxes with hardline penetrations at a limited number of windows that can be utilized. No new penetrations in the hardline are allowed unless specifically indicated by the Contractor, and specific details, consistent with USG OBO and DS standards are provided for review, and approval by the USG.

4. Administration: Contractor shall provide a submittal within 10 days after the site visit documenting cable routing, conduits, pathways from the station equipment to the communications closets, communication distribution frame and vertical/horizontal cable sizes.

Contractor shall label all cabling and receptacle boxes as set forth in EIA standards as well. Contractor shall provide as-builts or records management documentation (labels, records, drawings, etc.) showing all cable terminations and cross-connects.

5. Security: Work in some areas will require a cleared U.S. Citizen escort, which will be provided by the Consulate. The work must be scheduled through the COR with three (3) days’ notice. Contractor shall provide information necessary for access of personnel at least 15 days in advance to allow RSO to review and clear.

6. Testing: The Contractor shall perform pre-qualification testing during installation to ensure quality control and that the cabling system will pass qualification testing. See specification sections for more information on testing and startup requirements including tester and manufacturer representative qualifications. The Government will also perform independent testing to ensure compliance.

7. Patching & Repair: Patching material shall match existing materials in type and quality and be specifically designed to fill holes, spaces, and voids and cavities at communication penetrations and where old cabling removed. Patching material shall be made of fire stopping materials. Contractor will restore patched surfaces as close to the original condition and finish as possible. Where patching occurs, the existing unbroken surface surrounding the area that has been patched is to be painted as well, so that the new paint covers the entire unbroken surface that contains the patched area. Patched areas shall be primed first and finished with two (2) coats of paint so that patch blends into existing unbroken surface.

8. Training (In addition/combination to the specification requirements):

i. User Training: The Contractor shall provide training on how to operate the new equipment (interview and paging system) for staff that will use the equipment in day-to-day use for interviews (around 30 Consulate staff). This will include practical training in groups of up to five (5) staff members at a time and is expected to cover all normal user operations of the system, to include basic troubleshooting for common problems and user errors. In addition, the Contractor should provide a basic, 1-2 page overview of the system as a “quick guide” for functions, as well as a more in-depth operations manual.

Training and Material can be in Portuguese or English.

ii. Operations and Maintenance Training: The Contractor will include in-depth two (2) days of training for up to six (6) Consulate Facility or IRM technicians. Training should focus on preventative maintenance, common issues, operations, repairs, etc. The training must have an agenda, and published reference material, to be submitted and approved at least four (4) weeks prior to the course. The course is expected to be both theoretical/presentation based (meeting room and presentation equipment to be provided), as well as hands-on. Each participant is to be provided an O&M manual, presentation work book, and applicable training material.

1. The training presentation can be in Portuguese or English, if in English, six

(6) week prior notice is required so that the Consulate can arrange proper interpretation.

2. Training material, presentation material, and O&M Manual must be provided in both Portuguese and English. The contracted company is responsible for making all arrangements to translate all the written material prior to the training for this to occur. Post can provide local translating firms as options, however, ultimate responsibility lies on the contracted firm to translate.

9. Preventive Maintenance: Following the installation of the new microphone system, the

Contractor will provide services within the following scope and under the following terms and conditions, this is in addition/combination to the specification requirements;

i. Perform remote assistance in relation to troubleshooting as needed during warranty period. Contractor will provide a contact (English or Portuguese speaking) that can provide remote assistance in troubleshooting the system for a period of one (1) year after substantial completion. The contact should include an email address, phone number, and physical address. The contact shall be available during normal business hours (Monday through –Friday, 8AM -5 PM Eastern Time) and respond within two (2) business days for routine issues, and by the next business day for emergencies. Emergencies are defined by any situation where more than one (1) window is non-operable/useable at a time, or total system issues that are affecting the operations of more than three (3) windows at a time.

ii. Perform routine performance inspection; visit the Consulate twice over a 12 month period after substantial completion for routine check-up, warranty work and preventative maintenance of the installed system.

1. Check all 14 stations and ensure they are working at optimal level; adjust performance when necessary;

2. Provide status reports and recommendations on the overall performance of the installations;

3. Retrieve any faulty components of the installation of the installation and provide replacement parts to faulty components.

4. Contractor shall spend a total of one (1) business day per visit to perform the check-up. Contractor is responsible for all trip costs, materials, tools and equipment. Any special requirements should be coordinated through the COR in advance. Contractor should plan to spend part of the visit during both normal operating hours, and off hours

5. Maintenance schedule, recommendations, and trip/visit timeframes to be included in the close out material of the contract.

6. Provide any necessary UPS testing and maintenance.

7. The Contractor will provide all software updates as necessary over the 1 year period.

10. Warranty and Spare Parts

i. Given the difficulty of mail services, the Contractor shall leave behind a minimum ten percent (10%) supply of spare parts of each equipment installed. A proposed spare parts list must be included in the 75% submittals, for approval. This should include all peripheral devices (speakers, headsets, control devices, etc.), as well as at least one (1) part/piece each for those items considered critical to system functionality (cards, components, fuses, etc.). If a laptop computer with special software, or any other special equipment is required (beyond normal maintenance tools/equipment), this must be included in the spare parts turnover.

ii. The Contractor shall provide a one (1) year warranty on parts, labor, and support after the completed installation. This will be from the substantial completion date when all installation (included patching/repair of finishes) is complete, and users have been trained.

iii. For material that has a manufacturer warranty of greater than 1 year, the Contractor will provide a parts list, manufacturer, part number, picture, length of warranty, and appropriate contact information, as well as any other documentation required by the warranty.

iv. On-Site Repair Assistance: Contractor shall be available to provide capable technicians for on-site service of systems equipment or control software. Technicians dispatched shall be familiar with installed system with complete knowledge of products used in systems configuration. Technicians dispatched shall have complete ability to address nature of system anomaly or performance difficulty described. Contractor shall provide on-site response within one (1) week of notification by the Consulate and shall provide any required documentation to allow technicians access to the facility. Service shall be available during normal business hours of the facility, Monday through Friday, 8:00 AM until 5:30 PM local time in Rio de Janeiro.

11. As-Builts:

i. Contractor must supply red-lined as-builts within 10 business days after substantial completion.

ii. The as-built drawings shall be in AutoCad format.

iii. The drawings shall present in an organized and industry accepted manner all pre-existing structures and all new circuits.

iv. The purpose of these drawings is to facilitate the maintenance of the new system knowing exactly where each conduit and its associated circuitry and connections are installed. .

v. Most of the information should be presented on a floor plan view of the Consular

Section, however section views may be used as well, in order to improve the understanding of the new system.

12. Coordination

i. All official correspondence, coordination, and potential (or real) delays or cost impact changes/conditions must be officially communicated in writing to the COR. The

COR is the official representative for the Contracting Officer in this capacity.

ii. Consular Coordinator: For ease of coordination and implementation of the project, the COR will work in tandem with a Consular Coordinator, meant to be a single point of contact for the COR for issues pertaining to the Consular Section. While this position may help resolve or coordinate various aspects of the execution of the project, official guidance is only to be executed upon from the COR. This Consular Coordinator position does not have the authority to commit to project, technical or scope changes.

(J) DELIVERABLES

The following items shall be delivered under this contract:

Description Qty Delivery Date: Deliver To:

A. Securities/Insurance/Bonds 1 10 days after award CO

B. Design/Installation Schedule 1 10 days after award COR

C. Pre-Construction/Design Conference 1 10 days after award NTP COR

D. Bios on Personnel 1 10 days after award COR

E. Design Documents – 50% 1 10 days after award NTP COR

F. Design Documents – 75% (including installation plan)

1 5 days after Design

Conference

COR

G. Design Documents -100% 1 5 days after 75% feedback COR

H. Pre-Construction Meeting 1 10 days after Installation NTP COR

I. Payment Request 1 As listed in Invoice Schedule below

COR

J. Request for Substantial Completion 1 5 days before inspection COR

K. Request for Final Acceptance 1 5 days before inspection COR

L. Training Plan 1 30 days prior to training COR

M. Training 1 As listed in (I) above COR

N. Warranty, Spares, Maintenance Plan 1 As listed in (I) above COR

O. As-Builts 1 As listed in (I) above COR

Invoice Schedule

Item Due Amount

100 % Design Documents 30 days after award NTP 20%

100% Material Delivery Date to be confirmed with COR-Prior to install commencement

40%

50% Installation Complete 90 days after NTP 20%

100% Installation (To include punch list and close out material)

120 days after NTP

20%

VI. ADMINISTRATIVE DATA

CONTRACTING OFFICER'S REPRESENTATIVE (COR) (652.242-70 AUG 1999)

1. The Contracting Officer may designate in writing one or more Government employees, by name or position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative (COR).

Such designation(s) shall specify the scope and limitations of the authority so delegated;

provided, that the designee shall not change the terms or conditions of the contract, unless the

COR is a warranted Contracting Officer and this authority is delegated in the designation.

2. Payment: The Contractor's attention is directed to Section H, 52.232-5, "Payments Under Fixed-Price Construction Contracts". The following subsections elaborate upon the information contained therein.

Each application for payment shall be made according to the invoice schedule above, and shall cover the value of labor and materials completed and in place, including a prorated portion of overhead and profit.

Following receipt of the Contractor's request for payment, and on the basis of an inspection of the work, the Contracting Officer shall make a determination as to the amount which, in his/her opinion, is then due. In the event the Contracting Officer does not approve payment of the full amount applied for, less the retainage addressed in 52.232-5, the Contracting

Officer shall advise the Contractor of the reasons therefore.

Under the authority of 52.232-27(a) the 14-day period identified in FAR 52.232-

27(a)(1)(i)(A) is hereby changed to 30 days.

The Contractor shall show Goods and Services Tax (GST) as a separate item on invoices submitted for payment.

VII. SPECIAL REQUIREMENTS

(a) Performance/Payment Protection

The Contractor shall furnish some form of payment protection such as bonds, irrevocable letters of credit or bank guarantees as described in 52.228-13 in the amount of 50% of the contract price.

The Contractor shall provide the information required by paragraph above within ten

(10) calendar days of award. Failure to submit in a timely manner the required bonds or alternate performance security may result in rescinding or termination of the contract by the

Government. Should the contract be terminated, the Contractor will be liable for those costs as described in FAR 52.249-10, "Default (Fixed-Price Construction), which is included in this purchase order.

The bonds or alternate performance security shall guarantee the Contractor's execution and completion of the work within the contract time and the correction of any defects after completion as required by this contract, the payment of all wages and other amounts payable by the Contractor under its subcontracts or for labor and materials, and the satisfaction or removal of any liens or encumbrances placed on the work.

The required securities shall remain in effect in the full amount required until final acceptance of the project by the Government, at which time the penal sum of the performance security shall be reduced to 10% of the contract price. The security shall remain in effect for one (1) year after the date of final completion and acceptance, and the Contractor shall pay any premium required for the entire period of coverage.

(b) Insurance

The Contractor is required by 52.228-5, "Insurance - Work on a Government

Installation" to provide whatever insurance is legally necessary. The Contractor, shall, at its own expense, provide and maintain during the entire performance period the following insurance amounts:

General Liability (includes premises/operations, collapse hazard, products, completed operations, contractual, independent contractors, broad form property damage, personal injury)

(1) Bodily injury on or off the site, stated in U.S. dollars:

Per Occurrence $5,000.00

Cumulative $50,000.00

(2) Property damage on or off the site, stated in U.S. dollars:

Per Occurrence $5,000.00

Cumulative $250,000.00

The foregoing types and amounts of insurance are the minimums required. The

Contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims.

The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to any property of the Contractor, its officers, agents, servants, and employees, or any other person, arising from an incident to the Contractor's performance of this contract.

The Contractor shall hold harmless and indemnify the Government from any and all claims arising therefrom, except in the instance of gross negligence on the part of the Government.

The Contractor shall obtain adequate insurance for damage to, or theft of, materials and equipment in insurance coverage for loose transit to the site or in storage on or off the site.

The general liability policy required of the Contractor shall name "the United States of

America, acting by and through the Department of State", as an additional insured with respect to operations performed under this contract.

The Contractor shall provide evidence of the insurance required under this purchase order within ten (10) calendar days after award. Failure to timely submit this evidence, in a form acceptable to the Contracting Officer, may result in rescinding or termination of the contract by the Government.

(c) Document Descriptions

1. Supplemental Documents

The Contracting Officer shall furnish from time to time such detailed drawings and other information as is considered necessary, in the opinion of the Contracting Officer, to interpret, clarify, supplement, or correct inconsistencies, errors or omissions in the

Contract documents, or to describe minor changes in the work not involving an increase in the contract price or extension of the contract time. The Contractor shall comply with the requirements of the supplemental documents, and unless prompt objection is made by the Contractor within 20 days, their issuance shall not provide for any claim for an increase in the Contract price or an extension of contract time.

2. Record Documents

The Contractor shall maintain at the project site:

· a current marked set of drawings indicating all interpretations and clarification, contract modifications, change orders, or any other departure from the contract requirements approved by the Contracting Officer; and,

· a complete set of record shop drawings, product data, samples and other submittals as approved by the Contracting Officer.

3. “As-Built” Documents

After final completion of the work, but before final acceptance thereof, the Contractor shall provide:

· complete sets of "as-built" drawings, based upon the record set of drawings, marked to show the details of construction as actually accomplished; and,

· record shop drawings and other submittals, in the number and form as required by the specification

(d) Laws and Regulations

The Contractor shall, without additional expense to the Government, be responsible for complying with all laws, codes, ordinances, and regulations applicable to the performance of the work, including those of the host country, and with the lawful orders of any governmental authority having jurisdiction. Host country authorities may not enter the construction site without the permission of the Contracting Officer. Unless otherwise directed by the Contracting

Officer, the Contractor shall comply with the more stringent of the requirements of such laws, regulations and orders and of the contract. In the event of a conflict among the contract and such laws, regulations and orders, the Contractor shall promptly advise the Contracting Officer of the conflict and of the Contractor's proposed course of action for resolution by the Contracting

Officer.

The Contractor shall comply with all local labor laws, regulations, customs and practices pertaining to labor, safety, and similar matters, to the extent that such compliance is not inconsistent with the requirements of this contract.

The Contractor shall give written assurance to the Contracting Officer that all subcontractors and others performing work on or for the project have obtained all requisite licenses and permits.

Proper documentation and evidence satisfactory to the Contracting Officer of compliance with this clause shall be submitted by the Contractor at such times as directed by the

Contracting Officer.

(e) Construction Personnel

The Contractor shall maintain discipline at the site and at all times take all reasonable precautions to prevent any unlawful, riotous or disorderly conduct by or amongst those employed at the site and for the preservation of peace and protection of persons and property in the neighborhood of the project against the same. The Contracting Officer may require, in writing, that the Contractor remove from the work any employee that the Contracting Officer deems incompetent, careless, insubordinate or otherwise objectionable, or whose continued employment on the project is deemed by the Contracting Officer to be contrary to the

Government's interests.

If the Contractor has knowledge that any actual or potential labor dispute is delaying or threatens to delay the timely performance of this contract, the Contractor shall immediately give notice, including all relevant information, to the Contracting Officer.

After award, the Contractor has ten calendar days to submit to the Contracting Officer a list of workers and supervisors assigned to this project for the Government to conduct all necessary security checks. It is anticipated that security checks will take 15 to 30 days to perform. For each individual the list shall include:

Full Name

Place and Date of Birth

Current Address proof

Identification proof

Failure to provide any of the above information may be considered grounds for rejections and/or resubmittal 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. This badge may be revoked at any time due to the falsification of data, or misconduct on site.

The manager assigned by the Contractor to superintend the work on-site, as required by

Section H, 52.236-6, "Superintendence by the Contractor," shall be fluent in written and spoken

English. This individual shall also be considered key personnel under the terms of this purchase order.

(f) Materials and Equipment

All materials and equipment incorporated into the work shall be new and for the purpose intended, unless otherwise specified, and all workmanship shall be of good quality and performed in a skillful manner as determined by the Contracting Officer.

1. Custody of Materials

The Contractor shall be responsible for the custody of all materials received for incorporation into the project, including Government furnished materials, upon delivery to the Contractor or to any person for whom it is responsible, including subcontractors.

The Contractor shall deliver all such items to the site as soon as practicable. If required by the Contracting Officer, the Contractor shall clearly mark in a manner directed by the

Contracting Officer all items of which the Contractor has custody but which have not been delivered or secured at the site, clearly indicating the use of such items for the U.S.

Government project.

2. Basis of Contract Price

The contract price is based on the use of the materials, products and equipment specified in the contract, except for substitutions or "Or-Equal" items proposed by the Contractor which have been specifically approved by the Government at the time of execution of the contract. Any substitution approved by the Government after execution of the contract shall be subject to an appropriate adjustment of the contract price.

3. Substitutions

(a) Prior approval required. The Contractor must receive approval in writing from the

Contracting Officer before substitutions (1) proposed by the Contractor but not yet approved at the time of execution of the contract, or (2) proposed by the Contractor after execution of the contract may be used in the project. Sufficient information to permit evaluation by the Government must be accompany any substitution request including but not limited to the reasons for the proposed substitution and data concerning the design, appearance, performance, composition, and relative cost of the proposed substitute. The

Contractor shall make requests for substitutions in a timely manner to permit adequate evaluation by the Government. If, in the Contracting Officer's opinion, the use of such substitute items is not in the best interests of the Government, the Contractor must obtain the items originally specified with no adjustment in the contract price or completion date.

(b) Approval through shop drawings. The Contractor may propose substitutions of materials in the submittal of shop drawings, provided such substitution is specifically requested in writing in the transmittal of the shop drawings to the Contracting Officer.

Such substitution requests must be made in a timely manner and supported by the required information.

(c) Final approval on delivery. Acceptance or approval of proposed substitutions under the contract are conditioned upon approval of items delivered at the site or approval by sample.