RFQ 19DJ1026Q0005 CMR WATER TREATMENT SYSTEM MAINTENANCE CONTRACT_R.pdf

Embassy of the United States of America

Djibouti, Republic of Djibouti

Date: January 5, 2026

Dear Prospective Quoter:

Subject: Request for Quotations number 19DJ1026Q0005.

Enclosed is a Request for Quotations (RFQ) for Water Treatment System Maintenance services contract at the CMR. If you would like to submit quotation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 1449 that follows this letter.

The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer 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 February 16, 2026, at 16:30 p.m. No quotations will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

The Embassy intends to conduct a pre-quotation conference and site visit will be held on February 5, 2026, at 10:00 a.m. at the CMR compound. Prospective offerors/quoters should contact procurement department at djiboutiprocbids@state.gov by COB February 3, 2026, at 14:00 p.m.

with the names of their attendees to arrange entry to the building.

Your quotations must be submitted electronically to djiboutiprocbids@state.gov and copy to akalmh@state.gov . It is important to make sure the submission is made in specific size and format;

in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed the 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

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

1. SF-1449

2. Section I, Pricing

3. Section 5 Representations and Certifications

4. Additional information as required in Section 3

6. Proof of SAM Registration mailto:djiboutiprocbids@state.gov mailto:djiboutiprocbids@state.gov mailto:akalmh@state.gov

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102.

Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Sincerely, David Hammond Contracting Officer https://www.sam.gov/

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

• Bid Schedule

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number 19DJ1026Q0005, Prices, Block 23

• Continuation To SF-1449, RFQ Number 19DJ1026Q0005, 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

• 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 Bid Schedule

The bid schedule shall be as follows:

Pre-quotation conference and site visit date

February 5, 2026, at 10:00am

Quotation due date

Submitted quotations, including price, must be valid for no less than four months from Government receipt of quotation.

February 16, 2026, at 02:00pm

Offerors contact details

Giving possibility to contractors to request any clarification or details regarding the SOW.

February 09, 2026

TEP Drafting

Procurement compiles and submits all technicals offers to technical panel for evaluation

February 19, 2026

Technical evaluation

Technical panel final date to submit their decision regarding the offers received.

February 26, 2026

Award decision

March 2, 2026

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

PR15750210

PAGE 1 OF

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION

NUMBER

19DJ1026Q0005

6. SOLICITATION ISSUE

DATE

01/05/2026

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

David Hammound

b. TELEPHONE NUMBER(No collect calls)

21453000

8. OFFER DUE DATE/

LOCAL TIME

02/16F/2026

9. ISSUED BY

10. THIS ACQUISITION

UNRESTRICTED

SET ASIDE:____ %

GENERAL SERVICES OFFICER

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

U.S. EMBASSY

DJIBOUTI Tel: 21 453000

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-

OWNED

SMALL BUSINESS PROGRAM NAICS:

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB

DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT

IS A

RATED ORDER

UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

U.S. EMBASSY DJIBOUTI

PB 185 LOT NUMBER 350-B

LOTISSEMENT HARAMOUS

TEL: 00253 21 45 30 00

REPUBLIC OF DJIBOUTI

17a. CONTRACTOR/

OFFERER

COD

E

FACILIT

Y CODE

18a. PAYMENT WILL BE MADE BY CODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

SUCH ADDRESS IN

OFFER

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

BLOCK

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANT

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Item 1

Water Treatment Maintenance services contract at the CMR for base year and 4 Option Years

Years

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt.

Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5

ARE ATTACHED. ADDENDA

ARE ARE NOT

ATTACHED

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS

ATTACHED. ADDENDA

ARE ARE NOT

ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND

RETURN _1___ COPIES TO ISSUING OFFICE. CONTRACTOR AGREES

TO FURNISH AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE

IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT

TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _________________ OFFER

DATED ____________. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET

FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

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

CONTRACTING OFFICER)

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

30c. DATE SIGNED

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

31c. DATE SIGNED

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER 19DJ1026Q0005

PRICES, BLOCK 23

I. PERFORMANCE WORK STATEMENT

A. The purpose of this firm fixed price purchase order is to for Contract for Water Treatment

System Maintenance in accordance with Attachment A (Performance Work Statement).

B. The contract will be for a one-year period from the date of the contract award, with four years options.

QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract.

The role of the Government is to monitor quality to ensure that contract standards are achieved.

Performance Objective Scope of Work

Paragraphs Performance Threshold

Services.

Performs all services for water treatment system maintenance set forth in the scope of work.

Introduction thru Exhibit A

All required services are performed and no more than one

(3) customer complaint is received per month.

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.

2. STANDARD. The performance standard is that the Government receives no more than three (3) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212.4, Contract Terms and Conditions - Commercial Products and Commercial Services (NOV 2023), if any of the services exceed the standard.

3. PROCEDURES.

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

(b) The COR will complete appropriate documentation to record the complaint.

(c) 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.

(d) 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.

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

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

(g) The COR will consider complaints as resolved unless notified otherwise by the complainant.

(h) 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.]

II. VALUE ADDED TAX

VALUE ADDED TAX. Value Added Tax (VAT) is not included in the CLIN rates. Instead, it will be priced as a separate Line Item in the contract and on Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion. It is reflected for each performance period. The portions of the solicitation subject to VAT are:

CONTINUATION TO SF-1449

RFQ NUMBER 19DJ1026Q0005

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1. INTRODUCTION

1.1 The United States Department of State (DOS) requires services at the unclassified clearance level, to provide water treatment maintenance services at the Chief of Mission Residence Compound, U.S. Embassy, Djibouti in accordance with this contract.

1.2 The water treatment systems to be maintained are as follows:

• Domestic (Potable) Water Treatment System

1.3 The Overseas Buildings Operations (OBO) has a requirement to obtain water treatment maintenance services to execute this work, including logistics, customs, shipping, transportation, labor, water treatment chemicals, tools, water treatment testing kits/equipment, administrative and all associated management support functions. The water treatment service contract will include but not limited to combinations of physical methods, chemical methods, equipment servicing and testing to control water-related problems such as corrosion, scaling, general deposits, and microbiological fouling of the potable water systems. All work shall comply with the requirements described in the following, as a minimum:

• NSF Standards (National Sanitation Foundation)

• AWWA Standards (American Water Works Association) ANSI Standards

• SDS Regulations

• ASTM D

• NFPA Codes

• UL Standards

• IEEE Standards

• NEMA Standards

• OSHA Standards

• And all applicable manufacturer O&M and installation instructions/requirements.

2. OBJECTIVES

2.1 The purpose of this scope of work is to define the requirements for the planning, procurement, and maintenance of the potable water systems located at the CMR Compound. The intent of this service contract is to preserve the current piping, equipment, potable water systems, and establish a cost-effective water treatment program to control water related problems such as corrosion, scaling, general deposits, and microbiological fouling and meet water treatment goals. All work shall be executed in accordance with the project SOW, approved water treatment chemicals, associated contract documents and be compliant with all applicable safety, equipment and building codes and standards.

3. TYPE OF CONTRACT

This is a firm fixed price contract payable entirely in US dollars are for all Contract Line Items.

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.

4. PERIOD OF PERFORMANCE

The contract will be for a period of one-year, with a maximum of four one-year optional periods of performance and will be expected to commence no later than the NTP.

5. 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).

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

5.2. 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.

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service ($)

Total per year ($)

101 Potable Water Treatment System 1 Quarterly 4

2-day Site Visit, Operator testing, technical analysis, and report.

1 Quarterly 4

Total Base Year

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service

Total per year ($)

201 Potable Water Treatment System 1 Quarterly 4

2-day Site Visit, Operator testing, technical analysis, and report.

1 Quarterly 4

Total Option Year 1

5.3. Option Year 2. The Contractor shall provide the services shown below for Option Year 2 of

5.4. Option Year 3. The Contractor shall provide the services shown below for Option Year 3 of

5.5. Option Year 4. The Contractor shall provide the services shown below for Option Year 4 of

5.6. Total for all years: Base Year $__________

Option Year 1 $__________ Option Year 2 $__________ Option Year 3 $__________ Option Year 4 $__________

TOTAL $__________

Note: The submitted quotations, including price must be valid for no less than four months from Government receipt of quotation.

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service

Total per year ($)

301 Potable Water Treatment System 1 Quarterly

2-day Site Visit, Operator testing, technical analysis, and report.

1 Quarterly

Total Option Year 2

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service ($)

Total per year ($)

401 Potable Water Treatment System 1 Quarterly

2-day Site Visit, Operator testing, technical analysis, and report.

1 Quarterly

Total Option Year 3

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service ($)

Total per year ($)

501 Potable Water Treatment System 1 Quarterly

2-day Site Visit, Operator testing, technical analysis, and report.

1 Quarterly

Total Option Year 4

5.7 Repair option. Repairs are NOT included under this agreement and are to be done outside this contract. However, we would like to have current labor rates in the event that there is an issue discovered during the preventive maintenance of the specified equipment. Please provide your current labor rates in the Repair Option fields below. Any necessary repairs or parts will be submitted for approval and then billed against a separate purchase order (PO). The Contractor is not approved to do any additional work without approval.

Repair Labor Rates Base Year $__________/hr.

Option Year 1 $__________/hr.

Option Year 2 $__________/hr.

Option Year 3 $__________/hr.

Option Year 4 $__________/hr.

5.8 Emergency Service Option. Emergency Service is NOT included under this agreement and will be billed outside the contract. However, we would like to have the rates in the event of an emergency. Emergency Service, with a four-hour response time, must be available 24 hours per day, 365 days a year. Submit cost for Emergency Services below.

Emergency Service Rates Base Year $_______________ Option Year 1 $_______________ Option Year 2 $_______________ Option Year 3 $_______________ Option Year 4 $_______________

6. NOTICE TO PROCEED

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

7. GENERAL REQUIREMENTS

7.1 This statement of work (SOW) describes the preventive maintenance and testing services and deliverables to be performed by the Contractor at the Chief of Mission Residence (CMR) Compound, U.S. Embassy Djibouti, located at Heron.

7.2 The assigned Contracting Officer (CO) and Contracting Officer's Representative (COR) are the sole points of contact for all technical and contractual discussions or issues regarding the scope of work and its intent and execution. The Contractor shall take no direction verbal or otherwise from United States Government (USG) personnel other than the Contracting Officer or Contract Officer's Representative.

7.3 This Statement of Work requires the Contractor to provide site assessment and survey services, project management, professional water treatment services, water treatment logistics and material procurement services, preventive maintenance and testing services, cost estimating and scheduling services, and general support services for this water treatment maintenance contract.

7.4 The Contractor’s proposed and USG accepted maintenance contract cost proposal and maintenance schedule, including completion dates shall be incorporated into the task order.

Additionally, the task order shall be a firm fixed price task order.

7.5 This statement of work and applicable deliverables and documents as developed by the Contractor and accepted by the USG shall serve as the basis for describing and delineating the scope of the required services and work limits for service contract to be furnished and executed by the Contractor.

7.6 All deliverables, documents, proposals, etc. submitted by the Contractor under this statement of work shall remain the property of the U.S. Government. All U.S. Government documents and data provided to the Contractor shall remain the property of the U.S. Government. The Contractor shall limit duplication and dissemination of all U.S. Government documents and Contractor developed documents under this statement of work to/within the Contractor’s execution team.

Duplication or distribution of project documents outside the Contractor’s team is strictly prohibited without the express written approval and authorization of the contracting officer.

Upon completion of each service visit all documents, electronic media, photos, etc. shall be submitted to the Government, including all documents and data the Government provided to the Contractor. All service contract documents and media shall be submitted to the Government along with the Contractor’s service report.

7.7 The Contractor shall schedule, coordinate, and arrange all work so as to cause the least interference with the normal occurrence of post operations. In those cases where some interference is unavoidable, the Contractor shall make every effort to minimize the impact of the interference and its effects on the occupants or users. All detailed work schedules required by this statement of work shall be electronically documented and updated and made available to the Contracting Officer's Representative (COR) upon request, oral or written. If the COR determines that the Contractor’s schedule conflicts with critical post operations, the Contractor shall modify the schedule as required.

7.8 The Contractor shall ensure that all Embassy/Post facilities, equipment, and systems recommended for and maintained or installed by the Contractor are done so with the highest quality and cost-effective materials, finishes, fixtures, equipment, and system that provide for sustained operational reliability, dependability, and durability. The Contractor shall assure that the equipment/water treatment chemicals furnished and installed are maintainable and equipment/parts can be readily replaced with locally available supplies and services as practical, taking into consideration local economy and resources. The Contractor shall utilize reliability-centered maintenance (RCM) principles and methodologies during and for all project activities and tasks. Uniformity of parts and components shall be taken into consideration to maximize part interchangeability with other existing Post systems. Except as otherwise directed by the contracting officer all parts, materials, components, equipment, systems, etc. furnished by the Contractor shall be new – not used or manufactured by third party entities. Except as otherwise directed by the contracting officer, all replacement or warranty parts shall be new and equal to or better than manufacturer recommended replacements.

7.9 After review of the US Government Statement of Work and provided technical data by the Contractor, any discrepancies, errors, conflicts, etc. that are discovered by the Contractor, the Contractor shall forward those items to the CO via written correspondence. Submittal of this written correspondence shall be completed within 3 days upon receipt of the US Government Statement of Work.

7.9.1 The Contractor shall provide 3 customer references of similar scope of work and US Dollar value.

7.9.2 The Contractor will not use any method or substances which may cause damage to the equipment or systems. Any damage or loss through negligence and/or maintenance practices by the Contractor, Sub-contractor, or Contractor's staff shall be entirely the responsibility of the Contractor. The U.S. Embassy, Djibouti will require the Contractor to repair/replace any damaged systems or pay for the cost of rectification.

7.9.3 The Contractor must, for the duration of the contracted Services, continue to maintain a quality control process which has been agreed to by the U.S. Embassy, Djibouti COR, and the Contractor.

7.9.4 The Contractor shall provide the technician’s resume and training documentation within 20 days of the notice to proceed.

7.9.5 The service provider must have a minimum of five (5) years of experience with the design, manufacturing, and start-up of potable water treatment plants for United States Embassies and Consulates and have provided service or start-up services to a minimum of 10 US Embassy sites. The provider must be a factory authorized service provided of the installed equipment to include Culligan, Goulds pumps, Grundfos pumps, WaterProfessionals CL15 chlorination system, Signet, Prominent, Lowara Xylem, Synchro Flo, Marlo Mat, Newterra EPRO, Marlo MFG, Meksis, Diko, etc.…. The qualified vendor must provide a compliance program to ensure the plant is operating in compliance with the manufacture’s standards.

8. CONTRACTING OFFICER’S REPRESENTIVE and POST CONTROL OFFICER

8.1 All technical questions concerning the scope and requirements of the U.S. Embassy, Djibouti water treatment service contract shall be directed to the Contracting Officer’s Representative

(COR):

COR:

Loita, Mohamed B

Facility Engineer/Supervisor; loitamb@state.gov

8.2 The Post Control Officer (PCO) will be the Contractor’s point of contact at the U.S. Embassy, Djibouti. All questions concerning coordination of water treatment Service activities while at post shall be directed to the PCO, with weekly reporting to the COR:

PCO:

Matt Hileman Post Control Officer (PCO); HilemanMP@state.gov mailto:loitamb@state.gov mailto:HilemanMP@state.gov

9. PERFORMANCE CRITERIA

9.1 Performance Objective

The objective of this Agreement is to provide, within the Term of this Contract, a professional level of service, which provides:

• US Embassy satisfaction in respect to the maintenance of water treatment systems and prompt reaction to any change in arrangements or operational requirements of the US Embassy.

• Compliance with the statutory and regulatory provisions of the laws of the jurisdiction.

• Best in class practices within the industry.

• Risk reduction for the US Embassy.

• Preservation of asset value; and

• Reduction in operating costs.

The Service Contractor agrees that its performance under the Contract shall be measured against performance criteria specified in this document or otherwise agreed at the time of commencement.

9.2 Performance Benchmarks

The Service Contractor must for the duration of the contracted Services continue to maintain a quality control process, which has been agreed by the US Embassy and the Service Contractor.

The Service Contractor must allow the US Embassy access to the quality control system as well as the relevant quality systems of its subcontractors so as to enable monitoring and quality auditing of the maintenance service.

The US Embassy may reject any aspect of the Services that fails to comply with the requirements of the Contract, or its quality system, at any time.

9.3 Performance Monitoring and Reporting

The Service Contractor shall monitor its own performance against the criteria and benchmarks.

identified in this document and shall provide reports when required by the US Embassy.

10. SPECIFICATIONS

10.1 All equipment, chemicals, and testing procedures and kits shall be approved by the COR.

prior to use in the service contract.

10.2 The Contractor will be responsible for submitting the manufacture specifications, SDS sheets and equipment cut sheets for all equipment, chemicals (including chemical composition), and testing procedures in both English and French languages.

10.3 Potable Water Treatment System:

10.3.1 The potable water shall be maintained with the parameters specified in Exhibit A Domestic (Potable) Water Treatment Systems Statement of Work.

11. SAFETY HEALTH AND ENVIROMENTAL MANAGEMENT (SHEM)

11.1 The Service Contractor shall take all reasonable and proper safety precautions to prevent death or injury to any person or damage to any property at the US Embassy Djibouti, CMR Compound and in particular all equipment used by the Service Contractor shall be used in such a manner and maintained so as to minimize the danger of accident, death, injury, loss, or damage arising from the use of such equipment. In addition to relevant statutory requirements, standards and other provisions of this Contract, the Service Contractor shall have the following requirements:

• Numbers (CLIN) shall include proper disposal of toxic substances where applicable.

• The Service Contractor’s personnel shall be knowledgeable of and adhere to all relevant occupational health and safety legislation and MSDS sheets.

• All electrical equipment and associated materials for the Services Contract comply with

UL requirements.

• Follow all NFPA guidelines against fire, production of smoke or the venting of any noxious substances.

• Ensure that the Service Contractor’s personnel comply with all safety procedures and requirements.

• Ensure that the Service Contractor’s personnel are adequately trained and instructed in the safe and correct usage, handling and operation of materials and equipment relevant to the Services and provide reasonable proof of such to the US Embassy Djibouti on request.

• Ensure the Service Contractor’s personnel are certified as having completed occupational health and safety training and have been issued all the necessary Personal Protection Equipment (PPE) required for safe implementation of this contract.

• Training program(s) shall be presented and must satisfy the US Embassy Djibouti during the submittal process.

12. MAINTENANCE SPECIFICATION DETAILS

12.1 Precedence of Specifications. If and to the extent that there is an inconsistency between this maintenance specification and any Manufacture’s maintenance specification, the Manufacture’s maintenance specification shall prevail.

12.2 Hours of Work. The Service Contractor shall schedule all preventive maintenance during normal working hour which are defined as Sunday to Thursday from 08:00 a.m. to 16h30pm, inclusive of periodic maintenance that may be required on Saturdays, with the exception of any regular or special public holidays on which the US Embassy Compound is not open, or as agreed with the US Embassy prior to commencement of the contract.

13. SCOPE OF WORK

13.1 The water treatment Contractor shall provide both the required chemical products and necessary services to apply the chemicals, monitor their performance, and report the results. The water treatment service contract shall 1) preserve the interior waterside of current piping, equipment, potable water systems, piping/equipment, 2) reduce operating costs and establish a cost-effective water treatment program to control water related problems such as corrosion, scaling, general deposits, and microbiological fouling, and 3) ensure the proper operation of water treatment equipment.

13.2 The water treatment Contractor shall provide a “support service water treatment” contract.

The support service water treatment contract shall involve joint responsibilities between the embassy facility management staff and the water treatment vendor.

13.3 The support service water treatment program shall consist of the embassy facility management staff conducting routine (daily, weekly) water treatment tests and potable water treatment systems and emailing the results to the water treatment Contractor on a weekly basis.

The Contractor will then be responsible for conducting a technical analysis of the weekly water treatment testing results from the embassy. The Contractor will then respond to the embassy within 24 hours to direct the embassy facility management staff to make any changes to the chemical dosages and/or equipment operations as necessary.

13.4 The water treatment Contractor shall visit the embassy on a regular basis of three (3) times a year – every four (4) months at five (5) days consecutive intervals. The Contractor shall be responsible for all logistics including but not limited to transportation and hotel reservations for their staff.

13.5 The water treatment Contractor shall provide good chemicals and have a storage life expectancy of at least 1 year.

13.6 The water treatment Contractor shall establish minimum and maximum control ranges for each treatment chemical and avoid unnecessary high levels of chemicals to mitigate cost and adverse chemical reactions from improper high level chemical dosage.

13.7 The water treatment Contractor shall perform the required services as described in the following SOW attachments, as applicable:

Exhibit A – Potable Water Treatment System

13.8 The water treatment Contractor shall provide thirty-two (32) hours of familiarization annually in both English and French to acquaint operators in the necessary water treatment tests, the control ranges for each treatment chemical, safe handling of equipment and chemicals, and new water treatment procedures/technologies.

13.9 The water treatment Contractor shall review the facility water treatment logs and the operating logs to verify the chemicals are within design parameters.

13.10 The Contractor shall discuss the water treatment conditions with the Facility Manager and operating engineers on a monthly basis and follow up with a written service report within one (1) business days after each visit. The report shall be in English and contain the results of water treatment Contractor’s on-site and laboratory tests, comment on the status of each system, and specific recommendations for action if necessary.

14. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

14.1 The Contractor shall designate a representative who shall supervise the Contractor’s technicians and be the Contractor's liaison with the US Embassy Djibouti. The Contractor's employees shall be on-site only for contractual duties and not for any other business or purposes.

Contractor employees shall have access to the systems dedicated rooms with or without security escorts, only with specific permission from the Facility Manager, Contracting Officer, or the

COR.

14.2 Personnel security: The US Embassy reserves the right to deny access to U.S owned and U.S.-operated facilities to any individual. The Contractor shall provide the names, biographic data, and police clearance on all Contractor personnel, who shall be used on this contract prior to their utilization on this contract.

14.3 Standards of Conduct.

14.3.1 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 necessary. Each Contractor employee shall adhere to standards of conduct that reflect credit on themselves, their employer, and the United States Government. The US Embassy 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.

14.3.2 Uniforms and Personal Equipment. The Contractor's employees shall wear clean, neat, and complete uniforms when on duty. The Contractor shall provide, to each employee and supervisor, uniforms, and personal equipment. The Contractor shall be responsible for the cost of purchasing, cleaning, pressing, and repair of the uniforms.

14.3.3 Neglect of Duties. Neglect of duties shall not be condoned. This includes sleeping while on duty, unreasonable delays, or failures to carry out assigned tasks, conducting personal affairs during duty hours, and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

14.3.4 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.

EXHIBIT A

Statement of Work

Domestic (Potable) Water Treatment System

I. GENERAL INFORMATION:

The United States Embassy in Djibouti requires professional services and contractor cost proposals to perform preventive maintenance services of the Chief Mission Residence (CMR) facility’s Potable Water Treatment System.

II. PROJECT REQUIREMENTS:

Description: Domestic Water Treatment System

• Volume: Domestic Raw Water 32,000 liters

• Volume: Domestic Raw Water 3,780 liters

• Volume: Domestic Water 15,142 liters

• Volume: Domestic Water 15,142 liters

DESCRIPTION OF EQUIPMENT *:

* Please see attachment at the end of this Exhibit A

III. GENERAL REQUIREMENTS:

The Contractor under this SOW will be responsible for labor, tools, and materials required to carry out all preventive maintenance as outlined in this SOW. Embassy staff should have service manuals for all equipment included in this SOW. If they do not, the Contractor will assist Embassy Staff in obtaining the manuals and ensure they have been received.

IV. SCOPE OF WORK - PREVENTIVE MAINTENANCE

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 should be brought to the attention of the Post Occupation Safety and Health Officer (POSHO). Safety Data Sheets (SDS) shall be provided by the Contractor for all HAZMAT materials. Copies will be provided to the COR for approval.

At a minimum, the following work must be done:

Monthly:

The Service program shall consist of the embassy facility management staff conducting routine (daily/weekly) operator testing of the potable water treatment systems and monthly e-mailing the results to the service contractor, with copy to OBO/FAC (water_testing_group@state.gov). The Contractor will then be responsible for conducting a technical analysis of the routine potable water treatment testing results from the embassy. The Contractor will then respond to the embassy within 24 hours to direct the embassy facility management staff to make any changes to the treatment plant operations to reestablish effective and efficient potable water treatment to meet water quality standards.

Quarterly Operational Checks:

A. Reverse Osmosis (RO) System (WTS -1 and 2)

1. Monitor the incoming and outgoing water pressures through the Multi-media Filters, Activated Carbon Filters, water softener and Pre-filter to the RO Units to assure that there is adequate pressure to operate each piece of equipment as designed.

2. This includes monitoring the filter unit during the backwash mode and while the other unit is online to provide flow to the RO System.

3. If necessary, adjust the separate source backwash pressure coming from the domestic water side in order for the diaphragm valves located on the filters to work properly.

4. During the backwash phase take off the tubing to the valves, one at a time to verify that there is hydraulic pressure going to the valve in order for the valve to work properly.

5. Monitor each control device during operation to include the controllers located on the Filters, the control panel on the RO unit, and the control panel located on the Chorine feed system.

6. Make any necessary adjustments to the operation of the equipment if there are changes to the incoming water that would include a change in water quality and temperature that would affect the operation of the RO Units and the chlorine feed system that chlorinates the product water going to the storage tanks.

7. Make adjustments to the chemical feed system, like water softener and the chlorination skid to assure that the CMR is receiving potable water with at least 0.2 to 0.4 mg/l of free chlorine.

8. The onsite chlorine test will be taken with a handheld calibrated DPD test kit to provide accurate analysis.

9. Provide onsite water analysis of the incoming raw water, the reject water from the RO unit, and the product water from the RO unit with a handheld calibrated instrument to determine if the RO unit is performing in accordance with specifications.

10. All services will be performed by a competent Stateside Licensed Water Treatment Plant Operator who will provide all tools, chemicals, testing apparatus and supplies to conduct these services.

B. Maintenance of RO Systems (WTS -1 and 2)

1. Clean the exterior of the system to include the skid, pre filter housing, pumps, piping, tubing (plastic and stainless steel), RO panel, the inside and out of the flow indicators, the RO membranes filter housings, the pH probe installed in the product line.

2. Replace all plastic tubing and fittings every ONE year. Provide the tubing and fittings.

3. Install new end caps on the RO membrane pressure vessels every ONE year. Provide the new end caps.

4. Tighten up all the fittings located on the RO to include tubing and connections to various pieces of equipment.

5. Remove the membrane from each vessel, inspect the rings, threaded connections to the end caps, and clean the inside of the pressure vessels.

6. Replace all membranes every SIX MONTHS unless a water softener system is in place.

Provide the replacement membranes.

7. Make adjustments to RO to calibrate the system for new membranes. Let the RO run at the new settings for a 48-hour period. Recheck RO production to ensure that new membranes are performing correctly.

8. Take a part and clean the chemical feed pump head, foot valve, tubing, and chemical tank.

9. Replace the chemical feed pump tubing every TWO years. Provide the chemical feed pump.

10. Replace defective sensors, probes, and gauges.

11. Paint and touch-up, if required, the structural steel skid to include sanding, prime, and painting (supplies by owner).

12. Visual inspection, check all tubing, gaskets, fittings and solenoids for leaks and wear.

Clean all external surfaces.

13. Change filters at predetermined time frame or when pressure drop is greater than 8-10 psi.

14. Isolate panel, visually check for overheating, check tightness of all terminals and clean panel interior.

15. High pressure pump, check for vibration, overheating in the bearing frame, mechanical seal leaks. Check oil levels where applicable. Visually check motor for vibration and temperature. Grease Bearings.

16. Conductivity sensor, remove, clean, and perform calibration using standard solution.

17. ORP sensor, remove and clean ORP probe.

18. PH Sensor, remove and clean pH probe. Calibrate in solution standards. Replacement may be required as often as every 6 months.

19. Flow Sensors, verify slow sensor settings.

20. Pressure Transmitter, verify pressure transmitters against local gauges.

21. Pressure Gauge, visually check all pressure gauges for leaks and accuracy.

22. Pressure Switch, Verify operation- alarm at set-point.

23. Membrane, inspect the permeate pressure drop and change membranes. Sanitize machine interior and all permeate headers.

24. Temperature, Transmitter Verify temperature transmitters.

25. Valves, check all valves for leaks and wear. Be aware of valve ages- valve maintenance program may be required.

26. Remove the control head from the top of the filter and inspect the condition of the media inside the filter.

27. Replace charcoal media after 3 years of continuous operation. Provide the correct media product for replacement.

28. Replace carbon after 3 years of continuous operation. Provide the correct media product for replacement.

29. Replace softener resin after 1 years of continuous operation. Provide the correct media product for replacement.

30. Document replacement in report to COR

31. Replace all the tubing and fittings connected to the controller and the diaphragm valves every ONE year. Provide the tubing and fittings.

32. Change all diaphragm valve internals every ONE year. Provide the necessary parts.

33. Replace the seats on each diaphragm valve every TWO years.

34. Remove the backwash flow controller, clean, and inspect the internals for debris.

35. During regeneration, inspect the controller for proper operation.

36. Clean up the exterior of the Filter Skids to include the skid, vessels, piping, valves, and fittings, tubing, and controller.

37. Backflow Devices: Semi- Annual inspection, testing and recertification/calibration of all.

38. All maintenance parts mentioned from 1 to 37 should be supplied and installed by the contractor.

39. If repair parts are needed, provide the completed job price for parts, service, and administration as a separate proposal to this contract.

C. Chlorine feeder System:

1. Remove and clean the chemical pump head, tubing, and foot valve for the chlorine feed unit.

2. Replace the chemical feed pump tubing and fittings every TWO years. Provide the chemical feed pump.

3. Clean the skid and equipment mounted the skid.

4. Touch up paint on skid.

5. Clean the inline chlorine probe.

6. Inspect the tubing, piping, valves, and fittings for leaks.

7. If valves or piping need to be replaced, notify the COR immediately and provide a scope of work and cost. This work will be contracted separately from the preventive maintenance contract.

8. Monitor the operation of the control panel, to include alarm relays, motor starters, PLC, and switches.

9. Test the power to the control panel, motor starters, motors on the circulating pumps, and other electrical devices on the skid for correct voltage to the equipment and amperage draw.

10. Check the settings in the chlorine monitor and if required make adjustments to the settings.

11. Make adjustments to the chlorine feed if required to provide a 0.2 to 0.4 mg/l residual throughout the compound.

12. Certify that the water quality throughout the compound meets the above requirements.

13. Use a certified DPD test kit to verify the free chlorine residual going in the potable water storage tanks and calibrate the chlorine monitor to match the results.

14. Make necessary adjustments to the chlorine feed based on the water quality and the temperature of the water store in the potable water storage tanks.

15. Take bacteria samples of the water in the potable water storage tank and at the farthest point of use and analyze for total and fecal coliform using a U.S. EPA approved coliform test method. If there are total and/or fecal coliform present, collect a repeat sample. If total and/or fecal coliform are still present, coordinate with Post to adjust treatment operations and conduct follow-up monitoring until bacteriological samples are free of total and fecal coliforms. Provide a certified laboratory report of all results.

16. Check the level of the chlorine feeder tank and refill to full level.

17. Keep the room tidy and clean.

18. Perform all the work orders provided by GMMS.

19. All maintenance parts should be supplied and installed by the contractor.

20. If repair parts are needed, provide the completed job price for parts, service, and administration as a separate proposal to this contract.

D. Booster Pump BP-3: (recirculation system) + diaphragm tank

1. Safety & Special Instructions:

1) Perform applicable lockout/tag-out steps of site safety procedures.

2) Schedule outage with operating personnel.

3) Follow site and manufacturer’s safety procedures.

4) Record and report equipment damage or deficiencies.

5) Obtain and review manufacturer operation and maintenance instructions.

6) All tests shall conform to the manufacturer test procedures and standard values.

2. Check the booster pump for proper operation.

3. Check any leakage from seals. Provide the necessary spare parts.

4. Check discharge/pressure gauges for unusual readings.

5. Check any damage to pumps foundation.

6. Check any rust or degradation on any component of pump and provide the necessary spare parts.

7. Check any unusual noise or vibration from pump.

8. Record pump discharge and shutoff system pressure. Provide the necessary spare parts.

9. Make sure gauges and switches are sensing pressure and the line is not obstructed.

10. Clean external motor surfaces.

11. Clean debris from ventilation fan.

12. Lubricate according to frequency of service.

13. Clean strainers, PRV’s and CRD’s.

14. Inspect and clean check valves.

15. Check system sequencing and flow sensing device.

16. Check hydrocummulator operation, inspect and clean tank prv.

17. Perform all the work orders provided by GMMS.

18. All maintenance parts mentioned from 1 to 16 should be supplied and installed by the contractor.

19. If repair parts are needed, provide the completed job price for parts, service, and

E. Booster Pump BP-2: (Main Booster pump) + diaphragm tank

1. Safety & Special Instructions:

1) Perform applicable lockout/tag-out steps of site safety procedures.

2) Schedule outage with operating personnel.

3) Follow site and manufacturer’s safety procedures.

4) Record and report equipment damage or deficiencies.

5) Obtain and review manufacturer operation and maintenance instructions.

6) All tests shall conform to the manufacturer test procedures and standard values.

2. Check the booster pump for proper operation.

3. Check any leakage from seals. Provide the necessary spare parts.

4. Check discharge/pressure gauges for unusual readings.

5. Check any damage to pumps foundation.

6. Check any rust or degradation on any component of pump and provide the necessary spare parts.

7. Check any unusual noise or vibration from pump.

8. Record pump discharge and shutoff system pressure. Provide the necessary spare parts.

9. Make sure gauges and switches are sensing pressure and the line is not obstructed.

10. Clean external motor surfaces.

11. Clean debris from ventilation fan.

12. Lubricate according to frequency of service.

13. Inspect and clean check valves.

14. Check system sequencing and flow sensing device.

15. Check hydrocummulator operation, inspect and clean tank prv.

16. Check the VFDs for the proper operation and adjust with right parameters.

17. Perform applicable lockout/tagout steps of site safety procedures to ensure machinery will not start. Schedule outage with operating personnel.

18. Follow site safety procedures and your supervisor instructions.

19. Record results in the component maintenance log.

20. Obtain and review manufacturer operation and maintenance instructions.

21. Tag out unit.

22. Clean accumulated dirt and grime from pump casing, shaft coupling, and motor.

23. Inspect electrical wiring, motor, and controls for signs of over-heating, broken insulation, lose or corroded connections, or damaged conduit.

24. Check for unusual noise or vibration.

25. Check all electrical cables for loos connections.

26. Check the mechanical seal and provide the necessary spart parts.

27. Perform all the work orders provided by GMMS.

28. All maintenance parts mentioned from 1 to 27 should be supplied and installed by the contractor.

29. If repair parts are needed, provide the completed job price for parts, service, and

F. Water Softener (WS1):

1. Check the water softener for proper operation.

2. Check any leakage from seals. Provide the necessary spare parts.

3. Check any rust or degradation on any component of pump and provide the necessary spare parts.

4. Valves, check all valves for leaks and wear. Be aware of valve ages- valve maintenance program may be required.

5.…