RFQ 19MJ1926Q0003 Final.pdf

U.S. Embassy in Podgorica

Date: 6/15/2026

Dear Prospective Quoter:

Subject: Request for Quotations number 19MJ1926Q0003

Enclosed is a Request for Quotations (RFQ) for Preventative Maintenance Services for Water Treatment of HVAC Mechanical and Compound Potable Water Systems. 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 e-mail it to PodgoricaSolicitations@state.gov.

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.

Submit any questions regarding this solicitation in writing and in English exclusively. Email the questions to PodgoricaSolicitations@state.gov no later than 16:00h (local time/CEST) on June 25, 2026.

Questions will not be accepted after this date. Answers will be posted on SAM.gov where the solicitation is publicized. It is your responsibility to monitor the web page for any new information which may be posted until the solicitation response date.

Quotations are due by 16h (CEST) on July 14, 2026. No quotations will be accepted after this time. Proposals must be in English and incomplete proposals will not be accepted.

Your quotation must be submitted electronically to PodgoricaSolicitations@state.gov, indicating the solicitation number: 19MJ1926Q0003. The file size must not exceed 30MB. If the file size should exceed 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

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

5. Proof of SAM Registration

Note: please provide financial and technical offer separately.

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.

Enclosure: Solicitation Number 19MJ1926Q0003

Sincerely, Karl Lohse

Contracting Officer mailto:PodgoricaSolicitations@state.gov mailto:PodgoricaSolicitations@state.gov https://www.sam.gov/

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number 19MJ1926Q0003, Prices, Block 23

• Continuation To SF-1449, RFQ Number 19MJ1926Q0003, Schedule Of Supplies/Services, Block 20

Description/Specifications/Work Statement

• Exibit A- HVAC Water Treatment Systems

• Exibit B- Domestic (Potable) Water Treatment System

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

1. SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

PR15917209

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19MJ1926Q0003

6. SOLICITATION ISSUE DATE

6/15/2026

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

b. TELEPHONE NUMBER(No collect calls)

020 410 500

8. OFFER DUE DATE/ LOCAL

TIME

16h (CEST) on 07/14/2026

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

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

American Embassy Podgorica Ul. Dzona Dzeksona #2, Podgorica, MNE

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

American Embassy Podgorica Dzona Dzeksona #2 Str, Podgorica, MNE

Mr. Karl Lohse, Contracting Officer

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY

American Embassy Podgorica Financial Management Office Dzona Dzeksona #2, Podgorica, Montenegro

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.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Potable/HVAC Water Treatment PMS, Base Year Potable/HVAC Water Treatment PMS, First Option Year Potable/HVAC Water Treatment PMS, Second Option Year Potable/HVAC Water Treatment PMS, Third Option Year Potable/HVAC Water Treatment PMS, Fourth Option Year year year

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

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. 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) Karl Lohse

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV. 02/2012)

PREVIOUS EDITION IS NOT USABLE Computer Generated Prescribed by GSA - FAR (48 CFR) 53.212 https://ilmsariba.state.sbu/Buyer/Main/aw?awh=r&awssk=0RSw&awrdt=1

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

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

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

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

REPRESENTATIVE

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

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

36. PAYMENT 37. CHECK NUMBER

PARTIAL FINAL

COMPLETE PARTIAL

FINAL

38. S/R ACCOUNT NO.

39. S/R VOUCHER NO. 40. PAID BY

41.a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print) 41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41C. DATE

42b. RECEIVED AT (Location)

42c. DATE REC’D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER S- 19MJ1926Q0003

PRICES, BLOCK 23

I PERFORMANCE WORK STATEMENT

A. The purpose of this firm-fixed price purchase order is to obtain PMSC for Water

Treatment of HVAC Mechanical and Compound Potable Water Systems.

B. The contract will be for a one-year period from the date of the contract award, with four one-year 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 preventative maintenance services for water treatment of HVAC mechanical and compound potable water systems set forth in the scope of work.

Section I- Scope of Services

All required services are performed and no more than one (1customer complaint is received per month.

1. 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 one (1) 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.

https://www.acquisition.gov/far/52.212-4

(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 PRICING

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

2.1. Base Year. The Contractor shall provide the services shown below for the base period of the contract and continuing for a period of 12 months including DBA insurance in proposed prices.

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service

Total per year

Compound Potable Water

Treatment System

1 Once a year 1

001-A Compound

Water Treatment System Report

1 Once a year 1

2.2. Option Year 1. The Contractor shall provide the services shown below for Option Year 1 of the contract and continuing for a period of 12 months including DBA insurance in proposed prices.

Type of services

No. of service

Unit price / service

Total per year

Compound Potable Water

Treatment System

1 Once a year 1

001-A Compound

Water Treatment System Report

1 Once a year

HVAC Water

Treatment System

1 Once a year 1

002-A HVAC Water

Treatment System Report

1 Once a year 1

Total Base Year

2.3. Option Year 2. The Contractor shall provide the services shown below for Option Year 2 of the contract and continuing for a period of 12 months including DBA insurance in proposed prices.

HVAC Water

Treatment System

1 Once a year 1

002-A HVAC Water

Treatment System Report

1 Once a year 1

Type of services

No. of service

Unit price / service

Total per year

Compound Potable Water

Treatment System

1 Once a year

001-A Compound

Water Treatment System Report

1 Once a year 1

HVAC Water

Treatment System

1 Once a year 1

002-A HVAC Water

Treatment System Report

1 Once a year

2.4. Option Year 3. The Contractor shall provide the services shown below for Option Year 3 of the contract, and continuing for a period of 12 months including DBA insurance in proposed prices.

Type of services

No. of service

Unit price / service

Total per year

Compound Potable Water

Treatment System

1 Once a year 1

001-A Compound

Water Treatment System Report

1 Once a

HVAC Water

Treatment System

1 Once a year 1

002-A HVAC Water

Treatment System Report

1 Once a

2.5. Option Year 4. The Contractor shall provide the services shown below for Option Year 4 of the contract, and continuing for a period of 12 months including DBA insurance in proposed prices.

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service

Total per year

Compound Potable Water

Treatment System

1 Once a year 1

001-A Compound

Water Treatment System Report

1 Once a year 1

HVAC Water

Treatment Systems

1 Once a year

002-A HVAC Water

Treatment Systems Report

1 Once a

5.6. Total amount for all years: Base Year _________________

Option Year 1 __________ Option Year 2 __________ Option Year 3 __________ Option Year 4 _________

TOTAL __________

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 services below will be billed hourly and include all trip charges if a technician is required to come out to service the systems.

Emergency Service Rates

Base Year _______________ Option Year 1 _______________ Option Year 2 _______________ Option Year 3 ______________

Option Year 4 _______________

MINIMUM AND MAXIMUM AMOUNTS

During this contract period, the Government shall place orders totaling a minimum of one annual service visit (as per SOW). This reflects the contract minimum for each period of performance. The amount of all orders, for base and all option years, shall not exceed one service visit per year. This reflects the contract maximum.

III VALUE ADDED TAX

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.

IV 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 on which performance shall start.

CONTINUATION TO SF-1449,

RFQ NUMBER 19MJ1926Q0003

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

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 New Embassy Compound of, U.S. Embassy Podgorica in Montenegro in accordance with this contract.

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

• HVAC Water Treatment System

• 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 is 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 HVAC and potable water systems. All work shall comply with the requirements described in the following, as a minimum:

• NSF/ANSI Standards (NSF International and American National Standards Institute)

• AWWA Standards (American Water Works Association)

• SDS (Safety Data Sheet) Regulations

• ASTM International D Standards

• NFPA (National Fire Protection Association) Codes and Standards

• UL (Underwriters Laboratories) Standards

• IEEE (Institute of Electrical and Electronics Engineers) Standards

• NEMA (National Electrical Manufacturer Association) Standards

• OSHA (Occupational Safety and Health Administration) Standards

• And all applicable manufacturer installation, operations and maintenance (O&M) instructions/requirements

• All U.S. Dept. of State, Safety Health and Environmental Management (SHEM) 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 HVAC and potable water systems located at the Embassy Compound. The intent of this service contract is to preserve the current piping, HVAC 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. Prices 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 September, 2026.

5. GENERAL REQUIREMENTS

5.1 This statement of work (SOW) describes the preventive maintenance and testing services and deliverables to be performed by the Contractor at the New Embassy Compound, U.S. Embassy Podgorica, Montenegro.

5.2 The assigned Contracting Officer and Contracting Officer's Representative 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 Contracting Officer's Representative.

5.3 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.

5.4 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.

5.5 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.

5.6 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.

5.7 The Contractor shall schedule, coordinate, and arrange all work 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.

5.8 The Contractor shall ensure that all Embassy 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.

5.9 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 typewritten correspondence. Submittal of this typewritten correspondence shall be completed within 3 days upon receipt of the US Government Statement of Work.

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

5.9.2 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 the entirely the responsibility of the Contractor. The U.S. Embassy Podgorica will require the Contractor to repair/replace any damaged systems or pay for the cost of rectification.

5.9.3 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 Podgorica COR and the Contractor.

5.9.4 The Contractor shall provide each technician’s resume and training documentations within 20 days of the notice to proceed.

5.9.5 POST SPECIFIC REQUIRMENTS FOR CONTRACTOR

The service provider must have a minimum of five (5) years of experience with the design, manufacturing, start-up and maintenance of potable water treatment plants preferably for United States Embassies. The qualified vendor must provide a compliance program to ensure the plant is operating in compliance with the manufacture’s standards.

5.9.6 The technician/s shall sign off on every task specified in the Statement of Work and will provide a typewritten copy of their report to the COR or the COR's designate within five business days of each maintenance visit.

6. CONTRACTING OFFICER’S REPRESENTIVE and POST CONTROL OFFICER

6.1 All technical questions concerning the scope and requirements of the U.S. Embassy, Podgorica water treatment service contract shall be directed to the Contracting Officer’s Representative (COR): The COR will be assigned and contact details sent to the contractor on contract award.

6.2 The Post Control Officer (PCO) will be the Contractor’s point of contact at the U.S. Embassy Podgorica All questions concerning coordination of water treatment Service activities while at post shall be directed to the PCO, with weekly reporting to the COR: The PCO will be assigned and contact details sent to the contractor on contract award.

7. PERFORMANCE CRITERIA

7.1 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 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.

7.2 Performance Benchmarks

The 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 Contractor.

The 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.

7.3 Performance Monitoring and Reporting

The 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.

8. SPECIFICATIONS

8.1 All equipment, chemicals, and testing procedures and kits shall be approved in writing by the COR prior to use in the service contract.

8.2 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 languages.

8.3 HVAC Water Treatment System:

8.3.1 Post uses a molybdate based corrosion and scale inhibitor designed for closed hot and chilled recirculating water systems. The contractor should test for appropriate levels of molybdate in the systems.

8.3.2 Post will provide inhibited propylene glycol. The Contractor will maintain a calculated concentration (higher % if required based on ambient temperatures) in those chilled water systems designed for glycol use. The minimum allowable concentration in chilled water systems designed for glycol use will be 30%. The contractor should test for appropriate levels of glycol in the system.

8.3.3 Post will provide filters that should be replaced in case Contractor determines that during the preventative maintenance visit.

8.3.4 The hot and chilled water shall be maintained with the parameters specified in Exhibit A HVAC Water Treatment Systems Statement of Work

8.4 Potable Water Treatment System:

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

9. SAFETY HEALTH AND ENVIROMENTAL MANAGEMENT (SHEM)

9.1 The 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 Podgorica Compound and in particular all equipment used by the 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 Contractor shall have the following requirements:

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

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

• All electrical equipment and associated materials for the Services Contract comply with Underwriters Laboratories (UL) or Conformitè Europëenne (CE) requirements.

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

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

• Ensure that the 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 Podgorica on request.

• Ensure the 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 and properly rated for safe implementation of this contract.

• The required and properly rated PPE must be worn while working at the Embassy and any Embassy owned or leased properties.

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

10. MAINTENANCE SPECIFICATION DETAILS

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

10.2 Hours of Work. The Contractor shall schedule all preventive maintenance during normal working hour which are defined as 8:30-17:00 Monday – Friday , inclusive of periodic maintenance that may be required on Saturdays, except for 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.

11. SCOPE OF WORK

11.1 The water treatment Contractor shall provide both the required chemical products and necessary services to test the chemicals/water, monitor their performance, and report the results.

The water treatment service contract shall 1) preserve the interior waterside of current piping, HVAC equipment, potable water systems, and 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.

11.2 The support service water treatment program shall consist of the Embassy Facilities staff conducting routine (daily, weekly, monthly) water treatment tests of the HVAC 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 daily, weekly, monthly testing results from the Embassy. The Contractor will then respond to the Embassy within 24 hours to direct the Embassy Facilities staff to make any changes to the chemical dosages and/or equipment operations as necessary.

11.3 The water treatment Contractor shall visit the Embassy on an annual basis (once a year) at 365 day consecutive intervals. The minimum length of the visit must be 4 business days to ensure that all systems are verified and checked appropriately, and appropriate familiarization training has been given as per section 13.8. The Contractor shall be responsible for all logistics including but not limited to transportation and hotel reservations for their staff.

11.4 The water treatment Contractor shall provide all tests and testing chemicals, required for the visit.

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

Exhibit A – HVAC Water Treatment System

Exhibit B – Potable Water Treatment System

11.6 The water treatment Contractor shall provide 8 hours of familiarization training annually in English 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.

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

11.8 The water treatment Contractor shall discuss the water treatment conditions with the Facility Manager and operating engineers on a monthly basis and follow up with a written and signed service report within 20 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 include specific recommendations for action if necessary.

12. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

12.1 The Contractor shall designate a representative who shall supervise the Contractor’s technicians and be the Contractor's liaison with the US Embassy Podgorica. 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 security escorts, only with specific permission by the Facility Manager, Contracting Officer, or the COR.

12.2 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.

12.3 Standards of Conduct.

12.3.1 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.

12.3.2 Uniforms Personal Protective Equipment (PPE) and Tools. The Contractor's employees shall wear clean, neat and complete uniforms when on duty. The Contractor shall provide, to each employee and supervisor, uniforms, all required PPE and all tools required to perform the contract specified tasks. The Contractor shall be responsible for the cost of purchasing, cleaning, and repair of the uniforms, PPE and tools.

12.3.3 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.

12.3.4 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

HVAC Water Treatment Systems

I. GENERAL INFORMATION:

The United States Embassy in Podgorica, Montenegro requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s HVAC Water Treatment Systems.

II. PROJECT REQUIREMENTS:

HVAC System Description:

• Heating, hot water piping (closed-loop system).

• Cooling, chilled water piping (closed loop system).

• Condenser loop piping for dry cooler (closed loop system).

• Glycol, chilled water piping (closed-loop system)

DESCRIPTION OF EQUIPMENT *:

*Please see attachment at the end of this sheet for more details

III. GENERAL REQUIREMENTS:

The Contractor SOW shall provide all labor, tools, and materials required to carry out all preventive maintenance as outlined in this SOW. U.S. Embassy staff may have service manuals for all equipment included in this SOW. If they do not, the Contractor shall assist Embassy staff in obtaining the manuals.

IV. SCOPE OF WORK - PREVENTIVE MAINTENANCE

Contractor shall provide all materials, supervision, labor, tools, certifications of calibration and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and /or use safety protection while all work is performed. Any questions or injuries shall be brought to the attention of the Post Occupation Safety and Health Officer (POSHO). The Contractor will provide an SDS to the COR immediately upon delivery of each chemical to be used by Contractor personnel on-site. The SDS copies will be provided to the COR for approval.

At a minimum, the following work shall be accomplished:

HVAC Water Treatment Preventive Maintenance (PM)

Annual:

Water Treatment System, Closed Loop

i. Safety & Special Instructions:

1. Chemicals must comply with the Environmental Protection Agency (EPA) regulations and handled in accordance with occupational safety requirements. Employ PPE against injuries caused by corrosive or hazardous treatment chemicals as appropriate.

2. Be familiar with the Safety Data Sheets (SDS) of any chemicals used in the water treatment program.

3. Water treatment specialists/technicians must be properly trained and certified.

4. Water treatment must be based on proven standard engineering practices.

5. Follow treatment as directed by manufacturer and in accordance with requirements specified under Section 10.

6. Maintenance includes chemicals, chemical feeding, maintaining proper water conditions, controlling bleed off, protecting idle equipment, and record keeping.

7. Ensure chemicals are properly stored; test equipment clean, and that chemicals have not passed expiration date.

8. Maintain records and test results.

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

ii. Maintenance Description:

1. Inspect system and complete water analysis.

2. Monitor and test corrosion coupons (every visit for mil steel and copper coupons)

iii. Maintenance Procedures:

1. Sample water from the closed loop system per manufacturer’s recommendations.

2. Test for the proper levels of chemicals in the closed loop system and adjust chemical feeds as necessary to maintain optimal conditions in the system as specified in Table A.

3. Record all test results in a logbook and provide the results to the COR in a typewritten and signed report.

4. Use the conductivity meter to test for total solids and plot in a logbook. Record and analyze abnormal changes.

5. Check the total conductivity of the system with a conductivity meter. Record results in a logbook and typewritten report.

6. Check pH with the pH meter. Record results in a logbook and typewritten report.

7. Clean sample bottles and wipe down all chemical treatment equipment.

8. Change corrosion coupons. Send used coupons to the laboratory for analysis.

Contractor to supply written coupon corrosion test report to the Facilities Manager and/or COR within fourteen (14) calendar days after analysis.

(According to the specification, the change of coupons should be annually)

iv. Process Instrumentation Engineer Checks and Adjustments

1. Visual inspection of the controller, sensor, pumps, tubing and other accessories

2. Testing of the chemical parameters

a. PH

b. Total dissolved solids

c. Conductivity

d. Aerobic Plate Count

e. Corrosion Inhibitor Level (Molybdate as Sodium molybdate dihydrate

Na₂MoO₄·2H₂O), if Contractor will measure Molybdenum level, it is needed to convert the Molybdenum level to Molybdate level by multiplying it by 2.52

f. Biocide dosage/s

g. Test supply water for base conditions (iron, manganese, alkalinity, total hardness, silica chloride)

3. Calibration of all the sensor/s with known standard

4. Process calibration of conductivity by a calibrated instrument with a known standard

5. Make sure that the controller is functioning properly.

6. Make sure that the chemical is dosed only as per the specification

7. Submit a typewritten and signed service report with detailed description of errors and causes (if any) and corrective action taken.

The water treatment Contractor shall determine the dosage levels of chemicals and stay within the specified operating parameters as shown in Table A:

Hot Water Closed Loop System

Without Inhibited Glycol

Chilled Water Closed Loop System

Without Inhibited Glycol

Condenser Chilled Water Closed Loop

System with Inhibited Glycol for

Dry Cooler

Chilled Water Closed Loop System with Inhibited Glycol pH 7 < & < 9 pH 7 < & < 9 pH 7 < & < 9 pH 7 < & < 9 pH

Total Dissolved Solid (TDS) < 1000 ppm < 1000 ppm < 1000 ppm < 1000 ppm

Hardnes as CaCO3

30 – 500 ppm 30 – 500 ppm 30 – 500 ppm 30 – 500 ppm

Alkalinity as CaCO3

30 – 500 ppm 30 – 500 ppm 30 – 500 ppm 30 – 500 ppm

Chlorides < 200 ppm < 200 ppm < 200 ppm < 200 ppm

Sulfates < 200 ppm < 200 ppm < 200 ppm < 200 ppm

Glycol Concentration N/A N/A > 30% > 30%

Micro Biological

Fouling

Total Aerobic Count:

< 10.000/ml

Total Aerobic Count:

< 10.000/ml

Total Aerobic Count:

< 10.000/ml

Total Aerobic Count:

< 10.000/ml

Coupon Rack System Parameters

Corrosion on Coper Alloys < 0.2 mild per year < 0.2 mild per year N/A N/A

Corrosion on carbon Steel

Alloys < 0.5 mild per year < 0.5 mild per year N/A N/A

Table A

Concentration of Water Corrosion Inhibitor Requirements:

Chilled Water Corrosion Inhibitor: 50 to 100 PPM (of Molybdate as Sodium molybdate dihydrate Na₂MoO₄·2H₂O).

Hot Water Corrosion Inhibitor: 100 to 150 PPM (of Molybdate as Sodium molybdate dihydrate Na₂MoO₄·2H₂O).

List of Equipment:

Control Panel and Valves

Manufacturer Make Model Specifications Location

Valves J.L.Wingert co.

Fill valve 1” NPT 300 PSI brass ball valve and 5" black nipple

HVAC water treatment, Main

Building

Union valve 3/4” NPT 300 PSI black union valve and installation nipple

Isolation valve 3/4” NPT 300 PSI brass ball valve and installation nipple

Isolation valve 3/4” NPT 300 PSI hose bibb with installation tee and nipple

Air release 1/4" NPT

Constructed of brass.

1/4" carbon steel half coupling is welded into top dome of feeder

Filtration and Membranes

Manufacturer Make Model Number Specifications Location Micron rating () Absolute or nominal

Filtration Unit Harmsco Filter Housing

WB

170SC-2 2

HVAC

water treatment, Main

Building

Replaceable Filter Media Harmsco Polypropilen cartridge

HC-PP-

170-20 2 20 nominal

HVAC

water treatment, Main

Chemical Feeding

Manufacturer Make Model Number Specifications (Media)

Location

Chemical Feeder J.L.Wingert co.

High pressure bypass feeders

HP-5-

LEG 2

FILL: 1" FNPT

BODY: Carbon Steel

DRAIN: 3/4" FNPT

OUTLET: 3/4" FNPT

INLET: 3/4" FNPT

MAX PRESSURE: 300

PSI (20.7 BAR)

MAX.TEMPERATURE:

200°F (93°C) VOLUME: 6.30 gallons (23.85 liters)

HVAC

water treatment, Main

Chemical Manufacturer Make Model Number Specifications

Location

System Cleaner Guardian IPCO Cleaner GI#400 2

-Physical State: Clear liquid -Density: 8.76 lbs./gal.

pH: 11.0 - 11.5 -Solubility: Complete in water

HVAC

water treatment, Main

Building

Corrosion Inhibitor Guardian IPCO Corrosion inhibitor GI#379 2

-Physical State: Clear, amber liquid -Density: 9.39 lbs/gal.

pH (neat): 8.5-9.5 -Solubility: Complete in water

HVAC

water treatment, Main

Other Chemical

Sampling and test equipment

Manufacturer Make Model Number Specifications

Location

Corrosion coupon racks (cool)

Hawkins & associates INC

Corrosion monitor CR-20-B 1 Two holder rack Flow indicator (0-10gpm)

HVAC

water treatment, Main

Building

Corrosion coupon racks (hot) J.L. Wingert co. Corrosion monitor

CSCR-2-

007 1

-1625-007-BR, 3/4"

Brass full port ball valve -1630-04, 3/4" Carbon steel corrosion coupon holder with stainless screw

HVAC

water treatment, Main

Building

Standard coupon Corrosion monitor

Copper 2 3” x 1/2” x 1/16” coupon racks

Standard coupon monitor

Carbon Steel 2 3” x 1/2” x 1/16”

Corrosion coupon racks

EXHIBIT B

Statement of Work

Domestic (Potable) Water Treatment System

I. GENERAL INFORMATION:

The United States Embassy in Montenegro requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s Potable Water Treatment System.

II. PROJECT REQUIREMENTS:

Description: Maintenance and Testing of Domestic and Potable Water Treatment Systems Volume: Domestic Water __246520_____liters.

DESCRIPTION OF EQUIPMENT *:

Please see Exhibit B at the end of this document for a detailed list of equipment included in this service.

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 shall 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:

Annually:

Booster Pumps

i. Safety & Special Instructions:

1. Follow site and manufacturer’s safety procedures.

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

3. Schedule outage with operating personnel.

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.

ii. Maintenance Description:

1. Clean and inspect the booster pump.

2. Clean and inspect motor.

3. Lubricate motor.

iii. Maintenance Procedures:

1. Lock out and Tag out unit.

2. Clean and inspect pump.

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

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

c. Check for evidence of leaks.

d. Check alignment of coupling and security of base-plate mounting bolts.

3. Lubricate pump (if applicable).

4. Conduct operational test of the circulating pump.

a. Start pump. Check flanges and fittings for leaks.

b. Check for unusual noise or vibration.

c. Return the unit to service.

5. Check the motor.

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

b. Check running current and voltage for each phase, record results.

6. Lubricate the motor (if applicable). NOTES: DO NOT OVERGREASE THE MOTOR. USE

MOTOR RATED GREASE. DO NOT USE PUMP GREASE IN THE MOTOR.

Potable Water Treatment System

i. Safety & Special Instructions:

1. Schedule outage with operating personnel.

2. Follow site and manufacturer’s safety procedures.

3. Record and report any equipment damage or deficiencies found during this maintenance task.

4. Record all test results in the component maintenance log.

5. Obtain and review manufacturers operation and maintenance instructions.

ii. Maintenance Description:

1. Check the system for proper performance.

2. Service the system.

3. Check the backwash flow controller for proper operation.

4. Evaluate filter media for replacement

iii. Maintenance Procedures (General)

1. Cycle the backwash flow controller and verify proper operation.

2. Evaluate any media for replacement.

3. Conduct water quality panel testing to verify maintenance of water quality treatment goals as specified by section 10 of this contract.