RFQ 19MX5326Q0037 PMSC AntiRam Barriers.pdf

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

• SF-1449 cover sheet

• Continuation To SF-1449, RFQ Number 19MX5326Q0037, Prices, Block 23

• Continuation To SF-1449, RFQ Number 19MX5326Q0037, Schedule Of

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

• Attachment A to Statement of Work

• Attachment B to Equipment List

• Attachment C to Payment Registration Form – MX Pesos to a bank in Mexico

• Attachment D to Payment Registration– US Dollars to a bank in the United States

• Attachment E to Payment Registration– US Dollars to a bank in Mexico

• Attachment F to Vendor Portal Registration

• Attachment G Safety Plan

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

SECTION 5 - REPRESENTATIONS AND CERTIFICATIONS

• Addendum to Offeror Representations and Certifications - FAR and DOSAR

Provisions not Prescribed in Part 12

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER 19MX5326Q0037

PRICES, BLOCK 23

1. SCOPE OF SERVICES

1.1 General.

The Contractor shall be responsible for performing preventive maintenance services for the Anti-

Ram Barriers. These services shall result in all systems being serviced under this agreement being in good operational condition when activated.

The Contractor must demonstrate a high level of expertise, along with the necessary abilities, resources, licenses, and permits to perform the specified activities in compliance with all applicable local and federal Mexican regulations. Additionally, the contractor shall adhere to the highest industry standards and maintain superior quality in the execution of these duties.

Excellence in customer service is also required as requested and approved by the Contracting

Officer in accordance with the specifications, terms and conditions set forth herein.

1.2 Contract Type.

This is a firm-fixed price contract.

1.3 Period of Performance.

The performance period under this contract will commence on the date listed in the Award Letter and continue for twelve (12) months. This contract also contains FAR 52.217-9. “Option to Extend the Term of the Contract”. This option allows two (2) additional 12-month periods of performance.) Site visits for preventive maintenance services must be scheduled with a minimum of ten (10) business days’ advance notice to ensure proper access and support.

1.4 Currency.

1.4.1 Offer and Payment in U.S. Dollars.

U.S. firms are eligible to be paid in U.S. dollars. U.S. firms desiring to be paid in U.S. dollars should submit their offer in U.S. dollars. A U.S. firm is defined as a company which operates as a corporation incorporated under the laws of a state within the United States. Local companies are eligible to be paid in U.S. dollars provided that such company has a bank account in U.S. dollars at a Local Bank.

1.4.2 Offers and Payment in Pesos, Mexican Currency.

Any firm that is not a U.S. firm is a foreign firm. Any local or foreign firm that does not meet the definition of a U.S. firm shall submit its prices and receive payment in local currency unless the foreign or local firm has a U.S. dollar bank account in Mexico.

1.5 Value Added Tax.

1.5.1 U.S. Firms.

Value Added Tax (VAT) is not applicable to U.S. firms; therefore, it shall not be included in U.S.

firm’s rates or Invoices.

1.5.2 Local Companies.

Value Added Tax (VAT) for offers submitted by local companies, either in U.S. Dollars or in

Pesos, Mexican currency, is not included in line-item rates. Instead, it will be priced as a separate amount in the contract and on the Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion.

1.6 Pricing.

The fixed prices established below for the Base Year maintenance services for the Anti-RAM

Barriers plus two (2) Option Years are fully loaded rates that include all work, including furnishing any managerial, administrative, and direct labor (in compliance with any local regulations), materials, overhead, insurance, and profit. Any costs not separately priced shall be considered to be included in the overhead and other indirect costs. 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. The U.S.

Government will not pay any additional expenses.

1.6.1 Base Year.

The firm fixed-price for this Base Year shall be a fully loaded rate.

As per paragraph 1.4 above, Base Year Prices are in _______________ [Insert Currency].

CLIN

Type of

Service

Quantity of

Equipment

Anti-

RAM

Barriers

No. of service

Unit price / service ($)

Total per

Year ($)

DELTA

BARRIER

PM interval:

Semi-Annual

3 2

Subtotal Base Year

Value Added Tax (VAT)

Total Base Year

1.6.2. First Option Year.

The firm fixed-price for this First Option Year shall be a fully loaded rate.

As per paragraph 1.4 above, First Option Year Prices are in ______________ [Insert Currency].

CLIN

Type of

Service

Quantity of

Equipment

Anti-

RAM

Barriers

No. of service

Unit price / service ($)

Total per

Year ($)

DELTA

BARRIER

PM interval:

Semi-Annual

3 2

Subtotal First Option Year

Total First Option Year

1.6.3 Second Option Year.

The firm fixed-price for this Second Option Year shall be a fully loaded rate.

As per paragraph 1.4 above, Second Option Year Prices are in _____________ [Insert Currency].

CLIN

Type of

Service

Quantity of

Equipment

Anti-

RAM

Barriers

No. of service

Unit price / service ($)

Total per

Year ($)

DELTA

BARRIER

PM interval:

Semi-Annual

3 2

Subtotal Second Option Year

Total Second Option Year

1.6.4 Grand total of base and all Option Year Prices.

GRAND TOTAL (Base Year + Option Years)

Base Year Total

Option Year 1 Total

Option Year 2 Total

GRAND TOTAL

1.7 Repair option.

Repairs are NOT included under this agreement (see 7.1.3) and are to be done outside this contract.

However, the Government desires current labor rates in the event that there is an issue discovered during the preventive maintenance of the specified equipment. Please provide your current labor rates in the Repair Option fields below. As stated in 7.1.3 any necessary repairs or parts will be submitted for approval and then billed against a separate PO. The Contractor is not approved to do any additional work without specific authorization from the Contracting Officer.

1.7.1 Repair Labor Rates.

Labor hour rate Total

Base Year

Option Year 1

Option Year 2

CONTINUATION TO SF-1449,

RFQ NUMBER 19MX5326Q0037

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

2. ACRONYMS

• CDMX: Mexico City

• CO: Contracting Officer

• COR: Contracting Officer’s Representative

• DS: Diplomatic Security

• FAC: Facility Manager

• FM: Facility Manager

• GSO: General Service Office

• HAZMAT: Hazardous Materials

• JHA: Job Hazards Analysis

• MSDS: Material Safety Data Sheet

• O&M: Operations and Maintenance

• OEM: Original Equipment Manufacturer

• PCO: Post Control Officer

• PM: Preventive Maintenance

• PMSC: Preventive Maintenance System

• POSHO: Post Occupation Safety and Health Officer

• QAP: Quality Assurance Plan

• RSO: Regional Security Officer

• SBU: Sensitive But Unclasssified

• SOW: Statement of Works

• SPT: Safety Plan Template

• US: United States

• USPP: United States Personal Property

• VFD: Variable Frequency Drive

• PCC: Post Communications Center

• CAA: Controlled-Access Area

• CLIN: Contract Line Item Numbers

• CY: Calendar Year

• FAR: Federal Acquisition Regulation

3. DESCRIPTION

The American Embassy in Mexico City requires preventive maintenance services for the Anti-

RAM Barriers. These services shall result in all systems being serviced under this agreement being in good operational condition when activated. If this work is to be performed on systems accessing the PCC/CAA areas of the building. Please see section 6.2.3 for security requirements.

4. NOTICE TO PROCEED

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

5. EQUIPMENT AND PERFORMANCE REQUIREMENTS

5.1 The U.S. Embassy at Mexico City requires the Contractor to maintain the following equipment in a safe, reliable and efficient operating condition. Please see equipment list included in

Attachment B for a more detailed description.

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

Under this Contract the Contractor shall provide:

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

5.3 Performance Standards.

The Anti-RAM Barriers shall be clean and in good operating condition upon completion of the service. The preventive maintenance service shall result in the parts of the system serviced being in a condition to operate efficiently and effectively.

5.4. Hours of performance

The Contractor shall maintain work schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. The Contractor shall deliver standard services between the hours of 8:00AM and 4:30 PM Monday through Friday. No work shall be performed on US Government and local holidays.

6. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

6.1 General.

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

6.2 Personnel Security.

The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who to be used on this Contract prior to their utilization. Submission of information shall be made within 30 days of award of contract. No technician will be allowed on site without prior authorization. Note: this may include cleared personnel if advance notice of visit is not given at least one week before the scheduled visit.

6.2.1 Vehicles.

Contractor vehicles will not be permitted inside the embassy compound without prior approval. If vehicle access is necessary, submit contractor vehicle information (Make, Model, License Plate #) along with a written justification as to why access is necessary. This shall be submitted to the

Facility Manager at least one (1) week prior to the visit.

6.2.2 ID Requirements.

Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall display identity card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall display identity card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

6.2.3 Security Clearances.

All work locations under this contractor that are designated as non-CAA areas may be performed by un-cleared American or local workers. However, all work done in CAA and PCC areas shall be performed by cleared American Construction personnel as needed to complete the services. The

Contractor shall work closely with the COR, the Facility Manager (FM) or the General Services

Officer (GSO).

6.3 Protection of U.S. Government personnel, property, and information.

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

ii. Contractor personnel may also be exposed to various documents and signs, including Post notices, event schedules, DoS regulations and conversations or announcements relating to the operation of the U.S. Embassy in Mexico City and diplomatic personnel. This information should not be shared with anyone not employed by or falling under the protection of the Embassy.

iii. Contractor personnel may be exposed to various documents, such as blueprints, drawings, sketches, notes, surveys, reports, photographs and specifications, received or generated in conjunction with this contract. These documents contain information associated with diplomatic facilities for the U.S. Department of State. These documents have been marked with the handling designations “Unclassified” or “Sensitive But Unclassified” and U.S.

Government warnings against reproduction and distribution. These documents require special handling and dissemination restrictions. All handling designations and warnings on original documents must be reproduced on subsequent copies.

iv. The loss, compromise, or suspected compromise or loss of any SBU information, contract related information (personnel files, payroll information, etc.), any post or diplomatic facility related information (documents, notes, drawings, sketches, surveys, reports, exposed film, negatives, or photographs), or any information which may adversely affect the security interests of the United States, must be immediately brought to the attention of the CO and the COR.

v. Photographs of any diplomatic overseas building or facility must be authorized in advance by the COR and RSO, who will establish any controls, limits, and/or restrictions as necessary.

Exposed film depicting any Controlled Access Area and/or sensitive equipment must be developed in a U.S.- controlled environment by appropriately cleared personnel. No further dissemination, publication, duplication, or other use beyond that which was requested and approved is authorized without specific, advance approval from DS. DS reserves the right to demand retention of all copies of said photographs and/or negatives, following fulfillment of the previously authorized usage.

vi. Transmission of any information marked SBU or contract/personnel sensitive information, via the Internet, is prohibited. SBU information can be transmitted via ProjNet, mail, FedEx

(or other commercial carrier) or fax, or handcarried by authorized contractor personnel.

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

viii. The Contractor and its employees shall exercise utmost discretion in regard to all matters relating to their duties and functions. They shall not communicate to any person any information known to them by reason of their performance of services under this contract which has not been made public, except to the extent necessary to perform their required duties in the performance of the contract requirements or as provided by written authorization of the Contracting Officer. All documents and records (including photographs) generated during the performance of work under this contract shall be for sole use of and shall become the exclusive property of the U.S. Government. No article, book, pamphlet, recording, broadcast, speech, television appearance, film or photograph concerning any aspect of the work performed under this contract shall be published or disseminated through any media, including company or personal websites, without the prior written authorization of the Contracting Officer. These obligations do not cease upon the expiration or termination of this contract or at any other point in time.

6.4 Standards of Conduct

6.4.1 General.

The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to employees as may be necessary. Each Contractor employee shall adhere to standards of conduct that reflect credit on themselves, their employer, and the United States

Government. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the Government.

6.4.2 Neglect of Duties.

Neglect of duties is unacceptable. This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

6.4.3 Disorderly Conduct.

The Contractor shall not condone disorderly conduct, use of abusive or offensive language, quarreling, and intimidation by words, actions, or fighting. Also included is participation in disruptive activities that interfere with normal and efficient Government operations.

6.4.4 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.

6.4.5 Criminal Actions.

Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These circumstances include but are not limited to the following actions:

falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records; unauthorized use of Government property, theft, vandalism, or immoral conduct;

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

6.4.6 Key Control.

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

6.4.7 Notice to the Government of Labor Disputes.

The Contractor shall inform the COR of any actual or potential labor dispute that is delaying or threatening to delay the timely performance of this contract.

7. SCHEDULED PREVENTIVE MAINTENANCE SERVICES

7.1 General.

7.1.1 The Contractor shall perform preventive maintenance as outlined in Attachment A -

STATEMENT OF WORK. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration when units are activated/running

7.1.2 Inventory.

The Contractor shall inventory, supply and replace expendable parts (eg, filters, belts, hoses, gaskets) that have become worn due to wear and tear. The Contractor shall maintain a supply of expendable and common parts on site so that these are readily available for normal maintenance to include: hoses, belts, oil, chemicals, coolant, filters (Air, Fuel, Oil), grease, sealant, thermostat, fuses; in addition to the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), MSDS, cleaning material and oil spill containment kits. The contractor shall inventory the supply after each visit and order replacement supplies and have them delivered on site. Maintenance materials shall be unused and are to be industry standard and intended for the task to be performed. Parts shall be

OEM approved. Refrigerants shall meet the AHRI Standard 700-2015 or most recent AHRI

Standards.

7.1.3 Exclusion.

This contract does not include repair of equipment and replacement of hardware (e.g. bearings, pistons, piston rings, crankshaft, gears.) Hardware replacements will be separately priced out by the Contractor for the Government’s approval and acceptance. The Government has the option to accept or reject the Contractor’s quote for parts and reserves the right to obtain similar spare parts from other competitive sources. If required by the Government, the Contractor shall utilize

Government-purchased spare parts, if awarded the work. Such repairs/replacements will be accomplished by a separate purchase order. However, this exclusion does not apply if the repair is to correct damage caused by Contractor negligence.

7.1.4 Replacement

Repair of any electronic or electrical parts shall be approved by the COR prior to installation of the part. If the Contractor proceeds to replace any electronic or electrical parts without COR approval, the Contractor shall de-install the parts at no cost to the Government.

7.1.5 Stocking

Recommended repair parts is at the discretion of the Facility Manager and is dependent upon the nearest location of the Equipment manufacturer, distributor or dealer. A recommended spare parts list shall be obtained by the contractor from the manufacturer or distributor and provided to the

Facility Manager to procure.

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

7.2 Checklist Approval.

The Contractor shall submit to the COR a schedule and description of preventive maintenance tasks which the Contractor plans to perform. The Contractor shall prepare this schedule and task description in a checklist format for the COR’s approval prior to contract work commencement.

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

7.2.2 It is the responsibility of the Contractor to perform all manufacturers’ recommended preventive maintenance including preventive maintenance recommended by the manufacturers’ technical manuals for the respective equipment.

7.2.3 Additionally, the maintenance contractor shall obtain and keep at the post O&M binders provided by the manufacturers. These binders shall be placed in a location accessible to post personnel to review as needed.

8. PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

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

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

8.1 Subcontracting limitation and notification requirement:

The contractor shall not subcontract more than ten percent (10%) of the total value of maintenance services under this contract without prior written approval from the COR. If subcontracted labor exceeds this threshold, the contractor must provide a list of all subcontractors engaged, including primary points of contact for each, within five (5) business days of the Notice to Proceed. The contractor shall promptly notify the COR in writing of any changes to the list of subcontractors, including additions, removals, or changes in contact information. If subcontracted labor does not exceed ten percent (10%), the contractor shall submit a written memorandum to the COR within five (5) business days of the Notice to Proceed, confirming that subcontracted labor does not exceed the ten percent (10%) threshold.

8.2 Tools and Equipment.

Contractor furnished materials include but are not limited to appropriate tools, testing equipment, safety shoes and apparel for technicians, hands, hearing and eye protection, MSDS, cleaning material and oil spill containment kit. Expendable/consumable items (e.g. hoses, belts, oil, chemicals, coolant, filters (Air, Fuel, Oil), generator starting batteries, grease, sealant, thermostat, fuse), shall be maintained in the onsite inventory. See 7.1.2.

8.3 Repairs are not included in this contract. See 7.1.3. Exclusions

8.4 Disposal of used oil, fuel, battery and other toxic substances. The Contractor is responsible for proper disposal of toxic/hazardous substances. All material shall be disposed of according to

Government and Local law. After proper disposal the contractor must show proof of authorized disposal of these toxic/hazardous substances.

9. SOFTWARE, LICENSES AND PASSWORDS

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

10. DELIVERABLES

Provide a written report in English to COR containing following:

a) System information (for each anti-RAM barrier).

b) Pass/Fail of each feature and type of component tested. If an anti-RAM barrier fails, note barrier

ID and location within Post, and report to COR immediately.

c) Any comments on system (or device) condition pertaining to service life and dependability.

d) Testing Anti-RAM barrier system three times (each barrier), to confirm that barriers are operable after performing and completing each preventive maintenance service.

e) The following items shall be delivered under this contract:

Description Quantity Delivery Date Deliver to

Names, biographic data, police clearance on Contractor personnel (#6.2) 1 30 days after contract award COR

Certificate of Insurance (#11.2) 1 30 days after contract award CO

PM Checklist signed by Contractor’s employee (#7.2.1)

After completion of each maintenance service

COR

Invoice (#15) 1 After completion of each maintenance service

COR

11. INSURANCE REQUIREMENTS

11.1 Personal Injury, Property Loss or Damage (Liability). The Contractor assumes absolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the Contractor’s personnel in the performance of this Contract. The

Contractor’s assumption of absolute liability is independent of any insurance policies.

11.2 Insurance. The Contractor, at its own expense, shall provide and maintain during the entire period of performance of this Contract, whatever insurance is legally necessary. The Contractor shall carry the following minimum insurance:

Public Liability Insurance

Property damage: $ 5,000.00 USD

Cumulative: $ 50,000.00 USD

Workers’ Compensation and Employer’s Liability

11.3 Worker's Compensation Insurance. The Contractor agrees to provide all employees with worker's compensation benefits as required under local laws (see FAR 52.228-4 “Worker’s

Compensation and War-Hazard Insurance Overseas”).

12. LOCAL LAW REGISTRATION

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

13 LICENSES AND PERMITS

The contractor shall perform the duties specified in this SOW in full compliance with all applicable local and federal regulations of Mexico and the United States, as well as applicable international standards and any additional regulations outlined in this document. The contractor shall also provide evidence of all necessary licenses, permits, and registrations required to complete the specified duties.

14 SAFETY REQUIREMENTS

The contractors shall provide and maintain work environments and procedures which will safeguard the public and Government personnel, property, materials, supplies, and equipment exposed to contractor operations and activities; contractors must avoid interruptions of

Government operations and delays in project completion dates, and control costs in the performance of contract tasks. For these purposes, the contractor shall:

1. Submit a written Safety plan and JHA to the COR. The plan shall include specific management or technical procedures for effectively controlling hazards associated with the project/contract; the safety plan shall also include emergency procedures in case of any incident with his personnel.

2. Meet with the COR and the POSHO to discuss and develop a mutual understanding relative to the administration of the overall safety program.

3. Maintain an accurate record of all incidents that occurred under the contract resulting in death, injury, occupational disease, or damage to or theft of property, materials, supplies, or equipment.

4. Report all incidents/mishaps immediately in the manner indicated by the COR and/or POSHO.

5. Be responsible for its personnel and subcontractor’s compliance with all the requirements of the

Safety plan and JHA.

6. Provide appropriate safety barricades, signs, and signal lights.

7. Comply with the standards issued by any local government authority having jurisdiction over occupational health and safety issues.

8. Ensure that any additional safety measures that the COR and/or POSHO determines to be reasonably necessary for this purpose are accomplished.

9. Specify in the Safety plan and JHA the requirements and mitigation steps regarding safety if the work involves:

i. Scaffolding.

ii. Work at heights.

iii. Trenching or other excavation.

iv. Earthmoving equipment.

v. Temporary wiring, use of portable electric tools, or other recognized electrical hazards.

vi. Work in confined spaces.

vii. Use of hazardous materials – a material with a physical or health hazard

viii. Operations that create any kind of contamination inside an occupied building such as dust from demolition activities, paints, solvents, etc.

ix. Hazardous noise levels.

10. Comply with all the requirements included in the safety plan and the JHA, or any extra indications given by the POSHO and/or the COR.

The COR and/or the POSHO shall notify the CO and the contractor of any non-compliance with the safety requirements and the corrective actions required. This notice, when delivered to the contractor or the contractor’s representative on site, shall be deemed sufficient notice of the non-compliance and corrective action required. After receiving the notice, the contractor shall immediately take corrective action. If the contractor fails or refuses to promptly take corrective action, the COR may issue an order suspending all or part of the work until satisfactory corrective action has been taken. The contractor shall not be entitled to any equitable adjustment of the contract price or extension of the performance schedule on any suspension of a work order issued related to safety violations detected.

15 QUALITY ASSURANCE PLAN (QAP).

15.1 Plan. This plan is designed to provide an effective surveillance method to promote effective

Contractor performance. The QAP provides a method for the Contracting Officer's Representative

(COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the

Contract. The role of the Government is to conduct quality assurance to ensure that Contract standards are achieved.

Performance Objective Scope of Work

Paragraphs Performance Threshold

Services.

Performs all services set forth in the

Statement of Work (SOW)

1 thru 12 &

Attachment A

All required services are performed and no more than one

(1) customer complaint is received per year.

15.2 Surveillance. The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

15.3 Standard. The performance standard is that the Government receives no more than one (1) customer complaint per year. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR

52.212.4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.

15.4 Procedures.

(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.

16 TRANSITIONS/CONTACTS

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

Within 30 days after contract award, the Contracting Officer may ask the contractor to develop a plan for preparing the contractor to assume all responsibilities for preventive maintenance services.

The plan shall establish the projected period for completion of all clearances of contractor personnel, and the projected start date for performance of all services required under this contract.

The plan shall assign priority to the selection of all supervisors to be used under the contract.

16.1 On site contact. The following are the designated contact personnel between the U.S.

Embassy and the Contractor.

COR

Grisel Gastelum – Mexico City Embassy - Building Trades Supervisor/ Project Coordinator.

GastelumGK@state.gov

17 SUBMISSION OF INVOICES

The Contractor shall submit an invoice after each preventive maintenance service has been performed. Invoices must be accompanied by a signed copy of the Maintenance Checklist for the work performed including parts replacement and breakdown calls, if any. No invoice for preventive maintenance services will be considered for payment unless accompanied by the relevant documentation. The Contractor should expect payment 30 days after completion of service or 30 days after receipt of invoice at the Embassy's payment office, whichever is later.

mailto:GastelumGK@state.gov

Attachment A - Statement of Work

Preventive Maintenance (PM) Services for Anti-RAM barriers

1. General Information.

The United States Embassy in Mexico City requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s Anti-RAM barriers.

2. Project Requirements.

The Contractor shall be responsible for performing preventive maintenance services for three Anti-

RAM barriers. These services shall result in all systems being serviced under this agreement being in good operational condition when activated, eliminating system malfunction, breakdowns and deterioration.

3. Description Of Equipment: Please See Attachment B For More Details.

4. General Requirements.

The Contractor under this SOW shall be responsible for labor, tools, and materials required to carry out all preventive maintenance as outlined in this RFQ. The U.S. Government has a manual for the Anti-RAM barriers service. The contractor shall confirm on-site manuals are complete and current and provide the COR a listing of any missing or out of date manuals. The technician shall sign off on every task specified in the RFQ, and will provide a typewritten copy of their report to the COR within five business days of each maintenance visit.

5. Scope Of Work. ANTI-RAM BARRIERS PREVENTIVE MAINTENANCE

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

Sheets (MSDS) shall be provided by the Contractor for all HAZMAT materials. Copies shall be provided to the COR for approval.

The systems and components to be maintained include barriers, traffic signals, junction boxes, control circuitry, hydraulic power unit, electro-mechanical control systems, hydraulic pump enclosure and housing. The attached equipment list provides details.

1. The contractor shall provide the COR with a list of necessary parts and materials.

2. hose, oil, fluids, filters and preventive maintenance parts shall be provided at the expense of the U.S. Govt.

a. Only fluids which meet or exceed manufacturer’s specifications shall be used.

b. All fluids shall be delivered in original sealed containers

If any discrepancies are found with the Anti-RAM barriers that are not covered under this scope of work then the contractor shall provide the following:

1. Detailed report noting the discrepancy found.

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

3. Price quote for repair labor

SAFETY & SPECIAL INSTRUCTIONS:

1. Follow site safety procedures and supervisor’s instructions, including JHA, Updated Safety

Plan and policies, and Safety Plan Template forms provided by the General Services Office and

POSHO.

2. Schedule outage with operating personnel.

3. Use extreme caution when climbing access ladders.

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

5. Lockout and disconnect the main power before tightening the main supply lugs in order to avoid the hazard of electrical shock, which could result in serious personal injury or death.

6. Record and report equipment damage or deficiencies.

7. Review and follow the manufacturer’s O&M instructions (See Attachment B)

8. Record results in the equipment history log.

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

10. Use appropriate personal protective equipment (PPE) when performing work.

11. Check all work areas, tools, and equipment to ensure unsafe conditions are eliminated or guarded against.

12. Follow site safety procedures.

13. Schedule maintenance with operating personnel and affected offices (security).

14. Block traffic and set up alternate security measures.

15. Follow approved lockout/tag out procedures.

16. Secure the barrier in position. Make sure the barrier arm cannot be agitated manually.

17. Review and follow the manufacturer’s instructions.

18. Record results in the equipment history log.

19. Remove lockout/tag out in accordance with appropriate procedures.

20. Report all incidents and near miss incidents to COR and assist as requested in the investigation and corrective action.

21. Use extreme caution around moving gates and barriers.

At all times observe good safety practices when working on either the electrical or mechanical system. Particular attention should be paid to the danger of working on the Barrier when the power is on. Barriers are powerful hydraulic presses that can easily crush anything in their way. Keep hands free of the mechanism when the power is on or the HPU is up to pressure. Turn off the electric power and bleed the hydraulic pressure down to zero before working on any part of the system. Traffic should be controlled around the Barrier during any work so that vehicular accidents do not occur if the Barrier should happen to rise. After work is complete, do not allow traffic over the Barrier until all control and safety functions have been verified to be properly working.

At a minimum, and if apply, the following work shall be completed:

a) Contractor shall submit to the COR for review, work sheet/checklist that will be used for performing maintenance service.

b) A discrepancy report shall be submitted to the COR immediately upon discovery of any condition that could result in equipment failure.

ANTI-RAM BARRIERS

MAINTENANCE PROCEDURES

The purpose of this procedure is to ensure the Anti-RAM barriers for this facility are maintained according to manufacturer’s recommendations to ensure the readiness and proper operation. The contractor shall perform all the listed activities that apply for the equipment list mentioned below and in Attachment B.

Important: Traffic shall be blocked prior and during maintenance service, to prevent accidents.

Wedge Barriers & Hydraulic Bollards

Semi-Annual

1. Shut system off and drop system pressure to zero.

2. Replace the oil filter (if applicable) following manufacturer’s recommendations.

3. Check the accumulator pressure while the system is at zero pressure using a manufacturer recommended charging kit or equal.

4. Confirm that the barrier/bollard operates smoothly during the raise and lower cycle. Adjust speeds as desired.

5. Verify that the barrier does not hit with excessive force when it contacts its full-open or full-closed positions.

6. Remove barrier/bollard top plates and check for debris built up in the bottom of the foundation. Check for indications of oil leaks around the cylinders and barrier/bollard fittings.

Tighten fittings and clean debris as necessary.

7. Check the tightness of all screws. Tighten as necessary. Reapply anti-seize compound if bolts have been removed. Torque bolts to manufacturers specifications. Check for sand and debris about the bearings and shafts and clean if necessary. Inspect and lubricate all bearings and pins. Graphite/fiberglass bearings should be inspected for any damage and replace as necessary.

Reinstall top plates; check all top plate bolts for tightness.

8. Check all cylinder pins and bushings, apply a light even coating of grease.

9. Visually inspect the operation and electrical contacts. Check for moisture and rust on connections.

10. Tighten electrical contacts if required.

11. Check the operation of the barrier/bollard heaters if so equipped.

12. Check all control functions for complete operations of all features.

13. If applicable, check traffic lights and replace any burned bulbs or LEDs.

14. Check safety devices and alarms for proper operation and report any anomalies.

15. Turn off pump/ motor power, bleed system pressure to zero and add clean, filtered oil to the top of the site glass.

16. Clean dust and debris from around HPU tank and hydraulic lines. Wipe up any spilled oil.

17. Clean sump pump and bottom residual water tank (if apply).

18. Turn power on and bring system back to operation.

20. Drain the oil from the reservoir and flush with minerals spirits or clean oil. After wiping down the tank sides and bottom to assure that no contamination remains, replace with clean filtered oil.

21. Remove barrier/bollard top plates/cap and road plates, check that the hydraulic cylinders are not leaking internally. Replace cylinder seals or cylinder as necessary.

22. Check cylinder clevis pins for wear, replace as necessary.

23. Examine the foundation for debris buildup, check drain lines and sump wells for drainage.

Clean debris.

24. Tighten or replace any loose top plate bolts. Drill and tap to next size or use inserts if threads are stripped.

25. Check condition of the barrier/bollard paint surface. Prepare, prime, and touch up areas where the paint has been chipped or worn away. Apply new reflective tape as necessary.

26. Check hydraulic interconnect lines for kinks, contact wear or bulging. Replace or protect hoses as required.

27. Thoroughly clean the HPU, removing dust and spilled oil. Remove any rust build up on components. Touch up paint where necessary.

28. Test motor starter overloads by pressing the test button. Replace if necessary or press reset.

Ensure auto/manual switch is in the correct position.

29. Check the pressure relief valve by depressing the starter armature and allowing unit to run to the recommended relief pressure. Adjust as necessary.

30. Confirm safety signs are still attached, not damaged and legible. Replace or repair as necessary.

31. Update the maintenance log as necessary.

Attachment B - Equipment List

Important: Traffic shall be blocked prior and during maintenance service, to prevent accidents.

Building Space

Unit Main Asset

Sub

Asset

Manufac turer Model

System

Type

System

Name Location

MCAP A0.303

Barrier

Vehicle

(Sallyport 1-

MCAP)

Barrier

Vehicle

RSSI

Barriers

LLC

RSS20

Barrier

Site

Security

(CAC

Barriers / gates)

MCAP

LVL A0

Sallyport 1

A0.303

MCAP A0.304

Barrier

Vehicle

(Sallyport 2-

MCAP)

Barrier

Vehicle

RSSI

Barriers

LLC

RSS20

Barrier

Site

Security

(CAC

Barriers / gates)

MCAP

LVL A0

Sallyport 2

A0.304

SCAP A0.432

Barrier

Vehicle

(Sallyport 3-

SCAP)

Barrier

Vehicle

RSSI

Barriers

LLC

RSS20

Barrier

Site

Security

(CAC

Barriers / gates)

MCAP

LVL A0

Sallyport 3

A0.432

Attachment C - Payment Registration Form – MX Pesos MX Bank (local currency)

Note to Offeror: This form has to be signed and attached in PDF format.

Attachment D - Payment Registration Form – US Dollars US Bank

Attachment E - Payment Registration Form – US Dollars MX Bank

Attachment F – Vendor Portal Registration

Attachments are included as separate files as part of the Solicitation Package.

Attachment G – Safety Plan

Attachments are included as separate files as part of the Solicitation Package.

SECTION 2 - CONTRACT CLAUSES

52.212-4 Terms and Conditions—Commercial Products and Commercial Services.

Terms and Conditions—Commercial Products and Commercial Services (Deviation Date)

(a) Definitions. The clause at Federal Acquisition Regulation (FAR) 52.202-1, Definitions, is incorporated by reference.

(b) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(c) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act

(31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(d) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(e) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal, or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause FAR 52.233-1, Disputes, which is incorporated in this contract by reference. The

Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence. Examples of occurrences include acts of God or the public enemy, acts of the

Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. When an excusable delay occurs, the Contractor shall—

(1) Notify the Contracting Officer in writing as soon as possible;

(2) Remedy the delay as quickly as possible; and

(3) Notify the Contracting Officer when the occurrence is over.

(g) Invoice. The Government will handle invoices according to the Prompt Payment Act (31

U.S.C. 3903) and…