RFQ 19R01025Q0007 Final.pdf

U.S. Embassy Bucharest Date: February 20, 2025

Subject: Request for Quotations number 19R01025Q0007

Enclosed is a Request for Quotations (RFQ) for Make Ready Services as described in the Statement of Work. If you would like to submit quotation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 1449 that follows this letter.

The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract/purchase order based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

The U.S. Embassy intends to conduct a pre-quotation conference at the site, on February 27, 2025 at 10:00 hours (local time) at the U.S. Embassy Bucharest. Prospective offerors/quoters should contact BucharestGSOProcurement@state.gov by February 25, 2025 for additional information or to arrange entry to the building.

Quotations are due by March 11, 2025 at 16:00 hours (local time). No quotations will be accepted after this time. Proposals must be in English and incomplete proposals will not be considered.

Your quotation must be submitted electronically to BucharestGSOProcurement@state.gov. It is important to make sure the submission is made in specific size and format; in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 10MB. If the file size should exceed 10MB, the submission must be made in separate files and attached to separate emails with less than 10MB each.

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

1. SF-1449

2. Section I, Pricing

3. Section 5 Representations and Certifications

4. Additional information as required in Section 3

6. Proof of SAM Registration

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 quotation for this service.

Sincerely, John K McDonald Contracting Officer mailto:BucharestGSOProcurement@state.gov mailto:BucharestGSOProcurement@state.gov https://www.sam.gov/

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number 19R01025Q0007, Prices, Block 23

• Continuation To SF-1449, RFQ Number 19R01025Q0007, Schedule Of Supplies/Services, Block 20 Description/Specifications/Work Statement

• Attachment 1 to Description/Specifications/Performance Work Statement, Government Furnished Property

SECTION 2 - CONTRACT CLAUSES

• Contract Clauses

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

SECTION 3 - SOLICITATION PROVISIONS

• Solicitation Provisions

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

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

PR15143006

PAGE 1 OF

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19R01025Q0007

6. SOLICITATION ISSUE DATE

02/20/2025

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME Cristian Mircea Stancu

b. TELEPHONE NUMBER(No collect calls)

0040-21-200-3669

8. OFFER DUE DATE/ LOCAL

TIME

03/11/2025 at 16:00 hours

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

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

American Embassy Bucharest – GSO HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

Blvd Liviu Librescu # 4-6 District 1, Bucharest Romania

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 Bucharest 4-6 Liviu Librescu Blvd, Attn GSO District 1, Bucharest, Romania

American Embassy Bucharest 4-6 Liviu Librescu Blvd Attn GSO District 1, Bucharest, Romania

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY

BucharestInvoice@state.gov

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.

ESTIMATED

QUANTITY*

22.

UNIT

23.

UNIT PRICE LEI

(RON)

24.

AMOUNT LEI

(RON)*

Make Ready Services for Type A1 Residence (apartments under 180 sqm)

Make Ready Services for Type A2 Residence (apartments between 180 sqm and 240 sqm) each

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

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT RON (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 X ARE ARE NOT ATTACHED

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA X ARE ARE NOT ATTACHED

X 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) John K McDonald

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

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

ESTIMATED

QUANTITY*

22.

UNIT

23.

UNIT PRICE LEI

(RON)

24.

AMOUNT LEI

(RON)*

Make Ready Services for Type V1 Residence (villas under 300 sqm)

Make Ready Services for Type V2 Residence (villas between 300 sqm and 450 sqm)

VAT 19%

all

* This amount is based on total estimated Government requirements. If more than one award is made, the estimated amount of work awarded under task order(s) to any single contractor will be less.

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 19R01025Q0007

PRICES, BLOCK 23

I. PERFORMANCE WORK STATEMENT

A. The purpose of this firm fixed price purchase order is to acquire Make Ready Services as an integrated set of activities intended to ensure that the residences meet the operational needs as identified in the Statement of Work.

B. The contract will be for a one-year period from the date of the contract award, and it will be an indefinite quantity – indefinite delivery type contract.

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 Make Ready services set forth in the Scope of Work.

all

All required services are performed and no more than one

(1) customer 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 Items (May 2001), if any of the services exceed the standard.

3. PROCEDURES.

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

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

(c) If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.

(d) If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

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

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

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

(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

MINIMUM AND MAXIMUM AMOUNTS

During this contract period, the Government shall place orders totaling a minimum of 20000 lei (RON). This reflects the contract minimum for this period of performance. The amount of all orders shall not exceed 400000 lei (RON). This reflects the contract maximum for this period of performance.

This amount is based on total estimated Government requirements. If more than one award is made, the estimated amount of work awarded under task order(s) to any single contractor will be less.

II. PRICING

Pricing should be in Romanian Lei (RON) only:

1. TOTAL MAKE READY VERIFICATION TYPE A1 RESIDENCE (Apartments under 180 sqm) PROPOSAL _____________ lei [RON]

2. TOTAL MAKE READY VERIFICATION TYPE A2 RESIDENCE (Apartments between 180 and 240 sqm) PROPOSAL _____________ lei [RON]

3. TOTAL MAKE READY VERIFICATION TYPE V1 RESIDENCE (Villas under 300 sqm) PROPOSAL _____________ lei [RON]

4. TOTAL MAKE READY VERIFICATION TYPE V2 RESIDENCE (Villas between 300 sqm and 450 sqm) PROPOSAL _____________ lei [RON]

This amount is based on total estimated Government requirements. If more than one award is made, the estimated amount of work awarded under task order(s) to any single contractor will be less.

III. VALUE ADDED TAX

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

CONTINUATION TO SF-1449,

RFQ NUMBER 19R01025Q0007

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

DATE: February 20, 2025

PROJECT: HIRING EXTERNAL CONTRACTOR FOR RESIDENTIAL MAKE-

READY SERVICES

LOCATION: U.S. EMBASSY of BUCHAREST

Contents

1.0 INTRODUCTION

2.0 GENERAL REQUIREMENTS

3.0 SPECIFIC REQUIREMENTS

4.0 SPECIFICATIONS

5.0 CONTRACT ADMINISTRATION

6.0 US EMBASSY OBLIGATIONS

7.0 CONTRACTOR OBLIGATIONS

8.0 SAFETY HEALTH AND ENVIROMENTAL MANAGEMENT (SHEM)

9.0 MOBILIZATION

10.0 SECURITY REQUIREMENTS - ACCESS TO GOVERNMENT BUILDINGS AND

RESIDENCES AND STANDARDS OF CONDUCT

11.0 QUALITY CONTROL REQUIREMENTS

12.0 PAYMENTS

APPENDIX 1 –SERVICES TO RUN THE CHECK LISTS AND PERFORM MINOR

MAINTENANCE AND REPAIRS

I. PART ONE - GENERAL

I.1 SUMMARY

I.2 SUBMITTALS

II. PART TWO – DESCRIPTION OF TRADE SPECIFIC MAKE READY SERVICES

INCLUDED IN THE CHECK LISTS

II.1 CARPENTRY SERVICES

II.2 METAL & LOCKSMITH SERVICES

II.3 ELECTRICAL SERVICES

II.4 HVAC SERVICES

II.5 PLUMBING SERVICES

II.6 GAS SERVICES

II.7 APPLIANCES SERVICES

II.8 FINAL MAKE READY CHECK

III. PART THREE - REPORTS

IV. PART FOUR – SERVICES PRICE PROPOSAL

IV.1 RESIDENCE MAKE READY SERVICES PER CHECK LISTS

V. PART FIVE – SCHEDULE

V.1 SERVICES PROPOSED SCHEDULE

VI. PART SIX – MATERIALS

VI.1 CLEANING & PROTECTION MATERIALS

VI.2 STORAGE OF MATERIALS/EQUIPMENT/SPARE PARTS/ACCESSORIES

VI.3 PROJECT PROCEDURES

VI.4 PROJECT SAFTEY

VI.5 TEMPORARY FIRE PROTECTION

VI.6 FIELD QUALITY CONTROL

VI.7 CLEANING and ADJUSTING

VII. PART SEVEN – NON-BINDING CONTRACT INFORMATION

VII.1 BUCHAREST WEATHER DATA

VII.2 EMBASSY of BUCHAREST HOLIDAYS ON 2025

APPENDIX 2 –CHECK LISTS

I. CARPENTRY AND FLOORING CHECKLIST

II. METAL & LOCKSMITH CHECKLIST

III. ELECTRICAL CHECKLIST

IV. HVAC CHECKLIST

V. PLUMBING CHECKLIST

VI. GAS CHECKLIST

VII. APPLIANCES CHECKLIST

VIII. FINAL MAKE READY CHECK LIST

1.0 INTRODUCTION

1.1 The American Embassy in Bucharest (4-6 Dr. Liviu Librescu Blvd.) for the residential units owned or leased, requires the services of a Specialized Contractor to perform the Make Ready Services as described in APPENDIX 1 as an integrated set of activities intended to ensure that the residence meets the operational needs as identified in this Statement of Work (SOW). The Make Ready services consists in:

1.1.1 Run the Check Lists in APPENDIX 2 and sign each of them to certify that each operation included was completed (verifying that the residence and all building systems and assemblies were tested, operated, and maintained to endure the residence is fully functional and meets the U.S. Embassy’s goals and objectives).

1.1.2 Include all needed minor Maintenance and Repairs services per each trade in the Check Lists that requires only labor and minor repair materials that will not be separately invoiced to the Embassy (are included by default in the price quote for this scope of work per each specific trade). Minor repair is defined as: tightening loose fixtures such as doorknobs or cabinet handles; Fixing a leaky faucet or a minor plumbing issue like a loose pipe fitting; or adjusting a door that doesn’t close properly.

1.1.3 Submit not later than the end of the assigned 3 calendar days period to perform the works (includes weekends and holidays if necessary), a comprehensive list (per each trade) of the defective equipment, parts, installation that requires materials replacement and major repairs, other than the minor completed under 1.1.2. This list will be used by The U.S. Embassy to assign these repairs works as adequate.

Document each deficiency with relevant photo/s attached to the submitted list.

1.2 This SOW is part of the Services and Works Contract, any of its requirement prevail over the Contractor's offer if this is inferior to the specifications in the SOW, and the Contractor will not be able to claim additional costs apart the financial bid submitted to meet the requirements of the SOW.

2.0 GENERAL REQUIREMENTS

2.1 This is a fixed price contract. The services shall be measured and paid on the unit rate basis.

This SOW identifies estimated possible services for the Make Ready as described in item 1.1 and lists the U.S. Embassy requirements per the Check Lists included. The Contractor may choose to comment and/or ask for clarifications related with these lists of requirements prior submission of a cost proposal and the Contracting Officer’s Representative (COR) will transmit the answers to all tenderers.

2.2 The Contractor shall perform the services and works in accordance with specifications and on all type of residences listed in this SOW under Appendix 1, item 1.1, including the below listed tasks. The Make Ready team shall perform together with the assigned U.S. Embassy Contracting Office Representative (COR) a formal handover process with all Check Lists forms signed and dated to confirm that the Check Lists were followed, and all the included tasks were performed.

If during the Make Ready period assigned to the U.S. Embassy Make Ready team discrepancies between the submitted certified (signed) list and current findings are identified, then the contractor shall make all of the needed corrections without any cost/financial claims.

There correction shall be completed no later than the next two calendar days following the assigned period for the job.

2.3 The Contractor’s proposed and COR accepted services and works contract cost proposal and an initial program for the execution of the Services and Works, including completion dates shall be incorporated into the task order. Additionally, the task order shall be a firm fixed price task order.

2.4 This SOW and applicable deliverables and documents as developed by the Contractor and accepted by the COR shall serve as the basis for describing and delineating the scope of the required services and works limits for Services and Works contract to be furnished and executed by the Contractor.

2.5 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 part of services and/or works all documents, electronic media, photos, etc. shall be submitted to the Government, including all documents and data the Government provided to the Contractor. All services and works contract documents and media shall be submitted to the Government along with the Contractor’s Partial/Final Statement of Completion.

2.6 The Contractor shall perform the Services and Works after clearance of sequence of operation by the Contracting Officer's Representative (COR) in a manner to cause the least disruptions to residence operations and the impact of the interference and its effects on the occupants or users.

All detailed services and 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 and the Contractor shall complete each phase of Services/Works according to the approved schedule. If the COR determines that the Contractor’s schedule conflicts with critical post operations, the Contractor shall modify the schedule as required.

2.7 If required, the Contractor shall deliver materials to work site in manufacturer's original, unopened packages and containers bearing manufacturer's name and label, and other identifying information. Store materials in tightly closed containers in a well-ventilated area.

The Works Contractor will not use any method or substances, which may cause damage to the residence equipment or systems. Any damage or loss through negligence by the General Services and Works Contractor or its Sub-Contractor staff shall be the whole responsibility of the General Services and Works Contractor. The U.S. Embassy in BUCHAREST will require the General Services and Works Contractor to make good the damage or pay for the cost of rectification.

2.8 The Contractor shall keep storage area neat and orderly. Remove rags and waste daily. Follow Safety Data Sheets directions to ensure workers and work areas are protected from fire and health hazards resulting from handling, mixing and application of paints used in this SOW.

2.9 After review of the US Government Statement of Work (SOW) and provided technical data by the Contractor, any discrepancies, errors, conflicts etc. that are discovered by the Contractor, those items shall be forwarded to the CO via written correspondence. Submittal of this written correspondence shall be completed, within 7 days upon receipt of the US Government Statement of Work.

2.10 The Contractor shall assure is able to provide the U.S. Embassy sufficient labor, equipment and minor materials to assure that more than one Make Ready task is assigned within the same period of time, i.e. multiple overlapping work assignments.

3.0 SPECIFIC REQUIREMENTS

3.1 The residence’s interior/exterior elements applicable to the Make Ready process are listed in the supplied corresponding Check Lists. Specific details for each of the residence elements, finishings and equipment can be provided on request.

3.2 The Contractor shall perform the running of the included Check Lists (items 1.1.1. and 1.1.2) and if necessary, shall identify the required list of deficiencies per item 1.1. All filled Check Lists, signed by the Contractor shall be submitted for COR approval.

3.3 The Contractor shall take precautions and provide approved protection to electric fixtures and devices including tools, lifting equipment, cameras, intercoms, light fixtures, power receptacles etc. to avoid damage from water or other agents.

3.4 The Contractor shall take precautions and provide approved protection to lifting equipment, doors, glazing, aluminum coping, aluminum panels, aluminum powder coated surfaces or any other surfaces and objects that are not the subject of remedial works. The Contractor shall use waterproof materials such as silicon tape, plastic sheets, and masking tapes for protection of items / surfaces that are not the subject of remedial works. The Contractor shall clean glue, painting marks or any other accidental spots from protected surfaces after completion of remedial works. The Contractor shall use approved materials and methods for cleaning the protected surfaces to avoid damage and discoloration.

3.5 The Contractor shall notify if any item / surface is damaged during the process of cleaning. The Contractor shall replace the item / surface, if required, to maintain the original finishing and function of the item.

3.6 The Contractor shall comply with local Ministry of Labor requirements for indoor/outdoor work.

3.7 The Contractor shall comply with local Ministry of Interior/ Police dept requirements for observing the “quiet hours”.

3.8 The Make Ready Check Lists are included in the Appendix 2

NOTE: All potential tenderers are invited to ask for clarifications and make their own estimates so that the submitted offer is complete and includes all the quantities of services and works necessary to meet the requirements of the contract. The tenderer proposal shall be issued on the unit rates basis for each category of “Check Lists” and building type and category, based on his estimated quantities of services and works and unit rates resulting a fixed price contract proposal.

4.0 SPECIFICATIONS

4.1 The Service Contractor warrants to the U.S. Embassy that all materials, workmanship, and methods used by the Contractor, as a minimum, will:

a. comply with these requirements of the Terms and Conditions of service; and

b. comply with all applicable Romanian & USA Laws and Standards.

4.2 The Contractor shall fulfill the requirements for the verification services specified in “SCOPE of

SERVICES AND WORKS REQUIREMENTS - APPENDIX TWO – CHECK LISTS”.

4.3 The Contractor will be responsible for submitting, dully signed by the Contractor staff, the Check Lists and if identified remedial works needed, the Contractor will submit engineering assessment, remedial works cost estimation and bill of quantities for materials and labor, in both English and Romanian language for COR approval.

4.4 The Contractor will perform only the identified and approved by the COR remedial works and will perform services specified in the Check Lists for the remedial works performed by the landlord.

5.0 CONTRACT ADMINISTRATION

The rates requested in the appendixes must include all costs associated with providing the services, works, including all needed minor maintenance and repairs materials required in 1.1.2 in accordance with the attached scope of services and works, labor, insurance (see FAR 52.228-4 [Workers’ Compensation and War-Hazard Insurance Overseas] and 52.228-5 [Insurance-Work on a Government Installation]), overhead, profit and GST (if applicable).

5.1 This is a FIRM FIXED UNIT RATE PRICE CONTRACT payable entirely in RON (Romanian Leu).

5.2 Prices are for all Contract Services and Works. 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.

5.3 The contract unit prices will not be adjusted due to fluctuations in currency exchange rates.

5.4 The Contractor shall not perform any service or work beyond this Statement of Services and Works unless directed in writing by the Contracting Officer (CO). Any service or work performed by the Contractor beyond this SOW without direction from the CO will be at the Contractor’s own risk and at no cost to the U.S. Embassy of Bucharest.

5.4.1 Contracting Officer (CO)

John K McDonald

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

5.5 The nominated contact at the U.S. Embassy in Bucharest shall act as the Contracting Officer's Representative (COR) for this work. Decision of the COR with respect to SOW will be final.

5.5.1 Contracting Officer’s Representative (COR)

Residential Engineer

5.6 The COR shall submit with the task order/s for a specific residence/residences a schedule for the 3 days period to complete this Make Ready services SoW per each Residence.

5.7 The COR has right to inspect and verify all services called for by the contract, to the extent practicable always and places during the term of the contract. The COR or his designee may perform quality assurance inspections and verifications during performance of services and works to check the services and works are performed according to approved methods.

5.8 The COR has the authority to issue a temporary stop order during the execution of any phase of this SOW for convenience of the U.S. Embassy. During such suspension, the Contractor shall protect, store, and secure such part or all the Works (as the case may be) against any deterioration, loss, or damage. The Contractor shall promptly notify the COR that work has been stopped.

Delays caused by such stoppage of work shall be compensated with extension of the performance period. The Contractor shall resume services or works as soon as practicable after receiving a Notice from the COR to proceed with the suspended work.

5.9 All documentation produced under this contract will become the property of the U.S. Embassy upon completion of this contract.

6.0 U.S. EMBASSY OBLIGATIONS

The U.S. Embassy shall provide the Service Contractor with and make available to the Contractor such reasonable access to the U.S. Embassy residential units, electricity, water, gas and other utilities as are reasonably required for the provision of the services and works.

7.0 CONTRACTOR OBLIGATIONS

7.1 The Contractor shall be responsible for the professional quality, safety, and the coordination and other services furnished under this contract.

7.2 The Contractor shall comply with all the relevant labor Laws applicable to the Contractor’s Personnel, including Laws relating to their employment (including wages and working hours), health, safety, welfare, immigration, and emigration (as applicable), and shall allow them all their legal rights. The Contractor shall require the Contractor’s Personnel to obey all applicable Laws, including those concerning health and safety at work.

7.3 The Contractor shall ensure adequately, appropriately qualified, and experienced supervised persons/employees as required by the Laws of the jurisdiction to carry out the Services and Works. The Contractor shall plan for the engagement of all Contractor’s Personnel, and for their payment, accommodation, feeding, transport, and welfare. The Contractor will identify a Project Coordinator [PC] who will be responsible for the overall management of the works on site and will represent the Contractor during the performance of the contract. The Contractor will also have a Site Manager [site engineer / foreman] to manage the services and/or works, full-time present on site. The Contractor shall provide evidence of qualifications and job history of the Service and Works Contractor’s personnel if required by the U.S. Embassy.

7.4 The Contractor shall provide and execute the services and works in all respects, to the reasonable satisfaction of the U.S. Embassy and in accordance with all reasonable instructions and requirements of the U.S. Embassy mentioned in the contract documents.

7.5 The Contractor shall observe all rules and instructions in force within the residential units (including access to the residential area, any non-smoking policy etc.).

7.6 The Contractor shall verify that all materials, equipment, and systems used within the contract provide operational dependability. The Contractor shall repair any damage/s to the equipment of the U.S. Embassy, or any part thereof caused by any act or omission of the Contractor's staff and equipment or any of his Sub-Contractor. The Contractor shall immediately notify the US Embassy in writing of all matters affecting its responsibility and ensure that any lost or unclaimed property found by the Contractor is passed to the U.S. Embassy at the first practicable opportunity.

7.7 The Contractor shall repair any damage/s to the residential property in which he performs the assigned Make Ready services caused by any act or omission of the Contractor's staff and equipment or any of his Sub-Contractor. The Contractor shall immediately notify the U.S.

Embassy in writing of all matters affecting its responsibility and ensure that any damages if fully repaired and property restored to the initial condition with no financial claims to the U.S.

Embassy.

7.8 The Contractor shall provide all equipment / tools including, as needed to perform the services and works under this contract. The Contractor shall not remove from the Site any items of the Contractor’s Equipment without the consent of the COR.

7.9 Hazard weather Protection (i.e. strong wind, heavy rain, storm etc.) - If warnings of hazard weather be issued, the Contractor must take every practicable precaution to minimize danger to person, works and adjacent property. Precautions shall include, but not be limited to, closing all openings, removing all loose materials, tools and equipment from exposed locations, and other temporary works.

7.10 The Contractor shall remove, if case, neutralize, and dispose on its own expenses under the fixed price of this contract all the debris resulted from his/her own work process

7.11 The Contractor shall keep the work areas clear of hindrances, trip hazards, and unused materials always. The Contractor shall clean work areas every day at the end of program. The Contractor shall pay all royalties, rents, and other payments for the disposal and neutralization of material from demolitions and of other surplus material (whether natural or man-made).

7.12 Landscape Restoration - The surfaces of all unpaved areas disturbed by construction activities must be sodded with an approved grass native to the sodded area as approved by the COR.

These shall include areas which existing pavement is removed, areas where excavation takes place, and areas where existing soil is damaged or compacted by construction activities.

Landscape features and plants damaged by construction activities will be replaced with same species and size.

7.13 Regular working hours at the U.S. Embassy are 8:00 AM to 5:00 PM from Monday through Friday.

However, in order to comply with the assigned period of 3 calendar days including weekends and/or holidays the contractor will be required to work the 3 calendar days accordingly over weekends and holidays.

7.14 The execution period of the services or works will be no longer than 3 calendar days for apartment or Villa unless specifically approved by the COR.

If the Contractor fails to comply with Time for Completion [including all extensions approved by the CO/COR], the Employer shall be entitled to payment of Delay Penalties/ Damages by the Contractor for this default. Delay Penalties/ Damages shall be the amount stated in the Contract Data, which shall be paid for every day which shall elapse between the relevant Scheduled Date for Completion and the relevant Effective Date of Completion of the Services/Works or Section or shall be paid for damages incurred by the delay.

7.15 The Contractor shall be liable to the U.S. Embassy for all damages to caused due to Contractor's negligent performance of any of the services furnished under this contract. The Defect Notification Period shall be 12 months for remedial works and 1 month for the verification services.

The Contractor shall carry out all services/works necessary to remedy the defects or damage specified in a Notice given to the Contractor by (or on behalf of) the Employer within the time specified in the Notice to remedy the Services/Works or Section or Part (as applicable).

If a defect appears (including if the Services/Works fail to pass the Verification/Tests after Completion, if any) or damage occurs during the relevant Defect Notification Period, a Notice shall be given to the Contractor accordingly, by (or on behalf of) the Employer. Promptly thereafter:

i. The Contractor and the Employer’s Personnel shall jointly inspect the defect or damage.

ii. The Contractor shall then prepare and submit a proposal for necessary remedial service/work.

All remedy services/works shall be executed at the risk and cost of the Contractor, if and to the extent that the service/work is attributable to checklist verification, plant, materials, or workmanship not being in accordance with the Contract or improper verification, operation or maintenance which was attributable to matters for which the Contractor is responsible.

The Employer shall be entitled to an extension of the DNP for the Services/Works, or a Section or a Part of it if and to the extent that the Services/Works, Section, Part or a major item of Object (as the case may be, and after taking over) cannot be used for the intended purpose(s) by reason of a defect or damage which is attributable to any of the matters for which the Contractor is responsible.

7.16 Sub-Contractor: The awarded Contractor shall not assign this contract or any part of it without the written permission of the U.S. Embassy Residential Engineer. No assignment of the contract shall relieve the Contractor from any obligation under the contract or impose any liability upon the Embassy or the Contracting Officer.

7.16.1 Any cost associated with services subcontracted by the Contractor shall be borne by and be the complete responsibility of the Contractor under the fixed price of this contract.

7.17 Performance of the Contractor’s obligations under the Contract shall not be considered to have been completed until the COR has signed the Performance Certificate to the Contractor, stating the date on which the Contractor fulfilled the Contractor’s obligations under the Contract. The COR shall sign the Performance Certificate to the Contractor as soon thereafter as the Contractor has:

7.17.1 Supplied all the Contractor’s Documents; and

7.17.2 Supplied all the included Check List signed for each item (see Item 1.1.1)

7.17.3 Supplied the lists included in the Item 1.1.3. of the defective equipment, parts, installation that requires materials replacement and major repairs, other than the minor completed under 1.1.2

Only the Performance Certificate signed by COR shall be deemed to constitute acceptance of the Services/Works. After the issue of the Performance Certificate, each Party shall remain liable for the fulfilment of any obligation which remains unperformed at that time [to be mentioned in the Annex of Performance Certificate]. For the purposes of determining the nature and extent of unperformed obligations, the Contract shall be deemed to remain in force.

7.18 Promptly after the issue of the Performance Certificate, the Contractor shall:

7.18.1 Remove any remaining Contractor’s Equipment, surplus material, wreckage, rubbish, and Temporary Works from the Site.

7.18.2 Reinstate all parts of the Site which were affected by the Contractor’s activities during the execution of the Works and are not occupied by the Permanent Works; and

7.18.3 Leave the Site and the Works in a clean and safe condition.

8.0 SAFETY HEALTH AND ENVIROMENTAL MANAGEMENT (SHEM)

8.1 The Services and Works Contractor shall take all reasonable and appropriate safety measures to prevent death or injury to any person or damage to any property of either the U.S. Embassy or the lessee, in particular all equipment used by the Services and Works Contractor shall be used in such a manner and maintained to minimize the risk of accident, death, injury, loss, or damage resulting from the use of such equipment. In addition to relevant statutory requirements, standards and other provisions of this Contract, the Services and Works Contractor shall fulfill the following requirements:

8.1.1 Prepare and submit a Safety Management Plan for COR approval prior to starting performance under this contract. Training program(s) shall be presented and must satisfy the U.S. Embassy Bucharest during the submittal process.

8.1.2 The Works Contractor’s personnel shall be knowledgeable with and adhere to all relevant occupational health and safety legislation and Safety Data Sheets.

8.1.3 Ensure that the Works Contractor’s and its Sub-Contractor personnel comply with all safety procedures and requirements which apply to the U.S. Embassy Compound and/or residences.

The COR may request for additional safety procedures if deemed necessary and the Contractor must comply with these.

8.1.4 Ensure the Services and Works Contractor’s personnel are certified as having completed occupational health and safety training and have been issued all the necessary Personal Protection Equipment (PPE) required for safe implementation of this contract, including, but not limited to, coveralls, safety shoes, gloves, body harness, safety ropes etc. needed for safe performance of works.

Upon the request of the COR, the Contractor shall remove any person employed by him who, in the opinion of the COR, is incompetent or has conducted himself improperly. The Contractor shall not permit a person who has been removed to return to the work site.

8.1.5 Use approved and/or certified tools for work, measurements, verification etc.

8.1.6 All electrical equipment and associated materials for the Services and Works Contract comply with the requirements of all Relevant Authorities and have been tested and tagged by a competent person at least once every 2 years.

8.1.7 Follow both Romanian legislation and all US NFPA rules and guidelines against fire, production of smoke or the venting of any noxious substances.

8.1.8 Ensure that the Service and Works 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/or Works and provide reasonable proof of such to the US Embassy Bucharest on request. Provide training to workmen in handling and application of various types of materials. Follow directions provided in manufacturer’s Safety Data Sheet for each type of material. Maintain a copy of easily accessible Safety Data Sheet for all materials at work site.

The Contractor shall promptly report all accidents, minor or major, to the COR.

8.1.9 Delivery, storage, and handling:

a. Deliver materials to the job site in the manufacturer's original, new, unopened packages and containers bearing manufacturer's name and label and the following information:

1. Name or title of material

2. Manufacturer's name, stock number and date of manufacture

3. Color name and number [RAL] and contents by volume, for major pigment and vehicle constituents, if case

4. Thinning instructions

5. Handling instructions and precautions

6. Application instructions

b. Store materials not in immediate use in tightly covered containers at a minimum ambient temperature of 7°C in a well-ventilated area. Maintain used containers in storage of coatings in a clean condition, free of foreign materials and residue.

9.0 MOBILIZATION

9.1 Check the existing site conditions, utilities and permits to prepare the service performance or work plan. Submit to the COR for approval the Program of Execution of Services/Works and a Program of Stages of the Contract Objects. Include the Technical Worksheet in the work plan for each object of the contract if case.

The Contractor shall proceed in accordance with the approved Schedule, subject to the Contractor’s other obligations under the Contract. The Employer’s Personnel shall be entitled to rely on the Schedule when planning their activities.

Nothing in any program, the Performance Schedule or any supporting report shall be taken as, or relieve the Contractor of any obligation to give, a Notice under the Contract.

If, at any time, the CO / COR gives a Notice to the Contractor that the Schedule fails (to the extent stated) to comply with the Contract or ceases to reflect actual progress or is otherwise inconsistent with the Contractor’s obligations, the Contractor shall within 2 days after receiving this Notice submit a revised performance schedule to complete the Services/Works or a Section (if any) within the relevant Time for Completion.

9.2 Provide submittals for all proposed bills of materials for COR approval prior to procurement.

9.3 The Contractor shall mobilize materials, tools, equipment etc. and store at designated staging area after consultation with the COR.

10.0 SECURITY REQUIREMENTS - ACCESS TO GOVERNMENT BUILDINGS AND

RESIDENCES AND STANDARDS OF CONDUCT

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

Contractor employees shall have access to the systems dedicated rooms with or without security escorts, only with specific permission by the Residential Engineer, Contracting Officer, or the

COR.

10.2 Personnel security:

The U.S. Embassy reserves the right to deny access to U.S owned/rent and U.S.- operated facilities to any individual. The Contractor shall provide the names, biographic data, and police clearance on all proposed Contractor personnel to be used on this contract prior to their involvement into this contract.

10.3 The Contractor shall coordinate material and equipment deliveries with the COR for access approval. The Contractor shall provide, if required, vehicle and delivery personnel information at least 48 hours in advance of delivery.

10.4 All the ladders or scaffolds erected near the buildings for the performance of the requested services/works shall be laid down, moved away, or dismantled after completion in such a way that they will be not provide any kind of accidents or foothold that will facilitate for a person to climb over any building, perimeter wall or a screen wall.

10.5 Standards of Conduct:

10.5.1 General:

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

10.5.2 Uniforms and Personal Equipment:

The Contractor's employees shall wear clean, neat, and complete uniforms when on duty. The Contractor shall provide, to each employee and supervisor, uniforms, and personal equipment.

The Contractor shall be responsible for the cost of purchasing, cleaning, pressing, and repair of the uniforms.

10.5.3 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.

10.5.4 Intoxicants and Narcotics:

The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances which produce similar effects.

11.0 QUALITY CONTROL REQUIREMENTS

11.1 The Contractor needs to attach to quotation Company’s registration and taxpayer documents as well as a portfolio of clients with similar works in the past.

The Works Contractor must allow the U.S. Embassy access to the quality control system as well as the relevant quality systems of its subcontractors to enable monitoring and quality auditing of the contract specific construction works.

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

If, because of an examination, inspection, measurement or testing, any service, materials, or workmanship is found to be uncomplete, defective or otherwise not in accordance with the Contract, the COR shall give a Notice to the Contractor describing the item of services or materials or workmanship that has been found to be defective. The Contractor shall then promptly prepare and submit a proposal for necessary remedial work. If the rejection causes the Employer to incur additional costs, the Employer shall be entitled to payment of these costs by the Contractor.

In addition to any previous examination, inspection, measurement, or testing, at any time before the issue of the Taking-Over Certificate for the Works, the COR may instruct the Contractor to:

11.1.1 Redo, repair, or remedy (if necessary, off the Site), or remove from the Site and replace any plant or materials which are not in accordance with the Contract.

11.1.2 Redo, repair, or remedy, or remove and re-execute, any other service/work which is not in accordance with the Contract; and

11.1.3 Carry out any remedial work which is urgently required for the safety of the Works, whether because of an accident, unforeseeable event or otherwise.

The Contractor shall comply with the instruction as soon as practicable and not later than the time (if any) specified in the instruction, or immediately if urgency is specified under sub-paragraph (11.1.3) above.

The Contractor shall bear the cost of all necessary re-verification services or remedial work unless any service/work under sub-clause (11.1.3) above is attributable to any act of the Employer or the Employer's personnel or Landlord personnel or an exceptional event.

11.2 Performance Monitoring and Reporting:

11.2.1 The Works Contractor shall provide a quality control plan for the COR approval. The plan shall describe work instructions, inspection procedures and corrective action procedures to be employed by the Contractor.

11.2.2 The Works Contractor shall monitor its own performance against the criteria and benchmarks identified in this document and shall provide reports when required by the U.S. Embassy.

11.2.3 The giving of any approval, direction, instruction or information by the U.S. Embassy Representatives and compliance with the same by the Works Contractor will not relieve or reduce the Works Contractor’s sole responsibility for the performance of the Works in accordance with this Contract.

12.0 PAYMENTS

12.1 The Contractor shall pay all taxes, duties and fees…