RFQ 19TX1026Q0006 - Fuel Management System Services.pdf

To All Prospective Offerors:

SUBJECT: RFQ No. 19TX1026Q0006 - Fuel Management System Maintenance Services

Enclosed is a Request for Quotations (RFQ) for Fuel Management System Maintenance Services. 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 Standard Form 1449 that follows this letter.

The U.S. Government intends to award a contract to the responsible company submitting the technically acceptable offer at the lowest price. The contract will be a firm fixed price with no adjustment for any escalation in costs or prices. We intend to award a contract 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.

Your quotation must be submitted on or before 17:00 Ashgabat time on July 28, 2026, in a sealed envelope marked "Quotation 19TX1026Q0006 Enclosed" to:

Attention: Contracting Officer U.S. Embassy Ashgabat, Turkmenistan New Embassy Compound (NEC), 28 Archabil Street

Ashgabat, 744000 Turkmenistan OR (PREFERABLE) send to Ashgabatsolicitations@state.gov

No quotations will be accepted after this time. Quotes must be in English and incomplete proposals will not be accepted.

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

1. SF-1449

2. Section I, Pricing

3. Section 5 Representations and Certifications

4. Additional information as required in Section 3

5. Proof of SAM Registration

Offerors must be registered in SAM at the time of award in accordance with FAR 52.204-7. Failure to maintain active registration may render the offeror ineligible for award. Therefore, offerors are highly encouraged to be registered in SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102.

Notice:

“System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations, including 52.223-22, Public Disclosure of Greenhouse Gas Emissions and Reduction Goals—Representation, and paragraph

(t) of 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services.

Agencies will not consider or use these representations. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.”

SOLICITATION

NOTICE

U.S. EMBASSY IN TURKMENISTAN

https://www.sam.gov/

“System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222-25, Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.”

Direct any questions regarding this request for quotations by mail to Ashgabatsolicitations@state.gov

Sincerely, Joseph R. Williams Contracting Officer U.S. Embassy Ashgabat, Turkmenistan

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL

ITEMS

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

1. REQUISITION NUMBER

PR16000267

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE:

4. ORDER NUMBER

5. SOLICITATION NUMBER

19TX1026Q0006

6. SOLICITATION ISSUE

DATE

July 14, 2026

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME Ashgabat Procurement Department

b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/LOCAL

July 28, 2026/17:00

9. ISSUED BY

CODE

19TX10 10. THIS ACQUISITION

IS

UNRESTRICTED

OR

SET ASIDE:____ %

FOR:

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

U.S. Embassy Ashgabat, Turkmenistan 9, 1984 Street (Pushkin St) Ashgabat, 744000 Turkmenistan

HUBZONE SMALL

BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB

DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

None

13a. THIS CONTRACT IS A

RATED ORDER

UNDER

DPAS (15 CFR 700)

13b. RATING None

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO

CODE 16. ADMINISTERED BY CODE

U.S. Embassy Ashgabat, Turkmenistan 9, 1984 Street (Pushkin St)

See block 9

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY

U.S. Embassy Ashgabat, Turkmenistan (Attn. FMO) 9, 1984 Street (Pushkin St)

CODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH

ADDRESS IN

OFFER

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

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Fuel Oil System Preventive Maintenance Services per the attached SOW, solicitation terms and conditions (including DBA insurance).

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

25. ACCOUNTING AND APPROPRIATION DATA

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

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

ATTACHED. ADDENDA

ARE ARE NOT

ATTACHED

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

ADDENDA

ARE ARE NOT

ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

___1_ COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH

AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE

AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND

CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _________________ OFFER DATED

____________. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

HEREIN, IS ACCEPTED AS TO ITEMS:

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

CONTRACTING OFFICER)

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

30c. DATE SIGNED

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

Joseph R. Williams

31c. DATE SIGNED

July 14, 2026 https://ilmsariba.state.sbu/Buyer/Main/aw?awh=r&awssk=xbGn&dard=1

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

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

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

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

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

Ashgabatsolicitations@state.gov

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

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

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

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212 Computer Generated

TABLE OF CONTENTS

Section 1 - The Schedule

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number 19TX1026Q0006 Prices, Block 23

• Continuation To SF-1449, RFQ Number 19TX1026Q0006. Schedule of Supplies/Services, Block 20 Description/Specifications/Work Statement

• Exhibit A - List of Tasks to be Performed (Statement of Work) and Equipment List

Section 2 - Contract Clauses

• Contract Clauses

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

Section 3 - Solicitation Provisions

• Solicitation Provisions

• Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in Part 12

Section 4 - Evaluation Factors

• Evaluation Factors

• Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in Part 12

Section 5 - Representations and Certifications

• Offeror Representations and Certifications

• Addendum To Solicitation Provisions Far and DOSAR Provisions Not Prescribed in Part 12

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

PRICES, BLOCK 23

1. DESCRIPTION

The U.S. Embassy in Ashgabat (Government) requires preventive maintenance services for the Fuel

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

1.1. Type of Contract

This is a firm fixed price contract order payable entirely in U.S. dollars. 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.

1.2. Period of Performance

The contract will be for a period of one-year, with a maximum of four one-year optional periods of performance and will be expected to commence no later than September 1, 2026.

2.0 PRICING

The rates below include all costs associated with providing preventive maintenance services in accordance with the attached scope of work, and the manufacturer’s warranty including materials, labor, insurance (see FAR 52.228-3 and 52.228-5), overhead, profit and GST (if applicable).

VALUE ADDED TAX. Value Added Tax (VAT) is not applicable to this contract and shall not be included in the CLIN rates or Invoices because the U.S. Embassy has a tax exemption certificate.

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

CLIN

Description

Type of services

No. of service

Unit price / service ($)

Total per year ($)

001 Fuel Storage Tanks Annual 1

002 Fuel Pump Controls Annual 1

003 Fuel Dispensing System Annual 1

004 Fuel Management System Annual 1

2.2 Option Year 1. The Contractor shall provide the services shown below for Option Year 1 of the contract and

2.3 Option Year 2. The Contractor shall provide the services shown below for Option Year 2 of the contract and

005 Fuel Polishing System Annual 1

Total Base Year (including DBA

CLIN Description

No. of service

Unit price / service

Total per year

001 Fuel Storage Tanks Annual 1

002 Fuel Pump Controls Annual 1

003 Fuel Dispensing System Annual 1

004 Fuel Management System Annual 1

005 Fuel Polishing System Annual 1

Total Option Year 1 (including DBA

No. of service

Unit price / service

Total per year ($)

001 Fuel Storage Tanks Annual 1

002 Fuel Pump Controls Annual 1

003 Fuel Dispensing System Annual 1

004 Fuel Management System Annual 1

005 Fuel Polishing System Annual 1

2.4 Option Year 3. The Contractor shall provide the services shown below for Option Year 3 of the contract, and continuing for a period of 12 months

2.5 Option Year 4. The Contractor shall provide the services shown below for Option Year 4 of the contract, and continuing for a period of 12 months

2.6 Total for all years: Base Year $ ________ _

(including DBA insurance). Option Year 1 $__________ Option Year 2 $__________ Option Year 3 $__________ Option Year 4 $__________

TOTAL $__________

Total Option Year 2 (including DBA

No. of service

Unit price / service ($)

Total per year ($)

001 Fuel Storage Tanks Annual 1

002 Fuel Pump Controls Annual 1

003 Fuel Dispensing System Annual 1

004 Fuel Management System Annual 1

005 Fuel Polishing System Annual 1

Total Option Year 3 (including DBA

No. of service

Unit price / service ($)

Total per year ($)

001 Fuel Storage Tanks Annual 1

002 Fuel Pump Controls Annual 1

003 Fuel Dispensing System Annual 1

004 Fuel Management System Annual 1

005 Fuel Polishing System Annual 1

Total Option Year 4 (including DBA

2.7 Repair option. Repairs are NOT included under this agreement (see 7.1.3) and are to be done outside this contract. However, we would like to have current labor rates in the event that there is an issue discovered during the preventive maintenance of the specified equipment. Please provide your current labor rates in the Repair Option fields below. 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 approval.

Repair Labor Rates Base Year $_________ /hr Option Year 1 $__________/hr Option Year 2 $__________/hr Option Year 3 $__________/hr Option Year 4 $__________/hr

2.8 Emergency Service Option. Emergency Service is NOT included under this agreement and will be billed outside the contract. However, we would like to have the rates in the event of an emergency.

Emergency Service, with a four-hour response time, must be available 24-hours per day, 365 days a year. Submit cost for Emergency Services below. Please indicate how the emergency service will be billed (hourly, trip charge, etc).

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

3.0 NOTICE TO PROCEED

After Contract/Purchase order 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 order award unless the Contractor agrees to an earlier date) on which performance shall start.

4. EQUIPMENT AND PERFORMANCE REQUIREMENTS

4.1 The United States Embassy in Ashgabat requires the Contractor to maintain the following systems in a safe, reliable and efficient operating condition. Please see equipment list included in Exhibit A for a more detailed description.

1) Fuel Storage Tank, Fuel Pump Controls, Fuel Dispensing System, Fuel Management System, Fuel Polishing

System

4.2. 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:

• The services of trained and qualified technicians to inspect, adjust, and perform scheduled preventive maintenance; and provide consumable materials.

4.3. Performance Standards

All work in this agreement shall be completed in a professional and timely manner. Those working on the equipment should be certified and the quality of work should reflect that. The Contractor shall schedule all preventive maintenance work with the Contracting Officer’s Representative (COR) to avoid disrupting the business operation of the Embassy.

5.0 HOURS OF PERFORMANCE

5.1. 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 9 am and 6.00 pm Monday through Friday. No work shall be performed on US Government and local holidays. See FAR 652.237-72.

The following are legal U.S. and Turkmenistan Holidays to be observed by the Mission in 2026.

Thursday, January 1 New Year’s Day Monday, January 19 Martin Luther King, Jr.

Monday, February 16 Presidents’ Day Monday, March 9 Women’s Day Friday, March 20 Oraza Bayramy Monday, March 23 Nowruz Bayramy (Spring Festival) Monday, May 18 Constitution Day/ National Flag Day Monday, May 25 Memorial Day Wednesday, May 27 Kurban Bayramy Thursday, May 28 Kurban Bayramy Friday, May 29 Kurban Bayramy Friday, June 19 Juneteenth Friday, July 3 U.S. Independence Day Monday, September 7 Labor Day Monday, September 28 Turkmenistan Independence Day Tuesday, October 6 Remembrance Day Monday, October 12 Columbus Day Wednesday, November 11 Veterans Day Thursday, November 26 Thanksgiving Day Friday, December 11 Day of Neutrality Friday, December 25 Christmas Day

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 U.S. Embassy Ashgabat. 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 shall 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 COR at least one (1) week prior to the visit.

6.2.2 Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall always display identity card(s) on the uniform 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. Security clearances are not a requirement for performance on this contract, as there will be no access to classified information or areas.

6.3. The Contractor must comply with all of the following requirements relating to the protection of U.S. Embassy Ashgabat in Turkmenistan Diplomatic 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.

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 Ashgabat, Turkmenistan and diplomatic personnel. This information should not be shared with anyone not employed by or falling under the protection of the Embassy.

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 US 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.

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 Contracting Officer (CO) and Contracting Officer’s Representative (COR).

Photographs of any diplomatic overseas building or facility must be authorized in advance by the COR and Regional Security Officer (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. Embassy Ashgabat, Turkmenistan 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.

Transmission of any information marked Sensitive But Unclassified (SBU) or contract/personnel sensitive information, via the Internet, is prohibited. SBU information can be transmitted via ProjNet, Kahua, mail, FedEx (or other commercial carrier) or fax, or handcarried by authorized contractor personnel.

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.

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, to include 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. The Contract shall include the substance of this provision in all subcontracts hereunder.

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 Uniforms and Personal Equipment. The Contractor's employees shall wear clean, neat and complete uniforms when on duty. All employees shall wear uniforms approved by the Contracting Officer's Representative (COR). 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.

6.4.3 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.

6.4.4 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.

6.4.5 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.

6.4.6 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.

6.4.7 Key Control. The Contractor will not be issued any keys. The keys will be checked out by a COR designated escort on the day of service requirements.

6.4.8 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.

7.0 SCHEDULED PREVENTIVE MAINTENANCE

7.1. General

7.1.1. The Contractor shall perform preventive maintenance as outlined in Exhibit A - STATEMENT OF WORK.

The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration when units are activated/running. Contract maintenance of the Fuel Underground Tanks and Distribution System including Controls must assure continuous, safe, and satisfactory operation of all the elements, their parts, and components.

7.1.2. The Contractor shall inventory manufacturer recommended parts in facility store and advise on which critical spares need to be stocked.

7.1.3. Exclusion. This contract does NOT include the direct supply of spare parts or replacement of hardware by the Contractor, including but not limited to bearings, pistons, piston rings, crankshafts, and gears. When such parts are required, the Government may furnish the spare parts for installation by the Contractor. The Contractor may perform removal and replacement of hardware items using Government-furnished parts when authorized by the Government. Any replacement work beyond the scope of routine maintenance shall be accomplished under a separate purchase order, as applicable. This exclusion does not apply to repairs or replacements required to correct damage caused by Contractor negligence.

7.1.4. Replacement/repair of any electronic or electrical parts must 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.

7.2 Checklist Approval

The Contractor shall submit to the COR a schedule and description of preventive maintenance tasks which the Contractor plans to provide. The Contractor shall prepare this schedule and task description in a checklist format for the COR’s approval. Submission of information shall be made within 30 days of award of contract.

7.2.1 The Contractor shall provide trained technicians to perform the service at frequencies stated in Exhibit A and on the equipment called out in this SOW. The Contractor 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 the 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 the necessary materials and supplies to maintain, service, inspect and test all the systems to be maintained.

8.1 Contractor furnished materials include but are not limited to appropriate tools, testing equipment, safety shoes and apparel for technicians, hands, hearing, and eye protection, SDS, cleaning material and oil spill containment kit.

Expendable/consumable items (e.g. hoses, belts, oil, chemicals, coolant, filters (Air, Fuel, Oil), bolts, grease, sealant, thermostat, fuse), shall be maintained in the onsite inventory. See 7.1.2.

8.2 Test and inspection field report: The contractor shall provide one copy of a typed summary report within 30 days of site work completion. The report must be written in the English language. At a minimum the report must include:

• Provide a narrative summary site report to include all findings, repairs or corrective measures, completed inspection/testing checklists.

• Provide a detailed report noting any noted discrepancy, include photos of the problem and a narrative summary of the corrective action required. The repair action will be contracted separately.

• Provide a Bill of Materials (BOM) as necessary for any required repair parts for future corrective action or repair. The BOM must note component name, part #, vendor or source, approximate lead time, suggested retail price.

• Provide a separate Bill of Materials (BOM) as necessary for any recommended spare parts for system. This can include applicable electrical safety PPE that post does not have onsite.

• Detail report covering all aspects of equipment upgrading, system modification, new part installation in all locations.

• Provide a “marked-up” as-build drawing as necessary to indicate any modifications or differences found during inspection.

• In the final report list any Locally Employed Staff that assisted in this planned maintenance action. This is not a training requirement, but rather to document the personnel involved in the work.

9. DELIVERABLES

The Contractor shall provide test and inspection field report in English (whenever possible) no later than thirty

(30) days after the service visit. Invoices shall not be reviewed or processed until the test and inspection field report has been received.

The following items shall be delivered under this contract:

Description QTY Delivery Date Deliver to Names, biographic data, police clearance on Contractor personnel (#6.2)

1 30 days after contract award COR

Certificate of Insurance (#10.2) 1 30 days after contract award CO, COR Checklist schedule and description of preventive maintenance tasks (7.2)

1 30 days after contract award COR

Checklist signed by Contractor’s employee (#7.2.1)

1 NLT 48 hours after completion of each maintenance service

COR

Test and inspection field report by Contractor’s employee (8.3)

1 Within 30 days after completion of each maintenance service

COR

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

CO, COR

10.0 INSURANCE REQUIREMENTS

10.1 Personal Injury, Property Loss, or Damage (Liability). The Contractor assumes absolute responsibility and liability for 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.

10.2 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 Bodily Injury $300,000.00 per occurrence, $500,000.00 Cumulative Property Damage $150,000.00 per occurrence, $300,000.00 Cumulative

Workers’ Compensation and Employer’s Liability determined by the US state in which the company is head quartered

10.3 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”).

11. 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.

12.0 QUALITY ASSURANCE PLAN (QAP)

12.1 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 SOW Para Performance Threshold Services.

Performs all services set forth in the Statement of Work (SOW)

1 thru 14 & Exhibit A

All required services are performed and no more than one

(1) customer complaint is received per month

12.2 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.

12.3 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), if any of the services exceed the standard.

12.4. Procedures.

12.4.1 If any Government personnel observe unacceptable services, either incomplete work or required services not being performed, they will immediately contact the COR.

12.4.2 The COR will complete appropriate documentation to record the complaint.

12.4.3 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.

12.4.4 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.

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

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

12.4.7 The COR will consider complaints as resolved unless notified otherwise by the complainant.

12.4.8. 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.

13. TRANSITIONS/CONTACTS

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.

13.1 On site contact. The COR is the designated contact personnel between the US Embassy and the Contractor.

All questions concerning coordination of service activities while at post shall be directed with weekly reporting to the COR.

13.2 Fuel system service contractor minimum requirements. The Contractor shall have:

• Have proof of minimum of 3 years’ experience in fuel oil system installation & maintenance, especially for state or federal facilities.

• Trained & certified on Bennett pumps and fuel master systems by Syntech systems.

• Trained and certified on Pneumercator liquid level control systems.

14. 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 break down 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. Invoices shall be sent to AshgabatPROCUREMENT@state.gov, Contracting Officer and COR at the Embassy.

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. All invoices should be VAT exempted.

The following information must be printed on the invoice to be considered as a proper invoice:

a. Purchase Order/Contract Number.

b. Description, quantity and total.

c. Bank Information; Bank Name, Branch name, Account no., IBAN number.

US Government has 7 calendar days to review an invoice and either return it to the Contractor as improper or process the invoice for payment. Invoices shall be sent to the Ashgabatprocurement@state.gov, Contracting Officer and COR at the Embassy.

mailto:AshgabatPROCUREMENT@state.gov

CONTINUATION TO SF-1449,

RFQ NUMBER 19TX1026Q0006

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK STATEMENT

Exhibit A - STATEMENT OF WORK

I. GENERAL INFORMATION:

The United States Embassy Ashgabat requires preventive maintenance services for their fuel systems. These services shall result in all systems being serviced under this agreement being in good, operational condition when activated.

II. PROJECT REQUIREMENTS:

DESCRIPTION OF EQUIPMENT *:

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

1. Fuel Storage Tank, Fuel Pump Controls, Fuel Dispensing System, Fuel Management System, Fuel Polishing System

III. GENERAL REQUIREMENTS:

The Contractor under this SOW will be responsible for labor, tools, and materials required to carry out all preventive maintenance as outlined in this SOW. Embassy staff has service manuals for the Fuel System on site. The Contractor shall confirm on-site manuals are complete and current and provide the Contracting Officer’s Representative (COR) a listing of any missing or out of date manuals. The technician shall sign off on every task specified in the Statement of Work and will provide a typewritten copy of their report to the COR or the COR's designate within five business days of each maintenance visit.

IV. SCOPE OF WORK - FUEL SYSTEM PREVENTIVE MAINTENANCE

Contractor shall provide all materials, supervision, labor, tools and equipment to perform preventive maintenance.

All personnel working in the vicinity shall wear and /or use safety protection while all work is performed. Any questions or injuries shall be brought to the attention of the Post Occupation Safety and Health Officer (POSHO) and COR. Material Safety Data Sheets (MSDS) shall be provided by the Contractor for all HAZMAT materials.

Copies will be provided to the COR for approval.

After the completion of the visit the contractor must provide the following:

1. Report indicating the deficiencies in the existing fuel distribution system

2. Recommendations to repair/upgrade the existing fuel distribution system

3. Detailed price quote for labor and material to ensure the fuel distribution system is functioning properly.

The following services must be performed using all necessary technical and safety precautions:

Fuel Distribution System

Underground Fuel Storage Tanks (USTs) and Day tanks

Annual:

• Inspect all piping runs for damage and leakage including, fill line from remote fill point on UST and supply/return lines between day tanks and UST.

• Ensure UST manholes and sumps are properly vented and sumps are clear of water, fuel, and debris.

• Inspect manhole gaskets.

• Inspect brine levels for USTs with interstitial fluid.

• Ensure day tanks are properly vented and emergency vented.

• Ensure fill rate of day tanks to be below the level of the return pump, adjust if needed.

• Ensure manual valves and bypass valves are in the proper position and locked out where necessary.

• Clean or replace all strainers and filters.

• Inspect and test all specialty actuator and motorized valves

• Check floats and leveling devices in tank. Check float adjustment with depth level indicators.

• Clean breather vents, conservation vents, and flame arrestors where appropriate.

• Check for signs of tank leakage.

• Verify all locking devices in place.

• Validate operation of automatic controls including leak and level detection.

• Record Results

Fuel Pumps Control

Annual:

• Visually inspect controller

• Inspect electrical wiring for damage.

• Verify pump is pumping at capacity by measuring the time required to transfer a specific volume of fuel.

• Measure and record voltage at the pump and actual current draw and compare to nameplate readings.

• Check and tighten electrical connections as necessary

• Test all fuses

• Record results

Fuel Dispensing

• Control panel(s) or Control Boxes

a. Visually inspect controller

b. Check and tighten electrical connections as necessary

c. Test all fuses

d. Test all lights, LEDs, and alarm horns

e. Observe condition of contactor contacts as all pumps are turned off/on. Note: contactor to be replaced if severe arcing or chattering is observed.

f. Perform sequence testing as per original start-up documentation.

• Field Devices. Inspect and perform operational test on the following:

a. Supply Pumps

i. Leakage

1. Observe for leakage from external pressure seals, special attention to functional element and leak detector port (if applicable)

2. Is packer seal manifold seal tight to keep water from inside of the tank?

3. Check tightness of Functional or Pressurestat element screws.

4. Check integrity of all fittings attached to Fuel Oil Pump (FOP). Any kinked, missing, corroded, or damaged fittings or tubing should be noted

ii. Conduit

1. Is conduit corroded or broken?

2. Confirm that ground paths are installed and functional

iii. Yoke

1. Verify Yoke screw is tight and the threads are not stripped.

2. Observe O-ring sealing surfaces under yoke are in good, non-corroded condition.

iv. Electrical

1. Check ground wire to neutral for resistance

2. Check the amp draw of the FOP while it is running at shut-of pressure and ensure it is within published norms.

3. Check incoming voltage to the pump. High or low voltages can be detrimental to pump life.

b. Shear Valve:

i. Manually trip the lever arm and attempt to dispense fuel. No product should be dispensed once the shear valve is tripped.

ii. Verify the valve is rigidly secured with a hold-down anchor, preventing it from turning or moving when under pressure.

iii. Test the valve's integrity under operating pressure from the submersible pump to ensure no fuel leakage exists.

c. Dispenser:

i. Dispenser components inside cabinet clean and dry; sump dry

ii. Emergency shutoff valve properly anchored, positioned and tested

iii. Filter(s) within owner’s expected service life

iv. Dispenser door panels and licks operate easily.

v. Nozzle flow rate within tolerances

vi. Nozzle automatic shutoff working properly

vii. Nozzle no-pressure/no-flow feature working properly

viii. Electrical conduit, junction boxes, and wiring in good condition hanging hardware continuity tested and passed.

ix. Dispenser properly grounded

x. Emergency stop switch(es) tested and working properly

xi. Nozzle spout tight, round, no cracks, no excessive wear

xii. Automatic shutoff hole open and in good condition

xiii. Nozzle hold-open latch straight, moves freely, return spring operates properly

xiv. Nozzle body and scuff guard clean, in good condition, warnings easily read.

xv. Nozzle/hose connection clean and dry

xvi. Swivel fitting clean, dry, and moves easily

xvii. Hose in good condition, no cuts, cracks, bulges, blisters, flat spots, kinks or worn spots

xviii. Dispenser/hose connection clean and dry

xix. Breakaway is clean and dry

xx. Whip hose in good condition, no cuts, cracks or blisters.

xxi. Fittings at end of whip hose clean and dry

xxii. Calibrate and verify dispenser pulse rate per liter with volume of calibration vessel

• Emergency shutoff valve properly anchored, positioned and tested

• Fire extinguisher has proper pressure and is in good condition

• Emergency stop switch(es) tested and working properly

• Automatic shutoff hole open and in good condition

• Island or pavement around the dispenser shows no sign of recent spills or leaks

• Record results

Fuel Management System Panel Control

• Before inspection, verify that system configuration has not been damaged or corrupted from the settings that were programmed at start-up.

• Test all lights, LEDs, and alarm horns.

• Investigate and clear all alarms.

• Test all sensors. Test discriminating sensors with both water and fuel. Clean all sensors

• Pull probes and inspect for damage

• Clean probe shaft

• Test and recalibrate probes as necessary in comparison with manual gauging on the tank with the tank calibration chart.

• Check that Fuel Pump Controller levels match those of the Leak and Level Monitoring System

• Test remote alarm panels at remote fill

• Ensure proper operation of remote displays

• Test operation of all inputs and outputs

• Record all results

Fuel Oil Polishing System

• Check main locking latch, door, and hinge for proper operation. Lubricate as needed.

• Check cabinet mounting hardware at feet and wall-mounting flange. Tighten, as necessary.

• Check pump/motor hardware for tightness.

• Check pump/motor coupler for proper alignment and spacing.

• Check all electrical terminals in the customer interface panel for tightness.

• Check plumbing joints for leak. Tighten fittings and joints as necessary.

• Inspect fuel purifier and any optional filters.

• Purge the fuel purifier.

• Check the water level in the purifier and drain the purifier if necessary.

• Re-energize the unit and check all alarms for proper operation with the pump running.

• Record all results

Attachment #1 - Equipment List:

1. Fuel Management System (1pc.)

Manufacturer: PNEUMERCATOR Model: TMS 4000

2. Fuel Pump Control (1pc.)

Manufacturer: PHILLIPS FUEL SYSTEMS Model: PC-6

3. Remote Tank Display (3pcs.)

Manufacturer: PNEUMERCATOR Model: ETD1000

4. Remote Alarm Annunciator (4pcs.)

Manufacturer: PNEUMERCATOR Model: RA400

5. Fuel Tank Remote Fill Ports - Diesel (3pc.) and Gasoline (1pc.)

Manufacturer: FAIRFIELD IND Model: RFP24-DOS-4

6. Underground Storage Tank (UST) FOT-1 - 20’000GAL - Diesel Manufacturer: CONTAINMENT SOLUTIONS INC Model: DWT-6 TYPE II (10')-20000 Submersible Turbine Pump: Franklin Fueling Systems STP150B-VL2-17 (4 pcs.)

7. Underground Storage Tank (UST) FOT-2 - 15’000GAL - Diesel Manufacturer: CONTAINMENT SOLUTIONS INC Model: DWT-6 TYPE II (10')-15000 Submersible Turbine Pump: Franklin Fueling Systems STP150B-VL2-17 (2 pcs.)

8. Underground Storage Tank (UST) FOT-3 - 15’000GAL - Diesel Manufacturer: CONTAINMENT SOLUTIONS INC Model: DWT-6 TYPE II (10')-15000 Submersible Turbine Pump: Franklin Fueling Systems STP150B-VL2-17 (2 pcs.)

9. Underground Storage Tank (UST) FOT-4 - 6’000GAL - Gasoline Manufacturer: CONTAINMENT SOLUTIONS INC Model: DWT-6 TYPE II (8')-6000 Submersible Turbine Pump: Franklin Fueling Systems STP150B-VL2-17 (2 pcs.)

10. Fuel Dispenser - Diesel (1pc) and Gasoline (1pc.)

Manufacturer: BENNETT PUMP Model: 3000 SER 3111SNR Fuel Island Terminal: SYN-TECH SYSTEMS FUELMASTER FMU 2550

11. Day Tank For Generators – Diesel (3pcs.)

Manufacturer: PRYCO Model: PY600ULDW

12. Day Tank For Fire Pump – Diesel (1pc.)

Manufacturer: HIGHLAND TANK & MFG CO Model: MH5086-2

13. Mobile Fuel Polishing System – Diesel (1pc.)

Manufacturer: AXI International Model: MTC HC-90

END OF STATEMENT OF WORK

SECTION 2 - CONTRACT CLAUSES

52.212-4 CONTRACT TERMS AND CONDITIONS – COMMERCIAL ITEMS

(NOV 2023) IS INCORPORATED BY REFERENCE. (SEE SF-1449,

BLOCK 27A)

52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR

EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (Mar 2026)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab Covered Entities (DEC 2023) (Section 1634 of…