RFQ nr. 19EN1025Q0359 for cchiller and metal frame replacement.pdf

RFQ nr. 19EN1025Q0359 for Chiller and steel frame replacement

U.S. Embassy Tallinn Date: July 30, 2025

Dear Prospective Offeror:

Subject: Request for Quotes nr. 19EN1025Q0359

Enclosed is a Request for Quotes (RFQ) nr. 19EN1025Q0359 for the replacement of U.S.

Embassy Tallinn’s chiller, its metal carrying frame, and various components. If you would like to submit a quotation, follow the instructions in Section J of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 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 proposals, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

Quotations are due by September 2, 2025 close of business local time (at 17:30). No quotations will be accepted after this time. Quotations must be in English, and incomplete quotations will not be accepted.

Your quotation must be submitted electronically to TallinnGSOProcurement@state.gov. It is important to make sure the submission is made in specific size and format; in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

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

1. SF-1442

2. Section A, Pricing

3. Section L Representations and Certifications

4. Additional information as required in Section J

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

mailto:TallinnGSOProcurement@state.gov https://www.sam.gov/

Sincerely, Hind Tazi Contracting Officer

Enclosure:

SF-1442 Cover Page Addendum to SF-1442

TABLE OF CONTENTS

SF-1442 COVER SHEET

A. PRICING

B. STATEMENT OF WORK

C. PACKAGING AND MARKING

D. INSPECTION AND ACCEPTANCE

E. DELIVERIES AND PERFORMANCE

F. CONTRACT ADMINISTRATION DATA

G. SPECIAL TERMS AND CONDITIONS

H. CLAUSES

I. LIST OF ATTACHMENTS

Attachment 1: [Reserved]

Attachment 2: [Reserved] Attachment 3: [Reserved] Attachment 4: Breakdown of Price by Divisions of Specifications Attachment 5: Drawings Attachment 6: Specifications

J. INSTRUCTIONS ON HOW TO SUBMIT A QUOTATION

K. EVALUATION CRITERIA

L. REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS

SECTION A - PRICING

A. PRICE

The Contractor shall complete all work, including furnishing all labor, material, equipment, and services required under this purchase order for the following firm fixed price and within the time specified. This price shall include all labor, materials, all insurance, overhead and profit.

Prices should be given in the local currency of the Euro.

Total Price (including all labor, materials, overhead and profit)

VAT 24% (if applicable)

A.1 VALUE ADDED TAX

The Contractor shall include VAT as a separate charge on the Invoice and as a separate line item in Section B.

SECTION B - STATEMENT OF WORK

The character and scope of the work are set forth in the contract. The Contractor shall furnish and install all materials required by this contract.

In case of differences between small and large-scale drawings, the latter will govern. Where a portion of the work is drawn in detail and the remainder of the work is indicated in outline, the parts drawn in detail shall apply also to all other portions of the work.

1.0 Project Description

1.1 This project describes the replacement of the existing building's non-CAA chiller, the metal carrying frame, and various components with at least an equivalent.

1.2 To reduce construction costs, a solution will be proposed that is as similar as possible to the existing system, and ultimately, suggestions for improving the system will be presented.

1.3 An inspection of the elements of the existing system was conducted to prepare the project.

1.4 The building is located at Kentmanni 20, Tallinn, Estonia.

1.5 The building is an older six-story office building that houses the U.S. Embassy.

1.6 There are security-related restrictions on entering and staying in the building that must be considered during the work.

2.0 Existing Condition Assessment

2.1 The existing cooling system consists of an air-cooled chiller unit with a maximum total cooling capacity of up to 97 kW. The system serves rooms on the first to fourth floors, with the fourth floor only serving the left (South) wing.

2.2 The existing system is over 20 years old.

2.3 The outdoor unit is air cooled chiller with an integrated hydronic module, located above the exterior door on the courtyard side, mounted on a special steel frame.

The model of the chiller is Carrier 30RA-100-A0243-PEE (Refer to “Photo 1 – Existing chiller data”). The hydronic module includes two compressors and condenser coils, an expansion tank and a glycol circulation pump. The expected lifespan of the device has ended.

2.4 The current chiller has R407 refrigerant.

2.5 The metal frame under the chiller is corroded (Refer to “Photo 2, 3 and 4”).

2.6 The piping in the system consists mainly of welded steel pipes. The diameters of the pipes are as follows: DN15, DN20, DN25, DN32, DN40, DN50, DN65, DN80. Localized rust is present on the piping and valves. Since the piping is fully insulated, a complete overview of its condition is not available.

2.7 The pipes are insulated with foam rubber insulation that is 13 mm thick inside the building and 19 mm thick outside.

2.8 The distribution of piping to the floors is from the exterior facade. The pipes on the exterior facade are covered with a metal box that can be removed with bolts.

(Refer to “Sketch 1 – Cooling system. First floor”).

Existing equipment that must be replaced:

L/I Description QTY Unit of Issue Size Material

Coolig power, kW Manufacturer Model

EQUIPMENT

1 Chiller with hydronic module 1 pc 97 tot Carrier 30RA-100-

A0243-PEE

Other Component

2 Manometer with shut-off valve 4 pc 32 N/A N/A

3 Automatic balancing valve 2 pc

DN

50 /

PN

N/A N/A

4 Glycol line Shut-off valve 2 pc

DN

65 /

PN

Naval N/A

5 Automatic air release valve with shut-off valve 1 pc N/A N/A

Glycol supply and return steel pipe with insulation (from chiller to North ja

South manometers)

≈16 m Steel N/A N/A

8 Metal chiller carrying frame 1 pc N/A N/A

3.0 SCOPE OF WORK

3.1 Contractor shall confirm the requirements of the SOW are understood, and that the Contractor is fully aware of the location and requirements contained therein. If the Contractor believes additional information is needed, the Contractor shall schedule additional site visits, at the Contractor’s expense, with the Contracting Officer’s Representative (COR) to ensure the project work requirements are established prior to submitting pricing (quote) for the project.

3.2 Provide laborers, equipment, and materials necessary to provide the work defined by the specific requirements which follow.

3.3 Server room cooling: There is a server room on the 4 floor South wing the current chiller is cooling and that room must be cooled until the new chiller system is completed and working. The contractor will provide and install a temporary cooling unit (portable A/C unit or similar) in that room for the time when the ceiling FCU is not operational. Details of the given room cooling will be discussed with the COR before the first phase of the equipment dismantling.

3.4 Existing Equipment Modification / Removal / Demolition requirements:

3.4.1 General: The Contractor shall shut down equipment in its entirety. Isolating equipment, draining down, flushing and refilling the systems, and locking-out/tagging-out systems shall be required to safely complete the specified tasks.

3.4.2 The contractor shall dispose of the old equipment following the local regulations.

The contractor will be responsible for the right disposal procedures and will remove the old equipment from the site when equipment (chiller, frame, etc.)

will be dismantled.

3.4.3 Remove Chiller, Frame and Accessories: The Contractor shall remove the existing chiller from the metal frame as indicated on the sketch provided in Exhibit B. The Contractor will remove the existing feed and return glycol line with the accessories as shut-off valves, automatic balancing valves, manometers, automatic air release valve. The feed and return line will be removed up to the North & South side glycol line manometers. The metal chiller carrying frame will be removed after all the chiller and feed/return lines have been removed. No systems, equipment, or components are to be abandoned in place. Refer to Exhibit B for equipment locations and additional information. Any necessary changes in equipment demolition from those indicated shall be submitted to and approved by the COR.

3.4.4 Electrical Service: The Contractor shall evaluate the existing electrical installation during the pre-bid walk through to determine if existing conduit and/or wiring can be reused to feed the new equipment. In the bid proposal, the Contractor shall document all electrical service items being replaced (only if required) and the justification for the replacement. If existing feeder/cable cannot be reused, new electrical service must be provided per Electrical: Circuit Breakers, Conductors and Calculations.

3.4.5 Recover Existing Refrigerant: The Contractor shall be responsible for recovering all existing refrigerant and disposal.

3.4.6 Recover Existing Ethylene Glycol: The Contractor shall be responsible to recover all existing ethylene glycol solution and disposal.

3.5 New Equipment and New Work Requirements:

3.5.1 New Chiller – Requirement Summary:

3.5.1.1 The Contractor shall provide and install (1) new Air-cooled chiller with integrated hydronic module (2 high pressure pumps (compressors), expansion vessel), and associated connection piping, controls, electrical conduit/wiring and all necessary mechanical and electrical accessories to provide a fully functioning system that meets the project requirements for replacement in kind. The new chiller must have Refrigerant Filter-Drier Liquid Line and Refrigerant Suction Line Filter-Drier. The new chiller will have two sections/sides and have the option to switch to the other side when one section (compressor) fails. The new chiller will have a free cooling option.

3.5.1.2 The Contractor shall make every reasonable attempt to provide equipment similar in size, footprint, and weight (equivalent weight or lighter) to the existing and described in bill of material BOM. The Contractor shall demolish and dispose the existing equipment metal frame and remove it. The Contractor shall provide and install new steel frame (as existing) as shown in project. The new steel frame will be manufactured according to the existing metal frame specifications.

The contractor will calculate and design the steel frame bedding for the new chiller unit provided, so that the new chiller unit would sit correctly and safely on the new metal frame. The metal frame will have a weather resistant protection (paint, and/or galvanized).

3.5.2 The Contractor shall provide additional detailed system description. Refer to Exhibit C for project drawings and sketches for additional information on new work.

3.5.3 Building automation system (BAS): No. The chiller has its own internal control system.

3.5.4 The Contractor shall provide all new, fully viable 40% ethylene glycol heat transfer fluid with inhibitors.

3.5.5 The Contractor shall pressure test the installed new chilled water system[s], flush system[s], and refill system 40% ethylene glycol heat transfer fluid with inhibitors and balance appropriate chemical solutions per the project specifications and COR guidance. The contractor shall furnish all necessary chemicals. All chemicals provided shall be documented as per the Schedule of Deliverables below.

3.5.6 The Contractor shall perform water-side test, adjust, and balance (TAB) procedure on all new chilled water equipment. The Contractor shall provide full documentation of the procedure and results in the form of an electronic (pdf format) report, submitted to the project COR.

3.5.7 New Chiller Start-Up:

3.5.7.1 The Contractor shall engage a technician, factory-trained on chiller equipment being installed, to complete and submit the completed factory test documentation and startup checklists, as provided by the chiller manufacturer and as provided by the COR. The Contractor shall provide full documentation of the technician’s factory training and completed checklists in the form of electronic (pdf format) reports, submitted to the project COR.

3.5.7.2 The Contractor shall provide formal training to embassy facilities personnel, as selected by the Facility Manager (FM), on the proper operation and maintenance of all major systems and equipment being provided as a part of this project. Training must be conducted by manufacturer’s representative or by qualified, manufacturer certified personnel. This training shall be formalized and documented in the form of an electronic (pdf format) report, submitted to the project

COR.

3.5.7.3 The Contractor shall provide and submit all Operation and

Maintenance (O&M) manuals for all major equipment and all significant appurtenances being provided as a part of the project. The Contractor shall provide the O&M manuals in electronic (pdf format) and printed format, submitted to the project COR.

3.5.7.4 The Contractor shall be responsible for providing a fully tested and balanced, fully functional and optimized chilled water system at completion of project work, and shall be responsible to demonstrate the proper function of the system prior to project equipment being turned over to the COR.

3.5.8 New Chiller – New Equipment Summary:

The contractor will provide a new chiller unit with at least the equivalent of the current chiller unit or up to 10% more powerful (cooling). The contractor is responsible for all the calculations regarding chiller and other equipment replacement.

3.5.8.1 New Air-Cooled Chiller – New chiller will be at minimum equivalent to the existing unit regarding cooling power, size (equivalent or smaller), weight (equivalent or lighter), build quality (equivalent or better), noise production (equivalent or quieter), weather resistant (equivalent or better), low temperature resistant (equivalent or better), VFD pump and fan motors, chiller unit controller integrated in the chiller unit and other factors. With free cooling option.

3.5.8.2 Requirements specified:

a. Cooling Only: 97 kW

b. Heat Transfer Fluid: 40% Ethylene Glycol

c. IPLV.SI: 4,953

d. Evaporator Fluid Temperatures: [12 °C/ EWT, 7 °C LWT]

e. Condenser Fluid Temperatures: [46°C EWT, 40°C LWT]

f. Design Ambient Air Temperature: 27°C/.

g. Maximum pressure drop across evaporator or condenser: [27 kPA]

h. Rated for [400 V/50 HZ/3 Ph] electrical service.

i. Chiller manufacturer must have technical support (maintenance and service providers) in this region and availability of replacement parts within 24 hours.

j. [Modular Scroll]

k. Provide with Hydronic Module furnished from chiller manufacturer – duplex high head pressure pumps with motors, inlet/outlet pressure gauges, expansion tank, screen filter, and air purge vents.

l. System/equipment shall be selected for and capable of operating at the design capacity with 40% ethylene glycol heat transfer fluid with inhibitors.

m. Low Ambient Temperature Environment. All equipment provided must be manufactured for use in a low ambient temperature environment and must be constructed using materials and/or countermeasures and/or treatments with coatings to ensure maximum duration of operation in this environment.

n. Acoustic Requirements. The Contractor shall perform testing and, if necessary, calculations to ensure external noise levels generated by new equipment at the site boundary of the facility shall comply with the host country’s noise laws and regulations.

Noise shall not exceed 45 dB (daytime) and 40 dB (nighttime) using the “A-Weighted Sound Level” at the site boundary. If testing and/or calculations indicate the equipment selected will not achieve compliance, the Contractor shall provide sound reduction countermeasures to ensure compliance.

o. Must have at minimum the CE (Conformite Europeenne) (indicates that the manufacturer or importer affirms the goods' conformity with European health, safety, and environmental protection standards) marking.

p. Must have an evaluated life cycle from 15 - ... years.

3.5.8.3 New Chilled Water Buffer Tank

a. Integrated 208 l or as stated by the manufacturer.

3.5.8.4 Electrical: Circuit Breakers, Conductors and Calculations

a. Contractor shall provide new circuit breaker(s) in switchgear.

Breaker and conductors shall be sized per manufacturer’s recommendations.

b. The Contractor shall perform electrical load calculations for the new equipment from the electrical equipment serving the new equipment and the upstream equipment including incoming service equipment. The contractor shall provide documentation from a licensed electrical engineer to validate that the existing electrical distribution system has the capacity to serve the new equipment loads.

c. The Contractor shall perform voltage drop calculations for the new or reused chiller electrical feeder to determine if voltage drop is within NEC guidelines. Per NEC, conductors for feeders/branch circuits as defined by NEC Article 100, sized to prevent voltage drop exceeding 3 percent at the farthest outlet of power, heating, and lighting loads or combinations of such loads, and where the maximum total voltage drop on both feeders and branch circuits to the farthest outlet does not exceed 5 percent, will provide reasonable efficiency of operation. These calculations shall be used to determine if the existing feeder can be reused and whether a new feeder must be increased in size to reduce voltage drop. Contractor shall provide documentation from a licensed electrical engineer to validate voltage drop is within the guidelines for a new embassy compound (NEC).

d. Where new conductor sizes have increased, existing metal conduits may no longer be adequately sized to accommodate them. The Contractor shall evaluate the existing conduits and shall provide documentation from a licensed electrical engineer to justify reuse of existing conduits or selection and sizing of new conduits.

e. All existing disconnects are to be replaced. The contractor is responsible for providing the new conduit/conductors/fittings required to make new connections between the new disconnects to the new unit(s). The contractor shall verify existing overcurrent protection and conductor size feeding new equipment from main distribution panel are sized per NEC requirements to adequately support the new chiller electrical loads. Where inadequately sized, contractor shall replace the items as required to meet the requirements.

3.5.8.5 Water Treatment

a. Bypass feeder: No

b. Air & Dirt Separator –integrated.

3.5.8.6 System Appurtenances – Contractor shall provide new appurtenances that match existing in function and quality.

3.5.8.7 Installation of a new chiller carrying frame that meets the current frame dimensions and structure. The top side of the frame will be manufactured to carry the provided chiller.

3.5.8.8 Installation of two (2) new automatic balancing valves to the glycol line.

3.5.8.9 Installation of two (2) new glycol shut-off valves to the glycol line.

3.5.8.10 Installation on one (1) automatic air release valve with a shut-off valve.

3.5.8.11 Installation of four (4) glycol line manometers with shut-off valves on each.

3.5.8.12 Piping Insulation – Contractor shall provide new insulation that will match existing.

3.5.8.13 Piping – Contractor shall provide new piping that matches the existing piping up to the North and South glycol line feed & return manometers.

3.5.8.14 Labeling – Contractor shall provide new piping labels that will match existing labels. At a minimum, these labels shall indicate service type and direction of flow on all new pipe sections.

3.5.9 Removal of Existing Units

3.5.9.1 Preparation:

- Schedule removal during off-peak hours to minimize disruption.

- Notify building occupants of scheduled work and potential impacts.

3.5.9.2 Disconnection Procedures:

- Shut down power and isolate water supply.

- Document and label all connections for reinstallation of new units.

3.5.9.3 Removal Process:

- Use appropriate equipment (e.g., lifts, hand tools) to safely remove units.

- Inspect and protect surrounding areas to avoid damage during removal.

3.5.9.4 Disposal:

- Follow local regulations for the disposal of HVAC equipment, ensuring environmentally responsible recycling of coolant media.

3.5.10 Installation of New Units

3.5.10.1 Site Preparation:

- Ensure the installation area is clean and free of debris.

- Verify that all tools and materials are on-site before installation begins.

3.5.10.2 Installation Procedures:

- Follow manufacturer’s installation instructions meticulously.

- Securely mount units and ensure proper leveling.

- Reconnect electrical, water, and drainage lines, ensuring all connections are leak-free and secure.

3.5.10.3 Quality Assurance:

- Conduct interim inspections during installation to ensure compliance with specifications and safety standards.

3.5.11 Testing and Commissioning

3.5.11.1 Preliminary Testing:

- Conduct visual inspections post-installation to ensure all units are properly installed.

- Power up units and check for any immediate operational issues.

3.5.11.2 Operational Testing:

- Test each unit for cooling performance, verifying that it meets design specifications.

- Measure and record airflow and temperature differentials.

3.5.11.3 Final Commissioning:

- Confirm integration with room thermostats and verify control functionality.

- Document all testing results, including any adjustments made to optimize performance.

3.5.12 Training and Documentation

3.5.12.1 Staff Training:

- Provide on-site training for building maintenance staff on operation, maintenance, and troubleshooting of new units.

3.5.12.2 Documentation Delivery:

- Supply all manuals, warranties, and maintenance schedules for new units.

- Provide a final report summarizing the project, including installation, testing results, and recommendations for maintenance.

3.6 3.6 Procedures

3.6.1 Site Assessment and Preparation

3.6.1.1 Preliminary Inspection:

- Conduct a detailed survey of the existing chilled water piping system, noting the condition of all components, including joints, valves, and insulation.

- Identify any structural concerns that may affect installation (e.g., ceiling height, proximity to electrical systems).

3.6.1.2 Work Area Setup:

- Secure work zones to ensure safety and minimize disruption to occupants.

- Provide necessary signage and barriers to delineate construction areas.

- Notify building occupants of the project timeline and potential disruptions.

3.6.2 Removal of Existing System

3.6.2.1 Isolation of the System:

- Shut down the chilled water system following proper procedures.

- Turn off the power and use Lock out tag out LOTO.

- Drain the existing chilled water system.

3.6.3 System Testing and Balancing

3.6.3.1 Pressure Testing:

- Conduct hydrostatic pressure tests on new piping systems to ensure integrity and leak-free operation (minimum pressure test requirements to be specified).

- Document and rectify any leaks before proceeding.

3.6.4 Final Inspection and Documentation

3.6.4.1 Quality Assurance:

- Conduct a final walkthrough with the project manager and relevant stakeholders to ensure all work meets project specifications.

3.6.4.2 Documentation:

- Provide as-built drawings (CAD and PDF format) that reflect the newly installed system & layout.

- Supply operating manuals, maintenance guidelines, and warranty information for all installed equipment.

3.6.5 Deliverables

- Completion of the new chiller.

- Pressure testing and balancing reports.

- As-built drawings and operation manuals for the installed equipment.

3.6.6 Assumptions

- Access to the work area will be provided during normal working hours.

- All necessary permits will be obtained prior to the start of work.

- No unforeseen structural issues will be encountered during installation.

3.6.7 Safety Considerations

- Adhere to Occupational Safety and Health Administration (OSHA) regulations and safety protocols throughout the project.

- Conduct daily safety briefings and ensure all workers are equipped with appropriate personal protective equipment PPE (hard hats, gloves, goggles, etc.).

- Implement a hazard communication plan to identify and mitigate potential risks.

SECTION C - PACKAGING AND MARKING

Mark materials delivered to the site as follows:

Will be provided at the time of the award.

SECTION D - INSPECTION AND ACCEPTANCE

The COR, or his/her authorized representatives, will inspect from time to time the services being performed and the supplies furnished to determine whether work is being performed in a satisfactory manner, and that all supplies are of acceptable quality and standards.

The Contractor shall be responsible for any countermeasures or corrective action, within the scope of this contract, which may be required by the Contracting Officer as a result of such inspection.

D.1 SUBSTANTIAL COMPLETION

(a) "Substantial Completion" means the stage in the progress of the work as determined and certified by the Contracting Officer in writing to the Contractor, on which the work (or a portion designated by the Government) is sufficiently complete and satisfactory. Substantial completion means that the property may be occupied or used for the purpose for which it is intended, and only minor items such as touch-up, adjustments, and minor replacements or installations remain to be completed or corrected which:

(1) do not interfere with the intended occupancy or utilization of the work, and

(2) can be completed or corrected within the time period required for final completion.

(b) The "date of substantial completion" means the date determined by the Contracting Officer or authorized Government representative as of which substantial completion of the work has been achieved.

Use and Possession upon Substantial Completion - The Government shall have the right to take possession of and use the work upon substantial completion. Upon notice by the Contractor that the work is substantially complete (a Request for Substantial Completion) and an inspection by the Contracting Officer or an authorized Government representative (including any required tests), the Contracting Officer shall furnish the Contractor a Certificate of Substantial Completion. The certificate will be accompanied by a Schedule of Defects listing items of work remaining to be performed, completed, or corrected before final completion and acceptance.

Failure of the Contracting Officer to list any item of work shall not relieve the Contractor of responsibility for complying with the terms of the contract. The Government's possession or use upon substantial completion shall not be deemed an acceptance of any work under the contract.

D.2 FINAL COMPLETION AND ACCEPTANCE

D.2.1 "Final completion and acceptance" means the stage in the progress of the work as determined by the Contracting Officer and confirmed in writing to the Contractor, at which all work required under the contract has been completed in a satisfactory manner, subject to the discovery of defects after final completion, and except for items specifically excluded in the notice of final acceptance.

D.2.2 The "date of final completion and acceptance" means the date determined by the Contracting Officer when final completion of the work has been achieved, as indicated by written notice to the Contractor.

D.2.3 FINAL INSPECTION AND TESTS. The Contractor shall give the Contracting Officer at least five (5) days advance written notice of the date when the work will be fully completed and ready for final inspection and tests. Final inspection and tests will be started not later than the date specified in the notice unless the Contracting Officer determines that the work is not ready for final inspection and so informs the Contractor.

D.2.4 FINAL ACCEPTANCE. If the Contracting Officer is satisfied that the work under the contract is complete (with the exception of continuing obligations), the Contracting Officer shall issue to the Contractor a notice of final acceptance and make final payment upon:

• Satisfactory completion of all required tests,

• A final inspection that all items by the Contracting Officer listed in the Schedule of Defects have been completed or corrected and that the work is finally complete (subject to the discovery of defects after final completion), and

• Submittal by the Contractor of all documents and other items required upon completion of the work, including a final request for payment (Request for Final Acceptance).

SECTION E - DELIVERIES AND PERFORMANCE

52.211-10 COMMENCEMENT, PROSECUTION, AND COMPLETION OF WORK

(APR 1984)

The Contractor shall be required to:

(a) commence work under this contract within 30-60 calendar days after the date the Contractor receives the notice to proceed,

(b) prosecute the work diligently, and,

(c) complete the entire work ready for use not later than ___90__days after notice to proceed.

The time stated for completion shall include final cleanup of the premises.

52.211-12 [Reserved]

CONTRACTOR'S SUBMISSION OF CONSTRUCTION SCHEDULES

(a) The time for submission of the schedules referenced in FAR 52.236-15, "Schedules for Construction Contracts", paragraph (a), is hereby modified to reflect the due date for submission as " 10 calendar days after receipt of an executed contract".

(b) These schedules shall include the time by which shop drawings, product data, samples and other submittals required by the contract will be submitted for approval.

(c) The Contractor shall revise such schedules (1) to account for the actual progress of the work, (2) to reflect approved adjustments in the performance schedule, and (3) as required by the Contracting Officer to achieve coordination with work by the Government and any separate contractors used by the Government. The Contractor shall submit a schedule, which sequences work so as to minimize disruption at the job site.

(d) All deliverables shall be in the English language and any system of dimensions (English or metric) shown shall be consistent with that used in the contract. No extension of time shall be allowed due to delay by the Government in approving such deliverables if the Contractor has failed to act promptly and responsively in submitting its deliverables. The Contractor shall identify each deliverable as required by the contract.

(e) Acceptance of Schedule: When the Government has accepted any time schedule;

it shall be binding upon the Contractor. The completion date is fixed and may be extended only by a written contract modification signed by the Contracting Officer. Acceptance or approval of any schedule or revision thereof by the Government shall not:

(1) Extend the completion date or obligate the Government to do so,

(2) Constitute acceptance or approval of any delay, or

(3) Excuse the Contractor from or relieve the Contractor of its obligation to maintain the progress of the work and achieve final completion by the established completion date.

NOTICE OF DELAY

If the Contractor receives a notice of any change in the work, or if any other conditions arise which are likely to cause or are actually causing delays which the Contractor believes may result in late completion of the project, the Contractor shall notify the Contracting Officer. The Contractor’s notice shall state the effect, if any, of such change or other conditions upon the approved schedule, and shall state in what respects, if any, the relevant schedule, or the completion date should be revised. The Contractor shall give such notice promptly, not more than ten (10) days after the first event giving rise to the delay or prospective delay. Only the Contracting Officer may revise the approved time schedule.

NOTICE TO PROCEED (NTP)

(a) After receiving and accepting any bonds or evidence of insurance, the Contracting Officer will provide the Contractor a Notice to Proceed. The Contractor must then prosecute the work, commencing and completing performance not later than the time period established in the contract.

(b) It is possible that the Contracting Officer may elect to issue the Notice to Proceed before receipt and acceptance of any bonds or evidence of insurance. Issuance of a Notice to Proceed by the Government before receipt of the required bonds or insurance certificates or policies shall not be a waiver of the requirement to furnish these documents.

WORKING HOURS

All work shall be performed during regular working hours, 08:30 AM to 5:30 PM, Monday through Friday. Other hours, if requested by the Contractor, may be approved by the Contracting Officer's Representative (COR). The Contractor shall give 24 hours in advance to COR who will consider any deviation from the hours identified above. Changes in work hours, initiated by the Contractor, will not be a cause for a price increase.

PRECONSTRUCTION CONFERENCE

A preconstruction conference will be held 10 days after contract award at U.S. Embassy Tallinn to discuss the schedule, submittals, notice to proceed, mobilization and other important issues that affect construction progress. See FAR 52.236-26, Preconstruction Conference.

DELIVERABLES - The following items shall be delivered under this contract:

Description Quantity Deliver Date Deliver

To Section G. Securities/Insurance 1 10 days after award CO Section E. Construction Schedule 1 10 days after award COR Section E. Preconstruction Conference 1 10 days after award COR Section G. Personnel Biographies 1 10 days after award COR

Section F. Payment Request 1 Last calendar day of each month COR

Section D. Request for Substantial Completion 1 15 days before inspection COR

Section D. Request for Final Acceptance 1 5 days before inspection COR

Project Plan + Gantt Chart 1 NTP + 10 days Electronic

Contractor personnel information to RSO for vetting N/A NTP + 15 days Electronic

Project Drawings/Construction Plans, Permits (if applicable), Required Reports/Photographs

N/A NTP + 20 days

Electronic

Proposed Sketches, Modification Requests N/A As Needed Electronic Licensed electrical engineer letter validating modifications to electrical service to new equipment

1 Prior to Project Work Electronic

Structural calculations by licensed structural engineer 1 Prior to Project

Work Electronic

Equipment submittals 1 Prior to Project Work Electronic

Activity Risk Assessment (DS 4319) For each task

Prior to Project Work Electronic

Materials/chemicals submittals 1 Prior to Project Work Electronic

Weekly Contractor Report 1 per week During Work Electronic

Equipment Warranty Information 1 Prior to Turnover Electronic Completed Equipment Startup Checklists and Factory Representative’s Documentation 1 Prior to Turnover Electronic

Documentation of Post Personnel Training on New Equipment 1 Prior to Turnover Electronic

Operation & Maintenance Manuals 1 Prior to Turnover Electronic Communications/Meetings Documentation N/A Meeting + 7 Days Electronic

SECTION F – CONTRACT ADMINISTRATION DATA

652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE (COR) (AUG 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name or position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative (COR).

Such designation(s) shall specify the scope and limitations of the authority so delegated;

provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a warranted Contracting Officer, and this authority is delegated in the designation.

(b) The COR for this contract is the Facilities Manager.

Payment: The Contractor's attention is directed to Section H, 52.232-5, "Payments Under Fixed-Price Construction Contracts". The following elaborates on the information contained in that clause.

Requests for payment may be made no more frequently than monthly. Payment requests shall cover the value of labor and materials completed and in place, including a prorated portion of overhead and profit.

After receipt of the Contractor's request for payment, and on the basis of an inspection of the work, the Contracting Officer shall make a determination as to the amount, which is then due. If the Contracting Officer does not approve payment of the full amount applied for, less the retainage allowed by in 52.232-5, the Contracting Officer shall advise the Contractor as to the reasons.

Under the authority of 52.232-27(a), the 14-day period identified in FAR 52.232-27(a)(1)(i)(A) is hereby changed to 30 days.

Invoices shall be sent only to the following address:

TallinnInvoices@state.gov

Billing address:

AMERICAN EMBASSY TALLINN

ATTN: B&F

Kentmanni 20, Tallinn, 15099 Estonia

No advance payments will be made. The payment term should be 30 days after receipt of goods or services.

The Contractor shall show Value Added Tax (VAT) as a separate item on invoices submitted for payment.

mailto:TallinnInvoices@state.gov

SECTION G - SPECIAL TERMS AND CONDITIONS

G.1.0 [RESERVED]

G.2.0 INSURANCE - The Contractor is required by FAR 52.228-5, "Insurance - Work on a Government Installation" to provide whatever insurance is legally necessary. The Contractor shall at its own expense provide and maintain during the entire performance period the following insurance amounts:

G.2.1 GENERAL LIABILITY (includes premises/operations, collapse hazard, products, completed operations, contractual, independent contractors, broad form property damage, personal injury):

(1) BODILY INJURY, ON OR OFF THE SITE, IN U.S. DOLLARS

Per Occurrence As per local law

Cumulative As per local law

(2) PROPERTY DAMAGE, ON OR OFF THE SITE, IN U.S. DOLLARS

Per Occurrence As per local law

Cumulative As per local law

G.2.2 The foregoing types and amounts of insurance are the minimums required. The Contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims.

G.2.3 The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to any property of the Contractor, its officers, agents, servants, and employees, or any other person, arising from and incident to the Contractor's performance of this contract. The Contractor shall hold harmless and indemnify the Government from any and all claims arising therefrom, except in the instance of gross negligence on the part of the Government.

G.2.4 The Contractor shall obtain adequate insurance for damage to, or theft of, materials and equipment in insurance coverage for loose transit to the site or in storage on or off the site.

G.2.5 The general liability policy required of the Contractor shall name "the United States of America, acting by and through the Department of State", as an additional insured with respect to operations performed under this contract.

G.3.0 DOCUMENT DESCRIPTIONS

G.3.1 SUPPLEMENTAL DOCUMENTS: The Contracting Officer shall furnish from time to time such detailed drawings and other information as is considered necessary, in the opinion of the Contracting Officer, to interpret, clarify, supplement, or correct inconsistencies, errors or omissions in the Contract documents, or to describe minor changes in the work not involving an increase in the contract price or extension of the contract time. The Contractor shall comply with the requirements of the supplemental documents, and unless prompt objection is made by the Contractor within 20 days, their issuance shall not provide for any claim for an increase in the Contract price or an extension of contract time.

G.3.1.1. RECORD DOCUMENTS. The Contractor shall maintain at the project site:

(1) a current marked set of Contract drawings and specifications indicating all interpretations and clarification, contract modifications, change orders, or any other departure from the contract requirements approved by the Contracting Officer; and,

(2) a complete set of record shop drawings, product data, samples and other submittals as approved by the Contracting Officer.

G.3.1.2 . "As-Built" Documents: After final completion of the work, but before final acceptance thereof, the Contractor shall provide:

(1) a complete set of "as-built" drawings, based upon the record set of drawings, marked to show the details of construction as actually accomplished; and,

(2) record shop drawings and other submittals, in the number and form as required by the specifications.

G.4.0 LAWS AND REGULATIONS - The Contractor shall, without additional expense to the Government, be responsible for complying with all laws, codes, ordinances, and regulations applicable to the performance of the work, including those of the host country, and with the lawful orders of any governmental authority having jurisdiction. Host country authorities may not enter the construction site without the permission of the Contracting Officer. Unless otherwise directed by the Contracting Officer, the Contractor shall comply with the more stringent of the requirements of such laws, regulations, and orders and of the contract. In the event of a conflict between the contract and such laws, regulations and orders, the Contractor shall promptly advise the Contracting Officer of the conflict and of the Contractor's proposed course of action for resolution by the Contracting Officer.

G.4.1 The Contractor shall comply with all local labor laws, regulations, customs, and practices pertaining to labor, safety, and similar matters, to the extent that such compliance is not inconsistent with the requirements of this contract.

G.4.2 The Contractor shall give written assurance to the Contracting Officer that all subcontractors and others performing work on or for the project have obtained all requisite licenses and permits.

G.4.3 The Contractor shall submit proper documentation and evidence satisfactory to the Contracting Officer of compliance with this clause.

G.5.0 CONSTRUCTION PERSONNEL - The Contractor shall maintain discipline at the site and at all times take all reasonable precautions to prevent any unlawful, riotous, or disorderly conduct by or among those employed at the site. The Contractor shall ensure the preservation of peace and protection of persons and property in the neighborhood of the project against such action. The Contracting Officer may require, in writing that the Contractor remove from the work any employee that the Contracting Officer deems incompetent, careless, insubordinate or otherwise objectionable, or whose continued employment on the project is deemed by the Contracting Officer to be contrary to the Government's interests.

G.5.1 If the Contractor has knowledge that any actual or potential labor dispute is delaying or threatens to delay the timely performance of this contract, the Contractor shall immediately give notice, including all relevant information, to the Contracting Officer.

G.5.2 After award, the Contractor has ten calendar days to submit to the Contracting Officer a list of workers and supervisors assigned to this project for the Government to conduct all necessary security checks. It is anticipated that security checks will take __10___ days to perform. For each individual, the list shall include:

Full Name Place and Date of Birth Current Address Identification number

Failure to provide any of the above information may be considered grounds for rejection and/or resubmittal of the application. Once the Government has completed the security screening and approved the applicants a badge will be provided to the individual for access to the site. This badge may be revoked at any time due to the falsification of data, or misconduct on site.

G.5.3 The Contractor shall provide an English-speaking supervisor on site at all times. This position is considered as key personnel under this purchase order.

G.6.0 Materials and Equipment - All materials and equipment incorporated into the work shall be new and for the purpose intended, unless otherwise specified. All workmanship shall be of good quality and performed in a skillful manner that will withstand inspection by the Contracting Officer.

G.7.0 SPECIAL WARRANTIES

G.7.1 Any special warranties that may be required under the contract shall be subject to the stipulations set forth in 52.246-21, "Warranty of Construction", as long as they are not in conflict.

G.7.2 The Contractor shall obtain and furnish to the Government all information required to make any subcontractor's, manufacturer's, or supplier's guarantee or warranty legally binding and effective. The Contractor shall submit both the information and the guarantee or warranty to the Government in sufficient time to permit the Government to meet any time limit specified in the guarantee or warranty, but not later than completion and acceptance of all work under this contract.

G.8.0 EQUITABLE ADJUSTMENTS

Any circumstance for which the contract provides an equitable adjustment that causes a change within the meaning of paragraph (a) of the "Changes" clause shall be treated as a change under that clause; provided, that the Contractor gives the Contracting Officer prompt written notice (within 20 days) stating:

(a) the date, circumstances, and applicable contract clause authorizing an equitable adjustment and

(b) that the Contractor regards the event as a changed condition for which an equitable adjustment is allowed under the contract

The Contractor shall provide written notice of a differing site condition within 10 calendar days of occurrence following FAR 52.236-2, Differing Site Conditions.

G.9.0 ZONING APPROVALS AND PERMITS

The Government shall be responsible for:

- obtaining proper zoning or other land use control approval for the project

- obtaining the approval of the Contracting Drawings and Specifications

- paying fees due for the foregoing; and,

- for obtaining and paying for the initial building permits.

SECTION H - CLAUSES

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. In addition, the full text of a clause may be accessed electronically at: Acquisition.gov this address is subject to change.

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the Department of State Acquisition website at e-CFR to see the links to the FAR. You may also use an Internet “search engine” (for example, Google, Yahoo or Excite) to obtain the latest location of the most current FAR.

THE FOLLOWING FEDERAL ACQUISITION REGULATION CLAUSE(S) IS/ARE

INCORPORATED BY REFERENCE (48 CFR CH. 1):

CLAUSE TITLE AND DATE

52.202-1 DEFINITIONS (JUN 2020)

52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS (NOV 2023)

52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL

(JAN 2011)

52.204-10 REPORTING EXECUTIVE COMPENSATION AND FIRST-TIER

SUBCONTRACT AWARDS (JUN 2020)

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE (OCT 2018)

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE

(AUG 2020)

52.204-19 INCORPORATION BY REFERENCE OF REPRESENTATIONS AND

CERTIFICATIONS (DEC 2014)

52.204-27 PROHIBITION ON A BYTEDANCE COVERED APPLICATION (JUN 2023)

52.209-6 PROTECTING THE GOVERNMENT'S INTEREST WHEN

SUBCONTRACTING WITH CONTRACTORS DEBARRED, SUSPENDED

OR PROPOSED FOR DEBARMENT OR VOLUNTARILY EXCLUDED (JAN

2025)

52.216-7 ALLOWABLE COST AND PAYMENT (AUG 2018)

https://acquisition.gov/browse/index/far https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl

52.222-1 NOTICE TO THE GOVERNMENT OF LABOR DISPUTES (FEB 1997)

52.222-19 CHILD LABOR-COOPERATION WITH AUTHORITIES AND REMEDIES

(JAN 2025)

52.222-50 COMBATING TRAFFICKING IN PERSONS (NOV 2021)

52.225-5 TRADE AGREEMENTS (NOV 2023)

52.225-13 RESTRICTIONS ON CERTAIN FOREIGN PURCHASES (FEB 2021)

52.225-14 INCONSISTENCY BETWEEN ENGLISH VERSION AND TRANSLATION

OF CONTRACT (FEB 2000)

52.225-19 [Reserved]

52.226-8 ENCOURAGING CONTRACTOR POLICIES TO BAN TEXT MESSAGING

WHILE DRIVING (MAY 2024)

52.228-3 [Reserved]

52.228-4 [Reserved]

52.228-5 INSURANCE - WORK ON A GOVERNMENT INSTALLATION (JAN 1997)

52.228-11 PLEDGES OF ASSETS (FEB 2021)

52.228-13 ALTERNATIVE PAYMENT PROTECTION (JULY 2000)

52.228-14 IRREVOCABLE LETTER OF CREDIT (NOV 2014)

52.228-15 PERFORMANCE AND PAYMENT BONDS-CONSTRUCTION (JUN 2020)

52.229-6 TAXES - FOREIGN FIXED-PRICE CONTRACTS (FEB 2013)

52.229-7 TAXES- FIXED PRICE CONTRACTS WITH FOREIGN GOVERNMENTS

(FEB 2013)

52.232-5 PAYMENTS UNDER FIXED-PRICE CONSTRUCTION CONTRACTS

(MAY 2014)

52.232-8 DISCOUNTS FOR PROMPT PAYMENT (FEB 2002)

52.232-11 EXTRAS (APR 1984)

52.232-18 AVAILABILITY OF FUNDS (APR 1984)

52.232-22 LIMITATION OF FUNDS (APR 1984)

52.232-25 PROMPT PAYMENT (JAN 2017)

52.232-27 PROMPT PAYMENT FOR CONSTRUCTION CONTRACTS (JAN 2017)

52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER - SYSTEM FOR AWARD

MANAGEMENT (OCT 2018)

52.232-34 PAYMENT BY ELECTRONIC FUNDS TRANSFER – OTHER THAN

SYSTEM FOR AWARD MANAGEMENT (JULY 2013)

52.233-1 DISPUTES (MAY 2014) ALTERNATE I (DEC 1991)

52.233-3 PROTEST AFTER AWARD (AUG 1996)

52.236-2 DIFFERING SITE CONDITIONS (APR 1984)

52.236-3 SITE INVESTIGATION AND CONDITIONS AFFECTING THE WORK

(APR 1984)

52.236-5 MATERIAL AND WORKMANSHIP (APR 1984)

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