Cairo_HVAC_maintenance_Solicitation_SEG30015R0002.pdf

Cairo HVAC maintenance Solicitation No. SEG30015R0002 American Embassy Cairo, Egypt Page 1 of 56

Embassy of the United States of America

April 27th, 2015

To: Prospective Quoters

Subject: Solicitation Number SEG30015R0002 for maintenance service for Cairo HVAC system

Enclosed is a Request for Quotations (RFQ) for maintenance service for Cairo HVAC system. If you would like to submit a quotation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 1449 that follows this letter.

The U.S. Government intends to award a contract to the responsible company submitting an acceptable quotation at the lowest price. 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.

The Contracting Officer reserves the right to reject any and all offers and to waive any informality in offers received. In addition, the Embassy reserves the right to establish a competitive range of one or more offerors, and to conduct further negotiations concerning price and other terms before awarding the order, or to award without discussions.

The pre-proposal conference will be on May 11th, 2015 at 9:30 am at 8, Kamal El-Din Salah Garden City, Cairo, Egypt, and then it will be followed by the site visit.

In order to attend the pre-proposal conference and the site visit, you are kindly requested to provide the name and Egyptian ID/Passport number of each of your representatives that will attend maximum by May 5th, 2015. Please e-mail this information to CairoContracts@state.gov to prepare for your access to the Embassy premises.

Your two copies of your offer must be submitted by hand in a sealed envelope marked:

“Proposal Enclosed for Cairo HVAC system” to the Procurement & Contracting Office, 8 Kamal El Din Salah St., Cairo II Building, 3rd Floor, on or before May 28th, 2015 at 2:00 PM.

Sincerely, Rebecca Jones Anderson Contracting Officer

Enclosure

NASA Ames Research CenterNOVENDORNOVENDOR

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

PR4162422 Page 2 of 56

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 5. SOLICITATION NUMBER

SEG30015R0002

6. SOLICITATION ISSUE DATE

04/27/2015

7. FOR SOLICITATION

INFORMATION CALL

a. NAME

Hany Gerguis

b. TELEPHONE NUMBER

2797-3055

8. OFFER DUE DATE/LOCAL TIME

05/28/2015 / 14:00

9. ISSUED BY CODE EG300 10. THIS ACQUISITION IS

AMERICAN EMBASSY CAIRO

US EMBASSY CAIRO 8 KAMAL EL DIN SALAH, ATTN:

PROCUREMENT/CONTRACTING OFFICE

CAIRO 11519

EGY PT

x UNRESTRICTED

_ SET ASIDE: % FOR

_ SMALL BUSINESS _ EMERGING SMALL

_ HUBZONE SMALL BUSINESS SMALL BUSINESS _ 8(A)

_ SERVICE-DISABLED VETERAN OWNED

NAICS:

SIZE STD:

11. DELIVERY FOR FOB 12. DISCOUNT

TERMS

13a. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)DESTINATION UNLESS BLOCK IS MAR KED

_ SEE SCHEDULE

13b. RATING

14. METHOD OF SOLICITATION

_ RFQ _ IFB x RFP

15. DELIVER TO: Code 16. Administered by:

AMERICAN EMBASSY CAIRO

US EMBASSY CAIRO 8 KAMAL EL DIN

SALAH, ATTN: SPM RECEIV ING OFFICE

CAIRO 11519

EGY PT

AMERICAN EMBASSY CAIRO

US EMBASSY CAIRO 8 KAMAL EL DIN SALAH, ATTN:

PROCUREMENT/CONTRACTING OFFICE

CAIRO 11519

EGY PT

117a. CONTRACTOR/OFFEROR

NOVENDOR

CODE 0 FACILITY CODE

NOVENDOR

UNITED STATES

TELEPHONE NO:

18a. PAYMENT WILL BE MADE BY

AMERICAN EMBASSY CAIRO

US EMBASSY CAIRO 8 KAMAL EL DIN SALAH, ATTN: FINANCIAL

MANAGEMENT OFFICE

CAIRO 11519

EGY PT

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

- SEE LINE ITEMS -

(Use Reverse and/or Attach Additional Sheets as N ecessary)

25. ACCOUNTING AND APPROPRIAT ION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Onl y)

_ 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

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 TER MS 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) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV3/2005)

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

11. SCHEDULE

(Include applicable Federal, State and local taxes)

ITEM NO.

(a)

SUPPLIES/SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

1 Enclosed is a Request for Quotations (RFQ) for maintenance service for Cairo HVAC system. If you would like to submit a quotation, follow the instructions in Section 3 of the solici tation, complete the required portions of the attached document, and submit i t to the address shown on the Standa rd Form 1449 that follows this letter.

The U.S. Government intends to award a contract to the responsible company submitting an acceptable quotation at the lowest price. We intend to award a contract based on ini tial quotations , without holding discussions, al though we may hold discussions with companies in the competi tive range if there is a need to do so. The Contracting Officer reserves the right to reject any and all offers and to waive any informality in offers received. In addition, the Embassy reserves the right to establish a competi tive range of one or more offerors , and to conduct further negotiations concerning price and other terms before awarding the order, or to award without discussions . The pre-proposal conference will be on May 11th, 2015 at 9:30 am at 8, Kamal El -Din

Salah Garden Ci ty, Cairo, Egypt, and then i t will be followed by the site visi t. In order to attend the pre-proposal conference and the si te visit, you are kindly requested to provide the name and Egyptian ID/Passport number of each of your representatives that will attend maximum by May 5th, 2015. Please e-mail this information to CairoContracts@state.gov to prepare for your access to the Embassy premises. Your two copies of your offer must be submitted by hand in a sealed envelope marked: “Proposal Enclosed for Cairo HVAC system” to the Procurement &

Contracting Office, 8 Kamal El Din Salah St., Cairo II Building, 3rd Floor, on or before May 28th, 2015 at 2:00 PM.

Funding Information:

Total : $0.00

------------- $0.00

1.00 LS $0.00 $0.00

American Embassy Cairo, Egypt Page 4 of 56

REQUEST FOR QUOTATIONS

(RFQ) NUMBER SEG30015R0002

Section 1 - The Schedule

SF 1449 cover sheet Continuation To SF-1449, RFQ Number, SEG30015R0002, Prices, Block 23 Continuation To SF-1449, RFQ Number SEG30015R0002, Schedule Of

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

Section 2 - Contract Clauses

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

Section 3 – Solicitation Provisions Solicitation Provisions Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in Part 12 Proposal Preparation Instructions

Section 4 - Evaluation Factors

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

Part 12

Section 5 - Offeror Representations and Certifications

Offeror Representations and Certifications Addendum to Offeror Representations and Certifications - FAR and DOSAR

Provisions not Prescribed in Part 12

American Embassy Cairo, Egypt Page 5 of 56

SECTION 1 - THE SCHEDULE

Continuation/Addendum to SF-1449 RFQ Number SEG30015R0002

PRICES, BLOCK 23

1.0 Description

1.1 The United States Embassy, Cairo, Egypt is requesting the services of a qualified HVAC system service company to provide full service maintenance for the HVAC system of the United States Embassy as per the Statement of Work. The required services shall maintain the system in reliable and efficient operating condition.

1.2 The contractor shall deliver the services as per Statement of Work, to the delivery point as specified under Delivery Location.

1.3 The contract type is a firm fixed price contract for routine maintenance services paid in Egyptian Pounds, at the quarterly rates listed herein.

These rates include all costs associated with providing HVAC System maintenance services in accordance with manufacturer’s warranty, including materials, labor, insurance (see FAR 52.228-4 and 52.228-5), overhead, profit and VAT (if applicable).

1.4 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.

1.5 Period of Performance: The contract will be for a one base year period, with one-year optional period of performance. The total duration of this contract will not exceed 8 quarters (24 calendar months).

2.0 Notice to Proceed

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

3.0 Pricing

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

The Contractor’s firm fixed yearly price for maintenance and repairs for the under mentioned HVAC Systems shall include:

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Contractor management, labor, testing equipment, transportation, and administration costs.

Cleaning materials and consumable materials such as hoses, belts, oil, cleaning chemicals, treatment chemicals, coolant, filters (Air, refrigerant, Oil), grease, sealant, thermostat, fuses, up to 6,000 USD/year.

Spare parts replacement required for preventive or corrective maintenance shall be covered under separate purchase order upon COR approval. The government reserves the authority to accept or reject quotation according to the reasonable market best value.

Services within 6 hours response up to a total of four (4) emergency calls for each system per year.

Additional emergency calls shall be same day service.

3.1 Base Year (2015): The Contractor shall provide the price of each line item shown below and the total per quarter for the base period of the contract.

Line Item

Description Quarterly price (EGP) x 4 quarters Annual Total

(EGP)

Routine Quarterly maintenance for all system components

3.2 First option Year (2016): The Contractor shall provide the price of each line item shown below and the total per quarter for the first option year period of the contract.

Line Item

Description Quarterly price (EGP) x 4 quarters Annual Total

(EGP)

Routine Quarterly maintenance for all system components

Base Year Total

Option Year 1 Total

3.3 Repair option:

Repairs are included under this contract work statement (par 6.0, 7.0 and 8.0), and shall be covered using hourly rates included herein, and listed below:

American Embassy Cairo, Egypt Page 7 of 56

For repair work required for any system component of the HVAC system of the Alexandra US CG, the contractor shall submit an assessment of the problem and the proposed required repair to include the required spare parts and labor hours using the following labor rates:

1. Base Year (2015):

a. Hourly rate of an HVAC engineer: EGP _____________/hour

b. Hourly rate of an HVAC technician: EGP _____________/hour

2. First Option Year Prices (2016)

a. Hourly rate of an HVAC engineer: EGP _____________/hour

b. Hourly rate of an HVAC technician: EGP _____________/hour

3. Second Option Year Prices (2017)

a. Hourly rate of an HVAC engineer: EGP _____________/hour

b. Hourly rate of an HVAC technician: EGP _____________/hour

4. Third Option Year Prices (2018)

a. Hourly rate of an HVAC engineer: EGP _____________/hour

b. Hourly rate of an HVAC technician: EGP _____________/hour

5. Fourth Option year Prices 2019)

a. Hourly rate of an HVAC engineer: EGP _____________/hour

b. Hourly rate of an HVAC technician: EGP _____________/hour

4.0 Delivery Location and Time

The United States Embassy, Cairo, Egypt located in 8 Kamal El-Din Salah, Garden City, Cairo.

The Embassy Services Support Annex Compound (ESSA), located in Zahraa El Maadi, Cairo.

The anticipated delivery and or performance of services shall be coordinated with the requiring office (Facilities Maintenance), and the Contracting Officer’s Representative

(COR).

5.0 Insurance Requirements

Personal Injury. Property Loss or Dan1age (Liability). The Contractor assumes absolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the Contractor's personnel in the performance of this contract.

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

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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:

Comprehensive General Liability

Bodily Injury LE 250,000.00 per occurrence Property Damage LE 1,000.000.00 per occurrence

Workers' Compensation and Employer's Liability Workers' Compensation and Occupational Disease LE 250,000.00 per occurrence Statutory, as required by host country law

Employer's Liability LE 30,000.00 per occurrence

DBA insurance is required for all United States citizens or residents and individuals hired in the United States, regardless of citizenship. This insurance may be obtained from any DBA insurance broker authorized by Department of Labor (DOL), see Sub-Section I.11, FAR

52.228-3 WORKER'S COMPENSATION INSURANCE (DEFENSE BASE ACT) (APR

1984).

6.0 Permits

The Contractor shall maintain in full force and effect all permits, licenses, and appointments required for the prosecution of work under this contract at no additional cost to the Government.

The Contractor shall obtain these permits, licenses and appointments in compliance with host country laws.

7.0 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 insure 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.

8.0 Government Furnished Property

The Contractor shall physically inventory all Government furnished property in its possession. Physical inventories consist of sighting, tagging or marking, describing, recording, reporting, and reconciling the property with written records. The Contractor shall conduct these physical inventories semiannually during the contract and at the completion or termination of the contract, as directed by the COR. Unless approved in advance by the Contracting Officer, personnel other than those who maintain the property records or who have custody of the property shall conduct the inventory.

American Embassy Cairo, Egypt Page 9 of 56

CONTINUATION TO SF-1449,

RFQ NUMBER SEG30015R0002

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

SCOPE OF WORK

The United States Embassy, Cairo, Egypt requires preventive maintenance for the HVAC system.

The required services shall maintain the system in reliable and efficient operating condition.

The contract type is a firm fixed price contract for preventive maintenance services paid every three months (quarterly). Total duration of this contract will not exceed 5 years (20 quarters).

Standard Services:

The Contractor’s firm fixed yearly price for maintenance and repairs for the under mentioned

HVAC System shall include:

1.1 Contractor management, labor, testing equipment, transportation, and administration costs.

1.2 Cleaning materials and consumable materials such as filters, belts, hoses, chemicals, fuses, contactors, relays, thermostats, indicator lamps, etc., up to 2,000 USD/year.

1.3 Spare parts replacement required for preventive or corrective maintenance shall be covered under separate purchase order upon COR approval. The government reserves the authority to accept or reject quotation according to the reasonable market best value.

1.4 Services within 24 hours response up to a total of three (3) emergency calls per year.

1.5 Additional emergency calls shall be same day service.

2.0 HOURS OF PERFORMANCE

The Contractor shall schedule all routine maintenance and repair work during normal working hours which are defined as 8:00 to 16:30 Sunday to Thursday hours, excluding holidays mentioned in Section 2 under clause 652.237-72, unless approved in advance by the Contracting Officer's Representative (COR).

3.0 ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

3.1 General. The Contractor shall designate a representative who shall supervise the Contractor's technicians and be the Contractor's liaison with the US Embassy. The Contractor's employees shall be on-site only for contractual duties and shall have access to the building either with or without security escorts, only with specific permission by the COR.

3.2 Personnel security. The Government reserves the right to deny access to U.S. owned and operating 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. The Government shall issue identity cards to approved Contractor personnel, each of whom shall display his/her card(s) on the uniform at all times while on Government property. These identity cards are the property of the Government. The Contractor shall

American Embassy Cairo, Egypt Page 10 of 56 return all identify cards when the contract is completed, when a Contractor’s employee leaves this contract, or at the request of the Government.

3.3 Standards of conduct

3.3.1 General. The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance and integrity. 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.

3.3.2 Neglect of duties shall not be condoned. This includes unreasonable delays or failures to carry out assigned tasks, refusing to render assistance or cooperate in upholding the integrity of the worksite security.

3.3.3 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, 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.

4.0 WORK REQUIREMENTS

4.1 General. The Contractor shall perform preventive maintenance as outlined in this

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

4.2 The Contractor shall inventory, supply and replace expendable parts (eg. filters, belts, hoses, gaskets) that have become worn down due to wear and tear. The Contractor shall maintain a supply of expendable and common parts on site so that these are readily available for normal maintenance to include: hoses, belts, oil, chemicals, coolant, filters (Air, Fuel, Oil), grease, sealant, thermostat, fuses; in addition to the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), MSDS, cleaning material and oil spill containment kits.

The contractor should inventory the supply after each visit and order replacement supplies and have them delivered on site.

5.0 SCHEDULED PREVENTIVE MAINTENANCE

5.1 General

5.1.1 The objective of scheduled routine maintenance is to eliminate or minimize system malfunction, breakdown and deterioration. Contract maintenance of the system must assure continuous, safe, and satisfactory operation of all system parts and components. The

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Contractor shall schedule routine maintenance in accordance to the operation and maintenance (O&M) manuals required by the manufacturers, and to include all tasks herein described, in addition to routine lubrication and adjustments.

5.1.2 The Contractor shall inventory, supply, repair and replace all parts that have become unsafe due to wear and tear. The Contractor shall use genuine manufacturer’s parts or approved or equal (to be approved by COR) for all replacements. The Contractor shall maintain an easily accessible supply of spare parts sufficient for normal maintenance and expedient emergency repairs.

5.1.3 All personnel working in the vicinity shall wear and 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). Material Safety Data Sheets (MSDS) shall be provided by the Contractor for all HAZMAT materials. Copies will be provided to the COR for approval.

5.1.4 If any deficiencies found with any system component of the HVAC system, that are not covered under this scope of work, then the contractor must provide the following:

a. Detailed report noting the discrepancy found.

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

c. Estimate for the required labor hours. Cost of repair will be according to the hourly rates included in the Pricing section of the solicitation.

5.2 Maintenance task checklist

The Contractor shall submit to the COR a schedule and description of the scheduled routine maintenance tasks as included in the O&M manuals for each system component The Contractor shall prepare the schedule and task description in an electronic checklist format and submit it as part of the contractor’s proposal. The Maintenance Task Checklist must be approved by the Contracting Officer or COR after contract award and prior to contract work commencement.

5.3 Minimum Requirements

The Contractor shall perform the maintenance every three months with trained technicians, and under supervision of a qualified engineer/supervisor, and shall inspect and service every item of the HVAC system as required by the COR. The contractor shall leave a copy of the signed checklist with the COR or the COR's designate following the routine maintenance visit.

The preventive maintenance service shall include, as a minimum, the following tasks:

a. Review system performance with the COR, or the designated representative, to determine if any malfunctions have occurred in connection with the operation of the system since the most recent previous scheduled routine maintenance visit;

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b. Investigate any malfunctions which have occurred, and make repairs as necessary.

c. Report findings to the COR or the COR's designee including identification of failed equipment and reason for failure; no later than 3 working days.

d. Leave signed and dated copy of the Maintenance Checklist and signed and dated copies of any other annual checklists if those were completed during the subject visit;

5.4 Special Instructions

5.4.1 Follow site safety procedures and supervisor’s instructions.

5.4.2 Schedule outage with operating personnel. personnel (minimum 24 hours in advance of planned shutdown)

5.4.3 Use extreme caution when climbing roof access ladders.

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

5.4.5 Record and report equipment damage or deficiencies.

5.4.6 Review and follow the manufacturer’s O&M instructions.

5.4.7 Follow safety and environmental procedures for the handling and disposing of refrigerants and compressor oil.

5.4.8 Don’t vent refrigerants. Refrigerants must be recovered.

5.4.9 Record quantities of refrigerants and compressor oil, added or removed.

5.4.10 Record results in the equipment history log.

5.4.11 Check manufacturer’s specifications for the maximum number of plugged tubes.

5.5 Maintenance list

Equipment Inventory list is included at the end of this document.

The contractor shall perform the following, as a minimum, for each item of the system:

5.5.1 Air cooled Chiller (York YE23)

Quarter Schedule

1. Check oil level in oil separator sight glass.

2. Check liquid line sight glass/moisture indicator.

3. Record system operating temperatures and pressures in the checklist.

4. Check programmable operating set points and safety cutouts. Assure they are correct for the application.

5. Check compressor and evaporator heater operation.

6. Check superheat on the evaporator and the economizer feed to the compressor.

7. Check condenser sub-cooling.

8. Check for dirt in the panel. Check door gasket for sealing integrity.

9. Check condition of condenser coil fans

10. Check for water / refrigerant leak

11. Check transducers temp. sensor

12. Check HP cut-outs , oil pressure cut-outs

Annual Schedule-

1. Sample compressor oil, check for acid, and replace if necessary.

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2. Inspect all electrical connections for damage and ensure terminals are tight. Inspect all contactors for pitting and corrosion and replace as necessary.

3. Check fuses to ensure they are sized correctly.

4. Energize each compressor and check refrigerant pressures, signs of overheating, and oil leaks. Conduct “sniffer” leak checks of entire refrigerant piping system.

5. De-energize each compressor and inspect terminals for pitting, corrosion and loose connections.

6. Inspect all insulation on piping and control sensors. Repair and replace as necessary.

7. Check the chiller for leaks.

8. Thoroughly clean the condenser coils.

9. Test fans for proper operation.

10. Perform operational test and return to service.

11. Remove debris from work-site.

5.5.2 Chilled water pumps

Quarter Schedule:

1. Greasing of Bearing

2. Check for Mechanical Seal leak

3. Check noisy pumps or valves for Cavitation or higher pressure drop

4. Check Pump temperature or Vibration

5. Check and secure all pumps mounting

6. Check packing for leakage and Adjust / replace

7. Make sure all gauges are operational

8. Lubricate Pumps & Motors

9. Ensure all axillary equipment is functioning

10. Test and record the motor amp draw under full load

11. Inspect for proper rotation

Annual Schedule:

1. Inspect Disc Coupling for signs of wears & cracks in limitation

2. Check all Mounting and flange Belts

3. Remove Coupling Guard, Check alignment and correct as required

4. Inspect Bearing for wear. Adjust, repair or replace as necessary

5. Check the Cavitation of the Motor through temperature or vibration analysis to assure long life

6. Align the Pumps / Motor Coupling.

Motor Starter (5 HP to Less Than 100 HP):

Special Instructions-

1. Schedule outage with operating personnel. (minimum 24 hours in advance of planned shutdown)

2. Follow site safety procedures and your supervisor’s instructions.

3. De-energize, tag, and lock out circuit. Check for secondary sources of voltage. DANGER –

CHECK THAT CIRCUITS ARE DEAD BEFORE STARTING WORK.

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4. Record and report to your supervisor any equipment damage or deficiencies found during this maintenance task.

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

6. Obtain and review manufacturer’s operation and maintenance instructions.

7. All tests shall conform to the manufacturer’s recommended procedure

Annual Schedule-

1. Complete RCM Procedure CM-0002 (Qualitative Infrared Testing).

2. Visually inspect for broken parts, contact arcing, or any evidence of overheating.

3. Check motor name plate for current rating and controller manufacturer’s recommended heater size (report discrepancy to supervisor).

4. Check line and load connections for tightness (check manufacturer’s instructions for torque specifications).

5. Check heater mounting screws for tightness.

6. Check all control wiring connections for tightness.

7. On units equipped with motor reversing capacity, check mechanical interlock.

8. On units equipped with two-stage starting, check dash pots and timing controls for proper operation. Adjust as required per the manufacturer’s specifications.

9. On units equipped with variable speed starters:

10. Check tightness of connections to resistor bank.

11. Check resistor coils and plates for cracking, broken wires, mounting and signs of overheating. Clean as required.

12. Check tightness of connections to drum controller.

13. Check contacts of drum controller for arcing and overheating. Apply a thin film of lubricant to drum controller contacts and to rotating surfaces.

14. Check starter contact connections by applying a thin film of black contact grease to line and load stabs, operate contacts and check surface contact.

15. Lubricate all moving parts with proper lubricant.

16. Clean interior of cabinet.

17. Clean exterior of cabinet.

18. Energize circuit and check operation of starter and any pilot lights. Replace as required.

Panel, Electronic Controls:

Special Instructions-

1. Schedule outage with operating personnel. (minimum 24 hours in advance of planned shutdown)

2. Record and report equipment damage or deficiencies.

3. Record results in the equipment history log

Annual Inspection-

1. Clean panel interior.

2. Verify functionality of supported devices.

3. Clean ventilation filter and fan (if applicable).

4. Submit a Work Order to correct deficiencies.

2 Year Inspections-

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1. Replace battery where applicable.

5.5.3 Air cooled DX- Split Units (Petra DSPc 115-CM48)

Quarter schedule:

a. Check for suction and discharge gas pressure

b. Check pipes and sight glass for any possible leak

c. Check filter dryer condition

d. Inspect air filters , clean or replace if clogged

e. Measure the power supply voltage

f. Measure the compressor and fans (evaporator and condenser)amperes

g. Check drain line

h. Check the overall condition of the unit

i. Lubricate fan bearing

j. Check bearing locking set screws

k. Check sheave pulley alignment and level of shaft

l. Check fan belt tension and replace if needed

m. Inspect coil for dirt build-up , clean fins if needed

Annual Schedule:

a. Inspect electrical wiring for condition , tighten all connections

b. Inspect the unit casing and accessories for chipping or corrosions and repair if needed

c. Inspect and clean drain pan for sludge or other foreign material

d. Check damper linkages , set screws and blade adjustment for proper tightness and operation

e. Inspect the fan wheel and housing for damage. rotate the fan wheel manually to be sure no obstructions block its moving

5.5.4 Split A/C units (Carrier/York)

a. Inspect the unit air filter. Clean or replace clogged filter element

b. Check the drain pan to be sure that it is clean.

c. Measure the power supply voltage

d. Check overall unit condition

e. Measure the compressor and fans (evaporator and condenser)amperes

f. Check for suction and discharge gas pressure

g. Check pipes for any possible leak

h. Check overall unit condition

Annual- Schedule

a. Inspect electrical wiring for condition, tighten all connections

b. Inspect the unit casing for corrosion and repair if needed

c. Inspect and clean drain pan for sludge or other foreign material

d. Inspect coil for dirt build-up , clean fins.

American Embassy Cairo, Egypt Page 16 of 56

5.5.5 Fan coil units (York)

a. Inspect the unit air filter. clean or replace clogged filter element

b. Check the drain pan to be sure that it is clean.

c. Check control and isolation valves operation

d. Check thermostat operation

e. Measure the power supply voltage

f. Inspect strainer and clean it if needed

g. Check overall unit condition

Annual- Schedule

a. Inspect electrician wiring for condition , tighten all connections

b. Inspect the unit casing for corrosion and repair if needed

c. Inspect the fan wheel and housing for damage. rotate the fan wheel manually to be sure no obstructions block its moving

d. Inspect the coil fins for excessive dirt or damage. Remove dirt, clean and straighten fins.

e. Inspect and clean drain pan for sludge or other foreign material

6.0 TROUBLE CALL RESPONSE SERVICE

6.1 Response Service

The Contractor shall provide, at no extra cost, 3 emergency trouble calls per year. A trained mechanic shall be on site within a one-hour time period of the placement of an emergency trouble call by the Contracting Officer or COR. .

6.2 Callback Service

When a system component which was previously worked on by the Contractor's technicians, has a repeat malfunction within a 24-hour period, the Contractor shall be obligated to provide, at no extra cost, a return visit by a trained technician to correct the problem, even if the problem is minor in nature.

7.0 PERSONNEL, TOOLS, REPAIR PARTS, MATERIALS AND SUPPLIES

The Contractor shall provide trained HVAC technicians with the appropriate tools and testing equipment for scheduled maintenance, safety inspection, and safety testing as required by this contract. The Contractor shall provide all of the necessary repair parts, materials and supplies to maintain, service, inspect and test the HVAC Systems as required by this contract.

8.0 EXCLUSIONS

The Contractor shall NOT assume responsibility for the following:

American Embassy Cairo, Egypt Page 17 of 56

Major Repairs: Any individual unit or incident of repair with a total estimated cost (labor and direct material costs) exceeding $3,000.00 which is not covered under routine maintenance, is not covered by this contract. The Government reserves the right to determine how these repairs are to be handled. Such repairs will normally be accomplished by separate purchase order or contract. This exclusion does not apply if the repair is to correct damage caused by Contractor negligence.

The Contractor is responsible for proper disposal of toxic/hazardous substances. All material shall be disposed of according to Government and Local law. After proper disposal the contractor must show proof of authorized disposal of these toxic/hazardous substances.

9.0 DELIVERABLES

The following items shall be delivered under this contract:

Description QTY Delivery Date Deliver to Names, biographic data, police clearance on Contractor personnel

1 5 days after contract award COR

Certification of disposal of toxic chemicals by local authorities

1 After each change COR

Certificate of Insurance 1 10 days after contract award COR

Applicable permits 1 10 days after contract award COR

Maintenance task checklist signed by Contractor’s employee

1 After completion of each maintenance service

COR

Report on the performance of all system components

1 After completion of each maintenance service, and after emergency calls

COR

Invoice 1 Quarterly COR

10.0 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP).

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

Contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to conduct quality assurance to ensure that contract standards are achieved.

10.2 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.

10.3 Standard. The performance standard is that the Government receives no more than three (3) customer complaints per quarter. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the

American Embassy Cairo, Egypt Page 18 of 56 inspection clause (FAR 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.

10.4 Procedures.

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

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

10.4.3 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.

10.4.4 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.

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

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

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

10.4.8 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.

The remainder of this page is intentionally blank.

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SECTION 2 - CONTRACT CLAUSES

FAR 52.212-4 CONTRACT TERMS AND CONDITIONS – COMMERICAL ITEMS (SEPT

2013), is incorporated by reference. (See SF-1449, block 27a).

The following FAR clause is provided in full text:

The following FAR clause(s) is/are provided in full text:

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders— Commercial Items (OCT 2014)

(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 items:

(1) 52.222-50, Combating Trafficking in Persons (Feb 2009) (22 U.S.C. 7104(g)).

___Alternate I (Aug 2007) of 52.222-50 (22 U.S.C. 7104(g)).

(2) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553).

(3) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004)"(Public Laws 108-77 and 108-78 (19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

_X_ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402).

__ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (Apr 2010) (41 U.S.C. 3509)).

__ (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (June 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

_X_ (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jul 2013) (Pub. L. 109-282) (31 U.S.C. 6101 note).

__ (5) [Reserved].

__ (6) 52.204-14, Service Contract Reporting Requirements (Jan 2014) (Pub. L. 111-117, section 743 of Div. C).

__ (7) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (Jan 2014) (Pub. L. 111-117, section 743 of Div. C).

_X_ (8) 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Aug 2013) (31 U.S.C. 6101 note).

__ (9) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Jul 2013) (41 U.S.C. 2313).

__ (10) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (May 2012) (section 738 of Division C of Pub. L. 112-74, section 740 of Division C of Pub. L. 111-117, section 743 of Division D of Pub. L. 111-8, and section 745 of Division D of Pub. L. 110-161).

__ (11)(i) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (Nov 2011) (15 U.S.C. 657a).

__ (ii) Alternate I (Nov 2011) of 52.219-3.

American Embassy Cairo, Egypt Page 20 of 56

__ (12)(i) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Oct 2014) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a).

__ (ii) Alternate I (Jan 2011) of 52.219-4.

__ (13) [Reserved] __ (14)(i) 52.219-6, Notice of Total Small Business Set-Aside (Nov 2011) (15 U.S.C. 644).

__ (ii) Alternate I (Nov 2011).

__ (iii) Alternate II (Nov 2011).

__ (15)(i) 52.219-7, Notice of Partial Small Business Set-Aside (June 2003) (15 U.S.C. 644).

__ (ii) Alternate I (Oct 1995) of 52.219-7.

__ (iii) Alternate II (Mar 2004) of 52.219-7.

__ (16) 52.219-8, Utilization of Small Business Concerns (Oct 2014) (15 U.S.C. 637(d)(2) and (3)).

__ (17)(i) 52.219-9, Small Business Subcontracting Plan (Oct 2014) (15 U.S.C. 637(d)(4)).

__ (ii) Alternate I (Oct 2001) of 52.219-9.

__ (iii) Alternate II (Oct 2001) of 52.219-9.

__ (iv) Alternate III (Oct 2014) of 52.219-9.

__ (18) 52.219-13, Notice of Set-Aside of Orders (Nov 2011)(15 U.S.C. 644(r)).

__ (19) 52.219-14, Limitations on Subcontracting (Nov 2011) (15 U.S.C. 637(a)(14)).

__ (20) 52.219-16, Liquidated Damages—Subcon-tracting Plan (Jan 1999) (15 U.S.C.

637(d)(4)(F)(i)).

__ (21) 52.219-27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (Nov 2011) (15 U.S.C. 657 f).

__ (22) 52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013) (15 U.S.C.

632(a)(2)).

__ (23) 52.219-29, Notice of Set-Aside for Economically Disadvantaged Women-Owned Small Business (EDWOSB) Concerns (Jul 2013) (15 U.S.C. 637(m)).

__ (24) 52.219-30, Notice of Set-Aside for Women-Owned Small Business (WOSB) Concerns Eligible Under the WOSB Program (Jul 2013) (15 U.S.C. 637(m)).

__ (25) 52.222-3, Convict Labor (June 2003) (E.O. 11755).

_X_ (26) 52.222-19, Child Labor—Cooperation with Authorities and Remedies (Jan 2014) (E.O. 13126).

__ (27) 52.222-21, Prohibition of Segregated Facilities (Feb 1999).

__ (28) 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246).

__ (29) 52.222-35, Equal Opportunity for Veterans (Jul 2014)(38 U.S.C. 4212).

__ (30) 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014) (29 U.S.C. 793).

__ (31) 52.222-37, Employment Reports on Veterans (Jul 2014) (38 U.S.C. 4212).

__ (32) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496).

__ (33) 52.222-54, Employment Eligibility Verification (Aug 2013). (Executive Order 12989).

(Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial items as prescribed in 22.1803.)

__ (34)(i) 52.223-9, Estimate of Percentage of Recovered Material Content for EPA–Designated Items (May 2008) (42 U.S.C. 6962(c)(3)(A)(ii)). (Not applicable to the acquisition of commercially available off-the-shelf items.)

__ (ii) Alternate I (May 2008) of 52.223-9 (42 U.S.C. 6962(i)(2)(C)). (Not applicable to the acquisition of commercially available off-the-shelf items.)

American Embassy Cairo, Egypt Page 21 of 56

__ (35)(i) 52.223-13, Acquisition of EPEAT®-Registered Imaging Equipment (Jun 2014) (E.O.

13423 and 13514).

__ (ii) Alternate I (Jun 2014) of 52.223-13.

__ (36)(i) 52.223-14, Acquisition of EPEAT®-Registered Televisions (E.O. 13423 and 13514).

__ (ii) Alternate I (Jun 2014) of 52.223-14.

__ (37) 52.223-15, Energy Efficiency in Energy-Consuming Products (Dec 2007) (42 U.S.C.

8259b).

_X_ (38)(i) 52.223-16, Acquisition of EPEAT®-Registered Personal Computer Products (Jun 2014) (E.O. 13423 and 13514).

__ (ii) Alternate I (Jun 2014) of 52.223-16.

_X_ (39) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (Aug 2011) (E.O. 13513).

__ (40) 52.225-1, Buy American—Supplies (May 2014) (41 U.S.C. chapter 83).

__ (41)(i) 52.225-3, Buy American—Free Trade Agreements—Israeli Trade Act (May 2014) (41 U.S.C. chapter 83, 19 U.S.C. 3301 note, 19 U.S.C. 2112 note, 19 U.S.C. 3805 note, 19 U.S.C. 4001 note, Pub. L. 103-182, 108-77, 108-78, 108-286, 108-302, 109-53, 109-169, 109-283, 110-138, 112-41, 112-42, and 112-43.

__ (ii) Alternate I (May 2014) of 52.225-3.

__ (iii) Alternate II (May 2014) of 52.225-3.

__ (iv) Alternate III (May 2014) of 52.225-3.

_X_ (42) 52.225-5, Trade Agreements (Nov 2013) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note).

_X_ (43) 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) (E.O.’s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury).

__ (44) 52.225-26, Contractors Performing Private Security Functions Outside the United States (Jul 2013) (Section 862, as amended, of the National Defense Authorization Act for Fiscal Year 2008; 10 U.S.C. 2302 Note).

__ (45) 52.226-4, Notice of Disaster or Emergency Area Set-Aside (Nov 2007) (42 U.S.C. 5150).

__ (46) 52.226-5, Restrictions on Subcontracting Outside Disaster or Emergency Area (Nov 2007) (42 U.S.C. 5150).

_X_ (47) 52.232-29, Terms for Financing of Purchases of Commercial Items (Feb 2002) (41 U.S.C. 4505, 10 U.S.C. 2307(f)).

_X_ (48) 52.232-30, Installment Payments for Commercial Items (Oct 1995) (41 U.S.C. 4505, 10 U.S.C. 2307(f)).

_X_ (49) 52.232-33, Payment by Electronic Funds Transfer—System for Award Management (Jul 2013) (31 U.S.C. 3332).

__ (50) 52.232-34, Payment by Electronic Funds Transfer—Other than System for Award Management (Jul 2013) (31 U.S.C. 3332).

__ (51) 52.232-36, Payment by Third Party (May 2014) (31 U.S.C. 3332).

__ (52) 52.239-1, Privacy or Security Safeguards (Aug 1996) (5 U.S.C. 552a).

__ (53)(i) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (Feb 2006) (46 U.S.C. Appx. 1241(b) and 10 U.S.C. 2631).

__ (ii) Alternate I (Apr 2003) of 52.247-64.

(c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

American Embassy Cairo, Egypt Page 22 of 56

[Contracting Officer check as appropriate.] __ (1) 52.222-41, Service Contract Labor Standards (May 2014) (41 U.S.C. chapter 67).

__ (2) 52.222-42, Statement of Equivalent Rates for Federal Hires (May 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67).

__ (3) 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment (Multiple Year and Option Contracts) (May 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67).

__ (4) 52.222-44, Fair Labor Standards Act and Service Contract Labor Standards—Price Adjustment (May 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67).

__ (5) 52.222-51, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment—Requirements (May 2014) (41 U.S.C. chapter 67).

__ (6) 52.222-53, Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services—Requirements (May 2014) (41 U.S.C. chapter 67).

__ (7) 52.222-17, Nondisplacement of Qualified Workers (May 2014) (E.O.13495).

__ (8) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations (May 2014) (42 U.S.C. 1792).

__ (9) 52.237-11, Accepting and Dispensing of $1 Coin (Sept 2008) (31 U.S.C. 5112(p)(1)).

(d) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at 52.215-2, Audit and Records— Negotiation.

(1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor’s directly pertinent records involving transactions related to this contract.

(2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement.