SF1449-PR15201552 - FAC - Fuel Management System Maintenance.pdf

Embassy of the United States of America

Ashgabat, Turkmenistan

To All Prospective Offerors:

SUBJECT: PR15201552 - Ashgabat Post: Fuel Management System Maintenance

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

The U.S. Government intends to award a contract/ Purchase Order to the responsible company submitting the technically acceptable offer at the lowest price. The contract/purchase order will be a firm fixed price with no adjustment for any escalation in costs or prices. We intend to award a contract based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

Your quotation must be submitted on or before 17:00 Ashgabat time on April 09, 2025, in a sealed envelope marked "Quotation PR15201552 Enclosed" to:

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

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

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

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

1. SF-1449

2. Section I, Pricing

3. Section 5 Representations and Certifications

4. Additional information as required in Section 3

5. Proof of SAM Registration

6. NDAA 889 Compliance Certification

7. Certification Regarding Compliance with Applicable Federal Anti-Discrimination Law

Complete all above or the quote may be considered unacceptable and may be rejected.

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102. Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Notice:

“System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations, including

52.223-22, Public Disclosure of Greenhouse Gas Emissions and Reduction Goals—Representation, and paragraph

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

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

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

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

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

TABLE OF CONTENTS

Section 1 - The Schedule

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number PR15201552 Prices, Block 23

• Continuation To SF-1449, RFQ Number PR15201552. Schedule of Supplies/Services, Block 20 Description/Specifications/Work Statement

• Attachment #1 – Equipment List

Section 2 - Contract Clauses

• Contract Clauses

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

Section 3 - Solicitation Provisions

• Solicitation Provisions

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

Section 4 - Evaluation Factors

• Evaluation Factors

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

Section 5 - Representations and Certifications

• Offeror Representations and Certifications

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

• Attachment #1 NDAA 889 Compliance Certification

• Attachment #2 Certification Regarding Compliance with Applicable Federal Anti-Discrimination Law

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

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL

ITEMS

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

1. REQUISITION NUMBER

PR15201552

PAGE 1 OF

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE: September 1, 2025

4. ORDER NUMBER

5. SOLICITATION NUMBER

PR15201552

6. SOLICITATION ISSUE

DATE

March 19, 2025

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME Ashgabat Procurement Department

b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/LOCAL

April 09, 2025

9. ISSUED BY

CODE

19TX10 10. THIS ACQUISITION

IS

UNRESTRICTED

OR

SET ASIDE:____ %

FOR:

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

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

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB

DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

None

13a. THIS CONTRACT IS A

RATED ORDER

UNDER

DPAS (15 CFR 700)

13b. RATING None

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

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

See block 9

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY

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

CODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH

ADDRESS IN

OFFER

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

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Fuel Oil System Preventive Maintenance Services including DBA insurance (annual) per SOW

1 each

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

25. ACCOUNTING AND APPROPRIATION DATA

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

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

ATTACHED. ADDENDA

ARE ARE NOT

ATTACHED

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

ADDENDA

ARE ARE NOT

ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

___1_ COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH

AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE

AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND

CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _________________ OFFER DATED

____________. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

HEREIN, IS ACCEPTED AS TO ITEMS:

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

CONTRACTING OFFICER)

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

30c. DATE SIGNED

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

Dana R. Williams

31c. DATE SIGNED

March 19, 2025

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

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

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

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

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

Ashgabatprocurement@state.gov

33. SHIP NUMBER 34. VOUCHER

NUMBER

35. AMOUNT VERIFIED

CORRECT FOR

36. PAYMENT 37. CHECK NUMBER

PARTIAL FINAL

COMPLETE PARTIAL

FINAL

38. S/R ACCOUNT NO.

39. S/R VOUCHER

NO.

40. PAID BY

41.a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR 42a. RECEIVED BY (Print) 41b. SIGNATURE AND TITLE OF CERTIFYING

OFFICER

41C. DATE

42b. RECEIVED AT (Location)

42c. DATE REC’D (YY/MM/DD) 42d. TOTAL CONTAINERS

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

PRICES, BLOCK 23

1. DESCRIPTION

The U.S. Embassy in Ashgabat (Government) requires preventive maintenance services for the Fuel Management System. These services shall result in all systems being serviced under this agreement being in good operational condition when activated. Please see section 6.3 for security requirements if this work is to be performed on systems accessing the PCC/CAA areas of the building.

1.1. Type of Contract

This is a firm fixed price contract/purchase order payable entirely in U.S. dollars. Prices for all Contract Line-Item Numbers (CLIN) shall include proper disposal of toxic substances as per Item 8.4 where applicable. 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/purchase order price will not be adjusted due to fluctuations in currency exchange rates.

1.2. Period of Performance

The contract will be for a period of one-year of performance.

2.0 PRICING

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

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

2.1. The Contractor shall provide the services shown below:

2.2 Repair option. Repairs are NOT included under this agreement (see 7.1.3) and are to be done outside this contract/purchase order. However, we would like to have current labor rates in the event that there is an issue discovered during the preventive maintenance of the specified equipment. Please provide your current labor rates in the Repair Option fields below. As stated in 7.1.3 any necessary repairs or parts will be submitted for approval and then billed against a separate PO. The Contractor is not approved to do any additional work without approval.

Repair Labor Rates 12 months $__________/day

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service

Total per year

Fuel Oil System Preventive Maintenance Services including DBA insurance (annual) per SOW

Per Attachment#1 Equipment List

Per

SOW

Annual

Total

3.0 NOTICE TO PROCEED

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

4. EQUIPMENT AND PERFORMANCE REQUIREMENTS

4.1. The Government requires the Contractor to maintain the following equipment in a safe, reliable, and efficient operating condition. Please see Attachment #1 Equipment list for a more detailed description.

4.2. The Contractor shall provide all necessary managerial, administrative, and direct labor personnel, as well as all transportation, equipment, tools, supplies, and materials required to perform inspection, maintenance, and component replacement as required to maintain the systems in accordance with this Statement of Work. Additionally, the Contractor shall provide clear and concise qualifications which prove an aptitude for the specific types of equipment. This should include any specific training the Contractor technician has and other locations with similar equipment. Under this Contract the Contractor shall provide:

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

• Two days of dedicated training (1 day operator + 1 day maintenance).

4.3. Performance Standards

It is expected that all aspect of this SOW will be completed. The fuel management system shall be clean and in good operating condition upon completion of the service. The preventive maintenance service shall result in the parts of the system serviced being in a condition to operate efficiently and effectively.

5.0 HOURS OF PERFORMANCE

5.1. The Contractor shall maintain work schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. The Contractor shall deliver standard services between the hours of 9 am and 6.00 pm Monday through Friday. No work shall be performed on US Government and local holidays. See FAR 652.237-72.

The following are legal U.S. and Turkmenistan Holidays to be observed by the Mission in 2025.

Wednesday, January 1 New Year’s Day Monday, January 20 Martin Luther King, Jr.

Monday, February 17 Presidents’ Day Friday, March 7 Women’s Day Friday, March 21 Nowruz Bayramy (Spring Festival) Monday, March 31 Oraza Bayramy Monday, May 19 Constitution Day/ National Flag Day Monday, May 26 Memorial Day Thursday, June 5 Kurban Bayramy Friday, June 6 Kurban Bayramy Monday, June 9 Kurban Bayramy Thursday, June 19 Juneteenth Friday, July 4 U.S. Independence Day Monday, September 1 Labor Day Friday, September 26 Turkmenistan Independence Day Monday, October 6 Remembrance Day Monday, October 13 Columbus Day Tuesday, November 11 Veterans Day Thursday, November 27 Thanksgiving Day

Friday, December 12 Day of Neutrality Thursday, December 25 Christmas Day

6. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

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

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

6.2.1 Vehicles. Contractor vehicles will not be permitted inside the embassy compound without prior approval. If vehicle access is necessary, submit contractor vehicle information (Make, Model, License Plate #) along with a written justification as to why access is necessary. This shall be submitted to the Facility Manager at least one (1) week prior to the visit.

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

6. 3 Security Clearances. All Work under this contractor that are designated as non-CAA areas may be performed by un-cleared American or local workers. However, all work done in CAA and PCC areas shall be performed by cleared American Construction personnel as needed to complete the services. The Contractor shall work closely with the COR, the Post Facility Manager (FM) or the General Services Officer (GSO).

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

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

Contractor personnel may be exposed to various documents, such as blueprints, drawings, sketches, notes, surveys, reports, photographs, and specifications, received or generated in conjunction with this contract. These documents contain information associated with diplomatic facilities for the U.S. Department of State. These documents have been marked with the handling designations “Unclassified” or “Sensitive But Unclassified” and US Government warnings against reproduction and distribution. These documents require special handling and dissemination restrictions. All handling designations and warnings on original documents must be reproduced on subsequent copies.

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

Photographs of any diplomatic overseas building or facility must be authorized in advance by the COR and Regional Security Officer (RSO), who will establish any controls, limits, and/or restrictions as necessary. Exposed film depicting any Controlled Access Area and/or sensitive equipment must be developed in a U.S. Embassy Ashgabat, Turkmenistan controlled environment by appropriately cleared personnel. No further dissemination, publication, duplication, or other use beyond that which was requested and approved is authorized without specific, advance approval from DS. DS reserves the right to demand retention of all copies of said photographs and/or negatives, following fulfillment of the previously authorized usage.

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

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

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

6.4 Standards of Conduct

6.4.1 General. The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to employees as may be necessary. Each Contractor employee shall adhere to standards of conduct that reflect credit on themselves, their employer, and the United States Government. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the Government.

6.4.2 Uniforms and Personal Equipment. The Contractor's employees shall wear clean, neat and complete uniforms when on duty. All employees shall wear uniforms approved by the Contracting Officer's Representative (COR). The Contractor shall provide, to each employee and supervisor, uniforms and personal equipment. The Contractor shall be responsible for the cost of purchasing, cleaning, pressing, and repair of the uniforms.

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

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

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

6.4.6 Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances.

These circumstances include but are not limited to the following actions: falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records; unauthorized use of Government property, theft, vandalism, or immoral conduct; unethical or improper use of official authority or credentials; security violations; organizing or participating in gambling in any form; and misuse of weapons.

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

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

7.0 SCHEDULED PREVENTIVE MAINTENANCE

7.1. General

7.1.1. The Contractor shall perform preventive maintenance as outlined in Exhibit A - STATEMENT OF WORK. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration when units are activated/running.

7.1.2. The Contractor shall inventory, supply and replace expendable parts (e.g., 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), SDS, 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. Maintenance materials shall be unused and are to be industry standard and intended for the task to be performed. Parts shall be OEM approved.

7.1.3. Exclusion. This contract does NOT include repair of equipment and replacement of hardware (e.g. bearings, pistons, piston rings, crankshaft, and gears.) Hardware replacements will be separately priced out by the Contractor for the Government’s approval and acceptance. The Government has the option to accept or reject the Contractor’s quote for parts and reserves the right to obtain similar spare parts from other competitive sources. If required by the Government, the Contractor shall utilize Government-purchased spare parts, if awarded the work. Such repairs/replacements will be accomplished by a separate purchase order. However, this exclusion does not apply if the repair is to correct damage caused by Contractor negligence.

7.1.4. Replacement/repair of any electronic or electrical parts must be approved by the COR prior to installation of the part.

If the Contractor proceeds to replace any electronic or electrical parts without COR approval, the Contractor shall de-install the parts at no cost to the Government.

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

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

7.2 Checklist Approval

The Contractor shall submit to the COR a schedule and description of preventive maintenance tasks which the Contractor plans to provide. The contractor shall customize a work sheet to match the equipment or use a factory supplied one outlining the sequence of events and tasks to be performed. The Contractor shall prepare this schedule, work sheet, and task description in a checklist format for the COR’s approval prior to contract work commencement.

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

7.2.3 Additionally, the maintenance contractor shall obtain and keep at the post O&M binders provided by the manufacturers.

These binders shall be placed in a location accessible to post personnel to review as needed.

8. PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

The Contractor shall provide trained technicians with the appropriate tools and testing equipment for scheduled maintenance, safety inspection, and safety testing as required by this Contract. The Contractor shall provide all the necessary materials and supplies to maintain, service, inspect and test all the systems to be maintained.

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

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

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

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

8.4 Training. Training will be offered to the post appointed maintenance staff upon request. Training of the maintenance team will be conducted to ensure that whoever is performing the maintenance from that point forward is doing it correctly and in accordance with the manufacturer’s recommendations.

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

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

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

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

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

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

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

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

9. SOFTWARE, LICENSES AND PASSWORDS

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

DELIVERABLES

Provide a typewritten report to COR containing following:

a) System information (make, model, all device types)

b) Pass/Fail of each feature and type of component tested. If a device fails, note device type, address, and location within

Post.

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

d) Full printout of test from system printer.

e) Testing of exhaust gas by Gas Analyzer.

The following items shall be delivered under this contract:

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

1 30 days after contract award/effective date

COR

Certificate of Insurance (#10.2) 1 30 days after contract award/effective date

CO, COR

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

1 After completion of each maintenance service

COR

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

CO, COR

10.0 INSURANCE REQUIREMENTS

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

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

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

Public Liability Insurance (Min Requirements as per FAR 28.307-2) Bodily Injury $500,000.00 per occurrence Property Damage $200,000.00 per occurrence

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

10.3 Worker's Compensation Insurance. The Contractor agrees to provide all employees with worker's compensation benefits as required under local laws (see FAR 52.228-4 “Worker’s Compensation and War-Hazard Insurance Overseas”).

11. LOCAL LAW REGISTRATION

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

12.0 QUALITY ASSURANCE PLAN (QAP)

12.1 Plan. This plan is designed to provide an effective surveillance method to promote effective Contractor performance.

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

Performance Objective SOW Para Performance Threshold Services.

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

1 thru 14 & Exhibit A

All required services are performed and no more than one (1) customer complaint is received per month

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

12.3 Standard. The performance standard is that the Government receives no more than one (1) customer complaint per month.

The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.

12.4. Procedures.

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

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

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

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

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

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

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

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

13. TRANSITIONS/CONTACTS

Within 30 days after contract award, the Contracting Officer may ask the Contractor to develop a plan for preparing the Contractor to assume all responsibilities for preventive maintenance services. The plan shall establish the projected period for completion of all clearances of contractor personnel, and the projected start date for performance of all services required under this contract. The plan shall assign priority to the selection of all supervisors to be used under the contract.

13.1 On site contact. The COR is the designated contact personnel between the US Embassy and the Contractor. All questions concerning coordination of service activities while at post shall be directed with weekly reporting to the COR.

14. SUBMISSION OF INVOICES

The Contractor shall submit an invoice after each preventive maintenance service has been performed. Invoices must be accompanied by a signed copy of the Maintenance Checklist for the work performed including parts replacement and break down calls, if any. No invoice for preventive maintenance services will be considered for payment unless accompanied by the relevant documentation.

The Contractor should expect payment 30 days after completion of service or 30 days after receipt of invoice at the Embassy's payment office, whichever is later. Invoices shall be sent to AshgabatPROCUREMENT@state.gov, Contracting Officer and COR at the Embassy.

The Contractor should expect payment 30 days after completion of service or 30 days after receipt of invoice at the Embassy's payment office, whichever is later. All invoices should be VAT exempted.

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

a. Purchase Order Number.

b. Description, quantity and total.

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

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

CONTINUATION TO SF-1449,

RFQ NUMBER PR15201552

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK STATEMENT

Exhibit A - STATEMENT OF WORK

FUEL MANAGEMENT SYSTEM

I. GENERAL INFORMATION:

The United States Embassy Ashgabat in Turkmenistan (Government) requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s fuel management system.

II. PROJECT REQUIREMENTS:

The Contractor shall perform preventive maintenance as described in this STATEMENT OF WORK (SOW). The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown, and deterioration when units are activated/running.

DESCRIPTION OF EQUIPMENT *:

*Please see Attachment#1 at the end of this sheet for more details

III. GENERAL REQUIREMENTS:

The Contractor shall provide the labor and materials required to carry out all preventive maintenance as outlined in this SOW.

Government has service manuals for fuel pumps and fuels storage tanks. The Contractor shall confirm on-site manuals are complete and current and provide the Contracting Officer’s Representative (COR) a listing of any missing or out of date manuals. The Contractor technician shall sign off on every task specified in the SOW and will provide a typewritten copy of their report to the COR or the COR's designate within five business days of each maintenance visit.

IV. Scope of work. Fuel management system preventive maintenance.

The Contractor shall provide all materials, supervision, labor, tools, and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and /or use appropriate safety protection while work is performed. Any questions or injuries shall be brought to the attention of the COR and Post Occupation Safety and Health Officer (POSHO). Material Safety Data Sheets (SDS) shall be provided by the Contractor for all work performed, including tasks involved with HAZMAT materials. Copies will be provided to the COR for approval.

The systems and components to be maintained include, but not limited to, fuel pumps, fuel storage tanks, start and transfer systems, as well as control and monitoring systems. The Attachment #1 Equipment list provides details.

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

2. Fuel, oil, fluids, filters, and preventive maintenance parts shall be provided at the expense of the Government.

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

b. All fluids shall be delivered in original sealed containers.

3. The Contractor shall provide emergency assistance for fuel system support, priced at an hourly rate, within 24 hours of being contacted by the COR.

If any discrepancies are found with the fuel management system that are not covered under this SOW, the Contractor shall provide the following:

1. Detailed report noting the discrepancy found.

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

3. Price quote for repair labor.

V. Safety & special instructions.

1. Provide Activity Hazard Analysis (AHA) and Workplan.

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

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

4. Follow site safety procedures.

5. Entries into confined spaces are subject to API regulations. Any task requiring entry into a confined space must be approved by the Post Occupational Safety and Health Officer (POSHO) prior to beginning work.

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

7. Follow approved lockout/tag out procedures.

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

9. Review and follow the manufacturer’s instructions.

10. Record results in the equipment history log.

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

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

At a minimum, the following work shall be completed:

Notes:

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

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

Laboratory report for all chemicals (fuel analysis) shall be submitted to the COR within 30 days from date of service.

Maintenance Interval Schedule

The purpose of this SOW is to ensure the entire fuel management system for this facility is maintained according to manufacturer’s recommendations to ensure the readiness and proper operation of the system.

Fuel Storage Tanks (Day Tanks)

A. Annual:

Inspect tank for corrosion.

Check for signs of tank leakage.

Inspect all piping runs for damage and leakage.

Sample fuel and test quality.

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

Inspect fuel tank fire protection devices.

Inspect berms around fuel storage tank for erosion.

Clean breather vents, conservation vents, vacuum vents, pressure vents, non-freeze draw valves and flame arrestors where appropriate.

Inspect vapor recovery line for deterioration.

Verify all locking devices are in place.

Run pump and check operation.

Calibrate and adjust fuel oil pressure.

Inspect fuel strainer and clean as needed.

Inspect tank electrical grounds for breaks and loose fittings.

Validate operation of automatic controls including leak and level detection.

B. 5 Years:

Pump out tank, remove sludge from the bottom, and flush.

Inspect tank, pipes, and all connections for signs of leaks.

Clean and adjust oil transfer pumps.

Examine, clean, and check for proper operation of the strainers, traps, control valves, flow meters, temperature, and pressure gauges.

Inspect floats and leveling devices in tank for proper operation.

Fuel Storage Tanks (Under Ground)

Inspect all piping runs for damage and leakage.

Inspect manhole gaskets.

Sample fuel and test quality.

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

Inspect fuel tank fire protection devices.

Clean breather vents, conservation vents, vacuum vents, pressure vents, non-freeze draw valves and flame arrestors where appropriate.

Inspect for residual buildup; ensure floats move freely.

Check float adjustment with depth level indicators.

Verify all locking devices are in place.

Run pump and check operation.

Calibrate and adjust fuel oil pressure.

Validate operation of automatic controls including leak and level detection.

Compare inventory probe readings against stick measurements.

Clean sensors if possible.

B. 5 Year:

Lockout/tagout electrical connections all connected equipment.

Isolate the tank from the system by draining down the lines, removing the valves, and installing appropriately sized blind flanges on tank nozzles and pipeline flanges.

Pump out tank, remove sludge from the bottom, and flush.

Mechanically vent the tank and perform gas freeing to get rid of dangerous vapors, ideally to a lower explosive limit (LEL) of 10 of less.

Make confined space entry (comply with OSHA’s regulations and API standards) to clean the tank’s interior.

Remove final product puddles via vacuum truck by squeegeeing the tank floor.

Inspect for cleanliness and the presence of hidden vapors to confirm your tank is clean and vapor free.

Fuel Pumps

Check for leaks on discharge piping and seals, etc.

Inspect electrical wiring for damage.

Check pump and motor operation for vibration, noise, overheating, etc.

Check alignment and clearances of shaft and coupler.

Tighten or replace loose, missing, or damaged nuts, bolts and screws.

Lubricate pump and motor as required.

Clean pump, motor and surrounding area.

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

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

Fuel Panel Control

Power down unit.

Inspect panel components and relays for damaged wires, frayed insulation or signs of overheating.

Tighten loose connections as required.

Clean out dust and debris from inside the control panel and reassemble.

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

Pull probes and inspect for damage.

Clean probe shaft.

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

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

Perform operational test of control panel functions.

Test remote alarm panels at remote fill.

Ensure proper operation of remote displays.

Test operation of all inputs and outputs.

Verify system configuration and test battery backup.

Verify that all alarm, control, and communication circuits operate correctly.

Record all results.

ATTACHMENT #1 Equipment List.

Asset

ID

Asset Name Manufacturer Model Serial Number Remarks

1 1057

Fuel Dispensing Equipment | FUEL

DISPENSER,

GASOLINE SITE

BENNETT PUMP

3000 SER

3111SNR

0V1055115

2 1079

Fuel Dispensing Equipment | FUEL

DISPENSER,

DIESEL | SITE

BENNETT PUMP

3000 SER

3111SNR

9V1055117

3 1753

Fuel/Oil/Gas Distribution | FUEL

TANK REMOTE

FILL PORTS | SITE

AT SCAP

FAIRFIELD IND RFP24-DOS-4 N/A

THIS

EQUIPMENT

DOESN'T HAVE

A S/N.

4 1102

Panel, Fuel Control |

PANEL, CNTL FUEL

(LEVEL/LEAK DET)

| UTL EMERG GEN

RM U106

PNEUMERCATOR TMS 4000 1702691-1

5 1201 Panel, Fuel Control |

PANEL, CNTL VEH

FUEL DISP | SITE

SYN-TECH

SYSTEMS

FUELMASTER

FMU 2550

6 1525

Panel, Fuel Control |

PANEL, CNTL FUEL

PORTS | SITE AT

SCAP

PNEUMERCATOR ETD1000 1702691-1-1

ALSO

INCLUDES ONE

RA400 FOR

EACH FUEL

PORT.

7 1539

Panel, Fuel Control |

PANEL, CNTL FUEL

MON (REM SC) |

SCAP GUARD

BOOTH

PNEUMERCATOR ETD1000

NOT

ACCESSIBLE

8 1588

Panel, Fuel Control |

PANEL, CNTL FUEL

MON (REM PST-1) |

SITE, TBD

PNEUMERCATOR ETD1000

NOT

ACCESSIBLE

9 1851

Panel, Fuel Control |

PANEL, CNTL FUEL

SYSTEM | UTL

EMERG GEN RM

U106

PHILLIPS FUEL

SYSTEMS

PC-6 160047

10 780 Pump, Fuel | PUMP, FUEL OIL FOP-07 |

SITE IN FOT-03

FRANKLIN

FUELING

SYSTEMS

STP150B-VL2-17 16K500600576S TURBINE PUMP

11 783 Pump, Fuel | PUMP, FUEL OIL FOP-09 |

SITE IN FOT-04

FRANKLIN

FUELING

SYSTEMS

STP150B-VL2-17 16J502300930S TURBINE PUMP

12 959 Pump, Fuel | PUMP, FUEL OIL FOP-02 |

SITE IN FOT-01

FRANKLIN

FUELING

SYSTEMS

STP150B-VL2-17 16J502300932S TURBINE PUMP

13 1221 Pump, Fuel | PUMP, FUEL OIL FOP-06 |

SITE IN FOT-02

FRANKLIN

FUELING

SYSTEMS

STP150B-VL2-17 16J502300936S TURBINE PUMP

14 1269 Pump, Fuel | PUMP, FUEL OIL FOP-03 |

SITE IN FOT-01

FRANKLIN

FUELING

SYSTEMS

STP150B-VL2-17 16J502300928S

TURBINE PUMP

(SEE SET B)

15 1409 Pump, Fuel | PUMP, FUEL OIL FOP-04 |

SITE IN FOT-01

FRANKLIN

FUELING

SYSTEMS

STP150B-VL2-17 16J502300929S

TURBINE PUMP

(SEE SET B)

16 1570 Pump, Fuel | PUMP, FUEL OIL FOP-08 |

SITE IN FOT-03

FRANKLIN

FUELING

SYSTEMS

STP150B-VL2-17 16J502300934S TURBINE PUMP

17 1785 Pump, Fuel | PUMP, FUEL OIL FOP-01 |

SITE IN FOT-01

FRANKLIN

FUELING

SYSTEMS

STP150B-VL2-17 16J502300931S TURBINE PUMP

18 1944 Pump, Fuel | PUMP, FUEL OIL FOP-05 |

SITE IN FOT-02

FRANKLIN

FUELING

SYSTEMS

STP150B-VL2-17 16J502300935S TURBINE PUMP

19 2004 Pump, Fuel | PUMP, FUEL OIL FOP-10 |

SITE IN FOT-04

FRANKLIN

FUELING

SYSTEMS

STP150B-VL2-17 16J502300933S TURBINE PUMP

20 916

Tank, Day | TANK, DIESEL DAY (FIRE

PUMP) | UTL FIRE

PUMP RM U101

HIGHLAND

TANK & MFG CO

MH5086-2 A61374725

21 1202 Tank, Day | TANK, DAY U-DT-1 | UTL

NG GEN RM U105

PRYCO PY600ULDW 02648483

DOUBLE

CONTAINMENT

22 1942

Tank, Day | TANK, DAY U-DT-3 | UTL

EMERG GEN RM

U106

PRYCO PY600ULDW 02648484

DOUBLE

CONTAINMENT

23 2007 Tank, Day | TANK, DAY U-DT-2 | UTL

NG GEN RM U105

PRYCO PY600ULDW 02648485

DOUBLE

CONTAINMENT

24 1177 Tank, Fuel | TANK, FUEL FOT-3

(DIESEL) | SITE

CONTAINMENT

SOLUTIONS INC

DWT-6 TYPE II

(10')-15000

PROD CODE

XW15SD112

DIESEL

25 1179 Tank, Fuel |…