2015_SUVA_BME_Fire_Alarm_FINAL.pdf

Preventive Maintenance Contract Scope of Work

For

FIRE ALARM SERVICES

United States Embassy

SUVA, FIJI ISLANDS

United States Department of State

OVERSEAS BUILDING OPERATIONS

TABLE OF CONTENTS

Section 1 - The Schedule

SF 1449 cover sheet

Continuation To SF-1449, RFQ Number SFJ60015Q0001 Prices, Block 23

Continuation To SF-1449, RFQ Number SFJ60015Q0001, Schedule Of Supplies/Services, Block 20

Description/Specifications/Work Statement

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

Section 2 - Contract Clauses

Contract Clauses

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

Section 3 - Solicitation Provisions

Solicitation Provisions

Section 4 - Evaluation Factors

Evaluation Factors

Section 5 - Representations and Certifications

Offeror Representations and Certifications

Addendum to Offeror Representations and Certifications - FAR and DOSAR Provisions not Prescribed in Part 12

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION

NUMBER

PAGE 1 OF

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION

NUMBER

SFJ60015Q0001

6. SOLICITATION ISSUE

DATE

12/30/2014

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

James Alden

b. TELEPHONE NUMBER(No collect calls)

679-331-4466

8. OFFER DUE DATE/

LOCAL TIME

02/13/15 @ 5 PM local time

9. ISSUED BY

CODE

10. THIS

ACQUISITION IS

X UNRESTRICTED

OR

SET ASIDE:____ %

FOR: American Embassy Suva

123 Main Street

SMALL

BUSINESS

WOMEN-OWNED SMALL BUSINESS

158 Princes Road

Suva, Fiji

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

DESTINATION UNLESS BLOCK

IS MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT

IS A

RATED ORDER

UNDER

DPAS (15 CFR

700)

13b. RATING

14. METHOD OF SOLICITATION

X RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

American Embassy Suva, 158 Princes Road

Suva

James Alden, Contracting Officer

17a. Contractor/Offeror COD E

FACILIT

Y CODE

18a. PAYMENT WILL BE MADE BY

American Embassy Suva

Financial Management Officer

158 Princes Road

Suva, Fiji

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

Preventative maintenance services for the Fire Alarm System installed on site.

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__ COPY 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)

31c. DATE SIGNED

SECTION 1 - THE SCHEDULE

1.0 DESCRIPTION

The American Embassy in Suva, Fiji, requires preventative maintenance services for the Fire Alarm System installed on site. The services shall result in the Simplex Fire Alarm System being in good operational condition when activated. This work will require the contractor to enter either CAA or PCC areas. Please see section-6, in particularly paragraph 6.2.5 for special clearance requirements.

1.1. TYPE OF CONTRACT

This is a firm fixed price contract payable entirely in US 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 price will not be adjusted due to fluctuations in currency exchange rates.

1.2. PERIOD OF PERFORMANCE

The contract will be for a period of one-year, with a maximum of two one-year optional periods of performance and will be expected to commence no later than (1st April 2015).

2.0 PRICING

The rates below include all costs associated with providing fire alarm preventive maintenance services in accordance with the attached scope of work, and the manufacturer’s warranty including materials, labor, insurance (see FAR 52.228- 4 and 52.228-5), overhead, profit and GST (if applicable).

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

CLIN Description Quantity of Equipment

Frequency of services

No. of service

Unit price / service

Total per year ($)

001-A

4100U MAIN FIRE

ALARM CONTROL

PANEL

2 Annual 1

002-A

4009 NOTIFICATION

EXTENDER PANEL

(NAC)

1 Annual 1

003-A

4010 FIRE ALARM

CONTROL PANEL

2 Annual 1

004-A

ADRESSADLE FIRE

ALARM FIELD

DEVICES

Annual 1

NOTIFICATION

APPLIANCES

2.2. Option Year 1. The Contractor shall provide the services shown below for Option Year 1 of the contract, and continuing for a period of 12 months.

2.3. Option Year 2. The Contractor shall provide the services shown below for Option Year 2 of the contract, and continuing for a period of 12 months.

2.4. Total for all years: Base Year $__________

Option Year 1 $__________

Option Year 2 $__________

TOTAL $__________

ACCESSORIES -

BATTERIES &

INCOMING SURGE

PROTECTORS

Annual

Total Base Year

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service

Total per year ($)

101-A

4100U MAIN FIRE

ALARM CONTROL

PANEL

2 Annual 1

102-A

4009 NOTIFICATION

EXTENDER PANEL

(NAC)

1 Annual 1

103-A

4010 FIRE ALARM

CONTROL PANEL

2 Annual 1

104-A

NOTIFICATION

APPLIANCES

Total Option Yr. 1

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service

Total per year ($)

201-A

4100U MAIN FIRE

ALARM CONTROL

PANEL

2 Annual 1

202-A

4009 NOTIFICATION

EXTENDER PANEL

(NAC)

1 Annual 1

203-A

4010 FIRE ALARM

CONTROL PANEL

2 Annual 1

204-A

NOTIFICATION

APPLIANCES

Total Option Year 2

2.7 Repair Option. Repairs are NOT included under this agreement (see 7.1.3) and are to be done outside this contract.

However, we would like to have current labor rates in the event that there is an issue discovered during the preventive maintenance of the specified equipment. Please provide your current labor rates in the Repair Option fields below. As stated in 7.1.3 any necessary repairs or parts will be submitted for approval and then billed against a separate PO. The Contractor is not approved to do any additional work without approval.

Repair Labor Rates Base Year $__________/hr

Option Year 1 $__________/hr

Option Year 2 $__________/hr

3.0 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.

4.0 EQUIPMENT AND PERFORMANCE REQUIREMENTS

The American Embassy in Suva requires the Contractor to maintain the following Fire Alarm System in a safe, reliable and efficient operating condition. Work requirements are outlined in Exhibit A - -

STATEMENT OF WORK

4.1 Performance Requirements: The fire alarm system for the new U.S. Embassy compound consists of the following fire alarm control panels. Each control panel is networked together in a NFPA 72 Style 7 Class A fiber optic cable loop that allows each fire alarm control panel to report alarm, trouble, and supervisory signals to the main fire alarm control panel located in the Chancery Building.

I. Main Fire Alarm control panel #1:. Simplex part number 4100U and II. Remote building panel (Local Fire Alarm Panel #1): Simplex part number 4010.

4.2. The Contractor shall provide all necessary managerial, administrative and direct labor personnel, as well as all transportation, equipment, tools, supplies and materials required to perform inspection, maintenance, and component replacement as required to maintain the systems in accordance with this work statement. Under this Contract the Contractor shall provide:

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

All work shall be completed according to the following generally accepted standards:

OBO Specification 13851 NFPA 72; National Fire Alarm Code

4.3. Performance Standards

The fire alarm system shall always be ready to provide service in case of an emergency. The Contractor shall schedule all preventive maintenance work with the site Facility Manager to avoid disrupting the business operation of the Embassy.

5.0 HOURS OF PERFORMANCE

5.1. The Contractor shall maintain work schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. The Contractor shall deliver standard services between the hours of [08:00am] AM and [05.30pm] PM Monday through Thursday and 08.00am to 03.00pm on Friday. No work shall be performed on US Government and local holidays. Below is a list of the holidays.

Jan 01 + New Year's Day Am

Jan 05 Prophet Mohammed’s Birthday L

Jan 19 Birthday of Martin Luther King, Jr. Am

Feb 16 George Washington Birthday Am

April 3 Good Friday L

April 4 Easter Sunday L

April 6 Easter Monday L

May 25 Memorial Day Am

June 26 National Sports Day L

Jul 03 Independence Day Am

Sep 07 Labor Day L

Oct 10 Fiji Day Am

Oct 12 Columbus Day Am

Nov 11 Diwali L

Nov 11 Veterans Day Am

Nov 26 Thanksgiving Day Am

Dec 25 Christmas Am

Dec 28 Boxing Day L

6.0 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 American Embassy. The Contractor’s employees shall be on-site only for contractual duties and not for any other business or purpose. Contractor employees shall have access to the equipment and equipment areas and will be escorted by Embassy personnel.

6.2 Personnel Security. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who shall be used on this Contract prior to their utilization. Submission of information shall be made within 5 days of award of contract. No technician will be allowed on site without prior authorization. Note: this may include cleared personnel if advance notice of visit is not given at least one week before the scheduled visit.

6.2.1 Vehicles. Contractor vehicles will not be permitted inside the embassy compound without prior approval. If you need to have vehicle access please submit your vehicle information (Make, Model, License Plate #) along with a written justification as to why access is necessary. This should 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 display identity card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

6.2.3 Work within the Control Access Areas (CAA) and the Post Communication Center (PCC) is only permissible by cleared American workers. No other clearance levels will be permitted. Please see section 1.0 to determine if this contract requires special clearance.

6.2.4 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].

6.2.5 SECURITY REQUIREMENTS: To be considered for award the vendor must possess a minimum TOP SECRET Facility Clearance issued by Defense Security Service (DSS). Facility clearance must be maintained throughout contract. A Contract Security Classification Specification (DD Form 254) will be issued at the time of contract award by The Bureau of Diplomatic Security; DS/IS/IND. Security provisions specified in the DD Form 254 must be followed. At a minimum, the servicing technician must have an active FINAL TOP SECRET clearance certified to DoS DS/IS/IND via a Visit Authorization Request (VAR) with attached JCAVS Person Summary. Refer to para. 2.4 of this work statement.

6.2.6 Security Compliance: The Contractor must comply with all of the following requirements relating to the protection of U.S. Embassy in Suva, 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 Suva 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.- 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 shall not be condoned. This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

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 checked out from Post 1 by a “Cleared American” 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. Refer to Exhibit-A, SCOPE OF WORK (SOW), which notes the contractor requirements and the material provided by the US embassy. The objective of scheduled preventive maintenance is to eliminate malfunction, breakdown and deterioration when units are activated/running.

7.1.2. The US embassy will supply essential system spares, to include smoke detectors, thermo detectors, pull stations, and cabinet batteries. The contractor is responsible for maintaining an inventory of embassy spares and updating the inventory are spares are used in the course of preventive maintenance replacements.

7.1.3. This contract does NOT include repair of equipment and replacement of hardware (e.g. motherboards, controllers sensors etc.) 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. N/A

7.1.5. Ceiling Tiles. The contractor shall be responsible for removal and replacement of all ceiling tiles affected by the work. Contractor shall dispose of any excess materials or other construction debris.

7.2 Checklist Approval

The Contractor shall submit to the COR a schedule and description of the scheduled preventive maintenance tasks which the Contractor plans to provide. The Contractor shall prepare this schedule and task description in a checklist format for the COR’s approval prior to contract work commencement.

7.2.1. The Contractor shall provide trained technicians to perform the service at frequencies stated in Exhibit A and on the equipment called out in this SOW. The technician shall be qualified and experienced in accordance with Table 10.4.4, Testing Frequencies of NFPA 72, National Fire Alarm Code. The technician shall sign off on every item of the checklist and leave a copy of this signed checklist with the COR or the COR's designate after the maintenance visit.

7.2.3. It is the responsibility of the Contractor to perform all manufacturers’ recommended preventive maintenance as well as preventive maintenance recommended by the manufacture technical manuals for the respective equipment.

7.2.4. After the site visit and testing a written test report should be submitted to the Facility Manager. The report shall consist of the following.

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

b) Pass/Fail for 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 as pertains to service life and dependability.

d) Full printout of test from system printer.

8.0 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 of the necessary materials and supplies to maintain, service, inspect and test the system.

8.1 Contractor furnished materials must include the necessary tools, testing equipment, safety shoes and apparel for technicians, hands, hearing and eye protection, MSDS and cleaning materials

8.2 Repairs. Repairs are not included in this contract. See Item 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 N/A

9.0 N/A

10.0. DELIVERABLES

The following items shall be delivered under this contract:

Description QTY Delivery Date Deliver to

Names, biographic data, police clearance on Contractor personnel (#6.2)

1 5 days after contract award and 14 days prior to site visit

COR

Certificate of Insurance (#10.2) 1 10 days after contract award COR

Checklist signed by Contractor’s employee (#7.2.1)

1 After completion of each maintenance service

COR

Written test report (7.2.4) 1 Within 30 days of site visit FM

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

COR

11.0 INSURANCE REQUIREMENTS

11.1 Personal Injury, Property Loss or Damage (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.

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

Public Liability Insurance

Bodily Injury $100,000 per occurrence $500,000 Cumulative Property Damage $100,000 per occurrence $500,000 Cumulative

Workers’ Compensation and Employer’s Liability

11.3 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”).

12.0 LOCAL LAW REGISTRATION

N/A

13.0 Quality Assurance Plan (QAP)

13.1 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 PWS Para Performance Threshold

Services.

Performs all services set forth in the performance work statement (PWS)

1 thru 12 All required services are performed and no more than one (1) customer complaint is received per month

13.2 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.

13.3 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.

13.4. Procedures.

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

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

13.4.3 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.

13.4.4 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.

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

13.4.6 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.

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

13.4.8. 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.

14. Transitions/Contacts

Within seven [7] 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.

14.1 On site contact. The following are the designated contact personnel between the US Embassy and the Contractor:

LE Facility Manager/COR: Watisoni Seruvatu, (679)772-7314, email: SeruvatWK@State.gov Facility Manager: James Alden, (679) 772-8607, email: AldenJN@State.gov

15. 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:

AMERICAN EMBASSY

LE Facility Manager/COR: Watisoni Seruvatu, (679)772-7314, email: SeruvatWK@State.gov Facility Manager: James Alden, (679) 772-8607, email: AldenJN@State.gov

Exhibit A - - SCOPE OF WORK

I. GENERAL INFORMATION:

The United States Embassy in SUVA requires professional services and contractor cost proposals to perform annual preventive maintenance and servicing of the facility’s fire alarm system.

III. DESCRIPTION OF EQUIPMENT:

IV. Main Fire Alarm Control Panel #1 – Main panel located in the 1st floor Chancery Building

1) Notification Extender Panel #1 – audible extension panel - Basement Chancery Building

2) Notification Extender Panel #2 – audible extension panel - 2nd Floor Chancery Building

3) Fire Alarm Control Panel #7 – audible extension panel - 3rd Floor Chancery Building

4) Local Fire Alarm Control Panel #1 – Main CAC Building.

III. GENERAL REQUIREMENTS:

The Contractor under this SOW will be responsible for labor, tools, and materials required to carry out all preventive maintenance as outlined in this SOW. Embassy staff has service manuals for fire alarms on-site.

IV. SCOPE OF WORK - - FIRE ALARM PREVENTIVE MAINTENANCE

Contractor shall provide all maintenance materials, supervision, labor, tools and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and /or use safety protection while all work is performed.

Any questions or injuries shall be brought to the attention of the Post Occupation Safety and Health Officer (POSHO).

Material Safety Data Sheets (MSDS) shall be provided by the Contractor for all HAZMAT materials. Copies will be provided to the COR for approval.

The US embassy will supply essential system spares, to include smoke detectors, thermo detectors, pull stations, and cabinet batteries. The contractor is responsible for maintaining an inventory of embassy spares and updating the inventory are spares are used in the course of preventive maintenance replacements.

If any discrepancies are found with the system that are NOT covered under this scope of work then the contractor must 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.

SPECIFIC REQUIREMENTS:

At a minimum, the following work must be completed: (All tasks are to be performed annually unless otherwise noted)

Smoke Detectors:

1. All detectors shall be tested with a listed spray test smoke.

2. All detectors shall be tested in all areas accessible to the contractor.

3. Validation of all building interfaces shall be noted on test report (HVAC shut-down, elevator recall, etc).

Heat Detector:

1. All restorable heat detectors shall be tested utilizing a heat gun (on low setting) or a hair dryer.

2. Validation of all building interfaces shall be noted on test report (HVAC shut-down, elevator recall, etc).

3. Non-restorable heat detectors SHALL NOT be tested using a heat source.

Pull Station:

1. All pull stations shall be tested and re-set.

2. Validation of all building interfaces shall be noted on test report (HVAC shut-down, elevator recall, etc).

Beam Detector:

1. The beam detector shall be tested using the manufacturer’s obscuration screen or equivalent.

2. Test detector for total blockage of beam (trouble).

Flow-switch (building equipped with sprinklers only):

1. The Contractor shall activate each flow switch utilizing the inspector’s test valve.

2. Time delay of alarm activation shall not exceed 90 seconds.

Tamper Switch (building equipped with sprinklers only):

1. Each system valve tamper switch shall be tested by partially closing the valve to initiate a tamper signal, locking in the nearby monitor module.

Dry Valve (building equipped with sprinklers only):

1. Test pressure switch using the inspectors test located on valve.

System Checks:

1. Verify receipt of fire signal to central station monitoring facility (in Post so equipped).

2. Building Interfaces: (edit as applies to specific Post) HVAC shutdown, elevator recall, smoke evac, fire partition, door locks,

3. All strobes, horns and bells should operate properly, and be free from any visible tampering.

4. Check system printer for paper and ink. Print-out of test to be included in test report.

5. Visually check batteries for leakage or damage

6. Disconnect battery for supervision signal

7. Open dedicated electrical breaker for supervision signal

Equipment Manufacturer Make Model Specifications Location

Fire Control Panel Simplex 4100U

Panel Mounted

Printer Simplex 4100/4120

True Alarm Analog

Sensor Simplex 4096-9714

Individual

Addresable Modules

(IAMs) MAPNET II &

IDNET Simplex 4090-9001

Fire Alarm Pull

Station Simplex 4099-9001

Smoke Detectors System Sensor BEAM1224(S)

Audible/Visible

Notification Simplex 4906-9129

Batteries and

Chargers Simplex 2018 Series

Surge Protection Ditek DTK-120HW

END OF STATEMENT OF WORK