BME_Chiller-Air_Handler_Final.pdf

U.S. Embassy Suva 158 Princes Road Suva

April 2nd 2015

Dear Prospective Offerors:

Subject: Request for Quotations number SFJ60015Q0004

Enclosed is a Request for Quotations (RFQ) for chiller-air handler services. If you would like to submit a quotation, follow the instructions in Section 4 of the solicitation, complete the required portions of the attached document, and submit it to the following address:

Contracting Officer U.S. Embassy Suva 158 Princes Road Suva

Please submit your quotation in a sealed envelope marked "Quotation Enclosed" to the above address.

The deadline for receipt of quotations is 12 noon Suva local time, on April 17th, 2015. No quotations will be accepted after this time.

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

SF-1449 (block 17, 24 and 30). Block 24 should list the total value of the quote for the base year and the option year.

Section 1, The Schedule Section 3, verse 4 Section 5, Representations and Certifications Additional Information as required in Section 4.

Direct any questions regarding this solicitation in writing to Jane Denham, Contracting Officer.

Questions must be sent to email addresses DenhamJL@state.gov and MosesEE@state.gov (please be sure to send to both email addresses to ensure your message is received).

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.

Sincerely, Jane Denham Contracting Officer Enclosure:

As Stated.

mailto:DenhamJL@state.gov mailto:MosesEE@state.gov

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 SFJ60015Q0004 Prices, Block 23

Continuation To SF-1449, RFQ Number SFJ60015Q0004, 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

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

SFJ60015Q0004

6. SOLICITATION ISSUE DATE

April 2nd, 2015

(local time)

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

JANE DENHAM

b. TELEPHONE NUMBER(No collect calls)

679 331-4466

8. OFFER DUE DATE/

LOCAL TIME

April 17th , 2015 at 12 NOON

9. ISSUED BY

CODE

10. THIS ACQUISITION

IS

UNRESTRICTED

OR

SET ASIDE:____ %

FOR:

US EMBASSY SUVA

158 PRINCES ROAD

SUVA, FIJI

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

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

DESTINAION 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

RFQ IFB RFP

15. DELIVER TO:

US EMBASSY SUVA

CODE 16. ADMINISTERED BY

CODE

158 PRINCES ROAD

SUVA, FIJI

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE FACILITY

18a. PAYMENT WILL BE MADE BY

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 section 1 attached

BME chiller-air handler services. Please see attached

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

____ 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

JANE DENHAM

31c. DATE SIGNED

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

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

PAYMENT

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

1.0 DESCRIPTION

The American Embassy in SUVA, FIJI ISLANDS requires preventive maintenance services for the York Air

Cooled Rotary Chillers and associated Air Handling Units. These services shall result in all systems being serviced under this agreement 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 Dollar 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 (2) one-year optional periods of performance and will be expected to commence no later than 1st July 2015.

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, ,travel, lodging, per diem, in addition labor, insurance (see FAR 52.228-4 and 52.228-5), overhead, profit and GST (if applicable). All travel related costs included in the firm fixed prices shall be in compliance with the terms and conditions of the Federal Travel regulations (FTR) and Joint Travel Regulations (JTRs)

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

Type of services

No. of service

Unit price / service ($)

Total per year ($)

York Air Cooled Screw Chiller – YCIV-

0600-SE-A-50

2 Annual 1

York Air Handling Units YCCB-IPF 96x82

1 Annual 1

69x82

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.

96x58

46x44

2 Annual 1

Total Base Year

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service ($)

Total per year ($)

York Air Cooled Screw Chiller – YCIV-

46x44

2 Annual 1

Total Option Year 1

CLIN Description Quantity of Equipment

Type of services

No. of service

Unit price / service ($)

Total per year ($)

York Air Cooled Screw Chiller – YCIV-

2.4. Total for all years: Base Year $__________

Option Year 1 $__________

Option Year 2 $__________

TOTAL $__________

2.5 Repair option. Repairs are NOT included under this agreement (see 7.1.3) and are to be done outside this contract. The contractor shall provide current labor rates for repair work which may be issued to the contractor under a separate purchase order. 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.

DESCRIPTION/SPECIFICATION/WORK STATEMENT

4.0 EQUIPMENT AND PERFORMANCE REQUIREMENTS

46x44

Total Base Year

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

Two (2) York Air Cooled Rotary Screw Chillers.

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 qualified manufacturer certified technicians to inspect, adjust, and perform scheduled preventive maintenance.

4.3. Performance Standards

Under this contract the Contractor shall provide the services to maintain the two (2) York Air Cooled Rotary Screwed Chillers and associated six (6) York air Handling Units on a scheduled basis and to inspect equipment operation and perform required preventive maintenance.

5.0 HOURS OF PERFORMANCE

5.1. The Contractor shall maintain work schedules as approved by the government. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the personnel of the Post. The Contractor shall deliver standard services between the hours of 08.00AM and 05.30PM Monday through Thursday and 08.00AM – 03.00PM on Friday. No work shall be performed on US Government and local holidays. Below is a list of the holidays. The dates provided below are for 2015. Subsequent holidays will be provided in advance of contract option year renewal.

MONTH HOLIDAY Local/American

1 Jan 01 New Year's Day A/L

2 Jan 05 Prophet Mohammed’s Birthday L

3 Jan 19 Birthday of Martin Luther King, Jr. A

4 Feb 16 George Washington Birthday A

5 April 3 Good Friday L

6 April 4 Easter Sunday L

7 April 6 Easter Monday L

8 May 25 Memorial Day A

9 June 26 National Sports Day L

10 Jul 03 Independence Day A

11 Sep 07 Labor Day L

12 Oct 10 Fiji Day L

13 Oct 12 Columbus Day A

14 Nov 11 Diwali L

15 Nov 11 Veterans Day A

16 Nov 26 Thanksgiving Day A

17 Dec 25 Christmas A/L

18 Dec 28 Boxing Day A/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 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 needed to performed work will be provided to your escort.

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 Contractor shall inventory, and ensure post is notified of expendable parts (eg, filters, belts, hoses, gaskets) that have become worn down due to wear and tear. The post 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, and cleaning material. The contractor should inventory the supply after each visit and include in trip report. Refer item 15

7.1.3. Exclusion. This contract does NOT include repair of equipment and replacement of hardware (e.g. bearings, pistons, piston rings, crankshaft, 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 leaving the system(s) in the condition found prior to replacement/repair of electrical parts.

7.2 Checklist Approval

The Contractor shall submit to the COR a schedule and description of preventive maintenance tasks which the Contractor plans to provide. The Contractor shall prepare this schedule and task description in a checklist format for the COR’s approval 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 sign off on every item of the checklist and leave a copy of this signed checklist with the COR or the COR's designate after the maintenance visit.

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

8.0 PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

The Contractor shall provide manufacture trained and certified 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 all the systems to be maintained.

8.1 Contractor furnished materials. Will include but not be limited to appropriate tools, testing equipment, safety shoes and apparel for technicians, hands, hearing and eye protection, Material Safety and Data Sheets, and cleaning material. Expendable/consumable items (e.g. hoses, belts, chemicals, coolant, filters gauges sensors , grease, sealant, thermostat, fuse), will be maintained in the onsite inventory. See 7.1.2.

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

8.3 Disposal of used 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 Chemical analysis: The Contractor is responsible for conducting laboratory analysis for coolant and water samples. All charges for such analysis is payable by the Contractor and a report stating the test results shall be submitted to the COR.

9.0 N/A

10. 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 COR

Certification of disposal of toxic chemicals by local authorities (#8.3)

1 After each change COR

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

Applicable permits 1 10 days after contract award COR

Approved 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

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 $200,000 per occurrence $500,000 Cumulative Property Damage $200,000 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 will 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 shall 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) business 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: Watisoni Seruvatu,(679)772-7314, email: SeruvatuWK@State.gov Facility Manager: James Alden, (679) 772-8684 and AldenJN@State.gov

15. SUBMISSION OF INVOICES

The Contractor shall submit an invoice within 10 working days 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 inventory of expendables and spare parts inclusive of 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: Watisoni Seruvatu,(679)772-7314, email: SeruvatuWK@State.gov

Facility Manager: James Alden, (679) 772-8684 and AldenJN@State.gov

Exhibit A - - STATEMENT OF WORK

I. GENERAL INFORMATION:

The United States Embassy in SUVA, FIJI ISLANDS requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s chillers and Air Handling Units

II. PROJECT REQUIREMENTS:

DESCRIPTION OF EQUIPMENT *:

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

1) Two (2) York Air Cooled Rotary Screw Chillers and associated four (6) York Air Handling Units

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 all chillers onsite.

IV. SCOPE OF WORK - - CHILLER PREVENTIVE MAINTENANCE

Contractor shall provide all materials, supervision, labor, tools and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and 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.

If any discrepancies are found with the HVAC equipment/systems 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.

At a minimum, the following work shall be done:

Air Cooled Chiller:

Special Instructions-

1. Follow site safety procedures and supervisor’s instructions.

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

3. Use extreme caution when climbing roof access ladders.

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

5. Record and report equipment damage or deficiencies.

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

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

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

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

10. Record results in the equipment history log.

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

Annual 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.

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

2. Check oil heater and thermostat

3. Check all strainers and valves

4. Check motor vibration, lubricate all bearings.

5. Check compressor pumps.

6. Disconnect power source and lock out. Check tightness of power wiring connections.

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.

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

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.

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 procedures.

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:

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-

1. Replace battery where applicable.

Dry Cooler:

Special Instructions:

1. Perform applicable lockout/tag out steps of site safety procedures to ensure machinery will not start.

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

3. Use extreme caution when climbing roof access ladders.

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

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

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

Annual Inspection-

1. Remove debris from air screen and clean underneath unit.

2. Pressure wash coils with coil clean solution or water as required by the manufacturer’s specifications.

3. Straighten fin tubes with fin comb.

4. Inspect controller for proper operation. Inspect electrical connections for tightness.

5. Inspect for and remove corrosion rust from unit and supporting steel, prime and paint as necessary.

6. Inspect and lubricate fan motors.

7. Cycle all valves at least two times.

8. Verify proper operation of fans.

9. Clean up work area.

Annual Schedule (AHU) Direct Drive, Outside Air

Maintenance Task Description:

1. Evaluate filters for replacement.

2. Service the condensate system.

3. Check, clean and inspect the air handling unit.

Procedures:

1. Pre-work operational tests with unit operating:

a. Check for unusual noise, vibration or leakage.

b. Perform vibration analysis. Record corrective measures if needed.

c. Perform thermal analysis. Record corrective measures if needed.

2. Stop the unit and service the unit casing and ducting:

a. Clean interior and exterior of unit with wiping cloth and a vacuum.

b. Inspect panels for damage.

c. Check and repair damaged insulation.

d. Check doors, handles, latches and hinges for proper operation.

e. Inspect door gaskets for damage and proper seal.

f. Check soundness of the unit structure.

g. Check, clean, and adjust grills, dampers, vanes, linkages as required.

h. Check damper actuators and linkage for proper operation. Adjust linkage on dampers if out of alignment.

i. Inspect and lubricate mechanical connections of dampers sparingly if necessary.

j. Inspect air hood and air louvers for damage and debris.

k. Inspect bird screens for damage and debris. Remove dead birds.

l. Inspect mist eliminators for damage, dirt and debris.

3. Service the unit fans:

a. Check fan housing, wheel, shaft, frame, and inlet vanes for damage, wear, loose parts, dirt and debris.

b. Check fan blades for dust buildup and clean if necessary.

c. Check fan blades and moving parts for cracks and excessive wear.

d. Check mounting bolts, set screws, etc. for security.

4. Service the coils and fluid systems:

a. Inspect and clean coils if required. Don’t use a pressure washer.

b. Check coils for leaking and adjust tightness of fittings when required. On direct expansion units, check for refrigerant leaks on all lines, valves, fittings, coils, etc. Submit a work order to repair any leaks found.

c. Use fin comb to straighten coil fins. (If required)

d. Flush and clean condensate pans and drains, remove all rust, prepare metal and paint where required. Treat condensate pans with an EPA approved biocide.

e. Ensure condensate drain lines are clear and free running. Service condensate pumps, if equipped.

f. Check and clean strainers.

g. Cycle all water valves two times.

h. Check filters and change if necessary.

5. Service the motors:

a. Clean exterior of motor surfaces of soil accumulation.

b. Clean motor ventilation ports.

c. Check condition of extended lubrication lines when present.

d. Evaluate motor bearings and lubricate if necessary. (See manufacturer literature)

e. Check adjustable fan motor base and mounting hardware for loose parts. Tighten as necessary.

f. Check adjustable fan motor base for damage.

g. Check grounding straps for tightness.

h. Check motor insulation resistance. (Do not megger check variable speed drive units.)

i. Check for any other damage.

6. Perform operational and running checks:

a. Check for unusual noise, vibration or leakage.

b. Check unit sensors for proper readout at the building automation system.

c. Perform vibration and thermal analysis to verify correction of any pre-test problems.

d. Record motor running amps at 100 percent frequency and air loading.

7. Restore unit to service.

8. Clean up work area and remove trash

Annual Schedule (AHU) Belt Drive

Maintenance Task Description:

1. Check, clean and inspect the air handling unit.

Procedures:

1) Pre-work operational tests with unit operating:

a. Check for unusual noise or vibration.

b. Perform vibration analysis. Record corrective measures if needed.

c. Perform thermal analysis. Record corrective measures if needed.

2) Stop the unit and clean/adjust:

a. Clean exterior of unit.

b. Inspect panels for damage.

c. Inspect air hoods and air louvers for damage and debris.

d. Inspect bird screens for damage and debris.

e. Inspect mist eliminators for damage, dirt and debris.

f. Check and clean grills, dampers, vanes, linkages as required.

g. Check damper actuators and linkage for proper operation. Adjust linkage on dampers if out of alignment.

h. Lubricate mechanical connections of dampers sparingly.

i. Vacuum interior of unit if necessary.

j. Check doors, handles, latches and hinges for proper operation.

k. Inspect door gaskets for damage and proper seal.

l. Check soundness of unit structure. (Is it falling apart?)

3) Service the fan:

a. Check belts for wear and cracks, adjust tension or alignment, and replace belts when necessary.

b. Check fan housing, wheel, shaft, frame, inlet vanes and bearings for damage, wear, loose parts, dirt and debris.

c. Check fan base, vibration isolators and thrust restraints for damage, wear, loose parts, dirt and debris.

d. Check sheaves for excessive wear. Submit a work order to replace the sheaves when the belts start riding low.

e. Check fan blades for dust buildup and clean if necessary.

f. Check fan blades and moving parts for cracks and excessive wear.

g. Check mounting bolts, set screws, etc. for security.

h. Check condition of extended lubrication lines when present.

i. Lubricate fan shaft bearings while unit is running. Do not over lubricate. Remove old or excess lubricant. (See manufacturer literature)

4) Clean and service the coils and cooling/heating components:

a. Inspect coils and clean by brushing, blowing, vacuuming, or pressure washing if necessary.

b. Check coils for leaks and adjust tightness of fittings when required.

c. Use fin comb to straighten coil fins. (If necessary)

d. For hydronic units, cycle all hydronic water valves two times and check for leaks.

e. For DX units, check for refrigerant leaks on all lines, valves, fittings, coils, etc. Submit a work order to repair any leaks found.

f. Check and repair damaged insulation.

g. Check filters and change if necessary.

5) Clean and service the condensate catch and removal components:

a. Flush and clean condensate pans and drains, remove all rust, prepare metal and paint where required.

b. Ensure condensate drain lines are clear and free running.

c. Treat condensate pans with an EPA approved biocide.

d. Service condensate pumps, if equipped.

e. Clean the strainers.

6) Service the motor:

a. Clean exterior of motor surfaces of soil accumulation.

b. Clean motor ventilation ports.

c. Check motor for damage.

d. Lubricate motor bearings with Polyrex-EM grease. Don't use fan bearing grease in the motor.

e. Check adjustable fan motor base and mounting hardware for damage or loose parts.

Tighten as necessary.

f. Check grounding straps for tightness.

g. Check and record insulation resistance with a megger. Don't megger variable frequency drives.

h. Perform corrective measures identified during the pre-work operation test if possible as preventive maintenance. Otherwise, submit a work order for correction.

7) Remove tags, perform operational test, and return unit to service.

a. Check for proper condensate drainage.

b. Check for unusual noise or vibration.

c. Perform vibration and thermal analysis to verify correction of any pre-test problems.

d. Check unit sensors for proper readout at the building automation system.

e. Record motor running amps at 100 percent frequency and air loading.

Equipment List:

Equipment Manufacturer Make Model Specifications Location

Chiller -Air Cooled

Rotary Screw Chiller York/JCI YCIV-0600-SE-A-50 Serial # RETMO 22998 Mechanical room, Level 1

Chiller -Air Cooled

Rotary Screw Chiller York/JCI YCIV-0600-SE-A-50 Serial # RETMO 22998 Mechanical room, Level 1

Air Handling Unit York/JCI YCCB-IPF 96x82 TETM357750 Mechanical room, Level 1

Air Handling Unit York/JCI YCCB-IPF 69x82 TETM357760 Mechanical room, Level 1

Air Handling Unit York/JCI YCCB-IPF 96x58 TETM357770 Mechanical room, Level 1

Air Handling Unit York/JCI YCCB-IPF 69x82 TETM357780 Mechanical room, Level 1

Air Handling Unit York/JCI YCCB-IPF 46x44 TETM357790 Mechanical room, Level 1

Air Handling Unit York/JCI YCCB-IPF 46x44 TETM357800 Mechanical room, Level 1

END OF STATEMENT OF WORK

SECTION 2 - CONTRACT CLAUSES

FAR 52.212-4 CONTRACT TERMS AND CONDITIONS – COMMERICAL ITEMS (MAY 2014), is incorporated by reference (see SF-1449, Block 27A)

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:

__ (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).