BAS_Contract_Solicitation_Document.pdf

U.S. Embassy Monrovia Building Automation Systems Preventive Maintenance Contract Solicitation Number SLI60017Q0001

SECTION A – CONTRACT FORM

SECTION B – SERVICES AND COSTS

SECTION C – STATEMENT OF WORK

SECTION D – PACKAGING AND MARKING

SECTION E – INSPECTION AND ACCEPTANCE

SECTION F – DELIVERIES AND PERFORMANCE

SECTION G – CONTRACT ADMINISTRACTION

SECTION H – SPECIAL CONTRACT REQUIREMENTS

SECTION I – GENERAL CONTRACT CLAUSES

SECTION J – ATTACHMENTS

SECTION K – REPRESENTATIONS AND CERTIFICATIONS

SECTION L – INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFEROR

SECTION M – EVALUATION FACTORS FOR AWARD

PART I - THE SCHEDULE

SECTION B

SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SCOPE OF SERVICES

B.1 SUPPLIES/SERVICES

B.1.1 This request is for technical services required for the proper care and maintenance of

Building Automation Systems (BAS). A firm fixed-price contract will be issued for this effort based on the requirements identified in Section C.

B.1.2 This contract is for technical services only. This request precludes the requirement for the contractor to purchase materials or equipment for the BAS including, but not limited to, such as items as control components, equipment replacements, cabling, software and computers or related elements. Provisions for such items, if they are deemed to be required, must be coordinated through the COR where provisions will be made through other contract mechanisms to acquire these components.

B.1.3 The period of performance is one (1) year as of the date of the Contracting Officer's signature for the base contract year, with one (1) option year to be exercised at the sole discretion of the Government.

B.2 SCHEDULE OF PRICES

B.2.1 The contractor shall complete all work, including furnishing all labor, tools, diagnostic equipment and services, as called for and defined in Section C. The price shall include all labor, tools, overhead (including insurance required by FAR 52.228-4, Workers' Compensation), Defense Base Act and War-Hazard Insurance, which shall be a direct reimbursement, and profit.

B.2.2 The Contractor shall provide professional services, labor and materials on a firm fixed-price per service basis. In establishing the fixed price for the effort under this contract, the per

BME services rate shall include fully burdened wages, overhead, G&A, profit and all employee fringe benefits, such as retirement, withholding for FICA and taxes, unemployment, workman's compensation and union dues (as applicable).

B.2.3 The Contractor shall furnish all equipment, supervision, labor, supplies, services necessary comply with all U.S. OSHA standards, laws, and regulations as specified in the

Contract Documents. All work shall be performed in accordance with these specifications and subject to the terms and conditions of this contract. The Contractor shall also furnish all equipment, supervision, labor, supplies, services, and materials necessary to perform the work required for the proper preventative maintenance efforts identified in Section C. The cost proposal will include the following detail for each of base and option year:

B.2.3.1 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 Type of services

No. of service

Visits

Unit price

/ service

Total per year ($)

001 BME Services BAS PM 2

Total Base Year

B.2.3.2 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.

CLIN Description Type of services

No. of service

Visits

Unit price

/ service

Total per year ($)

101 BME Services BAS PM 2

Total Option Year 1

B.3 RESERVED

B.4 DELIVERABLE ITEMS AND PRICES

B.4.1 The Contractor shall, upon receipt of duly executed contract, perform all services as required in this contract and such further requirements as may be required to adequately maintain the prescribed BAS. The Contractor shall complete all work and services under this contract within the period of time specified. Subsequent contract terms which extend beyond the Base year will be extended at the sole discretion of the Government. The contractor will not proceed with option year services unless officially authorized by the contracting officer.

B.5 TRAVEL

B.5.1 In determining the cost of travel, the terms and conditions of the Federal Travel

Regulations (FTR) and Joint Travel Regulation (JTR) shall apply to all travel and travel-related matters authorized under this contract; travel and travel-related expenses shall not exceed the maximum allowable under the FTR and JTR. Travel, lodging and Per Diem rates shall be in accordance with Federal Travel Regulations/Joint Travel Regulation and other similar authorized costs.

B.5.2 Travel will be included as part of the contract line items identified in Section B.2.

B.6 COST OF SUPPLIES

B.6.1 The cost of any supplies required in conjunction with the services rendered herein shall be included in the proposed firm fixed-price unless otherwise noted.

B.7 GOVERNMENT-FURNISHED PROPERTY

B.7.1 The Government will not make available to the Contractor any Government furnished property, except as may be stated elsewhere in this RFP.

B.8. Grand Total of Base plus All Option Years

Base Year Total

Option Year 1 Total

Grand Total of Base plus All Option Years

SECTION C

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

SECTION C – STATEMENT OF WORK

C.1 GENERAL

C.1.1 The American Embassy in Monrovia requires Preventative Maintenance (PM) services for the Building Automation System(s) (BAS) installed at Post.

C.1.2 The Contractor shall provide PM services for the upkeep of the installed Building

Automation System(s) (BAS). The work required shall include, but is not limited to:

Preventative maintenance of BAS Systems; Investigation and troubleshooting of BAS related issues; and BAS trend and alarm configuration.

C.1.2.1 These PM Services shall result in all systems serviced under this agreement being in good operational condition when the work is completed.

C.1.2.2 BAS PM Services shall be performed on BAS installed in the unclassified areas of the

Post.

C.1.2.3 BAS PM Services shall be performed on BAS installed in the Controlled Access Areas

(CAA) of the Post. Additional clearance and security provisions are required to access and work in the CAA sections of the Post.

C.1.3 This is a firm fixed price contract for a period of one-year and additional one-year optional period.

C.1.4 Frequency of BAS PM Service Visits: BAS PM Services will involve two site visits per year to the Post.

C.1.5 Exclusions: This contract does NOT include the repair of equipment, the replacement or procurement of parts, the replacement of BAS systems, software upgrades or re-commissioning of the BAS. Such work, if needed, will be accomplished by separate purchase order. This exclusion does not apply if the work (parts and/or services) is to correct damage caused by

Contractor negligence.

C.1.5.1 Work outside the scope of PM Services, including the repair/replacement/procurement of any parts, must be approved by the CO prior to performance of the work. Non-PM Service work, including procurement and configuration of portable computing equipment that may be required in the performance of PM activities, will be separately priced out by the

Contractor for the Government’s approval and acceptance as a separate purchase order.

C.1.5.2 The Government has the option to accept or reject the Contractor’s quote for work outside the PM Services SOW and reserves the right to obtain similar work (parts and/or services) from other competitive sources. If the Contractor proceeds to perform any non-PM

Service work (including the repair/replacement of any parts) without CO approval, the

Contractor will be performing this work “At-Risk” and The Government will not be obligated to pay for this work or any additional work required to resolve issues arising from this work.

C.1.5.3 When allowed by the COR, the Contractor may utilize Government-purchased spare parts that are maintained at Post if awarded repair/replacement work. Check with the COR to find out what parts are available on hand prior to submitting a proposal to the Government for non-PM

Service work.

C.1.6 All work shall be accomplished in a manner which: 1) conforms to the intent of all applicable ANSI/NSF, ASHRAE, AWWA, NFPA/NEC, U.S. EPA environmental and DOS policy, procedures, and directives; 2) causes no contamination to other parts of the building; 3) endangers none of the building occupants or workers during these task; and 4) leaves the areas safe for occupancy.

C.2 SCOPE OF WORK

C.2.1 General: The Contractor shall provide all necessary managerial, administrative and direct labor personnel; as well as all transportation, tools, instrumentation, equipment and supplies required; to perform the BAS Preventative Maintenance (PM) Services defined in this Scope of

Work (SOW). The Contractor shall provide the services of qualified, trained, manufacturer certified technicians to perform the required BAS PM services.

C.2.2 Building Automation Systems to be serviced: The Contractor shall maintain the Building

Automation Systems in a safe, reliable and efficient operating condition. The following information provides a summary of each BAS that is to be serviced.

C.2.2.1 BAS #1 (Non-CAA)

(a) Manufacturer of the BAS: Schneider Electric

(b) BAS System Product Line Name: TAC I/A Niagara

(c) BAS Software Version: Work Place Tech 3.5.34

(d) BAS Communication Network Type: Lon-Bacnet-Modbus

(e) Quantity and Type of Controllers Installed: 33-MNL 800, 1-MNL 200 Building Level

Controllers; 7 Application Specific Controllers

(f) Estimated Quantity of Hardware Points in BAS: 2,394 Points

C.2.2.2 BAS #2 (CAA)

(a) Manufacturer of the BAS: Schneider Electric

(b) BAS System Product Line Name: TAC I/A Niagara

(c) BAS Software Version: Work Place 3.5.34

(d) BAS Communication Network Type: Lon-BACnet-Modbus

(e) Quantity and Type of Controllers Installed: 20-MNL 800 Building Level Controllers; 1

Application Specific Controller

(f) Estimated Quantity of Hardware Points in BAS: 316 Points

C.2.3 Equipment Controlled and/or Monitored: The following is a summary of the types and quantities of equipment controlled and/or monitored at Post by BAS:

(a) Air Handling Units – Quantity 14

(b) Terminal Units (Single Duct Cooling Only) – Quantity 182

(c) Terminal Units (Single Duct w/Hot Water Reheat) – Quantity: None

(d) Chilled Water System (Primary/Secondary Type) – Quantities: 2 Air Cooled Chillers, 2

Primary Chilled Water Pumps, 2 Secondary Chilled Water Pumps, 2 Cooling Towers, 1

Water Treatment System

(e) Heating Hot Water System (Primary/Secondary Type) – Quantities: None Boilers:

None,(Generators):4, 2 Primary Heating Hot Water Pumps, 2 Secondary Heating Hot

Water Pumps, 1 Water Treatment System

(f) Unit Heaters (Hot Water Type) – Quantity: None

(g) Fan Coil Units (Four Pipe) – Quantity: none

(h) Computer Room Air Conditioning Units (Cooling Only) – Quantity: 6

(i) Domestic Water Filtration System (Monitoring Only) – Quantity: 2

(j) Fuel Oil System (Monitoring Only) – Quantity 7

(k) Domestic Water Treatment System (Monitoring Only) – Quantity 1

(l) Fire Alarm System (Interlocks & Monitoring Only) – Quantity: 14

C.2.4 Buildings where BAS are installed: The Post is composed of multiple buildings. The following buildings at Post utilize Building Automation Systems:

(a) Chancery Building –Schneider Electric I/A Series

(b) Warehouse support Annex Building,(SPX) –Schneider Electric I/A Series

(c) GSO Warehouse Building –Schneider Electric I/A Series

(d) MSGQ-Schneider Electric I/A Series

C.2.5 BAS Preventative Maintenance (PM) Services: The Contractor shall perform BAS

Preventative Maintenance services for the Building Automation Systems indicated. Provide the necessary investigative services to ensure BAS controls are working as designed and in accordance with documented operating sequences. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration when controlled/monitored equipment is activated/running. BAS PM Services shall include, but are not limited, to the following tasks:

C.2.5.1 Generation of an Operational Baseline and Checklists: Prior to contract work commencement, the Contractor shall submit to the COR for approval a schedule of PM Service activities and a description of the PM Service tasks which the Contractor plans to provide. Upon the Contractor’s first BAS PM visit, a Baseline for the operation of the Building Automation

Systems shall be developed from the existing As-Built Data; Operation & Maintenance Data; Set

Point Data and Time Schedule Data found at Post. From this documentation, the Contractor shall develop site specific Checklists for the BAS and associated equipment monitored and controlled by a BAS. These Checklists will be used by the Contractor when Preventative Maintenance is performed to verify the Building Automation Systems are functioning as originally intended.

There shall be one checklist for each system controlled and/or monitored by a BAS. These checklists, a revised PM Service activity schedule and PM Service task description list shall be submitted for COR approval.

C.2.5.2 Use of Checklists: The Contractor shall perform BAS PM Services at the frequencies indicated using the site specific checklists developed for the equipment and systems called out in this SOW. The Contractor’s technician shall sign off on every item of each checklist and leave a copy of the signed checklists with the COR or the COR's designate after the PM visit. In addition, copies of all completed checklists shall be included and submitted as part of the Trip

Report.

C.2.5.3 Periodic PM Activities: At a minimum, the following PM Service activities are required to occur during each site visit.

(a) Check BAS Communication Network: Validate the network connectivity of all BAS controllers, Operator Workstations, Servers, and Network components (repeaters, switches, hubs, etc…). Investigate and remediate any issues found.

(b) Confirm Time Schedules: Review existing time schedules and validate correct operation based on actual time of day facility occupancy. Adjust time schedules as needed to reflect the actual occupancy patterns of the buildings at Post.

(c) BAS Investigation and Troubleshooting: The Contractor shall provide investigation and troubleshooting services for issues related to BAS operation as required in this Statement of Work or as requested by the FM at Post during a PM Services site visit.

(1) The Contractor shall review Facility Maintenance logs since the last visit to Post and determine if there are any operations issues which need to be checked.

(2) The Contractor shall determine the cause(s) of any problems found with the BAS and identify the repairs/modifications to the BAS that will be needed to correct these problems.

(3) The Contractor shall clearly document in the Trip Report any BAS problems that are found, the causes of these problems, proposed repairs/modifications to the

BAS required to resolve these problems, parts required to correct these problems and a cost estimate for the proposed repairs/modifications to the BAS.

(4) The Contractor shall submit recommended modifications of the BAS to the COR for approval prior to performing any work. Modifications are changes to the BAS which deviate from the BAS Design or As-Built documents. These types of changes are typically associated with the Sequences of Operation, but could involve the addition or removal of sensors and/or controllers. Typically modifications will be made to resolve building operational issues or to improve/enhance BAS functionality.

(d) BAS Trend and Alarm Configuration: The Contractor shall review the Alarm History and

Trend log files which have accumulated since the previous visit to the site. Any problems noted from this review shall be investigated and reported on.

(1) The Contractor shall validate the correct reporting of alarms and verify that the correct codes and messages are being reported.

(2) If no trends or alarms are configured in the BAS, the Contractor shall coordinate with the Facility Manager and configure the trends and alarms desired by the Post.

(3) The Contractor shall confer with the Facility Manager after reviewing the BAS

Operator Workstation graphics and trend logs to determine if any modifications are desired to the presentation of information. Minor changes to improve graphics and reports shall be implemented as needed.

(4) Archive data as necessary to free up hard drive space on the BAS Operator

Workstation / Server for future trend and data storage.

(e) Evaluate Operator Workstation(s)/Server(s): Validate current application software release, define if there is a need to update the software or computer hardware and provide a migration path for updating software to the new release if needed.

(f) Backup Retention: The Contractor shall create a current backup of the data, programming, graphics and settings for all of the controllers in the BAS at the BAS

Operator Workstation/Server. This backup shall be burned on to CD or DVD disks along with a backup of the BAS Operator Workstation/Server Software. Two sets of backup disks shall be created for each Building Automation System at Post on which PM is performed. Each backup shall be configured to allow Facility Maintenance staff to recover the BAS in the event of a BAS failure. Both sets of backup disks shall be turned over to the Facility Manager before the Contractor departs Post. The Contractor is not allowed to retain a copy of these backups.

(g) Password Retention: The Contractor shall create a listing of the BAS usernames and passwords that exist within the BAS Operator Workstation and/or Server that are used to access the BAS. A BAS username/password listing shall be created for each Building

Automation System at Post on which PM is performed. These listings shall be turned over to the Facility Manager before the Contractor departs Post. The Contractor is not allowed to retain a copy of these lists.

C.2.5.4 Annual PM Activities: At a minimum, the following PM Service activities are required to occur at least once a year. It is the intention of this SOW that tasks noted here, which cannot be realistically completed during a single site visit, shall be broken up to occur over multiple site visits.

(a) Panel, Controller and Wiring Inspection:

(1) Physically inspect all field panels and controllers for damage, excessive dirt or moisture and clean/vacuum as necessary.

(2) Verify proper voltage at all control transformers.

(3) Inspect all connections, wire raceways in panels and wire arrangements. Remove any abandoned devices and wiring and update panel diagrams as may be necessary to reflect current arrangements and configurations.

(4) Verify condition of local battery/UPS that may be connected to the panel power source. Recommend replacement as may be necessary.

(b) Point-to-Point Checkout: Hardware points in the BAS shall be verified against actual field conditions. This checkout shall verify that each point indicated in the BAS is the actual physical point connected to the controller and the point is functioning properly.

Any discrepancies shall be investigated and adjustments made as necessary so that all sensors monitored and devices controlled by the BAS match the associated points indicated in the BAS and provide the desired functionality.

(c) Sensor/End Device Calibration Verification: The calibration of hardware points in the

BAS shall be verified against actual field conditions. Where sensors, operators and other end devices are capable of being adjusted, the Contractor shall perform the calibration.

Sensors shall be calibrated to within the accuracy range stated in the associated manufacturer’s literature. Operators and other end devices shall be adjusted so that the

BAS output signal corresponds to operator’s or end device’s full control range. Where sensors, operators and other end devices are not capable of being adjusted, the Contractor shall note the deviation between actual and measured value for sensors and between actual output function and commanded signal.

(1) Sensors, operators and other end devices which are not within manufacturers’ recommended tolerances at the end of the calibration verification process shall be designated as failed and documented for submission to the COR.

(2) The contractor shall use calibrated instrumentation with a higher accuracy than the sensor, end device or operator being calibrated. Calibrated instrumentation used shall have been certified by an independent calibration agency within a year of the dates used. Certificates of calibration shall be submitted to the COR for each test instrument prior to use at Post.

(d) Confirmation of Sequences: Review the operation of BAS controlled equipment against the As-Built Sequences of Operation. Where functionality does not follow the Sequences of Operation, document the deviation for submission to the COR. Based on consultations with Facility Maintenance personnel and the COR appropriate action shall be determined and adjustments made if deemed necessary. Provide updated documentation (As-Built documents and Operation & Maintenance Manuals) for any adjustments made to the

Sequences of Operation including operating schedules and trend reporting.

(e) Replacement of Failed Sensors, Operators and End Devices: When sensors, operators or other end devices are determined to have failed, the Contractor shall provide a proposal which lists the failed parts along with the associated costs to procure and replace the failed part(s) to the COR for approval. If the part that failed is available in the Post’s

Spare Part Inventory and the COR permits the use of spare parts, the Contractor shall modify the proposal to utilize the spare part now and procure a replacement part to replenish the Spare Part Inventory later. If a Post’s Spare Part Inventory does not include the appropriate part or the COR will not allow the use of Post’s spare parts, the

Contractor’s proposal shall include procurement of the part needed and replacement of the failed part during the next PM visit to the Post. If the Post choses to procure the parts on their own, the contractor’s proposal shall include only the costs to replace the failed part(s).

(f) Replacement of Expendable Sensors: Sensors for which product data indicates there is a defined operating life expectancy shall be tracked and replaced at the time intervals recommended by the manufacturer. For HVAC applications these would typically be

Humidity Sensors, Carbon Monoxide Sensors and Carbon Dioxide Sensors. There are other specialty sensors that can fall under this category and the Contractor shall make note of all expendable sensors installed when the initial Baseline for the BAS is developed. When called for by the replacement schedule, the contractor shall provide a proposal which lists the expiring parts along with the associated costs to procure and replace the part(s) to the COR for approval. These parts shall be replaced at the next PM visit to Post. If the Post choses to procure the parts on their own, the contractor’s proposal shall include only the costs to replace the part(s).

(g) Evaluate BAS End of Life Cycle: For each BAS review the system and provide direction with regard to the obsolescence of all or any portion of the system.

(h) Review Post’s Spare Part Inventory: Review the BAS spare parts inventory at Post and determine what parts need to be added to the inventory and update the list. Develop a recommended stock of spare parts if one does not already exist and provide it to the

COR.

C.2.5.5 Manufacturers’ Recommended PM: It is the responsibility of the Contractor to perform all manufacturers’ recommended preventive maintenance. This shall be completed in addition to the tasks listed above if there are any discrepancies.

C.3 CODES AND REGULATIONS

C.3.1 U.S. Government codes and regulations, the applicable laws, codes, and standards of foreign countries, and industry standards apply and are incorporated herein by reference and made part of the contract documents.

C.3.2 Contractor shall adhere to work practices and procedures set forth in applicable codes, regulations, and standards, including obtaining permits, licenses, inspections, releases and similar documentation, as well as payments, statements and similar requirements associated with codes, regulations, and standards.

C.3.3 Except to the extent that more explicit or more stringent requirements are written directly into the contract documents, all applicable U.S. EPA and U.S. OSHA codes, regulations, and standards have the same force and effect (and are made a part of the contract documents by reference) as if copied directly into the contract documents, or as if published copies are bound herewith.

C.3.4 The Contractor shall assume full responsibility and liability for the compliance with all applicable U.S. EPA and U.S. OSHA regulations and shall hold the U.S. Government and its representatives harmless for failure to comply with any applicable work, hauling, disposal, safety, health or other regulations on the part of the Contractor, their employees, or subcontractors.

C.4 CONTRACTOR AND PERSONNEL QUALIFICATIONS

C.4.1 The Contractor shall comply with ANSI/NSF, ASHRAE, HUD, NFPA/NEC, U.S. EPA, and U.S. OSHA laws, ordinances, regulations, requirements and DOS policy, procedures, and directives applicable to the Building Automation System and HVAC work efforts hereunder.

C.4.2 The Contractor shall employ a competent supervisor or foreman, satisfactory to the

Government, to work at all times with the authority to act for the Contractor.

C.4.3 The Contractor shall employ competent technicians, programmers, etc…, satisfactory to the Government, to perform the work and services required. Technicians, programmers, etc… shall have a minimum of 5 years of experience performing the type of work described within this

SOW and shall be trained and certified by the manufacturer of the BAS they are tasked to work on.

C.4.3.1 Contractor’s employees not trained and certified by the manufacturer of the BAS will not be permitted to work on the BAS.

C.4.3.2 Biographical data (a resume) and Proof of certification from the BAS hardware and software manufacturer shall be submitted for personnel providing on site BAS PM Services under this SOW.

C.4.3.3 The personnel who are proposed by the Contractor to be on site at Post shall at a minimum have a security clearance at the “Secret” level, verified by Diplomatic Security (DS).

C.4.4 The Contractor shall not change the proposed controls technicians and/or site personnel without the permission from the Contracting Officer Representative (COR), and shall submit such a request in writing with justification for change.

C.4.5 The Contractor is responsible for providing medical examinations and maintaining medical records of personnel as required by U.S. OSHA. The Contractor shall hold the

Government and the Government's representative harmless for failure to comply with any applicable work, safety and health or other regulations on the part of himself, his employees, or his subcontractor(s).

C.4.6 The Contractor shall provide a means of transportation to bring personnel, supplies, tools and equipment to and from the Post. The Contractor shall be responsible for providing this service. The costs shall be included in the Contractor's proposal.

C.4.7 The Contractor shall at all times enforce strict discipline and good order among all persons employed to work and shall not employ any unfit persons not skilled in the task assigned to them.

C.5 SUBMITTAL AND DELIVERABLE REQUIREMENTS

C.5.1 General Submission / Documentation Requirements:

C.5.1.1 Unless indicated otherwise, each Contractor submission shall include three (3) sets of the documentation required in this Statement of Work. The documentation shall be delivered to the

Contracting Officer Representative (COR). Three (3) Electronic Copies of these documents will also be submitted to the Contracting Officer Representative (COR) on suitable media. Two (2) sets of documents and electronic copies shall remain at Post. One (1) set of documents and electronic copies shall be provided to OBO for record keeping purposes.

C.5.1.2 Electronic documentation shall be submitted in the form of searchable PDF files.

Documents shall also be submitted in a Microsoft Word 2007 compatible file format. Any drawings included in the documentation provided shall also be submitted in the form of

AutoCAD 2010 *.dwg files. All electronic documentation shall be provided on either CD or

DVD media. Thumb drives or other forms of portable media are not allowed.

C.5.1.3 Some documentation may be considered “Classified” in accordance with the Security

Classification Guide for the Design and Construction of Overseas Facilities. Information released that is specific to the CAA area will need to follow classification, storage, and delivery guidelines for “Secret” classification. See “Section H: Special Contract Requirements” for instructions on handling, marking, and transmission of the “Classified” Documentation to the

Contracting Officer Representative (COR).

C.5.2 Initial Submittal: Prior to performing any BAS PM Services at Post the Contractor shall submit the following information for review and approval. Submittals will be reviewed by both

Post and OBO.

C.5.2.1 A draft / tentative schedule and description of preventive maintenance tasks which the

Contractor plans to provide.

C.5.2.2 Certificates of calibration for each test instrument showing certified calibration within a year from date of intended use.

C.5.2.3 Biographical data (resumes) for personnel providing on site BAS PM Services.

C.5.2.4 Proof of certification, from the BAS hardware and software manufacturer, for personnel providing on site BAS PM Services.

C.5.3 Checklist Submittal: After the initial BAS PM Service visit at Post has been completed, in addition to submitting an official Trip Report, the Contractor shall also submit the following information for review and approval. Submittals will be reviewed by both Post and OBO.

C.5.3.1 An updated / finalized schedule and task description list of preventive maintenance tasks which the Contractor will provide as part of the regular PM Services. This will be based on actual conditions and system configurations noted by Contractor.

C.5.3.2 The checklist forms developed for each system controlled and monitored by the BAS, based on actual condition and system configurations noted by the Contractor.

C.5.4 Trip Reports: The Contractor shall be responsible for providing a trip report within 14 calendar days after returning from each site visit which clearly documents the BAS PM Service activities undertaken at Post. The Contractor shall be responsible for documenting all work and activities performed while on site. Each Trip Report shall include, at a minimum, the following information:

C.5.4.1 A list, with descriptions, of the tasks that were performed, the issues that were found, the cause of these issues and the corrective measures that were taken to resolve these issues;

C.5.4.2 A list, with descriptions, of all modifications made to the BAS system software and hardware;

C.5.4.3 A list, with descriptions, of the deficiencies found that resulted in a need for future corrective action, the Contractor’s recommendations to correct these deficiencies and the

Contractor’s suggestions for improvements to the BAS. This section shall include providing a proposal for the work that must be performed; a list of any parts required and a cost estimate for the work proposed.

C.5.4.4 Copies of all checklists completed while on site. Include a scanned PDF of the checklists completed while performing PM Services on the BAS.

C.5.4.5 A list of all expendable sensors installed and a replacement schedule. This section shall include providing a proposal which lists the expiring parts along with the associated costs to procure and replace the parts.

C.5.4.6 A list of recommended spare parts required to sustain operations and a cost estimate for the proposed spare parts.

C.5.5 Updated BAS As-Built Documents & Operation & Maintenance Manuals: When work is performed which modifies the existing BAS configuration or programming, the Contractor will be responsible for providing updated As-Built documents and Operation & Maintenance

Manuals to accurately reflect the current configuration and programming of the BAS.

C.5.6 Data Backup Retention: Two (2) BAS data backup disks shall be turned over to the Post

Facility Manager for each BAS. One disk will be for storage within a secure safe at post before departing Post. The second disk shall be sent by the Facility Manager to OBO for centralized backup. The Contractor is not allowed to retain a copy of these backups.

C.5.7 Password Retention: One (1) BAS username/password listing for each BAS shall be turned over to the Post Facility Manager for storage within a secure safe at the Post. The

Contractor is not allowed to retain a copy of these lists.

SECTION D - PACKAGING AND MARKING

SECTION D - PACKAGING AND MARKING

D.1 MATERIALS SHIPPING ADDRESS

(a) All unclassified reports, data and documentation shall be prepared for shipping in accordance with the best commercial practices.

(b) Classified reports, data, and documentation shall be prepared for shipment in accordance with the National an Industrial Security Program Operating Manual (DOD 5220.22-M)

(c) Materials delivered to the site shall be marked as follows: The delivery address shall be provided to the Contractor as part of the completed contract.

D.2 DEPARTMENT OF STATE DELIVERY, MAIL AND COURIER ADDRESSES

D.2.1 The contractor shall include the substance of Provisions D.2 and D.3 in all cleared subcontracts. The substance of D.3 shall be reproduced in all subcontracts.

D.2.2 Classified packages/mail shall NOT be sent via U.S. Postal Service.

Contractors and subcontractors authorized to send classified packages to the

Department shall provide delivery of packages, by appropriately cleared contractor, via approved hand-carry methods in accordance with NISPOM 5-410 and 5-411. All classified hand-carry deliveries from the contractor to DOS shall be made to the following address between the hours

8:00 AM and 4:00 PM. The contractor shall advise the intended recipient of the materials and estimated time of arrival a minimum of 48 hours prior to dispatching the package by courier.

D.2.2.1 Packages/Mail sent to Post:

FM- Luke S. Johnson, American Embassy, 502 Benson Street, Monrovia-Liberia (231) 777 677

COR- Patrick S. Kulo, American Embassy, 502 Benson Street, Monrovia-Liberia (231) 77 677

D.2.2.2 Packages/Mail sent to the Overseas Building Operations (OBO) Facilities Group:

ANTHONY PELLEGRINO (703-516-1987)

U.S. DEPARTMENT OF STATE

OBO/CFSM/FAC/PS

1701 NORTH FORT MYER DRIVE

SA-6, ROOM 2012.24

ARLINGTON, VA 22209

ALTERNATE POINT OF CONTACT:

ASENATH HILL (703-812-2223)

+231 77 677 7275

D.2.3 Alternatively, GSA Schedule 48, Commercial Delivery Carriers, may be used in accordance with NISPOM 5-403-e, and ISL 2006-02, para 18. Currently, the carriers on that list include:

(a) DHL (Astar Air Cargo) - Same Day Service

(b) FedEx – Same Day Service, First Overnight, Priority Overnight or Standard Overnight

(c) Airnet Systems – Mission Critical or Same Day Service

(d) United Parcel Service – UPS Next Day Air Early, Next Day Air, or Next Day Air Saver

(e) UPS Supply Chain Solutions – Constant Surveillance Service

D.2.3.1 Classified Packages/Mail to be delivered via authorized commercial delivery carrier listed above should be addressed as follows:

D.2.3.1.1 Packages/Mail sent to Post:

CO-Chris J. Carlisle, General Services Officer, American Embassy, 502 Benson Street, Monrovia-Liberia

D.2.3.1.2 Packages/Mail sent to the Overseas Building Operations (OBO) Facilities Group:

ANTHONY PELLEGRINO (703-516-1987)

U.S. DEPARTMENT OF STATE

OBO/CFSM/FAC/PS

1701 NORTH FORT MYER DRIVE

SA-6, ROOM 2012.24

ARLINGTON, VA 22209

ALTERNATE POINT OF CONTACT:

ASENATH HILL (703-812-2223)

D.2.4 Unclassified Packages/Mail sent via U.S. Mail, Registered or Certified Mail; Courier

Service and U.S. Postal Service Overnight Express shall be addressed as follows. NOTE:

Classified information cannot be sent via these methods.

D.2.4.1 Packages/Mail sent to Post:

CO: Chris J. Carlisle, General Services Officer, American Embassy, 502 Benson Street, Monrovia-Liberia

D.2.4.2 Packages/Mail sent to the Overseas Building Operations (OBO) Facilities Group:

(Address must be capitalized on Package and Intended OBO recipient’s name should appear only on inner envelope):

ANTHONY PELLEGRINO

U.S. DEPARTMENT OF STATE

OBO/CFSM/FAC/PS

SA-6, ROOM 1202.24

WASHINGTON, DC 20522-0612

D.3 PACKAGING REQUIREMENTS FOR MAIL AND COURIER SHIPMENT OF

DOCUMENTS AND DRAWINGS

D.3.1 Separate packaging of electronic media and hardcopy material-

The prime Contractor and any associated subcontractors will package all drawings and electronic media (classified, SBU and unclassified) in separate mailing packages, specifically, electronic media will be transported in electronic media packages that contain no other drawings or hard copies of any kind, beyond that of transfer/receipt documentation. Hardcopy (paper) drawing and documents will be packaged separately.

D.3.2 Wrapping and addressing of packages: For all shipping methods, the prime contractor and any associated subcontractors will ensure that all project documentation, regardless of classification and to include SBU, is double wrapped with both layers addressed properly and labeled with the sender’s address. No indication that the contents are SBU or classified should appear on the outer wrapper. Document tracking receipts should be packaged inside the inner wrapping with the materials the receipt describes.

D.3.3 Packaging heavy materials in appropriate containers: In applying the above double wrapping and addressing procedures, items sent via US mail or commercial carrier weighing more than one (1) pound shall have the inner package enclosed within an appropriately sized double-walled box or, for rolled drawings, a manufactured mailing tube.

D.4 U.S. GOVERNMENT RIGHTS

D.4.1 The U.S. Government reserves the right, in its sole discretion, to determine whether products have been compromised, and therefore cannot be used in CAAs and adjacent areas.

Where such compromises results from Contractor's failure to comply with security procedures, the Contractor shall bear entire cost associated with rectification of comprise and restoration of required security provisions.

SECTION E - INSPECTION AND ACCEPTANCE

E.1 52.246-4 INSPECTION OF SERVICES-FIXED-PRICE (AUG 1996)

This contract incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address:

http://www.acquisition.gov/far/ or http://farsite.hill.af.mil/vffara.htm

These addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, use the Department of State Acquisition website at http://www.statebuy.state.gov/ to see the links to the FAR. You may also use an internet

“search engine” (for example Google, Yahoo, Excite) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

CLAUSE TITLE AND DATE

52.246-4 INSPECTION OF SERVICES-FIXED-PRICE (AUG 1996)

E.2 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan is designed to provide an effective surveillance method to promote effective Contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the

Government, is responsible for management and quality control to meet the terms of the contract.

The role of the Government is to conduct quality assurance to ensure that contract standards are achieved.

Performance Objective

PWS

Paragraph Performance Threshold

Services

Performs all Building Automation System

Preventive Maintenance services set forth in the Performance Work Statement (PWS)

C.1 thru C.5

All required services are performed and no more than one

(1) customer complaint is received per year.

http://www.acquisition.gov/far/ http://farsite.hill.af.mil/vffara.htm http://www.statebuy.state.gov/

E.2.1 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.

E.2.2 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 52.246-4, Inspection of Services – Fixed Price (AUG 1996)), if any of the services exceed the standard.

E.2.3 Procedures

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

(b) The COR will complete appropriate documentation to record the complaint.

(c) 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.

(d) 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.

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

(f) 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.

(g) The COR will consider complaints as resolved unless notified otherwise by the complainant.

(h) 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.

E.3 SUBSTANTIAL COMPLETION

E.3.1 Definitions

E.3.1.1 "Final Completion and Acceptance" means the stage in the progress of the work as determined by the CO or COR and confirmed in writing to the Contractor, on which all work required under the contract has been completed in a satisfactory manner in accordance with the requirements thereof, subject to the discovery of defects after final completion, and except for items specifically excluded in the notice of final acceptance. Final invoice shall not be paid until and unless the CADD As-Built-Drawings are delivered and accepted.

E.3.1.2 "Date of Final Completion and Acceptance" means the date determined by the

Contracting Officer as of which final completion of the work has been achieved, as indicated by written notice to the Contractor.

E.4 FINAL COMPLETION AND ACCEPTANCE

E.4.1 Final Acceptance: Upon (a) satisfactory completion of all required maintenance tasks for each maintenance visit, (b)verification by the CO or COR on the basis of a final inspection that all items have been completed and that the work is finally complete, subject to the discovery of defects after final completion, and (c) submittal by the Contractor of all documents and other items required upon completion of the work, including a final request for payment, and the CO or COR is satisfied that the work under the contract is complete and the contract has been fully performed, with the exception of continuing obligations thereunder, the CO or COR shall issue to the Contractor a notice of final acceptance and make final payment as required by the contract.

E.5 SITE DATA PROVIDED BY THE GOVERNMENT

E.5.1 Offeror may rely on the accuracy of site surveys, subsurface or physical site data and similar information provided by the Government concerning the arrangement and configuration of systems incorporated within the scope of the preventative maintenance efforts. However, the

Government does not warrant that such information is complete, or that such surveys or data reveal all of the conditions that may be encountered on the site. Offeror shall not rely upon any interpretation or opinion provided by the Government concerning such data or information unless such data is specifically incorporated into the Solicitation Documents or the proposed

Contract Documents. Issuance of such information indicated as being "for information only" or identified with words of similar effect shall not be construed as incorporation into the

Solicitation Documents or the proposed Contract Documents. It is the responsibility of the

Offeror to determine whether any additional site investigation is required, and to make such investigations.

E.5.2 Information Concerning Host Country: Bidders shall not rely on any information provided by the Government concerning the host country, such as climatological data at the site, local laws and customs, currency restrictions, taxes, or the availability of local labor, materials and transportation, etc. It is the responsibility of the Offeror to determine whether any additional site investigation is required, and to make such investigations to determine and gather the information necessary to perform the preventative maintenance requirements defined within this request for proposal.

E.6 PROJECT COMMUNICATIONS

E.6.1 Business Rules:

E.6.1.1 The Contractor is restricted from transporting unencrypted SBU data electronically across the Internet using email, FTP sites, or commercial web sites. Contractors are encouraged to consider all drawings and related documents as SBU and handle these accordingly, in order to minimize risk.

SECTION F - DELIVERIES OR PERFORMANCE

F.1 PERIOD OF PERFORMANCE

F.1.1 The term of the contract is one (1) base year with one (1) 12-month option period which will be exercised at the sole discretion of the Government.

F.1.2 The Government may extend this contract for up to one (1) additional 12-month periods in accordance with the option clause in Section I. 52.217-9, Option to Extend the Term of the

Contract, which also specifies the total duration of this contract. See also Section I, FAR 52.217-

8, Option to Extend Services, for up to an additional six months of optional performance, if required by the Government.

F.2 RESERVED

F.3 RESERVED

F.4 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address:

http://www.acquisition.gov/far/ or http://farsite.hill.af.mil/vffara.htm

These addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, use the Department of State Acquisition website at http://www.statebuy.state.gov/ to see the links to the FAR. You may also use an internet

“search engine” (for example Google, Yahoo, Excite) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

CLAUSE TITLE AND DATE

52.242-15 STOP-WORK ORDER (AUG 1989)

52.242-17 GOVERNMENT DELAY OF WORK (APR 1984)

52.242-14 SUSPENSION OF WORK (APR 1984)

F.5 NOTICE TO PROCEED

After contract award and submission of insurance certificates, the Contractor shall be sent a Notice to Proceed. That 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.

CLAUSES INCORPORATED BY REFERENCE

FAR SOURCE TITLE, DATE & Contract Order REFERENCE

F.6 NOTICE OF DELAY

F.9.1 In the event the Contractor receives a notice of any change in the work, or if any other conditions arise which are likely to cause or are actually causing delays which the Contractor believes may result in completion of the project after the completion date, the Contractor shall notify the Contracting Officer of the effect, if any, of such change or other conditions upon the approved schedule, and shall state in what respects, if any, the relevant schedule or the completion date should be revised. Such notice shall be given promptly and not more than ten

(10) days following the first occurrence of event giving rise to the delay or prospective delay.

Revisions to the approved time schedule shall only be made with the approval of the Contracting

Officer. Post may under public exigency or for representational activities stop work and or require work site cleanup. Contractor may submit a request for equitable adjustment.

F.7 WORKING HOURS

F.10.1 Unless otherwise defined work shall be conducted during the accepted 8 hour day, 5 days a week except for the holidays identified below or as specifically agreed and approved by the

Contracting Officer’s Representative (COR). Weekends and holidays may be considered as workdays provided (1) access to the facilities is available (2)essential to properly complete the required tasks (3)appropriate approval has been granted by the COR to allow the prescribed work activities to occur. Notice must be given 24 hours in advance to COR who will consider any deviation from the hours identified above.

F.8 ACCESS TO FACILITIES AND STANDARDS OF CONDUCT

F.8.1 General Access Requirements:

F.8.1.1 The contractor is responsible for obtaining proper passports, visas and immunizations that may be required. Contractor will need to have a valid DD 254 and personnel will require a current Visit Authorization Request (VAR) with Diplomatic Security and approved country clearance prior to travel to any Post location.

F.8.1.2 The Contractor shall designate a representative who shall supervise the Contractor’s technicians…