Soliciation Document for BME Residential HVAC Systems 19HK3021Q0008.pdf

PDF 832 KB Posted Mar 12, 2021

Attached to: U. S. Consulate General Hong Kong - Preventive Maintenance Services for Residential HVAC Systems in Hong Kong
Solicitation number: 19HK3021Q0008
Issued by: Department of State US Embassy Hong Kong

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Cover Letter 19HK3021Q0008.pdf	PDF	Mar 12, 2021

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SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

PR9604901

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19HK3021Q0008

6. SOLICITATION ISSUE DATE

March 12, 2021

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Maria Chiu

b. TELEPHONE NUMBER(No collect calls)

852 2841 2260

8. OFFER DUE DATE/ LOCAL

TIME

April 15, 2021. 17:00hrs local time

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE:____ % FOR:

US Consulate General Hong Kong SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

26 Garden Road

Hong Kong

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

US Consulate General Hong Kong

26 Garden Road

Hong Kong

Facility Maintenance

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY CODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

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

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Preventive Maintenance Services for Residential HVAC systems in Hong Kong. See attached.

12 Month

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

25. ACCOUNTING AND APPROPRIATION DATA

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

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL

ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _________________ OFFER DATED

____________. YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY

ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS

TO ITEMS:

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

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

30c. DATE SIGNED

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

31c. DATE SIGNED

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

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

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

STANDARD FORM 1449 (REV. 2/2012) BACK

RFQ#19HK3021Q0008

BME Preventive Maintenance Services for Residential HVAC Systems

TABLE OF CONTENTS

Section 1 - The Schedule

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number 19HK3021Q0008, Prices, Block 23

• Continuation To SF-1449, RFQ Number 19HK3021Q0008, Schedule of Supplies/Services, Block 20 Description/Specifications/Work Statement

• Attachment 1 – Statement of Work

• Attachment 2 – Equipment List

• Attachment 3 - Government Furnished Property

Section 2 - Contract Clauses

• Contract Clauses

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

Section 3 - Solicitation Provisions

• Solicitation Provisions

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

Section 4 - Evaluation Factors

• Evaluation Factors

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

Section 5 - Representations and Certifications

• Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR Provisions not

Prescribed in Part 12

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449

RFQ NUMBER 19HK3021Q0008

PRICES, BLOCK 23

JAMES ZADROGA 9/11 VICTIMS HEALTH AND COMPENSATION ACT OF 2010 NOTICE:

UNLESS A WAIVER OR EXCEPTION APPLIES, PAYMENTS SUBSEQUENT TO THIS

PROCUREMENT ARE SUBJECT TO AN EXCISE TAX OF 2% PERSUANT TO 26 U.S.C.

5000C.

1. General Description

The U.S. Consulate General in Hong Kong and Macau requires preventive maintenance services for

Chillers, Air Handlers, VFD’s, VAV Boxes, and DX Split Unit at residential apartments in Hong

Kong. These services shall result in all systems being serviced under this agreement being in good operational condition when activated.

The price listed below shall include all labor, materials, insurance (see FAR 52.228-3 and 52.228-5), overhead, and profit. The Government will pay the Contractor the fixed price per month for standard services that have been satisfactorily performed.

After contract award and submission of acceptable insurance certificates, the Contracting Officer shall 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.

The performance period of this contract is from the start date in the Notice to Proceed and continuing for

12 months, with four, one-year options to renew. The initial period of performance includes any transition period authorized under the contract.

2.0 PRICING

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

2.1.1 OFFERS AND PAYMENT IN U.S. DOLLARS.

U.S. firms are eligible to be paid in U.S. dollars. U.S. firms desiring to be paid in U.S. dollars should submit their offer in U.S. dollars. A U.S. firm is defined as a company which operates as a corporation incorporated under the laws of a state within the United States.

2.1.2 FOREIGN FIRMS

Any firm, which is not a U.S. firm, is a foreign firm. Any firm that does not meet the above definition of U.S. firm shall submit its prices and receive payment in local currency.

2.2. BASE PERIOD

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

CLIN Description

QTY of

Equipment

Type of services

No. of service

Unit price / service ($)

Total per year ($)

001A

Air Handling Units at CGR &

101,103,104,105 Mechanical

Rooms, 3 Barker Road per

Equipment List

5 Quarterly 4

001B

Air Handling Units at CGR &

101,103,104,105 Mechanical

Rooms, 3 Barker Road per

5 Annually 1

002A

Chillers at CGR & Chiller

Mechanical Rooms, 3 Barker

Road per Equipment List

6 Quarterly 4

002B

Chillers at CGR & Chiller

Mechanical Rooms, 3 Barker

Road per Equipment List

6 Annually 1

Motor Starters / VFD’s at

3Barker Road, Garage 1 Quarterly 4

VAV Boxes at 3 Barker Road

(Inside CGR) per Equipment

List

19 Quarterly 4

005A

DX Split System Air Handler at Mechanical Rm, G1

Grenville per Equipment List

1 Quarterly 4

005B

DX Split System Air Handler at Mechanical Rm, G1

Grenville per Equipment List

1 Annually 1

006A

DX Split System Condensing

Unit at Laundry Balcony, G1

2 Quarterly 4

006B

DX Split System Condensing

Unit at Laundry Balcony, G1

2 Annually 1

007A Daiken VRV Air Handlers

Wilshire Park 14/F 6 Quarterly 4

007B Daiken VRV Air Handlers

Wilshire Park 14/F

008A Daiken VRV Condensing

Units Wilshire Park 14/F 2 Quarterly 4

008B Daiken VRV Condensing

Units Wilshire Park 14/F

009A

Wilshire Park 24/F 6 Quarterly 4

009B Daiken VRV Air Handlers

Wilshire Park 24/F

010A

Units Wilshire Park 24/F 2 Quarterly 4

010B Daiken VRV Condensing

Units Wilshire Park 24/F

011A

Wilshire Park 25/F 6 Quarterly 4

011B Daiken VRV Air Handlers

Wilshire Park 25/F

012A

Units Wilshire Park 25/F 2 Quarterly 4

012B Daiken VRV Condensing

Units Wilshire Park 25/F

013A Daiken VRV Air Handlers 3

Barker Road, Unit 102 10 Quarterly 4

013B Daiken VRV Air Handlers 3

Barker Road, Unit 102 10 Annually 1

014B Daiken VRV Air Condensing

3Barker Road, Unit 102 4 Quarterly 4

014B Daiken VRV Air Condensing

3 Barker Road, Unit 102 4 Annually 1

Total Price Base Year CLIN 001A to

014B

2.3. Reserved

2.4 Reserved

2.5 Reserved

2.6 Reserved

2.7 GRAND TOTAL

Grand Total – Base Year

CONTINUATION TO SF-1449

RFQ NUMBER 19HK3021Q0002

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

1. PERFORMANCE WORK STATEMENT

The American Consulate Hong Kong requires the Contractor to provide preventive maintenance services for the following equipment in a safe, reliable and efficient operating condition. Please see equipment list included in ATTACHMENT 2 for a more detailed description.

- Chiller, Air Handler, VFD’s, VAV boxes, and DX Split Unit information is included in

Attachment 2 - Equipment List.

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

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

1.2. Performance Standards

The equipment shall be clean and in good operating condition upon completion of the service. The preventive maintenance service shall result in the parts of the system serviced being in a condition to operate efficiently and effectively.

2. HOURS OF PERFORMANCE

2.1. The Contractor shall maintain work schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. The Contractor shall deliver standard services between the hours of 8:30AM and

5:30 PM Monday through Sunday. Work that turns off cooling or heating to an occupied home must be coordinated in advance and may not be allowed on weekends. No work shall be performed on US

Government and local holidays with prior approval. Below is a list of the holidays.

Date Holiday US/Local

Jan 01 New Year's Day Am

Jan 16 Birthday of Martin Luther King, Jr. Am

Feb 18 President's Day Am

May 27 Memorial Day Am

Jul 04 Independence Day Am

Sep 02 Labor Day Am

Oct 14 Columbus Day Am

Nov 11 Veterans Day Am

Nov 28 Thanksgiving Day Am

3. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

3.1 General. The Contractor shall designate a representative who shall supervise the Contractor’s technicians and be the Contractor’s liaison with the American Consulate Hong Kong. The

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

3.2 Personnel Security. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who to be used on this Contract prior to their utilization.

Submission of information shall be made within 30 days of 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.

3.2.1 Vehicles. Contractor vehicles will not be permitted inside the Consulate compound without prior approval. If vehicle access is necessary, submit contractor vehicle information (Make, Model, License

Plate #) along with a written justification as to why access is necessary. This shall be submitted to the

Facility Manager at least one (1) week prior to the visit.

3.2.2 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. 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.

3.3 Security Clearances. All Work locations 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).

3.4 Standards of Conduct

3.4.1 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

Dec 25 Christmas Am the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the Government.

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

3.4.4 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.

3.4.5 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.

3.4.6 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.

3.4.7 Key Control. The Contractor will not be issued any keys. The keys will be checked out by a

“Cleared American” escort on the day of service requirements.

3.4.8. 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.

4. SCHEDULED PREVENTIVE MAINTENANCE

4.1. General

4.1.1. The Contractor shall perform preventive maintenance as outlined in ATTACHMENT 1 -

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

4.1.2. The Contractor shall inventory, supply and replace expendable parts (eg, filters, belts, hoses, gaskets) that have become worn due to wear and tear. The Contractor shall maintain a supply of expendable and common parts on site so that these are readily available for normal maintenance to include: hoses, belts, oil, chemicals, coolant, filters (Air, Fuel, Oil), grease, sealant, thermostat, fuses;

in addition to the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), MSDS, cleaning material and oil spill containment kits. The contractor shall inventory the supply after each visit and order replacement supplies and have them delivered on site. Maintenance materials shall be unused and are to be industry standard and intended for the task to be performed. Parts shall be OEM approved.

Refrigerants shall meet the AHRI Standard 700-2015 or most recent AHRI Standards.

4.1.3. Refrigerants, parts and maintenance materials delivered to the post are to be new and unused.

Reclaimed refrigerants are not to be delivered to posts. Reclaimed refrigerants within post compounds are to be retained and stored and may be used if not contaminated. Refrigerants shall be stored in containers clearly indicating the refrigerant type.

4.1.4. 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.

4.1.5. Replacement/repair of any electronic or electrical parts shall 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.

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

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

4.2 Checklist Approval

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

4.2.1. The Contractor shall provide trained technicians to perform the service at frequencies stated in

ATTACHMENT 1 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 each maintenance visit.

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

4.2.3 Additionally, the maintenance contractor shall obtain and keep at the post O&M binders provided by the manufacturers. These binders shall be placed in a location accessible to post personnel to review as needed.

5. PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

The Contractor shall provide trained technicians with the appropriate tools and testing equipment for scheduled maintenance, safety inspection, and safety testing as required by this Contract. The

Contractor shall provide all of the necessary materials and supplies to maintain, service, inspect and test all the systems to be maintained.

5.1 Contractor furnished materials include but are not limited to appropriate tools, testing equipment, safety shoes and apparel for technicians, hands, hearing and eye protection, MSDS, cleaning material and oil spill containment kit. Expendable/consumable items (e.g. hoses, belts, oil, chemicals, coolant, filters (Air, Fuel, Oil), generator starting batteries, grease, sealant, thermostat, fuse), shall be maintained in the onsite inventory. See 4.1.2.

5.2 Repairs are not included in this contract. See 4.1.4. Exclusions.

5.3 Disposal of used oil, fuel, battery and other toxic substances. The Contractor is responsible for proper disposal of toxic/hazardous substances. All material shall be disposed of according to

Government and Local law. After proper disposal the contractor must show proof of authorized disposal of these toxic/hazardous substances.

6. SOFTWARE, LICENSES AND PASSWORDS

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

7. DELIVERABLES

Provide a typewritten report to the FM containing the following:

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

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

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

The following items shall be delivered under this contract:

Description QTY Delivery Date Deliver to

Names, biographic data, police clearance on Contractor personnel (#3.2)

1 30 days after contract award COR

Certificate of Insurance (#8.2) 1 30 days after contract award CO

PM Checklist signed by Contractor’s employee (#4.2.1)

1 After completion of each maintenance service

COR

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

COR

8. INSURANCE REQUIREMENTS

8.1 AMOUNT OF INSURANCE. The Contractor is required to provide whatever insurance is legally necessary. The Contractor shall, at its own expense, provide and maintain during the entire performance period the following insurance amounts:

8.2 GENERAL LIABILITY (includes premises/operations, collapse hazard, products, completed operations, contractual, independent contractors, broad form property damage, personal injury)

General Liability:

(1) Bodily injury on or off site stated in local currency:

Per Occurrence HK$100 million Cumulative HK$200 million

(2) Property damage on or off site in local currency:

Per Occurrence HK$10 million Cumulative unlimited

8.3 The types and amounts of insurance are the minimums required. The Contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims.

8.4 For those Contractor employees assigned to this contract who are either United States citizens or direct hire in the United States or its possessions, the Contractor shall provide workers’ compensation insurance in accordance with FAR 52.228-3, or host country nationals that do not have a

DOL waiver.

8.5 The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to: any property of the Contractor, its officers, agents, servants, employees, or any other person, arising from and incident to the Contractor's performance of this contract. The Contractor shall hold harmless and indemnify the Government from any and all claims arising, except in the instance of gross negligence on the part of the Government.

8.6 The Contractor shall obtain adequate insurance for damage to, or theft of, materials and equipment in insurance coverage for loose transit to the site or in storage on or off the site.

8.7 Government as Additional Insured. The general liability policy required of the Contractor shall name "the United States of America, acting by and through the Department of State," as an additional insured with respect to operations performed under this contract.

8.8 Time for Submission of Evidence of Insurance. The Contractor shall provide evidence of the insurance required under this contract within ten (10) days after contract award. The Government may rescind or terminate the contract if the Contractor fails to timely submit insurance certificates identified above.

8.9 Workers’ Compensation and Employer’s Liability

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”).

9. LOCAL LAW REGISTRATION

If the local law or decree requires that one or both parties to the contract register the contract with the designated authorities to insure compliance with this law or decree, the entire burden of this registration shall rest upon the Contractor. Any local or other taxes which may be assessed against the

Contract shall be payable by the Contractor without Government reimbursement.

10. QUALITY ASSURANCE PLAN (QAP).

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

Contractor performance. The QAP provides a method for the Contracting Officer's Representative

(COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the

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

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

Performance Objective SOW Para Performance Threshold

Services.

Performs all services set forth in the

Statement of Work (SOW)

1 thru 12 &

Attachment 1

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

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

10.3 Standard. The performance standard is that the Government receives no more than 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.

10.4. Procedures.

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

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

10.4.3 If the COR determines the complaint is invalid, the COR will advise the complainant. The

COR will retain the annotated copy of the written complaint for his/her files.

10.4.4 If the COR determines the complaint is valid, the COR will inform the Contractor and give the

Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

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

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

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

10.4.8. Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting

Officer for appropriate action under the Inspection clause.

11. TRANSITIONS/CONTACTS

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

11.1 On site contact. The following are the designated contact personnel between the US Consulate and the Contractor

COR

Christopher Grawburg -Facility Manager grawburgc@state.gov

The Post Control Officer (PCO) will be the contractor’s point of contact at the U.S. Consulate, Kam

Wah Tam. All questions concerning coordination of service activities while at post shall be directed to the Post Control Officer, with weekly reporting to the COR:

PCO

Kam Wah Tam -Post Control Officer (PCO)

TamKW@state.gov

12. SUBMISSION OF INVOICES

The Contractor shall submit an invoice after each preventive maintenance service has been performed.

Invoices must be accompanied by a signed copy of the Maintenance Checklist for the work performed including parts replacement and break down calls, if any. No invoice for preventive maintenance services will be considered for payment unless accompanied by the relevant documentation.

The Contractor should expect payment 30 days after completion of service or 30 days after receipt of invoice at the Consulate payment office, whichever is later. Invoices shall be sent to:

US Consulate General Hong Kong

26 Garden Road, Hong Kong

Attn: Financial Management Office mailto:grawburgc@state.gov

ATTACHMENT 1

STATEMENT OF WORK

I. GENERAL INFORMATION:

The United States Consulate in Hong Kong requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s Air Cooled Chillers, Air

Handlers, VFD’s, VAV boxes, and DX Split Unit.

II. PROJECT REQUIREMENTS:

DESCRIPTION OF EQUIPMENT *:

*Please see ATTACHMENT 2 - Equipment List for more details.

III. GENERAL REQUIREMENTS:

The Contractor under this SOW shall be responsible for labor, tools, and materials required to carry out all preventive maintenance as outlined in this SOW. The technician shall sign off on every task specified in the Statement of Work and will provide a typewritten copy of their report to the COR or the COR's designate within five business days of each maintenance visit.

IV. SCOPE OF WORK

Contractor shall provide all materials, supervision, labor, tools and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and /or use 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) immediately. Material Safety Data Sheets (MSDS) shall be provided by the Contractor for all HAZMAT materials. Copies shall be provided to the COR for approval.

The Contractor shall inventory, supply and replace expendable parts (e.g., filters, belts, hoses, gaskets) that have become worn down due to wear and tear. The Contractor shall maintain a supply of expendable and common parts on site so that these are readily available for normal maintenance to include: hoses, belts, oil, chemicals, coolant, filters (Air, Fuel, Oil), grease, sealant, thermostat, fuses;

in addition to the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), MSDS, cleaning material and oil spill containment kits. The contractor should inventory the supply after each visit and order replacement supplies and have them delivered on site. Maintenance materials shall be unused and are to be industry standard and intended for the task to be performed. Parts are to be OEM approved. Refrigerants are to meet the AHRI_Standard_700-2015 or most recent AHRI Standards.

Refrigerants, parts and maintenance materials delivered to the post are to be new and unused.

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.

Replacement/repair of any electronic or electrical parts shall 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.

SAFETY AND SPECIAL INSTRUCTIONS:

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

2. Schedule outage with operating personnel.

3. Use extreme caution when climbing access ladders.

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

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

6. Record and report equipment damage or deficiencies.

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

8. Record results in the equipment history log.

9. Allow only qualified personnel to do maintenance work on this equipment.

10. Record results in the equipment history log.

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

12. Allow only qualified personnel to do maintenance work on this equipment.

AIR HANDLING UNITS AT 3 BARKER ROAD

MAINTENANCE PROCEDURES:

Quarterly

1. Check the cleanliness of the filters (flat, angle, rigid, bag, HEPA & charcoal) and replace or clean as required.

2. Verify filter gauge and/or switch function properly.

3. Check filter frames (filter tracks) for residual contaminates and clean as necessary.

4. Check drive kit for damage, loose parts, wear, dirt, alignment and belt tension.

5. Check belt tension and replace belts as necessary.

6. Check condition of extended lubrication lines when present.

7. Clean dampers, outside air intakes, return and mixed air plenums.

8. Vacuum blower wheel and keep free from dirt or accumulation.

9. Clean out condensate pans and drain lines with brushes and treat with biocide. Confirm condensate is draining properly from the air handler.

10. Clean cooling coils and coil frame with appropriate low-pressure water and coil cleaner.

11. Look for leaking, sweating, or dripping pipes or damaged insulation and note problems on service report.

Annually

1. Perform quarterly tasks.

2. Clean exterior of air handler cabinet and air handler frame.

3. Scrape rusted areas of the air handler and frame and touch up with corrosion resistant paint.

4. Inspect doors, handles, latches and hinges for proper operation.

5. Inspect door gaskets for damage and proper seal.

6. Inspect panels for damage.

7. Clean fan segment and fan assembly (supply, return, exhaust).

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

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

10. Check flex connector for damage and wear.

11. Lubricate fan bearings.

12. Clean variable inlet vanes.

13. Check adjustable fan motor base and mounting hardware for loose parts.

14. Check adjustable fan motor base for damage.

15. Check fan motor for leaky bearing seals.

16. Check fan for motor damage.

17. Check for dirt, dust & debris in air vents on fan motor housing.

As stated in greater detail in Sections III and IV above, and consistent with the service provided to other comparable commercial customers, the Contractor shall be responsible for labor, tools, and materials required to carry out all preventive maintenance as outlined in this SOW. The technician shall sign off on every task specified in the Statement of Work and will provide a typewritten copy of their report to the COR or the COR's designate within five business days of each maintenance visit.

The Contractor shall also inventory, supply and replace expendable parts (e.g., filters, belts, hoses, gaskets) that have become worn down due to wear and tear. The Contractor shall maintain a supply of expendable and common parts on site so that these are readily available for normal maintenance.

Refrigerants, parts and maintenance materials delivered to the post are to be new and unused. 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. Such repairs/replacements will be accomplished by a separate purchase order. Replacement/repair of any electronic or electrical parts shall be approved by the COR prior to installation of the part.

CHILLERS AT 3 BARKER ROAD

Quarterly

1. Check unit for proper operation, excessive noise or vibration.

2. Run system diagnostics test.

3. Check oil level in oil separator sight glass. Add oil as necessary and clean spilled oil.

4. Report low oil levels or oil leaks to the facility manager.

5. Check liquid line sight glass, oil, and refrigerant pressures.

6. Report refrigerant leaks to the facility manager.

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

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

9. Verify motor amperage load limit.

10. Check the operation of the chilled water pumps for oil or water leaks, excessive vibration, or high temperature.

11. Record pump motor, shaft, and casing temperature and note excessive temperatures.

12. Add grease to pump bearing per the manufacturer’s recommendations and note on report.

13. Touch up rust or corrosion on pumps or pump base with corrosion resistant paint.

14. Vacuum and clean the pump.

15. Thoroughly clean chiller evaporator and condenser tubes.

16. Inspect plumbing and valves for leaks, adjust as necessary.

17. Check compressor and evaporator heater operation.

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

19. Check condenser sub-cooling. Check for dirt in the panel. Check door gasket for sealing integrity.

20. Clean chiller and surrounding area.

21. Scrape and touch up areas of corrosion or rust with corrosion resistant paint.

22. Using an IR thermometer, check the temperature of the compressor and note on the report. If the temperature is out of range, report to the facility manager.

23. Fill out maintenance checklist and report deficiencies.

Annually

1. Perform quarterly tasks above.

2. Disconnect power source and lock out. Check electrical wiring and connections; tighten loose connections.

3. Perform all check items in the Quarterly schedule.

4. Perform analysis on oil and filter. Change if necessary. Check compressor oil pump and seals.

Check oil heater and thermostat. Check all strainers, valves, etc.

5. Conduct vibration analysis of motor & assembly: Check all alignments to specifications. Check all seals.

6. Lubricate shaft bearings and motor bearings as required.

7. Check superheat and sub-cooling temperatures.

8. Check contactors, sensors, and mechanical safety limits.

9. Check the chiller for leaks. Add refrigerant if low. Record amounts and address leakage problems.

10. Thoroughly clean intake side condenser coils, fans, and intake screens.

11. Perform any additional maintenance tasks as recommended in the manufacture’s operation and maintenance manuals.

12. Perform operational test and return to service.

13. Remove debris from worksite.

14. Fill out maintenance checklist and report deficiencies.

As stated in greater detail in Sections III and IV above, and consistent with the service provided to materials required to carry out all preventive maintenance as outlined in this SOW. The technician shall sign off on every task specified in the Statement of Work and will provide a typewritten copy of their report to the COR or the COR's designate within five business days of each maintenance visit.

Contractor for the Government’s approval and acceptance. Such repairs/replacements will be

MOTOR STARTER /VARIABLE FREQUENCY DRIVE AT 3 BARKER ROAD:

Quarterly:

1. Vacuum dust and dirt from heat sink fins

2. Check ventilation fans for proper operation and clean as needed.

3. Check line voltage, motor & output phase balance

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

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

6. Check motor nameplate for current rating and controller manufacturer’s recommended heater size

(report discrepancy to supervisor).

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

8. Check heater mounting screws for tightness.

9. Check all control wiring connections for tightness.

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

11. On units equipped with two-stage starting, check dash pots and timing controls for proper operation. Adjust as required.

12. On units equipped with variable speed starters:

a. Record the VFD parameter settings using MCT-10

b. Confirm the VFD doors and covers are in place and properly closed.

c. Check tightness of connections to resistor bank.

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

e. Check tightness of connections to drum controller.

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

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

14. Lubricate all moving parts with proper lubricant.

15. Clean interior of cabinet.

16. Clean exterior of cabinet.

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

Contractor for the Government’s approval and acceptance. Such repairs/replacements will be

PANEL, ELECTRONIC CONTROLS AT 3 BARKER ROAD:

Annually

1. Clean panel interior.

2. Verify functionality of supported devices.

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

4. Record and report equipment damage or deficiencies.

5. Record results in the equipment history log.

Contractor for the Government’s approval and acceptance. Such repairs/replacements will be

VAV BOXES AT BARKER ROAD (INSIDE CGR), 3 Barker Road:

Quarterly

1. Inspect the VAV box for corrosion, loose wires, crimped flex ductwork.

2. Confirm setpoints for heating and cooling.

3. Verify proper operation of the controller and damper ensuring VAV boxes moves to fully open and to the proper minimum setpoint.

4. Ensure the damper opens and closes without restriction.

5. VAV boxes with supplemental heat should never fully close and the heater must be protected with a flow sensor. Confirm operation of the heating element and flow sensor.

6. Confirm proper operation of the wall thermostat.

Contractor for the Government’s approval and acceptance. Such repairs/replacements will be

DX SPLIT SYSTEM (GRENVILLE TOWER) & DAIKEN VRV (3 BARKER ROAD, UNIT 102;

WILSHIRE PARK 25/F, 24/F and 14/F):

Air handler

Quarterly

1. Check the cleanliness of the filters (flat, angle, rigid, bag, HEPA & charcoal) and replace or clean as required.

2. Verify filter gauge and/or switch function properly.

3. Check filter frames (filter tracks) for residual contaminates and clean as necessary.

4. Check drive kit for damage, loose parts, wear, dirt, alignment and belt tension.

5. Check belt tension and replace belts as necessary.

6. Check condition of extended lubrication lines when present.

7. Clean dampers, outside air intakes, return and mixed air plenums.

8. Vacuum blower wheel and keep free from dirt or accumulation.

9. Clean out condensate pans and drain lines with brushes and treat with biocide. Confirm condensate is draining properly from the air handler.

10. Clean cooling coils and coil frame with appropriate low-pressure water and coil cleaner.

11. Look for leaking, sweating, or dripping pipes or damaged insulation and note problems on service report.

Annually

1. Perform quarterly tasks.

2. Cover all exposed surfaces below the evaporator.

3. Carefully remove access panels, covers, or ceiling tiles to gain access to the equipment.

4. Casing:

5. Clean the exterior and interior of the unit casing.

6. Remove rust and corrosion. Apply corrosion protection.

7. Carefully inspect all fasteners to ensure integrity and replace any which have rusted. All replacement

8. components, parts, and materials should be of rust resistant manufacture.

9. Check belts and alignment, if applicable.

10. Inspect air side and condensate removal components:

11. Inspect and clean…

This is the start of the file's text. The full file is on GovTribe.

File details come from the government source that posted it. Updated Mar 12, 2021.