Solicitation 19GE5025R0038.pdf

19GE5025R0038

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

5. SOLICITATION NUMBER

19GE5025R0038

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

03/03/2025

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Jenina K (Frankfurt) Dosch

b. TELEPHONE NUMBER (No collect calls)

c. EMAIL doschjk@state.gov

8. OFFER DUE DATE / LOCAL

TIME

CODE FRANK

AMERICAN CONSULATE GENERAL FRANKFURT

GIESSENER STRASSE 30

ATTN: RPSO

60435, FRANKFURT, GERMANY

9. ISSUED BY X UNRESTRICTED OR SET ASIDE: % FOR

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

10. THE ACQUISITION IS

SEE

SCHEDULE

11. DELIVERY FOR FOB DESTINATION

UNLESS BLOCK IS MARKED

12. DISCOUNT TERMS

13a. THIS CONTRACT IS

RATED ORDER UNDER DPAS

(15 CFR 700)

13b. RATING

RFQ IFB X RFP

14. METHOD OF SOLICITATION

BUJUMCODE15. DELIVER TO

AMERICAN EMBASSY BUJUMBURA

AVENUE DES ETATS-UNIS

ATTN: GSO

BUJUMBURA, BURUNDI 1720

CODE OPEAQM16. ADMINISTERED BY

RPSO Frankfurt OPE/AQM/IP/RPSO Frankfurt Office of Acquisition (AQM) Frankfurt

FACILITY

CODE

CODE

Contact UEI:

Telephone No.

17a. CONTRACTOR/

OFFEROR

OPEAQMCODE18a. PAYMENT WILL BE MADE BY

AMERICAN EMBASSY BUJUMBURA

AVENUE DES ETATS-UNIS

ATTN: FMO BujumburaFMOVoucher@state.gov

BUJUMBURA, BURUNDI 1720

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

OFFER SEE ADDENDUM

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

CHECKED

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/SERVICES

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

21. QUANTITY 22. UNIT 23. UNIT PRICE 24. AMOUNT

See Line Items Section

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

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

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 THE CONTRACTING OFFICER (TYPE OR PRINT) Nicolas Wilhelm

31c. DATE SIGNED 03/03/2025

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 02/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

CGFS // CGFS

[Original signed document on file]

Line Item Summary

Solicitation Number:

19GE5025R0038

Contract Number: Title: Bujumbura - Water Treatment System Maintenance

Date of

Solicitation:

03/03/2025

Line Item No.

Description Quantity Unit Unit Price Total Cost

001 BASE YEAR

HVAC & Potable Water System Preventive Maintenance Inclusive of Sub CLINs 001A through 001H as per Attachment 1 - Pricing Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

0.00 LT $0.00 $0.00

002 BASE YEAR

Value Added Tax (VAT) Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

0.00 LT $0.00 $0.00

003 BASE YEAR

Defense Base Act (DBA) Insurance Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

0.00 LT $0.00 $0.00

1001 OPTION YEAR ONE

HVAC & Potable Water System Preventive Maintenance Inclusive of Sub CLINs 1001A through 1001H as per Attachment 1 - Pricing Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

0.00 LT $0.00 $0.00

1002 OPTION YEAR ONE

Value Added Tax (VAT) Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

0.00 LT $0.00 $0.00

1003 OPTION YEAR ONE

Defense Base Act (DBA) Insurance Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

0.00 LT $0.00 $0.00

2001 OPTION YEAR TWO

HVAC & Potable Water System Preventive Maintenance Inclusive of Sub CLINs 2001A through 2001H as per Attachment 1 - Pricing Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

0.00 LT $0.00 $0.00

2002 OPTION YEAR TWO

Value Added Tax (VAT) Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

0.00 LT $0.00 $0.00

2003 OPTION YEAR TWO

Defense Base Act (DBA) Insurance Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

0.00 LT $0.00 $0.00

3001 OPTION YEAR THREE

HVAC & Potable Water System Preventive Maintenance Inclusive of Sub CLINs 3001A through 3001H as per Attachment 1 - Pricing

0.00 LT $0.00 $0.00

Line Item Summary

Solicitation Number:

19GE5025R0038

Contract Number: Title: Bujumbura - Water Treatment System Maintenance

Date of

Solicitation:

03/03/2025

Line Item No.

Description Quantity Unit Unit Price Total Cost

Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

3002 OPTION YEAR THREE

Value Added Tax (VAT) Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

0.00 LT $0.00 $0.00

3003 OPTION YEAR THREE

Defense Base Act (DBA) Insurance Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

0.00 LT $0.00 $0.00

4001 OPTION YEAR FOUR

HVAC & Potable Water System Preventive Maintenance Inclusive of Sub CLINs 4001A through 4001H as per Attachment 1 - Pricing Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

0.00 LT $0.00 $0.00

4002 OPTION YEAR FOUR

Value Added Tax (VAT) Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

0.00 LT $0.00 $0.00

4003 OPTION YEAR FOUR

Defense Base Act (DBA) Insurance Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

0.00 LT $0.00 $0.00

Preventive Maintenance for Potable & HVAC Water Treatment System

U.S. Embassy Bujumbura

Contents

SECTION I – THE SCHEDULE

A. BACKGROUND / SCOPE OF SERVICES

B. OBJECTIVES

C. PRICING

D. DELIVERABLES

E. INSURANCE REQUIREMENTS

F. QUALITY ASSURANCE AND SURVEILLANCE PLAN

(QASP)

G. GENERAL REQUIREMENTS

H. CONTRACTING OFFICER´S REPRESENTATIVE AND POST

CONTROL OFFICER

I. PERFORMANCE CRITERIA

J. SPECIFICATIONS

K. SAFETY, HEALTH AND ENVIRONMENTAL

MANAGEMENT (SHEM)

L. MAINTENANCE SPECIFIC DETAILS

M. STATEMENT OF WORK

N. TRAVEL TO POST

O. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS

OF CONDUCT

SECTION II – CONTRACT CLAUSES

52.252-2 Clauses Incorporated By Reference (Feb 1998)

52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders—Commercial Products and Commercial Services. (Jan 2025)

52.217-8 Option to Extend Services (Nov 1999)

52.217-9 Option to Extend the Term of the Contract (Mar 2000)

652.204-70 Department of State Personal Identification Card Policy and Procedures (FEB 2015)

SECTION III – SOLICITATION PROVISIONS

52.212-1 Instructions to Offerors—Commercial Products and Commercial Services (Sep 2023)

INSTRUCTIONS TO OFFERORS

52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998)

SECTION IV – EVALUATION FACTORS

A. EVALUATION PROCESS AND FACTORS

B. SEPARATE CHARGES

C. AWARD WITHOUT DISCUSSIONS

52.212-2 Evaluation—Commercial Products and Commercial Services (Nov 2021)

52.217-5 Evaluation of Options (July 1990)

52.225-17 Evaluation of Foreign Currency Offers (Feb 2000)

SECTION V – REPRESENTATIONS AND CERTIFICATIONS

52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021)

52.209-11 Representation by Corporations Regarding Delinquent Tax Liability or a Felony Conviction under any Federal Law (Feb 2016)

52.212-3 Offeror Representations and Certifications—Commercial Products and Commercial Services (May 2024)

52.229-11 Tax on Certain Foreign Procurements—Notice and Representation (Jun 2020) . 89

Certification Regarding Compliance with applicable Federal anti-discrimination laws (Executive Order 14173 Ending Illegal Discrimination and Restoring Merit-Based Opportunity)

Defense Base Act - Covered Contractor Employees Under The Defense Base Act

ATTACHMENTS:

• Attachment 1 – Pricing

• Attachment 2 – Contract Information / Experience Listing

• Attachment 3 – Form W-14

SECTION I – THE SCHEDULE

CONTINUATION TO SF-1449

PRICES – BLOCK 23

A. BACKGROUND / SCOPE OF SERVICES

A.1 The United States Department of State (DOS) requires services at the unclassified clearance level, to provide preventive maintenance services for potable & HVAC water treatment system, U.S. Embassy Bujumbura, Burundi in accordance with this contract.

A.2 This is a firm-fixed price contract for one base year and four (4) option years.

A.3 No security clearance is required to perform this contract.

A.4 The Overseas Buildings Operations (OBO) has a requirement to obtain water treatment maintenance services to execute this work, including logistics, customs, shipping, transportation, labor, water treatment chemicals, tools, water treatment testing kits/equipment, administrative and all associated management support functions. The water treatment service contract will include but not limited to combinations of physical methods, chemical methods, equipment servicing and testing to control water-related problems such as corrosion, scaling, general deposits, and microbiological fouling of the HVAC & domestic water systems. All work shall comply with the requirements described in the following, as a minimum:

• NSF/ANSI Standards (NSF International and American National Standards Institute)

• AWWA Standards (American Water Works Association)

• SDS (Safety Data Sheet) Regulations

• ASTM International D Standards

• NFPA (National Fire Protection Association) Codes and Standards

• UL (Underwriters Laboratories) Standards

• IEEE (Institute of Electrical and Electronics Engineers) Standards

• NEMA (National Electrical Manufacturer Association) Standards

• OSHA (Occupational Safety and Health Administration) Standards

• And all applicable manufacturer installation, operations and maintenance (O&M) instructions/requirements

• All U.S. Dept. of State, Safety Health and Environmental Management (SHEM) requirements

B. OBJECTIVES

The purpose of this service contract is to define the requirements for the planning, procurement, and maintenance of the HVAC and domestic water systems located at the Embassy Compound.

The intent of this service contract is to preserve the current piping, HVAC equipment, systems, and establish a cost-effective water treatment program to control water related problems such as corrosion, scaling, general deposits, and microbiological fouling and meet water treatment goals. All work shall be executed in accordance with the project SOW, approved water treatment chemicals, associated contract documents and be compliant with all applicable safety, equipment and building codes and standards.

B.1 Type of Contract This is a firm-fixed price contract. Prices are for all Contract Line Items. No additional sums will be payable for any escalation in the cost of materials, equipment or labor, or because of the Contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required. The contract price will not be adjusted due to fluctuations in currency exchange rates.

C. PRICING

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

Attachment 1 - Pricing table will be inserted here with contract award

C.1. Repair Option Repairs are NOT included under this agreement and are to be done outside this contract.

However, we would like to have current labor rates in the event that there is an issue discovered during the preventive maintenance of the specified equipment. Provide current labor rates in the Repair Option fields in Attachment 1 - Pricing. Any necessary repairs or parts will be submitted for approval and then billed against a separate purchase order (PO). The Contractor is not approved to do any additional work without approval.

C.2. Emergency Service Option Emergency Service is NOT included under this agreement and will be billed outside the contract.

However, we would like to have the rates in the event of an emergency. Emergency Service, with a four-hour response time, must be available 24-hours per day, 365 days a year. Provide cost for Emergency Services in Attachment 1 - Pricing. Emergency services will be billed per trip.

C.3. Currency The currency shall be fixed and cannot be changed by modification to the contract. The contract will be issued in the currency, the price proposal has been quoted in.

C.4. Value Added Tax If applicable, the contractor shall be responsible for paying to the appropriate authority the applicable rate of Value Added Tax (VAT). Offerors shall identify the VAT as a separate line item. The VAT shall also be a separate cost item on all invoices.

The contractor will be reimbursed for VAT only up to the amount listed in the contract and upon presentation of proof that VAT has been paid to the host country government against a valid VAT registration number. Any refund of VAT to the contractor shall be paid to the Government to the extend the Government reimbursed the contractor for VAT payment.

C.5. Defense Base Act (DBA) Insurance C.5.1 DBA insurance is required for all United States citizens or residents and individuals hired in the United States, regardless of citizenship for any construction and services for U.S. overseas contracts over US-$10,00.00. Only the countries listed currently on the Department of Labor’s (DOL) Active DBA Waivers are not required to have DBA insurance for Host Country Nationals (HCNs) and Third Country Nationals (TCNs) working overseas. (See website for country waivers: https:// www.dol.gov/owcp/dlhwc/dbawaivers/dbawaivers.htm).

C.5.2 The DBA insurance may be obtained from any authorized DBA insurance broker, FAR 52.228-3 Workers’ Compensation Insurance (Defense Base Act) (Jul 2014). New DBA insurances policies can be purchased directly from any DOL approved insurance carrier. A list of DOL approved carriers may be found at http://www.dol.gov/owcp/dlhwc/lscarrier.htm

C.5.3 The Contractor will be reimbursed for DBA only to the extent the contractor provides documentary proof that DBA has been paid and only to the extent quoted in the price proposal.

NOTE: There is a no DBA insurance waiver for Host Country Nationals (HCNs) and Third Country Nationals (TCNs) for the country of Burundi.

C.6. Payment

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

b. 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.

c. No invoice for preventive maintenance services will be considered for payment unless accompanied by the relevant documentation.

http://www.dol.gov/owcp/dlhwc/dbawaivers/dbawaivers.htm http://www.dol.gov/owcp/dlhwc/lscarrier.htm

d. Payment shall be made in accordance with the U.S.G. Prompt Payment Act, i.e. within 30 days after completion of service or receipt of invoice, whichever is the latter.

e. Invoices shall include the items listed in Section 2, FAR 52.212-4g.1 and shall be addressed to the address, which will be specified in field 18a on page 1 of the award document.

D. DELIVERABLES

The following deliverables shall be delivered under this contract in accordance with the following delivery schedule:

Description Reference Delivery Date Delivery To Invoice Section I, C.6 After each service Finance Office Technician Resume and Training Documentation

Section I, G.9.d 20 days after award COR

E. INSURANCE REQUIREMENTS

E.1. Personal Injury, Property Loss or Damage (Liability) The Contractor assumes absolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the Contractor's personnel in the performance of this Contract.

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

The Contractor, at their own expense, shall provide and maintain during the entire period of performance of this Contract, whatever insurance is legally necessary.

E.2. Worker's Compensation Insurance The Contractor agrees to provide all employees with worker's compensation benefits as required under local laws (see FAR 28.305 Overseas workers’ compensation and war-hazard insurance").

F. 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 USG, is responsible for management and quality control to meet the terms of the contract. The role of the USG is to conduct quality assurance to ensure that contract standards are achieved.

Performance Objective Reference Performance Threshold Performs services as set forth in the Statement of Work

Entire Section I, M.

STATEMENT OF

WORK

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

F.1. Surveillance The COR will receive and document all complaints from USG personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

F.2. Standard The performance standard is that the USG 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, Inspection of Services- Fixed-Price (Aug 1996), or the appropriate Inspection of Services clause, if any of the services exceed the standard.

F.3. Complaint Procedures

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

b. 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.

c. 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.

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

e. 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.

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

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.

G. GENERAL REQUIREMENTS

G.1. The Statement of Work (SOW) describes the preventive maintenance and testing services and deliverables to be performed by the Contractor.

G.2. The assigned Contracting Officer and Contracting Officer's Representative are the sole points of contact for all technical and contractual discussions or issues regarding the scope of work and its intent and execution. The Contractor shall take no direction verbal or otherwise from United States Government (USG) personnel other than the Contracting Officer or Contract Officer's Representative.

All changes to the SOW need to be included in the contract by a contract modification issued by the Contracting Officer.

G.3. This Statement of Work requires the Contractor to provide site assessment and survey services, project management, professional water treatment services, water treatment logistics and material procurement services, preventive maintenance and testing services, cost estimating and scheduling services, and general support services for this water treatment maintenance contract.

G.4. The Contractor’s proposed and USG accepted maintenance contract cost proposal and maintenance schedule, including completion dates shall be incorporated into the contract.

G.5. This Statement of Work and applicable deliverables and documents as developed by the Contractor and accepted by the USG shall serve as the basis for describing and delineating the scope of the required services and work limits for service contract to be furnished and executed by the Contractor.

G.6. All deliverables, documents, proposals, etc. submitted by the Contractor under this statement of work shall remain the property of the U.S. Government. All U.S. Government documents and data provided to the Contractor shall remain the property of the U.S.

Government. The Contractor shall limit duplication and dissemination of all U.S. Government documents and Contractor developed documents under this statement of work to/within the Contractor’s execution team. Duplication or distribution of project documents outside the Contractor’s team is strictly prohibited without the express written approval and authorization of the contracting officer.

Upon completion of each service visit, all documents, electronic media, photos, etc. shall be submitted to the Government, including all documents and data the Government provided to the Contractor. All service contract documents and media shall be submitted to the Government along with the Contractor’s service report.

G.7. The Contractor shall schedule, coordinate and arrange all work so as to cause the least interference with the normal occurrence of post operations. In those cases where some interference is unavoidable, the Contractor shall make every effort to minimize the impact of the interference and its effects on the occupants or users. All detailed work schedules required by this statement of work shall be electronically documented and updated and made available to the Contracting Officer's Representative (COR) upon request, oral or written. If the COR determines that the Contractor’s schedule conflicts with critical post operations, the Contractor shall modify the schedule as required.

G.8. The Contractor shall ensure that all Embassy/Post facilities, equipment and systems recommended for and maintained or installed by the Contractor are done so with the highest quality and cost-effective materials, finishes, fixtures, equipment and system that provide for sustained operational reliability, dependability and durability. The Contractor shall assure that the equipment/water treatment chemicals furnished and installed are maintainable and equipment/parts can be readily replaced with locally available supplies and services as practical, taking into consideration local economy and resources. The Contractor shall utilize reliability-centered maintenance (RCM) principles and methodologies during and for all project activities and tasks. Uniformity of parts and components shall be taken into consideration to maximize part interchangeability with other existing Post systems. Except as otherwise directed by the contracting officer all parts, materials, components, equipment, systems, etc. furnished by the Contractor shall be new – not used or manufactured by third party entities. Except as otherwise directed by the contracting officer, all replacement or warranty parts shall be new and equal to or better than manufacturer recommended replacements.

G.9. After review of the U.S. Government Statement of Work and provided technical data by the Contractor, any discrepancies, errors, conflicts, etc. that are discovered by the Contractor, the Contractor shall forward those items to the CO via written correspondence. Submittal of this written correspondence shall be completed, within 3 days upon receipt of the U.S. Government Statement of Work.

a. The Contractor shall provide 3 customer references of similar scope of work and U.S. Dollar value.

b. The Contractor will not use any method or substances which may cause damage to the equipment or systems. Any damage or loss through negligence and/or maintenance practices by the Contractor, Sub-contractor, or Contractor's staff shall be the entirely the responsibility of the Contractor. The U.S. Embassy will require the Contractor to repair/replace any damaged systems or pay for the cost of rectification.

c. The Contractor must, for the duration of the contracted services, continue to maintain a quality control process which has been agreed to by the U.S. Embassy, COR and the Contractor.

d. The Contractor shall provide the technician’s resume and training documentations within 20 days of contract award.

H. CONTRACTING OFFICER´S REPRESENTATIVE AND POST CONTROL OFFICER

After contract award, all technical questions concerning the scope and requirements of the U.S.

Embassy, water treatment service contract shall be directed to the Contracting Officer’s Representative (COR).

The COR for this contract will be appointed at contract award.

I. PERFORMANCE CRITERIA

I.1. Performance Objective The objective of this Agreement is to provide, within the Term of this Contract, a professional level of service, which provides:

a. U.S. Embassy satisfaction in respect to the maintenance of water treatment systems and prompt reaction to any change in arrangements or operational requirements of the U.S.

Embassy;

b. compliance with the statutory and regulatory provisions of the laws of the jurisdiction;

c. best in class practices within the industry;

d. risk reduction for the U.S. Embassy;

e. preservation of asset value; and

f. reduction in operating costs.

The Service Contractor agrees that its performance under the contract shall be measured against performance criteria specified in this document or otherwise agreed at the time of commencement.

I.2. Performance Benchmarks The Service Contractor must for the duration of the contracted Services continue to maintain a quality control process, which has been agreed by the U.S. Embassy and the Service Contractor.

The Service Contractor must allow the U.S. Embassy access to the quality control system as well as the relevant quality systems of its subcontractors so as to enable monitoring and quality auditing of the maintenance service.

The U.S. Embassy may reject any aspect of the Services that fails to comply with the requirements of the Contract, or its quality system, at any time.

I.3. Performance, Monitoring and Reporting The Service Contractor shall monitor its own performance against the criteria and benchmarks identified in this document and shall provide reports when required by the U.S. Embassy.

J. SPECIFICATIONS

J.1. All equipment, chemicals, and testing procedures and kits shall be approved by the COR prior to use in the service contract.

J.2. The Contractor will be responsible for submitting the manufacture specifications, SDS sheets and equipment cut sheets for all equipment, chemicals (including chemical composition), and testing procedures in English.

J.3 HVAC Water Treatment System:

J.3.1 The Contractor shall use a molybdate based corrosion and scale inhibitor designed for closed hot and chilled recirculating water systems. The molybdate shall be in a liquid form with a pH level ranging from 10.8 to 12.5. The density of the molybdate shall be between 1.03 to 1.07 kg/L. The molybdate shall not contain any sodium nitrites. The chemicals shall be compatible with propylene glycol. The chemical composition of the molybdate shall contain at the minimum the following chemicals: Sodium Molybdate, Sodium Hydroxide, Sodium Tetraborate, and Pentahydrate.

J.3.2 The Contractor shall provide inhibited propylene glycol. The Contractor will maintain a calculated concentration (higher % if required based on ambient temperatures) in those chilled water systems designed for glycol use. The minimum allowable concentration in chilled water systems designed for glycol use will be 30%. The propylene glycol shall contain corrosion inhibitors and meet all specification requirements as “Dowfrost” by Dow Chemical Company or an approved equal inhibited propylene glycol.

J.3.3 The hot water / chilled water filter media shall be rated at 98 percent efficiency or higher for 20 micrometer particulates. The filters shall fit in the Embassy’s current filtration unit.

J.3.4 The hot and chilled water shall be maintained with the parameters specified in

Section I, M.1. Statement of Work for HVAC Water Treatment Systems.

K. SAFETY, HEALTH AND ENVIRONMENTAL MANAGEMENT (SHEM)

The Service Contractor shall take all reasonable and proper safety precautions to prevent death or injury to any person or damage to any property at the U.S. Embassy Compound and in particular all equipment used by the Service Contractor shall be used in such a manner and maintained so as to minimize the danger of accident, death, injury, loss or damage arising from the use of such equipment. In addition to relevant statutory requirements, standards and other provisions of this Contract, the Service Contractor shall have the following requirements:

a. Numbers (CLIN) shall include proper disposal of toxic substances where applicable.

b. The Service Contractor’s personnel shall be knowledgeable with and adhere to all relevant occupational health and safety legislation and MSDS sheets.

c. All electrical equipment and associated materials for the Services Contract comply with

UL requirements.

d. Follow all NFPA guidelines against fire, production of smoke or the venting of any noxious substances.

e. Ensure that the Service Contractor’s personnel comply with all safety procedures and requirements.

f. Ensure that the Service Contractor’s personnel are adequately trained and instructed in the safe and correct usage, handling and operation of materials and equipment relevant to the Services and provide reasonable proof of such to the U.S. Embassy on request.

g. Ensure the Service Contractor’s personnel are certified as having completed occupational health and safety training and have been issued all the necessary Personal Protection Equipment (PPE) required for safe implementation of this contract.

h. Training program(s) shall be presented and must satisfy the U.S. Embassy during the submittal process.

L. MAINTENANCE SPECIFIC DETAILS

L.1. Precedence of Specifications If and to the extent that there is an inconsistency between this maintenance specification and any Manufacture’s maintenance specification, the Manufacture’s maintenance specification shall prevail.

L.2. Hours of Work The Service Contractor shall schedule all preventive maintenance during normal working hour which are defined as Monday through Friday 0800 to 1630, inclusive of periodic maintenance that may be required on Saturdays, with the exception of any regular or special public holidays on which the U.S. Embassy Compound is not open, or as agreed with the U.S. Embassy prior to commencement of the contract.

M. STATEMENT OF WORK

M.1. HVAC Water Treatment Preventive Maintenance (PM)

M.1.1 Introduction The U.S. Embassy in Bujumbura, Burundi requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s HVAC Water Treatment Systems.

M.1.2 Project Requirements:

M.1.2.3 HVAC System Description: Plantroom

1. Advantage Controls Series R Coupon Rack

2. Griswold FB-Series Pot Feeder

3. Flomatic model FMPS5X3

4. Taylor Technologies Water Treatment Test Kit

5. CCI Chemicals

6. Water Conductivity Tester

M.1.3 Description of Equipment

Subparagraph 2.1.A – Bypass Feeders 1 – Griswold model #FB-5 chemical bypass feeders with volume of 5 gallons (19L) each furnished with #P-12 Pedestal #FP-75 funnel package, #VP-75 valve package with drain and

U.S. Embassy Bujumbura vent connections, #SB-SS stainless steel strainer basket & #SB-25 filter bag. The unit exceeds the specified working pressure of 860 kPa (125 psi).

Subparagraph 2.2.A – Test Kit 1 – Taylor Technologies test kit including apparatus, chemicals & instruction to test water. (See content list at beginning of test kit section of submittal). A freeze point determination kit is provided for the glycol systems.

Subparagraph 2.2.B – Corrosion Test Coupon Assembly 1 – Advantage Controls model #ACR-20 2 station 3/4” schedule 80 PVC corrosion coupon racks with a steel & copper coupon for the chilled water system. Coupons are 4 1/2” L x 1/2” W x 1/16” thick with 13/64” mounting hole. Each coupon is in its own envelope with weight of coupon printed on it.

Subparagraph 2.3.B – System Cleaner 89 L (50 gallons) – CCI model JM Clean Start open/closed recirculating cleaner (liquid) is included.

Subparagraph 2.3.C – Closed-Loop Water Piping Chemicals 89 L (50 gallons) – CCI model JM 414 closed recirculating scale/corrosion inhibitor (liquid) is included.

Subparagraph 2.4 – Chilled Water Filtration Unit (Side Stream Filter) 1 – Flow Max model #FMPS-5X3, Flow-Max Premium Series Cartridge Filter Vessel with 316 SS housing, mounting legs, 2” NPT inlet/outlet. It uses Five (5) 30” cartridges with efficiency of 98% of 20-micron material. Clean pressure drop is 13.8 kPa (2 psi).

M.1.4 General Requirements The Contractor SOW shall provide all labor, tools, and materials required to carry out all preventive maintenance as outlined in this SOW. U.S. Embassy staff may have service manuals for all equipment included in this SOW. If they do not, the Contractor shall assist Embassy Staff in obtaining the manuals.

M.1.5 Scope of Work - Preventive Maintenance Contractor shall provide all materials, supervision, labor, tools and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and /or use appropriate 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. Safety Data

Sheets (SDS) shall be provided by the Contractor for all HAZMAT materials. Copies shall be submitted to the COR for approval.

At a minimum, the following work must be accomplished:

M.1.5.1 Quarterly, Semi-Annually and/or Annually: (Annually)

Water Treatment System, Closed Loop

(a) Safety & Special Instructions:

1. Chemicals must comply with the Environmental Protection Agency (EPA) regulations and handled in accordance with occupational safety requirements. Employ PPE against injuries caused by corrosive or hazardous treatment chemicals as appropriate.

2. Be familiar with the Safety Data Sheets (SDS) of any chemicals used in the water treatment program.

3. Water treatment specialists/technicians must be properly trained and certified.

4. Water treatment must be based on proven standard engineering practices.

5. Follow treatment as directed by manufacturer and in accordance with requirements specified under Section 10.

6. Maintenance includes chemicals, chemical feeding, maintaining proper water conditions, controlling bleed off, protecting idle equipment, and record keeping.

7. Ensure chemicals are properly stored; test equipment clean, and that chemicals have not passed expiration date.

8. Maintain records and test results.

9. All tests shall conform to the manufacturer test procedures and standard values.

(b) Maintenance Description:

1. Inspect system and complete water analysis.

2. Monitor and test corrosion coupons (every 90 days for mil steel and copper coupons)

(c) Maintenance Procedures:

1. Sample water from the closed loop system per manufacturer’s recommendations.

2. Test for the proper levels of chemicals in the closed loop system and adjust chemical feeds as necessary to maintain optimal conditions in the system as specified in Table A.

3. Record all test results in a logbook and provide the results to the COR in a typewritten and signed report.

4. Use the conductivity meter to test for total solids and plot in a logbook. Record and analyze abnormal changes.

5. Check the total conductivity of the system with a conductivity meter. Record results in a logbook and typewritten report.

6. Check pH with the pH test strips and/or pH meter. Record results in a logbook and typewritten report.

7. Clean sample bottles and wipe down all chemical treatment equipment.

8. Change corrosion coupons. Send used coupons to the laboratory for analysis. Contractor to supply written coupon corrosion test report to the Facilities Manager and/or COR within fourteen (14) calendar days after analysis.

(d) Process Instrumentation Engineer Checks and Adjustments

1. Visual inspection of the controller, sensor, pumps, tubing and other accessories

2. Testing of the chemical parameters

i. pH

ii. Total dissolved solids

iii. Conductivity

iv. Aerobic Plate Count

v. Corrosion Inhibitor Level

vi. Biocide dosage/s

vii. Test supply water for base conditions (iron, manganese, alkalinity, total hardness, silica chloride)

3. Calibration of all the sensor/s with known standard

4. Process calibration of conductivity by a calibrated instrument with a known standard

5. Make sure that the controller is functioning properly.

6. Make sure that the solenoid valves, contact water meter, inhibitor pump and biocide pumps are physically functioning properly as per the settings in the controller.

7. Make sure that the chemical is dosed only as per the specification

8. Submit a typewritten and signed service report with detailed description of errors and causes

(if any) and corrective action taken.

The water treatment Contractor shall determine the dosage levels of chemicals and stay within the specified operating parameters as shown in Exhibit A:

REMAINDER OF THIS PAGE IS LEFT INTENTIONALLY BLANK

Exhibit A

M.2 Domestic (Potable) Water Treatment System

M.2.1 Introduction

The U.S. Embassy in Bujumbura requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s Potable Water Treatment System.

M.2.2 Description of Equipment System P & I Diagram

As shown in the P & I diagram, the system is divided into 5 skids:

Divisions Manufacturer Model and specification

Water equipment technologies, a xylem brand

6.25 GPM Domestic Water System

Skid 1 (Bag filters and chlorination)

Part number 07-FH06-0011 FILTER HSG, BAG,304SS, SHELCO,2" FLG

Part number 07-FC16-1004 FLTR CART, BAG, PP,50

MICRON, #

Part number 07-VL02181601020 VALVE BALL PVC

T/U 2 ASAHI TYPE 21

Part #07-TK05-1015 TANK, STORAGE, POLY,23X50,75GAL

Part #07-IN03-FCL-02-221 Rosemount Free Chlorine Measuring System FCL-02-221

3Part # 07-PM04-1020 PUMP, CHEM, A+PULSA, EP,6GPD,220V, PVC, DEGAS

Skid 2 (media and carbon)

Hellen brand 2 Part number 07-EQ01-1000 CARBON, GAC40, H150-24, TWIN ALT, MAV,220V

Two part # 07-EQ01-1001 MULTI MED SYS, H150-

21, TWIN ALT, MAV,220V

Skid 3 (RO) Water equipment technologies

8 Part # 07-MB-TW30LP4040 MEMBRANE

FILMTEC TAPWTRLP 4X40

1Part# 07-TK01621832BN7000 TANK CHEMICAL

35-GAL W/CLOSURE

Part number 07-PM04-1001 PUMP, CHEM, A+PULSA,6GPD,220V, PVC,5FV 1

8 parts # 07-VS01-006 VESSEL PRES 40 L 30-1

CODELINE

1 part#07-PM02-1048 PUMP, GOULD,3SVA,10STG,1HP,220/1/50, TEFC

Skid 4 (RO) Water equipment technologies

8 Part # 07-MB-TW30LP4040 MEMBRANE

FILMTEC TAPWTRLP 4X40

1Part# 07-TK01621832BN7000 TANK CHEMICAL

35-GAL W/CLOSURE

Part number 07-PM04-1001 PUMP, CHEM, A+PULSA,6GPD,220V, PVC,5FV 1

8 parts # 07-VS01-006 VESSEL PRES 40 L 30-1

CODELINE

1 part#07-PM02-1048 PUMP, GOULD,3SVA,10STG,1HP,220/1/50, TEFC

Skid 5 (PH adjustment)

Part #07-TK014015 TANK CHEMICAL 15GAL

Part # 07-PM04-1001 PUMP, CHEM, A+PULSA,6GPD,220V, PVC,5FV 1

Hellen brand Part #07-EQ01-1002 CALCITE COROSEX SYS, TWIN FILTERS,220V 1

Part #07-IN01-0001 TRANSMTR pH SIGNET FLAT

BULB 3/4" 1

Part #07-IN01-0003 TRANSMTR pH/ORP SIGNET

AMP INLINE

Part #07-IN077ML58302AH PROGRAMMER

HAND FOR LEVELTRANSMITTER PRO

Summary Description of Potable Water System:

a. Incoming water/Raw water

b. Water from distribution inner building piping net

c. Water softener (1ea)

d. Booster pumps

e. Metering Pump

f. Water tanks of building, (4units)

M.2.3 General Requirements

The Contractor under this SOW will be responsible for labor, tools, and materials required to carry out all preventive maintenance as outlined in this SOW. Embassy staff should have service manuals for all equipment included in this SOW. If they do not, the Contractor will assist Embassy Staff in obtaining the manuals and ensure they have been received.

M.2.4 Scope of Work - Preventive Maintenance Contractor shall provide all materials, supervision, labor, tools and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and /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). Safety Data Sheets (SDS) shall be provided by the Contractor for all HAZMAT materials. Copies will be provided to the COR for approval.

At a minimum, the following work must be done:

M.2.4.1 Monthly

1. The Service program shall consist of the embassy facility management staff conducting routine (daily/weekly) operator testing of the potable water treatment systems and monthly e-mailing the results to the service contractor, with copy to OBO/FAC (water_testing_group@state.gov).

2. The Contractor will then be responsible for conducting a technical analysis of the routine potable water treatment testing results from the embassy. The Contractor will then respond to the embassy within 24 hours to direct the embassy facility management staff to make any changes to the treatment plant operations to reestablish effective and efficient potable water treatment to meet water quality standards.

M.2.4.2 Quarterly

Potable Water Treatment System

(a) Maintenance Description:

1. Check and record pressures and chemical levels.

2. Replace chemical dosing detection probes.

(b) Safety and Special Handling Description:

1. Chemicals must comply with the Environmental Protection Agency (EPA) regulations, ANSI/NSF Standard 60 Certification and be handled in accordance with occupational safety requirements. Employ personal protection against corrosive or hazardous treatment chemicals as appropriate.

2. Be familiar with the Safety Data Sheets of any chemicals used in the water treatment program

3. Assure that post water treatment specialists understand the proper operation and maintenance of the equipment and correct any deficiencies found with on-site personnel’s familiarizations with equipment.

4. Water treatment must be based on proven standard engineering practices and post specific water treatment goals.

5. Follow treatment as directed by manufacturer.

6. Maintenance includes chemicals, chemical feeding, maintaining proper water conditions, controlling bleed off, protecting idle equipment, and record-keeping.

7. Ensure chemicals are properly stored, test equipment clean, and that chemicals have not passed expiration date.

8. All tests shall conform to the manufacturer test procedures and standard values.

9. Maintain records and test results.

mailto:water_testing_group@state.gov

U.S. Embassy Bujumbura

1. Review daily logs for trends.

2. Check chemical levels in the chemical addition tanks. Adjust chemical level and clean tank if necessary.

3. Check system for any signs of leakage.

4. Check all tubing for tightness.

5. Inspect and clean metering pumps:

i. Check the pump diaphragm for damage, clean if needed.

ii. Check chemical seepage at vent hole.

iii. Check that the discharge tubing is connected firmly to the liquid end.

iv. Check that the liquid end is generally watertight (especially vent hole)

v. Check for correct feed.

vi. Check electrical connections for wear.

6. Replace the sensors (pH, chlorine, as applicable).

i. Clean filters, flow cell, and fittings.

7. Calibrate the new sensors.

8. Check chemical addition tanks to ensure no damage or leakage.

9. Test unit safety functions:

i. Ensure the alarm relay works.

ii. Check the function of the flow sensor and ensure the controller stops.

10. Wipe down the unit.

11. Verify maintenance records for all components of the water treatment system.

12. Check total and free chlorine and pH in all domestic water tanks.

M.2.4.3 Semi-Annually (2 times per year)

Booster Pumps

(a) Safety & Special Instructions:

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

2. Schedule outage with operating personnel.

3. Follow site and manufacturer’s safety procedures.

4. Record and report equipment damage or deficiencies.

5. Obtain and review manufacturer operation and maintenance instructions.

6. All tests shall conform to the manufacturer test procedures and standard values.

(b) Maintenance Description:

1. Clean and inspect the booster pump.

2. Clean and inspect motor.

3. Lubricate motor.

1. Tag out unit.

2. Clean and inspect pump:

i. Clean accumulated dirt and grime from pump casing, shaft coupling, and motor.

ii. Inspect electrical wiring, motor, and controls for signs of over-heating, broken insulation, loose or corroded connections, or damaged conduit.

iii. Check for evidence of leaks.

iv. Check alignment of coupling and security of baseplate mounting bolts.

3. Lubricate pump (if applicable).

4. Conduct operational test of the booster pump:

i. Start pump. Check flanges and fittings for leaks.

ii. Check for unusual noise or vibration.

iii. Return the unit to service.

5. Check the motor:

i. Inspect electrical wiring, motor, and controls for signs of over-heating, broken insulation, loose or corroded connections, or damaged conduit.

ii. Megger check motor, record results.

iii. Check running current and voltage for each phase, record results.

6. Lubricate the motor (if applicable). NOTE: DO NOT OVERGREASE THE MOTOR.

USE MOTOR RATED GREASE. DO NOT USE PUMP GREASE IN THE MOTOR.

M.2.4.4 Annually

Potable Water Treatment System

(In addition to all quarterly maintenance described above)

(a) Safety & Special Instructions

1. Schedule outage with operating personnel.

2. Follow site and manufacturer’s safety procedures.

3. Record and report any equipment damage or deficiencies found during this maintenance task.

4. Record all test results in the component maintenance log.

5. Obtain and review manufacturers operation and maintenance instructions.

(b) Maintenance Description

1. Check the system for proper performance.

2. Service the system.

3. Check the backwash flow controller for proper operation.

4. Evaluate filter media for replacement (as applicable).

(c) Maintenance Procedures (General):

1. Cycle the backwash flow controller and verify proper operation (as applicable).

2. Evaluate any media for replacement.

3. Conduct water quality testing to verify maintenance of water quality treatment goals as specified by section 10 of this contract. Have treated water tested by a certified laboratory for an analysis of the following parameters: pH, alkalinity, aluminum, calcium, copper, bromide, fluoride, nitrite, nitrate, orthophosphate, silica, strontium, iron, manganese, lead, magnesium, sodium, chloride, total hardness, total dissolved solids (TDS), turbidity, free chlorine, coliform bacteria, HPC, and temperature.

(d) Maintenance Procedures:

1. Check backwash filter

2. Check softening

3. Flush softening

4. Check dosage/metering

5. Adjust dosage/metering

6. Measure water hardness and adjust system to achieve desired hardness level.

7. Measure water conductivity

8. Measure water pH number

9. Check pressure gauges for proper operation

10. Check density of brine solution in salt tank

11. Check operation of float control in brine

12. Inspect water softening piping, fittings and valves for leaks

13. Lubricate valves and motors

14. Inspect softener base and brine tank for corrosion and repair as needed

15. Check operation of automatic fill valve in brine tank

16. Check electrical wiring and phasing

17. Check cleanliness

18. Check control system

19. Check system functioning

20. Measure turbidity, free chlorine residual, iron, manganese, total dissolved solids (TDS), alkalinity, and temperature of finished water.

Controllers

Chemical and Other Treatment Processes (for example: Chlorine addition, Reverse Osmosis (R/O) treatment, pH adjustment, corrosion inhibitor addition), and Pumps (Circulation and Well).

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

3. Record and report equipment damage or deficiencies.

4. Review and follow the manufacturer OM instructions.

5. Record results in the equipment history log.

1. Clean and inspect controller.

2. Operational test controller.

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

2. Check line and load connections for tightness (check manufacturer instructions for torque specifications).

3. Check mounting screws for tightness.

4. Check all control wiring connections for tightness.

5. Check all timers/clocks for proper operation.

6. Clean interior and exterior of cabinet.

7. Energize circuit and check operation of the controller. Verify each controlled circuit operates properly.

8. Replace burned out pilot lights. Check alarm and remote indicators where applicable.

9. Evaluate UPS Power supplies for replacement.

Pump, Water

2. Follow site and manufacturer’s safety procedures.

3. Record and report any equipment damage or deficiencies found while performing this maintenance task.

4. Record all test results in the component maintenance log.

5. Obtain and review manufacturer operating and maintenance instructions.

6. All tests shall conform to the manufacturers test procedures and standard values.

1. Test the pump. (Annual)

1. Inspect electrical wiring for damage.

2. For recirculation pumps, verify pump is pumping at capacity.

3. For booster pumps, verify pump is pumping at the required pressure.

4. Measure actual current draw and compare to nameplate readings.

5. Measure voltage at the pump and compare to nameplate readings.

6. Megger test the motor.

Water Tanks with Controls (Above and Underground)

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

2. Schedule outage with operating personnel.

3. Follow site and manufacturer’s safety…