SOW PMSC Consular Audiovisual System 2026.docx
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- Solicitation number
- 19MX5226Q0014
- Issued by
-
Department of State
About this file
This Statement of Work (SOW) describes preventive maintenance services for the Consular Audiovisual (AV) System at the U.S. Consulate General in Merida, Mexico, commencing in March 2026. The contract is a firm fixed price agreement payable entirely in Mexican Pesos with a one-year base period and four optional one-year renewal periods. The contractor must provide routine maintenance inspections (14 annual inspections for both the Head-End system and Teller Windows locations), on-demand emergency service calls, and live remote technical support via phone or video conference during business hours (8:00 AM–4:30 PM, Monday–Friday, excluding U.S. and Mexican holidays). The AV system comprises integrated components including displays, video extenders, amplifiers, mixers, speakers, microphones, headsets, and control panels distributed across 14 teller window stations, a waiting area, and a central audio equipment room. All preventive maintenance costs—labor, materials, tools, insurance, and overhead—must be included in the quoted unit prices; repairs and hardware replacements are excluded and billed separately via purchase order upon COR approval.
The contractor must provide trained technicians with at least one year of experience or PSNI certification, a remote technical support representative, and a customer service representative for liaison with the Contract Officer Representative (COR). All contractor personnel require security clearance approval and biometric data submission within 30 days of award; cleared American construction personnel are required for work in Controlled Access Areas (CAA) and Protected Counterintelligence Areas (PCC). The contractor must maintain public liability insurance (minimum $10,000 property damage/$100,000 cumulative) and workers' compensation coverage, submit a signed preventive maintenance checklist after each visit, and provide typed reports within five business days documenting system condition, test results, and any deficiencies. Performance is measured by limiting customer complaints to no more than one per month. Invoices must be submitted to the ILMS Vendor Portal and accompanied by signed maintenance checklists; payment is expected within 30 business days of receipt.
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| SF1449-MicrophoneSystemMaint.pdf |
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Text version
STATEMENT OF WORK FOR
PREVENTIVE MAINTENANCE SERVICE CONTRACT
Consular Audiovisual (AV) System (Intercom, Paging, & Displays)
United States Consulate General Merida, Mexico
January 2026
TABLE OF CONTENTS
Section
| 1. | DESCRIPTION |
| 2. | PRICING |
| 3. | NOTICE TO PROCEED |
| 4. | EQUIPMENT AND PERFORMANCE REQUIREMENTS |
| 5. | HOURS OF PERFORMANCE |
| 6. | ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT |
| 7. | SCHEDULED PREVENTIVE MAINTENANCE |
| 8. | PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES |
| 9. | SOFTWARE, LICENSES AND PASSWORDS |
| 10. | DELIVERABLES |
| 11. | INSURANCE REQUIREMENTS |
| 12. | LOCAL LAW REGISTRATION |
| 13. | QUALITY ASSURANCE PLAN (QAP). |
| 14. | TRANSITIONS/CONTACTS |
| 15. | SUBMISSION OF INVOICES |
Attachments:
Exhibit A – Statement of Work
1. DESCRIPTION
The United States Consulate General in Merida, Mexico requires preventive maintenance services for the Consular Audiovisual (AV) System (Intercom, Paging, & Displays). These services shall result in all systems being serviced under this agreement being in good operational condition when activated. See section 6.2.3 for security requirements.
1.1. Type of Contract
This is a firm fixed price contract payable entirely in Mexican Pesos. Prices for all Contract Line Item Numbers (CLIN) shall include proper disposal of toxic substances as per Item 8.4 where applicable. No additional sums will be payable for any escalation in the cost of materials, equipment or labor, or because of the contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required. The contract price will not be adjusted due to fluctuations in currency exchange rates.
1.2. Period of Performance
The contract will be for a period of one-year, with a maximum of four one-year optional periods of performance and will be expected to commence no later than March, 2026.
2. PRICING
The rates below include all costs associated with providing preventive maintenance services in accordance with the attached scope of work, and the manufacturer’s warranty including materials, labor, insurance (see FAR 52.228-4 and 52.228-5), overhead, profit and GST (if applicable).
2.1. Base Year. The Contractor shall provide the services shown below for the base period of the contract and continuing for a period of 12 months.
| CLIN |
| Description |
| Quantity of Equipment |
| Type of services |
| No. of service |
| Unit price / service ($) |
| Total per year ($) |
| 001 |
| Routine Maintenance Inspections for Consular Audiovisual (AV) System Head-End |
| 14 |
| Annual |
| 1 |
| 002 |
| Routine Maintenance Inspections for Consular Audiovisual (AV) System at Teller Windows |
| 14 |
| Annual |
| 1 |
| 003 |
| On-Demand Service Call (Emergency repair visit) |
| As Needed |
| 1 |
Total Base Year
2.2. Option Year 1. The Contractor shall provide the services shown below for Option Year 1 of the contract and continuing for a period of 12 months.
| CLIN |
| Description |
| Quantity of Equipment |
| Type of services |
| No. of service |
| Unit price / service ($) |
| Total per year ($) |
| 101 |
| Routine Maintenance Inspections for Consular Audiovisual (AV) System Head-End |
| 14 |
| Annual |
| 1 |
| 102 |
| Routine Maintenance Inspections for Consular Audiovisual (AV) System at Teller Windows |
| 14 |
| Annual |
| 1 |
| 103 |
| On-Demand Service Call (Emergency repair visit) |
| As Needed |
| 1 |
Total Option Year 1
2.3. Option Year 2. The Contractor shall provide the services shown below for Option Year 2 of the contract and continuing for a period of 12 months.
| CLIN |
| Description |
| Quantity of Equipment |
| Type of services |
| No. of service |
| Unit price / service ($) |
| Total per year ($) |
| 201 |
| Routine Maintenance Inspections for Consular Audiovisual (AV) System Head-End |
| 14 |
| Annual |
| 1 |
| 202 |
| Routine Maintenance Inspections for Consular Audiovisual (AV) System at Teller Windows |
| 14 |
| Annual |
| 1 |
| 203 |
| On-Demand Service Call (Emergency repair visit) |
| As Needed |
| 1 |
Total Option Year 2
2.4. Option Year 3. The Contractor shall provide the services shown below for Option Year 3 of the contract and continuing for a period of 12 months
| CLIN |
| Description |
| Quantity of Equipment |
| Type of services |
| No. of service |
| Unit price / service ($) |
| Total per year ($) |
| 301 |
| Routine Maintenance Inspections for Consular Audiovisual (AV) System Head-End |
| 14 |
| Annual |
| 1 |
| 302 |
| Routine Maintenance Inspections for Consular Audiovisual (AV) System at Teller Windows |
| 14 |
| Annual |
| 1 |
| 303 |
| On-Demand Service Call (Emergency repair visit) |
| As Needed |
| 1 |
Total Option Year 3
2.5. Option Year 4. The Contractor shall provide the services shown below for Option Year 4 of the contract and continuing for a period of 12 months
| CLIN |
| Description |
| Quantity of Equipment |
| Type of services |
| No. of service |
| Unit price / service ($) |
| Total per year ($) |
| 401 |
| Routine Maintenance Inspections for Consular Audiovisual (AV) System Head-End |
| 14 |
| Annual |
| 1 |
| 402 |
| Routine Maintenance Inspections for Consular Audiovisual (AV) System at Teller Windows |
| 14 |
| Annual |
| 1 |
| 403 |
| On-Demand Service Call (Emergency repair visit) |
| As Needed |
| 1 |
Total Option Year 1
| 2.6. Total for all years: | Base Year | $ | ||
| Option Year 1 | $ | |||
| Option Year 2 | $ | |||
| Option Year 3 | $ | |||
| Option Year 4 | $ | |||
| TOTAL | $ |
2.7 Repair option. Repairs are NOT included under this agreement (see 7.1.3) and are to be done outside this contract. However, the Government desires current labor rates in the event that there is an issue discovered during the preventive maintenance of the specified equipment. Please provide your current labor rates in the Repair Option fields below. As stated in 7.1.3 any necessary repairs or parts will be submitted for approval and then billed against a separate PO. The Contractor is not approved to do any additional work without specific authorization from the Contracting Officer.
Repair Labor Rates
| Base Year | $/hr |
| Option Year 1 | $/hr |
| Option Year 2 | $/hr |
| Option Year 3 | $/hr |
| Option Year 4 | $/hr |
3. NOTICE TO PROCEED
After Contract award and submission of acceptable insurance certificates and copies of all applicable licenses and permits, the Contracting Officer will issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten (10) days from date of Contract award unless the Contractor agrees to an earlier date) on which performance shall start.
4. EQUIPMENT AND PERFORMANCE REQUIREMENTS
4.1. The US Consulate General Merida requires the Contractor to maintain the following equipment in a safe, reliable and efficient operating condition. Please see equipment list included in Exhibit A for a more detailed description.
4.2. The Contractor shall provide all necessary managerial, administrative and direct labor personnel, as well as all transportation, equipment, tools, supplies and materials required to perform inspection, maintenance, and component replacement as required to maintain the systems in accordance with this work statement. Under this Contract the Contractor shall provide:
· The services of trained and qualified technicians to inspect, adjust, and perform scheduled preventive maintenance.
4.3. Performance Standards
The Consular Audiovisual (AV) System (Intercom, Paging, & Displays) 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. Work on the Consular Audiovisual (AV) System (Intercom, Paging, & Displays) must be completed in accordance with the following OBO Specification Sections:
| 4.3.1 | AUDIO SYSTEMS FOR CONSULAR SERVICES |
| 4.3.2 | GENERAL-USE TELLER WINDOW INTERCOMMUNICATIONS SYSTEMS |
5. HOURS OF PERFORMANCE
5.1. The Contractor shall maintain work schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. The Contractor shall deliver standard services between the hours of 8:00AM and 4:30 PM Monday through Friday. No work shall be performed on US Government and local holidays. 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 |
| Dec 25 |
| Christmas |
| Am |
6. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT
6.1 General. The Contractor shall designate a representative who shall supervise the Contractor’s technicians and be the Contractor’s liaison with the US Consulate General Merida. 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 Embassy personnel.
6.2 Personnel Security. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who 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.
6.2.1 Vehicles. Contractor vehicles will not be permitted inside the embassy 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.
6.2.2 Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall always display identity card(s) on the uniform 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 always display identity card(s) on the uniform while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.
6. 3 Security Clearances. All Work under this contractor that are designated as non-CAA areas may be performed by un-cleared American or local workers. However, all work done in CAA and PCC areas shall be performed by cleared American Construction personnel as needed to complete the services. The Contractor shall work closely with the COR, the Post Facility Manager [FM] or the Management Officer [MO].
6.3 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) or the General Services Officer (GSO).
6.4 Standards of Conduct
6.4.1 General. The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to employees as may be necessary. Each Contractor employee shall adhere to standards of conduct that reflect credit on themselves, their employer, and the United States Government. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the Government.
6.4.3 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.
6.4.4 Disorderly Conduct. The Contractor shall not condone disorderly conduct, use of abusive or offensive language, quarreling, and intimidation by words, actions, or fighting. Also included is participation in disruptive activities that interfere with normal and efficient Government operations.
6.4.5 Intoxicants and Narcotics. The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances which produce similar effects.
6.4.6 Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These circumstances include but are not limited to the following actions: falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records; unauthorized use of Government property, theft, vandalism, or immoral conduct; unethical or improper use of official authority or credentials; security violations; organizing or participating in gambling in any form; and misuse of weapons.
6.4.7 Key Control. The Contractor will not be issued any keys. The keys will be checked out by a “Cleared American” escort on the day of service requirements.
6.4.8 Notice to the Government of Labor Disputes. The Contractor shall inform the COR of any actual or potential labor dispute that is delaying or threatening to delay the timely performance of this contract.
7. SCHEDULED PREVENTIVE MAINTENANCE
7.1. General
7.1.1. The Contractor shall perform preventive maintenance as outlined in Exhibit A - STATEMENT OF WORK. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration when units are activated/running.
7.1.2. The Contractor shall inventory, supply and replace expendable parts 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; in addition to the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), MSDS, and cleaning material. The contractor 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.
7.1.3. Exclusion. This contract does NOT include repair of equipment and replacement of hardware (e.g. speakers, microphones, headsets, control panels, mixers, etc.) Hardware replacements will be separately priced out by the Contractor for the Government’s approval and acceptance. The Government has the option to accept or reject the Contractor’s quote for parts and reserves the right to obtain similar spare parts from other competitive sources. If required by the Government, the Contractor shall utilize Government-purchased spare parts, if awarded the work. Such repairs/replacements will be accomplished by a separate purchase order. However, this exclusion does not apply if the repair is to correct damage caused by Contractor negligence.
7.1.4. 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.
7.1.5. 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.
7.1.6. Parts/materials/tools procurement and delivery for the CAA/PCC areas shall be at the discretion of the Regional Security Officer (RSO).
7.2 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.
7.2.1. The Contractor shall provide trained technicians to perform the service at frequencies stated in Exhibit A and on the equipment called out in this SOW.
7.2.2. 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.
7.2.3 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.
8. PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES
Field Service Personnel: The Contractor shall provide trained field service technicians with at least one year of experience and/or have PSNI certifications. The technicians must be equipped 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 the necessary materials and supplies to maintain, service, inspect and test all the systems to be maintained.
Remote Technical Support Representative: The representative must be experienced in effectively diagnosing whether a report is a failure that requires a site visit. Call support technician must be familiar with manufacturer equipment and software onsite. The representative must be capable of evaluating, diagnosing, and providing remote assistance to the U.S. Government personnel to facilitate performance of minor repairs to the AV system.
Customer Service Representative: The Contractor shall designate a customer service representative responsible for interacting with the U.S. Government Contract Officer Representative (COR). The representative must cooperate with the COR by providing administrative information, reports, answering questions, and responding to complaints. The Customer Service Representative shall also be responsible for coordinating on-site visits.
8.1 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, and cleaning material. Expendable/consumable items shall be maintained in the onsite inventory. See 7.1.2.
8.2 Repairs are not included in this contract. See 7.1.3. Exclusions.
9. 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.
10. DELIVERABLES
Provide a typewritten report to Post Facilities Manager containing 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.
d) Full printout of test from system printer The following items shall be delivered under this contract:
| Description |
| QTY |
| Delivery Date |
| Deliver to |
| Names, biographic data, police clearance on Contractor personnel (#6.2) |
| 1 |
| 30 days after contract award |
| COR |
| Certificate of Insurance (#11.2) |
| 1 |
| 30 days after contract award |
| CO |
| PM Checklist signed by Contractor’s employee (#7.2.1) |
| 1 |
| After completion of each maintenance service |
| COR |
| Invoice (#15) |
| 1 |
| After completion of each maintenance service |
| COR |
11. INSURANCE REQUIREMENTS
11.1 Personal Injury, Property Loss or Damage (Liability). The Contractor assumes absolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the Contractor’s personnel in the performance of this Contract.
The Contractor’s assumption of absolute liability is independent of any insurance policies.
11.2 Insurance. The Contractor, at its own expense, shall provide and maintain during the entire period of performance of this Contract, whatever insurance is legally necessary. The Contractor shall carry the following minimum insurance:
Public Liability Insurance
| Property damage: | $ 10,000 USD | |
| Cumulative: | $ 100,000 USD |
Workers’ Compensation and Employer’s Liability
11.3 Worker's Compensation Insurance. The Contractor agrees to provide all employees with worker's compensation benefits as required under local laws (see FAR 52.228-4 “Worker’s Compensation and War-Hazard Insurance Overseas”).
12. 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 ensure 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.
13. QUALITY ASSURANCE PLAN (QAP).
13.1 Plan. This plan is designed to provide an effective surveillance method to promote effective Contractor performance. The QAP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the Contract. The role of the Government is to conduct quality assurance to ensure that Contract standards are achieved.
| Performance Objective |
| SOW Para |
| Performance Threshold |
Services.
Performs all services set forth in the Statement of Work (SOW)
| 1 thru 12 & Exhibit A |
| All required services are performed and no more than one (1) customer complaint is received per month |
13.2 Surveillance. The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.
13.3 Standard. The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.
13.4. Procedures.
13.4.1 If any Government personnel observe unacceptable services, either incomplete work or required services not being performed, they will immediately contact the COR.
13.4.2 The COR will complete appropriate documentation to record the complaint.
13.4.3 If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.
13.4.4 If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.
13.4.5 The COR shall, as a minimum, orally notify the Contractor of any valid complaints.
13.4.6 If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor shall notify the COR. The COR will review the matter to determine the validity of the complaint.
13.4.7 The COR will consider complaints as resolved unless notified otherwise by the complainant.
13.4.8. Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.
14. TRANSITIONS/CONTACTS
Within 10 days after contract award, the Contracting Officer may ask the contractor to develop a plan for preparing the contractor to assume all responsibilities for preventive maintenance services. The plan shall establish the projected period for completion of all clearances of contractor personnel, and the projected start date for performance of all services required under this contract. The plan shall assign priority to the selection of all supervisors to be used under the contract.
14.1 On site contact. The following are the designated contact personnel between the US Consulate and the Contractor:
COR.
Dennis Monschein or Current Facility Manager MonscheinDR@state.gov
15. SUBMISSION OF INVOICES
The Contractor shall submit an invoice after each preventive maintenance service has been performed. Invoices must be accompanied by a signed copy of the Maintenance Checklist for the work performed including parts replacement and break down calls, if any. No invoice for preventive maintenance services will be considered for payment unless accompanied by the relevant documentation.
The Contractor should expect payment 30 business days after receipt of invoice at the Consulate's payment office. Invoices shall be submitted to ILMS Vendor Portal.
EXHIBIT A
Statement of Work
I. GENERAL INFORMATION:
The United States Consulate General in Merida, Mexico requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s Consular Audiovisual (AV) System (Intercom, Paging, & Displays). The Consular AV System includes integrated components including displays, video extenders, amplifiers, mixers, speakers, microphones, headsets, volume control boxes, connectors, cables, and other system components necessary for the proper function of the Consular AV System. The objective of this preventive maintenance contract is to eliminate system malfunction, breakdown and deterioration when windows sound systems are activated and operating. Audio must be intelligible at the necessary volume and Video must be free of noise and distortion. The Consular AV System must facilitate effective communication between the OBO personnel and the applicant.
II. PROJECT REQUIREMENTS:
[Provide project specifics about the systems, facilities, services required, or other pertinent information necessary for the contractor to understand the scope of work.]
DESCRIPTION OF EQUIPMENT *:
*Please see attachment at the end of this sheet for more details
General Description: audio communication system for consular services including intercommunication system for consular teller window stations, and paging (queuing) system for consular customers in waiting area. Includes voice amplification to facilitate communication between teller and customer at each teller window.
Operation level of Consulate Consular Section is 400 applicants (customers) per day, 14 teller windows.
System condition: as new, commissioned in 2024.
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 Contractor must have experience with similar Consular AV Systems with teller windows, integrated microphones, and speaker systems and displays. This experience may be from projects with banks, government customer service offices, or other similar organizations. Provide evidence of such experience and include references. 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 Government has the following manuals:
O&M manuals for items listed in Equipment List
IV. SCOPE OF WORK - - Consular Audiovisual (AV) System (Intercom, Paging, & Displays)
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.
If any discrepancies are found with the Consular Audiovisual (AV) System (Intercom, Paging, & Displays) that are not covered under this scope of work the contractor shall provide the following:
1. Detailed report noting the discrepancy found.
2. Bill of Materials (BOM) to include component name, quantity, part #, and price for any repair material required and material lead time.
3. Price quote for repair labor.
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.
The Consular Section requires a Preventive Maintenance contract to provide diagnostic, repair and maintenance services to the Consular AV System. The Consular AV System is composed of a two-way communications system that operates at teller windows. The Consular AV System facilitates verbal communication between applicants for Consular Services and the employees and officers providing those services. The Preventive Maintenance contract requires three types of services:
· Live Customer Support
· On-Demand Service Calls
· Routine Maintenance Inspections
Live Customer Support
1. Remote Technical Support Representatives must provide live remote technical assistance via phone call or video conference during the HOURS OF PERFORMANCE as defined in Section 5. Contractor must respond to afterhours requests within the first 4 business hours of the next business day.
2. Remote Technical Support Representatives are required to effectively diagnose the Consular AV System from limited information. Call support technicians must be capable of diagnosing malfunctions of displays, video extenders, microphones, speakers, interconnecting cables, mixers, amplifiers, and other equipment necessary for the proper function of the Consular AV System.
3. Remote Technical Support Representatives must be able to diagnose and provide direction to the customer over the phone to get the system back online or provide a temporary solution until an onsite service call can be conducted.
On-Demand Service Calls
1. On-Demand Service Calls are services that address unforeseen malfunctions in the Consular AV System. Service must be scheduled within one business day of the request and the service visit must be performed within [Insert business days] business days of the request.
2. Diagnosis of malfunctions may be based on reports and observations from OBO personnel. These reports are likely to be non-technical and lack specific detail.
3. Service Technicians are required to effectively diagnose the Consular AV System from limited information. Service Technicians must be capable of diagnosing malfunctions of displays, video extenders, microphones, speakers, interconnecting cables, mixers, amplifiers, and other equipment necessary for the proper function of the Consular AV System.
4. Service Technicians must identify whether corrective actions require repair or replacement of equipment. Notify the COR if there are damage or broken parts that must be purchased to complete repairs. The work includes installation and configuration of equipment, accessories, battery, hardwire, ports, display panel, software, and other system components necessary for the proper function of the Consular AV System.
Routine Maintenance Inspections
1. Service Technicians must conduct site visits to perform Routine Maintenance Inspections of the Consular AV System.
· Consular AV System Head-End
· Consular AV System at Teller Windows
2. Service Technicians must test and inspect the function of the Head-End equipment and the function of the components at the Teller Windows. These service calls must occur on prearranged dates that are coordinated with the COR. This coordination is critical to minimizing disruption to the business operations since there are limited days when there is low demand on the Consular AV System.
3. COR/Consular management will provide a tentative schedule at the start of each calendar year and confirm dates at least two weeks prior to execution.
4. The Contractor must produce a checklist report at the end of each Routine Maintenance Inspection. The required inspections are included below but not limited to:
1. Annually
1. Conduct visual inspection and function of the sound system.
· Clean and test all AV system equipment including but not limited to displays, video extenders. microphones, recording devices, cables, touch panels, etc.
· Clean and test all control user interfaces.
· Cable management. Organize cables and secure to prevent tripping hazards.
· Replace missing or damaged cable labels.
· Replace damaged or frayed cables to prevent signal degradation and potential equipment damage.
· Inspect system for damaged cables and replace as necessary.
· Perform complete AV system check.
· Calibration of sound parameters.
· Provide firmware and software updates for equipment in the space.
· Test timing response of user buttons on touch panels.
· Provide detailed report of any deficiencies and recommend corrective actions.
· Document any aging of equipment that is nearing end of life. The information shall be included in the report.
· Document any damages to equipment caused by outside factors.
· Recommend equipment upgrades or system modifications.
· Controller programming changes are included for equipment replacement or software upgrades and/or updates.
US Consulate General Merida, Mexico UNCLASSIFIED U.S. Department of State
Audio Equipment List:
| Equipment |
| Manufacturer |
| Part Number/Model |
| Description |
| Qty |
| Location |
| Desktop Microphone |
| Shure |
| MX418D/C |
| Cardioid-18" Gooseneck Condenser Microphone, Attached 10' XLR Cable, Logic Functions |
| 14 |
| Interview Windows. Teller Side. |
| Single-Sided Headset |
| Shure |
| BRH31M-NXLR5M |
| Lightweight Single-Sided Broadcast Headset with Neutrik 5-Pin XLR Cable |
| 14 |
| Interview Windows. Teller Side. |
| Table Mount |
| Custom |
| Custom |
| Sloped Desktop Mount |
| 14 |
| Interview Windows. Teller Side |
| Control Panel |
| Crestron |
| C2N-CBD-P |
| Control Panel. Mounted in custom sloped desktop mount |
| 14 |
| Interview Windows. Teller Side |
| Boundary Microphone |
| Audix |
| GS1 |
| Boundary Microphone |
| 14 |
| Interview Windows. Public Side. |
| Ceiling Speaker |
| Biamp |
| Biamp Desono |
C-IC6
| In-Ceiling Indoor 6.5" Coaxial Loudspeaker (Teller Side) |
| 14 |
| Interview Windows. Teller Side. |
| Ceiling Speaker |
| Biamp |
| Biamp Desono |
C-IC6
| In-Ceiling Indoor 6.5" Coaxial Loudspeaker (Public Side) |
| 14 |
| Interview Windows. Public Side. |
| Ceiling Speaker |
| Lowell |
| ES-62T |
| 6.5" In-Ceiling Coaxial Speaker, Press-Fit Grille, Backbox |
| 10 |
| Consular Waiting. Public Side. |
| Consular Audio Rack |
| Middle Atlantic |
| WRK-44-32 |
| 44SP/32D Multibay Work Rack |
| 1 |
| Consular Audio Equipment Room (CAER) |
| Amplifier |
| Crestron |
| AMP-X300 |
| X-Seriers Amplifier. Mounted on top of speaker, Odd-Numbered Windows |
| 7 |
| Interview Windows. Teller Side. |
| Distribution Block |
| Crestron |
| C2N-HBLOCK, |
HD-TX-101-C-1G-E-BT
| Multi-Type Cresnet Distribution Block |
| 14 |
| Interview Windows. Public Side. |
| Control System |
| Crestron |
| CP4 |
| 4-Series Control System |
| 14 |
| Interview Windows. Teller Side. |
| Transmitter/Signal Extender |
| Crestron |
| HD-TX-101-C-E |
| HDMI Signal Extender for HD, UHD, 2K, 4K Signals Over CAT5e Cable |
| 14 |
| Interview Windows. Teller Side. |
Audio Equipment List, Continued.
| Equipment |
| Manufacturer |
| Part Number/Model |
| Description |
| Qty |
| Location |
| Queuing Display |
| Viewsonic |
| VA2247-MH |
| Queuing Display for Window, Public Side |
| 14 |
| Interview Windows. Public Side. |
| Receiver |
| Crestron |
| HD-RX-101-C-1G-E-B-T |
| Wall Plate Receiver Pairable with a DM Lite Transmitter for HDMI Signals |
| 14 |
| Interview Windows. Public Side. |
| Audio Amplifier |
| Biamp |
| Tesira Amp-450BP |
| 4-Channel PoE+ Conferencing Amplifier |
| 1 |
| CAER |
| Audio Dynamic Sound Processor (DSP) |
| Biamp |
| Tesira Server-IO-Configurable AVB |
| Configurable I/O DSP with up to 48 Channels of I/O, 1 DSP-2 Card |
| 1 |
| CAER |
| Input Card |
| Biamp |
| Tesira SEC-4 |
| 4-Channel Mic/Line Input Card with Acoustic Cancellation per Channel |
| 1 |
| CAER |
| AC Power Supply |
| Crestron |
| CNPWS-75 |
| Cresnet Power Supply, 75 Watts, for Equipment Rack |
| 1 |
| CAER |
| Input Card |
| Biamp |
| Tesira SIC-5 |
| 4-Channel Mic/Line Input Card |
| 1 |
| CAER |
| Output Card |
| Biamp |
| Tesira SOC-4 |
| 4-Channel Mic/Line Output Card |
| 1 |
| CAER |
| Network Switch |
| Netgear |
| M4250 Series |
| Network Switch |
| 1 |
| CAER |
Queuing Equipment List.
| Equipment |
| Manufacturer |
| Part Number/Model |
| Description |
| Qty |
| Location/Room |
| Queuing Display |
| Viewsonic |
| VA2247-MH |
| Queuing Display for Window, Public Side |
| 14 |
| Interview Windows. Public Side. |
| Digital Signage Screen |
| NEC |
| NEC ME502 |
| Signage Screen, Portrait Mode with Chief LVS1UP |
| 2 |
| Consular Waiting |
| Queuing Kisok |
| ACF |
| ITD-0502-0100 |
| Pedestal Queuing Kiosk |
| 3 |
| Consular Waiting |
508 Compliant Kiosk
| STI -508 Compliant Queuing Kiosk w/ 80mm Thermal Printer |
| 1 |
| Consular Waiting |
| Digital Signage Screen |
| NEC |
| NEC P555 |
| NEC P555 with Chief LTM1U |
| 1 |
| Consular Suite |
Queuing Equipment List, Continued.
| Equipment |
| Manufacturer |
| Part Number/Model |
| Description/Function |
| Qty |
| Location/Room |
| Digital Signage Screen |
| NEC |
| NEC P555 |
| NEC P555 with Chief LTM1U |
| 1 |
| NIV Chief |
| Digital Signage Screen |
| NEC |
| NEC P555 |
| NEC P555 with Chief LTM1U |
| 1 |
| ACS Suite |
| Digital Signage Screen |
| NEC |
| NEC P555 |
| NEC P555 with Chief LTM1U |
| 1 |
| Processing |
| Consular Queuing Rack |
| Middle Atlantic |
| WRK-44-32 |
| 44SP/32D Multibay Work Rack |
| 1 |
| Consular Audio Equipment Room (CAER) |
| HDMI Splitter |
| TBD |
| TBD |
| HDMI Signal Splitter to Multiple Screens for Media PC |
| 1 |
| CAER |
| USB Extender |
| TBD |
| TBD |
| Extend Peripherals to Kiosks |
| 5 |
| Consular Waiting |
| HDMI Extender |
| Crestron |
| TBD |
| Extend HDMI signal over CAT6 |
| 22 |
| Consular Waiting |
| KVM |
| TBD |
| TBD |
| Control multiple media PCs, HDMI compatible |
| 1 |
| CAER |
| PC |
| TBD |
| TBD |
| Kiosk PC |
| 1 |
| CAER |
| Manager's PC |
| TBD |
| YBD |
| Manager Dashboard PC |
| 2 |
| Consular Suite |
| HDMI Receiver |
| Crestron |
| HD-RX-101-C-E |
| DM Lite-HDMI over CATx receiver, surface mount |
| 14 |
| Consular Suite & Waiting |
| HDMI Transmitter |
| Crestron |
| HD-TX-101-C-E |
| DM Lite Transmitter for HDMI signal extension over CATx cable |
| 14 |
| Consular Suite Waiting |
Consular Queuing System Single-Line
Sample Photos of Audio Equipment
Audix GS1 Wall/Ceiling Microphone
Biamp Desono C-IC6 Ceiling Mount Speaker Lowell ES-62T In-Ceiling Speaker
Tesira AMP-450-BP 4-Channel PoE Conferencing Amplifier
Cresnet CNPWS-75 Watt Power Supply, for Equipment Rack
Cresnet C2N-HBLOCK Distribution Block
Creston HD-RX-101-C-E Receiver
Crestron HD-TX-101-C-E Transmitter
END OF STATEMENT OF WORK
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File details come from the government source that posted it. Updated .