SOW PMSC HVAC Water Treatment 2026.docx

STATEMENT OF WORK

PREVENTIVE MAINTENANCE SERVICE CONTRACT

HVAC WATER TREATMENT

U.S. Consulate General Merida, Mexico

January 2025

TABLE OF CONTENTS

Section

1. INTRODUCTION

2. PRICING

3. NOTICE TO PROCEED

4. GENERAL REQUIREMENTS

5. PERFORMANCE CRITERIA

6. SPECIFICATIONS

7. MAINTENANCE SPECIFICATION DETAILS

8. SCOPE OF WORK

9. HOURS OF PERFORMANCE

10. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

11. SCHEDULED PREVENTIVE MAINTENANCE

12. PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

13. SOFTWARE, LICENSES AND PASSWORDS

14. DELIVERABLES

15. INSURANCE REQUIREMENTS

16. LOCAL LAW REGISTRATION

17. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

18. TRANSITION/CONTRACTS

19. SUBMISSION OF INVOICES

20. SAFETY HEALTH AND ENVIRONMENTAL MANAGEMENT (SHEM)

1. INTRODUCTION

The US Consulate General in Merida, Mexico requires preventative 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 purpose of this statement of work is to define the requirements for the maintenance of the HVAC water treatment system located in the consulate compound. The intent of this service contract is to preserve the current piping, HVAC-equipment 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. These services shall ensure all HVAC systems being serviced under this agreement are always in good operational condition.

The HVAC water treatment systems to be maintained are:

· HVAC Water System (Closed Loop, Chilled Water)

The HVAC water treatment service contract will include but is not limited to combinations of physical procedures, chemical processes, and water testing to control water-related problems such as corrosion, scaling, general deposits, and microbiological fouling of the HVAC water system. 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

· Department of State, Safety Health, and Environmental Management (SHEM) requirements

These services shall result in all systems being serviced under this contract being in good operational condition when activated. The Contractor shall provide all necessary technical and mechanical, supervision, and preventive maintenance materials to efficiently accomplish the required services. The Contractor shall provide preventive maintenance services for HVAC Water Treatment Systems as specified in Exhibit A. Statement of Work, Description of Equipment/Specifications

The US Consulate General Merida will not provide any equipment for the performance of these services.

1.1 TYPE OF CONTRACT

This is a firm fixed price contract payable entirely in Mexican Pesos, 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.

1.2 PERIOD OF PERFORMANCE

The contract will be for a period of one base year, with a maximum of four one-year option periods of performance.

2. PRICING

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

2.1 Base Year. The Contractor shall provide the services shown below for the base period of the contract for a period of 12 months.

The Contractor shall NOT include the supply of the chemicals listed below in the document. The Consulate shall provide the chemicals in the base year and option years.

Total Base Year

2.2 Option Year 1. The Contractor shall provide the services shown below for OY 1 of the contract for a period of 12 months.

Total Option Year 1

2.3 Option Year 2. The Contractor shall provide the services shown below for OY 2 of the contract for a period of 12 months.

Total Option Year 2

2.4 Option Year 3. The Contractor shall provide the services shown below for OY 3 of the contract for a period of 12 months.

Total Option Year 3

2.5 Option Year 4. The Contractor shall provide the services shown below for OY 4 of the contract for a period of 12 months.

Total Option Year 4

2.6 Total for all five years:

2.7 Repair option. Repairs are NOT included under this agreement and shall be billed outside this contract.

2.8 Emergency Service Option. Emergency Service is NOT included under this agreement and shall be billed outside the contract.

However, the government desires current labor rates if there is an issue discovered during preventative maintenance of the specified equipment. Please provide your current labor rates in the repair option fields below. As stated in 7.1.4 of this contract any necessary repairs or parts will be submitted for approval and then billed against a separate purchase order. The contractor is not approved to do any additional work without specific authorization from the Contracting Officer (CO).

2.9 Repair Labor Rates:

Base Year: $/hr.__________________

OY 1: $/hr.__________________

OY 2: $/hr.__________________

OY 3: $/hr.__________________

OY 4: $/hr.__________________

Total: $/hr.__________________

3. NOTICE TO PROCEED

After Contract award and submission of acceptable insurance certificates and copies of all applicable licenses and permits have been provided, the Contracting Officer will issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten [10] calendar days from date of Contract award unless the Contractor agrees to an earlier date) on which performance shall start.

4. GENERAL REQUIREMENTS

4.1 The below SOW describes the preventive maintenance and testing services and deliverables to be performed by the Contractor at the New U.S. Consulate Compound Merida.

4.2 The assigned Contracting Officer (CO) and Contracting Officer's Representative (COR) or the Assistant Contracting Officer’s Representative (A/COR) 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 CO, COR, or A/COR.

4.3 This SOW 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.

4.4 The Contractor’s proposed and USG accepted maintenance contract cost proposal and maintenance schedule, including completion dates shall be incorporated into the task order. Additionally, the task order shall be a firm fixed price task order.

4.5 This SOW 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.

4.6 All deliverables, documents, proposals, etc. submitted by the Contractor under this SOW 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.

4.7 The Contractor shall schedule, coordinate, and arrange all work 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 SOW shall be electronically documented and updated and made available to the COR or A/COR upon request, oral or written. If the COR or A/COR determines that the Contractor’s schedule conflicts with critical post operations, the Contractor shall modify the schedule as required.

4.8 The Contractor shall assure that the equipment/water treatment material supplied 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.

4.9 After review of the US 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 typewritten correspondence. Submittal of this typewritten correspondence shall be completed, within 3 days upon receipt of the US Government Statement of Work.

4.9.1 The Contractor shall provide 3 customer references of similar scope of work, as well as each employed technician’s resume and training documentation.

4.9.2 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. Consulate Merida will require the Contractor to repair/replace any damaged systems or pay for the cost of rectification.

4.9.3 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. Consulate, COR, and Contractor.

4.9.4 The Contractor shall provide a list of equipment that will be used to perform all required tests on this SOW; this is part of the technical evaluation for this contract.

4.9.5 The service provider must have a minimum of 5 years of experience with testing of mechanical (HVAC) and potable water treatment plants. The qualified vendor must provide a compliance program to ensure the plant is operating in compliance with the manufacture’s standards. To support this requirement, Contractor shall provide any documentation approved by American or Mexican accreditation entity. Also, certificates of training received by Contractor’s staff.

4.9.6 The technician/s shall sign off on every task specified in the SOW and will provide a typewritten copy of their report to the COR or A/COR within 5 business days of each maintenance visit.

4.9.7 A site visit will be scheduled during acquisition process of this contract.

5. PERFORMANCE CRITERIA

5.1 The objective of this agreement is to provide, within the term of this contract, a professional level of service, which provides:

· The US Consulate General Merida with a fully operational and well-maintained mechanical water systems and prompt reaction to any change in arrangements or operational requirements of the US Consulate;

· compliance with the statutory and regulatory provisions of the laws of the jurisdiction;

· best in class practices within the industry;

· risk reduction for the US Consulate;

· preservation of asset value; and

· reduction in operating costs.

5.2 The 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.

5.3 The Contractor shall monitor its own performance against the criteria and benchmarks identified in this document and shall provide reports when required by the US Government.

6. SPECIFICATIONS

6.1 All equipment, chemicals, and testing procedures and kits shall be approved in writing by the COR or A/COR prior to use in the service contract. 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 both English and Spanish languages.

Contractor’s equipment used to perform the required analysis, shall be calibrated every 2 years and current certificates shall be presented to the COR or A/COR. Chemicals to be used, according to this document, are Contractor’s supply scope, except during base year.

6.2 HVAC Water Treatment

The Contractor shall apply molybdate-based corrosion and scale inhibitor designed for chilled water recirculating systems, closed loop. The molybdate shall:

· Be in a liquid form

· Have a pH level ranging from 10.8 to 12.5

· Have a density between 1.03 and 1.07 kg/Liter

· Have a concentration of 115 to 200 ppm

· Be 100% soluble in water

· Be compatible with propylene glycol

· Not contain any sodium nitrates

The contractor shall test for iron before adding molybdate. See Table A "Mechanical Water Testing Summary", in Exhibit A, for test type, reagents and goals.

The contractor shall clean and passivate (condition the metal surfaces) the system before adding molybdate.

The molybdate shall have the following chemical composition (must contain these chemicals):

· Sodium Molybdate

· Sodium Hydroxide

· Sodium Tetraborate

· Pentahydrate

Example products, for reference only. The US Consulate General Merida does not endorse any vendors or brands.

· Guardian IPCO GI # 379

· Guardian IPCO GI # 400

· Guardian IPCO GI # 415

· Guardian IPCO GI # 1009

The chilled water shall be maintained with the parameters specified in Exhibit A HVAC Water Treatment Statement of Work.

7. MAINTENANCE SPECIFICATION DETAILS

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 more stringent maintenance specification shall prevail.

8. SCOPE OF WORK

8.1 The Consulate will provide the chemicals for HVAC water treatment. The Contractor shall provide the required tools, instruments and necessary services to apply the chemicals, monitor their performance, and report the results. The water treatment service contract shall 1) preserve the interior waterside of current piping, HVAC equipment, potable/domestic water systems, and sprinkler piping/equipment, 2) reduce operating costs and establish a cost-effective water treatment program to control water related problems such as corrosion, scaling, general deposits, and microbiological fouling, and 3) ensure the proper operation of water treatment equipment.

8.2 The water treatment Contractor shall provide a “support service water treatment” contract. The support service water treatment contract shall involve joint responsibilities between the Consulate Facilities staff and the water treatment Contractor.

8.3 The support service water treatment program shall consist of Consulate Facilities staff conducting routine (daily/weekly) water treatment tests of the HVAC and potable water treatment systems and emailing the results to the water treatment Contractor every month. The Contractor will then be responsible for conducting a technical analysis of the weekly water treatment testing results from the Consulate. Respond within 48 hours to direct the Facilities staff to make any changes to the chemical dosages and/or equipment operations as necessary.

8.4 The water treatment Contractor shall visit the Consulate on a Quarterly basis (4 times a year – every 3 months). The Contractor shall be responsible for all logistics including but not limited to transportation and hotel reservations for their staff.

8.5 The Consulate shall provide all chemicals for the treatment plan and will provide a storage life expectance of at least 1 year.

8.6 The water treatment Contractor shall establish minimum and maximum control ranges (doses) for each treatment chemical and avoid unnecessary high levels of chemicals to mitigate cost and adverse chemical reactions from improper high level chemical dosage. The Contractor will submit typewritten proposed control ranges for each parameter specified in exhibit A and B as part of their contract proposal.

8.7 The water treatment Contractor shall perform the required services as described in the following SOW attachments, as applicable:

Exhibit A – HVAC Water Treatment System

8.8 The water treatment Contractor shall provide to Consulate staff, 8 hours of familiarization annually in both English and Spanish to acquaint operators in the necessary water treatment tests, the control ranges for each treatment chemical, safe handling of equipment and chemicals, and new water treatment procedures/technologies.

8.9 The water treatment Contractor shall review the facility water treatment logs and the operating logs to verify the chemicals are within design parameters.

8.10 The water treatment Contractor shall discuss the water treatment conditions with the Facility Manager or designated personnel monthly and follow up with a typewritten and signed service report within 5 business days after each visit. The report shall be in English and contain the results of water treatment Contractor’s on-site and laboratory tests, comment on the status of each system, and include specific recommendations for action if necessary.

9. HOURS OF PERFORMANCE

The Contractor shall maintain work schedules of their maintenance employees. 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 Consulate. The Contractor shall deliver standard services between the hours of 7:30AM and 4:30PM Monday through Friday. Depending on operating conditions, some events could be scheduled during weekend.

10. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

10.1 General. The Contractor shall designate a representative who shall supervise the Contractor’s technicians and be the Contractor’s liaison with the American Consulate of 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 Consulate personnel.

10.2 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.

10.3 Vehicles. Contractor vehicles will not be permitted inside the 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.

10.4 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.

10. 5 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. The Contractor shall work closely with the COR, the Post Facility Manager (FM) or the General Services Officer (GSO).

10.6 Standards of Conduct. 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 Consulate 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.

10.7 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.

10.8 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.

10.9 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.

10.10 Criminal Actions. Contractor employees may be subject to criminal prosecution 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.

10.11 Key Control. The Contractor will not be issued any keys. The keys will be checked out by Consulate staff on the day of service requirements.

10.12 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.

11. SCHEDULED PREVENTIVE MAINTENANCE

11.1 General

11.1.1 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.

11.1.2 The Contractor shall inventory, furnish, 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 to include: hoses, belts, oil, chemicals, coolant, (air, fuel, oil), grease, sealant, thermostat, fuses; in addition to the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), SDS, cleaning material and oil spill containment kits. The contractor shall inventory the supply after each visit and order replacement supplies and have them delivered on site. A secure area shall be provided for the storage of Contractor supplied materials. Maintenance materials shall be new, unused and are to be industry standard and intended for the task to be performed. Parts shall be OEM approved. Refrigerants shall meet applicable standards and have previous approval by COR.

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

11.1.4 Exclusion. This contract does Not include repair of equipment and replacement of hardware (e.g., bearings, motors, fans, 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.

11.1.5 Replacement/repair of any electronic or electrical parts shall be approved by the COR prior to installation of the part. If the Contractor proceeds to replace any electronic or electrical parts without COR approval, the Contractor shall de-install the parts at no cost to the Government.

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

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

11.2 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.

11.2.1 The Contractor shall provide trained technicians to perform the service at frequencies stated in Exhibit A and on the equipment called out in this SOW. The technician shall sign off on every item of the checklist and leave a copy of this signed checklist with the COR or the COR's designate after each maintenance visit.

11.2.2 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.

11.2.3 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.

12. PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

The Contractor shall provide trained technicians with the appropriate tools and testing equipment for scheduled maintenance, safety inspection, and safety testing as required by this Contract. The Contractor shall provide all the necessary materials and supplies to maintain, service, inspect and test all the systems to be maintained.

12.1 Repairs are not included in this contract; see 7.1.4

12.2 Disposal of used oil, fuel, battery, and other toxic substances. The Contractor is responsible for proper disposal of toxic/hazardous substances. All material shall be disposed of according to Government and Local law. After proper disposal the contractor must show proof of authorized disposal of these toxic/hazardous substances.

13. SOFTWARE, LICENSES AND PASSWORDS

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

14. DELIVERABLES

Provide a typewritten report to Post Facilities Manager containing following:

a) System information (make, model, all device 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:

15. INSURANCE REQUIREMENTS

15.1 Personal Injury, Property Loss, or Damage (Liability). The Contractor assumes absolute responsibility and liability for 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.

15.2 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

16. 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.

17. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

17.1 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 checks to ensure that Contract standards are achieved.

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.

17.2 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.

17.3 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.

17.4 Procedures

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

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

17.4.3 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.

17.4.4 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.

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

17.4.6 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.

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

17.4.8 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.

18. TRANSITIONS/CONTACTS

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

18.2 On site contact. The following are the designated contact personnel between the Consulate of Merida and the Contractor:

Jaime Guillermo (COR): GuillermoJJ@state.gov Luis Gallardo (A/COR): GallardoLA@state.gov

19. SUBMISSION OF INVOICES

The Contractor shall submit an invoice after each preventive maintenance service has been performed. Invoices must be accompanied by a signed copy of the Maintenance Checklist for the work performed including parts replacement and break down calls, if any. No invoice for preventive maintenance services will be considered for payment unless accompanied by the relevant documentation.

The Contractor should expect payment 30 days after completion of service or 30 days after receipt of invoice at the US Consulate General Merida payment office, whichever is later. Invoices shall be submitted on dedicated portal: ILMS VENDOR PORTAL.

20.SAFETY HEALTH AND ENVIRONMENTAL MANAGEMENT (SHEM)

The Contractor shall take all reasonable and proper safety precautions to prevent death or injury to any person or damage to any property at the US New Consulate Compound and in particular all equipment used by the Contractor shall be used in such a manner and maintained 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 Contractor shall have the following requirements:

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

· All electrical equipment and associated materials for the Services Contract comply with Underwriters Laboratories (UL) or Conformitè Europëenne (CE) requirements.

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

· Ensure that the 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 Consulate on request.

· Ensure the 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 and properly rated for safe implementation of this contract.

· The required and properly rated PPE must be worn while working at the Consulate and any Consulate owned or leased properties.

· Training program(s) shall be presented and must satisfy to the Consulate during the submittal process.

· Contractor shall present valid certification on ISO/IEC 17025:2017

EXHIBIT A

Statement of Work HVAC Water Treatment

1. GENERAL INFORMATION

The United States Consulate General in Merida requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s HVAC Water Treatment Systems.

2. PROJECT REQUIREMENTS

HVAC System Description: Closed Loop. Water Only.

Primary and Secondary Chilled-Water Loop: 6,000 gallons (22,700 liters)

DESCRIPTION OF EQUIPMENT:

Equipment Photos. Not to scale.

Bypass Feeder Filter Housing

Corrosion Coupon Rack

Chemicals for this system treatment must be applied and adjusted by the contractor.

The contractor shall test for iron before adding molybdate. See Table A "Mechanical Water Testing Summary", in Exhibit A, for test type, reagents and goals.

The contractor shall clean and passivate (condition the metal surfaces) the system before adding molybdate.

Chemical Products Data Sheets

3. SCOPE OF WORK - PREVENTIVE MAINTENANCE

Contractor shall provide all materials, supervision, labor, tools, PPE, safety management plan, and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and/or use safety protection while all work is performed. US Consulate staff may have service manuals for all equipment included in this SOW; if they do not, the Contractor shall assist Consulate staff in obtaining the manuals.

Any questions or injuries shall be brought to the attention of the Post Occupation Safety and Health Officer (POSHO). The Contractor shall provide an SDS to the COR or A/COR immediately upon delivery of each chemical to be used by Contractor personnel on-site. The SDS copies will be provided to the COR or A/COR for approval.

The following work shall be accomplished:

HVAC Water Treatment, Closed Loop Quarterly Preventive Maintenance

Task Summary

1. Inspect System

2. Change Corrosion Coupons

Tools and Equipment Required

1. Guardian IPCO GI#370 (or approved equal).

2. Molybdenum test kit.

3. Sample bottles.

4. Conductivity Meter.

5. Corrosion coupons.

6. Personal Protective Equipment: safety eyewear, chemical-resistant gloves, other PPE required by Post

Safety Procedures

1. Chemicals must comply with the Environmental Protection Agency (EPA) regulations and 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 (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 this SOW.

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 OBO standard values.

Maintenance Procedure

1. Test for proper levels of constituents (chemicals) in closed loop system and adjust chemical feeds as necessary to goals specified in Table A "Mechanical Water Testing Summary".

2. For each constituent sample and each test: Draw a water sample from the closed loop system. Flush the line until the sample is clear.

3. Flush a clean sample bottle with the water from the closed loop system three times to remove any contamination from the bottle, and then collect the sample.

4. Test for iron before adding molybdate. The goal for total iron is less than 0.3 mg/l. See Table A "Mechanical Water Testing Summary", for test type, reagents and goals.

5. Control the iron (Fe) in the water to prevent the Molybdenum from bonding to the iron rather than to the walls of the pipe.

6. Clean and passivate (condition the metal surfaces) the system before adding molybdate.

7. Use the Molybdenum Test Kit to test for the proper levels of Molybdenum.

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

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

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

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

12. Change corrosion coupons. Send used coupons to the laboratory for analysis. Contractor to supply written coupon corrosion test report to Facility Manager and/or COR within 15 calendar days after test.

Process Instrumentation Checks and Adjustments

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

2. Testing of the chemical parameters shown below in Table A; the 2 sample points of the system (cold and hot) will be established between the COR or A/COR and Contractor.

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 solenoid valves, contact water meter, dosing pumps are physically functioning properly as per the settings in the controller.

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

7. Submit a typewritten and signed service report with detailed description of errors and causes (if any) and corrective action taken.

The HVAC water treatment contractor shall determine the dosage levels of chemicals and stay within the specified operating parameters. Use Table A, Table AA, Attachment B, Attachment C.

Table AA

Coupon Rack Parameters for a Closed-Loop System

Closed-Loop System Without Glycol

No health hazards Total aerobic count less than 10,000/ml

Attachment B

Attachment C

LOG SHEET

Chilled Water Treatment Log, Closed Loop image1.png image2.png image3.png image4.png image5.png image6.png image7.png image8.png image9.png image10.png