SS-Maint_UCF Potable Water Testing v6 RFQ 19KE5026Q0023 CO sgnd.pdf

EMBASSY OF THE

UNITED STATES OF AMERICA

U. N. AVENUE GIGIRI NAIROBI, KENYA

LETTER TO PROSPECTIVE OFFERORS

Date: January 29, 2026

Dear Prospective Offeror:

SUBJECT: Solicitation Number 19KE5026Q0023 Potable Water Sampling and

Testing Services

The Embassy of the United States of America invites you to submit a proposal for

Potable Water Sampling and Testing Services at the U.S. Embassy Nairobi

Properties.

If you are interested in submitting a proposal on this project, read the instructions in

Section L of the attached Request for Quotation (RFQ).

If you intend to submit a proposal, you should thoroughly examine all documents contained in the contract solicitation package. Submit any questions you may have concerning the solicitation documents in writing via email to nairobigso-contracts@state.gov by 10a.m February 12, 2026. Responses will be sent in writing to all contractors on our list of interested parties after the conference.

Complete the OFFER portion of Standard Form 1442, including all blank spaces, and have the form signed by an authorized representative of your company, or the proposal may be considered unacceptable and may be rejected.

In order for a proposal to be considered, you must also complete and submit the following:

1. SF 1442

2. Section B and Attachment 1, Exhibit A and D

3. Section K, Representations and Certifications.

4. Gantt chart illustrating sequence of work to be performed.

5. Additional information as required in Section L.

The contract will be a firm fixed price contract, with no adjustment for any escalation in costs or prices of labor or materials. Each offeror will be responsible for determining the amount of labor and materials that will be required to complete the project, and for pricing its proposal accordingly.

Please be advised that each offeror is responsible for furnishing complete information to its subcontractor and suppliers, such as details and quantities required by the specifications.

mailto:nairobigso-contracts@state.gov

Your proposal must be submitted to Attn: Spencer Maguire, via email nairobigso-contracts@state.gov on or before 10:00 am on March 03, 2026. No proposal will be accepted after this time. See L.5 Instructions, Conditions & Notices. It is important to make sure the submission is made in specific size and format; as file attachments in MS-

Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed the 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

The Contracting Officer reserves the right to reject any and all proposals and to waive any informality in proposals received. In addition, the Embassy reserves the right to establish a competitive range of one or more offerors and to conduct further negotiations concerning price and other terms before awarding the contract, or to award without discussions.

Please direct any questions regarding this solicitation to the Contracting Officer, Nairobi NairobiGSO-Contracts@state.gov during regular business hours.

Sincerely, Spencer Maguire

Contracting Officer mailto:nairobigso-contracts@state.gov mailto:NairobiGSO-Contracts@state.gov

TABLE OF CONTENTS

SECTION

A. SF-1442 COVER PAGE

B. PRICING AND SCOPE OF WORK

C. DESCRIPTION/SPECIFICATIONS

STATEMENT OF WORK

D. PACKAGING AND MARKING

E. INSPECTION AND ACCEPTANCE

F. DELIVERIES OR PERFORMANCE

G. CONTRACT ADMINISTRATION DATA

H. SPECIAL CONTRACT REQUIREMENTS

I. CONTRACT CLAUSES

J. LIST OF ATTACHMENTS-- LIST OF DOCUMENTS, EXHIBITS

AND OTHER ATTACHMENTS

Attachment 1:

1.0 Exhibit A. Execution Plan

2.0 Exhibit B. Minimum Requirements for Personnel

3.0 Exhibit C. Government Furnished Property

4.0 Exhibit D. Contractor Furnished Property.

Attachment 2:

2.0 SHEM SAFETY PACKAGE

2.1 SHEM Drinking Water Safety Program

2.2 AHA Sample Scaffolding.

2.3 Risk Matrix.

2.4 EM 385-1-1 _EFFECTIVE 15March2024

K. REPRESENTATIONS, CERTIFICATIONS, AND OTHER

STATEMENTS OF OFFERORS OR QUOTERS

L. INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

OR QUOTERS.

M. EVALUATION FACTORS FOR AWARD

SOLICITATION, OFFER,

AND AWARD

(Construction, Alteration, or Repair)

1. SOLICITATION NO.

19KE5026Q0023

2. TYPE OF SOLICITATION

SEALED BID (IFB)

[x] NEGOTIATED (RFQ)

3. DATE ISSUED

January 29, PAGE OF PAGES

IMPORTANT - The “offer” section on the reverse must be fully completed by offeror.

4. CONTRACT NO.

5. REQUISITION/PURCHASE REQUEST NO.

PR15688523

6. PROJECT NO.

7. ISSUED BY CODE 8. ADDRESS OFFER TO

U.S. Embassy Nairobi GSO Contracting Officer

U.S. Embassy Nairobi

9. FOR INFORMATION

CALL:

A. NAME

Spencer Maguire

B. TELEPHONE NO. (Include area code) (NO COLLECT CALLS)

020-3636000

SOLICITATION

NOTE: In sealed bid solicitations “offer” and “offeror” mean “bid” and “bidder.”

10. THE GOVERNMENT REQUIRES PERFORMANCE OF THE WORK DESCRIBED IN THESE DOCUMENTS :

Potable Water Sampling and Testing Services Solicitation # 19KE5026Q0023 dated September 29, 2026.

11. The Contractor shall begin performance within __10__ calendar days and complete it within POP calendar days after receiving award, notice to proceed. This performance period is mandatory, negotiable. (See _______________.)

12A. THE CONTRACTOR MUST FURNISH ANY REQUIRED PERFORMANCE AND PAYMENT BONDS?

(If “YES,” indicate within how many calendar days after award in Item 12B.)

YES NO

12B. CALENDAR DAYS

SECTION A

COVER PAGE - SF-1442

OMB APPROVAL NO. 2700-0042

NSN 7540-01-155-3212 1442-101

STANDARD FORM 1442 (REV. 4-85)

Computer Generated Prescribed by GSA

FAR (48

CFR) 53.236-1(e)

OFFER (Must be fully completed by offeror)

14. NAME AND ADDRESS OF OFFEROR (Include ZIP Code)

15. TELEPHONE NO. (Include area code)

16. REMITTANCE ADDRESS (Include only if different than Item 14)

CODE FACILITY CODE

17. The offeror agrees to perform the work at the prices specified below in strict accordance with the terms of this solicitation, if this offer is accepted by the Government within __90___ calendar days after the date offers are due. (Insert any number equal to or greater than the minimum requirement stated in Item 13D. Failure to insert any number means the offeror accepts the minimum in Item 13D.

AMOUNTS

18. The offeror agrees to furnish any required performance and payment bonds.

19. ACKNOWLEDGMENT OF AMENDMENTS

The offeror acknowledges receipt of amendments to the solicitation -- give number and date of each

AMENDMENT NO.

DATE

20A. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN

OFFER (Type or print)

20B. SIGNATURE

20C. OFFER DATE

AWARD (To be completed by Government)

21. ITEMS ACCEPTED:

13. ADDITIONAL SOLICITATION REQUIREMENTS:

A. Sealed offers in original and ____ copies to perform the work required are due at the place specified in Item 8 by _______ (hour) local time _____________________ (date). If this is a sealed bid solicitation, offers must be publicly opened at that time. Sealed envelopes containing offers shall be marked to show the offeror’s name and address, the solicitation number, and the date and time offers are due.

B. An offer guarantee is, is not required.

C. All offers are subject to the (1) work requirements, and (2) other provisions and clauses incorporated in the solicitation in full text or by reference.

D. Offers providing less than __90___ calendar days for Government acceptance after the date offers are due will not be considered and will be rejected.

22. AMOUNT

23. ACCOUNTING AND APPROPRIATION DATA

24. SUBMIT INVOICES TO ADDRESS

SHOWN IN

(4 copies unless otherwise specified)

ITEM

25. OTHER THAN FULL AND OPEN COMPETITION PURSUANT

TO

10 U.S.C. 2304(c)( ) 41 U.S.C. 253(c)( )

26. ADMINISTERED BY CODE 27. PAYMENT WILL BE MADE BY

CONTRACTING OFFICER WILL COMPLETE ITEM 28 OR 29 AS APPLICABLE

28.NEGOTIATED AGREEMENT (Contractor is required to sign this document and return ____ copies to issuing office.)Contractor agrees to furnish and deliver all items or perform all work, requisitions identified on this form and any continuation sheets for the consideration slated in this contract.

The rights and obligations of the parties to this contract shall be governed by (a) this contract award, (b) the solicitation, and (c) the clauses, representations, certifications, and specifications or incorporated by reference in or attached to this contract.

29. AWARD (Contractor is not required to sign this document.)Your offer on this solicitation is hereby accepted as to the items listed. This award consummates the contract, which consists of (a) the Government solicitation and your offer, and (b) this contract award. No further contractual document is necessary.

30A. NAME AND TITLE OF CONTRACTOR OR PERSON

AUTHORIZED TO SIGN (Type or print)

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

30B. SIGNATURE

30C. DATE

31B. UNITED STATES OF AMERICA

BY

31C. AWARD DATE

Computer Generated STANDARD

FORM 1442 BACK (REV. 4-85)

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 SCOPE OF SERVICES

The United States Government (U.S.G.) requires a Contractor to perform potable water sampling and testing.

The Contractor shall provide the water sampling and testing services to listed location with US Embassy compounds. The Contractor service shall include availing trained sampling and testing attendants, picking samples as per the attached schedule, performing the testing in a licensed laboratory and presenting the results in PDF through the contract contact person. The contractor will coordinate all work with the Contracting Officer’s

Representative (COR) as described in Section C of this contract and exhibits attached in

Section J.

The contractor will provide an experienced and well-trained attendants team who will access the premises under embassy escort. The contractor shall follow water sampling and testing regulations as stipulated in U.S. Department of State Drinking Water Safety

Program/Office of Safety/Health and Environmental Management

(SHEM)OBO/OM/SHEM (Revised August 2004).

B.2 TYPE OF CONTRACT

This is a firm fixed price contract payable in Kenya Shillings. Prices for all Contract

Line-Item Numbers (CLIN) shall include proper disposal of toxic substances as per clause C.1.3.5 where applicable. No additional sums shall 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 awarded price shall not be adjusted due to currency devaluation.

The fixed price will include all work, including furnishing all labor, materials, equipment, and services, overhead (including cost of Workers’ Compensation and War-Hazard

Insurance, which shall not be a direct reimbursement) and profit, unless otherwise specified. The Government will require contractor to abide by the periodic schedule stated here under.

A fixed-type contract will be awarded for scheduled work services. The fixed rates shall include wages, overhead, general, and administrative expenses, and profit.

B.2 TYPE OF CONTRACT

B.3 PRICING

The rates below include all costs associated with providing Potable Water Sampling and

Testing Services in accordance with the attached scope of work, and the manufacturer’s recommended method of potable water systems maintenance including materials, labor, insurance (see FAR 52.228-4 and 52.228-5), overhead, profit.

Prices for all Contract Line-Item Numbers (CLIN) shall include proper disposal of toxic substances as per Section C where applicable. No additional sums shall 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 shall not be adjusted due to fluctuations in currency exchange rates

B.3.1 Value Added Tax

The Government will not reimburse the Contractor for Value Added Tax (VAT) under this contract. All taxable supplies (goods and services) to the United States Embassy in

Kenya are exempt from Value Added Tax. See the VAT Act, 2013, 2nd Schedule, Part B

‘Zero Rates Supplies to Public Bodies, Privileged persons and Institutions’, para (3).

Vendors are therefore required to present invoices without a tax element, i.e., indicate 0%

VAT on all invoices. The Purchase Orders or Contracts issued by the United States

Embassy will serve as the basis for Zero Rating when vendors are accounting for VAT with the Kenya Revenue Authority.

B.3.2 Currency

All prices shall be submitted in Kenya Shillings.

B.3.3 Scheduled Potable Water Sampling and Testing Services

In consideration of satisfactory performance of all the scheduled services required under this contract, the Contractor shall be paid a fixed price per month for Scheduled Potable

Water Sampling and Testing Services.

B.4 BASE PERIOD PRICES

B.4.1. Scheduled Sampling and Testing Services.

The Contractor shall provide the services shown below for the base period of the contract and continuing for a period of 12 months starting from the date of the NTP. Visits to

Embassy Nairobi for delivery of services are represented in the schedules below.

The fixed-price for the first year (starting on the date stated in the Notice to Proceed and continuing for a period of 12 months) for scheduled Potable Water Sampling and Testing

Services as defined in section C are:

B.4.1.1 Quarterly Scheduled Services - Base Year

CLIN Description (Sample points per quarter)

Unit price

(KES)

Total per year (KES)

Potable Water (Quarterly

Schedules)

Quarter 1 Potable Water sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and coliforms

Quarter 2 Potable Water sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and

Quarter 3 Potable Water sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and

Quarter 4 Potable Water sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and

Borehole Water (Bi-

Annual)

Cycle 1 Boreholes Water sampling , testing, and reporting. Type of test:

Biological test for e-coli and coliforms, Chemical test, physical test as per attached standards

Cycle 2 Boreholes Water sampling , testing, and reporting as per attached schedule. Type pf test:

Biological test for e-coli and coliforms, Chemical test, physical test as per attached

Total Base Year

B.5 FIRST OPTION YEAR PRICES

B.5.1. Scheduled Sampling and Testing Services.

The Contractor shall provide the services shown below for the first option year period of the contract and continuing for a period of 12 months starting from the effective date of the option period. Visits to Embassy Nairobi for delivery of services are represented in the schedules below.

The fixed-price for the first option year for scheduled Potable Water Sampling and

Testing Services as defined in section C are:

B.5.1.1 Quarterly Scheduled Services- Option Year 1 points per quarter)

Unit price sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and sampling , testing, and reporting. Type of test:

Biological test for e-coli and coliforms, Chemical test, physical test as per attached sampling , testing, and reporting as per attached schedule. Type pf test:

Biological test for e-coli and coliforms, Chemical test, physical test as per attached

Total First Option Year

B.6 SECOND OPTION YEAR PRICES

B.6.1. Scheduled Sampling and Testing Services.

The Contractor shall provide the services shown below for the first option year period of

The fixed-price for the second option year for scheduled Potable Water Sampling and

B.6.1.1 Quarterly Scheduled Services- Option Year 2 points per quarter)

Unit price sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and sampling , testing, and reporting. Type of test:

Biological test for e-coli and coliforms, Chemical test, physical test as per attached sampling , testing, and reporting as per attached schedule. Type pf test:

Biological test for e-coli and coliforms, Chemical test, physical test as per attached

Total Second Option Year

B.7 THIRD OPTION YEAR PRICES

B.7.1. Scheduled Sampling and Testing Services.

The Contractor shall provide the services shown below for the third option year period of

The fixed-price for the third option year for scheduled Potable Water Sampling and

B.7.1.1 Quarterly Scheduled Services- Option Year 3 points per quarter)

Unit price sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and

Quarter 2 Potable Water sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and sampling , testing, and reporting. Type of test:

Biological test for e-coli and coliforms, Chemical test, physical test as per attached sampling , testing, and reporting as per attached schedule. Type pf test:

Biological test for e-coli and coliforms, Chemical test, physical test as per attached

Total Third Option Year

B.8 FOURTH OPTION YEAR PRICES

B.8.1. Scheduled Sampling and Testing Services.

The Contractor shall provide the services shown below for the fourth option year period of the contract and continuing for a period of 12 months starting from the effective date of the option period. Visits to Embassy Nairobi for delivery of services are represented in

The fixed-price for the fourth option year for scheduled Potable Water Sampling and

B.8.1.1 Quarterly Scheduled Services- Option Year 4 points per quarter)

Unit price sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and sampling , testing, and reporting. Type of test:

Biological test for e-coli and coliforms, Chemical test, physical test as per attached sampling , testing, and reporting as per attached schedule. Type pf test:

Biological test for e-coli and coliforms, Chemical test, physical test as per attached

Total Fourth Option Year

B.9 SIX -MONTH EXTENSION OPTION PERIOD PRICES

B.9.1. Scheduled Sampling and Testing Services.

The Contractor shall provide the services shown below as an extension for a period of 6 months. Visits to Embassy Nairobi for delivery of services are represented in the schedules below.

The fixed-price for the 6-month extension for scheduled Potable Water Sampling and

B.9.1.1 Quarterly Scheduled Services- Six Month Extension Period points per quarter)

Unit price

(KES)

Total per Extension

Period (KES) sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and

Quarter 2 Potable Water sampling , testing, and reporting as per attached schedule. Type of test:

Biological test for e-coli and sampling , testing, and reporting. Type of test:

Biological test for e-coli and coliforms, Chemical test, physical test as per attached

Total Six-Month Extension

Period

B.10 GRAND TOTAL

Base Year Total

First Option Year Total

Second Option Year Total

Third Option Year Total

Fourth Option Year Total

Six Month Extension Period Total

GRAND TOTAL

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1. INTRODUCTION

C.1.1. General.

C.1.1.1. The U.S. Embassy Nairobi requires Potable Water Sampling and Testing

Services. The Contractor shall furnish managerial, administrative and direct operational personnel to accomplish all work as required in this contract. The Contractor shall designate an English speaking representative who shall supervise the Contractor's workforce and be the Contractor's liaison with the U.S.Embassy Nairobi.

C.1.1.2. The objective of scheduled Potable Water Services. is to eliminate incidences of contamination of water systems in the U.S. Embassy Compounds.

C.1.1.3. Contractor shall provide all materials, supervision, labor, tools and equipment to perform potable water sampling, testing and as per provided standards (table CW1).

Table CW1

Tasks Summary

Contractor shall provide a trained attendant, required sampling instruments avail to the respective locations as per provided schedule and pick sample while ensure all procedures are followed including but not limited to the following steps:

C.1.1.3.1. Identifying the sampling site, properly cleaning and sterilizing the sampling bottle, allowing the water to flow for a short period to flush the lines, collecting the sample by placing the water bottle below running sampling tap to avoid surface contamination, filling the bottle to near capacity while avoiding touching the inside with your fingers, securely capping the bottle, and thoroughly labeling it with relevant information like date, time, and location; always follow specific instructions provided by the laboratory analyzing the sample.

C.1.1.3.2. Mobilize for sampling and water testing per water parameters to table CW1.

C.1.1.3.3. Undertaking the sampling and testing procedure in a safe and accurate manner against the set parameters ( CW1).

C.1.1.3.4. Contractor shall deliver water samples and perform testing in a licensed laboratory and present results to the COR in a lab certified pdf copy within 5 days after sampling.

C.1.1.4. The Contractor's employees shall be on-site only for contractual duties and not for any other business or purposes. Specific services are described in detail below.

C.1.1.5. 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.

C.1.1.7. Work Schedules

Scheduling method

Quater Month Start date End date

Quarter 1 1 7 days after date of

Notice to proceed

30 days after date of Notice to proceed.

2 1 day after end of month 1

30 days after date of Notice to proceedend of month 1

3 1 day after end of month 2

30 days after date of Notice to proceedend of month 2

Quarter 2 4 1 day after end of month 3

30 days after date of Notice to proceedend of month 3

5 1 day after end of month 4

30 days after date of Notice to proceedend of month 4

6 1 day after end of month 5

30 days after date of Notice to proceedend of month 5

Quarter 3 7 1 day after end of month 6

30 days after date of Notice to proceedend of month 6

8 1 day after end of month 7

30 days after date of Notice to proceedend of month 7

9 1 day after end of month 8

30 days after date of Notice to proceedend of month 8

Quarter 4 10 1 day after end of month 9

30 days after date of Notice to proceedend of month 9

11 1 day after end of month 10

30 days after date of Notice to proceedend of month 10

12 1 day after end of month 11

30 days after date of Notice to proceedend of month 11

C.1.1.7.1 Quarterly Schedule 1

Roslyn

Ridge

Houses

NEC Locations Other Locations Roslyn Grove locations

1 603 Nob grd sink WWTP 2 16022 A404

2 636 Nob 3rd flr fountain WWTP LOCHAB A205

3 619 Nob 1st flr sink 1 LE 388 A405

4 640 Acacia penthouse tap LE 389 B202

5 658 Acacia 1st flr fountain LE 390 B208

6 600 Oak grd flr break room sink LE 393 B401

7 604 Oak café rising sink LE 395 B409

8 635 Oak 3rd flrfountain LE 397 D108

9 625 Nob 2nd flr sink 2 LE 400 A105

10 656 Marine house sink FBO 466 A203

11 641 Medical unit lab sink FBO 524 A402

12 657 Nob consular sink FBO 525 B201

13 615 Acacia 3rd flr sink 2 FBO 527 A404

14 634 Acacia grd flr sink FBO 528 B402

15 620 Oak basement 1break room sink FBO 529 B209

16 642 Oak 2nd flr sink FBO 530 D107

17 655 Nob rso sink FBO 553 C101

18 600 Medical treatment room 2 sink FBO 557 A106

C.1.1.7.2 Quarterly Schedule 2

Roslyn Ridge

Houses NEC Locations Other Locations

Roslyn Grove locations

1 605 Nob café sink 2 FBO 558 A401

2 633 Acacia 3rd flr sink 2 R2002 A206

3 654 Oak basement 2 fountain R13013 B109

4 644 Oak 2nd flr fountain WWTP 1 A403

5 630 Marine house outside sink WWTP 2 B301

6 600 Cac 3 WWTP LOCHAB B403

7 606 Café coffee shop sink FBO 559 C102

8 614 Medical lab sink FBO 560 D106

9 632 Eso sink FBO 575 A107

10 621 Nob penthouse tap FBO 576 A202

11 653 Acacia 1st flr sink 2 FBO 577 A308

12 600 Oak 3rd flr fountain FBO 578 A408

13 613 Oak café sink 2 FBO 579 B108

14 631 Pump room tap FBO 580 B404

15 622 Nob 1st flr sink 2 FBO 581 B302

16 653 Nob café sink 3 FBO 583 D105

17 651 Nob 3rd flr fountain FBO 670 C103

18 600 Pump room raw water FBO 674 A108

C.1.1.7.3 Quarterly Schedule 3

Roslyn Ridge

Houses NEC Locations

Other Residential houses

Roslyn Grove locations

1 612 Oak 2nd floor fountain FBO 675 A208

2 628 Oak café sink 4 FBO 676 A307

3 623 Executive sink FBO 678 B107

4 649 Nob 2nd flr sink FBO 681 A409

5 646 Medical room 2 sink FBO 683 B405

6 600 Nob consular sink R13013 B303

7 610 Nob café sink 5 R2002 C104

8 611 Acacia 1st flr fountain WWTP 1 D104

Pump room treatment water tap

WWTP 2

A109

10 629 Oak grd flr fountain 2 WWTP ROCHAB A209

11 650 Cac 2 FBO 685 A306

12 600 Nob 1st flr sink 2 FBO 686 B101

13 607 Consular waiting fountain FBO 687 B106

14 612 Acacia 3rd flr sink 2 FBO 688 B304

15 623 Acacia grd fountain FBO 689 B406

16 635 Marine bar sink FBO 690 D103

17 641 Oak 2nd flr fountain FBO 691 C105

18 600 Oak gym fountain FBO 692 A201

C.1.1.7.4 Quarterly Schedule 4

R/Ridge Houses NEC Locations Other Locations

Roslyn Grove locations

638 Oak loc kitchen sink LE 218 A101

652 Oak cafeteria veg sink LE 260 A207

624 Oak 3rd floor fountain LE 287 A309

616 Nob café veg sink LE 327 A406

600 Medical unit room 1 LE 328 B204

6 607 Conference sink grd flr LE 349 B206

659 Executive kitchen sink LE 354 B308

8 601 Acacia 1st floor fountain LE 355 B407

625 CAC1 1 sink LE 361 A102

638 City point of entry LE 362 A204

648 Nob lobby fountain LE 363 A403

660 Café serving area sink LE 364 B203

617 Acacia 3rd flr sink LE 372 A407

14 626 Acacia 2nd flr fountain LE 380 B309

15 637 Oak motor poor sink LE 387 B207

602 CAC 3 tap R13013 D109

17 600 Oak 2nd flr fountain R2002 B108

647 Oak gym fountain WWTP 1 16022 A103

C.1.1.7.5 Bi-Annual Scheduled Services

BORE HOLE WATER TESTING SCHEDULE.

Location

Description

Type of services

No. of service

Cycle 1 Cycle 2

16000 Chancery bore hole water Semi- Annual 2 7 days after date of notice to proceed – 182 days after date of Notice to proceed

183 days after date of notice to proceed – 365 days after date of Notice to proceed FBO 847 FBO 847 Borehole water Semi- Annual 2

7007 R 07 Borehole water Semi- Annual 2

600 RR Borehole water Semi- Annual 2

Lone tree LT Borehole water Semi- Annual 2

R2002 R02 Borehole water Semi- Annual 2

R13013 R13 Borehole water Semi- Annual 2

Fair field Fair field borehole water

C.1.2. Checklist Approval

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

1.2.1. 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 the maintenance visit.

1.2.2. It is the responsibility of the Contractor to perform all manufacturers recommended sampling and testing services including procedures recommended by the manufacturer’s technical manuals for the respective equipment.

C.1.3. Personnel, Tools, Consumable Materials and Supplies.

C.1.3.1. The Contractor shall be responsible for providing qualified technicians (with at least one of each trade at the journey-man level or equivalent) with relevant experience of more than 3 years to meet the minimum requirements established below to perform maintenance services in accordance with the potable and water testing. maintenance plan shown in Exhibit A.

C.1.3.2. Reserved. (N/A)

C.1.3.3. Reserved. (N/A)

C.1.3.4. Repairs are not included in this contract. See Item C.5. Exclusions.

C.1.3.5 Disposal of used filters, controllers 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.

C.1.4. Execution Plan. The Contractor shall provide an Execution Plan to carry out the sampling and testing services as shown in Exhibit A. These duties and responsibilities described in section C. The Contractor shall provide a draft of the Executive Plan to the

COR for review 30 days after contract award.

C.1.5 Definitions.

"Chancery" means the building of the embassy used for official activities or means the official residence of the ambassador.

CO: Contracting Officer

COR: Contracting Officer’s Representative

"Daily" means 5 days per week, on each non-holiday workday.

"Execution Plan" is submitted by the Contractor and defines the methods and disciplines used to carry out the potable water testing as provided in Exhibit A.

"General Instructions" mean those instructions, directives and guidelines that apply to all employee maintenance personnel.

“MSDS”: Material Safety Data Sheet

“NCA”: National Construction Authority

“OSHA”: Occupational Safety and Health

“POSHO”: Post Occupation Safety and Health Officer

“R/Ridge”: Roslyn Ridge compound

C.2. GENERAL REQUIREMENTS

The Contractor under this SOW shall be responsible for labor, tools, and materials required to carry out all potable water testing as outlined in this SOW. The COR may be in possession of the service manuals and other manufacturer’s data including equipment model/make, installation manual, manufacturer’s Point of Contact, components specifications, As-built drawings, equipment controls data and historical Maintenance records. Such information (once available) will be made available (for viewing under the

COR’s presence) to the Contractor provided that such information is required for the service required. Hard and/or soft copies will be considered for issue on a case-by-case basis as determined by the COR.

C.2.1 Periodic Reports: The Contractor shall render maintenance reports after each service, summing up observations resulting from the inspections, difficulties or irregularities encountered, measures taken, improved conditions, repairs or services needed (those beyond the Contractor's responsibilities), special work done, recommendations, and other matters related to operation and maintenance of the potable water management systems covered by this contract. The periodic reports shall be provided in a format similar to the one proposed and accepted per execution plan- Exhibit

A, signed by an authorized representative of the Contractor, and shall be submitted to the

COR, together with the Contractor's invoice.

C.2.2 Inspection by Government: The services being performed hereunder and the supplies furnished therefor will be inspected from time to time by the COR, or his/her authorized representatives, to determine that all work is being performed in a satisfactory manner, and that all supplies are of acceptable quality and standards.

The Contractor shall be responsible for any countermeasures or corrective action, within the scope of this contract, which may be required by the Contracting Officer as a result of such inspection.

C.3. SCOPE OF WORK-

Contractor shall provide all materials, supervision, labor, tools and equipment to perform sampling and testing services. 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).

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 system that are not covered under this scope of work, then the contractor must 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.

C.4 EQUIPMENT AND PERFORMANCE REQUIREMENTS:

C.4.1 The Contractor shall provide all necessary managerial, administrative, and direct labor personnel, including transportation, equipment, tools, supplies and materials required to perform all services as described in 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 personnel to inspect, adjust, and perform scheduled sampling and testing; and provide consumable materials.

C.4.2. Performance Standards

All work in this agreement shall be completed in a professional and timely manner.

Those working on the equipment should be certified and the quality of work should reflect that. The Contractor shall schedule all sampling and testing work with the post

Facility Manager to avoid disrupting the business operation of the Embassy.

C.5 EXCLUSIONS

The Contractor shall not assume responsibility for the following items, which are not included in this contract:

• Building automation system.

• Air handling units.

• Variable air volume controllers

• Pumping systems

C.6 SUPERINTENDENCE BY CONTRACTOR:

The entire operation of the contracted services shall be superintended by the Contractor's bilingual (English and Kiswahili) liaison, who shall maintain a close contact with the

Contracting Officer and the COR in order to coordinate the performance of the contracted services with the needs of the Government.

The liaison, (or his/her qualified assistant), shall be on duty throughout the normal operating hours of the Embassy and any other authtorized hours outside normal working hours.

C.7 INSPECTIONS

The Contractor shall institute an appropriate inspection system including checklists of duties to be carried out, ensuring these duties are carried out by the supervisory staff and senior employees, and carrying out bi-annual inspections to determine whether the various services are being performed according to the contract requirements. Copies of the periodic inspection reports (per work schedules indicated under section C) shall be provided to the COR.

Any shortcomings and/or substandard conditions noted in such inspections shall be promptly corrected and improved; any conditions beyond the responsibility of the

Contractor shall be brought to the attention of the Contracting Officer or COR, for disposition.

C.8 TRANSITIONS/CONTACTS

The Contractor shall submit to the CO no later than 10 days after contract award, a plan to assume all responsibilities for potable water sampling and testing 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.

C.9 SUBMISSION OF INVOICES

The Contractor shall submit an invoice after each potable water sampling and testing service has been performed as identified under the CLIN schedule. Invoices must be accompanied by a signed copy of the testing checklist for the work performed. No invoice for services shall be considered for payment unless accompanied by the relevant documentation.

SECTION D - PACKAGING AND MARKING

D.1. MATERIALS DELIVERED TO THE SITE SHALL BE MARKED AS

FOLLOWS:

Not applicable for this contract.

SECTION E - INSPECTION AND ACCEPTANCE

E.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. In addition, the full text of a clause may be accessed electronically at: Acquisition.gov this address is subject to change.

If the Federal Acquisition Regulation (FAR) is not available at the location indicated above, use the Department of State Acquisition website at e-CFR to see the links to the

FAR. You may also use an Internet “search engine” (for example, Google, Yahoo or

Excite) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

CLAUSE TITLE AND DATE

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

52.246-12 INSPECTION OF CONSTRUCTION (AUG 1996)

E.2 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan is designed to provide an effective surveillance method to promote effective

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

Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the

Government is to conduct quality assurance to ensure that contract standards are achieved.

PERFORMANCE OBJECTIVE

PWS

PARAGRAPH

PERFORMANCE

THRESHOLD

Performs all potable water maintenance services set forth in the Performance

Work Statement (PWS)

C.1 thru C.09

All required services are performed and no more than one

(1) customer complaint is received per month

E.2.1. Surveillance. The COR will receive and document all complaints from

Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

https://acquisition.gov/browse/index/far https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl

E.2.2. Standard. The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting

Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.246-4, Inspection of Services – Fixed Price (AUG

1996)), if any of the services exceed the standard.

E.2.3. Procedures

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

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

(c) If the COR determines the complaint is invalid, the COR will advise the complainant.

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

(d) If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available.

The COR shall determine how much time is reasonable.

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

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

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

(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

SECTION F - DELIVERIES OR PERFORMANCE

F.1. 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

52.242-14 SUSPENSION OF WORK (APR 1984)

52.242-15 STOP-WORK ORDER (AUG 1989)

52.242-17 GOVERNMENT DELAY OF WORK (APR 1984)

F.2. PERIOD OF PERFORMANCE

The contract shall be effective after the Contracting Officer's signature, and shall be for a period of one-year, with a maximum of four one-year optional periods of performance.

Performance will begin on issuance of notice to proceed indicating the effective date of the contract.

F.3. DELIVERABLES

The following items shall be delivered under this contract:

Description Quantity Delivery Date Deliver To

C.1.1.7. Work Schedules

Conduct Potable Water Testing

Services. 1

To commence within 10 days after Award and Notice to

Proceed. The subsequent maintenance visits to be as scheduled

At Site-

Chancery

C.1.2. Checklist signed by

Contractor’s employee 1

NLT 48 hours after completion of each maintenance service COR

C.1.4. Execution Plan 1 5 days after award COR

C.2.1. Inspection Report 1

7 days after conducting

Maintenance Services COR

E.2. Quality Assurance Plan 1 5 days after award COR https://gov.ecfr.io/cgi-bin/text-idx?SID=d9a7851186785ba2b1896db79b1b6b29&mc=true&tpl=/ecfrbrowse/Title48/48tab_02.tpl

H.3. Insurance/Licenses &

Permits 1 5 days after contract award CO

H.8. Names, biographic data, police clearance on Contractor personnel 1 5 days after contract award COR

H.9 Safety Plan 1 5 days after contract award COR

Final report for each service visit. Report to include plant effluent discharge measurement parameters per the standards provided under Exhibit D 1

14 Days after completion of service visit COR

Invoice 1

After completion of each maintenance service (See G.2.1)

F.4 CONTRACTOR'S SUBMISSION OF MAINTENANCE SCHEDULE AND

MINOR REPAIRS UNDER UNSCHEDULED WORK ORDERS

Any unscheduled maintenance will be awarded on a separate contract award. Pricing

(Section B) for potable water testing maintenance labor services quoted under this contract may be considered for award at the discretion of the U.S. Government.

F.5 ACCEPTANCE OF SCHEDULE

When the Government has accepted any time schedule, it shall be binding upon the

Contractor. The completion date is fixed and may be extended only by a written modification to the delivery order signed by the Contracting Officer. Acceptance or approval of any schedule or revision thereof by the Government shall not (1) extend the completion date or obligate the Government to do so, (2) constitute acceptance or approval of any delay, nor (3) excuse the Contractor from or relieve the Contractor of its obligation to maintain the progress of the work and achieve final completion by the established completion date.

F.6. NOTICE OF DELAY

In the event the Contractor receives a notice of any change in the work, or if any other conditions arise which are likely to cause or are actually causing delays which the

Contractor believes may result in completion of the project after the completion date, the

Contractor shall notify the Contracting Officer of the effect, if any, of such change or other conditions upon the approved schedule, and shall state in what respects, if any, the relevant schedule or the completion date should be revised. Such notice shall be given promptly, and not more than ten (10) days following the first occurrence of event giving rise to the delay or prospective delay. Revisions to the approved time schedule shall only be made with the approval of the Contracting Officer.

F.7. NOTICE TO PROCEED

(a) Following receipt from the Contractor of any evidence of insurance within the time specified in Section H of this contract, and following acceptance of these documents by the Contracting Officer, the Contracting Officer will provide to the Contractor a Notice to

Proceed. The Contractor must then prosecute the work required hereunder.

(b) It is possible that the Contracting Officer may elect to issue the Notice to Proceed prior to receipt and acceptance of any evidence of insurance required hereunder.

Issuance of a Notice to Proceed by the Government before receipt of the required insurance certificates or policies shall not be a waiver of the requirement to furnish these documents.

F.8. WORKING HOURS

All work shall be performed during regular work days (7:30am to 16:30p.m from

Monday through Friday) except for the holidays identified below. Other hours, if requested by the Contractor, may be approved by the Contracting Officer's

Representative. The Contractor shall give 36 hours in advance to COR who will consider any deviation from the hours identified above. Changes in work hours will not be a cause for a price increase. The work must be carried out to cause the minimum inconvenience to the occupants of the adjoining premises.

F.9. EXCUSABLE DELAYS

The Contractor will be allowed time, not money, for excusable delays as defined in FAR

52.249-10, Default. Examples of such cases include (l) acts of God or of the public enemy, (2) acts of the United States Government in either its sovereign or contractual capacity, (3) acts of the government of the host country in its sovereign capacity, (4) acts of another contractor in the performance of a contract with the Government, (5)fires, (6) floods, (7) epidemics, (8) quarantine restrictions, (9) strikes, (l0) freight embargoes, (11) delays in delivery of Government furnished equipment and (12) unusually severe weather. In each instance, the failure to perform must be beyond the control and without the fault or negligence of the Contractor, and the failure to perform furthermore (1) must be one that the Contractor could not have reasonably anticipated and taken adequate measures to protect against, (2) cannot be overcome by reasonable efforts to reschedule the work, and (3) directly and materially affects the date of final completion of the project.

F.10 POST AWARD CONFERENCE

A post award conference will be held 10 days after contract award at U.S. Embassy

Nairobi to discuss the schedule, submittals, notice to proceed, mobilization and other important issues that affect the progress under this contract.

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE (COR)

(AUG 1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name or position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative

(COR). Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a warranted Contracting Officer and this authority is delegated in the designation.

(b) The COR for this contract is the Mechanical Engineer.

G.1.1 Duties

The COR is responsible for inspection and acceptance of services. These duties include review of Contractor invoices, including the supporting documentation required by the contract. The COR may provide technical advice, substantive guidance, inspections, invoice approval, and other purposes as deemed necessary under the contract.

G.2. PAYMENT

G.2.1. General.

The Contractor's attention is directed to Section I, 52.232-1, "Payments".

Invoices for U.S. Government employees shall be submitted in an original to the following address (designated billing office only for the purpose of submitting invoices):

Invoices should be sent electronically to the COR and Attn: FMO

Kindly submit the invoice in my ILMS.

See below instructions.

The Embassy is pleased to inform you that we recently rolled out an online based

Invoicing platform that amongst other things enables you to;

• Submit your Invoice online.

• Track Realtime the status & progress of your Invoice.

• Get updates upon final approval.

• View all orders currently awarded to your company.

To access the system:

1. Create a user account using the following link, https://mygrants.servicenowservices.com/ and click on create an account.

2. Download the Okta Authenticator app to your smartphone. You will need this app to access my ILMS portal. The app is free to download.

https://mygrants.servicenowservices.com/

Kindly create your online account it’s the only way we are accepting Invoices moving forward.

Payment shall be made in local currency by Electronic Funds Transfer (EFT) within 30 days after receipt of the proper invoice

G.2.2. Detail of Payment Requests

Each application for payment, which shall be made no more frequently than bi-annually, unless otherwise provided herein, shall cover the fixed price preventive maintenance fee and the value of labor and materials completed.

Time sheets to support the number of hours worked for each work order and signed by the Contractor’s approving official that work has been completed.

G.2.3. Payments to Subcontractors

The Contractor shall make timely payment from the proceeds of the progress or final payment for which request is being made, to his subcontractors and suppliers in accordance with the Contractor's contractual arrangements with them.

G.2.4. Evaluation by the Contracting Officer

Following receipt of the Contractor's request for payment, and on the basis of an inspection of the work, the Contracting Officer shall make a determination as to the amount which, in his/her opinion, is then due. In the event the Contracting Officer does not approve payment of the full amount applied for, less the retainage addressed in

52.232-5, the Contracting Officer shall advise the Contractor of the reasons therefore.

G.2.5. Additional Withholding

Independently of monies retained by the Government under 52.232-5, or otherwise…